{"id":90908,"date":"2023-01-19T22:05:16","date_gmt":"2023-01-19T20:05:16","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=90908"},"modified":"2023-01-19T22:05:16","modified_gmt":"2023-01-19T20:05:16","slug":"payroll","status":"publish","type":"post","link":"https:\/\/factorialhr.com\/blog\/payroll\/","title":{"rendered":"Best practices for managing payroll effectively"},"content":{"rendered":"<p><span style=\"font-weight: 400\">Payroll management can be complicated. Firstly, you need to make sure you pay your employees the correct amount for the work that they do, in a timely fashion. Secondly, you also need to make sure you <\/span><b>calculate the right rate of tax for each employee<\/b><span style=\"font-weight: 400\">. If you don\u2019t, you are liable for <\/span><b>penalties for non-compliance<\/b><span style=\"font-weight: 400\">. In fact, in 2021 alone, the IRS estimated that it issued close to <\/span><a href=\"https:\/\/www.irs.gov\/statistics\/collections-activities-penalties-and-appeals#:~:text=The%20IRS%20assessed%20%2437.3%20billion%20in%20civil%20penalties%20in%20FY%202021\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400\">$37.3 billion in civil penalties from non-compliance with employment tax requirements<\/span><\/a><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><span style=\"font-weight: 400\">This means that it is essential that you have an <\/span><b>effective payroll management system<\/b><span style=\"font-weight: 400\"> in place, and you understand your <\/span><b>obligations as an employer<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><span style=\"font-weight: 400\">In this post, we will discuss <\/span><b>how to manage payroll effectively<\/b><span style=\"font-weight: 400\"> and share <\/span><b>10 best practices<\/b><span style=\"font-weight: 400\"> for creating an efficient system in your business. We will also explain how <\/span><b>payroll software<\/b><span style=\"font-weight: 400\"> including the <\/span><b>Factorial financial workspace<\/b><span style=\"font-weight: 400\"> can help you streamline the process and ensure accuracy and legal compliance. That way, you can <\/span><b>build a happy and productive workforce and avoid costly non-compliance penalties that can damage your business<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><a href=\"https:\/\/factorialhr.com\/request-demo\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-86553 \" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2022\/11\/18151749\/free-demo-300x103.jpg\" alt=\"free demo\" width=\"729\" height=\"250\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2022\/11\/18151749\/free-demo-300x103.jpg 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2022\/11\/18151749\/free-demo.jpg 675w\" sizes=\"(max-width: 729px) 100vw, 729px\" \/><\/a><\/p>\n<p><b><div class=\"js-toc toc\">\n<p class=\"js-toc-title toc__title\">Table of Contents<\/p>\n<nav id=\"fac_toc_nav\" class=\"js-toc-nav toc__nav\" aria-label=\"Table of Contents\"><ol class=\"toc__list toc__list--level-1\"><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-1\" href=\"https:\/\/factorialhr.com\/blog\/payroll\/#payroll-management-101\" title=\"Payroll management 101\u00a0\" data-target-id=\"payroll-management-101\">Payroll management 101\u00a0<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-2\" href=\"https:\/\/factorialhr.com\/blog\/payroll\/#payroll-management-best-practices\" title=\"Payroll management best practices\u00a0\" data-target-id=\"payroll-management-best-practices\">Payroll management best practices\u00a0<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-3\" href=\"https:\/\/factorialhr.com\/blog\/payroll\/#let-factorial-help-you-with-payroll-management\" title=\"Let Factorial help you with payroll management\u00a0\" data-target-id=\"let-factorial-help-you-with-payroll-management\">Let Factorial help you with payroll management\u00a0<\/a><\/li><\/ol><\/nav><\/div><\/b><\/p>\n<h2><b>Payroll management 101<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400\">Whether you\u2019re in the process of <\/span><a href=\"https:\/\/factorialhr.com\/blog\/setting-up-payroll-for-small-business\/\"><span style=\"font-weight: 400\">setting up payroll for small business<\/span><\/a><span style=\"font-weight: 400\">, or your organization has been running for some time now, it\u2019s important that you <\/span><b>understand your obligations as an employer, especially when it comes to paying salaries and filing taxes<\/b><span style=\"font-weight: 400\">. This means that it\u2019s vital that you or your payroll manager design an <\/span><b>effective payroll management system<\/b><span style=\"font-weight: 400\">, and use the right payroll software to manage the entire process.<\/span><\/p>\n<p><span style=\"font-weight: 400\">The first step is understanding what payroll is exactly.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Generally speaking, payroll is <\/span><b>the process of paying your employees for the work that they do<\/b><span style=\"font-weight: 400\">. In other words, paying their wages or salaries. However, this involves much more than just calculating what you owe them and issuing checks or direct deposits on time. You also need to make sure you <\/span><b>pay the right<\/b> <b>taxes<\/b><span style=\"font-weight: 400\"> for each employee, <\/span><b>create and maintain accurate records<\/b><span style=\"font-weight: 400\">, and process claims for <\/span><b>expense reimbursements<\/b><span style=\"font-weight: 400\">. Plus, you need to keep up with <\/span><b>evolving tax and wage laws<\/b><span style=\"font-weight: 400\"> to make sure you are <\/span><b>compliant with local, state, and federal employment laws<\/b><span style=\"font-weight: 400\">. If you pay your employees the wrong amount or fail to calculate their taxes correctly and on time, you could be liable for hefty non-compliance penalties.