payroll, human resources and accounts payable ~ the triplets, can’t we all just play together????...
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Payroll, Human Resources and Accounts Payable ~ The Triplets, Can’t We All Just Play Together????
Green Mountain Payroll ConferenceSeptember 22, 2011
Presented by: Daniel Dycus, CPP
Outline – Part 1 Setting the Foundation The Triplets Partnership & Partner Why Partner? Challenges we Encounter How do we get There? Activities to Share Functional Roles Roles of the Triplets
Outline – Part 1 Continued How do we Build the Partnership? What do we Have in Common? Examples of Joint Efforts Tools for Partnering 5 Golden Rules for Success Success – Now What do we Get?
Outline – Part 2 When is it a Good Time to Partner?
One Time Projects Cross Functional Payments
Sign on Bonuses Relocation Adoption Assistance Tuition Reimbursement Prizes and Awards Various Benefit Refunds Payments to Deceased Employees Stock
Outline – Part 2 Travel and Expense Reimbursement International Allowances Employee Home Leave Law Suits Employee Terminations Levies / Garnishments / Child Support etc.
Q & A
Setting the Foundation
Human Resources
Payroll
Accounts Payable
The Triplets? Who’s on 3rd, What’s on 1st and Where are we
going? The finger! Who me? Hear no evil, See no evil, Speak no evil! Who is. . . “they”?
What is the difference between a partnership and partner?
Partnership ~ Cooperation between people or groups working together
Partner ~ A person who takes part in some activity in common with another or others
Webster’s New World Dictionary
Why Partner? Common goals Similar needs Shared data and/or systems Effects from one affects the other Promotes efficiency Meet customer demands
Why Partner? Trust and communication strengthens Breakdown the front line Drive organizational strategy Build trust and respect Be recognized as a leader
Challenges we encounter Understanding roles Unknown roles Distrust Management Unknown roles Lack of integration Terminology History Lack of . . .
How do we really get there? Build a successful Payroll, Human Resources
and Accounts Payable Team Learn to speak the same language Develop roles and responsibilities of
partnering Effective tools for partnering
How do we really get there? Formalization of…. Teamwork, collaboration Written policies and procedures Frequent team meetings with an agenda The Three “C’s”
Constant Consistent Communication
How do we really get there? Agility
Ability to think and draw conclusions How does this help US?
Filter Focus Learn Constantly Comfortable with Change and Growth
How do we really get there? What to do with This Agility “Stuff”
Integration Look at yourself and see how effective you are at…
Filtering information, communication and relationships Focus on outcomes Learn constantly Feel comfortable with the change
How do we really get there? Application
Focus on 2 Build your agility muscle Know YOURSELF Get perspective Get feedback Get flexible Be agile Develop a panel of trusted advisors Prepare and plan Live in the learning zone
How do we really get there? Evaluation
What will you/we do to improve Get/Give feedback
Functional Roles
Accounts Payable –Less Functional Roles that cross over
Roles of the Triplets Payroll
Manage compliance and delivery of services related to paying employees
Team player with compensation and benefits
Daily interface with employee’s issues and concerns
Delivery of services and products resulting from planning, compensation and benefit decisions
Rely on functional owners for expertise and exception situations
Human Resources Manage human capital process Team player with compensation
and benefits Daily interface with employee’s
issues and concerns Delivery mechanism for planning,
compensation and benefit decisions
Rely on functional owners for assistance and expertise
Accounts Payable Manage payments to 3rd parties directed from Payroll & Human
Resources Assist in compliance with reporting
How do we build the Partnership? Activities to share National Payroll Week Luncheons Charity or sporting events Team building activity Thank you, appreciation or recognition Activity calendars
How do we build the Partnership? Activities to share Team meetings Policy / procedure / legal reviews Quarterly status meetings Department celebrations Type assessments
