Payroll Needs Assessment
The purpose of the Payroll Assessment is to map and document your “as is” payroll process, contribution and costs. After the quantitative and qualitative review, we present a value proposition; a high-level operational plan and recommendations to address requirements related to “common technology architecture,” predictable costs, risk mitigation and/or cost avoidance opportunities and challenges.
The Assessment includes both qualitative and quantitative analysis and will require access to payroll personnel and data. We work with your resources on-site, or at one of our locations, as per your preference.
During our quantitative review we gather and analyze an overview of all the costs currently associated with the payroll processes. The information gathered will broadly fall into the following categories:
- Payroll and Administration; e.g. total cost of payroll staff, payroll providers, related indirect costs, etc.
- Indirect, but related cost avoidance & risks; e.g. WSIB fines, Workwell audit fines, Ministry of Labour fines, payroll remittance errors, payroll compliance, human rights claims, etc.
- Payroll HR risks; e.g. temp staffing, contractors, etc.
- Cost of Payroll HR; e.g. salaries, training, internal communications, etc.
- Information Systems
Information that will be gathered and reviewed will typically be data covering a period of 12 months (from current date and/or your last fiscal year end) in the following categories:
- Breakdown of payroll operations by location
- Number of employees (permanent, part time, and temp staff use)
- Union agreement, where applicable
- Nature of payroll work done at each location
- Total payroll costs (pay register year-end total, overtime costs, people costs of payroll administration, internal system and software costs and/or payroll outsourcing costs to external providers, etc.)
- Payroll department employee turnover
- Overview of WSIB ratings and fines along with copies of your NEER statements
- In the case of an accident, WSIB costs are calculated based on the total number of employees on your payroll. We will review how this risk can be mitigated
- Analysis of full and part time hiring completed late in year causing potential overpayments in EI and CPP
- Qualitative needs assessment; this process involves a cross sectional, face-to-face interview with payroll resources. This is important for us in understanding the day-to-day operations of your business.
In cases where you have not been tracking specific parts of this data we will build realistic estimates based on the inherent characteristics of your business.
Based on all the information we gather and, our background in implementing more cost efficient solutions, we will calculate your current payroll human capital efficiency and our perspectives on a total lost opportunity cost in your current operations.
Instead of hiring a temp or putting the responsibility on another person in the office who might not really know what they’re doing, you can call on an experienced Payroll Specialist from Pivotal to complete the payroll process as normal. Put your payroll into the hands of a professional.