Paylocity HR & Payroll: Automate Your HR Workflow

Do you want to automate your HR workflow with the help of AI? If yes, you must know about Paylocity HR & Payroll. HR & Payroll features of Paylocity allow the companies to manage and automate their employees payroll, schedule, benefits, and much more through a single screen in a more efficient way.

In this article we are going to discuss Paylocity HR & Payroll in detail. This discussion covers all the Paylocity HR & Payroll services and tools for HR workflow management and automation which are provided in this section of Paylocity.

What is Paylocity HR & Payroll

Paylocity HR & Payroll is a cloud-based Human Resource Management System (HRMS) in the online Paylocity platform and Paylocity app which helps companies in payroll processing, compliance, HR administration, benefits administration, workforce management, and employee engagement in one unified platform.

It is designed for small-to-mid-sized and enterprise organizations to automate HR processes, reduce manual work, and manage the entire employee lifecycle. Following are the tools that companies get inside the HR & Payroll section of Paylocity:

• Human Resources
• Time and Labor
• Talent
• Benefits Administration
• Employee Experience
• Payroll
• Global Payroll

In the following each of these Paylocity HR & Payroll tool is explained:

Human Resources

HR is the most fundamental department in any company because it is responsible for recruiting and managing the workforce which drives the company operations. Paylocity HR & Payroll software helps you to leverage technology in effectively automating and managing the HR operations and solve compliance issues. This Human Resource Management Systems (HRMS) of Paylocity will help you to:

• simplify and automate tasks with the help of Paylocity’s process automation engine
• track employee data by using custom fields. The field types are text, checkbox, date, number, dropdown, and many more. These custom fields will help you to customize your employee reports as per your own preferences.
• centralize employee data
• stay connected with other employees through Employee Self Service (ESS)
• make better staffing decisions because at Paylocity you have complete visibility into employees position and their role in the company.
• meet compliance requirements
• get training, courses, and assistance from HR experts
• leverage AI tools to get your work done faster and more efficiently

In the Human Resources Software, following tools are provided to you:

• Employee Self Service
• Compliance
• HR Edge
• Workforce Analytics
• Workflows

Employee Self Service (ESS)

Paylocity HR & Payroll offers you Employee Self Service (ESS) software which helps the companies to give employees 24/7 access to Paylocity. This ESS feature of Paylocity reduces the work load of HR teams. With the help of Employee Self Service software employees can:

• access their payroll information in one click, and they get the On Demand Payment option in this software.
• access training and courses to educate themselves.
• get access to the “Community” which helps the employees to connect with each other. It also helps employees to stay updated about the company announcements.
• celebrate their achievements and get rewards. This recognition motivates employees to work more diligently.
• ask for time offs and submit timecards anytime and anywhere through the Paylocity app in their mobile phones.
• check details of benefit program, and choose to become part of benefits program. Moreover, the employees will get personalized guidance to choose benefits that are best for their needs.
• easily navigate through Paylocity with the help of AI tools.
• access resources hub where they can get all important documents, link, and videos. Moreover, the employees can use search bar in Paylocity Home to easily find what they need.

Compliance

The ability of an organization to follow all the labor laws, regulations, and internal policies throughout the employee lifecycle is called Compliance in HR. If you want to stay compliant with the complex laws and rules of today, Paylocity is the best option for you. Paylocity HR & Payroll will help you in everything from hiring and work authorization to compensation, maintaining accurate records, benefits, workplace safety, and Equal Employment Opportunities (EEO). It will also help you in:

• automating I-9s, work authorizations, and employee forms. Paylocity HR software will also provide you with Governance Risk and Compliance (GRC) software which will help you set off 1-9 verification workflows.
• managing Affordable Care Act (ACA) because Paylocity provides you with ACA snapshot which includes information like offer status percentage, action needed, and current number of full-time equivalent employees. This information help you in Human Resource (HR) compliance.
• accessing the latest tax and compliance laws. Paylocity provides you with live news feed and updated blog posts which help you learn about these latest tax and compliance law updates.
• getting visualized data for Equal Employment Opportunities (EEO). This data includes information about gender, ethnicity, and EEO. You can analyze this data to make data-driven compliance decisions.
• tracking the expiration of skills of your employees. This will help you make sure that your employees have the right set of qualification for their roles in the company.

