Accuracy is not just a virtue but a necessity in time and attendance and employee time tracking. Uncover the transformative capabilities of Time and Attendance Systems as we delve into how these systems eliminate errors and improve accuracy. In exploring enhanced precision, we’ll navigate the features that make our systems a beacon of reliability in workforce management. Experience the power to elevate efficiency and eliminate errors with our cutting-edge Time and Attendance Systems.
The COST of Inaccuracy
Inaccurate time tracking has pervasive consequences. Manual entry errors, miscalculations in overtime, and inconsistencies in leave-tracking can lead to payroll discrepancies, resulting in financial losses and employee dissatisfaction. Inaccuracies in employee attendance records can also pose compliance risks, exposing businesses to potential legal challenges.
Timemaster’s Precision Approach With Our Time and Attendance
Timemaster’s Time and Attendance system revolutionizes the search for precise, accurate data collection. Relying on automated processes, (by eliminating manual entry), Timemaster ensures that each employee’s working hours are precisely recorded. This reduces the likelihood of errors and provides a real-time, accurate reflection of each employee’s attendance.
End of Manual Errors
One of the primary reasons for inaccuracies in time tracking is the reliance on manual methods.
Timemaster’s system eradicates this danger by automating the time-tracking process. Employees no longer need to manually record their work hours, and this reduces the chance of errors caused by forgetfulness or unintentional misreporting.
Streamline Overtime Calculations with The Right Time and Attendance
Overtime calculations are prone to errors when done manually. Timemaster’s Time and Attendance system AUTOMATES this process, accurately calculating overtime based on predefined rules. This ensures that employees are compensated fairly for their extra work. It also eliminates the risk of miscalculations that could lead to financial discrepancies.
Compliance Assurance
Timemaster places a strong emphasis on compliance, ensuring that businesses adhere to labour laws and regulations. By automating time and attendance tracking, Timemaster reduces the risk of compliance violations caused by inaccurate records. This protects businesses legally and fosters a culture of transparency and fairness among employees.
Real-Time Insights lead to Informed Decisions
Inaccurate attendance data can hinder management’s decision-making. Because Timemaster provides real-time insights into employee attendance, it enables managers and administrators to make informed decisions, promptly. Whether addressing staffing needs, managing leave requests, or handling overtime, Timemaster ensures that decisions are based on accurate and up-to-date information.
Timemaster’s Time and Attendance solutions go beyond mere automation – they represent a commitment to accuracy, efficiency, and compliance.
By eliminating errors in time tracking, Timemaster empowers businesses to navigate the complexities of workforce management with confidence and transparency with our time and attendance systems.
Contact Glen at Timemaster for a future payroll that precisely calculates your time and attendance data. Email him at glen@paymaster.co.za or call at 083 679 1311.
Integrated online HR services … consider the advantages for your business
If you had staff on Mars, our integrated online services could pay them (Paymaster), manage time and attendance (Timemaster) and train them (Skillmaster)*. And they need never come into the office because all information is stored in the Cloud and can be accessed by mobile phone. Our Integrated Payroll and HR systems maximizes efficiency and allows you to concentrate on the core business of growing your company.
Let’s consider the advantages of using an integrated system:
Simplified work system
The integrated HR and Payroll information is held in one system, stored in the Cloud, saving time and avoiding compromising the data (handling the info once only) and causing fewer delays.
Easier payroll processing
Avoid bottlenecks, no manual uploading of data since employees are marking their own time & attendance, applying for leave etc. This information is then available as reports to the HR department.
Better employee experience
More convenient to use a centralized system where the HR software is integrated with the payroll software. Easy to check pay slips, tax deductions etc. from the self-service portal. Since they can update their personal information, it frees the HR department to focus on more pressing issues.
Improves compliance
The automated data transfer between the payroll and HR software systems minimizes payroll errors. And HR systems are consistently updated to include any new or updated labour legislation, so the payroll is sure to remain compliant. For audits, payroll records can be centralized and easily accessed ( even by mobile phones).
