Among the myriad of management tasks and operations carried out within a company, the payroll process is often the most problematic. Unless your company has a dedicated HR department, paying your employees can be a bit nerve-wracking.
Whether you own a small company with a handful of employees or run a mid-sized corporation, you should have a seamless payroll system in place. Not only will it keep your employees content, but it will also keep your company running smoothly. While manually managing the payroll works in the initial stages, it becomes increasingly difficult to manage as the company and staff continue to grow. Here are some simple solutions to improve your company’s payroll system.
1. Create a Dedicated Pay Schedule
If you pay every employee on a different day of the week or month, the entire process of recording and tracking the details can get challenging. Instead, dedicate a fixed payment schedule and try to pay every employee on the same day. This will make tracking easier and reduce errors. Whether it’s a part-time employee or a full-timer, manage your payroll schedule and cycles. It is believed that dedicated pay cycles can improve a company’s payroll capital flow by 30% in the long run. This will also help the payroll department in managing their tasks more efficiently.
2. Hire and Train HR Specialists
If you have too many tasks to handle, you should hire an HR department to take control of the payroll. Even though it will take a significant part of your operating budget, it will keep your employees satisfied and reduce errors. Content employees are more productive and creative, which, in turn, will benefit the company in the long run. Since HR managers are experienced in handling payrolls, you can focus on other areas of the company without worrying about paying your employees on time. Furthermore, hiring an HR manager or department is not enough; you must train and educate them from time to time. Contact experts in this discipline and organize seminars to educate your HR department and employees.
3. Get a Payroll Management Software Program
Such programs calculate, record, track, and manage employee payrolls all in one place, making them extremely convenient. They also help employees record their holidays or non-working hours, automatically update this information, and calculate the salaries accordingly. According to the software consultants at Zenefits.com, using such digital programs can reduce the time it takes you to process payroll by half and minimize errors by a significant margin. Moreover, the software also schedules and times meetings as per your preference. It will also help you save paper and reduce waste. Physical paychecks, timesheets, and pay stubs can be completely eliminated by restoring to a payroll software program, thereby making it a ‘greener’ option.
4. Keep the Process Transparent
The key is to itemize every procedure and chart it out in an organized manner. Auditing and conducting workplace analysis can help create transparency and keep your employees aware. This will also keep the system updated and keep the paperwork in check. A biometric sign-in machine can track your employees’ attendance and update the pay rates accordingly. Moreover, your employees will be informed of the clear payroll policies and wages.
5. Take Suggestions from Your Employees
Taking employee input can majorly improve your payroll recording and tracking system. Ask your employees whether or not they are satisfied with the payroll system and what can be done to improve it. Even if you conduct the process with thorough transparency, your employees may still have some questions or issues due to miscommunication. Clear any kind of misunderstanding by talking to your employees and taking inputs. Some of the common issues with payroll systems faced by employees include improper use of time cards and timesheet submissions. Give the confidence of improving the payroll system and encourage your employees to speak up. Some employees may even prefer a different system altogether.
6. Learn More about Payroll Tax Policies
Familiarize yourself with the payroll tax policies and employer’s obligations imposed in your region. Since some federal government policies keep on changing, you should keep an eye on them. Failing to do so can affect your company’s credibility and you will be subjected to a heavy fine. Payroll deductions are also common in some regions. Special emphasis is placed on remitting taxes and insurance premiums. Contact the concerned tax entity to learn more about the payroll tax obligations and never miss another payment in the future. If needed, hire a tax consultant or financial advisor to calculate your taxes.
Incorporate these tips into your payroll system to streamline the process, keep your employees happy, and optimize your business operations. In a way, successful payroll management is key to the company’s growth. That’s why every business owner should prioritize payroll processing and take the necessary steps to make the process seamless.