Handling Your Company’s Payroll

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Table of Contents

We gathered tips from top experts on how to make your payroll process easier and less time-consuming.

  1. Use Payroll Software
  2. Keep Accurate Records of Your Employee Payroll
  3. Understand Payroll Taxes
  4. Calculate Net and Gross Pay
  5. Pay the Benefit Providers
  6. Be Aware of Potential Miscalculations

1. Use Payroll Software

According to Management Library, payroll management has never been easier, and that’s largely due to the availability of quality payroll software. Payroll software can help you automate many of the tasks associated with running payroll, including calculating taxes and employee deductions. Payroll software can also help you keep track of employee hours and vacation time.

There are many payroll software programs on the market, including software that’s dedicated to specific industries. You can even search Google for something specific like “payroll for trucking” – and you’ll find a helpful site designed to meet your needs.

So do your research to find the one that best meets your needs.  Once you have selected a program, set up an account and familiarize yourself with how it works. If you have any questions, most payroll software companies offer customer support services.

2. Keep Accurate Records of Your Employee Payroll

One of the most important aspects of handling your company’s payroll is keeping accurate records. This means tracking employee hours, vacation days, sick days, and any other time off. It’s also important to keep track of changes in salary or hourly rate.

Accurate records will help you ensure that your employees are paid correctly and on time. They will also come in handy if you need to file a claim with the government or resolve a dispute with an employee.

To keep accurate records, you can use spreadsheets or physical time cards. Whichever method you choose, be sure to update your records regularly and store them in a safe place. This is important because you never know when you might need to reference them.

3. Understand Payroll Taxes

Your payroll software can help with federal, state, and local taxes, and unemployment taxes.

Payroll taxes can be complex, so it’s important to do your research and make sure you understand all the requirements. Consult with an accountant or tax specialist to ensure that you are complying with all applicable laws.

Failing to pay payroll taxes can result in heavy fines and penalties. Some companies try to avoid paying payroll taxes by classifying their employees as independent contractors. However, this can lead to problems down the road, so it’s important to classify them correctly from the start.

4. Calculate Net and Gross Pay

In calculating pay, there are two important terms you need to know: gross pay and net pay.

  • Gross pay is the total amount of money an employee earns before taxes and deductions are taken out.
  • Net pay is the amount of money an employee takes home after taxes and deductions have been withheld.

To calculate gross pay, you will need to know the employee’s hourly rate and how many hours they worked.

To calculate net pay, you will need to withhold taxes and any other deductions that may be required.

Once you have calculated both gross and net pay, you can issue a paycheck or direct deposit to the employee. States have different laws regarding payroll, so be sure to check with your state’s department of labor for more information.

5. Pay the Benefit Providers

If you offer benefits to your employees, such as health insurance or a retirement plan, you will also need to handle the payment of these benefits. You need to ensure that the correct amount is withheld from each employee’s paycheck and then forward the money to the benefit provider. This usually involves working with third-party providers, such as insurance companies or investment firms.

It’s important to keep accurate payment records so you can reconcile them with your payroll records.

6. Be Aware of Potential Miscalculations

Even if you take precautions, there is always a chance that something could go wrong when you’re handling your company’s payroll. This is why it’s important to be aware of potential miscalculations and know how to fix them.

The most common error is failing to withhold the correct amount of taxes from an employee’s paycheck. If this happens, you will need to issue a new paycheck with the correct amount of taxes withheld.

Another common error is issuing incorrect paychecks or direct deposits. If you make a mistake when issuing a paycheck, you will need to void the check and issue a new one. Record any voided checks so that you can reconcile them with your payroll records.


Handling payroll is an important task for any business owner since it ensures your employees are paid on time and that taxes and deductions are correctly calculated.

Payroll can be a complex and time-consuming process, so it’s important to have a system in place that you can rely on. There are many ways to handle payroll, including outsourcing, hiring a specialist, or doing it yourself. 

By following these tips, you can ensure that your company’s payroll runs smoothly and efficiently.

I'm Allison Dunn,

Your Business Executive Coach

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