How to Do Payroll in Ohio

Managing payroll in Ohio can feel like navigating a maze. You need to understand various tax requirements, pay rates, and legal obligations. Let’s break down what you need to know to keep your payroll process smooth and compliant.

Ohio has specific rules and regulations for payroll that you must follow. From income tax rates to local payroll taxes, staying informed ensures you avoid penalties and keep your employees happy.

Here’s a step-by-step guide to Ohio’s payroll and tax requirements.

What are Ohio’s payroll and tax requirements?

Ohio income tax rates range from 0% to 3.99%, depending on your employees’ income brackets. You must withhold state income tax from your employees’ wages and report these withholdings to the Ohio Department of Taxation.

As an employer, you must also handle state unemployment insurance (SUI) tax. The current taxable wage base is $9,000, with rates varying based on your experience rating. New employers typically start at a rate of 2.7%, while construction employers start at 5.5%.

Workers’ compensation insurance is mandatory in Ohio. You need to provide coverage for your employees through the Ohio Bureau of Workers’ Compensation. This insurance protects both you and your employees in case of workplace injuries.

Local payroll taxes can add another layer of complexity. Depending on where your business operates, you may need to withhold and pay local taxes. These rates and requirements vary by municipality, so check with your local tax authority for specific details.

What are the minimum wage and overtime laws in Ohio?

Understanding Ohio’s minimum wage and overtime laws is crucial to ensure you’re paying your employees fairly and complying with state regulations.

What is the current minimum wage in Ohio?

In 2024, Ohio’s minimum wage stands at $10.10 per hour, which is higher than the federal minimum wage of $7.25 per hour. This means you must pay your employees at least $10.10 per hour, regardless of the federal rate, as the state rate takes precedence.

For tipped employees, Ohio has a different standard. The minimum wage for tipped employees is $5.05 per hour, provided their tips bring their total earnings to at least $10.10 per hour. If tips do not make up the difference, you must compensate to ensure they receive the state minimum wage.

How does overtime pay work in Ohio?

In Ohio, overtime pay kicks in when an employee works more than 40 hours in a workweek. The overtime pay rate is one and a half times the employee’s regular hourly rate. For example, if an employee earns $10 per hour, their overtime rate would be $15 per hour.

Certain employees are exempt from overtime pay. These exemptions include executive, administrative, and professional employees who meet specific criteria, such as earning a salary rather than an hourly wage and performing certain job duties. Other exemptions may apply to outside sales employees and certain computer professionals.

What are Ohio’s pay frequency and payday requirements?

Ohio law mandates that you pay employees at least twice a month. This means you need to set up a regular payroll schedule that ensures employees receive their wages no less than twice each calendar month. You can choose more frequent pay periods, like weekly or bi-weekly, as long as you meet the minimum requirement.

Paydays must occur no later than 15 days after the end of the pay period. For example, if your pay period ends on the 15th of the month, you must issue paychecks by the 30th. This ensures that employees receive timely compensation for their work.

When an employee leaves your company, you must provide their final paycheck by the next scheduled payday. This applies whether the employee resigns or is terminated. Make sure to include all earned wages, including any accrued but unused vacation time if your company policy requires it.

Ohio also requires that you provide employees with a pay statement, or paystub, each payday. This paystub must detail the hours worked, the pay rate, gross wages, and all deductions. Providing clear and accurate paystubs helps employees understand their earnings and deductions, and keeps your payroll process transparent. Payroll records help you keep employee information accurate, preventing errors and legal issues.

What payroll deductions are allowed in Ohio?

Understanding payroll deductions in Ohio helps you stay compliant and ensure employees receive accurate paychecks. Here’s a breakdown of the deductions you need to consider.

Required deductions like taxes

You must deduct federal, state, and local taxes from your employees’ paychecks. This includes federal income tax, Social Security, and Medicare. Ohio state income tax ranges from 0% to 3.99%, depending on the employee’s income bracket. Local taxes vary by municipality, so check local requirements.

Voluntary deductions

Voluntary deductions are amounts employees choose to have withheld from their paychecks. These can include contributions to retirement plans like 401(k), health savings accounts (HSA), or charitable donations. Ensure you have written authorization from employees for these deductions.

Deductions for employee benefits

Deductions for employee benefits cover health insurance premiums, dental and vision insurance, and life insurance. These deductions are often pre-tax, reducing the employee’s taxable income. Ensure you clearly communicate these deductions to your employees and obtain their consent.

Wage garnishments and support orders

Wage garnishments are court-ordered deductions for debts like child support, alimony, or unpaid taxes. You must comply with these orders and ensure timely and accurate deductions. Ohio law limits the amount you can garnish, generally up to 25% of disposable earnings or the amount by which disposable earnings exceed 30 times the federal minimum wage, whichever is less. Ensure you follow these guidelines to avoid penalties.

What are Ohio’s time off and leave requirements?

