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What Are the Most Common Payroll Processing Mistakes to Avoid?

August 8, 2025 Kevin Kenealy blog, common payroll processing mistakes Comments Off on What Are the Most Common Payroll Processing Mistakes to Avoid?
What Are the Most Common Payroll Processing Mistakes to Avoid?

Proper payroll management means compensating your employees accurately, on time, and in accordance with all relevant legislation.

More importantly, though, employee payroll can be a war zone if not properly equipped and facilitated due to the many preventable errors that could detract from both your business and more crucially; your employee’s time/money. Check the four big payroll errors and how to stay away from them.

Correct pay is one of the most basic sets of expectations employees have along the employee lifecycle journey.

Yet, some external or internal forces can conspire to prevent accurate pay checks, W-2s, and associated payroll reports from being delivered. For error-free payroll that overtakes your employees’ expectations make sure you avoid these common errors:

Misclassifying employees

If an employee is misclassified, you will save any pay errors or being underpaid wages. Misclassification of the exemption from overtime for an employee is one of the most made mistakes.

Every employee must qualify for overtime pay if they work over 40 hours per week, according to the Fair Labor Standards Act (FLSA) unless exempt.

Beyond the penalties your company can face for misclassification of employees and failing to comply with FLSA regulations, you may also be preventing an employee from securing that much-warranted overtime income.

One of the most common payroll errors is an employee being wrongly classified as an independent contractor.

A misclassification error generally leads to the need for review of past payroll records, ultimately requiring retroactive compensation or other pay related changes Leave.

In fact, during 2019, the US Wage and Hour Division of the Department of Labor collected a record $322 million in back pay for misclassified employees. Misclassification not only erodes the trust that you have with your employees, but it is also going to cost your organization money.

Miscalculating pay

For an employee, it can be extremely frustrating to receive a paycheck with inaccurate details – especially if potential errors may result in missed payments. Miscalculations also take a long time to fix, as you will need to spend hours (or even days) researching and rectifying your mistakes outside of the standard payroll period.

An American Productivity & Quality Center (APQC) study shows that organizations take an average of 2-10 days to correct a payroll error. During the time it takes to correct those mistakes, employees may get irritated or they could stop paying their bills.

That is why you should do anything you can to avoid any payroll mistake, but at the very least, write that letter of incident if some form of employee payroll error occurs.

Miscalculations in Pay of salaried or hourly paid employees Top 5 Miscalculation Scenarios

  • Overpaying or underpaying employees
  • Making erroneous retroactive payments
  • Missing the first paycheck for new hires
  • Deducting the wrong amount for benefits or other payroll deductions
  • Improperly paying employees who are on disability or other leaves

Ready to save time on payroll and deliver the perfect paycheck every time? Get the guide.

You might not track hours and overtime

Incorrectly logged hours of overtime, can result in incorrect payments on overtime, which in turn leads to corrections possibly spanning across multiple tax years Fixing those errors is time-consuming and very disruptive to employees, either because they have not been paid enough or because they were overpaid and now must find money to repay it.

When we say paying overtime, it refers to more than paying employees 1.5 times their regular rate of pay when their hours exceeds 40 hours a week. Errors in Overtime payment: If you are making periodic payments and they all get paid, no errors occur on any of the cases made.

  • When employees are working through breaks
  • Employees traveling between work sites
  • When employees are asked to go in after hours, such as training, teambuilding or company parties

Failure to report all taxable forms of employee compensation

What workers take home includes more than their wages, overtime, commission, or bonuses. Besides the standard employee pay, you are obliged to report other taxable compensation types to the IRS.

  • Stock options and similar awards
  • Employee payouts; for example, payment via gift cards or travel Redistributions
  • Personal use of a company car

While you may not view a small token of appreciation — like a gift or an award for an employee — as compensation, the IRS might see it as pay added onto your payroll.

Failure to report such other forms of compensation will expose your organization as well the employees whose tax is due, since it can attract penalties in filing taxes.

Incomplete or disorganized records

A disorganized and ineffective payroll process is a disaster waiting to happen. The paper processes, manual data entry or a slew of Excel spreadsheets creates opportunities for mistakes to go unnoticed for weeks or months. Poorly-managed records can also cause a missed payroll or neglect following up on important tasks.

In the same way, with a manual payroll system you rely entirely on one person to process all required actions for your payrolls. An unorganized, and timely payroll system is difficult to backfill a resource from your team when Payroll Manager goes on vacation or leaves the company. It also sets yourself up for issues in the case of an audit or process review.

Missing important deadlines

Employees anticipate on time, accurate pay every payroll cycle. Not closing a payroll cycle and paying late results in more work for employees. Not only that, but missing tax filing deadlines can also result in your organization having to pay penalties and may trigger certain regulatory actions.

Incorrect W-2s

Aside from a traditional paycheck, your staff will only receive one kind of payroll document from you the W-2 form.

W-2 Represents the employee gross and taxable income, it reports total payroll withholdings for benefits, 401k, health spending accounts. With W-2s being the annual tax form that employees use to file taxes, a single mistake can soon turn into a myriad of issues resulting in W-2 reissues, penalties and upset employees.


