Improve Your Payroll Management Process
November 9, 2020
Payroll can prove to be a challenge for many businesses. A task that is so regular should be something that runs efficiently, but unfortunately that doesn’t always happen.
As businesses grow, payroll management can also grow to be frustrating. Does being on the phone for hours trying to fix issues with your payroll company sound familiar? Or maybe you need a more robust payroll platform in order to be more productive? Maybe you have the technology, but you’re left figuring out how to use it on your own and not using it to its full capability? Time and attendance, ​GL integration, reporting, and other record keeping can quickly become a frustration.
Here’s Some Helpful Ways to Create a More Efficient Payroll Management Process
1. Outsourcing to Save Time and Money
Many companies do not have the resources or bandwidth to manage the payroll process. Outsourcing your payroll is a cost-effective alternative to having your own payroll team. Depending on how in depth your payroll needs are, from direct deposit, W-2 processing, compliance, timekeeping, tax filing, reporting, 401(k) administration and other tasks, you can have access to both payroll technology and the support you need.
You might not have the necessary time needed to stay on top of all the laws and regulations to maintain compliance, or the knowledge of the best payroll platform solution for your business, or finding the best structure for your payroll process. Outsourcing your payroll to SimcoHR can give you peace of mind when you just don’t have the time or the finances to handle ​these ​tasks on your own. SimcoHR can also integrate, beyond payroll, other services within HR and employee benefit operations to manage and streamline your systems resulting in increased productivity.
2. Simplify and Streamline Your Payroll System
There are several benefits to using a payroll platform. You can decrease the risk of human error; you can make it easier to control and maintain time and attendance that would allow you to discover trends that could lead to cost saving opportunities.
Streamlining your payroll system is a solution to improving your payroll management process. A professional overseeing your payroll can also advise you on ways to improve your existing system. You can accomplish this through technology. Not only will your payroll process be more manageable ​than a paperless system, but it will save you a significant amount of time. A paperless payroll process utilizing an online platform will offer a secure way of handling your payroll data.
3. Is Your Payroll Software Up to Date?
When is the last time you investigated payroll software options? Upgrading your platform can allow you to be more productive at your business. If you find that you’re spending too much time on payroll, then it’s worth looking into. There ​are a variety of platforms now available to fit different sized businesses and their needs. From basic payroll platforms for small businesses, to large robust platforms that integrate benefits and HR to help streamline your business.
Spending less time processing your payroll, with increased accuracy in entering in data and processing is a win! Technology alone may not be your answer, but when it’s backed by a service that can walk you through getting the most out of your technology, or teaching you how to use it, ​it can make managing your payroll a much better experience.
4. Simplify Your Pay Schedules
Weekly, bi-weekly, bi-monthly, hourly and any combination of pay schedules can be difficult to manage. If you are a business who has to stay on top of several pay schedules, consolidating everyone to one type of pay schedule is more efficient, easier to maintain and creates less room for errors. ​SimcoHR can assist with this.
5. Payroll Education and Continuous Learning
Continuous learning is vital for any business, and any industry. Payroll management is no exception. There are always technological advances to stay on top of, or new rules and regulations that are always changing. It’s a best practice to educate and train yourself on an ongoing basis about the latest things happening that could either make you compliant, or simply more productive. ​
6. Payroll and Compliance
A big part of managing payroll is tax filing. It can be extremely costly and devastating to a business who fails to ​be in compliance with laws and regulations or meet required deadlines. Be sure your payroll processes have incorporated into it your state and federal payroll, and tax regulations and apply any necessary changes.
SimcoHR can help you with all of these tasks by being your full-service payroll company. They also have several other platforms available in HR, employee benefits, and risk management that all work together to help your business. Contact SimcoHR at (585) 750-3246 for a free consultation and discover how streamlining your day to day management tasks can save you time and money.
You might also be interested in reading about “Costly Mistakes - Failing to Remit Payroll Taxes and Retirement Plan Contributions on Time” available here.
