5 March 2021
Misconceptions around payroll outsourcing could be holding back your business. Our customers find that moving to a managed payroll service pays them back dividends, driving productivity, increasing ROI and giving payroll teams the opportunity to focus on strategic rather than tactical initiatives. That's just the start, there are several other benefits that make outsourced payroll so compelling.
We understand that managed payroll can be a daunting topic, so we’ve put together some useful information to help you make an informed choice about your payroll strategy.
Managed payroll means that an external specialist manages your business payroll functions. Many business owners favour this over an in-house payroll team as it's more cost-effective, saves time and ensures PAYE legislation compliance.
The last year has brought about a lot of changes to payroll and the workplace. Widespread remote working and constant iterations to legislation and payroll policies have accelerated the need to have resilient, reliable and secure payroll solutions.
Workers are looking for increased flexibility, transparency, and personalised packages from employers. Forward thinking companies are prioritising their employee’s financial wellbeing by investing in the right payroll technology.
By moving to managed payroll, also referred to as outsourced payroll, you can hand much of the payroll function over to experienced professionals. The provider contractually agrees to deliver one or more HR or Payroll services in accordance with defined service levels and volumes of work. They also take on risk and accountability, including processing, compliance, scalability, and all the complex and time-consuming administrative work that goes with it. But don't worry, switching to an outsourced payroll service doesn't mean you'll lose all of your in-house payroll experience. In some cases it can actually help you to retain knowledge within the business.
Payroll outsourcing can benefit all sorts of businesses across multiple industries. Whether you’re a mid-market company with 500 employees or a large enterprise organisation with 100,000 people, you have a common interest to look after the financial wellbeing of your employees by ensuring they get paid accurately and on time.
Here are some of the reasons a business might opt for a managed payroll service:
The opportunity to move to simplified and standardised processes improves contingency planning and business continuity – as in-house payroll knowledge is often contained within one or two key staff members.
There are many different reasons why moving to managed payroll could suit your business now and in the future. It’s wise to look at the value that outsourcing brings, including compliance, employee engagement, cost saving, accuracy, tighter controls and guaranteed service levels.
If in-house payroll vs. managed service is keeping you awake at night, or you’re just starting to research the options, here are the key differences:
There are pros and cons for both outsourcing payroll and in-house managed service. The burning question is what suits your business and culture? Regardless of any payroll outsourcing myths, hearsay or preconceptions, we encourage you to think about your own situation and explore what would make a real difference to your Payroll & HR delivery.
The advantages for organisations outsourcing payroll are numerous and span across efficiency, productivity and confidence that your payroll is in the right hands. Many businesses find that outsourcing takes the risk out of payroll. Here are some of the main benefits of switching to a managed payroll service:
HMRC paperwork and returns require careful attention, as any mistakes or late submissions could result in a penalty. HMRC will charge you a penalty if you submit any paperwork that contains errors, or misrepresents your tax liability, equally if a HMRC assessment understates your tax liability, you can also face a penalty if you don't inform them.
Financial compliance is one of the toughest areas to manage, especially if you’re running global payroll. Employment legislation and HMRC requirements are always changing and it’s a constant battle to keep up to date. Working with a managed service specialist means you, the customer, can rely on the provider’s ISAE3402 financial compliance controls, plus investment in on-going payroll training and career development.
Outsourcing offers a variable payroll cost base which is much more elastic with a greater ROI and is scalable as your business grows. You may consider your business model to very predictable with a fixed workload processing cycle, but in light of recent disruption to the global economy and working arrangements, we should all be expecting the unexpected. Is your current payroll agile enough to cope with drastic change overnight?
Outsourcing is an investment and can be financially justified to stakeholders. When you consider the direct costs a reliable payroll provider can absorb such as infrastructure and data security, plus the indirect costs like compliance and Payroll/HR expertise, you can reduce your Total Cost of Ownership by at least 20%.
Managed payroll solutions are designed to save time, which also saves money. A solution from an expert supplier will accurately inform financial decision-making across the business thanks to real-time calculations and powerful analytics.
Having an managed payroll solution can enhance security. The costs and resources that are involved are sometimes difficult for organisations to manage internally to ensure absolute security and accuracy. At the heart of the solution of a reliable provider is the confidentiality, storage and protection of customer data in compliance with legislation such as GDPR.
What makes a quality payroll provider stand out from others? Look for the ISO27001 certification, an international standard and a key indicator that the payroll provider takes security of information and processing your data seriously.
Ultimately, managed service gives you peace of mind that your payroll and people are being looked after. With changing work patterns and pay frequencies on the horizon, you should feel confident to offer your people personalised, flexible packages that payroll can keep up with.
