Do you have a chat or payroll specific contact in your company? Please add their name and email address.

Do you currently have a payroll provider? Please upload the last (4) Quarters of Payroll Reports 

| UPLOAD LINK |

Do you have a completed Federal EIN Form?  Please upload your completed form (Employer Identification Number) from the IRS?

https://www.irs.gov/businesses/small-businesses-self-employed/apply-for-an-employer-identification-number-ein-online     

Please upload a copy | UPLOAD LINK |

Do you have a completed State EIN form.  Please upload your completed form (State Employer Identification Number) from the state(s) you run payroll? Please upload documentation | UPLOAD LINK |

How many employees do you have, total?

Independent contractor (self-employed) or employee? | Internal Revenue Service

Do you have your employee(s) applications with address, phone, and email address?  Please upload | UPLOAD LINK |

Do you have any additional payroll forms that apply to your business and will be relevant to payroll set up and taxation.  If yes, please upload

| UPLOAD LINK |

How many of those employees are exempt and how many are non-exempt employees? DOL FLSA

Do your employees work in more than one state? If so, which states? Guide to Localization of Employment (AZ)

Are your employees Remote Workers? 

If so, have you reviewed the Federal Telework Act of 2010? and the H. R Bill 1722? or the Guidance for Remote Work?

Are any of your workers classified as Statutory Employees? IRS Statutory Employees

Have you reviewed the DOL State Labor Laws as they apply to your employees?

Have all new hires been reported to the state in which payroll is due? (https://www.acf.hhs.gov/css/contact-information/state-new-hire-reporting-websites) AZ

Child Support Enforcement Garnishments AZ 

Do you employee Family Members? 

IRS Family Help 

DOL Child Labor Laws Fact Sheet #43  

Bulletin 102 and State Labor Laws and Age Certification

Do you have your completed W4 forms?

Understanding Federal Tax Withholding (W4)

(https://www.irs.gov/forms-pubs/about-form-w-4) 

Secure Act 2.0

Please upload W-4 documents  | UPLOAD LINK |

Do you have a direct deposit authorization form from your Employees filled out, signed, and dated and a voided check from the employee’s bank account (not a deposit slip) *if applicable?   Please upload | UPLOAD LINK |

Immigration Status:

H-1B nonimmigrant worker|Taxation of alien individuals by immigration status H-1b

H-2A visa workers supplied by a Crew Leader

H-1C, NAFTA TN Visa Holder,

H-2B, H-1B, H-1B1 and E-3 Specialty (Professional) Workers

Income tax for individuals with H status visas depends on whether they are classified as resident or non-resident aliens, determined by the green card test or the substantial presence test.

US Citizenship and Immigration Services

Do you have your employee completed Employment Eligibility Verification | USCIS   I-9 forms with verified Social Security Number? ( https://www.e-verify.gov/) FORM Please upload your employee I-9 Forms | UPLOAD LINK |

I-9 paperwork fine violations: Increased from $281 to $2,789 per I-9 form

Have you collected diversity information from your employees for the Equal Employment Opportunity (EEO) and Affirmative Action Laws? Such as: (EEOC Acknowledgement and Questionnaire) Please upload the EEOC Acknowledgement and Questionnaire | UPLOAD LINK |

Are any of your employees eligible for the 

Work Opportunity Tax Credit (WOTC)   

Did your employees receive the required Notice to Employees About the Earned Income Credit (EIC) https://www.irs.gov/forms-pubs/about-notice-1015

Are you required to follow the provisions of Prevailing Wage or the Davis Beacon Act for construction contracts exceeding $2000 to which the US or District of Columbia is a part of?  Applies to laborers, mechanics or subcontractors.  Wage Determinations | SAM.gov

Leave blank if not applicable

What is your payroll pay frequency? (Total Working hours a year 2080) 

Monthly (12p=173.33 hrs), 

Semimonthly (24p=86.67 hrs) 

Biweekly (26p=80 hrs) 

Weekly (52p=40 hrs) or 

Daily (260p=2080) 

Employment tax due dates

How many hours a day, or week is overtime calculated after? How many hours a day, or week is double time calculated after? DOL Wage and Hour Division

Have you reviewed the Department of Health and Human Services 

Affordable Care Act (ACA)  

Affordable Care Act information returns (AIR) | Internal Revenue Service

Do you offer other health or retirement benefits to your employees, if yes please define.  The federal government requires organizations with 50 or more full-time equivalent employees to provide health insurance that meets minimum essential coverage (MEC). Do you provide health insurance coverage to your employees?

