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How To Calculate Employer Portion Of Payroll Taxes

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Benefits Paid By The Employer

Calculating payroll taxes with Hector Garcia 2022 | QuickBooks Payroll

As an employer, you can choose to offer your employees benefits. Many employers also pay a portion of these expenses on behalf of the employee as part of their benefits package. You can also offer the option to deduct the cost of the benefits from the employees gross wages.

Typical benefits include:

Typical benefits with voluntary deductions include:

  • Retirement contributions
  • Child daycare
  • Flexible spending accounts
  • Healthcare spending accounts

The above benefits generally require the employee to contribute a certain percentage from his or her pre-tax income to pay for expenses throughout the year.

These deductions do not normally require a contribution from an employer , but they do require that an employer keeps track of these deductions and calculates them correctly.

Additionally, if you offer your employees paid vacation or sick days, youll need to have a way of factoring in these days as well. Most paid time off is paid at the same rate as a day of work, so the most important thing is to make sure youre keeping track of the number of hours an employee is taking as paid time off to ensure that he or she isnt abusing your policy.

What’s New As Of January 1 2022

The major changes made to this guide since the last edition are outlined.

This guide reflects some income tax changes recently announced which, if enacted as proposed, would be effective January 1, 2022. At the time of publishing, some of these proposed changes were not law. We recommend that you use the new payroll deductions tables in this guide for withholding starting with the first payroll in January 2022.

For 2022, employers can use a Federal Basic Personal Amounts of $14,398 for all employees.

The federal income tax thresholds have been indexed for 2022.

The federal Canada Employment Amount has been indexed to $1,287 for 2022.

The Ontario income thresholds, personal amounts, surtax thresholds and tax reduction amounts have been indexed for 2022.

How To Calculate Employer Payroll Taxes

FICA and Unemployment taxes are relatively standard and, therefore, easier to calculate. Federal and state income taxes, however, can be a bit more of a challenge.

Form W-4 determines the amount of Federal income tax that is withheld from a paycheck. This form shows employees filing statuses and number of exemptions they claim. IRS Publication 15B, Employers Tax Guide, in Section 17: How to Use the Income Tax Withholding Table, indicates how much tax to withhold from each employee. This tax table is updated annually by the IRS, so its important to keep on top of things.

A similar tax table is produced annually by each state. As an example: if your employees work in Georgia, you can download the 2019 Georgia Income Tax Tables to determine precisely how much state income tax to withhold from your employees paychecks.

Also Check: Where Do I Send My Taxes

Who Needs To File

You must file an EHT annual return if:

  • your annual Ontario payroll is greater than your tax exemption
  • you:
  • PO Box 620Oshawa ON L1H 8E9

If you did not receive a return, and your Ontario payroll for the year exceeds your allowable exemption amount, call us at 1-866-ONT-TAXS to request a copy of your personalized return. To ensure accurate processing, please file an original, preprinted form whenever possible. Alternatively, an online generic employer health tax return is available on the ministry’s website. Please access the form and follow the included instructions for completion and filing of the completed return.

Other Employer Payroll Tax Requirements

How to Calculate Payroll Taxes: Step

As the pay periods go by and tax money is withheld from employees paychecks , businesses may eventually have to file quarterly tax returns with federal, state and local governments. The deadline for filing IRS Form 941, Employer’s Quarterly Federal Tax Return is usually the last day of the month following the end of a quarter. So, if the first quarter of the year ends March 31, then the first Form 941 would be due April 30. Payments can be made via the Electronic Federal Tax Payment System® .

After the year is over, employers typically need to issue Forms W-2 to employees and Forms 1099-MISC to independent contractors. They might also have to file three additional forms:

  • Form W-3 reports the total W-2 earnings from all employees to the Social Security Administration
  • Form 1096 is a summary and transmittal form that accompanies other IRS forms

Read Also: How Do Small Business Owners File Taxes

Cpp Contribution Rate And Maximum


As a result of Canada Pension Plan enhancements the CPP contribution rates for employers and employees is 5.45% starting on January 1, 2021. For more information about the Canada Pension Plan enhancement go to Canada Pension Plan Enhancement.

You have to deduct CPP contributions from your employees pensionable earnings. As an employer, you must contribute an amount equal to the CPP contributions that you deduct from your employes remuneration.

Each year, we determine all of the following:

  • the maximum pensionable earnings from which you deduct CPP
  • the years basic exemption, which is a base amount from which you do not deduct CPP contributions
  • the rate you use to calculate the amount of CPP contributions to deduct from your employees remuneration


Different rates apply for employees working in Quebec. See Employment in Quebec.

