Payroll Processing

As you gather more employees, and as your employees have different pay rates, you will begin to need a new system. Payroll processing can allow you to get all of your checks factored, written, and sent. You can easily get all of your own employees paid without having to worry about doing it yourself.


1. What Is Payroll Processing

Payroll processing is the term for the various methods of having your payroll taken care of. With payroll processing, all you have to do is have a system for keeping track of your employees' hours. Once you have established how much each person is paid per hour, you can simply call in your weekly, bi-weekly, or monthly totals to the payroll processing department. They will figure out how much each check should be and get the checks taken care of.

There are several levels of payroll processing that you might be interested in. At the very basic level, those that are in charge of payroll processing will have a list of your employees and how much they make per hour. When it is payday, you will call the payroll processing department, and tell them how many hours each employee worked. Then, the payroll service will figure out how much they get paid, taking into account hours worked and taxes deducted. The payroll accounting department will then call you back and let you know how much each person's check should be.

There are benefits to using this simple service. For one, you will be able to have the payroll accounting department keep track of all of your tax information and of how much you pay your employees. You will also not have to worry about making mistakes when you are figuring out how much to pay each of your employees.

Payroll accounting departments can also go further with their services. They can actually fill in the check amounts for each employee, and then they can send them to you to be signed. If you have an electronic signing method, the payroll service department might be able to do the entire paying process without your help. These extra options only add to your ability to control your time and get things done in a much smoother manner.

2. Doing Payroll Processing On Your Own

You have several methods for doing payroll processing. One of the methods is to do the payroll processing on your own, or at least within your own business. When you do your own payroll processing, you are the one who is calculating the number of hours a person has worked. You will then calculate how much money they will make according to their hourly rate. After you have done that, you will need to calculate how much each person will have as far as taxes withheld goes. Then, you can arrive at the amount for the check, fill it in, sign it, and give it to your employee.

You might also decide to have a payroll processing department in your own business. If you have a small number of employees, you might trust a manager or other staff member to take care of the payroll processing. It might simply be part of that person's job to do the payroll. If you have a large number of employees but still wish to do the payroll processing on your own grounds, you might hire several individuals who will work on your payroll where you can keep an eye on them.

Be wary when you are using your own employees for your payroll processing. Remember that this gives employees access to information about other employees. Therefore, you want to carefully screen anyone that you have do your payroll processing to make sure that there will be no problems.

3. Hiring Someone to Do Your Payroll Processing

Some employers would rather trust their entire payroll processing to an outside department. This is something that you might consider doing because it will provide you with the security of knowing that an outside firm is taking care of all of the aspects of your payroll. It will also help you keep your employees out of each other's business. With another company taking care of your payroll processing, you will not have to worry about doing it yourself, either.

When you decide to hire a company to do your payroll processing, you want to be sure that you have researched the firm completely and that you are aware of what they are all about. Good areas to research include their past history, and their past client lists. Be sure that you ask for references before you hire a payroll processing service. Also, be sure that you hire a payroll processing company on a trial basis so that you can be sure you have the chance to try them out.

4. Payroll Services for Salaried Positions

Many employers pay their employees an hourly rate. However, there are also employers that are in charge of paying out a salaried position - which is the same amount of money each month. The salaried positions are the easiest positions to use payroll services with.

The reason that salaried positions are easy to do with payroll services is that with salaried positions, your employees are getting the same amount of money each month unless something changes with their contract. Therefore, you can simply set up a salaried payroll processing service. As long as the payroll processing service has the names of your employees and the amount that they get per month, they can have the checks made out for each month for those employees. This is something that is very easy to do. With direct deposits, available at most banks, your employees can even have their salary deposited directly into their accounts.

5. Keeping Careful Track of Your Payroll

No matter what type of payroll service you have, you will still need to make sure that you are keeping careful track of it. Whether you have your payroll processing done at your own establishment or whether it is done through another company, you should request a copy of the payroll numbers to be sent to you each time that payroll is done. This can help you in several ways.

First of all, it is always a good idea to have a copy of the amount of money you are paying out each month. It will help you to balance your finances and to make sure that you have the right money in the right accounts. Also, you can double check your payroll stubs each time your employees are paid, simply to be sure that there are not any mistakes. This will often help you keep up to date about your own business and how much money you are paying out to your employees. Another reason to keep careful track of your own payroll is that in case any discrepancies come up, you want to be involved and informed.

6. Dealing With Discrepancies in Payroll Processing

If you are finding discrepancies in your payroll processing, there are several things that you should be sure to do. First of all, if your employees are coming to you with an idea that they have been paid too much or too little, it is important that you have the time cards and payroll sheets so that you can explore this with them. If you yourself have been noticing discrepancies in your payroll, it is still important to have information to prove these discrepancies.

If your payroll service is making mistakes when doing your payroll, something needs to be done about it. First of all, you can get in big trouble for not paying your employees what you owe them, and this is something that you do not want to have to deal with. Secondly, paying people the wrong amounts can mess up an entire year's worth of books and payroll sheets. Therefore, the moment you are aware of discrepancies is the moment to act.

If you have a payroll service, whether it is in your company or at another place, you need to request a meeting with those responsible for your payroll. It is imperative that you get any problems straightened out right away so that there is never a question of the right pay getting to the right people. A sit down discussion is usually the best idea. However, if problems and discrepancies persist, it might be time to find yourself a new payroll processing service so that you will no longer be at the mercy of mistakes.

7. Adding New Information to your Payroll Processing

As you have payroll services set up, it might become important to change or add information to them. For instance, if you change employees, or if your employees have changes in their information, your payroll department will need to know about it. Therefore, as you start to work with a payroll processing service, you must be sure that you are aware of the best way to change information. Some payroll services need changes of information in writing, and some can change your information over the phone. Either way, you have to be sure that you know which one to do, in the event that information should be changed.

8. Doing Payroll Accounting

Another payroll processing service that you might consider is payroll accounting. With payroll accounting, you give your payroll tasks to your own accountant. They will keep track of your employees, of how many people you are paying, and of what you are paying them. Then, you can have your accountant either tell you what to pay your employees, or write and send the checks for you.

There are many benefits to having your payroll processing done by your accountant. First of all, there is no transfer of tax information needed. Your accountant will be able to keep track of the tax information as soon as the checks are written, and will never need to be notified of any changes. Secondly, your accountant will also have the most up to date information about your business and will be able to pay your employees the exact amount of money that they are looking for. Keeping your accounting and your payroll services in the same place makes a lot of sense, which is why most businesses choose to do it.

9. Taking Care of Payroll Taxes

Whether you are writing your payroll checks on your own, or hiring someone else to do it, payroll taxes are something that you have to consider. Remember that there should be several parts to your paychecks. You want to show how many hours your employee worked ,and at what rate they were working. Therefore, you will need to have their total payment. Also, you must show the amount of taxes that have been taken out of their payroll checks, which means that you must also have a section for the taxes and for what they will actually be paid.

It is very important that you keep track of payroll taxes during each pay period. You want to be absolutely certain that you are able to always stay on top of your taxes and that you aren't breaking any tax laws. Therefore, you will need to have a surefire way to keep track of the taxes that you are taking out of each check. This is also where using your own accountant might be a good idea - you can simply make it work out the best.
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