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How to Implement a Payroll Approval Process?


Many of you might believe that payroll processing merely entails determining the compensation of employees. But it goes beyond that. Although the payroll procedure can be tedious, it plays a crucial role in any organization.

This task entails calculating the employee’s net compensation after all essential deductions have been made. A corporation must ensure that the payroll administrator carefully prepares the entire process if it wants an effective payroll procedure.

Overall payroll procedure 

Some of the actions a payroll administrator performs to ensure a quick payroll approval process are listed below:

  • The administration of the company’s compensation policy is the first step. This applies to all flexible benefits, including leaves and encashment rules.
  • Once you’ve finished, it’s time to figure out the other pay slip elements, including leave travel allowance (LTA), house rent allowance (HRA), variable pay, etc.
  • If any payroll inputs are available, the payroll administrator will gather them in this phase.
  • To arrive at the net pay, he or she calculates the gross compensation and statutory and non-statutory deductions.
  • Following that, the admin releases the employees’ salaries.

Important steps in the payroll processing process

Due to the finance department’s ongoing modifications, the payroll department has a greater chance of making mistakes during the payroll process. This could hamper the process flow. If such modifications take place, the payroll officer must demonstrate prompt action. Organizations now break the payroll process into three main phases to make it run more smoothly. Here are several examples:

Pre-payroll process

The “pre-payroll process” is the entire process facilitated before the ultimate payroll process starts, as the name implies. The process involves many steps. Here is more information about them:

1. Outlining the significant payroll policies

The total amount due is hampered for a variety of reasons. These include things like the wage policy, the attendance policy, the leave policy, etc. To ensure that the regular payroll system is followed, the management must authorize and define all of these criteria.

2. Compiling the data

Interaction with all departments and employees inside the company is completed before the final paycheck is determined. Through this conversation, the payroll department learns certain information regarding the attendance data, salary revision data, etc. The method for obtaining this information would also depend on the organization’s size.

Since this method involves speaking with every department before getting the data, it could be difficult. In this situation, the company ought to have a cutting-edge payroll system. It should have integrated features, including a portal for employee self-service, leave management, and attendance tracking.

3. Validating input

After receiving the noteworthy inputs, The business should verify the validity of the data and inputs. The corporation must keep an eye on whether the data follows company policy.

It must follow the right format. The salary payment shouldn’t contain any records of the inactive employee. Additionally, no worker should be overlooked during the entire payroll process.

Process of payroll

Payroll calculations 

The information verified during the “pre-payroll process” is now entered into the renowned payroll system. You may be wondering what a payroll system is.

It is software, after all, that records the many things employees do, like taking time off, getting paid, working long hours, paying taxes, etc. The goal of this approach is to minimize employer efforts. Additionally, it can facilitate the payroll process.

After-payroll procedures

1. Statutory adherence 

As the paycheck is processed, this stage applies several statutory deductions like employee state insurance (ESI), tax deduction at source (TDS), and employee provident fund (EPF). The corporation then transfers this sum to the government agencies.

2. Accounting for payroll

Paying employees’ salaries is a considerable operating expense for a firm. As a result, the salary sum must be recorded in the company’s financial records.

It is crucial to keep track of the reimbursement and salary data in the payroll system as it is a crucial part of payroll management.

3. Payout

Payment for the salary may be made by check, cash, or bank transfer. Additionally, it is common knowledge that businesses provide staff with sizable bank accounts.

Examine the company’s account after completing the payroll process. It should have enough money to pay the employees’ salaries.

4. Reporting

When the payroll run is finished, it’s time to deliver reports to the higher-ups. This report includes data on personnel costs broken down by department and location. The payroll officers are responsible for gathering the data and providing it to higher management.

Various payroll procedures for the company 

You can run the payroll using one of three different techniques. Here are three examples:

· Excel-based payroll administration

The payroll management system based on Excel is designed specifically for start-ups and recently established organizations. The business uses Excel to compute the payroll in this type of payroll administration. For calculation, a typical payroll template is employed.

· Outsourcing payroll

When a business needs outside help from a company to manage the payroll function, this is known as payroll outsourcing. In other words, the management employs some outside assistance for the business’ payroll operations.

Many businesses do not currently have an internal workforce to handle payroll. They substitute outsourcing for this.

· Payroll software

A company must ensure that the data gathered is precise to ensure the payroll computation is smooth. Payroll software might also be of assistance.

It serves as a tool to lessen resistance when obtaining the inputs. There are several advantages to using this payroll management software. These include payroll calculation, human resources (HR) management, leave and attendance management, etc.

Using the school’s enterprise resource planning system as a payroll management system

One of the quickest and most efficient ways to manage payroll for any type of organization, corporate concern, office, or huge industry is to use the school’s enterprise resource planning (ERP) system. Using the correct ERP technique makes it simpler to pay employees on time.

