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Payroll Company Onboarding Link Reference

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Overview

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.

Before you begin

The following information is requested when completing the onboarding link. Collect this before your scheduled onboarding call to speed up the process.

Company Information Data

Collect company setup information needed to verify payroll necessity

  • Company legal details:
    • Legal name and address
    • Trade name or d/b/a
  • FEIN & State ID(s)
  • Signatory details:
    • Legal name, email, and title (used on form 8655)
  • Business Type (ex: c-corp, LLC)
  • Industry Type
  • Expected start date
  • Pay schedule
    • Pay frequency
    • Pay periods
    • pay dates
  • State unemployment insurance rates
  • Salaried/hourly employees
  • Types of earning/deduction codes

  • Form SS-4

  • Form CP-575

  • Form 147-C

  • Prior 94X tax returns

Master File & Payroll Data

Collect employee demographic data needed to accurately process payroll

  • Employee data:
    • Names and resident address
    • SSN
    • Tax Identification Number
    • Workplaces
    • Date of birth
    • Employment start date
    • Hourly/salary rates
    • Benefits/deductions – by category and amounts
    • Child support orders (if applicable)
    • Tax withholding certificates
      • Form W-4 information
      • State withholding certificates (if applicable)
      • Local withholding certificates (if applicable)
  • YTD Payroll Data (if applicable):
    • Prior payroll provided (if applicable)
    • Taxable wages
    • Taxes withheld
    • Benefits/deductions withheld
    • Child support details
    • Employer tax liabilities
    • Tax payments
  • Quarterly Returns (if applicable):
    • Forms 941/943
    • State(s) quarterly returns
    • Local(s) quarterly returns
    • Any outstanding balances for any taxing agencies
    • Any payments made toward tax liabilities (mid-quarter)
  • HR system
  • Previous third-party
  • In-house payroll

Authorization Data

Complete the tax profile, EE/ER banking materials, and company authorizations

  • Company & Employee Banking
  • Employee
    • Direct deposit banking
    • Form W-4
    • State/Local tax forms
  • Employer
    • Benefit plan deductions
    • Tax profiles
      • Withholding
      • Post-tax deductions
    • Banking information
  • Company authorization and filing forms
    • Form 8655 (federal)
    • State authorization forms (as needed)
  • HR system
  • Previous third-party
  • In-house payroll
Key Components Where to Collect From

Company Information Data

Collect company setup information needed to verify payroll necessity
  • Company legal details:
    • Legal name and address
    • Trade name or d/b/a
  • FEIN & State ID(s)
  • Signatory details:
    • Legal name, email, and title (used on form 8655)
  • Business Type (ex: c-corp, LLC)
  • Industry Type
  • Expected start date
  • Pay schedule
    • Pay frequency
    • Pay periods
    • pay dates
  • State unemployment insurance rates
  • Salaried/hourly employees
  • Types of earning/deduction codes

  • Form SS-4

  • Form CP-575

  • Form 147-C

  • Prior 94X tax returns

Master File & Payroll Data

Collect employee demographic data needed to accurately process payroll
  • Employee data:
    • Names and resident address
    • SSN
    • Tax Identification Number
    • Workplaces
    • Date of birth
    • Employment start date
    • Hourly/salary rates
    • Benefits/deductions – by category and amounts
    • Child support orders (if applicable)
    • Tax withholding certificates
      • Form W-4 information
      • State withholding certificates (if applicable)
      • Local withholding certificates (if applicable)
  • YTD Payroll Data (if applicable):
    • Prior payroll provided (if applicable)
    • Taxable wages
    • Taxes withheld
    • Benefits/deductions withheld
    • Child support details
    • Employer tax liabilities
    • Tax payments
  • Quarterly Returns (if applicable):
    • Forms 941/943
    • State(s) quarterly returns
    • Local(s) quarterly returns
    • Any outstanding balances for any taxing agencies
    • Any payments made toward tax liabilities (mid-quarter)
  • HR system
  • Previous third-party
  • In-house payroll

