A Guide to Understanding Payroll Taxes for Mid-Sized Businesses

April 4, 2024 | Category:


Despite looking like a straightforward process at first glance, payroll taxes can be challenging. Many mid-sized businesses look at accounting software for assistance; however, even with this help, understanding employer payroll taxes is critical to avoid costly mistakes.

This guide will look at the essentials of payroll taxes for mid-sized businesses to help you fully understand and prevent problems before they arise.

Preparing for Payroll Taxes in Ontario

When hiring a new employee, the Federal TD1 form must be filled out specifying the new employee’s personal tax withholding direction. This means the amount of tax credits the employee is claiming to calculate income taxes on employment income. If the employee claims more than the basic personal amount, they also must complete the provincial TD1 form.

This is a crucial step to ensure you have the correct information from the beginning and avoid potential errors that could lead to penalties and interest.

Getting Set Up With the CRA

To begin with payroll, companies must register their business with the CRA and create a payroll account. This will allow employers to deduct federal and provincial income taxes, CPP, and EI from employee pay and receive refunds on payroll deductions.

How Mid-Sized Business Payroll Taxes Work

Managing payroll taxes for mid-sized businesses involves more than just crunching numbers. It includes several other tasks, such as record-keeping, timely reporting and remittance. Employers are responsible for:

  • correct deduction of taxes and premiums from employee wages
  • calculating own share of taxes
  • filing returns with government agencies
  • deposit payments.

Ensuring that all of these tasks are fulfilled within timelines set by government agencies is critical to avoid costly penalties and interest, which can quickly add up. 

Generally, taxes that must be paid in every pay period are:

  • Federal Income Tax
  • Provincial Income Tax
  • Canada Pension Plan (CPP)
  • Employment Insurance (EI) Premiums
Payroll Services by Stratos consulting

Get Help With Employer Payroll Taxes

Between taxes, deductions, deadlines and other factors, calculating and processing payroll taxes can become challenging and frequent changes to regulations add another level of complexity. A professional payroll service provider like Stratos Accounting & Consulting can bring experience and expertise to help you automate and streamline processes and save time and money. 

Frequently Asked Questions

What are the critical payroll tax obligations for mid-sized businesses in Ontario?

Mid-sized businesses in Ontario are responsible for deducting and remitting federal and provincial income taxes, EI premiums, and CPP contributions from employees’ wages. Additionally, employers must contribute their share of EI and CPP premiums. For EI, the employer pays 1.4 times the amount withheld from the employee’s pay, while for CPP, employers must match the amount deducted from the employee’s pay.

How often are payroll taxes remitted to authorities?

It depends on whether the CRA sees you as a regular remitter or if you have an established remittance history with the agency. A new employer will have to remit deductions monthly, while over time, you may be re-classified as a quarterly or accelerated remitter, meaning you have to file less paperwork.

What are the consequences of non-compliance with payroll tax obligations?

Non-compliance with payroll tax deductions can lead to hefty penalties (10% of outstanding payroll taxes and up to 20% if it is the second time remitting late in a year) as well as high interest rates on all outstanding payroll taxes and penalties, backdated to when the remittances should have been made.

How can outsourcing payroll services benefit mid-sized businesses?

Hiring an outsourced payroll service provider allows you to hand over the process to experienced professionals with the experience and expertise in tax regulations to ensure accurate calculations, timely filing and remittance and more, saving you time and money.


Payroll Services for Mid-Sized Business

Payroll taxes are an often overlooked aspect of a company’s finances, and mistakes can lead to costly penalties. They require accurate source deductions, diligent record keeping, compliance with government agency-set deadlines for filing and remittance, and more. At Stratos Accounting & Consulting, we are committed to providing businesses with the expertise and support needed to thrive in today’s competitive landscape.

Stratos Accounting & Consulting is your professional choice for dedicated, personalized, customized services. We strive to provide our clients exceptional customer service and always be available to answer questions and provide guidance. Our team of experienced professionals works closely with our clients to understand their unique needs and objectives and develop solutions tailored to their specific situations.

Our company is built upon five pillars: Integrity, Professionalism, Respect, Quality and Transparency.
Contact Stratos Accounting & Consulting today at 416-477-4775 or fill out our convenient online form to learn more about how Stratos can help your business soar.

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