\n\n\n\n
Q: Can I do my own payroll for my small business?<\/strong><\/p>\n\n\n\n A: <\/strong>Yes! Nothing is stopping you from handling this process entirely on your own. That said, manually tracking hours and calculating tax withholdings can be tedious. In addition, small errors can lead to serious legal issues. A much better solution is to use a payroll processing service. <\/p>\n\n\n\n If there\u2019s one thing employees care about, it\u2019s getting paid. <\/p>\n\n\n\n According to a recent Gallup poll<\/a>, pay is the number one priority for employees searching for their next job in the United States. <\/p>\n\n\n\n As recently as 2015, pay ranked fourth<\/em> for workers seeking new jobs. Things are quickly changing, and with unparalleled inflation levels, employees know that they need a living wage.<\/p>\n\n\n\n It\u2019s a job-seekers market, and employers are offering higher wages to compete. <\/p>\n\n\n\n If you\u2019re running a new company, you need to learn how to set up payroll for small business to make sure your workers get what they deserve. <\/p>\n\n\n\n But how do you set up payroll <\/a>for small business?<\/p>\n\n\n\n Your first step should be to check with your local state laws that affect payroll. <\/p>\n\n\n\n Each state may have slightly different rules when it comes to tax withholding, social security, and so on. Learning how to set up payroll for small business means familiarizing yourself with the various tax laws of the states in which you\u2019re operating.<\/p>\n\n\n\n Pay stubs play an important role in this process. While there is no federal legislation that forces employers to give their employees pay stubs, the subject falls under the Fair Labor Standards Act (FLSA). <\/p>\n\n\n\n The FLSA establishes many things, including:<\/p>\n\n\n\n According to the FLSA, you need to keep your employment records for at least three years. Your records should include:<\/p>\n\n\n\n These records must be kept at the place of employment or the central records office. Note that even though you are required to keep these records, your employees do not automatically have the right to see their wage information whenever they want. <\/p>\n\n\n\n According to the FLSA, you must keep the following information about your employees:<\/p>\n\n\n\n State laws may enforce additional rules when it comes to pay stubs, and employers may be forced to provide them to their employees. <\/p>\n\n\n\n There are three types of states when it comes to pay stubs:<\/p>\n\n\n\n States with no pay stub requirements don\u2019t require you to provide pay stubs to your employees. Access states require you to provide either electronic or paper pay stubs to your employees. <\/p>\n\n\n\n Finally, \u201caccess\/print\u201d states require the provision of either electronic or paper stubs \u2013 but the electronic versions must be easily accessible and printable. <\/p>\n\n\n\n Each pay stub must contain the following information:<\/p>\n\n\n\n Another thing to consider is FICA \u2013 otherwise known as the Federal Insurance Contributions Act. <\/p>\n\n\n\n This is deducted from each paycheck automatically. According to the US government, 6.2% of all gross wages go towards Social Security Tax, while a further 1.45% goes towards Medicare tax.<\/p>\n\n\n\n Now here\u2019s the important part:<\/p>\n\n\n\n The employer matches these percentages for a total deduction of 15.3%. <\/p>\n\n\n\n The purpose of FICA is to provide benefits for retirees, children, and the disabled. The logic is that although this money is deducted from paychecks, workers benefit collectively from the programs that it funds. <\/p>\n\n\n\n There are many other payroll taxes to consider, including:<\/p>\n\n\n\n Here are some additional state-specific payroll laws you should research before you learn how to set up payroll for small business:<\/p>\n\n\n\n Another important step is to have your employees fill out their W-4 forms. Without this form, it is impossible to withhold the necessary taxes from their paychecks. <\/p>\n\n\n\n Also known as the Federal Income Tax Withholding Form, the W-4 allows you to calculate the correct amount of tax you should be withholding. <\/p>\n\n\n\n You should also consider the I-9, which verifies that employees are legally permitted to work within the United States. <\/p>\n\n\n\n Finally, you might also want to encourage your employees to fill out direct deposit forms with their banks, as this will allow you to transfer money into their accounts quickly and easily. <\/p>\n\n\n\n It\u2019s best to obtain these forms as soon as possible after you hire a new employee. <\/p>\n\n\n\n You\u2019ll also need to properly \u201cclassify\u201d your employees. <\/p>\n\n\n\n Generally speaking, workers can be divided into two categories:<\/p>\n\n\n\n So why not just classify all<\/em> of your workers as independent contractors? After all, this strategy would significantly lower the chances of discrimination lawsuits \u2013 and it would make everything much easier. <\/p>\n\n\n\n