Main Tasks That Professional Payroll Companies Can Handle

The least exciting task for any organisation’s staff is payroll processing, as it consumes a lot of time and drains out the real sweat. This is due to the accuracy that must be maintained throughout the processing part, and at the same time, the team must comply with wage and taxation-related laws. This is why organisations prefer to avail themselves of payroll services, as this way, they master the process of payroll management and relieve their workforce from a significant source of stress. Let us understand more details of payroll services with this post.

Process of payroll management and relieve their workforce - Epayoffice

WHAT ROLES AND RESPONSIBILITIES ARE A PART OF PAYROLL SERVICES?

Third-party companies offering payroll services undertake numerous responsibilities on behalf of the company as a part of their overall payroll management. The details of the most common services are provided below.

ONBOARDING EMPLOYEES

The third-party payroll services company has to involve in onboarding new hires and compiling lists of employees eligible to receive salaries, payments, wages and bonuses. This also involves gathering and maintaining accurate employee data like personal details, employment information, tax withholding preferences, payment methods, and so on.

Maintaining accurate employee data like personal details - Epayoffice

TRACKING TIME AND ATTENDANCE

Companies offering professional payroll services take care of attendance and time tracking for employees, and they also record and verify employee work hours, overtime, leaves, and all other attendance-related information that influences payments. They also offer a self-service platform to employees that allows them to access detailed information regarding their records and update their details while conveniently handling their tax withholdings.

Access detailed information regarding their records - Epayoffice

This transparency allows businesses, employees, and payroll services companies to understand how their pay is calculated and distributed. This way, professional payroll services become very useful, as manual recordkeeping and payroll processing can be time-consuming and prone to errors. You can eliminate this stress with the help of a payroll services company that will streamline calculations, tax submissions, and recordkeeping and provide you with comprehensive payroll data for effective budgeting, workforce planning and informed decision-making.

GROSS PAYS CALCULATIONS

The professional outsource payroll services company has to calculate the gross pay based on the employees’ payroll, working hours, and other compensations and deductions. The primary objective is to ensure accuracy at every step and to calculate additional compensation, bonuses, and commissions accurately for each employee. They also determine deductions and withholdings, such as federal and state taxes, social security taxes, and medical subscriptions, as well as voluntary deductions. This means they can also calculate net pay for employees and generate pay slips and paychecks on a timely basis.

 

Reduce Payroll Errors to Zero with Payroll Outsourcing Services

Effective payroll processing involves many more things than just calculating the salaries and deducting the taxes. It includes ensuring that there are no payroll errors and the payroll management is free from any risk of non-compliance. This is important because these minor mistakes can result in legal penalties, fines, financial losses and reputational damages. It is considered a safer alternative as the entire process goes into the hands of experts and they ensure that all the relevant laws related to salaries, wages, and taxes are followed with due diligence.

Payroll errors and the payroll management - Epayoffice

This step also eliminates the common challenges that companies face regarding payroll processing. In this report, we have covered the most common challenges that organisations face regarding payroll processing.

• Miscalculated over time that can lead to payroll calculation errors and compliance risks.
• Fines and penalties can be imposed if you fail to comply with payroll-related laws and the nation's tax regulations.
• Inaccurate payroll processing can lead to misclassification of employees and this can affect their salaries, wages, tax obligations, and benefit administrations.
• Payroll-related errors can also give birth to inaccurate recordkeeping and difficulty in audit.
• Inadequate documentation and errors in payroll processing can increase the chances of mistakes and compliance issues.

Payroll processing can increase the chances of mistakes - Epayoffice

For all these reasons, organisations prefer relying upon payroll outsourcing experts to provide payroll outsourcing for employees. These professionals use the best practices to overcome all the above-mentioned challenges. Apart from this, they also ensure the following –

• The payroll system is integrated with the existing hr system and finance tool
• Regular payroll and employee classification audits are performed.
• They leverage the payroll automation workflow and use high-grade technology to reduce manual errors.
• Manage a unified and secure database for centralised payroll management.
• They implement robust recordkeeping practices for complete transparency, accountability and compliments.
• They remain fully updated about relevant local, state, and national regulations.

