Global Staffing Company Case Study

Turning point: The transition to activpayroll

The search for a versatile system began with clear criteria: the solution needed to handle payroll for all their countries, support multiple currencies and languages, and provide a single English-speaking point of contact. This was crucial as Sarah recounted an experience where a provider did not speak English, leading to communication challenges that were only navigable via email.

The team considered several alternatives, including well-known providers like ADP and PeopleSoft. PeopleSoft initially seemed promising, as it offered European payroll services, but it soon discontinued support for European tax updates. This left the company in need of a more reliable and sustainable solution. The search continued with an emphasis on finding a system that could not only manage payroll but also streamline reporting and reduce the need for manual data entry.

activpayroll emerged as a strong contender during the selection process. A dedicated project manager on Sarah’s team was responsible for sourcing different companies and arranging demos. Each demo involved the entire payroll team, ensuring a thorough evaluation from multiple perspectives. activpayroll stood out during these sessions, particularly because of the deep knowledge and immediate answers provided by Alison, the owner. Unlike other providers that relied on sales managers who could not address specific payroll issues, activpayroll demonstrated an in-depth understanding of various payroll complexities.

Resolution: Outcomes and impact

The implementation of activpayroll marked a significant turning point for the global staffing company, transforming its payroll operations from a fragmented, manual process to a streamlined, automated system. The benefits of integration, improved communication, and support during audits were substantial, enhancing efficiency and compliance across the board.

The automation of payroll processes had an immediate impact. The time previously spent on manual data entry and error checking was now available for higher-value tasks. Sarah highlighted the cultural shift within the team, noting that what was considered "busy" had changed dramatically. Team members could now handle more payrolls and focus on strategic activities like audits and compliance reviews.

After transitioning to activpayroll, the global staffing company experienced significant improvements in their payroll processes. The journey towards efficiency was marked by both expected and surprising outcomes, transforming how Sarah and her team managed payroll across 15 countries.

One of the most immediate benefits was the time efficiency gained from automating integrations. Previously, payroll processing involved manual data entry and numerous steps that consumed valuable time and resources. With activpayroll, integrations between the HRIS system and payroll became seamless. Reports could be downloaded automatically via SFTP, eliminating the need for manual report creation. This automation allowed the team to focus on more strategic tasks, such as data analysis and audit preparation.

Sarah noted that the ease of integration was particularly beneficial even for payrolls with smaller headcounts. Whether a country had a few employees or several dozen, the integration process was consistent and reliable. This uniformity ensured that payroll information was transferred securely and accurately, minimising the risk of errors.

Sarah noted the key impact of implementing on the business:

• Streamlined communication and standardisation: activpayroll provided a single English-speaking point of contact, which was a crucial improvement over the previous system where multiple providers were used. This change streamlined communication and reduced the complexity of managing payroll across different countries and languages. Additionally, the standardisation of reporting formats allowed Sarah and her team to view and analyse payroll data more effectively, despite their initial dissatisfaction with some of the reporting features.
• Maintaining relationships with providers: Interestingly, some of the providers the company was already using were incorporated into activpayroll’s network, which meant that not all relationships had to change. This continuity was helpful during the transition period, providing a sense of stability amidst significant changes. However, adapting to the new communication protocols, such as not being able to directly call these providers, required some adjustment.
• Support and responsiveness: A key aspect of the transition was the support and responsiveness of activpayroll. Sarah and her team valued the expertise and immediate answers provided during the initial demos by the owner, Alison. This level of understanding and support continued to be a strong point for activpayroll. However, there were inconsistencies in response times for queries, which remained a challenge.
• Future enhancements: The implementation of a ticketing system was identified as a necessary improvement. This system would allow for better tracking of queries and accountability, ensuring that issues were resolved within agreed-upon timeframes. Sarah emphasised the importance of adhering to service level agreements (SLAs) to meet the business’s expectations for timely responses.
• Audit support One of the most significant benefits of activpayroll was the support provided during audits. In countries like Poland, the payroll provider was proactive in participating in audits, providing necessary documentation, and ensuring compliance. This level of support was crucial, given the complexity and frequency of external audits in various countries. The ability to rely on activpayroll for timely and accurate information during these audits reduced the burden on Sarah’s team and ensured compliance with local regulations.
• Cultural and operational shifts: The transition to activpayroll also brought about cultural changes within the payroll team. The automation and improved processes allowed team members to handle more payrolls and focus on higher-level tasks. This shift not only increased efficiency but also enhanced job satisfaction by reducing the monotony of manual data entry and enabling more strategic work.

Sarah highlighted that the workload and expectations varied significantly among team members, especially those with experience in manual payroll processing versus those who had only worked with automated systems. Despite these differences, the overall impact was positive, with each team member now having more capacity to manage additional responsibilities and audits.

The transition to activpayroll underscored the importance of adaptability and continuous improvement in managing complex, global payroll operations. Sarah’s leadership and the team’s commitment to excellence played a pivotal role in successfully navigating this transformation, setting a new standard for payroll management at the global staffing company.