📝 Overview
Use this checklist to gather everything you need for a smooth payroll onboarding experience. Having this information ready before you begin will help keep the process efficient and on track.
⚙️Business Information
Legal business name
Doing Business As (DBA) name(s), if applicable
Employer Identification Number (EIN)
Legal business address
Primary mailing address (if different)
Business phone number & email
Business structure (LLC, Corporation, Sole Prop, etc.)
Bank account & routing numbers for payroll funding
📍State & Local Tax Information
State Unemployment Insurance (SUI) account numbers and rates
State Income Tax (SIT) withholding account numbers
Local tax IDs (if applicable, e.g. PA, OH, KY, MI, AL)
Copies of rate notices for SUI (and local taxes if needed)
🛠️Payroll Setup & Preferences
Pay schedule(s): weekly, biweekly, semimonthly, or monthly
First pay date and corresponding pay period
Pay codes
Benefits: descriptions, codes, and amounts
Deductions: descriptions, codes, amounts, and pre/post-tax designation
Garnishments or other withholdings
🧑💻Worker Information
Collect the following for all active workers. If a worker terminated during the current calendar year, they must also be added to DaySmart Payroll to ensure their Form W-2 is generated at year end.
Demographic data (full legal name, SSN, date of birth)
Worker addresses (especially state of residence and state of work)
Email addresses and phone numbers
Hire dates and rehire dates (as applicable)
Compensation details: hourly or salary rate, bonuses, commissions
Tax status: W-4 and applicable state withholding elections
Direct deposit details or check preferences
Benefit and deduction information
PTO balances or policies (if tracked)
⌛Payroll History
⚠️Important Note: This section applies if you are migrating to DaySmart Payroll from another provider. If you are new to payroll entirely, you can skip this section.
Current quarter-to-date payroll report summary, by pay period
Prior quarter(s) payroll summary reports, quarterly summary by employee
Copies of quarterly 941s and state/local returns, if available
Prior payroll provider credentials, if applicable
❓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
What if I don't have all of this information before I start onboarding?
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You can gather information in stages, but having it all ready before you begin will make the process much faster. Some items, like your EIN, SUI account numbers, and bank details, are required before your first payroll can run. If you're unsure what's required at each step, contact DaySmart Support for guidance.
Where do I find my State Unemployment Insurance (SUI) rate?
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Your SUI rate is assigned by your state's unemployment agency and is typically included on a rate notice mailed to your business address at the start of each year. If you don't have a copy on hand, contact your state's labor or workforce agency directly to request it.
Do I need to add terminated workers?
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Yes, if a worker was terminated at any point during the current calendar year, they still need to be added to DaySmart Payroll. This ensures their Form W-2 can be generated correctly at year end.
What payroll history do I need if I'm switching from another provider?
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You'll need your current quarter-to-date payroll report (broken down by pay period), prior quarter summary reports by employee, copies of your quarterly 941s and any state or local returns, and your prior provider's login credentials if applicable. This historical data ensures accurate tax calculations and year-end reporting going forward.
What's the difference between a pay code and a deduction?
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Pay codes define how workers are compensated, such as regular hours, overtime, bonuses, or commissions. Deductions are amounts withheld from a worker's paycheck, such as health insurance premiums or retirement contributions. Both need to be set up in your payroll configuration before running your first payroll.