Paymaster’s cloud-based payroll management system offers real-time collaboration and data accessibility, so your team can work from any location. You can manage your payroll operations wherever you are, at anytime.
Why Cloud-Based Payroll?
This system allows you to manage every aspect of your payroll— from employee onboarding to compliance and exit processes— via the internet. So you’re no longer confined to the office – FREEDOM! Our cloud payroll solutions give you the flexibility to operate fromany device, be it a desktop, laptop, or mobile phone. And Payroll cloud login is safe and secure.
Key Features of Paymaster’s Cloud Payroll:
Cloud Payroll App: Our cloud payroll app integrates seamlessly with Paymaster Payroll software. Although it is primarily for time and attendance, you can download payslips, apply for leave, and clock in/out, making payroll management more accessible on the go.
Real-Time Access: With Paymaster’s cloud remote desktop capabilities, you can access your payroll data in real-time from anywhere, ensuring that you’re always connected and in control.
Web-Based Access Control: Our system allows for web-based access control, ensuring that only authorized personnel can access sensitive payroll data.
Enhanced Security: We prioritize security with two-factor authentication (2FA) and strong password policies. Your data is hosted in Microsoft Azure facilities in South Africa, encrypted at rest, and protected over HTTPS.
Technical Information: Ensuring Security and Accessibility
Infrastructure and Data: Our services and data are hosted in Microsoft Azure facilities in South Africa, with all customer data stored in South Africa and Europe (for disaster recovery) and encrypted at rest.
Authentication: We provide 100% HTTPS service and offer 2FA options via Google Authenticator, email, or SMS to ensure secure access to cloud services.
Permissions and Admin Controls: Company administrators can define and assign security roles, restricting user access to specific areas within the system and to specific organizational units.
Flexibility: Manage your payroll operations from any location, at any time, and on any device.
Efficiency: Simplify payroll tasks, reduce errors, and save time.
Security: Enjoy robust security measures and compliance with data protection regulations.
Accessibility: Access vital payroll data and functionalities on the go with our cloud payroll app.
With Paymaster’s cloud-based payroll software, you can streamline your payroll processes and enjoy the freedom of working from anywhere. Our software-centric approach ensures you’re not tied to a specific device, enhancing flexibility and productivity. To access your cloud payroll login, simply go to www.hrmaster.co.za and click on Login.
Experience the future of payroll management with Paymaster.
Managing payroll and attendance data separately can be time-consuming and error-prone. That’s why the integration ofPaymasterandTimemasterrevolutionizes your HR operations.
A few ways integrating payroll and time and attendance can benefit your business:
Centralized data: By integrating payroll and time and attendance, all your HR information is in one place, making reporting and analysis a breeze.
Automated processes: Automating payroll and time and attendance means fewer manual data entries, and therefore fewer errors.
Accuracy: With everything in one place, employees are paid accurately and on time.
Improved employee experience: Employees appreciate the convenience and transparency of having all their HR information in one place.
Greater compliance: Staying compliant with labour laws and regulations is a headache, but with an integrated system, you can easily track and report on compliance-related data.
Better scheduling: Integrating these systems makes scheduling and managing employee time off easier, which improves productivity and overall employee satisfaction.
Increased efficiency: By automating HR tasks, you save time and resources, allowing you to focus on more strategic initiatives.
Cost savings: the streamlined process and reduced manual labour lowers costs associated with payroll and time and attendance.
Increased data visibility: With all your HR data in one place, you get a clear picture of your workforce and can make informed decisions.
Enhanced employee engagement: By providing employees with an intuitive and user-friendly system, you improve their experience and boost engagement.
This integration is a technical game-changer for businesses wanting precision in their payroll and attendance management. With real-time synchronization, your payroll data is automatically updated based on the attendance records captured by Timemaster.
And Timemaster’s integration with Paymaster’s payroll software ensures that the synergy between time and attendance and payroll is maximized.
This partnership betweenPaymasterandTimemaster is the secret to streamlined and error-free HR operations.
Start the new year smarter and more effective, contact Glen at Timemaster and find out more. Call Glen at 083 679 1311 orglen@paymaster.co.za.
