Free Payroll Software

Archive for July, 2010

Outsourcing particular business tasks can enable you to free up resources and energy to focus on your core competencies. Payroll is an important function and in all likelihood it makes sense to outsource payroll administration rather than hire resources in-house and dedicate them solely to the function. Payroll companies help you organize your payroll, adhere to policies and procedures, and get employees paid on time.

To stay on top of your tax obligations is reason enough for your company to consider using a payroll provider. Payroll administration warrants attention to detail and even the smallest indiscretion can attract heavy penalties from the tax authority of your country. In the US, the IRS has a history of levying heavy fines on small businesses for even the smallest transgression. Recently released statistics show that one out of every three small businesses is penalized in some way for not complying with tax laws.

Why should you outsource payroll processing?

If you company is large enough, you may choose to conduct payroll functions in-house but be prepared to hire at least a couple of employees dedicated to this function. You will also have to allocate resources to continuously train your payroll staff in use of accounting software and to keep up with the frequently shifting state and federal tax laws. Also if you are a growing company that is continuously adding new employees, teams and locations, managing payroll is going to be quite a challenge. Do you really want to get distracted from the core-functions of your business by administering payroll yourself?

Payroll service providers are experts in what they do and have economies of scale since they administer payroll for many other companies. More than likely, they will deliver payroll services to your company cheaper and more efficiently that what you can do yourself.

What Services Do Payroll Companies Provide?

Payroll companies provide various services. The following are the most common:

* Calculating pay checks for each employee
* Addressing tax obligations on a local, state, and federal level
* Printing and delivering checks
* Providing management reports
* Tracking employee benefits information
* Automatic check signatures
* Providing direct deposit
* Processing W-2 forms
* Processing 401k and mutual fund plans
* Addressing tax needs for your company and providing tax preparation

How to choose a Payroll Service?

Ask for quotes from several companies before making a final decision. An easy way to request quotes from multiple providers is to go to a B2B marketplace. Keep the following in mind as you decide on the provider.

* Can they provide accurate payroll service without any mistakes in employee’s pay or providing tax information to the government? Ask for history of efficiency.

* An occasional mistake is acceptable but how quickly can they correct it. If the payroll service provider is overstretched, they may not have the resources to quickly provide the remedy.

* Is the payroll providers system and software compatible with your own operating systems? Would it be possible to transfer data to and from your business easily?

* Are the references flawless? Excellent customer service to business owners and its employees is important.

* How many clients is the payroll provider serving? Large number of clients may indicate a successful service but attrition in the past few months may indicate deteriorating quality. Does the provider have adequate resources to serve your business?

* Is the pricing competitive? Some companies may bait you with low basic fees and charge heavily for extras. Ask for an all inclusive package to compare prices.

Once you decide on a payroll provider, scrutinize the contract very carefully for any hidden fees or charges that may kick in after a few months of service.

Check the first few pay checks very carefully for any mistakes. It is better to uncover the issues early enough before they get compounded and more difficult to fix.

Hiring a payroll provider is an important decision for your business. It is tough to easily switch a payroll provider if you make the wrong decision. Make sure you adequately research all possibilities before making a final decision.

When selecting a payroll card vendor, there are many things to keep in mind to ensure you select the best payroll card for your business. When considering a payroll card for direct deposit, you want to ensure you have the maximum participation possible from you employees, vendors, and contractors. By gaining maximum participation from those your business pays, your business will recognize cost savings from printing and distributing paper checks.

The benefit of using a direct deposit payroll card should benefit your business and your employees equally. Many companies use a payroll card provided by their payroll service provider, however the payroll card is provided as an optional form of payment and because employees have little benefit in using the payroll card they opt instead to receive paper checks. The reason for this is simple. Payroll cards have been presented as an optional payment method for employees however the benefits to the employee in choosing to receive payroll on a payroll card have been neglected. The payroll card in many cases has certain limitations that prevent the employee from accessing their cash in a cost effective manner, or the payroll card has so few benefits that the payroll card is unattractive to the employee. Some payroll cards for example may only be used for cash withdraw which incurs an ATM withdraw fee and are unable to be used as a VISA purchasing card. Many payroll cards do not offer online or telephone banking, and therefore have limited means for allowing employees to manage finances.