Authorization Data

Complete the tax profile, EE/ER banking materials, and company authorizations
  • Company & Employee Banking
  • Employee
    • Direct deposit banking
    • Form W-4
    • State/Local tax forms
  • Employer
    • Benefit plan deductions
    • Tax profiles
      • Withholding
      • Post-tax deductions
    • Banking information
  • Company authorization and filing forms
    • Form 8655 (federal)
    • State authorization forms (as needed)
  • HR system
  • Previous third-party
  • In-house payroll

Complete the onboarding link

Company details

In this section, you are asked for the following information:

Industry¹
Select the industry your business is a part of.
Company Type¹
Select what type of company you have.
Company Legal Name¹
The legal name of your company.
Company Trade Name (DBA)¹
Your trade name or DBA is the official name by which you do business if that name is different than your legal name.
Other Company Name
Your other business name is any non-official name under which your business operates.
Company Phone Number¹
The phone number of your company.
Company Legal Address¹
The legal address of your company.
Primary Business Address¹
This address is where the majority of your business is conducted. It appears on the employee paystubs.
Company Website
The website of your company.
How many employees do you pay, including yourself?
Enter the number of W-2 employees you currently pay. Do not include any 1099 workers in this count.
Item Description
Industry¹ Select the industry your business is a part of.
Company Type¹ Select what type of company you have.
Company Legal Name¹ The legal name of your company.
Company Trade Name (DBA)¹ Your trade name or DBA is the official name by which you do business if that name is different than your legal name.
Other Company Name Your other business name is any non-official name under which your business operates.
Company Phone Number¹ The phone number of your company.
Company Legal Address¹ The legal address of your company.
Primary Business Address¹ This address is where the majority of your business is conducted. It appears on the employee paystubs.
Company Website The website of your company.
How many employees do you pay, including yourself? Enter the number of W-2 employees you currently pay. Do not include any 1099 workers in this count.

Payment method

In this section, you will identify your payment method and provide authorization to debit payroll funds from a bank account. You can link with Plaid or you can provide your account details manually.

Tax setup

The tax setup section guides you through providing tax information based on your business address. This includes federal taxes, state withholding, state unemployment, and local returns.

Located in Washington state? Check out the Washington State Tax Setup Reference for more information.

Federal
FEIN: Federal Tax Identification Number is used by the Internal Revenue Service (IRS) to identify a business entity.
State
State tax information is based on the business address, but here is an example of information that can be requested:

  • Employee withholding account number
  • Employer unemployment account number
  • Employer unemployment tax rate
  • Withholding tax electronic funds transfer debit personal identification number (PIN)
Level Description
Federal FEIN: Federal Tax Identification Number is used by the Internal Revenue Service (IRS) to identify a business entity.
State State tax information is based on the business address, but here is an example of information that can be requested:

  • Employee withholding account number
  • Employer unemployment account number
  • Employer unemployment tax rate
  • Withholding tax electronic funds transfer debit personal identification number (PIN)

Filing authorization

The filing authorization section guides you through reviewing and signing forms to grant authorization to process payroll.

Federal
Federal form 8655
State
Varies based on the business address. Some examples:

  • Power of Attorney Authorization Form
  • Declaration of Representative
Level Description
Federal Federal form 8655
State Varies based on the business address. Some examples:

  • Power of Attorney Authorization Form
  • Declaration of Representative

QuickBooks Online for Accounting setup (optional)

You can connect your QuickBooks Online account application to When I Work Payroll. Check out Sync Payroll to QuickBooks Online for Accounting for more information.

Additional documentation requirements

In some cases, additional documentation may be requested for verification and processing.

