HR Cloud
Payroll & Benefits
Manage compensation, time tracking, and employee benefits with accuracy and compliance.
Payroll & Benefits
Accurate, timely compensation is a cornerstone of employee trust. HotCRM's Payroll & Benefits module handles the full spectrum of compensation management — from salary calculations and tax withholding to time-off tracking and benefits administration — ensuring your workforce is paid correctly and on time, every time.
Payroll Processing
Salary Management
Manage the complete compensation lifecycle for every employee.
- Payroll Periods: Support for monthly, bi-weekly, and weekly pay cycles
- Gross Salary Calculation: Base salary plus overtime, bonuses, commissions, and allowances
- Deductions: Automatic calculation of taxes, insurance premiums, retirement contributions, and other withholdings
- Net Pay: Transparent breakdown from gross to net with line-item detail
- Payment Methods: Support for bank transfer, check, cash, and direct deposit
- Multi-Currency: Handle payroll in multiple currencies for global teams
Payroll Workflow
A structured process ensures accuracy and compliance.
- Preparation: System gathers attendance, time-off, and overtime data for the pay period
- Calculation: Automatic computation of gross pay, deductions, and net pay
- Review: Payroll manager reviews and validates calculations before processing
- Approval: Finance or HR director approves the payroll run
- Distribution: Payments are processed and pay stubs are generated
- Reconciliation: Post-payroll audit to verify accuracy
Tax & Compliance
Stay compliant with local, state, and federal regulations.
- Tax Withholding: Automatic calculation based on employee tax brackets and filing status
- Year-End Reporting: Generate W-2s, 1099s, and other tax documents
- Regulatory Updates: System accommodates changing tax rates and labor regulations
- Audit Trail: Complete history of every payroll calculation for compliance audits
Time & Attendance
Attendance Tracking
Monitor employee work hours with precision.
- Clock In/Out: Daily attendance tracking with check-in and check-out timestamps
- Status Tracking: Present, Absent, Late, On Leave — with automatic flagging of anomalies
- Location Verification: GPS-based check-in for remote and field employees
- Overtime Detection: Automatic identification of hours exceeding standard work schedules
- Shift Management: Support for multiple shifts and rotating schedules
Time Off Management
Streamline leave requests and approvals.
- Leave Types: Vacation, Sick Leave, Personal Days, Maternity/Paternity Leave, Bereavement, and custom categories
- Request Workflow: Employee submits → Manager reviews → HR confirms → Calendar updated
- Balance Tracking: Real-time view of accrued, used, and remaining leave balances
- Approval Chains: Multi-level approval for extended leaves
- Blackout Dates: Prevent leave requests during critical business periods
- Team Calendar: Visual calendar showing team availability to prevent scheduling conflicts
Holiday Management
Configure company and regional holiday calendars.
- Holiday Calendars: Create regional calendars with public holidays and company-specific dates
- Paid vs. Unpaid: Distinguish between paid holidays and unpaid closures
- Calendar Assignment: Assign different holiday calendars to employees by region or department
- SLA Integration: Holiday calendars automatically adjust SLA timers in Service Cloud
Benefits Administration
Health & Insurance
Manage employee benefits enrollment and tracking.
- Plan Options: Health, dental, vision, life insurance, and disability coverage
- Open Enrollment: Annual enrollment periods with plan comparison tools
- Dependent Management: Add spouses, children, and dependents to benefit plans
- Premium Tracking: Monitor employer and employee contribution amounts
Retirement & Savings
Help employees plan for the future.
- 401(k) / Pension: Retirement plan enrollment and contribution management
- Employer Matching: Configure and track employer matching contributions
- Vesting Schedules: Track vesting progress for equity and retirement benefits
Perks & Allowances
Track additional employee benefits beyond standard compensation.
- Equipment Allowances: Laptop, phone, and home office stipends
- Education Reimbursement: Tuition assistance and professional development budgets
- Wellness Programs: Gym memberships, mental health resources, and wellness incentives
- Transportation: Commuting subsidies and parking benefits
Compensation Analytics
| Metric | Description |
|---|---|
| Total Compensation Cost | Sum of all salaries, bonuses, benefits, and employer taxes |
| Cost per Employee | Average total compensation per headcount |
| Overtime Percentage | Overtime hours as a proportion of total hours worked |
| Leave Utilization | Percentage of available PTO days actually used |
| Benefits Enrollment Rate | Percentage of eligible employees enrolled in benefit plans |
| Payroll Accuracy | Percentage of payroll runs requiring zero corrections |
Integration Points
- Performance Management: Performance ratings feed directly into merit increase and bonus calculations
- Recruitment: Offer letters pull salary ranges and benefits packages from compensation tables
- Finance Cloud: Payroll data syncs with accounting for expense recognition and budgeting
- Attendance & Scheduling: Time data flows automatically into payroll calculations
Best Practices
- Automate Calculations: Let the system handle gross-to-net calculations — manual adjustments invite errors
- Review Before Processing: Always have a second pair of eyes review payroll before distribution
- Encourage Self-Service: Empower employees to view pay stubs, update tax withholding, and submit time-off requests themselves
- Plan for Compliance: Stay ahead of regulatory changes by reviewing tax tables and labor laws quarterly
- Track Everything: Use the audit trail for every payroll change — it's your best defense during audits