Such situations most commonly lead to low enrollments for your business and as a result you may remain unaware of how a direct  deposit payroll card that provides your employees with more attractive benefits will have a higher direct deposit enrollment rate.  If your company is using a payroll service provider that offers a direct deposit payroll card, your company may not be capitalizing on the level of direct deposit enrollment potential possible.

Additionally, as there are certain states that allow a company to require employees to enroll in direct deposit and there are other states that require paper checks remain an option for employee payroll, a company can leverage company policy and new hire documentation to encourage the highest level of employee direct deposit participation possible. New hire policy combined with direct deposit payroll card benefits will dramatically increase your company’s participation in direct deposit. Payroll Card Vendors | How to Select a Payroll Card

A1 Enterprise ensures that is the case with our VISA payroll debit card by providing a variety of features with VISA payroll card to the Payroll Card Vendors | How to Select a Payroll Cardcard holder. Such features increase the attractiveness of direct deposit and further encourage employees to enroll. To further benefit your company, A1 Enterprise also provides custom payment solutions to businesses seeking ways to reduce the costs of financial transactions such as payroll payments, commission payments, and merchant payments with employees, sales reps, vendors, and suppliers. Throughout the process of your direct deposit payment selection, A1 Enterprise provides documentation as provided by VISA on how to navigate the legal footwork of having your entire company enroll in direct deposit and thereby standard your payment process company wide to one uniform system. The cost savings in a payment standardization can be substantial; in some cases over $175 per employee per year. A company with 1,000 employees and vendors saves an average $175,000 per year.

The most attractive aspects of our VISA payroll card are that it is free for your company, you can get cards with your logo, and your company will recognize accounting cost savings within the first month. If you are looking for ways to reduce accounting and payroll costs, contact us today and find out about how we can provide you with a custom VISA debit card payroll card that can work right along side with your current payroll service provider.

The tax year is divided into four quarters January, February and March make up the first quarter. The second quarter of the year consists of April, May and June. Third quarter includes July, August and September leaving October, November and December as the fourth quarter.

Employers must adhere to a strict timeline for filing forms and tax payments to the IRS. Penalties maybe incurred if deadlines are not meet. The 2010 payroll calendar published by the IRS can be an important tool for employers.

January is the first month of the year employers will be wrapping up the end of the previous year. Employers and payers are required to provide employees and contractors with Form W2 and Form 1099 Misc. These forms must be issued no later than January 31st. Employers must file their tax return, for the previous year, no later than January 31st that maybe Form 941, Employer’s Quarterly Federal Tax Return or Form 944 Employer’s Annual Federal Tax Return. Employer’s Annual Federal Unemployment Tax Return (FUTA) is another form due by January 31st. If employers have deposited all tax payments when due they have an additional 10 days to file Forms 940, 944 and 941.

These types of payroll tax forms can be complicated and time consuming to complete. The forms may take many manual calculations which can cause costly errors. Payroll software is a smart alternative to manually figuring payroll or using an expensive payroll service. Payroll software automatically prepares W2, 941, 944 and 940 Forms.

On February 16th W-4 forms claiming exemption from withholding expires. Previous to this date request new Form W-4, Employee’s Withholding Allowance Certificate, from all employees who claimed exemption from income tax withholding in the previous year. If the employee does not give their employer a new W4 form the employer must start withholding at a single rate zero allowances. The end of February, by February 28th, file Copy A of all paper 1099 forms with Form 1096 with IRS and file all paper W2 Copy A forms with Form W3 to SSA. These forms can be electronically filed with the respective agencies moving the deadline to March 31st. Employers submitting more than 250 forms may be required to electronically file.

