5 Effective Ways to Streamline Your Business's Payroll Process

If you often find yourself buried under a heap of paperwork, trying to make sense of your finances while calculating employee payroll and taxes, we’re here to tell you you’re not alone. In fact, research shows that a whopping 70% of small business owners struggle with payroll taxes.

Unfortunately, just because payroll is complex and tricky for most businesses doesn’t mean you can afford to slack off in this department. Your employees need to get paid accurately and on time, and your taxes have to be filed – no going around this.

The good news is, we live in a digital age, so practically any business process can be simplified and optimized with the right tools and attitude, including payroll. Here are five effective ways to do just that, plus save money and time in the process.

Invest in Robust Payroll Processing Software

Let’s start with the most important tool of all: payroll processing software. Investing in a comprehensive one will automate many aspects of your payroll management, including calculating wages, taxes, bonuses, expenses, holiday pay, etc.

When looking for a reliable payroll solution, we recommend paying close attention to the following factors:

Once you’ve found a few options you like, take time to zero in on one that offers the most features for the money. You want software that can handle most, if not all, of your payroll processes: one that calculates federal, state, and local taxes, among other things.

For example, OnPay’s California payroll taxes calculator can be particularly useful for businesses operating in the Golden State, as it ensures accurate calculations and compliance with California's unique tax laws and regulations.

Once you’ve found a payroll software solution you like, take time to also set it up properly. Meaning, input accurate employee information, including tax withholding details and any deductions or benefits they may receive. Then, set it up so it aligns with your payroll schedule, and again, make sure that all relevant federal, state, and local taxes are correctly applied.

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Stay Up to Date with Payroll Legislation

Payroll legislation changes relatively often at the federal, state, and local levels, and it’s essential to stay informed about any new laws and regulations that may affect your business.

Now, if you get a quality, cloud-based payroll software solution, you won’t have to do too much here because the program will automatically stay up to date with the latest changes and, therefore, ensure that you remain compliant.

This said, it’s still in your best interest to be informed as much as possible, so you might want to subscribe to newsletters or updates from government agencies such as the IRS or the Department of Labor. This way, you’ll always receive timely information about changes to tax rates, minimum wage laws, overtime regulations, and other relevant issues.

Maintain Accurate Employee Records

To make sure your payroll process runs smoothly and efficiently at all times, keep detailed records for each employee, including personal information such as name, address, and Social Security number, as well as employment details like start date, position, and salary.

It’s also a good idea to have a system in place for your employees so they, themselves, can update any changes about their personal info as needed.

We also recommend maintaining records of any deductions or benefits your employees receive, such as health insurance premiums, retirement contributions, or garnishments. This will ensure that your payroll deductions are always accurate and compliant with relevant laws and regulations.

Use Time-Tracking Systems

Accurate time-tracking is essential for ensuring your employees are paid correctly for their work, and implementing such a system can further help streamline your payroll process while minimizing errors.

Thankfully, there are plenty of time-tracking options out there, so finding one that best fits your needs and budget should be easy. Whatever option you choose, make sure it can connect to your payroll system: this will not only reduce mistakes but make it easier to make any changes.

You should also train your team how to use the app or system correctly and encourage them to clock in and out accurately for each shift.

Communicate Transparently with Your Team

Your employees should know exactly how their wages are calculated, not only because that’s a proper thing to do, but also because this can prevent any misunderstandings. A good way to go about this today is to provide your team with access to their pay stubs and other payroll-related information through an online portal or self-service system.

You should also communicate any changes to your payroll process to your employees. At the same time, encourage your team to report any discrepancies or errors they notice in their paychecks promptly so they can be addressed and corrected.