How to Submit Payroll Hours
- Organize employees by last name A-Z and send hours to our payroll email.
Example: Doe, John – 15 hours + $60 commission - For teams larger than 10 employees, we’ll set up a custom spreadsheet if you’re not using time-tracking software.
- Note that more than 40 hours per week is overtime https://codes.ohio.gov/ohio-revised-code/section-4111.03
So if biweekly you could work 45 hours in week 1 and 35 hours in week 2. The 5 hours in week one are overtime hours.
Efficient Communication with Our Payroll Team
- Your assigned team member will reply from their personal email, but all emails sent to the main payroll address are forwarded to our entire payroll team (Tim, Gab, Justin, Janet).
- No need to CC Tim the owner of Fireside Tax, as long as you send to the payroll email the payroll team including Tim receives it! However, we do answer you from our personal emails.
- We often end up in spam, so please be sure to check your spam folder and add us to your email address book.
You Receive:
A custom email showing your tax collection receipt, your register and the paystubs. You are informed of exactly what is coiming out of your account and when and exactly how much to set aside in your account. It is ideal to set up a sub account or seperate business checking account just for payroll and other obligations so you can transfer the funds there and not have to worry about other charges occuring. If you set that up please inform us so we can set our system up to withdraw from that account instead.
Seasonal Payroll? We’ve Got You Covered!
Even if your business is seasonal, payroll must stay active year-round for:
✔ Quarterly 941 tax filings
✔ Preparing W-2s
✔ Avoiding compliance issues
- New! We now offer seasonal pricing options to help you manage costs in the off-season!
I want to pay my employee a perfect net amount, can we add the taxes on top of the amount?
Yes!
This is known as a Net-To-Gross Payroll
What is net to gross (gross up) payroll?
Net to gross means you tell us the net amount you want an employee to take home (for example, $1,000). We then gross the pay up to cover all required withholdings so the employee still receives the full $1,000 after taxes. The employer pays:
• The grossed up wages; and
• Both the employer’s taxes and the employee’s taxes that were withheld.
In short: you’re guaranteeing a net amount. The software calculates backward so taxes are covered and the employee still receives the promised take home pay.
Normally, the employee pays their portion of payroll taxes out of their paycheck.
With net-to-gross, the employer covers both sides: their own share of payroll taxes plus the employee’s share (because the employee is guaranteed their net amount).
OK but why would any employer want to do that?
Why employers choose net to gross at least once a year:
- Great employee experience: Employees actually receive the amount you intended—no guesswork, no disappointment. Without a a net-to-gross, a $1,000 “bonus” might shrink to $750 or less after taxes, leaving employees feeling like they got shorted. With this method, they see the full $250.00 (or whatever amount you promised) hit their bank account. It’s a clear, generous gesture that makes your appreciation feel real and meaningful.
- Recruiting & retention: A polished way to say “thank you” that stands out in a competitive market. For example, you’ve stayed 6 months, here is your $500.00 bonus.
- Fair and consistent: Every employee gets the same net—not different take home amounts because of tax brackets or W 4 settings.
Tell us the net amount(s); we handle the calculations, withholdings, and filings.
How it works (simple example)
You want Sharon to take home $1,000. The system calculates that to net $1,000 after all withholdings, her gross pay must be higher (for illustration only):
• Calculated gross pay: $1,250
• Taxes withheld (employee portion): $250
• Net to employee: $1,000 – Sharon get’s to take home an even $1,000.
As the employer, your total cost includes:
• $1,250 gross wages
• + Employer payroll taxes on the $1,250
• + Employee’s $250 tax withholdings
Result: The employee’s W-2 still shows wages and withholdings, so they get credit for the taxes withheld. Your cost is higher because you chose to guarantee the net.
When to use it
1. Holiday bonuses (December/January)
2. Company milestones (anniversaries, sales goals, completion bonuses)
3. Spot awards (recognition for exceptional work)
4. Relocation/transition stipends
5. Gift cards and prizes (taxable fringe benefits you want to “make whole”)
Compliance notes (the practical fine print)
• It’s still taxable wages. Gross ups are treated like regular taxable pay on the employee’s W 2.
• Withholding methods. Supplemental wage withholding rules generally apply; state and local rules vary. We’ll select the compliant method in payroll.
• Benefits & deductions. Retirement plans, garnishments, or benefit premiums may apply to grossed up wages depending on your setup. For a one time net to gross bonus, We CAN skip deductions/contributions related to a normal pay like healthcare but we cannot skip deductions like child support or court ordered garnishments.
• In general it is more clear to run a Net To Gross pay sperate from the employee’s regular pay especially in cases of holiday bonuses.
IRS rules on gifts vs. taxable bonuses
Employers often ask about the difference between taxable bonuses (like those run through payroll) and gifts. The IRS has strict rules:
• Cash, gift cards, and cash-equivalents are always treated as taxable wages, no matter the amount. These should be processed through payroll (and can be gross upped).
• Non cash gifts of nominal value (like a holiday ham or small swag item) may be considered de minimis and not taxable if they are occasional and low value.
• The IRS also allows a business deduction of up to $25 per employee per year for certain tangible gifts. Anything above this limit is generally not deductible.
In practice: a $50 Visa gift card is taxable wages. A $20 holiday mug may qualify as a deductible gift. We can help you decide whether to process something as payroll or as a business gift.
Don’t forget to keep your receipts and claim it when you file taxes.
As you know IRS Rules are always updating and changing so check back in on the current rules for the tax year.
FAQs
- Why does the employee get the credit for employee taxes even though we the employer paid it? By law, withholdings are reported under the employee’s wages and Social Security record. Your choice to gross up means you funded those withholdings on their behalf and you the employer don’t get the credit for it.
- Is this more expensive than a normal bonus? Yes. Guaranteeing a net amount increases your total cost because you’re covering taxes on top of the bonus.
- Can we apply gross up to only some employees? Yes—just be consistent with your written handbook policy to avoid perceived unfairness.
- Will this affect benefits or retirement deferrals? It can. Depending on your plan settings, some deductions (401(k), HSA, etc.) may apply to gross up wages. We’ll review before processing. We prefer to skip all deductions except those legally required to be withheld and run this pay seperate from a normal paycheck, especially in bonus situations.
- With this method I pay more for my employee—why? Because gross up shifts the tax burden off the employee and onto the business. In a traditional bonus, the employee sees a reduced amount after taxes, which can feel smaller than intended. With a gross up, you’re ensuring they get the full intended bonus amount in their pocket, even though it costs you more. Many employers find the higher cost worthwhile because it leaves a stronger, more positive impression with their team.
- Prefer a cost preview? Ask us for a quick gross up estimate by employee and we’ll send you a summary before you commit.