By Monique Verduyn
Mention moving to the cloud and someone is bound to ask, “How do we do that?” The answer is that it’s really simple. All you need is connectivity, and all you have to do is replace your existing system with a business-application cloud service.
This will mean that you have decided to end the life of your existing application and instead receive your payroll and HR software from a new provider. That provider will manage the migration of all your data to the cloud, and will manage the application’s security, availability, and performance, as well as address any problems and changes in the underlying software and hardware the application depends upon. It’s that easy.
Charles Pittaway, MD of Sage Netcash, says that the biggest benefit of moving to a reputable cloud service is that business owners get access to a safe online system with competitive transaction fees. “SMEs can exercise control over their money and only pay for services used. The get secure online access to debit order collections, salary and creditor payments, credit card gateway and a range of credit and risk management services from one account. Overheads are reduced as there are no hardware costs, no costs for additional resources, and no costs for managing several different accounts.”
The integration of a variety of security services provides customers with a single secure payroll system, directly from the payroll software. Security services include identity number validation and verification services, bank account validation and verification services, credit checks and secure salary EFT payments.
Bank account validation and verification ensures that a valid bank account has been entered into the payroll system and that it is in the name of the employee specified on the payroll. This eliminates one of the most critical areas of payment fraud which occurs when an employee’s salary is paid into the fake or erroneous bank account of another individual. In addition, the solution validates employee banking details with major banks including Absa, African Bank, Capitec, First National Bank, Mercantile, Nedbank and Standard Bank.
“Businesses want simple, cost effective and efficient debit order, salary and creditor payments and credit and risk management services,” says Pittaway. “As a business owner your cash flow and your relationship with your customers and creditors are the two most important aspects of your business. Cloud solutions ensure that all transactions are processed securely, accurately and on time each and every time.”
Many cloud application service providers enable users to register for an account online. That means there are no lengthy approval times to open a merchant account and implementation of the service can be done in a matter of hours. With Sage Netcash, the service agreement has no fixed timeframe which allows you the flexibility to discontinue the services at any time.
Moving your payroll to the cloud allows your business to reap the many benefits of software as a service (SaaS):
- Innovation. You always use the latest release of the software, so the business has continuous innovation in user experience, workflows and capabilities.
- Reduced costs. Cloud solutions can easily and quickly be deployed to solve immediate business needs.
- Risk Mitigation. SaaS providers typically excel in security measures, including access controls, backup and recovery, and other potential vulnerability points.
- Control. With SaaS, the business gets full control over process timing (data entry, audits, check runs, quality checks, adjustments), which is not guaranteed when the payroll is managed in-house or outsourced. You also get anytime access to data, analytics and reporting, and the assurance that the software always includes the most recent changes in legislation.
- Scalability. Cloud-based payroll solutions make it easy for businesses of any size to dynamically scale operations as and when they need to.
- Cloud-based solutions are implemented on average 82% faster than on-premises solutions.
- They require only 22% of the resources in ongoing staff compared to on-premises shops, freeing up members of the payroll team to focus on more strategic initiatives.
(Source: CedarCrestone 2012-13 HR Systems Survey, 15th ed.)