Payroll Outsourcing is the process of payroll preparing, issuing declarations in compliance with the current laws and legislation, payments, reporting, calculation and documentation regarding the personnel.
When Payroll Outsourcing is performed, the payrolls are prepared on the basis of the salaries and benefits of all employees of the companies. The amounts to be paid to the public enterprises are determined and legal notifications are made.
Payroll Outsourcing means carrying out all such calculations and notifications pursuant to the rules of legislation on behalf of the service buyer company. This means that the service buyer company reflects the legal consequences and risks of the aforementioned processes to the company that provides the Payroll Outsourcing service.
Payroll Outsourcing covers the management of all processes of the personnel from hiring to termination.
• The employment and termination procedures of the personnel are carried out and severance and notice pay, if any, are calculated.
• E-declarations are prepared and accrued. Missing day forms are prepared, workforce schedules notices are made.
• Reports, to be requested by the company’s accounting and finance departments, are drawn up. In addition to the preparation of the accounting voucher, the reports that your company needs are prepared and shared within the information given to our company.
What are the benefits of ‘‘outsourcing’’ the Payroll Outsourcing ?
Outsourcing the Payroll Outsourcing ensures the protection of pay secrecy. It frees your company from the burden of penalty. It reduces your operational burden and therefore, your cost burden.
With your human resources department not bearing the burden of Payroll Outsourcing process, which has a very serious workload, it saves time for the department and helps you to get efficiency from human resources activities.
Outsourcing the Payroll Outsourcing service does not require you to employ a qualified personnel to manage the processes. Thus, it eliminates the cost of personnel training. It prevents the risk of the processes coming to a dead end in case the employee that you trained leaves the job.
It provides an advantage to easily reach to the experienced personnel. It allows the continuity of the work by preventing the disruption of the processes that may result from the personnel’s cease of employment.
It meets your consultancy needs by providing information about the legislation in the framework of labor law and Social Insurance Law, which is one of the most important issues for your business.
In terms of the decisions to be taken or practices regarding the personnel, which are of great importance, generally a solution cannot be found by reading the laws and regulations. There is not much resource on how the law will be implemented and its consequences afterwards. Thanks to the know- how, experience and expertise of our company providing Payroll Outsourcing service, you will have detailed information about how you should proceed in the situations encountered.
By outsourcing payrolls, you also own a human resources software as free of charge. With this system, you can keep track of all employee information and leave status and receive various reports. This will save you the cost of software and the cost of maintenance that should be performed every year.
How does the system work when processes are outsourced?
When you decide to receive Payroll Outsourcing service, all information regarding your company's payrolling processes are shared with Pernet (supplier).
The information obtained from the service provider company is used and processed in the infrastructure and the results are reported to the service buyer company.
After both parties agree on all calculation rules and other notices, the service provider company starts to carry out Payroll Outsourcing services on a regular basis.
With the start of the service; hiring and cease of employment at the related company, the position of the employee, work place, all other rights of the employee, etc. the situations changed and the necessary actions regarding all employees are carried out by the service provider company.
Any general or special reporting required by the legislation and company policies are prepared by the service provider company for the service buyer company based on the period and content determined.
Payroll lists, salary extracts, accounting reports, bank payment lists are some of the reports provided by the Payroll Outsourcing service.
How are the employee files stored?
Due to the obligation of having the employee files physically at the headquarter of your company, these should be kept by your company and stored within your organization.
As the employee file is one of the documents requested in the event of a possible audit, it is mandatory to present it during an audit. We provide consultancy regarding what should be in your employee files and we ensure that your audit processes concerning this issue run smoothly.
Thanks to the human resources software we provide to the companies that we cooperate, it is ensured that your employee information is kept in the system. Thus; all your employee information can be accessed by authorized persons via internet with the user name and password that you provide to the human resources and employees, and your personnel reports can be drawn up. With this system, it can be arranged who can access how much information with different authorizations.
Do you prepare accounting files?
The reports needed by the finance or accounting departments of the companies that we cooperate are prepared by us in accordance with the policies of the companies, together with the designation of the desired format, schedule and with the decision of preparation.
We have a system that we use. Can you integrate with this system?
As we can prepare reports in the format that is acceptable by the program that your company uses, you can smoothly transfer to your system.
You can also request that the system used by your company to recognize the system used by us in order to enable a mutual data flow. In such a case, we enable the systems to recognize each other by writing an interface.
How do you distribute personnel pay-slips?
The distribution of your personnel pay-slips is formed according to your company’s request. Your employee may view and print his/her own pay-slip with the user name and password that will be provided to him/her.
