Running payroll remotely – everything you need to know
Now that the government has introduced strict measures to ensure as many workers as possible spend a period of self-isolation at home, organisations are turning to remote working to keep their business running as usual.
The most recent government guidelines for employers state that all businesses should encourage their staff to work from home wherever possible. The guidelines also detail the need to send employees home immediately if they develop any symptoms such as continuous coughing or a high temperature. This has already resulted in thousands of empty offices up and down the country, though it doesn’t mean that daily operations should be grinding to a halt.
Companies are acting quickly to make sure their teams have the right policies, technology and resources at their disposal to be able to work from home. That includes payroll professionals who, despite having been classed as ‘key workers’ during the COVID-19 response, should ideally be equipped to work remotely in order to avoid daily commuting and social interaction. Employers must also bear in mind that payroll professionals retain their statutory right to request to work from home during this period, and that all requests must be reasonably evaluated by their employer.
In this article, we’ll look at the practical steps that organisations can take to enable their payroll department to operate remotely with minimal disruption and, ultimately, to guarantee their employees are still paid the correct amount on time.
Creating a remote working policy
For any organisation that doesn’t already have a clear remote or flexible working policy in place, now is the ideal time to establish one. For payroll specifically, any policy should clarify the following details as standard:
- Usage of specific hardware or software tools
- Usage of cloud computing or storage
- Sufficient data security measures and guidelines
- Assigned channels of communication
- Any changes to normal working hours
- Provision for childcare or taking care of family members
Departments must confirm whether there are any changes in liability or compliance regarding data protection as a result of allowing members of their payroll team to work from home. Employees should also avoid using personal devices to carry out their payroll duties as this may jeopardise the integrity of organisational data security measures.
Sharing clear data security guidelines and training resources is essential to ensure that employees understand their ongoing responsibility to safeguard employee data, even when working remotely. These measures will ultimately help to protect both the department and the organisation in the event of a data breach.
Payroll software and cloud solutions
Remote working is only a realistic option for payroll departments that are supported by a strong digital infrastructure. Modern payroll software can either be deployed as a cloud solution or an on-premise solution, and so a department’s response to the current situation will likely depend on which solution is in place.
Cloud solutions are beneficial in many ways because they enable payroll professionals to continue running pay cycles as normal from anywhere with an internet connection. Key documents and files are synchronised to update in real-time, which affords greater accuracy and ability to collaborate on pay cycles, even when working remotely.
There are other options for on-premise solutions, such as connecting via remote access to computers or laptops; however, this is largely dependent on gaining access to the office in order to set up the system. In the event that a department cannot run payroll as normal, companies can also work closely with a contingency payroll service provider to manage their pay cycles. This guarantees that staff will still be paid correctly regardless of any internal issues.
Staff communications
It’s crucial that payroll teams can still communicate effectively between themselves, as well as with the wider organisation, when working from home. Beyond clarifying telephone numbers and email addresses, top companies usually work closely with IT managers to get the right internal communication tools in place, such as instant messaging, video calls and online meetings.
These tools are essential to keep departments running efficiently without being affected or delayed by a lack of communication. In the event that a pay cycle does need to be delayed slightly due to an unforeseen incident or illness, employers must be ready to communicate any changes to their staff as soon as possible to nip any lingering confusion or disengagement in the bud.
Protecting payroll
Now more than ever, maintaining the consistency and accuracy of payroll is proving crucial in keeping employees engaged and businesses moving. Yet as the situation develops over the coming weeks, employers must continue to prioritise the health of their people before anything else.
Given their status as ‘key workers’ in the response, it’s the duty of all organisations to support their payroll professionals with a contingency plan that prevents them from taking unnecessary risks wherever possible. Right now, that means doing everything necessary to build a culture around remote working that allows people to adjust, thrive and continue delivering an exceptional service.
For more information on how to best manage your payroll and HR processes in the current climate, visit our COVID-19 support hub. Our dedicated Access People Solutions team are also on hand to help you navigate the changing landscape.
