Post on 18-Jan-2016
“Strong Change Management Skills and Communicating Payroll Issues
for Success”
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Darrell Kozuch
Assistant Vice President, Human Resources
University of Virginia
434.924.4348
djk8q@virginia.edu
Change
For most organizations, change is inevitable. Because of this, you'll most likely be involved in managing change at some point – be it a simple change to the way your team deals with payroll issues/complaints, or a major project to change organizational practices, policies or strategy.
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Change Management
is an approach to transitioning individuals, teams, and organizations to a desired future state
Change management is a systematic approach to dealing with change, both from the perspective of an organization and on the individual level
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Easy Definition
Change – is the situational process
Transition – is the psychological process people go through when dealing with change
Transformation – is the phase where people are fully adjusted to the reality of change 5
TransitionStages of Transition:
Ending – letting go of the old
Neutral Zone – between the ending and the new beginning
New Beginning – new status quo6
Change
Nothing
Changes
if Nothing Changes
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To successfully implement change initiatives, Payroll organizational leaders must identify the need for change and communicate it throughout the organization.
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What to Consider
For change to happen, it helps if the organization understands what is needed, what is changing and what is really wanted.
Convince people that change is necessary. This often takes strong leadership and visible support from key people within your organization. Managing change isn't enough – you have to lead it.
A clear vision can help everyone understand why you're asking them to do something…
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What to Consider
Your message will probably have strong competition from other day-to-day communications within the organization, so you need to communicate it frequently and powerfully, and embed it within everything that you do.
Nothing motivates people more than success. Give your organization a taste of victory early in the change process.
Communication
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How you manage change and how you communicate your payroll issues powerfully impacts your operation, your employees and your leadership team.
How to create an environment of good communication along with some strong change management techniques at your organization
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What We Will Cover
Who receives communication
What Do Employees Expect
Payroll Communication Strategies
Communicating Incorrect Payments
Tips for Written Communication
Communicating Forms
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The Purpose of communication is not to just convey information
but to change behavior.
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So what
needs to
change
How We Communicate
What do we really need to do?
Connect
Connect
CONNECT
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Who receives Communications Is the information correctly targeted to
the Audience? = Executives, Managers, Employees, Suppliers
Is everyone who needs information receiving it?
Do they know how to use what they receive? = Timeframe, WIIFM, behavior expected, how to provide feedback
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Recent Conference I Attended
Some examples of knowing the Audience.
NSF =
National Science Foundation
Circular A-21 =
Cost Accounting Standards
ONR =
Office of Naval Research
HHS =
Health & Human Service17
Many people search blindly for the “meaning of life”. What they don’t seem to understand is that life does not have meaning through mere existence or acquisition or fun. The meaning of life is inherent in connections we make to others through honor and obligation.
Author Unknown
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What to do differently with regard to communication? More communications (more frequent).
Begin communications sooner in the project.
More face-to-face communications – do you feel that you rely too heavily on email, not recognizing the importance of a personal approach.
More communication from executive sponsors and senior managers.
More about the impact of the change on employees – answering the questions how will this affect me and what is in it for me.
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Communicating Change
What is changing
Who is affected
What is the change
Why make the change
What is the impact
When is it effective
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What Do Employees Expect When We Communicate ?
