Starting payroll with a new provider can feel overwhelming, especially if you’re juggling hiring, compliance, and day-to-day operations at the same time. That’s why at Workforce PayHub, we focus on making onboarding structured, predictable, and as stress-free as possible.
This payroll onboarding checklist walks through what happens after you sign on as a new client, what information we’ll need from you, and how our team supports you every step of the way.
Welcome to Workforce PayHub
First things first: Welcome. We’re excited to partner with you and help simplify payroll, compliance, and workforce management for your business.
Once your agreement is in place, your onboarding officially begins. You’ll be assigned a dedicated Implementation Specialist who will guide you through setup, answer questions, and make sure nothing slips through the cracks.
Step 1: Schedule Your Kickoff Call
You’ll receive an email from your Implementation Specialist to schedule your kickoff call at a time that works for you.
This initial call sets the tone for the entire onboarding process. During the kickoff, we’ll cover:
- Who should be involved from your team members (owners, HR, accounting, etc.)
- Your payroll schedule and important timing considerations
- Key milestones and what to expect over the coming weeks
- Any immediate questions or concerns you want addressed upfront
The goal is alignment. When everyone knows the plan, onboarding moves faster and more smoothly.
Step 2: Collect Employee Information
Next, we’ll work with you to gather the employee data needed to set up payroll correctly and compliantly.
This typically includes:
- Employee names and home addresses
- Social Security numbers
- Marital status and withholding elections
- Direct deposit banking information
- Any voluntary deductions (benefits, garnishments, retirement contributions, etc.)
Your Implementation Specialist will guide you on how to submit this information securely and will review it with you to catch any issues early before your first payroll runs.
Step 3: Provide Historical Payroll Data
If you’re starting payroll with us mid-year, we’ll need historical payroll totals to ensure year-to-date figures are accurate for tax reporting.
For example:
- If your first payroll with Workforce PayHub is in February, we’ll need totals from January
- If you start later in the year, we’ll need cumulative data through your last completed payroll
Don’t worry, this doesn’t mean recreating every check. Our onboarding specialist will walk you through exactly what’s required based on your start date and payroll history.
Step 4: Share Prior Quarterly Filings (Mid-Year Starts)
For businesses transitioning mid-year, we’ll also request copies of prior payroll tax filings, such as:
- Form 941 filings
- Applicable state withholding and unemployment filings
These documents allow us to reconcile year-to-date wages and taxes accurately and avoid duplicate reporting or discrepancies later in the year.
This step is especially important for a clean handoff between payroll providers, and it’s one area where attention to detail really pays off.
Step 5: Guided Setup and Testing
Once the data is in, your Implementation Specialist will:
- Configure your payroll platform
- Review settings with you
- Walk you through how to run payroll
- Answer questions about reports, employee access, and approvals
Before anything goes live, we’ll make sure payroll runs exactly the way you expect it to. No guesswork. No surprises.
Ongoing Support You Can Rely On
Onboarding doesn’t end after your first payroll. Our team is here to:
- Help you feel confident using the platform
- Answer payroll and compliance questions as they come up
- Support changes as your workforce grows or evolves
Our goal is simple: payroll should feel manageable, not intimidating.
A Smooth Start Makes All the Difference
Getting payroll right from the beginning sets the foundation for everything that follows. With a clear process, dedicated support, and the right information upfront, onboarding doesn’t have to be complicated.
We’re thrilled to partner with you and are committed to making your transition to Workforce PayHub smooth, straightforward, and successful. If you have questions at any point, your Implementation Specialist is just a call or email away.
