managing a payroll department
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Managing A Payroll Department. Basic Management Theories. Situational Leadership Principle-Centered Leadership Empowerment Theory No one way is the right way! Management’s style needs to fit different jobs, situations and employees. Situational Leadership Management Style. - PowerPoint PPT PresentationTRANSCRIPT
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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! Management’s
style needs to fit different jobs, situations and
employees.
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Situational Leadership Management Style
• Supporting - Low TaskHigh Relationship
• Coaching - High Task High Relationship
• Delegating - Low Task Low Relationship
• Directing - High TaskLow 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
1. Establish the desired results
2. Provide guidelines
3. Identify resources available
4. Hold people accountable
5. Identify consequences
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Key Words from Management Theories Exercise1. Accountable
2. Coaching
3. Consequences
4. Delegating
5. Directing
6. Guidance
7. Guidelines
8. Power
9. Resources
10. Results
11. Security
12. Supporting
13. Tenacity
14. 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 “Devil’s 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 it’s 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 doesn’t learn the strengths and weaknesses of the employees before delegating tasks to them?
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Comparison of ER & EE Styles
ER EESupporting – 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
It’s 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 firm’s 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 APA’s 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 Product1. Employees Checks or Direct Deposits2. Management Reports, Financial Statements3. 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:
• Proposal=Issued for public comments
• Temporary=Used until the final regulations are issued. Identified by a ’T’ following the regulation number (Reg$1.125T). No longer effective after the final regulations is issued.
• Treasury Decision=Final 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 Circular 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 Associationwww.americanpayroll.org
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 O’Hara, CPP
312-474-3221
Christine.O’[email protected]