The Steps to Automated Payroll Processing

Posted on Thursday, 24th Mar '22

Duane Jackson by Duane Jackson

How to Automate Payroll Processing

Payroll automation is an essential part of Staffology’s offering. Our automated payroll helps companies of all sizes ‘set and forget’ with payroll that runs reliably the same every month.

However, it can be daunting if your company wants you to switch to an automated payroll, especially if digital payroll is something new to you. We’re covering every aspect of automating payroll, including how to ensure you are successful every time.

Why Automate Payroll?

Payroll can be a needlessly long task for those who process it, often taking up time that you could spend on other tasks. Humans are also at risk of miscalculating or inputting wrong numbers etc., without the ability to have their sums corrected or checked.

So, why automate payroll?

  1. Accuracy of payments
  2. Speed of running payroll
  3. A specific person is not required to be around

Payment Accuracy

Automation of payroll allows time to be freed up, improves the accuracy of each pay run, and reduces the overall number of overhead hours. Technology can cross-reference itself with historic payments, government tax tables and general arithmetic. As well as this, computers can quickly detect errors, and either make amends automatically or flag them to a human as errors.

Speed of Running Payroll

An added benefit of automated payroll is the ability to run it quickly. Therefore, last minute, end of month changes can be rolled into the payroll process, requiring fewer amends and adjustments the month after. It also allows for the inclusion of last-minute leave or extenuating circumstances that require pay adjustments in the relevant month.

Not person-specific

Payroll is traditionally person-specific and relies on someone trained in payroll to run it every month. With automated payroll systems such as Staffology, you don’t need to be a payroll expert; you can run it without any prior knowledge. Automated payroll software takes the challenging work out of payroll so anyone can do it. If your regular payroll person is absent, using automated payroll software can complete your pay run without any fuss.

What is Needed to Automate Payroll?

Before you begin to automate payroll, you’ll need to ensure you have some required data. For companies that have never processed payroll, this may not be something recorded digitally, so you will need to consider this.

Attached to each employee, you will need their:

  • Legal name
  • Email, if required to send payslips
  • Tax code
  • Pension status
  • Any HMRC coding notices
  • Payment details

See our Staffology wizard, designed to help make automation easier by assisting with employee upload.

Each employer will need to upload:

  • Government Gateway Details
  • Tax Office numbers and references
  • YTD values
  • Pay schedules and paydays
  • Pay periods for employees

The Steps to Automating Payroll

Once all the necessary information is uploaded to your payroll software, and you’ve set the pay schedule, automation happens!

If all values are correct, you should be able to upload the pay amount for each employee and run the payroll using autopilot. Each month until the end of the tax year, this process occurs. 

It is uncomplicated steps for a simple payroll that make automation so popular.

If you want to simplify your payroll, get a Staffology demo.

Duane Jackson, March 24th, 2022

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