How to Make Payslips for Employees: Getting It Right

For employees, there is something quite self-satisfying about getting their hands on the payslip at the end of the pay cycle. They see how much they’ve been paid, how much has been deposited into their superfund and they feel happy their hard work is paying off.

For an employer, Employee payslips can be an administrative nightmare. If you’re working with the traditional mode of accounting, you are more than likely entering pay information manually, printing payslips out and then physically distributing them to employees.

As it’s a legal requirement to provide employees with a payslip, it’s not something employers can sweep under the carpet and ‘get to’ when they can. Or when they have to.

So how to make payslips for your employees and what can you do to streamline this part of the pay cycle? How can a business owner save time and money around a necessary administration procedure?

When we work with clients on their payroll processing and more specifically the nitty gritty of employee payslips, we look at the following areas and see if we can improve on them.

Information

  • Has the right information been captured? Names, bank account details, dates. It’s important it’s correct and in one spot.
  • Are employees being paid the correct rate and are entitlements such as parental leave, sick leave or overtime being included?
  • Have any legal changes such as an increase in the minimum wage been incorporated and updated correctly?

 

Administration

  • What is the pay cycle and how does this impact the workload of the payroll officer or bookkeeper? Is there an opportunity to reduce the workload by paying monthly instead of fortnightly or fortnightly instead of weekly?
  • How automated is process? Is payroll information entered manually at every pay cycle or is it largely automated and streamlined?
  • How are payslips distributed? Are they printed off and handed out to employees? Is there a less costly alternative to this? 

 

Satisfaction

  • What is the error rate on employee payslips? How long would the person responsible for payroll processing spend on fielding enquiries from employees about possible incorrect payments?
  • Do employees tend to misplace physical copies of payslips or do they never receive them in the first place?
  • Does the employee payslip state all the information it is legally required to? 


As we work our way through the questions, it often becomes clear that the actual employee payslip process can be streamlined and managed a whole lot better through a cloud based approach.

Payroll processing professionals can adopt ‘self-service’ style payroll strategies, known as Employee Self Service (ESS). This is where employees can access their personal information, including employee payslips, on a central portal. Paper is eliminated, time spent chasing lost payslips is completely taken away and employees can access their information any time of day or night and download what they need to. Very handy at tax time!

We often talk about the happy cycle:

Happy Employees = Happy Customers = Happy Boss.

Cloud accounting strategies such as e-payslips and online payroll modules keep this cycle moving in the right direction. Employees get convenience, choice and predictability. Business owners get to cut costs, reduce hassle for their payroll team or bookkeeper and save time.

It’s a bit of a no-brainer, isn’t it?

If you’re unsure how to make payslips for employees, or would like to have a chat about outsourced payroll, we are here to help. We will review your current practice and provide guidance and advice on ways to streamline your payroll for a better bottom line.

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Topics: Startups, Payroll