The PayDocs blog
Comparisons, state and country rules, and straight answers about pay stubs, payslips and paying people. Every post names its sources.
United States
69 posts
US year-end payroll checklist: W-2s, 1099s, 940 and 941 for small employers (2026 → 2027)A December and January payroll checklist for US small employers: W-4s, bonuses, fringe benefits, W-2s, 1099-NEC, Forms 941 and 940, and 2027 rates.
Overtime laws by state: daily overtime, seventh-day rules and salary thresholdsFederal overtime starts after 40 hours a week. See which states add daily overtime, seventh-day pay, other weekly limits or higher salary thresholds.
W-9 vs W-4: which form does a new worker fill in?A W-4 is for employees and sets income tax withholding; a W-9 is for contractors and gives you their TIN for a 1099. What each asks and what you do next.
Accounting software with payroll: do you need both in one?QuickBooks, Xero and Wave with payroll, by published October 2026 price: what the bundle adds, what it costs a month, and when separate tools work.
ADP for a small business: pricing, what you get, when it's too muchRUN Powered by ADP for a small business: the four packages, what Essential includes, why there's no price on the page, the 3-month offer and the limits.
Au pair taxes 2026: stipend, Schedule H and what to give themThe IRS treats an au pair's stipend as wages, but most au pairs are nonresidents, so no Social Security, Medicare or FUTA. When Schedule H and a W-2 apply.
Babysitter taxes: when a sitter becomes a household employee (2026)In 2026 you owe Social Security and Medicare on a sitter once you pay $3,000 or more in cash wages, unless the sitter is under 18 and a student. The rules.
Best payroll for startups (2026), and when you don't need it yetGusto, Square, QuickBooks, Justworks, Rippling and ADP for a startup, by published 2026 price, plus when founders don't need payroll software yet.
Commission pay: how to pay and tax commissions on a paycheckCommissions are supplemental wages: 22% flat federal withholding or the aggregate method, plus FICA. Minimum wage and overtime rules for commission pay.
DIY payroll: how to run payroll manually, step by step (2026)Run payroll yourself in 2026: gross pay, Pub. 15-T withholding, Social Security and Medicare, deposits, Form 941 and the pay stub, with a worked example.
Electronic pay stubs in the US: state rules on email, portals and consentCan you email pay stubs or post them in a portal? US state rules on consent, printing and paper copies, read from each state's own law in October 2026.
Final paycheck laws by state (2026): when the last check and stub are dueWhen the final paycheck is due if you fire someone or they quit, state by state from each state's own law, plus what goes on the last pay stub and the W-2.
Form 941 or Schedule H? Which return a household employer filesMost families report nanny taxes on Schedule H, not Form 941. When a business owner can use Form 941 instead, what changes, and the 2026 deadlines.
Gusto review for a 1–3 person business (2026)A Gusto payroll review for very small employers: what Simple and Plus include, the cost for one to three people, key add-ons and who should skip it.
HomePay review (2026): what you pay Care.com forCare.com HomePay reviewed from its own pages: Essentials at $59 and Plus at $75 a month, what each covers, the two guarantees and when DIY costs less.
Household employer payroll in New York (2026)Paying a nanny, housekeeper or carer in New York? The 2026 state rules, the $500 unemployment threshold, weekly pay statements and your payroll options.
Household employer payroll in Texas (2026)Paying a nanny or housekeeper in Texas? No state income tax, the $1,000 unemployment threshold, the federal wage rules and how to run payroll yourself.
Household payroll services vs doing it yourself: the real cost (2026)Household employee payroll with a service ($39 to $75 a month on 8 October 2026) or doing it yourself: the cost, and the tasks and dates DIY leaves to you.
Owner's draw vs salary: which one needs a pay stub?An owner's draw isn't wages and gets no pay stub; an S corporation salary is wages with withholding and a W-2. How each is taxed, with a 2026 example.
Paying employees in cash legally: records, taxes and the pay stubPaying employees in cash is legal if you withhold and pay the same taxes as on a check. What to deduct, deposit and record, and why the pay stub matters.
How long to keep payroll records (and pay stubs) in 2026Federal rules for employers: employment tax records 4 years (IRS), payroll records 3 years and time cards 2 (FLSA), I-9 3 years after hire. What to keep.
