RPA and Automated Validations are the Future of Payroll

July 6, 2022 | 5 Mins David Daly

Global payroll delivery and management at multinational companies around the world is entering a period of transformation, where more and more companies are dispensing with the old way of doing things (such as the services Aggregator model) and looking to a future that focuses on automations and the digitization of the payroll delivery process via a global payroll control platform.

It is no surprise that it has come to this as the complexities of multi-country payroll management today are varied, nuanced and increasingly difficult to manage. There is more data than ever before, more software, more local country vendors to be managed, more compliance and regulatory commitments and an entirely new workforce culture with the introduction of remote and hybrid working.

The old, service-delivery centric methods of global payroll delivery and management are no longer sustainable in this new working normal- a technology solution is required to manage it all and automations have simply become a necessity due to the ever-increasing volume of payroll data that needs to be processed.

In this article, we are going to look at the value that robotic process automations and automated validations bring to payroll delivery and outline the reasons why more and more companies and payroll teams are choosing to implement and leverage this game changing technology in their multi-country payroll.

The end of the spreadsheet

A lot of the need for robotic process automations in payroll operations stem from the unsatisfactory and unsustainable nature of attempting to do it via excel spreadsheets. These are slow, dated, and cumbersome- requiring endless hours of manual tasks and data entry. These are hours that global payroll professionals in busy teams processing multi-country payroll need to prioritize to ensure they can focus on adding extra value with work like reporting & analysis, ICP management and providing important strategic information to leadership teams.

A lot of global payroll professionals are now aware that RPA is capable of doing this work for them in a much more efficient manner. RPA and configurable automations can upload bulk files containing thousands of rows of employee payroll data, check and validate it in seconds. It can also generate an error report, so the global payroll professionals really only need to check the anomalies to ensure accurate payroll data. This saves hours and days in every monthly pay run cycle. This is a massive game changer for under pressure professionals used to a manual heavy process.

There are other advantages too-RPA deploys in a secure cloud environment so there are built-in protection levels for the hugely sensitive global payroll data, such a process will almost certainly align to internal information protection and data security policies at any organization.  Also, accuracy is immediately improved- configurable automations don’t make mistakes and don’t get tired, they don’t mistype or miss key information, or add a zero where it should not be!

RPA should really signal the end of the excel spreadsheet in global payroll delivery- it is miles faster, more accurate & secure and supports compliance objectives.

"On the Payslip platform, automated feeds mean I no longer have to spend hours validating hundreds of bonus and one time payment inputs. This can now be done in seconds, so I have much more time for review and analysis."

Taynan De Jesus Nunes, Payroll Analyst at Cloudera

Multi-source validations

Multi-country payroll delivery and management is complex. Scaling and growing organizations or entering new countries and territories, brings with it a lot of implication for payroll delivery. The larger the company, the likelihood is the more data, more disparate systems, more software and more local country payroll providers they will need in their network.

This can become messy and time-consuming very quickly if there is not a clear strategy involving automations for better operational delivery. What we are talking about here is the automation and validation of source input data from multiple sources: existing payroll systems, HCM or human resource systems, local country vendor software and financial accounting software.

Global payroll will always rely on bi-directional dataflows between these connected parties for smooth and efficient payroll management. When these parties grow in size, they become difficult to manage. Integrations are required for bi-directional data flows, and RPA is required to ensure that these data flows are automated and validated quickly. Automation should also be leveraged when it comes to payroll data outputs such as bank files, payslips and general ledger files.

Multinational companies and large enterprises today therefore need to take a holistic view of payroll and establish where automations and validations can be applied to all of the data sources in the ecosystem of their payroll delivery. Taking some time and effort to make this happen can truly transform payroll delivery and management-everything becomes faster and easier, smart technology is deployed to introduce innovation and a process is more secure and compliant by default. Scaling organizations especially need to consider such an approach, failing to do so might see them move full steam ahead with recruitment plans without a payroll delivery model and technology platform to match their growth ambitions.

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Automation types to consider

Once you get started on a global payroll implementation that involves automating previously manual processes, you will no doubt be excited to discover the wide-ranging implications that robotic process automation can bring to the process. There are a number of areas where you can apply automations to ensure accurate data validations, you don’t have to set them all up at once but here are a few that you can consider prioritizing:

Data transfer

An obvious one, but as soon as you introduce it, you will quickly see how it transforms payroll data transfers. Faster, more accurate and streamlined-vast amounts of payroll data can be automatically transferred, verified and validated in seconds.

Calendar & alerts

Global payroll delivery is a deadline and task-oriented business. Automated system alerts which notify professionals of outstanding tasks or change to status can be very helpful. Automated calendar reminders can notify of key upcoming compliance dates or other deadlines in the pay run process. This is an example of automation's helping people stay on top of their workloads, plan and prioritize. Automation and people working together.

Reports

Comprehensive, detailed, and consolidated multi-country reporting is hugely in demand. Automated consolidation of data for last mile financial reporting and general ledger accounting reporting massively speeds up degeneration and delivery of these time sensitive reports.

Audit trails

The ability to track and monitor compliance obligations is a huge part of payroll today- every country has unique labor laws and tax regulations. Automated audit trails provide transparent digital proof of meeting compliance and regulatory obligations on a local country and global level.

Robotic process automations and validations come with a range of payroll delivery benefits that are just too good to ignore. More and more companies are looking for a global payroll technology solution that incorporates automations for the introduction of execution excellence in day-to-day global payroll delivery. This is very achievable when you deploy automations for the rapid input and validation of payroll data for every country payrun. Doing so can create valuable time inside the payrun timeline for global payroll professionals to focus on priority tasks and analysis work.

Robotic process automation is core to the design and function of the global payroll control platform here at Payslip. Talk to our team today and take a platform tour to find out more about the dramatic improvements that can be seen when you introduce automation to your multi-country payroll process.

For more information about our Global Payroll Control Platform contact us today.

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