As an HR professional, when you board a new employee you normally don’t have to do payroll tasks beyond their basics.
But it is essential to ensure that workers are paid for your role, as you are the one who addresses any grievances.
And you want a system which streamlines payment processes and ensures that your business is IRS compliant.
Many HR systems have a preloaded payroll module, but do not worry about talking to your software vendor to see if it can be added on.
There are many benefits of incorporating payroll software into your HR program. You can configure the system to reduce menial tasks, streamline your embarkation process and make sure your payments are quick and accurate. In addition, it is easier to comply with confusing tax laws with a system that regularly updates.
First, the key features and functions of any payroll software solution are present.
The key features Your payroll software solution should be based on the following features: Payroll processing: the ultimate function of any payroll software is the ability to process the different payroll facets, including time-controlling and overtime pay rates.
Direct deposit: Workers do not want to wait for paper checks, but thankfully most payroll apps will connect to banks to direct payments to bank accounts of employees right away. This also reduces the risk for mistakes or loss of payments.
Tax filing help: automatic estimates for tax time are available for the best payroll systems, which can pre-fill the tax details with data already in the system and prevent human input errors. Something more? Your taxes are always paid in due time.
Compliance tools: payroll solutions should have robust compliance measures in order to maintain workers ‘ data secure. And since state, federal and local tax legislation is always changing, an automated system always ensures that your business is on the right side of the law.
Self-service: Let employees do some work for you with self-service portals that allow employees to log in and see their payroll details. You can correct mistakes with your data and enter your own attendance period, leaving the important work for the payroll professionals.
Accounting assistance: Some accounting functions can also be integrated into a payroll solution, simplifying the entire financial process and opening up your teams for more cooperation.
These features can all help your organization, such as removing tedious tasks from the workloads of your finance workers and removing boarding and other processes of human resources.
Automate repetitive tasks: Maybe all payroll activities seem boring to an HR professional. Nonetheless, the simple thing for payroll workers is where help is needed. Entering data, processing requests for leave and sorting overtime requests all take time from the essential salary management role of every employee.
Each salt processing system can help with these tasks. Once payroll processing is combined with other HR systems, the time-clock details can be gathered to reliably determine the amount of hourly pay for employees.
Payroll workers should not also be required to manually calculate taxes and deductions as the payroll system automatically does this. The program may also send automatic e-mails that remind managers to give employees time to avoid people being driven down by their financial staff.
Furthermore, automating time off requests and other data entry means that payroll workers can spend their energy on hurdles that arise or on other, more difficult tasks.
Reduce pay check questions Any payroll professionals will tell you, questions will be asked soon after workers have earned their paychecks. People want to know why numbers have changed and where the money goes if it doesn’t go directly to them.
Some payroll systems provide self-service options, which are critical in raising the simple questions received by the finance department. Employees should be able to access payment information quickly, including stubs andW-2 forms.
Another advantage? In case of incorrect information, employees can view it and contact Payroll or HR to fix it.
Ease of onboarding An automated payroll system can improve the experience of new employees, which affects HR directly. New employees may use self-service options to directly upload the necessary formats to the system, without HR having to handle processing or store multiple copies.
Instead, the forms are already in the system and can be edited if needed and used for payroll immediately.
This also saves your HR team time and energy to focus on key areas such as training.
Make people pay correctly No matter how much your workers love to work for your company, they want to get paid in good time.
Direct deposit functions can help in most wage solutions because people can get checks straight away and don’t have to go to the bank to deposit checks.
And self-service portals allow employees to access up-to-date information as soon as their money is available.
Note: When information on the payroll is available to employees, you want to remind them to regularly check it, especially if moving and other significant life changes occur. You don’t want to handle missed inspections because of incorrect or outdated information.
Automated payroll processing often reduces common mistakes that can occur when people provide information. A missed keystroke can mean the difference between $100 and $1000 and you don’t want your workers to be over-or underpaid.
Improving enforcement Keeping track of every state, national and federal tax law regulating how the workers ‘ paychecks withhold money is a big task. You need to remain compliant, but changing laws can sometimes make it almost impossible.
New payroll software tracks these laws and other rules so that you never catch up and can guarantee the consistency and validity of all the deductions.
This also eases the pressure on your payroll workers, who don’t have to track compliance requirements closely, but still check reports regularly to keep it all going smoothly.
Major challenges Given all the benefits that your payroll and HR program can offer, there are major challenges before the transition is completed.
Management of change HR knows this better than anyone: management of change is often complex. Having people aware of significant changes to their way of working can push them away, particularly from older employees, who are used to doing things.
Make sure you identify the advantages of adding a new approach and explain thoroughly why you change things. Emphasize how much simpler payroll activities are now and remind workers about their new information access choices.
In particular, financial staff should receive comprehensive warnings before anything shifts and take their feedback into consideration.
Once you have decided to make a change, you must find out whether a completely different solution would be best or whether you can customize your current HR software with a payroll module.
HR, IT and Finance need to work together to find the right solution for your business, so that communication is consistent between departments.
However, working with third-party suppliers is often a challenge and adding a new vendor to the mix can be made even worse. Communicate clearly what you want and what you want from the solution. Before working with any company, remember to carefully study the agreements.
You will also want to test the manufacturer for help when the solution is implemented. Many vendors offer 24-hour help lines or on-site help if necessary, which is helpful if problems occur.
Training staff The most important part of the puzzle is probably training staff to use the new system. The effect of new software on pay checks will raise concerns and questions, so let employees know how much simpler the whole payroll process is to be completed.
Talk to your supplier to find out how training should work and what main questions they have been asked–so you can address them before they are asked.
Clearly, payroll and finance employees will have more training than other employees, but each employee should be provided with at least one basic teaching document.
You probably trained employees on new systems before, so let your previous experiences guide you. Check some records from the previous trainings to see what worked and what didn’t work.
Consult with IT to see how software is applied on people’s computers and whether additional equipment or further training is needed.
The saved time and money, despite the challenges of introducing a new payroll system, make the integrated payroll and HR software worthwhile.
Your payroll employees will spend more time and effort on complicated tasks and receive fewer questions about the process, so that workers are paid for quickly and accurately. In turn, onboarding and compliance processes will also be simplified, so that you will be prepared for anything that is thrown at you.