Payroll Implementation Reference
Applies to Admins
Implementing Payroll
From your computer
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This article is designed to provide an overview of how to implement When I Work Payroll and all the details you will need to get started. Get a glimpse of how Payroll works with Scheduling and Attendance and see the value of a real-time, all-in-one solution. Complete the enrollment form, which asks for the following information: FEIN Legal Name Trade Name or DBA (if applicable) Number of employees Number of contractors Current payroll provider Estimated amount of money that will be paid to employees and contractors per pay period. Ensure that your workplace is ready for onboarding by completing the...
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Payroll Company Onboarding Link Reference
During your Payroll onboarding process you will need to provide information about your workplace and employees. Use this article as a reference when collecting all the necessary information. The onboarding link is a step in getting onboarded into When I Work Payroll. Check out the Payroll Implementation Guide for more information about all the other steps. Link Location This link is available on the Payroll page in When I Work. The following information is requested when completing the onboarding link. Collect this before your scheduled onboarding call to speed up the process. Key Components Where to Collect From Company Information...Applies to Admins
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Payroll Employee Onboarding Link Reference
If your employer uses When I Work Payroll you may be asked to complete an Employee Onboarding Link to provide additional information. W-2 Employees Only This article covers requirements for W-2 employees only. If you are onboarding contractors, check out the Payroll Contractor Onboarding Link Reference. Collect the following information in advance to help speed up the process: Section Required Details Personal Info First name, Middle name, Last Name Date of birth Social Security Number Employee Residence/Address Paperless W-2 consent Payment Method By direct deposit By cash or physical check Tax Withholding Federal Tax Forms (W-4) Required additional state tax...Applies to Employees
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Payroll Contractor Onboarding Link Reference
If your employer uses When I Work Payroll you may be asked to complete a Contractor Onboarding Link to provide additional information. Contractors Only This article covers requirements for contractors only. If you are onboarding W-2 employees, check out the Payroll Employee Onboarding Link Reference. Collect the following information in advance to help speed up the process: Section Required Details Personal Info or Business Info Social Security Number Contractor address Business Info Legal Business Name (will not be shown in When I Work) Employer Identification Number Contractor Address Payment Method By direct deposit By cash or physical check Sign W-9...Applies to Employees
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Previous Payroll Provider Access Link Reference
The previous provider access component (PPAC) guides employers through how to grant access to their payroll history, enabling a more seamless transfer of data. Check out the Payroll Implementation Guide for more information about all the other steps. Link Location This link is available on the Payroll page in When I Work. Considerations Check is When I Work’s embedded payroll partner. In order to migrate data from your previous payroll provider, you may be asked to grant access to Check as an authorized user. This greatly reduces the implementation time as well as minimizes opportunity for error. Using the component...Applies to Admins
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Washington State Tax Setup Reference
Washington State mandates employers to provide specific employee data. Use this article as a guide for additional tax requirements when setting up Payroll. Check out the Payroll Implementation Guide for more information about the rest of the Payroll implementation. Position Change If an employee changes positions, let When I Work know so we can send you an onboarding link to update the code/rate for the employee. Washington state requires all employers to calculate and withhold a 0.58% premium from employees for this tax. It is possible for some employees to apply for an exemption from the tax via the WA...Applies to Admins
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Sync Payroll to QuickBooks Online for Accounting
You can connect your QuickBooks Online account application to When I Work Payroll during the implementation process. This option is available during the Set Up Accounting step of the Company Onboarding process. When prompted during the Set Up Accounting step, choose QuickBooks Online and click Connect. Question Answer Which categories must be mapped to the chart of accounts to create payroll journal entries in the general ledger? Payroll categories must be mapped to your companyʼs chart of accounts to enable the proper flow of payroll data to the QuickBooks Online general ledger. Optional categories can be marked in the dropdown...Applies to Admins