The payroll process necessitates time and effort, as it entails complicated data processing, calculations, and record keeping. Payroll processing entails calculating gross and net salaries after taxes and other deductions have been taken into account. Expenses, holiday pay, and other dues are all part of the payroll management system. Because of its labor-intensive nature, it is frequently enhanced through the use of technology or tools that allow payroll operations to be automated.

The payroll management system is used for a variety of HR management processes including:

  • To handle taxes and deductions, create bank files for direct credits into employee accounts
  • Employee time management, insurance, retirement choices are among some of the other processes
  • Deductions for benefits and tax filing
  • Putting together year-end reports and assuring compliance
  • Employees can view historical payslips, tax deduction details

Integrating technology with the payroll process reduces effort and saves time in a variety of ways. Large and small businesses alike desire technology-assisted payroll outsourcing services to reduce their workload and improve other procedures. Using a tech-powered payroll management system has numerous advantages.

Here’s how technology is helping and changing the HR management rules in India:

  • No hidden charges

Payroll outsourcing services can help you save money on payroll processes. Hiring full-time bookkeepers, managing the workplace, and other recurring management overheads can all be reduced with technological intervention in payroll administration.

  • Precision

Calculations can be a difficult task. The growth in data and volume has a direct impact on calculating time, as well as the potential for errors. Regardless of the number of employees or tax requirements, a payroll management system makes this simple by automating computations and deductions and handling them accurately. 

  • Time-saving

By churning through massive amounts of employee data at a steady rate, technology-assisted payroll management systems & payroll service providers help in saving time. The speed at which such work is completed varies from employee to employee, and if not completed on time, it can have an impact on other essential business operations. Similarly, the payroll process speeds up and improves the accuracy of computing net pay and deductions.

  • Linked Technology

Payroll integration with timesheet systems that track employee attendance simplifies calculations and allows for the creation of numerous reports that aid in better employee analysis. Payroll systems are also good at keeping track of records, allowing you to have all of your information in one location. 

  • Allows for more accessibility

Businesses, as recent events have demonstrated, require access to their data from any location. It’s no longer enough to limit capabilities to a single domain. Flexible payroll software can be installed in many places on various PCs or laptops, allowing you to conduct business as usual. This software allows you to connect your payroll data to the cloud, enabling new features. This features an automated cloud payroll backup, a payroll interface for clients to enter and approve payroll, and employee self-service capabilities

  • Compliance

Keeping up with the ever-changing employment and payroll regulations is one of the most difficult tasks for payroll specialists around. Failure to do so can result in fines and damage to reputation, as well as a deterioration of employee-employer relationships. However, using a technology-powered payroll solution alleviates this strain.

  • Removes the need for repetitive tasks

Payroll is fundamentally repetitive; each month, Excel spreadsheets must be updated, time and attendance data must be entered, and in some situations, on paper payroll must be completed. These time-consuming operations, on the other hand, are automated via robotic process automation (RPA). Not only does this lower the likelihood of errors, but it also cuts the time it takes to finish the exercise.

  • Detection of fraudulent practices

An employer can check payroll information to identify whether employees are billing for hours they haven’t worked. Employers can also look at the data to see whether an employee is working too much overtime or taking advantage of sick leave. Overall, payroll analytics will reveal any patterns in employee behavior, providing the information needed to either fix the problem or plan alternate employment strategies.

  • Enhances decision-making abilities

Technology-enabled reporting tasks give corporate leaders more control. Now that a manager has all of the data, he or she may decide how to distribute shifts or workloads. Business leaders can look for ways to boost productivity, expand into new markets, and discover places where cost reductions can be made.

Payroll management is made easier by technology, and the data-driven approach refines and updates the system. The generated reports can be used to estimate and plan costs as well as prepare for unexpected events. Payroll systems are updated regularly to keep up with new tax legislation, human resource guidelines, and compliance requirements. As a result, the technology significantly improves the payroll management process.

