Payroll, Human Resources and Accounts Payable ~ The Triplets, Can’t We All Just Play Together????

Green Mountain Payroll ConferenceSeptember 22, 2011

Presented by: Daniel Dycus, CPP

Outline – Part 1 Setting the Foundation The Triplets Partnership & Partner Why Partner? Challenges we Encounter How do we get There? Activities to Share Functional Roles Roles of the Triplets

Outline – Part 1 Continued How do we Build the Partnership? What do we Have in Common? Examples of Joint Efforts Tools for Partnering 5 Golden Rules for Success Success – Now What do we Get?

Outline – Part 2 When is it a Good Time to Partner?

One Time Projects Cross Functional Payments

Sign on Bonuses Relocation Adoption Assistance Tuition Reimbursement Prizes and Awards Various Benefit Refunds Payments to Deceased Employees Stock

Outline – Part 2 Travel and Expense Reimbursement International Allowances Employee Home Leave Law Suits Employee Terminations Levies / Garnishments / Child Support etc.

Q & A

Setting the Foundation

Human Resources

Payroll

Accounts Payable

The Triplets? Who’s on 3rd, What’s on 1st and Where are we

going? The finger! Who me? Hear no evil, See no evil, Speak no evil! Who is. . . “they”?

What is the difference between a partnership and partner?

Partnership ~ Cooperation between people or groups working together

Partner ~ A person who takes part in some activity in common with another or others

Webster’s New World Dictionary

Why Partner? Common goals Similar needs Shared data and/or systems Effects from one affects the other Promotes efficiency Meet customer demands

Why Partner? Trust and communication strengthens Breakdown the front line Drive organizational strategy Build trust and respect Be recognized as a leader

Challenges we encounter Understanding roles Unknown roles Distrust Management Unknown roles Lack of integration Terminology History Lack of . . .

How do we really get there? Build a successful Payroll, Human Resources

and Accounts Payable Team Learn to speak the same language Develop roles and responsibilities of

partnering Effective tools for partnering

How do we really get there? Formalization of…. Teamwork, collaboration Written policies and procedures Frequent team meetings with an agenda The Three “C’s”

Constant Consistent Communication

How do we really get there? Agility

Ability to think and draw conclusions How does this help US?

Filter Focus Learn Constantly Comfortable with Change and Growth

How do we really get there? What to do with This Agility “Stuff”

Integration Look at yourself and see how effective you are at…

Filtering information, communication and relationships Focus on outcomes Learn constantly Feel comfortable with the change

How do we really get there? Application

Focus on 2 Build your agility muscle Know YOURSELF Get perspective Get feedback Get flexible Be agile Develop a panel of trusted advisors Prepare and plan Live in the learning zone

How do we really get there? Evaluation

What will you/we do to improve Get/Give feedback

Functional Roles

Accounts Payable –Less Functional Roles that cross over

Roles of the Triplets Payroll

Manage compliance and delivery of services related to paying employees

Team player with compensation and benefits

Daily interface with employee’s issues and concerns

Delivery of services and products resulting from planning, compensation and benefit decisions

Rely on functional owners for expertise and exception situations

Human Resources Manage human capital process Team player with compensation

and benefits Daily interface with employee’s

issues and concerns Delivery mechanism for planning,

compensation and benefit decisions

Rely on functional owners for assistance and expertise

Accounts Payable Manage payments to 3rd parties directed from Payroll & Human

Resources Assist in compliance with reporting

How do we build the Partnership? Activities to share National Payroll Week Luncheons Charity or sporting events Team building activity Thank you, appreciation or recognition Activity calendars

How do we build the Partnership? Activities to share Team meetings Policy / procedure / legal reviews Quarterly status meetings Department celebrations Type assessments

What We Have in Common? Strategic business partners Service same internal customers Process same information Organizational shifts Technological shifts Third parties have larger roles

