Simple & Secure Payroll Software Could be a Game-Changer

Performing all of the required calculations needed to determine just how much each employee must be paid is a task that requires a great deal of care. It is also one that can occupy one or two staff members for a considerable period of time. Even then, if that entire process is conducted with the aid of a calculator and a spreadsheet, or even if the latter has been programmed to conduct the calculations automatically, the overall process still remains open to the possibility of human error. With errors comes the need for additional time spent in corrections and repeated pay runs, all of which add to operational costs.

In practice, being error prone, time-consuming and labour-intensive are far from being the only disadvantages of using a manual payroll system. Even though it may appear to be a simple enough process, it is neither as reliable nor as secure as an automated software solution. Then why is it that many companies still choose to soldier on in this rather cumbersome fashion rather than upgrading to an automated staff remuneration system?

One of the misconceptions that is commonly responsible for this reluctance is the belief that such systems are inherently complex, and that those responsible for the payment of staff salaries and wages will require lengthy and possibly costly training before they will be able to operate them effectively. However, while different systems may well tend to vary somewhat in this respect, many of the better-designed products are surprisingly simple to operate and may require a surprisingly short learning curve before an end-user is able to fully master, at least, their more basic functions.

For some companies, outsourcing the payroll function has also become a simple alternative to managing it in-house. However, the third-party service providers will generally employ a secure system in order to streamline the task and most will manage the needs of several client companies with the aid of a single software installation, even preparing cheques or initiating the electronic transfer of funds. However, although an outsourced solution is quite acceptable to some companies, others have reservations with regard to allowing a third party to have access to their employee’s personal information. Though they may see the inherent advantages of this service, they also see a potential risk and so prefer that all responsibility for the payment of salaries and wages remains with them.

Automating the calculation of staff remuneration is, of course, only one of a much broader set of tasks to be undertaken by a simple and secure payroll software solution. To start with, there are a number of reports that must be generated of which the most essential are the IRP5s, IT3As and the electronic summary file that is a legal requirement of the South African Revenue Services (SARS). It does not stop there however. In order to manage the function as effectively as possible, a more comprehensive system should also be able to generate statistical reports, such as IOD (Injury on Duty), UIF (Unemployment Insurance Fund), PAYE (Pay as You Earn) and SDL (Skills Development Levy). Over and above these, the ability to generate tailored management reports extends the overall value of such a system considerably, and further justifies its purchase price.

Access to selected functions based upon user ID and password, ensures that managers have access to all relevant data. Staff members, on the other hand, may be able to access only their personal information, as well as generate past payslips and IRP5s without disturbing busy salaries and wages or HR staff.

In South Africa, PayDay Software Systems is a leading developer and supplier of simple, secure and powerful payroll software. Compatible with Microsoft, Linux and UNIX platforms, it may be integrated with a range of additional modules, including time and attendance. In addition to professional support with installation and training, the system features a unique audio-visual guide, cutting the learning curve dramatically.