Manage core team compensation, direct deposit banking info, pay schedules, and payroll tax compliance — all in one place.
Complete all setup steps before processing your first payroll run. Steps marked To Do require your attention. This checklist helps ensure legal compliance and protects both you and your team.
Register for a free Federal Employer Identification Number (EIN) with the IRS at irs.gov/ein. Required for all tax reporting and payroll filings. The application takes about 15 minutes and the EIN is issued immediately online.
📌 To DoRegister for state income tax withholding and state unemployment tax (SUTA) accounts with your state's Department of Revenue and Department of Labor. Requirements vary by state — check your state's business registration portal.
📌 To DoDetermine if each team member is a W-2 Employee (receives regular hours/oversight) or an Independent Contractor (1099) (self-directed work). Misclassification carries IRS penalties. Use the IRS Common Law Rules test when in doubt.
⏳ In ProgressHave all new employees complete: Form W-4 (Federal tax withholding allowances) and Form I-9 (Employment eligibility verification). Keep originals on file. Contractors complete Form W-9 instead.
📌 To DoSelect a pay frequency — Weekly, Bi-Weekly (most common), Semi-Monthly, or Monthly — ensuring it meets your state's minimum pay frequency laws. Use the Pay Schedule tab to configure and lock in your schedule.
⏳ In ProgressChoose a payroll method: Manual (spreadsheet — error-prone), or a cloud payroll service such as Gusto, ADP, QuickBooks Payroll, or Paychex. Cloud services automate tax deposits and year-end W-2/1099 generation. This hub provides the data management layer.
📌 To DoOpen a dedicated checking account solely for payroll. Maintain accurate records of every payment and tax deposit. The IRS requires you to deposit payroll taxes on a schedule (semi-weekly or monthly) determined by your prior-year tax liability.
📌 To Do
IRS EIN Application: irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online
IRS Publication 15 (Employer's Tax Guide): irs.gov/pub/irs-pdf/p15.pdf
Worker Classification: irs.gov/businesses/small-businesses-self-employed/independent-contractor-self-employed-or-employee
| Name | Role | Type | Rate | Pay Period | Bank On File | Status | Actions |
|---|
All amounts are in USD. Rate is the agreed per-period compensation. Click Pay to initiate a payment for that member.
Banking information is masked for display (only the last 4 digits are retained) and stored in sessionStorage only — cleared automatically when the browser tab is closed. Plain-text numbers exist solely in memory during form processing and are never written to persistent storage. All data transmissions should use HTTPS/TLS encryption.
Routing Number: 9-digit code identifying your bank (found on the bottom-left of a check).
Account Number: Unique identifier for your specific account (bottom-middle of a check).
Account Type: Checking or Savings.
Bank Name: The official name of your financial institution.
Never share routing or account numbers over email or unencrypted chat.
Verify the employer — only provide details to trusted, known employers or government agencies.
Check for HTTPS (🔒 padlock) before entering any banking information on any website.
Monitor your accounts regularly for unauthorized transactions.
Most states require at least semi-monthly payroll for employees. Check your state labor laws before selecting Monthly for W-2 employees. Independent contractors (1099) can be paid on any agreed schedule.
Before running payroll, ensure: (1) All team members have banking info on file, (2) Time sheets / contributions are approved, (3) Tax withholding amounts are verified, (4) You have sufficient funds in the payroll bank account.
| Name | Role | Type | Gross Pay | Adjustments | Net Pay |
|---|
| Pay Date | Period | Member | Role | Gross | Net | Method | Status | Ref # |
|---|
Records are retained for 7 years per IRS requirements. All amounts in USD.