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Why Hiring a Payroll Clerk May Be the More Expensive Option

Posted by Stacey Duggan

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Oct 21, 2013 9:00:00 AM

Why Hiring a Payroll Clerk May Be the More Expensive OptionAs a company grows, it becomes necessary to find a permanent solution to payroll processing. With the many details, regulations, procedures, and filings involved with payroll processing, delegating payroll responsibilities to an existing employee, or trying to take care of it yourself, becomes an unsatisfactory option. Some business owners or managers try to solve the payroll puzzle by hiring an in-house payroll clerk. This solution is probably better than trying to manage payroll yourself, but it has some serious drawbacks.

HR Overhead Costs

When you hire a payroll clerk, you take on numerous new overhead costs. First off, there's the cost of hiring, which includes advertising the job, reading through resumes, interviewing, and getting your new employee integrated in your payroll system. There's training to consider, which could involve off-site training, courses, and conferences to get your new employee up-to-speed with current payroll regulations. Your new payroll clerk needs a place to work, equipment, and software. Additionally, you'll need to consider the costs you incur with a new employee: benefits, insurance premiums, your portion of CPP contributions and EI premiums, and paid vacation and sick days.

Vacation/Sick Days

Payroll never sleeps. Your employees need to get paid, and your government remittances must be submitted continually, whether or not your payroll clerk gets sick, takes a vacation, or needs personal time away from the office. Remittances must be sent in on time if your company is going to avoid fines levied by the CRA, and a single payroll clerk managing payroll processing for a whole company may have a hard time meeting every single deadline. Outsourced payroll processing, on the other hand, can manage payroll no matter what. They can guarantee that everything will be done in a timely fashion, and they don't require vacation days or sick leave.

Turnover

A good payroll clerk may get a firm grasp on everything it takes to manage your payroll effectively. Getting to this point takes time and consistent effort because payroll is complicated, and the regulations change from year to year. What will you do when your expensive, painstakingly trained payroll clerk gives notice and leaves your firm? You'll be back at square one, looking for a new employee who doesn't understand the ins and outs of your company and may require substantial training before you can feel comfortable with the state of your payroll again.

These problems can be avoided by turning your payroll processing over to an outsourced payroll processing company rather than hiring your own clerk. With outsourced payroll processing, you don't have to worry about adding to your HR overhead costs. Payroll won't require any square footage of your office space, it won't require that you buy any new equipment or specialized software, and you won't have to pay additional employee benefits. You also won't have to worry about the state of your payroll when someone wants to take a vacation. You'll just know that it always gets done faithfully, no matter who is in (or out) of the office. Finally, there are no turnover worries when it comes to outsourced payroll processing. Although your contact at the outsourced payroll processing company could change from time to time, your payroll will always be handled professionally and in a timely manner. Compared with outsourced payroll processing, hiring your own in-house payroll clerk may be the more expensive option.

7 Signs It's Time to Outsource Payroll

Topics: Payroll Service Provider, Outsourced Payroll Service, hire payroll service, Best Payroll Calculator, CRA, payroll solution, Dependable Payroll Service, Employee Training and Development, Great Payroll Service Provider, Hiring a Payroll Clerk, Payroll Expertise

Improperly Trained Temp Staff Could Cost You Big Time

Posted by Ray Gonder

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Aug 15, 2013 12:30:00 PM

Who is Responsible for Training Temporary StaffWhen businesses encounter busy seasons or need temporary help while employees are out for illnesses or maternity leave, they often hire workers from temp agencies. This can be a very effective way to handle a fluctuating work force. The permanent employees don't have to work overtime, and the manager doesn't have to go through the arduous process of hiring a new employee when the position may not last long.

But who is responsible for ensuring temporary workers are properly trained for the jobs they are being hired to do, and that they have been properly briefed on all applicable Occupational Health and Safety Act requirements? To believe it is the sole responsibility of the temp agency can be a big, and expensive, mistake, as a recent case brings to light.

The case in point concerns a waste management firm that hired a temp worker through a temporary staffing agency to perform garbage collection services. While performing his work, the temp exited the garbage collection truck prematurely and the truck ran over his foot, causing injury. While the waste management firm had safety policies and procedures in place, the Ministry of Labour convicted the firm for failing to train the temporary worker on those procedures of theirs. The conviction was followed by a $150,000 fine and a 25-per-cent victim surcharge, sending a warning to employers about the importance of training temps.

Who is Responsible for Training Temporary Staff?

Under Ontario's Occupational Health and Safety Act, employers are required to protect workers in the workplace. This includes not only an employer's own workers but also temporary, contract, or other on-site workers. Temporary personnel agencies often advertise that they'll train workers ahead of time so they can show up at your business ready to work. This is especially appealing to employers who are very busy and don't have time to train and re-train temps each time a new person arrives. But the message is clear - even if temps are offered training through their temp agencies, companies are still responsible to ensure that they're properly trained once they arrive on site for their work shifts.

