Change of Payroll software

With employee portal

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We use payroll manager for one particular client but they have increased in size and need something more cloud based and where employees can access their payslips, P11d's and P60's.  Also we need to give access to the payroll to a couple other users like their HR

Any payroll software suggestions that is user friendly too and easy on the eye. Their pension provider is Aviva so not sure if there is any software available that can file direct to Aviva.

 

 

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By rmillaree
19th Jan 2024 18:28

Brightpay is one option looks like they can integrate with Aviva

it certainly does portal payslips fro employees and does have full cloud option albeit that may not have ALL the features of the desktop version yet.

https://www.aviva.co.uk/business/workplace-pensions/sme/bookkeepers-acco...

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By FactChecker
19th Jan 2024 19:02

You've not mentioned to what size your client has now grown - or indeed if there are any other 'complexity' factors from this growth (such as multiple sites or whatever).

But be careful not to raise their expectations in advance of you finding out exactly what they *need* and what they *want* (by no means always the same thing).

For instance, you say "we need to give access to the payroll to a couple other users like their HR" - but what does that mean (just viewing data or inputting it? / adding new employees? / changing salaries or pay-rates? / attaching documents or just running reports? / and so on). And for *all* employees or only certain sub-groups?

Filing with Aviva is likely to be the least important aspect of any integration desires ... is there an HR system or anything else related (like time-recording/attendance)?

This ought to be a good opportunity to review their needs (current and planned), which can enable you to embed your services as an 'essential'!

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Replying to FactChecker:
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By JimLittle
20th Jan 2024 11:44

It is around 35 employees expected to grow to 50.

We need HR to run the payroll in my absence.

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By tom123
20th Jan 2024 13:12

The thought of an HR department having a strong enough grasp of any numbers sufficient to run a payroll is terrifying - (based on my own experience over time - other recollections may vary..)

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By FactChecker
20th Jan 2024 13:32

That was my immediate reaction too, but I've been asked to be 'less negative' in my responses so was waiting to see if anyone else felt the same!
Also (in my experience) they tend to have a much looser grasp on the importance of timing ... if only because in HR it's quite acceptable to 'get round to' documenting things after the event, so 'missing a deadline' is an alien concept.
My earlier response hinted at my concern for the potential damage if HR were allowed direct access to the Payroll data (there's good reasons for the chinese wall between functions) ... but *running* it? I may need to go for a lie-down!

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By JimLittle
20th Jan 2024 17:56

It is only a monthly payroll for a consultancy company (around 40-50 employees) with only Salary and Bonus plus pension to consider. Very low turnover of staff. She seems capable. This is only last resort in case I am absent for any reason.

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By FactChecker
20th Jan 2024 19:34

Fair enough - and she may be very competent/reliable for all I know.

I was merely pointing out that, in my experience, HR people/culture and Payroll people/priorities can be like chalk 'n cheese ... so the greater the chance of 'unusual' things (whether simple starters/leavers or changes in hours/benefits etc) occurring, the greater the risk if it is handled by someone relying on guesswork (even when done with the best of intentions).
And in larger organisations ... the chinese wall separating the functions is one of the foundations for preventing fraud (e.g. separate authorisations for adding a person vs adding a salary).

None of this of course addresses your original question (although my comments re seeing this as an opportunity to review client's real requirements still stand).

But it does now raise a separate issue (at least in my mind) ... relating to your terms with client for the Payroll services you provide.
Without going into all the detail, do they allow for the situation you describe (i.e. your unavailability leading to some of the processes being carried out by client's staff)?
And if so, do they make it unequivocally clear who will be liable for any mistakes or delays?

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By Viola Scott
25th Jan 2024 10:22

Recently discovered a Payroll called Shape which I am finding expandable, flexible and easy to use - but I am not an accountant, just a user

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By FactChecker
25th Jan 2024 13:10

Judging from their site and online reviews, they are simple (so easy to use) but not inexpensive.
Perhaps more importantly, they don't seem keen to share corporate information - such as who owns the business and when it was founded?

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By chowland
25th Jan 2024 14:26

I would definitely recommend Brightpay. Their online portal removes the need for staff to ask me if they need to replace lost payslips, it is all stored for them to access at their leisure. I find it to be very reasonably priced.

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