Large US resort group eliminates exceptions to speed payroll processing

Industry : Hospitality

Function : Human Resources

Company Profile

A large US destination resort company that provides over a dozen premier, world-renowned resort playgrounds across the United States and Canada operating year-round, including hospitality, real-estate development, food and beverage, and retail businesses.

Scope Highlights

  • Ultipro
  • Business rules
  • Alert engine through email
  • MS SharePoint
  • MS Dynamics
  • Robotic Process Automation (RPA)

Challenge

Personnel are assigned to general ledger account(s) during onboarding and employees’ clock time which is then approved by managers. Excessive exceptions in employee setup as well as time card submissions and sign-off increased the work and time required to process payroll. As a result, the cutoff date needed to be moved up days earlier in the week which drove more exceptions, errors, and costs. Essentially, the centralized payroll function was embroiled in an increasingly adverse loop with resort management.

Solution

Solution focused on identifying setup issues earlier coupled with timesheet tracking, supported by escalating alerts. A trial payroll run was added to the cycle to identify setup issues for action by managers and accounting. During the cycle, alerts were sent to employees and managers on unsubmitted/unapproved timesheets for actioning. Lastly, accuracy accountability was moved from corporate to the resort level, including chargebacks for payroll exceptions.

Results

Improved straight-through payroll processing and reduced manual exception handling

Reduced overtime expense for employees with multiple managers across multiple departments (e.g., restaurant and store)

Employee setup errors caught before payroll period began