Sep 23, 2025

What Are the Best Payroll Practices?

Are you curious about the idea of a streamlined payroll process? It's a great way to make sure your entire payroll department is on the same page and operating with the same standards in mind. Read through for insights into the best payroll practices.

At its core, payroll processing means collecting employee information, issuing payments and keeping accurate records. One of the upsides of managing payroll is the predictability — most of the key deadlines are known ahead of time. By incorporating strategic planning into your payroll schedule, you can avoid costly mistakes and potential IRS penalties.

Key payroll deadlines to keep in mind

Here are some of the major payroll-related deadlines you'll want to plan for:

• Paydays (weekly, biweekly, semimonthly or monthly)
• Federal Reserve closure dates
• Local bank holidays
• IRS deadlines for filing and furnishing tax forms

How you track these dates depends on your tools and team preferences. For many teams, setting automated reminders in tools you already use — such as Slack or Microsoft Teams — works well. You can also create a shared payroll calendar in Google Calendar and invite everyone involved to relevant events throughout the year.

Why employee classification matters

To run payroll accurately, it's essential to understand employee classification. You'll need to distinguish:

• Full-time employees versus independent contractors
• Exempt versus nonexempt employees

Correct classification ensures you're collecting the right forms, applying the correct tax treatment and providing the appropriate benefits. Misclassifying workers — even unintentionally — can lead to missed taxes (such as Medicare and unemployment) and major compliance risks. Make it a habit to review your classifications regularly.

Automating payroll for accuracy and compliance

Automation helps streamline payroll and improve compliance. Consider using digital tools to manage:

• Time tracking
• Overtime, bonuses and raises
• Tax calculations and deductions
• Payroll reporting
• Tax filing

With real-time data, you take informed, data-driven actions — such as analyzing Social Security contributions by location or role.

Streamlining payroll approvals

Payroll approval is a crucial checkpoint to verify hours and ensure everything adds up. You can simplify the process by setting clear guidelines for approving staffing changes, promotions or other personnel updates. That way, issues don't snowball down the line.

Direct deposit and self-service options

Direct deposit is a must-have for most teams — it's convenient, secure and reliable. For organizations working with contractors or remote teams, flexible options such as digital payments or mobile access can make a big difference.

Mobile self-service portals empower employees to submit timekeeping amounts, update tax information and view pay stubs without involving human resources. That's less manual work for your team and a smoother experience for everyone involved.

Prioritizing payroll data security

With payroll comes responsibility — you're handling sensitive data such as banking info and employee records. Protect it with robust security measures, especially if you're using cloud-based solutions. Partnering with a secure, reputable payroll provider like Express Data Systems can help mitigate risks.

Don't skip payroll recordkeeping

After payroll has been processed, update your records to reflect taxes and deductions. Under the Age Discrimination in Employment Act, you're required to retain payroll records for at least three years. These records should include benefit plans, seniority systems and any merit-based compensation structures.

Maintaining clear, accurate records isn't just good practice — it's your safety net in case of an audit or a legal issue.

Payroll as a strategic function

Payroll management is more than just sending out paychecks. It's a detailed, strategic process that requires accuracy, compliance and foresight. With the right systems and planning in place, your payroll department can run smoothly and support broader business goals.

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