{"id":136993,"date":"2024-07-03T20:43:12","date_gmt":"2024-07-03T18:43:12","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=136993"},"modified":"2025-06-05T09:43:25","modified_gmt":"2025-06-05T07:43:25","slug":"payroll-checklist","status":"publish","type":"post","link":"https:\/\/factorialhr.com\/blog\/payroll-checklist\/","title":{"rendered":"Essential Payroll Checklist for Employers"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Payroll is often cited as one of the most <\/span><b>complicated aspects<\/b><span style=\"font-weight: 400;\"> of running a small business. You need to calculate <\/span><b>due amounts for each employee<\/b><span style=\"font-weight: 400;\">, including <\/span><b>withholdings and deductions<\/b><span style=\"font-weight: 400;\">, stay compliant with <\/span><b>federal and state regulations<\/b><span style=\"font-weight: 400;\">, and file all necessary <\/span><b>tax forms<\/b><span style=\"font-weight: 400;\"> correctly and on time. Because of these complexities, most employers rely on a <\/span><b>payroll checklist<\/b><span style=\"font-weight: 400;\"> to make sure nothing is overlooked.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In today\u2019s <\/span><b>step-by-step payroll compliance checklist<\/b><span style=\"font-weight: 400;\">, we will cover everything you need to know to <\/span><b>meet your obligations as an employer<\/b><span style=\"font-weight: 400;\">, from collecting employee data to processing paychecks and addressing payroll queries. We will also break down how <\/span><b>Factorial\u2019s software<\/b><span style=\"font-weight: 400;\"> can help you build a <\/span><b>compliant and efficient payroll system<\/b><span style=\"font-weight: 400;\"> so that your business runs smoothly and you <\/span><b>pay your employees accurately and on time<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s get to it!<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#Why\">Why Payroll Management Is So Important<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#Pre\">Pre-Payroll Activities<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#Calculations\">Payroll Calculations<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#Processing\">Payroll Processing<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#Post\">Post-Payroll Activities<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#Issues\">Address and Correct Payroll Issues<\/a><\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\"><a href=\"#Factorial\">How Factorial Can Help<\/a> <\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><a href=\"https:\/\/factorialhr.com\/payroll\">Manage payroll on time and error-free<\/a> \u2705<\/li>\n<\/ul>\n<h2><b><a name=\"Why\"><\/a>Why Payroll Management Is So Important<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">First things first, let\u2019s quickly touch on <\/span><b>why payroll management is so important for your business<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">For one thing, having an effective system that covers <\/span><b>all payroll activities<\/b><span style=\"font-weight: 400;\"> helps your business stay <\/span><b>legally compliant with all federal and state laws and regulations<\/b><span style=\"font-weight: 400;\">. This includes calculating and withholding taxes, correctly classifying your employees, maintaining accurate records and filing all tax forms on time. That way, you can keep everything above board and avoid any costly <\/span><b>fines and penalties<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Effective payroll management is also essential for building <\/span><b>workforce trust and morale<\/b><span style=\"font-weight: 400;\"> as your employees rely on <\/span><b>accurate and timely payments<\/b><span style=\"font-weight: 400;\"> so that they can meet their financial obligations. Plus, it helps your business maintain a <\/span><b>healthy cash flow <\/b><span style=\"font-weight: 400;\">and budget more effectively as you get a <\/span><b>clear picture of labor costs<\/b><span style=\"font-weight: 400;\">, and you can <\/span><b>manage your payroll expenses more efficiently<\/b><span style=\"font-weight: 400;\">. This financial stability is essential for overall <\/span><b>business growth and operational planning<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Finally, having an effective system in place for <\/span><a href=\"https:\/\/factorialhr.com\/blog\/payroll\/\"><span style=\"font-weight: 400;\">managing payroll<\/span><\/a><span style=\"font-weight: 400;\"> helps you <\/span><b>build a reputation as a professional and reliable organization<\/b><span style=\"font-weight: 400;\">, which boosts your <\/span><a href=\"https:\/\/factorialhr.com\/blog\/employer-branding\/\"><span style=\"font-weight: 400;\">employer brand<\/span><\/a><span style=\"font-weight: 400;\"> and helps you <\/span><b>attract and retain top talent<\/b><span style=\"font-weight: 400;\">. Again, this is crucial for ensuring the<\/span><b> sustainability and competitiveness of your business in the long run.<\/b><\/p>\n<p><span style=\"font-weight: 400;\">A <\/span><b>payroll checklist<\/b><span style=\"font-weight: 400;\"> can help with all this by providing you with a <\/span><b>structured framework for managing all payroll activities<\/b><span style=\"font-weight: 400;\">, from pre-payroll tasks like collecting employee data and classifying workers, right through to issuing paychecks and maintaining accurate records.