How payroll automation overcomes the data entry challenge

27th Jul 2020
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The task of managing payroll has the potential to consume more resources than a bureau would like. The role has always involved a notoriously high volume of repetitive data entry and the recent push to ensure all payroll data is GDPR compliant has increased the load. Time and resources that could be dedicated to growing the business are instead spent on making sure errors don’t happen. 

There are few issues more damaging to the reputation of a business than sending out incorrect pay, or worse, delays in pay being sent to employee accounts. Payroll software and accompanying cloud technology have evolved to minimise those ominous scenarios. Through linking payroll software to the cloud, it is possible to not just automate much of the repetition involved in the payroll process, but to delegate it too. A number of features that eliminate manual, repetitive payroll tasks are unlocked, while also keeping clients payroll data safe and secure. 

BrightPay Connect, BrightPay’s cloud add-on gives payroll bureaus a higher level of communication with clients, transforming payroll efficiency in four key ways:

  • Reduces the volume of manual data entry: Bureaus can lose a lot of time emailing reminders to clients to send them the payroll information. Then there’s the manual task of entering the payroll data into the payroll software on the bureau’s PC. With BrightPay Connect’s client payroll entry feature, bureaus can request clients to enter the payroll information for their employees on their employer dashboard. The client can then enter or upload all payroll data, including employee hours, payments, additions and deductions. The payroll information flows seamlessly to the bureau’s BrightPay Connect portal where the bureau can synchronise the information to the payroll software. There is no need to manually re-enter this data on the bureau’s PC and no need for multiple emails to and from the client.
  • Delegating responsibility through client approval: The payroll bureau can securely send their clients a payroll summary for approval. Once approved by the client, the bureau can proceed to finalise the payroll run. An automated audit trail is accessible, recording all interactions with the client, including who approved the payroll and when. The client approval procedure effectively delegates responsibility to the client for final payroll accuracy.
  • GDPR compliance: The recently introduced GDPR legislation recommends that, where possible, employees should be provided with secure, remote self-service access to their personal information. With BrightPay Connect, employers can choose to give employees access to their own self-service portal. The employee can access personal information that the bureau and the client have on file for them through the employee self-service portal, making it much easier to ensure GDPR compliance. Employees have the ability to update their personal information through their employee portal, for example, if they move house, and once approved by the client, the personal information is automatically and instantly updated both on BrightPay Connect and in the payroll software.
  • Reduced admin: One of the leading ways the data entry burden can be lifted from the payroll team is by shifting the responsibility for new employees to the client. Instead of the payroll bureau gathering all the new employee’s details and manually setting up the employee in the payroll, the client enters the employee details into their online client dashboard. When the bureau reviews the information that has been entered by the client, the new employee is automatically added to the payroll software. 

Payroll software linked to the cloud opens up a range of features to the payroll administrator. Manual data entry associated with the payroll process can be passed to the client, which then seamlessly flows back to the bureau’s payroll software. Much of the administration and compliance workload is automated in a similar manner. The end result? A payroll system that doesn't absorb time and resources.

Book an online demo to discover more ways that BrightPay can reduce the data entry workload involved in the payroll process.