Traditional Method of Payroll Processing

HR professionals in a traditional HR management function works reactively. They don’t teach workers about their responsibilities or how to accomplish their jobs; instead, they think that their managers would go over their work with them and that the employee will learn on the job. They try to resolve employee issues, manage labor relations, and keep their employees satisfied in general.

Traditional HR management tasks include:

  • When a department demands that a position be filled, employment advertisements are placed
  • Answering inquiries about perks and payroll from employees
  • Handling Resignation & termination of workers
  • Because this is a reactive function, duties may need to be rushed or fragmented at times

Challenges While Applying These Old Methods

  • Management of attendance, leave, and claims have certain limitations

Employee attendance is typically tracked and time-stamped via a card swipe, finger-print punches in/out, or even signing in’ one’s name on a paper page in the old manner. To calculate the pay and other benefits, the ‘data’ must be manually duplicated, imported or exported, and transmitted around teams before being authorized. Managerial permissions and modifications are sometimes required. Because of the amount of paperwork and individuals involved, this fundamental daily operation takes a lot of time and effort, and errors and miscommunications are common.

  • Complications in managing the remote work

With so many employees working remotely from home or even overseas during COVID-19, regular HR and payroll administration is nearly impossible. Card readers and sign-in forms are ineffective for managing attendance. Hard copy management of leave and claims is no longer possible, and email processing can be chaotic due to the numerous submissions, manager approvals, verifications, and coordination necessary. Furthermore, with the pandemic looming, the typical onboarding and offboarding process, which involves a lot of documentation and face-to-face meetings, is no longer feasible. In such circumstances, a system that can automate remote attendance, leave requests, performance evaluations, training, and other HR and payroll operations is more important than ever.

How Payroll Process Technology Influences the Business Operations?

By using the power of technology based payroll solutions, today’s businesses want to improve their productivity and operational efficiency. Companies prefer to spend their money on cost-effective solutions that automate their processes with little human participation. As a result, solutions that increase corporate efficiency and return on investment in the market are in high demand. In such a situation, payroll systems technology can influence your business or company’s production and efficiency. Investing in a payroll solution can help your company achieve spectacular outcomes.

  • Gives more control over business data

Almost all payroll service providers now feature an employee self-service app that allows employees to manage the organizational profiles while on the move. With such tools, employees may simply check and change their payroll profiles. Payslips, tax reports, fringe benefit deductions, and other documents can be seen and downloaded. Payroll process technology also allows employees to make changes to their accounts by uploading documents that meet their requirements.

  • Accurate records of your working hours

Most payroll software providers now provide time and attendance monitoring as part of their packages. Employees can punch in and out using time tracking software. Furthermore, the program intelligently calculates hourly and salaried employee compensation based on the connected time cards/sheets at the end of each pay cycle. This eliminates the need to manually calculate labor hours using inconsistent Excel and paper sheets.

  • Assists in the effective management of human resources

These days, several payroll service providers provide unified HR software packages with HR and employee benefits as an add-on. Your HR team will benefit greatly from such integrated solutions because they will be able to manage the complete workforce from a single location. Unified HR software unifies your company’s operations by bringing HR and payroll procedures together on a single platform with a single personnel database. HR features in such software can be used for employee recruitment, onboarding, benefits management, and more.

Choosing the best payroll service provider for business ensures a significant return on investment. When compared to traditional processes, payroll outsourcing services has a cheaper upfront investment and setup costs, allowing you to save money and time. Payroll saves time that can be spent on more important activities to help grow your business. Manual procedures and obsolete systems might stifle your company’s growth, so it’s best to start with a cutting-edge payroll provider such as Topsource Worldwide.

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Published On: January 19th, 2022Last Updated: March 10th, 2022

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About the Author: Sachin Disa

Sachin heads the India Payroll business unit and is responsible for global sales into India, India domestic sales and delivery, and local finance support in India. Sachin has over 17 years of experience with the company, his previous roles include head of UK payroll operations, head of accounting support services, head of sales in India and VP of finance.