Top Tips for Startups Who Want to Nail Payroll Management
Mark Twain once famously said, “The secret to getting ahead is getting started.” New ventures might think that they have already crossed this bridge. But a startup is more than just implementing a fresh idea. It involves tying together multiple elements, like an efficient human resource department or a payroll management system that may not seem like a priority in the beginning, but has a lasting impact on efficiency in the long run. In many cases, there aren’t even clear demarcations in departments and responsibilities.
For instance, a pen-and-paper or simple excel sheet for payroll might work when the startup is small and has few employees. However, as a business grows, managing complex elements like provident funds, taxation, or benefits can become complicated. Errors and delays in payment could result in employee attrition. To ensure smooth sailing, consider the following tips:
Start from Day One
Getting a process in place on day one of operations can save the trouble of jostling around, when a crisis emerges in peak time.
If payroll management seems too overwhelming, then take Twain’s advice and break up the tasks into smaller ones. Start by identifying payroll needs and then draw up a one-year plan. Narrow down on a software or a payroll outsourcing service that fits the bill. The key is to get a head start early on and then figure out how to tackle any issues along the way.
Having human resources dedicated to payroll management is one thing, but integrating technology into the process can elevate efficiency. Automating payroll computation will reduce error and ensure that employees receive their salaries on time, even if the administrator is held up. A cloud-based payroll outsourcing service or software can make data accessible anywhere. Though it may seem like a heavy investment to make for a startup, making processes tech-savvy can reduce costs in the long haul via fewer mistakes and better time management.
Apart from ensuring internal efficiency, payroll management systems also need to be legally compliant. In a country where the regulatory environment is dynamic, a missed update can weigh heavily on a startup’s finances. Therefore, it is important to make sure that the software or payroll outsourcing service is up-to-date with statutory changes in terms of taxes, employee insurance, provident fund deductions, gratuity laws, and other regulations. The startup’s HR department should also monitor these changes and verify that they are accounted for.
Simplify Employee Access
An organized payroll management system makes employees happy. Apart from timely and accurate payments, improving transparency in payroll can boost employee satisfaction. Having a centralized employee portal, where people can keep track of their salaries, tax deductions and other details, will elevate employee experience. Additionally, it will also make data management simple for the startup because employees will be able to make required updates themselves, like an address or bank account change.
Aim for Integration
Payroll services have to be in sync with overall HR operations in the business. If the services are outsourced, then the HR team needs to be in constant touch with third-party vendors. Additionally, integrating any biometric systems that the company has with the payroll management software can ease up overtime calculations. Another means to improve payroll efficiency would be to integrate it with accounting tools so that the process is faster.
Once the system is in place, it would be wise to appraise and revise the payroll process from time to time. Identify and fix any glitches that may arise. Upgrade to newer technologies when available. Just like having a business plan, draw up an annual payroll and HR plan for the venture.
Startups have limited resources, but it is important to prioritize. An early investment is bound to yield solid returns in the future.