Same Team. Additional Resources. Renewed Commitment.
The decision to handle payroll in-house is usually based on the need for control, flexibility and accessibility. Southwestern Payroll provides the same benefits of in-house software, with the added services previously only available through a payroll outsourcing company. With the additional benefits of HR support, Southwestern Payroll surfaces as the only complete co-sourced solution.
|Southwestern Payroll||in-house payroll|
|accessibility||Available 24/7 from any Internet connection.||Typically must be at the office to input data entry securely.|
|HR information accessibility||HR data is accessible anytime, anywhere alongside payroll data within the same database; key statistical data quickly viewable and accessible in the HR Dashboard; comprehensive employee records can include events and reminders.||HR data is stored in various record-keeping vessels such as in file cabinets, spreadsheets and calendars; accessible only when in the office.|
|federal and state tax filings and deposits||Southwestern Payroll takes care of your tax filings and deposits and guarantees they are on time and accurate.||Prepare filings and file manually or through separate tax authorities. Know varying due dates of tax authorities which is often based on amount of tax owed; pay extra fees when due dates missed. Or hire an accountant.|
|security and confidential data||Layers of security including server-based encryption at the hosted server facility, SSL encryption, strong user authentication.||Varies from “little” to “mid-level security” based on the sophistication of IT knowledge. Typical scenario: security consists of a non-encrypted password to access the computer on which payroll data is stored, and a locked filing cabinet.|
|paid time off||Paid time off is set up on the Employee Master record and can be set to accrue and carryover automatically. Review accrued, taken and available balances for all employees at a glance.||Automatic accruals and carryover typically not available. Maintain manual calculation of balances on spreadsheets.|
|employee self-service||Provides a secure portal for employees to view their own pay stubs and paid time off information, as well as make changes to personal info.||May provide a portal at extra cost; typically, you field time-consuming inquiries from employees about their pay stub info and paid time off totals, and update employee information manually.|
|HR expertise and advice||Answers your HR questions from trusted HR resources. Plus access to: HR News, Articles, HR Glossary, Newsletter, HR Posters, HR Forms (state, federal and business), job descriptions, Handbook Constructor and more.||Not offered. Alternative: hire employment lawyer or HR manager.|
|reports||Includes standard and popular pre-built reports; colorful charts and graphs of key statistical data; customized report writer with access to real-time data (created reports can be saved for future use); popular export formats for easy sharing; payroll allocations include miscellaneous employer costs such as insurance and retirement contributions.||Standard reports. May include some charts and graphs. Limited ability to allocate payroll data.|
|direct deposit||All direct deposits are handled by Southwestern Payroll.||Not offered. Typical scenario: build (and tweak) bank interface, get socked with additional bank transaction fees, get file to the bank for each payroll.|
|preparing checks||Enter data and calculate. Tax tables are always up-to-date, even local taxes.||Download tax tables and forms from various tax authorities and manually update. Be aware of tax laws and which taxes may change monthly, quarterly or annually.|
|preparing W-2s||W-2s are done by Southwestern Payroll, which guarantees accuracy.||Not available. Typical scenario: spend hours by the printer dealing with running out of ink or special stock, stock alignment, etc., OR hiring a third-party W-2 processing service, such as an accountant.|
|data backup||Data housed in protected facility; regular backups and duplication stored off-site.||Server typically not protected from fire, flood, loss of data. Backups often stored at same facility or possibly off-site in same region. Backups not done nightly, risking days worth of work loss, and costs.|
|new hire reporting||New hires automatically reported to appropriate entity.||Remember to fax information to state or report on time.|