 Form 941 is due the month following the end of the quarter. April 30th, July 31st October 31st and January 31st of the following year are the due dates for Form 941. Before December 1st supply employees with a new Form W-4. If they have any changes for the coming year have them make the appropriate changes on the new form. Eligible employees who want to receive advance payments for the next year must submit a new W-5 to their employer. On December 31st Form W-5, Earned Income Credit Advanced Payment Certificate, expires.

Payroll program automatically calculates net pay, federal withholding tax, Social Security tax, Medicare, state and local payroll taxes.

WorkingPoint is a single, easy to use application that has everything you need to manage your business and finances all in one place. WorkingPoint makes managing your business a snap. So you can focus on the reason you started your business in the first place.

Las Vegas, NV — June 24 — Pacific Timesheet, the leading name in timesheet and time tracking systems and SurePayroll, a leading payroll services company with more than 25,000 customers, announced a joint software/services integration solution that tightly integrates their web-based payroll time tracking and payroll offerings.

Pacific Timesheet provides one of the leading payroll timesheet web-based applications in the world, both as SaaS (software as a service) delivery and as self-hosted software. “Pacific Timesheet is offering a turnkey time tracking and payroll services solution with SurePayroll that is highly flexible yet cost effective,” stated Jim Dickerson VP of Operations. “We are very excited to partner with SurePayroll, a major payroll provider with more than 25,000 customers.”  Pacific Timesheet already provides integrated payroll timesheet, time off and absence management solutions.

“Pacific Timesheet Time Clock Integration gives employers peace of mind, knowing there won’t be manual data entry errors when it comes to payroll hours,” says SurePayroll Vice President of Product Management Steve Kania. “Pacific Timesheet automatically now synchronizes with SurePayroll. It’s just one more way we’re trying to make payroll easier for the small business employer.”

Dickerson continued, “In addition, we support simple yet flexible policy and rules engines for accruals and overtime calculations,” said Dickerson.   Pacific Timesheet also supports complicated California rules including accrual caps and 7th consecutive day overtime rules.

SurePayroll customers should contact Pacific Timesheet at sales@pacifictimesheet.com or can register for a free consultation, trials or demos at http://www.pacifictimesheet.com/timesheet_products/pacific_timesheet_payroll_integration_surepayroll.htm.

Benefits of Pacific Timesheet/SurePayroll Time Clock Integration

Instead of manually entering time clock data, employers export time clock information from Pacific Timesheet every pay period and effortlessly import the hours into SurePayroll.

Hourly and salaried employees’ payroll hours will automatically load into SurePayroll — no time is wasted entering payroll hours.

Pacific Timesheet supports the most widely used time clock export formats, including Paychex Preview format.

About Pacific Timesheet

Pacific Timesheet is a leader in providing on-demand timesheet and time tracking software. Its flagship product, Pacific Timesheet, provides unprecedented ease-of-use, flexibility and reliability. Built on platform, database, and browser-independent technologies that can be implemented either on-premise or on-demand, Pacific Timesheet provides an enterprise-ready solution that is easy to use and implement for companies across the globe.

The Company is headquartered in Las Vegas, Nevada, and has offices throughout North America and Europe. Pacific Timesheet is an equal opportunity employer always in search of talented professionals interested in the development and application of proven software technologies. Pacific Timesheet’s Time Management Systems are used by some of the world’s largest corporations such as BCD Travel and NOAA. If you need additional information about Pacific Timesheet go to www.pacifictimesheet.com, or call 866-416-2061 ext. 1.

About SurePayroll:

Voted Editor’s Choice for best payroll service by PC Magazine, a Top 100 Product by Accounting Today and winner of the Stevie Award for eCommerce Customer Service Team of the Year, SurePayroll is America’s largest full-service online payroll service and honoree of the Inc. 500 Fastest Growing Businesses award two years in a row.