Important Note: Paylocity provides you with compliance courses which includes topics like cyber security, sexual harassment, and anti-violence. You can benefit from them.

HR Edge

HR Edge is a feature in Paylocity HR & Payroll app which is useful for the employees and manager of your company. This HR Edge helps you to stay compliant with ever changing laws, set rules of your company, create a safe workplace, access HR guidance, and follow the best recruiting practices. In the following all benefits and features of HR Edge are presented:

• Get expert guidance on ever-changing and complex HR laws and regulations. As the HR compliance laws constantly evolve on federal, state, and local level, so you need the Paylocity’s expert guidance. You can get this guidance through Paylocity HR Account Manager.
• Get an up-to-date library which includes resources, articles, and guides. These resources, articles, and guides help you better understand the HR topics like wages and hours, healthcare reforms, state laws, employee leave, and much more.
• Get training courses that educate your employees on the topics like cybersecurity, anti-bullying, and harassment.
• With the help of HR Edge feature of Paylocity you can improvise your existing set of rules, and you can build new ones from scratch. This will help you in compliance.
• You can build strong social media presence of your company with HR Edge.
• Paylocity HR Edge feature will help you in preparing engaging and clear job descriptions which will help you attract better candidates for the job.
• In HR Edge services, you get compensation analysis tools that will help you offer better pays to your employees.

Workforce Analytics

Paylocity Workforce Analytics helps organizations in collecting, analyzing, and interpreting employee data. You can understand the growing needs of your business by analyzing this employee data, and align your workforce strategies to meet these needs. Workforce analytics in Paylocity HR & Payroll will help you in the following:

• Get data about employee performance with the help of AI assistants and analyze trends.
• Get data about the positions of employees. This will help you in staff management.
• Workforce analytics will tell you where your company money is going. It will tell you which department and subsidiary (branch) is spending how much, and mention the amount which your company is paying to the vendors (suppliers). It will help you spot bottlenecks, and tell you about the subscriptions and contracts which are about to expire. All of this data will help you make better decisions about spending and speed up processes.
• Paylocity Workforce analytics will help you spot which employees are about to leave you company (at-risk employees) by presenting you commute (long travel time to work) and compensation (low pay) issues. This information is presented in bubble charts. By analyzing these information, you can fix these problems.
• These workforce analytics present you with data and numbers on how much money and time Paylocity has saved you. Moreover, it present employee engagement data to you so that you can see how many employees are actively participating.
• It presents you with employee demographics which tell you about the employee’s ethnicity, age group, gender, gender identity, and much more. This data helps the companies to build a diverse workforce.
• In Paylocity Workforce Analytics you get Modern Workforce Index (MWI) dashboard helps you see the performance of your employees, company ROI, and how much time and money you are saving by using Paylocity. It also allows you compare your company growth with other companies which helps you to understand where is your company lacking, and what you can do to improve your company position.

Workflows

Paylocity Automation and Workflow Software help you automate routine tasks and processes. This will help you get your work done faster with less manual effort and get more accurate data. This automation software helps HR teams in the following ways:

• This software provides you with ready-made workflows for common tasks like offboarding, position change, leave requests, and salary changes. If you do not want to use ready-made workflows, you can make your own custom template for workflow.
• The Workflows system of Paylocity HR & Payroll helps you set triggers to automatically start tasks. You can decide who should be included in the workflow based on their work location and position, it also help you automate when a process should start. For example: if someone gets promoted to manager position, the system will automatically assign training to them. You can adjust these workflow systems as per your company needs.
• Managers (not just HR) can also handle certain tasks. For example, they can collect employee information, start and monitor workflows, and track progress.
• Paylocity workflows provide you with ready-made templates that are always compliant with the latest laws. This helps your company processes to stay complaint without putting extra efforts. It also help you in creating audit trial reports which clearly shows what was done, when, and by whom.

