Top 3 Toughest Aspects of Payroll in Singapore

Assuming Payroll

Often times, companies generate payroll and pay out an entire month’s wages to an employee before the month has ended. We call this assuming payroll. This is how it works: If payroll is generated an the 25th and paid out on the 27th, the manager pays the full month’s wages, up till the 31st, assuming that the employee will make it to work on the last few days. If he doesn’t, the manager Optimizing Work Productivity with Happinessneeds to deduct his wage in the next month

Assuming payroll is an inefficient and inaccurate way of paying employees. We’ve come across many business owners who do it in Singapore. Most of the time, it’s because they have been doing it for years and have never thought about changing the rule. We help our clients transition from assuming payroll to regular payroll which saves clients money and time. Here is a blog post on exactly how to transition from assuming to regular payroll.

Irregular Clock-in Timings

When an employee clocks in at 8.57am instead of 9.00am, the biometric device records it to the exact minute. Your HR manager needs to manually correct the irregularity because coming in 3 minutes early does not mean that the employee will get paid for those extra three minutes.

The PayrollHero app has a threshold feature that solves this problem. An HR manager can set a threshold: if an employee clocks in between 8.55am and 9.05am, their clock-in time resets to 9.00am, automatically correcting the irregularity that your HR manager would have had to deal with otherwise.

Disparate Systems for Time, Attendance, Scheduling and Payroll

payrollhero-benefits-featuresBusiness owners have multiple systems that deal with different HR problems; a biometric device to measure clock ins, a separate Excel sheet that imports data from the biometric device and generates payroll, another Excel sheet that needs to be updated every week with schedules for each employee and a whole other system that employees use to apply for leave. With so many systems to deal with, no wonder an HR manager barely has any time to engage with employees or find innovative ways to overcome Singapore’s labor crunch.

An end-to-end solution that removes any need for multiple devices is exactly what an HR manager needs. PayrollHero allows employees to click selfies on their phone or an iPad in the work site when they clock in. This data is stored in the Cloud and used when payroll is generate by the system. The same app is used when applying for leave or checking schedules for the week. An HR manager can use the app on his laptop, phone or any device with internet connection anywhere in the world and have full control over what is going on at his work site.

While these problems are seen as some of HR managers’ biggest in Singapore, they are faced by managers in the Philippines and pretty much any other place too. Some of the other problems HR managers need to deal with are changing tax laws, a labor crunch and laws against foreign workers in the country.

We hope that this post serves as a solution to some of your biggest HR problems. Do let us know your biggest HR problem and how you are currently dealing with it.

 

PayrollHero Certification: Hands on Experience with the App

badge-payroll-certificationLast week, Kieran our Head of Client Success, conducted training sessions for the new PayrollHero team members in Singapore as well as a few clients. We got some hands on experience with the app, which helped us gain a deeper understanding of how the product works. As an intern who has been here for a few weeks, my knowledge about the product came from speaking with team members, listening to sales pitches and reading about the product online. So it was an interesting experience to use the product on a demo account and view it from the perspective of a payroll administrator. All new PayrollHero team members get certified on the platform so that they know exactly what the platform can do.

Kieran took us through every aspect of the product. My first thought when I was told about the training was, “Wow, a two and a half day training session? But I already know everything about it!” Which, as you may have guessed, turned out to be highly overstated. Within the first two hours of training, I came to the conclusion that the product was far more powerful than I had expected.

The first day was about Human Resources Information Systems (HRIS). The next day was spent on generating payroll and the final day was dedicated to understanding time, attendance and scheduling using the app.

The interesting part about the app is its customization capabilities. A human resources (HR) administrator can record the company’s organizational chart. The hierarchy allows you to identify employee types and positions. Thresholds allow you to set rules on what kinds of notifications you get based on the activities of employees under you in the hierarchy. The thresholds have multiple permutations and combinations that, once customized, help you prioritize information that you need instantly versus information that can wait till a more suitable time.

badge-tas-certificationIt didn’t stop there. Customization extended to how you segment payroll: employer contributions (CPF, SDL, FWL), bonuses, vacation payments, advance payments, claims that need to be redeemed. Any kind of payment outside of the basic calculation of an employee’s hourly wages can be segmented and customized so that all a payroll administrator has to do, is enter which segment the payment should go into. The app can take care of debiting/crediting the amount to the required account. It will notify you when the account is hitting a pre-recorded limit. The flexibility of the app went as far as allowing you to import data from a spreadsheet, allowing the app to automatically fill in employee details.

While all of this might seem like a rather dry topic to train on for nearly three days, Kieran managed to make the whole session more interesting by throwing in quizzes and having interactive sessions. Every demo account had characters from Kieran’s favourite fiction series. Homer Simpson got a bonus for his outstanding work (let’s pretend like that is EVER going to happen), Sherlock Holmes got promoted to the next level on the org chart, Buffy Summers asked for a change in her schedule for the next 3 weeks and Harry Potter recorded coming in early to work consistently. All these characters were a part of the certification exercises, which made the entire process not only informative but also engaging.

