Essential Tools to Run a Payroll

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Depending on your business needs to calculate and run payroll, you may want to utilize payroll software. These tools will usually offer several features, such as tax filing, direct deposit, and an employee self-service portal. Additionally, they will likely handle unique situations such as wage garnishments, holiday pay, and tip calculations. Payroll compliance mistakes can include misclassifying employees, failing to calculate payments, and failing to maintain tax paperwork. The following are some tips on selecting payroll software.

Time tracking

Keeping track of your employees’ hours is not enough, but time tracking is equally important to running a payroll. It can be difficult to calculate the profit of a task when it is not accounted for. In fact, in the US alone, untracked work hours cost employers $7.4 billion daily. Aside from payroll, it is also vital for compliance purposes. Listed below are three reasons why time tracking is essential to running a payroll.

A time tracking tool helps you keep track of leave time and optimize the billing process. It also helps you identify flaws in your work processes. The data obtained from time tracking is readily available and can be compared with actual results to determine where and when employees are wasting time. It also helps you prevent overstaffing and understaffing problems. With timesheets, you can also determine what activities are critical to the operation of a business.

Tax compliance

Today, HR is an all-in-one department for employment matters, such as facilitating child support collection from noncustodial parents and handling pay-related questions. But payroll operations are just as critical – they calculate employee gross salaries and withholding amounts for various benefits and taxes. And they also determine the correct method of paying employees in compliance with federal and state wage payment laws and must report withholdings regularly.

While payroll software can help businesses avoid these issues, it’s important to understand what each tax code requires. Failure to do so can result in steep penalties. Even simple errors can jeopardize eligibility for tax credits, which can significantly impact a business’s bottom line. In addition, tax laws change every year, often more than once. This makes compliance challenging and time-consuming. Fortunately, there are payroll software systems designed to make the process easier.

Integration with other business systems

Payroll integration is essential for a number of reasons, including ensuring that all necessary information is transferred securely, avoiding errors, and preventing overpaying employees. A critical feature of payroll software is integrating with other business systems. For example, time and attendance software can transfer precise information about hours worked by employees to payroll software, eliminating the need to manually cross-reference hours worked with manual input and eliminating the possibility of human error. Another benefit of payroll integration is the ability to comply with the Affordable Care Act.


Moreover, a fully integrated payroll network can improve HR productivity and reduce the focus on paperwork, which is especially beneficial for small businesses. Another advantage of an integrated payroll system is that all relevant employee information is stored in one place, allowing departments to work more efficiently and accurately. Ultimately, an integrated payroll network can improve the productivity of the entire HR department. Moreover, it makes it easier to share knowledge and reduces the risk of data breaches.


Running a payroll can seem like a small cost at first, but it can quickly add up. Small expenses like payroll processing can add up to hundreds of dollars per month. Payroll processing companies typically charge a fixed monthly fee for up to 30 employees, but some will charge more if you have more than 30 employees. A payroll provider may also charge extra for direct deposit of employees’ paychecks or end-of-year tax documentation.

To estimate how much a payroll system costs, you need to divide the total expense by the total revenue of your company. You can also determine the cost per employee by dividing the total payroll expense by the number of employees. This is a good way to estimate the cost of running a payroll system. However, there are some things to consider before making the final decision. Before making a final decision, ensure you have all the information you need to run your business.