1. Gather employee information.
This includes collecting employee name, social security number, address, and other pertinent information.
2. Review timecard and hours worked.
This involves double-checking the timecards to ensure that employees are paid for the correct number of hours worked.
3. Calculate gross pay.
The gross pay is calculated by multiplying the employee’s hourly rate by the number of hours worked.
4. Deduct taxes and other deductions.
This includes withholding income tax, social security, Medicare tax, state taxes, local taxes, union dues, medical insurance premiums, retirement contributions and other necessary deductions from employees’ wages.
5. Issue paychecks and direct deposits.
Payroll checks can either be issued in person or electronically via direct deposit. The method chosen depends on company policies, employee preference, and other considerations.
6. Record payroll in accounting system.
All payroll information must be accurately recorded in the company’s financial records. This includes amounts paid to employees and any taxes due.
7. Send out tax forms.
Employers must provide each employee with a W-2 form that details their earnings for the year, as well as an IRS Form 941 that reports all federal income taxes withheld from paychecks during the year.
8. Make sure employees are paid correctly and on time.
Payroll accuracy is essential to ensure that employees receive the correct amount of money and also so that employers can comply with applicable laws and regulations related to wages, deductions and other payroll matters.
9. Update payroll records for each employee.
Any changes to an employee’s information or pay rate must be documented and updated in the company’s payroll records accordingly.
10. Provide year-end reports and statements to employees.
At the end of the year, employers must provide employees with a detailed statement of their earnings and deductions for the year, as well as a summary of their total wages paid during the year. This information is important for tax preparation purposes.