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How To Choose a Payroll Provider
Choosing a payroll provider may seem like a decision that is easy to make. However, it’s more complex than that. Many variables should be considered, including how much you truly know about payroll software and services. Many organizations are unaware of what they need regarding this critical piece of the puzzle. There are significant benefits to outsourcing your payroll – but you’ll want to ensure you know what you’re doing. Your best bet is to choose the right payroll provider for the job. Here are some tips on how to go about doing that before selecting a specific service or service provider.
Define Your Specific Organizational Payroll Needs
The first step in comparing payroll providers is to define your specific organizational payroll needs. Are you looking for a solution to manage only the essential payroll functions, or do you need more advanced features? Do you want to integrate with other business management software? What kind of employee incentive programs are most important to you?
You’ll also need to decide whether you want an automated or manual solution, as well as whether you want a more comprehensive or specialized option. For example, suppose you have employees who work outside regular business hours or on weekends. In that case, you’ll likely want an automated solution that allows them to submit their timesheets remotely using a mobile app. On the other hand, if all of your employees are employed full-time during regular business hours, an automated solution may not be necessary. Instead, an online portal where employees can track their own hours with no additional software would suffice.
Once you have defined your needs, it is time to compare payroll options and what works for your organization. Look at all the available software solutions on the market and determine which ones are best suited for your business. Some businesses handle their own payrolls, while others outsource it to a third-party provider.
It can be helpful to know how the payroll provider integrates with other software you already use, such as accounting or time tracking software. If you’re using an online time tracking system, it might be helpful to know how much time it would take to switch over to another system if needed. If you’re using an accounting system that doesn’t integrate well with payroll providers, it may be easier to change accounting platforms than to switch payroll providers.
The size of your business will determine how hands-on you need to be with your payroll processing. If you have fewer than five employees, an automated solution may be sufficient for handling all of your administrative tasks related to payroll, such as scheduling appointments with the provider or submitting changes in employee status. On the other hand, if you have more than 100 employees, it will probably be worth hiring an internal employee dedicated solely to payroll administration — especially if you run multiple locations or shift work schedules on a regular basis.
The best payroll providers will offer incentives to your employees. This could be as simple as providing health insurance that’s less than what they would pay on their own. Or, it could be more complex, like paying employees extra money if they hit specific health or financial targets. If you want to attract and retain top talent, incentivized benefits can help do just that. Other options are the payroll provider’s relationships with significant businesses offering discounts to employees.
You may be tempted to go with the first company, but you must compare at least three or four providers. There are several factors to consider when comparing payroll companies, including price, customer service, and ease of use. Create a checklist of what is essential to your organization and weigh the responses. Use this rubric to finalize your decisions.
Payroll is a complex and demanding task, so you need to be careful when choosing the right payroll provider. A good payroll service will not only automate your payroll process but also offer the following benefits:
Accuracy – A good payroll provider will use accurate information and tools to ensure that your employees get paid correctly and on time.
Security – A good payroll provider will ensure that all data is secure and confidential, protecting your employees’ personal information.
Cost-effectiveness – Payroll can be expensive, especially if you have a large number of employees or if you run a small business. A good payroll service should offer low-cost plans that fit your budget without compromising quality or convenience.
Once you have gone through this checklist for evaluating Payroll Providers, you are ready to shortlist three providers that make the most sense for your business. Brine Payroll is prepared to be your “go-to” solution!
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