Does HR do payroll in your org?

HR in Okla · August 2002

We have an integrated HR/Payroll system. HR does all input related to new hires, status or pay rate changes, benefit deductions as well as the usual HR info like EEO. Payroll is in the accounting department. They input W-4 info, and EFT info (although the system is designed for HR to do it.) They also input all non-benefit deductions. They audit everything before transmission to the payroll service provider who actually prints the checks etc.

This sounds good, but the security on this "integrated" system is so tight that HR can't do reports and other procedures we need at times. I need to know if others run into conflict about accessing payroll info or if it's just me.

Is Payroll a function of the HR dept in your business? Or accounting? Seems like I'm constantly calling the payroll clerk to push a button for me, that the HR Director should have access to. Am I wrong? We put in all the data to begin with, there are no secrets in payroll that I don't have access to on paper! Accounting mgr. is rigid on "control" of the system. Frustrated...need wise counsel from my HR friends.

ritaanz · August 2002

Here, payroll is an accounting function. HR has the same input you described. However, our payroll is in-house. I am on the company's network and have full access at any and all information. I have designed programs that produce reports for me and the Accounting VP to ensure the "controls" are in place. Hope this helps.

franfields · August 2002

[font size="1" color="#FF0000"]LAST EDITED ON 08-06-02 AT 08:29AM (CST)[/font][p]I do the payroll in HR, including the electronic transmission to the company that processes the checks, which someone in accounting signs, and direct deposits. The payroll files are kept in my locked cabinets. Accounting gets the reports from our processer to pull data before I file it. They get the bank statements directly. Any other payroll information they need comes from me or from my files. We work closely together and never have a problem.

Lori B · August 2002

Payroll is part of HR for us. We all work in one suite and share an admin asst who does a lot of the data entry on both ends. It makes our system run very smooth b/c we each have access to all files of the other and there is no built in delays of paper pushing from one dept to the other. Our bank statements and the download of our GL files for each pay cycle go directly to accounting for reconciliation. Everything else stays in our dept. It has worked very well for us, but we are small, only 500 employees. We have the ability to cross train our people so that the HR administrator at least grasps payroll issues and vice versa to get the job done. This may not be realistic in bigger companies.

It seems like a lot of HRIS truly integrates the two functions for efficiency. Perhaps companies could learn from that trend. Consider situations like when employees move across state lines. HR may get the new address change but do they know what to do with the state and potential local tax issues? In isolated depts, do they even know it is an issue? Are we generating a lot of needless paper and email by splitting this up between 2 depts? Likewise, benefits issues trigger deductions. One hand must always be aware of what the other is doing....

Just my two cents. Lori

Anita · August 2002

Here I do the payroll, hr, employee benefits, accounts payable, and both the general ledger and payroll bank statements. I work directly with our CFO and any other depts that need information come to me.

HR in Okla · August 2002

Thanks to all of you, sounds like a lot of it depends on the communication between HR and Accounting. We have 260 employees and are all under one roof, so this shouldn't be so hard. After a recent meeting with the Accounting mgr, the CEO and myself, I'm seeing that one of the issues is that the Accounting Mgr has "always done it this way" and isn't open to doing anything differently.

She always cites GAAP and "auditors" and trying to protect "separation of duties." It's hard for some people to see that HR and Payroll go hand in hand.
Meanwhile, we keep on doing the best we can with the situation.

Carol CA · August 2002

Our company does it both ways. At our headquarters in Boston, payroll is part of Finance. Here at my plant manufacturing site, I do the payroll in HR. I have access to the payroll records and any information I need.

March22Collector · August 2002

Payroll for us is an accounting function and is also done in house. We use the software ABRA, and HR cannot access employee pay records. Especially the employee pay records of salaried employees. There is a lot of time spent by myself talking with accounting, and information is passed along without much hesitation. Why we are not allowed to access this information is beyond me, as all the info is easily obtained on paper and the trail originally started in HR.

Paul · August 2002

Don't despair. It is the same way with our multi-state company. It does not make sense, but it is the way that things happen sometimes. I have fought this for five years, and only in the past 3 months have I finally gained access to the payroll side.

Keep up the good fight.

Good luck.

Min · August 2002

In our facility (hospital) I do the HR, employee benefits, payroll and accounts payable. It is really nice that I can have access to all since I know what the benefits/deductions should be and also what the bills are when they come in, etc. I have spoke with other local hospitals and they really wish they had more contact with HR or Payroll, depending on their role, when it comes to HR and Payroll.
Mindy

OHI182 · August 2002

Last year at this time, HR was handled by the Accounting Dept in our Organization. Needless to say, there was not enough time in the day for the two Accountants (aka Human Resources) to keep everything up to date. So......we divided the Accounting Dept and HR Dept out, the two accountants stayed in accounting and we hired two new people for HR. At that time, all HR related items, including payroll which we outsource, was moved to the HR Dept. The HR Manager and Accounting Manager both have access to payroll information and we have learned that the two of us must communicate as much as possible to insure that all areas are covered.

