A must-have tool for Better Payroll – Payroll Audit Checklist

For any organization or individual managing in-house or outsourced payroll functions, a payroll audit checklist is crucial for ensuring accurate processing, 100% compliance, and adherence to deadlines. Whether you are transforming payroll operations or maintaining an ongoing payroll cycle, a well-structured payroll audit checklist can streamline processes, mitigate risks, and ensure smooth operations. A clearly defined checklist not only enhances the quality of payroll but also helps prevent recurring errors.

In this blog, we will explore key considerations for creating and maintaining an effective payroll audit checklist.

Payroll Operations

• Payroll Input operations
• Payroll Processing
• Post-Payroll Activities

Payroll Governance & Monitoring

• Continuous Monitoring and Improvement
• Root Cause Analysis: Continuous Improvement

1. Payroll Input Operations: Preparing for Success

A well-organized and timely input operation is critical for smooth payroll processing. Here are key points to ensure before payroll processing begins:

• Payroll Calendar Preparation: A payroll calendar is prepared a month prior to the next tax year. It is important to check whether every deliverable item on the calendar happened as per the schedule. Deadlines for input submissions, approval dates, and expected final delivery timelines as included in the calendar need to be checked every pay period. This simple process ensures there is no deviation in employee payment date.
• Authorized Input Files: Before processing payroll, ensure input files (such as employee data, timesheets, and other payroll information) are received from authorized personnel through the agreed mode of communication. These files should only be accepted from designated users to avoid unauthorized access to sensitive data.

2. Payroll Processing: Accuracy and Verification

The payroll processing phase is the most critical and time-consuming stage in the entire payroll cycle. It is essential for the Payroll Administrator and other key stakeholders to adhere strictly to the payroll calendar, ensuring all defined tasks are completed accurately from the initial input stage to the final sign-off

Payroll processing requires careful verification to avoid discrepancies and ensure accurate payments. Here’s how to maintain rigor in payroll processing:

• Input and Output Reconciliation: For each payroll run, perform a reconciliation between the input file and output file to identify any variances. A detailed variance report should be generated for review, showing discrepancies in employee data, tax deductions, benefits, and other pay components.
• Maker-Checker Process: Implement a maker-checker process where one individual (the maker) prepares the payroll and another individual (the checker) reviews and approves it. This double-check system ensures that errors are caught before the payroll is finalized. The process should cover various aspects, including readiness checks, draft pay-run reviews, final pay-run approvals, and deliverables checks.
• Sign off Approval: Before submitting the payroll to the customer, the operations manager must review and signoff the draft payroll register and variance report. This ensures that all checks are in place, and payroll data is accurate before being shared externally.
  
  

3. Post Payroll: Activities

Post payroll activities need to be tracked & monitor, which could help us to adhere to compliances and legislation. Most post payroll activities involved payroll administrator and approver to execute the tasks. Following are the key factors to take into consideration while designing the post payroll activities tab in the checklist.

• Distribution of Payslip / Paystub (ESS): One of the most critical activity to perform post payroll is to provide the detailed payslip to employees for them to acknowledge the wages paid or taxes withheld is processed correctly.
• Reconciliation of compliance report: Post payroll “signoff”, there are different types of formats followed by the compliance authority which needs to be reconciled and maintained in the records to refer at the time YTD submission or any payroll compliance audit.
• General Ledger/Journal voucher: GL/JV is a key post payroll report which needs to be given to the finance team to ensure appropriate reporting of the payroll details in P&L accounting.

4. Continuous Monitoring and Improvement

A key element of any payroll process is the ongoing review by senior management to ensure the team is meeting performance targets and compliance standards.

• Service Level Agreement (SLA) Reports: Ensure SLA reports are generated and shared with the client by the agreed-upon date each month, reflecting the payroll performance of the previous month. These reports provide transparency and accountability, highlighting whether SLAs have been met.
• Monthly Performance Reviews: Senior management should review overall payroll performance each month to track key performance indicators (KPIs), identify issues, and take corrective action where necessary. Regular performance reviews allow leadership to stay informed and address any recurring challenges before they escalate.
• Query Response Times: Payroll processors should acknowledge all query requests from employees or clients within two hours. This quick response time ensures timely resolution of concerns and builds trust between payroll services and employees.

5. Root Cause Analysis: Continuous Improvement

To continuously improve payroll operations and effectively address issues, conducting root cause analyses is crucial. A structured approach like the SICRAR method can be particularly effective in identifying, analysing, and resolving payroll issues. Here’s how the SICRAR approach can be applied to payroll root cause analysis:

S = Summary:

Write a summary of the issue, such as a delay in input submission or an error in tax processing. This summary should provide a concise overview of what went wrong.

I = Impact:

Detail how the issue affected overall payroll quality. For example, this might include a delayed payroll process, a $200 overpayment, or the need for a revision due to incorrect tax calculations.

C = Cause:

Identify the root cause of the issue. Determine whether it was due to a technological error, a mistake made by personnel, or any other contributing factor.

R = Resolution:

Outline the long-term solution implemented to correct the error and prevent it from recurring in the future. This step should focus on systemic changes or adjustments.

A = Action:

Document the immediate actions taken by the payroll team to address the issue quickly. Examples include processing an additional payout through an off-cycle payment or submitting a revised compliance report.

R = Report:

Record the resolution process and update the payroll checklist based on the insights gained. This helps to institutionalize improvements and ensure similar issues are avoided in the future.

By applying the SICRAR approach, organizations can systematically analyze payroll issues, implement effective solutions, and enhance overall payroll efficiency and accuracy.

Tips for a Successful Payroll Audit

• Involve Stakeholders: Collaborate with key stakeholders, including payroll personnel, finance teams, and HR departments, to gather necessary information.
• Use Audit Software: Consider using a guided payroll processing software, which follows the audit checklist, like Payce to streamline the process and enhance efficiency.
• Time and Attendance: If applicable, audit the time and attendance tracking system for accuracy and compliance.
• Internal Controls: Assess the effectiveness of internal controls to prevent errors, fraud, and inefficiencies.
• Document Findings: Document audit findings, including any discrepancies or areas for improvement.
• Keep enriching the checklist with the recent issues as check points: Implement corrective actions based on audit findings and follow up to ensure their effectiveness.

Conclusion

A comprehensive payroll audit checklist is essential for ensuring efficient and compliant payroll operations. By following the checklist outlined above, payroll teams can streamline processes, reduce errors, ensure compliance with tax laws and employment regulations, and enhance overall employee satisfaction. Whether you're part of a payroll shared service, outsourcing payroll, or transforming your payroll processes for the first time, this checklist offers a structured approach to managing payroll operations effectively.