But these days, small businesses have a newer high-tech option: online payroll solutions. Online payroll solutions don't require any software, any special equipment or any training — all you need is a Web browser and an Internet connection. An online payroll solution can:
- Save time.
- Save money compared to traditional payroll services.
- Reduce the chances of getting hit with IRS payroll penalties.
- Maintain security.
Action Steps
The best contacts and resources to help you get it done
Is it right for you?
Online payroll providers make it easy for you to see how they work with demos, Webinars and the option to run a sample payroll.I recommend: Take a guided online tour at SurePayroll.com or view a Webinar at Paychex.com. Find out if ADP's online component, EasyPayNet, is right for you by filling out the short Solution Builder form. View a demo or run a sample payroll at PayCycle.com.
Set up an account
For your initial account set-up, either enter your payroll data yourself or send your payroll info to the solutions provider and let them do the data entry for an additional fee.I recommend: Get a quote from SurePayroll.com or sign up at PayCycle.com, which will walk you through the set-up process.
Track employee hours and vacation days
If you need to track employee hours by department, or if you have hourly rate premiums, look for a solution that meets those needs. Insist on a service that can also track the accrual of personal, sick and vacation days.I recommend: View a demo of Paychex.com's Internet Time Sheet to see how it can facilitate tracking employee hours.
Print checks
For your convenience, choose a solutions provider, such as SurePayroll or PayCycle, that allows you to print checks from your own computer rather than having to wait for checks to be sent in the mail.I recommend: Order check-printing stock at DeluxeForms.com
Payroll taxes
Online payroll solutions offer a variety of tax services, including calculating taxes and deductions as well as filing federal, state and local payroll taxes. Some providers also calculate and file 1099s for your independent contractors.I recommend: View the various tax and compliance services offered by ADP.
Integrate with your accounting software
Look for a provider that allows you to link your payroll data to your accounting software program.I recommend: SurePayroll.com allows users to download summary level payroll data into QuickBooks. Paychex.com links to QuickBooks, Peachtree, Creative Solutions Accounting and MYOB.
Reporting options
Consider the types of reports you need when choosing an online payroll solutions provider. Reporting options vary and may include overall payroll, taxes and deductions per employee, taxes and deductions per pay period, benefits reports and department reports. Find out if reports are customizable.I recommend: Download Paychex.com's free ReportLink software to generate a number of reports and view the service's Web seminars on reports.
Tips & Tactics
Helpful advice for making the most of this Guide
- For your security, verify that the online payroll provider uses a recognized service, such as VeriSign, to authenticate data transactions.
- Look for service guarantees and money-back refunds if you aren't satisfied with the service.
- Choose a provider that offers direct deposit as an option.
- Online solutions stay on top of changes in tax laws so you don't have to.
- Make sure your solutions provider lets you view and approve payroll prior to being processed.
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Accurate, Cost-Effective In-House Payroll Software by Sage. Try Demo.
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