What You Need to Look for in Payroll Software

Enrique Estagle

22 September 2017    |   

Payroll software takes away the hassles of manual calculation of each employee’s pay. It drastically cuts down processing time and errors, which means that your staff always get paid for the right amount at the right time. A quick Google search for “payroll software” shows that there are tons to choose from. But what exactly should you look for when choosing a payroll software for your business? Here are some of the items you need to consider before buying: Easy to Use The reason why you’re buying payroll software is to make things easier for you. That’s why, first and foremost, it has to be easy to setup and use. It should have a convenient method of adding information to the software and it shouldn’t be confusing to use. For added convenience, consider purchasing cloud-based payroll solutions over traditional, desktop-based software. They allow you to access your account via the internet anytime, anywhere, on any device — including mobile. Some cloud-based software also offers an employee portal, which lets your staff see how much they are earning, as well as other important info. Secure Payroll software handles a lot of sensitive information. Needless to say, it has to be secure. If considering a desktop-based solution, make sure that it encrypts the data inside the computer — although you might have to take additional steps to further secure the computer itself. Also, make sure that it has password protection and permission levels. While cloud-based software takes away most of the stress of securing the data on your end, make sure to ask how they are properly safeguarding your data on their servers. Make sure that they connect to you on a secure layer (ex. the address starts with https instead of http.) In addition, find a cloud-based software that uses a secure password and two-factor authentication. Scalable Every business wants to grow. And your payroll software has to be ready to handle a growing number of employees. It has to handle multiple sites at the same time, accounting for each site’s different requirements. Handles Taxes and Benefits Payroll isn’t just about calculating employees’ paychecks, it also handles their taxes and other benefits. Whatever payroll software you choose, it must be able to accurately calculate deductions for tax, social security, healthcare, and other benefits such as superannuation. In addition, it must be able to update itself whenever new rates are released. Reporting and Cost Tracking Whatever payroll software you select, make sure that it automatically generates reports for you. It should show you important information such as individual paycheck history, deposit detail, deduction history, and more. In addition, it should help you track overall costs to help you manage each cost centre. Back Pay Support Calculating and settling former employees’ back pay is very tricky. Make sure that the payroll solution you’re purchasing can handle back pay on your behalf, ensuring that it is settled quickly and accurately. Integration Being able to work seamlessly with other programs is a big plus for a payroll systems. Check if it seamlessly integrates with your accounting software, your enterprise resource planning (ERP) platform, and other programs. This allows you to have a bigger picture insight on your business with data exchanged across these solutions.   Tanda works well with the world’s leading payroll software, whether they are cloud-based or desktop-based. Its payroll integration feature it exports approved timesheets with gross wage calculation straight to your payroll software with one click. This means that it can further cut down your payroll processing time from hours down to minutes. Click here to find out which payroll software works with Tanda.

Payroll software takes away the hassles of manual calculation of each employee’s pay. It drastically cuts down processing time and errors, which means that your staff always get paid for the right amount at the right time.

A quick Google search for “payroll software” shows that there are tons to choose from. But what exactly should you look for when choosing a payroll software for your business? Here are some of the items you need to consider before buying:

Easy to Use

The reason why you’re buying payroll software is to make things easier for you. That’s why, first and foremost, it has to be easy to setup and use. It should have a convenient method of adding information to the software and it shouldn’t be confusing to use.

For added convenience, consider purchasing cloud-based payroll solutions over traditional, desktop-based software. They allow you to access your account via the internet anytime, anywhere, on any device — including mobile. Some cloud-based software also offers an employee portal, which lets your staff see how much they are earning, as well as other important info.

Secure

Payroll software handles a lot of sensitive information. Needless to say, it has to be secure. If considering a desktop-based solution, make sure that it encrypts the data inside the computer — although you might have to take additional steps to further secure the computer itself. Also, make sure that it has password protection and permission levels.

While cloud-based software takes away most of the stress of securing the data on your end, make sure to ask how they are properly safeguarding your data on their servers. Make sure that they connect to you on a secure layer (ex. the address starts with https instead of http.) In addition, find a cloud-based software that uses a secure password and two-factor authentication.

Scalable

Every business wants to grow. And your payroll software has to be ready to handle a growing number of employees. It has to handle multiple sites at the same time, accounting for each site’s different requirements.

Handles Taxes and Benefits

Payroll isn’t just about calculating employees’ paychecks, it also handles their taxes and other benefits. Whatever payroll software you choose, it must be able to accurately calculate deductions for tax, social security, healthcare, and other benefits such as superannuation. In addition, it must be able to update itself whenever new rates are released.

Reporting and Cost Tracking

Whatever payroll software you select, make sure that it automatically generates reports for you. It should show you important information such as individual paycheck history, deposit detail, deduction history, and more. In addition, it should help you track overall costs to help you manage each cost centre.

Back Pay Support

Calculating and settling former employees’ back pay is very tricky. Make sure that the payroll solution you’re purchasing can handle back pay on your behalf, ensuring that it is settled quickly and accurately.