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Without further ado, let\u2019s jump right into our <\/span><b>comprehensive payroll checklist for small businesses<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/factorialhr.com\/request-demo\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-130408\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2024\/03\/02145649\/factorial-demo-banner-value-300x103.jpg\" alt=\"factorial hr software demo\" width=\"728\" height=\"250\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2024\/03\/02145649\/factorial-demo-banner-value-300x103.jpg 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2024\/03\/02145649\/factorial-demo-banner-value-768x263.jpg 768w, https:\/\/factorialhr.com\/wp-content\/uploads\/2024\/03\/02145649\/factorial-demo-banner-value.jpg 800w\" sizes=\"(max-width: 728px) 100vw, 728px\" \/><\/a><\/p>\n<h2><b><a name=\"Pre\"><\/a>Pre-Payroll Activities<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The first section of our payroll checklist is dedicated to <\/span><b>pre-payroll activities<\/b><span style=\"font-weight: 400;\">. This includes <\/span><b>collecting employee data<\/b><span style=\"font-weight: 400;\">, <\/span><b>classifying <\/b><span style=\"font-weight: 400;\">each member of your workforce, verifying <\/span><b>employment eligibility<\/b><span style=\"font-weight: 400;\"> and completing all necessary<\/span><b> tax forms<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s explore all these steps in a bit more detail.<\/span><\/p>\n<h3><b>Collect Employee Data<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Make sure you collect <\/span><b>all the payroll information you need<\/b><span style=\"font-weight: 400;\"> from <\/span><b>each of your employees<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Full name<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Address<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Contact details<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Social Security<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Employment details, including job title, department, start date, and employment status<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Bank details for direct deposits (if applicable)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Any benefits enrollments (such as health insurance or retirement plans, for example)<\/span><\/li>\n<\/ul>\n<h3><b>Classify Employees<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The next pre-payroll activity in our payroll checklist is <\/span><b>classifying the status of each employee<\/b><span style=\"font-weight: 400;\">. This is important as determines their <\/span><b>eligibility for benefits and tax withholdings<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, what do we mean by this exactly? There are actually a couple of things to consider here.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The <\/span><b>first level of employee classification<\/b><span style=\"font-weight: 400;\"> is simple: <\/span><b>is an employee <\/b><a href=\"https:\/\/factorialhr.com\/blog\/part-time-vs-full-time\/\"><b>full-time or part-time<\/b><\/a><b>, temporary, or seasonal?<\/b><span style=\"font-weight: 400;\"> This is more of an internal classification (there are no federal definitions) and it will depend on <\/span><b>the hours an employee works, how long you expect them to work at your company, and the duties they perform<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Make sure you define <\/span><b>clear guidelines<\/b><span style=\"font-weight: 400;\"> for these employment classifications, document them in your <\/span><a href=\"https:\/\/factorialhr.com\/blog\/employee-handbook\/\"><span style=\"font-weight: 400;\">handbook<\/span><\/a><span style=\"font-weight: 400;\"> (including guidelines for <\/span><a href=\"https:\/\/factorialhr.com\/blog\/independent-contractor-vs-employee\/\"><span style=\"font-weight: 400;\">independent contractors<\/span><\/a><span style=\"font-weight: 400;\">), and <\/span><b>apply them consistently<\/b><span style=\"font-weight: 400;\"> throughout your company. You should also conduct regular internal audits to make sure all employees are classified as they should be in your employee records.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The <\/span><b>second level of employee classification<\/b><span style=\"font-weight: 400;\"> is a little more complicated: are your employees <\/span><a href=\"https:\/\/factorialhr.com\/blog\/exempt-vs-non-exempt-employees\/\"><span style=\"font-weight: 400;\">exempt or non-exempt<\/span><\/a><span style=\"font-weight: 400;\">? This is important as it ensures compliance with <\/span><a href=\"https:\/\/factorialhr.com\/blog\/wage-and-hour-laws\/\"><span style=\"font-weight: 400;\">wage and hour laws<\/span><\/a><span style=\"font-weight: 400;\"> and directly impacts whether or not you have to <\/span><b>pay them overtime<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This form of classification is regulated by the <\/span><a href=\"https:\/\/factorialhr.com\/blog\/fair-labor-standards-act\/\"><span style=\"font-weight: 400;\">Fair Labor Standards Act<\/span><\/a><span style=\"font-weight: 400;\"> (<\/span><a href=\"https:\/\/www.dol.gov\/agencies\/whd\/flsa\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">FLSA<\/span><\/a><span style=\"font-weight: 400;\">), so it is vital that you <\/span><b>understand the difference<\/b><span style=\"font-weight: 400;\"> and <\/span><b>correctly classify your entire workforce<\/b><span style=\"font-weight: 400;\">. If you don\u2019t, then you run the risk of being investigated by official authorities which can be stressful, costly, and time-consuming.