5 Payroll Mistakes That Could Cost Your Business Big (and How to Avoid Them)
Admin • May 24, 2025
Payroll might seem simple on the surface—track hours, cut checks, pay taxes. But behind the scenes, it’s a legal minefield. A small mistake can snowball into IRS penalties, employee disputes, or even lawsuits. For small business owners juggling daily operations, that’s a risk you can’t afford.
In this post, we’ll cover five of the most damaging payroll mistakes, explain how they hurt your business, and show you how to fix them—or better yet, avoid them entirely by outsourcing your payroll to a local expert like Dan Reganata CPA MBA PFS, based in Cherry Hill, NJ and serving businesses across South Jersey.
Why Payroll Accuracy Matters More Than Ever
Before we get to the list, here’s some quick context:
- The IRS issued $6.4 billion in employment tax penalties in a recent year. Most were due to filing errors and late payments.
- New Jersey businesses are subject to both federal and state payroll rules, making compliance even more complex.
- Payroll errors can damage trust with employees and distract owners from growth.
Even minor slip-ups can lead to cascading issues, which is why payroll deserves the same attention you’d give to sales or customer service.
Mistake #1: Misclassifying Workers as Independent Contractors
Why This Happens:
Many small business owners prefer to work with independent contractors to avoid payroll taxes, benefits, and paperwork. But if those workers function like employees, misclassification becomes a legal violation.
Consequences:
- Back taxes owed to the IRS and NJ
- Penalties for failing to withhold income and employment taxes
- Potential lawsuits for benefits denial
- Workers’ comp and unemployment insurance violations
How to Know the Difference:
The IRS uses criteria like control over work, financial relationship, and permanence. In New Jersey, the ABC Test determines classification. If the worker fails any one of the three prongs, they’re considered an employee.
Avoid It By:
- Having a CPA or employment lawyer review your worker agreements
- Using proper onboarding forms (like W-4s for employees, W-9s for contractors)
- Not using contractors to fill roles identical to your full-time staff
Dan Reganata’s Role:
Dan ensures your team is classified correctly and helps you avoid tax issues down the line. He also handles all the reporting so you don’t have to second-guess your setup.
Mistake #2: Missing Tax Deadlines
Why This Happens:
With so many payroll forms and deadlines—quarterly filings (941s), W-2s, 1099s, state unemployment insurance (SUI), NJ income withholding—it’s easy to lose track, especially if you’re doing it all yourself.
The Cost of Missing Just One Deadline:
- IRS failure-to-deposit penalties: up to 15% of the tax due
- NJ late filing penalties
- Interest accrual on unpaid taxes
- Business audit triggers
Common Missed Deadlines Include:
- Quarterly Federal Payroll Tax (Form 941)
- NJ WR-30 (Employer Report of Wages Paid)
- Annual W-2 and 1099 distribution
- FUTA and SUI contributions
Avoid It By:
- Setting calendar reminders for every payroll due date
- Filing electronically through secure software
- Delegating payroll tax responsibilities to a CPA who tracks compliance
Dan Reganata’s Role:
Dan handles all payroll-related filings for you—including state and federal forms—ensuring they’re accurate and on time.
Mistake #3: Incorrect Withholding or Wage Calculation
Why This Happens:
Every employee has unique tax situations—marital status, exemptions, benefit elections. Errors in calculations or software settings can lead to under-withholding or over-withholding, creating issues at tax time.
Examples of What Goes Wrong:
- Failing to account for updated W-4 elections
- Miscalculating overtime pay
- Not updating NJ income tax rates or contribution changes
- Incorrect deductions for benefits or garnishments
Consequences:
- IRS notices for underpayment
- Employee frustration and loss of confidence
- Having to issue corrected pay stubs or back pay
- Wage and hour claims (especially under NJ law)
Avoid It By:
- Keeping payroll software current
- Auditing pay and deduction settings regularly
- Using a CPA or payroll service to cross-check calculations
Dan Reganata’s Role:
Dan uses secure, accurate systems to process every paycheck correctly—and confirms each employee’s status, deductions, and withholdings to avoid any surprises.
