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How to Choose the Right Online Payroll and Human Capital Software

Choosing the Correct Online Payroll and Human Capital Software

Online Payroll and Human Capital Software is a dynamic solution that streamlines complex operations and promotes seamless human resource management, two cornerstones of any efficient organisation.

Human resources software is a combination of various applications used by businesses to oversee administrative tasks associated with employee administration. Unlike older solutions, which dealt mostly with administrative tasks, modern HR software allows all employees to contribute to the organisation’s most valuable asset: its people.

The implementation of an HR software system has several positive effects, including increased productivity, tax compliance, and employee satisfaction. However, there are a number of considerations that must be taken into account when selecting HR software.

Typical modules found in these HR software suites, which can also be bought alone, fall into the following categories:

Human Resources (HR; leave; employee records; payroll);
Talent Management (compensation; development; performance; recruiting; continuity);
Personnel Management (scheduling; time and attendance);
Delivery of services (employee/manager self-service; help desks).

The South African payroll landscape is complex. To stay in good standing with the Department of Labour and the South African Revenue Service (SARS), companies must meet a long list of requirements and submit a number of different reports and/or documents. PayDay Software Systems, a South African developer of payroll software, offers a number of robust, yet simple, payroll solutions that facilitate the ease of such submissions.

PayDay Human Capital Software is user-friendly, comprehensive, and time-saving.

There are numerous types of HR software platforms available, and the best one is determined by the company’s specific objectives and its HR department’s requirements. Some businesses do well with a comprehensive core HR platform, while others succeed by combining multiple, independent systems. The odds of picking the best HR software for a company, both now and in the future, improve with a well-thought-out selection process.

This article highlights some of the key factors when choosing the right online payroll and human capital software.

Managing the Payroll

Payroll software was developed to facilitate the administration of wages and salaries and to guarantee precise calculations. Look for a programme that includes sophisticated payroll administration features such as automatic tax, UIF, and SDL calculations.

If the business deals with customers or workers from around the world, the software should be able to handle numerous currencies. This will facilitate tax reporting across jurisdictions and guarantee adherence to domestic laws.

Among the many aspects of payroll administration are:

Payment Options: Regular and One-Time
Calculating taxes electronically
Multiple currency support
Options for immediate deposit or ad hoc payments
Income verification including bonuses and deductions.

EFT Files

Check to see if the payroll software under consideration is able to generate EFT files that can then be imported into the company’s banking system for payment of employee salaries.

Meeting legal requirements

Legal compliance is crucial for any company, no matter how big or small. Businesses maintain their legitimacy by operating in accordance with all applicable regulations. IRP5s and IT3(a)s are generated by PayDay payroll software, and an electronic file is sent to SARS via the e@syFile system. In addition, it generates statutory reports such as IOD, UIF, Skills, and PAYE. When adjusting gross and net pay on the Live Payslip Screen, changes are reflected instantly.

Scalability

The capacity to easily accept large employee datasets, manage complex calculations, and automate repetitive processes is of critical importance as the demands of a growing workforce increase. PayDay’s Online Payroll and Human Capital Software is very flexible, allowing businesses to easily add or remove personnel, adjust to new rules and regulations, and broaden their scope of operations.

Systems Integration

Staff resources can be better managed with the use of time tracking and resource planning software. It is important for human resources to be able to accurately manage employee hours worked, leave, and other absences, hence these platforms should link with HR and payroll software. This will facilitate payroll calculations without requiring manual data entry.

The payroll system’s compatibility with the company’s current system landscape and architecture is an important factor to consider if the organisation already uses separate software for tasks like accounting and human resources.

The standard set of integration features includes:

Monitoring working hours for precise pay assessment
Handling of leave and sick days automatically
Planning for the most efficient use of available resources
System compatibility with pre-existing human resources and financial management products

PayDay Human Capital Software seamlessly integrates data between its Payroll module and Human Resources module. Descriptions are utilised throughout the HR module to establish client-specific codes that will standardise system input. The Skills and Equity modules are integrated for report generation in compliance with regulations.

User Friendly

Calculating payroll may be a complicated and time-consuming process, and not everyone has the necessary skills to do so. However, the software needs to be intuitive enough that it may be used by everyone in the company. A strong payroll system will have a low learning curve and require little to no training for new users to quickly become proficient. The PayDay Software platform is easy to use, effective and efficient.

Security

Despite the sensitive nature of payroll information, the payroll process requires collaboration across silos. To prevent unauthorised access to sensitive data, a payroll system should explicitly distinguish departmental functions.

Payroll requires maintaining sensitive employee data such bank accounts, salaries, and other personal information, often in the cloud. PayDay prioritises security to ensure that their customers’ employee data is safe.

Administrators can track employee record changes with audit trail data from payroll software. They should be able to generate these reports for any time frame to use as evidence during an audit. The PayDay 12-month report shows the last 12 months’ payslips and salary structuring on one page.

The Right Price

Despite its importance, payroll software should be reasonably priced. Finding a suitable payroll option might be challenging due to the variety of pricing models available. Some apps have tiered pricing based on the number of users or ‘seats’ required, while others have a flat fee regardless of how many features the company needs.

PayDay is committed to using their extensive industry knowledge to consult with and handle the ever-evolving requirements of their clientele. The definition of service levels, together with corresponding key performance indicators, standards, and best practices, is crucial. From inception to completion, the company’s projects incorporate change, communication, and risk management strategies.

Should You Upgrade Your Payroll Software?

Why Should You Upgrade Your Payroll Software?

Automating the payroll system process using software eliminates the need for time-consuming and error-prone manual labour. Furthermore, technological development is simplifying the once difficult work. Some businesses only contemplate replacing their payroll software after it has reached a critical point and cannot be maintained.