If you already have a Human Capital Management (HCM) system that works for your business, it can seem like a lot of work to change things. So, what do you do if you want to keep your HR solution but outsource your payroll?
A reputable managed payroll provider will have the technology and knowledge to integrate with your HR partner or system, whether you’re using a global HR solution or a local HR system.
Stronger together, an integrated Payroll and HR system enables businesses to become agile and competitive through gaining a ‘single source of truth’ relating to employee data. Successful integration enriches the employee experience and provides invaluable business intelligence.
What do you do if you want to keep your HR solution but outsource your payroll? A reputable managed payroll provider will have the technology and knowledge to integrate with your HR partner or system, whether you’re using a global HR solution or a local HR system.
Here are a couple of examples of SD Worx’s payroll service integrates with global HR solutions:
We have been a Workday GPC Partner since 2014, originally with a PICOF now PECI certification. This certification means the end-to-end (Workday to Payroll) scenarios have been validated by Workday.
SD Worx managed payroll effortlessly integrates with SAP HCM services through an AFI connection.
SD Worx managed payroll integrates with Oracle in a seamless manner through an AFI connection.
There is no one-size-fits-all when it comes to the cost of payroll outsourcing, as this will depend on the payroll provider and the size of your business. However, most payroll providers will charge a set-up (or implementation) fee to transfer all your payroll data onto their technology and get up and running. They will also charge a fee per employee processed per month (PEPM) or per payday depending on your payday frequency. In addition, you might pay a bit more if you opt for additional payroll services like P11D.
Your managed payroll service is only as good as the vendor providing it for you. With so much at stake, ensuring your payroll is working for your organisation should be a priority. If you’re considering a new system, we’ve pulled together some questions to ask potential suppliers.
Your payroll vendor, as a data processor, needs to demonstrate that they have stringent controls in place to comply with data security and privacy legislation in different regions, such as GDPR.
Before you sign the contract, get clarity on the implementation process. You’ll want to start reaping the benefits of managed payroll as soon as possible, especially if you’ve got stakeholders to impress.
Access to global HR experts with local knowledge can really add value to the service. Payroll legislation is ever-changing and can be very complex, but a great payroll provider goes beyond providing compliance – they help you understand it too.
It’s crucial that your chosen provider can be trusted to pay your people, so dig a little deeper into their credentials and client history, especially if you have complex payroll requirements.
Your managed payroll partner should act and feel like an extension of your own team, always reachable and supportive of your needs.
These questions will help you build up a picture of your chosen supplier. Ensure they are experienced, credible and easy to work with – after all they will be an extension of your payroll team, so a good relationship goes along way.
Seamless integration with your chosen HR or workforce management (WFM) solution is a must for competitive and agile businesses. Make sure that your managed payroll provider can facilitate your integration needs.
It’s common for businesses to put off making the switch to a new managed payroll provider for fear of downtime during the set up and implementation phase. After all, you want to ensure that your employees get paid accurately and on time.
Implementation might sound scary but moving your payroll from an in-house model to a managed service doesn’t take nearly as much time and effort as you might have imagined as long as you follow the right implementation approach. For example, if you decide to move to SD Worx’s managed payroll service you could expect to be live in just 14-18 weeks depending on your business and how many parallel runs you require. The implementation timeline is detailed below, but click here for a visual example.
You’ll be assigned a project manager to guide you through the entire process. They will make sure you are engaged with the SD Worx Implementation team so that you have a shared view of what is being delivered by who and when.
Now is the time to consider your payroll growth strategy and identify gaps that will eventually need to be addressed. Could outsourcing help you achieve future growth?
Outsourcing your payroll may seem like a big step and met with resistance, but we are here to help you make the right decision. To thrive in a digital and people-first workplace, your organisation needs to invest in the payroll function to meet the needs of the future workforce sustainably.
There are strong commercial justifications for outsourcing your payroll with immediate and long-term benefits for not just HR and payroll teams, but for the wider business. Reducing your total cost of ownership, turning fixed costs into variables and increasing accuracy and compliance are just some of the reasons that outsourcing payroll will transform your business and lead you closer to your growth goals.
Our dedicated and friendly payrollers know everything there is to know about managed payroll. So, if you need some more advice, or you’d like to chat about your business priorities, we’ve got your back. Or if you’ve already made your mind up and have decided payroll outsourcing is for you, then we can help you create a solid business case to convince even the most sceptical of business leaders.
See how SD Worx Managed Payroll can transform your business by speaking with one of our experts.