The Top Ten Payroll Issues Businesses Face Today in 2024

May 6, 2024 Kevin Kenealy blog, Top Payroll Issues Comments Off on The Top Ten Payroll Issues Businesses Face Today in 2024
The Top Ten Payroll Issues Businesses Face Today in 2024

Payroll management is one of the critical operating components of a successful business in 2024. Nevertheless, while it offers many advantages for the business community, it simultaneously poses several challenges for many businesses to stay away from the fines and deterioration in performance.

In this article, we go over the issue of payroll and ten ways businesses may deal with this problem nowadays, and the possible solutions for them.

1. Compliance with Changing Regulations

The payroll departments go through the hardship of implementing latest labor laws and taxes and it is an on-going struggle for them. Failure to be thus compliant may find you in trouble with the authorities and face fines and legal issues.

Solution: Automation of systems and working hand in hand with accounting and legal advisors is the key to ensure that all regulations are met. Management of payroll process should be the daily routine and every malfunction must be identified, immediately reviewed and fixed.

2. Misclassification of Employees

Incorrectly designating employees as independent contractors skirts tax obligations and labor laws. The consequences include financial penalties, back taxes, and lawsuits.

Solution: Review employee classification policies and validate all independent contractor relationships follow IRS guidelines. Correct any misclassifications.

3. Costly Payroll Errors

Simple data entry errors or systemic issues can generate incorrect paychecks and tax form mistakes. The outcomes are IRS penalties, employee distrust, and revenue losses from overpayments.

Solution: Install controls and testing procedures to catch payroll errors pre-process. Perform regular internal audits to verify payroll accuracy.

4. Cumbersome Manual Processes

Paper-based payroll systems or manual procedures not only make the process of employees’ pay long but also introduce mistakes. This causes a loss in productivity through errors and distraction from crucial business initiatives.

Solution: Use technology to automate payroll processes thus reducing manual work. Select a user-friendly payroll software that requires limited direct control.

5. Faulty Tax Calculations

Wrong tax computations deprive tax authorities and their workers. As a result, IRS penalties, employee dissatisfaction, or lawsuits may occur.

Solution: Utilize wage systems with automated jurisdictional tax calculations validating that tax rates and formulas are updated with current legislation.

6. Challenges Managing Benefits

The administrative tasks involved in managing health insurance, retirement plans, and other fringe benefits are overwhelming. Furthermore, failure to comply with regulations can result in penalties being imposed by the state authorities.

Solution: Look for payroll solutions integrating benefit administration into them while ensuring compliance. Simplify enrollments; monitor eligibility; and streamline reports.

7. Difficulties Handling Garnishments

Garnishments require employers to redirect their employees’ wages to third parties via legal orders known as levies. Any mistake made during this process attracts heavy fines that could arise because of nonpayment as they are supposed to be accurately tracked and documented.

Solution: Choose payroll software capable of managing garnishments and levies while maintaining meticulous records. Automate notifications and status reports.

8. Tedious New Hire Onboarding

Collecting taxes, setting up benefits, and gathering employee information bogs down HR teams during onboarding. Meanwhile, delays frustrate new hires and hinder productivity.

Solution: Standardize new hire procedures into automated workflows that collect all required paperwork and data electronically upfront. Accelerate employee setup.

9. Keeping Current with Payroll Laws

Frequent changes to payroll legislation and tax codes make staying current a challenge. Noncompliance results in fines or censure if violations are found in audits.

Solution: Enlist payroll providers or advisory firms to monitor legal changes and advise on necessary payroll adjustments to remain compliant.

10. Safeguarding Sensitive Data

With personal information like SSNs and bank accounts in payroll systems, security breaches represent a prevalent threat. Leaks undermine employee trust and damage company reputations.

Solution: Assess payroll system vulnerabilities, implement security controls like role-based access, employ data encryption, and establish incident response protocols. Train staff on risks.

Conclusion

The more time passes the stricter are the payroll rules and fraud emerges as a serious problem for modern companies. Though there are still dangers, businesses can minimize them by automating processes, enhancing security, contacting external experts, and auditing routinely. Investing real funds in a powerful payroll management solution then stops fate of other acts and costs that are unavoidable in future.


Payroll in the Near and Far Future Explained for 2023 and Beyond

March 8, 2023 Kevin Kenealy blog, the future in payroll in 2023 Comments Off on Payroll in the Near and Far Future Explained for 2023 and Beyond
Payroll in the Near and Far Future Explained for 2023 and Beyond
Payroll in the Near and Far Future Explained for 2023 and Beyond

As we enter 2023, the payroll landscape is undergoing significant changes. New trends are emerging, driven by the changing nature of work, technological advancements, and regulatory developments. In this essay, we will explore the top payroll trends to watch out for in 2023.

The Rising Gig Economy – The gig economy continues to grow, and more and more workers are taking on freelance and contract work. This trend presents unique challenges for payroll professionals who must adapt to new payment models and manage compliance issues for non-traditional workers.

Investment in AI-based Payroll Software – Artificial intelligence (AI) is increasingly being used in payroll software to streamline processes, reduce errors, and improve decision-making. Payroll professionals must stay up to date with these technologies to remain competitive.

