Payroll Onboarding - Frequently Asked Questions
Payroll Onboarding FAQ
Transitioning to a new payroll system is a significant step for any business. We've compiled answers to the most common questions about EasyTeam Payroll onboarding to help make your transition smooth and successful.
While this guide covers the most frequent questions about setup, timelines, and requirements, every business is unique. If you have specific questions not covered here, or need personalized assistance with your transition, don't hesitate to reach out to our dedicated payroll team via the chat bubble in the bottom right corner or email us at payroll@easyteam.com .
What is form 8655 and a "Tax Filing Authorization"?
During onboarding, you'll be asked to sign IRS Form 8655, sometimes called a "power of attorney" or "designation of reporting agent" form. This is a standard requirement when setting up payroll services.
Form 8655 authorizes EasyTeam Payroll to:
Submit your tax forms electronically to the IRS
Handle tax-related communications on your behalf
Resolve any tax filing issues that may arise
This authorization is essential for seamless payroll operations - it allows us to manage your tax filings automatically, saving you time and ensuring compliance.
I can't select my staff members in the Pay Group
Complete the Employer Onboarding steps first and migrate your existing payroll data. You'll be able to invite your employees later.
Once you finish the payroll setup process, invite your workers from the Staff page in EasyTeam.
Remember - You can invite and terminate employees from EasyTeam at any point after setup is complete.
I can't find my EIN or tax account number
You may skip this step during payroll setup.
Notice you'll need to fill in these details before approving your first payroll run.
My tax account number is in the incorrect format
Reach out to our support team to manually approve your tax info number via the live chat option.
After contacting out team, skip this step if possible until we approve your info.
I'm getting an error when trying to save an address.
Ensure you've included any suite or apartment numbers
Double-check the ZIP code accuracy
Contact support if issues persist
Why do I see a prompt to enter state tax information if the business only has 1099 contractors and no W-2 employees?
If you only have 1099 contractors, you will still see state tax information populate during onboarding. Choose these options:
For withholding tax:
Select No, I don't have it yet
Choose the most frequent schedule in the Filing Frequency dropdown
For unemployment tax:
Select No, I don't have it yet
Enter your state's standard new employer rate
💡 This information ensures your account is ready if you later hire W-2 employees. Remember to update these details when you receive your official tax information.
Can an employer who is not done registering their business with state tax agencies still complete onboarding?
Yes, you can complete onboarding before finalizing your state tax registration:
Select No, I don't have it yet in the state tax info card
Update with your official tax account numbers once received
Important: Be sure to update this information as soon as you receive it to ensure accurate tax filings and payments.
A worker's profile says that onboarding is not completed yet because contract overtime eligibility is missing. How can this be updated?
Navigate to the worker's profile in the Staff page, click Edit payroll profile
Click the Edit pencil on the Contracts card
Select the Edit pencil on their active contract
Choose Yes or No in the Overtime eligible dropdown
Click Save
What is a Money Movement Authorization Form?
A Money Movement Authorization Form, also called Direct Debit Authorization, is a required document that gives EasyTeam Payroll permission to automatically process payments from your business bank account. This authorization is essential because it allows us to handle all your payroll-related transactions automatically - including paying your team members and tax authorities - without requiring you to manually transfer funds for each payroll run.
In the U.S., we use the ACH system for these transfers. This authorization is collected during bank account verification and remains active until revoked in writing. Without it, you would need to manually send funds after every payroll run, which would be time-consuming and could delay payments.
💡 This authorization is covered in our Payroll Service Terms of Condition and includes all necessary security and compliance requirements for automated bank transfers.
Still need help? Contact our support team at payroll@easyteam.com or via the live chat bubble.
Updated on: 18/11/2024