Fortune Business Consulting

Category: Open Enrollment

  • When “It’s Just Payroll” Becomes a $20K Fine 

    When “It’s Just Payroll” Becomes a $20K Fine 

    Many small business owners think of payroll as a back-office task—just cutting checks and sending pay slips. But payroll isn’t just about payment; it’s a compliance-heavy process with real legal consequences. 

    In 2025, regulatory bodies will crack down on payroll errors, and small businesses are the most vulnerable. A “minor” oversight in wage calculation, classification, or tax submission can easily spiral into a lawsuit, audit, or a hefty fine—often over $20,000.

    Misclassifying Employees vs. Contractors 

    One of the most common payroll mistakes is misclassifying employees as independent contractors to avoid taxes or benefits. This might save money short-term, but once flagged by labor departments, the penalties include: 

    • Back pay for overtime and benefits 
    • Employer payroll taxes 
    • Additional federal/state fines 

    Avoid this by reviewing classification laws like the IRS 20-factor test and using local labor guidelines. 

    Missing Tax Deadlines 

    Payroll involves more than just salaries—it includes federal and state tax withholdings, unemployment insurance, and social security contributions. Missing deadlines for filing forms like 941, W-2, or 1099 can trigger automatic penalties. 

    • Late W-2 filing penalty: up to $290 per form 
    • Failure to deposit payroll taxes: up to 15% interest + penalties 
    • Incorrect TIN: $50 per incorrect return 

    Protect your business by using automated payroll software that tracks due dates and files directly with tax agencies. 

    Failing to Track Overtime or Breaks 

    Most labor laws require overtime for non-exempt employees working over 40 hours a week. If you aren’t tracking hours properly or paying time-and-a-half when required, that’s considered wage theft—even if accidental. 

    • Recent lawsuits have forced small businesses to: 
    • Pay years of backdated overtime 
    • Cover legal fees for employees 
    • Face public backlash and reputation damage  

    Fix this by implementing a compliant time-tracking system and ensuring managers understand local labor laws. 

    Inaccurate Record Keeping 

    Payroll records must be kept for several years, depending on your jurisdiction. Inaccurate or missing records during an audit can make you liable—even if you were paying correctly. 

    • Fines can go up to $1,100 per missing record 
    • Businesses may be barred from government contracts 

    Stay compliant by maintaining digital records for at least 3–5 years and backing them up securely. 

    Conclusion 

    Payroll is not “just admin.” It’s a compliance function with financial and legal exposure. As your team grows and regulations evolve, outsourcing to a PEO or using payroll specialists may save you more than DIY errors ever could. 

    Reference

  • 5 Tips to Ensure Your Company Is Not Overpaying for a PEO

    5 Tips to Ensure Your Company Is Not Overpaying for a PEO

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    Are you aware whether your company is overpaying for a Professional Employer Organization or not? 

    Professional Employer Organization or PEO is a cost-effective option that helps small businesses in managing their HR resources and employee benefits. However, you must be aware of their duties and responsibilities and ensure that you are not overpaying your PEO company.

    This write-up provides you with tips that will assure that you are not spending excessively on your PEO.

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    What Are the Tips to Ensure You Have a Proper Budget for PEO?

    Most companies negotiate with PEOs as the prices of these companies are never fixed and depend on the services, they are willing to provide. It is, therefore, necessary for you to decide upon the best pricing so that you know you are within your budget. 

    However, here are some tips that will help you:

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    1. Find Options and Competitors: 

    One of the significant points to remember before you are finalizing on anyone is that you must compare options when seeking a PEO. Here is what you must do:

    • Try to find the best market rates that other competitive PEOs might charge you.
    • Find the services and additional benefits that other PEOs will offer you.
    • Find their client list and their tenure of service from them.
    • Many PEOs have a challenge in bringing new clients on board. In that case, if you are finalizing them, seek some discount or concessions in exchange for your commitment.

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    2. Understand the Finances First: 

    Another significant aspect you might keep in mind is checking the financial aspect before agreeing to a term. Remember, PEO salespeople are well-trained in a way to build their value before they will let you know their cost. Therefore, you must be mindful of:

    • Avoid emotional discussions while interacting with such individuals, agreeing to specific services, or technologies.
    • Consider the cost they will provide and stick to your budget before proceeding further.
    • Understand whether the cost they are providing is adhering to that of the market.

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    3. Try to Control Privacy: 

    You must provide information only to an extent that is required. However, be sure to not provide them with the important ones, concealing which, might lead to higher quotations. Here you must also use non-disclosure acts and reference-based diligence to control the privacy of your company.

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    4. Understand the Price Locks: 

    Price locks can be much more valuable than the discount that most companies offer. For an instance, if a PEO can lock in during their medical renewal, this comes as a more valuable decision than reducing their administrative fees.

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    5. Find an Expert/Professional: 

    Try to utilize a third-party agency that will save your time and money by shopping for multiple PEOs on your behalf. They will ensure to stick to the guidelines. However, you must check the following in a professional:

    • An expert must have the appropriate market knowledge and its changing scenario. Also, he/she must be aware of the competitive price structure.
    • The concerned organization must follow best practices followed to the core and there must be no violation of laws.
    • They must have information and access to the lowest rates and must support you throughout the PEO relationship.
    • The professionals must also support you regarding annual reviews and other services.

    So, now that you have an idea of how you must avoid overpaying your PEO, it is also necessary for you to educate yourself about their services and offering before seeking one. This will also assist you in saving on your costs. Besides, if you are willing to opt for these services, contact us anytime. We can assist you with payroll, employee compensation and other services. Also, if you wish to explore more about this, you can visit our blog section.

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    Reference Links:

    https://peospectrum.com/blog/5-tips-to-ensure-your-company-is-not-overpaying-for-a-peo/

    https://peospectrum.com/blog/business-big-work-peo/

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    Contact Us

    Find out if a PEO is the right solution for your business.
    Fill out the form below and we will contact you to schedule a chat.