Even if the payroll services and technology are not faulty in the technical sense, they may become less suitable to the company’s needs as it expands and undergoes changes.

A proactive approach to managing payroll software includes keeping an eye out for signs that indicate it is time the company’s payroll system may need an overhaul.

Instead of putting off updating the payroll software until the last minute, it is more efficient and responsible to invest time and energy into exploring the various options that will ensure a new payroll platform that can accommodate client specific adaptations.

Effective payroll software can streamline business processes, save costs, and modernise a company’s infrastructure. By implementing new and improved technology, businesses can reach their full potential.

This article highlights a few signs that indicate it is time for a company to update its Payroll Software System.

Payroll is a Problem Due to Company Growth

The company is expanding rapidly, but the payroll system can’t keep up. When a company has outgrown its first HR spreadsheet, upgraded the accounting software, or invested in specialised tools for managing expenses, benchmarking performance, hiring, and tracking employee time, it has likely reached a stage of development where it requires more than a basic outsourcing process for payroll solutions.

Also, if a company already has those tools and is reliant on them, then it is even more important to have a payroll system that can integrate effectively with them. An updated payroll system is required if the company is still making use of Excel spreadsheet downloads, uploads, and emails. Changing payroll systems may be necessary if they prove too cumbersome to manage.

Complexity Hampers Productivity

In modern businesses, many individuals from several departments must collaborate to collect and verify data before it can be analysed or used to process payments. This is a sign that the payroll process has become intricate and the quantity of changes and data points is intimidating.

Payroll is managed more like a project than a department when it has its own calendar, specific workflow, strategy for cut-off days on data collection, and approvals scheduled out for the next several months.

Payroll management software solutions were developed to circumvent limitations imposed by outsourcing or manual in-house processing. If the company is experiencing problems and delays, upgrading the Payroll System will restore its faith in the process and give users back control while involving all relevant parties.

Payday is Always a Game of Catch-up

Payday is one of the most important tasks of the payroll department. When the HR department isn’t busy processing payroll information for new hires, they’re likely making adjustments to existing employee information or running reports at month-end.

Teams can easily become overwhelmed by the constant volume of work. Employees are more prone to make mistakes or fail to meet deadlines as their workloads increase.

A clue that the company needs to re-evaluate its processes, tools, and software is when the HR department is swamped with work because of a never-ending backlog of inaccurate data entries, and payroll issues.

Employees are Complaining and Not Paid on Time

There is a definite red flag when workers constantly bombard HR with emails about IRP5 requests, address changes, bank account updates, and payroll mistakes. Whenever workers voice repeated dissatisfaction with anything, it’s a good indication that it is time to make improvements.

All of these problems are amenable to cutting-edge technological solutions. Employee self-service portals allow workers to manage their basic information and make necessary changes. Standard payroll mistakes can also be avoided by keeping the system updated with changing business, industry and environmental demands.

Keeping Up with Legal Requirements

Payroll laws and regulations are always evolving. New regulations and changes in the law must be monitored constantly. A company could be subject to severe penalties for not complying with the latest legal requirements.

However, it is easy to overlook the latest government guidelines on payroll law amidst the plethora of other details that must be tracked. Keeping up with ever-changing compliance requirements and laws can be a full-time activity.

If the HR software department, and by extension the company, is unable to keep up-to-date with the latest legislation and payroll regulations, resulting in fines, then it is time for a complete assessment of the payroll system.

Easy to Use

The time for change has come when the system has a poor user interface and is cumbersome overall. When a business frequently needs help from the support staff, it’s probably time to upgrade. Modern software is designed to be user-friendly without sacrificing functionality, and many suppliers offer free trials so that businesses can evaluate the most recent technology.

Moving Into the Cloud

The need for businesses to adopt a global payroll system and move away from traditional on-premise deployments is significant. In response to this issue, cloud-based solutions provide a practical means of managing a globally mobile and collaborative workforce. The cloud’s scalability and adaptability allow for better delegation of support to staff.

The data is protected from intrusion and other threats thanks to the cutting-edge security measures in place. Safe and flexible payroll transactions in most locations can be processed with cloud-enabled Payroll Management, while still adhering to all applicable regulatory guidelines.

Time-Consuming and Accuracy Issues

If processing payroll takes too long, if the software is not mobile-friendly, and if the organisation is having data accuracy concerns, an updated automated payroll software system can ease or eliminate these problems.

A Last Word

Payroll administration is a critical element of every organisation. It is one of the primary drivers of talent management. The advent of cloud computing, has ushered in a revolutionary change in the way businesses handle payroll. Companies and the directors of HR departments need to keep up with these changes to remain relevant in today’s ever-changing business environment.

What makes PayDay Software and Services Better?

Payroll software is used by businesses of all sizes to automate the time-consuming tasks of determining and paying employees’ salaries, as well as keeping track of and reporting on payroll-related data including taxes and deductions.

Features like time-keeping, benefits management, and legal and regulatory conformity are also included in this software.

By automating routine operations and decreasing room for error, payroll software can help businesses save time and money.

PayDay Software Systems is an industry-leading payroll and human resources management software provider that helps businesses succeed by focusing on their customers and giving them a voice in the product development process.

PayDay was founded in 1989, and ever since then, has been at the forefront of innovative technology, using only the finest technological resources and support to bring customers a unique blend of on-premise and cloud-based options.

The company is South African based and provides payroll and human resource management services to businesses across Africa.

