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Tips to improve Company Payroll Process.

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What is Payroll Policy?

Any organization’s maximum essential issue is human assets. The upward thrust and fall with the business agency’s increase. It is critical to compensate the personnel for their vital services and impenetrable loyalty closer to the company. Payroll insurance explains the system of price to the personnel because it envelopes the control of the salaries, time-sheet protection, salary techniques, and price schedules of an enterprise’s personnel. This insurance is defined as area control and makes personnel aware of what they want to expect on payday. Any payroll insurance wishes to specify the obligations and accountabilities of the employees handling the equal. For the reason that payroll covers touchy and personal records, the coverage ought to moreover outline get entry to and protection stages. The coverage has to differentiate the practice required by several worker agencies. To put in force and streamline payroll coverage in your organization you want payroll management software that allows you to automate your redundant obligations.

Payroll Policy Sample

‘Name of the organization’ knows the significance of payroll for personnel and works the fullest to manner each worker’s payment before the specified date of every month. The coverage covers each element for calculations while keeping it compliant with the authority’s regulations.


The purpose of the Payroll policy is to complete every employee’s payment before the (date) of every month without any irregularities.


The payroll policy applies to every employee regardless of their status in the company.

Payroll Administration

‘Name of the Company’ guarantees to preserve a transparent pay structure for each employee at the side of detailing the everyday pay, beyond regular time, time-sheet renovation, compensations, bonuses, and reimbursements, whichever actively exists. The payroll administration of the agency seems to after every issue said above at the same time as keeping the fee of personnel completely compliant.

Components of Pay

The payroll service of the company entails every small detail to support and motivate their employees. The components that are included in the salary are enlisted below:

Basic pay

It outlines the gross earnings that employees earn according to their salary structure defined.

Time-sheet keeping

The time sheet comprises the daily details of the working hours and activities completed throughout the day.


The bonus is the amount that employees can receive for any excellent performance.


Any overtime hours worked by the employees will be counted according to the pro-rate basis and it will comply with the rules stated by the government.

Tax information

Tax such as TDS, PF, ESIC, etc. will be deducted from the salary which will be prior informed to all employees. The company will also share form-16 with the employee, which they can use for tax returns.

Investment Declarations

The employees can submit any investment declarations, and the company confirms that it will be added to their salary structure.

Travel reimbursements

Any reimbursement amounts remaining to return will be included in the salary.


The pending leaves of employees will be encashed through the salary according to the Leave policy instructions.

Loan deductions

The company can also deduct the loan amount through installments and inform the employees about the same.

Payroll Accounting

Payroll administration has to verify that each payroll reviews, ledger, bank reconciliations, and revenue structure continue to be updated for any audit check.

What is Payroll Procedure?

Payroll strategies are controls, pointers, methodologies, and guidelines that are established for the proper control and coping with payments to personnel. Those strategies create efficiencies in phrases of time series, record coping with, statistics access, charge, and record-preserving. Payroll tactics empower organizations to display direct and oblique hard work prices, including prices incurred in production activities. Via implementing mechanization and advances in the system era, procedures may be fee-effective and keep the enterprise’s fee.

Payroll techniques are useful to organizations in heading off bad regulatory selections, along with fines and nonmonetary consequences. Payroll processes also guide the payroll branch in implementing the setup of reimbursement structures and structures, branch budgets, and collective bargaining agreements.

Policy Features

Any payroll coverage ought to outline the responsibilities and accountabilities of payroll personnel and chiefs. Due to the fact payroll consists of realistic and confidential statistics, the coverage has to additionally specify get entry to and security stages. The coverage must certainly distinguish the training required using exclusive worker businesses. All of the methods have to be documented in elements within the payroll policy guide, which starts from employee hiring to separation. These procedures consist of payroll processing activities and bureaucracy required for handling new contracts, work adjustments, information updates, precise payments, deductions, time reporting, and separation.

What are the stages of processing payroll?

Payroll processing refers to the management of employees that consists of the tasks of paying wages, salaries, and bonuses to directors and personnel. Businesses normally use payroll software for processing payroll or use the provider of the groups which give payroll processing services. Payroll processing consists of 3 basic levels:

Stage one: Pre-payroll preparations

Stage two: Payroll calculation

Stage three: Post-payroll reporting and recording

Pre Payroll Preparations

Setting a clear payroll policy

The payroll branch has to hold in mind many enterprise recommendations which include attendance, go-away coverage, pay insurance, and advantages earlier than processing the payroll of a worker. Therefore step one is to set and outline payroll coverage and honestly talk to all your employees.

Gathering Inputs

Collecting information about a worker for payroll processing calls for interplay with a couple of departments. It is consequently one of the most critical and complicated tasks of payroll. This task is more often than not executed through the HR and finance teams.

Statistics for calculating worker revenue include worker role, go away days, time labored, attendance control information, salary revision records, and others for the unique pay period. If an enterprise has extra than a handful of personnel then it takes numerous hours for amassing information.

Data Validation

Validation of the information is critical for maintaining your payroll method heading in the right direction and ensuring that facts have adhered to the correct codecs, agency regulations, authorization, and approval. This step could be very vital because it avoids costly payroll mistakes that might cause financial errors, worker grievances, or prison consequences.

Payroll Calculation

After validation, the collected employee data is fed into the payroll system to calculate the net pay after adjusting taxes and deductions through a manual or an automated payroll processing system. Do not rush at this stage else it may cause payroll mistakes

 Net pay = Gross salary – Gross deductions

Post Payroll Reporting and Recording

Statutory compliance

Payroll processing considers statutory deductions like EPF, ESI, and TDS. The deducted amount is remitted to the relevant government agencies. The payment frequency varies depending on the dues. Mostly dues are made through challans. Once it is done you can file a return.


All the financial transactions including employee salaries are recorded in the accounting system. This helps to extract any needed payroll data at any time in an easy and organized manner.


The salary of an employee is transferred based on the agreed method of transaction, like direct deposit, cheque, or cash. Employee details are submitted in the salary bank advice statement to the respective bank branch.

 Payroll reporting

After running the payroll for a particular month. The management asks to submit the payroll reports of all the employees location-wise. As a payroll chief, you should be able to extract data from the payroll system and share the reports.


As you have seen, payroll policies and procedures are required to handle the payroll department smoothly. It plays an important role as it protects your company’s reputation by ensuring compliance with various legislations as well as labor laws in your country. Labor laws affect the payroll process and it varies by state, at times, and by city. If you want to manage those complexities then we would recommend going with Paysquare which is the top payroll services provider in India. Pay Square simplifies payroll processing services as they have expert advisors and perform routine checks to ensure the right systems are in place.