Payroll Deductions: Definition, Types & Mandatory Deductions

The deductions that an employee receives from their Payroll are referred to by the name of payroll deductions and happen each time an employee is paid. Lets understand its types and what are the mandatory deductions.


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    payroll deductions

    Payroll Deductions

    If the employee has given their authorization in writing, some deductions from their pay are not required and can be taken from the payment before or after tax withholding following the specific circumstances. 

    However, tax and wage garnishments are mandatory deductions and employers who are not able to properly withhold these deductions could be held accountable for the amount which was not taken from an employee’s pay. So, without any further ado let’s jump into the payroll deductions.

    What exactly are Payroll Deductions?

    The deductions that an employee receives from their Payroll are referred to by the name of pay deductions and happen each time an employee is paid. 

    Because of the deductions that are taken from the employee’s pay their net pay also referred to as “take-home amount,” differs from their gross pay. It is contingent on the policies of the employer whether payroll deductions are obligatory or voluntary. 

    Payroll deductions could comprise federal, state and local taxes as well as health insurance premiums and expenses directly linked to an employee’s job.

    Types of Payroll Deductions

    There are two kinds of deductions from your Payroll: Mandatory and Voluntary.

    • Mandatory Payroll Deductions

    Mandatory payroll deductions are those required by law, regardless of whether they are required by local, state, or federal government. These deductions are meant for tax reasons.

    As an employer, you deduct the mandatory deductions from the paychecks of your employees and send your tax returns to IRS (or the appropriate local government agency) to pay payroll taxes.

    • FICA tax

    Taxes on Social Security and Medicare taxes are the two elements of the Federal Insurance Contributions Act (FICA) tax. This FICA tax is borne equally by the employee as well as the employer. 

    If the salary of an employee is less than what is considered to be the Social Security pay base, they are subject to a Social Security tax of 6.2 percent of their earnings.

    The employee is accountable to pay 1.45% of their Medicare-taxable income in Medicare tax. The total amount to be deducted from an employee’s pay to meet FICA obligation will be 7.65%. Employers, in turn, must contribute 7.65%.

    • Federal income tax

    The data your employees submit on their Form W-4 as well as their gross income will be used to calculate the federal tax liabilities of their employees. 

    The calculation of the amount of income tax to be deducted from the employee’s salary can be calculated using the table provided in Publication 15-T published by the IRS. IRS

    • The combination of Municipal & State tax burdens

    The way to collect taxes on income varies between states. Contact your state’s revenue department to find out the amount of money that must be taken out of the employee’s pay to pay local and state taxes. 

    If you’re a brand newly hired employer, we suggest that you look over our payroll data collection for businesses that are organised state-by-state.

    • Voluntary Payroll Deductions

    The voluntary deductions from payroll aren’t legal, however, they are determined by the fringe benefits that your business provides and whether employees choose to participate in these benefits. 

    So in the case of voluntary deductions from payroll, you have to withhold the appropriate amount from the employee’s pay only if they’ve granted you permission to take the necessary steps.

    It is possible to deduct more money from every pay period, and also legal deductions. Voluntary payroll deductions require employee approval. Employees must “opt-in” before being able to avail certain benefits.

    • Medical insurance rates coverage

    The health insurance deductions can change based on the health insurance plans offered by your small business and the option the employee chooses. Medical expenses include visits to the doctor, as well as prescription drug costs.

    • Retirement plans

    If you give your employees the option of joining an investment plan for retirement that they can take advantage of, they will be able to save money for their retirement accounts. 

    When it comes time for them to retire, they’ll be financially better off due to the funds they have contributed to the plan today.

    • Life insurance premiums

    Employees can have their earnings every week automatically taken out to pay the premium of the life insurance policy. When one employee dies, their death insurance policy will allow the payroll system to offer financial assistance to their beneficiaries.

    • Costs related to employment

    If employees of your small business are required to pay for expenses related to their job like union dues, meals, or uniforms You will have to pay these costs from the salary of your employee.

    • Tax deductions for post-taxes

    Once all tax statutory obligations have been deducted from the employee’s pay Post-tax deductions can be taken out of that paycheck. 

    Because deductions for tax purposes lower an individual’s net income instead of their gross pay. As these deductions don’t reduce the tax burden of an individual.

    It is the Roth Individual Retirement Account (IRA) as well as disability coverage, dues to unions donations to charities, and wage garnishments are just several typical examples. Employees can choose not to participate in post-tax deductions in any way except for wage garnishments.

    • Wage garnishments

    If an employee is in arrears with taxes or child support, alimony or a defaulted loan or a defaulted debt, the IRS or the courts or other regulatory authorities could require you to withhold some of the employee’s net or post-tax earnings to cover these debts. The following types of earnings can be susceptible to garnishment

    • Pay by the hour
    • Salaries
    • Commissions
    • Bonuses
    • Retirement plan and pension payouts

    What exactly are the deducted wages from your paychecks be made?

    The deductions taken from the paychecks of workers are generally made every pay period. These deductions will be determined by relevant tax regulations as well as withholding information supplied by the employees themselves or the court’s order. 

    There is the option of conducting the calculations on your own or hiring the services of a Payroll service company to streamline the process. Automating is a preferred method of operation by many businesses because it decreases the number of errors made and ensures that the payments are made to the correct authorities in time.

    The amount you withhold from every worker’s pay is determined using the employee’s Form W-4, Employee’s Withholding Certificate, local and state withholding certificates, benefit options as well as other relevant details.



    Payroll deductions refer to the amount taken from the total earnings of an employee to cover things such as taxes, garnishments, as well as benefits like health insurance. 

    The distinction between the net and the gross wages is due to withholdings, which could include a tax on income taxes for Social Security (k) and social security (k) contribution. 

    If you’re still having questions regarding the payroll deduction or any other questions, we are ODINT Consultancy. We are here to help you in every way.


    In essence, there are two kinds of deductions for payroll: pre-tax and post-tax. Pre-tax deductions are subtracted out of the payment before a tax deduction. Post-tax deductions are subtracted once the tax deductions standard is applied to the payment. 

    The amount an employer takes from the gross salary of an employee for tax wages, garnishment of wages and company benefits is known as payroll deductions.

    The amount that is withheld is calculated by subtracting the payroll deductions applicable to the net pay of a single employee. The tax percentage and other compulsory contributions that have to be held by employers are different at the level that is at the state, country or local scale. 

    Taxes on the payroll are usually recorded using Form 940 or Form 941, as well as Form 944.