Payroll management is an important function for any modern organization. Being a complex and data-based process, it is hard to keep payroll management on track, even for the most sophisticated organizations.
Artificial intelligence is disrupting the traditional payroll function by efficiently handling payroll data to remove chances of errors due to human effort. As payroll requires absolute accuracy, orderliness and streamlined processes, AI is turning out to be a lifesaver for companies struggling at payroll management.
Automation is an important use case for artificial intelligence and machine learning technologies. Using AI, companies are optimizing mundane tasks like calculation of salary & recording of work hours.
Transforming the Data-intensive Payroll Function
AI has the potential to totally disrupt traditional processes and more and more organizations are realizing its potential, of late. Nearly every internal process including HR and payroll processing are taking advantage of automation and data analytics capabilities of AI.
Efficient payroll management requires dealing with large amounts of data on a routine basis. And at the same time, effective coordination with other aspects of human resource management. Here are some of the ways payroll function can become better with AI:
- Faster and accurate classification of employees for payroll calculation and tax band assignment
- Improved interactivity, connectivity and query resolution through AI-powered conversational chatbots
- Comprehensive compliance with dynamic regulatory landscape
- Quicker and precise analysis of collected data for devising innovative payroll strategies
- Better decision-making capabilities due to data-backed insights and forecasts
- Faster induction/relieving of employees into organization’s payroll system on entry/exit
With the help of AI-powered automation and analytics, HR and specifically payroll function is being transformed from an administrative function to a strategic decision-making facilitator for modern organizations.
Tackling Payroll Hurdles with AI
Nearly 33% of the organizations still don’t have a concrete payroll/workforce management strategy even after years into business. – Deloitte Payroll Operations Survey 2014
Payroll management professionals are always at their toes due to lack of a documented payroll management system inside an organization. Even in companies with a well-documented system, a lot of issues occur due to mismanaged processes. Industry professionals have been known to face troubles in tracking employee expenses. And this is just the tip of an iceberg.
Global organizations are beginning to understand problems in their conventional payroll management systems and are investing eagerly in AI technology to handle critical issues. Here are some of the ways how AI is streamlining payroll management and solving burning payroll problems:
Streamlined Communication & Interactivity
Despite the common perception that payroll is an isolated function, the departments managing payroll receive a large number of queries from employees on a routine basis. With the help of AI, payroll managers can handle the influx of queries more efficiently.
With the help of an AI-powered conversational chatbot, payroll departments can provide swift response to common queries, without having to engage humans. Chatbots can be trained to converse like humans, integrated into self-service portals and improve interactivity and satisfaction levels in the employees.
Further, these bots can sort out complex queries and direct the employee to the concerned human counterpart for a quick resolution. This way, workloads can be reduced and the employee self-servicing system can be made more interactive.
Seamless Inter-department/process Consolidation & Coordination
Payroll management isn’t an exclusive process away from other functions of HR departments. Payroll management is one of the critical processes that is difficult to integrate & overlaps with many other functions. The sheer complexity of relationships between different functions makes it hard for conventional systems to integrate everything into a single solution.
With the help of AI, companies can resolve dissimilarities between different functions and promote seamless integration. In a way, this can enhance administration, reduce manpower requirement, minimize errors due to human efforts and reduce the burden of HR managers.
By integrating various functions and promising seamless coordination, payroll managers can process all claims and reimbursements, quickly and more accurately.
Eliminating Chances of Miscalculation in Employee Efforts & Remuneration
Having time card punch-in systems to record work hours has been the industry standard for years, now. Still, the HR function faces issues like fraudulent clocking by employees that leads to miscalculation of remuneration.
For an organization to flourish, it is important that the employees get paid for the hours they work. With the help of AI and machine learning, the efficiency of clocking and punching system can be enhanced enormously.
Dedicated algorithms can be designed to track employee activity and inform the decision makers about the presence of an employee or not. This way the cases of miscalculation and frauds in time clocking can be reduced and remuneration can be more transparent.
AI-powered Future of Payroll Management
The possibilities for complete revamp of payroll function as we know it is very high. Already, companies are leveraging AI, ML & NLP to make their payroll functions smarter, intelligent and more efficient. Here are some of the ways where AI will definitely make a mark in the coming years:
Smart Roster Management
At present, there are several payroll solutions in the industry that gives companies the power to manage employee rosters, too. With the amalgamation of AI with payroll & roster management, the arena will transform, immensely.
Managers will be able to automate roster development process by linking past work patterns, stress levels, employee’s performance, attendance records and other insights for cost and performance optimization.
Also, AI will make it easier to predict staffing requirements and availability by analyzing external factors like seasonal demand, holidays, important public events, weather forecasts, etc. This way AI-powered solutions would intimate managers in case required staff isn’t available during a period of high demand so that hiring process may be initiated.
Better Data Management
Data management is one of the most time consuming and costly affairs for a payroll department. Approving several leave requests, time sheets and changes in payroll before actual processing leads to chances of errors and inefficiency.
Though there are employee self-service systems to address these concerns, at present, in the future, we can see AI-powered approval-less solutions that would learn from past data and insights. Such solutions would leave exceptions for human managers while handling common tasks on their own, saving hours spent in handling mundane manual tasks.
Automated Real-time Compliance Management
Complying with regulatory framework is a critical aspect of payroll ecosystem. And with the dynamic landscape, it becomes more time-consuming and sometimes even frustrating.
With the help of AI-powered payroll management systems, organizations will be able to derive insights from legislative changes. These insights will help in understanding how a change would impact the organizational payroll and charting a course of action. This way real-time compliance management becoming a reality.
HR and payroll are one of the most personalized functions of any business organization. Though these functions always need human touch, it has become important for organizations to consider automation & AI to handle voluminous data and become more efficient. At Azilen, we believe in understanding your organizational needs to create smart payroll systems that can foster trust, reliability and engagement among employees.