Payroll mistakes are a common occurrence when it comes to paying employees. With so many mistakes being made, it leaves business owners questioning better ways of payroll management.
If you’ve been trying to come up with ways to conduct your payroll more effectively and reduce the number of mistakes you make, you’ve come to the right place. In this article, we’re going to provide you with tips that will increase your payroll efficiency.
Continue reading for everything that you need to know.
Table of Contents
1. Choose a Simple Pay Stub Template
When you’re thinking about templates for your employee’s pay stubs, you’ll want one that itemizes everything in a way that’s simple to understand. Some templates have a chaotic design that makes it confusing to differentiate all of the deductions that have been made to the employee’s pay.
Instead of using chaotic templates, think about using a check stub template. It provides a clear and concise stub showing where taxes were removed and what the final payment is for the employee.
An easy to read pay stub also makes it easier when it’s time to complete taxes, and you need your pay stub to report earnings for that tax year.
2. Refresh Employee Handbook
Your employees must understand the company’s policy and protocols when it comes to the company payroll. The policy should detail the rules that pertain to paid time off and how employees can acquire and use the time that they’ve built up over time.
You’re going to want to ensure that employees understand this area of the employee handbook to avoid any confusion later on. They need to know when and how paid time off is pain, and where on their pay stub they can expect to see their pay.
If you do have employees that have questions, you can point them to the area of the handbook and send out refreshers to remind them of what policy says.
This can eliminate time being wasted answering questions instead of running payroll for that pay period.
Before completing payroll for the week, one policy that you should implement is having any changes for payroll turned in before a specific time. This will allow you to make the necessary changes before you’ve got to focus on processing payroll.
By doing this, you’re ensuring that you stay organized. When you don’t have a deadline for things such as payroll changes, it can be easy to become unorganized, making payroll challenging to do.
Another way to remain organized when it comes to payroll is by setting deadlines for missed punches to be fixed and deposit changes. Again this gives you the time to make the changes in the system and then get through payroll with ease.
4. Set Aside Time
We understand that payroll may not be the only task that you’ve got to focus on for the week, but it’s an essential task that needs your attention. You want to receive your payments on time, and so do employees.
Have an uninterrupted time each week where you devote all of your time and attention to completing the payroll. If you designate a time to complete payment, you can schedule any meetings or other priorities around this scheduled time.
This ensures that no matter what the workweek looks like, you’ll always have payroll completed and delivered to everybody timely. Your employees will appreciate the attention that you dedicate to making sure that each of them gets paid for their hard work when they’re supposed to.
5. Use an Automated System
Suppose you’re a business that’s just starting and don’t have a huge employee base that you don’t have payroll software. However, as your company expands and you take on more employees, you’re going to want to find software that makes it easier to process payroll.
These software systems keep an automated record of when employees clock in and out, make missed punch fixes, use the time off, and more.
Instead of having to go back into the system and manually input the changes that need to be made, you can pull up that employee and get their paycheck ready based on the system’s report.
Before using these systems, ensure that all employees know how to use it to avoid going back into the system and making changes because of mistakes created on the employee’s part.
6. Find a Payroll Team
There are times when no matter how hard you try, you won’t have the time to set aside to complete payroll each week yourself. This is when you should consider outsourcing your payroll to a third party.
This third-party business will have nothing else to do, but to process and send out the payments for your employees. Yes, this will cost you a fee, but you can ensure that your payroll is done the right way each time.
This will leave you to focus on other aspects of your business.
7. Fix Mistakes Early
It’s beneficial to review payroll before sending out payments. If a paycheck is printed incorrectly, there is a penalty that the company faces for each employee’s paycheck that had a mistake on it.
To eliminate this review, payroll information and fix mistakes ahead of time. 40% of businesses have to pay IRS penalties because of mistakes they made when processing company payroll.
Payroll Management Advice
When it comes to payroll management, there are various ways that you can avoid mistakes and make payroll more efficient. If you find that you don’t have the time to find someone else with the time to dedicate to your company’s payroll.