6 min read

No matter what industry a company is from or its number of employees, a company gets a payroll system for convenience. Shifting from a manual payroll processing to an online payroll software will take so much tasks from your hands. Disbursing the salary to your employees is now one click away, all information now become more accessible and more convenient to scan through, and following government-mandated regulations have never been easier as well. If we look at the bigger picture, the company as a whole benefit from it.

But we’ve all heard about that, how the company benefits from it. Reading through this article, I bet a lot other more articles have popped out in your mind focusing about the bigger picture. But I do believe that amidst the sea of articles regarding the topic, it’s about time we start talking about the smaller picture; getting into focus the people that make up your company, your employees.

Researching about the benefits and advantages and pros (you name it) that a payroll system can bring to your company, I bet you’ve never or very seldom asked yourself,

“Will my employees benefit from this?”

And I’m not just talking about the people from the finance and accounting department along with the Human Resource department, this is about putting all your employees into consideration. Even the ones you don’t often see like the part timers and weekenders and the janitor whom you see everyday but doesn’t really pay much attention to.

And as an employee myself, I have been employed to a company that does the payroll process manually and to another one that uses a payroll software.

And let me tell you something, a payroll system does make a difference.

The Employee Self Service

The Employee Self Service or ESS is standard to most payroll system with a Human Resource Information System or HRIS. And the name itself kind of gives away its main function already, a feature where employees can make the most of the system. There are sub-modules that are available for them to use: time card, files or documents, personal profile, and calendar.

1. Time Card

If your company have a machine to record the in’s and out’s of your employees, it is possible to integrate it into the system. With this, the employees can easily and personally check their time record. Any discrepancy in their in and out can be easily tracked as well. With this feature, if the employee does found any wrong information inputted in his/her record, he/she can file it in the system directly. Most payroll systems allow employees to indicate the correct information and the reason behind the wrong input of information for their managers or heads’ approval. This can prevent possible heated discussions between employee and/or HR when there’s any discrepancy in the salary given.

With the time card, the employee can also monitor their number of minutes late for the day. And before filling for an overtime, they could also check the number of minutes for it as well. They could also go back to previous days to check their daily time record. And if the employee keeps strict track of his/her own time and salary deductions, he/she can start computing the number of lates and overtime within the cutoff to know in advance the amount of salary he/she would be receiving.

2. Documents

Instead of photocopying all the required documents asked by the employer or keeps asking to borrow the original copy for a day or two, employees can now access all their personal documents and files through the ESS. Everything is there and accessing it is just one click away.

And because it is their own files, they can actually access it anywhere with ease without compromising safety and security. Their files can only be accessed by the employee and the administrator which can be the HR personnel.

Imagine this situation: you are applying for a loan and the bank is asking for a certain requirement which you failed to bring with you. Now, you wouldn’t have to go through the hassle of going back home to get it. You just open your payroll software, access your files through the ESS, and print the document remotely.

With the ESS, you now also scan through all your previous payslips. Every cutoff, there’s no need to directly talk to HR or accounting department anymore. If you notice any peculiar deduction or additional payment, you could check the breakdown of our salary with payslip uploaded in your profile.

3. Personal Profile

This is anther sub-module of the ESS. Here, the employees can see their position and status at the company. They can see if they are still on probationary period or are regular employees already. If they resign, some payroll systems also indicate the number of days left they have to render with the company. With some company, they allow the system to indicate when a certain employee is a candidate for a promotion.

Here, the employees can also keep track the number of paid leaves they have left. The vacation leave, sick leave, and other special leaves are indicated in the employee’s profile with the numbers of days left beside or under it.

4. Calendar

With this sub-module, the employees can file their leaves and overtimes. They can also keep track of their daily time record. And they can also file for official businesses outside the office.

If the employee plans to file vacation leave, he/she just needs to highlight the specific dates of when he/she plans to be out of the office. Once approved by the administrator, the days filed for leave will be highlighted or marked. With this, both the employer and the administrator can be reminded that one employee is out of the office for certain days.

And in some cases where the employees’ times in and out outside of the office, they can file official business as well. They just have to indicate the duration of the business, the place where it took place, and the purpose of it. There’s no need to keep reminding the HR and finance department to include those hours or days in your payslip anymore. It’s just plain easier.

When canvassing for a payroll system, always keep in mind that your employees are going to use it just as much, too. Always put them into consideration. Before actually purchasing a software, it would be best if you could sit with your employees and discuss their requirements and needs for a payroll system.

The best way to consider getting a payroll system was when you started your business. But the second best day in line is today! Get yourself started and let us help you lead the way! We’d love to know you and your needs more. Book a demo here: vitruvtech.com/book-demo
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