--- title: The Top 8 Payroll System Requirements Implementation Checklist & Template --- # The Top 8 Payroll System Requirements Implementation Checklist & Template Last Reviewed: March 6, 2026 9 min read [12 comments](https://www.selecthub.com/payroll-management/payroll-software-requirements-checklist/#comments) [ ![Olivia Edens](https://www.selecthub.com/wp-content/uploads/2023/05/cropped-Olivia-Headshot-96x96.jpg) ](https://www.selecthub.com/author/olivia-edens/) [Written by Olivia Edens](https://www.selecthub.com/author/olivia-edens/) Technical Content Writer [ ![Hunter Lowe](https://www.selecthub.com/wp-content/uploads/2023/11/cropped-Hunter-Headshot-96x96.jpg) ](https://www.selecthub.com/author/hunter-lowe/) [Edited by Hunter Lowe](https://www.selecthub.com/author/hunter-lowe/) Content Editor [ ![Aayushi Kishor Sharma](https://www.selecthub.com/wp-content/uploads/2024/02/cropped-Aayushi-Kishor-Sharma-96x96.jpg) ](https://www.selecthub.com/author/aayushi-kishor-sharma/) [Technical Research by Aayushi Kishor Sharma](https://www.selecthub.com/author/aayushi-kishor-sharma/) Senior Analyst Table of Contents Explore the Payroll Hub What's your top priority today? * [Learn](#) * [What Is Payroll Software?](https://www.selecthub.com/payroll-management/what-is-payroll-software/) * [Payroll Software vs. Services](https://www.selecthub.com/payroll-management/payroll-software-and-services/) * [Payroll Software Features](https://www.selecthub.com/payroll-management/best-payroll-software-features-leaders/) * [Plan](#) * Payroll Software Requirements * [Top Payroll Software Requirements Checklist](#Top%5FPayroll%5FSoftware%5FRequirements%5FChecklist "Top Payroll Software Requirements Checklist") * [1\. Payroll and Tax Management](#1%5FPayroll%5Fand%5FTax%5FManagement "1. Payroll and Tax Management") * [2\. Expense Management](#2%5FExpense%5FManagement "2. Expense Management") * [3\. Time and Attendance Management](#3%5FTime%5Fand%5FAttendance%5FManagement "3. Time and Attendance Management") * [4\. Benefits Management](#4%5FBenefits%5FManagement "4. Benefits Management") * [5\. Mobile Capabilities](#5%5FMobile%5FCapabilities "5. Mobile Capabilities") * [6\. Dashboard and Reporting](#6%5FDashboard%5Fand%5FReporting "6. Dashboard and Reporting") * [7\. Platform Capabilities](#7%5FPlatform%5FCapabilities "7. Platform Capabilities") * [8\. Security and Compliance](#8%5FSecurity%5Fand%5FCompliance "8. Security and Compliance") * [Next Steps](#Next%5FSteps "Next Steps") * [Payroll Software RFP](https://www.selecthub.com/payroll-management/payroll-rfp/) * [Compare](#) * [Best Payroll Software Vendors](https://www.selecthub.com/payroll-management/payroll-software-vendors/) * [Best Free Payroll Software](https://www.selecthub.com/payroll-management/free-payroll-software/) * [Best Cloud Payroll Software](https://www.selecthub.com/payroll-management/cloud-payroll-software/) * [Top Gusto Alternatives](https://www.selecthub.com/payroll-management/gusto-alternatives/) * [Top ADP Alternatives](https://www.selecthub.com/payroll-management/adp-competitors/) When you’re looking for new [payroll software](https://www.selecthub.com/c/payroll-software/), there’s no time to waste. Just one manual payroll error puts you at risk for major fines and employee turnover. While navigating new payroll tech isn’t easy, it’s a must-have for accuracy, efficiency and compliance. Switching to a new payroll platform can be time-consuming and tedious, so it’s crucial to get it right the first time. Kickstart your search with our payroll system requirements checklist! [Get our Payroll Software Requirements Template](https://pmo.selecthub.com/payroll-requirements-onsite-1/) ## Top Payroll Software Requirements Checklist [Payroll & Tax Management](#group%5F541) Handles processing and managing employee wages and deductions. It automates payroll calculations, tax withholdings and payments. Also facilitates the calculation, withholding and reporting of employee taxes. It ensures compliance with federal, state and local tax regulations. [Learn more](#1%5FPayroll%5Fand%5FTax%5FManagement) [Expense Management](#group%5F597) Lets employers manage and reimburse employee expenses. Most modern payroll solutions have mobile receipt submissions and requests, reducing inaccurate or lost reimbursements. [Learn more](#2%5FExpense%5FManagement) [Time and Attendance Management](#group%5F613) Tracks employee work hours, including overtime, vacation days and sick leave. It integrates with payroll systems to ensure accurate wage calculations based on worked time, reducing errors and ensuring compliance with labor laws. [Learn more](#3%5FTime%5Fand%5FAttendance%5FManagement) [Benefits Management](#group%5F238) Handles employee benefits