Paycom helps businesses prevent mistakes and their staggering consequences. The right software reduces stress and a heavy administrative lift. This doesn’t mean you need to see every piece of the process, but you should never be cut out of it entirely.

This frees you and your team up to focus on more core functions like actually making sales and developing your products and services. The IRS says to store payroll records for at least four years from the date when the taxes are due or from the date that you made the payment―whichever is later. This means that you need to keep time cards, spreadsheets and copies of checks and deposits for this period of time should an audit or a discrepancy arise.

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In 2023, a wide selection of “payroll outsourcing providers” are to be found both domestically and internationally. While different companies will have different criteria for evaluating a good match, they all must ensure a provider maintains adequate protections for employee data and complies with relevant regulations. The goal of outsourcing payroll is to ensure your people are paid accurately, and on time, while reducing the amount of effort and resources required of your organization. That being said, it’s also important to ensure you have full visibility into your payroll.

  • Full-service payroll often includes other added benefits, too, such as HR support, built-in project and time tracking, and reports.
  • Do you need to make international payments via platforms like Stripe and PayPal?
  • They do all the heavy lifting with taxes and withholdings for a small fee.

You will need to let all your employees know what service you are using, and they may be required to enroll for self-service tools. After all, it’s your business—you want to be in the driver’s seat. But for many small businesses, worrying about details like payroll can actually keep you from commanding that leadership role. To this end, assign administrative employees to serve as a liaison between your workforce and the payroll processor.

Like a full-service payroll company, there may be upcharges for extras like processing a garnishment or running an off-cycle payroll for year-end bonuses. Payroll is an important business function that can be time-consuming, and costly, and keep you away from core processes. If you do your research, find trusted companies, and can justify the cost with the benefits, outsourcing payroll could very well be the answer for you. A manual payroll system is cheaper than hiring a service provider to do the work for you. While it is less expensive, it does run the risk of errors in calculations and withholdings. Outsourcing payroll can help businesses save time and money, but it’s important to understand the benefits and drawbacks before making a decision.

Payroll Processing Costs & Fees

These entities usually make use of online payroll software to streamline the process. Service providers do all the calculations, pay the appropriate tax bodies and benefits providers and handle the checks or direct deposits for employers. This takes the task of processing payroll from hours to minutes for busy employers. You’ll need to understand what payroll functions you need and what you’ll get from the service. Will the service pay state and federal taxes or simply provide you with the information you need to do your own tax filing? Don’t forget to ask about the costs for additional services such as human resources support, multiple state filings, or global payroll options, if you need them.

  • You can hire a firm to handle payroll completely for your business.
  • It adds your employees into a pool with its other clients’ employees to drive down benefit costs so it can offer affordable premiums.
  • Navigating year-end payroll can be complex, but you don’t have to do it alone.
  • Instead, they encourage clients to schedule a call to get a custom quotation.
  • Economic theories of the day advocated growth in all reasonable directions to exploit economies of scale.

You can process payroll manually, outsource it or use a payroll service platform. TriNet is a professional employer organization (PEO) for HR outsourcing. Your company leases employees to TriNet—TriNet becomes an employer of record—and it takes care of HR and payroll for you. ADP RUN is a fit for businesses that need a customizable platform for payroll and benefits. It’s designed for companies with fewer than 50 employees, but is a good fit if you expect to grow beyond that because you could upgrade to ADP Workforce now or ADP’s enterprise platform. Perhaps even more concerning is the increased risk of a breach of sensitive data that outsourcing inevitably brings.


They can also contact payroll support which is sometimes an included benefit. These are wages paid for hours worked above the 40-hour work week. Notate on the spreadsheet the total gross wages and overtime wages earned for each employee. Find out when you need to pay taxes to state and federal entities. You’ll need to withhold tax amounts and forward the totals at the appropriate time.

What Is Outsourcing?

Many small businesses choose to outsource payroll along with other back-office functions, such as accounting and taxes. This allows them to focus on their core business and manage revenue-generating business accounting: small business accounting tasks like sales, marketing, and customer services. Payroll outsourcing is the process of partially or fully handing off payroll processing duties to a third-party company or service provider.

Calculate Gross Pay

Taxes are usually paid monthly, so collect them, set them aside and make payments as required. Additionally, some companies are subject to tax penalties due to mismanaged payroll administration. These can be costly by themselves, and they end up costing even more when you factor in lost time spent dealing with an audit or penalty.

You’ll need to account for these deductions when processing payroll and send money to the correct benefits program. There are two ways to go about getting payroll processed; you can do it yourself manually or use a service provider. When processing it manually, you must do all the steps on your own. It is important to know that ignorance or honest mistakes are not justification for errors in taxes or withholding. Learning to manage payroll on your own requires paying attention to the legal and tax requirements involved. We’ll break down the process and important considerations to keep in mind.

This can help the business save both time and money as well as stay in compliance. Today’s payroll software solutions can make it easy to manage employee payroll. Many of these services offer a variety of additional services including benefits administration and HR services, usually for an additional cost. The basic service can be inexpensive compared to the time it would take to do it yourself.

How To Do Payroll in 8 Steps

Alternatively, this person or group won’t work directly for the provider, but will have the access they need to run payroll. Despite fewer employees, it’s still hard on tight HR teams — some made up of just one person — to accurately run a small business’s payroll. For midsized organizations, it can be unreasonable to dedicate one employee to the process (or burden an HR pro with it on top of their current responsibilities). Full-service payroll is generally easier but, as you’d expect, it costs more. They need timely access to timesheets (for hourly workers), and notice of changes to a worker’s employment terms or tax status.