Federal Basic Personal Amount Formula

Where NI* $155,625, BPAF = $14,398

Where $155,625< NI* < $221,708, BPAF= $14,398 – × ***

Where NI* $221,708, BPAF = $12,719

* Variable NI represents Net Income for the year from the employer = A + HD

** If the BPAF has three or more digits after the decimal point, increase the second digit after the decimal point by one if the third digit is five or more, and drop the third digit. If the third digit after the decimal point is less than five, drop the third digit

*** Note that there is no rounding on this division

If the appropriate provincial or territorial Form TD1 is not submitted by the employer or pensioner, TCP is the province or territory’s Basic Personal Amount. For Nova Scotia and Yukon, use the BPANS and BPAYT formulas respectively.

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What Taxes Are Considered Payroll Taxes

Federal unemployment income, Medicare, and social security are payroll taxes. Contractor and termination payments, leave, allowances, and fringe benefits are other items included in a payroll tax. Employees pay these taxes through payroll deductions. Workers and employers share Medicare and social security taxes while self-employed individuals pay each.


Penalties Interest And Other Consequences

Step-by-step guide to calculating employee paychecks with Hector Garcia | QuickBooks Payroll

Failure to deduct

If you fail to deduct the required CPP contributions or EI premiums from the amounts you pay your employee, you are responsible for these amounts even if you cannot recover the amounts from the employee. We will assess you for both the employers share and the employees share of any contributions and premiums owing. We will also assess a penalty and interest as described below. For more information, see Recovering CPP contributions and Recovering EI premiums.

If you failed to deduct the required amount of income tax from the amounts you pay your employee, you may be assessed a penalty as described below. As soon as you realize you did not deduct the proper amount of income tax, you should let your employee know. Your employee can either pay the amount when they file their income tax and benefit return or they can ask you to deduct more income tax at source. For more information, see Request for more tax deductions from employment income.

Penalty for failure to deduct

We can assess a penalty of 10% of the amount of CPP, EI, and income tax you did not deduct.

If you are assessed this penalty more than once in a calendar year, we will apply a 20% penalty to the second or later failures if they were made knowingly or under circumstances of gross negligence.

Failure to remit amounts deducted

Penalty for failure to remit and remitting late

We can assess a penalty when either of the following applies:

The penalties are as follows:



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What Payroll Taxes Do Employers Pay

Payroll taxes are one part of what the IRS considers as employment taxes. The term employment taxes actually refers to a variety of taxes that are directly connected to your employees. These taxes include:

  • Federal and state income taxes
  • Federal Insurance Contribution Act taxes
  • Federal Unemployment Tax Act taxes
  • Additional Medicare tax
  • Self-employment tax

While some people confuse payroll taxes with income tax, the term payroll taxes specifically refers to FICA taxes. These FICA taxes are made up of a combination of Social Security and Medicare taxes, both of which are deducted from employee paychecks to fund their respective programs. Altogether, FICA taxes account for a total flat rate of 7.65 percent thats split between Social Security and Medicare.

These taxes are deducted from employee paychecks, but employees arent the only people who contribute these percentages to Social Security and Medicare. Both employees and employers are responsible for paying them, and the employer payroll tax percentage is the same as what employees owe. As such, your business needs to match the flat percentage deducted from each paycheck.

How Your Paycheck Works: Income Tax Withholding

When you start a new job or get a raise, youll agree to either an hourly wage or an annual salary. But calculating your weekly take-home pay isnt a simple matter of multiplying your hourly wage by the number of hours youll work each week, or dividing your annual salary by 52. Thats because your employer withholds taxes from each paycheck, lowering your overall pay. Because of the numerous taxes withheld and the differing rates, it can be tough to figure out how much youll take home. Thats where our paycheck calculator comes in.

Tax withholding is the money that comes out of your paycheck in order to pay taxes, with the biggest one being income taxes. The federal government collects your income tax payments gradually throughout the year by taking directly from each of your paychecks. It’s your employer’s responsibility to withhold this money based on the information you provide in your Form W-4. You have to fill out this form and submit it to your employer whenever you start a new job, but you may also need to re-submit it after a major life change, like a marriage.

If you do make any changes, your employer has to update your paychecks to reflect those changes. Most people working for a U.S. employer have federal income taxes withheld from their paychecks, but some people are exempt. To be exempt, you must meet both of the following criteria:

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Form Td3f Fishers Election To Have Tax Deducted At Source

When a fisher sells a catch, the fisher can choose to have the buyer, also known as the designated employer, deduct income tax at a rate of 20% from the proceeds of the sale. To do this, the fisher must fill out Form TD3F and give it to the designated employer. The designated employer is then responsible to deduct, remit and report the amounts withheld.

State And Local Income Tax Withholding

Payroll Tax: What It Is, How to Calculate It

As an employer, you are required to withhold both local and state income taxes from your employee’s gross wages. If your business is located in a state with no income tax, such as Florida, you will not have to withhold these taxes.

Calculating the withholding amount for state income taxes follows the same process as federal income taxes.

Also Check: Do You Pay Income Tax On Unemployment

Payroll Tax Vs Income Tax Levies

The Internal Revenue Service levies wage tax vs income tax for different factors. While income and payroll tax are similar, they have differences, and the IRS levies for various reasons.