<\/span><\/p>\n<h3><b>Additional benefits of effective payroll management<\/b><\/h3>\n<p><span style=\"font-weight: 400\">Aside from legal compliance, creating an effective system for managing your payroll process is important for the following reasons:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If you frequently pay your employees late or miscalculate what you owe them, it can lead to frustration and cause financial difficulties for your workforce. This can have a direct impact on your <\/span><b>retention and turnover levels<\/b><span style=\"font-weight: 400\">.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">When employees see that you consistently pay them correctly and on time, they trust you more. This helps to <\/span><b>increase employee satisfaction, motivation, and loyalty<\/b><span style=\"font-weight: 400\">.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">If you consistently pay late or underpay, it can negatively impact <\/span><b>performance and productivity levels<\/b><span style=\"font-weight: 400\">. Ultimately, <\/span><b>if they don\u2019t receive what they\u2019re owed, there\u2019s no incentive to give it their best<\/b><span style=\"font-weight: 400\">.\u00a0\u00a0<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Effective payroll management can help you build a reputation as a reliable employer. This boosts your <\/span><b>employer brand<\/b><span style=\"font-weight: 400\"> and helps you <\/span><b>attract top talent to your business<\/b><span style=\"font-weight: 400\">.<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Failing to manage payroll correctly can <\/span><b>negatively impact your business finances<\/b><span style=\"font-weight: 400\">. For one thing, there is the risk of legal penalties. For another, it\u2019s also harder to keep track of how much money you actually have. And this could lead to bank fees or bounced checks if you rectify an underpayment once you have already authorized other supplier payments, for example.<\/span><\/li>\n<\/ul>\n<h2><b>Payroll management best practices<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400\">We\u2019ve seen why effective payroll management is so important. Now, let\u2019s discuss how to manage payroll in the right way.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">The following <\/span><b>payroll best practices<\/b><span style=\"font-weight: 400\"> will help you design and implement <\/span><b>an effective system that keeps your employees happy and keeps your business compliant with the law<\/b><span style=\"font-weight: 400\">.\u00a0<\/span><\/p>\n<h3><b>Determine your budget <\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">The first step in creating an effective payroll management system is identifying what your budget is. In other words, <\/span><b>the impact that payroll expenses will have on your business\u2019s finances<\/b><span style=\"font-weight: 400\">. This is imperative as you need to make sure you have <\/span><b>access to enough money to pay your employees in full and on time<\/b><span style=\"font-weight: 400\">. You also need to ensure you have access to sufficient funds to cover <\/span><b>taxes and benefits<\/b><span style=\"font-weight: 400\"> and <\/span><b>match all Social Security and Medicare contributions<\/b><span style=\"font-weight: 400\"> that you withhold from your employees at the end of each payment period.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">The best way to manage and reduce your payroll costs is to <\/span><b>use the right tools and software<\/b><span style=\"font-weight: 400\">. For example, the <\/span><a href=\"https:\/\/factorialhr.com\/blog\/factorial-financial-workspace\/\" target=\"_blank\" rel=\"noopener\"><b>Factorial financial workspace<\/b><\/a><span style=\"font-weight: 400\"> has all the essential data you need in one place. The Financial Workspace is the newest addition to the <\/span><b>Finance app on Factorial<\/b><span style=\"font-weight: 400\">. It holds financial data and information for CFOs, payroll managers, and decision-makers. It does a lot of the work for you by <\/span><b>updating on its own and gathering real-time data<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><span style=\"font-weight: 400\">You can use the tools to get <\/span><b>valuable insights<\/b><span style=\"font-weight: 400\"> on company costs and get answers to important questions like:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The number of people reporting to you this month<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Monthly team costs<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">How company costs are balanced through direct reporting<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The company costs managed by your direct reports<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Detailed view of reports with names, roles, company costs, cost centers, etc.