The answer is that if the IRS believes that you\u2019re incorrectly referring to your employees as independent contractors, you may experience serious legal consequences. <\/strong><\/p>\n\n\n\n In the legal world, this is known as \u201cmisclassifying\u201d your employees. <\/p>\n\n\n\n If one of your workers has all the attributes of a normal employee, you should treat them as such. That being said, you are perfectly within your rights to label freelancers as independent contractors. <\/p>\n\n\n\n One of the most complex aspects of payroll is tracking all of the various information that needs to be recorded. <\/p>\n\n\n\n First, you\u2019ll need to determine how often you want to pay your employees. The two most common options are bi-monthly or weekly \u2013 but check with your state\u2019s requirements before making this decision. <\/p>\n\n\n\n If you haven\u2019t already, you need to obtain an Employer Identification Number. If your business is totally new, you might need to apply for an EIN for the first time. <\/strong><\/p>\n\n\n\n The EIN is sometimes referred to as a \u201cForm SS-4\u201d or a \u201cTax ID.\u201d You can obtain this number from the IRS through a relatively simple online application. <\/p>\n\n\n\n Remember, you cannot pay your employees without a valid EIN. In addition, various states may require separate business identification numbers for tax purposes as New York, Massachusetts, and South Carolina. <\/p>\n\n\n\n Next, you\u2019ll need to track your employees\u2019 hours<\/a>. This is one of the most difficult aspects of your payroll system. Not only do you need to track regular pay, but you also need to keep track of overtime hours, paid time off, and anything else that needs to be taken into account. <\/p>\n\n\n\n In addition, you need to keep track of employee-deductible expenses, like health insurance. <\/p>\n\n\n\n When you\u2019ve calculated your employees\u2019 total hours within a given pay period, multiply these hours by their hourly age while remembering to factor in overtime. <\/p>\n\n\n\n Finally, you can subtract their federal and state tax withholdings and other deductions to leave you with their net pay. <\/p>\n\n\n\n All that remains is to retain your employment records in case you ever get audited by the IRS. As previously mentioned, you are required to keep these records for at least three years. <\/p>\n\n\n\n At the end of each quarter, you are required to file Form 941 with the IRS. Also known as the \u201cEmployer\u2019s Quarterly Federal Tax Return,\u201d Form 941 tells the IRS exactly how much money you withheld from your employee\u2019s paychecks.<\/strong><\/p>\n\n\n\n Form 941<\/a> also tells the IRS how much employer taxes you paid during the quarter. <\/p>\n\n\n\n The only people not<\/em> required to file Form 941 are:<\/p>\n\n\n\n Another important form is Form 940. This form tells the IRS how much FUTA tax payments you have paid. You are only required to fill out this form if:<\/p>\n\n\n\n Form W-2 is another important consideration as you learn how to set up payroll for small business. This form informs the IRS of your employee\u2019s yearly wages, deductions, and tax withholdings. <\/strong><\/p>\n\n\n\n Copies of your W-2s are provided to your employees, the Social Security Agency, and your local tax department. <\/p>\n\n\n\n Here\u2019s an example of how you might calculate employee gross pay:<\/p>\n\n\n\n Let\u2019s say your employee earns $60,000 per year and is paid twice a month. <\/p>\n\n\n\n This means that his gross pay each pay period is $2,500. <\/p>\n\n\n\n Using this gross pay, we can calculate the employee\u2019s federal withholding.<\/p>\n\n\n\n The IRS provides wage bracket method tables for manual payroll systems. Using this table, you can determine how much federal tax you should withhold from each check. <\/p>\n\n\n\n Based on 2020 data, that number would be about $200. <\/p>\n\n\n\n Calculating FICA withholding is a little more challenging. <\/p>\n\n\n\n 6.2% of $2,500 is $155, and this goes towards Social Security. <\/strong><\/p>\n\n\n\n 1.45% of $2,500 is $36.25, and this goes towards Medicare. <\/strong><\/p>\n\n\n\n Add these two numbers together, and you are left with a total FICA withholding of $191.25. <\/strong><\/p>\n\n\n\n Next, you\u2019ll need to calculate the state and local tax withholdings. <\/p>\n\n\n\n If your employee works in New Mexico, you would deduct $64.67 \u2013 plus<\/em> 4.9% of whatever exceeds $2,183. This would leave you with a total amount of $80.20. <\/p>\n\n\n\n Trying to figure out how to set up payroll for small business? Free options are limited to doing payroll by yourself \u2013 by hand. This falls under the broader challenge of doing your own accounting<\/a>, which can seem cost-effective at first but may lead to costly errors down the line.<\/p>\n\n\n\n It might be free, but is it really the most beneficial?