Payroll guides, in plain language
Simple payroll guides for small-business owners, including people new to the US payroll system. General information only from RunWise Pay, a free matching service — not a payroll provider, accountant, or tax advisor.
Contractor-pay tools vs full payroll
If you only pay 1099 contractors, do you need full payroll or a contractor-pay tool? An honest comparison for small businesses.
Open →Full-service payroll vs payroll software
Full-service payroll vs payroll software: who files your taxes, who fixes mistakes, and which fits a busy small business. An honest, plain comparison.
Open →In-house payroll vs outsourcing
Running payroll in-house vs outsourcing it to a service — the real trade-offs in time, cost, risk, and penalties.
Open →Monthly vs per-payroll-run pricing
Payroll pricing compared: a flat monthly fee vs paying per payroll run — which costs less depending on how often you pay your team.
Open →Payroll service vs accountant
Should a payroll service or your accountant run payroll? How they differ on cost, tax filing, and support — and when each makes sense.
Open →PEO vs payroll provider
A PEO vs a standalone payroll provider — co-employment, benefits, cost, and which fits a small or growing business.
Open →Choosing a payroll service provider
How to choose a payroll service provider: full-service vs software-only, per-employee pricing, tax-filing guarantees, support, and the questions to ask before you sign.
Open →Contractors vs employees
The difference between a 1099 contractor and a W-2 employee, why misclassification is costly, and how payroll and contractor-pay services handle each.
Open →How payroll works, start to finish
A plain-language walkthrough of how payroll works: pay periods, gross-to-net pay, withholdings, employer taxes, deposits, and filings — and where a payroll service takes over.
Open →Multi-state and remote payroll
Running payroll when employees work in different states or remotely — state registrations, withholding, and how a payroll service keeps multi-state payroll compliant.
Open →Payroll compliance basics
Wage-and-hour rules, overtime, pay-stub requirements, new-hire reporting, and recordkeeping — the compliance basics every employer should know.
Open →Payroll service pricing and fees
How payroll service pricing works — base fees, per-employee fees, add-ons for tax filing and year-end forms, and what's typically included vs extra.
Open →Payroll for a small business
Setting up and running payroll for a small business — your first hire, EIN and state accounts, pay schedules, and when to hand payroll to a service.
Open →Payroll mistakes and penalties
The most common payroll mistakes — late deposits, wrong withholdings, missed filings — what they cost in penalties, and how to avoid them.
Open →Payroll taxes, explained simply
Federal income tax withholding, Social Security and Medicare (FICA), FUTA, SUTA, and state taxes — what each one is, who pays it, and how a payroll service handles deposits and filings.
Open →Switching payroll providers safely
How to switch payroll providers without missing a pay run or a tax deadline — what to move, when to switch, and how to avoid duplicate filings.
Open →Should my accountant run payroll or a payroll service?
Should my accountant run payroll or a payroll service? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Do I really need a payroll service?
Do I really need a payroll service? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What payroll taxes does the employer pay?
What payroll taxes does the employer pay? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What do I need before my first payroll run?
What do I need before my first payroll run? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do wage garnishments work in payroll?
How do wage garnishments work in payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How much does a payroll service cost per employee?
How much does a payroll service cost per employee? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How often should I run payroll?
How often should I run payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I calculate overtime pay correctly?
How do I calculate overtime pay correctly? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I fix a payroll mistake?
How do I fix a payroll mistake? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I file a 1099-NEC for a contractor?
How do I file a 1099-NEC for a contractor? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I file W-2 forms for my employees?
How do I file W-2 forms for my employees? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I read a payroll report?
How do I read a payroll report? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I set up payroll for a new business?
How do I set up payroll for a new business? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Can I switch payroll providers mid-year?
Can I switch payroll providers mid-year? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What happens if I file payroll taxes late?
What happens if I file payroll taxes late? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is new-hire reporting and is it required?
What is new-hire reporting and is it required? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How is a bonus or commission taxed in payroll?
How is a bonus or commission taxed in payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Is it legal to pay employees in cash?
Is it legal to pay employees in cash? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I pay myself as a business owner?
How do I pay myself as a business owner? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How does workers' comp connect to payroll?
How does workers' comp connect to payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Do I need payroll for a nanny or household employee?
