Workflow Templates: New Employee Payroll Setup Checklist

Obtain the employee's legal full name and social security number (SSN).

Collect the employee's current address and contact details.

Request an emergency contact name and phone number.

Have the employee complete Form W-4 for federal income tax withholding.

Obtain state and local tax withholding forms if applicable.

Verify the employee's eligibility to work in the United States with Form I-9.

Enter the new employee's information into the payroll system.

Set up the employee's payroll schedule (e.g., bi-weekly, monthly).

Configure the employee's salary or hourly wage details, including any benefits or deductions.

Collect the employee's bank account information for direct deposit.

Have the employee sign a direct deposit authorization form.

Test the direct deposit setup with an initial deposit to ensure accuracy.

Present the employee with available health insurance options.

Enroll the employee in the company's retirement savings plan if eligible.

Discuss and process any other benefits offered, such as life insurance or flexible spending accounts.

Ensure all payroll-related documents are in compliance with federal and state laws.

Maintain a file for the employee's payroll records, including tax forms and pay stubs.

Review payroll records periodically for accuracy and compliance.

New Employee Payroll Setup Checklist