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">All this helps you keep a firm hold on your payroll costs. That way, you can process all payments in full and on time.\u00a0<\/span><\/p>\n<h3><b>Start automating<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Even if you only have a handful of employees, <\/span><b>processing payroll takes time and money<\/b><span style=\"font-weight: 400\">, especially if you do it manually. Firstly, you have to gather all the right timekeeping data. You also need to calculate payments, determine tax rates and calculate payments for any benefits that you offer. Manual processes are also far more susceptible to mistakes that can result in severe penalties.<\/span><\/p>\n<p><b>Automating your payroll management process is a far more efficient alternative<\/b><span style=\"font-weight: 400\">. By using the right software to streamline and automate your system, you can <\/span><b>speed up processing times, reduce the risk of errors, and run a far more cost-effective business<\/b><span style=\"font-weight: 400\">. You can also get <\/span><b>automatic updates and reports, collect employee data, automate the deduction calculation process, automatically trigger direct deposit payments, and get added data security with the right encryption features<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><span style=\"font-weight: 400\">The same goes for filing tax documents like <\/span><b>W-2s<\/b><span style=\"font-weight: 400\"> and <\/span><b>1099s<\/b><span style=\"font-weight: 400\">. The best payroll software solution helps you automate and file the right forms with the appropriate agencies, <\/span><b>helping you stay compliant at every level<\/b><span style=\"font-weight: 400\">. Plus, by automating all these processes, you can free up time for your payroll managers. They can then focus on other more strategic tasks instead.\u00a0<\/span><\/p>\n<h3><b>Organize employee records and documents<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Recordkeeping is an important aspect of effective payroll management. It gives you access to important data including <\/span><b>payroll costs, absentee rates, productivity levels, and tax payments<\/b><span style=\"font-weight: 400\">. However, it is also important from a legal perspective. For example, <\/span><b>IRS regulations require you to keep all payroll tax records for a minimum of four years<\/b><span style=\"font-weight: 400\">. Many states also have their own recordkeeping requirements. Violations can result in costly fines from the Labor Department, IRS, and state agencies.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">This takes us back to what we just discussed in the previous section. <\/span><b>By digitalizing and automating your payroll management process you have access to all the data you need, and you can securely store it for as long as the law requires<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><span style=\"font-weight: 400\">For example, with <\/span><b>Factorial\u2019s payroll software<\/b><span style=\"font-weight: 400\">, you get access to a <\/span><b>dashboard with a set of predefined reports<\/b><span style=\"font-weight: 400\"> that you can use to gain<\/span><b> valuable insights into your workforce expenses<\/b><span style=\"font-weight: 400\">. You also get access to an <\/span><b>encrypted document management system<\/b><span style=\"font-weight: 400\"> so that you can store all employee records in your own secure and encrypted online database. That way, you are <\/span><b>protected against unauthorized access, ensuring compliance and saving you both time and space<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<h3><b>Have policies and procedures in place <\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Make sure you <\/span><b>document each step in your payroll process<\/b><span style=\"font-weight: 400\">, including <\/span><a href=\"https:\/\/factorialhr.com\/blog\/expense-reimbursement\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400\">expense reimbursement<\/span><\/a><span style=\"font-weight: 400\">, reporting, and check-handling processes. You also need to document each step of the process for filing payroll registers and tax reports. That way, you are protected from claims of non-compliance.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">The best way to do this is by establishing clear payroll policies and procedures.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">A payroll policy is an established set of <\/span><b>internal guidelines and regulations for managing each stage of the payroll process<\/b><span style=\"font-weight: 400\">. This includes the <\/span><b>administration of salaries, timekeeping, payroll schedules, and payment methods<\/b><span style=\"font-weight: 400\">. It also includes guidelines on <\/span><b>what happens when an employee is under or overpaid, the deductions you are required to withhold by law, timekeeping and overtime rules, and the types of wages that employees receive<\/b><span style=\"font-weight: 400\">. Plus, most importantly, your payroll policy defines the <\/span><b>responsibilities and accountabilities of all payroll staff<\/b><span style=\"font-weight: 400\"> and managers, including access and security levels.