Managing payroll on your own can be a challenging and time-consuming task. Accurately calculating and processing an employee’s wages, filing taxes, and staying up to date with ever-changing payroll laws and regulations can be difficult and risky. Making mistakes can lead to costly violations and fines, which can be damaging to a small business.
With that said, here are the most common payroll mistakes you need to avoid:
1. Late Filing
Filing late with the IRS means you have missed the due date for depositing payroll taxes. You could be subject to a 15 percent failure-to-deposit penalty if this happens. You may also receive a 0.5 percent penalty for each month the return is not filed, based on the amount of unpaid taxes.
2. Tax Forms Errors
Making sure all the figures in your tax form are correct is essential. Before you submit, it is important to double-check the numbers, confirm totals, make sure each item is in the right place and corresponds to your financial statements and payroll reports, and also sign off on the form. Doing this will help you avoid sending too much or too little in payroll taxes and ensure that your W-2 matches up with your year-end tax returns.
3. Incorrect Tax Amounts
Submitting incorrect payroll tax amounts can result in a penalty from the IRS. The IRS may forgive the company if it is a first-time mistake or due to a reasonable cause. The penalty for submitting the wrong amount can be a percentage of the total payroll and will start accruing from the due date of the taxes.
4. Misclassified Employees
Misclassifying your employees as independent contractors is a mistake that could have serious consequences. You could end up not paying the appropriate payroll taxes by not properly filling out the necessary paperwork. It is important to properly classify your workers as either employees or contractors to ensure that all taxes are paid and that labor laws are followed. Employees will need to fill out Form W-4 so that taxes can be deducted, and contractors who are paid over $600 in a year must complete and submit a 1099 form, which makes them responsible for paying their own federal and state taxes.
5. Late Payroll Processing
Not paying employees on time, or not paying them at all, can lead to serious consequences. Employees may become frustrated or angry if they don’t receive their compensation on time, and payroll mistakes can lead to over or underpayment. This can have a detrimental effect on the company’s finances, as well as on employee relations. Furthermore, some states may impose fines on employers if they don’t provide employees with their final paychecks within a certain time.
Conclusion
By taking the necessary steps to prevent common payroll mistakes, businesses can help ensure that their employees are paid correctly and on time. This will help promote goodwill among employees and reduce the chance of costly errors. Simple steps, such as double-checking pay rates, accurately entering information into payroll systems, and providing clear communication, can help prevent costly mistakes. Additionally, businesses should ensure their payroll software is up to date and that employees are familiar with their payroll systems.
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