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To determine if your employees are exempt or non-exempt, consider the following factors:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">How much you pay them<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The type of work you have contracted them to do<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The specific responsibilities and job duties that you assign to them<\/span><\/li>\n<\/ul>\n<h3><b>Verify Employment and Complete Tax Forms<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Under the <\/span><a href=\"https:\/\/www.uscis.gov\/laws-and-policy\/legislation\/immigration-and-nationality-act\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Immigration and Nationality Act (INA)<\/span><\/a><span style=\"font-weight: 400;\">, employers can only hire people who are <\/span><b>eligible to legally work<\/b><span style=\"font-weight: 400;\"> (i.e. US citizens and residents, and foreign nationals who are authorized to work). It is your responsibility as an employer to verify the identity and eligibility of everyone you hire with an <\/span><b>Employment Eligibility Verification Form (I-9)<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Once you have verified that an employee is eligible to work, the next step in our payroll checklist is getting each employee to <\/span><b>complete all necessary tax forms<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/factorialhr.com\/blog\/common-tax-forms\/\"><span style=\"font-weight: 400;\">Common tax forms<\/span><\/a><span style=\"font-weight: 400;\"> include:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>W-4 form<\/b><span style=\"font-weight: 400;\">. Used to calculate how much federal income tax you need to withhold for each employee.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>W-2 form<\/b><span style=\"font-weight: 400;\">. Used to report wages and tax withholdings.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>1099 form<\/b><span style=\"font-weight: 400;\">. You will need this form if you hire independent contractors (to report all payments that you make to them.)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>State and local tax forms<\/b><span style=\"font-weight: 400;\">. Check the requirements in your local area to ensure compliance with relevant state and local tax laws.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Finally, make sure your business has an <\/span><b>Employer Identification Number (EIN)<\/b><span style=\"font-weight: 400;\">. You will need this for <\/span><b>reporting and filing federal taxes<\/b><span style=\"font-weight: 400;\"> on behalf of your employees.<\/span><\/p>\n<h2><b><a name=\"Calculations\"><\/a>Payroll Calculations<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The next group of tasks in our payroll checklist relate to <\/span><b>calculating payroll for each of your employees<\/b><span style=\"font-weight: 400;\">. There are a few things to keep in mind here, including <\/span><b>the hours that an employee works<\/b><span style=\"font-weight: 400;\">, if you have to pay them <\/span><b>overtime<\/b><span style=\"font-weight: 400;\">, and any amounts that you need to <\/span><b>deduct and withhold from an employee\u2019s paycheck<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s everything you need to know.\u00a0<\/span><\/p>\n<h3><b>Track Employee Hours<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Although the FLSA does not specify how data should be collected and managed, <\/span><a href=\"https:\/\/factorialhr.com\/blog\/usa-federal-employment-laws\/\"><span style=\"font-weight: 400;\">federal employment law<\/span><\/a><span style=\"font-weight: 400;\"> does state that it is <\/span><b>mandatory to keep a record of employee working hours <\/b><span style=\"font-weight: 400;\">for <\/span><b>non-exempt hourly workers<\/b><span style=\"font-weight: 400;\"> as well as both <\/span><b>exempt and non-exempt salaried employees<\/b><span style=\"font-weight: 400;\">. This includes <\/span><b>hours worked per day, clocking in and out times, breaks, overtime, and paid wages<\/b><span style=\"font-weight: 400;\">. Failure to comply with these FLSA <\/span><a href=\"https:\/\/factorialhr.com\/blog\/employee-time-tracking\/\"><span style=\"font-weight: 400;\">time-tracking legal requirements<\/span><\/a><span style=\"font-weight: 400;\"> can lead to fines and penalties.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">So, what\u2019s the best way to record and store all this data?\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Providing all <\/span><a href=\"https:\/\/factorialhr.com\/blog\/about-time-attendance-usa\/\"><span style=\"font-weight: 400;\">time and attendance<\/span><\/a><span style=\"font-weight: 400;\"> data is <\/span><b>monitored and recorded<\/b><span style=\"font-weight: 400;\">, employers are free to track this information in any way they choose. Some companies use employee <\/span><a href=\"https:\/\/factorialhr.com\/blog\/top-time-tracking-software\/\"><span style=\"font-weight: 400;\">time-tracking software<\/span><\/a><span style=\"font-weight: 400;\">, others use an <\/span><a href=\"https:\/\/factorialhr.com\/blog\/electronic-time-clock\/\"><span style=\"font-weight: 400;\">electronic time clock<\/span><\/a><span style=\"font-weight: 400;\"> app to track this information. Above all, make sure that the solution you pick can <\/span><b>easily integrate with your payroll system<\/b><span style=\"font-weight: 400;\"> so that you can <\/span><b>quickly and easily calculate an employee\u2019s pay at the end of each pay period<\/b><span style=\"font-weight: 400;\"> in line with their <\/span><a href=\"https:\/\/factorialhr.com\/blog\/how-to-calculate-employee-hours-worked\/\"><span style=\"font-weight: 400;\">hours worked<\/span><\/a><span style=\"font-weight: 400;\"> and <\/span><a href=\"https:\/\/factorialhr.com\/blog\/mandatory-overtime\/\"><span style=\"font-weight: 400;\">overtime<\/span><\/a><span style=\"font-weight: 400;\"> eligibility.