Once you have created a company, it’s time to tell us about your employees and their pay details. You will want to have the following employee information available.
Employee name, address and email (if you would like earnings records emailed to employees)
Employee W-4 elections and state tax forms
Employee salary or hourly rates and pay frequency
Employee benefits and deductions
To add an employee, select the menu bar in the top left and select "Employees". To add a new employee, select "Add employee" in the top right corner. You can always edit these values later.
You will be guided through 8 steps to add a new employee:
Work Locations (if you have multiple work locations)
1. Details
Name (required): The first required section for adding an employee is the employee's name. This will be the name you select when running your payroll, printing checks, and running reports, so it should be easily identifiable.
Email: Optional. You can add your employee's email if you would like to be able to send them the earnings record directly to their email.
Employee ID: Optional. You can enter any number you'd like in this field.
Birth year (required): Age is used to to determine certain contribution limits.
Where do I enter an employee’s SSN?
PaycheckCity Payroll does not store Social Security numbers. You won’t be asked to enter an employee SSN during setup. This information is entered in the Reports form when completing their W-2 section.
Go to next step.
2. Home Address
The employee's home address and location start date are required to save the employee within PaycheckCity Payroll and run payroll for them.
Click "Add home address".
Enter address details.
For the start date, enter when your employee started working at the company.
Click "Add and verify address".
To confirm the address has been saved correctly, the address should say "Successfully geo-located address".
"Address cannot be verified"
If you get this message, please check the address you entered is correct. If you’re sure it’s accurate, then our address look-up system was not able to find it.
If an address cannot be verified, only federal and state taxes will be calculated. City and local taxes will not be included. If you need local taxes applied, please reach out to us.
Go to next step.
3. Work locations (if multiple locations)
If you had added more than 1 company location, you will see a step to select the employee's work location(s).
Go to next step.
4. Wages
To add a wage for your employee, select the wage type and pay frequency. You can always edit these rates during a payroll run.
Salary
Select "Salary", the pay frequency, then you will be required to enter the annual gross pay.
Hourly
Select "Hourly", the pay frequency, then you will be required to enter at least 1 regular hourly rate.
You'll be able to edit these values during payroll run time too.
Additional hourly rates
For hourly employees, you have the option to add the regular rate your employee is paid, as well as their overtime rate, doubletime rate, holiday rate, PTO, vacation, and sick rate.
Commission
Select "Commission", the pay frequency, then you will be required to enter the annual gross pay.
Tips
Tips are turned on in App Settings and don't need to be configured in the employee's profile.
Multiple wage types
At this time, you cannot select more than one wage type per employee (for example, you cannot select both Salary and Commission).
Go to next step.
5. Federal Taxes
Enter your employee's W4 selections. If the W4 was after the 2020 changes, toggle the "Use 2020 W4" to be turned on.
Go to next step.
6. State Taxes
The employee's state taxes are based on the home address. If you have any additional state withholding, personal allowances, dependent allowances or exemptions, you will need to add it to the Employee Taxes.
Tax limits are handled on our end.
Go to next step.
7. Benefits (optional)
Here you can add benefits and deductions. Click "Add benefit" and select one of these options:
125 - Accident Plans
125 - Health/Medical Plans
125 - Group-Term Life
125 - Long-Term Disability
125 - Short-Term Disability
125
401k
403b
457
Roth 401k
Roth 403b
Roth 457
FSA
FSA Dependent Care
HSA
Simple IRA
Simple IRA Nonelective
Cash Benefit - Post Tax
Voluntary Deduction - Post Tax
Child support - Post tax
Enter the amount per paycheck and limit for the year. Benefits and deductions will show under the Deductions details on a payroll run.
Child support
We currently don’t compute child support but you can add it as post tax to determine net pay. For benefit type, select “Child support - Post tax” from the dropdown.
Go to last step.
8. Prior Payroll (optional)
In order to have accurate year-to-date values on your employee's paystubs, you will need to input prior payroll details when adding an employee. If you have paid this employee during the calendar year outside of PaycheckCity Payroll the total year-to-date values should be entered here. This includes, wages, benefits, and taxes paid or withheld this year.
You're done! Click Finish and you can now run your payroll.