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Resolving Employee Complaints Using Payroll Management Software

Michael Pignatelli
Last Updated on August 31, 2023

Employees’ grievances are inevitable in every business. These complaints usually result from discrepancies between what employees earn and what they feel they deserve. But even more likely are misunderstandings about pay rates or financial expectations.

To avoid this problem, this article will help you go over the usual grievances of employees on their payroll along with the right accounting software business owners can use. This way, you can devise a strategy that satisfies both parties, resolve challenges, and maintain a positive work environment.

9 Common Payroll Complaints That Businesses Deal With

Many employees use payday as an opportunity to pay debts, make up for unpaid expenses, or reward themselves. But it can also be stressful for other employees because of payroll errors, leading to the following complaints.

Incorrect Hourly Rates

Numerous factors can cause an hourly rate to be inaccurate. Perhaps, the employer has made a mistake when calculating the rate, or the employee has been misclassified. As a result, the employee might not receive payment for all of their work hours. Worse, they may even owe back wages.

Paying Too Much Taxes

Incorrect tax filing can occasionally result in overtaxing, which raises the financial burden on the employee. Therefore, the employer must rectify this miscalculation as soon as possible.

Delayed Deposits

If the employer offers direct deposits for employee pay cheques, they should deposit cheques into accounts immediately.

Some workforce management find themselves dealing with late deposits regularly. For this reason, employees may question the fees associated with bounced cheques and other expenses.

Poor Customer Service

It’s important for payroll administrators and workforce management to be open and forthcoming with information. They should also encourage employees to ask questions about their paycheques to understand the process fully. It can help make payroll run more smoothly when everyone is on the same page.

Insufficient Number of Payroll Administrators

It's no secret that businesses always look for ways to cut costs. However, skimping on staff can cost more in the long run when it comes to payroll. An insufficient number of payroll administrators can lead to various problems, from delays in processing payroll to errors and inaccuracies. 

Outsourcing payroll or investing in software can help to alleviate some of these issues. Still, it's important to have enough staff to support the system. Otherwise, you'll just be paying for a solution that doesn't solve the problem. 

Unexplained Fees

Employees are frequently perplexed by deductions for services they don't recall enrolling in, including health insurance or retirement payments. They can feel angry and disappointed when these payroll deductions appear on their payslip.

Late Payslips

Late payslips usually stem from bad payroll management, especially if the employer doesn't have a dependable salary structure system to generate and distribute payroll statements. Given this problem, employees may become impatient and angry due to the delayed release of payslips. They can even withhold their work until they receive their proper payslips.

Missed Hours

Inaccurate hours can be a real nightmare for employers and employees, especially when a business doesn't have an effective system for tracking employee time. It can lead to significant financial problems for everyone involved.

Manual Record Keeping

Manual payroll systems are hard to update regularly and complicated to organize. They’re arduous to maintain, and can be quickly lost or damaged.

The Effects of a Weak Payroll System on Businesses

Human resources departments are tasked with the vital responsibility of paying employees accurately and on time. But, it can cause major business problems when payroll systems are not managed efficiently.

Decreased employee morale is among the worst effects of a bad payroll system. If workers do not feel they are being paid fairly, it can lead to job dissatisfaction and high turnover rates. 

Increased employee time spent on administrative chores is also a primary effect of insufficient payroll service. Employees need to rectify errors in their payroll process, monitor payroll deductions, and seek unpaid taxes instead of focusing on their primary job task.

Payroll is a common consideration for potential employees when determining whether to accept a position or not. Therefore, it could be harder for firms to compete for the best employees if their payroll systems are antiquated.

Employers may incur significant financial penalties due to their poor payroll management system. One example is withholding tax payments from their employee's paycheques. Suppose these tax filings are not accurately calculated. Then, they might be liable for paying interest and penalties on the unpaid taxes. Even worse, they might even be charged with a crime.

Handle These Problems Using Online Payroll Management Software

manual recording - one challenge without payroll management software

One small payroll error and you can be inundated with complaints. This factor makes payroll management one of the most crucial yet challenging facets of running a business.

Thankfully, cloud-based solutions such as online payroll management system software can help remove some of the strain of payroll administration. Here are some of its benefits for employers and employees.