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  • How to Choose a Right Payroll Provider (2023)

    How to Choose a Right Payroll Provider (2023)

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    Are you confused about who will be the right payroll provider for your company? Want to know how can you judge the service of a payroll provider for the smooth functioning of your business? 

    Gone are the days when you had to handle payroll activities manually. A modern-day solution is now available to large and small companies, including payroll outsourcing help. It simplifies the workflow and effectively reduces everyday payroll stress.

    So, to incorporate it into your system, read how to choose the right payroll provider for 2023 from here below!

    What Are the 6 Tips to Choose the Right Payroll Provider?

    The key to a successful payroll conversion is to match it with the nature of your business. It not only helps to streamline the payroll process but also meets your business’s requirements, minimizing your manual work. Consider the below tips to choose the right payroll provider:

    Tip 1: Ensure Accuracy

    The first and most crucial tip to consider while choosing the right payroll provider is ensuring that they carry expertise for accurate calculations. 

    You can do this in the following ways:

      1. Check the experience of the provider.
      2. Check the company’s reputation in the market.
      3. Look for industry-specific expertise for the provider.
      4. Check if they keep abreast with the constant market changes.

    Tip 2: Check Customer Reviews 

    You must check out their customer reviews to get clarity on the payroll provider’s services. It is possible in several ways and gives an idea about the functions.

    These include:

    1. Check their social media handles to know which companies are engaged with them.
    2. Try to find out their Google review and ratings. Also, go through both positive and negative feedback.

    Tip 3: Ask for Customer References 

    Ask for customer references so that you can reach out to them. This is because references provide direct feedback about the payroll provider’s services, flexibility, accuracy, and user-friendliness. If you find any discrepancy, it is wise not to progress further with the particular provider. 

    Here are a few questions you can ask their client:

    1. What are the reasons behind continuing with their service?
    2. How has this organization helped you in the long run?
    3. How many payroll providers did you review before selecting the current one?
    4. How long are you willing to continue with their services, and what are the reasons behind the same?

    Tip 4: Ask for Customized Packages

    A basic subscription-based package will not comply with the growing business needs. That is why you must ask for customized payroll packages from your provider from the start. 

    Moreover, when a payroll provider has proper compliance knowledge, it will be much easier to join hands and work with him/her.

    Tip 5: Evaluate Its Expertise

    A skilled and experienced payroll provider will always have a team of experts to conduct hassle-free payroll tasks, calculations, taxes, deductions, and related requirements. 

    Following are the ways you can evaluate their expertise:

    1. Ask for a detailed demo of the provider’s services and involve all your stakeholders.
    2. Try to visit the payroll provider’s office to check their office infrastructure.
    3. Have a one-on-one discussion with the payroll team to get insight into their skills.

    Tip 6: Ensure Stringent Data Security

    When finalizing a payroll provider, ensure they maintain strict data security policies and a secure payroll management system. Payroll data is essential and confidential. So, your provider must back up all information for contingency planning.

    Joining hands with an appropriate payroll provider who ensures convenience and an error-free process helps your business grow. Therefore, following these above tips will guide you in choosing a proper service provider. Besides, you can contact us to opt for efficient payroll services. If you want to know more about it, please explore our blog too.

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    Reference Links:

    https://www.businessnewsdaily.com/7477-choosing-payroll-service.html

    https://topsourceworldwide.com/choosing-a-payroll-service-provider-things-to-keep-in-mind/

    https://apspayroll.com/blog/6-things-consider-choosing-payroll-provider/

    https://www.talentproindia.com/2021/07/31/things-to-check-for-verifying-your-payroll-service-providers-trustworthiness/

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    Contact Us

    Find out if a PEO is the right solution for your business.
    Fill out the form below and we will contact you to schedule a chat.

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  • How to Choose the Right PEO for Your Business – A Detailed Guide

    How to Choose the Right PEO for Your Business – A Detailed Guide

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    Is your payroll system too complex and taking up a lot of your company’s resources and time? Are you considering outsourcing this work to a PEO? 

    Know that a Professional Employer Organization or PEO can be a good option to outsource human resource administrative work. It not only saves time and money but also ensures to complete every employment life cycle. Moreover, it looks after every HR-compliance and avoids legal costs. 

    However, if you don’t know what factors to consider for choosing the right PEO, here’s a detailed guide!

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    What Are the Steps to Choose the Right PEO?

    A PEO must offer the right combination of add-on services, ranges of services and benefits to suit a business. If your company’s culture does not match the culture of the outsourced organization, it can cause trouble for both your company and your employees. So, here are some factors that can help choose.

    Step 1: Ask for References

    A PEO, confident of its services, will have no problem sharing its customers’ references. So, ask for the contact details of at least three of its existing clients. If the PEO hesitates in giving these details, it is a red flag to join hands with the service provider. 

    Here are some questions you can ask its client:

    1. How long do you plan to take this PEO service and why?
    2. What organizational weaknesses could you find over the course?
    3. What made you stick to this PEO?
    4. How has this organization helped you?
    5. How many PEOs did you review before finalizing this one?

    Step 2: Check Its Accreditation and License

    Given that you will be placing your trust on a third company with sensitive employee data, your first line of due diligence should be to check the accreditation and license of the concerned PEO. Not to mention it needs to be a highly regulated company that will be responsible for filing your company’s tax forms and complex documents. So, it is best to run an evaluation concerning the following:

    • An auditor, in practice, should review and approve the PEO’s finances.
    • It should be a member of the National Association of Professional Employer Organizations (NAPEO)

    Step 3: Go Through the Online Presence of the PEO

    Go through the official site, its Twitter Page and the social media handles of the concerned PEO. Under it, you will find information about the company’s name, the salesperson you will interact with and the CEO. The purpose here is not to dig dirt but to analyze how the organization deals with customer complaints. 