As the software used is web-based, you can view it wherever you want. Another method is sending the pay-slips to your employees by e-mail. A different option could be the mass delivery via print or e-mail by the human resources department.
Are you doing hiring and termination processes, how soon are you able to perform this?
One of the most delicate issues that we provide to the companies is the hiring and termination processes.
After we receive the information of the personnel that you want to be processed, the statements of employment or termination and all the calculations that should be done are drawn up.
Due to the delicacy of the matter, particularly the dismissals, calculation of the severance and notice pay and arranging the certificate of release may be urgent.
In such cases, we carry out the processes within the framework of your company's expectations, legal regulations and deadlines.
Do you follow the governmental incentives on our behalf?
Most of the companies unfortunately cannot benefit from the incentives provided as they do not have enough information about them. As mistakes that can be made in some incentives may affect other incentives, this should be done by competent people.
The issue of incentives is one of the important topics for us due to the delicacy of the matter. In this context, we ensure that the possible incentives that you may receive are put into practice on behalf of your company.
The follow-up of the incentives in the Payroll Outsourcing service provides significant financial benefits to the companies. In fact, these gains can even be higher than the consultancy fee paid by the companies.
How do you track the leave of the personnel?
The human resources software that we provide to the companies also includes a leave tracking and approval module. If you want to use the leave module, you must share the employee's leave information, organizational chart and leave policies with us. And we define these information into the system. These information become ready for use after they are defined in the system.
The personnel, by entering his/her information into the system with his/her user name and password, sends the leave request. This leave request can be of any type of leave. (Moving, casual, annual, maternity, etc.) This request is initially sent to the specified manager that is defined in the organizational chart.
The human resources unit can also simultaneously track the leave information that is sent for approval. Thanks to this system, the companies can monitor and report the status of personnel leave in a more systematic way.
What kind of reports can we receive?
There are reports that we prepare as standard to the companies we cooperate with. If we count the main ones; we can list the reports such as accounting reports, cost reports on the basis of expense center or department, annual leave and severance load.
In addition to these reports, we also prepare the required reports within the scope of the information we have, in accordance with the company's request and needs. Because the reports that each company tracks and requests in its own may differ.
Can we get support during the budget work period?
One of the important workloads of each company is the budget work periods. In this period, especially the calculation and budgeting of the personnel salary increase assumptions constitute an important item.
We provide support to the companies by carrying out studies with various scenarios and assumptions in drawing up personnel budgets in line with the needs and requests of companies.
Can we make payments such as advance, bonus in different periods?
The salary payment policies of each company, whether they allow advance payments, whether they pay bonuses may vary. Within the framework of these differences, we manage the processes according to the company's policies.
Can we log in to your system at any time?
As we use a web-based software program, you can log in to the system at anytime and anywhere with your own user name and password that is set by yourself.
What kind of a software do you use?
Besides providing payroll outsourcing services to the companies that we cooperate, we also offer human resources software application for free.
Thanks to this software, companies can keep track of the employee information and leave status of all personnel, as well as have the ability to receive various reports within these information.
Since the system we use is web-based, company officials and employees can log in to the system at anytime and anywhere they want. While the system is being built, it is possible to enable access to information with different authorizations.
For example; while the human resources unit may have access to all employee information, employees may only access to their own personnel information.
Can we also benefit from this software?
The companies that are our customers can benefit from the software free, while there are also companies that would not like to have consultancy support but only would like to get a software support.
How do you ensure the information security?
We do not in any way disclose any written information and documents related to the company to third persons or organizations while fulfilling our services and responsibilities to our business partners, and we also take all necessary measures to ensure that the information received is kept in strict confidence.
We sign a confidentiality agreement with our companies and also with our own employees. The information of the companies are backed up at the end of each day and archived in our system.
There are back up servers in different locations with regard to the disaster situation. We are also ISO 27001 – 2013 certified regarding the information security.
How do you collect the data?
The situation where the company shares the variables that will be subject to the payroll within the month is called data.
In order to prepare the data, the previously shared data file must be shared at least two days before the salary payment date with the consultant providing service to the company. The data sheet is prepared and shared by the company employee who is in communication with us.
Do you provide consultancy service regarding the legislation?
One of the most important benefits we deliver to the companies which receive payroll outsourcing service from us, is the legislation consultancy service that we provide for free.
The matter that the companies need most regarding the operation of the personnel is the information need in the implementation fundamentals within the framework of labor law and Social Insurance Law. Thanks to the effective Legislation Consultancy that we offer to the companies on this matter, we ensure that the personnel processes are implemented smoothly and in accordance.