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1 September 2017
UK payroll managers have a new year window of 3 months to prepare for the much older UK (and Isle of Man) new tax year start. With the setting of new year resolutions, it is a good time for payroll professionals in the UK to review their preparations on items which are not purely system change, but challenge process and rules within employment.11 December 2017
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How to build resilience into your new normal strategy
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A recent ‘Workplace of the Future’ survey of 250 industry professionals revealed that 88% of CFOs and CHROs expect an increase in payroll technology investment by 2025. Why? The world of work is changing rapidly and to prepare for the workforce of the future, businesses must start adapting, quickly.3 May 2019
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We thought 2013 was busy with the introduction of Real Time Information, but looking back it now seems a doddle! 2016 is proving to be one of the most substantial change years ever for payroll, software and service providers and especially payroll managers. Never before have I seen such a wide, heavy plethora of change. Now seems a good time to start the preparations in earnest and put the brain in gear...25 January 2016
As the business world becomes ever more disparate and global, it comes as no surprise that managing payroll across multiple markets is presenting more challenges than ever before. To delve into the issues at hand, our SD Worx Global solution and services team recently conducted pan-European research to gauge a better understanding of the key payroll challenges impacting modern multinationals, as well as the changes that industry professionals want to see in the New Year.9 January 2017
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Discover the latest customer information update from SD Worx regarding the Covid-19 virus.30 March 2020
On 6th February at Hilton Park Lane in London, we joined HR and payroll professionals from across the globe for the SD Worx European Conference 2018. With the "Future of Collaboration: HR leading the way" theme, this one-of-a-kind event played host to industry-leading experts, practitioners and organisations.16 March 2018
Offering an interesting and competitive pay package, but not highlighting it afterwards, is a bit like a rainbow in the dark. As not even half of employees regularly look at their payslip, many will undoubtedly lose sight of what they actually earn. Pointlogic's software package inspire is an excellent tool for making it clear to employees what they receive in addition to their salary, and acts as an incentive for greater motivation and engagement.4 March 2021
News of poor payroll can spread like wildfire. The sign of a good payroll function is often that it takes place quietly in the background. If it goes wrong however, it can have a catastrophic impact on both employees and the business as a whole.26 March 2019
Debunking outsourcing myths, this blog explains how you can confidently move to fully managed payroll whilst retaining and even improving control.7 December 2020
In the 2015 Queens speech, the Government set out to create 3 million new apprenticeships by 2020. As part of the Enterprise Bill, apprenticeships would gain the same legal treatment of degrees. ‘The Richard Review’ brings new standards being developed by ‘trailblazers’ and new funding trialled giving employers greater control over spend on training delivery.11 April 2016
The topic of a managing global payroll systems has been voiced by many thoughts leaders in the industry. In our previous blog, Doug Sawers, Managing Director of SD Worx UK & Ireland went into detail on the matter. This week, we sat down with David Munn, Director of Global Payroll Services, where he shares his views.30 October 2017
The COVID-19 virus situation is developing rapidly and affecting us all, both personally and economically. We want to assure you that we are here for you, and that you and your employees can continue to count on our services.20 March 2020
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With the ever-increasing benefit costs for company cars for both the employee and the employer, and the new rules for Optional Remuneration Arrangements (OpRA), is a company car as cost-effective as it once was?20 December 2017
The gig economy has disrupted the status quo of work with its capability to affect economies around the world and has transformed industries by instant disruption through digital innovation.
Some commentators argue it is a terrifying future; others have a more positive outlook suggesting this disruption unlocks opportunities that must be embraced so society can evolve and improve.12 October 2017
GDPR is set to see the biggest shake-up in the way we handle data since the Data Protection Act of 1998. Over the last few years, the processing and control of data has seen many systematic changes. Updated legal obligations set out in the Regulation such as the ‘lawful basis’ of the processing of data is sure to see more changes to data handling.27 November 2017
Retention of the personal data is ‘lawful basis’ where it is necessary, for compliance with a legal obligation, for the exercise or defence of legal claims. For Payroll and HR reasons, employers must hold and retain personal information about their employees and former employees to meet these legal requirements.4 December 2017
Payroll managers still receive instruction from HR departments and solicitors that a termination payment must be taxed at Basic Rate. Why these continue to be demanded since the rules changed on payment after leaving we do not know.25 September 2017
It might have been costly to change payroll suppliers twenty years ago, but thanks to modern technology it doesn’t cost nearly as much as resource and time as you might think. Uncover the truth in our blog.14 September 2020
Payroll and HR data has the potential to unlock strategic value that has not previously been so readily available and accurate.1 July 2020
