payroll / expense allocation system

Business Case

The client employs a business model that has a great number of employees where costs need to be allocated through the business based on a number of different scenarios. Due to the significance of payroll/overhead/bonus costs, an increased need for employee allocation cost transparency was required. Open Box was tasked with proposing a more efficient and automated payroll allocation system.

solution

A web based time and payroll allocation system (TAPAS) was proposed with the following objectives:

• Allow distributed allocation capture by each employee
• Automated processing of payroll/overheads/bonus data based off employee allocations
• Integration with the back office accounting system in order to streamline processing (journal, accounts receivable, accounts payable logging)
• Ability to budget and reforecast on payroll/overhead/bonus information
• Global reporting of actual and budget allocation and payroll/overhead/bonus costs

In addition to the above core criteria, the following items were also included as part of the full solution:

• Integration with other financial (non-payroll) applications as a source for allocation data
• Integration with the HR system to ensure employee data governance

The project was implemented into production following user acceptance testing and is currently operational.

Benefits

• Streamlined processing
• Decreased debtor days
• Cost savings
• More accurate allocation management
• Allocation adjustment with historical payroll correction
• Increased transparency and efficiency of the allocation of global payroll costs
• Greater accountability of allocation management
• Centralized applications to be used globally increased the accuracy of global data
• Detailed and flexible global reporting
• Improved planning and tracking of payroll/overhead/bonus costs