Payroll records are essential documents in any commercial setting. They capture a lot of information concerning the payment of workers. As an employer, you will find yourself following a specific guideline by the government on how to proceed with payroll recording. The Fair Labor Standards Act (FLSA) for example, needs a manager to keep such documents for three years.
As you come up with the payroll records, which information should you include and not include? For such documents, there are specific details which they need to capture. Here is an elaboration on details to include.
Personal Information
The payroll should give a clear outline of the employee’s data, including their names. Here, it is necessary to include the full names as they appear on the national Identification card. Secondly, the social security number should be available. This is why as an employer, you need to hire workers with social security numbers. The third is the date of birth. The other important information is the address of the worker.
Information Similar to that on Pay Stubs
As an employer, the level of accuracy in the recording needs to be at the highest level. This means that it may be necessary to do cross-checks with other documents to see whether there is consistency. One important thing to do is look for the pay stubs of every worker. If you have payroll software, you will find it easy to quickly get a complete list of the employees.
Nowadays, employees appreciate the use of pay stubs more due to the benefits which come by. For instance, it makes it effortless to get the salary information and the tax details as well.
These days, there are online sites that offer people a chance to develop pay stubs. By finding a check stub maker on the internet, you will know how to proceed with the form-filing. The procedure needs accuracy in the feeding of personal information only.
Occupational Data
The payroll report needs to show a clear breakdown of work-related information, such as the employee’s start date. Again, it needs to establish the nature of occupation well. In other words, it should state the kind of job position of the worker. If there has been a recent reshuffle in the workplace, the new job position needs to indicate.
Other crucial information is the total hours which the employee has worked. In relation to this is the aspect of overtime. The report should show this vividly. Also, some businesses run in shifts. It makes the workers start on different days of the week. Thus, there ought to be an elaboration on the start days of every workweek in the report.
Details on Payments
A typical payroll report should give you a clear picture of the payments you can receive over a certain period. First of all, is the aspect of pay rate. You may also want to consider the weekly and daily straight-time earnings for each worker. Never forget to include the income they get by working overtime.
Such information is relevant, especially when you want to make adjustments in the remuneration scheme of the company. Sometimes, this motivates workers, especially when you add more money to the overtime earning.
In the report, indicate whether a worker is salaried or hourly-rated. Is the worker in the group exempt or non-exempt? Which is the pay period covered? Which are the deductions? Which is the date of payment? The payroll report needs to answer all these questions.
A payroll report is an important document that tells a lot about the payments to employees. Employers should try and stick to the confines of the law when handling these reports. This includes keeping them for the correct period of three years. When preparing a payroll report, there are specific things you need to have, such as personal information, occupational data, and payment details. Also, remember to utilize the employees’ pay stubs as this contributes to the accuracy of your data.
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