Managing A Payroll Department

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Managing A Payroll Department
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Basic Management Theories

• Situational Leadership
• Principle-Centered Leadership
• Empowerment Theory
• No one way is the right way! Managements
• style needs to fit different jobs, situations and
• employees.

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Situational Leadership Management Style

• Supporting - Low Task
• High Relationship
• Coaching - High Task
• High Relationship
• Delegating - Low Task
• Low Relationship
• Directing - High Task
• Low Relationship

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Situational Leadership Management Style

• With Situational Leadership the way managers
  work with staff depends on what two factors? ?
• What do situational leadership proponents
  emphasize?

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Principle-Centered Leadership

• Simple statement behind the
• Principle-Centered Leadership
• Treat People the way you want to be treated!!
• 4 Fundamental Dimensions
• Security
• Guidance
• Wisdom
• Power

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Empowerment Theory

• Key objective is the for employee to take
  ownership of the process
• 5 Steps
• Establish the desired results
• Provide guidelines
• Identify resources available
• Hold people accountable
• Identify consequences

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Key Words from Management
Theories Exercise

1. Accountable
2. Coaching
3. Consequences
4. Delegating
5. Directing
6. Guidance
7. Guidelines

• Power
• Resources
• Results
• Security
• Supporting
• Tenacity
• Wisdom

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Employee Styles

• Contributors Task and Result Oriented
• Organized and Dependable
• Collaborators Flexible and Open
• Cooperative with team members
• Communicators Excellent Communication Skills
• Positive Approach
• Challengers Devils Advocates
• Looks for innovated ways
• to solve problems

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Employee Needs

• Contributors Stable Environment
• To Be shown how to do
• Encouragement of analytical talent
• Collaborators Create Harmony
• To be shown Why its done
• Have time to process information

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Employee Needs

• Communicators Lots of people contact
• Plenty of variety
• Public Recognition
• Challengers Lots of Challenges
• To be shown what you want
• Opportunity to learn new skills

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Comparison of Styles

• What happens when a Payroll Manager doesnt
  learn the strengths and weaknesses of the
  employees before delegating tasks to them?

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Comparison of ER EE Styles

• ER EE
• Supporting Communicators
• Delegating Contributors
• Directing Challengers
• Coaching Communicators

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Management Skills

• Planning and Organizing-5 Key Activities
• Staffing- 4 Skills Sets
• Directing Employees- 4 Communication Skills
• Controlling Performance- 4 Steps
• Reporting 4 Customers

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Management Case Study

• Its Payday.
• The checks have just been picked up, and the
  entire payroll staff is tense. They are waiting
  for the irate phone calls to begin. In about ten
  minutes, the phone will ring and ring and ring as
  one employee after another calls to complain
  about their paychecks. Before the day is over,
  at least one of your staff members will snap at
  one of your customers--the firms employees.
• As the manager, what steps do you take?

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Planning and Organizing

• Define Goals and Objectives
• Define Time Frame
• Define Sub-tasks
• Analyze Resources
• Evaluate Costs

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Staffing

• Hiring
• Training
• Delegating
• Coaching

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Directing Employees

• Listening
• Provide Feedback
• Coaching
• Leadership

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Controlling Performance

• Setting Standards
• Monitoring Progress
• Comparing Progress With Standards
• Corrective Action

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Reporting

• To immediate supervisor
• To other department heads
• To upper management
• To employees

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Do You Have IT??

• IT is the 4 qualities that help make a Payroll
  Manager a Strong Leader.
• Having a vision
• Building a support team
• Seeking Partners
• Attending APAs Leadership Certification Program
  in Chicago April 21-23. Visit www.americanpayroll
  .org

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Specific Skills

• Conduct and Attend Meetings
• Keep Written Policies and Procedures
• Crisis Management
• Time Management

• Team Building
• Performance Evaluations
• Promoting Quality Customer Service
• Customer Service in Shared Services

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Specific Skills

• Crisis Management-
• Once the crisis is over, what are some things the
  payroll manager can do to ensure the lessons are
  not forgotten?
• Conduct a meeting to discuss the crisis and
  determine which of the problems are preventable
• Initiate a plan to prevent those problems from
  reoccurring
• List the successful results and include them in a
  Crisis File for future reference
• List all of the issues that were not
  satisfactorily resolved and formulate procedures
  to resolve them
• Express your appreciation to your staff.

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Specific Skills

• Time Management-
• What four combinations of time categories tell a
  manager what his or her priorities should be?
• Urgent and Important Crisis management,
  immediate attention needed
• Urgent but Not Important Pressing activities
  that may be easy to accomplish
• Not Urgent but Important Planning and
  prevention activities
• Not Urgent and Not Important easily
  accomplished, time wasting activities

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Specific Skills

• Team Building-
• What are the four stages of team development?
• Forming Stage1 The Start-up stage
• Storming Stage 2 Where Responsibilities
  and roles are articulated
• Norming Stage 3 Where Success occurs
• Performing Stage 4 Where Members feel very
  motivated

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Specific Skills

• Customer Service -
• Who are our customers and what is their product?
• Customer Product
• 1. Employees Checks or Direct Deposits
• 2. Management Reports, Financial Statements
• 3. Government Agencies Filings, Forms, Deposits
• What are some of basic principles to providing
  quality customer service?
• Reliability
• Responsiveness
• Assurance
• Empathy
• Tangibles

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Specific Skills

• Shared Services-
• What is Shared Services?
• Shared services is the consolidation of related
  functions and integration of the processes
  involved with them throughout an entire
  organization.
• What departments would be in a Shared Service or
  a Call Center?
• How would this affect Customer Service?

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Research

• Tax Laws and Regulations
• Employment Laws and Regulations
• Payroll Related Websites
• Company Policies and Procedures
• Union Contracts

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Research-Tax Laws and Regulations

• IRC Internal Revenue Code tax laws passed by
  Congress and signed by the President.
• IRS Regulations Interpretations of the law
  developed by the IRS approved by the US
  Treasury Dept.

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Research-Tax Laws and Regulations

• 3 categories of IRS regulations
• ProposalIssued for public comments
• TemporaryUsed until the final regulations are
  issued. Identified by a T following the
  regulation number (Reg1.125T). No longer
  effective after the final regulations is issued.
• Treasury DecisionFinal regulation are issued as
  Treasury Decisions. Expressed as TD followed by
  the number ( TD 8481).

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Research-Tax Laws and Regulations

• Additional forms of guidance to interpret tax
  laws include
• Publications such as Curricular E
• Revenue Procedures
• Revenue Rulings
• Private Letter Rulings
• Announcements, Notices and News Releases

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Research- Employment Laws and Regulations

• Wage-Hour FSLA
• Garnishments Consumer Credit Protection Act
• Child Support Consumer Credit Protection Act
• Immigration Illegal Immigration Reform
  Immigration Responsibility Act
• New Hire Reporting Personal Resp Work
  Opportunity Act
• Family Leave FMLA
• Unemployment FUTA SUTA Unemployment Tax Acts
• State Laws Various

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Research- Payroll Related Websites

• Chicago Chapter APA www.chicagopayroll.com
• American Payroll Association www.americanpayroll.o
  rg
• IRS www.irs.gov
• www.irs.govformspubs/index.html
• SSA www.socialsecurity.gov
• State Local Links www.taxsites.com/state
• Department of Labor www.dol.gov
• Direct Deposit www.nacha.org
• www.directdeposit.org
• Payroll Calculator www.paycheckcity.com

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Thank You!!

• Good Luck with your CPP test!! Christine
  OHara, CPP
• 312-474-3221
• Christine.OHara_at_SymphonyIRI.com