Add an Employee

A step-by-step guide to adding your employees to PaycheckCity Payroll.

Updated over a week ago

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:

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.

  1. Click "Add home address".

  2. Enter address details.

  3. For the start date, enter when your employee started working at the company.

  4. Click "Add and verify address".

  5. 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.


Select "Salary", the pay frequency, then you will be required to enter the annual gross pay.


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.


Select "Commission", the pay frequency, then you will be required to enter the annual gross pay.


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.

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