Transitioning to HR Tech: Payroll Integration - The Good, the Bad, and the Ugly in Your File
- 1. Payroll Integration - The Good, the Bad, and the Ugly in Your File Bonnie Treichel Naba Ahmed With: Moderated by: TO USE YOUR COMPUTER'S AUDIO: When the webinar begins, you will be connected to audio using your computer's microphone and speakers (VoIP). A headset is recommended. Webinar will begin: 12:30 pm, PST TO USE YOUR TELEPHONE: If you prefer to use your phone, you must select "Use Telephone" after joining the webinar and call in using the numbers below. United States: +1 (631) 992-3221 Access Code: 692-175-011 Audio PIN: Shown after joining the webinar --OR--
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- 3. 3 Click on the Questions panel to interact with the presenters https://www.hrtechcentral.com/webinar-series/transitioning-to-hr-tech/ https://www.recruitingbrief.com/webinar-series/transitioning-to-hr-tech/ https://www.humanresourcestoday.com/webinar-series/transitioning-to-HR-tech
- 4. About Bonnie Treichel Bonnie M. Treichel is a senior consultant for Multnomah Group. She is also the chair of the firm’s Technical Services Committee and serves as the chief compliance officer. Bonnie promotes a culture of compliance at Multnomah Group and brings experience to a variety of ERISA and retirement plan related issues. Bonnie is a frequent speaker on the topic of retirement plan issues at local, regional, and national conferences and events. Prior to joining Multnomah Group, Bonnie was a partner at a law firm that specialized in all aspects of retirement-related products and services – working both with plan sponsors and retirement plan service providers. About Naba Ahmed Naba went to Cal Poly, San Luis Obispo and majored in Journalism and minored in Integrated Marketing Communications. After working as Editor-in-Chief at the campus newspaper, she became interested in developing content across multiple platforms, and now works as a Content Marketing Specialist at Aggregage, providing some of the most interesting thought-leaders across a wide variety of industries with a space to celebrate the diversity, depth, and experience of their professional cultures, personalities, and passions.
- 5. 5Payroll Integration - The Good, the Bad, and the Ugly in Your File
- 6. 6 QUESTION: What does payroll integration mean to you? 1. Unsure. 2. Less manual, more automated. 3. Sending data one-way automatically between payroll + third- party software 4. Sending data back-and-forth automatically between payroll + third-party software Payroll Integration - The Good, the Bad, and the Ugly in Your File
- 7. 7 What is Payroll Integration? • Payroll processing refers to services that “automatically calculate how much employees should be paid each pay period. The systems account for wage rates, shift differentials, overtime, holiday pay and taxes as well as Social Security and benefit deductions. They then make payments to employees by direct deposit, prepaid debit cards or paper check.”* • Payroll integration refers to the level of connectivity the selected payroll provider can achieve with other programs already in place • Example: 401(k) plan recordkeeping software; talent management software Payroll Integration - The Good, the Bad, and the Ugly in Your File *See, Choosing a Payroll Service, available here: https://www.businessnewsdaily.com/7477-choosing-payroll-service.html.
- 8. 8 QUESTION: How would you describe your experience with payroll integration? 1. What is payroll integration (I missed the last slide) 2. I am in the contemplation phase – considering an integration project. 3. I am about to embark on my first payroll integration project. 4. I recently completed a project. 5. This is old hat for me. I should do the webinar instead of you.
- 9. 9Payroll Integration - The Good, the Bad, and the Ugly in Your File Regulations for HR Professionals
- 10. 10Payroll Integration - The Good, the Bad, and the Ugly in Your File Federal Regulations for HR Professionals Age Discrimination in Employment Act (ADEA) of 1967 American Recovery and Reinvestment Act of 2009 American Taxpayer Relief Act of 2012 Americans with Disabilities Act (ADA) of 1990 Black Lung Benefits Act (BLBA) Children's Health Insurance Program Reauthorization Act of 2009 (CHIPRA) Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1986 Copeland Act of 1934 Consumer Credit Protection Act (CCPA) of 1968 Contract Work Hours and Safety Standards Act (CWHSSA) Davis Bacon Act of 1931 Dodd-Frank Act of 2011 Drug-Free Workplace Act of 1988 Employee Polygraph Protection Act (EPPA) of 1988 Employee Retirement Income Security Act (ERISA) of 1974 Energy Employees Occupational Illness Compensation Program Act (EEOICPA) Equal Pay Act (EPA) of 1963 Executive Order 11246 of 1965 Fair and Accurate Credit Transactions Act of 2003 (FACT) Fair Credit Reporting Act (FCRA) of 1969 Fair Labor Standards Act (FLSA) of 1938 Family and Medical Leave Act (FMLA) of 1993 Foreign Corrupt Practices Act of 1977 (FCPA) Federal Employees' Compensation Act (FECA) Federal Insurance Contributions Act (FICA) of 1935 Federal Mine Safety and Health Act (Mine Act) Genetic Information Nondiscrimination Act (GINA) of 2008 Health Care Education and Reconciliation Act of 2010 Health Insurance Portability and Accountability Act (HIPAA) of 1996 Immigration Reform and Control Act of 1986 (IRCA) Immigration and Nationality Act (INA) Jury Service and Selection Act Labor-Management Reporting and Disclosure Act (LMRDA) Lilly Ledbetter Fair Pay Act of 2009 Longshore and Harbor Workers' Compensation Act (LHWCA) McNamara-O'Hara Service Contract Act (SCA) Mental Health Parity and Addiction Equity Act of 2008 Migrant and Seasonal Agricultural Worker Protection Act (MSPA) National Labor Relations Act (NLRA) of 1947 Newborns' and Mothers' Health Protection Act of 1996 Norris-LaGuardia Act of 1932 Occupational Safety and Health Act (OSH Act) of 1970 Older Workers Benefit Protection Act of 1990 (OWBPA) Patient Protection and Affordable Care Act of 2010 Pension Protection Act of (PPA) 2006 Pregnancy Discrimination Act Section 503 Rehabilitation Act as amended in 2013 Sarbanes-Oxley Act (SOX) of 2002 Sherman Anti-Trust Act of 1890 Title VII of the Civil Rights Act of 1964 Uniform Guidelines on Employee Selection Procedures of 1978 Uniformed Services Employment and Reemployment Rights Act (USERRA) of 1994 Vietnam Era Veterans Readjustment Act (VEVRA) of 1974 Walsh-Healey Act of 1936 War Hazards Compensation Act of 1942 Women's Health & Cancer Rights Act of 1998 Worker Adjustment and Retraining Notification Act (WARN) of 1988 Workforce Innovation and Opportunity Act (WIOA) of 2014
