Payroll systems manage all operations related to paying employees and remitting payroll taxes. They are used to record hours worked, calculate wages, withhold taxes and other deductions, print and deliver checks, and remit state payroll taxes.
Payroll software Malaysia is often used that requires minimal input from employers. Employers must enter wages and hours worked, and the software uses this information to automatically perform calculations and make deductions. Most payroll systems automatically update when tax laws change and alert employers when they need to submit certain tax forms.
What is the payroll process?
A payroll administrator must plan the entire payroll process in detail. He or she must take care of the ongoing tasks and constantly keep track of changes in tax deductions, contributions, and other aspects that need to be considered.
Establish policies: During this initial phase, it is important to establish company policies, such as payroll policies, vacation and benefits policies, and attendance policies.
Ensure that these policies are clearly defined and signed off by senior management so that a standard payroll system can be implemented.
Gather input data: Interaction with multiple departments and payroll is often an essential part of the payroll process. These individuals can give you more access to important information, such as mid-year pay revisions and attendance data.
The process can be more consolidated in smaller organizations and more robust in larger companies. Collecting this data can be overwhelming, but free payroll software Malaysia has built-in features like leave and attendance management and employee self-service portals to make the task easier.
Validation of inputs: The next step in the process is to verify the validity of the data entered and whether it complies with company policies. This is the time to ensure that no active employee has been overlooked and no inactive employee has been included in the payroll payment.
Actual payroll process
Payroll Calculation: this is the phase of the payroll process where input data is entered into the payroll system to actually process the payroll. The result of this process is the net pay, which is determined after adjusting for the required taxes and deductions.
After this process is completed, the values should be reconciled and checked for accuracy to avoid errors.
Statutory Compliance: At the time of processing, all statutory deductions such as EPF (Employee Provident Fund), TDS (Tax Deduction at Source) and ESI (Employee State Insurance) are deducted. The payroll clerk then forwards the amount to the appropriate authorities.
The frequency of this process may vary depending on the amount of the levies. Most of these charges can be paid through special forms. After all levies have been paid, the returns are filed.
Payroll: It is important for each payroll organization to maintain records of all financial transactions.
Salaries are one of the most important components of operating expenses that must be recorded in the accounting system. Human resource management should always ensure that all salary and reimbursement data is correctly entered into the organization's accounting or enterprise resource planning (ERP) system.
Disbursement: Salaries can be paid in cash, by check or bank transfer. Generally, employers transfer salaries directly to the employee's bank account.
Once payroll is completed, a company must ensure that its bank account has sufficient funds to disburse salaries.
The next step is to obtain a payroll statement from the company's branch office. This statement contains information such as the employee ID, the account number and the amount of the salary.
If you use payroll software that has an employee self-service portal, it's easier to post pay stubs and employees can log in to access their account and pay stubs.
Reports: After completing payroll for a given month, your finance department or management team might request a report on things like employee costs for a department or location.
A payroll clerk must collect the data and extract the necessary information to create these reports.
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