If you are planning to outsources your Payroll Management activities in Kolkata, West Bengal, find here the complete information including definition, services, components, advantages, process and reports provided by service provider.
The first thing that comes to your mind when you hear the word payroll management are your monthly salaries. The payroll processing in Kolkata, West Bengal involves an end to end process which requires the employer or the company to calculate and pay out the wages to all its employees. Now this may sound like a simple task, but there are many factors to be considered in this process including additions or deductions made in the salaries.
For the longest time this whole process of payroll management in Kolkata, West Bengal was handled manually. Documents had to be typed out, verified, signed off, and go through many other steps across the various levels of hierarchy in an organisation. This whole process was excruciatingly tiring and repetitive. And since all these documents were in hardcopy, extra care had to be taken in order to make sure that the papers don’t get damaged or misplaced. All in all, ensuring that there are no manual mistakes in the records of the documents and also maintaining these records and making sure they are safe is a herculean task which requires lots of hours on the employees’ part and money on the company’s part.
However, and thankfully, payroll management in Kolkata, West Bengal has seen a number of positive changes over the past decade. And today the whole process of payroll management in Kolkata, West Bengal has moved to databases with the advent of technology. In fact, specific software solutions for payroll management has made the process of recording information extremely smooth and hassle free. So let us understand what exactly is payroll management and what are the components involved in this process.
What is Payroll Management?
A typical job contract consists of a number of variables that may be a part of the employees’ salary structure.While some payouts or deductions may happen on a monthly basis, others may happen on an annual basis. The objective of any payroll process is ensuring that the employee gets the fair share of salary at the end of each month and there are no confusions or discrepancies. And even though it sounds like a straightforward task, insurance, provident fund, gratuity, etc play a part in the calculation of the salary. Things are easier for a small size company but this whole process becomes exhaustive with multinational companies or companies with thousands of employees. Hence, payroll management is one of the most important and critical responsibilities that lies on the shoulders of the company.
Components of Payroll Management System in Kolkata, West Bengal
Attendance and Time – For years, companies that follow a strict and traditional approach to attendance and time have paid their employees in accordance with the numbers of hours they have spent in the office. In this case the payroll processing includes procedures to calculate and deduct leaves without pay and such absences from work. Although there are companies today that do not correlate productivity with the number of hours spent on the office premises. Different companies create different policies when it comes to payments and productivity.
Benefits and Deductions
Corporate employees have a number of benefits as well as deductions which are part of their CTC (Cost to Company). Some common benefits include housing allowances, food expense card, phone recharge, travel allowance. On the other hand deductions that are most common in companies are health insurance, gratuity and provident fund. These benefits, remunerations as well as the deductions are all subsequently added or subtracted from the total salary.
Let’s face it, taxes are complicated business. Different countries, and even different states within the same country have different rules and regulations for taxation. This is the most complicated component of payroll management and is managed by experts. Some companies divide the tax by 12 and deduct the amount from the monthly salary, while some others make annual or quarterly deductions. It is the company’s responsibility that the tax deductions and benefits are availed by the employees.
It is a huge responsibility to ensure that the salaries are credited to multiple employee accounts all during a specific date or period of time. Even after all the calculations are done, the final step needs to be executed efficiently and cannot bear any hiccups as it can have far reaching and devastating consequences. If there are discrepancies or confusion with the salary, it is code of problem arising in the organisation caused by employee discontentment.
Today, a small team of HR executives can handle this entire process of payroll management in Kolkata, West Bengal efficiently and accurately. Most of the companies have their payroll system digitised and there is no requirement for maintaining physical records. The new softwares with amazing UX and other options provide companies with custom made solutions for their payroll management and it is always a good idea to invest in them.
The payroll management in Kolkata, West Bengal is a crucial and heavy bearing task for every organisation in order to ensure smooth administration and boost productivity. The process is, given the nature of it, of course, time consuming. And while there are companies that manage their payroll with in house manual bookkeeping, business giants all over the world are moving towards outsourcing payroll management to experts in the field.
What does Payroll Outsourcing in Kolkata, West Bengal mean?