    Step 4: Ask About Compliance Support

    One of the essential services a PEO can provide is compliance support. With new mandates coming up every little while, compliance rules keep changing. Moreover, if a company fails to meet it, the consequences will be both costly and time-consuming.

    However, when a PEO has all this compliance knowledge and ability to support the system, it becomes easy to handle regulations, monitor changes and meet deadlines. 

    Step 5: Access Financial Security and Strengths of the PEO

    If the PEO you choose is a publicly-traded company, it would not be difficult to find its audited financial statement online. You can view it on the SEC.gov site and verify it using the investment research website. However, if the organization is privately owned, you can ask for the latest audited copy of its financial statement. 

    Partnering with a professional employer organization helps to manage your payroll, worker’s compensation, recruitment and regulation. So, make sure to find the right PEO for your business. It may take some effort, but following these aforementioned steps will help in the searching process. However, you can also contact us for these services. Also, explore our blog section if you are interested in knowing more about such topics.

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    Reference Links:

    https://www.insperity.com/blog/choose-reliable-peo-5-steps-cant-afford-avoid/

    https://www.adp.com/resources/articles-and-insights/articles/c/choosing-the-right-peo-for-your-business.aspx

    https://www.paychex.com/articles/human-resources/what-is-a-peo-hr-experts-explain

    https://hamiltonedwards.com/resource-center/best-peo-for-your-business 

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    Contact Us

    Find out if a PEO is the right solution for your business.
    Fill out the form below and we will contact you to schedule a chat.

    [/et_pb_text][et_pb_contact_form use_spam_service=”on” recaptcha_list=”Default-0″ recaptcha_min_score=”0.7″ email=”stephanie@fortunebizconsulting.com” custom_message=”New Form Submission!||et_pb_line_break_holder||||et_pb_line_break_holder||First Name: %%FirstName%%||et_pb_line_break_holder||Last Name: %%LastName%%||et_pb_line_break_holder||Company Name: %%CompanyName%%||et_pb_line_break_holder||Company Email: %%CompanyEmail%%||et_pb_line_break_holder||Phone: %%Phone%%||et_pb_line_break_holder||Message: %%Message%%” module_id=”et_pb_contact_form_0″ _builder_version=”4.4.4″ form_field_background_color=”rgba(0,0,0,0)” form_field_font=”Lato||||||||” custom_button=”on” button_text_size=”14px” button_text_color=”#ffffff” button_bg_color=”#003bde” button_border_width=”10px” button_border_color=”rgba(0,0,0,0)” button_border_radius=”4px” button_letter_spacing=”1px” button_font=”Montserrat|||on|||||” border_radii=”on|6px|6px|6px|6px” border_width_all=”2px” border_color_all=”rgba(51,51,51,0.06)” form_background_color=”rgba(0,0,0,0)” button_bg_color_hover=”#0053ef” button_border_radius_hover=”4px” button_letter_spacing_hover=”1px”][et_pb_contact_field field_id=”FirstName” field_title=”First Name*” min_length=”2″ _builder_version=”4.4.4″][/et_pb_contact_field][et_pb_contact_field field_id=”LastName” field_title=”Last Name*” min_length=”2″ _builder_version=”4.4.4″ button_text_size__hover_enabled=”off” button_one_text_size__hover_enabled=”off” button_two_text_size__hover_enabled=”off” button_text_color__hover_enabled=”off” button_one_text_color__hover_enabled=”off” button_two_text_color__hover_enabled=”off” button_border_width__hover_enabled=”off” button_one_border_width__hover_enabled=”off” button_two_border_width__hover_enabled=”off” button_border_color__hover_enabled=”off” button_one_border_color__hover_enabled=”off” button_two_border_color__hover_enabled=”off” button_border_radius__hover_enabled=”off” button_one_border_radius__hover_enabled=”off” button_two_border_radius__hover_enabled=”off” button_letter_spacing__hover_enabled=”off” button_one_letter_spacing__hover_enabled=”off” button_two_letter_spacing__hover_enabled=”off” button_bg_color__hover_enabled=”off” button_one_bg_color__hover_enabled=”off” button_two_bg_color__hover_enabled=”off”][/et_pb_contact_field][et_pb_contact_field field_id=”CompanyName” field_title=”Company Name*” min_length=”2″ _builder_version=”4.4.4″][/et_pb_contact_field][et_pb_contact_field field_id=”CompanyEmail” field_title=”Company Email*” field_type=”email” _builder_version=”4.4.4″ button_text_size__hover_enabled=”off” button_one_text_size__hover_enabled=”off” button_two_text_size__hover_enabled=”off” button_text_color__hover_enabled=”off” button_one_text_color__hover_enabled=”off” button_two_text_color__hover_enabled=”off” button_border_width__hover_enabled=”off” button_one_border_width__hover_enabled=”off” button_two_border_width__hover_enabled=”off” button_border_color__hover_enabled=”off” button_one_border_color__hover_enabled=”off” button_two_border_color__hover_enabled=”off” button_border_radius__hover_enabled=”off” button_one_border_radius__hover_enabled=”off” button_two_border_radius__hover_enabled=”off” button_letter_spacing__hover_enabled=”off” button_one_letter_spacing__hover_enabled=”off” button_two_letter_spacing__hover_enabled=”off” button_bg_color__hover_enabled=”off” button_one_bg_color__hover_enabled=”off” button_two_bg_color__hover_enabled=”off”][/et_pb_contact_field][et_pb_contact_field field_id=”Phone” field_title=”Phone*” allowed_symbols=”numbers” _builder_version=”4.4.4″][/et_pb_contact_field][et_pb_contact_field field_id=”Employees” field_title=”Number of employees*” allowed_symbols=”numbers” _builder_version=”4.4.4″][/et_pb_contact_field][/et_pb_contact_form][/et_pb_column][/et_pb_row][/et_pb_section]

  • Know All About 1099 Employees and Should You Hire Them ?

