Not only does reliable payroll software allow you to optimise operations, but it also gives you a better oversight of the costs to your company.
However, before you can reap the benefits of your chosen payroll solution, you need to ensure that the implementation process is perfected. Here’s the 101 on how to effectively implement your payroll software:
1. Review Important Details
An incorrect tax number can wreak just as much havoc as an ineffective payroll solution. During the implementation process, ensure that you load the correct information per employee. Ensure that you check each employee’s tax number, their full name and address, their employment date, date of birth, banking details, and any benefits or allowances that the employee might receive. While this process can be tiresome, it is imperative that it is done properly.
2. Ask Questions
Before your payroll software provider makes you sign on the dotted line, be sure to ask any questions that you may have about the system. This will ensure that you are not caught off guard when you want to make changes or update the system. It is important to also communicate your expectations with your service provider; this will ensure that the software effectively suits the various needs of your organisation.
3. Are You Compliant?
When implementing your payroll solution, be sure to ask your service provider whether or not the system will update the necessary labour, legal, and tax legislation in real time. This will ensure that your organisation remains compliant and minimises administration when updates occur. It is, however, always important for your organisation’s HR practitioner to keep an eye on the updates as and when they happen.
4. Standardisation is Key
Does your organisation pay your employees on one day and suppliers the next? Are freelance contractors paid later or earlier in the month? To ensure that your payroll software implementation results in a user-friendly journey, it is important to remember that standardisation is the key to optimal payroll processes. As you go through the process of implementation, standardise the various payment schedules. Not only will this assist your financial department keep track of payments, but it will also assist in relieving any financial pressure.
5. Set a Realistic Timeline
Implementing a new payroll solution can take time, especially if your staff are unfamiliar with the various processes or software. When discussing your payroll solution with your service provider, ensue that you set a realistic timeline for implementation and training.
6. Ensure Efficient Integration
Do you have existing or legacy software that your business depends on? It is important to ensure that your chosen payroll solution allows for efficient integration with your existing software. Not only will this prevent hassles but it will also ensure that no data is lost or duplicated.
7. Review and Test
Once your selected payroll solution has been implemented, it is important to ask your HR Practitioner to review and test the system. This will ensure that, if there are any problems, your service provider can troubleshot any complications upfront. It will also allow any staff members to ask questions that only the service provider can answer.
Once your payroll system has been implemented, your organisation will begin to reap the rewards of high-quality and reliable software.
If you are looking for a payroll solution that is user-friendly, fully-integrative, and reliable, be sure to contact us today.