Streamlining payroll

Christian Berenger, Managing Director of Ezitracker Workforce Management, looks at how payroll powered by technology can help cleaning contractors get back on track and adapt to new cleaning regimes.

As the furlough scheme ends and the UK starts to get back to school and work, digitally streamlining payroll should now be a priority for employers, especially cleaning contractors. The commercial landscape for contractors has shifted dramatically. Your workforce is your greatest asset but also your largest overhead. Managing a large, dispersed workforce can be a huge challenge.

New technologies can transform payroll to benefit both employers and employees, more so in commercial cleaning and facilities management sectors where hours and locations can be varied. If we assess payroll processing efficiencies across different businesses and roles, we need to establish what’s important for payroll back office staff, and what their key pain points are.

Despite the rise in digital processes and smartphones usage, until the COVID-19 pandemic there was some resistance from payroll administrators, who were reluctant to adopt online employee portals. Not so much now. Both employers and workers realise the benefits of streamlining payroll with intuitive technology. With many systems already under pressure, payroll is a drain on administration and often takes days to complete.

At the peak of coronavirus infection, at least 20% of the UK workforce were estimated to have been off work. If we add sick pay and job retention scheme payments to the mix, then flexible furloughing, managing time attendance and payments of cleaning staff becomes complex and tricky to manage. Providing employees with a portal, wallet or app that easily shows them wage slips, money transfers, PAYE, requests for drawdowns etc. means they are in control and responsible for their financial wellbeing and financial visibility. For businesses, automation brings benefits so you can quickly realise the value that cloud-based systems bring.

Most cleaning contractors are involved with all stages of the employee lifecycle: recruitment, onboarding, development, retention and exit. Multiply this by the number of employees you process, and the day-to-day people management process is a complex task. By integrating automation, analysing data and embracing cloud-based information


intelligence, efficiency and productivity measuring and monitoring gets a whole lot easier. It’s possible to eliminate stacks of paper and overflowing inboxes.

Good workforce management systems go beyond just time and attendance monitoring. It takes care of data and analytics, allowing managers to measure employee experiences at every lifecycle stage and establish benchmarks to measure future performance. By collecting this data automatically in real-time, managers can identify non-performers and low engagement issues at every step.

EziPay is a cloud payroll and workforce management platform within the Ezitracker suite to streamline the entire employee journey. It’s an end-to-end solution for delivering payroll services as well as timesheets, expenses, absence management solutions and even clock on/off and rota management solutions to your clients: all from the same familiar EziHub platform.

This facility allows administrators to streamline their processes, and to spread some of the most time- consuming tasks to the site managers via the time and attendance functionality. By introducing a solution that enables employee and manager to take control of timesheet logging, it saves the task of compiling that data and eliminates the need to enter it into payroll: it's immediately there when you need to process the next pay run.

On pay-run day, it’s a simple checking off process – no more Excel spreadsheets. Integrated Payroll can help you start making informed decisions by managing teams from any device: web, tablet or mobile. It automates wage cost and leave calculations and empowers your people with mobile apps and smart devices.

It’s all about creating a healthy, happy engaged workforce, so they can be in control of their finances. Money worries are a common distraction at work, especially in such uncertain times, so supporting the financial wellbeing of your workforce is not only good for your employees, it’s good for business.

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