Time and Labor

Time and Labor Management Software in Paylocity HR & Payroll helps companies in automating the management and tracking of employee working hours and attendance. It’s a very important tool in Paylocity for workforce management and scheduling. In short, Time and Labor Management tool helps you in the following:

• Time and Attendance
• Scheduling
• Time Collection

Time and Attendance

Time and Attendance Software in Paylocity HR & Payroll helps you save time by automating the tracking of employee attendance and work hours. It provides you with compliance tools which help you stay complaint. With the help of this Time and Attendance software you can get actionable insights which will help to improve you workforce management. Following are the features of Time and Attendance software:

• Manage Time Off and Work Hours in One Place: The Time and Attendance software helps managers to keeps track of employee attendance, work record, working hours, and leave applications in one place. The employees who are regular and punctual get rewards based on the point system.
• Get Real-Time Workforce Insights: This system gives you visual dashboard which includes all the information you need. These information include pending leave applications, time card corrections, employee attendance and overtime, and other updates.
• Get In-Depth Insights: You get detailed data about the employees performance, staffing trends, and how and where money is spent in your company.
• Quickly Approve Time Cards for Accurate Payroll: Managers can easily review, edit, and approve time cards anywhere and anytime by using Paylocity app or Paylocity website.
• Keep Everyone Informed and Updated: You can keep your team updated with the changes in the scheduling, shifts, missed clock-ins or clock-outs of your company by sending them instant notifications.

Scheduling

Employee Scheduling software helps you keep labor costs low and reduce no-shows by helping you manage employee schedules and shifts effectively. This software of Paylocity HR & Payroll helps managers and employees stay connected and informed about schedules. In the following, we are presenting you with the tips on how you can use this software in effective scheduling:

• Put Employee at Right Place and Right Role: This scheduling software will help you automatically assign tasks employees based on their qualification, skills and certification. This means a right employee, at the right place, at the right role.
• Get Shift Recommendations: By analyzing the past shift trends, the AI in the Employee Scheduling software will handle all the scheduling and work shifts. This feature saves time and efforts of managers.
• Reduce Unexpected Costs: This system of Paylocity HR & Payroll saves you extra costs by setting budget, using sales prediction to decide how many staff are needed, and planning effective schedules so that are no unnecessary workers.
• Keep Employees Informed and Reduce Missed Shifts: With the help of this software the managers create work schedules and decide how many employees are needed.
• Updates Schedule Anytime, and Anywhere: The managers can check and change work schedules anytime and anywhere by using Paylocity app. Employees get instant notification of any change in scheduling.
• Simplify Compliance Management: Scheduling feature of Paylocity HR & Payroll help companies stay compliant with labor laws by allowing managers set rules for lunches, breaks, and shifts. Moreover, it helps managers to verify the skills and certification of employees as per the state and federal labor rules, and calculate pay rates, overtime pay, and extra payments.

Time Collection

Employee Time Tracking software of Paylocity HR & Payroll helps employees and mangers clock-in and clock-out time automatically. This automation of time tracking has removed problems of manual tracking. Now, there will be no compliance issues, payroll mistakes, and time theft. Following are the time collection and compliance features which are provided by Employee Time Tracking software:

• Time Clocks: Paylocity Time Tracking software provides companies with different time clock devices to track employee work time. Employees can clock-in and clock-out using their ID card, face recognition, and fingerprint scan.
• Kiosk Tablet: Paylocity Kiosk Tablet is used by employees to clock-in and clock-out. It records work time (punches) and employee leaves, and take employee photos for security. Employees can also request time off and view their work schedules by using kiosk tablet.
• Paylocity Web App: This web app provides employees with personalized dashboard which helps them directly access their clock-in and clock-out time, work schedule, time off request, pay stubs, and company updates, all in on place.
• Paylocity App: Paylocity mobile app allows employees to access their work schedules, time off request and approvals, and paystubs directly through their mobile phone. Moreover, you can integrate this app with your Apple watch which will help you access all features at your wrist.
• No Time Theft: This system prevent buddy punching by using fingerprint scans, face recognition, and employee photo.
• Control When and Where Employees Can Clock In: The managers can control when and where employees can clock in by using tools like location tracking (geofencing), IP restrictions, and clock rules.
• Ensure Compliance When Clocking In and Out: The system asks simple questions from employees about meal, break, and work experience at the company when they check-in and check-out. The answers are saved in employee’s time cards. If something seems wrong or important, the system sends alerts to the manager. This helps companies stay complaint with labor rules.
• Promote a Safe and Healthy Workplace: This software of Paylocity | HR & Payroll helps keep the workplace safe and healthy by checking employee’s temperature through thermal scans and asking them simple health related questions.