Pork · August 2002

payroll has been a funtion of HR like benefits and employee records including payroll is confidential and private. The payroll specialist is also the HR assistant. We do it all and keep it clean. Our Controller has some concern about me signing the payroll checks, but there is nothing wrong with it. The annual CPA year end audit might bring it up as an issue, however, until our outside auditors say it is a no no then we will continue to handle it all and keep it secure. Good luck, Pork

HR in Okla · August 2002

Thanks, Pork and everyone. Some of it may depend on the size of your org. We have 270 employees. I doubt anything is going to change, but it's helpful to know how others are handling it.

Linda_CA · August 2002

In my organization, our payroll is processed through our Payroll Department which is a part of "finance". We have to databases. One for HR and one for Payroll and we have built an interface to pass demographic and benefit deduction information.

TeresaBlank · August 2002

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[font size="1" color="#FF0000"]LAST EDITED ON 08-22-02 AT 12:37 PM (CST)[/font]

We are a small company (40) and as HR Manager, I handled all HR items as well as maintain databases on raises, benefits, etc., passing time worked and such information to the accounting department to cut the check. Now it has changed. Why? Within a 2-day time frame, unfortunately due to several factors, the accounting manager was demoted and a newly hired (had been here one week) accounting assistant was promoted to take her place. At the same time all of this accounting drama was going on, I had previously prepared, by research, documentation and backup, a formal request and was asking for a raise (hadn't received one in 1-1/2 years - since before I was made the HR Mgr) for merit reasons as well as to place my pay in line with others at my pay grade. Well, it seems the new accounting manager had demanded and was given a pay raise (for her new duties) from $12.00/hr to $55,000 year and the COO thought I was blackmailing them (same pay grade) so they raised her grade to "Director, Accounting" and made her a CFO, giving me a $2.00/hr. raise (I am exempt) and removed all pay information (raises, salary review dates, etc.) from my responsibility. So, I guess my answer is no - HR and Payroll are two different departments here.

HR in Okla · August 2002

Gosh, I thought I had it rough. My only issue is having access to what I need and having to do battle to get it. At least my boss appreciates me at evaluation time.

If I were you, I'd be looking for somewhere else to work.

Don D · August 2002

Ours is a combination of some of the above. Our HR/Acct system is electronically integrated. Certain persons can access certain parts and certain persons can access AND change information fields. Payroll is an accounting function handled separately physically from HR. But, HR has access to all the relevant information fields. When we view a screen for employment verification, we can also view payroll records, the same information our personnel files contains. Accounting/Payroll does not have electronic access to such fields as FMLA, WC, discipline, and a few other "need to know only" fields. We insist on the accounting payroll person completing loan forms calling for precision and also providing duplicate W-2's etc. It's a joint effort and no real turfism going on unless I catch an accounting person in the personnel file room. Then all hell breaks loose. Not really; but, we are rather picky about access to confidential files and whatever the accounting payroll people have, we already have in HR.

NaeNae55 · August 2002

I do. I do HR, Payroll, Accounts Payable, deposits and keep track of cash, billing for 2 departments, Accounts Receivable, prepare all financial statements and perform all accompanying reconciliations. We are a small company (14 employees) owned by a large organization. Fortunately, my boss (the CEO) also has an accounting background and so is good at what we accountants call "compensating controls." My official title is Manager of Financial Services, but when the boss gives business associates a tour of the building and stops by my office she always introduces me as, "Renea...she does everything." x:D

Don D · August 2002

NaeNae: Please forward resume with note as to your availability. Do you prefer first-class travel or coach?

NaeNae55 · August 2002

x:D

BTW..I forgot to add purchasing

JanG · August 2002

We are a consulting firm with 500 employees in 14 states. Payroll is done by the accounting department - we outsource most of it to ADP. Human Resources has access to all payroll records and files. The two departments work very closely together to make sure things run well. This is easy because I am Assistant Treasurer in addition to Director of Human Resources, so in both functions I work closely with the Controller who is my peer and runs the acc't dept.

We've done it this way for three years now. Prior to that HR was responsible for payroll, but there were too many tax issues (employees who work in multiple states and need to be taxed in more than one location)and that expertise lies in our accounting department so we moved it.

cindyp · August 2002

We are a company of 400. Hr and Payroll are in the same department. We provide info to accounting as needed and the Controller has access to any payroll info. We work closely and other than a few personality quirks (are all accountants weird??) we do fine. Good luck.

HR in Okla · August 2002

Thanks, I knew someone out there must have payroll in the HR dept. I think the title "Controller" is very apt.

NaeNae55 · August 2002

Speaking as an accountant, I think the answer to your question is yeeessss, we are pretty much all weird (we have our ways of getting the information!). However, my hubby is a programmer. If you think accountants are weird....

Don D · August 2002

Accountants are weird. So are HR people. Just weird different. Our Controller (a good friend) just got his CPA. Seems he's been in and out of my office constantly since then asking millions of questions about the 401k 5500 report and other stuff I consider meaningless. I shouted at him yesterday, "Damn, I wish you hadn't gotten your CPA! Every day since you did, you've been running around here acting like an accountant, nitpicking the devil out of everything!"
8-|

cindyp · September 2002

Sorry NaeNae - nothing personal about the accountant thing. I know what you mean about programmers though. Now that's a whole different animal...

AnneLa · September 2002

I guess that puts me into the weird category too. We have payroll in HR - nnad I LIKE it that way.............

Does HR do payroll in your org?

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