- 11. 11 Benefits of Payroll Integration Payroll Integration - The Good, the Bad, and the Ugly in Your File • Save time and HR resources • Reduce errors due to automation • assuming it is properly implemented • Reduces compliance + legal risks • Example: Timely investment of retirement plan contributions • Example: Proper tracking of employee timekeeping across multi-state (and multi-city) laws
- 12. 12 Obstacles of Payroll Integration Payroll Integration - The Good, the Bad, and the Ugly in Your File • Timely undertaking • Costly undertaking • Unanticipated obstacles (example: hidden costs) • Compliance and legal risks • Siloed nature of Human Resources • Bad data “A lot of this decision has to do with the state of the data…Garbage in, garbage out…So, it would be a timely task to clean all of the data up before we start a project like this.”
- 13. 13 Strategic Considerations: Why Payroll Integration - The Good, the Bad, and the Ugly in Your File Why should an organization consider payroll integration? • Organization growth • Number of employees • Location of employees • Unwieldy technology • Accessibility to data and information “We wait until the technology provider is kicking us off their platform…because we are the only ones still using this version…and, then, we make a change.”
- 14. 14 Strategic Considerations: Who Payroll Integration - The Good, the Bad, and the Ugly in Your File Who are the stakeholders in the payroll integration project? • Payroll • Benefits • Human Resources • Finance • Legal • Compliance • Third Parties
- 15. 15Payroll Integration - The Good, the Bad, and the Ugly in Your File What are the key considerations once it is determined to proceed with the project? • Onboarding process • Security standards • Ease of use • Budget friendly • Customizable • Access to customer service representatives and ongoing training Strategic Considerations: What
- 16. 16Payroll Integration - The Good, the Bad, and the Ugly in Your File When is a reasonable time to start (and complete) the project? • The project timeline depends on the magnitude of the project and the number of stakeholders and third parties involved • There is some seasonality to the nature and timeline of the project • Service providers have different timelines and resources depending on the season • Stakeholders cannot have competing priorities! Payroll integrations or transitions are a big undertaking! Strategic Considerations: When
- 17. 17 Do your Due Diligence: the review Payroll Integration - The Good, the Bad, and the Ugly in Your File • Identify the stakeholders within your organization who will search for your new service provider • Identify qualified service providers • Compile the questions that will serve as your “request for proposal” • What are the goals/needs that you are trying to solve for in your search; this MUST be included in your request for proposal • Those conducting the search must understand the goals/needs for the provider search • Send the request for proposal to qualified vendors • Receive and review results of qualified vendors • Select a new technology provider
- 18. 18 What’s next: Implementation + Beyond Payroll Integration - The Good, the Bad, and the Ugly in Your File • Compliance Risks of Integration • Missing data during the integration • Putting bad data into the system • Misconfiguring the new technology • What are the protocols used to check the file after an implementation?
- 19. 19Payroll Integration - The Good, the Bad, and the Ugly in Your File
- 20. 20Payroll Integration - The Good, the Bad, and the Ugly in Your File QUESTION: After an integration, do you audit the files? 1. No, I have never conducted a payroll integration project. 2. No, I am just soooo thankful the project is over. 3. Yes, there is an audit, but we leave that to the vendors to do for us. 4. Yes, we always conduct a spot check of the files to ensure there are not errors.
- 21. 21 Action Steps Payroll Integration - The Good, the Bad, and the Ugly in Your File 1. Understand the different types of payroll integration 2. Take inventory of your technology 3. Evaluate the health of your technology 4. Determine your roadmap for when an integration may be appropriate – plan ahead
- 22. 22Payroll Integration - The Good, the Bad, and the Ugly in Your File Multnomah Group Disclosures Multnomah Group is a registered investment adviser, registered with the Securities and Exchange Commission. Any information contained herein or on Multnomah Group’s website is provided for educational purposes only and does not intend to make an offer or solicitation for the sale or purchase of any specific securities, investments, or investment strategies. Investments involve risk and, unless otherwise stated, are not guaranteed. Multnomah Group does not provide legal or tax advice.
- 23. 23 Q&A https://www.hrtechcentral.com/webinar-series/transitioning-to-hr-tech/ https://www.recruitingbrief.com/webinar-series/transitioning-to-hr-tech/ https://www.humanresourcestoday.com/webinar-series/transitioning-to-HR-tech Naba Ahmed With: Moderated by: Senior Consultant, Multnomah Group Linkedin page: in/bonnie-treichel-979a965/ Twitter ID: @btreichelesq Website: www.multnomahgroup.com/ Bonnie Treichel Editor, Human Resources Today & Recruiting Brief Linkedin page: /in/naba-ahmed Twitter ID: @hrposts/ @recruitingbrief/@hrtechcen Website: www.aggregage.com