Talent

Talent Management System of Paylocity HR & Payroll helps companies in building an efficient team of employees which delivers fast results, and stays with you in the long run. This systems provides competitive pays and learning opportunities to the employees as well. Following are features of this software:

• Recruiting
• Onboarding
• Performance
• Compensation
• Learning

Recruiting

Recruiting software of Paylocity HR & Payroll helps companies find competent employees faster by:

• helping companies find qualified candidates
• letting candidates schedule interviews themselves
• allowing people to apply using text messages and QR scan (scan-to-apply)
• using video interviews where candidates record there answers instead of meeting live

Following are the tools in Recruiting software that you can use to build a driven workforce:

• Attract More Applicants with Less Effort: You can automatically post job opportunities on more than 20000 job boards online, including LinkedIn, Monster, and Glassdoor.
• Enable Instant Job Applications Without Sign-Ups: You can allow candidates to apply through texting or scanning QR code. Moreover, the candidates directly apply for the job through integrated platforms like LinkedIn, ZipRecruiter, and Indeed without leaving the job board.
• Efficiently Screen Candidates at Scale: Recruiting software screen candidates faster and efficiently. Paylocity does this by using one-way video interviews and connecting these video interviews with assessment tools to test candidate’s skills.
• Let Candidates Choose Their Own Interview Time Easily: The system is synced with Gmail, Outlook, and iCloud calendar which shows candidates the available interview times so that they can choose the time which is suitable for them.
• Use AI to Create Compelling Job Descriptions Faster: Recruiting software gives you ready made templates for job posting , and AI tools to write engaging job descriptions for interview invitations.
• Combine Automation with Custom Workflows: This system gives you ready made templates and workflows to automate communication and approval process. You can customize these templates and workflows as per your own preferences.
• Speed Up Hiring with Better Job Offers: Recruiting software of Paylocity HR & Payroll gives you market data that you analyze to prepare competitive offers for the candidates. This will make your hiring process faster.

Onboarding

Employee Onboarding Software in Paylocity HR & Payroll allows you to automate the repetitive onboarding tasks and compliance. This removes the need of manual work which results in faster onboarding with less efforts. Following are the features in the Employee Onboarding software:

• Automate and Streamline Employee Onboarding at Scale: This software helps companies automate the onboarding process by automatically creating task checklist based on their role, team, and location. It also helps in tracking progress, sending alerts if something is delayed or missing, and connecting data between recruiting and HR & Payroll.
• Simplify Compliance: Onboarding software in Paylocity | HR & Payroll provides you with compliant-ready system which will help you automating compliance process, including checking employee background and collecting signatures, document (like I-9s), and withholding forms.
• Secure and Centralize Employee Data: Employee Onboarding software makes it easier for you to manage employee details without mistakes. The dashboard of onboarding software presents all the employee information, including compliance and tax form. It makes sure information is consistent across all systems which reduces the risk of wrong information.
• Equip New Hires with the Right Tools for Success: With the help of LMS, the employees get training and other resources which they need to complete their tasks. They also get compliance related training. You can track their performance by sending them surveys after 30, 60, and 90 days, and collect feedback from them.
• Kickstart Team Collaboration and Alignment: Introduce new hires to the other team members through welcome videos, social profiles, and community groups.

Performance

Performance Management Software of Paylocity HR & Payroll helps you track and improve employee performance by automating manual work and giving employees honest and straight forward feedback for their work. Following are the features in Performance Management software that will help your business keep growing:

• Align Teams Through Shared Goal Setting: Supervisors and employees create goals together in one shared place. The tracking of growth towards these goals is shared with the whole team which promotes connectedness, and alignment in the whole team.
• Support Continuous Employee Development: Performance Management software helps in constant growth by tracking employee performance, getting feedback from employees, giving feedback to employees, keeping employees responsible for their work, and reducing manual work for managers.
• Simplify Succession and Career Planning: This feature helps company plan future leaders and employee growth. It uses a tools called 9-box talent grid to identify employees with high potential, see who is performing well and who can grow into bigger roles, and plan clear career paths for employees.

