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employee health and wellbeing support programmes, like WeCare l ensure employees take regular breaks and time off to rest and recharge. What are the best ways to streamline payroll processes to reduce stress and workload, while maintaining accuracy and compliance? JRC: When many think of streamlining payroll, they immediately turn to automation. This can help with the processing of payroll, although it isn’t a cure-all. Many elements may be changeable from month to month and there can always be an anomalous event. These tend to upset automated payroll services, leading to more work. Rather, automation should be seen for what it is – a tool to be used as one of many weapons in the payroll arsenal. Simplification of payroll policies can support a more streamlined process – for example, all employees receiving their pay at the same time each month. This cuts down on pay runs and mixed deadlines while also allowing employees to better budget for their needs. Another aspect is the setting of clear deadlines. Regular internal audits can identify and rectify errors and discrepancies, while also highlighting inefficiencies to be acted upon. Feedback from those within the payroll department can also help streamline the process and highlight areas of concern. This allows employees to feel empowered and heard. SS: Educating employees of deadlines, pay periods and providing easily accessible payroll information helps reduce the queries into the payroll department. In the past, I created need-to-know documents and FAQs which could be found on the benefits portal. The documents provided payroll processing timescales and procedures to educate on internal practices and topics such as tax codes, pension contributions and salary sacrifice. Keeping the files up to date and continuously promoting the resources available significantly reduced payroll queries during processing and after payday. You could argue that maintaining accuracy and remaining compliant is getting more complex. With that said, CIPP members have access to a wide range of useful resources on the website, in addition to the News Online articles,
which keep professionals up to date on the latest updates and legislation changes. Investing in training courses and education to strengthen the knowledge and skills of payroll staff is vital for all businesses. The cost of errors and non- compliance can be extremely costly and damaging for companies. MS: Streamlining payroll processes can significantly reduce stress and workload. Here are some best practices: l use payroll software to automate repetitive tasks, such as data entry and calculations, to reduce manual errors and save time l provide ongoing training for payroll professionals to keep them updated on the latest regulations and best practices. Encourage them to pursue CIPP qualifications to grow their network and learn from others l conduct regular internal audits to identify and address any discrepancies or inefficiencies in the payroll process l establish a feedback loop to continuously improve processes based on input from the payroll team l develop and document standardised procedures for payroll processes to ensure consistency and compliance. At SUEZ, we have detailed process maps for all tasks. The clear, documented procedures streamline tasks and empower our team to engage in meaningful conversations about process improvements, driving our commitment to excellence. In addition, creating an open and honest work environment is crucial for fostering trust, collaboration and employee wellbeing. At SUEZ, we emphasise transparency and communication, ensuring employees feel valued and heard. Our wellbeing charter, designed by employees themselves in 2019, includes the SUEZ eight areas of wellbeing, which focus on: l physical health l mental wellbeing l emotional l social l financial l work environment l job-related l diversity and inclusion. By addressing these areas, we create a holistic approach to wellbeing, which supports our employees in all aspects of their lives. n
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| Professional in Payroll, Pensions and Reward | May 2025 | Issue 110 28
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