Ohio has specific labor laws and requirements for employee time off and leave. Understanding these rules helps you manage your payroll and keep your business compliant.

Paid sick leave

Ohio does not have a statewide mandate for paid sick leave. However, some cities, like Cleveland, have their own ordinances. Check local laws to ensure compliance. If your business offers paid sick leave, clearly outline the accrual and usage policies in your employee handbook.

Vacation and PTO

Ohio does not require employers to provide paid vacation or paid time off (PTO). If you choose to offer these benefits, establish clear policies. Define how employees accrue vacation time and any limits on carryover or payout upon termination. Communicate these policies to your employees to avoid misunderstandings.

Family and medical leave

Under the federal Family and Medical Leave Act (FMLA), eligible employees can take up to 12 weeks of unpaid leave for specific family and medical reasons. This includes the birth or adoption of a child, a serious health condition, or caring for a family member with a serious health condition. To be eligible, employees must have worked for you for at least 12 months and logged at least 1,250 hours in the past year. Ensure you understand FMLA requirements and maintain proper documentation.

Jury duty leave

Ohio law requires employers to provide unpaid leave for employees summoned for jury duty. You cannot penalize or terminate an employee for serving on a jury. While you are not required to pay employees during jury duty, some businesses choose to offer paid leave as a benefit. Communicate your jury duty leave policy clearly to your employees.

Voting leave

Ohio encourages employees to vote by allowing a reasonable amount of unpaid time off to vote on Election Day. While the law does not specify a set amount of time, it’s generally understood that employees should have enough time to vote without facing penalties. Encourage your employees to vote and accommodate their schedules as needed.

How can small businesses simplify payroll processing in Ohio?

Managing payroll manually can be a daunting task for small businesses. You face challenges like keeping track of hours, calculating taxes, and ensuring compliance with state and federal laws. Manual payroll processing is time-consuming and prone to errors, which can lead to penalties and unhappy employees.

Using payroll software can transform how you handle payroll. It automates calculations, ensures accuracy, and saves you time. With software, you can easily manage employee hours, calculate taxes, and generate paychecks. This reduces the risk of errors and helps you stay compliant with Ohio’s payroll regulations.

When choosing payroll software, look for key features that will make your life easier. The software should offer time tracking, tax calculation, and direct deposit options. It should also provide detailed reporting and integrate with other business tools you use. A user-friendly interface and reliable customer support are also important to consider.

Automating payroll with software not only streamlines the process but also provides peace of mind. You can focus on running your business while the software handles the complexities of payroll.

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TL;DR

• What: Managing payroll in Ohio involves complex tax and legal rules.
• So What: Knowing these rules helps avoid penalties and keeps employees happy.
• Pros & Cons: Essential to understand tax rates and mandatory insurance; complexity varies locally.
• Bottom Line: Payroll software can simplify and ensure compliance.

Managing payroll in Ohio doesn’t have to be complicated. With Homebase, you can simplify your payroll process and ensure compliance with all state requirements. Let’s make work easier. Get started today. Sign up with Homebase.

Frequently Asked Questions

How do I set up payroll in Ohio?

1. Obtain an EIN: Apply for an Employer Identification Number (EIN) through the IRS.
2. Register with Ohio: Register your business with the Ohio Secretary of State and obtain necessary licenses.
3. Collect Employee Tax Information: Gather W-4, I-9 forms, and Ohio tax withholding forms from employees.
4. Establish a Payroll Schedule: Determine your pay frequency (at least twice a month in Ohio).
5. Calculate Gross Pay and Withholdings: Calculate gross pay and determine withholdings for federal, state, and local taxes.
6. Pay Federal and State Payroll Taxes: Use the Electronic Federal Tax Payment System (EFTPS) for federal taxes and the Ohio Business Gateway (OBG) for state taxes.
7. Maintain Records: Keep accurate records of employee information, payroll transactions, and tax payments.

How can I do my own payroll?

1. Collect Employee Information: Obtain W-4, I-9, and state tax forms.
2. Choose a Payroll Schedule: Decide on pay frequency and set up payroll periods.
3. Calculate Gross Pay: Multiply hours worked by the pay rate for hourly employees; use the agreed salary for salaried employees.
4. Determine Deductions: Calculate federal, state, and local tax withholdings, Social Security, Medicare, and other deductions.
5. Pay Employees: Issue checks or direct deposits to employees.
6. File and Pay Taxes: Use EFTPS for federal taxes and OBG for Ohio state taxes.
7. Keep Records: Maintain detailed payroll records and employee tax information.

How do I pay an employee in Ohio?

1. Calculate Gross Pay: Multiply hours worked by the hourly rate or use the fixed salary.
2. Deduct Withholdings: Subtract federal, state, and local taxes, Social Security, Medicare, and other deductions.
3. Issue Payment: Provide the net pay to employees via check or direct deposit.
4. Record Keeping: Maintain accurate records of payments and withholdings.