Zenefits Payroll Setup Checklist

You will need to register for every state where you have employees working and/or living. Once you have registered and provided Zenefits with the below information, we will be able to remit and file taxes with the jurisdictions on your behalf.

  • Withholding Account Number
  • Unemployment Insurance Account Number (and rate)
  • Worker’s Compensation Insurance Account Number (and rate)
  • Additional requirements such as a third party administrator registration.

For more information check out our Help Center pages on registering with individual state payroll agencies.

For more information on required tax filings (withholding and unemployment) on the federal and state levels, check out this Help Center page.

During onboarding, we'll ask you to upload the following documents:


1. Quarterly Summary Report:

Instructions:
Upload this report for any quarter in which you ran payroll with a previous provider for the entire quarter.

This report must include summarized totals of everything listed below for each W-2 employee that was paid, including terminated employees: 
  • How much was paid in gross and net
  • How much was paid in employer taxes (FIT, MED, SS, FICA, etc.)
  • How much was deducted for employee taxes (FIT, MED, SS, FICA, etc.)
  • How much was deducted for other miscellaneous deductions (insurance, 401( k ), etc.)
Sample:
Payroll Details Report

2. Detailed Payroll Report:

Instructions:
Upload this report for any quarters where you ran payroll with a previous provider for part of the quarter.

This report must include everything listed below for each employee that was paid (including terminated employees), summarized by check date: 
  • Pay period & check date
  • Every employee that was paid 
  • How much was paid in gross and net
  • How much was paid in employer taxes (FIT, MED, SS, FICA, etc.)
  • How much was deducted for employee taxes (FIT, MED, SS, FICA, etc.)
  • How much was deducted for other miscellaneous deductions (insurance, 401( k ), etc.)
Sample:
Payroll Details Report2


3. Federal tax information:

  • Federal Employer Identification Number (EIN) - What’s this?
  • Federal Filing Form 941 ( this is your quarterly federal income tax return)

Important Note: Zenefits Payroll currently only supports Federal Form 941

4. State and local tax information:

Click here to find which documents we need for your specific states and localities.

5. Additional documents:

If applicable, your Implementation Manager may request additional documents from you, such as a year to date payroll history report, articles of incorporation, etc.

Your payroll schedule (or pay schedule) information will be collected in the payroll application process. Please be prepared to provide the following:

  • Which employees would be included on this pay schedule? (Salary, Hourly, or Both)
  • Pay Frequency: (Weekly, Bi-Weekly, Semi-Monthly, Monthly)
  • Requested Check Dates: (If Bi-Weekly, what day of the week)
  • How many days are there between the end of your pay period and the check date?
  • If the check date lands on a holiday or weekend, how would you like it shifted? (Before or After)
For more information on how pay schedules function in Zenefits, check out this article.

Still need our help? Our support team is waiting to help you. Contact us