Payroll Companies: How Do They Work and Why You Need One

Payroll Companies – Payroll is one of the most important aspects of running a business. It involves paying your employees for their work, deducting taxes and other withholdings, and complying with government regulations. However, payroll can also be complex, time-consuming, and prone to errors. That’s why many businesses choose to outsource their payroll to a payroll company.

A payroll company is a service provider that handles all the payroll tasks for your business. They use software and expertise to calculate wages, taxes, benefits, and deductions, and pay your employees on time. They also file payroll taxes and reports with the government, and provide you with payroll reports and records.

Benefits of Using a Payroll Company

There are many benefits of using a payroll company for your business, such as:

Saving time and money: You don’t have to spend hours every pay period doing payroll calculations, printing checks, or making deposits. You also don’t have to buy and maintain payroll software or hire a payroll staff. A payroll company can do all these tasks for you at a reasonable cost.
Reducing errors and risks: Payroll mistakes can be costly and damaging to your business reputation. You may face penalties, fines, audits, or lawsuits if you fail to comply with tax laws or pay your employees correctly. A payroll company can help you avoid these risks by ensuring accuracy and compliance at every step of the payroll process.
Improving security and efficiency: Payroll data is sensitive and confidential. You need to protect it from theft, fraud, or misuse. A payroll company can offer you secure online access to your payroll data, as well as backup and recovery options. They can also streamline your payroll workflow and integrate it with other systems, such as accounting or human resources.
Enhancing employee satisfaction: Paying your employees on time and accurately is essential for their morale and loyalty. A payroll company can help you achieve this by offering various payment options, such as direct deposit, paper checks, or pay cards. They can also provide your employees with online access to their pay stubs, tax forms, and benefits information.

How to Choose a Payroll Company

There are many payroll companies in the market, but not all of them are suitable for your business needs. Here are some factors to consider when choosing a payroll company:

Services: What services do they offer? Do they cover all the aspects of payroll that you need, such as tax filing, benefits administration, time tracking, or retirement plans? Do they offer customized solutions or flexible plans?
Features: What features do they have? Do they have an easy-to-use online platform or mobile app? Do they have advanced reporting and analytics tools? Do they have integrations with other software or systems that you use?
Support: What kind of support do they provide? Do they have a dedicated account manager or a team of experts that you can contact anytime? Do they have online resources or training materials that you can access? Do they have a reliable customer service or technical support?
Reputation: What is their reputation in the industry? Do they have positive reviews or testimonials from other clients? Do they have any awards or certifications that prove their quality or credibility? Do they have any complaints or issues that you should be aware of?

How to Pay Your Employees with a Payroll Company

Once you have chosen a payroll company that suits your needs, you need to provide them with some information to pay your employees. This may include:

Employee details, such as name, address, SIN, bank account, etc.
Payroll schedule, such as weekly, biweekly, or monthly
Pay rates, such as hourly, salary, or commission
Hours worked, overtime, bonuses, tips, or other income
Deductions, such as taxes, CPP, EI, benefits, or garnishments

The payroll company will then calculate the net pay for each employee and deposit it into their bank account or issue a cheque. They will also deduct and remit the payroll taxes to the CRA and Revenu Quebec (if applicable) on your behalf. They will also provide you with payroll reports and records that you can access online or download.

How to Manage Your Payroll with a Payroll Company

Using a payroll company does not mean that you have no control over your payroll. You can still manage and monitor your payroll with the help of the payroll company’s online platform or mobile app. Some of the features that you can use are:

Editing or updating employee information
Adding or removing employees
Changing pay rates or schedules
Approving or rejecting time sheets
Viewing or printing pay stubs or tax forms
Running payroll reports or analytics
Contacting customer service or support

You can also integrate your payroll system with other software or systems that you use, such as accounting, human resources, time tracking, or invoicing. This can help you streamline your workflow and avoid data entry errors.

How to Review Your Payroll with a Payroll Company

Even though a payroll company can handle most of the payroll tasks for you, you still need to review your payroll periodically to ensure accuracy and compliance. Some of the steps that you can take are:

Checking your payroll reports and records for any errors or discrepancies
Verifying that your payroll taxes and remittances are filed and paid correctly and on time
Reconciling your payroll bank account with your bank statement
Auditing your payroll system and processes for any gaps or risks
Asking for feedback from your employees about their payroll experience

In conclusion, payroll is a vital function of any business, but it can also be a challenging one. That’s why outsourcing your payroll to a payroll company can be a smart decision. A payroll company can save you time and money, reduce errors and risks, improve security and efficiency, and enhance employee satisfaction. However, you need to choose a payroll company that meets your specific needs and expectations. By considering the services, features, support, and reputation of different payroll companies, you can find the best one for your business.

Frequently Asked Questions(FAQ): Payroll Companies: How Do They Work and Why You Need One

What is payroll?

Payroll is the process of paying your employees for their work, deducting taxes and other withholdings, and complying with government regulations.

What are the benefits of using a payroll company?

A payroll company can save you time and money, reduce errors and risks, improve security and efficiency, and enhance employee satisfaction by handling all the payroll tasks for you.

How do I pay my employees with a payroll company?

You need to provide the payroll company with some information, such as employee details, pay rate, hours worked, deductions, etc. The payroll company will then calculate the net pay for each employee and deposit it into their bank account or issue a cheque. They will also deduct and remit the payroll taxes to the government and provide you with payroll reports and records.

How often should I run payroll?

The frequency of running payroll depends on your business needs and state laws. The most common pay frequencies are weekly, bi-weekly, semi-monthly, and monthly.

What is the difference between bi-weekly and semi-monthly payroll?

Bi-weekly payroll means paying your employees every other week, resulting in 26 pay periods per year. Semi-monthly payroll means paying your employees twice a month, resulting in 24 pay periods per year.

What is an EIN and where do I find my company’s EIN?

An EIN (Employer Identification Number) is a unique number assigned by the IRS to identify your business for tax purposes. You can apply for an EIN online or by mail, fax, or phone. You can find your EIN on your confirmation letter from the IRS, your business loan applications, your credit reports, or your tax forms.

Some of the common tax forms that you need to submit are Form 940 (Employer’s Annual Federal Unemployment Tax Return), Form 941 (Employer’s Quarterly Federal Tax Return), Form 944 (Employer’s Annual Federal Tax Return), and Form W-2 (Wage and Tax Statement).

What are pretax deductions?

Pretax deductions are employee contributions to employer-sponsored benefits, such as health insurance, life insurance, retirement plans, etc. They lower an employee’s taxable income and reduce the amount of taxes that they have to pay.

What is the difference between exempt and nonexempt employees?

Exempt employees are not entitled to overtime pay under the Fair Labor Standards Act (FLSA), while nonexempt employees are entitled to overtime pay at a rate of 1.5 times their regular rate of pay if they work more than 40 hours in a workweek. Exempt employees usually have executive, administrative, professional, or outside sales duties.

How do I choose a payroll company for my business?

You should consider several factors when choosing a payroll company, such as the services they offer, the features they have, the support they provide, and the reputation they have in the industry. You should also compare the costs and benefits of different payroll companies and find the one that best suits your needs and budget.