<\/span><\/p>\n<h3><b>Stay compliant<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">One of the most vital aspects of payroll management is ensuring compliance. This means you need to understand all <\/span><b>employment laws relating to payroll and employee taxes<\/b><span style=\"font-weight: 400\">. This includes the federal <\/span><b>minimum wage law<\/b><span style=\"font-weight: 400\">, the requirement to file <\/span><b>W-2 Forms<\/b><span style=\"font-weight: 400\">, reporting and recordkeeping requirements, and any other state wage laws that might apply to your business, such as the <\/span><b>pay transparency laws<\/b><span style=\"font-weight: 400\"> seen in California, New York, Colorado, and Connecticut, to name a few.<\/span><\/p>\n<p><span style=\"font-weight: 400\">You also need to make sure you <\/span><b>regularly check for changes and updates to the law<\/b><span style=\"font-weight: 400\">, such as the upcoming introduction of the 2023 <\/span><a href=\"https:\/\/factorialhr.com\/blog\/minimum-wage-increase\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400\">minimum wage increase<\/span><\/a><span style=\"font-weight: 400\"> in certain states. If you fail to keep up with your legal obligations, it could result in <\/span><b>incorrect employee pay and withholdings calculations and tax liabilities<\/b><span style=\"font-weight: 400\">. And this can lead to <\/span><b>significant fines and penalties<\/b><span style=\"font-weight: 400\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">Check out this <\/span><a href=\"https:\/\/factorialhr.com\/blog\/employers-guide-to-payroll-tax\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400\">guide to payroll tax<\/span><\/a><span style=\"font-weight: 400\"> for more information.<\/span><\/p>\n<h3><b>Look into payroll training for HR<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">The next step that we advise that you take relates to employee training.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">It\u2019s essential that your payroll manager and their team have access to the right <\/span><b>payroll training<\/b><span style=\"font-weight: 400\"> so that they <\/span><b>know what their responsibilities are <\/b><span style=\"font-weight: 400\">and <\/span><b>how your payroll software runs<\/b><span style=\"font-weight: 400\">. This will help your staff develop a better understanding of <\/span><b>how your procedures work<\/b><span style=\"font-weight: 400\"> and give them <\/span><b>clarity on your payroll policies<\/b><span style=\"font-weight: 400\">. Moreover, aside from creating an efficient department, offering the right training also helps you <\/span><b>create a more cohesive team<\/b><span style=\"font-weight: 400\"> and reduces the chances of <\/span><b>misunderstandings or conflicts <\/b><span style=\"font-weight: 400\">arising between HR and the rest of your organization.\u00a0<\/span><\/p>\n<h3><b>Be transparent with employees<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Following on from the point we just made about misunderstandings, the best way to reduce conflict and ensure everyone is clear on your policies and procedures is to <\/span><b>be as transparent as possible about your payroll process<\/b><span style=\"font-weight: 400\">. Many issues such as underpaid taxes can be avoided by designing and implementing a policy that is founded on transparency.\u00a0<\/span><\/p>\n<p><b>A transparent payroll policy should include<\/b><span style=\"font-weight: 400\">:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">How your payroll process works<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">How you classify your employees<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">The method you follow to calculate salaries, deductions, and withholdings<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Employee reporting responsibilities<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Your procedures for handling payroll mistakes<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">Once you\u2019ve designed a clear and transparent policy, <\/span><b>make sure all your employees have access to it<\/b><span style=\"font-weight: 400\">. It\u2019s also important to <\/span><b>update it on a regular basis in line with any changes to the law<\/b><span style=\"font-weight: 400\">. And if an employee raises an issue with their paycheck, rectify it as soon as possible and <\/span><b>make sure you maintain open lines of communication<\/b><span style=\"font-weight: 400\"> until the error has been corrected.\u00a0\u00a0<\/span><\/p>\n<h3><b>Create a payroll calendar<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Make sure you create a payroll calendar or schedule for managing your payments. This will help you provide <\/span><b>consistency with salary or wage payments<\/b><span style=\"font-weight: 400\"> so that everyone in your business knows when they will be paid. It also helps your HR team <\/span><b>plan and execute their tasks<\/b><span style=\"font-weight: 400\"> so that the entire process runs smoothly and efficiently.<\/span><\/p>\n<p><span style=\"font-weight: 400\">In terms of the law, schedule requirements can vary. Some states limit when and how you are able to run payroll so <\/span><b>make sure you check your obligations before you establish your pay periods<\/b><span style=\"font-weight: 400\">. Many businesses tend to pay biweekly, but others pay their employees weekly, monthly, or even semimonthly.