Mistake #4: Inadequate Payroll Recordkeeping
Why This Happens:
Some business owners overlook the importance of clean records—until there’s an audit, employee complaint, or tax inquiry. Payroll documentation must be complete, consistent, and retained for years.
Required Records Include:
- Employee name, address, SSN, pay rate
- Time worked and pay periods
- Benefits and deduction history
- Payroll tax filings and payment confirmations
- W-2 and 1099 copies
How Long to Keep Payroll Records:
- Federal law: Minimum 3 years
- NJ law: Up to 6 years in some cases
Consequences of Poor Recordkeeping:
- Inability to prove compliance during audits
- Fines from the IRS or NJ Department of Labor
- Loss of legal defense in wage disputes
Avoid It By:
- Using a payroll provider that stores and backs up all payroll records
- Digitizing timecards and pay stubs
- Scheduling regular payroll audits
Dan Reganata’s Role:
Dan maintains organized, secure digital records for all payroll clients—ready to access in case of audits or employee reviews.
Mistake #5: Ignoring Legal Updates and Compliance Changes
Why This Happens:
Payroll laws are always changing. New Jersey frequently updates wage and hour laws, tax thresholds, contribution limits, and employment classifications. If you’re not actively tracking legal updates, you’re falling behind.
Recent Examples of Compliance Updates:
- New NJ minimum wage rates
- Changes to the Family Leave Insurance deduction rate
- Updates to employer contribution limits for unemployment
- IRS W-4 redesign affecting federal withholding
Consequences of Being Outdated:
- Paying the wrong wages or contributions
- Filing old forms no longer accepted by tax agencies
- Missing out on credits or deductions
- Increased audit likelihood
Avoid It By:
- Signing up for IRS and NJ tax bulletins
- Consulting a payroll or HR professional at least quarterly
- Letting a CPA handle your entire payroll function
Dan Reganata’s Role:
Dan stays up to date on all federal and NJ payroll changes and proactively adjusts your payroll process to keep your business compliant.
How Payroll Errors Hurt Your Business
To recap, these are the real costs:
- Financial: Fines, back taxes, interest, and legal fees
- Time: Hours lost fixing errors, responding to notices, or dealing with audits
- Reputation: Lower employee morale, trust erosion, difficulty recruiting
- Growth impact: Admin stress keeps you from focusing on customers and strategy
Why Work With Dan Reganata CPA MBA PFS?
Dan isn’t just a payroll provider—he’s a certified public accountant with decades of experience helping South Jersey businesses streamline payroll and stay compliant.
Local Expertise
Located in Cherry Hill, NJ, Dan serves nearby areas like:
- Cinnaminson Township
- Collingswood
- Haddon Heights
- Haddonfield
- Maple Shade
- Marlton (Evesham Township)
- Moorestown
- Mount Laurel
- Pennsauken Township
- Voorhees Township
Full-Service Payroll Support
He handles:
- Wage calculation and payment
- Tax filings and deposits
- Direct deposit setup
- Year-end W-2s and 1099s
- Payroll audits and reporting
- NJ and federal compliance tracking
Personalized, CPA-Level Service
Unlike national payroll firms, Dan offers personal attention and clear communication. You’ll get expert-level advice—not a support ticket number.
Final Thoughts: Don’t Risk DIY Payroll
Payroll might not feel urgent until it goes wrong. Don’t wait for an IRS letter, missed payment, or frustrated employee to take it seriously. The easiest and most affordable solution? Hand it off to someone who handles it professionally every day.
Get Payroll Help from Dan Reganata CPA Today
Address: 1892 Greentree Road, Suite 2, Cherry Hill, NJ 08003
Phone: (856) 874-1892
Website: www.dsrjcpa.com
Email:
danr@dsrjcpa.com
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