Mediterranean Heart Malta Improves HR and Payroll Efficiency with Talexio

About Mediterranean Heart Malta

Mediterranean Heart Malta is a small enterprise that handles administrative, client relationship and accounting infrastructure for foreign nationals relocating or investing in Malta. 

The HR function is managed by a solo HR Manager, covering every aspect of HR for the company. She also has full oversight of payroll, including creating payroll, managing basic salary and FSS reporting, tax, overtime, timesheets, payslips, reporting and sending the final payroll for payment.

The Challenges Before Talexio

Payroll relied on Excel, where incorrect formulas and other errors could create serious issues and make payroll very time-consuming. Managing salary, FSS reporting, tax, overtime and timesheets required careful attention to ensure everything was set up correctly.

Time and attendance also involved a combination of punch clock records and traditional timesheet processes. While the punch clock system made it much easier to track employees working remotely or from another office, maintaining outdated timesheet practices alongside it resulted in painstaking and labour-intensive work.

These processes created additional administrative load for the solo HR Manager covering all aspects of HR.

Why Mediterranean Heart Malta Chose Talexio

Mediterranean Heart Malta needed an HR and payroll solution that could support its workflows in a practical and efficient way. Payroll was particularly important, as the organisation was looking for a reliable system to manage the full payroll process alongside its HR activities.

The HR Manager had used Talexio in a previous role in a different company and was already familiar with the platform and its capabilities. While the decision to use Talexio was based on Mediterranean Heart Malta’s requirements, she was happy to find that she would be using a system she already knew.

For the HR Manager, payroll and secure document storage were essential. Having employee information, leave, banked hours (time off in lieu), overtime and payroll securely stored in one place, while giving employees access to their own information, provided a practical foundation for managing HR across the organisation.

Implementation and Adoption

Having a system like Talexio that centralised employee information, leave, time tracking and payroll became an important part of making day-to-day HR tasks more efficient. The leave booking and banked hours functions were considered particularly valuable.  

Payroll is now also managed fully through Talexio. For a solo HR Manager responsible for all company processes, having payroll supported within one platform makes the workload much more manageable and reduces the reliance on Excel spreadsheets. 

HR is currently exploring the Pay Management module to make sure the company fulfils the pay equity requirements in accordance with Malta’s Equal Pay (Transparency and Reporting) Regulations.

Results and Impact

Talexio has helped Mediterranean Heart Malta move away from time-consuming manual processes and manage key HR and payroll workflows in one place.

Employees can now book their leave through Talexio, while banked hours provide an electronic record of who is owed what, making it easier to keep track of employee entitlements.

The biggest improvement has been in payroll. Talexio has simplified FSS filing through its payroll reports and FSS downloads. The lodgement files (official digital or physical documents submitted to a government agency, court, or registry to meet legal requirements, record administrative data, or initiate a formal process) generated by the system have been essential for completing end-of-year submissions. Providing FS3 forms for terminated employees has been streamlined, further reducing the administrative work involved in payroll.

Having these set up and accurate, as long as I have the correct information, means my workload is efficient and much easier than Excel spreadsheets.

The impact has also been felt by employees. When Mediterranean Heart Malta’s HR Manager joined the company, there was a long list of complaints about payroll being late or needing amendments. Since October 2023, all payrolls have been processed on time and correctly.

User Experience and Feedback

Mediterranean Heart Malta’s HR Manager has found Talexio to be a valuable support across numerous responsibilities.

I love working with Talexio. I find it helps me enormously on so many levels.

The platform provides a secure environment for sensitive employee documentation, while offering employees access to key information through the system. They mainly use Talexio to book leave, giving them a straightforward way to submit and manage their requests.

Recommendation to Other Organisations

Mediterranean Heart Malta would continue to champion Talexio as a straightforward and practical solution for efficient HR processes.

I will always advocate for Talexio. As long as it is set up properly at the beginning, it is very efficient and accurate to use.

Julie Chapman-Maurice, Human Resources Manager