Payroll Vendor Selection Global and Domestic Presentor: Jeff Hill, CPP, PMP AXIA Consulting, LLC.

Introduction  Jeff Hill, CPP, PMP  Doctoral candidate in IT Leadership  25 years in payroll solutions  Employed by AXIA Consulting Workday Certified Payroll Principal Consultant PeopleSoft Payroll Certified Worked with ADP, Ceridian, Celergo, Patersons, etc

Payroll Vendor Selection Global and Domestic  Objectives from your payroll vendor  Before the RFP  Defining your selection team  The RFP Process  RFP Analysis  Implementation Phase  Questions

Terms  Global Payroll Aggregator  In-country Provider (ICP)

Objectives from your Payroll Vendor  Gross to Net Calculations  Print Checks and transfer funds  Reporting  Statutory filings  Interfacing to other systems  Integration into YOUR company

Before the RFP Know Yourself!

What is my workforce like?  Hourly, Salary, Exception Hourly  Exempt, Non-Exempt  Unions  Series of pay elements  Taxing jurisdictions  Interfaces and providers  EXPATS and Shadow Payrolls

What is my workforce like?  How does it relate to your revenue stream? Do you produce a product Are you a knowledge-based PEO  High-touch employees  Typically contract based  How flexible does your payrolls solution need to be?

What is my workforce like?  Flexibility may be needed by a PEO Employee living in Isle of Jersey, working in London for three days; exempt from UK social insurance US National working in a Singaporan company, a subsidiary of a US company paid in US Dollars, not SG$ US worker in New York, lives in Connecticut with company paid apartment on Wall Street.

Flexibility may be your key driver!

What is my technology like  Is your current payroll system your HR system of record  Report writer  Do you have an ERP (i.e. PeopleSoft, Oracle, SAP, Workday)  How will you get your data to the pay solution?

What are my individual country requirements  Local jurisdictions may have more generous benefits  Must understand statutory requirements for each office Argentinian pay log Holiday requirements in Sweden and Italy Crew workers in China

What are my current business processes?  Definition of business process is important  Metrics of current system  Work around processes that were developed

What does my vendor need to accomplish?  All payroll solutions do the basics Gross-to-net Statutory filings  Technology integration  Banking Does my company have special banking relationships

Defining your selection team  You want representatives from: IT Payroll Finance Leadership Legal & Compliance HRIS Treasury

The Request for Proposal Process  Description of the solution  Detailed breakdown of the business process  Description of technology Integration points Include any file layouts  Costs Include consulting, one-time and year- end

The Request for Proposal Process  Financials and compliance  Data privacy controls Especially important with EU  Service Levels Include credits for errors Relationship with sub-contractors/ICP  Sample project plan for implementation  Resumes of consultants

The Request for Proposal Process  Training opportunities  Insurance  References Ask for specifics

RFP Analysis  Score the RFP assigning a weighted score for each item Typically unique to the client  Review for functionality Self Service Time Keeping tools (i.e. KRONOS) Integration Absence Tracking

RFP Analysis  Review for functionality Banking Special Requirements Currency  Review for finances  Insurance  Insure compliance with regulatory agencies  Note anything that may happen with your employees data

Implementation Phase  Have a solid project plan  Have a solid design  TRAIN TRAIN TRAIN!!!!! Don’t skimp on this one!  Understand the business requirements of the country you are working with

Implementation Phase  Keep and maintain an issues log  Have a solid testing strategy Minimum of two parallel tests, depending on the country  Don’t hesitate to push back on the provider  At go-live, detailed data validation

Conclusion  Focus on knowing yourself as a company and your employee population  Ask what is important to you as a company including proof of statutory requirements  Analyze and score based on what is important to you  Don’t skimp on testing and training

Questions?

For further information Jeff Hill, CPP, PMP Home office: (740) For more information on Workday

Thank You!