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7 Questions to Ask When Choosing your Outsourced Payroll Provider

Monday, November 12, 2018

When considering the painstaking process of manual payroll, it’s no wonder so many businesses are on the lookout for faster, outsourced processes. After all, in doing so, they can benefit from reduced costs, minimised inaccuracies, not to mention more time to focus on their own expertise.

But when in search of your ideal payroll provider, there are specific questions you’ll need to ask. Whether you’re a large business with 50+ staff or you’re a self-employed contractor, it’s essential you know what it is you’re looking to gain from your chosen payroll provider before beginning your search for one. After all, a little bit of research can work wonders.

In order to be 100% happy with your final decision, we recommend that you ask some vital questions to ensure your company’s needs are met. Once you have a full understanding of your own needs, which can be gained by asking the bullet pointed questions below, you can then begin to reach out to third parties, asking your prospective payroll provider some equally important questions.

  • What level of service am I currently receiving?
  • Do I feel valued as a customer?
  • Are they GDPR compliant?
  • Can they handle complex issues with ease?
  • Am I getting value for money?
  • Could my multiple supplier situation be simplified?
  • Or, simply… Am I struggling to cope with handling my own finances?
  • Could my time be better spent focusing on other areas of the business?

7 Questions You Should Ask When Searching for a New Payroll Provider

When the time comes to reach out to third parties, we recommend you ask the following:

1. What Services Do You Offer?

As with any new provider, you’ll want to know more about the services they provide before you sign on the dotted line, particularly when you have set criteria to be met. For instance, you may be looking to outsource only part of your payroll process, or you may wish to gain bespoke reporting – the possibilities are endless. Such queries will be specific to your business, and your business alone, which is why understanding the available services your prospective providers offers is essential.

2. How Much Will It Cost?

Cost effectiveness is often one of the most important elements to consider when in search of an outsourced payroll provider. Running payroll can be costly, so why wouldn’t you take the opportunity to reduce such costs? To clarify this for certain, you’ll need to ask what their pricing structure is. They may charge additionally for certain services or add “hidden extras” for changes, new starters, leavers etc., so be sure to ask.

3. What Support Can I Expect to Receive?

It’s essential that you have a good relationship with your provider in order to feel comfortable enough to ask for help when needed. Having a designated contact will assist with this. Whether you wish to gain regular reports, automatic enrolment support, expert advice from a dedicated account manager, or you require guidance through a compliance issue, you should feel at ease in asking for help. And for providers who have a high level of customer service, which is ideally what you want, they should be happy to help you at every stage.

4. How Secure Is My Payroll Data?

If you’re unsure how secure your payroll data is, or your security is lacking, moving your payroll data into the security of a third-party provider could be the solution. In order to ensure your prospective provider takes your security very seriously, ask if they are members of FCSA. Also, ask them what data protection measures they have in place and whether they are GDPR compliant.

5. How Will Changes in Legislation Be Dealt With?

With changes often comes stress, particularly when it involves legislation. Outsourcing can help to remove the stress of tackling such issues, by allowing you to pass the responsibility over to your provider. It’s important to be alert of upcoming legislative changes but knowing you can rely on an outsourcing provider to look after such matters on your behalf, can be a huge weight off your mind.

6. How Experienced Are Your “Payroll Professionals”?

The beauty of outsourcing is that you can gain access to a much wider pool of payroll talent, enabling you to experience from the expertise of professionals who have spent years dedicated to payroll. What’s more, the staff running your outsourced payroll are regularly trained and updated on the latest legislative changes, or at least should be… so be sure to double check this. Ask if their service is run by specialist payroll professionals, and additionally be sure to check what their track record is like with other clients.

7. Can You Offer the Latest Technologies and Methodologies?

Are they BACS accredited? Are they real-time information compliant? Can they provide e-payslips? These are all common queries, so don’t be afraid to ask. Using a payroll provider that embraces the latest technology such as digital payslips and P60s will enable your business to grow unhindered whilst saving you time.

Making the Right Choice for You

Choosing a payroll provider is a process you need to get right. Should you have any questions or queries you’d like to find the answer to before committing, we’re happy to help. Why not contact one of friendly team at Accountancy Partners today? We look forward to hearing from you.

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