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HR Admin and Payroll Outsourcing today has changed the landscape of doing business globally, and has grown over the last 5 years into the largest component of Business Process Outsourcing (BPO) market, seizing an 18.5% share, according to Gartner.

The Middle East too, is fast growing in the BPO space, and SMEs can now stand akin to large organizations in demanding the sophisticated and quality solutions that outsourcing can offer.

OPS, being the only exclusive regional payroll outsourcing company in the UAE, process payroll according to international standards. Our online solutions are hosted on servers using the latest encryption technologies with fully audited access while our robust disaster recovery, backup and business continuity plans ensure that your data is top confidential and secure at all times.

Our commitment to quality and service gives you the confidence of a consistently secure, accurate, well-documented and timely payroll.

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These include management of benefits required to manage a diverse and global work force and ever changing local regulations and a vital understanding of payroll interdependencies like Central Bank Processes and Immigration Law requirements.

With companies in the Middle East growing increasingly more progressive and demanding the highest levels of professionalism, confidentiality and quality, outsourcing the payroll function is a proven solution.

As an ISO 9001 certified company, as well as a member of the Dubai Quality Group, we adhere to international governance standards, while being fully compliant to local Middle Eastern country legislation.

We invest in building professional relationships with in-country specialists such as employment law consultants, company formation specialists, public relations experts and the Ministries of Labour.

With best practice HR & payroll processes, our HRMS is well known in the Middle East and utilised by companies requiring processing for both large headcounts as well as complex and non-standard procedures.

From our regional office in Dubai, we have an established and growing client base in Oman, Qatar, KSA, Bahrain, UAE, Egypt, Jordan, and Lebanon. Our expertise in the region sets us apart as industry leaders and pioneers, firmly established in the Middle East as a partner of excellence.

Payroll process in the Middle East has its own set of unique complexities.

T H E M I D D L E E A S T ,

T H E N E W F R O N T I E R .

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B E N E F I T S O F P A Y R O L L O U T S O U R C I N G

While your payroll team might process payroll adequately, the triad benefits of payroll expertise, robust software and secure hosting make outsourcing a strategic advantage.

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1. REDUCE COSTS

Our research indicates that a company with 50 employees will spend approximately AED 9,800 (USD 2,700) pm in direct labour costs associated with payroll, not including technology costs of hosting, hardware and software licensing fees. Outsourcing, on the other hand, can reduce this cost to about 35% or less.

The Australian Payroll Association did a payroll benchmarking study in 2014 and determined the cost per pay slip for employee count of less than 50 employees is ASD 19,31 for an Outsourced option compared to ASD 157.31 for in-house payroll processing.

2. RISK MANAGEMENT

Many companies are stuck in the quandary of where payroll responsibility should lie. HR & Finance have different goals to achieve when delivering payroll, often causing conflict. Outsourcing synergizes all functional areas to deliver a flexible and yet accurate payroll.

Outsourcing also eliminates the risk of internal malpractices.

3. CONFIDENTIALITY

Access-rights controls the exposure to sensitive information to selected employees, and reporting filters and client access are set up according to the client’s requirements on disclosure.

4. FLEXIBLE DISBURSEMENT OPTIONS

Companies need to be able to choose from a selection of salary transfer options, such as bank reports, cheque reports, electronic uploading on banking platforms, WPS filing etc., to name but a few. OPS provides multiple reporting options, as well as a client account or treasury service.

This flexible reporting eliminates time-consuming and error-prone paper handling and the need to reconcile individual payroll checks every month.

Our clients say:

“Even if I have a part-time accountant helping with payroll I still end up paying much more than I pay to outsource.”

Our clients say:

“We never realized starting a business in the UAE could be so difficult. Apart from getting things done, there are so many things dependent on each other. Getting a bank account for employees is dependent on getting them visas, and payroll cannot be done unless registrations are in place. When we finally outsourced payroll, these woes were taken care of and we could start working on the business again.”

Our clients say:

“The beauty of outsourcing payroll is that we do not have to worry about bank transfers any more. Paying in different currencies to banks all over the world was a nightmare, and salaries were often delayed. Now salaries hit the bank accounts of employees on the dates we want it to, and we don’t have to deal with different banks.”

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5. FREE UP VALUABLE TIME AND STREAMLINES RESOURCES

Payroll processing is a time-consuming process. Outsourcing frees up valuable time so staff can pursue activities that will add value and generate revenue for the business.

Outsourcing with OPS also assists in implementing efficient business processes, and streamline your resources.

6. ESS AND OTHER ADDITIONAL HR SERVICES

OPS uses a robust HRMS tool with full HR Admin capability to manage an employee’s life cycle from the hiring phase to leaving the company. The user friendly self-service portal enables users to perform an array of HR functions with paperless approvals and transactional ease of use.

7. FOCUS

By outsourcing the responsibility and risk of tedious and error-prone tasks, HR & Finance can focus their time and resources on core business.

