paperless payroll what every employer needs to know

Paperless Payroll: What Every Employer Needs to Know

When it comes to payroll, many organisations rely on outdated paper-based systems. However, there is a growing trend toward paperless payroll as employers move to take advantage of this system’s many benefits.

This blog defines paperless payroll and explains why more companies are moving in this direction. We will also look at the pros and cons of going paperless and introduce the concept of payroll specialists – professionals who can help your business transition to a paperless payroll system with ease.

Gaining expert help from a digitally-savvy team of payroll specialists would most probably make your life easier, right? The MASA has over 12,000 monthly payroll transactions under its belt and is ready to streamline your payroll process. Contact MASA now to learn more about the future of your payroll services.

What is paperless payroll?

So, what is paperless payroll? Paperless payroll is a system where employee pay is processed and disbursed electronically without using physical paper documents. This digital-based payroll process can be done via direct deposit into employee bank accounts or a prepaid debit card.

Employees can easily access their payment-related information online and receive paychecks via direct deposit. Using an online portal system, employees can retrieve the following information using a computer, tablet or mobile device:

  • Virtual timesheets
  • Pay stubs
  • Payroll reports
  • Vacation accruals
  • Time off records
  • Benefit deductions

Essentially, this type of payroll system allows your team to manage their finances in a more efficient and convenient way.

Why are companies going paperless?

There are several reasons why companies are making the switch to paperless payroll. Let’s explore them below:

  • Reduced paper waste and costs: There is no need to print pay stubs or W-2 forms with paperless payroll. This can save your company a significant amount of money on paper and printing costs.
  • Increased security: Paperless payroll systems are much more secure than traditional paper-based systems. Direct deposit into employee bank accounts eliminates the risk of lost or stolen paychecks. And because all employee information is stored electronically, there is less risk of fraud or identity theft.
  • Greater convenience: With paperless payroll, employees can access their pay stubs and W-2 forms online, anytime, anywhere. This is a great convenience for employees who are often on the go.
  • Improved accuracy: Paperless payroll systems are less likely to experience errors, as all information is entered into the system electronically. This can save your company time and money in the long run.
  • Environmentally friendly: An obvious benefit is that paperless payroll is more environmentally friendly than traditional paper-based systems. This is because there is no need to use paper or print documents.

What are the pros and cons of paperless payroll?

Now that we’ve looked reasons companies are making the switch to paperless payroll, let’s explore some of the pros and cons of this system.

Pros:

  • Reduced paper waste and costs
  • Increased security
  • Greater convenience
  • Improved accuracy
  • Environmentally friendly

Cons:

  • Upfront investment: Implementing a paperless payroll system can be costly, as it requires an investment in technology and infrastructure.
  • Not all employees may have access to a computer or mobile device: For paperless payroll to be successful, all employees must have access to a computer or mobile device. This may not be possible in some cases.
  • Lack of personal interaction: Some employees may prefer the personal exchange that comes with traditional paper-based payroll systems. With paperless payroll, all communication is done electronically, which some employees can see as a downside.

As you can see, there are both pros and cons to paperless payroll. It’s crucial to weigh all of these factors before deciding for your company. By understanding your unique business needs and the needs of your employees, you can make the best decision for your company.

What are payroll specialists?

If you’re considering making the switch to paperless payroll, you may consider partnering with a payroll specialist. Payroll specialists are experts in all things payroll and can help you manage your payroll process in the most efficient and effective way possible.

They can help you choose the right payroll system for your company and work with you to ensure a smooth transition. They can also provide ongoing support and guidance to ensure that your payroll process runs smoothly.

Partnering with a payroll specialist can significantly boost companies looking to optimise their payroll process. If you’re considering switching to paperless payroll, reach out to a payroll specialist like MASA to learn more.

Improving your payroll with MASA

Measured Ability (MASA) is a trusted staffing solutions provider and labour broker with over 40 years of experience in the employment industry. By partnering with MASA, your company can leverage highly efficient, accurate and empowering payroll services.

MASA’s payroll services are tailored to meet your company’s unique needs, and our team of experts will work with you to ensure a smooth transition. We also offer ongoing support to ensure that your payroll process runs smoothly.

If you’re looking for a trusted partner to help you optimise your payroll process, reach out to MASA today. We’ll be happy to answer any of your questions and help you get started.

You can also check out our recent blog post to learn more about The Power of Technology in Modern Payroll Services.

8 critical questions to ask any recruitment agency

8 Critical Questions to Ask any Recruitment Agency

The South African job market is highly competitive. You have candidates looking for permanent work and recruitment agencies offering their services to help companies find the best-fit candidates for their companies.

