Payroll how does it work

One benefit of software solutions is that they minimize the chance of human error. Plus, payroll and HR software programs can usually generate detailed payroll reports and pay stubs each pay period. Three reasons why a payroll system is essential Payroll is a necessity for every business, no matter how big or small. Save time: A payroll system can help you streamline the payroll process. Manually adding figures, entering data, and calculating taxes can be extremely time-consuming.

A payroll system allows you to spend less time on payroll and more time running your business. As an employer, even making a single mistake with a paycheck can be damaging. A payroll system helps to ensure employees are paid the correct amount on time. Tax compliance : One of the most difficult parts of processing payroll is accounting for tax withholdings.

Each pay period, deductions need to be made for payroll taxes, federal and local taxes, Social Security, Medicare, state unemployment taxes , and so on. Failing to account for employment tax deductions can land your company in trouble with the IRS.

A solid payroll system will make any necessary tax deductions or garnishments so that your company stays in compliance.

Benefits of payroll software Full-service payroll providers and payroll software offer unique advantages over other payroll solutions.

Here are just some of the benefits that come with these particular payroll services: Save money: Pricing is one of the most important considerations for many small business owners. Hiring in-house payroll managers or an accountant can be expensive. However, with a payroll provider, you typically pay a flat monthly fee, making it a cost-effective option in the long run. Automate payroll : When you use payroll software, you can automate most aspects of the payroll process. Minimize errors : When you run payroll manually, all sorts of human errors can occur.

These errors can result in employee dissatisfaction or tax noncompliance. Payroll software can complete complex calculations in no time, saving you time and minimizing the chance of human error. Many payroll companies even offer penalty protection in case you get hit with a tax penalty.

Access anywhere : Almost every payroll provider has a website or mobile app, so you can access payroll data no matter where you are. Many also offer employee self-service portals that allow your workers to track their hours and view HR data on the go. Takeaways If you run a small business—or any business—setting up a payroll system is essential. Up next. Weekly, biweekly and semimonthly are the most common. Also note which specific day of the week will serve as payday.

Include information on the forms they need to complete to get their withholding amounts correct and how wage garnishments work. If you offer your employees health insurance or retirement plans, explain the costs and how they can participate. Also provide information on paying for benefits on a pre or post-tax basis. In addition, pay careful attention to state laws covering the payment of final wages to those who leave your organization.

The FSLA and state authorities require payroll records to be kept on file for certain periods of time. Document the recordkeeping laws that apply to you and how you will maintain confidentiality. Every business needs someone to administer payroll. You can hire an employee specifically for this purpose, but in most cases, the role is filled by an office manager, human resources director or even the owner. As a result, many payroll administrators have responsibilities beyond simply running payroll.

Those who excel as a payroll manager have a specific skill set. They tend to be detail-oriented, organized, analytical and technically inclined. Their success, however, requires the collective teamwork of employees, managers and the human resources department. For example, workers must submit accurate information and managers need to promptly approve timecards in order for payroll to be processed correctly and timely. Keep in mind, however, that doing it manually opens the door to human error.

The amount you withhold is determined by the Forms W-4 submitted by your employees and current tax rates. Employees can choose to have you withhold money from their paychecks to fund retirement plans and insurance premiums. Each of these requires a separate consent form. Sometimes, you must also withhold deductions for court-ordered garnishments, such as child support and alimony. Most states require you to provide a pay statement in either print or electronic format at the time wages are paid.

Some laws allow employees to opt in or out of electronic statements and you may have to ensure they are able to easily view or print their pay information. The goal of these regulations is transparency.

The hourly rate, total hours worked, gross pay, net pay and deductions are usually required details. Avoid violations by contacting state labor departments for specific pay statement guidelines. You can purchase check stock from the bank that has your payroll account or a stationary supply store.

When placing your order, make sure that the check stock is designed to prevent fraud, uses ink that can be interpreted by bank check readers and has all of the necessary information. Once the checks are printed, seal them in a double-window envelope so that the destination and return addresses are visible, apply the appropriate postage and put them in the mail.

The company then remits the amount to the respective government agencies. The frequency can vary depending on the type of the dues. In most cases, payment of dues is made via challans. Every organization keeps a record of all its financial transactions.

Salary paid is one of the significant operating costs which has to be reported in the books of accounts. You can pay salary by cash, cheque or bank transfer. Typically organizations provide employees with salary bank account. Then you need to send a salary bank advice statement to the concerned branch.

