Adding a new team member is exciting—but onboarding them into payroll can be tricky if you’re not prepared. Missing key details like tax forms or direct-deposit setup can delay paychecks and frustrate your new hire. A clear onboarding checklist ensures every employee starts off right.
Before the first paycheck, collect essential documents:
Form W-4 (for tax withholding)
Form I-9 (to verify work eligibility)
State tax withholding forms, if required
Store completed forms securely in compliance with recordkeeping laws.
Ask employees for bank details to enable direct deposit—it’s faster, safer, and preferred by most workers. Confirm their first payday and pay frequency (weekly, biweekly, or semimonthly).
If you offer health insurance, retirement plans, or other benefits, ensure the correct deductions are added to payroll. Communicate clearly when coverage begins and what each deduction covers.
Verify full names, Social Security numbers, and addresses before running the first payroll. Even small typos can cause reporting errors with the IRS or state agencies.
After the first payroll run, double-check gross pay, taxes, and deductions. Confirm with the employee that everything looks correct.
A strong onboarding process builds trust from day one. It also reduces administrative corrections later, keeping your records accurate and compliant.