How to Know if You are Facing QuickBooks Payroll Problems
As a business owner using QuickBooks Payroll, you certainly wouldn’t want your employees to be discontented because of incorrect payroll. After all, a wrong paycheck can do a lot of damage to your workforce’s morale and consequently, it’s productivity. It may not necessarily be due to human error either; sometimes there may be QuickBooks payroll problems that cause errors in calculating the paychecks.
These issues can happen irrespective of whether you pay workers on an hourly basis or once a month as a salary. While it may take just a couple of minutes to fix the trouble, you may not even know what mistake is causing a particular problem. This is why it is important to find out the root cause first and then try to solve or undo the error.
It may seem difficult to single out the source of the problem, that is unless you have QuickBooks Payroll. In any case, you need to observe all the payroll tasks that are being done on a routine basis which will not only lead you to the cause but also ultimately improve yours as well as your employees’ satisfaction.
Common QuickBooks Payroll problems that Can Cause Mistakes
No matter what edition of this accounting payroll solution you may be using, it can still get errors. However, these are easy to track and get rid of because of the codes that are displayed in the dialogue box. These codes allow you to trace back to the source of the particular error.
The first thing you can do is check your application, in case you may be getting payroll problems because of any anomalies in the program. Here is a list of the most probable causes for QuickBooks Payroll problems-
- Your folder contains corrupt or damaged data files like the tax table files or the company file.
- If your QuickBooks Payroll is unregistered, then that can certainly create issues.
- Someone has entered the wrong billing details.
- You opened the wrong file to enter certain information, which happens when trying to set employees up for deductions or paychecks.
- QuickBooks may be showing one of these error codes-
It May Not be Due to QuickBooks Payroll problems
What if your program is running smoothly and doesn’t show any signs of any error? Could it be that you or another user has made a miscalculation or a mistake? Human errors are not uncommon and need to be carefully analyzed. That is up to you to find out but there are a few areas which you can go back first in order to and try to retrace your steps.
Given below are some of the areas where there is commonly scope for error-
Government Holidays and Other Interruptions
Employers must be aware of the upcoming state or federal holidays because the banks will all be closed on such dates. This can cause delays in the payroll and therefore, must always be known beforehand.
It is also necessary to inform in case the date of payroll distribution has been revised due to a holiday. This will prevent any disruptions from occurring for those who keep their schedules regarding due dates for pay periods printed.
Resignations or Terminations
States often have certain laws for paydays to ensure that employees get paid on time and without fuss. They often specify the dates for those workers who get paid twice a month, usually the first and the fifteenth of any given month. They urge employers to make those dates visible to all the employees by posting notices.
There are also instructions in these laws for special cases such as employee termination or resignation. It is important that every employer is aware of and clearly understands these laws to follow them correctly and keep employees satisfied.
Faults in Communication with Human Resources
Every once in a while, there are issues with the server or other technical glitches that are not necessarily due to human error. Server-related trouble can lead the payroll to be postponed or even called off unintentionally. Such issues can also cause QuickBooks Payroll problems, which is possible but are not that common.
Still, it is better to maintain a secure backup or hand the payroll responsibilities over to a third party altogether, depending on the scale of your business and the efficiency of your current payroll system.
Incorrect Time Stamps and Records
Many businesses have automatic readers that are accurate on their part. However, some kinds of errors are unavoidable, for example, if the employees themselves forget to get their time cards to read at the end of their shift or if their time cards are misread.
Exceptions such as these may prompt you to get your time records monitored and checked for errors, preferably by a payroll specialist or someone from the relevant department.
Overlapping Employee Leaves
Employees may go on leave because of family or health-regarding troubles at times. These leaves are covered by the Family Medical Leave Act but if they are being used in a discontinuous manner, they can be confusing to calculate at the time of payroll.
There are specialists dealing in human resources’ benefits who can effectively manage employees leave cases and efficiently coordinate them. If you have already delegated these tasks to them, you need to make sure that all changes are being properly communicated to the payroll professionals to make the necessary changes and avoid QuickBooks Payroll problems.
Differences in Compensation
When employers reward their employees at the time of appraisal, there is usually an increase in their pay. This involves the information about the appraisal and wage increase to be communicated to the payroll department.
Any delay in this communication will, in turn, reflect in the calculation of said increase and adjustments into the paychecks. This is why it is advisable for appraisals to be effective from a date before they have been announced in some cases.