What We Have in Common? Strategic business partners Service same internal customers Process same information Organizational shifts Technological shifts Third parties have larger roles
Examples of Joint Efforts Exempt vs. Non-Exempt decisions (HR/PR) Policies designed and agreed upon (HR/PR/AP) Finding, getting and keeping talent (HR/PR) Customer service (HR/PR/AP) Open enrollment or new benefits (HR/PR)
Examples of Joint Efforts Payment of Benefits (HR/PR/AP) New hires / Terminations (HR/PR/AP) Retirement and/or employee stock plan
administration (HR/PR/AP) Employee updates (HR/PR/AP) Company wide communications (HR/PR/AP)
Tools for Partnering Set Ground Rules
Begin meeting on time Safe environment for sharing ideas All ideas are GOOD ideas Develop plans on a consensus basis Track plans as a team
Tools for Partnering Develop joint teams for plans / projects Develop agenda for meetings Stay on agenda Send out meeting minutes / project updates
Tools for Partnering Roles / Responsibilities
Project Manager Facilitator Documentation Role
Policies / Procedures Surveys & Recognition Formalize the partnering expectation
Tools for Partnering Development plans / goals Performance reviews Position descriptions Procedures Calendars
Five Golden Rules for Success Take action and involve others Be a change agent and share ideas Integrate seamlessly Communicate constantly and consistently Focus service on the customer
SUCCESS! Now what do we get? Remember this is where the WIIFM Factor
comes in What is WIIFM? What is in it for me / customers / company
SUCCESS! Now what do we get? Higher quality of work and efforts Timely transactions Streamlined processes Reduction of errors and duplicated efforts Satisfied customers and management Less stress and happiness flourishes
When is it a Good Time to Partner? One Time Type Projects
Change in Benefit Providers Health & Welfare
Medical, Dental, etc
Implementations Manager Self Service Employee Self Service New Payroll / HR System Expense Reports
When is it a Good Time to Partner? Cross Functional Payments
Sign On Bonuses Initiated through HR Paid – PR or AP
Form W-2, No Form 1099
PR & AP Coordination on YE Reporting
When is it a Good Time to Partner? Relocation
Initiated through HR Can be outsourced
Paid – PR or AP – Can be both! PR & AP Coordination on YE Reporting
When is it a Good Time to Partner? Adoption Assistance Plans
Initiated in HR How is it paid
PR and AP Coordination
Tuition Assistance Plans Initiated in HR How is it paid PR and AP Coordination on YE reporting
When is it a Good Time to Partner? Prizes and Awards
Initiated – EVERYWHERE Need coordination with HR/PR/AP
To capture them all
Generally subject to income Some exceptions
Length of service Safety Awards Civic and Charitable Awards
When is it a Good Time to Partner? Various Benefit Refunds
Initiated HR or PR Taxability
Taxable Non-Taxable
Who is the refund for?
When is it a Good Time to Partner? Payments to Deceased Employees
When did the employee die HR coordinate the final pays
Employee dies before cashing check Wages paid after the employee dies in the same year
as death Wages paid after the year of death
When is it a Good Time to Partner? Stock
Stock as Compensation Stock Options Incentive Stock Plans Employee Stock Purchase Plans Nonqualified Stock Options
When is it a Good Time to Partner? Travel and Expense Reimbursements
Accountable vs. Non-accountable Plans Per Diem Allowances
2 Types Meals and Incidental Expenses Incidental Only
Mileage Allowances Spouses Travel Expenses
When is it a Good Time to Partner? International Allowances Employee Home Leave Law Suits
Back Pay (Severance) Settlements to Employees
When is it a Good Time to Partner? Employee Terminations
Outstanding Liabilities P-Card Corporate Card Employee Loans
Vacation Payout Final Wage Payments Manual Checks Severance Payments Future Payments per schedule
When is it a Good Time to Partner? Levies / Garnishments / Child Support etc….
Employee Company Independent Contractor
Contact Information Daniel B. Dycus, CPP Senior Manager, Payroll Shared Accounting Services Intelsat Corporation Daniel.Dycus@intelsat.com 202.944.7692
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