questions to ask before selecting a global payroll provider
Post on 14-Apr-2017
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Questions to Ask Before Selecting a Global Payroll Provider
Phil Calandra, VP Global Channels & Alliances, SafeGuard World International
Certified integration value-drivers Reduction of both time to value and
project risk
Radical reduction of integration cost, both initial and long-term
Fast & reliable implementations
Round-trip integration
Inbound• Payroll results loaded
into Workday• Standard input file• Payroll in local
currency
Outbound• HR data• Standard output file• Configurable• Auditable• Multiple formats
Payroll(US & Canada)
HCM
WorkdayTime Tracking
Cloud Connect for Third Party Payroll
Payroll Results
GlobalHR Data
Payroll Provider Integration with Workday
Global Payroll Provider
How Does the Process Work?
Questions You Should Ask
• In-Country Payroll Charges - True Cost?
• Time Zones - How do you manage a ‘round-the-clock’ project?
• Payroll Balances - Can I do a mid-year conversion?
• Implementation - How long does it take?
• Time Entry - Do you have a portal that EE’s can use?
• Data Privacy - What do I need to know/do?
• GL Files - How are they formatted/delivered?
• Gross-to-Net Calculations - How and Where are these performed?
Questions You Should Ask
• The Real Cost = Local Payroll Fees PLUS:‒ Training classes and seminars annually‒ New legislative requirements‒ Backup Resource‒ Auditing & SOX compliance‒ Disaster Recovery Plan
Country Charges
• Group countries in similar time zones into the same project phase
Time Zones
• How do you provide balances for a mid-year implementation?
1. Spreadsheets
– If this is the answer, do not do a mid-year implementation
2. Payroll Registers
Payroll Balances
a 7 countries
2 month implementation Go Live: Month 3
Workday integration Go Live: Month 4
8th country Go Live: Month 4
9-10th countries Go Live: Month 5
1
WAVE
2WAVE
Replace Legacy ERP
600 Employees
10 Countries
3-5 Month Deadline
The Solution
Typical Deployment Timeline
Not Enough Trained In-Country Resources
Limited Data Access
Short Timeline
3 Things That Slow Many Implementations
• What You Should Consider‒ Your business process‒ How you capture local time data‒ Going from a decentralized to centralized model
• What You Should Ask a Provider‒ Do you have certified integrations?‒ What about interfaces?‒ Where does time evaluation take place? (Payroll providers want Hours @ Pay Code/
Rate)
Time Entry
• Consider Employment Contract implications around movement of data ‒ This probably came up in your Workday deployment, anyway
• Check vendor Privacy Controls‒ Audit Standards
• Remember it is still your data – you’re not outsourcing the responsibility for it
• Use PGP Encryption on files flowing between you and provider‒ Workday makes this process easy
• Remember the Data Privacy landscape continues to evolve; keep in touch with Legal on implications for HR and Payroll
Data Privacy
• If you can’t get a good GL file, you’re probably not going live
• GL files should be delivered monthly via an SFTP site
• You should be able to get as many formats as you need
• A Global Payroll vendor should be able to take your requirements and create each country’s file format & Chart of Accounts/ Reporting Structure
GL Files
• How and Where are gross-to-net calculations performed?‒ In-Country Partner (ICP) network
Do you have ICPs in every country I require? To whom do I speak for every payroll that I run?
‒ Gross-to-net software Do you have staff in every country I require, or who are my country-specific experts for every
payroll? What if my tax filings or payments are incorrect? Who can help resolve that, is in the local time
zone, and knows the local language and customs?
Gross-to-Net Calculations
Your Global Payroll Provider Needs To Play “Nice” With Workday!
• Certified outbound integrations
• Labor costing integrations into Workday
• Global access to payroll data
• Global reporting‒ Reporting in your currency
• Analytics
• Pay slips online and mobile‒ Compliant and in local language
What You Should Expect
Example Employee Portal
Example Employee Portal
Reporting in Workday
• Corporate Visibility
• Disaster Recovery
• SOX
• Feedback
• Partnership
What Separates Good from Great?
• Phil Calandra‒ philcalandra@safeguardworld.com‒ +1 (650) 242-4437
• SafeGuard World International‒ info@safeguardworld.com‒ +1 (737) 704-2200‒ Corporate HQ: Austin, TX‒ European HQ: Sandbach, Cheshire, England
Contact Information
TM
Thank You
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