    Know All About 1099 Employees and Should You Hire Them ?

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    In simple terms, 1099 employees are self-employed or independent workers working in a company as freelancers. With the revolution in communication and workplace mobilization, it has become increasingly smooth to connect with clients and deliver work online. 

    Thus, many businesses are considering hiring 1099 employees to increase work flexibility and productivity. In case, you also are considering hiring a 1099 employee, here are all the things you should know.

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    Who Is a 1099 Employee?

    A 1099 employee is an independent worker who needs to report the income to the IRS by filling out a 1099 tax form. They mainly include freelancers, independent contractors and consultants and are actually non-payroll workers of a company. 

    When a company hires a self-employed worker, it is treated the same as a contractor signing a contract with a business. As a result, the individual and the company must work together to complete the task at an agreed rate. 

    What Are the Different Categories of 1099 Employees?

    The following are the different categories of 1099 employees that provide services to the general public as an independent contractor:

    • Dentists
    • Doctors
    • Real Estate Agents
    • Veterinarians
    • Contractors
    • Accountants 
    • Lawyers

    What Are the Advantages of Hiring 1099 Employees?

    The following are the benefits companies can enjoy by hiring 1099 employees over W2 workers:

    • Lower Business Expense

    If companies recruit 1099 employees, they do not have to pay taxes to the government on behalf of the independent worker. Moreover, there is no requirement to provide health insurance, unemployment insurance, employee compensation or others. 

    In addition, owners do not even have to give the self-employed any sick leave or retirement benefits. As a result, companies can save 30% of their cost on human capital and other business expenses.

    • Better Market Agility

    When working with independent workers, companies can get better market agility. In addition, unlike full-time employees working for the organization for years, management has the option of ending the working relationship with freelancers. 

    Thus, companies can approach new independent workers with current market knowledge to take up the task as the market changes.

    • Access to Talented Human Resource

    In search of full-time employers, companies often miss out on the opportunity to work with talented professionals. This is because a high chunk of people opts to work independently. They like to have a flexible work schedule, the ability to pick ones they want to work with and get the freedom to set their rates. 

    Thus, by hiring 1099 employees, management also gets the chance to build a working relationship with this talent pool.

    What Are the Risks of Hiring 1099 Employees?

    While there are many benefits of hiring 1099 employees, there are a few risks involved, too. They are:

    Misclassification: Though initially, 1099 employees will be working as independent workers, gradually their relationship with the company may change over time. So, it is best to review the status of the contract every 2 to 3 months to avoid misclassification.

    Penalties and Fines: If authorities find that your company misclassifies workers, it can attract huge penalties, fines, back taxes and even lawsuits. 

    Worksite Injuries: If the independent contractors you hire do not have insurance coverage, your company may be liable for his/her recovery.

    Should You Hire a 1099 Employee or W-2 Employee?

    Companies need to be agile, competitive and fast in the current business environment. Moreover, this is only possible when you hire 1099 employees along with full-time employees. First, however, you must understand how to work with independent contractors without creating risks to benefit from it. 

    To sum up, if you find a balance and do not cut corners with the IRS, then employing 1099 workers can benefit you. To gain more knowledge relating to business or management, you can check out our blog section. 

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    Reference Links:

    https://velocityglobal.com/blog/5-things-know-hiring-1099-employee/#:~:text=A%201099%20employee%20is%20an,a%20contract%20with%20a%20business.

    https://employersresource.com/business-compliance/what-is-a-1099-employee/

    https://www.stoketalent.com/blog/what-is-a-1099-employee/

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    Contact Us

    Find out if a PEO is the right solution for your business.
    Fill out the form below and we will contact you to schedule a chat.

