top of page

Payroll Documentation Requirements

Our payroll services ensure your employees and contractors are paid accurately and on time while staying compliant with federal and state regulations. We manage payroll processing, tax withholdings, direct deposits, and payroll filings so you don’t have to worry about deadlines or costly errors.

​

We also handle payroll tax calculations, quarterly and annual filings, and ongoing compliance support to help your business run smoothly. With reliable payroll management in place, you can focus on growing your business while we take care of the details.

1

Business Setup

  • EIN confirmation letter

  • State payroll account numbers

  • Business bank account for payroll withdrawals

  • Payroll start date & pay frequency

2

Employee Information

  • Completed Form W-4

  • Form I-9 (Employment Eligibility)

  • Government-issued photo ID

  • Full legal name, SSN, and address

  • Pay rate and position

3

Contractors (If Applicable)

  • Completed Form W-9

  • Payment amounts and frequency

  • Contractor agreement (recommended)

4

Business Setup

  • EIN confirmation letter

  • State payroll account numbers

  • Business bank account for payroll withdrawals

  • Payroll start date & pay frequency

5

Payroll Records 

  • Timesheets or hours worked

  • Salary agreements (if salaried)

  • Benefit deductions (if applicable)

6

Payroll Compliance

  • Timely submission of payroll data

  • Approval of payroll before processing

  • Review of payroll reports​

  • ​

⚠️ Late or missing payroll information may result in penalties, delays, or rejected filings.

7

📄 Year-End & Compliance Filings

  • Clients must provide:

  • Confirmation of employee/contractor lists

  • Approval for W-2 and 1099 filings

  • Updated addresses before year-end

8

⚖️ Client Responsibility Notice

  • Clients are responsible for:

  • Providing complete and accurate records

  • Responding to requests promptly

  • Retaining original documents

  • We are not responsible for penalties resulting from missing, late, or inaccurate information provided by the client.

9

📞 Need Help Organizing Your Records?

We offer bookkeeping cleanup, payroll setup, and ongoing support to help keep your business compliant year-round.

​

bottom of page