7 Tips To Avoid Payroll Penalties For Your Small Business

Posted by Jeff Pelliccio on Aug 1, 2013 8:30:00 AM

In ICS insights

Payroll rules and regulations are an important management concern for any small business. Payroll services can help small businesses avoid any oversight penalties that may occur. There are several management concerns that each new business and established business may have regarding employee payroll.

1. RECORD KEEPING AND DATA GATHERING. Record keeping and data gathering are critical areas of business. Data gathering is especially important for the employees of a small business. There are local, states, and federal record keeping requirements for each new employee and for each employee that remains employed. Making sure that the correct information is gathered is vital to the longevity of any small business.

2. MANAGING PAYROLL. Payroll needs to be organized and managed effectively. The correct data needs to be kept, and the payroll deductions need to be done correctly. Each tax year brings new requirements, and these yearly corrections need to be followed. The payroll department of any small business has an important role in making sure that each employee is documented and paid correctly. This type of good payroll management helps to avoid any payroll penalties that are enforced when payroll is not done correctly.

3. SECURITY OF DATA. The security of the employee data is critical. Each new employee gives out vital personal information that needs to be stored securely. Any breach in data security could result in fines or penalties for the small business involved.

4. HAVING THE RIGHT TAX ACCOUNTS. Having the right tax accounts is critical for a small company. Each local, state, and federal agency has its own account requirements for each employee. This means that the company accounting department needs to apply for a payroll account with the local tax agency, the state tax agency, and the federal tax agency. There are payroll penalties involved if these tax accounts are not set up properly. Third party payroll services are available for this stage of employee payroll as well.

5. HAVE FORMS FILLED OUT. The payroll and tax forms for each employee need to be filled out correctly. Each tax agency has its own requirements for information. The tax forms and employee payroll forms need to be filled out correctly in order for the correct information to be gathered.

6. DEADLINES AND FILING. Deadlines need to be met for each type of payroll tax filing. Missed deadlines can easily result in fines and penalties for a small business. Third party payroll services can assist in meeting any deadline or filing requirement.

7. TYPES OF EMPLOYEES. There are several types of employees for a small business. Employees can be misclassified into other payroll categories. Contractors for a small business are often confused as employees. Employees are sometimes categorized as contractors. This type of classification error can be corrected.

Overall, there are several different payroll requirements that a small business may encounter. Having appropriate payroll software is important, and this payroll software needs to be updated with the newer tax requirements as these change.