PayDay uses its expertise to help clients with their ever-evolving requirements. The development of service-level specifications, key performance indicators, best practices, and standards are crucial. All company projects, from conception to conclusion, are built on a foundation of managing change, communication, and risk. As a result, PayDay is able to incorporate a wide range of specialised support fields into the workplace. In this article, we look at what makes PayDay software and services so much better.

PayDay Software

Time-consuming administrative tasks like payroll processing can be made much more manageable with the help of a user-friendly and comprehensive payroll software solution. PayDay is a reliable and simple payroll solution that has simplified the process for many businesses. All of the modules are easy to use and are designed with the consumer in mind. PayDay also provides module-specific training which helps users get the best out of their PayDay Software.

The development of PayDay software is predicated on an in-depth understanding of its customers’ requirements and preferences, gleaned from extensive market research and roundtable discussions with those customers. Software for timekeeping and employee self-service are also available as part of the PayDay suite of modules.

Streamlining Human Resources

Human resource management software is essential to the growth and prosperity of any company in South Africa due to the ease with which it facilitates and integrates the administration of all relevant personnel data.

Human resources departments can save time and energy by using PayDay software’s automated payroll and benefits administration, performance tracking, and employee self-service portals. Human resource management software can also aid in adhering to South African labour rules and regulations, lessening the likelihood of non-compliance and associated fines. HR software implementation will boost productivity, cut costs, and enhance the employee experience, all of which are important to the running of a successful business in South Africa.

Time and Attendance

PayDay Visible is a time and attendance system that companies can use to monitor their employees’ time in the office.

The user-friendly biometric clocking system lets all authorised personnel easily examine, alter, and approve employee clocking in and out.

The biometric timekeeping system’s main features include:

Information about attendance, scheduling, and absences in real time.
Reduced errors in payroll processing.
Successfully managed labour expenditures with strategic scheduling.
Overtime rates are calculated according to customer-specific rules.
Less absenteeism and a reduction of associated costs.

Employee Self Service

PayDay Visual’s employee self-service software helps boost productivity and lower administrative costs. Allowing employees to update personal information, check payslips and benefits, and submit leave applications, reduces HR staff workload, freeing them up to focus on more vital responsibilities. Giving employees access and control over their data, empowers the staff and in so doing improves workplace satisfaction and engagement. Employee self-service software reduces administrative costs and boosts employee happiness, increasing the bottom line.

Some fundamental characteristics are as follows:

Online requests for leave and overtime pay are sent through an automated approval process before being reflected in the live system.
See current leave (vacation time) balances.
Managers can access leave and overtime matrices.
Basic information about an employee, such as financial information, contact information, and address, can be updated by the employee electronically.
Payslips in PDFformat can be viewed and printed or sent through email.
Current and historical payslips, as well as IRP5s, are easily accessible. Employer-collected PAYE is transferred to SARS.

Due to employee self-service’s digital transformation in South Africa, physical distribution of the IRP5 document is now obsolete. With the innovative paperless technology of PayDay Visual, companies can expedite all HR procedures and provide their employees with easy online access to their generated IRP5s. And they can then print the document whenever it is most convenient for them. The use of employee self-service software will streamline operations and cut down on wasted time.

Online payroll

PayDay Virtual is a payroll online and human capital system that can be used anywhere in the world, at any time — as long as there is an internet connection. PayDay Virtual is a low-cost, user-friendly, cloud-based human resource and payroll solution for businesses of all sizes. Workplace software installation is not required. A “responsive view” was implemented into the system’s design to ensure that users can access the system from any browser and smart device.

PayDay will set up company details, earnings and deductions and handle all software changes, so businesses are compliant with new regulations and improvements to the system.

Characteristics at its core include:

Automated generation of regulatory filings.
Standardised reporting.
Safe and reliable automated backups.
Leave requests, reports, and employee history.
Payslips in PDF format that comply with UIF and SARS and can be printed or emailed to employees.

A repository of archived employee information from which to draw reference.

Staff commitment and expertise

PayDay values its employees highly and actively encourages their growth, development and well-being. All employees are encouraged to pursue ongoing education within the organisation. As a result, PayDay has flourished, and clients can rest assured that the specialised knowledge of the PayDay team is being effectively transferred.

PayDay takes its obligation to serve its customers with precision, promptness, and consideration for their individual circumstances extremely seriously. Therefore, PayDay makes great efforts to equip its employees with the knowledge and discretion they need to make prompt judgements about the projects they’re responsible for. With the proper training and resources, employees at PayDay Software Systems are able to assume responsibility and make decisions with confidence.

PayDay’s success is not only due to the company’s innovative merchandise, its dedicated employees, or the quality of its products. It is also because of the confidence and trust that everyone involved with PayDay has in one another.

Startup Insights 2023: How to Streamline Business Processes

Recent political, social, technical, and not least pandemic-induced shifts have disrupted the way HR departments have traditionally done business, but the avalanche of HR software trends and industry-wide advances in the past year has kept HR practitioners on their toes.

First and foremost, remote work has become part of normal life, therefore it’s time to rethink how things like training, employee engagement, workflows, and so on are done in the workplace. Workers’ demands for attention to their mental health are on the rise, and automation in the workplace can be both a threat and an opportunity, depending on the industry.

PayDay Software Systems is a market leader in the professional payroll and human resources software space, serving clients ranging from sole proprietors to multinational corporations, accounting firms, and local governments. This leading HR Software Company provides customised consulting to a wide range of clients because of their PayDay software that has a variety of modules that meet client specific requirements.

In 2023, improvement and efficiency will be the watchwords. What does it entail, and what steps must a business take to realise it?

