Small Business Payroll Software

Posts Tagged ‘Employee’

I run a small online business and am looking to hire an employee. I currently do all the bookkeeping myself but have never done payroll before. Should I outsource or attempt to do it myself? If outsource, roughly how much would that cost? If I should do it myself, is there any software or websites recommended?

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Home Page > Business > Human Resources > Integrated HR Solution with Payroll Software Leave, HR functions and Biometric Fingerprint time recorders for employee time attendance

Integrated HR Solution with Payroll Software Leave, HR functions and Biometric Fingerprint time recorders for employee time attendance

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Posted: Aug 22, 2010 |Comments: 1
| Views: 192 |

Introduction:

Having a proper HR solution is a key task for the HR executives to manage their employees.

The primary job of HR manager is to manage employee’s daily attendance, i.e. the employee’s every day Time IN & Time OUT. There are various ways for it. Traditionally the companies using manual punch card machine, later proximity card system / barcode card system was in place. But still there was a problem of buddy punching (making proxy attendance for other employees). To address the issue Biometric Fingerprint system has introduced which is very fast / accurate & efficient.

Once employee’s TIME IN & OUT timing captured by any type of machine then it has to be linked to a Time Attendance Software to generate the useful attendance reports. Those calculated attendance details needs to be linked to payroll software for the employee salary calculation. In addition to that there is a need to maintain employee leaves like annual leave, medical leave, unpaid leave, etc…

If a HR manager has all the above solutions with different vendors / different platform then it will be very difficult to maintain and operate. There will be lot of hiccups to integrate the different software’s and more importantly being the database is not integrated the newly join / resign employee details need to be entered multiple times in different software’s.

So it very efficient and cost effective to have an integrated HR solution which comprises of fingerprint time recorders (preferably), time attendance, leave, Payroll & HR software’s.

Fingerprint Time Recorder:

It is very efficient to have a fingerprint time recorders to track the employees attendance instead of having manual punch card. The biggest advantage of using the fingerprint system is the employees can’t do the buddy punching (making proxy attendance for other employees).

Usually in most of the fingerprint time recorder, Up to 3 fingers per employee can be registered. While doing attendance the employee can use any one of the finger to do clocking. The purpose of registering 3 fingerprints is if any one finger has problem due to injured / cut / dirty then the employee can use alternative finger. So it is better to have a fingerprint time recorder with higher capacity. Usually the time recorder will have the capacity of 1500 / 3000 / 5000 fingerprint templates.

It takes about one second to verify the employee finger, once verified the employee id, Date & time will be recorder into the device internal memory. Also it is good to have a device which can store more records. In general most of the fingerprint time recorder can store 20,000 / 30,000 / 50,000 records. Once the records reach the limit the new record will automatically overwrite the very first record. Those records can be downloaded to the Time Attendance Software via built-in Network card or via Thumb Drive.

Time Attendance Software:

Information from fingerprint time recorder can be transferred to the Time Attendance Software which will calculate the useful information like Lateness, Overtime, allowances, etc… 

A good time attendance software should have the option for different shift patterns, Supports unlimited rotation duty roster,  Auto-shift feature (System auto-assign working hours group based on IN time), Flexible working hours feature, Scheduling working hour’s group feature (No fixed working pattern) 

Companies are paying daily allowances like shift allowance, meal allowance, transport allowance to the employees based on some conditions. For an example a company may like to pay $5 for night shift workers or a company may like to pay $2 who is working more than 5 hours of overtime. So the time attendance software should have all the above features. 

A good software should come with nicely designed useful reports like Daily attendance report, Individual attendance report, consolidated reports which consolidates the Late comers, Early Leavers, Absents & missed out punching, Lateness summary report and Working hour’s summary report. 

Payroll Software:

Payroll software is the one which computes the employee salaries. A well written payroll software should have the below options.

The employee may be paid by hourly rate / daily rate/ monthly fixed basis. Other than the employee basic salary, the employee’s overtime, daily allowances needs to be linked from the time attendance software. The employee may have some additions or deductions in every month salary like advance payment, medical claim, special allowance, etc… And the employee unpaid leave, lateness & early leaving needs to be deducted from his salary.

Different countries have their own computation for taxation & provident funds. So the payroll system should comply with the local government regulation for salary calculation.

Finally the payroll should able to generate a pay-slip for individual employee with all his salary details which can be printed in an A4 size paper or sealed pay-slip paper.

And payroll software must have useful reports like, Monthly Salary Summary Report, Overtime Payment Report, Taxation Report, Yearly Summary Report, and Monthly Reconciliation Report.