The time, attendance and scheduling part of the course was done through an online training portal on the PayrollHero website. Again, I was pleasantly surprised by how detailed the app was and how customizable the entire process of scheduling was. It was impressive that the app was user friendly and flexible with creating, adjusting or removing schedules based on timing, location and type of work: whether it was a routine desk job or a part time job that required changing schedules often. The app, as was intended, was perfectly designed for retailers and restaurant owners who deal with employees who have erratic schedules which require constant adjustments.

The exercises and quizzes were effective in understanding how much we grasped from the lessons. It was clear that working with app required you to be consistent and methodological with the processes for entering data, giving system permissions, organizing the company’s hierarchy and setting customized options especially since the data that the system works with is sensitive. Finally, the certification undoubtedly served its purpose: it gave us a complete picture of how the app works and how a payroll administrator can benefit by using all its features for time, attendance, scheduling and payroll.

Learn more about PayrollHero Certification in the Philippines and Singapore.

Giving credit to the ‘little guy’ in your company

The PayrollHero Way
Giving credit where credit is due is an important task for managers to keep the morale of their employees up. Employees like to be noticed and praised for a job well done.

Why are managers not giving enough praise? Besides the fact that you are busy running around, taking care of daily operations; making sure everything is running as it should, finding out which employee did well for the last 4 weeks will take more effort. Most of the time, this task is not on the top of the priority list and so easily overlooked.

PayrollHero can help you look good to your employees!

Surely there are times where you wish you would have remembered to at least say ‘Good Job’ to Bob the cashier for working 8 hours and being the most helpful. Human errors like this can be avoided by using a simple app, where you can monitor your employees day to day work and track how they are performing accurately.

By using the employee feedback app, Daily Pulse, employees are able to ‘like’ their colleagues that was the most helpful at the end of the shift. Another plus, your customer can give their feedback using the Customer Feedback app too- by voting for the employee that was the most helpful to them.

You, the manager, will receive the data in real time via Xray Insights app. The app will show a clearer view of each employee performance and tracks the employee who is getting the most ‘likes’ on that particular shift. Information is readily available for you at a touch of a button. This makes your job so much easier! It also eliminate subjectivity in your decision as it is based on figures- not hearsay.

Work Place Transparency

At PayrollHero, we want to break the conventional workplace hierarchy by making information more transparent within the company. Using mobile or web apps, all managers can readily access whatever information required anytime, anywhere. We recognize that being on the ball is important when running a business- so time should not be wasted on you waiting for information from other managers.

The Data Might Even Surprise You! 

You may be glad to find out that the employee that is actually doing great is the person you least expect. It could very well be the person who is clearing the dishes- that is the most helpful employee among the rest and the most ‘likeable’ to your customers.

The app works by making sure every employee is acknowledged, from the chef to the janitor. You can be the best manager who knows exactly the deserving employees to give credit to at the end of the day.

Read our post on Scheduling Best Practices for Managers.


Want to learn how to be a better manager?

Join our next Meetup on 10th Jun 2015 @ 4pm in Singapore.

We will be focusing on tips and tools you can use to better optimize HR and payroll processes, while cutting costs on time and creating a happier work culture.

To register >>> Capture

 

 

 

5 Sure Wins When You Come To PayrollHero Meetups

This meetup is all about HR and payroll management in the cloud for businesses of any size. Today, more companies are getting smarter and are transforming the way they manage their time, attendance, scheduling, payroll and HRIS to a systematized cloud based solution. To make sure your company does not fall behind on this trend, you need to discover why choosing a better management system helps increase your bottomline.

During the meetup, we will be focusing on tips and tools you can use to better optimize HR and payroll processes, while cutting costs on time and creating a happier work culture.

Let’s solve those problems! We want to share our expertise together with you at our next PayrollHero Meetup!

We will have Steve Jagger, co-founder of PayrollHero!

Steve Jagger, PayrollHero

Hello there!

Sure Wins! 

  1. Know the tools that can increase productivity in your business by eliminating buddy punching and ghost employees.
  2. Gain new tactics to effectively improve scheduling, time and attendance, HR and payroll management for your employees.
  3. Business Intelligence tools to use for your business to make informed decisions on human resource.
  4. Get to learn about new tools that can help you gain insights and better understand your customer segment.
  5. Our event is free of charge with FREE wine and snacks!

10th June, 2015, 4pm- 5.30pm
Ocean Financial Centre

Capture


Scheduling Practices: Hallway Test!

Today marks two weeks of my internship at PayrollHero. To celebrate my two-week-erversary, I went out to do a little survey. The aim was to understand what systems businesses have set up to manage scheduling, measure attendance and calculate payrolls.

