Friday, September 2, 2011

Three Tips for Employers Outsourcing Their Payroll

Outsourcing payroll duties to third-party service providers can streamline business operations, but the IRS reminds employers that they are ultimately responsible for paying federal tax liabilities.

Recent prosecutions of individuals and companies who - acting under the guise of a payroll service provider - have stolen funds intended for payment of employment taxes makes it important that employers who outsource payroll are aware of the following three tips from the IRS:

1. Employer Responsibility The employer is ultimately responsible for the deposit and payment of federal tax liabilities. Even though you forward the tax payments to the third party to make the tax deposits, you - the employer - are the responsible party.

If the third party fails to make the federal tax payments, the IRS may assess penalties and interest. The employer is liable for all taxes, penalties and interest due. The IRS can also hold you personally liable for certain unpaid federal taxes.

2. Correspondence If there are any issues with an account, the IRS will send correspondence to the address of record. The IRS strongly suggests you do not change the address of record to that of the payroll service provider. That could limit your ability to stay informed of tax matters involving your business.

3. EFTPS Choose a payroll service provider that uses the Electronic Federal Tax Payment System. You can register on the EFTPS system to get your own PIN to verify the payments.

The IRS web site – has more information on the responsibilities of employers outsourcing payroll, payroll service providers and EFTPS.


David said...

Are these Payrolling software avail the updates for free or at fair pricing if you buy there copy. Because if they are not, nobody give a importance about updating it to ever releasing new version's

Kenneth Reid said...

David, if your company is outsourcing its payroll to an outside payroll provider, the outside payroll provider should always have the most current tax updates, both federal and for all states. The outside payroll provider should not be charging for these updates, as it is part of the service they provide. However, if your company is using payroll software (such as the payroll module in QuickBooks) where the payroll is done "in-house" by the company, then there is usually a fee for the payroll service (tax table updates). Tax table updates occur frequently (quite often, every month).

Melo Smith said...

Thanks for describing the importance of payroll outsourcing service. Very informative and helpful!