Payroll Data Integration: Part 1

worldmapcircle3Why Integrate your Global Payroll Data

As Founder & CEO of SafeGuard World International (SGWI), Bjorn Reynolds, discusses in this videoSGWI is more than just a Global Payroll Outsourcer, it is a Fully-managed Global Payroll solutions provider. In that they can help deliver great benefits to a client’s payroll processes; they can provide consistency of global data and  continually strive to improve both client and SafeGuard processes. And one key area of this is good use of integrations to mitigate data concerns and enhance process efficiencies.

HR and Payroll Data Integration is about the retrieval and transfer of data from client HR system(s) and other sources of record to the payroll provider without the need to rekey (or double key) that data, and ensuring that all data points are consistent throughout the relevant systems.

Utilise your Inve
stment

There is little point in investing in your HR systems, working with a global payroll provider and then spending your time rekeying, duplicating or collating your data. All HR systems that I have come across have at least one method of extracting data, whether that be prebuilt reports, access to query the data or some other kind of reporting or extraction tool.

By integrating your data with the global payroll provider you can:

  • Reduce Risk
  • Minimise data related errors and increase auditability of your processes
  • Save time and effort
  • Enable greater point in time reporting

Even if you do not have a consistent solution across the globe, you can still benefit from integrating.  It might be that you only develop integrations within your high population entities or those with high volume of changes, but each entity integration will be a stepping stone that provides the benefits mentioned above. Working on an assumption that as a minimum, 10% of employee Master Data may change in a given pay period, you don’t need to have populations in the tens of thousands to leverage efficiency gains.

Your Global Landscape

It is not uncommon for companies to utilize different HR systems within their different entities. This may be due to cost, country requirements, historical processes, legacy systems contracts or acquisitions.

Not all the data required for processing payroll may be stored in one system. It could be that you have compensation and benefits application, time and attendance, or stocks and other financial systems that will all have an impact on your payroll make-up. Again, these could vary between countries and entities.

So it is important to understand your global landscape; knowing what systems you have, what data is stored where, and how this data can be extracted. And remember that this will, more likely than not, involve more than one method or solution across your systems.

Global Payroll Vendors

Some global payroll vendors work in a ‘hot potato’ method, in which the data they receive from their company is simply passed on to the in-country payroll provider to process with no validation.  Some spend time rekeying their data into their systems and some may even force you to rekey your data into specific forms.

SGWI works with its clients to ensure that the best integration method is used to achieve the benefits mentioned above in the most pragmatic and cost effective manner. With experience in integrating data from all the major HR vendors, common reporting tools and a variety of data file formats, SGWI can enable clients to take advantage of their current systems and simplify their processes, deliver savings on valuable resource time and mitigate risks.

Stay tuned to this blog for Part 2, where I will discuss more about how this can be achieved.