Payroll Outsourcing: What it Is and How it Works

People need to get paid whether your company is an emerging start-up or a large, successful business. That’s why payroll operations are crucial. But unfortunately, while payroll operations constitute an essential operation in any business, they are often time-consuming, tedious, and tricky. 

That is where payroll outsourcing comes in. Payroll Outsourcing Services can perform all your payroll tasks for you to make optimal use of your time, money, and effort.  

If you’re still unsure whether or not you should outsource payroll services, read ahead to find out what payroll outsourcing is and how it works. 

What is Payroll Outsourcing?

Payroll outsourcing, quite simply, is handing over your payroll operations to a payroll outsourcing provider. Then, the outsourcing company is in charge of making sure your employees get paid the correct amount at the proper time. 

When you outsource payroll, the service provider takes over the following tasks:

  • Setting up employee payroll account including all necessary information required to process payments
  • Setting up a payment method for the employees such as paycheques or direct deposits
  • Accounting for the deduction of payroll taxes and other items such as health benefits or retirement funds
  • Disbursing payments to employees on a regular schedule
  • Filing taxes and government reports 
  • Dispensing employee benefits

However, not all providers offering payroll outsourcing for accountants perform a comprehensive list of payroll operations. While some providers perform only essential functions, other payroll outsourcing services can take all payroll operations off your hands so that you can direct your focus to other important tasks.

How Does Payroll Outsourcing Work?

The process for outsourcing payroll generally works through the following steps:

  1. Agreement between your company and the payroll service provider:

When you decide to outsource your payroll operations to a third party, the first step is to agree on terms of engagement. The business and the outsourcing service provider must agree on which tasks will be outsourced, how the arrangement will work, and the outsourcing costs.

2. Certifying necessary registrations:

Before taking over your payroll processes, the payroll outsourcing provider will ensure that your business has all the required licenses and registrations needed to operate payroll.

3. Acquisition of employee information:

The payroll outsourcing firm then acquires all necessary employee information for processing payroll.

4. Process payroll:

The payroll outsourcing provider begins processing payroll at regular intervals as decided with your company. 

5. Submit tax documentation and miscellaneous payments:

The outsourcing provider submits documentation to tax authorities and other relevant parties, taking the burden off your hands. 

Although the steps for the outsourcing process may vary according to the outsourcing provider, the process for both large and small business payroll outsourcing works similarly. 

What Are the Advantages of Outsourcing your Payroll?

The benefits of payroll outsourcing for accounting firms as well as small and large businesses include: 

  1. Saving time:

Whether your business is small or large, payroll calculations take a significant amount of time. Accounting for leaves, calculating taxes, and ensuring each employee gets paid the correct amount at the proper time involves a series of time-consuming tasks. 

Outsourcing your payroll calculations helps you save the time you would have spent doing these laborious tasks. 

2.Focusing on scaling the business:

With the time you save from outsourcing your payroll, you can invest your energy into growing and scaling your business. Once you no longer have to worry about tax compliance and ensuring timely salary disbursements, you can start to think about the big picture.

3. Saving costs:

In-house payroll calculation requires expensive resources and personnel. Outsourcing payroll helps save on computer equipment, accounting software, and staff. 

A Greenhouse statistic asserts that employing a payroll and HR solution saves a company $97,180 per year.

4. Guaranteed compliance:

When handling payroll manually, keeping track of changing federal and state tax policies are complicated. Not only can it lead to overpaying or underpaying employer taxes but being unaware of various regulations can also lead to companies transgressing the law. 

Remaining conscious of tax, labor, anti-discrimination, insurance laws, and more is complicated, especially for small and medium-sized businesses. Payroll outsourcing in the USA enables you to comply with the various relevant American federal and state laws. 

However, this benefit is not limited to the US. Global payroll outsourcing ensures that your payroll process complies with the rules wherever your business is located or operating.

5. Access to experts:

Working with a payroll outsourcing provider means that you can access payroll experts who know what they’re doing. That is especially useful if you are unaware of local rules and regulations or if your business is operating in multiple jurisdictions with a different company and tax laws and regulations.  Handing over your payroll processes to experts not only means that you will have accurate, timely payroll disbursements, but you will also be free from the stress of keeping up with ever-changing laws and regulations. 

How to Choose a Payroll Outsourcing Provider?

If you feel that the benefits of payroll outsourcing outweigh its monetary costs, it is time to choose a payroll provider. Read ahead for points to consider when choosing payroll outsourcing services:

  1. Reputation of the payroll outsourcing provider:

Choose a company with excellent online reviews and a sound market reputation. 

2. Range of services:

Some payroll outsourcing providers offer additional HR services that can help you streamline and optimize your business processes. If you feel that your company needs additional services, you can choose a payroll service that providers a more comprehensive range of services.  

3. Cost of services:

The monetary cost is a natural consideration when subscribing to a payroll service. Choose a service that falls within your budget range while also fulfilling your other requirements.

4. Prior experience:

Before signing on with a payroll outsourcing provider, research into whether the company has experience providing payroll services in your industry or niche. 

Final Thoughts

Payroll outsourcing makes your life easier and helps you optimize your business processes. With a good payroll service provider, you can hand over your payroll calculations to experts and focus on what matters: the growth and success of your business. 

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