HR and payroll software can help streamline the employee experience in several ways, especially when it comes to time-consuming tasks that are often prone to errors. This is where small businesses can benefit the most, with both HR and payroll software becoming more affordable every year thanks to technological advancements in the industry. There are plenty of companies out there that offer solutions to these problems, but it’s best to find the right ones based on your own unique company needs and budget constraints. Here are some areas where HR and payroll software can help small businesses save time and eliminate errors while improving their employee experience
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1) Keep Records on Salary / Wages
For most employees, human resources (HR) is their first point of contact with your business. As such, many people are somewhat wary of them. One way you can increase trust is by being transparent about their paychecks—which means regularly updating them on how much they are paid, what forms of payment are offered, etc. If you have an employee handbook or code of conduct for them to follow, it’s also a good idea to regularly notify employees that they have access to it.
2) Maintain Attendance Reports
Maintaining attendance reports is one of those necessary but boring tasks that you can’t avoid. If you own a small business, keeping track of your employees’ attendance is probably among your least favorite tasks. With good human resources (HR) or payroll software, you can set up automatic alerts for things like excessive absences so you don’t have to dig through reports each week looking for overzealous employees. If people are constantly taking days off or putting in extra hours on their personal time card without documenting it, stay alert! Make sure they are doing what they say they are with manual check-ins or digital tools that provide real-time activity data.
3) Facilitate Taxes
Part of your job as a business owner is staying on top of employment taxes, which you probably figured. It’s a complicated process that has a lot of moving parts. As an employer, you have dozens of requirements from various government agencies, from making sure your workers have been paid on time to filing all their appropriate paperwork. While it can be overwhelming—not least because there are so many forms, deadlines, and policies—managing taxes isn’t rocket science; in fact, taking care of tax obligations helps ensure that your company is in compliance with federal and state regulations.
4) Track Expenses on Daily Basis
Employees will spend more wisely and stay within the budget if they track expenses on a daily basis, or at least once a week. This requires logging work-related spending as soon as possible after making a purchase. Whether it’s ordering lunch with colleagues, picking up coffee on your way into work, or charging an Uber ride home from happy hour, employees should write down these purchases as soon as they happen. That way, even if someone else pays for part of their tab (which can happen frequently), employees will know how much they’re spending at each meal and throughout each day — which helps them make good decisions about what to buy and when.
5) Create Personnel Files on All Employees
Creating personnel files for each employee is essential in keeping your business compliant with record-keeping laws, but it can also save you a lot of headaches. Having easily accessible personnel files will help you verify whether an employee has eligibility for benefits and insurance or if they’re eligible for overtime pay. Keeping these documents organized will help you track employees’ hours more accurately, which can help you avoid paying out any overages on your next payroll cycle. While some companies manage all of their own records manually, there are more efficient ways to keep track of such important information, especially for larger businesses that employ hundreds or thousands of people. Taking some pressure off yourself by delegating responsibilities appropriately is a great way to make sure everyone gets what they need while streamlining some parts of your business.
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