Payroll is the biggest expense of an organisation, and attention to detail is essential. Employees also deserve to be paid accurately, and on time. So, if peace of mind and happy employees is a high priority for you. If your company doesn’t have the expertise or administrative resources to achieve accurate payroll runs, you should consider OUTSOURCING your payroll.
Let’s look at some other reasons to consider Paymaster to outsource your payroll:
With payroll taken care of, employers often have more time to focus on other initiatives important to growing their business, such as product development, customer service and sales
Minimize payroll errors
Payroll companies (such as Paymaster) automate most of the labour-intensive aspects of payroll, thereby reducing the mistakes that commonly result from manual calculations and data entry.
Improve security
Outsourcing payroll to a reputable provider that invests in state-of-the-art technology (with redundant backup and multiple server locations) can help employers safeguard their confidential data.
Payroll providers stay informed regarding changing government regulations. This means employers don’t have to. Paymaster will take the lead in filing the paperwork necessary for compliance.
Integrate data
When payroll is fully integrated with time and attendance systems (see Timemaster), benefits and other HR applications, it improves data accuracy and makes it easier to access information through single sign-on.
Facilitate employee self-service
Paymaster Outsource services allows employees to view their pay information, log their hours and manage their deductions – all from a mobile device.
Reduce costs
Payroll providers charge fees, but when compared to the cost of the fines and penalties as a result of mistakes or non-compliance, outsourcing payroll should actually save businesses money. Paymaster offers various options from a fully outsourced service to self-help.
Signing up with a reputable payroll provider such as Paymaster can help smooth the transition, minimize disruptions for employees and preserve peace of mind. Before you do this, make sure to determine what your company’s requirements are, so that you get the best package for your needs.
Paymaster has a 23-year history of accurate, compliant payroll services. We use the latest software available and are constantly innovating to improve our offerings. Your company and employees deserve the best, so contact Paymaster today.
Paymaster’s cutting edge payroll software ensures your company remains compliant with the many laws and regulations that govern the employment relationship in South Africa. (ie. Basic Conditions of Employment Act and Labour Relations Act). Failure to comply with all these laws will lead to penalties that will impact your bottom line.
Our payroll software is constantly monitoring the latest regulatory changes and checking clients’ data information. This way your company is prepared and able to make the necessary changes to your payroll to keep you compliant.
Our payroll technological offering is flexible, and designed to adapt to suit your business’ needs. And as you grow and your requirements change, we adjust the payroll service to continue serving your needs perfectly.
Here are 10 points that you need to remember to stay compliant (these all impact your payroll):
1. REGISTER FOR DEDUCTIONS
All employees must be registered for :
PAYE (tax deducted from employees)
SDL (skills development levy – you deduct- pay to educational training authority)
UIF (unemployment insurance fund)
And, your company must be registered for company tax and VAT.
2. BARGAINING COUNCIL REQUIREMENTS
Depending on the industry, your business may be governed by a bargaining council agreement. This would dictate minimum wages payable for employees (although some industries do not have a minimum wage). This agreement would include hours of work, overtime rates etc. Failure to comply will lead to penalties.
3. CONTRACT OF EMPLOYMENT
The BCEA stipulates that each employee must have a written contract of employment from the company. This should include notice period, annual leave, pay rates etc. Inspectors from the Department of Labour will check for compliance regularly.
4. CLASSIFIED AS AN EMPLOYEE
In South Africa, you are considered an employee if you work for more than 24 hours a month. This means you are covered by employment laws.
5. CALCULATING LEAVE PAY
Normal pay is calculated by multiplying the hourly rate by the number of hours worked. Leave pay is calculated as the average rate over the last 3 months ( must include overtime and commission received by the employee).
6. RESPECT THE DEADLINES
On the 7th of each month, your company must submit tax, UIF and SDL returns ( EMP201) to SARS, and pay the amounts due. No exceptions to the deadline will be considered. (Late submissions incur penalties of 10% of the total outstanding amount.)
In August you submit the 6-month reconciliation and the annual recon. in April/May.
Workmen’s compensation returns are due in March.
All these are deductions made from your payroll.
It is obvious that good payroll software will help you stay compliant, and prevent headaches.
7. SAVE RECORDS
Employee records must be kept by the employer, for a minimum of 5 years. These documents include timesheets, payslips and contracts of employments. Electronic copies are allowed.