BENEFITS OF PAYROLL OUTSOURCING SERVICES

The advent of payroll outsourcing has made it easy for businesses to manage the entire payroll process. By outsourcing payroll processing, businesses can leverage the benefits of automated payroll services and solutions. They don't require any in-house infrastructure or a team of dedicated experts to manage payroll processing.

Businesses to manage the entire payroll process - Epayoffice

Payroll outsourcing services mean the organisation has easy access to specialists who hold expertise and specialise in complete payroll automation and technologies. These professionals use the industry's best practices to improve efficiency and compliance. Payroll processing has become streamlined and consumes less time and money. Similarly, payroll calculation-related errors are reduced to zero, and the organisation can enjoy greater accuracy and efficiency in strict compliance with payroll and data security regulations.

Outsourcing Payroll Services – What to Expect?

Organisations want to keep their payroll management as smooth as possible, and this is why they don't ignore or shy away from outsourcing payroll services. Companies that provide payroll management services offer numerous services besides just handling paychecks. Their goal is to keep your payroll operations smooth, accurate and in compliance with laws and regulations. They take care of everything from employee benefits to tax deductions and let you focus on what you do best. This post provides some essential information regarding outsourcing payroll services.

Take care of employee benefits to tax deductions - Epayoffice

WHAT SERVICES TO EXPECT FROM A PAYROLL SERVICES COMPANY?

Companies offering professional payroll services tackle challenges on your behalf with a vast experience that helps them eliminate the stress away from your shoulders. Here is a quick list of standard services to expect from a payroll services company.

• Payroll data entry and processing
• Accurate employee payments after tax deductions
• Timely payslip generation and distribution
• Recordkeeping and administrative support
• State and federal return preparation
•  Monthly, quarterly, and annual state-wide filings

WHAT FEATURES TO LOOK FOR IN A PAYROLL SERVICES COMPANY?

The company should be experienced enough to innovate and provide cutting-edge solutions designed to drive efficiency and transformation in your payroll services. Here are the top features to look for in a payroll services company.

Drive efficiency and transformation in your payroll services - Epayoffice

INNOVATIVE WORKFLOW

The shortlisted company should use cutting-edge technology and best practices to provide you with all-inclusive payroll management services without hassles. They should streamline the workflow and ensure accuracy, efficiency and timely delivery of payroll services.

SEAMLESS COLLABORATION

The shortlisted payroll services company should work closely with your organisation's in-house staff to ensure smooth communication and fulfil your bookkeeping, accounts and payroll-related needs. They should just be a call away for all strategic discussions, quick updates, and information sharing.

Shortlisted payroll services company should work - Epayoffice

DECADES OF EXPERIENCE

The company should be highly experienced and have a proven track record of assisting businesses in payroll management and making them organised and financially sound. They should be a team of highly skilled, experienced, and certified professionals to help you run your business seamlessly. Their expertise should allow them to handle your needs, and challenges related to accounts, financial analysis and so on.

Apart from this, they should provide a clear and up-to-date view of your financial health and payroll processing at your demand. There should be actionable insights to help you make informed decisions about business growth. The services should be tailored to match your needs, and they should provide precise financial tracking to help you realise that payroll outsourcing was a wise decision.

 

Outsourcing Payroll Services – Why It Is Mandatory In Modern Times?

Some important processes in an organisation must run smoothly to provide the much-needed peace of mind to the business owner. One of them is payroll management or payroll processing and this happens to be the most complex process that an organisation can handle. This is majorly due to the time that this process consumes and the level of accuracy that it demands. Due to these reasons, business owners rely upon payroll services to maintain accuracy and timely payments are made to employees, contractors, and clients and taxes are paid to the government. Payroll outsourcing can be done in different ways and we have covered the details of different types of payroll management systems in this blog post.

Payroll outsourcing can be done in different ways - Epayoffice

WHAT IS A PAYROLL SYSTEM?

A payroll system is a process to manage the finances, expenditures and payments of an organisation. The role of the payroll services company selected to outsource payroll is to ensure that staff-related finances and expenditures are streamlined and the payments are made optimised. These companies also ensure that taxes paid to the governments are deducted accurately without any delay. As a part of professional payroll services, you can also ask the company to track attendance, manage time of request, calculate the tax obligations; manage obligations, and so on. With the help of payroll services, it becomes easy for any company to keep employees happy as the payments and pay slips are accurate and on time and the third-party service provider manages the most complex part of the payroll management process.

