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Steps to Doing Payroll Right!

By Edited Nov 13, 2013 0 0

Whether you want to calculate your employees pay every week, or want to understand all of the procedures and processes, the payroll management system is straightforward to learn. As the owner of a business, it is your responsibility to understand the payroll, and ensure that everyone is paid correctly and on time.

Regardless of the number of employees you have working within your business, setting up and maintaining the payroll system is essential. You will be able to streamline your business, and keep on top of all new regulations and legal requirements. As an employer, you will have several responsibilities, and understanding the payroll system may avoid fines and occurring costs.

Check what ID’s and employee identification numbers you will need to process the automated payroll. The IRS will be able to provide the correct identification number for everyone that is seeking employment. This ID is required to report taxes, and other documents that the IRS may need in the future. Some authorities may need additional ID numbers to process the taxes.

Paperwork must be kept up to date, and all new employees need to fill out the Income tax forms, for you to withhold the federal tax that is involved with their pay. Keeping all paperwork in order will ensure that you are organized, and able to find anything you need immediately. Every new employee should complete the paperwork as soon as they begin work.

Payroll periods differ, and you need to decide what suits you and your business to ensure that the process is cost effective and works for you. There is often a manual process for setting up the pay period; however, some are determined by state law. The most favored period remains Bi-monthly, and you will need to adhere to this law.

There are several factors for you to consider including compensation terms, and annual leave. Some employers like to pay for time off, but others do not feel it is necessary. You need to think about how to track overtime, hours and other variables, which will affect the amount of pay. There are also deductibles to consider such as retirement contributions and health plan payments.

The payroll management system that you choose will need to be considered carefully, as there are many different ones to choose. You need to pay attention to the small details, and research the varying systems on offer. Asking fellow business owners which methods they prefer to use, may provide inside information.

Running the payroll is something that you must get to grips with, to ensure that your employees are paid on time. You need to choose the system that suits your needs and budget, and decide whether you will run the payroll, or hand the reins over to your accountant. Both methods are effective, but if you are incredibly busy, it may be easier to rely on other people.

Keep records of everything for several years, and ensure that you get into the habit of being record savvy. Many laws require all paperwork corresponding with employees to be kept for a specific amount of time. This is required even after the contract of employment has been terminated. You need to ensure that you complete and file every document.

Tax reports may seem mundane; unfortunately, they are a huge part of your business, and relate to the automated payroll system you have in place. Some governments will require the reports to be filed quarterly, and others will want them annually. Research is essential, to guarantee that you understand what is required and when.

Initially payroll may seem daunting; however, once you are in a system you will enjoy learning new aspects of your job. The more that you can absorb and teach the better it will be for everyone, especially your employees. With so many different payroll management systems available, you need to take your time and choose wisely.

Every employee that you have will be impressed by your dedication to ensuring that they get paid on time. Many people live from one paycheck to the next, which is why you need to ensure that it is processed correctly, and be paid when they expect the money. Payroll systems are no longer complicated, and you will pick up the basics in a short time period.



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