The Nonprofit Payroll Playbook: What to Know Before Choosing a Payroll System

Description

Choosing a payroll system is an important operational decision for any nonprofit organization—and the right choice involves much more than comparing prices and features. Your payroll solution should support your people, help your organization manage its payroll compliance responsibilities, integrate with your financial processes, and provide the reporting and controls your organization needs.

In this practical 45-minute workshop, participants will learn what to consider before selecting or changing a payroll system or provider. We’ll explore the key factors that should drive your payroll decision—including who you employ, where they work, how you track time and payroll costs, your compliance responsibilities, reporting and accounting needs, internal controls, level of support needed, and the true cost of the system.

Participants will also learn the key questions to ask potential payroll providers, common pitfalls to avoid, and how to look beyond the sales presentation to determine whether a solution truly fits their organization.

Rather than focusing on a particular payroll product, this workshop provides a practical playbook for evaluating options and making a confident, informed decision that supports the organization’s employees, financial operations, and mission.

Learning Outcomes

By the end of this workshop, participants will be able to:

• Identify their organization’s payroll needs based on workforce structure, payroll complexity, compliance requirements, reporting needs, and internal resources.
• Compare payroll solutions and service models by evaluating key features, integrations, level of support, internal controls, and organizational fit.
• Ask the right questions of payroll providers about compliance responsibilities, implementation, support, integration, and total cost.
• Apply a practical evaluation framework to compare payroll solutions and make an informed decision based on organizational needs rather than price or features alone.

Ideal Audience

This workshop is designed for nonprofit executive directors, administrators, operations leaders, finance staff, and HR professionals who are responsible for—or involved in—selecting, managing, or evaluating their organization’s payroll system or provider.

It is especially valuable for organizations that are:

• Choosing their first formal payroll system or provider.
• Considering changing payroll companies or software.
• Growing from a small team into a larger workforce.
• Managing employees in multiple locations or states.
• Looking for better payroll reporting, controls, integrations, or support.
• Evaluating whether their current payroll solution still meets the organization’s needs.

About the Presenter:

Carol O'Neil, EA, is the Founder and CEO of CEO Financial Services, a firm providing Fractional CFO, accounting, tax, and advisory services to nonprofit organizations and growing businesses. As an Enrolled Agent (EA), Fractional CFO, and accounting advisor, Carol specializes in nonprofit accounting, QuickBooks Online, financial reporting, internal controls, and operational efficiency.

Known for her practical, systems-based approach, Carol helps nonprofit leaders move beyond bookkeeping to gain meaningful financial insights. She is passionate about empowering organizations to strengthen financial stewardship, enhance board reporting, maintain grant compliance, and make confident, mission-driven decisions. Her engaging teaching style combines real-world experience with actionable strategies that participants can implement immediately within their own organizations.