Integration

Being able to work seamlessly with other programs is a big plus for a payroll systems. Check if it seamlessly integrates with your accounting software, your enterprise resource planning (ERP) platform, and other programs. This allows you to have a bigger picture insight on your business with data exchanged across these solutions.

 

Tanda works well with the world’s leading payroll software, whether they are cloud-based or desktop-based. Its payroll integration feature it exports approved timesheets with gross wage calculation straight to your payroll software with one click. This means that it can further cut down your payroll processing time from hours down to minutes.

Click here to find out which payroll software works with Tanda.

Related Posts

Product Updates    |   

Big upcoming leave management upgrade

We’re working on some big improvements to the Tanda leave management module we thought you might like to hear about. After a lot of feedback from our customers, we’ve found three reasons to build a fully fledged leave management module. Leave is universal. All permanent staff take leave. It’s a core, but often poorly managed, interaction between businesses and employees. It’s expensive, but all too easy, to poorly plan and administer leave. What are we building? Here’s a mockup from one of our designers, which should give you an idea of some of the features we’re working on… For Managers and Business Owners One place for all leave requests, that integrates with timesheets and rosters. Contextual information to help you decide if you should approve or deny a leave request. You’ll be able to edit leave details (like dates, hours, and the tag to export to payroll) when approving leave requests. A simple way to email the reason for approving or rejecting the leave request from inside Tanda. For Payroll Managers One place to review all leave for the current pay period. Easy to make corrections to leave before you export it to your payroll system. Gives you a full audit trail, with reasons and notes on every leave request. For Employees Saves you filling out a paper form to request time off. Gives you the best chance of having the time off you want approved. Prevents you from being rostered on when you are on leave. What aren’t we building? We aren’t tracking how much leave employees are entitled to (also known as leave balances). Your payroll system needs to be the single source of truth for this information. That said, if you use MYOB AccountRight Live or Xero, we are able to import a copy of the leave balance at the end of the last pay run, so at least you’ll have that as a guide. We also have lots of ideas on how to make rostering around leave easier, which we plan on building once this approvals queue is done! When is this coming? Keep an eye out over the coming months for details on how you can see previews of proposed changes. In the meantime, we would love to hear and feedback you may have about the current leave management process. You can either email this through to support@tanda.co or email your Tanda account manager.

Employee Scheduling Industry Insights    |   

Desktop-Based or Cloud-Based Payroll Software?

In today’s rapidly-changing business world, the question is not whether or not you should get a payroll software solution for your business. Rather, it’s what type you should get. Before getting into too much detail, the first question you should ask is whether you should get a desktop-based or a cloud-based payroll software. And understanding their differences can help you zero in on the software you will purchase. Desktop-Based and Cloud-Based Payroll Software Desktop-based payroll software installs itself on your computer. Usually, you purchase it as a disk or a digital download from the manufacturer’s website. The software and your payroll data are stored locally on that computer. On the other hand, cloud-based payroll software isn’t installed on your computer. All you need to do login to the site with a web browser, and then you start using it. The software and your data are stored remotely in a secure data centre. Internet Connectivity Desktop-based payroll software doesn’t necessarily need constant internet access, except when sending data to organizations such as banks and tax institutions. You’ll also need to have internet access whenever the software has an update. On the flipside, cloud-based payroll software needs to have constant internet access to work. This is because all the data and calculations needed to process payroll is located on the remote data server. Access By definition, desktop-based payroll software is only located on the computer where it is installed. This means that once you’re off-site, you won’t be able to access your payroll information. Another caveat is that it’s only compatible with the operating system it was built upon. So if your business solely uses macOS or ChromeOS and the software you’re planning to purchase works only on Windows, you might have to get a Windows PC. Cloud-based payroll software only needs a web browser to work. This means that you can use it on any type of computer (or even a tablet) anytime, wherever you may be as long as you have an internet connection. And some of these solutions also offer an employee portal that allows your staff to look at their own payroll information. Security Most desktop-based payroll software encrypts the data it processes on the computer. Some can only allow you to use the software once you’ve entered a password. On top of that, it’s up to you to secure the computer itself by purchasing antivirus and other cybersecurity software. Cloud-based payroll software hosts all your information on a data centre that has multiple layers of security. And whenever you’re accessing the software via the internet, the connection is encrypted using SSL (secure sockets layer) certificates. Updates More often than not, desktop-based payroll software receives its updates via the internet. It either gets updated automatically or will require you to manually check whenever an update is available. That means that you may have to wait a while for bug fixes or feature updates. Meanwhile, cloud-based payroll software automatically updates without you even knowing it’s happening. That means that updates can happen at any time. Whenever a bug is discovered, it is fixed immediately. If there are a lot of customers asking for a certain feature, developers can make them and have it up in no time. Your user experience can get better every time you use the software. Cost As with other traditional software, you have to pay a huge one-time fee to purchase desktop-based payroll software. Regardless if your business has five or fifty employees, the cost remains the same. And if the company releases a brand new version of that software, you may have to buy it upfront once again. Most cloud-based payroll software has a more cost-efficient payment scheme. Instead of you paying for the entire software upfront, they only charge you a monthly fee based on the number of employees you have at that time. Which should you choose? In today’s business landscape, cloud-based payroll software is clearly the better choice. Internet connectivity so ubiquitous, giving business owners and managers the ability to work anywhere. It’s more cost-efficient as you only pay based on the current number of employees you have. And it has better integration with other business software. Payroll Integration with Tanda Tanda’s payroll integration feature allows it to seamlessly work with the world’s leading desktop-based and cloud-based payroll software. This cuts down your processing time from hours to minutes. Tanda works with desktop-based payroll software by exporting approved timesheets with gross wage calculation as a file, which is then imported into the software for processing. Cloud-based payroll software doesn’t need this step. Once integrated, Tanda and your cloud-based payroll software of choice sync data between each other. It gives you more time to focus on your business. Click here to find out which payroll software works with Tanda.