Compensation

The Compensation Management Software in Paylocity HR & Payroll helps you offer competitive pay to your employees so that you can reduce employee turnover while keeping the company budget. Following are the features you can use in Compensation Management Software:

• Automate Compensation Processes: The company can use this software to automate salary and compensation work automatically instead of doing it on paper. This saves time and reduces errors.
• Make Smarter Decisions Using Data: Compensation Management Software presents you with employee performance history, past salary information, and market pay comparisons. This helps managers to make data-driven salary decisions.
• Control and Manage Compensation Budgets: It helps companies understand how and why they should increase the salary of their employees based on pre-set standards.
• Showcase Your Investment in Employees: You can show employees what benefits they are getting from the company instead of just salary. These extra benefits include gym membership, salary, and some extra benefits.
• Enhance Engagement and Simplify Decision-Making with Q&A: This feature of Compensation Management Software is for managers. A Q&A group is prepared where managers can ask questions about salary compensation from the expert and get their answers.

Learning

The Learning Management System (LMS) in Paylocity HR & Payroll helps companies to constantly educate their employees, help them learn new skills, and track their learning progress. All of this is done is one system instead of multiple tools which reduces the cost of educating employees. Learning Management System (LMS) helps you in the following ways:

• Access a Huge Content Library: LMS in Paylocity gives you access to hundreds of courses that improves your knowledge and skills. These courses help you in professional development, safety compliance. In LMS there are 400+ specialized Healthcare courses which covers IPAA, OSHA, and more. To access 95000+ additional training sessions, you can connect with Go1.
• Automate the Learning Process: LMS helps you automate the learning and tracking process of new hires. It automatically gives employees assignments, assign courses for learning, and give them targets. If the progress of employee is slow, the system sends them notifications and remind them of the task.
• Customize Training to Drive Company Growth: Companies can prepare their own training programs based on their needs by combining their own content and the existing courses.

Benefits Administration

Benefits Administration Software in Paylocity HR & Payroll helps you automate the management of employee benefits like insurance, leave etc. This software allows employees to select benefits as per their own preferences and handle compliance and routine tasks without manual work. Following are the useful things that you can do with Benefits Administration Software:

• Simplify and Improve Benefits Enrollment Decisions: This benefits software helps HR teams and employees choose the right benefits. Because it gives HR simple tools to setup benefit plans correctly and it provides employees with personalized suggestions so that they can choose the best option for themselves.
• Automate Tasks and Save Time: This software helps you save time by automating all routine tasks like sending notifications when something changes, using workflows to handle regular requests automatically, and sending reminders to employees so they don’t miss anything.
• Turn Data into Actionable Insights: Benefits Administration Software presents you with a dashboard which has all the important information like key metrics, admin alerts, and benefit enrollment statuses. You also gets reports which tell you how much these benefits cost you, and how you can do better budgeting.
• Integrate Systems for Accurate and Efficient Data: All systems like HR and Payroll are connected with each other in Benefits Administration. This helps in saving time, reducing errors, and keeping information consistent everywhere.
• Provide Flexible and Competitive Benefit Options: Benefit administration offers a lot of benefits like medical, dental, and vision. It gives you healthcare expense accounts like Flexible Spending Accounts (FSA) and Health Saving Accounts (HSA).

Employee Experience

Employee Experience Platform in Paylocity HR & Payroll is designed to keep the employees connected by giving them genuine and actionable feedback on their performance. Following are the solutions which are provided to you in Employee Experience Platform:

• Community
• Employee Voice
• Recognition & Rewards
• Video

Community

The purpose of Community feature of Paylocity HR & Payroll is to keep the whole team connected through easy communication. All of the important announcements and updates are shared in one central feed so that everyone can see them.

Managers can use ready-made templates or AI tools to create announcements which makes the communication faster and easier. The managers can also track who has seen and engaged with their messages. The employees can ask questions from experts by using “Ask an Expert” group.

Employee Voice

Employee Voice is a feature in Paylocity HR & Payroll which tracks the employee’s work experience by automatically collecting feedbacks on important moments, like when someone joins, works for a while, or leaves the company.

The system shows these insights using summaries, charts, and heatmaps. By Analyzing these insights the managers and company leadership can build actionable plans to make their workforce more efficient.

Recognition & Rewards

Recognition & Rewards feature is introduced to appreciate and encourage employees for their good work, genuine efforts, and achieving milestones. Employees receive rewards like points (“Reward Bucks”) that they can use for cash, gift cards, or donations. This systems handles all of these rewards and taxes automatically so you do not have to do things on your own.

