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STRATEGIES FOR REMOTE PAYROLL MANAGEMENT AT SCALE

Posted on April 20, 2020 by Christopher Joseph
5 Mins Read


The coronavirus outbreak is foremost a human tragedy, but it is also having a
growing impact on the global economy and the way businesses function. While
productivity can be allowed to dip in some areas, payroll is one
business-critical function that cannot afford to be delayed and is even more
important during a crisis. This article is intended to provide payroll
professionals with some tips on how they can continue to deliver accurate
payroll on time, and how cloud technology can help payroll departments hold
things together and support their employees.



 


BRIDGING THE COMMUNICATION GAP

Wherever we are, is our workplace now. Organizations have already planned for
employees to be unable to return to work for significant periods of time,
whether it’s due to personal illness or caring for sick family members, or just
working remotely from home as a precaution. No matter how far away they are, it
is crucial for employers and their employees to be on the same page. Here are
some top priorities for HR and payroll staff when communicating with their
employees.

 * Know the whereabouts of your employees to ensure they’re okay, and
   communicate organization best-practices promptly. When your employees reach
   out, it’s important for the HR or your organization’s spokesperson to be
   available for help. It’s important to be compassionate now, more than ever.

 * Communicate organization-wide policy changes where everybody can see. It is
   important for you to choose a platform that is usually preferred by your
   employees, and ensure to follow-up promptly.

 * Inform your employees proactively if you think paychecks might be delayed.
   Give employees enough information to plan their finances, and be prepared to
   respond to questions and requests for emergency advances.

 * Keep your employees informed about Government initiatives that help them
   reduce taxes or defer taxes for a certain period or any other relief measures
   that can be of help.


CROSS-FUNCTIONAL COLLABORATION

We all know that payroll is a methodical process, and highly dependent on inputs
from multiple teams. Cross-functional collaboration can be difficult even during
normal scenarios, and it is even more difficult to pull off during emergency
situations. While there’s no replacement for face-to-face communication, the
next closest thing is to leverage cloud technology that allows your HR, finance,
and payroll staff to collaborate productively from wherever they are.

Creating group communication channels among all these departments can help them
see through the clutter and get the inputs they need quickly. If any one of them
hits a roadblock in their work, a quick video conference is the fastest way
to get all the people involved on the same page. Cloud-based software gives you
the advantage of connecting quickly from anywhere.


MANAGING EMPLOYEES’ LEAVE AND ATTENDANCE

Perhaps the most important aspect of managing payroll remotely is collecting
employees’ leave and attendance data. This ultimately decides how many days the
organization is going to pay each employee for, and it may be even more variable
than usual right now. To keep up, your system needs to be agile.

Cloud-based systems offer an advantage, as they are inherently capable of
allowing people to work from where they are. HR and payroll systems based in the
cloud also come with features that are specifically useful for remote work, like
web check-ins and geolocation-based attendance tracking that gives HR staff the
up-to-the-minute attendance data they need.


TRUSTING SOFTWARE THAT IS COMPLIANT BY DESIGN

Managing your business compliance can be tough during this time. In some
countries, there will be temporary regulation changes, some countries propose to
defer the tax payments to a later date. All these timely measures are definitely
helpful for the business owners but those compliance policy changes are still
rules that has to be followed.

Having a payroll system that is compliant by design or with ability to quickly
adapt to changing regulations can make a big difference. While any good payroll
software makes it possible to calculate taxes accurately and keep your business
on a legal footing, cloud-based software offers the extra advantage of swiftly
adapting to changing tax laws. Because it allows the payroll staff to work from
where they are, data validation, tax-reports generation, and secure
collaboration are a cinch.


DIGITIZING PROCESSES THROUGH SELF-SERVICE

HRs always have many priorities to work on, so it helps when they can delegate
some of the routine work to employees. This is the perfect time to give the
traditional pen-and-paper systems a break and start
digitizing operations wherever possible.

Some cloud-based payroll systems come with self-service options where the
information collected is inherently digital, freeing up HR time. Employees can
submit investment proofs and reimbursement requests online, from wherever they
are, for the HR department to validate. This helps to get employee expenses
reimbursed as quickly as possible, which is especially important right now.

Digitized systems can also automate post-payroll activities like payslip
distribution and payroll accounting. In turn, this can speed up your payroll,
reduce enquiries to your HRs, and create space for HRs to focus on their
top-priority communication tasks.


THE WAY FORWARD

Many organizations are currently planning for their employees to work remotely
for significant periods of time. While there are plenty of business priorities
to address, payroll is vital for businesses to continue their operations and
maintain their staff. Fortunately, payroll departments can depend on cloud
technology to help them navigate this situation, sustain their spotless
compliance records, and future-proof their payroll processing operations.

CategoriesZoho PayrollTagspayroll management, remote payroll, remote payroll
management

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