Five ways the right payroll platform can streamline compliance
When it comes to keeping up with payroll compliance, payroll bureaus are the trusted partners for companies. Most business owners don't have the expertise, capacity or time to understand every step of the payroll process, hence why they rely on their bureau partner to run it for them. However, manually managing every step of your clients’ compliance can be a huge drain on your own resources, leading some bureaus to have to choose between efficiency and client service.
By choosing the right payroll software, however, you can dramatically reduce the time spent on compliance while also ensuring you and your clients are safe from breaches and penalties. Below we’ve listedfive ways the right payroll software can transform your payroll compliance.
1. Seamless automation
Manual payroll management processes are not only time consuming and inefficient, they’re also opportunities for missed steps, lost data and other human errors. By reducing the amount of human input in your payroll management workflow you can ensure that processes run reliably every time, and your clients receive a consistent level of service.
BrightPay payroll software connects directly to the key steps of the payroll process, enabling you to manage the entire process from a single platform.
- Track HMRC payments through the in-app reporting facility available within BrightPay, with built-in tax, student loan, levy and NIC summaries.
- Create wage journals from finalised pay periods and send them directly to your customers’ choice of accounting package via API, with no need to export and transfer CSV files.
- Send pension data instantly to a range of providers, including NEST, The People's Pension, Smart Pension and Aviva.
- Pay employees, subcontractors and HMRC through our Modulr integration with encrypted communication between stakeholders.
BrightPay also automates and streamlines auto enrolment tasks, including management of duties start dates, setting up pension schemes, employee assessment and postponement. And with built-in on screen alerts to remind you about auto-enrolment duties such as enrolling eligible employees and re-enrolment, you can be sure not to miss any important steps.
2. Secure connectivity
Payroll data is highly sensitive, falling within the scope of tight GDPR regulation. It’s essential to ensure that any data transmission is secure and compliant, minimising the risk of leaks or visibility by non-compliant third parties.
Digitising the payslip process enables payroll providers and employees to collaborate more closely, conveniently and securely, which is why more and more businesses are choosing to opt for sharing payslips with employees online.
When emailing payslips, BrightPay automatically protects each document with a password to improve security. Meanwhile, BrightPay’s cloud extension, BrightPay Connect, which includes an employee self-service mobile app, enables employees to view and download all new and historic payslips through a bespoke portal. This online option offers the maximum level of security and compliance with GDPR.
3. Empowering clients
Working with your clients is an essential part of delivering a customer-focused service, but collaboration over email and phone leaves opportunities for missed messages and data breaches.
BrightPay Connect centralises your payroll communications and collaboration on a single online platform to give you more control while also bringing you closer to your clients. The platform allows payroll bureau users to safely send payroll entry requests and payroll approval requests to their clients within a secure environment. Your customers remain in the loop and consulted, while keeping sensitive payroll datasecure.
Not only does this help make your clients jointly accountable for ensuring the payroll information is 100% correct before the payroll is finalised, but it also shows the value you’re providing in real time.
4. Keeping your processes up to date
Payroll legislation is always evolving as the government adapts their tax and employment legislation to their current objectives. That means that with the arrival of a new financial year comes a raft of changes that payroll managers and providers must build into their processes.
Your payroll technology can support you in remaining compliant with changes in payroll legislation in multiple ways. On the technical level, BrightPay is updated regularly to cater any changes, building in new features such as payslip messaging or new tax codes, so you can focus on looking after your clients.
We also go further to keep you on top of the latest trends in technology, workflows and legislation with guides, webinars and advice, so you always have the information you need to be a trusted partner to your clients.
5. Full reliability
When it comes to compliance, full records and traceability are crucial. In the event of a HMRC audit, you need to be able to present your clients’ records in a complete form, ready to explain any necessary details.
In BrightPay and BrightPay Connect, changes to your data andclient interactions aretracked for future reference, including payroll entry request and approval steps, which are time-stamped in the audit trail for completeness. These records also deliver value in the long term. BrightPay Connect is built on Microsoft Azure’s secure cloud infrastructure, meaning there’s no need to manually back up your payroll data. When you link an employer to BrightPay Connect, it will automatically be synchronised online as you run your payroll or make any changes.
Take the risk out of payroll
Peace of mind is one of the greatest services payroll providers can provide for their customers. The right payroll software dramatically streamlines the process; keeping your clients compliant and up to date, without adding extra team members, tasks or work for your customers.
To find out how BrightPay can help you and your clients stay ahead of legislation and away from penalties, why not book a free online demo of our software. We also offer 60-day free trials if you would like to try it for yourself. There’s no cost and with no commitments, just a seamless switch.
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