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Tips to Improve Payroll Process Efficiency | Company Vakil

It is very important to get the payroll right. Companies sometimes make mistakes , which can lead to high costs. The government can inflict a lot of taxes on your business if you get some kind of detail or  wrong amount on the payroll. Unluckily, there can be a lot of issues with calculating the payroll. One possible cause for this is the attempt to carry out this significant task in a great hurry. So if you want to decrease costs in your business, then you may want to spend the extra time to improve payroll competence services.

It is clear that the payroll costs a lot of time to the companies. Namely, studies have found out that as much as a quarter of payroll and accounting bookkeepers spend more than a half of each working days on these particular jobs. Though, attempts to settle the payroll rapidly can lead to mistakes that can cost the business money.

7 Ways to Improve your Payroll Process

  •        Understanding Tax Policies:

Every miscalculated payroll can result in penalties. Failure to comply with IRS payroll regulations are generally high and companies would have to fix their errors while remitting any payments due to the IRS along with the penalties. If you want to clear of penalties, it is critical that you understand the state and federal tax laws and incorporate these in your payroll procedure. Keep verifying your payroll in order to ensure that it is compliant with the most recent tax laws. If your payroll staff is not methodically trained on the subject of tax laws, they may end up failing to abide by IRS requirements while processing the payroll. Employees need to be taught on a regular basis to keep themselves up to date on a variety of laws. Employees might have the right to file a lawsuit against an employer if payroll errors put them at a disadvantage. For example, employees who are wrongly paid over a long period of time may not notice the mistake until they are owed hundreds of dollars. This situation puts both the employees as well as the company in a bind.

  •        Perform Ongoing Audits:

If your employees are saying that their payroll is belated or imprecise, you need to conduct regular, ongoing audits. Start with a workflow examination where each step is analyzed from start to end. It is a mistaken belief that errors can happen only if a firm uses manual timecard system. Mistakes are ordinary in the case of automated payroll systems too. These include wrongly classifying employee type, which could result in wrong tax status, withholding taxes, or forgetting to factor in pay raise after it has been granted to employees. Audit measures could comprise: checking each and every step in the payroll process for accurateness, testing add-ons to make sure that the payroll software is included with your clock and attendance system, implementing a programmed attendance system through swipe cards and conducting training programs for your payroll staff as new system come up.

  •        Make Your Payroll process Simple and Transparent:

Errors and mistakes in the payroll often occur due to misinterpretation of payroll by employees. Ensure your payroll policy is easy to understand and is known by all employees. It is important to offer clear and brief policies for issues such as attendance, leave of absence and expense reimbursement. Transparency will aid plug loopholes in your policy before they become important. Numerous payroll problems, such as poorly paid taxes and employee mis-classifications, can be avoided by implementing a translucent payroll policy. Your payroll policy must include information that includes how the payroll process works, how employees are classified, how salaries are determined, how payroll errors would be corrected and how promotions and overtime wages are considered. Make this information accessible to all employees by putting it in writing and displaying it at the workplace. This way, you will encourage employees to check with your company’s written policies before making any enquiries.

  •        Involve Your Employees:

Even if your policy is translucent, there might be  employees who do not fully recognize payroll processing. Frequent communication with employees can assist in identifying confusion and misunderstanding concerning payroll. Ask your employees which payroll processes work for them and whether there are any areas that need development. If your senior management has payroll issues, hold a separate meeting for them so that their trouble are rectified rapidly and they are able to concentrate on other critical issues. Or, if you feel a meeting would take up useful time, consider a company-wide survey of all employees to determine their level of contentment with the current payroll policy. You can invite suggestions on upgrading. Additionally, you could ask employees to evidence their attendance hours, verify expenses, sign off on paid leaves of absence and carry out other tasks that would not only reduce the burden of your payroll staff but also engross your employees in the whole process.

  •      Give Online Access:

Consider rendering online access to your employees’ current and past pay information. This can considerably reduce the amount of time used up by payroll staff in dealing with payroll inquiries. You should not stop at acquiring an online payroll scheme; it is essential that you integrate it with your accounting system. This way you could make the most of your investment in the system while creating perfect payroll results. Once you combine the systems, make sure to review reports on preliminary payroll register, paid wages list, and payroll expenditure trends. This would help lessen data entry errors and probable frauds.

  •        Minimize Pay Cycles:

By minimizing pay cycles you can lessen errors in your payroll processing. Generally, companies follow the practice of paying on roll employees on a periodical basis while part time employees are paid on a weekly or fortnightly basis. When you have dissimilar pay schedules for employees on roll and part-time employees, duplication may occur. To circumvent this, implement the policy of single pay schedule for all employees. When a company migrate from fortnightly to a monthly pay periods, overall savings could be as higher as 30 to 50%. If the organization is big, it could look at a consolidated copy for certain functions of payroll. For example, a company could take on the shared-services model, where activities such as payroll, HR, and travel and entertainment are consolidated into a specialized section.

  •       Outsourcing Your Payroll:

Today, businesses of all sizes are outsourcing all or fraction of their payroll functions. The most frequently outsourced functions includes: year-end tax form printing, payroll tax preparation and filing, year-end tax form distribution, check printing and garnishment administration.

Outsourcing enables you to influence the expertise of a payroll specialist who has in-depth knowledge of bookkeeping, accounting and payroll processes. It also decreases costs by permitting you to recruit only the required payroll staff and taking away the hassles of examination your payroll system for upgrades. For more details visit our website Company Vakil 


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