<\/strong><\/p>\n\n\n\n It is a highly tedious process \u2013 especially when you\u2019re calculating overtime, tax deductions, social security, and all manner of other details by hand. Trying to figure out how to set up payroll for a small business can take hours, days, or even weeks to fully go through each employee\u2019s payroll requirements. <\/p>\n\n\n\n If you try to figure out how to do payroll for small business on your own, you can easily make mistakes. These mistakes can lead to non-compliance audits by the Department of Labor. These audits can be incredibly costly.<\/p>\n\n\n\n In some cases, your employees can recover damages of up to $5,000 if you failed to provide them with pay stubs. <\/p>\n\n\n\n These disgruntled employees may also quit due to disputes over payroll, resulting in your business missing out on important talent. <\/p>\n\n\n\n And of course, the IRS can also take legal action against you, resulting in fines or even criminal charges. <\/p>\n\n\n\n Although hiring an accountant is certainly an option, the most realistic choice for most small businesses is payroll software. <\/p>\n\n\n\n The cheapest plans are extremely affordable, and they can address many of the major issues you might experience when doing payroll by hand. <\/p>\n\n\n\n With fewer mistakes and a faster overall processing time, payroll software is an obvious choice. <\/strong><\/p>\n\n\n So which payroll companies should you choose?<\/p>\n\n\n\n We\u2019re glad you asked\u2026<\/p>\n\n\n\n Gusto bills itself as an \u201call-in-one HR platform,\u201d and payroll is only one of its many services. <\/p>\n\n\n\n It also has features related to talent management, onboarding, attendance, and much more.<\/p>\n\n\n\n That being said, Gusto\u2019s \u201cfull-service payroll\u201d system is one of its most popular features, and it features a considerable degree of automation.<\/p>\n\n\n\n Gusto automatically files your payroll taxes, resulting in a \u201cset-it-and-forget-it\u201d experience with their patented AI system called \u201cAutoPilot.\u201d Benefits and time tracking are built in, and pricing is very transparent. <\/strong><\/p>\n\n\n\n Customers<\/a> report that it takes an average of 13 minutes to run payroll with Gusto. <\/p>\n\n\n\n The good news is that Gusto integrates well with QuickBooks and many other apps, which means that switching over is easy. <\/p>\n\n\n\n With Gusto, there\u2019s also no need to search for your state\u2019s tax requirements because all of the necessary information for all 50 states is built right into the system. <\/p>\n\n\n\n Pricing starts at just $46 per month \u2013 an affordable sum for most small businesses. <\/p>\n\n\n\n Paychex is another \u201call-in-one\u201d solution that offers features for HR management, benefits, and payroll. <\/p>\n\n\n\n One of the cool things about Paychex is that it\u2019s designed for a wide range of work environments \u2013 including onsite, remote, and hybrid and especially businesses operating remotely<\/a>, offering flexibility no matter where your team is located.\u00a0<\/p>\n\n\n\n According to Paychex, you can enter and run payroll in just \u201ctwo clicks\u201d with their free mobile app. <\/p>\n\n\n\n Paychex also keeps track of changing laws and regulations in your local state, allowing you to stay one step ahead of the tax authorities. With Paychex, you no longer need to constantly research these changing laws. <\/strong><\/p>\n\n\n\n In addition, Paychex has a service designed specifically for small businesses called \u201cSmall Business Payroll.\u201d<\/p>\n\n\n\n Paychex Flex Essentials will be more than sufficient for many small businesses, and it costs just $39 per month. <\/p>\n\n\n\n Another stellar option is Resourcing Edge. <\/p>\n\n\n\n This company describes itself as an \u201cindustry leader in human capital management solutions.\u201d<\/p>\n\n\n\n Their services include benefits, compliance, HR, recruiting, and of course, payroll. <\/p>\n\n\n\n Using Resourcing Edge\u2019s online \u201cre360\u201d program, you can access a wide range of data at any time with your phone, tablet, or computer. <\/strong><\/p>\n\n\n\n A considerable degree of customization is possible, and you can create a payroll system that fits your unique needs. <\/p>\n\n\n\n Resourcing Edge also gives you access to W-2 stubs for all your employees, and you can easily handle requests for vacation, sick time, or time-off. <\/p>\n\n\n\n Resourcing Edge also offers powerful compliance solutions, allowing you to control overtime with notifications and real-time updates. <\/p>\n\n\n\n Another key feature is the ability to carry out ACA calculations and continuous system updates. <\/p>\n\n\n\n You\u2019ll need to contact Resourcing Edge for a quote on pricing. <\/p>\n\n\n\n With a payroll system that works like a well-oiled machine, your business can continue full steam ahead. <\/p>\n\n\n\n Further reading<\/strong>:<\/p>\n\n\n\n Not only will this allow you to make your business as efficient as possible, but it\u2019ll also keep your employees satisfied. At a time when employees are constantly jumping ship and looking for better opportunities, this is incredibly important. <\/strong><\/p>\n\n\n\n Remember, it might be cheap<\/em> to do your payroll services by hand, but that doesn\u2019t mean it\u2019s the best option. <\/p>\n\n\n\n To avoid legal issues and time-consuming, tedious details, choose payroll software instead. <\/p>\n\n\n\n While you\u2019re at it, check out the business tools offered by Alliance Virtual Offices<\/a><\/strong><\/p>\n\n\n\n A live receptionist can answer your business calls, saving you time and boosting your customer service considerably. <\/p>\n\n\n\n A virtual address can improve your business\u2019s reputation while allowing you to cash in on unique tax benefits in a different state.