Global Payroll Week is an annual opportunity to put the world of payroll in the spotlight. At SD Worx, we have relied on our payroll specialists during the past month more than ever before. Despite the unravelling pandemic and the most bizarre social circumstances we have faced in a long while, all salaries were processed smoothly and on time. That's quite a feat.27 April 2020
Businesses are waking up to the power of payroll. Agile financial leaders are prioritising investment in payroll technology and automation through SaaS or outsourced solutions. Read our blog to find out why.14 September 2020
Senior professionals predict major changes to the workforce by 2025. According to our research The Workforce of the Future, working part-time, freelance or being able to choose hours/days will be favoured over traditional working styles. Employees will expect more support and advice on financial matters, and Payroll and HR will align more closely to provide this. Payroll will become much more influential in attracting and retaining employees. As a result, 78% of professionals say that payroll needs to evolve and innovate, and technology will be key.2 September 2019
With Christmas upon us, payroll managers will be experiencing some annual adjustment planning with the holiday season. In this blog I explore some of the most common scenarios in December's pay cycle.7 December 2015
A few years ago, what was then Ernst and Young (now EY) reported in its paper Global Payroll: Myth or Reality? that 55% of multinational firms believed that single provider global payroll vendors didn’t exist.2 October 2017
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Employer representatives sitting on the Statutory Payments Consultation Group have been pleading with the various government agencies involved in Statutory Payments to make clearer what employers have to do to comply with Maternity Rights, especially in light of the extension of rights to non-cash benefits.16 October 2017
As an employee, sometimes it’s not clear what everything actually means on your payslip. To help educate the nation, we’ve created a list of some of the most common terms that can appear on your payslip, along with an associated description.14 August 2017
It’s natural to have concerns about moving your payroll operations to a managed supplier, but we’re here to put your mind at ease. We’ve got your back. Moving to our managed payroll service is not as complicated as you might think.12 June 2020
The UK prime Minister announced new lockdown restrictions in response to increasing Coronavirus cases. What do the new restrictions mean for payroll and HR professionals in the UK? Find out more in our blog.P. Simon Parsons - 2 November 2020
Until recently, payroll has not been given high strategic importance and so has never needed to be particularly innovative. The modern, fast-evolving workforce is now driving significant changes to this status quo however, with both managers and employees looking to embrace disruptive technology that helps the business to innovate and transform.1 October 2019
Integration has to be a priority consideration whenever an organisation is looking to choose an outsourced payroll partner. Our blog explores the key considerations.8 February 2021
Step back in time five years and you would struggle to move for articles and white papers on big data and analytics. These were the hottest topics in technology and the excitement surrounding them was at its peak. Last year, analyst Gartner dropped its hype cycle for Big Data, confirming in an article, entitled: The Demise of Big Data, Its Lessons and the State of Things to Come” that “we did it to move the big data discussion past hype and into practice”. Certainly when it comes to the HR arena, big data and the analytics tools that can be built on top of it are now in a maturing phase.14 November 2016
Savvy CFOs and finance leaders have spotted an opportunity to maximise ROI and increase operational resilience by outsourcing payroll operations. We explain the financial benefits in our blog.14 September 2020
To celebrate the one-year anniversary of Payroll Question time, we spoke to the panelists about how the industry has changed in the last 12 months, what HR and payroll professionals need to focus on in 2021 and beyond, and what’s next for Payroll Question Time?9 April 2021
Payroll faces constant challenges caused by limited budgets, changing personnel, evolving technology, new legislation and more. Here’s why outsourcing payroll removes the risks.8 February 2021
Payroll expert and ex CIPP Policy Lead, Samantha Mann, tells us how she fell into the world of payroll and her predictions on how payroll will change in the next 10 years.9 November 2020
When senior HR or Finance leaders consider outsourcing payroll, one concern often raised is that they will lose knowledge, in the form of internal expertise or skilled personnel. When you take a closer look at how outsourcing works, however, you could make the case that the opposite is true.8 February 2021
‘Disruptive’ technology is technology that replaces old ways of doing things. For example, the smartphone has revolutionised the way we interact with friends,
family, institutions & media. When SD Worx launched online payslips in 1999 this was met with concern around security & access. Fast-forward
to 2018, and no credible provider is without a mobile payslip. In short the smartphone has disrupted the market and most people have moved on from
8 November 2018
During May, we hosted a series of virtual roundtables with a range of Heads of HR and Payroll. Whilst the conversations were wide ranging, in this article we will summarise a few of the key topics discussed and the conclusions reached.
As a leader in payroll and/or finance, you know that payroll is subject to HMRC rules that are complex and changeable. This blog explains the importance of benchmarking your payroll processes to ensure they are always ‘audit-friendly’ and efficiently adding value to your organisation.
The right workforce management module can help businesses stay afloat during these tough times and avoid common pitfalls.15 April 2020
Payroll is essential to your business. You can’t afford to get it wrong. Our Managed Payroll Pioneers give you the best of both worlds; market-leading payroll software delivered by exceptional payroll professionals. Why settle for anything less?12 June 2020