Payroll Errors: 3 Expert Tips to Avoid Them at All Costs

Woman stressing over payroll errors

Every successful, error-free payroll run is the reflection of a robust payroll system, consolidated in order to prevent errors.

 

After all, payroll is a tricky process, one that is most difficult to get right, considering the many odds that payroll teams must face: large volumes of data, regular changes in data such as the number leaves taken and overtime hours worked, compliance to the changing local and regional laws – not to mention the time imperative. Often submerged in data and under pressure, payroll teams make mistakes, an inevitable occurrence. But while your company cannot prevent all mistakes, you can set up safety nets in the form of processes and protocols to ensure that mistakes are harder to make and can be caught in time before they affect an employee’s pay and eventually the company’s reputation.

 

Here are our 3 expert tips for a more accurate payroll experience:

Switch from a manual to an automated payroll system

A manual payroll system is a breeding ground for human error, especially when a company employs a large number of workers. The sheer volume of data, when coupled with the need for compliance with local law and a non-negotiable deadline, is enough to set a payroll team back. In the case of global payroll, the process becomes infinitely more challenging, owing to the need for compliance with local laws, which differ from country to country. Besides, it is likely that the data your team receives will be in different languages and formats, and necessitate payment in various currencies.

The solution then is to switch to an automated payroll system which will both streamline the payroll process and ensure data accuracy.

For instance, a payroll system can alert a payroll executive if data is missing or has been input in an incorrect field, all before any critical date has passed. On top of calculating salaries, commissions, bonuses, taxes and benefits, an automated payroll system can more effectively manage different types of payroll schedules and types of workers: from full-time and part-time employees to independent contractors.

Why switch to an automated payroll system?

While an automated payroll system may at first appear to be the costlier choice, many unfortunate companies have found, at their own expense, that payroll mistakes and the ensuing fines make for an even more significant expense. Not to mention the invaluable loss of trust in the company and the latter’s tarnished public image.

Use one central payroll system

When running global payroll processes, switching between platforms and software for different countries is a recipe for disaster.

 

Indeed, if you decide to switch from a manual to an automated payroll, you may still experience data errors if each country uses a different software – not to mention the time-consuming nature of the task. The payroll team will still need to compare the data to see overall payroll expenditures and that makes the evaluation process more complex than it ought to be.

 

Rather, having one centralized, globally-adopted payroll system is the more practical choice, and one that significantly reduces data errors.

 

With a centralized payroll system, a payroll executive can create a rule (for example in terms of additional benefits) for all the countries present on the global payroll sheet and the software will simply implement it and the new rule will be in effect instantly.

Use employee self-service whenever possible

Offering employees the ability to take care of certain aspects of the payroll process (for example inputting their taken leaves during one given month) will quite naturally lessen the burden on the payroll team, effectively reducing errors.

For instance, employees can submit leave reports, expense reports, and attendance records, which are processed by the system immediately after filing. The payroll administrator will then simply need to confirm the reports’ accuracy. This simplified process helps feed data into the payroll system, all the while lessening the payroll team’s workload, resulting in more accurate data and fewer if no errors at all.

Employee self-service can also help workers feel more invested in their work and in the company they work with. They can also use the platform as a way to check how many hours they have worked during a certain period or how many leaves they are able to use for one particular time period, making self-service a useful tool for employees as well as for the company.

How Africa HR Solutions can help your business

Setting up and running your own global payroll system is a costly endeavor, and one that requires time and intensive staff training as well. More often than not, it is the least profitable course of action for your company. Africa HR Solutions offers reliable global payroll services for a fraction of the cost of setting up and running your in-house global payroll system. Trusted by over 300 international companies, we have been helping organizations much like yours to thrive on the African continent for over 12 years.

 

Ready to get to the next level of global payroll? Contact our team now.

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GRANT GERAGHTY - Africa HR Team

GRANT GERAGHTY

HEAD OF CLIENT RELATIONSHIP

Grant Geraghty is the longest-serving member of the Africa HR team. This resident subject matter expert and client champion is responsible for gaining a deep understanding of our clients’ unique HR needs in Africa and providing tailored solutions that align with their business objectives. Grant collaborates closely with our clients to ensure that their requirements are properly implemented, providing ongoing support and guidance throughout the process.

Grant brings a wealth of experience to his role, having served as Africa HR’s longest-serving employee. He holds a Bachelor of Commerce degree, with a major in Economics and Business Finance, from the University of Natal in South Africa. Additionally, he has completed a certification program in Payroll and Tax Administration from the University of Cape Town, further enhancing his expertise in HR operations and compliance.

