“When businesses use two separate systems, keeping this information up-to-date is a big and never-ending task. HR professionals find themselves constantly updating information and even then it's never quite the same – it's always a day or a week behind. With our new HR tools that's never an issue.”
Modern businesses have expanded data management requirements that can often mean running two full computer systems at the same time — one to track additional data such as benefits, attendance, property allocation and other employer needs and the other to produce payroll.
HR staff typically had two choices – either imperfectly syncing the data between the payroll and employee data systems or manually entering information twice.
Both can be time consuming and an imperfect solution to an ongoing problem, says Payworks’ VP of information technology Kevin Sokolowski.
His first exposure to this problem was when clients approached the company to design modules to make Payworks’ payroll tools “talk” to other data management systems. While these solutions can work, they’re not perfect because they involve comparing and updating enormous amounts of information.
“We found our clients were spending a significant amount of time just waiting for data to come over from one system to the other,” Sokolowski said. “ Needless to say this is less than an ideal situation.”
It was this need that led Payworks to design an integrated suite that incorporates payroll, HR tools and employee selfservice all in one convenient package, says Corinne Burleigh, Payworks’ VP of product development.
The process began with wide-ranging consultations with the people who would be using the product.
“We engaged a consultant and he spent a lot of time talking to HR professionals and finding out what their ‘wish list’ for an HR system was,” Burleigh says. “We were then able to take this information and design an approach that will make life easier for any business.”
Employers can then utilize the system for diverse functions from asset allocation for computers and ID badges to storing resumes from prospective job applicants, says Burleigh.
A key benefit of the Payworks system is the inclusion of user defined fields that can hold whatever data the employer requires, Burleigh says. This makes the Payworks HR system completely flexible. An employer can modify it in whatever way suits their business needs.
For human resources professionals this means a far simpler way of maintaining their employee records.
“They no longer have two of anything,” Burleigh says. “All of the information is precisely the same all the time because it all comes from a single source.”
“When businesses use two separate systems, keeping this information up-todate is a big and never-ending task. HR professionals find themselves constantly updating information and even then it's never quite the same – it's always a day or a week behind. With our new HR tools that's never an issue.”
Payworks’ HR tools can help businesses manage their workforce with ease and precision, write custom reports or access predetermined reports quickly and easily and manage wide-ranging information needs, including:
- Work History – Track employee skill sets, performance and attendance.
- Benefits Administration – Track, analyze and control all compulsory or optional benefits.
- Attendance Management – Track who’s at work and who’s not, absenteeism trends, using information input from a variety of systems including swipe cards.
- Training and Skills Management – Ensure employee certification is upto- date. Proactively select employees for future training. Manage succession planning.
- Allocated property – Track company property such as cell phones, computers, uniforms and key-cards and reduce risk of loss when employees leave the company.
- Health and Safety – Track injuries, incidents, follow-up actions and changes in protocols.
- Applicant Tracking – Track incoming job applicants and search internally or externally for best applicants to fill openings.
- Automated Entry – When hiring new employees, Payroll Wizard will automatically enter applicant information already stored in the system.
Unlike other HR systems, Sokolowski says users of Payworks HR tools will have the peace of mind that comes with knowing Payworks designed and built the system themselves from the ground up.
“We designed it and built it and now we’re providing the service and support, so our clients can be assured our HR tools will live up to the standard they’ve come to expect from Payworks,” Sokolowski says.
For more information on making payroll and HR click, email productbulletin@payworks.ca or call your Client Service Representative.
Trina Huntley began her Payworks career four years ago in the distribution department. Although she fit in just fine, her outgoing nature and persistent smile made her a clear choice for the service team.
“I have a long history working in the service industry,” Trina recalled. “When a service position opened up, I immediately applied and things just went from there.”
Although her pals in the distribution centre were sorry to see her leave, Payworks clients welcomed her with open arms.
