Payroll for the new normal

We have put together a list of must have payroll features for post C19 world.

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Must have payroll features for post C19 world

CloudRun from anywhere,
any device
No software
No more upgrades
Never need to backup
Business continuity
Multiple administratorsIn case I’m not available
Employee self-servePayslips, P60s, P45Never generate or distribute a document again
Zero manual input from payrollEmployees responsibility to enter/ ensure manager approval.No approval = no pay
New starter formsNo form = default tax code
TimesheetsNo timesheet = no pay
Automated data collectionEmployee/Manager
HR system
T/A import
HMRC tax codes
MigrationMust have vendor service
PricingNo multi-year commitment
Flex up/down with headcount
Monthly subscription
Live payrollReady/ visible from 1st day of month
Less stress
Catch errors
Integrated Excel reportingPivot table and charts
Full analytics
Create my own reports
E.g. JRS
Employee well-beingSee payslip before payday
View own pay queries
Pay on-demand
Engaged with pay and benefits

Attracting, retaining and engaging talent with on-demand pay Mark Paraskeva, Founder & CEO, paiyroll

This is a copy of an article that appeared in November 13, 2019 HRD Tech Founders Q&A series

In this instalment of our HRD Tech Founders Q&A series, Mark Paraskeva, Founder & CEO, paiyroll®, reveals why today’s workers expect to be treated like consumers in the workplace. This means giving them full control over their pay and benefits. Allowing workers to access pay-on-demand, not only reduces payroll costs, but means that workers are twice as likely to apply for a job and half as likely to leave.

What is paiyroll®?

paiyroll® is a cloud HR, pay and benefits technology solution, which transforms the way businesses attract, retain and engage talent.

By automating traditional manual processes, employers can reduce internal effort by 75% / external costs by 50%. 

The great online experience workers have as consumers, can now be replicated in the workplace.

Workers can access their earned pay on-demand, anytime 24×7 without waiting for a fixed payday. 

Engaging workers with visibility of their pay from day one, allows you to catch errors early, achieve 100% accuracy and de-stress the entire process.

Pay me now

Why was it necessary to create paiyroll®?

Three mega-trends have profoundly changed every aspect of our lives: 

  1. Cloud (Mobile/SaaS/Online). Every industry has re-invented itself in terms of a cloud platform app.
  2. On-demand economy. We live in an on-demand world, where consumers can get what they want, when they want and how they want it.
  3. Robotic Process Automation. Automation is everywhere.

Before advising private equity on the HR, pay and benefits market, I was CEO HR/Payroll division of the largest privately held software company in the UK. I realised then that almost every payroll still ran on desktop, or even mainframe computers. I was struck how pay and benefits, for the most part, had been entirely missed by these mega-trends, and was firmly stuck as a manual process in the last millennium.

The idea was quite literally to reimagine payroll in terms of the three megatrends of cloud, on-demand and Robotic Payroll Automation (RPA): 

  • Why not take payroll out of the back-office and onto the workers mobile? 
  • Why not give workers pay on-demand? 
  • Why not automate a manual industry with Robotic Payroll Automation (RPA)?

I realised that automation could reduce costs by 50-75%. Ground-breaking features, like pay on-demand, would allow employees to access their pay when they wanted.

Why is HR technology crucial to the success of a business?

People are the most important asset in a business. Attracting, retaining and engaging talent is therefore critical to the success and creation of shareholder value.

Today’s workers expect to be treated as consumers – they expect the same experience in every HR work related touchpoint, as in their personal life. For example, workers using a live payslip on their mobile can check their pay, with the same ease as checking their next delivery. Holiday buy/ sell can be as simple as an on-line purchase. Workers will expect visibility and control of every aspect of their pay and benefits. 

There is no other way to deliver this level of experience other than through HR technology. HR technology needs to give them what they want, when they want it and how they want it. In other words, the three megatrends are the norm.

How can an organization most effectively implement new HR technology?

It’s completely understandable why HR struggle to implement new technology: Current teams are usually sized to run existing systems and processes, often meaning there is no bandwidth to manage new projects.

Step 1 is to identify a partner who can truly assist in addressing this issue. A partner that not only provides the new HR technology but has software and expertise that can lead the transformation of old data and old processes for you. It’s not only the shiny new tech, but its software that can migrate from the old to the new that is just as important.

Step 2 involves a phased roll-out. Often, there is no need to switch everyone over on day one. This allows the organisation to establish best practices prior to full successful deployment.

Step 3 is to select a mobile-first cloud technology approach which can also provide real-time analytics. This will ease adoption with workers and key stakeholders like management and finance.

What do you think is the biggest challenge affecting organisations today?