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">There are pros and cons to all schedule types. Running payroll less often means less paperwork for your HR team. However, your employees may prefer to be paid more often. Aim to <\/span><b>find the right balance between your cash flow requirements and the needs of your employees<\/b><span style=\"font-weight: 400\">. And, above all, make sure your payment calendar is consistent. Define a schedule then stick to it.<\/span><\/p>\n<h3><b>Consider outsourcing based on your needs<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">If you have a limited staff, you might decide to opt for <\/span><b>payroll outsourcing<\/b><span style=\"font-weight: 400\">. This is where you contract a third-party service provider, known as a <\/span><b>Professional Employer Organization (PEO)<\/b><span style=\"font-weight: 400\">, to process your employee salaries.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">In a nutshell, <\/span><b>a PEO is responsible for the payroll obligations that are normally handled by an HR department<\/b><span style=\"font-weight: 400\">, including the calculation and payment of salaries and employee taxes. The IRS defines PEOs as statutory employers. This means that they serve as \u201c<\/span><b>co-employers<\/b><span style=\"font-weight: 400\">\u201d and they are \u201c<\/span><b>co-liable<\/b><span style=\"font-weight: 400\">\u201d for your workforce.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">The biggest advantage of contracting a PEO is that it can save you time and help you stay compliant. However, this obviously comes at a cost. This is why <\/span>many companies instead choose to manage payroll in-house. <strong>The key is using the right software<\/strong> to do the hard work for you.<span style=\"font-weight: 400\">\u00a0<\/span><\/p>\n<h3><b>Gather feedback<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400\">Finally, <\/span><b>the best way to create an optimal payroll management system is by regularly collecting feedback from your workforce<\/b><span style=\"font-weight: 400\">. Check in with your employees regularly to make sure that they <\/span><b>understand your policies and procedures<\/b><span style=\"font-weight: 400\"> and that they are happy with how everything is running. Encourage them to <\/span><b>ask questions<\/b><span style=\"font-weight: 400\"> when needed and submit <\/span><b>suggestions for improvement<\/b><span style=\"font-weight: 400\">. Remind them that your door is always open if they have a query about their paycheck.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400\">You could even hold <\/span><b>regular staff meetings where you can discuss payroll issues<\/b><span style=\"font-weight: 400\">. This will help your workforce feel confident and satisfied with your process. And this is the key to nurturing an environment where <\/span><b>employees are motivated and willing to perform to the best of their abilities<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><a href=\"https:\/\/factorialhr.com\/templates\/2023-hr-compliance-calendar\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-89104 size-medium\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/03\/22155111\/compliance-cal-freebie-300x300.jpg\" alt=\"hr compliance calendar\" width=\"300\" height=\"300\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/03\/22155111\/compliance-cal-freebie-300x300.jpg 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/03\/22155111\/compliance-cal-freebie-150x150.jpg 150w, https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/03\/22155111\/compliance-cal-freebie-160x160.jpg 160w, https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/03\/22155111\/compliance-cal-freebie-80x80.jpg 80w, https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/03\/22155111\/compliance-cal-freebie.jpg 525w\" sizes=\"(max-width: 300px) 100vw, 300px\" \/><\/a><\/p>\n<h2><b>Let Factorial help you with payroll management<\/b><span style=\"font-weight: 400\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400\">Even if you are a small business, payroll can be a complicated process, especially considering the risk of non-compliance claims. For this reason, <\/span><b>many companies choose to use <\/b><a href=\"https:\/\/factorialhr.com\/blog\/hr-tech-2023\/\" target=\"_blank\" rel=\"noopener\"><b>HR tech<\/b><\/a><b> in the form of <\/b><a href=\"https:\/\/factorialhr.com\/blog\/payroll-software\/\" target=\"_blank\" rel=\"noopener\"><b>payroll software<\/b><\/a><b> to manage the process<\/b><span style=\"font-weight: 400\">. The right solution can help you <\/span><b>streamline your processes<\/b><span style=\"font-weight: 400\"> and <\/span><b>safeguard your data<\/b><span style=\"font-weight: 400\"> so that everything runs smoothly at the end of every payment period. Payroll software also makes it easier to <\/span><b>ensure accuracy with each and every paycheck<\/b><span style=\"font-weight: 400\">, which is essential for legal and fiscal compliance.