Some Ways to Avoid Overpaying for Payroll Services and Software in Business

Advertisement :

Some Ways to Avoid Overpaying for Payroll Services and Software in Business

At present time, starting a new business is not an easy task. With so many responsibilities on your list, there are some tasks that take a lot of time or experience required that you don’t have and payroll service and choosing the right software is among such tasks for many businesses.

Managing payroll is so much difficult and complicated. Payroll mistakes are common in organizations that manage payroll manually and payroll overpayment is one of the mistakes that companies suffer the most. And let us know that, it is such a too much difficult task that Employers Resource reports the Internal Revenue Service (IRS) punishes one out of every three business owners for payroll mistakes each year. To avoid facing serious IRS penalties, you need a professional payroll service.

On this page, we have explained what you can do in case of payroll service overpayment and how to avoid it happening again in the future.

What is a Payroll Service Overpayment?

A payroll service overpayment happens when an employer pays an employee more than the employee should have received in a pay period. This can lead to cash flow and payroll tax issues. The employer will try to collect any additional payments made to an employee, however of the amount. And higher-paid employers are also expected to clear any dues. Overpaying an employee may result in –

  • Entry Errors
  • Calculating Errors
  • Inaccurate PTO Payout

Top 4 Ways to Avoid Overpaying for Payroll Services

  • Invest in the Right Tools
  • Run Reports Prior to Payroll
  • Know Your Stuff
  • Keep a Checklist

Invest in the Right Tools

The right way to prevent payroll overpaying from disrupting your organization is to invest only in the payroll software and HRIS that you need. Correct HRIS will manage and update essential employee information such as hours, wages, account numbers, withholding, and communications that change your payroll system. And choosing the right payroll software should sync with your HR system and automate the most time-consuming tasks. Payroll software makes it easy to take files, run reports, distribute pay stubs, and more.

Run Reports Prior to Payroll

If you have access to payroll software then running a few key reports before you process payroll can also help you catch and prevent mistakes. To make sure all of your check amounts are accurate, we have given the following reports –

Payroll Register: This report permits you to view all payroll information in a summary format.

Deduction Summary: This report offers a summary of all deductions for all employees, so you can double-check the amounts.

Cash Requirements: This report indicates how much money your organization should have available to pay payroll, divided by categories like salary or compensation, taxes, deductions, and many more.

Know Your Stuff

Many payroll errors are the result of payroll administrators not having enough information or not having the right information. Laws and policies are always changing, and they may differ from state to state. So, doing some basic research and double-checking your assumptions can go a long way toward avoiding payroll errors.

Keep a Checklist

You can make the right checklist for you’re all your employers and with this, you can never go wrong. You might want to keep a list of all new employees based on pay period, all pay changes, all deduction changes, and other updates in one central place. Then, while you're working on the payroll for that period, you can review each list to make sure all changes made to your system are correct.

Software Overpaying and How to Avoid It

It is very easy to overpay for software when you don’t know the method of using it. A company wastes thousands of dollars every year on software that are not used by clients and other peoples. And another company reported that they saved more than $40,000 a year by canceling that software licenses which are not used after analysis. Here’re given some ways to make sure you are not overpaying for software –

Compare Installed Software Licenses to Licenses Used

According to this, you can check the software you have installed across your area that is all of it getting used. Also, it is very easy for unused licenses to get overlooked but, if you know that some software is not used by clients, you can cancel those licenses, for which, you don’t have to pay extra money. You might be surprised to see the actual usage history of the software and also, cutting down on additional licenses can be quite a relief to your budget.

Identify Where Each Type of Software is Most Commonly Used

However, all licenses can be used throughout the day but, it is a good idea to check where they are most commonly used and focus on use in a specific laboratory. Being aware of the location can save you thousands of dollars a year.

Set-Up Alerts and Tags to Continue Monitoring Software Usage

If you want to know how often an application/software is used each week then, using the Tags feature in LabStats, you can set up alerts on certain applications and be notified if an application hasn't been used for a week, month, or two days. Knowing this can set you on a path to streamline your license purchase to maximize usage.

Avoiding the Overpaying for Payroll (Employee) Services and Software in the Future

Compensating for overpayment of salary can be stressful and confusing for all companies or organizations that are included in it. To avoid this, you can take some steps –

Advertisement :

Use payroll software to help you avoid accounting errors.

Review the numbers before processing payroll to avoid overpayments due to errors.

Track unused hours of employees with time and attendance software to avoid accidentally paying PTO (Paid Time Off).

Outsource your payroll administration to an experienced PEO or a professional such as Hamilton Edwards.


Therefore, Technology is revolutionizing the way all types of businesses. While implementing a new technology sounds like a hard task, once you select the right payroll software, and you can see its benefits for your organization.


What is Payroll Service Overpayment and how to avoid it?

What is Software Overpaying and how to avoid it?