Companies that aim to perform well and avoid being impacted by unforeseen events, such as those triggered by the pandemic, will find it more beneficial—and sometimes even cheaper—to outsource certain processes. This statement is also true for outsourcing payroll services, which generally involve repetitive, time-consuming tasks that, in the past year, have undergone numerous changes due to legislative updates.
When deciding to outsource payroll processes, there are several critical aspects to consider regarding the chosen provider.
Expertise in the Field
Before initiating a collaboration, it is necessary to conduct some basic research, not only on the company’s reputation and service offerings but also on its market history and expertise in the field. See what is most important to you and choose a provider whose services align with your company’s needs and who understands the specific requirements and situations that must be managed monthly. For example, Smartree not only has 20 years of experience in payroll outsourcing and personnel administration services, but through its partnership with ADP and a wide variety of collaborators, whether large corporations or startups, it has access to a broad range of cases impacting payroll, as well as the best practices in the field.
Consulting/Support
No matter how much experience you have in HR processes or labor legislation, we must acknowledge that last year was a significant challenge for all specialists in the field. The chances of having access to and correctly implementing certain regulations impacting payroll, such as technical unemployment, teleworking, or the funds available for this type of activity, are lower than in the case of an expert. You might not know which options are viable or how to apply them. Being able to rely on a partner that offers consulting and handles payroll for you is a significant benefit.
Service/Product Portfolio
After analyzing your business needs, you may decide to outsource other processes besides payroll services. With this in mind, it’s important to choose a partner who can provide scalable software solutions that can support your business’s growth and the need to digitize as many processes as possible. Smartree not only offers such solutions, including timekeeping planning, benefits, recruitment software, and modules for sending notifications within the company, but also provides a diverse range of other HR services: personnel administration, temporary employment services, or recruitment, which can be beneficial and less costly, especially when purchased as a package rather than separately from different companies.
Reputation
A company’s reputation is shaped by the community around it and the professionalism and seriousness it demonstrates in its relationships with collaborators. Another extremely important element indicating the seriousness and quality of the services offered is the certifications obtained.
Since 2012, Smartree Romania has been certified ISO 9001:2008—Quality Management System for personnel administration and payroll activities, temporary employment, recruitment, and other HR consulting services. Through audits by the certification body, this system is recertified every three years and is monitored annually. At the beginning of this year, Smartree obtained recertification according to the new standard: ISO 9001:2015.
Moreover, thanks to its partnership with ADP (the world’s largest payroll processor), Smartree Romania has access to the best practices in the field and extensive expertise at the highest level regarding operational procedures and quality assurance for the services provided.
Data Security Policy
The transmission, storage, and processing of data involved in the payroll process are extremely important aspects for any company intending to work with an external provider. Additionally, the application used in payroll calculation, timekeeping, or personnel administration processes must be secure.
Regarding security, Smartree has consistently invested in aligning with industry standards related to security requirements.
We have implemented procedures to ensure information access control, including in the MyStaff software application, through advanced user profiles based on various access rights and procedures for detecting unauthorized information access activities.
We have implemented policies and procedures for Data Backup, Data Recovery, or Business Continuity at international security standards, ensuring that our activities and those of our clients can continue without interruption, regardless of unforeseen events. These procedures are tested and reviewed regularly and are also validated and audited by third parties according to up-to-date rules, regulations, and industry practices.
Dedicated Account Manager
Optimal communication should be the foundation of any collaborative relationship between a payroll and HR outsourcing service provider and any client. We understand this very well, which is why we provide our partners with a dedicated Account Manager to ensure direct communication and quick resolution of any issues that arise. Additionally, the advantage of a dedicated Account Manager, directly responsible for payroll services in your company, is that they will know all the particularities of your company’s HR processes, so they can offer quick solutions and know exactly what answers to provide.
Since the end of last year, given the new legislation in force, we have team members who have obtained the Labor Law Expert diploma.
Meeting Deadlines
The seriousness with which the provider company meets payroll deadlines can affect your company’s image and budget. Therefore, choose a company that won’t surprise you in this regard. Look for aspects such as market longevity, client portfolio, and client stability.
Who Are the Clients?
Large clients, with many employees and long-standing collaborations, are proof of the provider’s service quality, especially in payroll. Check our website to see the clients who have chosen us for payroll services and schedule a meeting for a quote specifically for your company.