administration, including health insurance, retirement plans, paid time off and other perks. It ensures accurate tracking, enrollment and benefits adjustments, helping employers stay compliant and employees informed. [Learn more](#4%5FBenefits%5FManagement) [Mobile Capabilities](#group%5F648) Allows employees and administrators to access payroll data via mobile devices, offering flexibility. Employees can view pay stubs, request time off, or track hours worked, while managers can approve payroll or expenses on the go. [Learn more](#5%5FMobile%5FCapabilities) [Dashboard and Reporting](#group%5F984) Provides a central view of payroll, expenses, tax information and more. Reporting tools allow for detailed financial analysis, such as payroll summaries, tax filings and custom reports, to aid in decision-making. [Learn more](#6%5FDashboard%5Fand%5FReporting) [Platform Capabilities](#group%5F780) Refers to the software’s ability to integrate with other business systems such as HR and accounting. Includes scalability to meet business needs and its ease of use for administrators and employees. [Learn more](#7%5FPlatform%5FCapabilities) [Security and Compliance](#group%5F611) Ensures that the software follows strict data protection protocols to secure sensitive payroll data and that it remains current with labor laws and tax regulations. [Learn more](#8%5FSecurity%5Fand%5FCompliance) We’ve onboarded over 100,000 users into our software selection platform. This has given us a wealth of insights into their usage patterns based on industry, company size and user persona. By leveraging this data, we’ve identified key requirements you should consider to minimize the risk of selecting the wrong software. Our goal is to empower you to benefit from the collective experience of your peers who’ve embarked on the same journey before you. ![Payroll Requirements Project Summary in SelectHub Express App]() While these requirements are common for most companies, some might not apply to you. It’s important to understand what your company needs. Our payroll system checklist, will help you get started. ![Payroll System Requirements Checklist]() ### 1\. Payroll and Tax Management Automating and simplifying payroll processes ensures timely and accurate pay processing. Advanced payroll solutions include bulk entry features, letting payroll administrators process payments for multiple employees at once, which is especially beneficial for large organizations or those with complex payroll requirements. Tax management helps you comply with changing tax laws, accurately withhold federal, state, and local taxes, and reduce the chance of penalties. Features like tax payment alerts help avoid missed deadlines, which is crucial considering, [according to ADP](https://www.adp.com/resources/articles-and-insights/articles/p/payroll-tax-penalties.aspx), if you’re more than ten days late after the first IRS notice, your penalty can be as high as 15%. ![Zoho Payroll Federal Employment Tax summary with a ]() Zoho Payroll Tax and Forms Preview. [Source](https://www.zoho.com/us/payroll/help/employer/taxes-form/) Additionally, accurate record-keeping supports proper tax filing and expense tracking. Payroll systems also classify workers correctly, ensuring proper tax withholding and reporting for both employees and independent contractors. ### 2\. Expense Management Expense management is the process of tracking, approving and reimbursing employee costs (such as travel and meals). This feature saves time by simplifying approvals with tools like digital receipts and expense categorization. Many payroll and expense management systems let you review and approve expenses remotely. They also help ensure compliance by automatically enforcing company policies and generating reports for auditing purposes. ![Paylocity expense report dashboard displaying submitted, approved, and unsubmitted reports, along with a digital receipt for a shared ride.]() Paylocity Receipt Preview. [Source](https://www.paylocity.com/resources/resource-library/blog-post/payroll-software-features/) ### 3\. Time and Attendance Management A payroll system with time and attendance management tracks employees’ hours and helps with scheduling, leave management and accountability. Most providers have digital kiosks or portable punch apps to clock in and out. Advanced systems include security measures like fingerprint or facial recognition to prevent fraud and increase security. Look for payroll software that supports a variety of time-tracking methods, such as clock-in/clock-out, manual timesheets and mobile tracking. ![Clockify dashboard displaying team members' activities, tracked hours, and progress bars for tasks, projects, and time off.]