Keeping track of daycare payroll has always been a significant pain point for center owners. Collecting time cards, keeping track of paperwork, and cutting checks--all while making sure there’s no human error--is a tedious, time-consuming project. However, communicating payroll expectations to employees and using technology to take care of the most complicated aspects can relieve center owners of this stress and ensure everyone is paid accurately and on time. Try the following steps to streamline your payroll process and add a few hours back to your center administration each month.
4 Steps to Simplify your Daycare Payroll
1. Communicate Your Expectations with Staff
Cooperation from your staff is the one of the most important keys to a simple payroll process. Let them know what you expect of them, but also what they can expect of you. Their job is to clock in and out at the right times, and to be punctual and consistent about it--and that’s non-negotiable. Your job, given they can complete their half smoothly, is to pay them correctly and on time (more on this in the 3rd and 4th points). Keeping the lines of communication open and your expectations clear will set the rest of the payroll process up for success.
2. Invest in a Time Clock
Further streamline your staff’s contribution to the payroll process by investing in a check-in/out system that accurately rounds their entry and exit times and automatically calculates their total hours. This removes the possibility of human error, but also makes clock-in and hours calculation a worry-free process for them. Your staff is already busy taking care of the kids--don’t give them one more thing to think about during the day.
3. Use Technology to Get Rid of the Paperwork on Your End, Too
Automating clock-in/out for your staff makes the payroll process easier on their end, but payroll technology can make your job easier, too. Get rid of the paperwork and the time spent deducting withholdings and discerning overtime--all of that and more can be done with just a few mouse clicks with payroll software.
Procare’s daycare payroll software offers you the ability to automatically calculate all checks at once, leverage direct deposit functions, and run accurate summary reports. Daycare payroll software also keeps your payroll and tax information all in one place, which helps you effortlessly comply with state and federal laws that require employers to hold onto certain records for specified periods.
If you use cloud services as well, you and your employees can both access payroll information from anywhere, making the work more accessible on your end while giving employees the ability to look up payroll information out of the office.
4. Centralize When and How Employees are Paid
To finalize the streamlining of your payroll system, pay all employees in the same way at the same time. An easy way to manage payment is to put all employees on a direct deposit system. With direct deposit, there’s no chance of lost or stolen checks, and in most cases the payment will automatically deposit on pay day, which will make your employees happy not having to worry about any delay.
Clear communication, an automated payroll process from clock-in to pay day, and expectations that are held up on the parts of both you and your staff are what will make each month’s payroll process run smoothly. Even just implementing one of the steps from above will alleviate some of the payroll stress.