Archive for April, 2009

Direct Deposit – a no brainer

April 23, 2009

He that leaveth nothing to chance will do few things ill, but he will do very few things. George Savile, Marquess of Halifax, 1633 – 1695

It’s springtime in the Rockies…again. Snow, sunshine, wind, rain, then repeat. We seem to get all four seasons packed into one day.

It’s also a Friday and Fridays make me think of payday. While our clients pay each day of the week, Fridays is payday for more than half of our clients. If you don’t offer direct deposit to your employees, you are costing yourself some inconvenience both for yourself and your employees.

As an employer, there is no check to reconcile with the bank with a direct deposit and no outstanding check to track down. Many employees expect direct deposit when they start a new job – it’s assumed and certainly not brought up in a job interview. They are very surprised when they find out their pay comes to them in a check – an unpleasant surprise. This means a trip to the bank (and a line if they wish to make that deposit on Friday). The bank will frequently put a one day hold on a paycheck versus no hold on a direct deposit. I know my wish list doesn’t include unnecessary travel to anywhere including the bank teller line.

Do yourself a favor – provide direct deposit as the default option for how your employees receive their paycheck. It’s easier for you and it’s easier for the employee.

Happy Fridays,

Bryan Dear

www.payrolldept.biz

Be of service

April 23, 2009

Be of service. Whether you make yourself available to a friend or co-worker, or you make time every month to do volunteer work, there is nothing that harvests more of a feeling of empowerment than being of service to someone in need.   - Gillian Anderson

I love the start of the above quote: be of service. We have so many opportunities – especially under the above definition. It’s a call to listen and then respond. And it doesn’t matter what the circumstances.

My wife and I were riding to town on our bikes yesterday and we saw a father and child trying to move a vehicle out of the driveway onto the curb. I stopped and asked if they would like a hand to which the child (~ age nine) responded enthusiastically. “Absolutely. We’ve been trying to move this car and we can’t move it an inch.” It was fun to respond to such an energetic request and we were even able to get the car moved to the right place.

We think of volunteerism as a formalized role. We must “sign up” to volunteer. We must raise our hand and tell someone. Certainly that plays a role. But that’s not the key. The key is our willingness to help- to actually listen and then to respond. To help wherever you may be to whomever allows your help.

In our business, we serve so many different kinds of employers with different needs. I would hope we listen to you when you call. I would hope we responded appropriately and enthusiastically after we had listened to you. It’s just one other place to be of service.

Yours in service,

Bryan Dear

www.payrolldept.biz

Selecting a pay period and check date

April 13, 2009

The discipline of writing something down is the first step toward making it happen. LidoAnthony Iacocca

Whenever a business has employees, there’s payday. Many employers with one or two employees, will pay the same day the pay period ends without much thought to the future precedent being established.  The business or organization grows and another employee is added. No big deal – just cut two checks. Perhaps the employees (exempt or not) are paid a salary. It’s a piece of cake to pay the employees. Any cheap payroll software  can track these efforts.

Ahh, but if the employer is doing well and hires more employees then minor complications may begin to surface. Some of the employees may be paid hourly. Benefits, if not offered before, may begin to trickle in such as holidays, vacation pay, or a simple retirement plan.

The employer is beginning to feel a little pressure with gathering the time and cutting the checks the same day the pay period ends. If delays occur which inevitably they will, the employee is going to be frustrated because their expectation is not being met because payday was delayed by a day or even by hours. Direct deposit is not even going to be a consideration because you need at least a day and preferably at least two days prior to check date before paying. Yuck.

So do yourself a favor. Pay bi-weekly ( every other week and a lot different than twice a month). End your pay period on the same day such as a Sunday, and pay on Friday. You can do something other than payroll right after the pay period ends, still have plenty of time to pay your employees, offer direct deposit and reduce the risk of error because of a rushed process.

A semi-monthly pay period, even with a five day delay, such as ending the pay period on the 15th and paying on the 20th is still problematic. Overtime, without a good time and attendance system, is difficult to calculate, payoll is processed at different times in the week, weekends and bank holidays can either cause a rush to process the data or delay the check beyond the employee’s expecations. If you do choose semi-monthly pay schedule, consider a delay of seven days between the period end date and the check date to give your organization enough time to process your payroll.

Regardless of which method you choose, you’ll be glad you at least gave the pay period and check date some thought before you hired any employees because changing expectations with your emloyees is rarely fun.

It’s very easy to say “Payday is every other Friday for the two week period ending the previous Sunday.”

Happy paydays,

Bryan Dear

www.payrolldept.biz

All I can be? All the time?

April 13, 2009

Real generosity toward the future lies in giving all to the present. Albert Camus, 1913 – 1960

How do we be the best we can? And what does best mean anyway? I’ll start by providing my definition for the latter; being my best means I’m listening and responding, I’m going extra yards if necessary to carry out (i.e. not giving up) the task assigned to me either by me or by someone else, I’m doing this in a positive (and probably humorous)  frame of mind and I’m communicating with the participants involved in the task in an appropriate manner.  If I do at least these four things, then more than likely I’ll be successful in that pursuit.

