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Payroll Management

What Are the 9 Payroll Steps?

One of an organisation's primary functions is payroll. Payroll is one of the most essential yet complex business operations in any organisation. Read this blog to know everything about the same.

Payroll management is the process of distributing salaries to employees of a company. The first step is to make a list of the employees whose salaries are overdue, and the second is to keep track of the associated costs.

A list of the employees who need to be paid is first compiled, and then the process is completed with a record of the expenses. The collaboration of several teams, including payroll, HR, and finance management, is required for this difficult procedure.

Payroll is another area of accounting that emphasises this point heavily. This is due to the fact that payroll and tax payments, which are also governed by legal restrictions, have a considerable impact on the net income of the majority of enterprises.

What is a Payroll System?

One of an organisation’s primary functions is payroll. An automated payroll system determines how much you owe your staff members based on information about their hours worked, hourly pay or wages, and whether they took any time off during their pay period. But, of course, it all depends on the employee’s compensation, so it must be handled carefully. 

A proper payroll management system should be in place to have an effective and efficient payroll. Processing payroll is a challenging process.

What is a Payroll Cycle?   

The period between two salary payments is known as a payroll cycle. Companies can choose to pay salaries weekly, biweekly, or monthly. It is usually handled in India once a month.

Procedure for Payroll

Payroll is one of your most significant monthly expenses and a time-consuming task, so a company should know the complexities involved.

The steps needed to implement payroll from scratch successfully are listed below:

  • Payroll Policy 

Companies should establish guidelines to ensure consistent payroll proceeding and get management approval. These regulations cover topics such as pay, leave, and attendance, as well as employee compensation.

  • Gathering and Confirming Information

Payroll involves gathering from various departments and managers all the information necessary to determine an employee’s pay. It also involves gathering information about the employees, such as PAN card, Aadhar Card, address, and other identifications, as they are essential information to input during the payroll proceed. 

Usually, this identification information is collected from the employees when they join a specified team. 

  • Validate Employee Inputs

As the information is collected, they are to be checked to know if the details are correct or not and if they go along with the company’s policy. 

Additionally, ensure that no former staff are included when calculating salaries and compliance payments, only current employees.

  • Calculate Payrolls

The data is then fed into the company’s payroll system, where the precise processing occurs after verifying it. Next, the tax and allowances are subtracted from the total to determine the net payable amount. Finally, spreadsheets are implemented for these calculations.

  • Statutory Compliance

The laws and rules governing payroll compliance are the responsibility of both the national and provincial governments. Payroll involves taking out all necessary deductions, including the Employees’ State Insurance Scheme of India (ESI), Tax Deducted at Source (TDS), and Employee Provident Fund (EPF).

Payroll statutory compliance refers to guidelines to be followed when processing payroll and other operations.

  • Payroll Accounting

Every business documents every transaction involving money. Similarly, the payment of wages is also recorded in the account’s books as a transaction. Therefore, verifying that every piece of salary data is accurately entered into the accounting system is a component of the payroll system.

  • Payout

Salary company payments can be made in cash, by check, or by bank transfer. Ensure sufficient funds are in the company’s bank account to make salary payments after the payroll proceeding is finished. The salary statement includes the information and is delivered to the bank branch.

  • Distribute Payslips 

The distribution of payslips to employees and their tax information processing is important for any company. Businesses don’t have to hand out payslips if they have an automated payroll system. Instead, employees can easily access their pay stubs by logging into their accounts.

Click here to know more about Salary slip format

  • Reporting 

A report that contains all the information about a payroll cycle is kept after every payroll cycle. Maintaining this reporting system departmentally and making it available upon request are the responsibilities of a payroll officer.

Payroll solutions

  • It is Cost-Effective

Since most payroll management systems are cloud-based, using them only requires signing up for the service. It might be less cost-effective than hiring more employees or contracting out payroll duties.

  • The Time is Significantly Cut Down

Payroll calculations may seem straightforward when the employee’s hourly rate is added to the number of hours worked. Furthermore, tax payments must be subtracted from each payroll in compliance with their regulations. Payroll software automates and helps streamline the entire process, saving you a tonne of time, particularly in comparison to individually performing all the computations. 

  • It is Protected

The security standards for payroll software are very high. Private employee information is maintained, which is possible by putting in place strict regulations. Only the appropriate users have access to the system with unique passcodes and institutional rights.

  • It Makes the Process Easier

Repeating payroll tasks can result in human error and boredom. Computers solve this issue and guarantee the quality of payment information. In addition, if your laptop breaks down, you can still access your data on other systems since you have your login credentials, so there is no risk. 

Even though specific inputs still need to be entered, payroll software processes and streamlines the complete procedure, saving you a massive amount of time relative to individually executing all the computations.


Any company must have a payroll system, and understanding payroll proceeding is crucial. Contact Vakilsearch to learn more about Payroll and how our services can help you streamline the process.

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