By Tina De Bruin, Talent Manager
Payroll is an essential part of all businesses. Not only is the payroll function responsible for employees’ salary payment – it also plays a crucial role in making sure the company stays compliant with all various legislations. All too often, people view payroll as only an administrative or processing function. They fail to recognise the importance a structured, well-functioning Payroll solution has on the business. It affects every single aspect of the business – from the morale of its employees, to the reputation of the company.
Processing payroll can be a very time-consuming job, that requires great attention to detail, especially if your business still relies on Excel spreadsheets. Thankfully the stone age is over. As payroll processing is a standard monthly occurrence, it makes sense to simplify or automate this process, by using a reputable payroll software solution. This will reduce the amount of manual labour needed to capture and verify all the information monthly as these systems process the data and all allow for customised report generation and are typically up to date with the latest legislative changes.
Some of the general purposes of a payroll system:
- Firstly, and most importantly, it is used to calculate and process weekly or monthly salary payments on time, accurately, ensuring all statutory compliance is met.
- Leave and attendance is recorded on the system.
- Substance and Travel expenses are recorded and calculated on the system, making it easy for line manager to approve electronically.
- Salary slips are generated and distributed.
- Employee Self Service function where employees can manage their own leave, claims and view payment history.
I think most people would agree, that if your company employees more than 20 staff members, it is essential to have a trusted Payroll System. Excel will just not cut it anymore. So what factors do you need to consider when choosing the best system for your company? My advice is to shop around. There are so many good solutions out there. Probably the most important factor in my opinion, is ease of use. In other words, is it user friendly? Over-complicated systems make capturing information too difficult and can be extremely time consuming. This in turn can lead to unnecessary mistakes being made.
Make sure that the system you chose, can be easily adapted and changed, to meet your business’s specific needs. Customisation of fields should not be an impossible task for example.
Another very important factor to consider, is the help desk support available to your employees. A reputable company, specialising in ERP, CRM or Payroll solutions, should have a sophisticated help desk team available to assist on demand. Make sure to invest in training your HR and/or Finance employees thoroughly on the usage of the system. Involve them in the process of evaluating the best solution. They are after all the people who will be working on this system daily. Make sure to listen to their needs and suggestions.
Once a suitable solution has been identified, keep your employees informed. Especially throughout the implementation phase. They need to be trained and assured that the system will run smoothly.
Payroll might be the most important process of your business, but it should not be the most complicated. Combining HR and Payroll into one solution just makes sense.
In conclusion, here are a few systems that I have had experience working on in my career:
- Sage Pastel Partner Payroll Advantage
If I had to recommend one above the other, I would probably recommend PaySpace, purely for its ease of use and the fact that it is cloud based. A good idea would be to do proper market research to find a solution that works for you.