Examples of Joint Efforts Exempt vs. Non-Exempt decisions (HR/PR) Policies designed and agreed upon (HR/PR/AP) Finding, getting and keeping talent (HR/PR) Customer service (HR/PR/AP) Open enrollment or new benefits (HR/PR)

Examples of Joint Efforts Payment of Benefits (HR/PR/AP) New hires / Terminations (HR/PR/AP) Retirement and/or employee stock plan

administration (HR/PR/AP) Employee updates (HR/PR/AP) Company wide communications (HR/PR/AP)

Tools for Partnering Set Ground Rules

Begin meeting on time Safe environment for sharing ideas All ideas are GOOD ideas Develop plans on a consensus basis Track plans as a team

Tools for Partnering Develop joint teams for plans / projects Develop agenda for meetings Stay on agenda Send out meeting minutes / project updates

Tools for Partnering Roles / Responsibilities

Project Manager Facilitator Documentation Role

Policies / Procedures Surveys & Recognition Formalize the partnering expectation

Tools for Partnering Development plans / goals Performance reviews Position descriptions Procedures Calendars

Five Golden Rules for Success Take action and involve others Be a change agent and share ideas Integrate seamlessly Communicate constantly and consistently Focus service on the customer

SUCCESS! Now what do we get? Remember this is where the WIIFM Factor

comes in What is WIIFM? What is in it for me / customers / company

SUCCESS! Now what do we get? Higher quality of work and efforts Timely transactions Streamlined processes Reduction of errors and duplicated efforts Satisfied customers and management Less stress and happiness flourishes

When is it a Good Time to Partner? One Time Type Projects

Change in Benefit Providers Health & Welfare

Medical, Dental, etc

Implementations Manager Self Service Employee Self Service New Payroll / HR System Expense Reports

When is it a Good Time to Partner? Cross Functional Payments

Sign On Bonuses Initiated through HR Paid – PR or AP

Form W-2, No Form 1099

PR & AP Coordination on YE Reporting

When is it a Good Time to Partner? Relocation

Initiated through HR Can be outsourced

Paid – PR or AP – Can be both! PR & AP Coordination on YE Reporting

When is it a Good Time to Partner? Adoption Assistance Plans

Initiated in HR How is it paid

PR and AP Coordination

Tuition Assistance Plans Initiated in HR How is it paid PR and AP Coordination on YE reporting

When is it a Good Time to Partner? Prizes and Awards

Initiated – EVERYWHERE Need coordination with HR/PR/AP

To capture them all

Generally subject to income Some exceptions

Length of service Safety Awards Civic and Charitable Awards

When is it a Good Time to Partner? Various Benefit Refunds

Initiated HR or PR Taxability

Taxable Non-Taxable

Who is the refund for?

When is it a Good Time to Partner? Payments to Deceased Employees

When did the employee die HR coordinate the final pays

Employee dies before cashing check Wages paid after the employee dies in the same year

as death Wages paid after the year of death

When is it a Good Time to Partner? Stock

Stock as Compensation Stock Options Incentive Stock Plans Employee Stock Purchase Plans Nonqualified Stock Options

When is it a Good Time to Partner? Travel and Expense Reimbursements

Accountable vs. Non-accountable Plans Per Diem Allowances

2 Types Meals and Incidental Expenses Incidental Only

Mileage Allowances Spouses Travel Expenses

When is it a Good Time to Partner? International Allowances Employee Home Leave Law Suits

Back Pay (Severance) Settlements to Employees

When is it a Good Time to Partner? Employee Terminations

Outstanding Liabilities P-Card Corporate Card Employee Loans

Vacation Payout Final Wage Payments Manual Checks Severance Payments Future Payments per schedule

When is it a Good Time to Partner? Levies / Garnishments / Child Support etc….

Employee Company Independent Contractor

Contact Information Daniel B. Dycus, CPP Senior Manager, Payroll Shared Accounting Services Intelsat Corporation Daniel.Dycus@intelsat.com 202.944.7692