Increased security
The highly sensitive information contained by payroll and HR systems (salary information, tax numbers etc) is less likely to be breached in an integrated system.
Reduced costs
More efficient working hours and use of employee resources since the automated system lessens the repetition of information handling.
(*wifi necessary).
So are there any disadvantages to an integrated system….? Let’s see……none that we have found, but for excellent service, we will keep looking out for them.
If you are convinced of the advantages of signing up for our integrated Payroll and HR system and simplifying your Human Resource Management, then contact HRMASTER today.
Contact Hrmaster at 021 712 7333 for help to achieve your HR and Payroll goals for 2023.
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.
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
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.
Because Payroll is the biggest expense of an organisation, attention to detail is vital. Employees deserve to be paid accurately, and on time.
To add to the pressure, the Payroll department is responsible for legislative compliance, as stipulated in the Income Tax Act (managed by the South African Revenue Service). Also, company policies must be enforced. For instance, regarding Leave rules and Onboarding Procedures. This would also include adherence to reporting requirements for payroll funds, such as Medical Aids and Retirement Annuities.
To aid the planning of payroll functions, it is essential that a company’s Payroll requirements are clearly understood. Incorrect or late payment of employees is inconsiderate and will result in an unhappy workforce. This, in turn, may lead to high staff turnover or cause a strike. The incorrect payment to employees may also result in the incorrect employee taxes being withheld, resulting in tax penalties and interest. Ultimately, the incorrect or late payment of employees may have a negative effect on the business’s bottom line.
There are various factors that impact payroll planning and processing. These include legislative requirements, company policies, and employee contracts. This is where a reputable payroll company such as Paymaster is indispensable in keeping your small business compliant.
1. The Payroll Process
The payroll process can run in a weekly, bi-weekly, or monthly payroll cycle, taking annual requirements into consideration. From employees being recruited to submitting the Annual Employer Reconciliation Declaration, each of these processes will be unpacked and explained. Here is an introduction to the process:
1.2 The Recruitment of employees
Organisations identify positions in the company that will work towards achieving the strategic goals and targets set by the decision-makers.
The recruitment department will advertise the available position on
various platforms such as LinkedIn, Facebook or on their websites, to name a few. Applications are evaluated and suitable candidates are invited for an interview.
1.2 Employment Contract
When Human Resources and the Head of the Department identify a suitable candidate employee, the prospective employee is offered an employment contract.
The Law of Contracts, Basic Conditions of the Employment Act (BCEA) and bargaining councils stipulate the minimum requirements for the employment contract.
1.3. Payroll Preparation
Planning annual, monthly, bi-weekly and weekly Payroll requirements will ensure employees are paid accurately and timeously. This should include identifying a Payroll processing closing date, which is then clearly communicated to all colleagues in the business. All payroll input documents should reach the Payroll department by the communicated date to allow sufficient time for payroll reconciliation.
1.4 Payroll Processing
The payroll processing checklist includes:
Prepare all the input documents for Payroll processing
Verify the Payroll processing period
Make the applicable changes to the Payroll
Onboard new employees
Process financial information
Record leave transactions
Reconcile payroll input
Pay Employees
Distribute payslips
Provide the various divisions with required payroll reports
Instigate monthly statutory requirements
Fulfill annual statutory requirement
1.5 Payroll Reports
The reports are printed after the payroll processing is finalised, and the payroll closed for further input. This provides the Financial and Human Resources departments with the required information to complete journals and ledgers and helps them make informed business decisions.
These reports also supply required information during internal and external audit processes. (Here information is verified and investigated.)
1.6 Third Party Payments
After employees are paid and the period-end Payroll and HR reports are printed by Paymaster, third parties should be paid and then notified of the member payment or contribution.
