A Human Resources professional should be knowledgeable about the payroll, especially if they serve a large organisation with hundreds of employees. As technology is successfully used to manage other aspects of a firm, automation can be a part of payroll processing as well.
There are two options to streamline efficient payroll processing — payroll outsourcing services, where companies delegate payrolling to an outside agency that reduces staffing expenses in return for accurate work. The second option that many argue for is the automated payroll software that accounts for accurate salary payment for the employees and saves on paperwork, financial errors and unnecessary accounting.
Depending on the size and requirements of the company, the Human Resources team can choose between the two options. Both the options come with their advantages and disadvantages, and the choice will affect the company’s employee retention, growth and productivity in the future. However, organisations have seen a quick rise in payroll outsourcing companies that offer quality services at reasonable rates. If you are unsure about making a decision, here are some aspects for you to consider:
- Integration factor
An integrated payroll system with time, log in details and attendance is a perfect option for large companies. Organisations can incorporate such functions within their in-house automated payroll software or outsource them to an agency working with an HR-integrated system. Thus, they can conserve important in-house resources, prevent tax compliance, simplify administration regarding personnel and compensation, and maintain reports to the government.
Local HR payroll outsourcing companies are particularly helpful in foreign business transactions where the business might be unaware of the change in tax laws and payroll regulations. Even in one’s own country, firms may have to face hefty penalties for omissions, errors or missed payroll tax filing as not all businesses are aware of the constant change in the law.
A payroll outsourcing service constantly upgrades themselves with the latest government laws and can handle payroll taxes, payments and filings as long as they receive data on time. They have a dedicated staff that are experts at their job and prevent late or incorrect payments and legal trouble.
- Conservation of critical resources
The Human Resources sector of your organisation is already swamped with the key company and employee-related responsibilities, and handling payroll demands a great deal of time and meticulousness. Repetitive tasks such as inputting critical data, following-up with clients and double-checking should be outsourced to payroll outsourcing companies to maintain the firm’s productivity in business.
Employee training sessions
Though the Human Resources teams are adept at handling salaries, health deductions, overtime, taxation and leaves, they will need to be trained to be able to work with automated payroll software. As an organisation, you shall have to invest time, money and effort in preparing your team to perform tasks.
Most companies do not want to spend their time researching and training their employees with the latest resources due to job retention purposes. However, payroll outsourcing companies bring a level of expertise that was once possible only with well-established firms. Outsourcing companies are experts in their departments and will offer you the best solution as per your business requirements.
- Data management
Though automated payroll software stores employees’ data right from their application details to their resignation/retirement, you would be able to import the exact information in real-time instead of searching for the same in your database. Also, it is a waste of time to handle manual data management when everything could be efficiently digitised and transported into data that can be used anywhere and anytime.
Outsource packages are customised to your business’ requirements and financial capability. Services can tailor a scalable payroll model for you to adapt to the company’s change in the aforementioned sectors to maintain high payroll performance even in challenging times.
In the long term, payroll outsourcing services are comparatively cheaper as compared to automated payroll services. The company doesn’t just save on infrastructure and training expenses but saves the time needed to train the employees. Outsourcing payroll duties works extremely well if you have a small-to-medium company, as you won’t have to handle signing and distribution of paychecks, program maintenance, computer software, training and compliance with government regulations for each payroll session. You will be assured that the work will be done regardless of a change in staff, leave and confidentiality issues. Though it takes time and investment, it is worth steering clear of legal hassles in the end.
- Data Security and Management
When it comes to in-house payroll software, companies are at risk of data loss due to system crashes. Even with long-term employees and top-notch infrastructure, there are potential payroll processing mistakes, funds embezzlement, data mishandling, identity theft, malware and unethical activities.
Outsourced payroll services are designed with state-of-the-art technology that prevents fraud and ensures data protection when sharing it with clients. Most payroll software is installation-based, and you might not be prepared to handle an off-site data backup. On the other side, the constant threat of data security breach can be resolved if you outsource confidential data to a firm with a data protection facility.
How can you choose the right payroll outsourcing service?
When you consider payroll outsourcing for your firm, you need to have important points in mind to choose the right one:
- Business Needs
Decide your requirements on priority and look for a service accordingly.
What kind of software do they use to maintain security levels and combat data errors? Also, speak to their present clientele as well. Though a Google search suffices in most cases, recommendations by your peers and similar organisations can help as well. Once you have a list at hand, start shortlisting them per how helpful they would be to your business.
Do they offer the services that you need? Would you like a standard procedure, or are you looking for something specialised?
When it comes to requiring special services, look for a payroll outsourcing company that specialises in the needed area.
Choose an economical payroll outsourcing service, and beware of hidden regulatory obstacles not covered under the purchased package. Check if there are extra services that need to be paid for.
Acquaint the chosen payroll outsourcing services with the responsibilities and requirements to ensure smooth and efficient functioning. Also, equip your legal and Human Resources staff with how they should work with the outsourcing company.
Therefore, payroll outsourcing is the way of the future as we enter a post-COVID workforce arena.