The term “optimisation” is commonly used in business to describe the process of improving operational efficiency. There are several approaches to this, but one common method is to automate routine processes and cut out unnecessary steps. For instance, if management notices that certain organisational tasks are taking too long to finish because of extraneous procedures, they may endeavour to streamline those procedures.

Employing state-of-the-art software solutions is another method for improving internal operations. In order to run their businesses, many organisations today rely on cloud-based software. For organisations of all sizes, this software is a terrific option because it is typically more easily accessible and has no onsite hardware dependency compared to conventional software.

This article focuses on the most significant HR software trends for 2023 to help organisations streamline their operations in the coming year.

Remote work is here to stay

In light of the pandemic, several businesses began allowing staff to work from home in 2020; by 2021, however, they faced a critical choice: bring staff back to the office or retain the remote work system in place. If the previous year is any indicator, a hybrid workforce will become the norm in the coming years.

This means that HR specialists may be interacting with staff members from all across the county or possibly the world, as well as in the office. As the 9-to-5 model evolves, so will the channels of communication between workers and human resources departments. Constant communication between HR and the rest of the company is essential for the successful implementation of any HR strategy. A company’s productivity may either rise or fall as a result of this. Having a system in place is essential.

Human resources professionals should get ready for a more streamlined virtual office process. Virtual training and team-building exercises should be considered and added to existing programmes if they haven’t already.

Analysing the company HR

Human resource analytics, sometimes known as “people data,” will become increasingly important in the field of human resources as technology and automation become more pervasive in the workplace in the years to come. There is already widespread use of HR analytics, and that usage is only expected to rise over the coming decade.

Using HR analytics, it is now standard practise to monitor such indicators as absenteeism, cost per hire, retention rate, turnover rate, and time per hiring. A company will be better equipped to foresee challenges, make sounder business decisions, and enhance the working conditions of its employees if it keeps HR analytics data on hand.

PayDay Visual is an intuitive employee self-service with many useful functions, such as real-time leave balances, an online leave application portal, PDF pay slip generation, and access to 12 months’ worth of pay slips.

With PayDay Visible’s time and attendance solution, the use of a biometric clock-in system yields excellent results especially when used in conjunction with PayDay’s other existing suite of modules such as Payroll systems and HR. With this system in place, calculating payroll each month is a breeze, and employees no longer need to keep track of their hours manually.

Innovative technology and automation

Human resources is only one of many sectors that stands to be revolutionised by technological advancements. The HR department’s workload is growing, and managers need to discover ways to simplify administrative processes for their staff in order to boost productivity.

McKinsey Global Institute concludes that current technologies can automate 56% of HR workers’ routine responsibilities. The use of technology is becoming more widespread as businesses see the benefits it provides in terms of reducing waste, improving decision making, and ensuring the safety of confidential data.

Using PayDay Software Systems, HR staff may automate a wide variety of administrative tasks, including onboarding and off-boarding, employee feedback, workflow and ESS management.

To a greater or lesser extent, automation will affect many business activities, including recruitment. Studies have shown that scheduling interviews is the single largest time sink for HR departments and software solutions that facilitate this function will go a long way to save time, energy and money.

Cybersecurity

More emphasis will be placed on the role of human resources departments in plans to protect businesses from cyberattacks. Inconvenient as it may be, businesses must accept that every employee on staff is a potential entry point for cyberattacks. Since more and more people are now telecommuting, there are more potential points of entry for hackers to exploit, which in turn increases the difficulty of security measures.

Human Resources handles things like remote access to computers, company intranets, employee self-service portals, lines of communication, mobile apps for working remotely, and individual employee databases. The data stored and made accessible by these systems is extremely valuable, and so is the access they provide to essential business infrastructure. Human resources will need to collaborate closely with security and IT personnel, becoming an integral part of the front lines of cybersecurity efforts.

In order to improve data security without impeding efficiency, human resources departments could assign users specific roles within the system. Human resources will also be in charge of training employees on how to spot and avoid phishing emails, social engineering, and other forms of cybercrime, as well as enforcing other precautionary policies for the digital workplace.

How to Monitor Employees Time and Attendance

Monitoring Employees Time and Attendance

Work hours are monitored through time and attendance systems.

The best options are those that are simple to implement, provide several options for employees to punch in and out, handle vacation and sick time, and sync up with the business payroll service.

Implementing a time and attendance system requires drafting and disseminating a policy, making schedules available to workers, keeping track of when shifts begin and end, and using that data to determine pay rates and determine how much tax to withdraw.

Since the beginning of paid employment, keeping track of employees’ time and attendance has been a crucial function for any business.

The methods used to record for monitoring employees time and attendance presence at work have changed over the years in step with technological advancements. The traditional scene of employees waiting in line to punch in at the start of the workday has largely been replaced by more modern methods. In large part, this is since traditional timekeeping methods based on punch cards are antiquated and open to abuse from dishonest employees. Biometric time clocks and attendance tracking software have made punch cards and time sheets obsolete by practically eliminating the possibility of time theft.

Adding to PayDay’s suite, PayDay Visible is an automatic time and attendance software component. Any authorised personnel member can access, view, and make changes to employee timecards using the user-friendly biometric clocking system.

Automated biometric solutions that identify employees via fingerprints, retinal scans, facial recognition and voice activation are just a few examples of the cutting-edge advancements in attendance tracking hardware that have occurred in recent years.

PayDay visual offers real-time data clockings, precise GPS coordinates, and detailed area descriptions. With this system employers can tell who clocked in, where they are and at what time they clocked in and out. It is also accessible during load-shedding.