If your business is looking to onboard staff, most times, you will be inclined to reach out to a recruitment services provider, and there are often a few reasons why. Maybe you would like to save yourself the time of candidate hunting, or perhaps you don’t have the human resource capacity in-house?

Or it could be that you are looking for a specific candidate. Recruitment specialists like Greys already have a deep bank of potential candidates, which could make hiring a more efficient and fruitful process. Whatever the reason, it has allowed constant growth for these staffing solutions agencies. How can you distinguish between these agencies? How can you spot the differences between those that are reputable and those out to waste your time?

If you have not previously dealt with a particular agency, you should be prepared to screen them with several pertinent questions. This should fill you with a greater sense of confidence that they can source the right candidate for you.

When companies are looking to partner with a recruitment agency, there are a few key questions they should always ask. By doing their due diligence and asking the right questions, companies can be sure they’re working with a reputable and effective agency that will help them find the best talent for their needs.

1. Is the agency a specialist in my industry?

Does the recruitment agency have previous experience with companies like yours and multiple success stories to show this? This information will ensure a better fit between your business and the agency and reassure you that the company is knowledgeable about the roles in question. To add to this, finding a recruitment consultant who knows your industry well will allow both parties to work more efficiently.

2. How long has the consultant handling your vacancy worked in their niche market or with the recruitment agency?

The recruitment industry typically has a relatively high turnover of staff. Therefore, the best recruitment agencies to partner with are those that retain their experienced consultants. When you work with them again, those consultants will remember your requirements, team fit, and company culture to respond to your needs quickly and efficiently.

 

An established and stable team in a recruitment industry is also a strong indicator of that agency’s values; if they invest in their people, this guarantees they will be looking for long term business relationships. There is nothing more frustrating than every time you call the agency, the person who handles your vacancy has changed.

3. How do you source candidates?

You are looking for the very best people to work in your organisation. Therefore, you want to ensure that the recruitment agency you engage can reach a broad selection of job seekers, including passive job seekers or people waiting for the right opportunity but not actively hunting. Good agencies that work in your market should also have a pool of relevant registered candidates on their database, which is always a great place to start for a quick turnaround of CV’s and suitable people.

4. How do you vet candidates?

Get to know exactly what the vetting process is that they follow. Ultimately you need to be sure you are receiving candidates with exemplary ethical standards and are partnering with an agency that does everything honestly and transparently. Greys Recruitment Agency carries out a rigorous vetting and screening process complete with background and reference checks.

5. What kind of guarantee do you offer?

A reputable recruitment agency will not charge you if they cannot find an employee that fits your requirements or are unable to do the position’s tasks. Find out if they offer a satisfaction guarantee. This point should be a deal-breaker. You want to be working with an agency that is confident in its abilities to source and provide you with the best staff.

6. What are your fees?

When working with a recruitment agency, they will charge a fee for their temporary, contract or permanent recruitment services. Have them break down how much it will cost before you engage their services and ensure that you have it in writing with a copy of their Terms & Conditions of Business. The Terms of Business protect your business and the recruitment agency. Typically, they will need to be signed and agreed to before any recruiter works on your requirements.

7. Can you provide testimonials from other clients?

Testimonials are one of the most telling aspects of an agency’s ability to fulfil your needs. Gaining access to these will give you more confidence in your agency that they are as competent and successful as they claim. Greys has a trusted track-record thanks to our long heritage, meaning that we are a safe pair of hands to be placed within.

8. How do you stay up-to-date on trends in our industry?

This one is relatively straightforward but relevant for you to ensure you partner with an agency that stays relevant just as you do in your particular industry. Be sure their explanation fits your business sector before you move forward.

Asking these eight questions will help companies ensure they are working with a recruitment agency knowledgeable about their industry and has a proven track record of success. By asking these questions, companies can be confident they are making the best decision for their business.

If you are still unsure, why not shortlist the agencies you’re thinking of using and invite them to present to you. This gives them an incentive to do their homework on your industry and an opportunity to showcase it. It will also provide you with a clearer idea of each agency’s approach and the ones you feel most comfortable representing your business in the search for your staff.

Take the next step with Greys Recruitment Agency

If you are looking to partner with a recruitment agency, why not consider Greys? We have in-depth industry experience across multiple sectors and act with a transparent, thorough and highly effective recruitment process.

As a staffing specialist, our methods ensure you find the most optimal staff to fit your company culture and help grow your business. Get in touch with us to gain a more personalised understanding of our staffing and labour broking services and how they can impact your business.

You can also visit our blog for expert insights on various employment topics.