Calculating and filling out the payroll is a routine activity for all companies that have hired employees.
However, despite being a usual task, very common payroll errors often occur that affect employee receipts and can lead to fine for the company and even in the filing of labor claims.
With that in mind, we've compiled a list of the most common payroll errors you should avoid when filling out your employee forms. Check out!
1. Not following a plan
Although filling out the payroll is a relatively easy and often mechanical task, it is important that all the steps that make up this activity are planned.
Planning is extremely important for any type of task within a company, because it standardizes the activity, automates the work and reduces the possibility of errors.
As for the calculation of the payroll, planning the necessary steps to carry it out will organize this activity and determine the standards to be followed for all employees, according to the particularity of each one.
Furthermore, it can prevent serious errors such as deducting wrong amounts from an employee's salary, for example.
2. Not paying attention to the framing of employees
There are companies that hire employees only under a formal contract. Others, however, carry out different types of hiring, such as the provision of services by freelancers, outsourced employees or legal entities.
For these companies, it is essential to pay attention to the employee's framework, considering that the rights and duties of each of them will vary according to the type of contract.
This implies the fees and taxes that apply to the amounts paid, the deductions that must be made and the mandatory benefits that must be paid to employees.
3. Not being aware of company changes
A company's workforce is very dynamic and can change at any time, even within a month.
Therefore, it is necessary that the manager or employee in charge of filling out the payroll is always attentive to the hiring or firing of employees, as well as changes in positions and salaries within the company.
An employee who received a promotion, for example, must have his job changed and his salary raised the following month.
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4. Not documenting processes
A company's payroll must be filed monthly so that all business processes documented and to facilitate future consultations.
However, documenting is not just about saving files to a computer or organizing them into a physical file. It is also necessary to back up these files in order to avoid unforeseen events such as viruses, formatting or damage to the archived folders.
This backup can be done using backup technologies. cloud storage, on digital file storage sites such as Dropbox or Google Drive, or with software created specifically for this purpose.
In addition, this cloud storage allows users to consult the files on any computer with internet access, which also makes filling out the sheet easier.
5. Not correctly controlling the hours worked
The main basis for calculating the payroll is the hours worked by employees. For this reason, your control of hours must be efficient to avoid mistakes when calculating the amounts that employees will receive at the end of the month.
Some technologies are great allies in measuring the hours worked, such as electronic time attendance, for example.
This technology consists of a solution that automatically tracks and calculates each employee's monthly working time, including absences, tardiness and overtime.
However, it is important to emphasize that, even with the help of technology, it is also important to guide the company's managers and supervisors to verify and control the workday, periodically, the punctuality and attendance of employees in each sector.
6. Not paying attention to payroll extras
As you already know, the payroll is not only made up of employees' salaries corresponding to their respective days worked.
It also includes extra values, such as maternity leave, insurance, 13th, commissions and other benefits offered by the company.
In this sense, it is essential that the person responsible for filling out the sheet pays attention to these details, to prevent any value from going unnoticed.
It should also be remembered that in relation to the thirteen first salary, the human resources sector must be attentive to the planning of values calculated for payment, to employees, of this benefit.
Many companies, wrongly, do not plan and end up running out of money to pay the 13th of their employees, which generates dissatisfaction and can even lead to the filing of labor claims.
7. Not being transparent
Another error from financial mismanagement What many managers or employees commit when filling out the payroll is not specifying, in the document, which are the discounts levied on the amounts paid to their employees.
It is essential that the employee is aware of the amount paid in consideration for their services, as well as any discounts and benefits that change this amount.
Otherwise, you may feel discouraged for not understanding why your salary was underpaid in a given month, for example, and harming the entire productivity of the company.
8. Not finding out about taxes
All amounts deducted or retained on the payroll may vary depending on the change in the company's workforce or the law itself.
As a result, the person who completes the payroll must always remain informed, both in relation to the employees, as mentioned above, and in relation to the changes in the rates of the payroll taxes levied on amounts paid, such as EHIC, RAT, FGTS, Income Tax, among others.
To find out about changes and dates for retention or discount, which may occur each year, you must visit the website of the IRS and consult your tax schedule.
9. Don't use technology to your advantage
As mentioned, some technological innovations are very useful for a company's activities like calculating payroll.
In the case of filling out the payroll, there are already solutions on the market that automate processes, control the hours worked, calculate the amounts to be paid and even store employee data and documents.
Undoubtedly, a system that helps the person responsible for these tasks will reduce the possibility of errors in the payroll, as well as saving the employee's time, who can be dedicated to more strategic human resources issues.
Now that you know the most common payroll errors, it's easier to pay attention to these points when performing this activity.
If it's part of your routine to do the payroll calculation or if you have any questions about the subject of this article, why not share your experiences and questions below in the comments? Until the next article!
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