The ability to save money is one of the most compelling arguments in favour of implementing time and attendance software. If employees’ time is not tracked automatically, it might become a serious issue because they will not be compensated for time they are not working. As fallible beings, humans are prone to making blunders, and some may even resort to dishonest means to make it appear as though they have put in more time at work than they have. Automated time and attendance tracking provides reliable data to management, which in turn can lead to cost savings.

Data is increasingly important in the modern workforce, and an automated time and attendance system is one of the most trustworthy ways to generate, track, and record crucial information about when and how your staff works. Time and attendance information is a vital window into many facets of workforce management – including but not limited to seasonal employment trends, compliance and safety measures, and timetable management. A company can save a lot of time and money by investing in a time and attendance tracking system that makes employee data easier to record, report, and analyse.

Correctly recording time spent on activities such as breaks, tardiness, and unpaid overtime is also essential. A business owner has a responsibility to ensure that their staff members are working the allotted number of hours each week without taking unnecessary long breaks or racking up extra costs through unapproved overtime.

Automated time and attendance systems help lower absenteeism by making it simpler for human resources to distribute work so that employees don’t get burned out. Employees can benefit from time monitoring since it helps them organise and plan their workdays. They will be able to see how much time is spent on which tasks and where. Once this is done, workers can allocate sufficient time to complete all necessary tasks.

Tracking employees’ time and attendance provides insight into what they perform well and where they may make improvements. Managers can now approach talks with staff members armed with relevant facts.

By detailing the amount of time each employee has spent on each client’s account and related project, transparency helps establish credibility between a company and its clientele. Automation in time tracking can provide clients some assurance that they won’t be over charged.

An accurate time and attendance system provides a strong incentive for employees to follow the company’s attendance requirements and ensures that no payroll mistakes are made. As a result of having access to objective data, workers are better able to assess their own work habits, identify areas of weakness, and develop strategies to boost their performance and the company as a whole. Establishing a culture of accountability and productivity in the workplace is one of the main goals of implementing a time and attendance system.

Time and attendance tracking is a crucial part of every organisation’s infrastructure. Any level of operation can be negatively impacted by a flawed or ambiguous approach. Staff morale is boosted, and productivity is increased when procedures are clear and easy to follow.

Once the system is up and running, a business can expect significant changes in culture, effectiveness, and productivity because of implementing your system. Be certain it can house current staff and expand with them in the future. See if the supplier has a reliable mechanism of providing support, and how it is managed. Look for a solution that can integrate with the business payroll system to cut down on time spent keying in the same information. Time and attendance software allows business to plan with job codes, tip management, scheduling enforcement, and certification tracking software.

PayDay Visible is fast, reliable, simple to use and secure. Admins can quickly and easily identify users thanks to the built-in photo module, and they may tailor permissions to suit varying degrees of access.

The writing of company reports can be done in-house, and the results can be exported to Excel, printed to PDF, or emailed.

The key to a productive, data-rich, and error-free workplace is an automated time and attendance system that can be readily integrated with payroll and scheduling software.

Why Employee Self Service is Important

Importance of Employee Self Service

Working from home does not always imply working at home. In this article, we discuss why employee self service is Important. Using remote and hybrid working environments, employees can work in places that suit them. It may be a local restaurant or even another country.

As the workforce continues to grow, more people are eager to try new things, take on new challenges, and gain new skills while they’re doing it.

As a result, people are not only motivated by employment security or benefits, but also by occupations that offer greater flexibility, higher growth potential, and a feeling of purpose.

Employee Self-service systems are reshaping the working environment through the accuracy, efficiency, and convenience that it offers its users.

By offering employees the ability to log in and capture their own data, as well as access information like pay slips andIRP5, companies are empowering their staff, which in turn leads to greater productivity.

PayDay Software Systems, a leading provider of payroll and human capital software in South Africa, have also introduced PayDay Visual, an employee self-service system that’s suited for businesses of all sizes.

Using PayDay Visual, employees can access their payslips and IRP5s from any location in the world. All they need is access to the internet. The IRP5 form is a critical piece of paperwork as employees are required to submit it as part of their annual tax return.

The IRP5 includes the employee’s personal information, the employee’s earnings information, the employee’s deductions such as pension and medical aid, and the PAYE paid by the employer to SARS.

PayDay’s Visual ESS a whole new world of paperless technology for businesses, allowing employees to see their processed IRP5s online and print them whenever they require.

Employees are also able to view their leave balances and submit leave applications via PayDay Visual. Online leave applications and claims for overtime go through a line management approval process before they are updated on the live system where managers have access to leave and overtime matrices.

Payslips in PDF format can be printed or sent via email. Payslips and IRP5s can be viewed and printed directly through PayDay Visual ESS. Payslips for previous months and all IRP5s generated since 2006 are readily available.

PayDay Visual ESS makes it possible for employees to electronically update their own basic information, such as their bank information, address, and other pertinent personal information at any time they choose to do so. They are able to submit leave applications, make changes to their profile information, and attach relevant documents to their applications. For businesses, the company’s name and logo can be added to the PDF payslips.

PayDay Visual is easily accessible through most browsers and thanks to its responsive design it can be accessed via any computer or smart device that has an internet connection.

The latest Human Resources Information Systems (HRIS) software includes ESS as a feature, enabling two-way communication within the organisation. As a result of ESS features, employees are better equipped to take ownership of their work and grow professionally. Incorporating the ESS feature into HRIS allows the HR staff and management to streamline their workflow more efficiently.

Some repetitive HR operations and administration can be very time-consuming. This is especially true if the processes are carried out by hand and all inquiries are routed through the payroll or HR division. Using ESS systems, employees don’t have to wait to research and print information regarding their jobs because it’s available around the clock on the system.

