Running a small business involves navigating a complex web of taxes, and among the myriad types, payroll and income taxes stand out as crucial components. Understanding the distinctions between these taxes and how they impact employee paychecks is essential for any business owner. Here, we break down the disparities, delve into the calculations, and explore best practices for managing these financial obligations.
What is Payroll Tax?
Payroll tax encompasses a spectrum of taxes related to employment, involving both employers and employees. It includes contributions for Social Security, Medicare, and unemployment compensation. It’s imperative to note that the burden of payroll taxes can be shared between the worker and the employer, with each party contributing to specific components.
What is Income Tax?
Income tax, on the other hand, is a tax levied on an individual’s earnings and can be assessed at federal, state, and local levels. It applies to various forms of income, including wages, dividends, and interest. Unlike payroll taxes, income taxes are the responsibility of the individual, and employers play a role primarily as the withholding agent.
Accounting for Payroll Liabilities and Expenses
To process payroll efficiently, businesses must adopt accrual accounting. This involves posting entries that account for both payroll liabilities and expenses. Accrual accounting records payroll expenses in the period they are incurred, ensuring a more accurate reflection of a company’s financial position.
Categorizing Employees and Independent Contractors
Determining whether a worker is an employee, or an independent contractor is vital for payroll tax obligations. Employees incur payroll expenses for the employer, including taxes and benefits, while independent contractors are responsible for managing their own tax withholdings.
Reviewing Income Taxes
Income tax deductions are a significant part of the payroll process. Employers are mandated to withhold federal, and in some cases, state and local income taxes from employees’ wages. These deductions are not an employer expense but are crucial for fulfilling the individual’s tax obligations.
FICA Taxes and Unemployment Taxes
The Federal Insurance Contributions Act (FICA) taxes fund Social Security and Medicare. Employers contribute a specific percentage, currently 6.2% for Social Security and 1.45% for Medicare, while employees match these contributions. Unemployment taxes, such as the Federal Unemployment Tax Act (FUTA) and State Unemployment Tax Act (SUTA), are primarily employer responsibilities, with rates varying based on factors like state regulations and wage levels.
Other Payroll Costs
Beyond income-related taxes, businesses must consider additional costs like workers’ compensation insurance and voluntary deductions. Workers’ compensation, a mandatory insurance, covers costs in the event of workplace injuries, and its premiums are solely borne by the employer. Voluntary deductions, such as retirement plan contributions or health insurance premiums, may be shared or solely incurred by the employer.
Steps to Process Payroll Expenses
Processing payroll involves a series of steps, from collecting information on Form W-4 to reporting pay amounts to workers. Employers need to calculate net pay, pay workers, submit payroll tax deposits, complete tax forms, and keep accurate records. Using the accrual method for accounting ensures that expenses are recorded when incurred, aligning with the principle of matching revenue with expenses.
Key Journal Entries for Payroll Liabilities
Accounting for payroll involves several journal entries, including accruing payroll, paying accrued payroll in cash, and recording income taxes withheld. Properly documenting these entries is essential for accurate financial reporting and compliance.
Payroll Tax vs. Income Tax
Both payroll and income taxes play a role in shaping the figures on an employee’s paycheck. Pull up a pay stub, and you’ll likely see both types listed. Payroll taxes, calculated as a percentage of an employee’s eligible wages, fund specific government programs. Some are entirely employer-paid, while others involve a shared contribution between employers and employees.
Payroll taxes encompass:
- Federal Insurance Contributions Act (FICA) taxes
- Self-Employed Contributions Act (SECA) taxes
- Federal Unemployment Tax Act (FUTA) taxes
- State Unemployment Tax Act (SUTA) taxes
- State disability insurance (SDI) taxes
On the other hand, income taxes, including federal, state, and local components, are what individuals pay throughout the year. Federal income taxes, unlike payroll taxes, contribute to various government programs. The responsibility for income tax lies squarely with the individual, and employers serve as withholding agents, deducting a portion from each paycheck.
How to Calculate Payroll Tax and Income Tax
Calculating Payroll Tax: A Step-by-Step Guide
Let’s illustrate the process with an example. Consider Kimberly, earning a $144,000 salary at an LLC, paid semi-monthly. Alongside her salary, she enjoys a $100 monthly gym membership and $200 in employer-paid health insurance premiums. With a 5% contribution to a 401(k) plan, Kimberly’s first paycheck of 2021 can be broken down as follows:
- Determine Gross Wages: Kimberly’s annual salary of $144,000 translates to $6,000 each pay period ($144,000 ÷ 24 pay periods). Adding half of her monthly fringe benefits results in a gross pay of $6,150.
- Calculate Taxable Wages: Exemptions and inclusions vary for different payroll taxes. For FICA, health insurance premiums are exempt, making Kimberly’s FICA-taxable wages $6,050. Gym memberships and retirement contributions remain taxable.
- Identify Who Pays the Tax: Some payroll taxes are entirely employer-paid (e.g., FUTA), while others, like FICA, involve contributions from both employers and employees.
- Calculate the Payroll Tax: Kimberly’s FICA taxes for the first paycheck, based on $6,050 in taxable wages, amount to $463.83 (6.2% for Social Security, 1.45% for Medicare).
Calculating Income Tax Withholding
Federal income tax withholding depends on the employee’s Form W-4, which considers factors like earnings, marital status, and dependents. Encouraging employees to use the IRS tax withholding estimator before filling out Form W-4 ensures accuracy. In Kimberly’s case, the estimator suggests withholding $568 per paycheck for federal income taxes.
Best Practices for Managing Payroll and Income Taxes
Invest in Payroll Software:
Efficiency is key when it comes to payroll, and investing in reliable payroll software streamlines the process. Beyond payroll calculation, these tools often assist in filing employment tax forms, saving time for more strategic aspects of business management.
Have a Tax Professional on Standby:
Taxes are inherently complex, and having a tax professional, whether a tax attorney or CPA, can be invaluable. Their guidance not only helps in accurate filings but can also prevent costly penalties.
Beyond Payroll and Income Taxes
While payroll and income taxes are fundamental, it’s crucial not to overlook other tax obligations like sales, excise, and property taxes. Staying informed about the full spectrum of taxes impacting business profits ensures comprehensive financial management.
In the dynamic landscape of small business ownership, understanding and efficiently managing payroll and income taxes contribute to the long-term success and financial health of the business. Stay informed, leverage technology, and consider professional guidance to navigate the intricate world of taxes.