Understand how to use the school’s ERP system to categorize the appropriate data for payroll management.

The school’s ERP system’s payroll management procedure aids in classifying all information tidbits into several groups. These cover things like the rewards that employees will receive, potential issues, the school’s entry and exit procedures, how departments should be defined, organizational structures, pay, and various types of leave, among other things.

Additionally, the salary format specifies how much would be withheld from an employee’s pay if a salary deduction is possible. Payroll administration will be simple using the school’s ERP system. From every viewpoint, the system integration becomes quick and simple.

There are numerous advantages to using the school’s ERP system for payroll management.

The following is a list of the different benefits of using the school’s ERP system for payroll management:

  • Nothing compares to the benefits of ERP software in terms of data utilization, security, and maintaining the privacy of all student and employee data. There is always a need to design the ERP system from the ground up because of the problems and technological advancements that occur every day. The ERP software includes storage for the student’s school fee management process, bank information, address, account number, etc. The same applies to employee data, which is also saved in this software, making ERP software one of life’s essential lessons.
  • You can always check the payroll management utilizing the school’s ERP system to calculate mathematical data quickly. This includes conveyance allowance, full-time salary, any type of allowance that may be required, overtime amounts, etc. The difficulty for the company in providing pay slips to the employees and figuring out any unexpected and unforeseen leave is greatly lessened.
  • While using the school’s ERP system to manage payroll is not cheap, it is overall a cost-effective strategy. Imagine there are new hiring procedures, new ways to pay salaries, new ways to divide the work among the staff, and so forth. In that instance, payroll management through the school ERP system is a simple way to improve the process.
  • Using the school’s ERP system for payroll management provides the added benefit of improving reporting methods because it creates reports based on the employees’ work. The generation of leave reports also enables the employer to keep track of each department, how many leaves have been taken, how many are still available, earned leaves, sick leave types, etc. Any type of secure data remains secure for a long time because there is no external threat or tampering. The best strategy to focus on the entire company’s growth is to use ERP payroll solutions.

Which payroll software in India is the best?

Payroll software has become essential in almost all major corporations, small startups, and businesses. It is a cloud-based solution for managing, maintaining, and efficiently automating any company’s payroll system.

In India, there are many different payroll software options, and the projected period for deployment in any office differs according to the authority’s choice. Currently, 3,50,000 firms in India use Razorpay as their primary payroll management solution. Other payroll software options have additionally grown in popularity among numerous firms.

  • HRXpert from Marg offers small and medium-sized organisations excellent payroll and attendance management options.
  • Keka is an employee-friendly platform that can quickly streamline company procedures.
  • Another well-liked software system in India that Sensys Technologies promotes is HRMTREAD.
  • If you wish to install one of the most promising payroll software systems for the company’s employees, Beehive is another option. It includes an individual employee’s information, from the date of hire through the dates of resignation, retirement, etc.
  • Another option is ADP Vista, which is a great payroll administration program for a variety of enterprises. The system is created via automatic data processing.
  • GreytHR has handled personnel management, salary, etc., for approximately 20 years. It is perfect for many single-holding enterprises and entrepreneurship, not just for small or large-cap corporates.
  • In addition to the ones mentioned earlier, the Saral PayPack and the GoForHr are perfect for many business procedures. Any payroll system that wants to be automated needs to use some of the most cutting-edge techniques. You can look into the currently operating software providers and use them appropriately for your office.

What is payroll software? 

It is a cloud-based service that aids in automating, maintaining, and managing employee salary payments. The proper database is available and has the complete employee salary format. Manual error is hardly dangerous because it depends on technical skill.

Access to payroll software is possible from a desktop, a laptop, and, in rare circumstances, even a mobile device. The job is not discouraged in any way, the workers are paid on time, and there are no conflicts or issues with the management’s regular business management.

What advantages does payroll software offer?

The advantages of payroll software are numerous. These are what they are: 

  • If there is a merger or any other type of firm expansion, it saves a lot of time and requires more accuracy. The correct payroll software can be quite helpful if disagreements exist about when employees should be paid and how much they should be paid. The proper amount is given to the staff, which also improves the credibility and reputation of the business.
  • Why? Since payroll management software offers transparency, running a business generally costs less. Better business integration exists, and the corporation can produce reports on schedule as needed.
  • Corporate and government offices undergo adjustments daily. Let’s say the same office plans to build a new branch in a different city.
  • All employee information can be kept in one place more easily with the help of the payroll software management system, and new information and regulations can be moved from one place to another very quickly. There hasn’t been any new manual employee data entry.
  • Thanks to the payroll software system, the company’s top executives will have plenty of time for other business activities, expansions, and corporate goals.

