Payroll is a process of paying your employees. However, it also includes choosing a payroll schedule, calculating salaries, wages and taxes, and making sure everything is completed accurately and on time. Payroll management can make it easier to avoid your legal compliance obligations under local, state and federal laws. Payroll compliance is a must for all business owners because overtime, employee treatment and income tax regulations are essential components of payroll. In this blog, we have explained all about payroll compliance.

What is payroll?

Payroll is the salary structure that a company pays its employees at a specific time or on a specific day. Usually, the company’s accounting or human resources department handles it. Payrolls for small businesses can be handled directly by the owner or co-workers. Companies are using technology to improve their payroll processing, employee benefits, insurance and accounting duties. It includes payroll-related documents in digital form. They pay employees more quickly and conveniently. The term “payroll” can also refer to the list of employees and salaries payable in a company.

What is Payroll Compliance?

Payroll compliance is a term also known as statutory compliance, which refers to the legal framework established by the federal or state government to regulate business operations. Each country has a unique set of payroll rules, and business owners operating there must follow them. Keeping an impeccable compliance record has many benefits for your company. As you build trust with the government, it can make it easier for businesses to expand within the country. Businesses have a lot to lose when there is non-compliance, including financial penalties and degraded brand reputation. As a result, businesses need to be knowledgeable about the employment laws in the country where they operate in order to manage payroll or statutory compliance.

Payroll Compliance Checklist

Payroll compliance checklists provide a reference point to guide you through all your processes. They can be used to train your HR team and other staff members on payroll administration and management. There are many reasons for creating a payroll compliance checklist. Make sure everything on the checklist is completed, including steps (determining whether an employee is exempt or non-exempt, setting up direct deposit, etc.), as well as reminders (adding employees to the payroll system, reporting new hires, including reports of company database, etc) as required to maintain compliance.

What are the Payroll Rules and Laws?

Payroll is governed by a wide range of laws. In addition to various municipal and state laws, businesses should be aware of the following federal laws:

1. Fair Labor Standards Act (FLSA): The FLSA establishes child labor regulations, payroll record-keeping requirements, and national minimum wages as well as overtime rates.

2. Federal Insurance Contribution Acts (FICA): Payroll taxes known as FICA which help pay for Social Security and Medicare.

3. Equal Pay Act (EPA): The EPA mandates that companies performing comparable occupations in the same workplace pay equal compensation to men and women in order to prevent gender-based wage discrimination.

4. Davis-Bacon Act: The Davis-Bacon Act mandated that companies working on public works projects pay prevailing wages to laborers and mechanics.

5. Federal Unemployment Tax Act (FUTA): FUTA provides temporary financial assistance to people who have lost their jobs due to circumstances beyond their control.

What is Payroll tax Compliance?

At its most basic level, payroll tax compliance rules mean:

  • Accurate calculation of wages, including overtime.
  • The correct amount of payroll tax withheld from wages is subject to each applicable payroll tax (eg, Social Security tax).
  • Timely depositing related tax obligations with the appropriate federal, state and local tax agencies.
  • Filing payroll tax returns with each of those jurisdictions.

What is the Payroll Compliance in accordance with federal and state laws?

The complexity of payroll compliance only increases as organizations expand into other jurisdictions. It is challenging enough in one state. Some states have no income tax at all, while others have fixed rates or their tax rates. Some states follow the federal income tax code. States may have different requirements for filing state income taxes, as well as different deadlines and consequences for failure. In addition to income taxes, each state has different minimum wage requirements, unemployment tax rates, and the cost of disability insurance.

What are the benefits of Payroll Compliance in India?

Here are a few justifications for the benefits of payroll compliance and why every business should comply with laws that protect both employee and employer rights.

  • No matter their position, employers must treat everyone in the company fairly.
  • Every employee is paid fairly by the employer in accordance with the minimum wage rules, which protect the rights of employees.
  • Employees shall not be treated unreasonably or required to work overtime without pay.
  • Worker will get payment on time
  • Employers are protected from unreasonable increases or demands from trade unions.
  • A strong bond between employers and employees.


Payroll compliance means following all federal, state and local regulations governing how employees are paid. Employers who violate any of these laws may face penalties that could negatively impact their bottom line or even put them out of business. After all, the livelihoods of employees and their families are highly dependent on receiving secure, accurate and timely payment for their work.

Author Bio

Qualification: Graduate
Location: Ahmedabad, Gujarat, India
Member Since: 04 Oct 2017 | Total Posts: 184
Ishita is a young woman entrepreneur and currently the Operations Director at ebizfiling India Private Limited. In her entire career so far, she has led a team of 50+ professionals like CA, CS, MBAs and retired bankers. Apart from her individual experience on almost every facet of Indian Statutory View Full Profile

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February 2024