To ensure an efficient enrollment process in GroundCloud Payroll, please gather and update the necessary information for you and your employees beforehand. This preparation helps expedite the process, allowing you to integrate payroll functionalities quickly.

Employer

Company Addresses

• Mailing Address: The location at which your business receives mail from the government.

• Filing Address: The address on file with the IRS when registering your business.

• Work Address: All physical locations where your employees do their work. Work addresses may include:

  • Business address out of which you operate (this may be the same as your mailing or filing address).

  • Home address of each employee that is considered to work from home.

Federal Tax Information1

• Federal Employer Identification Number (EIN)2

• Taxpayer type (LLC, S-Corporation, Limited partnership, etc.)

• Federal filing form (941 or 944)3

• Legal entity name (not DBA)

State Tax Information4

• This information varies by state.

• State registration and tax info can be found here.
  

Bank Information

• Institution name

• Checking account information5

  • Routing number

  • Account number

• Bank account login credentials (username, password)

Employee Information

• Ensure all GroundCloud driver profiles.

  • Have a valid email address (needed for the employee onboarding process).

  • Have a compensation type configured.

  • Have their FedEx ID listed.

• Be prepared to provide the following information when adding an employee for onboarding.

  • Work address (see Company Addresses above)

  • Hire date

Payroll History

• Previous payroll data are needed when transferring payroll providers after the start of the year to ensure the accuracy of year-to-date filings.

• The following items will be needed to enter previous payrolls:

  • Quarter-to-date (QTD) pay stub information from each prior quarter for active and dismissed employees paid this year.

  • Individual pay stubs from the current quarter for active and dismissed employees.
    

Employee

Personal details

• Legal first and last name

• Social Security number

• Date of birth

Home Address

Tax Details

• Federal withholding6

• State withholdings

Bank Account

• Routing number

• Account number

• Account type

  • Checking

  • Savings

• Find this information on your FEIN assignment form (Form CP575).

• If you don't have a Federal EIN, apply online.

• Review the IRS website to learn more about the different Federal Tax Form filings for payroll,

• This will vary by state. To learn more about your state's requirements, visit the Gusto help center.

• Your account must be linked to a bank checking account. Credit payments, credit cards, and savings accounts are not accepted.

• A portion of each paycheck is withheld to pay income taxes. Although we cannot advise you on what to put for an employee's withholding, we can point you and your employees to the IRS instructions, W4 form, and IRS calculator.

• CPA can also give some guidance on this.

Note: External links are maintained by third parties and are provided here for convenience only. Descartes does not endorse, approve, or make any claims as to the accuracy or reliability of the contents, which may be changed from time to time by the third party without warning.

Warning: This article does not provide tax, legal, benefits, financial, or HR advice. Rules and regulations may change over time and can vary by location. For specific guidance, consult a lawyer, accountant, or HR expert.

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