Human resources may now devote more time to business-critical activities, such as generating daily reports with the accuracy and timeliness required by the organisation and freeing up HR staff to do this. When there’s more time to focus on each task, the level of input accuracy increases.

A cloud-based self-service payroll solution is a good fit for businesses with employees spread out throughout the globe. Employees and managers can get the information they need via the system without any hassle.

Using an ESS system like PayDay Visual allows employees to directly view their Payroll and -HR information. Having instant access to this basic information gives individuals a better sense of control over their day and their personal plans such as vacation times.

The convenience of having an employee self-service system like PayDay Visual, is what makes it valuable, both for the business and its employees. Simplifying annual leave planning, time tracking, and maintaining accurate employee records reduce the costs associated with manual processes and human errors and add to a more streamlined HRM system.

The ESS system allows for the electronic storage of employee-related documents, such as, identification documents, proof of residence and medical/sick notes.

Deciding to invest in an ESS system is essential in modern day business and selecting the best ESS for a company will depend on several factors unique to the organisation. That’s why we recommend PayDay Software Systems – their PayDay Visual Employee Self Service system can be setup to accommodate client specific requirements and is suitable for any size business.

The Benefits of using Time and Attendance Software

The Benefits of using Time and Attendance Software and why PayDay Visible is at the forefront of this increasingly popular technology.

Every growing company needs a method of tracking working hours of employees. Whether it is for calculating overtime or just to keep track of what it is that employees are doing, having a working web-based system in place is not only convenient, it’s also accurate.

As PayDay has grown to become one of South Africa’s leading online payroll and human resources software developers and providers, we know all about time and attendance procedures and what it is that you need in order to have a system that actually suits your needs.

With PayDay Visible, you have a simple and easy to use time and attendance system that has been designed with the client in mind. Providing features that are actually needed by the companies using the software, PayDay Visible is more than able to streamline the way that you handle this particular part of your business.

PayDay Visual (an employee self-service application) comes with features which include the ability to view live leave balances, a portal which enables employees to apply for leave online, the generating of PDF payslips, and the option of viewing the past 11 month’s payslips for those employees who need to. This system works well in conjunction with our biometric clock-in systems, which are made to suit a variety of businesses. This integrated system will automatically help you to accurately calculate the payroll each month, without employees having to physically write out the time they arrive and the time they leave.

Why have integrated systems?

When considering having a time and attendance system integrated into your business, you will benefit in a number of ways, including:

1. Better budget planning

Knowing exactly when an employee arrives at work and when they leave eventually helps you to create a pattern that will enable you to plan out your upcoming monthly staff budgets. Budgets can be correctly forecasted and therefore easier for generation of reports.

2. Less time on administration

When you have an automated system, and you don’t have to double check the numbers, you will end up spending less time working on your admin and you will also spend less time having to liaise with your staff. This reduction in time spent on those tasks means you will have more time to focus on growing your business.

3. Reduce monthly costs

Tracking employee work times is an important aspect of any business, and when it is done incorrectly, it can easily end up costing you quite a bit of money. With the possibility of mistakes being removed and only the time worked being paid for in overtime, you can take better control over how much you end up spending. With sophisticated software like PayDay Visible, you will not have to worry about people trying to cheat the system.

4. Data can be protected

Time and attendance software requires the input of very sensitive data and when there is a breach in the system, there is always the worry that the data will fall into the wrong hands and possibly compromise the integrity of your company. Software systems with advanced biometric technology will prevent this data from being stolen and it will also prevent employees from accessing one another’s data without permission.

5. Absenteeism will no longer cost you

By having a way to reduce absenteeism, you can reduce the unnecessary costs and actually increase productivity. You will easily be able to differentiate between those employees who never take time off and those who are seemingly never at work, which will then allow you to treat each of these employees the right way.

6. The system can be integrated with other systems

These days most companies are using a number of systems in order to make sure that the various processes are done correctly. Most biometric systems are made to be able to integrate with whatever systems a company already has. This is a great way to save both time and money.

7. Easy reporting

One great thing about having any PayDay system, is that it is capable of generating audit reports which can help to make the day to day running of your business both easier to get through and easier to plan. Reports can be used to grow your company and can also help identify which areas of your company are in need of attention.

How to use employee self-service for the new financial year

A new year comes with new opportunities and many ways to improve the way your company or business functions at its core.

One of these ways is by empowering your employees with PayDay’s world-class software which focuses strongly on self-service. Many studies have been conducted in human resource departments around the globe, which have all shown that employees are happier when they can access their payslips, leave applications, and even IRP5s without having to follow a strenuous process or complete confusing documents.

PayDay Software Systems is one of the leading payroll software developers in the country, and the PayDay Visual ESS system is truly simplifying and improving HR departments across South Africa.

PayDay Visual will benefit your company with its user-friendliness and accessibility. It can be used on all browsers and smart devices.

This system is an investment to take your business to the next level in 2022. In this article, we will dive into the various benefits that an employee self-service system will offer to your company.

Self-service systems create happier employees

Any employer knows the importance of empowering their employees to do certain tasks themselves. Giving people autonomy over their tasks and resources creates employees who are self-sufficient and an overall happier working environment.

Certain studies have shown that employees want easier processes to handle routine tasks. PayDay Visual can offer your employees a self-service system to empower them to stay up to date with all the finer details of their employment at your company. This means they do not have to plow through stacks of paperwork to access their personal information.

What is more, your employees will be able to access this anytime and anywhere, without having to rely on the HR department as heavily.

Self-service is also likely to improve the productivity of employees. Eliminating a tedious process to access these admin tasks, gives your employees more time to work on the truly important things in your company, which in turn improves motivation and satisfaction. At the end of the day, happy employees create successful businesses, so ensure that you have a happy workforce.

