Payroll is one area that requires immense precision. Businesses must ensure their employees are paid accurately and on time. Key functions like this need an established policy at the workplace.
Your company’s payroll policy covers various factors affecting employee compensation and may contain several guidelines. It plays a significant role in promoting a healthy work culture and upholding the company’s reputation.
Therefore, it is highly recommended you have an up-to-date payroll policy in place. In this article, you will find six things you should include in it.
1. Payroll Schedule
It includes determining whether your employees will be paid weekly or monthly. For a hybrid workplace, onsite employees may have a different schedule from remote workers. Freelancers, however, may be paid on a per-project basis.
There are several types of payroll frequencies. Choosing the optimal one for your business requires careful consideration of their pros and cons.
For instance, a biweekly schedule can simplify the calculation of overtime pay. On the flip side, a monthly one can make including benefits like health insurance easier. As you see, there’s no one-size-fits-all approach to it.
Irrespective of the payroll model you opt for, your employees should know when to expect their pay.
2. Deductions
Deductions are an integral part of every organization’s payroll. Some mandatory ones include professional tax, employee provident fund, and state insurance. Including them is important for compliance with the tax laws.
Remember additional requirements like Social Security, Medicare, and Disability Insurance and factor them in when calculating an employee’s final pay.
Address these deductions in the payroll policy and explain their purpose in detail. Employees should know the benefits they can expect through these cuts.
When employees don’t understand the deductions in their salaries, they may often feel dissatisfied with the net pay. As an employer, you can make them feel valued by listing the various elements included in their wage.
3. Overtime
Employees who work overtime or on holidays to meet client deadlines are considered an asset to the company. They should be compensated for these hours and rewarded for their performance.
Usually, businesses pay 1.5 times the regular hourly rate as overtime compensation. It might vary across regions depending on local laws. So, know them in detail before adding the overtime section to your payroll policy.
Don’t forget to mention the approval process for working overtime and how these extra hours affect factors like taxes and benefits. This practice enables you to stay on the right side of labor laws.
4. Break and Meals
We get it. As an employer, your focus is on project delivery and customer satisfaction. However, your team is the backbone of your business and their needs should be prioritized too.
Your company’s payroll policy should include breaks for rest and meals and details on how they are tracked. Spell out the rules about instances of extending their break beyond the allotted time or going home in the middle of the day.
How many breaks can an employee take? Should they clock out and clock in during the break? What makes a break paid or unpaid?
The policy should answer these fundamental questions to avoid misunderstandings when employees look at their paychecks.
5. Leave Policies
In the 21st century, working until burnout is no longer glorified. People are prioritizing work-life balance to preserve their well-being. Experts consider this essential to sustain productivity at the workplace.
Your team members should be able to take time off when they need it. They can use it to go on a vacation or spend time with loved ones. On sick days, they can use it for recovery.
When employees know how different types of leaves impact their pay, they can avoid unpaid leaves by sticking to the number permitted by the company. A leave portal system simplifies this process by providing a clear overview of leave balances, types, and their implications, helping employees plan their breaks more effectively. It will also help them plan their breaks ahead of time.
6. Timekeeping
If you’re not calculating your employees' working hours perfectly, you're in for some serious trouble. You are more likely to pay them incorrectly, forcing them to look for another employer.
Technology has made it easier to track employee activity. You can use a digital clock-in system, time cards, biometric tracking, and timesheets. Such accuracy will prevent errors in tax deductions and other withholdings if any.
Even though digital tools leave no room for human error, occasional breakdowns are inevitable. So, ask your employees to contact their supervisor when they notice any discrepancies.
Conclusion
A well-defined payroll policy builds trust between employers and employees. Along with ensuring legal compliance, it keeps the entire process transparent.
Whether you’re running a small startup or a booming business, take time to draft a detailed payroll policy. Feel free to seek experts’ guidance in setting up an efficient system.
