There are hundreds of payroll providers operating in the U.S. The selection of a payroll provider can take another chunk of time from your already busy schedule, especially if you are researching the idea for the first time.
To simplify the process of choosing a provider that is right for your business, we have compiled a list of six things to consider when looking for a payroll processing service.
1. Support Type and Availability
Transitioning to a new payroll system or implementing a completely new process needs to go without a hitch. Your people depend on you to provide their paychecks without error or delay. One of the things to consider when changing your payroll processing service is the availability of support.
Choosing the right time to make the switch and having a seamless transition can be easier if you have a dedicated service team or salesperson to assist you with any issues. Making the switch cannot be done in a vacuum, and someone from your company will need to be available to supply employee information.
If you can ask for references and speak to other organizations who have used the provider you are considering, they can be a valuable resource of information regarding how the transition went. Did it go smoothly? Are there things I should have prepared ahead of time? These questions can be answered if you have references and a dedicated salesperson.
2. Questions to Ask When Selecting a Payroll Provider
Questions you can ask will depend on your company’s size and individual needs, but some inquiries you might make could be:
- Does the support staff have any professional certifications pertaining to payroll administration?
- Is there a dedicated team or account manager for my business?
- How long will it take to get a response from someone if I have a question?
- How can I reach the support team? Are they available by chat or phone?
- Do you have someone available to train my team to use your products?
Asking the right questions before agreeing to sign on with a payroll provider can make the difference between a smooth transition and a chaotic mess. It’s important to think about what your needs and wants are before you sign on the dotted line.
3. Payroll System Accessibility
Do you want to be hands-on or need access to payroll reporting? What about employee access? Transparency and easy access to paystubs, W-4s, available PTO, and accrued leave can provide employees with the information they need instantly, without the need to ask someone else to access it.
Having a functional, user-friendly interface can allow employees and managers to access and change information 24 hours a day. This can be a real time-saver that helps employees and management to avoid misunderstandings, mistakes, and hassle.
Try to avoid interfaces that have too many fancy features or confusing options. Most businesses appreciate the availability of a mobile app that everyone can use, regardless of their level of computer savvy. Choosing a PEO or payroll processor with its own software can save you money and provide a valuable benefit.
4. Data Integration Possibilities With Payroll Provider Software
You may need to look at your current systems to assess whether compatibility is possible. If you have invested considerable time, effort, and money into your current system and need the data to transfer over easily, be certain that your system can be easily integrated with theirs.
You can eliminate the headaches of duplication in data, costly errors, and extra paperwork by choosing a provider with a compatible system, or a provider who develops custom solutions with their own technology.
Some things that can be integrated into your payroll system include:
- PTO accrual
- POS systems
- Retirement packages
- General ledger software
It saves you time and money to ensure that your data is kept accurate and up to date. Choosing a payroll provider in 2022 that can seamlessly integrate your important data can make a big difference.
One of the biggest issues employers face is how to handle the payroll. You need a reliable way to pay your employees on time, every time, and remain compliant with all the tax laws and regulations surrounding payroll administration.
5. Compliance Management
You are looking for solutions to save you time and money on the administrative aspect of payroll, so you probably don’t have time to keep up with all the changes in tax and withholding compliance. One of the benefits of a good payroll provider is that they will keep up with the change in regulations and laws for you.
You can be fined or heavily penalized for making a mistake or omission when you don’t follow the mandated laws. The EEOC, the IRS, and the Department of Labor all have their own rules and regulations surrounding the issue of payroll and taxes.
In the event you are facing an audit, a payroll provider can provide you with the reports and information you need quickly. Choosing the right payroll provider to keep you compliant with these rules can protect your business from violations and unexpected expenses.
6. Automated Tax Filing Services
Automated tax filing can be a huge benefit to small businesses. Consider whether or not your business needs this service by looking at the amount of time and money you have spent on tax preparation in the past.
The less time you spend calculating and compiling information for the IRS, the better. A payroll provider can take on these challenges for you and leave you with time to focus on more important tasks.
Contact Us Today to Learn More About Payroll Processing and HR Solutions For Your Business
If you want to learn more about payroll processing for your business and how to select the best payroll provider in 2022, NetPEO can help you find the answers you are looking for.
Outsourcing your payroll doesn’t have to be a hassle. NetPEO can provide you with a free, no-obligation quote for a variety of payroll processing and HR solutions. Contact us today to begin saving your valuable time and money with customized services tailored to your needs.