The balance of power is shifting from the organisation to the worker. Attracting talent, engaging and retaining workers is now harder than ever. It costs on average £30k to replace a worker and replacing staff costs British businesses a staggering £4bn each year.

Which emerging technologies do you think will transform HR in the future?

HR now has the opportunity to take the most important benefit, pay, and use technology to transform its ability to attract and retain talent with on-demand pay. Workers who are treated like consumers at work are more engaged with their pay and benefits.

The end of the monthly pay cycle: The worker of tomorrow will work for multiple organizations in multiple roles, potentially concurrently. Future jobs might be a day a week, or several months in duration and workers will expect control over when they are paid.

Today’s workers demand a different experience, and smart employers are responding. By deploying cloud, on-demand and RPA technology, employers can lower their cost base, attract talent, improve retention while delivering on the expectations of their workers.

Can your payroll handle the complexity of NMW?

paiyroll® National Minimum Wage report

The government recently announced increases to the National Minimum Wage (NMW) in April 2020 with further legislation changes expected. Implementing and verifying adherence to this legislation is complex, difficult to understand and often involves manual setup and checking. It generally relies on payroll teams and their finance directors to ensure their companies adhere to the legislation and do not fall foul of government penalties, putting a lot of stress on these teams as deadlines approach.

The complexities of NMW should not be underestimated. Companies that have workers on a mix of salary, hourly or even piece work have to check their individual as well as consolidated rates. Workers age, holidays, benefits such as accommodation, or even travel time may need to be factored in. Also don’t forget that rates change each year, so just because your company met the rates last year, doesn’t mean all is well for the coming year. NMW adherence should be monitored on an ongoing basis, linked to payroll periods and not just once year when the government announces increases or new legislation.

Fortunately, advances in RPA (Robotic Payroll Automation) could help to reduce the effort, stress and cost associated with this. An RPA platform can load your payroll data, automate the checking of this data against current legislation, flag any violations of current rates and give you a sensitivity analysis of how close you are to current  rates. It can do this on an ongoing basis and will track changes in legislation.

Wouldn’t it be great to know that you are not risking any penalties, know how close you are to the limits and not be faced with panic and unbudgeted pay rises or penalties in April. Not forgetting the reduced stress on your payroll team?

I can see my pay at the beginning of the month!

Live payslip

“I get paid monthly and it’s the beginning of the month. From my mobile, I can instantly see my live payslip with all the payroll calculations showing gross pay, taxes and net pay. I love being able to know how much I am due anytime 24×7 without waiting until the end of the month”

Today’s workers expects the consumer experience

The traditional payroll process hasn’t changed for the best part of a century; consigned to the back-office or outsourced, manual processing means that it’s only ready at month-end – which is when the worker gets visibility of what they due. Compare that with the expectation of today’s workers who expect that every transaction of their lives is always available: “where’s my delivery”, “whats my bank balance” etc. In an on-demandreal-time world, it’s no wonder workers feel disconnected from payroll which is still batch processed.

How are Employers responding?

Employers now realise that their payroll needs to move into the 21st century. They are providing payroll directly to workers via mobile and desktop. This isn’t just a payslip portal which shows historical payslips, it’s a real-time view of their own personal payroll ready from the first day of the month. In fact, each time a workers accesses their “Live payslip“, the system runs their payroll, and prepares the payslip. It’s like a pay run, on-demand in moments!

Engaged Workers

Workers are uniquely placed to check their details and pay. For example, they directly enter their bank and address details, and they can check their tax code before it is applied. Similarly, they know what their gross salary, wage or hourly pay should be. Early visibility engages the worker with every element of their pay and benefit.  If anything is missing or wrong, it can be corrected before pay day. Feedback from the worker can result in zero errors, accurate pay, high levels of engagement and reduced frustration.

Bonusses and Commissions

“I work in sales and earn a monthly commission. The moment our finance admin loads the commissions spreadsheet into paiyroll®, my updated payslip is ready for me to view. It’s brilliant as I can catch any errors immediately and know what net pay I’m due at month-end.”

Pay items such as bonus and commission mean that many workers receive different pay each month. When there are errors, traditionally the worker doesn’t discover the error until after month-end.


Today’s workers demand a different experience, and smart employers are responding. By deploying Robotic Payroll Automation (RPA) technology, employers can lower cost and improve retention, while delivering on the expectations of their employees with on-demand, real-time, individual payroll:

  • Yesterday’s payroll can cost £100 per worker per year vs. paiyroll® starting at £18 per worker per year, when headcount costs for collecting, checking and managing pay data are included.
  • It costs on average £30k to replace a worker. Every 1% improvement represents a significant saving. Workers engaged with their pay and benefits increases satisfaction and reduces attrition.