8. BUSINESS INTELLIGENCE

Because OPS uses an advanced HRMS to process payroll, its metrics functionality assists in tracking trends, such as salary levels, headcount against allocated budget, Year to Date (YtD) analysis etc. A payroll dashboard compares elements such as years of service to average salary and other data. Metrics in outsourced payroll can influence profitability by comparing actuals over periods.

Our clients say:

“Outsourcing payroll has given me extra time to focus on other HR tasks. That’s been great for our business. I’ve also managed to present additional reports to line management, and they gave me excellent feedback.”

Our clients say:

“Since we implemented ESS, our employees are much more engaged. They can view their payslips, apply for leave, request data updates - anytime, anyplace. Managers can approve leave and have access to crucial HR info in real time.”

The experts say:

According to a Hackett report, “top preforming payroll organisations expect to decrease their focus on transactional activities progressively in the next 5 years. They intend to shift their focus of work on more analytical type activities - root cause analysis, building strategic internal relationships and process improvement initiatives aimed at increasing their payroll performance.”

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9. ACCESS TO CUTTING EDGE TECHNOLOGY

Our robust payroll engine integrates payroll calculations with leave processing, gratuity, social security, tax, time and attendance systems, biometrics, ERP finance systems etc. Reporting is customisable with a dynamic report builder. Each employee’s position is tracked, enabling highly demarcated and drilled down cost centre allocations and financial postings. Audit trails & user right controls ensures full transparency.

Functions such as uploading of time sheets, overtime calculations, etc. are automated, saving time and minimising room for error.

10. LEVERAGE PAYROLL EXPERTISE

Our expert analysts have years of invaluable experience in identifying and resolving complex payroll issues. We use our expertise to analyse your business processes and design a custom payroll system and HRMS configured optimally for every client. The result is accurately audited records, good governance, more specific reporting and increased Business Intelligence.

In-country payroll expertise is key for any business. It minimizes institutional and federal risk, and avoids delays in payment and immigration penalties due to inaccurate WPS or other submissions.

We keep up to date with legislative change in regulations affecting payroll, such as salary transfer procedures, leave calculations, tax calculations in applicable countries, etc.

11. CONTINUITY

Auditors cite succession concerns as a high risk factor when processing payroll in-house. Outsourcing ensures stability & continuity in payroll processing and seamless processing on every pay run. Confidentiality breaches, resignation of personnel, inadequate handover procedures, employees developing their own methods of handling payroll, are factors that obstructs clients from following industry best practices in payroll. An outsourced solution ensures consistent adherence to high-level procedures and practices.

Our clients say:

“We run payroll in the UAE, Oman, Saudi and Qatar, and we are happy to leave the changes in rules and regulations to the experts at OPS.”

Our clients say:

“We forgot to update our MOL numbers once when we were processing payroll in-house. That resulted in some mistakes in WPS submission and then we got hit with the penalties. I tried to explain the situation to the Labour dept but it was of no use. Now that we’ve outsourced, I don’t need to worry about this anymore.”

Our clients say:

“Now that we’ve outsourced payroll, I don’t have to train anyone to do it or worry that somebody I’ve trained will quit and go somewhere else.”

The stats say:

According to Ernst & Young’s 2013 Global Payroll Report, 72% of companies in their survey outsourced payroll in full or in part, and of this, 20% would increase their payroll outsourcing functionality.

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O U R S E R V I C E O F F E R I N G S

Our valued clients have a dedicated account manager that understands their business. Teamed with a Quality Assurance Coordinator, disbursement department, a dedicated team utilised standardized processes to ensure accuracy and high level processing, all the time.

Clients can benefit of seven distinct service packages, as well as building a tailor-made solution unique to their requirements.

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1. CLASSIC PAYROLL

A bespoke service for clients that requires precision payroll at all times, whether large or small. Catering to single or multiple cross-country payroll processes on a single platform, business processes and regulations are integrated into the payroll processing, eliminating manual processing.

Benefits/Features

F Payroll rules set to align with clients’ HR policy

F Standard regular payroll reporting, such as gross to net, reconciliation, variance and payroll master reports

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Total Flexibility, ranging from integrating payroll specific rules during setup, payroll processing dates/calendar, bank disbursement options, multi-currency payments, sophisticated pay slip distribution through unique login details and a self- service portal, and more,

F Facilitation of payments outside payroll, such as bonuses, commissions etc.

F WPS calculations, GOSI, social security, taxes for Levant countries, PASI,

F Flight ticket calculation

F Integration with electronic bank payments

F Services such as final settlement reports, gratuity calculations, accrual reports and more

F Custom made reports setup with a dynamic report writer for bespoke reports, ensuring internal audit compliance

FFinancial General Ledger reporting with itemised and summarised journal entries in flexible file format according to the accounting department’s specifications, with automated or excel interface into the company’s accounting system

FScalable – allows companies to run multi country payrolls, each compliant to that countries’ legislations, with the option of individual and consolidated reporting.

