Digitalisation is changing the collaboration between HR and payroll

HR deals with a wide range of topics, but part of its agenda is directly related to payroll: employment relationships, changes in hours, attendance, bonuses, benefits, personal data and employee entitlements. This is where it is crucial that HR and payroll work together accurately and without delays.

Digitisation ensures that this data is transferred between HR and payroll automatically, without manual transcription and unnecessary delays. This means both parties are working with a single source of truth, making the entire process significantly more accurate and eliminating errors.

When HR sends data via email and payroll manually transcribes it, errors are virtually inevitable. A shared SmartFP system, where all the information is in one place, can avoid these problems altogether.

Access to the system is controlled by user rights. The payroll accountant or other roles only see the documents and data they really need. For each employee card, it is possible to set exactly who can see specific documents or individual fields with personal data. This allows the company to work fully online without the risk of unauthorised access to sensitive information.

If you use your own payroll software (e.g. Cool or Helios), this is not a barrier. SmartFP can connect to it. HR only needs to enter the information once and payroll will automatically load it into the application that processes the payroll.

The pink slip isn’t just signed on the way in. Employees have to reconfirm it every year, usually at the beginning of the year or when there is a change in their life situation that affects their tax entitlement.

What is simplified when the pink slip is digital?

• the employee completes the form online without errors or incomplete data,
• part of the data is pre-filled automatically according to the personal card,
• the signature is done electronically, without printing and scanning,
• the document is saved directly to the employee’s card,
• the payroll office has the latest version immediately available,
• HR can see who has signed and who hasn’t yet.

Real time savings

Z internal analysis showsthat electronic submission and signing of the pink slip saves 3-5 minutes per employee.

• companies with 50 employees: savings of approximately 3 hours,
• companies with 150 employees: saving 10 – 12 hours,
• Companies with 300 employees: savings of up to 25 hours per year.

And that’s just on one single documentary that is repeated every year.

The electronic “pink slip” is full-fledged and legally valid thanks to the current legislation . Thanks to electronic signing printing, scanning and physical delivery of papers are eliminated. This saves time, reduces errors and ensures that all data is processed correctly and in accordance with the law.

Watch a step-by-step video guide that shows you how to conveniently submit your Taxpayer Declaration directly in SmartFP: quickly, securely and without paperwork.