\u00a0<\/span><\/p>\n<h3><b>Calculate Wages<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The next step is using this information to calculate an employee\u2019s wages. This will depend on a couple of things. Firstly, whether or not an employee is <\/span><b>salaried or hourly<\/b><span style=\"font-weight: 400;\">. Salaried employees receive a <\/span><b>fixed annual amount divided by pay periods<\/b><span style=\"font-weight: 400;\">, while hourly employees are <\/span><b>paid based on the number of hours that they have worked<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">If an employee is <\/span><b>salaried <\/b><span style=\"font-weight: 400;\">then this task is simple as they will receive the <\/span><b>same amount at the end of each pay period<\/b><span style=\"font-weight: 400;\">, regardless of the hours that they have worked (plus any applicable <\/span><a href=\"https:\/\/factorialhr.com\/blog\/holiday-pay\/\"><span style=\"font-weight: 400;\">holiday pay<\/span><\/a><span style=\"font-weight: 400;\"> or <\/span><a href=\"https:\/\/factorialhr.com\/blog\/how-to-calculate-bonus-pay\/\"><span style=\"font-weight: 400;\">bonus pay<\/span><\/a><span style=\"font-weight: 400;\"> and extra pay in line with <\/span><a href=\"https:\/\/factorialhr.com\/blog\/new-overtime-rules-2024\/\"><span style=\"font-weight: 400;\">new overtime rules<\/span><\/a><span style=\"font-weight: 400;\">, where applicable). However, things are a little more complicated in the case of <\/span><b>hourly workers<\/b><span style=\"font-weight: 400;\">. This is because their pay will depend on the <\/span><b>time they spend on duty<\/b><span style=\"font-weight: 400;\"> as well as any entitlements to <\/span><b>overtime <\/b><span style=\"font-weight: 400;\">(<\/span><a href=\"https:\/\/factorialhr.com\/blog\/time-and-a-half\/\"><span style=\"font-weight: 400;\">time and a half<\/span><\/a><span style=\"font-weight: 400;\">), bonuses or commissions. As we mentioned in the previous section, accurate <\/span><b>timekeeping systems<\/b><span style=\"font-weight: 400;\"> are crucial to ensure that <\/span><b>hourly employees are compensated correctly for all the time they work<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><b>Deductions and Withholdings<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">OK, so far so good! Seems simple enough, right?<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Great, let\u2019s move on to the next step: applying payroll <\/span><b>deductions, withholdings and garnishments<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s start by taking a look at exactly what we mean by <\/span><a href=\"https:\/\/factorialhr.com\/blog\/comprehensive-guide-to-employer-payroll-taxes\/\"><span style=\"font-weight: 400;\">employer payroll taxes<\/span><\/a><span style=\"font-weight: 400;\">. These are <\/span><b>federal, state and local taxes<\/b><span style=\"font-weight: 400;\"> that an employer withholds from an employee\u2019s salary. Employers deduct calculated amounts from an employee\u2019s wages in line with <\/span><b>tax rates and salary<\/b><span style=\"font-weight: 400;\"> and pay the withheld amounts directly to the <\/span><a href=\"https:\/\/www.irs.gov\/\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Internal Revenue Service<\/span><\/a><span style=\"font-weight: 400;\"> (IRS) on the employee\u2019s behalf. Most jurisdictions require employers to <\/span><b>report these statutory deductions quarterly and annually<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h4><b>Employer Payroll Taxes and Deductions<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">In the United States, there are numerous employer payroll taxes and deductions.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This includes:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Federal income tax<\/b><span style=\"font-weight: 400;\">. A tax on workers\u2019 salaries that is paid to the US government. The United States uses a progressive Federal income tax system. That means the higher an employee\u2019s income is, the more tax they will pay.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Social Security and Medicare Taxes (FICA)<\/b><span style=\"font-weight: 400;\">. These are collectively known as FICA taxes (Federal Insurance Contribution Act), and they are paid by both the employee and employer.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Federal Unemployment Tax (FUTA)<\/b><span style=\"font-weight: 400;\">. This is an employer-paid tax. In other words, these taxes are not deducted from an employee\u2019s paycheck. Instead, they are paid directly by the employer.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>State income tax<\/b><span style=\"font-weight: 400;\">. A tax levied by individual states on the income earned by residents and (sometimes) non-residents within the state. Each state has its own regulations, tax rates, and brackets, which can vary widely.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>State Unemployment Tax (SUTA)<\/b><span style=\"font-weight: 400;\">. Referred to in certain states as State Unemployment Insurance (SUI) or reemployment tax. The State Unemployment Tax Act (SUTA) was established to offer unemployment benefits to displaced workers. In most states, this is funded by employers only.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Local taxes<\/b><span style=\"font-weight: 400;\">. Finally, you also need to determine if your city or municipality requires you to withhold any local employer payroll taxes. These taxes are paid by both the employee and employer and rates vary depending on location. They are used to pay for local maintenance and improvements.