Everything You Should Know About The Payroll System


Before Hiring A Payroll Consultant, Read This Blog

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Payroll outsourcing entails contracting with a third-party payroll firm to handle your company’s payroll system. That payroll services provider guarantees the following:

1. All transactions are paid on schedule and in accordance with the terms of your agreements with the workers.

2. Payments made accurately and in accordance with local legislation.

3. All of the payroll documentation is in order.

Did you know? Companies who outsource payroll save 18% compared to those that do not!

Payroll companies are exclusively in charge of making payment to your employees. Some people believe that outsourcing payroll companies include HR payroll services that assist them hire new employees, but this is not the case.

What Services Are Provided By Payroll Outsourcing Firms?

You can choose to outsource only basic services like third party payroll processing, depending on your company’s needs. Outsourced payroll companies, on the other hand, can provide a wide range of payroll services. These are some of them:

1. Submitting a tax return (single or multi-state)

2. Payments of garnishment

3. Interface for the general ledger

4. Direct deposit and payment cards are examples of paperless payment methods.

5. File transfer for 401(k) and workers’ compensation reporting that are customized

6. Reporting at the quarter and year-end

7. Processing of Forms W-2/1099 and 1095 for Affordable Care Act (ACA) filing

Key Elements:

1. Tracking employee hours worked, computing pay, and sending payments by bank transfer or check are all part of the third party payroll process.

2. If a company does not want to handle it themselves, it can hire professional services to outsource payroll systems or even use cloud-based software.

3. Payroll companies’ calculation has a lot of moving parts and can be difficult.


Fast Fact: Accounting requirements become increasingly difficult as a company grows. For accounting and HR payroll systems, larger companies may need to invest in a specialized enterprise resource planning (ERP) system.

Third Party Payroll: Pros Vs Cons


1. Payroll consultant will take up less of your time. This frees you and your team up to focus on revenue-generating activities.1. You may be bounced between reps if your payroll consultant has a lot of turnovers, which could affect your service level.
2. You’ll routinely pay employees on time, which will improve employee satisfaction and retention.2. Because you’re dependent on a third party, it may take longer to correct errors, fix issues, or even gain access to employee data.
3. You’ll be in conformity with many federal and state regulations involving employee payments if you pay employees on time and accurately.3. You have no influence over the protection of the data, which some individuals find unsettling that a payroll consultant also can’t solve.

Understanding The Payroll Taxes (Per Month)


From this pie chart,  we understand that the calculation for payroll taxes depends on duration and we can see that the users of the payroll systems are not for permanent employers. Because 46% of the payroll users only use payroll services 1-2 hours per month. On the other hand, only 6% of people use payroll for more than 10 hours per month.

Payroll Providers: Cost Analysis

While the cost of HR payroll outsourcing varies depending on a variety of circumstances, you may anticipate to spend between $200 and $250 per person per year regardless of which of the three payment methods providers use:

FactorsBase FeePer Employee
Per Frequency$20 – $70$1.5 – $5
Per Employee Per Month(PEPM)$75$6
Fixed Pricing$65 (1 – 9 Employees)$125 (10 – 20 Employees)$8 – $10

You’ll want to know what all is included with the fee you’re quoted, aside from payroll processing. Any auxiliary goods or services you choose may be an extra expense in many circumstances. Consider it like an a la carte at a restaurant, where each service, such as income tax return and general ledger interface, may require payment separately.

Is The Payroll System Safe?

Even though such situations are incredibly rare, we understand your worry. When you’re looking for payroll providers, be sure they’re reliable and also have policies and processes designed to safeguard your information. Here are a few questions to think before you take the payroll providers:

  1. What certifications do your procedures and infrastructure have?
  2. Who has access to the data and where is it stored?
  3. What method is used to back up the data?
  4. What methods are used to store and transmit data?
  5. What kind of on-site security do you have?
  6. What kinds of firewalls and anti-virus software are used?
  7. What are their procedures in the rare event of a data breach?

Important: In 2020, sales of HR Payroll system software will increase by 8.7% to $10.8 billion. Between 2015 and 2020, sales climbed by a median of more than 10% per year.

Final Thoughts

Outsourcing is an excellent choice for organizations that are concerned about the intricacies and regulatory requirements of conducting payroll services in-house and want to depend on a provider’s competence to have it right – and are willing to pay a premium for it.

If this describes you, learn about the most important factors to consider when hiring payroll providers. After considering these considerations, you could decide that complete third party payroll solutions are a good choice for you. If you are really interested in taking this service then visit this site.