Output vs outcomes: Are you getting the best from your software’s payslip delivery?
Paul Gibbons MCIPPdip, chief operating officer at PayDashboard , examines why integrating best-of-breed software products to deliver pay data to employees can be more beneficial than using the default option from your payroll software.
An integrated approach using two best-of-breed software products is often the best solution For most payroll software, the payslip is an output; the result of the payroll calculation that needs to be delivered to employees. This is not the case when you use a best-of-breed payslip portal, which is designed with the payslip at the heart of the functionality rather than as the output. Significant time and care have been spent considering the employee’s experience as they utilise the system. As a result, you get fewer technical enquiries from employees and an easier payday process for everyone involved. A separate payslip portal doesn’t have to feel like a standalone system though. With PayDashboard we’ve added the options for a company to rebrand their payslip portal with their logos and colours, customise the URL, and even edit the email notifications issued by the platform. The payslip portal can then look and feel like an extension of your HR system or intranet, and you can optionally set up single sign-on (SSO) between your HR system and PayDashboard, which enables users to either: ● Move seamlessly from their HR self-service area to their personal payslips, or ● Log-in directly to their payslip and bypass the HR portal. This removes any issues associated with delivering payslips via an HR system (such as access for leavers or staff on maternity leave) while retaining all the benefits of an integrated system. But the benefits don’t stop with ease-of-use, you can also unlock rich functionality With a specialist payslip portal like PayDashboard, payday becomes a fully immersive experience that enables the user to have greater overview and understanding of their pay, tax codes, pension and PAYE contributions. Visual learners can access their payslip in a graphical format, allowing them to view their pay data in a way that is easier for them to understand. With a best-of-breed payslip system you don’t just create outputs by delivering a payslip. You achieve outcomes by providing a positive pay experience for employees, creating a better-informed workforce, and realising a reduction in queries to your HR team.
Let’s assume you’ve decided to take the plunge and change your payroll software. You’ve narrowed down the supplier list and selected the best payroll software for your business needs, with all the features to process the unique complexities of your payroll – from pensions to pay spines; multiple frequencies to holiday accrual. But, when it comes to the quality of your payroll output, have you considered the employee’s experience upon receiving their payslip? Or, in the case of outsourced payroll providers, your client’s experience when receiving payroll data and reports? Before you implement the default payslip delivery solution from your new payroll software provider, consider a few things. Standalone payroll software Your payroll software is a powerful payroll calculation tool designed to process large amounts of data. However, the payslip delivery is often an afterthought for providers of payroll software, who treat it as simply an output. This approach can mean that less care and attention is spent on the user experience for someone receiving their payslips, leading to a clunky payslip portal and resulting in difficulties for employees during registration or resetting their password. This translates into more queries from employees to HR and finance teams asking for technical support, not to mention a poor payday experience. Integrated HR and payroll solutions If you’ve selected an integrated HR and payroll software, the obvious solution is to deliver epayslips via the HR self-service portal. However, this approach doesn’t suit all businesses, particularly: ● If some employees don’t need to access the HR system for anything other than payslips. You may have to pay for a full HR system licence for these staff to just access the payslip module, which can be costly. ● If you have a high staff turnover and leavers can’t access your HR system. You will have to deal with ongoing requests from leavers who forgot to download their payslips and now need a copy. ● If staff on sick or maternity leave are not able to access the HR system until they return to work. You'll have to find alternative ways to distribute their payslips while they are on leave. Payroll bureaux and accountants For outsourced payroll providers, it is crucial that their chosen software processes multiple payrolls quickly and concurrently. The pay data output, client reports and employee payslips are often a secondary concern for a bureau when selecting their payroll software. However, given that the payslip portal is the only part that your clients (and their employees) actually see each month, it’s a vital aspect to get right when it comes to long-term success, client retention and growth of your payroll business.
Find out more at www.paydashboard.com or call 020 3854 3600.
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PROFESSIONAL IN PAYROLL, PENSIONS AND REWARD | SOFTWARE DIRECTORY 2020
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