Doing payroll in a spreadsheet: free template, and the mistakes it causesThe columns a US payroll spreadsheet needs for 2026, the formulas behind them, and the six mistakes that turn a simple sheet into a tax problem.
Poppins Payroll review (2026): what $49 a month coversA Poppins Payroll review for families with a nanny: what the $49 plan includes, the fees outside it, how it compares with HomePay and when DIY is enough.
QuickBooks Payroll review for 1–5 employees (2026)QuickBooks Workforce payroll for one to five employees: the three plans, what each costs at list price, the offer terms and when it's worth it.
Restaurant payroll: tips, tip credit and what the pay stub must showHow restaurant payroll handles tips in 2026: the $2.13 cash wage and $5.12 tip credit, tip pools, service charges, overtime, tip reporting and pay stubs.
Severance pay for employers: taxes, timing and the final pay stubFederal law doesn't require severance pay. If you pay it, it's wages: 22% flat federal withholding or the aggregate method, plus FICA and FUTA, on the W-2.
Square Payroll vs OnPay vs Patriot for 1–5 employees (2026)Square Payroll, OnPay and Patriot compared from their own pricing pages: monthly cost for 1 to 5 employees, states, year-end forms and who each one suits.
Tip credit and the tipped minimum wage in 2026: what the pay stub must showHow the federal tip credit works in 2026 ($2.13 cash wage, $5.12 credit), which states ban or limit it, and how tips and the credit show on a pay stub.
1099-NEC vs 1099-MISC: which form do you file for 2026 payments?1099-NEC is for pay for services; 1099-MISC is for rent, royalties and other payments. 2026 thresholds, deadlines and examples for each form.
Employer payroll taxes: how much they cost on top of wages (2026)What an employer pays on top of wages in 2026: 7.65% Social Security and Medicare, FUTA at 0.6% of the first $7,000, and state unemployment tax.
Exempt vs non-exempt employees: who gets overtime in 2026Exempt employees don't get federal overtime; non-exempt employees do. The three tests, the $684 a week salary level and common mistakes, for 2026.
Form 940 and FUTA for a first-time employer (2026 return)Who files Form 940, how FUTA is worked out at 6% less the 5.4% credit, when to deposit, and the 1 February 2027 due date for the 2026 return.
Form W-3: what it is and how to file it with your 2026 W-2sForm W-3 sends Copy A of your W-2s to the SSA. Who files it, how to fill in each box, the February 1, 2027 deadline and e-filing through BSO.
Hiring your first employee: the 2026 paperwork checklistThe paperwork before your first employee's first payday in 2026: EIN, Form W-4, Form I-9, new hire reporting, state accounts, posters and pay records.
Holiday pay rules for employers: is holiday pay required in 2026?No federal law requires paid holidays or extra pay for holiday work. What the FLSA does require, where states differ, and how to set a holiday pay policy.
Who is a household employee? Nanny, babysitter, cleaner, caregiverThe IRS definition of a household employee, which nannies, babysitters, cleaners and caregivers it covers, and when the 2026 tax thresholds apply.
Are bonuses taxed higher? How a bonus is taxed on a paycheck in 2026Bonuses aren't taxed at a higher rate, but withholding often makes them look that way. The 22% flat method, the aggregate method and a worked 2026 example.
How to calculate overtime pay: time and a half, double time and two ratesCalculate overtime pay step by step: time and a half after 40 hours, the regular rate with bonuses, two pay rates in one week, and double time rules.
Is overtime taxed more? Overtime tax, withholding and the 2026 deductionOvertime isn't taxed at a special rate, but withholding can make it look that way. How overtime tax works in 2026, and what the overtime deduction changes.
Can you pay a nanny as a 1099 contractor?Why the IRS treats most nannies as household employees, why a family can't file a 1099-NEC for one, and what to do instead for 2026.
How to give your nanny a W-2 for 2026When a family must give a nanny a W-2 for 2026, what goes in each box, and the February 1, 2027 deadline for the nanny's copies and the SSA filing.
How many pay periods are in a year? 2027 weekly, biweekly and semimonthly counts52 weekly, 26 biweekly, 24 semimonthly, 12 monthly, and why 2027 has 53 Fridays. Pay period counts for 2027, the 27th payday and holiday paydays.
Payroll vs paycheck vs pay stub: what each word meansPayroll is the process, a paycheck is the money, a pay stub is the record. What each word means for a small US employer, with a worked 2026 example.