<\/span><\/li>\n<\/ul>\n<h4><b>Benefits and Wage Garnishments<\/b><\/h4>\n<p><span style=\"font-weight: 400;\">Finally, apply any deductions that relate to <\/span><b>benefits and wage garnishments<\/b><span style=\"font-weight: 400;\">. For example, <\/span><b>health insurance premiums, retirement plan contributions, and any other employee-elected benefits<\/b><span style=\"font-weight: 400;\">. And, if applicable, deduct wage garnishments for <\/span><b>child support, tax levies, or creditor judgments<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<h2><b><a name=\"Processing\"><\/a>Payroll Processing<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Once you\u2019ve done all the above, you will have a list of <\/span><b>payroll totals for all your employees <\/b><span style=\"font-weight: 400;\">and you will be ready to <\/span><b>process their paychecks<\/b><span style=\"font-weight: 400;\">!<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are a few things to consider in terms of payroll processing. Firstly, you will need to <\/span><b>define a clear payroll schedule<\/b><span style=\"font-weight: 400;\"> so that you pay your employees on a fixed, regular basis. You will also need to <\/span><b>implement a system for processing your payroll payments<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let\u2019s explore these two next stages in the payroll checklist.<\/span><\/p>\n<h3><b>Payroll Schedule<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">A payroll schedule, also known as a <\/span><a href=\"https:\/\/factorialhr.com\/blog\/pay-period\/\"><span style=\"font-weight: 400;\">pay period<\/span><\/a><span style=\"font-weight: 400;\">, is a <\/span><b>designated timeframe in which an employer pays their employees for their work<\/b><span style=\"font-weight: 400;\">. The duration of a pay period can vary depending on the employer and their payroll system, but it typically <\/span><b>ranges from weekly to monthly<\/b><span style=\"font-weight: 400;\">. By establishing a fixed, recurring schedule in this way, employers can ensure that employees receive <\/span><b>consistent and predictable paychecks<\/b><span style=\"font-weight: 400;\">. According to the U.S. Bureau of Labor Statistics, <\/span><a href=\"https:\/\/factorialhr.com\/blog\/\"><span style=\"font-weight: 400;\">biweekly pay<\/span><\/a><span style=\"font-weight: 400;\"> is the most common payroll schedule in the United States.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Above all, whatever schedule you choose, make sure you <\/span><b>stick to it consistently <\/b><span style=\"font-weight: 400;\">so that employees can count on <\/span><b>getting paid regularly<\/b><span style=\"font-weight: 400;\">, helping them better manage their finances. <\/span><b>Consistent pay schedules<\/b><span style=\"font-weight: 400;\"> also help <\/span><b>keep the business running smoothly<\/b><span style=\"font-weight: 400;\"> and <\/span><b>within legal guidelines<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><b>Payroll Software and Systems<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h3>\n<p><a href=\"https:\/\/factorialhr.com\/blog\/best-payroll-software\/\"><span style=\"font-weight: 400;\">Payroll software<\/span><\/a><span style=\"font-weight: 400;\"> plays a crucial role in <\/span><b>streamlining your payroll processes<\/b><span style=\"font-weight: 400;\"> and ensuring <\/span><b>accurate and efficient payroll management<\/b><span style=\"font-weight: 400;\">. From <\/span><b>automated calculations<\/b><span style=\"font-weight: 400;\"> to <\/span><b>tax filings and reporting<\/b><span style=\"font-weight: 400;\">, modern payroll software solutions offer a range of features to simplify each stage of the payroll process. But it\u2019s essential that you <\/span><b>pick a solution that meets the specific needs of your business<\/b><span style=\"font-weight: 400;\">. Most importantly, choose software that is <\/span><b>easy to use, fits your budget, and suits your needs as your business grows<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Questions to ask yourself:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What are my specific payroll management needs?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the payroll software user-friendly?<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does it integrate with other systems? (Time-tracking systems, for example.)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What level of customer support is provided?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What security measures are in place?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What is the pricing structure of the payroll software?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Is the payroll software scalable?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Does it offer compliance with payroll regulations?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">What reporting capabilities are available?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Are there any additional features or services? (Such as employee self-service portals, mobile apps, employee onboarding, or benefits management.)<\/span><\/li>\n<\/ul>\n<h2><b><a name=\"Post\"><\/a>Post-Payroll Activities<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">This takes us to the next group of tasks in our payroll checklist: <\/span><b>post-payroll activities<\/b><span style=\"font-weight: 400;\">. This includes <\/span><b>distributing paychecks, reporting payroll taxes, and recordkeeping<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s everything you need to know.