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What are the steps in the payroll process

What are The Steps in The Payroll Process?

A recent study revealed small and medium businesses take up to 5-10 days to resolve a payroll issue. Do you know what that means? It means it’s time to invest in a professional payroll processing company and for good reason! Most small, medium, and big organizations today are shifting their focus from in-house payroll departments to Bangkok-based payroll management organizations. Why? Apart from the lucrative financial reasons, Bangkok houses some of the best automated payroll management organizations! But as an up-and-coming small-time business owner, why do you need payroll software for a 50 or so employee base?

Let us explain how SMEs and big corporations alike are capitalizing on payroll outsourcing processes.

As a small business owner, your current focus should be on the betterment, upgrade, and expansion of your business. That means less attention to in-house teams, data monitoring, and dealing with employee grievances, and more attention to core operations. At a time like this investing in payroll services can help you save major in-house payroll maintenance expenses.

As a medium or reputed business owner, you can’t risk silly manual errors and repeated delays in compensation disbursement. It reflects poorly on the company brand and may also hamper employee productivity. That’s why these businesses are shifting their complex and time-consuming payroll processes to professionals who can get this job seamlessly done.

Now before we show you how payroll processing software works, let us start with a brief introduction of the process.

What is Payroll Processing?

If you’ve ever worked a 9-5, what’s that one thing that you’ve always looked forward to? Your bank account flooding in at the start of every month! That is payroll processing. When you work for a company, you are under that company’s payroll which calculates your wage disbursement, holidays taken, overtime, tax deductions, and more. The entire gamut of payroll processing is extremely complicated, considering it involves end-to-end payment management and record-keeping. The process starts with compensation calculation, complying with company rules, adding bonuses, tracking deductions, and finally ensuring all the compensation gets disbursed to the right employees. Because of the complicated nature of this business, current technology is automating the entire process in the form of payroll processing software, managed and supervised by professionals.

But how does a payroll process work? If you’re curious about investing in an automated payroll processing company, let us show you how the process works.

Payroll Processing Steps Explained

What happens when your payroll process is in-house? You have a team of employees collating data, storing them in different files, be it offline or digital, and then computing the results before disbursing the compensation! The good news is that payroll outsourcing organizations work the same way, but there are a few process differences that set them apart! Here’s how payroll outsourcing companies process payroll.

Step 1: Validating your EIN

What’s an EIN? It’s your Employee Identification Number, a unique 11-digit number that acts as an identifier of your business. Usually, the revenue department in a state or country assigns these numbers to verified businesses that register themselves officially. The EIN number is crucial for tax and compliance purposes, and that’s what your payroll company will verify before they continue.

Step 2: Collating Employee Information

When you onboard a new payroll company, the second thing they’ll do is get a comprehensive understanding of your employee’s strengths, including their compensation, tax brackets, grounds for deductions, bonus packages, annual perks, and more. This will also help them calculate their charges better.

Step 3: Showcase Payroll Plans

There’s no one-size-fits-all approach when it comes to payroll processing. Every company has its unique problems and resolution paths. Nevertheless, 90% of the payroll problems follow one single pattern. That’s why professional payroll experts devise payroll plans that have all the basics covered. There’s always scope for customization, depending on the type of company you choose.

Step 4: Practice Transparent Communication

A company’s payroll process contains innumerable confidential information- enough to break a company if something as volatile as this should end up in the wrong hands. That’s why practicing clear communication during the onboarding stage is super important. Do you want to keep a close watch on the payroll process? Ask for a weekly, bi-weekly, monthly, or annual plan. Do you want selective access and complete control of who gets to see your data? Choose your level of privacy beforehand.

Step 5: Integrate Process with Existing System

This is one of the most crucial steps in incorporating a new payroll processing vendor into your system. To make the shift easy for you, many professionals opt for payroll processing software that can easily integrate with the system without causing any system lags. You wouldn’t want valuable data going missing or everyday operations coming to a halt just because there’s a new system in place.

Step 6: Computing & Disbursing Compensation

Once you have cleared all communication and security checkpoints, it’s time to compute, collate, and disburse the payment. This is when your payroll expert will collate all the multi-tier employee bases, compute deductions and bonuses, consider tax breakdowns, and proceed with the compensation disbursement.

Step 7: Concluding Payroll Processing

Depending on the type of payroll processing package you choose, your payroll experts can help you with multiple other perks. For instance, some payroll experts will send you spreadsheet-based reports on the compensation details, profits, and losses for the financial year. Some may even help you with business forecasts and choosing compliances that benefit your organization the most.

Do You Know About Payroll Penalties?

Much like employees going against the company rules get punished with penalties, even corporations or organizations can face the same. For instance, unpaid payroll taxes, repeated delays in compensation, going against your company’s code of conduct, and failing to file Form 941 are all offenses in the eye of the law. Companies can get sued or may end up with a huge financial penalty if they don’t abide by the employee, labor, and business laws set by the Country /State. So how do you avoid these unwanted situations? You bring in a professional payroll processing company that is always on top of compliance so that you don’t miss out on these compulsory actions.

In a nutshell, payroll processing companies can not only make your payroll job easier, but they can also help you avoid landing up in a legal soup by helping you follow rules and regulations seamlessly. However, when choosing a payroll processing organization, keep a few security factors in mind. For instance, make sure the company that you’re choosing has industry credibility and is backed by good reviews and ratings from your peers. Overall, we believe investing in a payroll outsourcing expert can be super beneficial for you in the long run.

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