In a data-driven world with evolving competitors across all industries, implementing the most effective software system to streamline business processes is essential.
Updates in technology have provided a way for payroll clerks and HR departments to streamline all of their tasks and increase compliance with complicated labor laws. One of these updates allows companies to integrate their payroll system with other systems, allowing staffers to have immediate access to the information they need when they need it.
Payroll integration drastically alters and improves the entire payroll process. Among other benefits, implementing payroll integration will improve decision-making and minimize the duplication of efforts. Read ahead to find out why payroll integration is important and how it can benefit every small business.
The Top Benefits of Payroll Integration
Payroll Integrations take place when two or more systems are brought together to create a new type of network with more available information. A payroll integration system is an automated network that allows both the HR department and payroll clerks to retrieve worker data without the need for duplicate files or manual transfers.
Payroll integration offers a linked system that automatically updates whenever new data is inputted or if a change takes place in one of the connected systems.
Data within an integrated payroll network includes salary information, worker identification numbers, punch-in data, and employee status (hourly, salary, terminated, time attendance, health insurance, etc.) Payroll integration usually occurs between HR information, time tracking, expense tracking, and accounting software.
For small and large businesses, implementing payroll integration is an essential component of streamlining the entire payroll process and ensuring compliance with FLSA regulations. It is an efficient method to eliminate human error because updates/changes are synchronized throughout the entire integrated network. Payroll integration also saves time and money because accuracy improves and fewer resources are needed to perform payroll and comply with labor laws.
The top benefits of payroll integration include-
1. Cost Reduction
One benefit of integrating payroll with another similar database or HRIS (Human Resource Information System) is that it saves money on labor and administrative expenses.
Manual or non-integrated payroll processes require resources and multiple data inputs/paperwork. When there is one payroll software system that automatically updates every time there is new data input, there is an elimination of costly mistakes caused by human error.
The HR team no longer has to sort through other databases or make a request to find the information needed to conduct payroll because real-time data is accessible to authorized personnel, regardless of their department. When duplicate efforts are eradicated, an organization saves money on labor costs, supplies, and accidental overpayments.
2. Greater Efficiency and Increase in Knowledge Management
Non-connected payroll systems can be difficult and cumbersome for other workers to access. For example, if payroll files are only kept in one building across the courtyard, it's completely out of the way for an HR staffer to retrieve them.
Even if files are all digitized, separate databases are typically password protected or non-accessible to other HR team members. Unauthorized personnel has to request approval and wait for a response, which is also time-consuming.
Having an integrated payroll network increases efficiency and knowledge sharing because it minimizes these hindrances that take up time and slow down the entire payroll process. Businesses can give authorized employees access to an integrated payroll system and workers can acquire the data they need at the time they need it.
Everyone can be certain that the information retrieved is updated and accurate as real-time inputted changes are automated throughout the entire system. This will streamline the entire payroll process and increase knowledge throughout the organization as everyone has access to up-to-date information.
3. Better Reports for the Management Team
When employees and managers can quickly and easily access payroll data there is an improvement in management reporting. Automated reports reflect real-time punch-in data, payment history, and other historical or current data required by management.
Possible reports include a comparison of payroll processing costs with the competition, employee expenses compared to revenues, or an assessment of worker absenteeism by the department over the last year.
Regular reporting provides management with valuable information and actionable insights that allow for better decision-making across the organization. For example, a report may show that workers in the sales department are consistently absent and clocking-in later and leaving earlier than workers in every other department.
As a result, there is a decrease in efficiency and an increase in wasted labor costs to cover absent workers. The owner or HR staff can then use the report data as evidence to address these concerns with the sales department manager. Utilizing payroll reports to inform the leadership team of problem areas or bottlenecks will help decrease inefficiencies and hold everyone accountable for their actions.
4. Automatic Updating
When payroll is integrated with human resource databases, data inputs and changes are reflexively updated in both systems, and vice versa. The payroll department will be able to view the updates made from the human resource database, and the human resource department will be able to see the updates made from the payroll department.
Examples of data included in an integrated system are employee terminations, bonuses, firings, clock-in data, a retirement plan, and worker benefits. This creates a more informed and productive workforce as everyone is armed with real-time data that helps them fulfill their job responsibilities.
In an integrated system, records are maintained in an easily accessible location and do not need to be purged. This reduces the possibility for human error and increases everyone's knowledge and knowledge-sharing capabilities. Moreover, implementing an automated system is far more secure than trying to secure manual files or having three different databases with inaccurate or outdated data inputs.
Here are the key takeaways to remember about the benefits of payroll integration-
- Payroll integration occurs when one or more systems are linked together to create a new type of system that is more accessible, efficient, and accurate.
- Payroll integration ensures accurate reporting and compliance with FLSA standards and regulations.
- The benefits of utilizing an integrated payroll system include a reduction in costs, greater efficiency, an increase in knowledge and knowledge-sharing, better reporting, and automatic updating.