What to Know Before Payroll Software?


Paying salary, weekly, and contingent workers are automated using payroll software. A key element of integrated, multipurpose human capital management systems is becoming payroll software. Payroll software considerably expedites the payroll process compared to paper-based systems, reduces errors, and makes it easier for managers to personalize payments for specific employees.

Most payroll software programs automatically calculate withholdings for taxes, insurance, and retirement contributions as part of their standard functionality. Additionally, payroll managers can set up systems to print checks for workers who still need to be signed up for a direct deposit.

Following are the few things you should check or consider before using payroll software:

Check to see if the software satisfies your needs: 

Before employing payroll software, you must confirm that it does so. Identify the tasks the product must perform for you. The program will only work well for your company if it satisfies your needs. These capabilities could be found in payroll software:

  • Tax filing and deposit for payroll.
  • Printing forms.
  • Access for employees.
  • Cellular compatibility
  • tracking of time and attendance.

Software solutions that will only work for you might be considered when determining your payroll requirements. Also, consider your wants—things you desire but may not require. Knowing your preferences may aid in your decision between two similar software products.

Obtain information on your company:

You must submit your company data when you first use a payroll program. You will require the legal name and address of your company. Make certain to register your company’s name with the government and with the county clerk’s office.

Get the latest employee data:

Your employees’ information must be entered while setting up payroll software. Each employee must provide the following information for you:

  • official name
  • Personal identification number.
  • status of filing taxes
  • Payroll deductions

To locate your tax identification numbers, go to:

There are many tax identification numbers that you can need to run payroll.


To report federal taxes to the IRS, every employer has to have an Employer ID Number (EIN). When submitting certain other paperwork to the IRS and state agencies, you also require an EIN.

Keep your EIN close to hand if you are currently an employer. Your ID number must be entered into the payroll application. You can apply for an EIN online if you’re a new employer.

State IDs and local IDs:

Some state and local agencies may require employers to obtain an identification number. When reporting state and local taxes, they use these ID numbers. If your state or municipality requires an ID number and you are currently an employer, you should already have one. To obtain an employer ID number when you are a current company, get in touch with your state and local governments.

Determine tax rates and due dates:

As we all know, we all are required to pay payroll taxes. Income taxes must be deducted from employee earnings. You are required to pay unemployment taxes. Unfortunately, the rate and rules governing payroll taxes vary by state. Verify your tax rates before switching to payroll software.

While configuring the payroll software, you must enter your tax rates for Social Security, Medicare, and federal and state unemployment taxes. Additionally, you must be aware of the payroll tax deadline. The payroll tax deadlines differ for every employer.

Determine the employee’s pay:

The payroll software needs the amount that you pay your employees. It would help if you decided to give each employee a salary.  Sometimes commissions are given to salespeople. Additionally, you should also mention all commissions and tips that employees receive.

Consider additional pay when setting up employee wages in the software. It would be best if you also mentioned Any paid time off or sick leave in the software.

Gather past payroll data:

You will only have access to prior payroll data if you are a new employer processing payroll for the first time. However, you might need to enter previously processed payrolls if you are an experienced firm transitioning to payroll software. The program can more correctly calculate taxes and deductions from employee compensation by entering past payroll data.

These tips will surely come in handy. However, if you want to strengthen your payroll management, choose Netchex. It has all the features companies look for in an ideal payroll software program.


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