CourtesyGreet enthusiastically
Personal AttentionUse their name
ReliabilityProvide what you promise, be accurate and
timely
ResponsivenessRespond promptly to needs and questions
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What Do Employees Expect When We Communicate ? Knowledgeable Staff
Project confidence in what you are doing
Train & Empower Staff
Know your organization’s procedures and policies
Empathy
Show you care and want to help- respond that you understand
If you have to say “no”
Explain Why
Offer Alternatives 22
Payroll Communication Strategies
Employee Orientations•Partner with HR•Videos
New Hire Package•Who to Contact •Payroll Deadlines•Pay Day Calendar•Sick Leave and Vacation
Staff Development Days 23
Payroll Communication Strategies
Newsletter
•Payroll Articles and Information
•Meet the Staff
•Meet an Employee
•FAQ24
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User Group Meetings Meeting Information
Next Meeting Date: May 14thLocation: Newcomb Hall: South Meeting RoomTime: 10 am AGENDA
Future Meeting Schedule: June 18th, Newcomb Hall: South Meeting Room August 20st, Newcomb Hall: South Meeting Room September 17th, Newcomb Hall: South Meeting Room October 15th, Newcomb Hall: Commonwealth Room November 19th, Newcomb Hall: South Meeting Room Meeting Minutes for 2010 January 28th February 18th March 18h Meeting Minutes Archive 26
Payroll Communication Strategies
Flyers
•Paycheck stuffers
•Post in Lounges, Break Room, Lunch Rooms
•Web sites27
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Pay checks for the Month of March will be issued on March 31 (during Spring Break) and will be available for pick up in the Payroll Office which is located on the second floor of the administration building.
Checks will be distributed between the hours of 8:30 a.m. and 1:30 p.m.
Checks and pay stubs will be mailed on the 31st if not picked up by 1:30p.m. Direct deposit to your bank will be posted and available without change.
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US PAY YOUA reminder that due to the holidays, time cards for the November/December time period must be received in the payroll office no later than December 20th
We don’t want to be a Scrooge so remember!
Incomplete, unreadable, and incorrect timecards may be delayed in processing until the next pay-period.
Subject: Your Chance to Get Your W-2 Sooner!
Get your W-2 sooner! This year, the online W-2 will be available Jan. 16, 2015, two weeks earlier than the paper version. If you don't elect to get your W-2 on line, your paper W-2 will not be mailed until Jan. 30, 2015.
Online W-2s are...
· Available sooner than paper W-2s
· Better for the environment - less paper
· Safe, secure, and approved by the IRS
It's easy to choose the online version, but UVA needs your help. The IRS requires you to opt out of getting a paper W-2. If you don't "say no" to the paper version, we are required to keep sending that to you. For your rights and obligations regarding these requirements, please visit http://www.hr.virginia.edu/go/online-w2.
You can opt out of paper two ways:
1. Follow the simple instructions at the end of this email to use Employee Self-Service to opt in to an electronic W-2.
OR
2. Reply to this email with the following statement:32
Payroll Communication Strategies
Create Incentives
Prize can be minimal. Employees will remember
being recognized Announce the winner in
your next newsletter.
Who wouldn’t want an additional payday……
Candy Bar!
Payroll Communication Strategies
Web-Site:
• Employee Forms
• Payroll Policies and Procedures
• IRS/SSA Information
• Taxable Benefits
• Who to Contact34
University of Virginia
Payroll Information
2015 Payroll Calendar HRMS/Payroll System Availability Calendars Time Management Form Example(PDF) Generic Time Management Form Direct Deposit Enrollment Form (PDF) Understanding U.Va. Pay Practices (Classified and University Staff) How to Prepare Pay Actions (In-Band Adjustments, Temporary Pay,
and Competitive Salary Offers) Employee Recognition Policy Special Pay Procedures: How to request special pay for a wage
employee. Procedures for Making Emergency (time sensitive) Payments to
International Visitors Procedure for Making Payroll Payments Via Foreign Wire Transfers 35
Understanding your Forms W-2 and 1042-SEach year, employees will receive a Form W-2 that provides details of prior year earnings, taxes withheld and other miscellaneous data (such as taxable cost of group term life insurance, cost of employer sponsored health coverage and contributions to retirement or tax deferred savings plans.)
Employees and/or students that are foreign nationals, will receive a Form 1042-S. A Form 1042-S is a year-end federal tax document given to a non-resident alien who received wages that were exempt from federal and state tax withholding by a tax treaty and/or received a non-qualified taxable scholarship. In certain instances, foreign nationals may receive both a W-2 Form AND a Form 1042-S for the same tax year.