W-2 box 12 codes explained, including the new 2026 codes TA, TP and TTEvery W-2 box 12 code from A to II, plus the 2026 codes TA, TP and TT: what each reports, which are taxable, and what to do with more than four.
W-2 box 14: what goes there, and what doesn't (2026 boxes 14a and 14b)On the 2026 W-2, box 14 splits into 14a (Other) and 14b (tipped occupation codes). What employers put there, what belongs elsewhere, and how to label it.
What is a pay period? Weekly, biweekly, semimonthly and monthlyA pay period is the run of days one paycheck covers. How weekly, biweekly, semimonthly and monthly periods work, and how they differ from the workweek.
When do employers have to send W-2s? 2026 forms, 2027 deadlines2026 Forms W-2 are due to employees and the SSA by February 1, 2027. Extensions, former employees, e-filing and the late-filing penalties explained.
1099 vs W-2: which form does your worker get?W-2 employee or 1099 contractor: who withholds tax, the new $2,000 1099-NEC threshold for 2026, how the IRS decides, and what each worker gets from you.
ADP vs Paychex for a small business (and when you need neither)ADP RUN and Paychex Flex compared from their own pages: packages, what's included, how pricing works, and when a small employer needs neither.
Best Nanny Payroll Services (2026): Poppins, HomePay, NannyKeeper or DIYPoppins Payroll, Care.com HomePay and NannyKeeper compared on price and on what they file for you, plus when doing nanny payroll yourself is enough.
Best pay stub generators in the United States (2026), compared123PayStubs, SecurePayStubs, StubCreator, FormPros, Wix and PayDocs compared on published prices, tax calculation and year-to-date totals.
Biweekly vs semimonthly pay: which schedule should a small employer pick?Biweekly is 26 paychecks a year, semimonthly 24. How each affects paycheck size, overtime, withholding and benefits, and which states set a minimum.
Payroll options for household employers in California (2026)Paying a nanny, caregiver or housekeeper in California? The 2026 EDD thresholds, SDI rate, wage rules and the three ways to run household payroll.
Caregiver payroll: how to pay an in-home caregiver legally in 2026If you hire an in-home caregiver directly, you're usually a household employer. The 2026 IRS thresholds, wage rules and paperwork, step by step.
Cheap payroll service for 2–10 employees: 2026 prices comparedWhat Square, Wave, Gusto and QuickBooks payroll cost for 2, 5 and 10 employees on their own pricing pages, the fees that add up, and when DIY is cheaper.
Cheapest Payroll for One Employee (2026): Services vs Doing It YourselfWhat full-service payroll costs for a single employee at Square, Wave, Gusto and QuickBooks, and what running payroll for one person yourself involves.
Free Payroll Software in 2026: What's Actually Free, and Where Pay Stubs FitWhat free payroll software in the US really covers, from ad-supported Payroll4Free to the IRS's and SSA's own free tools, and where a pay stub tool fits.
Gusto pricing in 2026, and cheaper options for 1–3 employeesGusto's 2026 plans and add-on fees from its own pricing page, what they cost for one to three employees, and cheaper routes for very small employers.
How to Pay a Nanny Legally (on the Books) in 2026Paying a nanny on the books in 2026: EIN, I-9 and W-4, minimum wage, each payday's taxes and pay stub, then the W-2 and Schedule H at year end.
How to pay yourself from an LLC or S corp (and the pay stub you need)Owner's draw, guaranteed payments or a salary: how LLC and S corp owners pay themselves under IRS rules, and when you need payroll and a pay stub.
No tax on overtime in 2026: what changes on the pay stub and W-2How the 2025–2028 overtime deduction works: the $12,500 cap, which part of overtime counts, why paychecks still show tax, and W-2 box 12 code TT.
No tax on tips: how qualified tips show on pay stubs and W-2sThe 2025–2028 tips deduction: the $25,000 cap, what counts as a qualified tip, why tips are still withheld on, and the new W-2 code TP and box 14b.
Pay Stub in Spanish: Talón de Pago Terms, Line by LinePay stub in Spanish is "talón de pago". A line-by-line glossary of pay stub terms in Spanish, using IRS and Department of Labor wording where it exists.
Paying 1099 contractors: no payroll, no pay stub, and what to give insteadContractors don't go through payroll. What a business collects, pays and files for a 1099 contractor in 2026, including the new $2,000 threshold.