() Clockify TAA dashboard. [Get our Payroll Software Requirements Template](https://pmo.selecthub.com/payroll-requirements-onsite-1/) ### 4\. Benefits Management These tools make it easier to track and administer different plans. You can also view and manage eligibility rules for each benefit to ensure the right employees are enrolled. Manage health benefits like medical, dental and vision coverage, as well as retirement plans like 401(k)s. Other features include handling workers’ compensation, [Flexible Spending Accounts](https://www.healthcare.gov/have-job-based-coverage/flexible-spending-accounts/) (FSAs), commuter benefits, and life and disability insurance. Comparison tools let employees view different benefit options, make changes and choose the plan that works best for them and their families. ![Paycor benefits enrollment dashboard displayed on a laptop and mobile device, showing medical plan options, costs, and user alerts.]() Paycor Benefits Management Preview. [Source](https://www.paycor.com/hcm-software/benefits-software/) ### 5\. Mobile Capabilities [12.7% of employees work from home](https://www.forbes.com/sites/forbesbooksauthors/2024/01/24/the-state-of-hybrid-workplaces-in-2024/), and 28.2% work hybrid, providing demand for a payroll system with mobile capabilities. Additionally, implementing a mobile-compatible system gives your employees more ways to stay on top of their paychecks. ![Mobile payroll summary for Douglas Reyes, displaying total hours, wages, pay breakdown including regular hours, PTO, and bonus, with an option to preview the paycheck.]() OnPay Mobile Payroll Preview. [Source](https://onpay.com/payroll/software/mobile-payroll/) With [2,242 data breaches](https://www.idtheftcenter.org/post/q3-2024-data-breach-report-record-year-unlikely/) reported in the third quarter of 2024, it’s crucial that employees can quickly access their payroll information while also being confident that their sensitive data is protected. Most payroll software uses robust security protocols like encryption, multi-factor authentication and regular security audits to protect sensitive data. [Get our Payroll Software Requirements Template](https://pmo.selecthub.com/payroll-requirements-onsite-1/) ### 6\. Dashboard and Reporting [Business intelligence features](https://www.selecthub.com/business-intelligence/critical-business-intelligence-features/) present data as reports, providing insight into current processes. Besides observing present trends, HR departments use reporting to make predictions, analyze findings and reach decisions. Automate sending reports, eliminating manual follow-ups. Get insights into pay rates, hours worked, overtime, taxes and vacation balances with payroll summary reports. If there are reports you frequently refer to, skip digging through files by bookmarking. ![Paychex Flex dashboard showing payroll, reports, and specialist contact.]() Paychex Flex Dashboard. ### 7\. Platform Capabilities Platform capabilities like self-service portals, calendar views, document sharing, and global search bars streamline workflows and boost productivity. Custom access allows employees to quickly access important documents without delays. Platform capabilities also help with communication, improving access to resources and providing tools for feedback and recognition. [Paylocity](https://www.selecthub.com/p/hr-management-software/paylocity/) has an employee voice feature that helped [Phoenix Senior Living](https://www.paylocity.com/resources/resource-library/case-study/phoenix-senior-living-achieves-six-figure-savings-by-switching-to-paylocity/) identify turnover causes, leading to better retention strategies and $500,000 in annual savings. ![Paylocity dashboard displaying time entry, announcements, pay details, benefits, and an org chart.]() Example of a self-service portal for employees. [Source](https://www.paylocity.com/resources/resource-library/blog-post/employee-self-service-ess/) ### 8\. Security and Compliance Security and compliance are vital to protect sensitive financial data and avoid fines or legal fees. Key features like Single Sign-On (SSO) streamline access by letting users log in once, eliminating repeated sign-ins. Two-Factor Authentication (2FA) adds an extra layer of security by requiring two forms of verification, such as one-time passcodes or security tokens, to protect payroll data. ![Payroller two-factor authentication \(2FA\) setup screen using Google Authenticator, displaying a QR code and a six-digit verification code.]