Payroll Onboarding

Payroll Setup (Onboarding)

Getting started with a new payroll provider is complicated for customers new to payroll or changing providers. Migrating existing company, worker, and payroll data is a daunting task that can take weeks. This slows down time to revenue and requires an experienced payroll team to perform the work efficiently and accurately. To get your company set up for running payroll, we use an embedded setup component to guide you through the process.

Steps in the Process

Once you have submitted your enrollment, we move into Setup, where OnTheClock's payroll experts take over.

There are three high-level steps our team takes during the Setup:

Review - Ensure the employer has provided all of the information required to complete the Setup.
Migrate - Import all worker, company, and payroll information into the Check platform by parsing, formatting, and uploading payroll reports.
Audit - Validate the accuracy and integrity of the data using OnTheClock's Payroll Engine to ensure a smooth implementation and minimize the chance of downstream tax discrepancies.

Many things are completed during this setup phase, including: 

• Preliminary review - Test login credentials and review prior payroll data
• Data collection - Extraction of all necessary data from the previous provider
• Workplace setup - Add all workplace addresses 
• Payee setup - Add all employee (and contractor in the future) demographics 
• Deduction setup - Add all recurring benefits and post tax deductions including child support 
• Earning code setup - Add all active and historical custom earning codes  
• Tax setup - Add all company level tax IDs, rates, and EINs and employee withholding setup  
• Load YTD pay history    Note: For closed quarters, pay history is loaded as a lump sum by employee. For open quarters, pay history is loaded by employee and check date. 
• Balancing - Complete audit of pay history and tax setup
• Run Verification reports    
• Provide verification reports & gain filing authorizations

If required information is missing, or questions arise during the Setup, our team will work directly with you to resolve any issues. 

Once Setup is complete, there are two items left for the employer to do before running their first payroll.

Final Onboarding

To complete the onboarding process, you need to:

• Filing Authorization - sign the required filing authorization forms. These documents will be presented to you in the payroll tab for you to complete electronically.
• Payroll Creation and Approval - Create the payroll and ensure it is approved ahead of the payroll approval deadline (2 or 4 days before the desired payday depending on the company’s processing period). These deadlines and the process to run payroll will also be completed in the Payroll tab.

Congratulations, you are now onboarded and on the way to running your first payroll with OnTheClock!

Next, let's review how to Run Payroll