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Step-By-Step Guide to Payroll for Small Business

Payroll for Small Business

You established a company from the ground up. What a great accomplishment! However, who would have thought that payroll for a tiny firm would be so difficult? When it comes to payroll, many business owners are shocked to discover that there is much more to it than just signing checks. It’s regulated and governed by rules and regulations. Forms to complete. Tax regulations are difficult to understand. When it’s all said and done, the process might be daunting.

This is in part due to the catastrophic implications of errors. Small companies in the United States are penalized on average $850 per year for failing to pay payroll taxes, according to an expert business mentor NGO. Take a few long breaths to calm yourself down. It’s easier than you would imagine managing payroll in a small company with the correct software (like RisePath HRTeam). So you can go back to operating your company, read this article to discover how payroll works.

Payroll Setup for Small Businesses

In order to successfully complete a large job, it is best to divide it down into manageable parts. Step-by-step, we’ll show you how to handle payroll in a small firm, including:

  • Deciding how to handle payroll
  • Creating the appropriate bank accounts.
  • Obtaining information from employees
  • The process of setting up a payroll calendar
  • Choosing how to pay your workers
  • Assuring that employees pay their fair share of taxes
  • Taxes owed to the employer
  • A Guide to Payroll Service Comparisons
  • Payroll administration
  • Retaining documents
  • Providing tax forms for the year’s conclusion

The laws and processes in other countries may differ from those in the United States, so be aware of that while reading this article.

Payroll Processing: Three Options

How and by whom will you have your payroll handled? Consider your options carefully before making this major choice. There are a number of ways you may handle your small business’s payroll, including doing it yourself, hiring an accountant, and using payroll software (like RisePath HRTeam).

Initially, it may seem to be the cheapest and most convenient option, but there are hidden fees. Your time and energy may be better spent running your firm, and as a newbie, you may make errors that result in angry staff or even legal difficulties. In the end, the simplest and smallest enterprises may benefit most from doing it themselves.

Having an accountant on hand gives you access to a wealth of information and expertise that you would otherwise be unable to get on your own. Organizations with complex payroll concerns or small company owners that don’t want to deal with payroll themselves may benefit from this alternative. An accountant, on the other hand, is probably costing more than any other choice.

Payroll software is becoming popular among small companies because of its low cost and simplicity of use. However, there is also a great deal of information ahead that is critical to know no matter which choice you decide to go with.

Create the Accounts You’ll Need

For small businesses, how do you handle your employees’ pay? Paying using a bank account alone is not sufficient. You’ll need the following details to set up payroll for a small business:

  • The Internal Revenue Service (IRS) provides an EIN (Employer Identification Number).
  • EFTPS (Electronic Federal Tax Payment System) account for online or telephone payment of federal taxes.
  • Local and state government employer identification numbers when necessary.
  • As described on your state’s Labor Office website, the state’s unemployment insurance account (SUTA).
  • Account for new hire reporting in the state of California.
  • Account for workers’ compensation insurance in the state of New Hampshire.

Check with a financial expert to discover whether your area or sector has extra requirements.

Getting to Know Your Employees

The following information and paperwork are required for each of the workers or contractors after your company accounts have been established:

  • Personal details, including name and address
  • According to the legislation, whether or not they are a direct company employee or an independent contractor.
  • Employee or contractor EIN or SSN obtained from the IRS through Form W-4 or Form W-9
  • Form W-4 contains information about an employee’s tax withholdings 
  • Pay and extra compensation, such as commissions or tips, that a worker receives.
  • Whether or if their wages may be garnished
  • Which of the company’s employee perks are subject to withholding?
  • In the event that you make payments by direct deposit, please provide the following information:
  • Verifying a person’s ability to work in the United States

Your small business’s payroll has to be set up in such a way that each employee is exempt and non-exempt from overtime compensation. Legal requirements must be followed, and you have no say in the issue.

In order to qualify as an exempt employee, one must have administrative, professional, or executive work duties and earn at least $35,568 per year. Non-exempt workers make up the majority of the workforce, according to the Bureau of Labor Statistics. Nonexempt workers may be paid an hourly rate or a salary, but only exempt employees are required to receive a salary. 

A Payroll Scheduling Option

Payday is a much-anticipated day for every worker. You have some control over how frequently you are paid, but only within certain parameters.

Weekly, bi-monthly or monthly payments are the norm for most jobs. Consider which timetable is most convenient for you, your company’s cash flow, or your workers’ budgets. A few days following the conclusion of each pay period, payday is typically the best option since it gives you plenty of time to add up your hours and figure out your withholdings.

Before deciding on a payroll schedule, check with the state labor office to see if there are any limits.

Importance of Payroll

Payroll administration for a small company might seem like unpleasant work, but it’s vital. Payroll is the means through which you honor your commitment to each employee that they will be adequately rewarded. Showing gratitude and devotion to each employee is a financial gesture that cements your connection with them.

A lot of work goes into setting up payroll for a small company, but the good news is that you only have to do it once. Running payroll will get simpler when you become acclimated to the process. As long as you take it one step at a time, you’ll be managing payroll like a pro before you know it.

Christine Lee

Christine is a former HR manager from Fortune 500 tech companies and has managed hiring, compensation and benefits, and payroll responsibilities for multiple companies.

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