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These tabs hold the tax and banking paperwork that lets you pay your staff correctly.
Direct deposit records contain employee banking details. Restrict this tab to staff who genuinely need it.

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Direct Deposits

Employee direct deposit banking information with payroll submission status. Columns: Employee · Bank · Type · Status · Completed · Sent to Payroll Sent to Payroll is the field that matters at pay time. A completed direct deposit record that was never sent to payroll produces a missed payment.

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W-2 Forms

Annual W-2 wage and tax statements by employee and tax year. Columns: Employee · Tax Year · Status · Address Confirmed Address Confirmed is worth checking before W-2s go out. A W-2 posted to a stale address is a predictable January problem.

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W-4 Forms

Employee W-4 withholding allowance certificates with filing status and dependents. Columns: Employee · Filing Type · Dependents · Extra Withholding · Signed
An unsigned W-4 is not a valid withholding instruction. Filter on a blank Signed date before each payroll run.

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Setting up a new employee for pay

1

Collect the W-4

Record filing type, dependents, and any extra withholding, then confirm it is signed.
2

Record direct deposit details

Enter the bank and account type.
3

Send to payroll

Set Sent to Payroll once the details have been passed to your payroll process.
4

Confirm the address for year-end

Set Address Confirmed so W-2s reach the employee.

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Year-end

1

Confirm addresses

Filter W-2 Forms on a blank Address Confirmed.
2

Check every active employee has a W-2 record

For the correct Tax Year.
3

Review W-4s for the new year

Employees whose circumstances changed should file a fresh W-4.

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Troubleshooting

Payroll

Pay schedules and time entry windows.

Finance

Wage rules, wage notices, and payroll registers.