Enhancing Payroll Processing Through Digitalisation

Namur is undergoing a digital transformation of its HR function. Recently, leveraging the Gesper Salaires solution from Microtis, the company brought payroll management back in-house. Suzanne Otto, HR Manager, shares insights into this transition.

Structuring HR Processes for Business Growth

Namur is a well-established name in Luxembourg. With over 175 employees—rising to more than 200 during peak periods—the company provides catering services for events and customers across its seven stores and restaurants throughout the country.

Suzanne Otto joined Namur in 2018 as HR Manager, tasked with implementing a solid framework for workforce management aligned with the company’s evolving needs.
"Before my arrival, personnel management was handled directly by the company’s leadership in a hands-on, family-oriented manner. The goal was to create a structured approach with clear policies to support business growth," explains Suzanne Otto.

At the time, HR operations relied heavily on paper-based documents, requiring extensive manual handling. One of the first challenges was to digitise all records, reducing paperwork and streamlining processes.

Saving Time and Costs

With the support of Namur’s leadership, Suzanne Otto initiated a digital transformation of the HR function. As personnel management became more structured, efficiency improved.
"In 2020, we decided to take a further step by bringing payroll processing in-house. To do this, we partnered with Microtis to implement its payroll calculation and management solution, Gesper Salaires," she explains.

While in-house payroll processing might seem unusual, it made perfect sense for Namur. The Gesper Salaires solution, integrated with the Gesper Personnel module, significantly reduced data handling and eliminated the need for multiple exchanges with the external fiduciary that previously managed payroll.

Additionally, bringing payroll in-house led to cost savings, eliminating external provider fees.
"The investment in Gesper Salaires paid off within approximately four months," notes Suzanne Otto. "Beyond cost efficiency, the tool saves considerable time and opens new opportunities for further digitalising HR processes."

Streamlining HR Information Management

At Namur, just two employees manage HR and administrative operations—quite a lean team for a company of its size. Therefore, optimising time and efficiency is crucial.
"In this context, digital tools, particularly Gesper, are invaluable," says Suzanne Otto.

Microtis' HR information system (HRIS) operates on a centralised and secure database, removing the need for multiple Excel spreadsheets to track employee records. Key workforce data—such as attendance, absences, overtime, and leave—is stored in a single location.
"When the initial data is correctly entered, payroll calculation becomes fully automated—it feels almost magical!" she adds.

Strengthening Employee Engagement

This transformation has freed up significant time for the payroll team.
"Previously, payroll processing consumed an entire week each month. Now, we complete it in just two days," explains Suzanne Otto.

Additionally, payroll can now be processed later in the month, ensuring the most up-to-date data is used and reducing the need for corrections in subsequent calculations.
"The time saved allows us to engage more with employees, provide better support, and implement training programmes. We spend less time on administrative tasks and more on strategic HR initiatives. This shift enhances employee satisfaction and retention," she adds.

What’s Next? Further Digitalisation

With Microtis, Namur aims to continue digitalising its HR function. The next step? Paperless payslips, distributed via a digital safe.

"The Microtis solution is comprehensive and adaptable to our needs. We plan to explore its full potential to continue improving our HR services for both employees and management," concludes Suzanne Otto.