/ Accounting for Payroll in Visual Studio .NET

Generator QR Code JIS X 0510 in Visual Studio .NET / Accounting for Payroll
66 / Accounting for Payroll
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One problem with multiple payroll systems is that employee payroll records cannot be shifted through a company when an employee is transferred to a new location Instead, the employee is listed as having been terminated in the payroll system of the location he is leaving and is then listed as a new hire in the payroll system of the new location By constantly reentering an employee as a new hire, it is impossible to track the dates and amounts of pay raises; the same problem arises for the human resources staff, who cannot track eligibility dates for medical insurance or vesting periods for pension plans In addition, every time employee data is reentered into a different payroll system, there is a risk of data inaccuracies that may result from such embarrassments as wrong pay rates or mailing checks to the wrong address Also, a company cannot easily group data for company-wide payroll reporting purposes For all these reasons, it is common practice to consolidate payroll systems into a single, centralized location that operates with a single payroll database Before embarking on such a consolidation, one must consider the costs of implementation One is that a consolidation of many payroll systems can require an expensive new software package that must run on a larger computer, which entails extra capital and software maintenance costs In addition, there is probably a significant cost associated with converting the data from the disparate databases into the new consolidated one In addition, there may be extra time needed to test the tax rate for all company locations in order to avoid penalties for improper tax withholdings and submissions Finally, the timing of the implementation is of some importance Many companies prefer to make the conversion on the first day of the new year, so there is no need to enter detailed pay information into the system for the prior year in order to issue year-end payroll tax reports to the government The cost of consolidating payroll systems is considerable and must be carefully analyzed before the decision to convert is reached
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Eliminate Personal Leave Days
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A common task for the payroll staff is to either manually or automatically track the vacation time employees earn and use Depending on the level of automation, this task can require some portion of staff time every week on an ongoing basis Some companies then take the additional step of accruing and tracking the usage of personal leave days, which are essentially the same thing as vacation time, but tracked under a different name By having both vacation and personal leave days, the payroll staff is reduced to tracking data in both categories, which doubles the work required to simply track vacation time A reasonable, and easily implemented, best practice is to convert personal leave days into vacation days and eliminate the extra category of time off By doing so, the payroll staff can cut in half the time it devotes to analyzing employee vacation time The only resistance to this change usually comes from the human
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Payroll Best Practices / 67
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resources department, which likes to offer a variety of benefits to match those offered by other companies; for example, if a competitor offers personal leave days, then so should the company Though only a matter of semantics, this can cause a problem with implementing the simpler system
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Link Payroll Changes to Employee Events
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There are many payroll changes that must be made when certain events occur in an employee file Many of these changes are never made, because the payroll staff is so busy with the standard, daily processing of information that it has no time to address them or because the payroll staff does not possess enough knowledge to link the payroll changes to the employee events For example, when an employee is married, this should trigger a change in that person s W-4 form, so that the amount of taxes withheld will reflect those for a married person Automation can create many of these linkages Here are some examples: As soon as an employee reaches the age of 55, the system issues a notification to the pension manager to calculate the person s potential pension, while also notifying the employee of his or her pension eligibility These notifications can be by letter, but a linkage between the payroll system and the e-mail system could result in more immediate notification As soon as an employee has been with a company for 90 days, his or her period of probation has been completed The system should then automatically include the employee in the company s dental, medical, and disability plans, and include deductions for these amounts in the person s paycheck Similarly, the system can automatically enroll the employee in the company s 401k plan and enter the deductions in the payroll system Since these pay changes should not come as a surprise to the employee, the system should also generate a message to the employee, detailing the changes made and their net payroll impact When a company is informed of an employee s marriage, the computer system generates a notice to the employee that a new W-4 form should be filled out, while also sending a new benefit enrollment form, in case the employee wishes to add benefits for the spouse or any children Finally, a notification message can ask the employee if he or she wants to change the beneficiary s name on the pension plan to that of the spouse When an employee notifies the company of an address change, the system automatically notifies all related payroll and benefit suppliers, such as the 401k plan administrator and health insurance provider, of the change When a new employee is hired, the system sends a message to the purchasing department, asking that business cards be ordered for the person Another message goes to the information systems department, requesting that the appropriate levels of system security be set up for the new hire Yet another message
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