No longer does running payroll require you to print out and maintain mountains of paperwork. Today’s online payroll systems help small business make the process completely paperless.
Rather than having to print out payroll reports, pay employees with paper checks, and record time and attendance via a paper time sheet, online payroll programs let you handle all of these tasks electronically.
“Paperless payroll is a term that describes how an entire payroll can be processed without generating any paper,” Eric Wade, a paperless payroll expert for payroll system provider Paychex, told Business News Daily.
While having all of these tasks completed online might make some small business owners nervous, there are a variety of benefits to running a paperless payroll. Most notably, it is an extremely green practice, Wade said.
“Switching to paperless payroll is environmentally friendly, requiring less paper and printing resources,” he said.
The benefits, however, are far from limited to environmental advantages. There are also tremendous cost savings. Wade said research from the Electronics Payments Association and the American Payroll Association (APA) found that businesses save between $2.87 and $3.15 per pay run by paying employees electronically, such as via direct deposit, instead of via paper check. Businesses save another $1.20 by providing pay stubs online, the research found.
“In addition, the APA indicates that if a check is lost and needs to be replaced, there can be an additional cost savings of $8 to $10 per replacement check,” Wade said.
Paperless payroll systems also help ensure small business owners are paying and filing their taxes on time, said Tomer London, co-founder and chief product officer for the payroll system provider Gusto. Paperless payroll programs file all local, state and federal taxes automatically, so business owners no longer have to remember to send in forms or make payments, London said.
“Running payroll manually is a time-consuming, complicated and error-prone process,” London said. “As a result, one-third of small business owners get fined every year for filing or paying their payroll taxes incorrectly.”
Wade pointed to several other benefits of paperless payroll:
- It saves time – Employers save the time they would have spent preparing checks, delivering checks to employees, resolving lost and undelivered checks, fixing check-cashing problems, and dealing with fraud issues. Businesses also save the time they would have spent answering employee questions that the employees could resolve by viewing their information online.
- Reliability – Employers are able to pay employees on time regardless of holidays or unexpected events, such as bad weather or natural disasters. Employees know they will be paid on time and will not need to come into work to pick up their checks or wait for their checks to be delivered.
- Accessibility – Employers have convenient access to their payroll data online or via a mobile device. Employees also have convenient access to their payroll data, which often includes personal information, direct-deposit information, paystubs and W-2s.
Looking for an online payroll service? Here’s everything you need to know about what an online payroll service is, what it offers and how to choose one. If you already know what you’re looking for, visit our best picks page to see which ones we recommend, as well as a complete list of others that might work for you.
- Online payroll services operate in the cloud and allow businesses to manage and run payroll from anywhere.
- They can be used to pay full-time and part-time employees, as well as contract and freelance workers.
- Online payroll typically includes a variety of services:
- Payroll processing: Online payroll services automatically calculate how much employees should be paid each pay period. The systems take into account shift differentials, overtime, holiday pay and taxes, as well as Social Security and benefit deductions. They then make payments to employees by direct deposit or check.
- File and pay payroll taxes: These services can withhold employee taxes, file quarterly payroll tax reports and pay tax withholdings to the proper state and federal agencies. In addition, they issue employee W-2 and 1099 forms at the end of the year.
- New hire reporting: Many services report new hires to the government on your behalf.
- Integration: Online payroll services can integrate with a variety of payroll-related programs businesses are already using, such as accounting software, time and attendance systems and human resources software.
- Paid-time-off management: Many of these services manage paid time off by keeping track of how many vacation and sick hours employees have earned and how much they’ve used.
- Employee self-service: Typically, employees are provided access to the system in order to view pay stubs, PTO balances and year-end tax forms.
- Mobile access: Many systems offer mobile apps or mobile-friendly websites that let businesses manage and run payroll from smartphones or tablets.
- Payroll reports: Most systems offer detailed wage and labor reports that provide a deeper look at how a business operates.
Pros and cons: The biggest benefit of online payroll services is that all of the work — payroll calculations, payroll tax payments, year-end tax forms, etc. — is completed for you. Payroll can typically be run in just several minutes. This saves you a ton of time and effort. One downside is that using an online payroll service is more expensive than handling payroll on your own. Another potential negative is that you are entrusting the payroll provider you choose to get everything right. If the provider makes a mistake, you may face a rash of angry employees or a fine from the government. Also, if you are in an area with spotty internet service, an online payroll provider will likely not be a fit for you.
After conducting extensive research and analysis, we recommend SurePayroll as the best online payroll service for paying household employees. We chose SurePayroll from a pool of payroll services for household employers, as well as general payroll providers that offer household employer services. To understand how we selected our best picks, you can find our methodology and a comprehensive list of online payroll services on our best picks page here.
SurePayroll offers services for all types of household employees, allows unlimited payroll run and provides full tax services. It’s our best pick for a variety of reasons. One is cost. SurePayroll charges a flat monthly fee of $39.99 for up to two household employees. Here’s a detailed breakdown of why we picked it as our winner.
Services and Features
SurePayroll provides everything a household employer needs from a payroll service. The company handles all of the payroll and payroll tax responsibilities.
What makes SurePayroll so appealing is that its services can be used for all household employees, including nannies, elder care givers, home care providers, private nurses, drivers, yard workers and cooks. Some of the other providers we examined had services only for nannies.
With SurePayroll, you can run payroll as often as you want each month and pay household employees with a written check or by direct deposit. Not all of the services we analyzed offered direct deposit for household workers.
The service also handles all payroll tax obligations. This includes calculating and deducting Social Security, Medicare and federal and state unemployment taxes, along with filling out and filing federal, state and local tax forms. In addition, it makes all tax payments for you. The service guarantees that your taxes will be filed and paid correctly and on time. Should an error be made, SurePayroll pays any of the fines or interest fees you incur. Not all of the services we investigated offered this type of guarantee.
SurePayroll also files a quarterly 1040-ES on your behalf, and provides you with a signature-ready Schedule H (Form 1040) that attaches to your annual 1040 filing. These services are all completed automatically, without any extra input from you.
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