Let’s face it—there’s no perfect job in this world, but if I had to pick one that consistently ranks as stressful, payroll would be right up there. Payroll professionals have one of the most critical responsibilities in any organization: making sure employees get paid correctly and on time.
In HR, we focus on attracting, developing, and retaining talent—but none of that matters if employees aren’t paid accurately. Unfortunately, the payroll department often works behind the scenes, overlooked and underappreciated. To shed some light on the challenges they face, I collaborated with payroll experts to compile a list of the top 10 employee habits that annoy payroll professionals the most—and how you can avoid them.
1. Submitting Time-Sheets Late
Payroll is all about deadlines. Just like an airplane won’t wait for you, payroll can’t process your paycheck without timely information. If you expect to be paid on time, ensure your time-sheets are submitted by the deadline—no exceptions. Late submissions create a ripple effect, delaying not just your paycheck but potentially everyone else’s.
2. Closing Your Bank Account Without Informing Payroll
Changing your bank without notifying payroll can result in paycheck delays. When a payment bounces due to a closed account, it takes time to retrieve the funds, and most companies won’t reissue the check until the money is back in the company account. Keep payroll updated about any banking changes—this simple step avoids unnecessary headaches.
3. Frequent Punch Corrections
If you’re constantly submitting punch corrections, it’s time to rethink your tracking methods. Payroll processors don’t have psychic abilities to guess when you returned from lunch last Wednesday. Consistently inaccurate punch data slows down payroll processing and adds unnecessary stress to an already complex task.
4. Submitting Sloppy, Incorrect, or Incomplete Tax Forms
If tax forms are complicated, seek guidance from a Tax Advisor. Incomplete or illegible forms force payroll to default your filing status to single with zero exemptions, which could mean higher tax deductions than necessary. Accuracy is crucial for smooth payroll processing.
5. Requesting Paychecks Early
Financial emergencies happen, but payroll professionals must follow constructive receipt laws, which govern when employers report and pay taxes. Issuing checks early can create compliance risks. If you need funds urgently, consider alternative solutions such as payroll advances or short-term loans.
6. Ignoring Over-Payments
Unlike Monopoly, real-life over-payments don’t come with a “Bank Error in Your Favor” card. If you receive more than your correct paycheck, contact payroll immediately. Prompt reporting ensures quick correction and maintains integrity in company finances.
7. Waiting Until the Last Minute to Dispute PTO Balances
Your PTO balance isn’t a mystery—it’s something you should track throughout the year. Waiting until the end of the year to dispute accrued PTO creates a bottleneck during the busiest payroll periods. Regularly monitoring your PTO prevents last-minute surprises and helps payroll work efficiently.
8. Delaying Pay Change Submissions
Managers, take note: submitting pay increases or changes late complicates payroll processing. If payroll has already started processing checks, retroactive pay calculations become necessary, increasing the workload and potential for errors. Timely communication ensures smoother processing for everyone.
9. Changing Your W-2 Address After Payroll Has Closed
The W-2 forms use the address on file at the last payroll of the year. Changing it in January after payroll has closed won’t affect the form automatically. Keep your personal information current throughout the year to avoid unnecessary corrections and delays.
10. Being Impatient with Employment Verifications
Need a verification of employment quickly? Payroll handles these requests on a first-come, first-served basis. Being impatient or demanding immediate attention can cause friction. A polite and patient approach goes a long way—after all, payroll staff are managing multiple priorities simultaneously.
Remember, payroll is the department who ensures you have money to back up that debit card—keep them happy.
Bonus Tips to Keep Payroll Happy
- Double-check all submitted documents for completeness.
- Keep personal and banking information up to date.
- Submit requests and inquiries in a timely manner.
- Show appreciation for their hard work—it goes a long way!
Payroll is the lifeline of any organization—they ensure your hard work translates into actual pay. Respecting their processes and deadlines isn’t just courteous, it keeps the entire company running smoothly. After all, happy payroll means happy employees!
