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Welcome to the world of payroll deductions, where numbers, acronyms and regulations collide in a whirlwind of financial wizardry. 

Now, in a world without technology, navigating the payroll deduction landscape would be a veritable nightmare that would see HR as a profession that would be more akin to accounting than people practices. 

Luckily, we don’t live in that world and much of the payroll deductions you’ll have to execute will be automated by whatever software you choose. So let’s start there. 

Payroll Software

At this point, you’re probably wondering about technology solutions to help you calculate and streamline your payroll deduction processes. 

There are a variety of products on the market that can help you do this. Some are free and serve those on a shoestring budget and some are a good fit for those with a global workforce. Others offer a full suite of payroll services and some are suited specifically to small businesses

Whatever your needs are, we’ve most likely reviewed it in our tool guides, so be sure to check out the links provided.

Resource: 10 Best Payroll Software Reviewed and Compared

Now, if you want to get into the nitty gritty details of payroll deductions, read on. 

Types Of Payroll Deductions

Payroll deductions can essentially be broken down into categories based on who they’re for,  where they’re going and whether they’re required or not. .

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Mandatory Deductions

Essentially, in the U.S. there are four types of mandatory deductions. 

  • Federal Income Tax - Upon accepting a new position, employees fill out a Form W-4 helps determine the amount of tax to withhold from employee paychecks.
  • State Income Tax - Varies from state to state and is deducted in addition to federal income tax. 
  • Social Security - Used to fund the country’s Social Security program, ensuring a safety net for retirees. 
  • Medicare - Provides funding for healthcare for seniors and individuals with disabilities. 

FAQ

Voluntary Payroll Deductions

Not all deductions are mandatory. Deductions also provide opportunities to set money aside for other things or help pay a person’s healthcare costs. Here are some examples of voluntary deductions. 

  • Retirement Contributions - Be it a 401k, an IRA or another type of retirement plan savings account, helping employees build their retirement savings is a payroll deduction everyone can get behind. 
  • Health Insurance - The U.S. healthcare system is held up by employer and employee contributions to health insurance plans, also known as health insurance premiums. Your employee will choose from different types of healthcare plans at varying costs which suit their needs and finances. 
  • Employee Stock Options - These deductions allow employees to buy company stock at a set price and if the company grows, that stock can be sold at a profit. There pros and cons to stock options, but they are a benefit many employees value. 
  • Flexible Spending Account - An FSA allows employees to set aside a portion of their pre-tax income to cover eligible medical expenses. Pre-tax deductions like this reduce their taxable income, resulting in potential tax savings.
  • Union Dues

The Legal Landscape

Mandatory deductions are set by U.S.federal  law as well as the states. Let’s take a closer look at each.

Federal Laws

FICA, or the Federal Insurance Contributions Act, is the framework for taxes collected to fund Social Security and Medicare. 

The Social Security taxes include the old age, survivors and disability insurance taxes. Medicare tax is also known as the hospital insurance tax.  

FLSA, or the Federal Labor Standards Act, is a law that establishes minimum wage, sets the definition of full time work at 40 hours per week and establishes “time and a half” pay as the standard for overtime pay. 

State Laws

Tax and compensation laws vary widely by state or province if employing someone in Canada. These require the filing of a separate tax return.

Some states have flat tax rates and others use tax brackets. In some, local taxes piggyback on state taxes essentially, being filed as deductions on state returns. In some states, local taxes are collected as a payroll tax.

The difference between payroll deductions from state to state is enough to make you thankful for your trust payroll software. The difference between California compared to Florida couldn’t be more stark, and we’re guessing you got into people operations to focus on people rather than withholding tables and tax law.

Impact On Employee Retention And Performance

Deductions are a lot to take in for employees, particularly those who are younger and have less experience navigating taxes and benefit programs. If you’ve got a proper software solution to automating your payroll deductions, it’s really down to HR keeping some best practices at the forefront of their thinking. 

Financial Well-being of Employees

Payroll deductions might seem like an afterthought, but proper management of payroll processes so there aren’t any hang ups during tax season will be something that your employees appreciate. Get it wrong, and you’ll have an annoyed employee, unhappy with their net pay and asking questions of the entire process. 

But as part of executing payroll deductions correctly, you’ll want to show your employees their financial health is important to the organization by providing workshops, seminars and other resources about financial wellbeing. 

This sort of employee education aimed at helping them make the most of their take-home pay while building financial health. Doing so will build employee trust, a key factor in retention. 

Transparency and Communication

So now we’re to the heart of it. It all comes back to trust and how do you cultivate trust? Naturally, it starts with transparency and communication. 

For example, as part of your payroll deduction practices, you’ll want to perform regular audits. Internal audits ensure that you’re less likely to receive one from the IRS, so they’re worth the time it takes to conduct them. 

Communicate with employees when performing an audit and ask them to bring any questions they may have around their payroll. If nothing else, it will encourage some of them to take a closer look at their gross pay and deductions and verify their accuracy, or come to you with any concerns. 

At worst, the employee raising a red flag could help you spot a problem in your processes. At the very least, it provides you with a way to engage with them around their deductions, ensuring they understand why the money is being withheld and how they can change it if they desire.

Balancing Compliance And Innovation

Compliance is key when dealing with post-tax deductions. Ensure that you're following any legal mandates, court orders or agreements related to these deductions by reviewing them regularly and consulting employees around any ambiguity or areas of confusion. 

Mistakes in this area can have legal consequences and provide a number of headaches should the company be audited by the IRS.

When employees look at their pay information or W2 during tax season, there won’t be any that think the deductions weren’t enough or that they should be thankful it was taken. But by being creative around your benefit offerings, you can help them feel at ease with any deductions that they face. 

FAQs to Elevate Your Payroll Deduction Management

Conclusion

Payroll deductions can sound complicated and scary to get wrong. The truth is, with the right software solution they’re likely to be an afterthought, leaving HR professionals to focus on picture tasks and initiatives and the most important part of their day-to-day work.

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By David Rice

David Rice is a long time journalist and editor who specializes in covering human resources and leadership topics. His career has seen him focus on a variety of industries for both print and digital publications in the United States and UK.