    [/et_pb_text][et_pb_contact_form use_spam_service=”on” recaptcha_list=”Default-0″ recaptcha_min_score=”0.7″ email=”stephanie@fortunebizconsulting.com” custom_message=”New Form Submission!||et_pb_line_break_holder||||et_pb_line_break_holder||First Name: %%FirstName%%||et_pb_line_break_holder||Last Name: %%LastName%%||et_pb_line_break_holder||Company Name: %%CompanyName%%||et_pb_line_break_holder||Company Email: %%CompanyEmail%%||et_pb_line_break_holder||Phone: %%Phone%%||et_pb_line_break_holder||Message: %%Message%%” module_id=”et_pb_contact_form_0″ _builder_version=”4.4.4″ form_field_background_color=”rgba(0,0,0,0)” form_field_font=”Lato||||||||” custom_button=”on” button_text_size=”14px” button_text_color=”#ffffff” button_bg_color=”#003bde” button_border_width=”10px” button_border_color=”rgba(0,0,0,0)” button_border_radius=”4px” button_letter_spacing=”1px” button_font=”Montserrat|||on|||||” border_radii=”on|6px|6px|6px|6px” border_width_all=”2px” border_color_all=”rgba(51,51,51,0.06)” form_background_color=”rgba(0,0,0,0)” button_bg_color_hover=”#0053ef” button_border_radius_hover=”4px” button_letter_spacing_hover=”1px”][et_pb_contact_field field_id=”FirstName” field_title=”First Name*” min_length=”2″ _builder_version=”4.4.4″][/et_pb_contact_field][et_pb_contact_field field_id=”LastName” field_title=”Last Name*” min_length=”2″ _builder_version=”4.4.4″ button_text_size__hover_enabled=”off” button_one_text_size__hover_enabled=”off” button_two_text_size__hover_enabled=”off” button_text_color__hover_enabled=”off” button_one_text_color__hover_enabled=”off” button_two_text_color__hover_enabled=”off” button_border_width__hover_enabled=”off” button_one_border_width__hover_enabled=”off” button_two_border_width__hover_enabled=”off” button_border_color__hover_enabled=”off” button_one_border_color__hover_enabled=”off” button_two_border_color__hover_enabled=”off” button_border_radius__hover_enabled=”off” button_one_border_radius__hover_enabled=”off” button_two_border_radius__hover_enabled=”off” button_letter_spacing__hover_enabled=”off” button_one_letter_spacing__hover_enabled=”off” button_two_letter_spacing__hover_enabled=”off” button_bg_color__hover_enabled=”off” button_one_bg_color__hover_enabled=”off” button_two_bg_color__hover_enabled=”off”][/et_pb_contact_field][et_pb_contact_field field_id=”CompanyName” field_title=”Company Name*” min_length=”2″ _builder_version=”4.4.4″][/et_pb_contact_field][et_pb_contact_field field_id=”CompanyEmail” field_title=”Company Email*” field_type=”email” _builder_version=”4.4.4″ button_text_size__hover_enabled=”off” button_one_text_size__hover_enabled=”off” button_two_text_size__hover_enabled=”off” button_text_color__hover_enabled=”off” button_one_text_color__hover_enabled=”off” button_two_text_color__hover_enabled=”off” button_border_width__hover_enabled=”off” button_one_border_width__hover_enabled=”off” button_two_border_width__hover_enabled=”off” button_border_color__hover_enabled=”off” button_one_border_color__hover_enabled=”off” button_two_border_color__hover_enabled=”off” button_border_radius__hover_enabled=”off” button_one_border_radius__hover_enabled=”off” button_two_border_radius__hover_enabled=”off” button_letter_spacing__hover_enabled=”off” button_one_letter_spacing__hover_enabled=”off” button_two_letter_spacing__hover_enabled=”off” button_bg_color__hover_enabled=”off” button_one_bg_color__hover_enabled=”off” button_two_bg_color__hover_enabled=”off”][/et_pb_contact_field][et_pb_contact_field field_id=”Phone” field_title=”Phone*” allowed_symbols=”numbers” _builder_version=”4.4.4″][/et_pb_contact_field][et_pb_contact_field field_id=”Employees” field_title=”Number of employees*” allowed_symbols=”numbers” _builder_version=”4.4.4″][/et_pb_contact_field][/et_pb_contact_form][/et_pb_column][/et_pb_row][/et_pb_section]

  • Stop Overpaying for These 4 Business Expenses: What and How ?

    Stop Overpaying for These 4 Business Expenses: What and How ?

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    Have you recently started a new business and should be making more profit than now? 

    While companies believe investing tons of money can lead to success, they miss out on an essential point. Entrepreneurs also need to implement strategies that cut off expenses, release debts and start making better profits. Another reason owners struggle to make gains is overpayment.

    Want to know what these business expenses are to stop overpaying? Here is a list of 4 major business expenses with suggestions on how to avoid them.

    • Non-Targeted Advertisement

    A crucial mistake that businesses make is to spend on adverts that are not based on previous buying behavior of its users. In other words, you must know your target audience when putting out adverts on Facebook, Google Adwords, and on other platforms. If not, it will not only cost the business money but also not bring you back any return on your investments.

    Further, try incorporating free advertising tools into your advertising strategy, like customized mail, blogs, guest-post, etc. Also, create a social page to connect with your client and customers for more clarity and minimal expenditure.

    • Payment Processing

    Businesses often require payment processing services to complete credit and debit card payments. However, we know that every service comes with a fee, so you must compare different payment processing service providers to save to the maximum. 

    Every quote you receive may seem low initially but with frequent and larger payments, the cost gradually increases. Furthermore, there can be hidden costs too. So, analyze these to find a cost-effective option.

    • Video Conferencing

    Do you use a professional video conferencing program to host remote meetings with employees and clients? You can save a lot of money by switching to free ones. Moreover, they are as good as paid ones. 

    However, if you are worried that free options will have a time limit on how long your meetings can stretch, think of it in a positive light. In other words, when you have a time limit, you tend to list all the important points in a short/crisp manner, thus increasing work productivity.

    • Taxes

    Most entrepreneurs develop a habit of overpaying taxes to avoid penalties of underpayment. However, this affects your annual profit. So, it is better to take help of an audit firm.

    Not to mention, it is easier to keep track of every credit deduction, tax due, and real estate issue with expert assistance as this further causes overpaying. So avoid it by hiring professional bookkeepers or accountants. 

    While these are the ways you can avoid overpaying business expenses, some entrepreneurs are not able to realize they are overpaying. So here are some ways you can spot them for better money management.

    4 Ways to Spot Your Overpayments for Business Services

    There are many services and software available in the market. Thus, it is easy to overpay to set up the best payroll and management. To avoid this, look for these things.

    • Better cost-effective methods: Use your free time searching for better options to find cost-effective methods as soon as they arrive.
    • Identify the cost-cutting sections: Overview different parts of your business and search for things that take up the most time and money. These areas are the ones whose service you need to outsource. 
    • Bargain for the best deal: Analyze whether you should accept the first offer of a service provider or if you should instead negotiate a term in which you and your provider are both in profit. 
    • Economic sustainability: Paying less is nice, but you must also keep a track of the quality. It is essential to survive among competitors and maintain economic sustainability in the long run.

    Entrepreneurs often get caught up in searching for more investments and in expanding horizons, but keeping a tab of all expenses are equally important. If you need professional assistance to devise cost-effective strategies, contact us today. We also help educate managers and entrepreneurs about other business areas through our blog section to reach new heights. Follow us for more!

