How to Manage Payroll for Your Small Business

how to manage payroll

Go through your payroll to ensure that all of the information and calculations are correct. For example, it can’t determine if the hours submitted equate to the actual amount of hours worked—it’s up to you as the business owner to make those determinations. First, you need to set your company up with the IRS and obtain an EIN. Before you can process your first payroll run, you need to enter the information on your employee’s Form W-4 or Form W-9 into the software system. An essential piece of the payroll puzzle is maintaining accurate and organized records. At some point, the IRS may audit you and investigate to ensure that all of your employees are working legally and that you’re adhering to labor and payroll laws.

how to manage payroll

How to calculate payroll on Excel?

Now that you know what payroll accounting is and why it matters, you may wonder how to get started. The process involves determining the primary items for payroll accounting and gathering payroll-related documents. Human resources also handle recruiting, hiring, onboarding, contracts, providing employee training, organizing team-building events, and strengthening company culture. In larger companies, payroll and HR departments are usually two separate departments. Business owners who fail to file payroll taxes on time can face hefty fines, interest on back taxes, and even criminal charges from the IRS.

Ensure new employees or contractors complete the required paperwork

how to manage payroll

There are many different time sheet solutions, including systems that integrate right into your payroll system for even more accurate information across the board. Before running your first payroll, it’s important to establish a standard payroll policy. A payroll manager consolidates employee data collected from time-tracking software and tax forms before payday to ensure everything is entered correctly into the payroll software. Late payments can cause issues for employees and have a detrimental effect on their employee experience, increasing employee turnover. Recruiting and training new hires costs more than investing in payroll software that helps provide accurate, on-time payments. Understanding the regulations from local tax authorities can save money for the employee or employer, as certain payments may be provided tax-free or free from social insurance contributions.

  1. However, they like that the platform is easy to use, offers guided setup and training and all the basic features most businesses need to manage their payroll and HR needs.
  2. The most basic plan includes payroll processing and tax preparation services, while the more advanced plans come with garnishment payment and onboarding services.
  3. Recall our previous example of employees getting paid on January 17, from work they did January 2-15.
  4. If you have a proper payroll system, you can calculate the gross pay and withholdings for each employee automatically.

Understand the difference between independent contractors and employees

Here’s a detailed guide on how to calculate payroll, with information on tax deductions, compliances and more. Employers face a number of potential compliance risks as they navigate pay statement disclosure requirements on a state-by-state basis. These risks include government audits, litigation, penalties, and potential reputational harm.

how to manage payroll

The 9 phases of the payroll management process

Equally important, it builds the trust with employees that’s necessary to maintain a productive, engaged workforce. Payroll administration can seem overwhelming given its broad scope and serious implications. While larger companies might have the means to build paid-in capital and retained earnings and develop an internal payroll team, smaller ones may find it too expensive and risky. Any systems that must sync to derive this data, such as time clock software or systems, happen automatically, so I didn’t have to worry about any of those processes.

Upon submitting, Gusto confirms that you’ve successfully submitted payroll. Once you subtract deductions from gross pay, you’ll know the net amount you need to pay each employee, including totals for employment taxes and benefits you need to pay out. Be sure to follow the pay schedule you initially set so employees always know what to expect (if you committed to paying wages every Friday, give yourself enough time to process). Depending on the type of work you do and your location, you may have to meet certain payroll requirements. Restaurant owners, for instance, need to ensure their tipped employees meet minimum-wage requirements.

This is your chance to make sure all the hours add up and are correct so payroll is accurate. After deciding on the type of payroll, whether in-house or outsourcing payroll, it’s time to set up a payroll policy. First, you’ll want to review your local labor laws, state overtime laws, and federal labor laws. A common FLSA violation to watch out for is unpaid overtime, which can happen accidentally when you don’t know the rules. If employees raise concern about or have difficulties complying with payroll policies, then it’s time to review your policies (and documentation) for accuracy and clarity.

This solution ensures that you aren’t responsible for many payroll and compliance issues. However, it tends to be far more expensive than standard payroll services. Unpaid payroll tax penalties apply when an employer fails to pay the Internal Revenue Service the proper amount of payroll tax funds it owes. Failure to complete Form 941 or to provide proper documentation, like W-2s or 1099s, is another possible issue that could lead to penalties.

Automating payroll brings significant time and cost savings for any business. RazorpayX Payroll is India’s only fully-automated payroll and compliance solution, with 45+ HRMS integrations to streamline your entire HR workflow. PEOs like TriNet are a good fit for small businesses with complex hiring and potential business liability—for example, if you hire international employees or have a lot of turnover. It is also a great option for companies that need tools to pay employees fairly while keeping payroll costs to a minimum.

Some payroll products offer same-day or next-day direct deposit, but others may need longer than that. Until you’re sure how long it will take to complete payroll by payday, it may be helpful to allow some extra time for processing. If you prefer handling payroll on your own, payroll software can help you save time, automate certain processes and reduce the chance of mistakes. Many products can handle payroll tax filing and payments on your behalf, but you’re still ultimately on the hook for meeting those obligations. Quickbooks Online Payroll seamlessly integrates with the Quickbooks Online accounting software.

If an audit does occur, cooperate fully with the auditors and provide all requested information promptly. By being proactive and prepared, you can navigate payroll audits with confidence and ease. A big reason payroll staff turnover is painful is that all companies have their own unique payroll processing intricacies; these small details can take significant time for new hires to learn.

Users say the platform is easy to use both on the employer and employee end. They also praise Paychex Flex’s customer support for being responsive, patient, supportive and knowledgeable. You simply choose a schedule—Gusto automatically suggests one for you—and confirm state tax details based on where employees are located. It boasts a score of 4.5 from 1,900 reviews on G2 and a score of 4.7 from over 3,800 reviews on Capterra. Users mostly mention Gusto’s easy-to-use interface, which we can attest to, given our hands-on experience with its payroll process and its excellent customer service.

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