Data Automation

Most online payroll management software automate data associated with payroll, including calculating employee benefits, processing payroll forms, and issuing tax payments. Automating data can save time and cut down on financial errors.

Cost Reductions

An online payroll software solution saves money on paper costs, postage, and other expenses associated with manual payroll management. Moreover, many online payroll services offer discounts for businesses that sign up for automated payments.

Increased Privacy and Confidentiality

Utilizing an electronic management system provides increased security by storing data in a secure database to avoid any losses or changes. It also uses encryption to protect your data during transmission.

Real-Time Reports

Aside from salary, this software gives up-to-date payroll reports on holidays, offset hours, vacation days, and other important information. This payroll feature makes it easier to stay organized and plan for future work system needs.

Respond Quickly to Employee Requests

Finding the answers to employee inquiries is simple because all their data under the online payroll system is arranged in one place. You can see which requests have been handled and which are still pending. This payroll solution engages businesses in task prioritization and guarantees that all concerns are met promptly.

Compliance With Rules and Regulations

The ever-changing employment laws and regulations can be challenging to keep up with for any business owner. But with the help of payroll software, you can be sure that your payroll is being processed in compliance with the latest employment regulations.

Prevents Payroll Fraud

Despite the reasonable grievances of some employees during payday, you still have to verify their claims since fraudulent activities such as time theft or false claims are widespread in business. With payroll software, you can easily run thorough reports to identify potential payroll inconsistencies. This step allows you to act quickly and protect your business against long-term damages and loss.

24/7 Access

For employees, gone are the days of waiting for payday to find out how much they’ve earned. Instead, with online payroll management software, they can view their payroll report and W-2 tax forms at any time, from anywhere. This instant access to payroll data can help alleviate financial stress and provide peace of mind for employees.

Update Personal Information

This payroll software can be a lifesaver for busy employees who might forget to update their records or for those who move frequently. It allows them to update personal information, such as home address or contact details, without requiring a benefits administrator to do it for them. 

No More Payroll Complaints With Unloop

Though you may be used to encountering and solving payroll processing problems, there may come a time when you need further support to relieve your heavy tasks. Payroll administration services from Unloop may be advantageous in such a situation.

We are a highly reputable and experienced accounting firm that will take care of your payroll needs in a confidential, efficient, and cost-effective manner. From data entry and calculation to tax filing and compliance, we can help you with every aspect of payroll processing.

Unloop uses automated and advanced payroll management tools for a productive and complaint-free payroll. We’re adept with software like QuickBooks, Xero, Paychex, Humi, Gusto, and Wagepoint, to name a few.

Our team of dedicated accountants and bookkeeping professionals can manage your employee's payroll data so you can take it off your plate. Doing this can ensure that your employees are happy and paid on time.

Final Thoughts

Even the smallest mistakes can have serious consequences, especially when it comes to payroll processing. Financial inaccuracies can result in lower productivity as employees become less engaged with their work. What's more difficult is that it can cause high turnover rates as unhappy employees leave in search of greener pastures.

Using payroll management software can make employee complaints a thing of the past. This payroll provider system offers reliability and accuracy for your business. In addition to automating the crucial payroll process, payroll software will save your business money, increase employee trust and loyalty, and end the hassle of payroll once and for all.

Ready to explore more about handling business finances? Give us a call, and let’s talk about establishing financial guidelines to improve your employees’ overall satisfaction.

+1 877 421 7270
228 Park Ave S #82849
New York, NY 10003
United States
7676 Woodbine Ave #2
Markham, ON L3R 2N2
228 Park Ave S #82849
New York, NY 10003
United States
7676 Woodbine Ave #2
Markham, ON L3R 2N2
About unloop

Unloop is the first and only accounting firm exclusively servicing ecommerce and inventory businesses in the US and Canada. With the power of people and technology, our team dives deep into COGS and inventory accounting. You are paired with a dedicated bookkeeping team that prepares accurate financial statements, financial forecasts, and can also pay bills or run payroll for you. Come tax time, everything is organized and ready to go, so you don't need to worry. Book a call with an ecommerce accountant today to learn more.