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    Reference Links:

    https://www.forbes.com/sites/johnrampton/2017/12/07/10-ways-to-avoid-overpaying-for-services/?sh=2611fda71d21

    https://due.com/blog/business-expenses-overpaying-for/

    https://www.theplazabeachroad.com/5-business-expenses-and-how-to-avoid-overpaying-for-them/

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  • Never Worry about Tax Season Again, Dear Small Business Owners

    Never Worry about Tax Season Again, Dear Small Business Owners

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    Does the upcoming tax season put a burden on your mind? Then, dear small business owners, give this blog a read. It will help you prepare for the upcoming tax season and deal with it like it’s a piece of cake. 

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    5 tips for driving away tax season blues

    Here are 5 tips to help you deal with the tax season:

    • Conduct a quarterly review of your business’s performance

    The best way you can prepare yourself for the tax season is by performing quarterly reviews of your business’s financial statements. By reviewing the profit and loss statements and all the other expenses related to your business, in this manner, you will be able to make sure that everything is in proper order. 

    In addition, the Internal Revenue System (IRS) expects quarterly payments from small business owners who predict to owe more than $1,000 at the end of the financial year. Therefore, you can make an estimation of the year-end tax bill and pay the amount by filing Form 1040-ES. 

    You can pay your quarterly tax on the following dates:

                1. 15th April
                2. 15th June
                3. 15th September
                4. 15th January
    • Separate your personal and business-related finances

    Many small business owners get into tax troubles as they record their personal costs as business expenses. Thus, it would be best if you separated them in order to avoid trouble with the IRS. If the federal agency decides to audit your business and finds out that you mingled your expenses, it will automatically start looking into your personal expenses because of the comingled money. 

    One good practice is having separate bank accounts and credit cards for your business and personal expenses. Moreover, it is also necessary that you run only your business-related expenses from your business account or credit card.

    This will enable you to file a clean and accurate record of your business expenses when the tax season comes. In addition, your personal expenses will also remain private.

    • Maintain accurate records

    In order to file your tax returns correctly, it is crucial for you to maintain accurate records. This is a critical step to avoid an audit by the IRS. For example, you can pull bank statements from your business account and tally them with invoices or receipts to keep track of your income and expenses. 

    A common mistake that most small business owners make is that they do not record credit card points as their business’s profit. Unfortunately, these errors only crop up in the event of an audit and, therefore, should be recorded as income.   

    Furthermore, to maintain a clean record, experts recommend that you use basic accounting software to track your finances correctly. You see, while filing your taxes, human error is a possibility that you just cannot rule out. 

    So, to avoid inaccurate tax returns, you can take the help of various accounting platforms available in the market. What’s more, these software programs will easily integrate with your e-commerce store and automatically create reports. Thus, they will save your time and also reduce the chances of errors.

    • Create a checklist from the previous tax season’s documents

    It is a very hectic and time-consuming task to collect all your documents when the tax season comes. Thus, if you make a checklist from last year’s tax season, you already have an idea of what documents to submit in the current season. 

    You can keep all your tax documents in one file and tally them with what you may have missing in the current year’s documents.   

    Neatly organizing all your tax documents will help you keep them in order and enable you to avoid last-minute hassles. Furthermore, communicating and working together with your accountant also helps out a lot.

    • Classify your business correctly

    A lot of small business owners face problems when it comes to classifying their businesses correctly. If you fail to do it correctly, you can end up overpaying during the tax season.

    Remember, classifying your business as a Sole Proprietor, Single Member LLC, Limited Liability Company, Limited Liability Partnership, or C or S Corporation will have different effects on your taxes. Thus, the best practice in this regard is to get a consultation from an accountant and attorney to know how to classify your business correctly.    

    These are a few small tips that you can take into account while preparing yourself for the tax season. Furthermore, you should consult a Certified Public Accountant (CPA) to know the tax laws in your state and also check for business tax deductions.

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    Reference Links:

    https://www.forbes.com/sites/forbesfinancecouncil/2020/05/12/14-tips-to-help-business-owners-navigate-tax-season/?sh=9775d1f58f40

    https://www.shopify.com/in/retail/small-business-tax-tips

    https://www.nationwide.com/lc/resources/small-business/articles/tips-for-small-business-taxes

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  • An Ultimate Employer Guide to Understanding Payroll Deductions

    An Ultimate Employer Guide to Understanding Payroll Deductions

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    When you are running a business, apart from paying payroll taxes, you, as an employer, are also obligated to withhold some amount from your employee’s pay as payroll deductions. However, to ensure you are processing it efficiently and correctly, you need to understand the basics of payroll deductions. 

    Are you interested? Then read further to know about it!

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    What Are the Basics of Payroll Deduction?

    There are two types of deductions. One is voluntary, which you can deduct from your employee’s paycheck only if you have a written authorization certificate. Some examples of it include 401(k) and health insurance deductions. The second is mandatory by law, such as FICA and federal income taxes. 

    However, not all employees are liable for these deductions. In other words, independent contractors do not need to get their payments deducted. 

    Now, before moving into a deeper understanding of several deductions, you must understand there are two basic categories of deductions, i.e., pre-tax deductions and post-tax deductions. 

    What Are the Types of Deductions?

    There are two basic categories of deduction under which there are several other types of applicable payroll deductions:

    • Pre-Tax Deduction: The amount employers deduct from the gross salary before calculating the tax is called pre-tax deduction. This helps employee decrease their taxable income. 
    • Post-Tax Deductions: The amount employers deduct after calculating all the taxes are called post-tax deductions. 

    The salary the company calculates after considering these pre and post-tax deductions is the take-home salary of employees. Other payroll deductions further categorized under pre- and post-tax deductions are discussed below. 

    What Are the Mandatory and Voluntary Payroll Deductions?

    As discussed, there are certain amounts that employers must deduct mandatorily as specified by law, while there are other voluntary deductions employers make to benefit their employees. The classifications are:

    • Mandatory Deductions

    These are standard payroll deductions that are mandatory under law and usually make up the pre-tax deductions:

    • Federal Income Tax

    The payroll deduction you make from an employee’s paycheck as federal income tax depends on the gross pay and the allowance stated in Form W-4. This federal income tax amount ranges from 10% to 37% of the taxable income.