Considerable payroll software features

  • The money should be deposited into the employee’s account properly, and the payroll for the entire business should be managed efficiently. Any direct deposit can save you a ton of time and money, and you can utilize the top program currently available.
  • In addition, you should confirm that the payroll software you choose for your business offers tax-filing services. The payroll software solution offers better viability in streamlining the overall payroll management process than conventional manual techniques. There is substantially less room for error with the correct program.
  • Reporting, employee self-service, and compliance management are also possible when you have the appropriate payroll software. When all compliance requirements are correctly completed, the business may run smoothly, and there will be no internal disagreements that could damage the relationship between management and employees.

Indian payroll software implementation schedule

In India, the payroll management system is becoming more popular than it formerly was. For the system to have the proper integration, the projected time frame can range from three to five days to as much as three weeks. The office manager or the HR staff should have the necessary information and corporate details to enter into the payroll software.

What is the payroll system?

A payroll system is a procedure for managing a firm’s employees’ financial records. It is a type of document that offers details regarding the operations of a team, business, or organization. Additionally, every single aspect of an employee’s compensation, incentives, bonuses, deductions, and net pay is included in this system. All records required by law must be kept and maintained by the employer.

However, it is a time-consuming process that involves cooperation from all company divisions, including payroll, human resources, and finance. Utilizing modern technology, organizations can easily handle all the difficulties.

· Payroll cycle

The interval between two wages is known as the payroll cycle. Salaries may be paid weekly, quarterly, or monthly, depending on the company’s demands. In India, salaries are typically paid out once a month.

How does a business’s payroll management system impact it?

A payroll management system’s peculiar effect is that it provides uniformity to the company and its employees, along with a specific grievance redressal procedure.

This system impacts the organization in the following ways:

Enhanced morale of employees

Employees could question whether they will receive their salary on time when they start a new job. To keep employee morale high in these situations, the payroll management system will attempt to handle all last-minute hiccups and manual errors in the payment.

Helps the owner of new start-ups

If you own a brand-new start-up business idea, you may have to overcome various obstacles when managing your company. Undoubtedly, one of the trickiest aspects of any organization is payroll management.

The management of this system carries the possibility of numerous manual mistakes. Utilize reputable management software to easily manage the business’s money and prevent such threats.

Low tax bills

You risk paying a fine for improperly handling your employees’ records if you don’t manage their records. Deducting all taxes and TDS from your pay with the appropriate documentation is crucial. As a result, payroll management can help you lower your risk of having to pay legitimate fines.

Reduce workloads

Instead of outsourcing payroll management, consider doing it yourself to save money. Additionally, you will be able to better manage your cash. 

Features of the payroll management system

A payroll administration system is a crucial component of any business needs. Below are a few of their key characteristics:

  • Payrolls can be generated automatically by this program.
  • Includes fundamental tax reporting tools
  • The system aids in the quick and precise creation of quotations and invoices.
  • It is helpful to complete tax forms.
  • Integration with other internal applications is simple.
  • Vendor and contractor payments should be included in a strong management system.
  • Using this technique, salaries and wages are paid.
  • Bonuses, vacation days, and payroll deductions are all part of the system.
  • The appropriate payroll management system determines the compensation.
  • It gathers data about payroll.

Ways to handle payroll

Payroll management is a tedious and complicated task. Therefore, the company’s administration should employ a payroll management system that provides the best methods of managing salaries and earnings. Additionally, it lessens the possibility of human error.

This system typically manages all vital information a business must properly arrange. This method necessitates constant surveillance and overviews of personal data, including payments, deductions, and related information.

Three categories—before payment options, throughout payment options, and after payment solutions—describe the process.

Payroll data is important in every aspect and needs to be properly organized. To achieve effective payroll management, a corporation needs to integrate all information technology (IT) systems and personnel data.

The payroll management system: Why is it important?

  • In general, any organization has tight guidelines for data protection. To prevent information theft, all employee information is kept confidential. With the aid of payroll management, employees can access information about their wage impairments.
  • This system provides a broad overview of the company’s wage structure. The company’s most important financial analysis aspect is the wage information. A few calculating steps during the salary increases may provide the organization with the full financial impact of this information.
  • In most cases, many contemporary payroll systems are more affordable as remote cloud alternatives. A current registration is all that the company requires to maintain the updated data. The payroll management system makes significant financial savings with minimal expensive resources.

For a business to operate smoothly, payroll processing must be effective. The organization’s finance department must adhere to a step-by-step procedure. The professionals in the finance department should also be knowledgeable about legal requirements and tax deductions.

Wages, deductions, compensation, and important data about the company and its personnel are all included in a good payroll management system. For this reason, it’s crucial to set up the payroll administration under the standards.


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