<\/span><\/p>\n<h3><b>Distribute Paychecks<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The first activity in this section of the payroll checklist is <\/span><b>distributing paychecks<\/b><span style=\"font-weight: 400;\">. You can do this by <\/span><b>direct deposit, paper checks, or electronic pay cards<\/b><span style=\"font-weight: 400;\">. Another increasingly popular option these days is <\/span><a href=\"https:\/\/factorialhr.com\/blog\/on-demand-pay\/\"><span style=\"font-weight: 400;\">on-demand pay<\/span><\/a><span style=\"font-weight: 400;\">, also known as <\/span><b>earned wage access (EWA)<\/b><span style=\"font-weight: 400;\">. Essentially, this method provides employees with <\/span><b>direct access to some or all of their earnings<\/b><span style=\"font-weight: 400;\">. In other words, instead of <\/span><b>waiting for a payroll cycle to end<\/b><span style=\"font-weight: 400;\">, employees have the option to <\/span><b>receive payment as they earn<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Whatever payment method you choose, make sure payments are <\/span><b>correct and on time<\/b><span style=\"font-weight: 400;\"> to keep your employees happy and help them manage their money easily.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Then, finally, provide your employees with a <\/span><b>pay stub<\/b><span style=\"font-weight: 400;\"> with an <\/span><b>itemized summary<\/b><span style=\"font-weight: 400;\">, including a breakdown of<\/span><b> all withholdings, deductions and wage garnishments<\/b><span style=\"font-weight: 400;\">. This information must be <\/span><b>clear and easily accessible<\/b><span style=\"font-weight: 400;\"> so that employees can <\/span><b>understand their earnings and deductions<\/b><span style=\"font-weight: 400;\"> and manage their finances effectively.<\/span><\/p>\n<h3><b>Tax Filing and Reporting<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">The second activity in this section of the payroll checklist is <\/span><b>tax filing and reporting<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">You will need to use the following <\/span><b>tax forms<\/b><span style=\"font-weight: 400;\"> for this:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Form 941<\/b><span style=\"font-weight: 400;\">. Also known as the Employer\u2019s Quarterly Federal Tax Return. You use this form to report and pay federal income tax, Social Security tax, and Medicare tax.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Form 940<\/b><span style=\"font-weight: 400;\">. Also known as the Employer\u2019s Annual Federal Unemployment (FUTA) Tax Return. You use this form to report and pay federal unemployment taxes.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Form W-2<\/b><span style=\"font-weight: 400;\">. Also known as the Wage and Tax Statement. You use this form to report annual wages and paycheck deductions. You must give this form to each employee at the end of each tax year. You must then provide a copy of each completed form to the Social Security Administration.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Form W-3<\/b><span style=\"font-weight: 400;\">. Also known as the Transmittal of Wage and Tax Statement. You must submit this form to the Social Security Administration together with your W-2 Forms. Essentially, the W-3 summarizes all federal employee tax withholdings.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Form 1099-NEC<\/b><span style=\"font-weight: 400;\">. Also known as the Nonemployee Compensation Form. If you have paid independent contractors or freelancers more than $600 over the fiscal year, you must use this form to report all payments.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You can access all tax forms from the <\/span><a href=\"https:\/\/www.irs.gov\/forms-instructions\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">IRS website<\/span><\/a><span style=\"font-weight: 400;\">. Most forms can be <\/span><b>filed electronically through the IRS e-file system<\/b><span style=\"font-weight: 400;\"> or mailed to the appropriate IRS address, which can be found in the instructions for each form.\u00a0<\/span><\/p>\n<h3><b>Recordkeeping<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">All that\u2019s left, now that you\u2019ve filed and paid all employer payroll taxes, is making sure that you <\/span><b>maintain accurate and up-to-date employee tax records<\/b><span style=\"font-weight: 400;\">. This is essential for both state and federal compliance. Your records must detail all <\/span><b>paid wages, withheld taxes, and processed tax payments<\/b><span style=\"font-weight: 400;\">. Keep a record of all this information for <\/span><b>at least four years<\/b><span style=\"font-weight: 400;\"> to comply with federal and state law requirements. That way, you\u2019re prepared for any potential <\/span><b>tax audits or investigations<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It\u2019s also a good idea to <\/span><b>conduct periodic internal audits<\/b><span style=\"font-weight: 400;\"> to ensure that your <\/span><b>payroll tax records are accurate and up to date<\/b><span style=\"font-weight: 400;\">. That way, you can catch any discrepancies early, make necessary corrections, and maintain compliance with all tax regulations. Regular audits also help you <\/span><b>identify any areas where your payroll processes can be improved<\/b><span style=\"font-weight: 400;\">, helping your business run smoothly.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The best way to ensure your employee tax records are complete and up to date is by using <\/span><a href=\"https:\/\/factorialhr.com\/blog\/employee-record-management-software\/\"><span style=\"font-weight: 400;\">employee record management software<\/span><\/a><span style=\"font-weight: 400;\">. Employee record management software is a <\/span><b>digital employee file management system<\/b><span style=\"font-weight: 400;\"> that makes it easy to <\/span><b>store, locate and manage employee data<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Think of it like an electronic filing application that helps you <\/span><b>record and track all your payroll data<\/b><span style=\"font-weight: 400;\">. Instead of searching for an employee\u2019s paper file in a huge filing cabinet, you just access their information from an <\/span><b>intuitive platform<\/b><span style=\"font-weight: 400;\">, and you have all the tax data you need at your fingertips.