    • State Income Tax

    All nine states have to pay income tax on employee earnings. It is either against all income at a fixed rate or contains multiple brackets. Also, your payroll system must be able to calculate state income tax depending on the area your employee lives in, their type of employment and other criteria.

    • FICA or Federal Insurance Contributions Act Taxes

    FICA is generally applicable to Medicare and Social Security employees. Here, Social security costs 6.2% up to $ 147,000 in 2022, while Medicare costs 1.45%. In addition, it can also include a Medicare surtax of 0.9%. 

    However, the surtax only applies if an employee’s wage reaches $ 200,000 ($250,000 for employees filing jointly or married). Moreover, the surtax is applicable only on the exceeding amount. Also, remember, as an employer, you are liable to withhold at least 7.65% of your employee pay, excluding Medicare Surcharge. 

    Voluntary Deductions

    These are post-tax deductions. Some of its examples are:

    • 401(k): It is a retirement plan containing employee contribution whose limit is up to $ 20,500 in 2022.
    • Health Insurance Premiums: Depending on the type of health insurance a company offers, like vision, dental and medical, employees can contribute to their FSA account. 
    • Wage Garnishments: The government can issue a wage garnishment order if an employee has an unpaid debt. It can be in the form of student loans, child support, alimony, and credit card debts. Here the limit that needs to be garnished will depend on the type of debt. 

    Take the above deductions into consideration when calculating the payroll of employees. If you find it difficult, considering there are so many things to remember, you can always take the help of a professional service provider. For assistance, contact us!

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    Reference Links:

    https://www.forbes.com/advisor/business/what-is-a-payroll-deduction-plan/

    https://www.investopedia.com/terms/p/payroll-deduction-plan.asp

    https://www.nerdwallet.com/article/small-business/payroll-deductions

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  • Which Payroll Schedule is Right for You ?

    Which Payroll Schedule is Right for You ?

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    Business owners have to go through quite a lot to hassle to compensate their employees – deal with payroll taxes, select the best payroll schedule for their enterprise and ensure that they meet every overtime requirement.

    Among these, the payroll schedule is actually a crucial aspect.

    Payroll schedules determine how often and when the compensation of employees takes place. Even if you are the only employee of your company, setting up a payroll plan for yourself can go a long way to have a more predictable income and keep the bank account of your business from becoming a personal line of credit.

    With that in context, let’s dive in to know which payroll schedule is right for you.

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    A look at the different payroll schedules

    Illustrated below are the four main types of payroll schedules:

    • Weekly payroll schedule

    A weekly payroll schedule features among the most popular options among employers. 

    Actually, 32.4% of businesses choose a weekly payroll schedule. This proves to be a popular choice because of its simplicity. A weekly payroll schedule implies that employees will receive payments on the same day every week.

    Indeed, a weekly payroll schedule is much easier to manage. Employers can avoid prorating their employees’ first checks easily by using this schedule.  Also, employees may prefer this schedule as they will receive payments more frequently in comparison to other payroll schedules.

    However, running a weekly payroll can cost more money and time as it takes place on a weekly basis. Plus, the end of a month can get tricky from an accounting standpoint, as a given week can contain two different months.

    • Bi-weekly payroll schedule

    A majority of the businesses in the United States use a bi-weekly payroll schedule. In fact, 36% of businesses opt to pay employees every other week. A bi-weekly pay happens every two weeks, and that usually occurs on the same day of the week. 

    Some months may need an additional paycheck based on how the weeks play out. Opting for a bi-weekly schedule implies that employees receive payments 26 times every year – that’s half of a weekly pay schedule’s frequency.

    You would have to process payroll less in comparison to the weekly schedule, thereby implying saving money on direct deposit fees and printing checks.

    Also, it cuts down on the time that you will be spending doing payroll. That will help the HR staff to focus on other tasks. Further, there also exists less risk of error as you will be paying employees at half the frequency.

    However, you must keep in mind that as paychecks are being issued every two weeks, there may be three pay periods in some months based on how the calendar lines up. This can make it difficult to manage deductions.

    • Semi-monthly payroll schedule

    A semi-monthly payroll schedule is less popular than a bi-weekly or weekly schedule. Around 19% of enterprises decide on paying their employees on a semi-monthly basis. Through a semi-monthly pay schedule, employees receive payments on the 15th and the last day of every month. This implies 24 paychecks per year.

    The semi-monthly payroll schedule is relatively straightforward and simplistic. As the pay periods do not overlap months, the benefits and other deductions get simplified.

    Also, this pay period avoids a majority of the bank holidays. Accountants prefer semi-monthly pay schedules since accruals are easier to calculate.

    However, a semi-monthly payroll schedule only works for salaried employees. And it can be way more challenging while calculate overtime pay for hourly employees. In addition, new employees might need to wait longer to receive their first paycheck as the pay period is longer. This pay schedule is not recommended for individuals who may have different hours or varying compensation from pay period to pay period.  

    • Monthly payroll schedule

    Through a monthly schedule, employees receive payments 12 times a year or once every month. 

    From an administrative perspective, this pay schedule is perhaps the easiest one to manage. As the monthly pay schedule has the minimum amount of pay periods, fewer costs and time are involved. 

    Also, benefits and other deductions are charged monthly, which makes processing payroll easier.

    A monthly pay schedule is the easiest and cheapest to administer. Still, employees do not prefer this schedule. Employees may face cash flow issues and have trouble managing finances with only one paycheck every month. Plus, new hires may need to wait till the next pay period, and that can be weeks, just to get their first paycheck.

