Everything you need to know to complete your company enrollment
Welcome to OnPay! By now you know we're passionate about making payroll simple for you, and we start with your account setup and onboarding by ensuring that information about your company is entered accurately into your account.
To complete your enrollment, you will need specific company information, including:
- Your company tax ID, physical address, and contact information
- Financial information, including the payroll bank account and login credentials
- Owner/Officer ID and contact information, including a direct phone number
- Payroll schedule and approximate payroll amounts
- Name and address of at least one worksite
Once you have this info handy, you can follow our step-by-step setup guide to complete your enrollment in no time.
Experiencing information overload?
If you don't have all this information at hand, or if any of it is new to you, that's okay!
That's what the Onboarding Center is for. We cover what information you will need, where you can find it, and how it relates to your account.
Plus, in the event that this information needs to be collected from others, like company owners or stakeholders, we've provided a fillable PDF at the bottom of this article you can download, email out, or just print up to get everything you need in one place before you begin the setup process. Just look for the Account Setup Information Sheet at the bottom of this page↓
For personal assistance with your account setup, reach out to your Onboarding Consultant directly at email@example.com.
Here's everything you need to have ready:
Federal Employer Identification Number
Your Federal Employer Identification Number (FEIN) - A nine-digit number assigned to your company by the IRS. Provide your FEIN during account setup, or in the Company menu of your Dashboard.You can register for an FEIN on the IRS website.
State and local tax identifications
Provide a state tax ID for each state tax obligation your company has. This is typically withholdings for income tax and unemployment taxes, but requirements vary from state-to-state.
Some states have local taxation, too, so it's important to know what's required in each state.
Form 8655 and Third Party Agents
Form 8655 must be signed by your company owner or by a corporate officer authorizing OnPay to file and deposit taxes on behalf of the company.
Most states have a process for approving a Third Party Agent to file and pay payroll taxes on your behalf.
This is separate from the Power of Attorney form, which authorizes us to communicate on your behalf directly with state tax offices.
Compliance and integrations
Set up Workers' Compensation insurance
Most states require employers to carry Workers' compensation insurance. You can manage your existing insurance plan with our Workers' Comp Tracking tool, in the case of an audit. If you don't have coverage yet, you can book a free consultation to learn more.
Establish health benefits
Our team of licensed brokers also makes it easy to offer medical, dental, and vision plans for any size budget — and for all 50 states.
Set up payroll accrual policies
Setup custom company accrual policies with multiple rates, check employee balances, and approve time-off requests.
Accounting and time keeping integrations
We work with trusted names in accounting and time tracking to bring you a seamless payroll experience from scheduling to bookkeeping.
Labor law compliance
Certain federal and state laws require that employers provide employees with various types of leave policies, access to posted legal notices, and harassment prevention training. This may mean updating worksite labor law posters, scheduling mandatory harassment training, or offering a sick or medical leave policy.
Bank and prior pay
Provide prior payroll data
If your company has already paid employees this calendar year, you must provide us with payroll history reports. This is necessary in order for us to be able to accurately calculate withholdings, and file on your behalf at the end of the year.
Verify your bank account
When you process payroll in OnPay, funds will be drafted from this account. You can verify instantly during enrollment, or at a later time.
Set up direct deposit
Paying workers by direct deposit is simple and safe for everyone involved. You can still pay employees by check at any time, even in the same pay run as direct deposit payments.
Ordering check stock
If you intend to issue payment by printing checks frequently, you can obtain blank check stock for your home or office printer. We'll enter your company banking information so that it securely prints on your blank stock whenever you process a payment by paper check.
People, places & pay periods
Set up a Pay Schedule
Use company pay schedules to determine how often your employees have a payday. Keep in mind that many states have pay frequency requirements for employers to follow.
Enter worksite information
Worksites are used to associate employees with a worksite location, and are a big part of how we determine your employees' tax profiles so that we can accurately calculate all applicable taxes.
While you could always add your workers on your own, our Implementation team is ready to accurately enter your workers' information for you, including their prior pay history!
Administrator users in your company are able do things like manage their team and set tasks, approve hours and wages, or even run payroll. Their access is determined by you through managed access to information and permissions.
Set Up Deductions
Retirement plan contributions and insurance premiums are just some of the common payroll deductions that you can add to your account. We give you fully customizable payroll deductions.
Set Up Payroll Pay Items
Pay items indicate how a worker is classified. They could be hourly, salary, overtime exempt, or anything else you need.
Account Setup Information Sheet
Download this info sheet to use while gathering all the information you need to get set up.