<\/span><\/p>\n<h2><b><a name=\"Issues\"><\/a>Address and Correct Payroll Issues<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Even though it&#8217;s not a specific step in the payroll checklist, it&#8217;s important to have a system in place for <\/span><b>addressing any payroll issues that employees might have<\/b><span style=\"font-weight: 400;\">. For example, set up a <\/span><b>simple way for employees to report mistakes<\/b><span style=\"font-weight: 400;\">, quickly <\/span><b>look into and fix any errors<\/b><span style=\"font-weight: 400;\">, and keep employees in the loop so that they know you are working to address their concerns. This helps you <\/span><b>build a work environment founded on trust and employee satisfaction<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">One of the best solutions for this is an <\/span><a href=\"https:\/\/factorialhr.com\/blog\/employee-self-service-portal\/\"><span style=\"font-weight: 400;\">employee self-service portal<\/span><\/a><span style=\"font-weight: 400;\">, a feature included in certain <\/span><b>Human Resource Information Systems (HRIS)<\/b><span style=\"font-weight: 400;\">. Essentially, instead of having to contact HR each time they have a minor query, this feature gives employees <\/span><b>the freedom to access the following directly from their own dashboard<\/b><span style=\"font-weight: 400;\">:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Employee personal data, such as banking and contact information<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Time off requests and managing scheduling changes<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Payroll and benefits information, including pay stubs and tax documents.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">That way, your HR team can <\/span><b>spend less time handling routine inquiries<\/b><span style=\"font-weight: 400;\"> and instead <\/span><b>focus on more strategic initiatives<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p><a href=\"https:\/\/factorialhr.com\/payroll\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-125685 \" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/11\/25120137\/payroll-integrate-demo-banner-300x103.png\" alt=\"payroll software\" width=\"859\" height=\"295\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/11\/25120137\/payroll-integrate-demo-banner-300x103.png 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/11\/25120137\/payroll-integrate-demo-banner-768x263.png 768w, https:\/\/factorialhr.com\/wp-content\/uploads\/2023\/11\/25120137\/payroll-integrate-demo-banner.png 900w\" sizes=\"(max-width: 859px) 100vw, 859px\" \/><\/a><\/p>\n<h2><b><a name=\"Factorial\"><\/a>How Factorial Can Help<\/b><span style=\"font-weight: 400;\">\u00a0<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Factorial\u2019s HR software offers a <\/span><b>comprehensive solution to streamline your payroll processes and ensure compliance<\/b><span style=\"font-weight: 400;\">.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Here\u2019s how <\/span><a href=\"https:\/\/factorialhr.com\/payroll\"><span style=\"font-weight: 400;\">Factorial\u2019s payroll software<\/span><\/a><span style=\"font-weight: 400;\"> can help your business:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Automated payroll calculations<\/b><span style=\"font-weight: 400;\">. Factorial automates payroll calculations, reducing errors and saving time.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Time tracking integration<\/b><span style=\"font-weight: 400;\">. Seamlessly integrate timekeeping data for accurate payroll calculations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Automated tax withholding<\/b><span style=\"font-weight: 400;\">. The software automatically calculates all federal, state, and local tax withholdings based on the latest regulations.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Integrated tax filing<\/b><span style=\"font-weight: 400;\">. File your payroll tax returns electronically (e.g., Forms 941, 940), directly from the platform.<\/span><\/li>\n<\/ul>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Real-time compliance updates<\/b><span style=\"font-weight: 400;\">. Keep up-to-date and compliant with real-time updates on tax law changes and rate adjustments.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Comprehensive reporting<\/b><span style=\"font-weight: 400;\">. Generate detailed reports for payroll, tax withholdings, and contributions, making it easy to track and review financial data.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Employee self-service portal<\/b><span style=\"font-weight: 400;\">. Give your employees access to their tax documents, pay stubs, and personal information, reducing your administrative workload.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Customizable settings<\/b><span style=\"font-weight: 400;\">. Customize the platform to fit the specific needs and requirements of your state and locality.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Payroll security<\/b><span style=\"font-weight: 400;\">. Protect sensitive employee data with robust security features, ensuring that payroll information is secure and confidential.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Customer support<\/b><span style=\"font-weight: 400;\">. Access expert assistance to resolve payroll-related issues and optimize your payroll system.