Steps Required to Set Up a Small Business Payroll System

Setting up payroll when you run a small business does not have to be a complicated and frustrating task. If you break the larger process down into manageable steps it can run as smoothly as possible and can be as efficient as you need it to be. You want to ensure that every employee receives their paycheck and that your business will be ready when it comes time to file your taxes.

The first step is to get a federal identification number from the Internal Revenue Service as well as a state identification number from the state revenue department. You can obtain the former by going to the website. When you contact the state revenue department you need to get a hold of a copy of IRS Circular E, as well as Publication 15-A. You also need to obtain a payroll tax publication from the state your business is in.

The next step is to get your workers to fill out enrollment forms. Form W-4 must be filled out for federal taxes while there is another form for state taxes that also must be filled out.

The third step in setting up payroll in a small business is to figure out what the pay period will be for your employees. As the employer you can choose whatever pay schedule suits you best based on what is most productive and most profitable for your company. The most common models for pay periods include weekly, bi-weekly, semi-monthly or monthly.

Once you have decided which one of the pay schedules works best for you then you need to check with your state revenue department and the IRS for the appropriate rates and withholding tables. If you are thinking about paying your employees on a monthly basis then be aware that some states deem it a requirement to pay employees more often that that. When it doubt take the time to find out!

The next step you need to observe in setting up a payroll system are to figure out what the company policy will be in regards to vacation days and sick days. You then need to follow that up with a decision about overtime and bonuses. There are rules and regulations that govern the paying of overtime so make sure you check with your state before you make your employees aware of the policy regarding such.

The step you need to take after that is to decide what benefits you will offer to your employees. Examples of these include health insurance and a retirement plan. Benefits are an excellent way to entice new employees to your company. The benefits to your employees will be paid by way of payroll withholding.

You then need to calculate the withholding. You may wish to purchase a software program for this or to do to by hand using the printed tables from the state revenue department and the tables in IRS Circular E.

Making the required tax deposit is the next step which is imperative for the proper functioning of your business. All of the taxes and benefits that have been withheld from your workers then must be paid to both the government as well as the providers of those benefits. From there the final step is to prepare the tax returns for your payroll and file the taxes.