Making the decision about whether to outsource payroll or keep it in-house takes a lot of thought and preparation. Construction payroll can be complicated, and you also have to make sure that your payroll costs are allocated appropriately.
Before you decide what to do about your payroll, keep in mind these seven benefits of outsourcing construction payroll.
Benefits of outsourcing payroll
1. Save time
Processing payroll takes time. If you’re just starting out with new software or new employees, there’s the software set up, employee set up, timesheet review, timesheet entry, and then calculating pay and taxes. Depending on the size of the company and how frequently employees are paid, payroll processing can require a part-time or full-time staff member. Administrators can easily spend 20 hours a week just processing payroll and dealing with payroll-related items.
By outsourcing payroll processing, you’ll free up hours that have been spent on these administrative tasks. Instead of staff working part-time to process payroll, they may only need to spend a few hours getting the information ready for processing. Having another company provide these services will give your staff more time to work on the business and serve your customers.
Most construction companies ask their office staff to provide many services, of which payroll is only a small part. Unless you need a full-time payroll processor, you look for potential admin employees that have multiple skill sets, because admin staff often spend their time working on a variety of tasks. All this means that payroll knowledge is often secondary to other skills.
A payroll service specializes in providing only payroll processing, so you know they have the expertise needed. Also, outsourcing services use the most up-to-date software ensuring that your payroll is accurate and that it’s performed as efficiently as possible. When updates occur, as they always do, you won’t have to spend valuable time getting up to speed or paying your employees to learn a new process.
3. Keep current staff level
As your company grows, payroll begins to take more and more of your administrative staff’s time. You may find you need to hire more staff just to handle the workload from payroll. There’s added cost and time for onboarding a new employee, training them, and getting them up to speed. Spending time and money on acquiring staff and training them keeps you from doing your work.
By outsourcing, you won’t need to add more staff just to handle payroll as your company gets larger. The service will be responsible for expanding to meet your needs. If you outsource, you can easily assess your staffing needs without having to worry about added payroll processing.
4. You’re always in compliance
It’s imperative to your business that you obey and comply with the laws and regulations for record-keeping and storage of documents, especially when it comes to payroll. Payroll laws are always changing, and software updates are a regular occurrence. Keeping up with the latest and greatest is time-consuming and can be confusing when staff are working on other tasks as well.
A payroll service is always up to date on the most current legislation and tax amounts. They’ll inform you of any changes that need to be made in your business practices, and the rest will be handled as part of your service package. You can rest easy knowing that your payroll is in line with the latest regulations.
5. Lower costs
Processing your own payroll means you have to purchase software, pay for a payroll service subscription, and provide staff time for software set up and payroll processing. Not only that, but you also have to maintain the security of your payroll records and ensure that sensitive information isn’t accessible. All these expenses quickly add up, making providing your own payroll processing a giant headache.
Having someone else do your payroll, including providing the software and set up, allows you to spend your resources, both time and money, on the work you do to make a profit. The savings in software expenses and staff time more than pay for the cost of outsourcing.
6. Complicated payroll is easy
Construction companies often work in multiple locations and multiple states. This complicates the payroll process by involving multiple jurisdictions, taxes, and compliance regulations. Keeping track of all this information for each state your company works in can be overwhelming even for the most experienced administrators.
An outsourcing company knows the laws and regulations for each state and what to do when your employees are working in multiple states. Their software is already set up to handle even the most complicated of payroll situations.
7. Certified payroll is effortless
If your company works on public projects that are subject to prevailing wage laws and require certified payroll reporting, payroll processing is complicated. Union companies also have detailed reporting requirements. Setting up a software system to handle certified payroll or union reporting is a complicated process that can take your staff hours to complete. On top of that, not all payroll software provides the necessary reports for this type of payroll, meaning that your staff has to spend extra time compiling the information required.
Outsourcing companies that specialize in construction payroll have the systems in place to handle prevailing wage and certified payroll reporting with ease. You simply provide the information for each project and the processor takes care of the rest. They’ll send you the reports you need with each processing and you simply turn them in to your clients or the union.
Payroll outsourcing saves time and money
Save your company time and money by outsourcing construction payroll. You’ll ensure that your employees are paid correctly, and records are stored securely, keeping your company in compliance. You’ll save staff time and admin costs, making your company more efficient and profitable.
Dawn Killough is a construction writer with over 20 years of experience with construction payments, from the perspectives of subcontractors and general contractors. Dawn has held roles such as a staff accountant, green building advisor, project assistant, and contract administrator. Her work for general contractors, design firms, and subcontractors has even led to the publication of blogs on several construction tech websites and her book, Green Building Design 101.