Payroll Outsourcing in Kolkata, West Bengal is a process whereby businesses or firms hire another firm to manage all their payroll functions. This saves a lot of money, time and effort of the company’s own employees. The payroll outsourcing solutions ensure a higher accuracy as it is analysed and compiled by highly qualified experts in the field as compared to in house payroll management systems in place.
If you want to avail Payroll Management Service for your business in the state of West Bengal because you have plans to set up a new endeavour in this region considering that, this state offers lucrative prospects for commercial opportunities and developmental projects, then you should definitely take a concrete step forward towards this and our service provider organisation is committed to hold your hands at every step and provide assistance on need bases. You can go through our website for more details and seek the benefits of the best of our services offered. The latent of West Bengal with respect to commercial growth is incomparable with any other region in some selected sectors across the country. It geographical location is most suitable to promote some industrial advancements and many other trade undertakings.
Strategically located in the Eastern part of the country at the East coast of Bay of Bengal, sharing inland borders with Sikkim, Assam, Bihar, Jharkhand and Odisha. Countries adjoining internationally are Bhutan, Bangladesh and Nepal, forming a perfect gateway to Southeast Asia and North East India.
West Bengal is encompassed by a thick network of roads running around 3,15,404 km with road density of 333.5 km per 1000 sq meter and rail network of 4,000 km across the state. This state also has the second largest metro rail network in the country and 3rd largest in the country in terms of road coverage, inclusive of 16 National Highways and 2 Asian Highways. Bestowed with the natural maritime rewards and navigable waterways with 950 km of waterfront including 13% of the total national coastline. With two major ports, one at Kolkata and the other at Haldia, the oldest maritime infrastructure of the country is present here and serving well. It has a prominent presence at the international air map too, with 1 airport at Kolkata and the other at Bagdogra, a private sector green field airport at Andal West Bardhanam also taps the flights, connecting this region with the outside world.
Government owned Bengal Silicon Valley Hub launched in 2018 has more than 100 acres of land allotted, with more than 20 organisations including First-source Solutions Ltd, Tata Consultancy Services, Vikram Solar, Indo-Japan Horological Pvt Ltd, Reliance Corporate IT Park etc. it is a home to 17 Government IT Parks and 4 other upcoming IT Parks which are at different stages of construction situated at Rajarhat (Ph-1), Sector V (BN-4), and Kalyani (PH-2).
Land of the famous Darjeeling tea, it stands 2nd in production of tea in the country. Highest produce of rice and vegetables comes from this region and West Bengal is also a hub to Leather Goods Exports from India.
With 32% of urbanisation rate, the state has 950 females per 1000 males. 59.8% of the total population of the region falls between the age group of 20-59 years and is the 4th most populous states of the country, with 91.3 million citizens and 77.1% of literacy rate. This state is inhibited by 1 Central University, 42 State Universities, 11 Private Universities, 94 Engineering Colleges, 46 Management Institutes, 93 Polytechnic Institutes, 278 Industrial Training Institutes and 18 Medical Colleges.
Investment opportunities in West Bengal value more than $694.04 bn, comprising of a total of 1144 projects out of which 9 are private and 1135 are Government owned projects, with 195 promoters involved, spread across 25 districts of the state, which makes West Bengal a perfect breeding ground for developmental projects in the commercial segment. Prestigious Government schemes are also running here like Pradhan Mantri Awaas Yojana Gramin which values about $59.37 bn, Pradahan Mantri gram Sadak Yojana Project costs a whooping amount of $50.22 bn, Wind Power Project worth $56.46 bn and Solar Power Project with aggregate value of $63.55 bn.
Payroll Outsourcing in Kolkata, West Bengal strives to achieve 3 main goals:
1. To Free up both resources as well as time which allows the businesses to maintain their focus on core functions.
2. To give the businesses an access to professional expertise complemented with the latest technology which are helpful in performing the payroll management in Kolkata, West Bengal functions efficiently.
3. To reduce the risks of inefficiency and costs involved.
Now, let us look at the 10 Benefits / advantages of Payroll Outsourcing in Kolkata, West Bengal
Saving Time and Increased Productivity
Preparing and processing a payroll in house is an extremely time-consuming process which can waste a significant amount of labour hours each year. This time taking process also requires a great deal of attention to detail. And if you are a small business owner processing the payroll yourself can seem like a frustrating task. But as soon as you outsource your payroll management, a lot of your time is freed up and this increases the productivity in your core tasks.
