What is Payroll Management
Payroll is an important document that is used by organizations and companies to perform day to day staff management activities. It is a document that contains a list of all the employees of a company who receive remuneration of work carried out or services offered to that company. It provides a summary of the entire money paid to staff by a company within a specific time. A payroll provides the following functions.
- It contains a company’s remuneration strategy, which may include bonuses, leaves, and deductions.
- It provides a detailed payslip, which can be used for various uses. It also provides a detailed breakdown of salary or wage.
- It is used for paying salaries or wages.
- It is used to collate payroll-related inputs.
- It is used to determine actual remuneration.
For effective management of financial activities, a company of more than a staff must possess a comprehensive payroll. The primary function of payroll is to assist a company in timely payment of staff wages and salaries. It also helps with other essential activities, such as income tax, unemployment tax, and social security.
In most cases, having a payroll is mandated by the state in which a company operates. Certain jurisdictions require that the company must keep payrolls within a specific timeframe.
Payroll management is the administration and management of staff financial reports, such as wages, salaries, deductions, bonuses, and other relevant financial records. It also involves a continuous review and update of the payroll database to ensure that the status quo is always captured with respect to the remuneration of staff.
Importance of Payroll Management
Maintaining a payroll by a company is extremely important for day-to-day activities and also for adherence to jurisdictional requirements. In most cases, companies maintain a payroll database via a payroll application software that is usually semi-automated and easy to use. The importance of owning and managing payroll is highlighted below.
- In most cases, the payroll management process is a repetitive and annoying process, which can easily result in mistakes. Optimization of the process through the use of computers and software application minimizes the possibilities of such mistakes. Also, computers provide databases, which can easily be stored on storage devices and other remote online cloud storage systems, which can be accessed using login credentials. This provides an essential backup of payroll records in the event of a system failure or hardware damage.
This also provides a graphical representation of the company’s payroll, which is vital for financial assessments. In instances of wage increment, a simple calculation can provide the company with the full impact of such adjustment on the finances of the company.
- Many companies spend a significant amount of time managing corporate and staff income taxes. Payroll management is crucial as it not only eases the organization and management of payroll but saves valuable time, which can be used for other critical corporate activities. Also, without proper management of the payroll database, accounting for relevant factors, which include overtime, vacations, and bonuses, can become quite tricky. Also, varying taxes and deductions may apply to different staff. Therefore, an application-based solution saves valuable time as editing of existing payroll is simplified and semi-automated.
- In most cases, the security protocol for the payroll database is of high-quality. Staff data is always kept as confidential as possible, which translates to different levels of administrative rights and privileges for access to the payroll database. It also allows employees access to the breakdown of their remunerations.
- Most modern payroll management systems are cost-effective as they are, in most cases, remote cloud solutions. A company only requires an active subscription to maintain the database. Such solutions require the least amount of expensive hardware, which saves many resources. Also, a company can quickly expand or reduce their requirements.
Payroll Processing Stages
The process of payroll management requires careful and meticulous planning. Continuous review and monitoring of changes to details relating to specific employees concerning payments, deductions, and other financial payments. This payroll management process consists of three distinct phases, which are before, during, and after the payroll management activity.
Before payroll processing – various factors are considered, which include bonuses, leaves, and other benefits. The determination of these factors is based on the approval of the decision-makers of the company. Payroll generated in small companies is affected by fewer factors. With more prominent companies, the payrolls usually require software applications that ease the entire process. In both cases, all data processed must abide by company policy and procedure.
During payroll processing – verified data is used. This stage involves calculations, taxes, bonuses, and deductions. Validation and verification of all amounts are done to ensure accuracy and avoid mistakes.
After payroll processing – all deductions are made here. The total funds budgeted on the payroll are disbursed through the relevant payment channels.
Methods of Payroll Management
There are three basic methods of payroll management, which are Excel-based, outsourced, and payroll management software.
Excel – this is the cheapest option for payroll management. Start-ups and smaller companies mostly use this approach. This method involves developing a payroll management template, which allows for calculations and the use of mathematical formulae on Excel spreadsheets. The downside of this method is that it is challenging to manage and prone to errors.
Outsourced – this is an option for companies that have the resources. A company contracts a third-party payroll management service provider. For every cycle of payment, the company compiles and sends out an updated payment schedule to the payroll consultant for processing. The payroll consultant is responsible for reviewing and updating all payments and deductions due to each employee. Although this option simplifies the work of the company, however, the need for confidentiality may prevent it from outsourcing its payroll management.
Payroll management software – this provides a simplified option for a company. There are several reliable applications for payroll management to choose from. Such software applications usually provide a template for the input of the employee details and relevant input factors. The size and composition of the company determine the best type of payroll software that is suitable for day-to-day operations.