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At Simco Insurance & Wealth Management, 2025 was a year defined by refinement. Rather than chasing growth for growth’s sake, our focus was on designing better systems, improving the rhythm of our work, and removing friction from the moments that matter most to our clients. Every adjustment was made with one priority in mind: creating an experience that feels organized, responsive, and genuinely supportive for the individuals and families we serve. This recap highlights the operational progress and strategic shifts that shaped our year. For our clients, these efforts show up as clearer communication, smoother appointments, and more confident guidance. For those getting to know Simco Insurance & Wealth Management for the first time, it offers a look at how we’re intentionally preparing our team, tools, and processes to meet rising expectations with care and consistency. Designing Retention With Intention One of the most meaningful accomplishments this year was the development of an automated retention process focused on high-impact client touchpoints. By taking a closer look at recurring needs and communication patterns, the team built a system that strengthens relationships while reducing dependence on manual follow-up. This structure helps ensure consistency and follow-through, even during our busiest periods. As a result, we’re able to stay more connected, responsive, and proactive, reinforcing trust and delivering a more reliable client experience. A More Strategic Approach to AEP Planning Preparation for the Annual Enrollment Period (AEP) 2026 began earlier and more strategically than ever before. In September, the team launched a strategic early booking initiative, starting one full month ahead of the industry norm. The goal was twofold: maximize retention of existing clients while preserving capacity to support new business. The outcome exceeded expectations. More than 75% of existing clients were booked before AEP officially began , creating breathing room, reducing pressure, and allowing agents to focus fully on each client interaction. Just as importantly, this initiative produced a measurable, repeatable system that can be refined and reused for future AEP cycles. Visibility That Drives Accountability To support better planning and performance, the team developed a Book of Business Tracker that provides real-time visibility into client retention and new enrollments. This tool created clearer accountability for agent performance while also improving forecasting and decision-making throughout AEP. With better data came better conversations, better pacing, and more confident leadership. Communication and Automation That Protect Relationships Clear, timely communication is essential during periods of change. In 2025, the team produced and automated targeted emails for clients losing their plans, ensuring they were informed early and guided through next steps. These systems helped protect client relationships, reduce uncertainty, and reinforce Simco’s reputation for calm, proactive service, even in complex or time-sensitive situations. Reimagining the Client Appointment Experience Much of the year’s progress focused on improving the flow and efficiency of daily client interactions. The scheduling process was redesigned to eliminate bottlenecks, overlapping appointments, and unnecessary delays. The result was a smoother daily rhythm, shorter wait times, and a noticeably calmer office environment. Additional improvements included: Creating cubicle-based laptops to help clients complete CareValue forms efficiently Developing confirmation emails with embedded surveys so clients can submit doctors and medications in advance Tracking visits versus enrollments to ensure clients move fully through the process Together, these enhancements cut average appointment time by 50% , effectively doubling agent capacity while preserving quality and care. Strengthening Data Accuracy and Operational Support Behind the scenes, the team focused on maintaining clean, reliable data by entering missing client information and policy details on behalf of agents when needed. Repetitive processes were streamlined through automation and shared resources, reducing friction and freeing agents to focus on client relationships rather than administrative tasks. Every workflow was designed with scalability in mind: systems that can be replicated, measured, and improved year after year. Working on the Business, Not Just in It Throughout 2025, the Simco Insurance & Wealth Management team embraced the Traction principle of working on the business, not just in it. Continuous improvement, team empowerment, and thoughtful system design guided every decision. Each change reinforced Simco’s Core Values and Vision, ensuring that every client touchpoint reflects consistency, clarity, and care. Our Path Forward Into 2026 The work completed this year has created a stronger foundation for what’s next. With smarter systems, clearer data, and a more intentional client experience, we are positioned to serve individuals and families with even greater confidence in 2026 and beyond at Simco I&WM. Thank you to our clients for your trust, and to our team for the dedication and care that made this progress possible. We’re so proud of what we’ve built, and even more excited about where we’re headed! This year-in-review report was developed by Shena Edington-Bright, Team Lead at Simco Insurance & Wealth Management.