Best payroll for small business (2026), and when a pay stub tool is enoughGusto, QuickBooks, Square Payroll and ADP compared on published prices, plus what you still do yourself if a pay stub tool is all you need.
Payroll Tax vs Income Tax: What Each Line on a Pay Stub Pays ForPayroll taxes fund Social Security, Medicare and unemployment at flat rates; income tax depends on your whole year. How each shows on a 2026 pay stub.
QuickBooks Payroll vs Gusto for 1–5 employees (2026 prices)QuickBooks Payroll and Gusto compared on their live 2026 prices and plans, with the monthly cost worked out for one, three and five employees.
Shopify, Wix and Wave free pay stub generators compared, and alternativesWhat the free pay stub generators from Shopify, Wix and Wave ask for, what they calculate and what they leave to you, checked live on 4 October 2026.
How much does payroll cost for a small business in 2026?Payroll costs two things: the service fee and the employer taxes. 2026 list prices from six providers and the employer tax maths, worked through.
United Kingdom
37 posts
Zero hours contract payslips: pay, tax, sick pay and what to showWhat a zero hours contract payslip must show, how tax and NI work when hours change week to week, minimum wage, SSP from day one and pension enrolment.
Auto enrolment pension: 2026/27 thresholds, contributions and dutiesWho must be auto enrolled in 2026/27, the £10,000 trigger, qualifying earnings of £6,240 to £50,270, minimum 8% contributions and the payslip lines.
Salary sacrifice pension: the tax, NI and payslip effect in 2026/27How a salary sacrifice pension cuts Income Tax and National Insurance, with a 2026/27 worked example, the minimum wage floor, SMP and the 2029 change.
Apprentice minimum wage 2026: who qualifies and the age rateThe apprentice minimum wage is £8.00 an hour from 1 April 2026. Who can be paid it, when the age rate takes over, paid training time and employer NI.
Bank holiday pay: do you have to pay staff for bank holidays?UK law doesn't make bank holidays paid days off: they can count toward the 5.6 weeks. Working one, part-timers, and the 2027 bank holiday dates.
The true cost of an employee in the UK (2026/27)What an employee costs on top of salary in 2026/27: 15% employer NI over £5,000, 3% pension, paid holiday, sick pay and insurance, with worked figures.
Employing a carer or PA through direct payments: payroll and payslipsUsing direct payments to employ a personal assistant? Registering with HMRC, 2026/27 pay and NI, Employment Allowance, pensions, insurance and payslips.
Director-only payroll: running PAYE for a one-director company (2026/27)How to run PAYE when the only person on payroll is you, the director: registering, the annual NI method, 2026/27 thresholds, EPS months and pensions.
Directors' National Insurance: the annual earnings period explainedCompany directors pay Class 1 National Insurance on their pay for the whole tax year. How the annual earnings period works in 2026/27, with worked figures.
FreeAgent payroll: what it covers for directors and small teamsFreeAgent payroll is included in its accounting plans: what it does, what it costs for a limited company in 2026, and what directors should check.
Minimum wage for 16 and 17 year olds (2026): rates, hours and payslipsThe under-18 minimum wage is £8.00 an hour from 1 April 2026. Who gets it, the 8-hour day and 40-hour week limits, breaks, and tax and NI for teenagers.
Moneysoft Payroll Manager review (2026/27): price, features, limitsMoneysoft Payroll Manager from its own pages: £95 a year plus VAT for up to 20 employees, what it does, Windows only, and who should pick something else.
Outsourced payroll vs software for a micro employer (UK, 2026/27)Should a UK micro employer outsource payroll to a bureau or run it with software? What each covers, what stays your legal duty, deadlines and costs.
P11D: does a small employer need one, and the 2027 deadlineA P11D reports taxable benefits you didn't payroll. Who needs one, the 6 July 2027 deadline for 2026/27, Class 1A at 15% and the 2027 payrolling change.
PAYE payment dates 2026/27: when PAYE and NI are due each monthPAYE and National Insurance are due by the 22nd after each tax month (19th by post). All 12 dates for 2026/27, quarterly payments and weekend dates.
Payroll year-end checklist 2026/27 for small UK employersEvery payroll year-end task for 2026/27 in date order: final FPS by the last payday, P60s by 31 May 2027, expenses and benefits by 6 July 2027.