SurePayroll is passionate about small businesses and their payroll. The company is dedicated to providing an extremely friendly and simple payroll experience — at a price small business owners can afford.

In addition to its payroll and ClickFREE™ tax file and pay service — which allows a user to complete the entire payroll process in minutes — SurePayroll offers a suite of online services designed specifically for small business, including HR and compliance resources, 401(k) retirement solutions, health insurance and workers’ compensation products.

SurePayroll also offers a private-label and co-branded payroll service to accountants and banking partners to offer payroll processing to their small business clients.

Enterprise resource planning (ERP) solutions provide a single centralized framework to integrate and automate all business processes of an organization with the aim of increasing operational efficiency and improving the accessibility and flow of information across all departments.web based ERP is a complete web based accounting /ERP system that requires only a web-browser and pdf reader to use.

It has a wide range of feature suitable for many businesses particularly distributed businesses in wholesale and distribution. The growth of webERP adoption has been entirely through word of mouth testimony- there has never been a marketing or advertising push to “sell” webERP. Of course there are no funds or commercial incentive to do so for free software. Instead this growth is built on reputation and solid practical functionality that works as tried and tested by an increasing number of business.

The web based ERP is an open source project. As such there are no fees associated with using the system. There is a competition between service providers to provide the best and the most cost effective support. Service providers are more readily available because the availability of the source code enables those with PHP knowledge to be able to identify exactly what processing is performed by the system.WebERP has a wide variety of features suitable for managing businesses of many differing forms. From the face of simple menu structures, complex business processes are easily accessible. All the features of web based ERP are integrated with each other. Inputs are required just once.

i have a payroll software (payroll mate 2009), i wanted to know how i can open it between to computers(xp and vista), do i need a server?, or special “network software? or i can just link the two computers? what else is available?, i couldnt open it on the regular sharing files.

In various large organizations, the rate of departments that support the services of the primary functional areas is huge. For each employee who goes into the field, large companies have a total sum of staff who work behind the scenes to support, guide and follow-up. But when you are running a small business, you cannot afford the luxury of a good number of functional areas. Most likely, the staff you have all relate to the main line of your business process and if you do have a miscellaneous assistant she/he doubles up as a HR Manager, a House Keeping and Maintenance Manager and your personal secretary. With small organizations, multi tasking is the way to excellence. And small business utility should have similar attributes.

It is very much essential to have small business tool that productively handles accounting for your business. While larger businesses would primarily have an army of accountants to take care of their book keeping, as a small business owner, you need to insure that your accounting is in order. And luckily for you, there is selected small business tool that will be suitable for your needs. This class of small business tool will not just tabs your inflow and outflow, but will also evolve formats for you to draw up your profit and loss accounts, your petty cash flow etc.

Relatively similar to the above is small business program that tracks time. Next to money, time is the most critical aspect of your functions and you need small business program to help you keep tabs of it. Such utility more often than not integrates with your existing tools like the Microsoft Outlook Express, Calendar and appointments to organize the way you conduct your business. Apart from this, it will also calculate the amount of time you spend on meetings, the time you spend on traveling, the time you spend on the telephone and the time you spend doing other miscellaneous duties. When all the above have been tabulated and figured into the total time you spend on the business, you can get a discernable picture of what you should be charging in order to make each hour profitable.

Human resources is another area where small business tool can help you reach efficiencies. If your business has a limited amount of workers, (regularly under 20) you can use individualized small business utility to administer the human resource functions. The activities that would be covered under such program include recruitment, sourcing, hiring, pay and negotiation, attendance, conflict resolution, payroll etc. When you use small business program built specifically for such purposes, you obviate the need to invest in a tangible human resource department and can work and streamline your human resource activities virtually and much more efficiently.

Other regular small business application include a paper organization software to streamline paper info stored with regard to your business, marketing efficiency software to track the efficacy of your communication activities, web management tool to own and operate your small business website and even small business application that are specifically individualized to help you secure loans from financial agencies.

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