Payroll systems – what does it entail
What areas does a payroll system entail, what should a company look for in a payroll software package? A payroll system includes software from different areas which work together to create the payroll process. Included is payroll software, HR software, Leave software, time and attendance software. When choosing a payroll package, it is important to understand what you are buying, and what is entails, and to look out for hidden costs, such as those which restrict employee numbers. This article give an overview of the areas to consider in a payroll package.
Functionality
- A payroll needs to be functional and usable. The payroll officer needs to be able to add correct information, and navigate the information and payslips easily
- The system needs to have security measures, where employees information is protected and safe.
- Payroll processing: multiple payrun options, ability to calculate wage, deductions, bonuses and taxes
- Tax calculations: automated tax calculations, with ability to update according to the country’s legislation
- Employees need to be able to access and update their own contact and personal information, upload their ID’s, tax numbers, address information etc.
- Templates: to ensure that there is uniformity in the payslip information where required fields are templated.
- Manual payslip printing, employees of all levels need to access e.g. Online download, manual download, kiosk integration
- Ability to add as many employees as needed by the company
- Ability to add subdivisions, sub- companies, divisions and departments
- Import function where employee lists can be imported
- Export function
Compliance
- Compliant with tax laws in the country
- Ability to update as needed
- Reporting facility
Integration
Payroll software should be integrated into the HRIS / employee records information
Into other employee software such as leave information, kiosk, time and attendance records. This information can be downloaded and inputted into the software, but the information needs to be in a usable format
Hours worked
Customisation
- Settings which can be configured according company needs
- Pay schedule customisation
- Benefits
- Deductions
- Scalability relative to company growth
Security
- Data protection
- Access rights
- Payslip protection
Cost
Contributing to helping the company, not breaking the company