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YOURPEOPLE, INC.

FAQs About Setting up Zenefits Payroll

For Administrators and Employees

Why does Zenefits payroll ask for my banking credentials?

Zenefits Payroll verifies customer credit and banking information through a third-party vendor called Plaid , an industry leader in secure transaction and authentication services for the financial industry. To guarantee safety and privacy, Zenefits Payroll does not store banking credentials. Instead, these credentials are securely transferred to Plaid using industry-standard encryption.

For more information on Plaid's security standards and validation practices, see Plaid's Security and Authentication guides.

Where do I upload notarized forms for Zenefits payroll?

Once you've completed the Zenefits Payroll application, click Pending in the Payroll card to download, review, and upload any payroll authorization forms that require notarization. They'll be in the Pending Notarization list, with big Upload Notarized Form buttons next to each that remains.

For best results, scan the forms and upload them as .png or .PDF files.

Internal Support Notes

If the admin has designated someone else as signatory, the signatory will need to log in under their account and click this link to sign forms and/or download/sign/upload notarized forms.

Where do I enter test deposits for Zenefits payroll setup?

Once you've received test deposits from Zenefits Payroll in the bank account you've provided, click Pending in the Payroll card, then validate your company's payroll bank account by entering the amounts that Zenefits Payroll deposited into the account.

Do I need to authorize Zenefits payroll to debit my bank account?

For added security, banks will sometimes prevent third parties from initiating and completing transactions involving your bank account. To ensure that payroll runs smoothly:

  1. Contact your bank to authorize transactions from Zenefits Payroll.
  2. Provide your bank with the following Zenefits Payroll originator IDs and names:
Company Name Originator ID
PAYYOURPEOPLEPRL P942875288
PAYYOURPEOPLETAX R942875288

After completing the above steps, your bank will know that the transactions from Zenefits Payroll are valid.

How can I add my owners or partners to Zenefits payroll?

If you don't see your partners or owners in the list of workers during Zenefits Payroll setup, you'll need to "hire them" in Zenefits first.

Internal Support Notes

Here's some additional context about the problem.

  • The signup wizard doesn't allow entry of names, it just populates a list of current employees, so the admin has to "hire" any owners and identify whether they are related to other employees. Family employees (those related to owners) are sometimes exempt from withholding for particular taxes.
  • At the moment, unchecking the Add to Payroll option in the hiring flow does not actually keep the owner from showing up in payroll. Admins will need to uncheck the owner in each regular run.

Add Unpaid Owner or Partner to Zenefits Payroll

If they're not going to be paid in Zenefits Payroll, here's how to add them in Zenefits so they'll show up in the list of owners.

Recommended Email Response

Copy and paste the below text as part of the Answer section of the email to the client.

Zenefits Payroll needs you to identify your owners so that we can correctly manage your Federal and State taxes, even if they're not going to be paid in Zenefits Payroll. If you don't see your owners in the list of employees during setup, you'll need to add them in Zenefits by "hiring" them.

Here's how to add an existing unpaid owner or partner in Zenefits:

  • Log in to Zenefits as an administrator.
  • Click Hire in the Directory app.
  • Make sure that all options in the Hiring Documents and Collection Information sections are unchecked, especially the Add to payroll option.
  • Enter their Contact and Work Details information on the Basic Info page.
  • Click Save and Continue.
  • Enter a start date for the owner e.g., the current day.
  • Choose a Type of "Salaried" and an Employment Type of "Full Time".
  • Enter 0 .01  into the Salary (annual) field.
  • Assign the owner an existing PTO policy, or choose "Can't Take Time Off".
  • Click Save & Continue.
  • On the Benefits Info page, just click Save and Continue.

All set! We're building out functionality to block unpaid owners/partners from being added to payroll. For the moment, just uncheck the unpaid owner/partners in each payroll run.

For more information, see this Help Center guide to adding an unpaid owner to Zenefits.

Add Paid Owner or Partner to Zenefits Payroll

If they're going to be paid in Zenefits Payroll, just hire them as you would any other worker, and make sure the Add to Payroll option is checked.

Recommended Email Response

Copy and paste the below text as part of the Answer section of the email to the client.

Zenefits Payroll needs you to identify your owners so that we can correctly manage your Federal and State taxes. If you don't see your owners in the list of employees during setup, you'll need to add them in Zenefits by "hiring" them.

To do so:

  • Log in to Zenefits as an administrator.
  • Click Hire in the Directory app.
  • Uncheck any options as desired, but make sure to keep Add to payroll checked.
  • Complete the hiring process as normal.
  • The owner will receive an email to log in and fill out their personal, bank, and tax information.

