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Managing A Payroll Department

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Title: Managing A Payroll Department


1
Managing A Payroll Department
2
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.

3
Situational Leadership Management Style
  • Supporting - Low Task
  • High Relationship
  • Coaching - High Task
  • High Relationship
  • Delegating - Low Task
  • Low Relationship
  • Directing - High Task
  • Low Relationship

4
Situational Leadership Management Style
  • With Situational Leadership the way managers
    work with staff depends on what two factors? ?
  • What do situational leadership proponents
    emphasize?

5
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

6
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

7
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

8
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

9
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

10
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

11
Comparison of Styles
  • What happens when a Payroll Manager doesnt
    learn the strengths and weaknesses of the
    employees before delegating tasks to them?

12
Comparison of ER EE Styles
  • ER EE
  • Supporting Communicators
  • Delegating Contributors
  • Directing Challengers
  • Coaching Communicators

13
Management Skills
  • Planning and Organizing-5 Key Activities
  • Staffing- 4 Skills Sets
  • Directing Employees- 4 Communication Skills
  • Controlling Performance- 4 Steps
  • Reporting 4 Customers

14
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?

15
Planning and Organizing
  • Define Goals and Objectives
  • Define Time Frame
  • Define Sub-tasks
  • Analyze Resources
  • Evaluate Costs

16
Staffing
  • Hiring
  • Training
  • Delegating
  • Coaching

17
Directing Employees
  • Listening
  • Provide Feedback
  • Coaching
  • Leadership

18
Controlling Performance
  • Setting Standards
  • Monitoring Progress
  • Comparing Progress With Standards
  • Corrective Action

19
Reporting
  • To immediate supervisor
  • To other department heads
  • To upper management
  • To employees

20
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

21
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

22
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.

23
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

24
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

25
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

26
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?

27
Research
  • Tax Laws and Regulations
  • Employment Laws and Regulations
  • Payroll Related Websites
  • Company Policies and Procedures
  • Union Contracts

28
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.

29
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).

30
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

31
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

32
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

33
Thank You!!
  • Good Luck with your CPP test!! Christine
    OHara, CPP
  • 312-474-3221
  • Christine.OHara_at_SymphonyIRI.com
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