Reduction in Cost
By working with the payroll provider, the cost of processing payrolls can be significantly reduced. Just do the maths and you will realise that your employees spend hours devoting to payroll management activities and they’re still unreliable as we can fall sick, require leaves anytime etc. But if you outsource your payroll management, you don’t have to worry about how your employees are going to get things done. And you will be surprised to find out that many of the plans that payroll management firms offer amount to much lesser than your in house payroll management team.
The government rules and regulations are constantly changing and it becomes a headache for the business owners to constantly keep a check on these rules and the changes in them. As an owner or an employee of a company it becomes difficult to keep track of all the developments in government policies. But professional payroll providers stay up-to-date with all the taxation policies and other government mandated rules and regulations so you don’t have to keep a track of them once you outsource your payroll.
Getting a team of Industry Experts
When a small business outsources its payroll, it has access to a team of industry experts in the area of human resources that was earlier only accessible to the big companies. A good payroll company has a team of experts looking into multiple areas of human resources and payroll management. From strategy, benefits and deductions in the payroll system, there are so many services that a payroll management firm can offer and make the functioning of your business smoother.
There are inherent risks while using in-house payroll software regarding data security. Also, there is a risk of embezzlement of funds, and even tampering with company files for personal gains when the payroll is managed in house. No one has the time in energy to closely supervise or even start surveillance of such matters. So it is better and safe to outsource your payroll management and keep your confidential payroll data absolutely protected at all times. Online payroll solutions have back up in multiple server locations making it more safe.
Getting a Human Resource Information System
A human resource information system is very important in businesses today. Be it a big firm or a smaller firm, HRIS gives a lot of benefits to the employees. The employees gain access to corporate documents, benefit information, etc. The employers also gain a greater ability to create custom reports, track the whereabouts of their employees, review their performances, etc. HRIS systems are expensive and with payroll outsourcing, a company of any size can enjoy the benefits of it without having to bear the cost of buying and maintaining it.
Avoiding the cost of technology advancement
A huge concern for small business owners is whether they have the latest version of the payroll software and the most recent Tech tables installed in the computers. Being a maintenance fee and having to upgrade the payroll management software is a fixed cost on going. Once the payroll management is outsourced to a firm specifically known to handle the task, the pressure of bearing these costs are totally off your shoulders.
Offering direct deposit
Employees want direct deposit and small businesses are recognising it increasingly today. However offering your employees direct deposit is difficult when your company hasn’t outsourced the payroll management. The trip to the bank is a time consuming thing and with a direct deposit it also means that your account number remains confidential to your financial institution and payroll provider. This ensures greater security and safety to the employees’ credentials in today’s era of fraud.
Hassle free process and increased peace of mind
Payroll processing is a painful and frustratingly long process. But with the help of a professional payroll service provider, you can have an error-free payroll, tax filings and payments. In return you will not only get increased productivity and save costs, but you will also experience a hasslefree procedure every month and have greater peace of mind. With a clear mind, you will focus more on turning the core functions of the business to increase profits.
A Checklist for Payroll Management System in Kolkata, West Bengal
A typical job contract consists of a number of variables that may be a part of the employees’ salary structure. While some payouts or deductions may happen on a monthly basis, others may happen on an annual basis. The objective of any payroll process in Kolkata, West Bengal is ensuring that the employee gets the fair share of salary at the end of each month and there are no confusions or discrepancies. And even though it sounds like a straightforward task, insurance, provident fund, gratuity, etc play a part in the calculation of the salary. Things are easier for a small size company but this whole process becomes exhaustive with multinational companies or companies with thousands of employees. Hence, payroll management is one of the most important and critical responsibilities that lies on the shoulders of the company in Kolkata, West Bengal. And these days, this responsibility can be outsourced to a responsible and efficient service provider in Kolkata, West Bengal who manages the whole payroll processing.
