During payroll processing, necessary taxes and deductions are adjusted in order to arrive at the employees’ net pay. It is imperative that the payroll administrator plans out the payroll process step-by-step in order to ensure that the process is efficient.

The payroll process is a complex one that encompasses much more than just salary calculations. This handy guide is designed to guide you through the intricacies of payroll processing. 

How does Payroll Processing work?

The payroll process consists of adjusting taxes and deductions to arrive at the ‘net pay’ of the employees. Creating a step-by-step payroll management process is essential to an efficient payroll management process


A person’s net pay is equal to their gross income minus their gross deductions

As shown here,

Basically, gross income is the sum of regular income, allowances, and one-time payments/benefits.

The gross deduction is the sum of the regular deductions, the statutory deductions, and the one-time deductions

Payroll system challenges and its One Step Solution:

In this article, we’ll explore some of the obstacles to payroll management:

  • A number of rules and procedures must be followed, including labor laws, federal rules, and legal requirements. There are concerns with compliance and fines as a result, but non-compliance alone is not a decision; many individuals simply do not grasp intricate rules. As a result, non-compliance is not an option; it is required.
  • Considering conformity as an example, we can see that human factors can cause mistakes. It is common for errors to occur when the sole person is responsible for the payment of 30 people. These mistakes occur during hand computation. Occasionally, fines and charges are imposed because of these errors.
  • It is common for HRM to postpone compensation because it is complicated. It requires time for manual methods, regulation, taxation, and so on. Determining each employee’s paycheck manually can be exhausting, leading to mistakes. delays. Whenever these delays occur, employees become irritated, and your attrition rate rises.

Payroll Processing: What is it? 

In order to process payroll, the payroll administrator must complete the following tasks.

  • Establish flexible benefits, encashment policies, and more as part of the organization’s pay policy 
  • Payslip components – basic, variable, HRA, LTA, etc.
  • The food/canteen vendor or the transport service provider can provide you with other payroll inputs
  • By calculating gross salary and deducting statutory and non-statutory amounts, you arrive at net pay
  • Lastly, the salary of employees should be released. 
  • TDS, PF, and more must be filed with the respective authorities.


  1. How often should employees be paid?

Employee morale and business success can be directly impacted by the frequency with which employers pay their employees. Most employees are happier when they are paid frequently, like on a weekly basis. Because of this practice, retailers, construction companies, and skilled labor companies typically pay their employees weekly, which fosters loyalty and productivity.

There is one downside to paying weekly: it is more expensive than paying once a month or bi-weekly. The only downside to monthly payroll processing is that it takes so long to pay employees. Government agencies and schools typically pay their employees once a month to keep up with their financial budgets.

  1. What are the advantages and disadvantages of paying employees via direct deposit?

The most common payment method is direct deposit, which is used by a majority of workers. It is also considered the most popular method of payment. With this payment method, business owners are able to pay employees without having to provide them with a check in hand.

The direct deposit method also makes business owners feel safer since they don’t have to worry about sensitive information on employee paychecks going missing. Some states allow employers to implement mandatory direct deposit programs.

  1. Cash payments to employees legal?

In addition, employers who pay their employees in cash must deduct taxes and deductions from the employee’s pre-tax wages.

Employers must also keep accurate records of these transactions so that government authorities or regulators can review them if necessary.

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