Role
Payroll
What happens when the data for the payroll arrives on the last day? The calculation still has to be ready on time, and an error in this work is not a number in a report - it is somebody's pay.
Intro call
Four questions we would start with
What happens when the departments' data arrives at the last moment?
The pay date is not negotiable, so the whole buffer is eaten by the calculation. Under that pressure the checking is the part that gets shortened first.
How many people touch the data before it reaches the payroll?
Managers report hours, HR records absences, somebody sends the bonuses. Every handover is a place for a mistake, and a mistake surfaces only on the payslip.
At what point is the payroll closed?
If it is the day before the transfer, there are a few hours left for verification - and that is the part of the work that prevents complaints.
How long does it take to explain a payslip item to an employee?
If the calculation has to be reconstructed by hand, every such question takes half an hour - and a dozen or so arrive after every pay day.
We take over the assembling and the checking, you keep the accountability
Collecting the input data, correctness checks before the calculation and explaining items can be taken off the desk. Approving the payroll and accountability for the calculation stay with the specialist.
- The payroll does not close itself. - The calculation goes through approval, and the checks are there so that the approval is informed rather than hurried.
- The checks compare against history. - An item appearing for the first time, an amount departing from previous months, an absence with no document - all of it is pointed out before the calculation.
- A payslip can be explained without reconstructing it. - With every item you can see the basis and how it was calculated, so answering an employee's question takes a minute.
Scope
What can be taken off payroll
Nineteen example tasks. Each one has a human approval point. Below is a selection, and the scope we fit to your process.
Input data
- Collecting data on working time, absence and variable items
- The status of each department's submission
- Reminders to managers about missing submissions
- Detecting an absence with no document
- Pointing out data departing from previous periods (assessment: the specialist)
Calculation and checking
- Pre-calculation checks under defined rules
- Comparing the payroll with the previous month together with an explanation of the differences
- Pointing out items appearing for the first time for a given person
- Checking against the contract and the pay policy
- The list of items needing a decision before closing (decision: the specialist)
External settlements
- Preparing the declarations and summaries required after pay day
- Checking that the payroll and the declarations agree
- The deadlines for contributions and advance payments
- Summaries for accounting with the cost breakdown
Employee questions and closing
- Explaining a payslip item with the basis given (individual matters: the specialist)
- Earnings certificates (signed by: an authorised person)
- A register of corrections with the reason
- An archive of payrolls and payroll documents
- A summary of payroll costs for controlling
A day's work
Today
- You collect the departments' data by reminding them by email and phone
- You check a sample, because there is no time for the full set
- You check differences against the previous month if something catches your eye
- After pay day a wave of questions about items arrives
- At a correction you reconstruct how the original calculation came about
- Closing the period is several days without leaving the desk
With AI assistance
- You see which departments have not submitted data, without reminding them personally
- The checks run over the whole payroll, not over a sample
- You have the differences against the previous month written out with an explanation
- A question about an item has an answer with the basis of the calculation
- A correction has its reason and history recorded
- Closing the period leaves time for verification, not only for calculating
- Pay without errors
fewer corrections and fewer complaints from employees
the checks cover the whole payroll, not a sample
- Time to calculate
closing the period leaves time for verification
collecting the data stops eating the buffer
- Resilience to absence
the process does not depend on one person
the checks and the rules are written down, not remembered
- A record of corrections
it is known what was corrected and why
corrections have a register with the reason
We start with the checks before the calculation, not with the calculating itself.
- Step 1
We write down the checks you already do
The sampled ones and the ones in your head. It usually turns out the most important checks exist, there is simply no time for them with every payroll.
- Step 2
Checks across the whole payroll
Automatic comparisons and rules, with the decision entirely on the specialist's side. The effect shows at the first calculation.
- Step 3
Input data
Submission status and reminders to the departments. It takes off you the role of the person constantly asking for data.
- Step 4
Employee questions
Explaining items with the basis of the calculation. Last, because it needs the calculation in order from the earlier steps.
Common questions
Questions that come up at the first meeting
Does this fall under the AI Act?
Calculating pay is not in itself a high-risk use, but the area is close to the line - systems affecting the terms of employment already are. That is why we keep strictly to checking and explaining, with no elements that assess work. Payroll data is at the same time subject to all the usual data protection rigour, in a tightened form.
Still have a question that is not here? Book a call
Next step
How many corrections did you make after the last three pay days?
We will show you what closing a payroll period looks like when the checks cover the whole payroll and explaining an item takes a minute.