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Thanks to payroll technology becoming more sophisticated, there's no reason why employees can't access the system to make amendments to their own records. Welcome to payroll self service…
As an HR or payroll manager, have you ever thought what it might be like to spend a day without dealing with an employee request to update their personal details, re-issue a copy of a payslip, or check their holiday entitlement? If you extend this welcome scenario over a period of weeks, months and years, you're envisaging the massive potential of payroll self-service (PSS).
The technology infrastructure and software to support PSS has been around for more than a decade, but adoption has been slow. There have been cultural barriers, with employees not used to viewing their payslip online as oppose to receiving it in an envelope, and there are often concerns around equality of access, implementation costs and data confidentiality.
However, attitudes are changing. A survey by Computers In Personnel (CIP) last year found that while only 17% of employers provided electronic payslips, 74% planned to introduce them. “Payroll is definitely one of the hottest areas of self-service,” says head of sales Tracy Davies.
The most-touted advantage of self-service is the reduction in payroll and HR administration costs.
Law firm Browne Jacobson introduced self-service with a human capital management system from COA Solutions. Employees can self-serve to access their personal information, as well as book, cancel and amend holiday requests, which feed into payroll.
"This has reduced the processing of pay changes from 30 minutes per change to just five minutes, relieving the burden placed on the HR department," says Kelly Tatton, HR systems adviser.
At Gosport Borough Council, the HR department has embraced self-service through NorthgateArinso’s ResourceLink software. Employees can securely log in to manage their own employee data, says Phillip Reynolds, the council's head of pay and administration.
"They can do things like view pay slips or holiday remaining, but also manage their own affairs to a certain extent, by choosing different flexible benefits or booking holidays," he adds.
Catering company BaxterStorey brought in Bond TeamSpirit's web-based manager and employee self-service modules. As a result, online timesheet entry saved five administrators a total of 10 days of keying in data.