Complex part of the payroll management process - Epayoffice

WHAT ARE THE BENEFITS OF OUTSOURCING PAYROLL SERVICES?

Outsourcing payroll services is a perfect solution that can eliminate all the hard work and confusion that an in-house team will have to face. Internally managed payroll services have a lot of disadvantages as the chances of discrepancies are very high and often the cost of the overall process escalates fast. There are very high risks related to security, as the data has to be managed in-house and not to mention, there is also an expenditure related to intuitive tools that can simplify payroll processing.

Outsourcing payroll services is a perfect solution - Epayoffice 

On the other hand, outsourcing payroll services to a professional payroll services company comes with numerous advantages and the first is that they take all the responsibility related to payroll processing for your company. Obligations like salary deposits, wages, payments and deductions are handled by third-party and an assurance is provided related to accuracy and compliance with relevant laws and rules.

AGENCY MANAGED PAYROLL SERVICES:

•         Provide a team of experts to manage your payroll
•         Cover all things related to your company payroll
•         Suitable for large businesses with many employees
•         Offer guarantees for timely payments and accurate filing

PROS OF A PAYROLL SERVICE

•         Suitable for larger organisations
•         Cover core payroll processes and other associated tasks
•         Guarantee accuracy and punctuality
•         Provide peace of mind with compliance

Explaining Payroll Services in Easy Terms for You

Managing payroll is always complex and overwhelming for any company's accounts team. It is more challenging as so many compliance-related issues could arise, and hence, a better solution for business owners is to go for payroll services. Choosing the right one, however, is crucial to ensure that your business does not face any legal action and the payroll remains accurate and on time. This involves avoiding several mistakes as well, which we have covered in this post after understanding the role of a professional payroll services company.

WHAT IS THE ROLE OF PAYROLL SERVICES COMPANY IN YOUR COMPANY'S PAYROLL MANAGEMENT?

As said above, payroll management can be a real headache for small to medium-sized businesses and even those with over 100 employees. Administrative resources are often limited, and the lack of time also forces organisations to avail of professional outsource payroll services. Then, there is the complexity of adhering to various tax laws and employment-related regulations. In all these situations, payroll services companies emerge as a real saviour as these third-party organisations are skilled in taking care of all aspects of payroll management with the help of specialised payroll services. They can take care of payroll management on any company's behalf and handle everything from processing employee paychecks to filing taxes and managing year-end processes. You can prevent yourself from all these processes by partnering with a reputed payroll services company. You will have much free time to focus on other core aspects of your business.

Aspects of payroll management with the help -Epayoffice 

HOW TO CHOOSE THE RIGHT PAYROLL SERVICES COMPANY?

Several factors must be considered while searching for a company specialising in professional payroll services. You must look for those with a proven track record in providing reliable and customer-centric payroll services. They must ensure that they have all the services and they specialise in providing payroll services that you expect from them. Most importantly, they must be masters in processes like direct deposit, tax filing, detailed project reporting, and so on. The payroll system should be user-friendly and straightforward, and at the same time, it should save you a lot of time and reduce the chances of errors to completely zero.

Specialising in professional payroll services - Epayoffice

MISTAKES TO AVOID RELATED TO PAYROLL PROCESSING

When choosing a professional payroll services company, you must ensure that the professionals engaged in managing your organisation's payroll don't commit the following mistakes.

Common mistake in payroll management - Epayoffice

INCORRECT EMPLOYEE INFORMATION

This is the most common mistake in payroll management, and it can lead to errors in paychecks, delays in payments, and issues related to tax filing. This information should be regularly updated and verified for accuracy from time to time.

Ensure Safety of Payroll Data Easily With These Easy Tips

Payroll processing is an essential part of any business's overall functionality, but at the same time, it is also a complicated one that is often very challenging to handle in-house. This is why businesses rely upon outsourcing payroll services, but only when assured that the data will be completely safe. We have developed some tips for safeguarding your data as you outsource payroll services.