Any documents linked to SARS are best kept indefinitely.
8. EMPLOYMENT EQUITY
This is an important issue in the South African work environment. Every 6 months large companies must submit progress reports to the Department of Labour. For smaller companies, it is once a year.
9. SA BANKING
South Africa has a sophisticated banking system that is comparable to international electronic transfer systems. If the transfer is done by 3pm, the money will be available to the employee by midnight.
10. THE 7 LAWS THAT GOVERN EMPLOYMENT
South African workers are informed about their rights, and expect the payroll department/service provider to deliver error-free pay runs.
Here are 7 laws that regulate the employment relationship in South Africa:
Basic Conditions of
Employment Act
Labour Relations Act
Unemployment Insurance Act
Health and Safety Act
Workmen’s Compensation Act
Income Tax Act
Skills Development Act
Another reason to switch to Paymaster for your payroll needs.
Contact Paymaster to explore the software that will keep you compliant, and able to focus on the core business of your company.
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:
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.
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.
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!”
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).
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.
If you’re looking for a clock system that is tailored to your specific needs, look no further than Paymaster. Our skilled consultants will be able to analyze your needs and recommend the best solution for your business.
Determine your level of savings!
Implementing access control in your business can have a significant impact on your bottom line. Careful planning and research are crucial in order to ensure optimal efficiency and budget usage. It’s important to take into account the type of environment, the level of security required and the type of access control system that will best fit your business. By considering these factors, you can achieve a balance between security, efficiency and budget usage.
Fingerprint, Facial & Palm Recognition
It’s important to evaluate the different types of biometric recognition devices and consider the specific needs of your business and environment before making a decision. Fingerprint recognition can be cost-effective but may not be suitable for employees who work with their hands on a daily basis. Facial and palm recognition, while more expensive, are touchless and may be more suitable in light of the current pandemic. By carefully evaluating the options and considering the specific needs of your business, you can choose the right biometric recognition device for your organization.
Selecting The Right Time & Attendance System
While biometric devices are a convenient method of recording time and attendance, it is important to note that they alone will not pay salaries. A time and attendance software solution is required to fully utilize the benefits of biometric technology. When selecting a provider, make sure to consider the cost, features and support provided, and ensure the solution caters for all your specific needs and requirements.
Important Facial Recognition Tips
While biometric facial recognition is a convenient and touchless option for identification and security purposes, it is important to consider the technical requirements and potential privacy concerns before implementing it. Non-visible light devices are more expensive but can cater for a much wider range of environments and it’s important to ensure that the technology is being used in a responsible and ethical manner.
Part 2
Covering your time and attendance needs
Paymaster has a powerful and versatile clock system that caters to all your basic and advanced clocking system needs. Whether you have been using a clock system for ages or are new to it, Paymaster will ensure that you are able to use your clock system capabilities to the maximum.
The Paymaster Clock System Support Mentality
At Paymaster we believe that our system is only as good as our support and ability to train you, which is why we provide in-depth training, in-system help videos and articles, and in-system support tickets, so that you have the help you need at your fingertips. We will be guiding you from beginning to end to ensure that your implementation of Paymaster is a success, and that you are protected by strong backing from your provider.
Time and Attendance Wellness Module
Our Time and Attendance Wellness Module is designed to give you a unique overview of your company, departments, and employees, and to help you identify problem areas before they become an issue. With our module, you can take a more proactive and preventative approach to managing time and attendance, which can ultimately save your organization time and resources.
The best way to experience our clock system
A demonstration is the best way to experience the capabilities of Paymaster, our user-friendly and easy to use clock system that can export or integrate with your favorite payroll systems such as Paymaster, Sage (VIP), PaySpace, Pastel, SimplePay, PSIber, and many more. Contact Glen Coburn today to arrange for an online demonstration and see how Paymaster time and attendance can help your business.
Part 3
Control access on multiple levels
Paymaster has software that has been designed to help you manage access and approvals on multiple levels. With its powerful access management features, it can help you to maintain the security of your data and prevent unauthorized access. Additionally, the Export Module enables you to distribute accountability for approvals across multiple departments and users, making the process more efficient and accurate. Whether you are a small business owner or a large corporation, Paymaster is the perfect solution for managing your access and approvals.
