Implementation Process

Published: 20 October 2022

Since this video was recorded, KeyPay has been rebranded to Employment Hero Payroll. While the name of the software has changed, the functionality and user experience of the software is the same. These videos will continue to guide your business through the payroll processes.

In this video, Jasmine explores Employment Innovation’s Payroll implementation process once on board as a client.


Implementation Process

Jasmine: Hi I’m Jasmine, and I’m a payroll system specialist at Employment Innovations. In this video I’m going to give you a look at how the implementation process works when your business comes on board as one of our Managed Payroll clients.

Implementation starts with your implementation manager getting in touch to gather some information about your business. This includes things like whether you pay under an award, how often you pay your employees and if you have any special conditions such as deductions or allowances.

Using this information, the implementation manager will create a shell KeyPay database for you, and export a template for you to capture your existing employees’ information. You’ll then need to fill this in and hand it back to us so we can upload it into your database.

The same process applies for your payroll chart of accounts, unless you’re using an accounting software that directly integrates into KeyPay, which will allow us to simply import your payroll accounts information.

The next step is to run parallel pay runs. During this process, we will ask you to provide payslips, timesheets and any other documentation needed to recreate one of your recent payrolls. This process ensures that we have captured your employee data correctly, and ensures that award conditions are being applied as required.

Once the parallel pay run is complete, it’s time for you to get acquainted with your new payroll software. Your implementation manager will guide you through training on parts of the software you need to use internally, like rostering and timesheets. We will also take this time to ensure all employees who need to have access to create rosters, or approve timesheets and leave requests have the relevant access to the database.

Once everyone is up to speed and we’re ready to go live, we’ll upload your leave and year to date opening balances into the database to capture accruals and payments for the financial year so far.

In the background, your implementation manager will put together a client profile to hand over to your Payroll Business Partner, who will be responsible for processing your pay runs. They’ll then be in touch with you meet you, set up any cut off times and processes needed to run your payroll each

During this whole process, you will have someone to contact with any questions or changes, and we’ll also keep you up to date with where we are up to with the implementation. We also take data security seriously throughout this process. We will ask that you share employee data and information using a secure cloud-based folder in SharePoint, which will be created at the start of the project.

If you’d like to learn more about our implementation process, or how we can help improve your current payroll processes, please get in touch and we’ll be happy to help.

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