Top 9 Use Cases and Benefits of Payroll Automation in 2023

payroll automation process

Employee payroll data is confidential information that should be kept safe and protected from unauthorized access. Printed spreadsheets and physical copies of payment details and other sensitive information pose a security risk that can easily be avoided by digitized, automated payroll processes. An automated payroll system can carry out processes like calculating pay and benefits, filling spreadsheets, updating employee information, issuing payments to employees, keeping payroll records, and more. The FSLA also requires you to keep certain records for each nonexempt worker.

  • Unplanned events, which disrupt the pay cycle, are used as machine learning inputs for artificial intelligence programming.
  • Automated payroll systems increase efficiency by eliminating manual processing of various payroll tasks, which can be time-consuming and require more personnel.
  • A payroll pay cycle is an event that is defined by calendar dates and rules.
  • Ask your employees to maintain working hours record for each payment settlement period.
  • IT communicates with the specialist to confirm company standards compliance, and HR sponsors the initiative.

Payroll automation[1] refers to the use of computers to produce paychecks and manage benefit payments for a company or community. Managing payroll is incredibly complex, and there are numerous payroll functions that need to be taken care of. Automating large parts of the payroll process reduces the amount of tasks that have to be handled individually, which makes managing payroll a lot easier on an overall level. No matter how big or small the organization, there’s no way around payroll. Calculating wages and salaries and paying employees for their work is a necessary process every business needs to undertake. But since payroll is so complex and time-consuming, it’s definitely not everyone’s favorite task.

What is payroll automation?

Human error cannot only upset your employees if they’re not getting paid correctly, but can also potentially bring you legal trouble. An automated payroll system can help you stay in line with IRS tax laws and regulations by generating reports, like profit and loss statements, that you’ll need come tax time. An automated payroll system will quickly calculate your business’s different types of payments. This includes basic and more intricate adjustments, like wage deductions and employee benefits. Your employees will feel valued and respected when they get paid correctly and on time.

  • Payroll automation reduces human input by streamlining payroll processing using software.
  • An automated payroll system can help you stay in line with IRS tax laws and regulations by generating reports, like profit and loss statements, that you’ll need come tax time.
  • It includes quarterly checking of the IRS 941 form as well as W-2 forms at the end of the year.
  • Closely tied to this, RPA can also enhance the quality and accuracy of your HR functions.
  • Payroll automation, and most other types of process automation for that matter, don’t inspire much excitement in business owners and executives.
  • If you are tired of the endless paperwork and compliance issues that come with managing your payroll manually, it’s time to collaborate with us for automation!

The bottom line is, the sooner you make the switch, the sooner you can take advantage of freed up time and resources. You’ll need important documentation before you can get started, such as EIN, I-9, and W-4. You should also take the time to notify your employees of the change. Give us a call or leave a message, we endeavor to answer all enquiries within 24 hours on business days. Once an employee has left, you can move quickly in deactivating their HRIS profile without leaving the platform you’re already working on. Here’s a look at RPA implementation and how RPA bots could assist with payroll.


A payroll pay cycle is an event that is defined by calendar dates and rules. The input needed includes the data about human beings to pay, the tax calculation information, and a mechanism to verify the hours worked for workers paid on an hourly basis. Versions of files become obsolete, and data security is improved by eliminating the need to have files of potentially outdated sensitive data stored on desktops around the world. Gathering all the data required to process payroll and getting it into the required format is historically one of the most time-intensive parts of the job.

But with a more efficient, cost-effective alternative readily available, it’s time employees’ payroll purgatory becomes a thing of the past. Managing statutory tax reporting is resource-intensive for payroll managers–more so if your business spans multiple jurisdictions. Digital workers automate payroll data transfers and synchronize reporting across multiple systems, keeping you compliant no matter how complex your business structure is. Robotic Process Automation (RPA) is an automation methodology that mimics and integrates our actions within digital systems. It works via automated scripts, software agents, and bots that can complete routine tasks at a speed and accuracy unthinkable for a regular employee. This makes it perfect for replicating structured work such as data entry and capture in payroll platforms, opening applications, and inter-system communication.

Why Paylocity

The amount you withhold is determined by the Forms W-4 submitted by your employees and current tax rates. In addition, the United States government requires that you pay federal unemployment tax (FUTA) and match what your employees pay in Social Security and Medicare taxes. Yet payroll automation is one of those business initiatives that take on outsize importance after the fact.

payroll automation process

Yes, payroll can be processed without software, but this is often a risky option for employers who don’t have the time or the accounting skills to do it correctly. The tax penalties that ensue from mistakes can quickly negate any savings achieved through DIY methods. For this reason, many businesses prefer to partner with a payroll service provider or explore outsourcing solutions. Organizations of all sizes use payroll software, but what works for one may not be suitable for another. A small business may only need basic features that save time and help them with tax compliance. Larger corporations, on the other hand, tend to look for more advanced solutions that can integrate payroll with other HR systems or have advanced reporting capabilities.

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Since money is deposited more efficiently, financial planning is easier for both the employer and employee. Various business functions can be performed by an payroll automation process automated payroll system. The goal of payroll automation is to streamline the responsibilities that are usually handled by the in-house payroll manager.

Each of these direct benefits result in time saved by the payroll team. Add those savings up, and you could be looking at two days’ worth of time saved per payroll cycle. This translates into more data per payroll run, with fewer adjustments needed. The system algorithms then perform the validation checks according to your instructions. To make it even easier, the validation protocol is typically triggered by a simple event, such as by locking payroll. Rather than spending hours looking for errors, your time can be spent correcting errors and working to improve or standardise your processes to prevent similar issues in the future.

However, given the number of choices at your disposal, there’s no reason not to take your time and choose the provider that perfectly fits your needs. Payroll is a fiercely competitive space filled with dozens of legitimate providers vying for your business. Instead, everything is maintained in a secure, central location where only the relevant and appropriate members of an organization can access it.

payroll automation process

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