Features:
Clock System Reports
Standardized Time and Attendance Reports
Paymaster has powerful software that offers a wide range of basic and standard reports that can help you to stay informed about your workforce. With its powerful reporting system, it can help you to make better decisions about how to manage your employees, and improve the efficiency and accuracy of your data collection. Whether you are a small business owner or a large corporation, Paymaster is the perfect solution for managing your workforce.
Clock System Reports Dashboard
Paymaster’s Reports Dashboard is a powerful tool that can help you to stay informed about your workforce. With its wide range of reports, it can help you to gain a deeper understanding of your workforce and identify areas where improvements can be made. Whether you’re a small business owner or a large corporation, the Reports Dashboard is the perfect solution for managing your workforce.
Time and Attendance Departmental Reports Drill-downs
Paymaster’s departmental reports offer a powerful tool for analyzing data on a departmental level. With their ability to compare the efficiency of different departments and identify poor-performing managers, they can help you to set goals for the time and attendance system and systematically work towards a more optimized and well-performing company. Whether you’re a small business owner or a large corporation, Paymaster’s departmental reports are the perfect solution for managing your workforce.
Paymaster Case Study
The Paymaster Company-Wide Overview case study is a powerful tool that allows you to keep a bird’s-eye view over your company. With its ability to monitor important criteriaand drill down deeper into the data, it can help you to identify problematic departments or sectors within your company and set yearly and monthly budgets to monitor progress and efficiency. Whether you’re a small business owner or a large corporation, the Paymaster Company-Wide Overview case study is the perfect solution for managing your company.
Export to Payroll
Exporting to payroll is a powerful feature that is included in our LITE, PRO, and ENTERPRISE packages. It allows you to easily transfer data from Paymaster time and attendance to your payroll system, and improve the accuracy and efficiency of your payroll process. With the Export Overview screen, you can monitor the status of batches, and exporting is available to various payroll systems, making it more versatile. Whether you’re a small business owner or a large corporation, exporting to payroll is the perfect solution for managing your payroll process.
Export Data Management
Paymaster’s export features are designed to help you easily transfer data from the system to your payroll system and improve the accuracy and efficiency of the process. With the option to manually override values, FiF (Find it Fast!) feature, the ability to approve and unlock data per department, and display progress with various departments, the export feature ensures that no stone is left unturned, and that the data is accurate and reliable.
Access control and audit trails
Paymaster offers a powerful solution for managing access and approvals on multiple levels. With its full audit trail feature, it can help you to maintain the security and integrity of your data, and prevent unauthorized access or breaches of confidentiality. Additionally, by granting access on multiple levels, you can ensure that only the right people have access to the information they need and that everyone else is restricted to only what they need to know. This can help you to manage your access and approvals more efficiently and effectively.
Export Auditing
Paymaster offers a powerful solution for managing your payroll process by allowing users to run comparative audits between reports and export batches. These audits can help to highlight any inconsistencies between reports and final payroll data, which can give you the peace of mind that data integrity is maintained across all batches. Additionally, additional reports are available for a more in-depth audit of exports and values, which can help to improve the overall accuracy and reliability of your payroll process.
Part 4
Paymaster Time & Attendance Wellness
Our unique time and attendance wellness module is a powerful tool that allows you to take a completely new approach towards time and attendance management. By utilizing your clock system to become proactive rather than policing, you can set different levels or zones of performance, and monitor your company and department from a unique perspective, which can help to improve the overall performance of your company.
Support your employees, rather than policing
The Wellness Module is a powerful feature that allows you to monitor the performance of employees and departments over a 3-month, 6-month or 12-month period. With the ability to set thresholds for performance averages, and the system capability to respond proactively, it allows you to manage departmental or individual employee cases well before they become a threat or issue, which can help to improve the overall performance of your company.
Optionally place control in Employee hands
The next phase of the Wellness Module allows employees to measure and monitor their own performance.
By linking bonuses or incentives with these performances, companies can shift away from a negative, “policing” mentality and instead adopt a self-measured approach that empowers employees to take ownership of their actions and to strive for improvement. This approach helps the company to achieve better performance while also helping employees to become more self-aware and responsible.