There are various types of third party payments that can be recorded on the payroll, such as:
Retirement Funds
Medical Aids
Vitality
ITA88 Notice (Agent
Appointment Notification)
Garnishee orders
1.7 Monthly Statutory Requirements
The Monthly Employer Declaration (EMP201) Report printed by Paymaster will display the Pay-As-You Earn (PAYE) amounts withheld, Unemployment Insurance Fund (UIF) withheld and contributed. Employment Tax Incentive (ETI) calculated amounts for qualifying employees employed by a qualifying employer are included on the EMP201. Skills Development Levies (SDL) contributed by employers for employees are also represented on the EMP201 Report.
The amounts are paid to the South-African Revenue Services (SARS) by the 7th of the following month and the monthly return information submitted electronically through eFiling. The UIF submission is automated on Paymaster, and the required information submitted to the Department of Labour.
1.8 Annual Statutory Requirements
Legislation requires employers to submit annual reports to government organisations such as the South African Revenue Service (SARS), Department of Labour and the Sector Education and Training Authority (SETA). Here are a few types of annual statutory reports:
Annual and Bi-Annual Employer Reconciliation Declaration (EMP501)
Occupational Injuries and Diseases Report (OID)
Sector Education and Training Authority Reports (Skills Development Reports)
Employment Equity Reports
Part 2
2. The Recruitment Process
For optimal business growth, and to achieve strategic goals,it is crucial to employ the best candidate for the available position.
Each company’s Human Resources department has a unique process that is followed to recruit employees. Download the organogram on Paymaster to indicate the positions or roles required for the business to function successfully and achieve business objectives (this is a paid extra).
Here is some of the information that is important for the applicant:
Job Title
Purpose of the position within the organization
What the expected outcomes of the position are
Minimum qualifications and experience
The date that the position needs to be filled
Remuneration
Any special requirements (such as proof of qualifications) must be attached with the application, or if the position was earmarked as a BBBEE position
Closing date for applications
2.1 The Interview process
The Human Resources division will sift through the applications, or make use of software applications, to identify the best suitable candidates to be interviewed.
The interview process varies according to the position, and company requirements. For more skilled positions the process is:
Initial interview with Human Resources, to determine if the candidate employee will be compatible with the company’s culture. The interview can be hosted at the office, through a virtual meeting or telephonically.
Applicants may be required to complete assessments such as:
o Personality assessments
o Information processing assessments
o Assessments on the ability to learn new concepts
o Brain profiling assessments.
The next interview is held if the assessments indicate that the candidate employee would be a suitable fit within the organization. This interview will include the Human Resources department, Head of department, and reporting manager. For some roles the CEO will also be present in the interview.
The presence of the Human Resources department in the final, or panel interview, is to ensure questions posed to the candidate employees are fair, and that similar questions are asked of all candidate employees. The HR department will assist management to make an informed decision so that the best possible candidate is appointed.
2.2. The Offer of Employment
Once a suitable candidate employee is identified, the Human Resources department will present the candidate employee with an offer of employment. Legislation requires minimum information to be recorded in the proposed employment contract.
The candidate employee can accept, or negotiate the offer of employment. After the Human Resources department receives a signed copy of the accepted employment contract, all other candidates are informed telephonically or through email, that their application was unsuccessful. It is considered good business practice to encourage these candidates to apply again for other available positions. Providing constructive feedback to the unsuccessful candidates can also give them with the necessary guidance in future applications.
2.3. Employee On-Boarding Process
The Human Resources department may inform the successful applicant of the expected schedule for the first day, or first week. On the commencement date, after the employee is welcomed by the Human Resources team, they will receive induction training. In this training session, important information about the company is shared with the new recruit.
As part of the onboarding process, the employee will complete forms and provide information to the HR department that will impact the payroll. This will include personal employee details such as:
Certified copy of identification
Residential and postal address
Emergency contact details
Banking details
Tax number and tax office
Selected medical aid plan and beneficiaries
Retirement fund contribution and beneficiaries
Part 3
3. Payroll Processing
Paymaster supports Payroll and HR departments (especially for small businesses) to process information swiftly and accurately.
