One of the mistakes many companies make is underestimating their payroll processes. Truth is, payroll in Kenya is something that calls for strategic thinking, solid teamwork, and consistent execution if you are going to do it right. This is because, not only is it time-consuming, but it can also be prone to mistakes. As an employer, your time is valuable. It may, therefore, be worth outsourcing payroll in Kenya or get a system to handle the payroll process.
Here are recommended payroll best practices to use in your organization, and make your payroll process a little easier:
1. Maintaining A Policy Manual
Take some time out, right in the beginning, to set up a payroll manual which you can update as you go along.
This will be a good reference point that will provide a clear understanding of the pay structure between you and your employees. The purpose is to avoid any miscommunication, errors, or unclear agreements and to help employees understand their net pay. It may be included in the onboarding package you give to your employees on their first day with information on their pay schedule.
2. Map Out The Year Ahead
Maintain a complete calendar of important dates and deadlines for the year to stay up to date with your upcoming deadlines.
Because these dates always remain the same, you can plan.
To help you better in knowing all the information, experts in payroll in Kenya can guide you. They will help you know everything you need to know about managing employee payroll for your business.
3. Provide Forms on time
Being prepared for deadlines and submission dates are crucial to effective payroll management because missing deadlines can result in unnecessary fees, penalties, or interest payments.
You can write down and track important payroll dates for the fiscal year.
4. Classify Employees Properly
To file your tax forms the correct way your employees must be classified the right way and ahead of time. Are they full-time employees or independent contractors? Part-time or volunteer? Seasonal or intern? Exempt, non-exempt? Knowing the distinction between these types of employee classifications is crucial for payroll in Kenya and proper tax filing.
5. Track Everything
Keep records of all employees, and consider a staff management system to keep everything together.
Once you start hiring, firing, and retiring across your workforce, these numbers can get complicated quickly.
Payroll experts in Kenya can help you collect and store historical data inside each employee profile so that payroll information can be found right when you need it.
6. Audit Your Payroll System
Schedule regular audits of your payroll system to make sure it’s doing the best job possible for your business. Take note of where your payroll process can be improved or automated. These are the areas eating up the most time for your administrators. Is the system producing results? Are mistakes or errors common? Are repetitive tasks optimized for efficiency? Identify what is working and what isn’t and explore proper solutions that suit your needs.
7. Develop A Strict Payroll Approval Process
It’s important to know your budget, understand your pay periods, and keep track of your schedules. Have a payroll process that you integrate and stick with, developing an approval process for hours worked and revising anything a manager may have overlooked. All of this adds up and can speed up your payroll budget significantly if you figure out the best process and stick to that, permanently.
Effectively managing payroll for a team requires a solid grasp of these best practices. Do you want to make your payroll process even easier with a highly-rated payroll service in Kenya? Get in touch with our payroll experts in Kenya who can help you succeed.N.B: Would you like us to consider you for a job opening? Boost your job search. Upload Your CV Here. It's FREE