() Payroller Authentication Preview. [Source](https://payroller.com.au/payroller-guides/accessing-your-account/two-factor-authentication-2fa/) Compliance management tools track local, federal and global regulations, ensuring your processes stay compliant. Automated notifications alert users to regulatory changes, keeping your organization updated and secure. [Get our Payroll Software Requirements Template](https://pmo.selecthub.com/payroll-requirements-onsite-1/) ## Next Steps Skip second-guessing. Having a payroll system requirements checklist to guide your search means you won’t miss key features, it’ll be clear which products are the best match and making a decision will be more straightforward. Check our free [payroll system requirements template](https://pmo.selecthub.com/payroll-requirements-onsite-1/) to create, prioritize and customize your requirements, so you can easily find the most suitable products. Which payroll system requirement is a must-have for your business? Is there a feature you need that isn’t on our list? Let us know in the comments below! 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Contributions from Olivia Edens, Aayushi Kishor Sharma, Nithin Shetty, Jaisri Narasimman, and Hunter Lowe. ## About the Contributors The following team members helped research, create, and review this content. [ ](https://www.selecthub.com/author/olivia-edens/) Written by [Olivia Edens](https://www.selecthub.com/author/olivia-edens/) Technical Content Writer As a SelectHub Technical Writer, Olivia Edens loves helping readers navigate through the world of HR, payroll, field service, PSA, and time and attendance software. Olivia earned a B.A. in English from the University of Phoenix. When she's not researching or editing, she loves rewatching The Office, scootering around the city and taking her cat for a walk. Fun fact: In high school, she won an award for most ideas per minute. [See Full Bio](https://www.selecthub.com/author/olivia-edens/) [ ](https://www.selecthub.com/author/aayushi-kishor-sharma/) Technical Research by [Aayushi Kishor Sharma](https://www.selecthub.com/author/aayushi-kishor-sharma/) Senior Analyst Aayushi Sharma has been part of SelectHub since 2021\. In her role as a Senior Analyst, she leads research efforts for categories including HR, EHR and marketing. She also earned an MBA in marketing. Outside of work, she's a social butterfly who loves exploring new things and places. [See Full Bio](https://www.selecthub.com/author/aayushi-kishor-sharma/) [ ](https://www.selecthub.com/author/nithin-shetty/) Technical Research by [Nithin Shetty](https://www.selecthub.com/author/nithin-shetty/) Senior Analyst With experience in research and consulting going back to 2015, Nithin Shetty is an asset to SelectHub's research team. In his Senior Research Analyst role, he works on projects in categories like HR, CRM, EHR and ERP. He's also a big movie buff and sports fan. When he isn't watching his favorite film or game, he's usually volunteering his free time to causes like blood drives and environmental cleanup. [See Full Bio](https://www.selecthub.com/author/nithin-shetty/) [ ](https://www.selecthub.com/author/jaisri-narasimman/) Technical Research by [Jaisri Narasimman](https://www.selecthub.com/author/jaisri-narasimman/) Principal Analyst A graduate of NTU Singapore, Jaisri Narasimman honed her data mining and curation skills during her post-graduate education, focusing on developing strategies to help businesses make the most of their data. In her role at SelectHub, her research spans categories like HR, CRM and EHR. [See Full Bio](https://www.selecthub.com/author/jaisri-narasimman/) [ ](https://www.selecthub.com/author/hunter-lowe/) Edited by [Hunter Lowe](https://www.selecthub.com/author/hunter-lowe/) Content Editor Hunter Lowe is a Content Editor, Writer and Market Analyst at SelectHub. His team covers categories that range from ERP and business intelligence to transportation and supply chain management. Hunter is an avid reader and Dungeons and Dragons addict who studied English and Creative Writing through college. In his free time, you'll likely find him devising new dungeons for his players to explore, checking out the latest video games, writing his next horror story or running around with his daughter. [See Full Bio](https://www.selecthub.com/author/hunter-lowe/) Mariah HansenHow to Create an Effective Payroll RFP * ‹ * › ### Conversation (12) ![Avatar](https://secure.gravatar.com/avatar/281d3616cf761f3582c0d76c23517846?s=32&d=mm&r=g) Write a response [Cancel reply](https://www.selecthub.com/payroll-management/payroll-software-requirements-checklist/#respond) Your message Your name \* Your email \* Website Save my name, email, and website in this browser for the next time I comment. * ![Avatar photo](https://secure.gravatar.com/avatar/bb922b8120dfabb9ea56849775346a149e140357a63628fa8f8eadcb14f5913f?s=96&d=mm&r=g) #### **Lily Bridgers** \- June 26, 2023 It’s intriguing that