Payroll Accounting Setting Up and Calculating Staff Payrolls Leave a comment

payroll accounting

Salaried employees require no change in wages paid for each payroll, but you must collect and summarize information about the hours worked by non-exempt employees. This may involve having employees scan a badge through a computerized time clock. Have new employees fill out payroll-specific information as part of the hiring process, such as the W-4 form and medical insurance forms that may require payroll deductions. Set aside copies of this information in order to include it in the next payroll. Accounting software can integrate with other financial programs, including your financial accounting records. Most software can even export records to files that you can review via spreadsheet software. Payroll journal entries are made as expenses or liabilities .

payroll accounting

This document is automatically created by all payroll software packages. Accounting software and payroll software often tightly integrate, since most businesses’ biggest expense is labor costs. Use these integrations to reduce inconsistencies in your financial records. Without payroll accounting, you can’t get an accurate view of the total cost of your employees. The process creates two transaction numbers, one for the payroll calculation costing results and one for the payment costing results.

Step 2. Collect Timecard Information

Payroll is integrated with Subledger Accounting, an accounting application that generates journal entries for financial transactions. Submit the Transfer to Subledger Accounting process to prepare transactions for accounting for the costing results and journal entries. For example, the process prepares transactions for the payroll run results and journal entries for each costed run result. Oftentimes, a business may hire an outside firm that specializes in payroll management and accounting. The outside firm manages the payroll, recordkeeping, government compliance, timely processing of tax deposits, and the like. Double-check each journal entry line item against the different payroll reports you have pulled. Do the total gross wages in your entry tie out to what’s on the report?

What are payroll tools?

Payroll software is an on-premises or cloud-based solution that manages, maintains, and automates payments to employees. Robust, integrated, and properly configured payroll software can help organizations of all sizes maintain compliance with tax laws and other financial regulations, and reduce costs.

Before joining Fit Small Business, Heather was the Payroll/HRS Manager for a top cloud accounting firm in the industry. Her experience has allowed her to learn first hand what the payroll needs are for small business owners.

QuickBooks Online Payroll

Credit the FICA tax payable, federal income withholding payable, state income withholding payable, and any other withholdings on employee paychecks. The accounts that you need to set up to track payroll will generally be an expense account or a liability account. An expense payroll accounting is a cost that you have incurred as a result of doing business, like for wage expense and health insurance. An expense can be a liability, albeit temporarily, until it’s paid. Rather, these payments are discretionary for employees and coming directly out of employee funds.

payroll accounting

They help and manage the salaries, wages, bonuses, and commissions payable to the business employees. In addition, the department works and determines the number of deductions be withheld from the salary payable as per the applicable legal and labor laws. As these are paid to the employees, it would increase the expense. Therefore, it could be correct to state that the wages, salaries, and applicable payroll taxes are debited. When you switch accounting periods, make additional journal entries to reduce the cash account and eliminate the liability account balance.


Payroll accounting is the recording and management of employees’ compensation and taxation. This information includes salaries, gross wages, bonuses, commissions, fringe benefits, holiday pay, and other types of paid time off. Many businesses hire a payroll accountant to keep track of IRS filings and employer taxes, but when you’re just starting out, you may not be able to afford it. The full-time salary of an accountant depends upon where you live, but did you know that their average wage, according to Payscale as of 2019, is $50,757?

  • In addition, payroll accounting also includes reconciling for benefits, and withholding taxes and deductions related to compensation.
  • But a record of tax payments will show unemployment taxes listed alongside any taxes the employee paid.
  • Make it easy for employees to submit reimbursements – Ask your employees to send the receipts in the email.
  • Payroll accounting may be concerned with paying independent contractors, as well.

Do you want to pay overtime or employees on an hourly basis? Recorded working times are directly transferred to the preparatory payroll accounting.

Journal Entry to Record Accrued Sick Pay

The payroll executives update this specific line item to record the cleared dues of the employees. Compare the amounts you entered to the information you have in your payroll reports. If your books don’t balance, retrace your steps to find your accounting mistake and fix it.

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