What is Payroll? A Step-by-Step Guide for You

It’s a good idea to spend some money to get help with how to do a payroll because it avoids the work of dealing with the taxes, but many small businesses don’t for budget concerns. If you are considering the payroll process manually rather than automating it, keep in mind that there are some complicated aspects to this process, depending on the size of your business. If you’re unfamiliar with tax or payroll law, you could make mistakes that will land you in trouble with the IRS. Regarding payroll, consult either an accountant or a payroll professional to ensure the highest level of compliance with state and federal tax and employment requirements.

Payroll Processing

The process of sending payments to the appropriate creditors is known as payroll processing. It is also called wage payment, wage management, or wage calculation. Payroll can be handled by a payroll company or by your HR department. Processing payroll is a multi-step procedure that involves making sure workers are paid in full and correctly.

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Initiation to Payroll Procedure and Structure

The process of preparing payroll inputs involves gathering relevant information for future salary payments, and this is the first step in the entire payroll process. The second is creating payroll reports and making salary payments.

There are three basic ways to pay employees: a small business can do it all manually, use software to automate the process, or outsource payroll to a professional.

Three Methods to Accomplished Payroll

There are three primary methods to manage payroll effectively. You can do it manually, which involves calculating payments yourself. Alternatively, using payroll software automates the process and ensures accuracy. Lastly, hiring a professional can save time and reduce errors, as they handle all payroll responsibilities for you. Let’s explore each method in more detail.

1. Manual

If you choose to do payroll yourself, standard timesheets are available for documentation, and workers can fill them out. Wages and taxes can then be calculated using the filled-out forms. You can then write checks by hand to your employees. The truth is, manual payroll processing is complicated, and it’s especially difficult for companies that are transitioning from small to medium-sized. The more people you have with access to payroll information, the more likely there will be mistakes in your payroll calculations.


  • The low cost of implementation
  • Small businesses with a small staff can opt for small payroll services.
  • Less daunting for beginners


  • More potential for typos and mistakes.

A business owner has to trust his employees or he won’t have the records he needs.

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2. Payroll Software

Data is a point solution that focuses on providing modern payroll, generating tax forms, and benefits administration. Using data to make payroll more efficient and accurate helps ensure that employees get paid quickly. Although payroll software is expensive, it’s far more dependable, secure, and accurate than manual calculations. I’m sure you’d agree with me when I say that the honor system isn’t very secure, nor can it be counted on to be right.

For larger companies, hiring a specialized employee to handle payroll may be more cost-effective than training an existing staff member. Training for the software can cost up to $5,000 – $10,000. And for payroll software, you will need to hire a specialist who can configure the software and train your employees on how to use it.


  • make compliance easier on the company
  • Be able to calculate all sorts of variations in bonuses, taxes, etc.
  • Keep your business data easily accessible by storing it in a system that you can retrieve quickly.
  • You can use tax havens to legally lower your taxes.


  • loss or theft, data security
  • fraud and cybersecurity
  • control, quality, and information access

3. Recruit a Professional

Consulting a professional payroll company will offer you easier access to a knowledgeable and experienced team that can perform the necessary payroll functions so you don’t have to do it yourself.

A payroll service will perform all of the functions associated with a payroll (which is the mechanism by which you pay people). If you’re not up for handling it yourself, then consider hiring a payroll service. Using professionals for payroll services will eliminate the need to bother with collecting employee information and setting up accounts. Payroll can be difficult to manage, which is why it’s often better to hire a professional payroll company to help you out.


  • Expedited processing
  • Simple to sustain
  • Removes human error


  • More costly than manual payroll systems
  • May require formal training

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Steps Involved in How to Do Payroll

To manage payroll efficiently, start by gathering employee work hours and calculating their wages. Next, deduct applicable taxes and other withholdings from each paycheck. Finally, distribute the pay via checks or direct deposits and maintain accurate records for compliance. Let’s read about each step in detail.

Step 1. Search Your Employee Recognition Number

To register your business, you’ll need to complete a few things first. You should apply for an EIN from the IRS to handle your business setup. The service can be done in several ways and can be done over the internet, by mail, or by email.

