Switch to Electronic Payroll

For many established businesses, paper payroll feels reliable: a tangible and predictable way to manually submit data, deliver physical paychecks, and control on-site recordkeeping. This approach, though familiar, includes a number of out-of-sight costs and risks that only grow as your business expands.

If your business still uses paper payroll, it’s time to consider an alternative approach:
one that eliminates delivery fees and check stock costs while reducing administrative labor hours,
and the compounding risk of errors and compliance issues.

Let’s take a closer look at the numbers and consider the concrete, cost-saving benefits of paperless payroll.

Why These Costs
Stay Hidden

The true costs of paper payroll are spread across each pay period, so they never appear as one alarming number. Since many businesses have submitted payroll the same way for years, the costs are rarely scrutinized. Whether it’s delivery fees, handling fees, or the labor hours required to run paper-based payroll, many of these costs get buried in routine billing and stay uncalculated from a yearly view.

Even when paper-based payroll is processed more-or-less competently, these costs are usually accepted as a single, unexamined figure that varies per pay period. No one has made a glaring mistake, but once paper payroll costs are itemized and calculated over a yearly period, the numbers are much more revealing. Here’s where the money actually goes.

Delivery Fees
Add Up Fast

Every paper check has to physically get somewhere, and shipping or courier fees recur every pay period. In some cases, delivery costs are higher than the payroll run itself. Most businesses never total the cost of their payroll check delivery fees over a year, which is why it stays obscured in the per-period total cost.

Manual Submission Invites Errors

Faxing or calling in hours leaves room for incorrect numbers and missed entries. Each correction costs time, can delay the entire payroll run, and leads to cascading issues with inaccurate paychecks, employee dissatisfaction, or compliance concerns.

Time Is a Cost, Too

The time spent assembling, faxing, or phoning in payroll repeats every pay cycle. These labor costs have a significantly negative impact on payroll efficiency. Electronic submission transforms time-consuming, recurring tasks into just a few clicks.

Paper Checks Create Risk

Mailed checks can be lost, delayed, or stolen, and reissuing them is often a slow process. Direct deposit removes the delivery point of failure entirely while fulfilling employee expectations of timely and accurate digital pay.

Recordkeeping Gets Harder

Paper records are easily misplaced, damaged, and hard to search when an employee dispute, audit, or noncompliance concern arises. Electronic records are organized, timestamped, and available for review whenever you need them.

What Going Electronic Looks Like

If your business has run paper payroll for years, making the switch to electronic payroll submission might feel daunting. In reality, the process is much simpler than it sounds, especially when you work with a trusted payroll partner to streamline the transition. In most cases, the benefits quickly activate through each phase of change.

Electronic Payroll Submission — Electronic payroll submission makes it easy for employees and managers to submit hours and updates online. With simple self-service tools, you can improve accuracy and help ensure employees are paid on time.
Direct Deposit — Direct deposit is the preferred way to get paid, helping employees receive accurate, secure pay on time.
Digital Pay Stubs & Records — Employees can easily access pay stubs online while you keep organized records to quickly resolve any pay questions.
Support Through the Switch —Trivantus tailors your payroll strategy to your business goals and guides you through every step of the switch to digital payroll.

Already Paperless?
Help Spread The Word!

Every business runs differently. Some have already partially switched to digital payroll and HR processes to improve operations.

If you’re still using some manual processes or your payroll and HCM processes feel disjointed, it might be time to make further changes and consider using an integrated platform that streamlines your setup.

Whether it’s implementing direct deposit, seamlessly integrating timekeeping with payroll, or simplifying recordkeeping, your Payroll Specialist is ready to discuss and implement any changes that will help your business optimize payroll and related HR processes.

Ready to Make the Switch?

Going electronic isn't about implementing technology for its own sake; it's about keeping more of what you earn and spending less time on payroll.

Your Trivantus team is here to make the switch simple and seamless, helping you capitalize on cost-saving benefits, reduced noncompliance risks, and improved employee experience.

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“I wanted to let you and the Trivantus team know that so far we have been thrilled with the services we are getting. You are all very accommodating and friendly very much unlike the prior payroll company.”

Kim M.

“I just wanted to you that Trivantus has done a phenomenal job. The transition went smoothly thanks to your keen attention to detail. I am very happy with the software and your customer service.”

Ann M.