Payslip checker: how to check a UK payslip is right (2026/27)A step-by-step payslip checker for 2026/27: hours and minimum wage, tax code, income tax, National Insurance, student loan, pension and other deductions.
Sage Payroll price in 2026/27, and cheaper ways to produce payslipsSage Payroll costs £12, £23 or £34 a month plus VAT for 5 employees. Extra-employee prices, a year's cost, and cheaper ways to make payslips.
Salary vs dividends for a sole director in 2026/27How salary and dividends are taxed for a one-director company in 2026/27, with a worked example at £5,000, £6,708 and £12,570 salary. Not advice.
Weekly, four-weekly or monthly pay: choosing a pay frequency (UK)How UK employers choose weekly, 4 weekly or monthly pay: 52, 13 or 12 paydays, how PAYE and NI thresholds follow the pay period, and the 2026/27 week 53.
How is a bonus taxed in the UK? PAYE, NI and what the payslip showsA UK bonus is taxed as pay through PAYE in the period it's paid. How Income Tax and National Insurance apply in 2026/27, with a worked example and leavers.
PAYE reference number on a payslip, P60 or P45: where to find itWhere to find the PAYE reference number: on a payslip (sometimes), a P60 or P45 (always). How it differs from the 13-character Accounts Office reference.
Employment Allowance 2026/27: who can claim £10,500 off employer NIEmployment Allowance cuts employer National Insurance by up to £10,500 in 2026/27. Who can claim, who can't, how to claim on an EPS and backdating rules.
Holiday pay for zero-hours staff: 12.07% accrual and rolled-up payZero-hours and irregular-hours workers accrue holiday at 12.07% of hours worked. How to work it out, when rolled-up holiday pay is allowed and the payslip.
How much is SSP in 2026/27? Statutory Sick Pay rate and rulesSSP is £123.25 a week in 2026/27, or 80% of earnings if lower, paid from the first day off sick. Daily rates, who qualifies and a worked example.
Nanny gross vs net salary: why you should agree a gross figureWhy families should agree a nanny's pay as gross, not net, with a 2026/27 worked example: tax, National Insurance, pension and the employer's total cost.
PAYE for employers: registering with HMRC and your first payrollWhen you must register as an employer with HMRC, the £129-a-week test for 2026/27, and the steps from registration to your first PAYE payment.
New starter without a P45: the HMRC starter checklist (the old P46)HMRC's starter checklist replaced the P46. What a new employee fills in, which tax code statements A, B and C give in 2026/27, and what to do if it's late.
When do you get your P60? Deadline, late P60s and replacementsEmployers must give a P60 by 31 May to everyone employed on 5 April. The 2027 date, who gets one, what to do if it's late, and how to replace a lost P60.
Best Payroll Software for UK Small Businesses (2026), and When You Only Need PayslipsHMRC's Basic PAYE Tools, Moneysoft, BrightPay, QuickBooks and Xero payroll compared on price and features, and when a payslip tool is all you need.
BrightPay vs Moneysoft vs Staffology for micro employers (2026/27)BrightPay, Moneysoft Payroll Manager and Staffology Payroll compared from their live pages: pricing for 2026/27, cloud or desktop, payslips and limits.
Cheapest payroll software in the UK (2026/27), by published priceUK payroll software sorted by published 2026 price for a micro employer: HMRC's free tool, annual licences, monthly cloud plans and what each leaves out.
Electronic Payslips: Can You Email Them, and the Best Ways to Send ThemUK employers may give payslips electronically. What the law requires, the main ways to send them (email, portal, app) and how to keep pay data secure.
Nannytax vs NannyPaye vs Doing Nanny Payroll Yourself (2026)Nannytax and NannyPaye compared on published prices and what they do, plus what running nanny payroll yourself involves in 2026/27.
Payroll for one employee in the UK: what you must do and what it costsTaking on your first employee in the UK? When to register for PAYE, the 2026/27 thresholds, what each payday involves and what one employee really costs.
UK payroll providers compared (2026): bureau, software, or payslips onlyPayroll bureau, payroll software or a payslip tool: what each does for a UK small employer, with 2026 prices from Sage, Xero, Moneysoft and others.
Xero, Sage or QuickBooks payslips: what each costs, and a no-subscription optionWhat it costs to get payslips from Xero, Sage or QuickBooks in the UK, from their live 2026 pricing, and a route that needs no monthly subscription.