<\/p>\n\n\n\n To explore these options further, check out Alliance Virtual Offices<\/a> today.<\/p>\n","protected":false},"excerpt":{"rendered":" Trying to figure out how to set up payroll for your small business? Learn the tricks of the trade with this helpful 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Trying to figure out how to set up payroll for your small business? Learn the tricks of the trade with this helpful guide.<\/p>\n","category_list_v2":"Remote Work<\/a>","author_info_v2":{"name":"Elliot Figueira","url":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/author\/elliot-figueiraalliancevirtualoffices-com\/"},"comments_num_v2":"0 comments","author_meta":{"display_name":"Elliot Figueira","author_link":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/author\/elliot-figueiraalliancevirtualoffices-com\/"},"featured_img":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-content\/uploads\/2022\/08\/00-featured-how-to-set-up-payroll-for-small-business-and-the-best-time-saving-tools-300x73.png","coauthors":[],"tax_additional":{"categories":{"linked":["Remote Work<\/a>"],"unlinked":["Remote Work<\/span>"]},"tags":{"linked":["Broadcast<\/a>","can i do my own payroll for my small business<\/a>","how to do payroll for small business<\/a>","how to set up a payroll system for a small business<\/a>","how to set up payroll for small business<\/a>","how to set up payroll for small business free<\/a>","payroll companies<\/a>","payroll services<\/a>"],"unlinked":["Broadcast<\/span>","can i do my own payroll for my small business<\/span>","how to do payroll for small business<\/span>","how to set up a payroll system for a small business<\/span>","how to set up payroll for small business<\/span>","how to set up payroll for small business free<\/span>","payroll companies<\/span>","payroll services<\/span>"]}},"comment_count":"0","relative_dates":{"created":"Posted 4 years ago","modified":"Updated 1 year ago"},"absolute_dates":{"created":"Posted on September 7, 2022","modified":"Updated on April 28, 2025"},"absolute_dates_time":{"created":"Posted on September 7, 2022 8:13 am","modified":"Updated on April 28, 2025 4:35 am"},"featured_img_caption":"","series_order":"","_links":{"self":[{"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/posts\/20445","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/users\/44"}],"replies":[{"embeddable":true,"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/comments?post=20445"}],"version-history":[{"count":0,"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/posts\/20445\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/media\/20459"}],"wp:attachment":[{"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/media?parent=20445"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/categories?post=20445"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-json\/wp\/v2\/tags?post=20445"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
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\n\n\n![\"\"](\"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-content\/uploads\/2022\/08\/01-section-how-to-set-up-payroll-for-small-business-for-the-first-time.png\")
<\/a><\/figure>\n<\/div>\n\n\nHow to set up payroll for small business for the first time<\/h2>\n\n\n\n
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Filling out the necessary paperwork<\/h3>\n\n\n\n
Classifying your employees<\/h3>\n\n\n\n
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Creating your own tracking system<\/h3>\n\n\n\n
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<\/a><\/figure>\n<\/div>\n\n\nWhat are the downsides to setting up payroll on your own?<\/h2>\n\n\n\n
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<\/a><\/figure>\n<\/div>\n\n\nThe best payroll processing tools for your small business<\/h2>\n\n\n\n
![\"\"](\"https:\/\/www.alliancevirtualoffices.com\/virtual-office-blog\/wp-content\/uploads\/2022\/08\/05-infographic-best-payroll-services-for-small-business.png\")
<\/a><\/figure>\n<\/div>\n\n\nGusto<\/h3>\n\n\n\n
Paychex<\/h3>\n\n\n\n
Resourcing Edge<\/h3>\n\n\n\n
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<\/a><\/figure>\n<\/div>\n\n\nMoving forward with your new payroll system<\/h2>\n\n\n\n
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