Questions and answers on employer shared responsibility provisions under the Affordable Care Act

Do your employees earn any of the following in addition to regular pay:  paid time off, unpaid time off, sick pay, vacation pay, holiday pay, bonus, commissions, reimbursements, allowance, cash tips, paycheck tips, clergy housing, nontaxable per diem, group term life insurance, S Corp Owners Health Insurance, Company HSA contribution-section 125, personal use of company car, bereavement pay, other earning's? Section 125 Cafeteria Plan: Complete Guide 2025 - HSA for America

High Deductible Health

Do your employees have other non-mandatory payroll deductions: Voluntary (health, disability, insurance, retirement plans, job related expenses) Pre-Tax (non taxable) (medical and dental benefits, 401K retirement plans, group-term life insurance) Post-tax (taxable) (wage garnishments, Roth IRA retirement plans, union dues) Understanding Payroll Deductions: A Guide to Managing Employee Take-Home Pay

IRS Benefits and Fringe Benefits Guide

Do you pay Per Diem Reimbursement? Or will you?

GSA Per Diem Rate Calculator   

IRS Per Diem FAQ

Should employees be able to track time?

Leave blank if not applicable

Do your employees receive Stock compensation? 

If so, have the deductions and credits been allocated to each stockholder?  IRS Form 7203

Do you have workman's compensation insurance Contacts By State. Please upload policy documentation | UPLOAD LINK | *Mandatory*

Please upload all documents required by the State (UI) Unemployment Insurance department in the state where payroll taxes are currently due. Your state determines your SUI rate annually. | UPLOAD LINK | *Mandatory

Leave Blank if not applicable

Have all your Form 940 FUTA (Federal Unemployment Tax) been paid and filed?

IRS FUTA 940 Instructions

Have all of your Form 941, 944, 945 FICA (Medicare and Social Security and FIT) been paid and filed?

Consider COLA adjustments

Have you reviewed the Social Security Administration (SSA) website? The Federal government agency responsible for administering social insurance programs for  retirees, people with disabilities, and surviving members of deceased workers? 

Plan for retirement | SSA |

Have all your payroll tax deposits and reports been filed.

Payroll Frequencies, Withholding Tax Deposit and Report Due Dates

IRS Depositing and reporting employment taxes 

IRS Tax Topic 757

IRS Tax Topic 758

Have you paid  Self-Employment Tax (Social Security and Medicare Taxes), if applicable? 

Have you reviewed the DOL   Fair Labor Standards Act (FLSA)   and posted the necessary posters in your workplace? https://www.dol.gov/general/topics/posters

Federal law administered by the Department of Labor’s Wage and Hour Division. It plays a crucial role in safeguarding the rights and well-being of workers by establishing the minimum wage, determining working hours and overtime pay, and setting standards for child labor and recordkeeping.

Have you reviewed the DOL Occupational Safety and Health Administration (OSHA) Standards and posted the necessary posters in your workplace?

https://www.dol.gov/general/topics/posters

Have you reviewed the DOL Employee Retirement Income Security Act (ERISA)  minimum standards for most voluntarily established retirement and health plans in private industry https://www.dol.gov/general/topics/posters

Form 5500 corner | Internal Revenue Service

Have you reviewed the DOL Consolidated Omnibus Budget Reconciliation Act (COBRA)   Federal law that provides eligible employees and their dependents the right to continue their employer-sponsored health insurance coverage after certain qualifying events

https://www.dol.gov/general/topics/posters

Have you reviewed the DOL  Family and Medical Leave Act (FMLA) Federal law administered by the Department of Labor’s Wage and Hour Division. It requires that qualifying employers provide their employees with a period of time off for eligible reasons, such as the birth or adoption of a child, caring for a seriously ill family member, or dealing with a serious health condition. It also requires that the employees’ jobs are protected during that time.  https://www.dol.gov/general/topics/posters

Do you have an employee handbook? If you answered yes, please upload a copy

| UPLOAD LINK |

If we will be acting on your behalf, please submit Form 8655. (https://www.irs.gov/pub/irs-pdf/f8655.pdf) Please upload the signed document  

| UPLOAD LINK |

Have you completed the Withholding Tax Information Authorization Form from your state from each State in which payroll is due, authorizing our company to act as an agent on behalf of your company?  Please upload the Withholding Tax Information Authorization Form(s) for each State

| UPLOAD LINK |

Please confirm your accounting software provider, your payroll provider and any additional APPS your company utilizes.

Please let us know if you have any special requests or requirements.

Contact | Bookkeeping Business Online

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