What is income tax levied on?

Individual income tax is also referred to as personal income tax. This income tax is levied on an individual’s wages, salaries, and other types of income. This tax is usually a tax the state imposes. Because of exemptions, deductions, and credits, most individuals do not pay taxes on all of their income.

The IRS offers a series of income tax deductions and tax credits that taxpayers can use to reduce their taxable income. While a deduction can lower your taxable income and the tax rate used to calculate your tax, a tax credit reduces your income tax by giving you a larger refund of your withholding.

What are payroll taxes levied on?

The federal government levies payroll taxes on wages and self-employment income. A payroll tax is a tax on employees and employers to fund Social Security, Medicare, and other social insurance programs. Employees usually have these taxes withheld from their paychecks, while employers pay them in addition to any other taxes they owe.

However, most economists agree that employees bear the actual cost of employer payroll taxes in the form of lower wages. The revenues go toward funding Social Security, which pays benefits to retirees, persons with disabilities, and survivors of deceased workers.

Form Td1 Personal Tax Credits Return

There are two types of Form TD1, Personal Tax Credits Return federal and provincial or territorial. Both forms, once completed, are used to determine the amount of federal and provincial or territorial tax to deduct from the income an individual receives in a year.

Individuals who will receive salary, wages, commissions, employment insurance benefits, pensions, or other remuneration must fill out a federal Form TD1 and, if more than the basic personal amount is claimed, a provincial or territorial Form TD1. For Quebec, see Employment in Quebec.

An employee must fill out a Form TD1 and give it to the employer when the employee starts work. The employee should fill out a new Form TD1 within seven days of any change that may result in a change to their personal tax credits for the year.


cannot claim them againmore

Employees who do not fill out new forms may be penalized $25 for each day the form is late. The minimum penalty is $100, and increases by $25 per day to the maximum of $2,500.

Employees do not have to fill out new TD1 forms every year if their personal tax credit amounts have not changed.

You are committing a serious offence if you knowingly accept a Form TD1 that contains false or deceptive statements. If you think a Form TD1 contains incorrect information, call 1-800-959-5525.

Have a completed Form TD1 on file for each of your employees or recipients. We may ask to see it.


Employment in Quebec

You can get Quebec forms from Revenu Québec.

Claim codes

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Register For An Eht Account

It is your responsibility to register for an EHT account with the Ontario Ministry of Finance if you are an employer who is either:

  • not eligible for the tax exemption
  • eligible for the tax exemption but your payroll exceeds your allowable exemption

Once you register for EHT we will begin to send you annual returns.

Overview Of Tax Returns And Deposits

SurePayroll – How to Calculate Payroll Taxes

Employers have the responsibility to file employment-related tax returns and deposit employment taxes according to set deadlines. If they fail to do so, they may be subject to failure to file and failure to pay penalties. What’s more, “responsible persons” in the company who fail to deposit trust fund taxesamounts withheld from employees’ paychecksmay be subject to a 100% personal liability. This trust fund recovery penalty is triggered when a person with the authority to make payment decisions willfully fails to deposit the taxes. The possibility of these penalties means employers must get things right.

Read Also: How Much Tax Is Taken Out Of Social Security

How To Calculate And Report Deductions

Maddy Price / The Balance

Employers calculate payroll taxes using an employee’s gross or total wage earnings and various deductions to arrive at net or take-home pay. This seems simple enough on the surface, but calculating the deductions requires attention to detail and extreme accuracy.

Yukon Basic Personal Amount Formula

The Yukon Basic Personal Amount formula mirrors the federal Basic Personal Amount .


Additional tax calculated on taxable income
Y Additional provincial tax reduction amount based on the number of eligible dependants used in the calculation of Factor S
YTD Year-to-date, not including current pay period

All factor definitions appear only in the Glossary unless further details are required in specific situations.

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Our Conclusion On The Difference Between Payroll And Income Tax

Many taxpayers ask, âwhat is the difference between income tax and payroll taxâ? Although income and payroll taxes creates confusion for many taxpayers, there are apparent differences. Tax rates and what the taxes fund are significant differences between payroll and income tax. While income tax is the responsibility of employees, workers and employers are responsible for payroll taxes.

Whether you’re self-employed or working for a business organization, income tax is your responsibility. Remember that you can withhold some income and payroll taxes on your tax forms at the state level but pay at the federal level if you qualify. A municipal bond is a perfect example of tax liability that can be exempt on a w-4 form as workersâ compensation.

State And Local Taxes

How to Calculate Payroll Taxes for Your Small Business

Some states have no state income taxes, so you may be off the hook. But if youre required to pay state taxes , youll want to make sure your calculations are done right.

Different states apply payroll taxes in different ways, but once you know how to calculate the FIT and FICA taxes, calculating state taxes is a similar exercise.

Also, be sure to check whether your state imposes local taxes that are paid on top of federal and state taxes.

Also Check: Where To Send California State Tax Return

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