As the business landscape continues to evolve, so does Simco. While 2025 may have looked like a year of quiet focus from the outside, it was anything but. Behind the scenes, our teams were strengthening the systems and structures that support our HCM / payroll, benefits, HR, retirement, and commercial insurance services, all with one goal in mind: to deliver a smoother, more dependable, and more proactive client experience. This recap offers a high-level look at what we’ve been building. If you're part of our existing client community, you’ll see how these investments enhance the service you receive every day. And for prospective partners and the broader market, consider this a window into how Simco is evolving to meet the growing expectations of the modern employer. A Stronger Foundation for the Future Much of our work throughout 2025 focused on reinforcing the operational backbone of Simco: the processes, tools, and training that enable our teams to support clients with consistency and confidence. We refined and standardized the core elements of our service model, including: Onboarding processes: creating a smoother, more predictable start for new clients by clarifying steps, responsibilities, timelines, and handoffs, ensuring everyone begins their Simco partnership with full visibility and support. Day-to-day service workflows: enhancing how requests are managed, tracked, and communicated so that clients experience faster responses, fewer delays, and a more proactive approach to problem-solving. Renewal experiences across multiple service lines: strengthening the structure behind annual renewals so they are more organized, timely, and transparent, with clearer communication and better preparation on both sides. By strengthening the infrastructure that supports every client interaction, we’re ensuring that growth never comes at the expense of quality. Communication That Sets Clear Expectations One of the most meaningful shifts this year came from improving the clarity and cadence of communication. Whether you're a current Simco client or exploring us as a potential partner, you’ll see a growing emphasis on: Setting expectations early: ensuring clients understand timelines, responsibilities, next steps, and key milestones upfront so there’s no confusion as projects or service requests move forward. Addressing issues proactively: identifying potential challenges before they surface, communicating them quickly, and offering solutions early to prevent disruptions. Creating more transparency in every interaction: providing clearer insights into processes, status updates, and decision-making so clients always know where things stand and what’s happening behind the scenes. This work helps eliminate surprises and creates a smoother, more predictable experience. Technology That Makes Service Smarter 2025 also brought strategic technology upgrades designed to improve accuracy, efficiency, and visibility. Some key milestones include: Expanded use of integrations and automations across platforms like isolved Enhanced reporting and improved data accuracy New tools to support onboarding, renewals, and Open Enrollment The build-out of our new CRM, rolling out internally to employees in January 2026 For our clients, this CRM will grow into a client-facing portal that ultimately brings our services together in one place. It will give you clearer visibility into service activity, smoother access to support, and a more connected experience across everything you work with us on. We’re genuinely excited about what this unlocks, not just in terms of upgrading technology, but in how it helps us close gaps, improve communication, and support you more seamlessly across all areas of your business. A More Coordinated Open Enrollment Season The Simco Benefits Team completed Open Enrollment two weeks faster than the previous year, thanks to strengthened planning, better communication, and tighter internal coordination. This improvement reflects our broader goal: to create processes that scale with growing demand while remaining predictable and client-centered. A Strategic Shift: Separating Our B2B and B2C Divisions In 2025, we completed the structural separation of our consumer-facing services, Simco Insurance & Wealth Management, from our core B2B operations. This was not simply an internal reorganization, but a strategic step toward honoring the very real differences between the needs of businesses and the needs of individuals and families. Employers require scalable systems, predictable processes, and deep operational support. Individuals, on the other hand, seek personalized guidance, protection, and long-term financial clarity. By creating space for each division to develop independently, we positioned both sides of our organization to serve their audiences with greater intention and expertise. As our service offerings have expanded, so has the complexity of the problems we solve. The separation enables our B2B team to focus fully on the demands of an employer environment, including compliance, data accuracy, HR workflows, benefits strategy, service scalability, and beyond. At the same time, the B2C division can continue developing its advisory capabilities, client education tools, and one-to-one support models. Both sides continue to share the same core values, high standards, and service philosophy, but each now has the room to innovate in ways that make the most sense for the communities they serve. We want to ensure that whether you’re engaging with Simco as an employer, or with Simco Insurance & Wealth Management as an individual or family, you’re connected to a team built specifically for your needs without losing the warmth, consistency, or integrity that define the Simco brand. Growing Without Losing What Makes Us, Us and What This Means for Those We Serve 2025 was a year of meaningful expansion for Simco through new partnerships and client relationships. But growth alone isn’t the metric we celebrate, it’s sustainable growth. Behind the scenes, we focused on building structure and scalability so that every new relationship receives the same level of attention and consistency our long-standing clients expect from us. Whether you're already part of the Simco family or seeing us for the first time, here’s what our 2025 investments translate to: More consistency in how we serve Greater proactivity in identifying and addressing issues Enhanced accuracy and efficiency throughout every process Improved capacity to support continued growth and complexity A stronger, smarter foundation for the years ahead To our current clients: thank you for trusting us with your business. Everything we built this year was designed to enhance the experience you rely on. To those learning about Simco for the first time: consider this a preview of the service structure we believe all employers should expect, both today and in the future. Looking Ahead to 2026 We’re entering the new year with momentum, clarity, and a renewed commitment to continuous improvement. The work we completed in 2025 positions us to deliver an even more streamlined, transparent, and dependable experience in 2026 and beyond. Thank you for being part of our journey and for giving us the opportunity to support yours. This year-in-review report was developed by Elisha Everson, Director of Operations at Simco.