The IRS wants you to file and pay electronically, but if you can’t, you can apply by fax or mail. If approved, your EIN is assigned instantly; otherwise, it takes four business days. You’ll need a state tax ID number and a local tax ID number in addition to the federal tax ID number.

Step 2. Gather Employ Tax Details

When you hire your first employee, make sure to collect the relevant tax information from yourself and your employee. Your employees fill out forms to provide legal information about their work status, elect to be taxed in certain ways and provide other important information.

If you’re currently handling payroll for your business, there are forms that you need to complete and submit to the IRS at certain times. These forms depend on what information your employees provided when you hired them. Without W-2s and I-9s in hand, you can’t submit payroll taxes.

Since 1099s also have a different set of rules on how they’re prepared and submitted to both the IRS and your contractors, you’ll spend a short amount of time – say, 15 minutes at most – distributing these forms to your contractors and collecting Them.

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Step 3. Select a Payroll Programme

Once you’ve determined a pay period for your employees, you need to decide how often to have them paid. There are four different pay schedules; weekly, biweekly, semiweekly and monthly.

Step 4. Evaluate Gross Pay

To process payroll, you need to do the following steps to determine the gross pay, you first need to figure how many hours each employee worked in a given pay period. When calculating hourly wages, start with the number of hours an employee is credited for in a pay period. Adjust the wage rate to verify that it’s compliant with federal law, and then adjust again to account for overtime.

Some apps can help you calculate your gross pay.

  • If Worker A earned $10 per hour, they would have worked 50 hours for your weekly pay period.
  • 40 hours x $10/hour = $400
  • 10 hours x $15/hour (time and a half) = $150
  • Gross pay = $550

Step 5. Calculate Deduction and Allowances

Figure out which taxes (state, federal, and payroll) each employee would need to pay on an annual basis, and thus figure out how much you should withhold from their paychecks each month. In addition to tax deductions and exemptions, keep in mind that payroll processing also involves other aspects such as company contributions and insurance premiums.

Your business’s situation may indicate that considering the following factors are necessary:

  • National taxes
  • Public Security
  • Government taxes
  • Native taxes
  • Additional benefits

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Step 6. Determine Net Pay, and Pay Your Employees

To pay an employee, subtract the payroll taxes due from their gross pay. The difference is their net salary You will pay the employer’s portion of payroll taxes with your own money and, if this is a small business, you will be paying the employee’s portion of payroll taxes with your own money as well. Once you have each employee’s gross pay, it’s time to figure out how to pay them according to their scheduled payday.

There are several different ways you can pay your employees, and you must choose one that will benefit them as well as yourself.

  • We’ll deposit the money into your employees’ bank accounts directly
  • Prepaid cards that are loaded with their take-home pay
  • Mobile wallet into which you can deposit your employees’ pay
  • Handing out checks in person will make employees more likely to process payments, which is good for your business
  • Cash

Step 7. Retain Payroll Records, when Compulsory Makes Amendments

It’s essential to keep honest and organized payroll records. If a discrepancy arises between an employee’s net pay and their expected pay, you need documentation to reference. In the event of an audit, you may also need to provide bank records and receipts to prove how you’ve been spending your money.

Most payroll processing applications can automatically track your payroll taxes, and you’ll be able to access those records if you store them in cloud storage and keep a separate copy. For money-handling purposes, you’ll need to handle ledgers and mailing receipts. This is simple and easy to do, but it does involve some time.

Step 8. Be Careful of Proceeding with Contemplation

You have to file your business’s taxes quarterly and annually, so you should know how often these filings are made. When it comes to payroll taxes, you should consult an accountant to ensure you’re meeting your legal obligations. When you use a payroll solution or an accountant to manage your business, they usually take over the burden of reporting new hires to the IRS.


If you’re a business owner, you may be tempted to push off the task of keeping track of payroll to your staff. Choosing to go it alone with payroll or letting a professional handle it, make sure you’re both confident and ready for any challenges that may come your way.