The Inclination Toward Cloud-based Payroll – Cloud-based payroll systems are becoming more popular as they offer greater flexibility, scalability, and accessibility. Payroll professionals must ensure that their systems are secure and compliant with regulations.

The Need for a Comprehensive Payroll Solution – Payroll professionals must have access to comprehensive solutions that can handle all aspects of payroll processing, including tax filing, time and attendance tracking, and benefits administration.

Flexible Payments and Crypto Currency – With the rise of the gig economy, more workers are looking for flexible payment options. Payroll professionals must be able to offer these options, including the use of crypto currency, which is becoming more mainstream.

Automated Compliance with Regulations – Compliance with regulations is a critical part of payroll processing. Payroll professionals must invest in automated systems that can keep up with changing regulations and ensure compliance.

In conclusion, payroll professionals must keep up with emerging trends to remain relevant and competitive in 2023. The top payroll trends to watch out for include the rising gig economy, investment in AI-based payroll software, the inclination toward cloud-based payroll, the need for a comprehensive payroll solution, flexible payments and crypto currency, and automated compliance with regulations. By staying up to date with these trends, payroll professionals can improve efficiency, reduce errors, and ensure compliance with regulations.


2021 Top HR Developments & Prognostications – Part One

December 2, 2020 Kevin Kenealy blog, gig economy, human resources, independent contractors Comments Off on 2021 Top HR Developments & Prognostications – Part One , , ,
2021 Top HR Developments & Prognostications – Part One-by-The-Payroll-Company-505-944-0105

Technology is pervasive and embedded in the workplace today. However human resources department are not going anywhere. This component of the workplace is more important to the success of businesses than over. Companies use humans to run businesses, so unless a business has product or service that can be made on an automated basis or provided by a machine, Human Resources serves a critical function in today’s workplace. Human Resources enhances employee buy-in and maintains ongoing company business expansion.  

Featured here are the top Human Resources developments for 2021 to assist department heads and company managers get ready for the personnel-centric critical tasks in the upcoming days, weeks, months, and years. Similarly, businesses can employ these developments to make certain that their Human Resources ongoing tactics incorporate using the top HR Software to make the management of their company staff as efficient as possible.

It is hard for companies to manage employees well. Companies Human Resources departments seeking methods to help them be better at their roles choose web-based HR programs. These programs improve efficiency through automation of common HR jobs, such as benefits management and time-off tracking. Going this route improves HR departments time management profusely, which in turns allows them concentrate on critical goals including employee recruitment, training, retention, and job satisfaction.  

Top Human Resources developments today show there is an ever-growing number of tasks that must be completed by companies HR department. A growth in multi-age work forces on the job at companies means HR departments must be equipped to develop methods to manage that picture well and keep each age bracket happy and motivated. HR departments must make the most of today’s high-tech tools which will help them create training systems that incorporate new knowledge and improved job skill sets of employees.

1. Insight About Young Staffers

In 2020 and beyond it can be stated that HR departments are tasked with managing the broadest generational workforce in history. In the workforce there are five generations including millennials, Generation X, baby boomers, traditionalists, and Generation Z. As older generations age out of the workforce, the younger generations, millennials, and Generation Z, are growing. Like all generations each one has a different set of work goals, values, and primary job concerns.    

Millennials and Generation Z workers primarily seek job and life equitable proportions, which translates into seeking remote work and schedules that can be changed or that are adaptable. Both groups place major importance on communication and working together to achieve company and personal goals. Generation Z relishes keeping in contact with their managers and department heads. More than 70 percent desire to directly communicate with a boss via IM, text or email once daily.  

Through becoming knowledgeable regarding both Millennial’s and Generation Z’s job methods and job principles, department heads & supervisors, and HR managers can development company standards that will assist in maintaining job connection and job satisfaction. In addition to work schedule flexibility and remote work, another method HR manager can make certain both groups are able to work together well is to provide a web-based system giving direct access to ongoing projects and day to day job tasks.

2. Expanded Job Flexibility in Companies

Unemployment is lower than its practically every been (prior to the Pandemic) and due to this fact works are not happy with just having a job. Workers are seeking jobs that give the ability to choose job duties and objectives. In 2020, workers come to a job today with the expectation of job flexibility.

On top of variations from one generation to the next generation, providing a workplace that offers expanded job flexibility with respect to HR management and jobs in businesses overall, has mandated HR departments to adapt to the requirements of today’s employees. Cookie cutter job positions with fixed job descriptions, hours, duties, and goals in today’s work world will not be successful. Technology and the expanded skills set of today’s workers have expanded how people get jobs done in 2020 which means companies need to change how job positions and their duties are designed and implemented.  Workers might require flexible work schedule, expanded benefits choices and job duties, along with more considerations.

Implementing important changes into the workplace that adapt a company to the changes that have occurred in the workforce such as understanding and adapting a company to multiple generations of workers and by implementing job flexibility and employee roles in developing job duties, companies will reap the benefits. By doing so companies will see improvement in employee retention, job satisfaction and company success.


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