How to Do Payroll for Small Businesses?

May-22-2025

It's very crucial to pay employees at the right time and with the right amounts; that’s why it's important to understand how to do payroll for small businesses. It affects your company's daily operations, employee happiness, and well-being in addition to having a legal interaction with the government. This blog will walk you through the necessary processes, whether you want to use your payroll solution or perform payroll calculations manually.

Step 1: Obtain an Employer Identification Number (EIN)

You must have a Tax Identification Number (EIN) to handle payroll since it is an IRS registration number required to record payroll taxes and other employee-related data. You can apply online from on the IRS website.

Step 2: Learn Payroll Laws and Requirements

Learn about the laws at the federal, state, and local levels that control payroll, such as:

Minimum wage-for example, the federal minimum wage is $7.25 per hour,

while California's state minimum wage is $16.50, with higher rates in some localities.

Overtime rules.

Payroll tax requirements.

Employee classification (1099 contractor or W-2)

It is important to stay informed about all payroll regulations, as any penalties will fall under the law.

Step 3: Determine a Payroll System

There are three primary approaches to doing payroll for small businesses or enterprises:

Using a manual cash system for payroll calculations.

Automated using payroll programs such as PayProNext.

Engaging a payroll company to handle all activities for you.

Choosing the right method depends on how big or small your business is, your budget, and your comfort level with payroll management.

Step 4: Gather Employee Information

Gather and keep for each employee:

Form W-4 (for tax withholdings)

Direct deposit information

Social Security Number

Employment contract and compensation details

Step 5: Determine Employee Wages and Deductions

To calculate gross pay, multiply the hourly wage by the hours worked (or use a fixed salary). Deductions have to include:

Federal and state income taxes

Social Security and Medicare (FICA) contributions

Health insurance premiums (if applicable)

Retirement contributions (if applicable)

Federal Unemployment Tax

Step 6: Pay Employees

They pay by issuing a paycheck or making direct deposit payments on an agreed schedule: weekly, biweekly, semi-monthly, monthly, etc. Allow staff to access a pay stub for their earnings breakdown and deductions.

Step 7: File Your Payroll Taxes.

As an employer, you are responsible for withholding payroll taxes and remitting payroll taxes as follows:

Federal or state income taxes

FICA taxes (social security and Medicare)

Unemployment taxes (FUTA or SUTA)

Payroll taxes are to be submitted to the IRS and state agencies on a scheduled basis. Most payroll software solutions will automate this process for the employer.

Step 8: Store Payroll Records

Payroll records should always be accurate and laid down for at least three to five years, which include:

Payroll reports

Tax filings

Employee pay stubs

Keeping proper records will ensure compliance as well as make auditing or even legal cases that may arise simple.

Step 9: Keep Up to Date with Payroll Changes

The laws governing payroll and even tax rates are subject to annual changes. Follow any new payroll legislation revisions issued by the Department of Labor, state tax authorities, or the IRS.

Conclusion

To sum up, understanding how to do payroll for small businesses is essential to preserving employee satisfaction and guaranteeing legal compliance. And with the same micromanagement, be it manual, software, or outsourced, it is crucial to ensure that payrolls are accurate and compliant. A reliable payroll solution, like PayProNext , takes care of this process and lets you concentrate on growing your business.

Streamline your payroll management with PayProNext!