Setting Up Payroll

Getting a company set up in Steelhead Payroll for the first time is a very simple process. Manually enter and save company information along the way, or migrate information directly from current payroll provider. To enable Payroll, Contact Support. Once it is enabled, there are a few steps needed to complete setup and onboarding.

Company Payroll Setup

1. Navigate to your Timesheets Dashboard. Click on Configuration, Payroll, then Setup.
   

Company Pay Schedule

2. If there is no current Pay Schedule, click +New Pay Schedule. If a Pay Schedule or multiple exists and will be used for Payroll, continue to Step 3.
   

   a. To create a new Pay Schedule, enter the Name, Pay Frequency, Payroll Start Date, and First Payday. They can also be created, edited, and added to Payroll in the Pay Schedules page found in the Configuration > Timesheets section of the sidebar. NOTE: When setting the Payroll start date, keep in mind that we require a minimum of 10 business days before the first payroll run to ensure proper setup and data migration. Depending on access and data organization, more time may be required to complete the setup.
   

3. Click + ADD in the pay schedule row to add a pay schedule to payroll. Add all payroll schedules necessary to be connected to payroll.
   

   b. If there are any pay schedules that do not need to be added, continue by clicking the Workplaces stage.
   

Workplaces

4. Create a new payroll workplace.
   a. Click + Add New Payroll Workplace to create a new payroll workplace.
   

   b. Enter the location details of the company.
   

   c. There will be a "Failed to create workplace" error if the address is invalid.
   d. More than one workplace can be added. Click the Workplaces stage to navigate back to add more.

Employees

Only the basic information of employees needs to be entered to set up Payroll if data will be migrated from a payroll provider. If that is not the case, after Payroll Setup is complete,

5. Set up users as payroll employees. Click the plus icon to do so.
   

   a. Employee information will auto-populate. Adjust information as necessary.
   

   b. Close out of the "Create New Payroll Employee" dialog.

   • Click CANCEL if a new payroll employee is not wanted to be created.

   • Click SAVE if the payroll employee details are correct but the pay rate is not ready to be entered.

   • Click + SAVE AND ADD PAY RATE if the employee details are correct and the pay rate is ready to be entered.
     NOTE: Employee details can be edited after saving.

     c. To edit, add, or view a pay rate after an employee is saved:

   • Click the eye icon to open Pay Rate History for the employee. Then click CREATE NEW PAY RATE to add a new pay rate.
     

   • Click the pencil icon to open Edit Payroll Employee dialog where any details can be adjusted. Click + SAVE AND ADD PAY RATE to add a pay rate.

Earning Codes

6. Click the Earning Codes stage when ready to move on. Create Earning Codes by clicking the plus icon.
   

   1. Enter the name, associated Steelhead Labor Code, and the earning code type.
   2. The associated labor code can be entered later if necessary.
   3. Earning code multipliers and offsets can be added/edited. Click the Change Associated Labor Code Multiplier / Offset pencil icon to make adjustments.
      

Payroll Onboarding

7. Click the Start Payroll Onboarding stage when ready to move on. The remaining steps to complete are Bank Account, Setup Parameters, and Filing Authorization.
   

8. Click Get started.

   1. Steelhead Technologies partners with Check to power payroll. If Check's Terms of Service was read and agreed to, and authorization to debit funds from bank account was confirmed, check the boxes and Continue.
      

9. Complete the following steps of entering the business details. If there is any uncertainty with any of the following, many details can be found on an official document such as a tax return.

   1. Fill out the Business name. If applicable, enter the Trade name or select the "Same as business legal name" checkbox. Click Continue.

   2. Fill out the Business type. This includes Industry and Business structure. Click Continue.

   3. Fill out Business contact details. This includes the business phone number, email, and website (optional). Click Continue.

   4. Fill out the Business address. This is the legal address of the business. Click Continue.

   5. Answer the question: Has [company_name] paid people before? Click Continue.

      1. If "Yes" was selected, answer the question: What system do you use to run payroll? Once a selection is made, click Continue. If "I use a payroll software" was selected, Select your existing provider. If the provider is not listed, add it. Click Continue.

   6. Answer the question: How many people have you paid this year? OR How many people do you expect to pay this year? This is an estimate that includes W-2 employees and 1099 contractors. Click Continue.

   7. Answer the question: What is your desired pay schedule? This includes pay frequency and desired first pay date. Click Continue.

10. Complete Submit for setup. This includes linking bank account and migrating payroll data, if applicable. When these are complete, Submit.

    1. Click Edit to the right of the "Business details" section to review all information entered in step 9.
    2. When adding a bank account, there is an option for Instant or Manual connection.

11. At this point, Check will be processing the data.

    1. In the meantime, complete the tax information steps (12 and 13).
    2. Once Check is done processing the data, there will be a confirmation that Payroll setup is complete. Now, you may review all Payroll information looks correct before running payroll in Steelhead for the first time.
       

Tax Information

12. Navigate to Tax Setup in the sidebar and enter the business taxpayer information for federal and state taxes. When completed, there are two green checks.
    

13. Navigate to Filing Authorization in the sidebar and Sign and Submit all documents. When completed, there are green checks for all documents.
    

    1. Open a document to quickly view/download the document or Regenerate Form and Sign.
    2. Navigate to Authorization Documentation in the sidebar to download any signed authorization documents

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