If you forget to select Add to payroll during the hiring process:

  • Click the Directory app.
  • Click on the employee's name.
  • In the Actions list, click Onboard to Payroll.

For more information, see this Help Center guide to hiring different types of employees in Zenefits.

How can I upload a voided check for Zenefits payroll setup?

Voided corporate checks can be uploaded from the Pending page, once the bank account entered during setup has been validated. Zenefits Payroll can't accept personal checking accounts for payroll.

  • Companies who chose automatic validation can upload a voided check immediately upon completing the setup wizard.
  • Companies who chose to validate using test deposits can upload a voided check once these deposits are entered.

How does my staff get started with Zenefits payroll?

Getting started with Zenefits Payroll as a worker is easy.

Workers who are already in Zenefits and have provided all of their bank, tax, benefits enrollment, and personal information don't need to do anything!
  • Once your first payroll is run through Zenefits, your workforce will be able to access a new application on their Zenefits dashboard, Paystubs. This is where they'll be able to view and download their paystub each pay period.
  • Your workforce will also have a new section of the Documents section in their Personal Info app. This will contain all payroll related documents, such as the W-2.

Workers who don't already have a Zenefits account (e.g., new hires, or anyone from a company who is setting up Zenefits for the first time) need to register in Zenefits and enter their information.

  • These workers will have a variety of apps in their Dashboard, depending on what your company uses Zenefits for. We encourage those who are new to Zenefits to take a moment to watch our Training videos to get acquainted with the platform.

Going forward, when you make a change in Zenefits that affects payroll, the change will be updated or added in Zenefits Payroll.

How do I choose the right first pay period for Zenefits payroll?

The combination of First Pay Period and First Check Date Pay for a pay schedule in Zenefits Payroll determines when workers are paid for each pay period.

To pay workers:

  • on the last day of the period, simply choose the First Pay Period from the list that ends on the First Check Date.
  • after the period ends, choose a First Pay Period that ends on a date before the First Check Date.

For example, let's say a company who has Zenefits Payroll and Time & Attendance sets a First Check Date of 7 / 1.

  • Zenefits Payroll requires seven days between the end of each period and the pay date for that period.
  • Seven days prior to 7/1 is 6 /24, so the company's administrator chooses a First Pay Period of 6 /11 -6/24.

Pay schedules for those who use Time & Attendance must have seven days between end of each period and its pay date to allow enough time for approval of hours.

How do I complete setup for Zenefits payroll?

If you're the administrator who set up the account, just click Pending in the Payroll card to take care of any remaining tasks. Here's a list. Once these steps are complete, look out for an email from Zenefits Payroll that confirms your account is complete. We'll reach out if there are any issues.

If you identified another person as the account's signatory, they'll need to log in to Zenefits using their personal email and click this link to sign forms.

Recommended Email Response

Copy and paste the below text as part of the Answer section of the email to the client.

If you're the administrator who set up the account, just click Pending in the Payroll card to take of any remaining tasks. Or, click this link to log in to Zenefits and go right to the Finish Your Payroll Account Setup page and complete the follow steps are required.

  1. Enter Test Deposits:If you chose not to automatically verify your payroll bank account using Plaid and instead opted for test transactions, you can enter them on this page.
  2. Upload Voided Corporate Check: Once your bank account is verified, you can upload a voided corporate check. Please make sure the company's name is printed, not handwritten, on the check. If you don't have corporate checks, see these instructions.
  3. If there are any forms in the Sign Forms list, just click the name of the form to sign it.
  4. If there are any forms in the Pending Notarization list, and:
    • you're the designated signatory for the account, click the name of the form, sign it, have it notarized, then upload it from the Finish Setup page.
    • someone else was designated as the signatory, they'll need to log in to Zenefits using their personal account email and click this link to download, sign, get notarized, upload any forms.

For more information, see this Help Center article on completing Zenefits Payroll setup.

Internal Support Notes

  • Test deposits should show up in 1-3 days, regardless of the admin's chosen first check date.
  • Once the company account is verified, the admin can upload a voided corporate check with the company's name clearly printed on it. Those who don't have paper checks can upload an account statement or letter from their bank that clearly states the account number and the admin's name to prove it's their account.
  • To identify the signatory on the account:
    1. Make note of the admin's email.
    2. Head to rawData > zpCompany > signatory. If the email in this field doesn't match the admin's email, the signatory isn't the admin, and they'll need to log in to Zenefits using their registered personal email, then click on this link to review and sign the correct forms.
  • Alabama, New York, Montana, and Vermont are the only states that require upload of notarized authorization forms. For all other states, admins can just sign the form electronically.
What if my company doesn't have corporate checks?