Awards & Rostering    |   

What is Single Touch Payroll (STP)?

Single Touch Payroll is a Federal Government initiative aimed at streamlining business reporting obligations regarding certain taxes and wage information. Often referred to as Single Touch Payroll, or Single Touch Payroll Reporting (STPR), it was legislated on the September 16 2016, under the Budget Savings (Omnibus) Act 2016. Under the legislation, employers will be required to report ordinary time earnings, staff wages, Pay-As-You-Go (PAYG) withholding information, and superannuation contributions directly to the ATO, at each payroll cycle. Key dates for Single Touch Payroll Single Touch Payroll will become mandatory July 1 2018 for ‘substantial’ employers, those with 20 or more employees as of April 2018. However, it will be available to employers July 1 2017, for those who wish to begin reporting earlier. For employers with 19 employees or less, Single Touch Payroll will also be made available July 1 2017. There currently is no information regarding whether it will become mandatory for employers with 19 employees of less. Single Touch Payroll will provide employer payroll data in ‘real time’ to the ATO. This will allow them to monitor payroll compliance, and perform data-matching to determine if Superannuation Guarantee Charge as well as PAYG withholding obligations are met. For employers, Single Touch Payroll will seek reduce the administrative reporting burden by providing an automated reporting system throughout the entire financial year, that ensures transparency. Changes for Employers Ordinary Time Earnings, Salary or wages, and PAYG withholding information will reported in real time to the ATO, as payroll is processed periodically. Super contributions will be reported to the ATO as they are paid. Employers will need to update their payroll software to be STPR compliant, or implement STPR compliant payroll software, if they currently don’t have one. New employees will have the option to complete TFN and Super Choice forms online. STPR will become the approved form of reporting for PAYG withholding. Employers who use STPR to report their PAYG withholding obligations will have their PAYG withholding prefilled in their BAS by the ATO Employers will no longer be required to submit an annual PAYG report to the ATO. Employers may no longer need to supply payment summaries to employees. Changes for Employees View online year-to-date pay, the tax that has been withheld as well as your super entitlements throughout the year. Complete pre-filled TFN and Super Choice forms online when you start a new job. Access a range of tax and superannuation services, lodge tax returns and track your super online, using the myGov portal. Where to now? July 2018 is slowly creeping up, and it’s important that employers start thinking about Single Touch Payroll, and what it will mean for their business. Business that currently use payroll software, will need to upgrade their system to be STPR compliant. For businesses that are currently not using any payroll software, they will be required to implement STPR compliant software prior to July 1, 2018. In addition to this, all businesses should consider the robustness of their current payroll processes, including the accuracy and efficiency in how staff are paid. Integrating a compliant workforce management system with your payroll software is a simple and effective way to ensure that you remain compliant in all aspects of the payroll process. For more information about Single Touch Payroll, visit the ATO website.

More Resources

About the author

Enrique Estagle

Enrique was the former editor-in-chief of Tanda's Blog.

Share this article

Related Articles

Product Updates

Big upcoming leave management upgrade

We’re working on some big improvements to the Tanda leave management module we thought you might like to hear about. After a lot of feedback from our customers, we’ve found three reasons to build a fully fledged leave management module. Leave is universal. All permanent staff take leave. It’s a core, but often poorly managed, […]

Employee Scheduling Industry Insights

Desktop-Based or Cloud-Based Payroll Software?

In today’s rapidly-changing business world, the question is not whether or not you should get a payroll software solution for your business. Rather, it’s what type you should get. Before getting into too much detail, the first question you should ask is whether you should get a desktop-based or a cloud-based payroll software. And understanding […]

Awards & Rostering

What is Single Touch Payroll (STP)?

Single Touch Payroll is a Federal Government initiative aimed at streamlining business reporting obligations regarding certain taxes and wage information. Often referred to as Single Touch Payroll, or Single Touch Payroll Reporting (STPR), it was legislated on the September 16 2016, under the Budget Savings (Omnibus) Act 2016. Under the legislation, employers will be required […]

More Resources

Subscribe to the Tanda Blog!

Stay updated with the latest insights on frontline work, industry news, business templates, and other free resources.

*Please fill this field
*Please fill this field