📝 Overview
This checklist covers all the information you'll need to complete payroll onboarding, from company and tax details to worker information. Work through each section before your onboarding kickoff to make sure nothing gets missed.
⚙️ Company Details
Business address
Work location(s)
Tax filing and mailing address (if different from business address)
🏦 Bank Account Information
Account owner name and account type
Routing number and account number
🔑 Federal Tax Information
Federal Employer Identification Number (FEIN)
Legal entity name
CP 575 or 147C letter
Federal income tax deposit schedule
💸 State Tax Information
State Income Tax (SIT)
Withholding account number
Deposit schedule
State Unemployment Insurance (SUI)
Account number
Tax rate
Workers' Compensation
Account number
Rate
Local tax information (if applicable)
Jurisdictions
Account numbers
💰 Company Payroll Information
Pay frequency (weekly, bi-weekly, semi-monthly, etc.)
Current payroll processing provider or method
Pay codes
Regular
Commission
Bonus
Other
Benefits
Health benefits
Retirement benefits
Paid time off
Deductions
Post-tax deductions
Garnishments
Payroll history
Current year payroll records
Current quarter (by pay period)
Prior quarter(s) (lump sum)
🧑💻 Worker Information
All workers, both active and terminated, must be included in the onboarding process. Workers can be added via email invite or entered manually.
Full legal name
Home address
Birthdate
Social Security Number
Tax withholding information
Federal
State (if applicable)
Bank account information
Routing number
Account number
Compensation details (salary, hourly, commission, etc.)
Worker type (W-2 employee or 1099-NEC contractor)
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
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Click the arrow to view frequently asked questions
Do I need to include terminated workers during onboarding?
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Yes. All workers who were paid during the current year must be included, even if they're no longer active. This ensures your payroll history and year-end tax reporting are accurate.
What is a CP 575 or 147C letter, and why is it needed?
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These are IRS-issued letters that confirm your Federal Employer Identification Number (FEIN). The CP 575 is sent when you first receive your EIN; the 147C is a replacement confirmation you can request from the IRS if the original is unavailable. Either document is accepted during onboarding to verify your federal tax identity.
What payroll history do I need to provide?
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You'll need current-year payroll records. For the current quarter, records should be broken down by pay period. For any prior quarters in the same year, a lump sum total is sufficient. This data is used to ensure accurate tax calculations and year-end reporting.
What's the difference between a W-2 employee and a 1099-NEC contractor?
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W-2 employees are on your payroll and have taxes withheld from each paycheck. 1099-NEC contractors are self-employed and responsible for their own taxes. Each worker type is set up differently in the payroll system, so it's important to identify this correctly during onboarding.
Can I add workers manually if they don't have an email address?
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Yes. While workers can be invited via email to complete their own onboarding, you can also enter their information manually if needed.