Five Reasons for Outsourcing Payroll Duties


Emptech's founder, Jeff Aleixo


Jeffrey Aleixo

Outsourcing payroll, tax compliance

Businesses have a variety of responsibilities to fulfill when it comes to employees, but one of the largest tasks they have to manage is their payroll in combination with adhering to different obligations for local, state, and federal taxes. Even though it may seem straightforward, the task of processing payroll holds many potential pitfalls as it is time-consuming and highly detailed. In addition to running a business, employers have to cope with changing tax laws, staff turnover, and various market demands, so it is easy to make damaging payroll mistakes.

Still, despite the considerable time and efforts necessary, understanding payroll, as well as the tax system, is of crucial importance to employers as they bear the ultimate responsibility for fulfilling all obligations. Therefore, the majority of companies opt for outsourcing payroll duties due to complex rules and severe penalties for noncompliance.  

Benefits of Outsourcing Payroll Duties

Companies often initially process payroll themselves because of different reasons, such as considering in-house processing to be more cost-effective, protecting wage information, or maintaining control over payroll data. While this may be the right option for smaller companies, given the time spent managing the process, such an approach cannot remain convenient nor efficient.

With the constantly changing nature of tax regulations, it is easy to make costly payroll mistakes. Furthermore, employees as well as federal, state, and local tax agencies need to be paid timely and in the proper manner. Otherwise, employers can face monetary penalties.

On the other hand, outsourcing payroll duties including tax obligations such as withholding, reporting, and paying social security, Medicare, and employment taxes has numerous benefits. This not only streamlines business operations but also ensures that filing deadlines and deposit requirements are met. Outsourcing payroll duties includes services of administering payroll and employment taxes on behalf of employers as well as reporting, collecting, and depositing employment taxes with state and federal authorities.

Payroll affects every aspect of a business, including the financial stability of a company. Since payroll processing is a significant company expense and subject to various tax laws and regulations, every business needs to ensure that it is accurate and reliable. Outsourcing payroll duties gives businesses access to experienced professionals with comprehensive technology and ensures cost-efficiency and reduction of costly filing fines. Here are some of the reasons why an increasing number of employers are turning over their payroll to professional providers who offer specialized payroll services:

Reduced Compliance Issues

Payroll tax regulations can be difficult to understand. When trying to run a business, it is hard to follow all the changing rules and requirements but employers are legally responsible for inaccurate payroll reporting. Alternatively, outsourcing payroll duties helps employers prevent compliance issues. Companies dedicated to running payroll stay up-to-date on all local, state, and federal rules and therefore are much less likely to make costly errors. In addition, outsourced payroll services often handle filings, taxes, and payments, while taking responsibility for potential mistakes.

Use this detailed guide to help you understand payroll taxes and your obligations on local, state, and federal levels to maintain effective tax compliance and prevent potential mistakes.

Saving Costs and Time

Apart from reducing the probability of costly penalties, outsourcing payroll duties can save companies money and time. Given the resources necessary for training and time spent processing payroll internally, outsourcing usually costs less, allowing companies to save money and use it on crucial functions instead. Furthermore, because payroll takes a lot of time and attention to detail to prevent errors, outsourcing payroll duties significantly increases efficiency and saves time.

Improving Data Security

To achieve the appropriate level of security internally and create a secured network, companies need to spend a significant amount of money. On the other hand, outsourcing payroll typically means that data is stored on highly secure servers that use cutting-edge encryption technology, along with regular data backups. If proper security measures are not taken during the payroll tax filing process, a number of problems can arise, but outsourcing payroll duties prevents potential identity theft, changing company records, manipulating payments, and more.

Getting Access to Technology

When dealing with payroll obligations, access to high-class technology is critical and lack of it can be a hindrance when scaling the business. Today’s payroll providers use cloud-based systems to manage important data, ensure better data integrity as well as visibility, and track payroll processing. The integration of HR and payroll systems offers many benefits, including time savings, increased efficiency, and reduced IT and administrative costs. This facilitates seamless sharing of employee data and removes the need for manual data transfer data before and after processing.

Another reason for outsourcing payroll duties is access to data backup and disaster recovery tools in the event of unforeseen circumstances. This involves storing and duplicating key information on secure servers and cloud-based systems.

Avoiding Penalties and Mistakes

Employment regulations, compliance requirements, and tax legislation are complex, prone to change, and vary across the states. However, outsourcing payroll duties to experts who keep up-to-date on changing regulations, maintain accurate records and prepare payroll data reduces the chances of making mistakes leading to hefty penalties and fines. This also means spending less time on complex payroll or tax issues, and more time on improving workflow efficiencies. As a result, employers are relieved from the constant pressure of staying fully informed and compliant with the ever-changing and growing rules, regulations, and legislation.

Find out how FUTA works, what FUTA 2020 tax rate is, and how to handle this tax in a successful and effective way to prevent any unnecessary penalties.

Simplifying Tax Obligations

Managing payroll includes numerous obligations such as paying employees, processing and managing payroll deductions, and remitting taxes accurately and on time. To ensure accuracy, employers have to maintain correct calculations, appropriate withholdings, and understand local, state, and federal tax regulations. However, outsourcing payroll duties allows employers to free up time and resources, get access to technology and expertise, and reduce costs and risks.

While every payroll company is slightly different, the benefits of outsourcing payroll duties often outweigh any negative aspects. With a comprehensive payroll technology, employers can ensure their tax obligations are completed accurately and timely while keeping organizations’ confidential information well-protected. The combination of experts trained for tax management and software designed for error checking, companies save time and money, increase accuracy, and prevent potential fines and penalties.

Outsource payroll taxes and rely on trained payroll professionals to free up resources, ensure continued tax compliance, and focus on projects that add value to your business.
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