Leave Module:

A leave module either can be built in with the payroll system or it can be a separate Electronic Leave Application Portal.

Leave Module built-in with payroll system: The HR Executive needs to update the employees Annual Leave, Medical Leave, Unpaid Leave, Maternity Leave, etc in to the system manually.

Electronic Leave Module: The employee can apply their leaves electronically online via web browser. Those applied leaves can be approved by respective approving officers via online. This is paperless, convenient fast & easy.

A good leave system should have the option to set Leave Eligibility for different group of employees and the Annual leave & Medical Leave earned until today should be prorated automatically.

There must be an option to carry forward the balance annual leave to the next year. And the leave module should have the useful reports like Leave History & Leave consolidate report to view all kind of leaves taken.

Conclusion:

Instead of having the above system in different platform / with different vendors, having an integrated HR solution will be easier for maintenance & cost effective.

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www.info-tech.com.sg One database integrated solution for Biometric, Fingerprint systems with Time Attendance, Payroll, and HR software’s

www.payroll-singapore.com.sg Payroll Software with Multi Company, Multi User and all Singapore payroll requirements like Payslip, CPF PAL, Bank Giro, IR8A, Leave Module with HR functions

www.fingerprint.com.sg Biometric Fingerprint readers for employee time attendance & Security Access control integrated with Time Attendance, Leave & Payroll Software

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1. alex 26/08/2010

really good article

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Unless your business operates with only a single employee, mainly you, or your employees are all willing to work for free, you need to deal with various human resource concerns. Such HR concerns include payroll as one of the most vital and important focus areas that any business would have. Depending on the number of employees that the business has, payroll tasks could be quite daunting unless a good system is put in place.

For businesses with only a few employees, a manual payroll system may be quite adequate and manageable. However, as the business grows and more employees are taken in, payroll concerns and issues would grow more complicated and cumbersome. Without employee payroll software in place, the business would be headed for more HR problems, particularly if the issues escalate and eventually involve government agencies. To avoid such scenario, payroll software should be set-up to automate all matters of concern regarding employee payroll.

A payroll system is an integral part of the overall accounting system for a particular business. The payroll software can be part of an integrated all-in-one accounting package or it can be purchased as a stand alone software module. The software should capture all pertinent data and other information in relation to payroll concerns and be able to process this information to generate the required output and reports that the HR management requires.

The employee payroll software should be able to provide the following features and functions: standard payroll including pay calculations and reports; tools to help the filing of federal and specific state tax forms; online processing of payroll processes; tools for human resource management requirements like the processing and monitoring of benefit plans and all other payroll requirements that the business may require.

When deciding on appropriate employee payroll software for your business, you should first consider if the software package can handle the size and complexity of your business. The functions and features of the software system should be appropriate for your business needs and be able to automate most processes resulting to a more efficient and more production payroll system.

Before selecting and procuring HR Payroll software packages, management should first consider the costs that the software would incur including additional expenses that may be required during training, implementation and maintenance. Another consideration to make should be the kind of support that the software provider will include as part of the package. This is to ensure that the software is implemented effectively and efficiently in order to achieve the results that the business needs.

Stress kills, right? How can employee payroll software save lives, you ask? Easy. Can you name me another activity more stressful long-term than preparing payrolls? I’m serious. The never ending deadlines for checks, payroll returns, plus deposits coupled with constantly changing rules and regulations is enough to shorten lives. This is serious business. That kind of stress also causes mistakes and those mistakes cause more stress. I tell you it’s a vicious cycle and there must be hope. Here you go.

Way 1: Get update help.

Rules and requirements change so fast there’s almost no way to stay caught up, especially if you operate in multiple states. Get an update service or subscription. There’s another option I’ll touch on below. You simply must try to automate payroll updates.

Way 2: Know what you need.

The best investment when shopping for accounting software is time. That’s the time spent in deciding what you really need. You can get consulting help with that, but you’re the one that must decide what you really want. See, it’s easy to buy more than you need. That may be a bad thing … more stress. Why? More complex systems are harder to learn and harder to use. More power means more complexity and more stress. If you need a powerful system, you pay the price. If you need a simple system, don’t buy a complex system. See?

Way 3: Training pays.

A main cost of a software system is the learning cost including training cost. Don’t overlook the learning curve for anything you buy. It takes time and money to make a system work. Plan for it. Buy a system from a major supplier and you can know up front what your training resources are and what it will cost. Plan for training.

Way 4: Help! Help!

