The frequency of a company's payroll is not only important to management, but also to employees who rely on a consistent pay schedule to plan their own personal expenses. Although there are no legal requirements dictating how often a business must process payroll, it is best for a standardized schedule be put into place at the beginning of the year and not deviated from unless absolutely necessary. When setting a payroll cycle a company should consider revenue and periods of high cash flow during the month and attempt to plan payroll disbursements accordingly. It is also important to note that a higher number of pay periods also equals higher administrative cost associated with preparation, although offering employees direct deposit can reduce the cost of cutting and distributing paper checks.
Payroll can be processed weekly, bi-weekly, semi-monthly or monthly.
Weekly payroll is processed once per week and is best for a company with high amounts of consistent cash flow and the administrative capacity to process timecards, etc on a weekly basis.
Bi-weekly payroll is processed every two weeks and is a popular option amongst most businesses, although the date of actual distribution may vary from company to company. This pay cycle is favored by employees because it allows enough pay periods throughout the month to avoid running short on cash. It is also an attractive option to employers because it permits enough time to set aside funds before each pay cycle. A bi-weekly pay schedule will result in 26 pay cycles, resulting in payroll being processed 3 times in a one month period, twice a year.
A semi-monthly pay cycle occurs twice a month, usually on the 15th and the 30th, equaling 24 pay cycles per year. This eliminates the two extra pay periods that occur with a bi-weekly pay cycle while offering many of the same benefits.
A monthly pay cycle occurs once per month. This may be a suitable option for a company with restricted or inconsistent cash flow. However, a monthly pay schedule is frowned upon by most employees because it requires careful and diligent planning on their part to avoid running out of cash during the month after paying expenses.
Outsourcing payroll is an efficient way for companies to eliminate the burden of processing timecards and preparing checks/direct deposits, freeing up business resources to complete other important task. A payroll company can not only ensure payroll taxes are being properly withheld and remitted to the appropriate taxing authority, they can also prepare federal and state payroll tax filings as well.