2015-05-21 16.04.44__1432268258_115.42.154.34

The Costa Coffee crew.

I surveyed 10 cafés in the Central Business District in Singapore to find out how they schedule workers in their outlets. Some of the outlets I visited were Cedele, Starbucks, Joe & Dough and Costa Coffee. They all had similar systems set up to schedule workers, with a few interesting anomalies:

  • With the exception of one cafe, everyone uses the punch card system or a regular excel sheet for workers to clock in and clock out. The exception in question has software set up to monitor attendance.
  • Scheduling is done on a weekly basis. The worst case scenario is when a worker notifies the admin that he or she can’t show up just a few hours before the shift begins.
  • Usually, the outlet manager calls another outlet to find a substitute. In the case of one cafe, Whatsapp groups are used to coordinate and find substitutes. Most outlet managers believe that the best way to reach someone is to call them. Texting or emailing is not a common communication channel.
  • The HR admin in every outlet takes around 2 to 3 days to calculate payrolls.

With that simple survey, it was evident that cafés in Singapore use conventional ways to schedule shifts. While workers rarely drop shifts, outlet managers need to be on standby to call nearby outlets for substitutes immediately.

Using Data Analytics to Improve Productivity

When the weather is bad, or there is an MRT breakdown, the situation is worse because all outlets in the same region are affected equally. While an outlet manager is calling multiple outlets for substitutes, customers are walking in and waiting for service before walking out, disappointed and unhappy. That directly affects the bottom line. Managers should be able to access an online database and use data analytics to see which outlet is on top of things in real time in order to call that outlet directly and ask for a substitute.

The top priority for every outlet manager is to make sure the day runs smoothly. It becomes much harder when the manager is not equipped with the right data to plan ahead of time. In a country like Singapore that has high internet penetration rates and high cell phone penetration rates, installing an application that stores this data in the cloud is easy and inevitable. If managers had access to this data, it would also be a way to motivate workers to be regular in order to move higher up in the rankings among outlets.

Calculating Payrolls

The systems put in place for measuring hours worked per employee in order to calculate payrolls should also be revamped. It should not take a manager 2 or 3 days to calculate payrolls when she has a million other things to look after. What’s more, the hassle of buddy punching, human errors and shifts in multiple locations add to complications for the manager. More errors equal higher costs. Higher costs equal lower profits. The bottom line is affected by inefficiencies that can be wiped out by a one-time change in the basic infrastructure.

Finally, the idea behind having an app that does all of the above is predicaSingapore Payrollted on increasing productivity: be it that of your rank and file workers or your manager. Higher productivity leads to a better workplace environment and happier people, which further leads to higher productivity. That is a virtuous cycle, if ever I saw one. In effect: optimizing work productivity with happiness.

Now, where have I heard that before…

Welcome to the new TeamClock Chrome…

… and goodbye to time_clock as of 09/03/2014.

006d6ade-a225-41bb-bcf8-f059852f0cd7Over the past few months we have received a lot of feedback on our online web based TeamClock app.  At PayrollHero we aim to be ridiculously client focused and make the improvements that you, our customer, want to see.  So we would like to introduce our new TeamClock chrome.  TeamClock chrome is designed to replace the time_clock page and be used on all computers, laptops etc.  This change does not effect iPad, iPhone or iPod users, TeamClock iOS will continue to offer the great experience your already use to.

So what new features does TeamClock chrome offer?

  1. Employees can view their schedule using the app
  2. Managers can make schedule changes using the app
  3. Offline Mode – If your worksite loses internet connection you will still be able to clock in and out. Once the internet is restored the app will resync with our servers.
  4. The app is quicker and more responsive.

So, we have decided to discontinue the existing teamclock. We feel that we have a far better experience in our new app.  It is more reliable and the feedback we have had from the clients that have been testing it is excellent.  

What this mean is your worksites will need to download the new app.  The app works as an extension to the chrome browser.  You will need google chrome to run this app.  For instructions on how to install the app please just go to this link. (to install go here)

If you have any questions about this change or anything please don’t hesitate to contact us at support at payrollhero.com we are always happy to help.

Ridiculously Client Focused; Lau from CBTL

unnamed(L – R – Adam Baechler, Michael Stephenson, Piotr Banasik, Kieran Peppiatt, Stephen Jagger with Laurene Marie Clavo de Comer aka Lau in the front)

We are ridiculously client focused. That means getting close to clients, working from their locations, learning about their processes and understanding the why behind the tasks they are completing.

Today, we invited Lau from The Coffee Bean and Tea Leaf Philippines into the office to show us how CBTL handles scheduling at a branch level. She demonstrated how she used the system to help us get better insight into how our customers interact with PayrollHero. It was a great session where we could see first hand, how a store manager interacts with our platform and how their internal processes work. Thanks Lau!!