Overview

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.

Step 1: Complete enrollment form

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.

Step 2: Demo with Sales

Get a glimpse of how Payroll works with Scheduling and Attendance and see the value of a real-time, all-in-one solution.

Step 3: Prepare for onboarding

Ensure that your workplace is ready for onboarding by completing the following tasks:

• In your When I Work account:
  • Enter addresses for every Schedule and Job Site.
  • Assign at least one schedule to every user profile.
  • Enter hourly rates in every user profile.
• Collect specific information to bring to your first onboarding call with a Payroll Support Specialist:
  • Workplace PTO policies and accrual rates.
  • Your pay schedules and first intended pay date.
  • User information using this template to help you gather the necessary information.

Step 4: Payroll Support Specialist onboarding call

Meet with a When I Work Payroll Support Specialist to complete onboarding and answer any questions specific to your workplace. During the call, you will complete two links to migrate information from your current system:

• Payroll Company Onboarding Link Reference
  • If you are in Washington state, check out the Washington State Tax Setup Reference for specifics about what you will need.
  • If you have QuickBooks Online for Accounting, you can set up a sync from When I Work Payroll to QuickBooks Online. Check out Sync Payroll to QuickBooks Online for Accounting for more information.
• Previous Payroll Provider Access Link Reference

Step 5: Implementation

All of your information will be submitted and reviewed. It will take at least 14 business days to process this information before your first intended pay date.

Step 6: Go live

Once all of your information is implemented Payroll will be active in your When I Work account.

Step 7: Run Payroll

Schedule your first Payroll run, which can be 2-3 days before the first pay date.

(Optional): Schedule your second payroll run, which can be 2-3 days before the second pay date.