Workflow Templates: Payroll Onboarding Checklist

Obtain the employee's legal name and Social Security Number (SSN) or tax identification number.

Collect the employee's current address, contact information, and emergency contact details.

Get the employee's birth date and other personal information required for payroll processing.

Ensure the employee completes Form I-9 and provide the necessary identification documents.

Verify the employee's eligibility to work in the country using the provided documents.

Maintain I-9 compliance by properly storing and updating the forms as needed.

Have the employee fill out the W-4 form (or equivalent state form) for federal and state tax withholding.

Set up the employee's payroll tax profile in the payroll system, including exemptions and allowances.

Review and confirm the accuracy of the tax withholding information with the employee.

Create the employee's profile in the payroll software, including salary or wage details.

Enroll the employee in direct deposit and obtain the necessary banking information, if applicable.

Explain the payroll schedule, including pay periods and pay dates, to the new employee.

Present all available employee benefits, such as health insurance, retirement plans, and paid time off policies.

Assist the employee in completing enrollment forms for selected benefits.

Update the payroll system to reflect benefit deductions and contributions.

Provide the employee with information on overtime policies, payroll deductions, and expense reimbursement procedures.

Review relevant labor laws and regulations to ensure compliance with minimum wage, overtime, and record-keeping requirements.

Inform the employee about the company's confidentiality policies regarding payroll information.

Payroll Onboarding Checklist