WHAT IS PAYROLL SECURITY?

Payroll security is a precautionary measure any payroll services company takes as part of their professional payroll services. The actions entail keeping sensitive company and employee information and data safe, and they ensure that the data does not get compromised or leaked to outsiders like hackers.

Safeguarding your data as you outsource payroll services - Epayoffice

This is an essential part of overall processing performed as a part of payroll services. Payroll services company sets up a secure payroll system that ensures complete security to data and the company's payroll. This cannot be ignored, as the familiar sources of payroll security issues are very general, like timesheet fraud, pay rate alterations, data breaches, etc.

THE BEST WAYS TO PROTECT THE PAYROLL SYSTEM

If proper and dedicated security measures are not implemented, the professional services will surely be compromised, and third parties will have easy access to all the data. This is why some strong and reliable steps have to be taken.

Familiar sources of payroll security issues - Epayoffice

CREATE STRONG PASSWORDS AND ENCRYPTIONS

Payroll services company experts recommend maintaining strong passwords for their payroll software and computers to stop any unauthorised person from accessing the data. This strong password must have at least eight characters, including uppercase and lowercase letters, symbols, numbers, etc. Avoid using your name, birthday, family member's name, company name, etc., while creating the password. You can also consider setting encryptions on the outsource payroll data as an extra layer of protection.

SEPARATE PAYROLL DUTIES

Top-level data security can be ensured by allocating payroll duties and payroll services to multiple employees. For example, you can choose different people to manage payroll, issue payments, review time cards and so on, and this will play a proactive role in stopping payroll fraud.

 Professional payroll services company takes - Epayoffice

RESTRICT PAYROLL ACCESS COMPLETELY

Another very impressive step that professional payroll services company takes is that they restrict payroll access to every employee. Only a few employees will have complete access to all payroll processing or payroll information, such as sensitive data. This makes it easy for them to understand who is accountable for any database. This service provider will not just save time for your company but also ensure that your company's data is completely protected with comprehensive security measures.

 

Features To Look For In A Payroll Services Company

Payroll processing involves several tasks that make it complex and challenging. It mainly involves automated calculations, tax filing, and employees self-service portals, ensuring accuracy, security and flexibility. Since so many expectations are there, businesses look to avail payroll services by outsourcing payroll to a reputed company. The most impressive feature of payroll service providers is that they offer interesting features and ensure operational efficiency and compliance. Here are some standard features to look for while dealing with a payroll services company.

Standard features while dealing with a payroll services -  Epayoffice

IT MUST COMPLY WITH LOCAL REGULATIONS

The payroll services company must ensure adherence to labour laws and tax regulations in their professional payroll services. They must guarantee you accurate payroll processing and reporting while minimising legal risks, penalties and hefty fines.

TIME AND ATTENDANCE TRACKING

The payroll services company must integrate with systems to track employee work hours. They should facilitate accurate pay calculations and, as mentioned above, comply with the company's overtime and leave policies. The shortlisted company should offer multiple payment methods in their payroll services, like direct deposit, pay cards, paper checks, etc., to enhance the flexibility and convenience of the employees.

Payroll services company must integrate with systems - 

MOBILE ACCESSIBILITY

The payroll services company should also provide an easy and mobile-friendly interface or applications for employees to access paystubs and update personal details. These apps should also have features to submit time off requests from anywhere, anytime.

LEAVE MANAGEMENT

As a part of professional payroll services, the shortlisted company should also be capable of timely managing employee leave accruals, approvals and balances between payroll systems. In short, they must be capable of complying with the company's leave policies and labour regulations.

Selecting objectives a payroll services company - Epayoffice

Apart from these features, the payroll services company should also ensure an audit trail and data security to maintain a detailed audit catalogue. There should be an employee benefits administration to manage enrolments, deductions, compliance record reporting and ensure accuracy. The company should ensure confidentiality and regulatory compliance while providing a customised dashboard for employees with real-time payroll insight.

While selecting a payroll services company, you must set clear objectives and define the goals you want to achieve with payroll automation. This will help you choose the company that best fits your organisation's requirements and specific needs. You must consider factors like scalability, integration capabilities, and the level of customer support that the shortlisted companies provide.