Achievng these four  attributes means laying out a good foundation. Did I sleep well? Am I healthy? Did I exercise today or at least yesterday? Are my relationships working? Are those around me doing well? Is my lifestyle in balance (another topic). And so on. Take away any one of these factors and I’m going to have work a little harder to achieve the being all I can be. Respond with a no to two of these questions and it’s going to become a major effort to be all I can be.

And therein lies the paradox. We can be all we can be even if we respond with a no to all of the above questions (Am I healthy? etc,). It’s just going to be a different being. This is important to me because in our workplace all of us cycle through good times, bad times, worse times and great times. When it’s going great, don’t hold back – be amazing: leap, gush, volunteeer, wow it up, and enjoy. When the bad times flow through, make small goals such as adding a smile.

The more people we work with, the more we appreciate an ability to work well or play well with others. In this life, we see what’s on our plate – relationships, children,  spirituality, work and where we live. The dance we do within these spheres and how much we put in this dance is what makes our life. No one I know wants their epitaph on their gravestone engraved with an “I wished I watched more TV, played more video games or got more sleep.” We are remembered by what we gave to all our moments.

Even when blogging…

Cheers,

Bryan Dear

www.payrolldept.biz

T(ime) & A(ttendance) and Big Brother

April 8, 2009

Success is not the result of spontaneous combustion. You must set yourself on fire.     - Arnold H. Glasow, 1905 – 1998

T & A stands fors time and attendance tracking. It allows employers to easily compile actual worked time, record holidays, vacation, and other types of time by the employees and provides a much easier processing of the payroll. We are believers in the online clock.

Employees may become a bit skittish when an online clock is first set up. It may seem to them that their every moment is being followed; flexibility is no longer tolerated; trust is flushed and the special bond that may have existed between employer and employee is weakened.

Not true. One of the first recognitions by the employees of using a clock is fairness. In almost every organization, there are employees who arrive five to ten minutes early and maybe depart five to ten minutes late. And then there are employees who arrive five to ten minutes late and depart five to ten minutes early. In a system of time cards, both of these employees may have shown the same time. With a time clock their actual times are shown and recorded. Pretty soon, the online clock becomes just a part of the framework of doing one’s job – in the background and making the process of work just a little bit easier.

Online time keeping can make department and labor allocation much easier. It can help identify overtime situations that can then be stopped. It can provide supervisors a method to check who missed a punch from the previous day (it’s a lot easier to figure out what I was doing yesterday than what I was doing last week). It provides a long-term and easily retrievable history of hours worked. It’s one of the best things we ever did in house to ease the process of compilation of hours.

If you would like more information on time and attendance, feel free to contact us.

Cheers,

Bryan Dear

www.payrolldept.biz

How you pay makes a difference

April 8, 2009

In the end, all business operations can be reduced to three words: people, product and profits. Unless you’ve got a good team, you can’t do much with the other two. Lido Anthony Iacocca

The more indifference, the less we care. The good news: the less indifference the more we care. Caring is such a wonderful ingredient for a business to cultivate. And the first step for caring begins with how the employer treats their employees. An employer can have wonderful benefits, but if served without appreciation for the work their employee does, then a big message from employer to employee is communicated – we don’t really care.

There are a thousand different ways to show appreciation and it’s probably difficult to over-appreciate. One little appreciation based on my travels. I remember in my six weeks spent visiting my sister in what was then called the country of Zaire. When we paid for our food, we would hold onto the bills – whether it be one or several) with both hands as we passed it over the counter to indicate our appreciation for the transaction. Similarly, consider a thank you when handing your employee a check or direct deposit voucher. It’s a small touch of appreciation – but small touches add up to something special.

And if you go to the dark side that it’s the employee that should be doing the thanking, tread carefully. Your employees are probably not feeling appreciated and their loyalty to you may run just a little thin.

Thank you for reading,

Bryan Dear

www.payrolldept.biz

The Fool’s Day

April 2, 2009

He who lives without folly isn’t so wise as he thinks.  - François, Duc de La Rochefoucauld, 1613 – 1680

One of my goals is not to take myself too seriously. Of course I have before and I almost always regret those moments. We know one thing for sure – we’re in this life now and our enjoyment of this life hinges on a lot of factors: how we engage with others whether it be in work, in service, in teaching or in play. I am a big believer that as adults we need a quotient of play. It allows us to laugh at ourselves and shake loose that jacket of seriousness.

Of course we’re not going to play with your payroll – we take the processing of your payroll information as a business task that is to be handled confidentially and professionally. But it’s always nice to draw a smile out of you or even better, a laugh.

Here’s to a few chuckles, giggles and grins in your day,

Bryan Dear

www.payrolldept.biz