Who gets called when, not if, you have trouble. Is all you have a toll-free number. Maybe that will work? Think so? Then again, maybe there’s somebody right in your town that’s and expert on your system and can help you quickly and easily. Often they sit in the office of a local accounting firm. Find somebody to call before you need them. That’s the live-long, low-stress way.

Way 5: Online may pay.

Here’s one you may not know about. That’s online payroll software. Here’s the deal. The software people maintain the system so you access it from the Internet. You don’t have to own and maintain any software yourself. Think about it. They do all the research to keep all those tax data bases just right. No more update worries for you. Plus, since it’s online you can file all those tax reports and even make deposits online, almost automatically. You can even do employee direct deposits too. All this with just a few button nudges. It’s sort of weird to think about payrolls online until you look at it. This could be a low-stress solution you should consider.

Employee payroll software may lower stress and save you more than just money. Avoid deadline panics and paycheck blues with the right software choice. There really are lots of potential savings with the right payroll system. Everybody can be healthier and happier and your company benefits as the whole atmosphere in the payroll accounting area soars to new heights.

There are many different types of payroll software that you can buy to help you manage the payroll of your company. These payroll software packages are even further broken down into the specifics of your company. For instance, if you have a company that is a part of the entertainment industry you’ll want to have a payroll system that keeps track of the information that is unique to your industry. You’ll need payroll software that will keep track of union information, meal penalties, and credits. The software that you use will calculate time sheets according to industry standards, including hours worked, any advances, or other adjustments. From these timesheets you’ll be able to see exactly how much each employee is paid. From there it’s up to you to pay your employees.

If you have a large company, or you just don’t feel confident, you can hire a payroll service to calculate all your payroll information for you. This may cost you a bit more than if you do the work yourself using payroll software, however if your company is large enough you may find that the hours spent inputting payroll information simply takes you too long to do yourself. Both options are viable for you and your company and will give you the accurate payroll results that you need to correctly pay your employees and to keep the precise records that you need to keep.

One thing to keep in mind when you’re using payroll software: if you’re going to have the software installed on more than one computer you’re going to have to make sure that you have more than one license for the software. This may cost you a bit more in the initial startups costs but in the long run could be more beneficial if you want to be able to enter payroll information on more than one computer.

• Up to 250 Employees – Ethernet TCP/IP Ready
• Export to Quickbooks,Paychex,Excel,Text – Large Easy to Read Display
• Great for Offices – Minimize Payroll Processing
• Securely Mount to Wall – Eliminates Buddy Punching
• 30 Days of Technical Support and Money Back Trial

Product Description
Bioelectronix A300 is our Mid Size Edition Payroll Time & Attendance system designed for small to medium size businesses with up to 250 employees. The Bioelectronix A300 verifies an employees identity based on the characteristics of their fingerprint. State of the art technological advances in biometrics have now made this surprisingly affordable and popular. The Biolectronix Fingerprint reading sensor scans any fingerprint in under 1 second; this in turn will make … More >>

Biometric fingerprint Network Usb Cable Employee Time Clock System A300

• Simple Plug & Play Setup (Tcp/Ip) Ethernet Or (Rs232) Serial
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• Transfer Punch Data To Optional Usb Thumb Drive For Portable Wireless Operation
• Unlimited Punches Per Day. Unlimited Departments, Daily & Weekly Overtime, Easy Punch Correction
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EMPLOYEES PUNCH IN & OUT USING A PROXIMITY CARD (25 INCLUDED) OR A PIN #. THE XLS TERMINAL STORES THE PUNCHES UNTIL YOU DOWNLOAD TO YOUR PC (VIA ETHERNET, SERIAL, OR OPTIONAL USB THUMB DRIVE). THE INCLUDED COMPUTIME SOFTWARE WILL CALCULATE EMPLOYEES TIME & GROSS WAGES ACCORDING TO YOUR PAY RULES. NUMEROUS REPORTS CAN BE VIEWED, EDITED & PRINTED…. More >>

COMPUMATIC XLS 21 PROXIMITY BADGE CARD, EMPLOYEE PAYROLL TIME CLOCK PACKAGE

• Up to 100 Employees – USB Plug & Play
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• The Best Software for Time & Attendance
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Bioelectronix X100 is our Basic Edition Payroll Time & Attendance system designed for small businesses with up to 100 employees. With the Bioelectronix state-of-the-art fingerprint authentication technology you can track your employees time and attendance with the touch of a finger. The Biolectronix Fingerprint reading sensor scans any fingerprint in under 1 second; this in turn will make clocking in and out much faster for your employees and at the same time saving… More >>

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