The (REAL) cost of payroll outsourcing!

Payroll is one of the most critical aspects of every business which brings in fair share of complexity as well. While outsourcing is an efficient solution, its cost remains the biggest concern. Here is an overarching breakdown of the payroll outsourcing cost, including:

• Pricing structure
• Escalating factors
• Saving methods

Payroll is among the most crucial and complex functions for every business. Dealing with legislative requirements, taxes, multiple employee types, overtime, and numerous other variables, can make it quite challenging for growing organizations. Consequently, payroll outsourcing becomes an obvious choice.

However, before engaging with these services, a thorough cost-benefit analysis and understanding of the influencing factors are imperative. This article elaborates on cost components and structure to help you make an informed decision.

The typical payroll pricing structure

Different payroll service companies will charge you differently. While their cost computation approaches vary, the following are three common structures.

• Per-frequency approach is suitable for businesses with predictable payrolls. Payroll companies will charge based on how often you pay. The charges often include base fees and fees per employee.
• Per employee per month is an excellent option for companies having multiple pay runs for commissions, bonuses, and more. You pay for each paid employee only once a month, regardless of the payout frequency.
• Fixed pricing is suitable for small companies with stable employee counts. You need to pay a fixed monthly amount, covering the employee count. Some payroll solutions can limit the number of employees you include.

Breaking down the payroll outsourcing cost

Providers offer multi-tier services that range from simple calculations and cheque deposits to complex insurance management, wage garnishment, and more. The overall Managed Payrolls cost vary based on the kind of services you choose, with the following conventional components included.

• Elementary fee: The elementary package fee, often mandatory, includes essential services such as account deposits, paychecks, standard taxation, and a portal for convenient information access. The primary charges usually vary from $20 to $250 yearly per employee.
• Tax assistance: Contrasting with standard taxation, getting tax ready at the year-end requires significant additional reporting and mailing. Payouts in multiple states with varying rules further complicate tax filing. In such cases, Managed Payrolls can cost an additional $25 to $75 per employee.
• One-time charges: Both in-house and Managed Payrolls incur one-time costs. These include expenses for setting up time trackers to monitor employee hours and more.
• Additional charges: Payroll Solutions include other services, such as payroll adjustments, emergency paychecks, and employee reports. These services levy considerable extra costs.

Full-service v/s Self-service cost considerations

Full-service Payroll Solutions cover everything, from simple computation to complex hour monitoring, insurance, and others. They completely liberate you from payroll responsibilities and allow focus on core business processes.

Contrary, self-service solutions allow you to keep simple administration in-house and outsource all the heavy lifting. It is a more efficient way to outsource payrolls with much-reduced costs. Companies looking to reduce payroll workload or shorten their team find self-service solutions fitting.

Cost escalating factors

Payroll companies offer services in multiple tiers that significantly vary for different providers. To precisely compare the providers and their charges, you must assess what the package includes. The following are some standard auxiliary products that drive up the cost:

• Tax filing (especially for multi-state organizations with varying regulations)
• Ledger interface
• Additional payment options include paper checks and payment cards.
• Tailored file transfer
• Periodic reporting
• Employee tracking
• Performance management
• Recruitment and onboarding
• Complete HRIS

Ways to save more on payroll outsourcing

Pricing variations are the primary cost-saving drivers for Payroll Outsourcing. Here are five practical ways to manage these factors and reduce costs.

1. Consider direct deposits

Direct deposits using accounting software eliminate the need for multiple payment methods. You can utilize such facilities with a nominal fee (below $2) per paycheck. It is much lower than what many Managed Payrolls charge.

2. Payroll periods

Most payroll outsourcing companies charge based on your payment frequency. If you have weekly payouts, changing them to biweekly can half the expenses.

3. Evade penalty

Most small and medium-scale companies pay massive fines for withholdings-miscalculations and incorrect filings. The average penalty amount goes up to several hundred dollars annually. You can remarkably reduce these undue expenses by emphasizing accuracy.

4. Encourage interns

Picking up young talent and nurturing them is a win-win for all. It allows you to develop bright professionals and get your jobs done more economically.

5. Adhoc workers

Temporary workers from reliable agencies form an incredible human resource. The staffing agency takes care of their payrolls, reducing your expenses for the job.

Choose the Best Partner

Payroll outsourcing calls for a lot of brainstorming about the budget. A safe way to commence this journey is to pick a trusted, Managed Payrolls partner who offers all the required features at affordable rates.

We, Ramco Systems, are a seasoned payroll service provider. We offer cloud-based multi-Country global payroll software and AI-powered Managed Payrolls that well-synchronize your specific business goals. With features like employee self-service, compliance reporting, role-based dashboards, and analytics, we deliver frictionless payroll with accuracy and impeccable affordability.