If your company doesn't have paper corporate checks, you can upload a bank statement or letter from your bank to verify your payroll bank account. The statement or letter should clearly show:

  • the company name as the account holder.
  • the company address 
  • the account type (must be corporate checking account).
  • the account number.
What is the 2 or 4 day processing period?

Zenefits Payroll's processing period, which is the 2- or 4-day  period between your payroll due date and check date, gives Zenefits Payroll enough time to verify that the funds exist in your account, debit the account and transfer funds into our clearinghouse bank, and then transfer them to your employees' bank accounts.

All companies are initially assigned a 4-day processing period. Learn more about upgrading to 2-day processing.

ACH Transaction Timing and Zenefits Payroll Processing Period

Since ACH debits (e.g., from your corporate payroll account) are usually completed on the following business day, and ACH credits (e.g., to your employees' bank accounts) can take 1-2 days, this processing period takes a minimum of two days.

Processing Periods and Late Payroll

If you run payroll late, your approval period stays the same, which means your employees will be paid late. For example, if your approval period is four days and your payroll is due on January 25th, but you submit one day later on January 26th, your employees will be paid on January 30th instead of the 29th.

When should I cancel my previous payroll service?

Don't cancel your previous payroll service until you've run your first payroll with Zenefits Payroll. When you have, use this handy template to formally notify your previous provider and request some important tax and payroll information.

Recommended Email Response

Copy and paste the below text as part of the Answer section of the email to the client.

Please don't cancel service with your previous payroll provider until you've run payroll in Zenefits Payroll at least once. That way, you can be sure that the account is fully set up.

When you have, use this handy template to formally notify your previous provider and request some important tax and payroll information.

Internal Support Notes

Administrators must wait to cancel their previous payroll provider until after a successful run with Zenefits payroll.

In console, the provider will update to YP (Zenefits Payroll):

  • when a formerly Manual company's Zenefits Payroll Onboarding Status is changed to COMPLETE.
  • when a formerly synced company has run payroll (a run is moved to Paid) for the first time.
When will test deposits from Zenefits payroll show up in my bank account?

Test deposits should show up in your payroll bank account with 1-3 business days.

Where do I sign forms as a signatory in Zenefits payroll?

External payroll administrators and other individuals who were notified by email that they were designated as a signatory for Zenefits Payoll should click this link and log in to Zenefits using their personal account credentials to sign the necessary forms.

Why do I need to identify family members of owners?

When a sole proprietor or partner employs their child, spouse, or parent, these family employees may be exempt from paying FICA or FUTA taxes. Make sure to identify these employees so that Zenefits Payroll can withhold the right taxes for them.

Why do I need to identify my owners or partners?

The IRS taxes the owners of a business differently from the business' W-2 employees. Depending on the business' entity type, these owners may be partners (e.g., partnerships), shareholders (S Corporations), officers (Corporations) or simply sole proprietors. Payroll providers such as Zenefits Payroll need to know which of a business' employees are also owners of the company in order to determine:

Why do I need to upload a voided check for Zenefits payroll setup?

Zenefits Payroll wants to eliminate any potential for misused or incorrectly entered banking information, and relies on a two-step process to verify your payroll bank account. The voided check helps to confirm that you're the owner of the account you've provided. In order to comply with banking regulations, Know Your Business (KYB) and Know your Customer (KYC) requirements have to be validated. We do this to ensure fraudsters have not gained access to your information, as well as, to validate the bank account information we have on file.

Using the copy of a voided business check (or bank statement, if you would prefer not to use a voided check, or don't have paper corporate checks) that you provide for that account, Zenefits Payroll can:

  • confirm that it's a business checking account (not a personal one), and that you're the owner on the account.
  • verify that the routing and account numbers you provide are valid and for your account.
  • ensure that the voided check/bank documentation address matches an address in Zenefits.
Why does my legal address need to be a physical location?

In Zenefits, your Legal Address must be an actual physical location and cannot be a PO Box or UPS Store. Under CIP rule (31 C.F.R. § 103. 121), which implements §326 of the USA PATRIOT Act, banks and other financial institutions (FIs) must collect certain information. Zenefits moves money for payroll and as such is considered to be a financial institution (FI). This requires us to obtain a Physical Legal Address, as PO Boxes/UPS Store Boxes are not verifiable. PO Boxes and UPS Store Boxes are considered mailing addresses.

 

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