Six Steps to Follow while Adopting New Payroll System

Hanna Wilson, HR Tech Outlook | Wednesday, June 09, 2021

Remember that it is your responsibility to report and pay any payroll taxes as the employer. If you're unsure which system to utilize, ask around and see what other companies are using.

Fremont, CA: It is critical to set up a payroll system, regardless of how many employees you have, to handle your responsibilities and prevent IRS penalties. Furthermore, if you want to keep your staff happy and motivated, you must ensure that they are paid accurately and on time. When adopting a new payroll system, there are four steps to take:

Set PTO Protocol

Consider your PTO rules, then explain to employees how you want to handle paid time off, hour monitoring, overtime, and other issues that affect employee remuneration. Include any deductibles and how they'll be deducted from your paychecks. This is also an excellent time to pay for health insurance and set aside money for retirement. You want to be sure that you and your team are on the same page.

Understand the Fine Print

When hiring someone, make sure you understand the differences between an independent contractor and employee rights. Legally, the two are distinct, and these distinctions will influence how you withhold taxes. If you're dealing with an independent contractor, freelancer, or musician, you'll want to learn more about how these self-employed individuals get compensated. In recent years, more and more apps have been used to accept payment for project-based assignments via the internet, but you should be aware of any preferences.

Pick and Run Payroll System

In most cases, you'll have the option of using in-house or outsourced payroll solutions. Remember that as the employer, it is your responsibility to report and pay any payroll taxes. If you're unsure which system to utilize, ask around and see what other companies are using. You can begin running payroll after you've chosen your system. Depending on how you set it up, your information may or may not be shared with your accountant. Fortunately, there are a variety of technologically advanced payroll solutions available to assist with payroll processing.

Fill out Tax Forms

On new employees, you'll need to gather certain information. Have new employees fill out their W-4s during onboarding. Before utilizing the information to withhold the correct amount of federal income tax, double-check that it is accurate. All businesses with employees must take these precautions.

Take Care of EIN Responsibilities

Contact the IRS to obtain your company's EIN before employing. Employer Tax ID (EIN) is an acronym for Employer Identification Number, and it is your responsibility as a business owner to provide tax information to the IRS and state agencies. Before hiring anyone, get an EIN to avoid IRS costs and penalties. You can quickly apply for an EIN online. You also require the employment identification number issued by the state or municipal government. These are essential for the processing of tax returns.

Determine the Pay Period

Aside from the manual application, you'll need to set up the pay period. Irrespective of whether the employee works the entire period, the IRS requires withholding of income tax for the time determined. Monthly or bi-monthly periods are standard, though they can also be influenced by state law. Check your area's specifics, but know that bi-monthly payments are the most typical.

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