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A Full Guide: How Can Payroll Efficiency Be Improved?

A Full Guide: How Can Payroll Efficiency Be Improved?
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A Full Guide: How Can Payroll Efficiency Be Improved?

27 Aug 2020By Samantha

One of the most tiring tasks any employer will have to deal with is payroll management. It takes a lot of time and energy that could be used on other pressing matters. With the advent of technology, there is no denying that many aspects of business management have become easier and more effective.

Payroll systems, of course, can be enhanced with these new changes. If you’ve grown tired of manually recording, reporting, and tracking time and attendance, you might want new ideas to help you improve your payroll management. In this guide, we’ll help you make this process much easier.

Combine Different Schedules

You might have hourly employees as well as monthly employees, which means that you’ll have to process weekly, bi-weekly, and monthly payments. This can make the whole payroll process management a nightmare due to the multiple payroll schedules you’ll have to remember and stick to. It makes sense that you’d make 3 separate schedules. However, making 3 payroll schedules (weekly, bi-weekly, and monthly) can reduce the efficiency of the payroll department and increase the error rate, which can ultimately lead to legal ramifications if your employees don’t get their payments on time. To increase efficiency, using only one schedule will reduce the amount of work you’ll have to deal with and minimize the payroll department’s error rate. You can do this by setting up a weekly, bi-weekly, or monthly schedule.

Automate Your Payroll System

Whenever you’re calculating wages, there’s always going to be errors and it’s hard to filter them out. Due to how long calculations can take, doing payroll could take hours, especially with 3 different schedules. One way to rectify this is by using an automated payroll system. What’s good about these systems is that they’ll process your payroll quickly and efficiently with no errors at all, so you won’t have to worry about going through the paperwork again. They will also process weekly, bi-weekly, and monthly salaries at the same time, which can be useful if someone can’t combine three different pay schedules into one.

In addition to this, automated payroll systems will make all the necessary tax calculations according to the recent tax jurisdictions, so you won’t have to worry about making any tax mistakes. Additionally, they’ll save you the hassle of having to deal with payroll paperwork, as all information relevant to payroll management is going to be recorded, encrypted, and secured on your computer.

Update the System

If you’re using payroll software, you’ll need to make sure that it’s equipped with the latest updates to ensure that it offers the best performance. Whether you’re using automated payroll software or just a regular payroll software, make sure that it’s always up-to-date. It’s great to adapt your payroll processes to your software’s current features, but you’ll need to update it to keep up with the new developments and advancements of the payroll systems. Because we’re living in a fast-paced world of technology, changes are always bound to happen and that’s why your software will continue to change as well.

Keep up with the State and Federal Tax Requirements

It goes without saying that payroll tax filingis one of the most critical aspects of payroll management. Keeping up with the changes in tax jurisdictions and requirements is important for your process to avoid any potential errors. Failing to comply with the state and federal tax rules and regulations is a grave mistake and it has already cost multiple companies to lose their footing in the business world. In order to avoid that, you must keep track of any changes to state and federal tax requirements. Doing so will save you a world of stress, delay, and legal consequences, something that no business can afford.

Consider Outsourcing Your Payroll

If any of these options aren’t going to work for you, you can try outsourcing your business’s payroll. Many small business owners, who don’t own a new payroll software system or can’t afford to update an old one, have an outsourcing proficient payroll management company to reduce the amount of work they have to deal with. This can be a cost-effective solution. Outsourcing payroll isn’t a foreign idea for most business owners. In fact, research indicates that about 73% of large companies have outsourced their payroll process. Because business owners can make mistakes when they process tax filing, they’d outsource this function as well.

With these options laid out, you can choose the ones that will work best for your business. The solution that you’re looking for could be as simple as updating your payroll system or as complex as using a brand new software. Don’t worry, though, because the results in all cases will increase payroll efficiency for your business.