    • Things to consider while choosing a payroll schedule

    Listed below are certain things that you must consider prior to opting for a pay schedule:

    Type of employees: The suitability of payroll schedules varies across different types of employees. Payroll for hourly employees proves to be easier with a bi-weekly or weekly pay schedule. Salaried employees having more consistent earnings will be better off with a monthly or semi-monthly pay schedule.

    States’ rules and regulations: Every state is different regarding the laws of payroll frequencies. Some states make certain payroll schedules a mandate. You must check if your state needs a particular pay schedule. If in case it does, ensure to comply with that so as to avoid penalties and costly fines.

    Employees’ preferences: In the end, if you still struggle to decide on the right payroll schedule, consider taking the opinions of your employees. They are actually the ones who will receive checks every pay period, so their perspective is worth taking note of.

    Choosing the appropriate payroll schedule for your enterprise can be a daunting task. But it is extremely important at the same time too. Opting for the right payroll schedule can impact employee satisfaction, company culture and even retention and recruitment rates. Entrepreneurs must keep in mind the above-mentioned details while deciding on the right payroll schedule for their company.

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    REFERENCE LINKS

    https://www.cornerstonepeo.com/post/which-payroll-schedule-is-right-for-youhttps://blog.bernieportal.com/what-type-of-payroll-schedule-is-best-for-you

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  • Quarterly Taxes: Which Taxes Should Your Business be Paying?

    Quarterly Taxes: Which Taxes Should Your Business be Paying?

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                      Small business taxes are the tax amount which you need to pay to the government while running an enterprise. 

              The business structure you choose to go for while starting your enterprise proves to be instrumental in determining the taxes which you would pay. You can be a corporation, S corporation, sole proprietor, partnership or Limited Liability Company (LLC). The taxes will vary across these business structures.

            Organizations should pay taxes on an annual basis, but several businesses should pay quarterly taxes as well. For instance, enterprises with employees should file taxes on the quarterly basis with the IRS Form 941, and those who are self-employed usually pay estimated taxes on a quarterly basis. 

           You can invite penalties and interest payments if you do not pay these taxes in a timely manner. Therefore, it is imperative to be aware of the obligations of your particular entity type.

                                                                    In light of all this, let’s take a closer look at quarterly taxes.

    What are quarterly taxes?

                      Quarterly taxes are estimated tax payments that are made to the IRS and filed in advance of the annual tax return. Thus instead of a single big payment, you must pay the tax in four installments in a year (every quarter). These amounts will vary and depend on your business’ estimated income for the particular year.

                       Now you must understand what ‘estimated’ means. It implies that you estimate or assume the amount prematurely, and they have not taken place till the time you fill out your tax return. 

    Who should file quarterly tax returns?

                      The quarterly taxes are for all those individuals expecting to owe taxes amounting to at least $1000 from their income. 

                      For corporations, the annual tax threshold is $500. Generally, you don’t have to file quarterly taxes if your federal tax withholdings total a minimum of 90% of the amount that you would owe for the entire year. 

    Individuals who fall under any of these categories should file these taxes:

    • S corporation shareholders
    • Corporations
    • Self-employed
    • Partnerships
    • Sole proprietorship

    Individuals who aren’t expected to make estimated payments of more than $1000 are exempted from filing quarterly taxes.

    When are quarterly taxes due?

                       The payments of quarterly taxes are spread across four payment periods across a year for every corresponding business quarter. You can go through this chart to get an idea of approximate payment dates for every business quarter:

    Income received between Estimated tax due date
    1st January – 31st March 15th April
    1st April – 31st May  15th June
    1st June – 31st August 15th September 
    1st September – 31st December 15th January

    A step-by-step guide to paying quarterly taxes

                       To pay quarterly taxes, you must determine this information regarding your business – taxable income, gross income, deductions, credits and taxes for the year. You can use the IRS 1040-ES worksheet as a guide for additional information on how to calculate the estimated quarterly taxes.

    Step 1: Estimate taxable income and income tax

    Go through these steps to estimate the taxable income for the year:

    • From the expected total revenue, subtract all business expenses to calculate your income. 
    • Deduct any above-the-line deductions like retirement savings, health savings accounts and interest on education loans.
    • Subtract the standard deduction, and you will get your taxable income.
    • Use your tax bracket for the current year that is made available via the IRS to calculate income tax.

    Step 2: Calculate self-employment tax

    In order to calculate self-employment tax, start by calculating net earnings for the given year. You can do so by simply deducting business expenses from the gross income. 

    Step 3: Divide total tax into quarterly payments

    Determine your quarterly payments by first figuring out your estimated total tax. For that, simply add the estimated income tax and estimated self-employment tax. Following that, divide the estimated annual tax by four, and you will get the estimated quarterly payments which you need to pay before every quarterly due date.

    Step 4: Send your quarterly payments to the IRS

    There are several methods through which you can send quarterly payments to the IRS – online payments, by cash/check, with the IRS2Go app or via phone (the Electronic Federal Tax Payment Service).

    You should keep in mind that an annual tax return still has to be filed. And depending on business performance, estimated taxes can be adjusted every quarter. Underpaying quarterly taxes will attract a penalty. The interest rate for underpayment by taxpayers was 5% for the first quarter of 2022. 

    However, this rate is subject to change every quarter. Generally, one should have paid a minimum of 90% of the tax for the current year so as to avoid this penalty. But, again, this number is also subject to change. 

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    Reference Link

    https://www.thebalancesmb.com/all-the-taxes-your-business-must-pay-399045

    https://www.credibly.com/incredibly/quarterly-taxes/

    https://www.deskera.com/blog/quarterly-taxes-small-business/

    https://www.synovus.com/business/resource-center/managing-your-money/small-business-tax-timeline-annual-vs-quarterly-filing#:~:text=The%20IRS%20requires%20most%20small,taxes%20and%20self%2Demployment%20taxes

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