How Family Care incorporated a compliant payroll system in just three months

Family Care is a not-for-profit organisation that provides family, caring and disability support services and is a registered provider for the National Disability Insurance Scheme (NDIS). Family Care is based in Shepparton, in regional Victoria, and serves the surrounding districts.

In March 2023, Family Care received notice that its then payroll service would wrap up in just three months - a major challenge to any organisation.

“It was key that we landed on a new payroll system with a quality provider quickly,” says Heather Hall, Director of Business Services, Family Care.

At the same time, the organisation needed to transition to a new HR platform. It was seeking integrated payroll and HR systems - rather than two standalone systems that didn’t communicate.

Given the size and seriousness of the challenge, Family Care decided to engage PayGroup by Deel. The organisations met on 1 April 2023. Within 30 days, PayGroup by Deel had a test-run ready to go.

“The easier answer for them would have been, ‘This is too hard; the time frame is too short’, but PayGroup went over and above to make the changeover happen,onboarding us within a two month window,” says Hall.

It was not only PayGroup’s speed that impressed Family Care, but also its planning, service and reliability. PayGroup developed a plan to implement the change, and delivered, meeting all their deadlines. They appointed a dedicated project manager, who collaborated with our project manager. They worked together until they had everything right and ready to go.

“Even since go-live, PayGroup has been really responsive with resolving any issues, and making the system work for us.”

Within three months, PayGroup by Deel had Family Care’s payroll in full swing – with compliance in front of mind.

“There’s no question about the integrity and accuracy of the data or reporting,” says Hall. “We have no doubt that we’re compliant with our requirements for superannuation, reporting, PAYG and so on.”

The new payroll system is straight-forward to use, so the transition for staff was quite smooth. “It’s easy for staff to put in timesheets and leave applications, and easy for supervisors to approve them.”

Now that onboarding is complete, PayGroup by Deel is working with Family Care to customize the payroll to meet the organization’s precise needs.