Do I need payroll for a nanny or household employee? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Payroll basics for a new immigrant business owner
Payroll basics for a new immigrant business owner A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Does an LLC need to run payroll?
Does an LLC need to run payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Does a nonprofit need to run payroll?
Does a nonprofit need to run payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I run payroll for one employee?
How do I run payroll for one employee? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I run payroll for remote employees?
How do I run payroll for remote employees? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How does payroll work for a restaurant with tips?
How does payroll work for a restaurant with tips? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I run payroll for seasonal workers?
How do I run payroll for seasonal workers? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How long do I have to keep payroll records?
How long do I have to keep payroll records? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Payroll software vs a full payroll service
Payroll software vs a full payroll service A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What are the payroll tax deadlines?
What are the payroll tax deadlines? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →PEO vs payroll service: what's the difference?
PEO vs payroll service: what's the difference? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do I register for state payroll taxes?
How do I register for state payroll taxes? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How do expense reimbursements work with payroll?
How do expense reimbursements work with payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How does S-corp owner payroll work?
How does S-corp owner payroll work? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Should a worker be a W-2 employee or a 1099 contractor?
Should a worker be a W-2 employee or a 1099 contractor? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →Weekly vs biweekly vs semimonthly pay schedules
Weekly vs biweekly vs semimonthly pay schedules A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What gets withheld from a paycheck?
What gets withheld from a paycheck? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What has to be on a pay stub?
What has to be on a pay stub? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is a W-4 form and how do employees fill it out?
What is a W-4 form and how do employees fill it out? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is a W-9 and when do I collect one?
What is a W-9 and when do I collect one? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is an EIN and do I need one for payroll?
What is an EIN and do I need one for payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →How does direct deposit payroll work?
How does direct deposit payroll work? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is FICA tax (Social Security and Medicare)?
What is FICA tax (Social Security and Medicare)? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is Form 940 and FUTA tax?
What is Form 940 and FUTA tax? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is IRS Form 941?
What is IRS Form 941? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is full-service payroll?
What is full-service payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What's the difference between gross and net pay?
What's the difference between gross and net pay? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →What is SUTA / state unemployment tax?
What is SUTA / state unemployment tax? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →When should a small business outsource payroll?
When should a small business outsource payroll? A clear, honest, plain-language answer for small and mid-size business owners — plus a free way to get matched with a payroll service that handles it.
Open →The first payroll run checklist
A free checklist of everything you need before your first payroll run — EIN, state accounts, employee forms, pay schedule, and bank details.
Open →Estimate your payroll service cost
A free worksheet to estimate what a payroll service should cost for your business — base fee plus per-employee fee — so you can compare quotes fairly.
Open →Payroll tax deadline calendar
A free, plain-language calendar of the payroll tax deposit and filing deadlines so you never miss a 941, 940, or W-2 due date.
Open →Switching payroll providers checklist
A free step-by-step checklist for switching payroll providers without missing a pay run or duplicating a tax filing.
Open →W-2 vs 1099 classification guide
A free plain-language guide to deciding whether a worker is a W-2 employee or a 1099 contractor, and why getting it right protects you.
Open →What these guides are for
Payroll can feel confusing, especially if you are hiring for the first time, switching from paying cash, or learning how US payroll works. Our guides explain common payroll topics in plain language so you can understand the basics, ask better questions, and avoid expensive mistakes.
RunWise Pay is a free matching service, not a payroll provider, accountant, bookkeeper, or tax advisor. We do not run payroll, file taxes, or give payroll, accounting, tax, or legal advice. The information here is general, and you should confirm the details with a qualified payroll provider, accountant, or tax professional and check current IRS and state rules yourself.
Topics we cover
We focus on the questions small-business owners ask most: how payroll works, what payroll taxes are, how to pay employees on time, how contractor payments differ from payroll, what happens at year-end, and how to switch providers without a mess.
A good place to start is How Payroll Works if you want the big picture. If taxes are the part that worries you most, Payroll Taxes Explained breaks down common terms in simpler words.
We also explain what payroll services usually do: calculate wages, withhold taxes, file payroll tax forms, pay employees by direct deposit, prepare year-end W-2 and 1099 forms, and help employers stay organized. What is included depends on the provider, your state, your pay schedule, and the service level you choose.
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