“She’s unbelievable,” said Tom O’Neil of O’Neil Inc. / Hub Group, a transportation solutions provider. “She’s very friendly, very proactive, she’s perfect – if I could clone her I would.”
Trina looks after over 220 companies, from all areas of industry, and talks to up to 100 different clients in the course of a busy day. Trina is level-1 Canadian Payroll Association certified, and loves working as a Payworks CSR.
“I love the people I work with and the clients I deal with every day,” Trina said with a smile. “I love problem solving and getting to talk to such a wide range of people - I really thrive on it.”
With eight years of experience as a flight attendant under her belt, it is no mystery where her customer service skills developed.
“I flew all over and met tons of people,” she said. “It gave me the opportunity to really experience Canada; I lived in Yellowknife, Whitehorse and it was a great opportunity to discover Canada.”
Although her days of flying are behind her, Trina has found a place to plant her roots in Winnipeg.
“We all work great as a team,” she said. “There is so much support and positive energy here – I’m really looking forward to growing with Payworks.”
“Our great team made it all happen.”
“It's such an honour,” said Gamey. “It's been such a great year for Payworks-this nomination really sums it all up.”
Payworks was started in 2000 by Barb Gamey and the Payworks management team. Through constant innovation and dedication to service excellence, Payworks now has nine offices across Canada with 65 employees and counting.
“We knew the market was there for an alternative payroll service provider,” explains Gamey. “We made sure to focus on creating fresh products, and our great team made it all happen.”
The prestigious awards are held annually, and honour business professionals leading successful companies to outstanding growth and achievement. Awards are held on a regional, national and international level in over 40 countries. They are sponsored by Ernst and Young, a global provider of professional business services.
Gamey is one of four prairie finalists in the financial/real estate/professional services category. The 14th annual Ernst and Young Entrepreneur of the Year Awards will be held October 11.
Payroll Legislation Changes for July 1
Indexing for July 1
No changes
Federal Tax Rates and Income Thresholds
No changes
Changes in Federal Personal Amounts
New Non-Refundable Child Tax Credit
As of July 1, 2007 there is a new child tax credit. If a child born in 1990 or later resides with both parents throughout the year, either parent (but not both) may claim $2,000 per child. Any unused portion can be transferred to that parent's spouse or common-law partner. If the child does not reside with both parents throughout the year, the parent who is entitled to claim the amount for an eligible dependant can claim the child amount.
Change to Spouse or Common Law Partner Amount
The spouse or common-law partner amount and the amount for an eligible dependant have increased from a maximum of $7,581 to a maximum of $8,929. The amount will be reduced by the partner or eligible dependant's net income for 2007.
Canada Employment Credit
No changes
Federal Labour-Sponsored Funds Tax Credit
No changes
Federal Surtax for Income not Earned in a Province or Territory
No changes
Tax Relief for Canadian Forces and Police
No changes
CPP and EI
No changes
For Provincial and Territorial Tax Changes please visit our website: www.payworks.ca
The question and answer section is a chance for our experts to answer some of the most common questions asked by our customers.
QUESTION 1: How do I fix a Vacation Accrual amount?
1. Go to the yearend summaries screen
2. Pull up the employee’s name
3. Click on Accrual option
4. Pull down the vacation accrual description
5. Enter the adjustment in the YTD Dollars field (positive or negative value
depending on the adjustment)
6. Click save
Note: The adjusted vacation accrual will not pull through to the employee set up screen/under pay information until a final run has been completed. The adjustment can be viewed by running a preview.
QUESTION 2: How do I allocate hours to a different department?
In the employee payroll entries, you click on the exception screen. Once you have accessed the employee you wish to pay, you need to select the description of the appropriate earnings. Next, enter the number of hours you wish to pay in the amount/hours box, hit tab three times, and this will take you to the exception department cell. This cell is where you enter the department you want these hours charged to.
Contact your CSR if you need more information.