Payslips
For every payment from an employer to an employee, a payslip must be provided to the employee. Employees can be paid weekly, bi-weekly or monthly.
For Example:
The Company pays nett salaries on the 27th of the month, and commission on the 10th of the following month. The employee will receive two payslips, as two payments are made.
The Company pays their annual bonus on the 15th of December, and monthly salaries on the 27th of December. The employees will receive two payslips in December. The first payslip will be for the bonus payment and the second payslip for their salary.
Employees have an obligation to verify information printed on their payslips as specified in legislation, including the authentication of PAYE and UIF amounts.
Ignorance of the law is no excuse.
Employees can check hourly or daily payments (such as overtime) when the hourly rate and additional working hours are printed on the payslip. Printing information such as loan balances for company loans or annual leave days due, will provide information to employees and result in fewer queries to the Payroll and HR departments.
Paymaster makes payslips available electronically for employees to download and print from their Employee Self-Service Accounts. Employees always have their historical payslips available and can download the historical payslips to submit for use when applying for a loan, for instance.
Leave information that is available on Employee Self-Service:
Annual leave due at the beginning of the payment period
Paymaster will calculate the employee PAYE accurately and as specified by the Income Tax Act. Various factors impact the tax calculation of an employee. Therefore, it is vital to record accurate details when employees are added to the payroll.
Statutory Deduction and Contribution: Unemployment Insurance Fund (UIF)
Employers must pay Unemployment Insurance Fund contributions (2% of the value of each worker’s remuneration )every month. The employer and the worker each contribute 1%.
Contributions are paid to the Unemployment Insurance Fund (UIF) or the South African Revenue Services (SARS) by the 7th of the following month.
The Unemployment Insurance Act and Unemployment The Unemployment Insurance Contributions Act applies to all employers and workers, except for:
Workers that work less than 24 hours a month for an employer;
Learners
Public servants;
Foreigners working on contract;
Workers who only earn commission
Paymaster calculates the amounts automatically and will exclude the applicable employees from the calculations as indicated by legislation.
Statutory Contributions: Skills Development Levies (SDL)
The SDL company contribution is imposed on companies to encourage learning and development in South Africa. The SDL contribution is only paid by the employer. Paymaster will calculate the Skills Development Levy based on the taxable remuneration of the employee.
Part 4
4. Payroll Reports
Payroll reports executed from Paymaster assists the payroll and hr division to reconcile payroll processing that contributes to accurate employee payment. Payroll and hr reports are sent to the financial division to complete journals and ledgers.
Paymaster automatically sends the reports to the required division as soon as the payroll closed. The General Ledger information can be exported from Paymaster and imported into the applicable accounting software. The import file is a time-saving utility and eliminates typing errors.
Reports are used for internal and external audit processes to compare and investigate payroll processing information.
Payroll Processing Reconciliation
Payroll reconciliation reports are used to compare payroll input for the current pay period and must be generated before employees are paid to confirm the information processed reconciles with the various input documents.
The table below indicates the types of reports that can be printed from Paymaster to assist in reconciling payroll input/values.https://www.paymaster.co.za/wp-content/uploads/2023/01/Component-Variance–1024×624.pnghttps://www.paymaster.co.za/wp-content/uploads/2023/01/Component-Report-1024×668.png
Payroll period end reports
The payroll processing reconciliation is completed with the payroll reports balance with the input documents received. After employees are paid and the payroll closes the payroll reports for the payment run are automatically emailed to the specified divisions.
Paymaster allows users to print historic reports from the current pay month, this feature is of great value during internal and external purposes. As a cloud-native payroll, the data is always available to the approved Paymaster users.
The below table includes examples of these reports:
Should you have any questions regarding this, please feel free to get in touch at 021 712 7333, or email us at help@paymaster.co.za.
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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?
the unsuccessful candidates can also give them with the necessary guidance in future applications.