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 will be guided through 8 steps to add a new employee:

  1. Details

  2. Home Address

  3. Work Locations

  4. Wages

  5. Federal

  6. Employee Taxes

  7. Benefits

  8. Prior Payroll

Details - Required

The first required section for adding an employee is the Profile name. This will be the name you select when running your payroll so it should be easily identifiable. You can add your employee's email if you would like to be able to send them the earnings record directly to their email.

Home Address - Required

The employee's home address and location start date are required to save the employee within PaycheckCity Payroll and run payroll for them. Once the information has been added select "Add address". The new address will populate at the bottom. To confirm the address has been saved correctly, the address should say "Successfully geo-located address".

Wage Rates

To add a wage for your employee, select the wage type, and pay frequency. When you select "Salary" and the pay frequency, you will be required to enter the annual gross pay.

When adding an hourly employee, select "Hourly" under wage type and then select the pay frequency. In the "Hourly Rates" section, you have the option to add the regular rate your employee is paid, as well as their overtime rate, double-time rate, holiday rate, and sick rate. Once the necessary rates have been added, select "Next".


To display paid and unpaid tips click on the menu bar in the top left and select App Settings. Under "Run Payroll Settings" toggle the pay options to allow the pay rates to display on a paycheck. Select "Save changes" to have these settings immediately applied.


Under the Federal information tab, you can enter your employee's Form W-4 information. If your employee is using the 2020 Form W-4, toggle the button to "Use 2020 W-4."

Employee Taxes

The employee's taxes are based on the home address. However, if you have any additional state withholding, personal allowances, dependent allowances or exemptions, you will need to add it to the Employee Taxes tab.


You can add benefits and deductions under the "Benefits" tab.

Prior Payroll

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.

Did this answer your question?