Manual Leave Forms Not with Paymaster

Manual Leave Forms? Not with Paymaster!

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Manual Leave Forms? Not with Paymaster!

Break free from the chaos of paperwork from manual leave forms!

Embrace the digital age with Paymaster!

Goodbye paper-based processes….hello streamlined efficiency.

Paymaster’s Electronic Self-Service (or Employee self-service (ESS) allows employees to log on and apply for leave … anywhere, any time.

Forget physical forms or approvals via email. Paymaster’s ESS is automated…seamless and hassle-free!

Going paperless with Paymaster saves you time and ….is kind to the environment by reducing paper waste.

Download a PDF leave report of all employee leave and keep records organized and accessible.  Everyone wins!

Switch to digital leave forms

Make the switch to Paymaster today! Experience the convenience of digital leave management. Goodbye manual leave forms… hello to efficiency.

What are you waiting for, contact Paymaster at 021 712 7333 or ian@paymaster.co.za.

Payroll + HR

Benefits of integrating online payroll systems and HR software

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Benefits of integrating online payroll systems and HR software

Are you wasting time inputting data into multiple places, such as separate payroll and HR systems, and creating unnecessary work? An integrated system that streamlines your payroll and HR software is essential, especially with remote and hybrid working models now the norm.

Here are 4 reasons to consider integration:

1. Avoid needless work

An integrated payroll and HR system can save your business from populating different systems with the same information.

The hidden dangers of payroll

Because these systems work together, you don’t have to add employees to the

payroll system separately, as user profiles are synced automatically from your HR software. If an employee is removed from the HR system, their profile is automatically deleted from the payroll too. All the information required for payroll processing, along with employee contact details etc, is pulled directly from the HR software. Plus, whenever employees receive salary increases and bonuses during performance reviews, the same information will be reflected in the payroll system.

2. Ease payroll processing

Payroll processing becomes a breeze when both the payroll and HR systems are integrated.

Without the integration, payroll teams have to contact HR departments every

month to receive attendance and payroll data for payroll calculation. There may be delays in this process if there are any lapses in communication. Because the data is collected and entered manually, it may be prone to errors. With smooth integration, these bottlenecks can be avoided.As employees mark their attendance, track their working hours, and apply for leave through the HR software, all the information about their working hours will be made available as reports in the payroll system. Payroll officials can then easily access these reports.

3. Improve employee experience

Employees don’t want to log in and out of multiple systems to complete their HR paperwork.

It’s much more convenient to use a single, centralized system. With integrated payroll and HR software, your employees can refer to their payroll-related information, including pay slips, tax deductions, and reimbursements, right from the self-service portal. They can also be allowed to edit and update their personal information independently without having to send emails to payroll and HR teams.

4. Streamlines compliance

Because data transfers between the payroll system and HR software are automated, the chances for payroll errors are hugely decreased. Most HR software options provide reports that show attendance, leave, and timesheet data required for payroll calculation. To help organizations adhere to national labour laws, HR system vendors are constantly updating their systems. In addition to this, payroll records required for audits can be centralized and accessed easily (including from mobile phones).

An integrated HR and payroll system can make payroll processing cohesive and organized. And save your employees time.

Contact Paymaster to find out how we can help you achieve maximum efficiency through integrating your payroll and HR software systems.

Contact us at 021 712 7333 or Glen Coburn at 083 679 1311 or glen@paymaster.co.za

Paymaster website – https://www.paymaster.co.za/

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Good HR software

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Staff engagement and good HR software

There are many ways HR can improve the workplace experience for employees today…good coffee, extra leave, fabulous desks etc. But in actual fact, an excellent payroll system such as the one offered by Paymaster, is the key to retaining skilled staff and improving their engagement with your company.

Employee engagement

Studies have shown that only a third of employees are really engaged at work ie. that they are working at 100% capacity, most of the time, to achieve the company’s goals and objectives. Half of the employees are considered “not-engaged”, and about 15% are actively disengaged, meaning they are working actively against the company’s goals. This results in a negative atmosphere in the workplace, which impacts productivity. It is obvious engaged employees mean greater efficiency. So investing now, means greater employee engagement, and significant gains in the future.