Company Financial Verification (requirement for 2-day processing period eligibility in some cases)
Full bank statement:
Includes bank name, masked or unmasked account number, the account owner’s name and address.Note: two bank statements are required.Profit & loss statement:
A profit and loss statement, also known as an income statement or a P and L statement, is a financial report that shows a business’s net income by subtracting total costs and expenses from total income and revenue.Balance sheet:
A balance sheet is a financial statement that reports a company’s assets, liabilities and shareholder equity at a specific point in time.Cash flow statement:
A cash flow statement is a financial document that provides data on the cash a company receives and pays out over a specific period.
The cash flow statement is divided into three segments:

  • Operations: This includes money earned from the products or services the company provides, as well as the money it spends to produce its offering.
  • Investments: This includes the returns the company gets on money it has invested and the cash it spends to acquire and manage these investments.
  • Financing: This refers to the money the company has coming in from the debt it uses to finance its operations, as well as the cash it spends on this debt.

Note: you may not prepare a cash flow statement.

Federal EIN Verification

IRS Form SS4

IRS Form CP (575 EIN Confirmation Letter issued to a new business)

IRS Form 147-C (EIN verification Letter when an EIN was previously assigned)

IRS Form 940

IRS Form 941

IRS Form 943

IRS Form 944

IRS Form 945

Company Identification Verification

Articles of Incorporation

Company registration document

Full bank statement including the bank name, masked or unmasked account number, and the account owner’s name and address.

Signatory Identity Verification
Non-expired government-issued photo ID for the authorized signer.
Signatory Authorization Verification

Articles of Incorporation

Company registration document

Amendments to Articles of Incorporation showing the addition of Signer.

Bank Account Verification (requirement when a bank account is linked manually without Plaid)

Bank letter, on bank letterhead, including the unmasked last four digits of the account number and the account owner’s name.

Full bank statement including the bank name, account number, and the account owner’s name and address.

State Registration Verification
State registration document, proving registration of company in the state of legal address.
Requirement Acceptable Document Types
Company Financial Verification (requirement for 2-day processing period eligibility in some cases) Full bank statement:
Includes bank name, masked or unmasked account number, the account owner’s name and address.Note: two bank statements are required.Profit & loss statement:
A profit and loss statement, also known as an income statement or a P and L statement, is a financial report that shows a business’s net income by subtracting total costs and expenses from total income and revenue.Balance sheet:
A balance sheet is a financial statement that reports a company’s assets, liabilities and shareholder equity at a specific point in time.Cash flow statement:
A cash flow statement is a financial document that provides data on the cash a company receives and pays out over a specific period.
The cash flow statement is divided into three segments:

  • Operations: This includes money earned from the products or services the company provides, as well as the money it spends to produce its offering.
  • Investments: This includes the returns the company gets on money it has invested and the cash it spends to acquire and manage these investments.
  • Financing: This refers to the money the company has coming in from the debt it uses to finance its operations, as well as the cash it spends on this debt.

Note: you may not prepare a cash flow statement.
Federal EIN Verification

IRS Form SS4

IRS Form CP (575 EIN Confirmation Letter issued to a new business)

IRS Form 147-C (EIN verification Letter when an EIN was previously assigned)

IRS Form 940

IRS Form 941

IRS Form 943

IRS Form 944

IRS Form 945
Company Identification Verification

Articles of Incorporation

Company registration document

Full bank statement including the bank name, masked or unmasked account number, and the account owner’s name and address.
Signatory Identity Verification Non-expired government-issued photo ID for the authorized signer.
Signatory Authorization Verification

Articles of Incorporation

Company registration document

Amendments to Articles of Incorporation showing the addition of Signer.
Bank Account Verification (requirement when a bank account is linked manually without Plaid)

Bank letter, on bank letterhead, including the unmasked last four digits of the account number and the account owner’s name.

Full bank statement including the bank name, account number, and the account owner’s name and address.
State Registration Verification State registration document, proving registration of company in the state of legal address.

If specific user information is needed, an Employee Onboarding link may be provided. Check out Payroll Employee Onboarding Link Reference for more information.

Updated on March 28, 2024
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