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The Importance of Payroll Security


HRM and Payroll Software

The Importance of Payroll Security

Employers should set up an effective payroll system that will handle their company’s payroll effectively and provide maximum satisfaction and security to the entire team. 

August 5, 2022
min read
August 5, 2022
8 min read
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The Importance of Payroll Security

What is payroll security?

Payroll security entails taking precautions to prevent sensitive company and employee information from being compromised by employees or outside actors such as hackers.

Paying employees on time and accurately is a great way to boost their morale and maintain the company’s financial stability and reputation. It can easily improve a company’s productivity if done properly.

Processing payroll is more than just paying employees for their skills and expertise. It can be time-consuming and frustrating, especially if done alone. That’s why employers must set up an effective payroll system that will handle their company’s payroll effectively and provide maximum satisfaction to the entire team. 

The Importance of Payroll to Small Business Owners 

An effective payroll system leads to a well-functioning business and has many benefits, as listed below. 

1. It enhances employee morale

The biggest benefit of payroll to small businesses is its positive impact on employee morale and satisfaction. Timely and accurate payments are the main reasons your employees come to work. Timely payments make employees feel valued and appreciated for their work. Thus, they will retain a positive mindset. 

An ill-managed payroll system will result in late salaries, and the employees will question the company’s financial integrity. Employees will feel unmotivated and disengaged in the company’s operations. It will eventually lead to a drop in performance; in some cases, employees will leave the company in search of better opportunities. 

2. It maintains the company’s reputation

Employers must ensure their company’s payroll processes and activities comply with the country’s tax laws and employment legislation. If the company handles payroll effectively, they will remain compliant, which will help establish their reputation as reliable. 

On the other hand, if a company fails to manage payroll properly, it will lead to heavy fines and a license suspension. It can also make the company look unprofessional, leading to increased employee turnover. 

3. It enhances employee progression and performance

Progression is important for employees who plan to stay in the company for a long time. These employees want to progress within their respective teams, upskill and earn a promotion. The only way employees will be willing to stay in a company for a long time is if employers take their recognition and compensation seriously. 

An effective payroll system gives monetary recognition to all employees in the form of timely salaries, bonuses, and increments, which encourages them to perform better in the company.

Importance of Keeping Payroll Records 

Payroll records are the documentation related to paying employees, including hiring documents, direct deposit authorization, and paystubs. Payroll records also include documents associated with total hours worked, workweek information, employee benefits tax deductions, and pay rates. 

Every country dictates how employers should keep payroll records. A company’s payroll records must always be open for inspection by the respective administration, who may ask to make the necessary changes. 

The following are the benefits of keeping payroll records

1. Legal compliance

Keeping payroll records for the required time ensures that the company complies with the country’s tax laws and regulations. Failure to do this may attract hefty fines, penalties, or revocation.

2. It helps with tracking expenses

A company’s payroll records contain valuable information about its employees’ wages and taxes. Such data can help track expenses to create realistic and more detailed budgets. These budgets can also be used to create a forecast of the company’s future expenses. 

3. It provides documentation of employee background

Payroll records contain information about employee background and their tax filing status. Employees require these documents to verify proof of employment when applying for a personal loan or renting an apartment. 

4. It helps with tax purposes

Keeping payroll records can prove to be beneficial, especially in an audit. When external auditors come, employers should have enough payroll files to back up the claims regarding the company’s revenue and income taxes. Additionally, employers can use well-maintained payroll records to prepare and file tax returns with the respective government agency. 

5. It reduces unnecessary errors

Well-maintained payroll records prevent duplicate work and discrepancies that may get the company into legal trouble. Since they can retrieve the necessary documents easily, the company can proceed to conduct error-free operations. 

The Best Ways to Protect Payroll 

1. Create strong passwords 

Using strong passwords for their payroll software and computers prevents unauthorized personnel from accessing payroll data. A strong password contains at least eight characters, including uppercase letters, lowercase letters, symbols, and numbers.

Also, when creating a password for the computers and payroll software, companies should avoid using their names, birthday or a family member’s name. In addition, they should avoid using the same password for multiple accounts. 

2. Separate payroll duties 

Companies can also protect their payroll by delegating payroll duties to multiple employees. For instance, they can choose different people to manage payroll, issue payments, review time cards, authorize payroll, and report payroll. This way, they will be able to deter payroll fraud. 

3. Restrict payroll access 

Employers should put one or two employees in charge of payroll processing to access payroll information and other sensitive data. This way, they will know who to hold accountable. 

4. Update payroll software 

Outdated payroll software is more vulnerable to security threats and data breaches. Regular updates on the payroll software will fix existing security flaws and keep payroll data secure. 

5. Change passwords regularly 

If an employee with access to payroll data resigns or is terminated, companies should change the passwords of all the accounts they had access to. This will ensure that the employee does not access confidential payroll data once they leave the company. 

Benefits of Payroll Security Measures 

1. It prevents identity theft

Having a secure payroll safeguards employee information from identity theft. If payroll data is insecure, someone can access confidential employee information such as bank account numbers or social security numbers and use them for illegal purposes. 

2. It prevents jealousy and conflict in the workplace

If payroll information is left out in the open, it may result in jealousy and conflict at the workplace regarding salaries, bonuses, and benefits.

Securing payroll is the best way to safeguard this information and prevent the lower employee from getting jealous. However, it is worth noting that employers cannot prevent employees from discussing their salaries with each other. 

3. It protects tax and benefit information

Securing payroll helps protect vital company information like benefits and tax documents. Only the business owner is supposed to have access to such information. Hackers can access and use it against the company. 

Summing Up 

Hackers and other unauthorized personnel can access a company’s payroll information anytime if they are not careful. This can lead to a massive loss of personal data that can easily taint the company’s reputation.

Fortunately, payroll software like Workpay has advanced encryption capabilities, which adds a layer of protection to any company’s payroll information.

Workpay Africa
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Workpay is a HR and Payroll software company that offers time & attendance, payroll, human resource, leave, expenses and remote teams solutions to businesses across Africa.

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