There are a few things needed from the company’s end to form an effective Payroll System in Kolkata, West Bengal . We have created a checklist for the same:
The company documents – A list of company documents are required to set up a payroll management system including the Certificate of Registration, the Electronic Challan cum Return (ECR) document, Company Goods and Services Tax (GST) number and Taxpayer Identification Number (TIN).
Choosing Payment Schedule – You have to choose a payment schedule that works for your company and the way it works . A fixed yet flexible schedule of weekly, bi weekly, semi weekly, and monthly payroll schedules.
Classifying the Employees- The employees have to be classified as freelancers, contractors, interns, permanent employees, to schedule the payments accordingly.
Updating the Terms of Compensation- It is important to keep a tab on the employee hours, office timings, over time, etc to set and update the compensation terms in the Payroll Management System.
At Aristotle, the Payroll Management System in Kolkata, West Bengal includes the following:
Creating CTC Structure
Managing Labour Compliance
Tax Planning for the employees
TDS Deduction and Compliance
Setting up Reimbursement
Drafting Human Resource Policy
Drafting Employment Agreement
Drafting Leave Policy
Planning and implementing Appraisals for employees
When all these aspects are taken care of by our team of illegal and financial experts, your focus can remain on increasing the productivity of your in house staff. Your hassle in our hands, is no more a hassle. And all you get is a highly motivated workforce who are focused on their work.
These are the documents that we need for payroll management in Kolkata, West Bengal
Certificate of Registration (CoR):
Electronic Challan cum Return (ECR) document
GST (Goods & Services) Certificate
TIN (Taxpayer Identification Number) Certificate
How to choose the right service provider for Payroll Management in Kolkata, West Bengal
A typical job contract consists of a number of variables that may be a part of the employees’ salary structure. While some payouts or deductions may happen on a monthly basis, others may happen on an annual basis. The objective of any payroll process is ensuring that the employee gets the fair share of salary at the end of each month and there are no confusions or discrepancies. And even though it sounds like a straightforward task, insurance, provident fund, gratuity, etc play a part in the calculation of the salary. Things are easier for a small size company but this whole process becomes exhaustive with multinational companies or companies with thousands of employees. Hence, payroll management is one of the most important and critical responsibilities that lies on the shoulders of the company. And these days, this responsibility can be outsourced to a responsible and efficient service provider who manages the whole payroll processing in Kolkata, West Bengal .
Every organisation has different needs, but there are a few things that you should check for in your payroll service provider in Kolkata, West Bengal before trusting them with your most important responsibilities. Here are seven areas you should look into:
Cost Effectiveness – Any payroll service should be providing you with their services in attendance management, leave management, overtime management and report generation. They should also have clear rates for the services they provide. Determine on what basis you’re going to be charged for each and every service and make sure you’re not made to pay for services that your company doesn’t require so you don’t end up buying more than you actually need.
Accessibility- The payroll management service in Kolkata, West Bengal should have a simple interface and be easy to use so that it is accessible to everyone. Ideally, you should be able to access and change employee data quickly, keep a track of employee loans and transfer the funds to all major banks and payment institutions online. Everything should be straight forward, from employee details to the full history of past and current pay slips.
Security – A good payroll service provider should be able to guard against information tampering. Even though it is up to you how much control you want, the provider should give you the option to view all report and protect your data.
Flexibility- It is very important that the payroll management service in Kolkata, West Bengal customizes reports and services according to the needs of your company and it’s several needs. The two organisations have to be compatible and flexible to carry out this utterly responsible task.
Customer Service- You should look for a payroll management service provider in Kolkata, West Bengal who is dedicated to your project and ensures ongoing customer support, upgrades and customisations as and when necessary. Have a clear communication about what it is exactly that you expect, including the terms of your maintenance contract.
Training – The payroll management service provider in Kolkata, West Bengal should train the employees and the HR team so that they can be eased into the new ways of working. This can be done with accessible training manuals whenever they need to use it as well as adequate online support.
Test Drive – This is a crucial factor. Always make sure you get to test the service of the payroll management service provider to determine its suitability in accordance with your business. A number of payroll service providers have portals where you can simulate the use of their products. This test drive will help you see how comfortable the team is working with the system.
Keep these points in mind and make the best decision to make this tedious process of payroll management in Kolkata, West Bengal completely hassle free.