manager calculating payroll

8 Ways to More Effectively Manage Your Payroll

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Managing your business’s payroll can be a demanding task. The larger the company, the more difficult it becomes to accomplish the task of paying employees the wages they have earned. However, there are some ways you can make that process more effective.

Here are eight ways to effectively manage your payroll.

Use Accounting Software

Before implementing a payroll management system in your business, you must consider several things. is a platform that offers resources in a variety of accounting concepts. Most of these concepts will help you in making sound decisions.

For example, a simple error in payroll management can result in grave consequences. Some of the errors may result from local tax compliance laws. Ensuring the ways in which you pay your employees complies with the laws should be a priority.

Be Well-Informed About Tax Procedures

Tax non-compliance can cause business problems with the tax authorities. The repercussions can be as dire as the business being shut down. Requirements for submitting tax returns can change due to many factors.

A change in the payroll could occur due to a change in tax regulations. In case of such changes, you can adjust the payrolls appropriately. Being up-to-date with the regulations will help you make informed decisions.

Every business owner ought to ensure that employees submit their W-2 Forms to ease with this process.

Put in Place a Payroll Calendar

One way to manage paying wages effectively is to have an understanding with employees of when they will get paid. Importantly, you must then honor that schedule. A payroll calendar enables everyone in the business to expect payment within a set period.

It’s possible to create a manual calendar by drafting spreadsheets. However, some payroll management systems automatically create one. After setting up such a calendar, you should pass it down to the employees for them to have a copy.

Following the calendar creates a business pattern. This pattern allows the payroll department to have enough preparation time.

Automate Your Payroll System

Most of the work done manually is prone to error. This can result in a significant blowback. You can automate your payroll process with a management system to avoid mistakes.

With this, you can save on time used to prepare the payrolls, leaving much more time for running the business. Also, automation could help a company with a small human resources (HR) staff to prepare the payroll. Automation makes managing employee payrolls easy.


Uphold a Transparent Payroll Process

You might get questions from your employees on how the payroll system works. Disputes may arise among the employees due to ignorance. These disputes may cause some employees to feel overlooked, which may cause a loss of employees.

Some disputes may arise from varying employee salaries. You can educate employees on employee classification underlying the differences in wages. This will lead to greater employee satisfaction, and that will result in a lower turnaround.

Ideally, you should share with your employees how your payroll system works.


Normalize a Smooth Turnover Process

With the employees aware of how the payroll system works, they could make comparisons with other businesses. Once in a while, you may lose an employee, and finding a replacement for the position could take some time.

In such a situation, promotions will cut the time to teach new employees how the system works. Promotion can serve as an incentive to ensure that employees deliver their best work.

To ensure a low turnover rate, you should strive to provide the best working conditions.

Document Your Payroll Process

Documenting your payroll system is essential in easing auditing and developing business projections. Not only will you be able to audit your system, but you will also realize what processes may cause errors.

It’s also easy to come up with projections from the payroll system audit. With an established pattern, you can therefore set more accurate goals.

You should also have a payroll system operations manual and safety procedures. Such measures will ensure that the HR department in charge of the system never runs afoul of regulations. However, if they do have issues, they can consult the manuals.

Refrain from Using Payroll Tax Funds

Every business has a reserve fund that holds the taxes deducted from the employees’ pay slips. The reserve also houses taxes paid by the company. The Internal Revenue Service (IRS) receives this payment within the required timeframe.

You should never dip into the tax reserve despite running short of funds. It might result in running short of tax funds when the time to pay the IRS is due. This shortage of funds may result in penalties from the tax authorities.

You can open a different account to store the tax funds to avoid this. With that, you can distinguish business running funds from the tax reserve. You will also control the payroll process efficiently.

Before You Go

There are many ways to ensure that the payroll process flows without hitches. Developing a system that suits your business will enable you to oversee effective payroll management. Following the established system will aid in satisfying employees, thus creating a lower turnaround.