Box 1: Wages, Tips, Other Compensation. This is your total taxable wages for federal income tax purposes. This figure includes your regular wages, bonuses, and any taxable fringe benefits (such as education benefits greater than $5,250), rewards and recognition, gifts, taxable moving expenses, as well as the taxable value of group-term life insurance in excess of $50,000 (see box 12, below). The amount in Box 1 will generally be the “YTD Gross” under the Summary section of your final payslip, minus any pre-tax deductions such as health/dental/vision insurance, flexible spending accounts and retirement and tax deferred savings plans, etc. The “YTD Gross” is the sum of the Year to Date (YTD) amounts under Hours and Earnings.
Box 2: Federal income tax withheld. This amount represents the total amount withheld from your paycheck for federal income taxes.
Box 3: Social Security Wages. This represents income subject to Social Security tax. There is a Social Security wage base each year and once you earn up to that amount, you no longer will have deductions for Social Security tax. Social Security wages are reduced by pre-tax deductions such as health/dental/vision insurances, parking and flex spending but not reduced by your contributions to a retirement plan (403b or 457.) The only applicable exceptions are University students working at the University while enrolled at least half time and attending classes, as well as nonresident alien employees visiting the U.S. for a limited period on F-1, J-1,
Communicating Incorrect Payments
Incorrect Payment Notification
Notify Employee ASAP about any issues that will affect their pay or benefits
• Talk with them personally and follow up with written notice
• Meet in a private area and have your calls held
Incorrect PaymentsDefuse Negative Emotions
Apologize sincerely if applicable
Don’t assert blame
Let employee know you are going to work with them for a solution
Respect Employee Situations
Incorrect PaymentsWork on a Solution Start at the beginning and don’t assume they
understand payroll processes.
Use understandable terms
Ask questions to make sure they understand
Involve the employee- what is their solution
Be flexible and fair
Incorrect PaymentsFollow Ups
Use a buddy system to check your corrections
Review the situation to prevent the problem from reoccurring.
Communication TipsDealing with Upset Employees In Person
•Focus the problem on a third point to take away from a personal level.
On the phone•Calm their breathing
•Say “you are right” between their breaths
• If they are not right say “I understand”
Sample Letters to Employees
Pay Adjustment Form
Overpayment Notification (Term Employee)
Overpayment-Action Letter (Term Employee)
Overpayment Agreement (Current Employee)
Formal Repayment Agreement
PAGES 5- 10PAGES 5- 10
Written Communications Tips
• ALWAYS spell the names of people and companies correctly
• Avoid slang words
• Try not to use abbreviations and symbols
• When using an acronym, always spell out first time used
(example: Fair Labor Standards Act (FLSA)
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Written Communication Tips
• Numbers should be expressed as words when the number is less than 10 or is used to start a sentence (ex: Two weeks ago, you were contacted…)
• The number 10, or anything greater than 10, should be expressed as a figure (ex: There are 12 pay cycles .)
• Quotation marks should be placed around any directly quoted speech or text and around titles of publications
• Keep sentences short48
Writing Effective Memos
Message Begin with one or two sentence summary of the main thought or message.
Details Add the specific reasons for the message and requested action
Evidence Include any supporting material that is essential
Action Clearly state what you want the employee to do.
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Writing Effective Memos
•Make the bottom line the top line. The action you want the reader to take should be spelled out in the first paragraph
•Don't give too many whys. A reader can probably only absorb six or seven reasons at once
•Keep paragraphs short. Limit each paragraph to five lines or less 50
Communicating Forms
Inform employees of form changes
When possible use visuals
Pay Slip, Paychecks, W-2’s and W-4’s
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NOTE
Every interaction is an opportunity to “shine.”
You Choose
“ If you change the way you look at things, the things you look at change ”
Wayne Dyer
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Thank You For Thank You For
Attending!Attending!
© 2009, API Fund for Payroll Education, Inc., San Antonio, TX