This statement is issued with particulars like employee id, bank account number, amount of wages, etc. If you are opting for a payroll software that has employee self-service portal, you can easily publish the payslips and employees can log-in to their account and access the payslips.

Once you complete payroll run for a particular month, finance and high management team may ask for reports such as department wise employee cost, location wise employee cost, etc. As a payroll officer, it becomes your responsibility to dig into the data and extract required information and share the reports. When you run payroll, being statutory compliant means that you are paying as per the applicable employment norms set by the central and state legislation.

The common statutory requirements that apply to Indian businesses include the provision for minimum wages, payment of overtime wages to workers, TDS deduction, contribution to social security schemes such as PF, ESI, etc.

While computing salary you need to consider all these deductions and contributions. Income tax is one such deduction. At the beginning of the year, the employee is asked to make a declaration about his additional incomes, tax saving investments, etc.

In India, we have four tax brackets with an increasing tax rate. Based on above tax slabs, you can calculate monthly tax liability and deduct TDS. The TDS is then deposited monthly with the government, and a quarterly report of all deductions is also filed.

Once you complete TDS returns for the fourth quarter, you can issue form 16 to employees. The employees use this form 16 as proof of tax deducted at the time of filing their individual income tax return. Non-adherence with the statutory law can lead to hefty fines and penalties. That is why you need to be up to date on all tax and payroll statutory changes. As mentioned before, non-adherence to statutory laws can lead to levy of fines and penalties and in the worst case may even threaten the existence of the business.

Today there are some advanced payroll management software that automatically processes payroll in compliance with statutory laws. Does the payroll solution provide employees with self-service access? Employees should be able to log in and view pay stubs, end-of-year tax forms, and some payroll reporting features. Do you need your payroll provider to manage time off for your employees? Some payroll systems include time-off features, which will correspond to your employee time-off policy.

For example, you may want to allow your employees to request time off directly in the system. Do you need your payroll provider to report new hires to the government on your behalf? Many payroll software platforms offer compliance-reporting tools that make it easy to keep state and federal government agencies apprised of your workforce as it changes and grows. How should my small business complete payroll? Check out these options for completing your company's payroll: In-house payroll: In-house payroll is when your company establishes its own process for completing payroll and keeping records.

Either you or your firm's HR representative usually handles in-house payroll. All information is processed manually, with no automated services or programs. Payroll software: There are countless payroll software options — both free and paid — available online to help streamline your company's payroll process.

These programs automate the process by paying employees on set schedules and accurately determining how much should be taken out of wages for tax purposes. Payroll provider: Payroll providers offer services to help other companies manage their payroll. Depending on your needs, a payroll provider can monitor your employees' time off, run scheduled payroll, report new hires and file taxes on your company's behalf.

Professional accountant: An accountant can manage your company's finances while offering business advice and guidance when needed. Accountants can run payroll on your company's behalf, manage employees' insurance and k benefits, and file taxes for your business while keeping you compliant with local laws. What are some free payroll options?

How do you set up a payroll system? Collect payroll forms. Here are some payroll forms you should be familiar with: W This form is used by contractors to provide their tax ID number. W Form W-2 reports how much you paid your employees and the amount of taxes you withheld from their paychecks in the last year. W This form summarizes information from all of your W-2s. W W-4s determine the amount of taxes each worker will have withheld from their wages.

It replaces Form for eligible businesses. Choose a payroll schedule. Choose how to pay your employees. Calculate payroll withholdings. Tax implications vary by state, but you might expect to pay these contributions: Federal taxes Social Security withholdings State taxes Local taxes Medicare k deposits Workers' compensation Are payroll systems easy to learn and use? How can payroll software help me with payroll taxes? Is payroll an HR or finance function? How do you migrate your data between payroll providers?

According to Insperity, here is some basic information you should have available when you switch: Employees' names, addresses and Social Security numbers Deduction information or W-4 information Employees' bank account information Your federal, state and any other tax ID numbers Year-to-date and quarter-to-date totals Voided checks Copies of your tax forms from the previous quarter There may be additional information, or additional circumstances, that are specific to your company's situation.

Business News Daily Contributing Writer. Sean Peek has written more than B2B-focused articles on various subjects including business technology, marketing and business finance. In addition to researching trends, reviewing products and writing articles that help small business owners, Sean runs a content marketing agency that creates high-quality editorial content for both B2B and B2C businesses. Find A Solution.

Updated How to Process Payroll in 8 Easy Steps.