How Does A PEO Handle Payroll?

For many small business owners, managing payroll is a significant challenge. That’s largely due to the complex regulations surrounding employment taxes, which can be particularly difficult to navigate with limited resources and inefficient, time-consuming manual processes.

And yet, the importance of proper payroll processing is impossible to ignore, especially when you realize that three things are true:

1. Companies have an average payroll error rate of 1.2% each pay period, according to data collected by the National Association of Women Business Owners (NAWBO).

2. According to this same data, around half of employees will leave a company after just a couple of payroll errors.

3. Replacing an employee costs roughly one-half to two times the employee’s annual salary, according to Gallup research.

It’s no wonder so many small businesses consider partnering with a professional employer organization, or PEO, to handle their payroll services. But a PEO partnership isn’t the only option, and for many business owners, it isn’t necessarily the best option.

Understanding how PEO services for small business actually work is the first step in figuring out if it’s the right approach for you, or whether something like outsourced payroll for small business would be a better fit.

What Does It Mean for a PEO to “Handle” Your Payroll?

Working with a PEO means entering into a co-employment relationship in which the PEO becomes the employer of record for tax purposes. In this type of arrangement, employees are technically co-employed. 

While the business owner oversees employees’ work, payroll processing is handled by the PEO (under its own Employer Identification Number, or EIN). 

As the co-employer, the PEO becomes responsible for withholding and remitting payroll taxes, issuing W-2s, and maintaining tax compliance.

Who Actually Controls Your Payroll When You Use a PEO?

The co-employment model means working with a PEO involves a trade-off that’s important for small business owners to consider. While the business owner retains control over details like who gets paid (and how much), the PEO makes decisions regarding payroll software and employee pay schedule. 

Personnel changes are more of a combined responsibility, as the business owner can request changes or updates (such as hiring someone new or providing raises), but the PEO has to approve and process the changes.

What Does PEO Payroll Processing Actually Include?

While the details will vary from one PEO partnership to the next, PEO payroll processing typically includes:

• Tax withholding and tax filing for federal, state, and local employment taxes
• Paying employees through direct deposits
• Workers’ compensation coverage and administration
• Benefits administration, including deductions for employee benefits like health insurance and retirement plans
• Maintaining HR compliance and adherence to relevant labor laws

What Payroll Platform Will Be Used?

Depending on the PEO, expect either proprietary software or a white-labeled version of a widely available platform. For some owners, this is another drawback of working with a PEO, since there is no real recourse if you don’t like the PEO payroll platform that’s used.

How Does a PEO Handle Payroll Taxes and Employment Tax Filing?

A PEO will typically file and pay payroll taxes, including federal, state, and local taxes, under its own EIN rather than that of the company. This benefits many companies, but doesn’t always represent an advantage.

For example, when a business exits the PEO partnership, payroll processing returns to the company’s original EIN. As a result, its wage base caps reset under the company’s original EIN, creating a tax timing risk that most don’t acknowledge when first entering the arrangement. 

What Trade-Offs Come With Letting a PEO Run Your Payroll?

While PEO payroll services make sense for many companies, others recognize the potential constraints in the PEO arrangement. These include:

• Platform lock-in: Your business will need to adopt the systems used by the PEO, rather than your preferred platform.
• Fixed schedules: You decide who gets paid what, but the PEO sets your payroll processing cadence and deadlines.
• Limited self-service: Some, but not all, PEOs require routing changes to go through them.
• Exit risk: Leaving the PEO mid-year triggers wage-base resets, creating potential tax compliance headaches.

Working with a PEO ultimately means sacrificing some autonomy in favor of efficiency and convenience. That doesn’t necessarily mean PEO partnerships are right or wrong; as a business owner, you have to determine for yourself whether the trade-offs are worth the value.

Has Modern Payroll Technology Changed the Equation?

Yes, many of today’s industry-leading payroll providers (such as Gusto or Rippling) contain features and services that you used to only be able to get through a PEO, like automation, compliance, and tax filing. This somewhat weakens the value proposition for working with a PEO for payroll, since it makes managing payroll in-house much more accessible than it’s ever been.

When Does PEO Payroll Make Sense, and Is the Cost Worth It?

When you work with a PEO, you can expect to pay either monthly fees (on a per-employee basis) or a percentage of your total payroll, potentially with additional fees on top.

Still, using a PEO for payroll services may be worth it if any of the following are true:

• You want access to better employee benefits through the PEO’s group buying power than you might otherwise be able to secure.
• The convenience of fully-bundled payroll services, benefits administration, HR administration, and risk management appeals to you.
• You have limited internal capacity to manage HR compliance and support.

It may not be worth it, though, if things like platform flexibility are important to you, you’re already working with a payroll provider you trust, or you need to have direct control over HR costs.

Is There a Way to Get Outsourced Payroll Without a PEO?

Yes, and understanding the contrast between working with a PEO vs payroll services being managed in-house can help you make the right decision. 

Outsourced payroll doesn’t have to mean co-employment. For businesses that want the administrative lift handled without giving up control over their platform, schedule, or processes, working with a dedicated payroll and HR partner is worth considering.

Again, a PEO can be valuable, but it’s not the right choice for every business owner. You’ll have to weigh what’s more important to you; this includes the tradeoff between convenience and cost.

As an alternative to PEO partnerships, Milestone offers outsourced HR for small business management as part of an integrated back-office solution that brings together payroll services, HR, accounting, and CFO services. By choosing an alternative to the co-employment model that governs PEO partnerships, you can avoid platform lock-in and rigid processes you can’t control. 

Whether you’re considering a PEO or realizing that the PEO partnership you’re in might not be serving your needs as well as other options might, Milestone also offers PEO unbundling services to help you exit cleanly and transition payroll processes back into your control.