At this point we have covered off these 3 key considerations in our recent posts on HR and Payroll alignment:
- Position Management
- Time Off Tracking
- Compensation Data
In this final post on this topic I would like to look at several other areas where HR and Payroll intersect.
Whether you integrate your people management solution or not there are several areas where the HR and Payroll departments share responsibility for business functions. Both departments need to coordinate efforts to ensure that compliance and best practices are met.
Here are 6 areas in which HR and Payroll have shared duties and will jointly benefit from having processes in place that outline which tasks each department is responsible for to keep things running smoothly.
Business Function
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HR Responsibilities & Concerns
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Payroll Responsibilities & Concerns
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New Hires
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- Collection of applicant information
- Onboarding of new employees
- Coordinate orientation and training
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- Capture of new employee data for payroll purposes
- Validation of new employee data (eg: bank account numbers, SIN, TD1’s)
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Terminations
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- Complete necessary paperwork so the employee’s final pay can be issued
- Complying with legislated notice requirements
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- Ensuring that final pay is complete and that all additional monies, vacation pay, etc. are included on the ROE
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Promoting Employees
between provinces or business numbers)
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- Promoting talent from within the organization
- Engaging employees for special projects
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- Getting new provincial TD1’s completed, moving employees between business numbers on time to avoid year-end adjustments or EI and CPP overpayments
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Pay Increases
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- Provide reporting and budget for annual pay increases
- Provide approval of pay increases
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- Having enough notice so pay increases take place on-time
- If CBA pay increases require retro pay having enough time to process them accurately and on-time per the agreement
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Benefits Management
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- Work with carrier to develop and update benefits plan for employees
- Managing benefit enrollment
- Tracking employee life event changes
- Provide employees with benefit value through annual compensation or benefits statement
- Benefit costs reporting to executive
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- Administration of benefits calculation changes in payroll solution
- Recording employee life event changes
- Balancing payroll benefit totals to statement provided by carrier
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Rolling Out Employee
Self-Service
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- Planning the change management process
- Organizing training for employees
- Granting access to new users
- Define workflows and approval levels
- Management of online documents and performance reviews
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- Management of time entry sheets and time-off requests
- Accuracy and timing of electronic pay statements and tax slips
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It's All About Teamwork
HR and Payroll are both champions of employee relations so working together to streamline processes benefits both employees and the organization as a whole.
About the Author
Marlo Hertling has worked with leading HCM organizations and has been helping Canadian companies implement HCM solutions for more than 15 years. She is the Vice President of People & Culture at Avanti Software Inc and serves as Avanti's HCM subject matter expert.
