Managing meal registrations in municipal operations is a daily challenge for many. However, behind the seemingly simple routine, there are often complex administrative processes that consume valuable time for both the administrative staff in the organization and the payroll department, which needs to ensure correct payroll deductions. For many municipalities, this work is not only time-consuming but also risky. Paper lists, manual entries in Excel sheets, and manual registrations create a complex and time-consuming process with a high risk of errors and delays.
In this article, we look at common issues with manual meal registration systems and how digital payment solutions can improve the process.
Challenges with manual payment solutions in municipal operations
In many municipal operations, such as schools and preschools, meal registration for both staff and pedagogical meals is still done manually. Staff often fill out paper lists for the meals they have eaten, which someone in the operation must then compile and send to the payroll department for manual registration in the payroll systems. This manual handling presents several major challenges:
- Time-consuming processes: This process is extremely time-consuming for both operations and payroll administration. The staff in the operations need to compile and send lists, while the payroll department must manually enter this information into the payroll system from all operations.
- High risk of errors: Manual systems involve a high risk of incorrect entries, both in the lists and when registering payroll deductions. Delayed or incorrect deductions can cause dissatisfaction among employees and create extra work for payroll consultants who need to correct the errors.
- Difficulties in timely follow-up: When all the information has to be compiled manually, it becomes difficult to follow up in time, which can negatively impact both the budget and payroll management.
When manual processes extend lead times or create unnecessary complexity, it can lead to frustration for both the staff handling meal registrations and those responsible for payroll disbursements. Therefore, it is important for municipalities to review their processes to prevent these manual routines from hindering more efficient administration.
Why digitalization is important - from problems to opportunities
Digitizing meal registrations can offer significant benefits for municipalities struggling with manual processes. By implementing an automated system for meal registration and payroll deductions, much of the time-consuming administration can be reduced. This frees up valuable time that can instead be allocated to other tasks.
A digital payment solution also increases transparency and makes it easier to follow up on meal registrations in real-time. All data is collected in the system and is directly available to payroll administration, reducing the risk of errors and delays. Another benefit is that digital solutions can be adapted to handle various pricing levels and operation-specific needs, such as adjusting prices for breakfast at preschools or pedagogical meals at schools without making large system changes. This ensures that the system can grow with the operation's needs, making the solution both long-term and sustainable.
Efficient processes and resource optimization
By using digital tools to simplify and standardize processes, municipalities can also free up resources that would otherwise need to be allocated to administrative tasks. This enhances the productivity of the entire organization and allows the focus to shift to the core mission of the operation.
Customer Case: Kungsbacka Municipality
A concrete example of how implementing a digital payment solution has eased administrative work is Kungsbacka Municipality, which introduced Microdeb's payment solution in the fall of 2024. Previously, meal registrations were handled manually, with paper lists sent to the payroll department for manual registration. This created significant administrative work and inefficient processes.
By implementing Microdeb's payment solution, the municipality was able to quickly automate meal registration and payroll deductions, leading to several benefits:
- Time savings: The time previously spent on manual lists and meal registrations was drastically reduced.
- Less administration: Both staff and payroll departments found the administrative burden much easier to handle, freeing up time for other tasks.
- Happier staff: Employees experienced easier administrative handling of pedagogical meals, and payroll consultants avoided unnecessary extra work with manual list entries in the payroll systems.
The implementation of Microdeb's solution was done in stages, making the transition smooth and allowing the system to be adjusted as needed. The flexibility of the solution meant the municipality could quickly adapt the system to its specific needs.
Jeanette Lundberg, payroll manager at Kungsbacka Municipality, summarizes the impact:
"It’s an enormous time savings for us, and also for the operations where the staff no longer need to compile lists. I also think it’s a big win for the teachers and employees who use the pedagogical meals, as they can easily register their meals directly in the app."
Read more about how we solved Kungsbacka Municipality's challenges here.
How your municipality can get started with digitizing meal registrations
For municipalities and other organizations considering implementing a digital payment solution to free up resources and simplify administration, here are some tips:
- Dare to evaluate your current processes: It’s easy to get comfortable with old routines, but a thorough assessment of the current state can reveal inefficient processes that are worth changing. Review how much time and resources are spent on manual routines and identify areas for improvement.
- Choose a flexible and user-friendly solution: When choosing a new system or payment solution, it’s important to find one that is flexible and easy to use. A system that can be adapted to different types of operations and meal prices can be highly beneficial.
- Involve all relevant parties: To successfully implement a digital system, it’s important to involve both the operations and payroll departments in the process. By educating and informing everyone who will use the system, you ensure a smooth transition and long-term success.
Would you like to see how a digital payment solution can simplify the work for your municipality? Contact us here or fill in the form below and we will tell you more! We help you find the right solution for your operation!
