What consequences in the event of errors?
The consequences in the event of errors on a payslip are not trivial.
On the one hand for employers who risk criminal penalties, without forgetting the potential social conflicts, because payroll is a sensitive subject in the company.
On the other hand, for the employees themselves who, if their payslip contains errors, may see their benefits and social protection reduced.
Payroll
compliance
is a crucial issue for both employers and employees.
1- Choose the most suitable payroll management solution
Depending on the size and organization of the business, several payroll management alternatives can be explored.
Opt for the production of your payroll internally with payroll software and a team dedicated to significant advantages: management in total autonomy, confidentiality of information that does not leave the company, or the possibility of interfacing the data to other ISs (such as an expense report management tool, for example).
However, this solution is not very profitable for companies whose workforce does not exceed 25 employees because its financial cost is significant.
Very small businesses often entrust the management of their payroll to an accounting firm.
This solution can be interesting because companies only have to send their payroll elements to the professional to obtain a payslip.
However, data confidentiality is not always guaranteed and this payroll management solution can be expensive (high fees, or even hidden costs).
Another alternative:
online
payroll software
that presents itself as a web interface.
The company enters payroll information and the software processes the data to instantly produce a compliant payslip.
It is the most reliable, easy to use and more economical solution.
2- Host your data in France to secure your payroll
This is a digital sovereignty issue.
The data is subject to the laws of the country in which the host or data center is located.
However, the disclosure of confidential employee data is liable to penalties.
It is essential to host your payroll data in France to:
Guarantee better data protection;
Guarantee the simplicity and transparency of data to customers, for example through data center visits;
Ensure the availability of the telecommunications network and its performance;
In terms of payroll, it is also essential that customer support teams and infrastructure supervision centers are located in the country.
Indeed, assistance must be provided by a team of experts with excellent knowledge of French law and regulatory developments.
CREATE A PAYROLL STATEMENT
Stéphane ALLIGNE
, Managing Director of
DOTNET
, specifies that
“
For software publishers who host sensitive data, the issue of data hosting is crucial.
Indeed, since the entry into force of the withholding tax in 2019 (PAS), this device involves exchanging personal and sensitive data with the tax administration as well as the DSN with social organizations.
This is also why the Fiche-Paie.net online payroll software puts digital sovereignty at the heart of its vision with teams located exclusively in France. Of course, the data is hosted in France with a French host, as are all of our services
”.
3- Comply your payroll regulations with the legislation in force
Compliance with payroll regulations and social legislation in force is a key issue in payroll management.
Payroll is an area completely subject to different political wills.
Thus, to produce a
compliant
payslip
, the company must keep up to date with legal and also contractual developments: branch agreements and company agreements resulting from negotiations between social partners.
The next step is to formalize the management rules
to secure employee payroll
.
To keep up to date, companies generally set up what is called a "payroll", which summarizes all the management rules.
The internal payroll software must be configured accordingly.
With an online payroll solution, social-payroll news and collective agreements are automatically integrated by a dedicated team of experts.
4- Payroll expert: the guarantor of payroll management
Payroll managers are the guarantors of corporate payroll compliance.
They are essential if you are not outsourcing your payroll to an accounting firm or if your payroll solution is hosted internally.
Their job has become much more complex and the payroll manager must have legal, technical and accounting knowledge at the same time.
Added to this is the need to master the use of payroll software.
This expertise profession requires scrupulous monitoring but also regular training in social developments but also in developments in payroll software to produce compliant pay slips and DSN (nominative social declaration).
VSEs do not always have the necessary resources to recruit a payroll manager, which is a relatively rare profile on the job market, nor financially support the purchase and maintenance of on-premise software, that is, that is, hosted on the company's servers.
It is then better to choose an online payroll solution at.
The teams of experts provide automatic updates with all social and payroll developments as well as personalized daily assistance.
5- Do not neglect the control of your payroll
The production of the payroll is organized in a cyclical way in order to pay the employees on fixed dates and to carry out the social declarations on time (DSN on the 5th or 15th of the month).
The payroll cycle begins with the
collection of the variable elements
with which the payroll is calculated.
Then comes the step of payroll control.
This step should not be neglected and must be carried out before the payroll closing which precedes the transfer of salaries and then the declaration in DSN.
How to control the payroll?
Payroll managers now control payroll globally by extracting items via SQL queries before performing checks on Excel files.
The checkpoints must be listed: comparison of the
variable payroll
elements
with the supporting documents (leave, expense reports, down payments, absences, etc.), statement of net payables and verification of salary differences compared to the previous month (salary increase , bonuses etc).
This control must be rigorous and the anomalies corrected before editing the payslips.
It avoids many errors that are sometimes difficult to recover later.
Producing a compliant payroll can be very complicated. In the absence of an in-house payroll expert, it is much simpler and more economical to manage your payroll via online software such as Fiche-Paie.net. This solution allows you to keep control of your data while benefiting from essential social-payroll updates, while being accompanied by daily assistance.
Sources:
https://culture-rh.com/comment-optimiser-gestion-paie/
https://blog.calexa-group.com/enjeux-gestion-paie