Video

HR teams and managers can use Video Platform in Paylocity HR & Payroll for conveying messages, connecting with employees in a more personal way, and sending updates. With help of Video platform HR and managers ensure clear communication with employees about Q&A sessions, assigning tasks, and giving employees feedback on their work.

Payroll

Payroll Software in Paylocity HR & Payroll allows companies automate their payroll system by calculating salaries and handling tax compliance automatically. Following are features you get in this one platform:

• Expense Management
• On Demand Payment
• Tax Services
• Garnishment Managed Services
• Global Payroll

Expense Management

Payroll software helps in automatically managing employee expenses like business travel and food expenses without paperwork. Employees scan their receipts in this software, the software saves it, and reimburse these expenses as soon as possible. It supports payments in multiple currencies and makes sure that the expenses are in accordance with the company rules.

On Demand Payment

On Demand Payment feature of Payroll Software allows employees withdraw what they have earned before the official payday. This makes the payments flexible and protects employees from getting into high interest loans.

This software records what employees have earned so far, shows it all to them, makes sure they do not withdraw more than what they have earned, and keeps the company complaint. All of this is managed by Payroll software automatically with a very little manual effort.

Tax Services

Taxes can be very complicated for you because of the ever changing tax laws. But the Tax services of Paylocity HR & payroll handles all of the tax things for you automatically. The tax experts at Paylocity prepare, review, and file all required tax documents. If the system makes any mistake, Paylocity takes responsibility for penalties.

The tax system of Paylocity helps companies stay compliant by checking and matching tax payments, sending you alerts if there is any problem, and handling tax notices from authorities on your behalf. If your company has employees all over the world, Paylocity helps you by supporting multiple currencies, time zones, and tax rules.

Garnishment Managed Services

Wage Garnishment is process of withholding a part of employee salary to debts like loans, taxes, or court orders. This process is complicated, but the Wage Garnishment services of Paylocity HR & Payroll handles everything like paperwork, communication with government agencies, and keeping records up-to-date.

All payments and deductions are automatically handled by this system, it makes sure payment is deducted based on the legal rules, and it is sent to the right place. This makes this whole garnishment management process easier and faster.

Global Payroll

Global Payroll system in Paylocity HR & Payroll allows companies to pay their international employees easily through one platform. You do not need spreadsheets, emails, or separate tools for each country; you can make and manage payments through this one tool. This global payroll system handles local payroll rules and taxes, and employee data across countries. Following are the features you get in this system:

• Global Expansion
• Global Consulting Services
• Global HR Compliance
• Treasury Management

Global Expansion

To grow your business globally, you can use Paylocity services which include:

• getting your business registered in that country and making bank accounts.
• help you stay compliant with the laws of that country. It also helps in VAT registration.
• helps you in making payments in more than 100 countries of the world.

Global Consulting Services

If you are unable to expand your company operations in multiple countries, you can book consultation with Paylocity. The experts at Paylocity will guide you how you can expand, help you in registering your company in other countries, and stay compliant with labor laws of that country.

Global HR Compliance

Paylocity HR & Payroll software helps companies manage and pay their employees all over the world. Every country has different labor laws, hiring rules, and work policies. It becomes difficult to stay compliant if your company is operating in multiple countries.

That’s where Paylocity comes in and helps you stay compliant with so many laws. It handles everything like contracts, legal documents, translations, and compliance so you do not have to face fines.

Treasury Management

Treasury Management system of Paylocity HR & Payroll helps you manage and send money across different countries easily. It helps you in combining all of your international payments in one system, send money in single currency, quickly upload payment details and make transfers, and access payments anytime (24/7 online).

Important Note: To use any of the above given features in Paylocity, first you need to login to your account. The complete Paylocity login guide is provided at https://dev-paylocity-lgin.pantheonsite.io/

FAQs

Conclusion

In short, Paylocity HR & Payroll is a complete software which provides you with all the resources that you need to run your company in multiple countries and automate its HR workflow. With the help of this Paylocity software, you can manage employee data, payroll, compliance, recruitment, onboarding, performance, and global operations.

All of these operations are managed automatically with little to no manual efforts. You get valuable insights about different departments of your company’s HR and Payroll. This information helps HR teams and managers make informed decisions.