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Payroll is most likely one of the largest expenses you’re responsible for as a business owner. It’s also one of the most important, as you’re the person responsible for ensuring that an employee and their family receive their salary or wages on time so they can pay their expenses.
Because payroll is so important to the employee, the IRS acts with the utmost urgency to ensure that payroll taxes are properly collected and timely remitted by businesses.
For both of these reasons - to be responsible to both your employees and the IRS and other taxing authorities - it’s a good idea for you and other small business owners to understand the importance of payroll taxes and how the payroll tax system works.
Here’s what you’ll learn in this article:
Types of Payroll Taxes
Payroll taxes are the federal, state, and local taxes associated with an employee’s taxable compensation that an employer is responsible for remitting to the proper taxing authority. Here’s a look at the different types of payroll taxes you’ll encounter as a business owner.
Income taxes
Employees owe income tax based on their wage or salary at the federal level and, if necessary, at the state and local levels. This income tax is withheld from the employee’s paycheck by the employer and paid to the respective taxing authority by the employer.
Social Security taxes - employee portion*
Employees pay Social Security taxes on 6.2% of their taxable income up to $162,200 in 2023. (This dollar amount is increased each year based on inflation.) The Social Security tax is officially called Old Age, Survivors, and Disability Insurance (OASDI). Social Security taxes are withheld from the employee’s paycheck by the employer and paid to the U.S. Treasury by the employer.
Social Security taxes - employer portion*
When an employer remits Social Security taxes withheld from an employee’s paycheck to the U.S. Treasury, the employer also makes a matching payment equal to the employee’s portion of Social Security taxes. For example, if an employee owes $1,500 in Social Security taxes, the employer must make a matching payment of $1,500 for a total of $3,000.
Medicare taxes - employee portion*
An employee pays Medicare taxes on 1.45% of their entire taxable income. Medicare taxes are withheld from the employee’s paycheck by the employer and paid to the U.S. Treasury by the employer.
Medicare taxes - employer portion*
Similar to Social Security taxes, an employer makes a matching payment equal to the employee’s portion of Medicare taxes.
Additional Medicare Tax
Employees pay an additional Medicare tax on 0.9% of their taxable income above an applicable threshold. An employer must withhold this Additional Medicare Tax from wages or salaries paid to an employee in excess of $200,000 during a calendar year without regard to that employee’s filing status or wages paid by another employer.
Federal Unemployment Taxes (FUTA)
The FUTA tax rate is 6.0% and applies to the first $7,000 paid to each employee as wages during the year.
State Unemployment Taxes (SUTA)
The SUTA tax is administered similarly to the FUTA tax but with differing tax rates and wage levels.
Read this article from the U.S. Small Business Administration’s website to learn more about the different types of payroll taxes your business might have to pay.
*NOTE: Social Security taxes and Medicare taxes are levied by the Federal Insurance Contribution Act (FICA) of 1935. Hence you may hear payroll taxes also referred to as FICA taxes.
Employer responsibilities with payroll taxes
There are several payroll tax-related tasks for which employers are responsible:
Calculating and withholding
Employers must calculate the amount each employee owes for all types of taxes. The IRS, state, local, and other taxing authorities publish booklets that walk you through this process.
Timely remittance
As a general rule for all types of federal taxes, you must deposit all withheld taxes either monthly or semi-weekly. Check with your jurisdiction about due dates for state and local taxes. Here are the different ways you can make a federal tax payment:
Timely filing of reports
Employers must file a variety of tax returns to report payroll taxes to the respective taxing authorities.
Payroll tax returns and filing deadlines
Here’s a look at the payroll tax returns that must be filed to report the different types of payroll taxes:
Common federal forms and deadlines
Less common federal forms and deadlines
State forms and deadlines
State and local payroll tax return deadlines often, but not always, follow federal reporting due dates. Check with your jurisdiction about the types of tax returns and due dates for state and local taxes.
*NOTE: If a due date for filing a return or making a payment falls on a Saturday, Sunday, or legal holiday, you generally have until the end of the next business day to timely file or pay.
Ensure compliance with payroll taxes
Here are some suggestions to help you stay in compliance with payroll tax rules.
Don’t tackle payroll taxes alone
Properly calculating wages, salaries, and payroll taxes is your responsibility as a business owner. In this article, you learned the importance of understanding how payroll taxes work so you can keep your employees happy and avoid making common payroll mistakes that can result in severe fines and penalties from the IRS.
While payroll may seem complicated and intimidating, remember you’ve got help whenever needed.
Working with a 1-800Accountant small business payroll expert, you can rest easy knowing that you’ll have a helping hand to properly navigate every payroll tax hurdle that you’ll encounter.
This post is to be used for informational purposes only and does not constitute legal, business, or tax advice. Each person should consult his or her own attorney, business advisor, or tax advisor with respect to matters referenced in this post. 1-800Accountant assumes no liability for actions taken in reliance upon the information contained herein.