PayDay Visual can increase the efficiency of your HR department

The human resources department of any company is usually one of the busiest departments and is also essentially one of the most important departments of any successful business.

However, too many administrative tasks and paperwork can decrease the productivity levels within this crucial department. With PayDay Visual you can lighten the load on the HR department and free up their time to focus on truly important tasks. When HR officials have time to address more important issues, it could have a positive impact on the overall success of a company.

PayDay Visual can take routine admin tasks off the desks of HR officials and pass them onto employees, which is a win for everyone in the company.

Employee self-service cuts costs

It is estimated that HR departments use almost half of their time to conduct routine administrative tasks. If this is eliminated, HR departments can work more efficiently, and that means that costs are also reduced.

This online-based software creates a stress-free paperless environment that saves the company on paper and printing costs.

PayDay Visual ensures that employee records are up to date

Instead of using stacks full of files containing employees’ personal information, you could centralise and organise it all using PayDay Visual. On this system, employees can update their information electronically. It is automatically saved and there is no need to print it out and store it somewhere in the office amongst heaps of other paperwork.

On the system, employees can update and change their personal information, such as their banking details, address, and so forth.

Better management of annual and sick leave

Managing annual and sick leave is a considerable portion of any HR department’s responsibilities. To streamline this process frees up a lot of HR’s time, avoids unnecessary mistakes and decreases the number of queries regarding leave balances.

PayDay Visual allows employees to view their live leave balance, which helps them plan their time off efficiently. The process to apply for leave and overtime follows an automatic routed approval process before updating on the live system.

To further streamline the process, managers have access to leave and overtime matrices.

What does PayDay Visual offer?

PayDay’s employee self-service system offers a whole new world of benefits that will forever change any company’s HR department.

Some of the software’s functions include printing and emailing PDF payslips and providing direct access to view and print current and previous payslips as well as IRP5-forms. Employees will be able to access payslips for the current and past 11 months, and all IRP5s since 2006 are available on this system.

As mentioned previously, current employees can view live leave balances and apply for time off online. This information is then also readily available to the managers.

Employees can also update their personal information on the system, ensuring current employee records, which is always important for any company.

Simplifying and improving the HR processes of a company has never been this easy. You can cut costs, create a happy working environment, and increase productivity by using PayDay Visual’s employee self-service system.

Should you have any questions about the various training that PayDay offers, simply send an email to our training department – training@payday.co.za and a friendly training consultant will be in touch.

What is PayDay’s Software Solutions?

In today’s dynamic and ever-changing business environment, comprehensive solutions are more important than ever for those businesses that wish to stay ahead of rapidly evolving market conditions.

Successful organisations lead through a combination of efficiency and effective delivery– both of which have become increasingly reliant on the streamlined automation of business tasks, as well as the ability to detect any lags in an organisation’s overall operations.

Furthermore, automated solutions are crucial in eliminating human error to ensure consistent and effective delivery.

PayDay Software Systems has been leading in the software solutions industry with innovative offerings that enhance the business performance of its clients.

With PayDay’s special blend of sound business management and a strong client-focused approach, this leading Human Resources and Software Company can offer tailored consulting for a varied range of clientele.

In this article, we take a closer look at PayDay’s complete offering of solutions, which include Payroll, Human Resources, Time and Attendance, and ESS capabilities. We will also explore how each of these can improve business performance.

Payroll software ensures that every payday is accurate and transparent

A successful payroll system should have two essential qualities to provide users with the best value: it should be easy to use, and it should be legislatively compliant.

PayDay offers software training on all their modules and this allows users to become quickly acquainted with the many features of this specially designed software.

Using this training option, users will soon master the various system modules, which consist of Third-Party Payments, Budget Module, General Ledger Interfaces, Time and Attendance Interfaces, Photo Module, and Third-Party HR System Interfaces in addition to the Payroll Module,

Furthermore, PayDay’s payroll software is equipped with advanced core features that include, amongst others, the ability to produce IRP5’s and IT3(a)’s, plus an electronic file to SARS; the system also generates statutory reports such as an IOD, UIF, Skills and PAYE, as well as useful salary scales with notches and an automatic increase.

This software is broadly compatible with Microsoft, Unix, and Linux, and remains easy to use for a variety of different payroll requirements.

In terms of its legislative compliance, PayDay’s payroll software (along with the company’s other solutions) benefits from the fact that PayDay is part of the South African Payroll Association and the Payroll Authors Group.

Human capital software supports a streamlined and effective workforce

Effective human resources is a crucial element of any successful business operation, as it allows for a stronger team by developing, nurturing, and affirming the culture of an organisation.

The Human capital software from PayDay has several useful core features, such as the ability to standardise system inputs, provide multiple inputs per employee, create data integration between Payroll and HR, and generate important reminders of both upcoming and expiry dates.

This human capital software also stores vital employee information such as their education and training, their health and safety details, their benefits, industrial relations, and their overall career management.

As such, PayDay’s human capital software means that team members are granted a transparent and integrated work environment that aids them in being as efficient as possible, while employers and HR staff are better equipped to meet employee requirements beneficially.

Time and Attendance software ensures effective work hour management

Time and Attendance software is another important aspect of a streamlined and transparent work environment, ensuring that employees can take the full measure of their worked hours while employers are afforded a comprehensive insight into the overall productivity of their teams.

PayDay offers various Contactless Time and Attendance solutions as part of the PayDay Visible (fully Integrated Time and Attendance) suite namely: PayDayMTA – A mobile Time and Attendance application that supports both Android and IOS platforms. Using their own mobile device, employees can either clock in or clock out from any location or within a specific geo-fenced radius.