<\/span><\/p>\n<p><span style=\"font-weight: 400\">At <\/span><b>Factorial<\/b><span style=\"font-weight: 400\">, we understand that payroll management is a complex process. That\u2019s why we want to provide you with a <\/span><b>solution that centralizes all of your tasks on one, simple platform<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Features of Factorial\u2019s payroll software include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Bookkeeping<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Variables and supplements<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Employee and supplement observations<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">New hires and termination notifications<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Sick leave notifications<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Contract update notifications<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Payroll folders<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Customized payroll reports<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Custom notifications and automation features<\/span><\/li>\n<li style=\"font-weight: 400\"><span style=\"font-weight: 400\">Payslip templates<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400\">What\u2019s more, Factorial\u2019s payroll software is a solid SaaS solution with a <\/span><b>strong emphasis on data security<\/b><span style=\"font-weight: 400\">. With Factorial, all database information is <\/span><b>encrypted<\/b><span style=\"font-weight: 400\">,<\/span> <span style=\"font-weight: 400\">helping you keep your sensitive data secure. The application uses a <\/span><b>Single Sign-On system<\/b><span style=\"font-weight: 400\"> and <\/span><b>vulnerability diagnostics<\/b><span style=\"font-weight: 400\"> are performed regularly. This makes it a great solution for businesses looking to protect their data and stay compliant.<\/span><\/p>\n<p><span style=\"font-weight: 400\">Finally, because our payroll software is included in our comprehensive HRIS, you can <\/span><b>easily integrate your employee time tracking data with your payroll system<\/b><span style=\"font-weight: 400\">. That way, you can automatically generate the hours that each employee has worked. You can then calculate payroll taxes, PTO, and sick days accordingly. This makes it much easier to create <\/span><b>accurate paychecks <\/b><span style=\"font-weight: 400\">so that you can stay compliant and build a <\/span><b>happy, motivated, and productive workforce<\/b><span style=\"font-weight: 400\">.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Payroll management can be complicated. Firstly, you need to make sure you pay your employees the correct amount for the work that they do, in a timely fashion. Secondly, you also need to make sure you calculate the right rate of tax for each employee. If you don\u2019t, you are liable for penalties for non-compliance.<a href=\"https:\/\/factorialhr.com\/blog\/payroll\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":80,"featured_media":90909,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[1],"tags":[],"class_list":["post-90908","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-human-resources"],"acf":{"topics":false},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Best practices for managing payroll effectively | Factorial<\/title>\n<meta name=\"description\" content=\"How to create an effective payroll management system in your business. Guidance, tips and best practices for employers to ensure compliance\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/factorialhr.com\/blog\/payroll\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Best practices for managing payroll effectively\" \/>\n<meta property=\"og:description\" content=\"How to create an effective payroll management system in your business. Guidance, tips and best practices for employers to ensure compliance\" \/>\n<meta property=\"og:url\" content=\"https:\/\/factorialhr.com\/blog\/payroll\/\" \/>\n<meta property=\"og:site_name\" content=\"Factorial\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/people\/Factorial\/100064908455810\/\" \/>\n<meta property=\"article:published_time\" content=\"2023-01-19T20:05:16+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/01\/19214815\/payroll.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"830\" \/>\n\t<meta property=\"og:image:height\" content=\"400\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Cat Symonds\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@factorialapp\" \/>\n<meta name=\"twitter:site\" content=\"@factorialapp\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Cat Symonds\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"13 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/factorialhr.com\/blog\/payroll\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/factorialhr.com\/blog\/payroll\/\"},\"author\":{\"name\":\"Cat Symonds\",\"@id\":\"https:\/\/factorialhr.com\/blog\/#\/schema\/person\/39a0e312e3aae9ac2b6461196e8b1620\"},\"headline\":\"Best practices for managing payroll effectively\",\"datePublished\":\"2023-01-19T20:05:16+00:00\",\"dateModified\":\"2023-01-19T20:05:16+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/factorialhr.com\/blog\/payroll\/\"},\"wordCount\":2601,\"publisher\":{\"@id\":\"https:\/\/factorialhr.com\/blog\/#organization\"},\"articleSection\":[\"Tips\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/factorialhr.com\/blog\/payroll\/\",\"url\":\"https:\/\/factorialhr.com\/blog\/payroll\/\",\"name\":\"Best practices for managing payroll effectively | Factorial\",\"isPartOf\":{\"@id\":\"https:\/\/factorialhr.com\/blog\/#website\"},\"datePublished\":\"2023-01-19T20:05:16+00:00\",\"dateModified\":\"2023-01-19T20:05:16+00:00\",\"description\":\"How to create an effective payroll management system in your business. 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