2. EXECUTIVE PAYROLL

Payroll for the top-level cadre in a company requires a high level of confidentiality, personalized service, yet adhering to international governance. OPS provides a top-level payroll management service to any company’s senior team.

Benefits/Features

F Premium Service delivery by personal account managers

F Privacy & Confidentiality

F Latest technology tools for securing data

F Intelligence Reporting

F Information available anywhere/anytime

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3. ESSENTIAL PAYROLL

Our essential payroll service is a flexible online payroll and HR administrative tool for startup and small businesses in the Middle East. Easy-to-use, clients can manage employees’ leave, expense claims, online pay slips and much more through an online portal.

Ideal for smaller companies that require governance at a cost effective price, this solution provides HR Admin, payroll, reminders on visa renewals, an in-country compliant HR Policy and HR advice on hand.

Ideal for an office of 10 employees or less.

Benefits/Features

F Standard HR Policy compliant to UAE Labour Law

F Assistance on HR related matters

F Manage employees leave

F View pay slips

F Submit payroll changes through secure portal

F View bank disbursement and other financial reports

F View employee profile, and many more

4. ONLINE HR ADMINISTRATION

A service to assist a company’s HR team to manage the transactional aspects of an employee’s life cycle. Online HR services provides a tool for accurate data entry and maintenance of HR records – a reliable HR database.

Our suite of HR functionalities can reduce the administrative burden, lower cost and provide better insight into your workforce. Processes designed to work the way you do.

Benefits/Features

F Align your HR Policy to local legislation

F Online personnel files

F Reminder reports for document expiry, probation, etc.

F Employee Profile

F Manpower planning

F Organisation charts and headcount

F Management Reporting

F Leave Management aligned with flexible Public holidays

F Loan and miscellaneous payment management

F Asset Management

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7. CONSULTING

OPS offers payroll consulting and processing assistance, and provides professional payroll training.

Benefits/Features

F Advises on payroll practices

F Provides payroll training

F Assists in setting up payroll function

F Advises on labour law

F Advises on salary disbursements, WPS, etc.

5. LEAVE MANAGEMENT

An automated leave management solution to process employee absences, leave, overtime, and attendance.

Benefits/Features

F Employees apply online for leave

F Line managers approve online

F Setup is easy and fast

F Can manage complex leave rules

F Setup and manage multiple company specific leave calendars

6. AUDIT SERVICES

Auditing your in-house payroll function ensures accuracy and highlights best practices. OPS provides a comprehensive payroll auditing function designed to improve payroll compliance.

Benefits/Features

F Middle East compliance

F Payroll Auditing done by payroll experts

F Effective utilisation of resources

F Payroll best practices

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I N A N U T S H E L L

W H Y O P S ?

PAYROLL AND HRMS

Core services such as payroll calculations, final settlements, data management, leave, time, travel, claims, attendance, time sheets etc.

Higher level HR and legislative functions

Administrative value-added services such as reporting, record keeping and maintaining e-records of employees

Integration with general ledgers, accounting and clocking systems

Tailor-made configuration to company policy

Access to advanced HR functionalities

SECURITY

Internal controls to ensure consistency & integrity

SSL Encryption on financial institution level

Guaranteed 99% uptime

Smart Disaster Recovery

Safe Access Control

Confidentiality

All services online, always visible, ensuring full transparency

INDUSTRY AND COUNTRY STANDARDSStatutory Compliance with regard to income tax, GOSI, PASI, Social Security, employee & employer Contribution, other local requirements

Multiple Middle Eastern Jurisdictions

ISO certified

Member of the Dubai Quality Group

SERVICE DELIVERY AND VALUE

A Service Level Agreement that ensures prompt and effective responses

Dedicated account managers

Single point of contact for all your payroll queries

Experienced and professionally trained payroll administrators who are experts in their field and country specialists

Higher quality service at an affordable price

Scalable Cost

Multi-Currency

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C O R P O R A T E S O C I A L

R E S P O N S I B I L I T Y A N D

S U S T A I N A B I L I T Y

OPS supports a number of charitable causes locally and internationally. We give back to the community in the form of donations, sponsorships and HR services to NGOs and Non Profit organizations. As responsible corporate citizens, we are committed to lowering our impact on the environment by taking all our services and support online, creating increasingly paperless work environments.

T H E O P S

G U A R A N T E EIf you are not satisfied, you can cancel our service

any time, with no exit fees. We will provide you

with all the payroll data you need to continue to

process your own payroll.

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Outsourced Payroll SolutionsOffice 213, Building 2 Dubai Internet City Dubai, U.A.E.

Tel: +971 4 446 6315

Fax: +971 4 391 0475

S A L E S @ O P S . A E

W W W . O P S . A E