Easy methods to Pay Staff | Selecting the Sort of Fee

How do you pay your workers? With checks? Direct deposit? Different? There are a number of methods to pay workers, particularly as cash continues to maneuver into the digital sphere. If you wish to know how one can pay workers, check out these methods to pay your workers.

And boy, do you’ve got choices. You possibly can minimize workers a test, deposit cash instantly into an account, or hand them an envelope stuffed with money. 

So, which choices are the most effective ones for what you are promoting? Learn on to match the methods you possibly can pay your workers. 

Easy methods to pay workers 

Figuring out which worker cost methodology to make use of is simply a part of the enjoyable. Earlier than you get to the distributing wages step of the payroll course of, it’s worthwhile to calculate workers’ gross wages and withhold taxes and different deductions. 

Nevertheless, this text gained’t get into the nitty-gritty particulars of the payroll course of. As an alternative, it’ll give attention to how one can pay workers and the other ways to pay workers, together with test, direct deposit, pay playing cards, money, and cell pockets. 

list of the five types of payment methods with visual icons

Learn how to pay your workers by wanting on the various kinds of strategies and seeing which one makes probably the most sense for what you are promoting. Take note of prices and your employer duties, too. 


Paying workers with paychecks is among the hottest cost strategies. You might think about paying your workers by both writing or printing payroll checks

In contrast to cost strategies involving digital funds transfers (e.g., direct deposit), workers don’t have to have financial institution accounts to obtain their wages by way of test. As an alternative, workers can use a check-cashing service (for a charge) to obtain their wages. 

Earlier than deciding to supply this cost methodology, think about the professionals and cons of paying your workers with a paycheck. For instance, some workers could want the privateness of receiving paychecks as a result of they don’t have to share banking info. However, paychecks can get misplaced or stolen.  

Time and price of utilizing paychecks 

Handwriting a paycheck could be time-consuming for employers. Writing out worker checks every pay interval takes time, particularly when you’ve got various workers. 

When you resolve to print your workers’ paychecks, it can save you appreciable time from writing all of them out. But when one thing goes incorrect along with your printer (or for those who run out of ink), you’ll have to resort to handwriting checks. 

Plan to spend cash on clean checks for those who handwrite checks. And for those who print paychecks, you want test inventory, ink, and a printer. You would possibly even want a particular MICR printer with magnetic ink. 

Direct deposit

Direct deposit is the commonest method to pay your workers, with over 93% utilizing it. One of many largest advantages of direct deposit is comfort. 

With direct deposit, there’s no have to bodily hand an worker their wages. So, for those who or an worker is on trip, direct deposit recipients will nonetheless obtain their wages on time. 

When you obtain an worker’s banking info, you possibly can instantly deposit their wages every pay interval by way of an digital funds switch (EFT). 

Earlier than deciding to make use of this method to pay your workers, perceive the timeframe for processing direct deposit. If you don’t run payroll by a sure day, your workers gained’t obtain their wages when anticipated except you expedite the method or use one other cost methodology.  

Time and price of direct deposit 

Direct deposit is a comparatively fast course of, except you miss your time-frame for processing. Typically, probably the most time-consuming half is organising direct deposit

Remember that direct deposit could include some charges it’s worthwhile to find out about. You might have to pay set-up charges, month-to-month charges, and a small charge per pay interval. Set-up charges may vary from $50-$149, and transaction charges is perhaps $1.50 per transaction

Nevertheless, you will not be accountable for footing the direct deposit invoice. Search for a payroll software program supplier that gives free direct deposit (like Patriot Software program!).

Payroll playing cards

A pay card (or payroll card) is a pay as you go card that employers can use to pay workers. Every payday, the cardboard is loaded with the worker’s wages for that pay interval. 

Staff can use the pay card like a debit card, or they will withdraw wages by way of an ATM or financial institution cashier. In contrast to direct deposit, workers don’t want a checking account to obtain their wages. 

Time and price of pay playing cards 

Though utilizing pay playing cards can prevent time, there are a number of charges related to this methodology. 

Along with set-up prices, workers could incur charges. Relying in your state, chances are you’ll be required to pay these charges to your workers. 


Paying workers money is one other method you possibly can pay your workers. However for those who resolve to pay workers in money, you should be additional cautious on the subject of holding data. 

Money funds to workers would possibly make the IRS suspicious that you simply aren’t taking out the proper tax quantities.

Paying workers in money makes it harder so that you can hold observe of payroll data. In contrast to different cost strategies, there isn’t an automated audit path (e.g., financial institution data) while you pay in money. 

Time and price of paying money 

Paying workers in money doesn’t require quick charges like with direct deposit, payroll playing cards, and paychecks. 

However, paying in money places you at the next danger for an IRS audit, which prices vital money and time. 

Cellular pockets

One other cost choice rising in recognition is using cell wallets (e.g., Venmo or Apple Pay). 

Cellular wallets for payroll require you to deposit worker wages into their telephone’s digital accounts. Staff with cell wallets can use the funds of their accounts to instantly make purchases. 

Time and price of cell wallets

Depositing cash into an worker’s cell pockets is a comparatively streamlined course of for each workers and employers. 

However earlier than selecting cell wallets as a method to pay your workers, take into consideration the related charges. Luckily, the charges for person-to-person transfers are both nonexistent or small when paying with a checking account. 

Nevertheless, workers could must pay a charge when withdrawing cash from their cell pockets.  

Offering a pay stub 

Relying on what you are promoting location, chances are you’ll be required to offer a pay stub to your workers—no matter their cost methodology. Take note of pay stub necessities by state to remain compliant. 

So, what’s a pay stub? Pay stubs present workers their gross pay, deductions, and internet pay. Consider a pay stub like a receipt that exhibits workers you’ve paid them. 

Payroll recordkeeping 

Whatever the cost strategies for workers, it’s worthwhile to hold correct data for at the least three years

Element info just like the date, quantity, and pay interval for all workers. And, document gross wages, deductions, and internet pay. 

Easy methods to pay your workers: What to not do

Can an employer require direct deposit, pay playing cards, money, paychecks, or cell wallets? 

Most states have legal guidelines that regulate when you may make sure varieties of cost obligatory, like direct deposit and pay playing cards. Sometimes, you will want to supply multiple cost methodology to your workers.

For instance, you possibly can supply workers the choice to obtain their wages by way of direct deposit or by way of paper checks. That method, workers with out financial institution accounts can obtain their wages.

When selecting how one can pay workers, don’t violate state legal guidelines. Work along with your workers to make sure the cost methodology works for them.

Need to be taught extra about cost choices?

Obtain our FREE information for the news.

Keep away from the hassles of managing payroll data, direct deposit charges, and incorrect payroll. Patriot’s payroll permits you to simply print checks or use free direct deposit, and all payroll calculations are 100% assured for accuracy. Strive it at no cost as we speak!

This text has been up to date from its unique publication date of March 22, 2017. 

This isn’t meant as authorized recommendation; for extra info, please click on right here.


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