<\/span><\/li>\n<\/ul>\n<style>\r\n\t.text-width {\r\n\t\tmax-width: 26.5rem;\r\n\t}\r\n\t\r\n\t.gap-6 {\r\n\t\tgap: 24px;\r\n\t}\r\n\t\r\n\t.px-5 {\r\n\t\tpadding-right: 20px;\r\n\t\tpadding-left: 20px;\r\n\t}\r\n\t\r\n\t.demo-banner {\r\n\t\tdisplay: flex;\r\n\t\tflex-direction: column;\r\n\t\twidth: 100%;\r\n\t\tgap: 24px;\r\n\t\tpadding-right: 20px;\r\n\t\tpadding-left: 20px;\r\n\t\tborder-radius: 1rem;\r\n\t\tbox-shadow: 0 1px 3px 0 rgba(0, 0, 0, 0.1), 0 1px 2px 0 rgba(0, 0, 0, 0.06);\r\n\t\tjustify-content: space-between;\r\n\t\talign-items: center;\r\n\t\tmargin-top: 16px;\r\n\t\tmargin-bottom: 16px;\r\n\t}\r\n\r\n\t.demo-banner .demo-cta:hover{\r\n\t\tcolor: rgb(255,255,255);\r\n\t\tborder-color: rgb(255,53,94);\r\n\t\tbackground-color: rgb(255,53,94);\t\r\n\t}\r\n\t\r\n\t\/* Media Queries *\/\r\n\t@media (min-width: 768px) {\r\n\t\t.demo-banner {\r\n\t\t\tflex-direction: row;\r\n\t\t}\r\n\t}\r\n<\/style>\r\n\r\n<div class=\"demo-banner border\">\r\n\t<div class=\"text-lg font-bold text-width\">\r\n\t\tFactorial automates your payroll process - saving you time and reducing costly errors.\r\n\t<\/div>\r\n\t<a role='button' id=\"demo-cta-160773\"  data-cta=\"demo\" data-cta-position=\"pod-demo-banner-160773\" class=\"demo-cta btn btn--brand btn--medium btn--rounded w-full md:w-auto\" href=\"https:\/\/factorialhr.com\/request-demo\">\r\n\t\tGet a demo\t<\/a>\r\n<\/div>\r\n\r\n<script>\r\n(() => {\r\n  const demoCta = document.getElementById(\"demo-cta-160773\");\r\n  demoCta.addEventListener (\"click\", ()=>{\r\n    window.GoogleAnalytics.trackEvent({\r\n          action: 'banner_click',\r\n          category: 'blog_banner_inline_text',\r\n\t\t  label: demoCta.innerText,\r\n          isoCode: \"\",\r\n    })\r\n\t\r\n  })\r\n  \r\n  const options = {\t  \r\n\t  rootMargin: \"0px\",\r\n\t  threshold: 1.0,\r\n\t};\r\n\r\n\tconst observer = new IntersectionObserver((entries) => {\r\n\t\t entries.forEach((entry) => {\r\n\t\t\tif (entry.isIntersecting) {\r\n\t\t\t  \tobserver.disconnect();\r\n\t\t\t\twindow.GoogleAnalytics.trackEvent({\r\n\t\t\t\t\taction: 'banner_view',\r\n\t\t\t\t\tcategory: 'blog_banner_inline_text',\r\n\t\t\t\t\tlabel: demoCta.innerText,\r\n\t\t\t\t\tisoCode: \"\",\r\n\t\t\t\t});\r\n\t\t\t}\r\n\t\t  });\r\n\t}, options);\r\n\t\r\n\t\r\n\t\r\n\tobserver.observe(demoCta);\r\n})()\r\n<\/script>\n<p><span style=\"font-weight: 400;\">Ultimately, Factorial\u2019s payroll software helps you <\/span><b>manage your payroll checklist more effectively<\/b><span style=\"font-weight: 400;\">, ensuring <\/span><b>accuracy, compliance, and efficiency in your payroll processes<\/b><span style=\"font-weight: 400;\">.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Payroll is often cited as one of the most complicated aspects of running a small business. You need to calculate due amounts for each employee, including withholdings and deductions, stay compliant with federal and state regulations, and file all necessary tax forms correctly and on time. Because of these complexities, most employers rely on a<a href=\"https:\/\/factorialhr.com\/blog\/payroll-checklist\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":80,"featured_media":136996,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[146],"tags":[],"class_list":["post-136993","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-legal-hr"],"acf":{"topics":"payroll"},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Essential Payroll Checklist for Employers | Factorial<\/title>\n<meta name=\"description\" content=\"Comprehensive payroll checklist for small businesses: how to build a payroll system that keeps your business efficient and legally compliant\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/factorialhr.com\/blog\/payroll-checklist\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Essential Payroll Checklist for Employers\" \/>\n<meta property=\"og:description\" content=\"Comprehensive payroll checklist for small businesses: how to build a payroll system that keeps your business efficient and legally compliant\" \/>\n<meta property=\"og:url\" content=\"https:\/\/factorialhr.com\/blog\/payroll-checklist\/\" \/>\n<meta property=\"og:site_name\" content=\"Factorial\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/people\/Factorial\/100064908455810\/\" \/>\n<meta property=\"article:published_time\" content=\"2024-07-03T18:43:12+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-06-05T07:43:25+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2024\/07\/03203402\/payroll-checklist.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"830\" \/>\n\t<meta property=\"og:image:height\" content=\"400\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Cat Symonds\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@factorialapp\" \/>\n<meta name=\"twitter:site\" content=\"@factorialapp\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Cat Symonds\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"15 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/factorialhr.com\/blog\/payroll-checklist\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/factorialhr.com\/blog\/payroll-checklist\/\"},\"author\":{\"name\":\"Cat Symonds\",\"@id\":\"https:\/\/factorialhr.com\/blog\/#\/schema\/person\/39a0e312e3aae9ac2b6461196e8b1620\"},\"headline\":\"Essential Payroll Checklist for Employers\",\"datePublished\":\"2024-07-03T18:43:12+00:00\",\"dateModified\":\"2025-06-05T07:43:25+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/factorialhr.com\/blog\/payroll-checklist\/\"},\"wordCount\":3262,\"publisher\":{\"@id\":\"https:\/\/factorialhr.com\/blog\/#organization\"},\"articleSection\":[\"Legal &amp; 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