Client Payroll Manual: Your Priceless Guide to Staying Compliant and Working Smoothly With Our Payroll Team

Payroll is one of those areas in business where even small mistakes can lead to big headaches—missed deadlines, incorrect filings, compliance issues, unhappy employees, or costly penalties. And because payroll rules constantly change, it can be hard for business owners to keep up.

To make things simpler, clearer, and fully compliant for you, we’ve built the Client Payroll Manual—a priceless resource designed to guide you through every step of the payroll process and help you work effectively with our team.

Whether you’re onboarding new employees, preparing payroll reports, managing deductions, or ensuring you’re meeting federal and state requirements, this manual serves as your all-in-one reference guide.

What Is the Client Payroll Manual?

Our Client Payroll Manual is a comprehensive resource that explains how payroll works, what your responsibilities are, what we handle on your behalf, and how we work together to keep your payroll accurate and compliant.

Inside, you'll find easy-to-understand explanations of payroll concepts, instructions for submitting payroll information, detailed compliance guidelines, and step-by-step processes designed to remove confusion and reduce risk.

It’s more than just a manual—it's a core support system for your business operations.

What’s Inside the Payroll Manual?

To help you run payroll smoothly and in accordance with federal and state laws, the manual covers a wide range of topics, including:

1. Introduction to Payroll

A simple breakdown of what payroll is, how it works, and important terms every employer needs to know.

2. Payroll Services Included in Your Program

Clear descriptions of the services included in our Gold Weekly and Platinum Daily programs—so you always know what’s covered.

3. How to Report Payroll

Step-by-step guidance for submitting payroll information, including:

• Remote payroll reporting

• What forms and details to send us

• How to securely deliver payroll data

• New hire reporting requirements

• Forms needed for each new employee

(Paper check processing is no longer offered; we use digital tools only.)

4. Automated Timekeeping

How to submit timekeeping reports, what systems we support, and how automated time-tracking improves accuracy and compliance.

5. Payroll & Deductions Explained

Straightforward explanations of:

• Wages

• Pay frequencies

• Deductions

• Hours-to-minutes conversions

• Employer responsibilities

This section helps you understand exactly how payroll amounts are calculated.

6. Federal & State Payroll Taxes

A deep dive into:

• Withholdings

• Tax payments

• Filing schedules

• State-specific requirements

• Compliance expectations

This helps you avoid penalties and stay aligned with current regulations.

7. Payroll Compliance Laws

Covers major employment laws including:

• Minimum wage

• Overtime

• Paid leave

• Break requirements

• ACA

• FMLA

• Child labor laws

• Independent contractor rules

This ensures you know the legal standards you must follow as an employer.

8. Employee Discipline, Termination & Recordkeeping

Guidelines to help you handle disciplinary actions, terminations, personnel files, and required document retention—all crucial for legal compliance.

9. Addendums & Forms

The manual includes helpful appendices such as W-4s, direct deposit forms, new hire packets, discipline forms, and reporting checklists.

Why This Manual Matters to Your Business

Payroll is not just about paying employees—it’s also about protecting your business from compliance risks. This manual gives you:

• Absolute clarity on what’s required

• Accurate, up-to-date payroll procedures

• Simplified instructions for working with our staff

• Legal confidence backed by verified laws and regulations

• A smoother, faster workflow when submitting payroll changes

• A permanent resource you can return to whenever needed

It reduces confusion, prevents errors, and ensures a cleaner, more predictable payroll process every single pay period.

Key Benefits at a Glance

• One central guide for all payroll procedures

• Easy-to-follow instructions for submitting payroll data

• Clear expectations between your team and ours

• Strong compliance foundation

• Reduced risk of payroll mistakes or penalties

• Better organization and faster processing

• Access to essential forms and references

In Summary

Payroll is complex—but it doesn’t have to feel that way. Our Client Payroll Manual gives you the clarity, structure, and support you need to stay compliant and work smoothly with our payroll processing team.

With this guide at your fingertips, you’ll always know what to submit, when to submit it, and how to keep your payroll and employee records compliant and error-free.