Monitor Company, Departments and Employees
The Wellness Module is a powerful tool that allows you to measure and compare the performance of employees, departments, and the company as a whole. By identifying under-performing departments early, it enables you to take action to address the issue and improve performance. Additionally, by setting targets and goals, it allows you to track progress and monitor performance over time, which can help to ensure that your company is operating at its best.
FREE Time and Attendance Reports & Statistics
When you use Paymaster time and attendance, you gain access to all the standard reports that are essential to managing your employees‘ time and attendance. These reports include:
Standard Employee Report (breakdown): This report provides detailed information about an employee’s attendance, including their hours worked, overtime, and absences.
Employee Summary Report: This report provides a summary of an employee’s attendance, including the total number of hours worked, overtime, and absences.
Attendance Register (daily or summary):This report provides a record of an employee’s attendance, including the time they clocked in and out each day.
Latecomers Report: This report provides a list of employees who were late to work, along with the number of minutes they were late.
Leave Transaction Report: This report provides a record of an employee’s leave transactions, including the dates of the leave and the type of leave taken.
Leave Summary: This report provides a summary of an employee’s leave transactions, including the total number of days taken and the type of leave.
Company Overview:This report provides an overview of the company’s attendance, including the total number of hours worked, overtime, and absences.
In addition to these standard reports, there are hundreds of other reports available in the LITE, PRO and ENTERPRISE packages of Paymaster time and attendance. To find out more about the features and reports available in each package, you can consult our features comparison. With Paymaster, you can ensure that you have access to all the information you need to manage your employees’ time and attendance effectively.
Contact Glen at Paymaster atglen@paymaster.co.zaor 083 679 1311 for help to achieve your Time and Attendance goals for 2023.
It often starts with a small decision. We agree to something that falls within a “grey” area, legally or ethically. Decisions that may be marginally legal, but are in principle, unethical. Then it is easier to choose the decision with least resistance. And before we know it, we have “crossed the line”, and it is too late to turn around and change the course of events. To compound matters, we might become silent accomplices, if we don’t speak up and challenge management on these types of decisions. The Payroll professional cannot stay quiet on moral and ethical matters. Our position as moral compass, and trusted professional, is at stake.
Crossing that line
Once the line has been crossed, it is very difficult to rebuild our purity and reputation. Please note; I am not referring to obvious, and blatant fraud, or other illegal actions. I mean those decisions that evoke the faintest feeling of unease or unhappiness inside us. It is these issues (categorized as grey areas) that demand of us an ethical assessment of the situation.
This way we can know what the right decision ought to be. It is here that the Payroll professional’s job comes to the fore. We are called to provide up-front ethical leadership. To serve as a litmus test on borderline, grey areas.
Legally right, or morally right
A decision that is legal, is not necessarily morally right. For the Payroll professional, this is often the most demanding aspect of decision-making. Sometimes the easiest option is not the right option. And decisions like these cannot be ignored. Here we as Payroll professionals are required to stand firm, knowing that while the decision being considered might be legal, it is not morally right at all. Here we are obligated to listen to our conscience and apply the “litmus” test to help with the decision.
An example: different salaries, same position. An excellent example that comes to mind involves discriminatory remuneration practices. Salaries for employees doing the same job often varies. Despite both employees performing the exact same set of tasks and having the same job description. They produce the same (or similar) sets of results, ….yet they earn vastly different salaries!
Example — different salaries, same position?
An excellent example that comes to mind involves discriminatory remuneration practices. Salaries for employees occupying the same job role oftentimes varies. Yet, both employees are performing the exact-same set of tasks and job descriptions. They produce the same (or very similar) sets of results, …yet they earn vastly different salaries!
In this case, although this may not be an illegal practice (based on the breach of some or other labour law). However, it certainly does constitute a morally reprehensible practice (based on the simple argument of moral ethics). This, and many other examples, are the kinds of questions that all Payroll administrators would do well to regularly ponder on and/or raise with their superiors.
The primary, overriding question
What ought we, the payroll professional, to be doing about this?
Here are some suggestions:
Gather all relevant data to support your argument towards making a morally astute decision.
Seek to engage with your line manager in a private meeting. Do not openly dispute the merits of the issue or contest the decision with an audience.
By carefully explaining the underlying rationale and showing the reasons you think a particular issue is morally and/or ethically challenging, you can calmly state your case.