As of January 1, 2026, the IRS mileage rate for business use officially increased. Understanding how the 2025 and 2026 rates differ, and how they apply to your organization, can help ensure compliance, accurate reimbursements, and clearer communication with employees. What Is the IRS Mileage Rate? The IRS mileage rate is a standardized per-mile amount used to calculate the deductible cost of driving for business, medical, or charitable purposes. For employers, the rate is most often used as a benchmark for reimbursing employees who use their personal vehicles for work. While private employers are not legally required to reimburse at the IRS rate, it is widely adopted because it: Provides a consistent and defensible reimbursement standard Simplifies expense reporting and payroll processing Helps avoid taxable income issues when reimbursements exceed IRS limits The IRS Mileage Rate Change for 2026 The IRS announced on December 29, 2025, that the standard mileage rate for business use increased for 2026, while the rate for medical use decreased slightly. 2026 IRS Mileage Rates Business use: 72.5 cents per mile Medical use: 20.5 cents per mile Charitable use: 14 cents per mile This represents a 2.5-cent increase for business miles compared to 2025. The IRS cited higher overall transportation costs, including fuel volatility, vehicle maintenance, insurance premiums, and depreciation, as key drivers of the increase. How the 2025 and 2026 Rates Compare For reference, here are the IRS mileage rates that applied during 2025: 2025 IRS Mileage Rates Business use: 70 cents per mile Medical use: 21 cents per mile Charitable use: 14 cents per mile To put the change into perspective: An employee who drove 10,000 business miles in 2025 could deduct or be reimbursed $7,000 That same mileage in 2026 equates to $7,250 While the difference may seem modest, it adds up quickly for organizations with sales teams, field employees, or frequent travel. What This Means for Employers For employers, the updated mileage rate affects more than just reimbursement amounts. It has implications for payroll accuracy, tax treatment, and employee expectations. Key considerations include: Reimbursement policies: If your organization uses the IRS rate, systems and policies should reflect the 2026 update. Tax compliance: Reimbursements above the IRS rate may be considered taxable income for employees. Budgeting and forecasting: Higher reimbursement rates can impact travel and operating expenses. Employee communication: Clear guidance helps avoid confusion when rates change year over year. Employers that rely on consistent processes and accurate data will find it easier to manage these changes smoothly. Are Employers Required to Reimburse at the IRS Mileage Rate? One of the most common questions employers have is whether they are legally required to reimburse employees at the IRS standard mileage rate. The short answer is no. The IRS mileage rate is not a mandate for private employers; it is a guideline used to determine how much mileage reimbursement can be treated as non-taxable. Employers are free to set their own reimbursement rates based on internal policy, budget considerations, or role-specific needs. That said, the IRS rate often serves as a practical benchmark. Reimbursing at or below the IRS rate allows employers to treat the reimbursement as non-taxable income for employees, provided proper documentation is maintained. If an organization chooses to reimburse above the IRS rate, the excess amount may need to be treated as taxable wages and included in payroll. Because of this, many employers adopt the IRS rate as a simple, defensible standard that balances fairness to employees with tax and compliance considerations. Why the IRS Adjusts the Mileage Rate Each Year The IRS calculates the standard mileage rate using nationwide cost data from the prior year. Factors considered include: Fuel prices Vehicle maintenance and repair costs Insurance premiums Depreciation and financing costs Broader transportation cost trends In recent years, rising vehicle ownership costs and inflation have pushed rates higher. The 2026 increase reflects continued pressure in those areas and is intended to better align the rate with real-world driving expenses. Best Practices for Managing Mileage Reimbursement To stay compliant and reduce administrative burden, employers should consider: Maintaining clear mileage reimbursement policies Requiring proper documentation of business purpose and mileage Using digital tools or systems that simplify tracking and reporting (such as GPS-based mileage tracking apps, expense reporting platforms, HCM technology with integrated reimbursement workflows, and mobile tools for real-time trip logging) Reviewing reimbursement rates annually to align with IRS updates Accurate mileage tracking not only supports compliance, but also protects both the employer and employee in the event of an audit. Final Thoughts Mileage rates will continue to change as transportation costs evolve. Staying informed, updating policies proactively, and ensuring systems are aligned helps employers avoid surprises and maintain trust with employees. If you have questions about how mileage reimbursement impacts payroll, tax treatment, or employee policies, Simco is here to help. You can click here to get in touch with one of our specialists today.
