Updated: Aug 20
Whether it’s a well-established organization or a start-up, managing payroll is not an easy task. There are many things that need to be calculated accurately, for instance, salaries, taxes, extra wages, increments, bonuses, appraisals and so on.
Mistakes while managing payroll are very often. A single mistake can affect your whole management. It requires proper adherence to government assigned rules and regulations like PT, PF, labor law and statutory compliances are also very analytical. Not following these laws can result in some legal problems or financial complications.
Every organization can get advantage from perfectly optimized payroll management process. But it requires best practices and perfect implementation. To make your employees overwhelmed and happy, you must have someone in your company who can run payroll process smoothly without any mistake.
There are some basic ways that will help you in managing Payrolls-
1. Simplifying the Systems
If the state-of-the-art payroll system is not working out with a company's accounting system, it can be unsettled. For example, having systems in abundance to capture, track, input, and process employees' working hours can create several pain points because it leads to many mistakes or loss in data. Simplifying the entire system can improve the whole process. Reviewing and analyzing the entire process can help in concluding some practical ways.
2. Technology Changes
Be up-to-date with the technological changes influencing payroll. These days businesses of any size can access cloud-based payroll software. These systems provide secured access to support servers and IT and offer different features and prices that you can choose according to your needs.
3. Upgrade The Payroll Software
Upgraded payroll software can make the processing of the payroll of the business effective and smooth. Update payroll technology reduces the time people spend processing the payroll. It isn't easy to make the data accurate and process them with old payroll technology. The computer alone cannot solve the processing problems.
4. Utilize Payroll Analytics Features
Look for moderate ways to estimate the information accumulated so that you can make processed decisions for payroll or other elements on procedure and policy changes. The Humans Resources Information Systems (HRIS) provide user-friendly reporting modules and analytic modules. They are easy to use, and you can create responsive reports quickly and easily.
5. Make sure your company is legal.
Ensure that your organization is in agreement with all the rules and regulations related to the payroll system. Else you might have to encounter fines, costly legal fees, and loss of reputation. Keep yourself updated with the new terms and policies and the upcoming changes. Look for the best methods to execute, like internal controls established by the organization.
6. Create a paperless process
Using updated and improved technology can help in utilizing less paper, and it also accelerates the tasks. This process can help in increasing data security, fewer costs, and go green in the organization. Complete your work, circulate notice or information, and check on the employees online to reduce the utilization of paper like physical paychecks, paper payslips, time cards, or timesheets.
7. Provide Employee Self-Service Options
Every organization has a diversified staff with needs and skills. The traditional payroll processes like printing are now substituted by pay cards and direct deposit and they both are secured.
Employee groups like Millennials require unlimited web access to associate with the organization. Give your employees the self-service options to retain your workforce. It helps in saving time for HRs in giving the procedure and policies of the organization or in answering routine questions.
8. Consolidate Your Payroll Processes
Payroll software is a good option for small businesses as it consolidates the process. It can lower the pressure from the international branch executives who would be analyzing several payment frequencies, and the bigger the number, the higher the chances of mistake. Leave the old method and ways back and be a part of trusted platforms that can suggest products for your requirements.