GroundCloud Payroll - Pre-Enrollment Checklist

GroundCloud Payroll - Pre-Enrollment Checklist

Before beginning the GroundCloud Payroll enrollment process, it will be important to make sure you and your employees have the following information on hand or updated within GroundCloud. This will help make the process as fast and efficient as possible.

Employer

  1. Company Addresses

    1. Mailing Address: The location at which your business receives mail from the government

    2. Filing Address: The address you have on file with the IRS when you registered your business

    3. Work Address: All locations at which your employees are physically performing their work

      1. Work addresses may include:

        1. Business address out of which you operate (this may be the same as your mailing or filing address)

        2. Home address of each employee that is considered to work from home

  1. Federal Tax Information1

    1. Federal Employer Identification Number (EIN)2

    2. Tax payer type (LLC, S-Corporation, Limited partnership, etc.)

    3. Federal filing form (941 or 944)3

    4. Legal entity name (not DBA)

  1. State Tax Information4

    1. This will vary by state

    2. State registration and tax info can be found here

  1. Bank Information

    1. Institution name

    2. Checking account information5

      1. Routing number

      2. Account number

    3. Bank account login credentials (username, password)

  1. Employee Information

    1. Ensure all GroundCloud driver profiles

      1. Have a valid email address (needed for the employee onboarding process)

      2. Have a compensation type configured

    2. Be prepared to provide the following information when adding an employee for onboarding

      1. Work address (see Company Addresses above)

      2. Hire date

  1. Payroll History

  1. Previous payroll data is needed when transferring payroll providers after the start of the year to ensure year to date filings are accurate.
  2. The following items will be needed to enter previous payrolls.
    1. Quarter-to-date (QTD) paystub information from each prior quarter for active and dismissed employees paid this year.
    2. Individual paystubs from the current quarter for active and dismissed employees.

If your first check date is...
You will need...
Quarter 1 (January 1 - March 31)
  1. Every paystub in the current quarter
Quarter 2 (April 1 - June 30)
  1. QTD amounts on the last paystub in Q1 (1/1 - 3/31) with a check date of 3/31 or earlier
  2. Every paystub in the current quarter
Quarter 3 (July 1 - September 30)
  1. QTD amounts on the last paystub in Q1 (1/1 - 3/31) with a check date of 3/31 or earlier
  2. QTD amounts on the last paystub in Q2 (4/1 - 6/30) with a check date of 6/30 or earlier
  3. Every paystub in the current quarter
Quarter 4 (October 1 - December 31)
  1. QTD amounts on the last paystub in Q1 (1/1 - 3/31) with a check date of 3/31 or earlier
  2. QTD amounts on the last paystub in Q2 (4/1 - 6/30) with a check date of 6/30 or earlier
  3. QTD amounts on the last paystub in Q3 (7/1 - 9/30) with a check date of 9/30 or earlier
  4. Every paystub in the current quarter


Employee

  1. Personal Details

    1. Legal first and last name

    2. Social Security number

    3. Date of birth

  1. Home Address

  1. Tax Details

    1. Federal withholdings6

    2. State withholdings

  1. Bank Account

    1. Routing number

    2. Account number

    3. Account type

      1. Checking

      2. Savings




1 You can find this info on your FEIN assignment form (Form CP575).

2  If you don't have a Federal EIN, apply online.
To learn more about the different Federal Tax Form filings for payroll, review the IRS website.

4 This will vary by state. To learn more about what your state may require, visit the Gusto help center.

5 Your account must be linked to a checking bank account. Credit payments, credit cards, and savings accounts are not accepted.
A portion of each paycheck is withheld to pay income taxes. Although we cannot advise what to put for an employee’s withholding, we can point you and your employees in the direction of the IRS's instructions, W4 form and IRS calculator. A CPA will also be able to give some guidance on this.


Disclaimer:

This article is not to be taken as tax, legal, benefits, financial, or HR advice. Since rules and regulations change over time and can vary by location, consult a lawyer, accountant or HR expert for specific guidance.



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