What's the Solution?

Partnering with a temp agency that is committed to health and safety and understands the intricacies of government compliance will help to mitigate your companies risk when engaging in this type of workforce. Temp Agencies who partner with The Staffing Edge have this type of expert support giving their clients peace of mind that proper processes and procedures are in place.

But as the worksite you need to ensure your own due diligence as well.

If you don't have the time or legal expertise to put together comprehensive training programs for your business, you can outsource employee training and development to a human resources management company like The Payroll Edge. By partnering with an outsourced human resources management company, you can soon have a training program that covers health and safety fundamentals, emergency preparedness, workplace violence and harassment, provisions for AODA (Accessibility for Ontarians with Disabilities Act), workplace inspections, and hazard identification. In addition, your business can have customized OHSP manuals and policies, which keep your business up-to-date with all the most recent legislative changes and training requirements. Comprehensive on-going training for both your permanent and temporary staff not only elevates the work environment, it can protect your business from fines and legal action.7 Signs It's Time to Outsource Payroll

Topics: workforce compliance, Outsourced HR Management, Temporary Staff Agency, Temporary Workers, Employee Training and Development, Training Temporary Staff, Ontario Occupational Health and Safety Act

How Outsourced HR Management Services Can Improve Your Business

Posted by Stacey Duggan

|

Jul 22, 2013 9:00:00 AM

Outsourced HR ManagmentBusinesses often try to make do without an in-house HR department, rationalizing that since human resources employees don't directly contribute to the bottom line of the company's operations, they're superfluous. The truth is the work done in the human resources area of your company is essential to your company's functioning and success.

Your business success depends entirely on the people working for you, and by neglecting this critical people part of your business, you open yourself up to running into not only personnel and management trouble, but maybe even trouble with the law.

Here are three areas that demonstrate why HR management is essential.

Employee Relations

From the moment you post a job listing for a position in your company, you need systems in place to help your employees to help you. You need up-to-date HR policies, job descriptions, employment agreements, and orientation materials and handbooks.

Once your employees are hired, you need to be prepared to deal with sensitive issues like disciplinary misconduct, lay-offs, and terminations, and possibly employee outplacement. You must stay on top of the legislative changes that could affect the way you work with your employees to ensure you are always in compliance with the law.

Employee Training and Development

As an employer, it's your responsibility to provide a workplace that is safe,respectful and accessible. Some laws mandate particular attention in certain areas, including the development and implementation of proper training, monitoring and testing for:

  • Health and Safety
  • Emergency Preparedness
  • Workplace Violence and Harassment
  • Workplace Claims Management
  • Compliance with AODA (Accessibility for Ontarians with Disabilities Act)
  • Compliance with WHMIS (Workplace Hazardous Material Information System)
  • Workplace Inspections
  • Hazard Identification
  • Slips, Trips, and Falls

The Health & Safety of a workforce should be priority to any employer, but often gets pushed to the back burner as the day to day tasks of regular operations take precedence. Fines and penalties can quickly add up for a business owner who doesn’t take the time to ensure their health & safety due diligence. Not to mention the very real possibility of a workplace injury due to an untrained or improperly trained employee.

Regulatory Compliance

Compliance with the Ministry of Labour, The Employment Standards Act, and the Occupational Health and Safety Act also falls under the responsibility of an HR department. Keeping up to date with the ever evolving rules and regulations, customizing paperwork and manuals and acting as a liaison with these government agencies is time consuming and takes expertise that few companies have in house.

Even when an HR department is thorough with their compliance, incidents with employees are bound to take place. Does the person acting as HR know how to conduct a workplace investigation when a worker is injured or handle an audit from the MOL? What if an employee claims harassment or needs to take a leave of absence, does the acting HR person know the proper steps to take?

Unfamiliarity with the minefield of HR can be extremely costly not just from a monetary point of view but when considering employee morale and reputation as well.

The Outsourcing Option

Any of these areas can directly impact your bottom line, but the costs of hiring on-staff HR management can be difficult to justify from an ROI perspective. And delegating the HR administrative load to other staff members puts a counter-productive strain on existing resources and productivity bandwidth. Thankfully, there is a way to ensure effective management of these staffing issues without having to add an HR Manager to your headcount.

HR can be outsourced. The Payroll Edge, for instance, handles all of the above for hundreds of companies as an ala carte solution or as part of its integrated payroll processing service, providing a completely hands-off HR management solution for busy business owners. And it does it for much less than hiring a full-time HR person or retaining expensive lawyers or HR consultants.

You don't have to spend your time and worry on HR Management, The Payroll Edge takes it all off your hands, freeing you to focus on what you do best – run your business.

7 Signs It's Time to Outsource Payroll

Topics: Outsourced HR Management, Employee Policies, Employee Training and Development, Employee Relations, Compliance, HR Management, Regulatory Compliance

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