Be ready to clearly present an alternative, suitable solution that you believe to be the right decision.
Expect, with positive intention, to receive a revised final outcome that (fairly) takes your positive contribution into account.
Payroll professionals the litmus test
Remember that in these types of situations, management is well within its right to insist upon only that which is legal as the basis for decisions. The job, however, of all proud Payroll professionals, is to be the moral compass, pointing management in the right ethical direction. To make our voices heard, calmy and rationally.
Therefore, the Payroll professional is the litmus test representing the values of an organisation. We are called to be brave and ethical, speaking out when necessary. Building on our reputation as the moral compass.
Coming next…Hat 10: Why the Payroll Department should be appreciated
Payroll administrators handle private, often very sensitive information. For this reason they are usually trusted by the staff of the company. They like to share their serious concerns, and trust us to give wise advice. Sometimes listening is enough. Or we will explain to them what the company policy is, and let them make up their own minds. Other times, when we give them advice , they go away knowing that we have their best interests at heart. We care. We want them to make the right decision. This is one of the roles of a Payroll professional.
On the financial side we might be asked questions like:
What should my travel allowance be?
What about medical aid?
What plan should I choose?
Pension fund decisions are made with advice from the Payroll administrators.
We give advice on budgeting and how to balance a budget.
We give advice on how to deal with garnishee orders.
Advice when the Receiver of Revenue comes knocking? (ITA88 certificate)
The Payroll professional really is a font of financial information.
So what do you need to know about giving finical advice?
A word of warning:
“To give financial planning advice you need to be a registered financial planner. To give tax planning advice you need to be a registered practitioner.” So please be aware of the regulations, and make sure that you cannot be accused of overstepping the mark. It is good to be helpful, but do so within the boundaries.
In the same way, as we listen to people asking for advice on dealing with garnishee orders, ITA88 certificates, or input on financial issues, make sure you deal with it from a base of Payroll knowledge.
5 steps to counselling an employee
Listen carefully to what the employee is saying.
Take notes. Show that you are listening by maintaining eye contact, taking notes and above all clarifying your understanding of what is being asked. Try and separate the facts from opinion. Do not be influenced by emotion.
Summarise the issue/issues to check your understanding.
Briefly summarise the facts and if possible, list the questions or issues that need to be addressed. It is important to reach an agreement that we are all on the same page.
Research the regulations/company policy or the laws of the land.
Now present the regulations, company policy or laws that govern the situation. If you know them and have them at hand, do it then. If you don’t, end the meeting and set up another time to continue. It is very important as payroll to base any advice you give on a firm foundation of facts.
Give the employee feedback.
Show the employee the feedback and make sure that they understand it and are aware of the foundation that you are basing it on. Clearly explain your recommendations and why you believe the employee should take that route.
Check the employees understanding.
Make sure the employee clearly understands what you have told him. We want to avoid the “I said, you said” situation at all costs. This will seriously impact your credibility.
In all of this, please remember that any advice you give must be defensible when tested, either by management or by another third party. Make sure you keep notes of the interaction – just in case.
Paymaster Payroll software has a section to keep notes on each interaction. You can then upload any supporting documents to the employee’s profile. In this way you, the employee and management, have access to the interaction via the online Payroll platform.
Coming next… Hat 8: The Payroll Professional as Problem Solver
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Our payroll software is constantly monitoring the latest regulatory changes and checking clients’ data information. This way your company is prepared and able to make the necessary changes to your payroll to keep you compliant.
Employment Act
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?
clock system that can 
By utilizing your clock system to become 
bonuses or incentives with these performances, companies can shift away from a negative, “policing” mentality and instead adopt a self-measured approach that empowers employees to take ownership of their actions and to strive for improvement. This approach helps the company to achieve better performance while also helping employees to become more self-aware and responsible.
An excellent example that comes to mind involves discriminatory remuneration practices. Salaries for employees occupying the same job role oftentimes varies. Yet, both employees are performing the exact-same set of tasks and job descriptions. They produce the same (or very similar) sets of results, …yet they earn vastly different salaries!
these types of situations, management is well within its right to insist upon only that which is legal as the basis for decisions. The job, however, of all proud Payroll professionals, is to be the moral compass, pointing management in the right ethical direction. To make our voices heard, calmy and rationally.