Touchless Biometrics with Temperature and Mask Detection: A facial recognition terminal that uses intelligently engineered facial recognition algorithms and the latest computer vision technology. It supports both facial and palm verification with large capacity and speedy recognition, as well as improved security performance.

Both systems are user-friendly and will inform users of who clocked in, the exact time they arrived, which area of the building they entered, and what time they clocked out. As such, PayDay Visible ensures transparency, security, and greater productivity.

Paperless ESS software is an economical solution that provides employees with full access to crucial tax information

For all business employees across South Africa, they must upload and submit all the relative files as required by SARS including the IRP5 document issued to them by their employers. This document is required to finalise individual tax returns for each year.

The ESS software from PayDay is not only paperless, ensuring a convenient digital record and zero wastage, but it is also a self-service system that allows employees to access their IRP5 documents conveniently and at a time that best suits them.

The ESS system is a great benefit to any company’s team, as it allows users to view live leave balances, provides access to current and previous payslips and IRP5s, and allows employees to electronically update their own details.

Using this system, managers will also be able to monitor leave and overtime matrices, while leave applications and overtime claims are submitted to an automatic approval process and then updated to the live system.

Employees can access the system from any location that has an internet connection – The Visual ESS system is designed to be compatible across multiple smart devices, while all admin tasks are also completed online through this system.

Conclusion

For any business today, the digitization of most tasks is vital to ensure a competitive edge in both internal management and external output. These two factors work in tandem with any successful organisation, as you cannot have one without the other.

The software from PayDay is designed to facilitate a fully integrated and transparent work environment that offers support to employees through the improved streamlining of their tasks.

In turn, these businesses can provide greater support to their teams and encourage faster, more efficient production for a strong competitive edge in any market or industry today.

Why Businesses Must Track Employees Time & Attendance

Why it is crucial for every business to track the time and attendance of its employees

Measuring the time and attendance of employees is a practice that has been around for many years and is crucial to the success of any business.

The function of time and attendance systems is quite simple: they are used to track when employees start and stop working. It might seem insignificant but monitoring your employees’ workdays can make a huge difference in several aspects of your business. Amongst others, a business can save money by avoiding overpayment and it will even help employers to comply with strict labour legislation.

Over time PayDay has established itself as one of South Africa’s leading online payroll and human resources software developers and providers. Simply put, they are experts in the field of time and attendance procedures and what businesses need in order to flourish in this aspect.

If you are wondering whether you need such a product, the answer is clear. If you are any type of business that employs people, you need to track time and attendance.

First, let’s look at the impact that employees time and attendance monitoring have on a business, and why this is a crucial aspect to monitor.

Reduce the cost of your business’ payroll

Employees that arrive late for work, leave early, and take long lunches can cost a company a lot of money. Even a few minutes that are wasted every day can amount to quite a hefty monthly payroll. In order to reduce the payroll and have exact figures of how long your employees were working, you need to monitor time and attendance carefully. By doing this, both the employer and the employee are satisfied that they are not cheated out of money. Software like PayDay Visible will enable you to do just that.

Manage employee absenteeism

One of the major hindrances to productivity in businesses is employee absenteeism. Absenteeism has several negative effects on a business, amongst others a decline in the level of service, direct and indirect costs, and an impact on the morale of other employees that need to fill in for the absent employee. Time and attendance software will help you keep track of which employees are always at work and those who aren’t.

Compliance with labour legislation

It is important for any business to strictly keep to governmental laws surrounding labour. Employees are only allowed to work a certain number of hours per week or month. In order for a business to abide by the law, they need to track the time and attendance of employees to ensure that they work within the required amount of time.

Better guidance to make decisions about hiring new employees

If an employer has accurate information about the amount of time that their employees spend at work and at which level of productivity they are able to operate, there is a good chance that they will be informed enough to make smart choices when it comes to hiring new employees. By tracking the time and attendance of employees, management has a clearer picture of the overall productivity within a company, making it easier to analyse whether there is a need for new employees or not.

It motivates employees to remain productive

When a business is strict about tracking the time and attendance of its employees, those employees are motivated to adhere to the attendance policies of the company. Having access to data about their own habits at work might also motivate them to become more productive. When an employer has access to data about time and attendance, they are also able to reprimand employees who were not working as much as they should. This can boost morale amongst employees as it creates a sense of fairness.

What PayDay offers employers to monitor time and attendance accurately

As one of the leaders when it comes to developing and providing online payroll and human resources software, PayDay has developed software that will make this tedious task easy and manageable.

PayDay Visible is a simple and user-friendly time and attendance system that has been designed with the client in mind. This software includes various features, including the ability to view live leave balances, a portal on which employees are able to apply for leave online, the option to generate payslips in PDF format, and the ability to view 11 months’ worth of payslips.

This software works exceptionally well when combined with PayDay’s biometric clock-in system. This system will automatically help you to calculate the payroll every month, with the benefit that employees do not have to physically record their movements.

The system will be able to tell you exactly who clocked in, at what time they clocked in, where they clocked in and when they clocked out. What makes the system even better is that there is no limit on the concurrent users that can log onto PayDay’s time and attendance system.

Some other useful features include being able to change the shift rules setting. This means that the shift rules setting is flexible enough to cater for any business’ individual shift rules.

In conclusion, it is clear to see why it is so important for a business to closely monitor the time and attendance data of their employees in order to save money, boost productivity and even improve the morale amongst employees.

PayDay Visible offers you all you need to accurately track the hours of your workforce with ease. Take your business to the next level by using PayDay to streamline the human resources functions of your company seamlessly.