Simple is the answer

There are many reasons an employee may feel disengaged from the company. Sometimes simplifying a basic aspect of work – getting paid- can be an important step to greater transparency and trust in the company. The move to a paperless payroll system has not always resulted in increased access to their personal employee data.

Often employee benefits are unused, because employees are unaware of them, or don’t know how to access them.

Similarly, a complicated process to clock-in, or check their payslip, may mean a sense of alienation from their workplace for them.

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Jumping through hoops because of outdated technology, just to access your information, results in frustration and increased disengagement. Since the main reason for working is to get paid, the HR department has a pivotal role in making this process as simple, and accessible, as possible. This improves employee loyalty to the company.

Solution: Improve Employee Engagement and Trust with Cloud-Based HR Software

Cloud-based software allows employees to quickly and easily access their schedule, payslips, leave hours, and other important working information. This will result in greater sense of employee trust in their company as it illustrates concern in the essentials that impact their day-to-day lives. They will have more energy to focus on the actual work itself. The positive atmosphere also aids staff retention, as they will feel appreciated.

Remember the HR staff

An efficient Payroll system will also mean the HR staff will feel engaged, and able to play their part in the efficient functioning of the company with enthusiasm and enjoyment. They will have time and energy to initiate bigger projects and interact positively with their co-workers. Happier workers are productive, engaged workers.

Zen rooms and wellness packages can be enticing…but saving time, preventing frustration, and encouraging employee engagement as the result of cutting-edge Payroll software will improve a vital part of working life – being paid accurately, and on time!

Contact Glen 083 679 1311, glen@paymaster.co.za at Paymaster to find out about our excellent payroll software on offer.

Hrmaster Hats Series

Hat 10- The Interpreter of company policy

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We, the payroll administrators, need to understand the policy process. Government passes legislation, and we are tasked with implementing that. Management sets company policy, and creates procedures to implement that policy.

The payroll department (among others) is tasked with bringing those policies and procedures to life. We study the rules and make them work. We explain to, and educate all employees regarding these policies. We implement the policy and make sure that the policy is adhered to.

“my heart says yes but my brain says no”

And the biggest challenge…we have to say NO to requests for exceptions.

Refusing these exceptions can cause a lot of pressure to be exerted on the administrator who understands the importance of sticking to policies. While management accepts that we can’t break the law around payroll, they sometimes think that certain circumstances allow one to bend company policy for a few individuals. Their arguments are so persuasive and they come from management, making it very difficult. But be warned, once you have bent the rules, it becomes easier to bend the rules in other situations. Have you noticed that some managers are more inclined to ask you to make exceptions than others?

I am trying to think of a example where bending the policies can be justified. I am finding it very difficult to come up with anything but here are two that may prove the point.
* We can’t give the employee more leave , but we can approve leave and process the leave outside of policy.
* We can’t change the rule on advancing an employee money from next week’s salary, but we can bend that rule, depending on the circumstances.

Tell us about the time you bent the rule, or the time you stood firm. And how did it turn out? Tell us in the comments below.

How to avoid compromising policy procedure:

  1. Make sure you understand the policy that management wants implemented. The payroll administrators are the people who interpret what needs to be done. So read it carefully, discuss it and make sure everyone in the department understands it. Make notes of what possible exceptions might be requested, and work out in advance the reasons why you can’t compromise.

  2. Make sure that you all (management team included) agree that there will be no exceptions. You need to know that your standing firm on this issue will be supported by management.
  3. Build a reputation for sticking to the rules. While you need to be considerate and aware of the issues, policy is policy, and the firmer you are, the less you will be challenged. It must be clearly understood “Payroll will never deviate from policy, so don’t even ask!”

  4. On the rare occasion, you need to make an exception, be sure that it is for a very good reason and ONLY under management’s authority. Have something in writing that allows you to deviate. (You do not want to end up being a scapegoat).
  5. Education, education, education is the key. Do everything you can to make sure line managers understand what the policy and procedures are. Use books, diagrams, videos and blogs to keep managers up to date. Make them your friends, your first line of defence and your supporters when you implement policy strictly.

Policy adherence is essential in a well-run, compliant business. And the payroll department plays a vital role in making this happen. Prepare to make a stand to always do the right thing and stick to the rules.

🎩 Thank you for being part of this insightful journey on the roles and responsibilities of a payroll administrator.