you state that the main goal of payroll services is to guarantee that all workers are fairly rewarded. Due to the time, it takes him to do it all by himself, my brother is considering outsourcing his payroll input service. I’ll give him this information so he may research it further. **[Reply](#comment-176838)** * ![Avatar photo](https://secure.gravatar.com/avatar/131396cc0e7c2755c58d78e90b433fc7abcf8e362dac540e8df6464b5dda274b?s=96&d=mm&r=g) #### **winhrmpayroll** \- January 6, 2022 Great Article on payroll software, Keep posting more information **[Reply](#comment-108709)** [![](https://secure.gravatar.com/avatar/325a4725a6f855d11144b5667811ee98c1a70f09400af42b2b3afa2ad716258c?s=48&d=mm&r=g)](https://www.selecthub.com/author/grace-savides/) #### **Grace Savides** \- February 18, 2022 Thank you for your kind comment. 🙂 **[Reply](#comment-115046)** * ![Avatar photo](https://secure.gravatar.com/avatar/d806e467c677b4ccf2398ee872361516ee5e19a7dbe9354bd39f39c94012f0d8?s=96&d=mm&r=g) #### **free standard operating procedure templates** \- October 1, 2021 thank you so much for sharing like this article. I am a regular reader of this blog. keep it up.collection of various sources **[Reply](#comment-90854)** [![](https://secure.gravatar.com/avatar/325a4725a6f855d11144b5667811ee98c1a70f09400af42b2b3afa2ad716258c?s=48&d=mm&r=g)](https://www.selecthub.com/author/grace-savides/) #### **Grace Savides** \- January 5, 2022 We’re so glad you found it helpful! **[Reply](#comment-108594)** * ![Avatar photo](https://secure.gravatar.com/avatar/b0b045479220f02ff46b74269079f0ff2b48bd78a5bb3229eb39787d2686c609?s=96&d=mm&r=g) #### **Bentec Digital** \- September 23, 2021 Thank you very much for sharing your thoughts with us. **[Reply](#comment-89914)** * ![Avatar photo](https://secure.gravatar.com/avatar/a7de7ac806a92889065364c4fb5b050814e3722999da6a49cee79496d99d54d2?s=96&d=mm&r=g) #### **Peter Buschman** \- June 23, 2020 A business partner of mine is looking into implementing a new payroll service into his company. I like the explanation in this article about the central function of payroll software. I will share with my business partner how this software can help with the compensation of his employees. **[Reply](#comment-40079)** [![](https://secure.gravatar.com/avatar/325a4725a6f855d11144b5667811ee98c1a70f09400af42b2b3afa2ad716258c?s=48&d=mm&r=g)](https://www.selecthub.com/author/grace-savides/) #### **Grace Savides** \- July 14, 2020 Hey Peter, Thanks for the comment! I’m glad our article is helpful to you and your business partner. Please let us know if you have any other questions or comments. **[Reply](#comment-42261)** * ![Avatar photo](https://secure.gravatar.com/avatar/8d8f1451dc194cee1b28b8c82158159e714b56b78a2f2ac818296b774afe08cd?s=96&d=mm&r=g) #### **Nathan Carter** \- April 10, 2019 I found it interesting that you say that the central function of payroll service is to make sure all employees are properly compensated. My brother is thinking about switching form manual time cards to a payroll system. I will send this information to him, so he can look into it more. **[Reply](#comment-18188)** [![Avatar photo](https://www.selecthub.com/wp-content/uploads/2020/07/Mariah-Hansen-48x48.jpg)](https://www.selecthub.com/author/mariah-hansen/) #### **Mariah Hansen** \- April 10, 2019 Hi Nathan! I’m glad you found this information useful, thanks for taking the time to leave a comment. **[Reply](#comment-18199)** * ![Avatar photo](https://secure.gravatar.com/avatar/6c9a4cae9b1790a55f2e0d11ef43a95d48cbbc24045e8af04b768d28add1ecba?s=96&d=mm&r=g) #### **Georgianna Johnson** \- August 12, 2018 Business software with the various features listed could help businesses with operations and data collection of various sources, programs. **[Reply](#comment-11318)** **Tier 1:** Fully/moderately supported out-of-the-box allowing for quick and easy deployment. Fully or moderately supported out-of-the-box with industry-leading capabilities and is immediately available after installation without needing any add-ons, integrations, or custom development. **Tier 2:** Supported with workarounds or add-ons that may require additional costs. Not directly available in the software, but can be accomplished using other built-in features, workarounds, or add-ons/products from the vendor with or without any additional cost. **Tier 3:** Requires partner integrations or custom development that is often at an additional cost. Requires additional integrations, plugins, marketplace applications from a third-party vendor, or custom development using the APIs, libraries, extensions, and development framework supported by the software, with or without any additional cost. 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