INDUSTRY: Human Resources (HR)
How Accelirate’s RPA Optimizes Employee Payroll System for a Leading HR Outsourcing Firm, Reducing Processing Time by Over 50%
50%
Reduction in Payroll
Processing Time
Client Overview
The client is a mid-sized company that manages payroll for a diverse workforce, including technicians whose compensation is based on flat-rate hours. They operate on a weekly payroll cycle, ensuring timely and accurate payment to their employees.
Key Takeaways
- Implementation of RPA significantly reduces payroll processing time.
- Automation minimizes manual errors, ensuring greater accuracy in payroll calculations.
- The payroll in-charge team can focus on higher-value tasks, enhancing operational efficiency.
The client faced significant challenges in managing their payroll process, which involved multiple steps to ensure accurate time tracking and payment calculation. The existing manual process was time-consuming and prone to errors, particularly when calculating flat-rate hours for technicians based on job completions. To address these issues, the client partnered with Accelirate, a global automation provider, to implement Robotic Process Automation (RPA) in their payroll system. Accelirate’s expertise in automation enabled the client to streamline their payroll processes, reduce manual errors, and enhance operational efficiency.
A Comprehensive Understanding of the Client Payroll Process Prior to Automation
The company manages payroll weekly, with pay periods running from Sunday to Saturday. The payroll process involves multiple steps to ensure accurate time tracking and payment calculation, particularly for technicians whose pay is based on flat-rate hours.
01- Time Tracking
- Employees clock in and out using an electronic timecard system.
- Time data is transferred to the final application, where initial data cleansing occurs.
02 - Verification of Hours
- Payroll personnel verify clock-in and clock-out times.
- Adjustments are made for any discrepancies in the recorded hours.
03 - Calculation of Flat-Rate Hours
- For technicians, payroll personnel calculate flat-rate hours based on job completions.
- Data from the database, the company’s job tracking system, is used to determine hours worked per technician.
04 - Approval and Submission
- The processed payroll data is reviewed and approved by the store manager.
- Final approval must be completed by 10:00 AM on Mondays.
Implementing RPA to Transform Payroll Management with Automated Time Tracking and Validation
The manual payroll process was cumbersome, requiring significant oversight to ensure compliance with company guidelines. Technicians’ pay calculations added complexity, necessitating meticulous cross-referencing of job completions and time logged. Accelirate designed a comprehensive and tailored RPA solution that automated the repetitive and error-prone tasks within the payroll process and ensured operational efficiency. The implementation involved:
01 - Data Collection Automation
Automated the login process for all applications involved and extracted timecard data and job completion details automatically.
02 - Data Validation and Cleansing
Implemented rules within the RPA bot to identify and correct clock-in and clock-out discrepancies and automated the verification of technician hours against job records in the tracking application.
03 - Calculation and Approval
Automated the calculation of flat-rate hours for technicians and prepared payroll data for review and approval by managers.
Achieving Significant Payroll Efficiency and Accuracy Through Automation
The integration of RPA into the payroll process empowered the client to streamline operations, reduce manual oversight, and enable their team to prioritize high-value tasks that require manual intervention. The result that was achieved was not merely numbers; they represent a more agile and responsive payroll system that could easily adapt to the client’s needs. Here’s how it impacted them:
01 - Processing Time Reduction
Payroll processing time was cut by more than 50%, allowing for quicker turnaround in employee payments.
02 - Error Minimization
Automated data validation significantly reduced manual errors, ensuring that payroll calculations were accurate and compliant with company policies.
03 - Increased Operational Efficiency
Payroll personnel were freed from time-consuming tasks, enabling them to concentrate on higher-value activities, such as analysis and employee engagement.
04 - Enhanced Employee Satisfaction
Timely and accurate payments fostered a positive work environment, leading to increased employee morale and trust in the payroll system.
05 - Scalability
The automated system provided flexibility to easily scale operations as the company grew, accommodating additional employees without a proportional increase in payroll processing time or errors.
Transforming Employee Payroll and HR Processes with Accelirate’s RPA
In this case study, we explored how the implementation of Accelirate’s tailored RPA solution significantly transformed the payroll process for the client by automating routine tasks, enhancing accuracy, and reducing processing time. By addressing the inefficiencies of the existing manual payroll system, the client was able to streamline operations and minimize errors, resulting in a more reliable and efficient payroll process.
The integration of RPA empowered the payroll team to focus on strategic initiatives, resulting in improved operational efficiency and increased employee satisfaction due to timely and accurate payments. This case study highlights the powerful impact of RPA on payroll and HR management, demonstrating how automation can convert traditional processes into agile, efficient workflows that drive business performance. Looking to achieve similar results? Connect with us today!
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