A Case Study

Discover how Coffee Club use WageSafe to reduce compliance administration costs by 80%.

Overview

In 2020, Coffee Club launched a major project to implement a new time and attendance and human resource management system for their network of company and franchised stores. One planned outcome of the new system was to simplify wage compliance for the store operators, with a more automated and transparent rostering system. 

“To have internal resources performing these checks manually would be a big cost, so we can save money and time via WageSafe.”

 

Brian Finch – Chief Operations Officer 

To achieve a goal of providing store operators with virtual 100% assurance that wages paid are compliant with award wage rules, we are implementing the WageSafe automated auditing system for the company-owned stores. This is a weekly analysis of all wages paid, is performed seamlessly, and highlights specific stores with potential under- or overpayments, relative to the award interpretation.

The approach will mean that the resources that would normally be used to provide ongoing administrative checks of the weekly payroll, can instead be allocated to the more beneficial task of improvements in rostering processes to achieve labour savings.

Approach

Initial Comparison with Manual Process:
We provide assurance by providing automated results cross-checked against historical manual audits.

Payroll Team Input:
Leveraging the WageSafe store results, we reduce administration input and time typically spent in analysis and review.

Insights into Rostering Habits:
By pinpointing areas where interpretation of the award is complex, WageSafe identifies the potential root cause of variance at the store level.

Future Consideration

Wage Optimisation Prior to Payroll:
By providing a better insight into rostering habits, WageSafe could be helping by reducing wage costs.

Operational Insight:
By integrating POS data, WageSafe will use predictive analysis to provide stores with early identification of potential issues.

Results

80%

estimated reduction in administration time allocated to review payroll

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90%

increase in the number of stores continuously audited

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TIME AND COST SAVINGS

  • For the CFO / Finance team – via reduced or eliminated breaches
  • For the Payroll team – with reduced manual processes
  • For the HR team – through automated monitoring

Conclusion

To audit every pay cheque across every payroll cycle, and have complete confidence and assurance in payroll, brands need access to cost effective automation which can be tested (and retested).
Interpretation of the applicable Award is also crucial, giving the Operations team and CFO confidence that payroll is meeting compliance obligations.

WageSafe has combined these elements to help retail brands reduce compliance costs with assurance wages are correct… every time.

Reliable Risk Mitigation

If you suspect that your network could be recording time and paying people incorrectly without you knowing it could leave you exposed to legal action, sanctions and reputational damage. WageSafe eliminates that risk!

Increase Visibility

WageSafe is the right solution for you if you don’t know if there is an ongoing underpayment problem that you are not aware of as it is difficult and expensive for you to audit the whole network consistently.

Reduce Your Costs

Manually auditing the whole network each year is expensive and will impact your profitability! WageSafe is cost-effective and even helps you reduce your wage costs.