His commitment to delivering exceptional service and his extensive knowledge of HR in Africa make him an invaluable member of the Africa HR team.

KEVINA TAKOORDYAL Africa HR Team

KEVINA TAKOORDYAL

HEAD OF OPERATIONS

Kevina Takoordyal has a BA Hons Business Management from the University of Glamorgan, UK, with MBA in leadership and Innovation, MBA General, PMP Certified, and Agile Scrum Master. She currently works as the Head of Operations at Africa HR Solutions Ltd with more than 20 years of proven leadership capabilities in Operations, Business Development, People Management, Process Optimization, and Project Management in the Financial Services, BPO, Banking Industry, and Heath Care Industry. In Senior leadership roles with an international footprint across Europe working and extensive Pan- African experience from a compliance, finance, and operations angle, Kevina comes across with a panoply of cross-functional skills. Kevina also serves on a few Boards, Non-Independent Executive at MioD and for NGOs on a voluntary basis, a coach and mentor to aspiring female leaders across Africa and Mauritius.

Kevina is a firm believer in Servant Leadership with a strong focus and commitment to uplifting others, with the ability to deliver through a highly engaged – diverse team, and works towards consistently synergistic value creation. While being a focused and adaptive thinker and Kevina is actively participating in panel discussions on Innovation, CX, Digital transformation.

Kevina serves as Project Assessor for the National Youth upskilling program. She has been recognized as Global Talent in a few companies, Ceridian, and International SOS Ltd whereby she has been awarded a few scholarships and had the opportunity to be mentored by Senior Vice President in the US. Award Winner in various fields and at a national level and recognized including Super Achiever Leader Award in Africa in 2016, Awarded Africa Women Leader 2018.

VILOSHNA PACKIRY POULLE​

VILOSHNA PACKIRY POULLE

Head of Finance & Business Support

Viloshna is an experienced finance professional with 18 years of expertise in strategic financial planning, financial analysis, cash flow management, systems and controls implementation, financial reporting, and continuous process improvements. She currently serves as Head of Finance & Business Support, where she has successfully automated and leveraged the financial reporting system capabilities to ensure efficient company operations.

Viloshna’s background includes senior roles in a multinational pharmaceutical company and a large listed Mauritian conglomerate. Her meticulous attention to detail and strategic thinking have streamlined financial processes, making her a valuable addition to any finance team. Viloshna is a qualified finance professional with an FCCA qualification and an MBA, bringing valuable expertise to any organization.

In her current role, Viloshna leads the company’s Treasury and Payments function, including the fulfillment of the company’s cross-border payments into Africa. With her strong educational background and extensive experience, Viloshna consistently demonstrates her ability to optimize financial operations, minimize risks, and improve profitability. Her expertise in financial reporting and process improvements make her a valuable asset to any organization.

MARK DU PREEZ​

MARK DU PREEZ

Head of Legal & Compliance

A qualified lawyer who joined Africa HR Solutions in July 2020, Mark Du Preez has experience working in private practice for a reputable law firm in South Africa. He also played commercially focused roles at a leading private bank, wealth management company, and outsourcing firm in South Africa and Mauritius.

Mark has played a pivotal role in Africa HR Solution’s risk mitigation strategy, which positively impacted P&L performance over the years.

He currently leads the Partnerships function of the company including relationships and oversight with in-country partners (ICPs) across Africa.

Alex Daruty - Africa HR Team

ALEX DARUTY

Head of Commercial

Alex has more than 15 years of experience in the global, strategic development of both enterprise and consumer brands in categories including technology, transport, enterprise software, entertainment, and travel.

With experience in roles on both agency and corporate side, he has worked across international brands and has led the development and execution of multi-discipline campaigns across EMEA, NORAM and Asia Pacific.

His focus is on driving meaningful business impact through brand differentiation and building high-functioning, digitally oriented, and analytically driven capabilities. He is motivated by working with, and developing dynamic people, teams, and organizations.

He leads, manages, develops and mentors the Key Account Management department, including line management responsibility for the team of Key Account Managers and Key Account Administrator who represent the Company as the primary communication link between all relevant stakeholders, including clients, third party in-country partners and internal functions.

Originally from Mauritius, he holds bachelor’s degrees in International Business, Finance and Management from the University of Nevada, Reno.