> ## Documentation Index
> Fetch the complete documentation index at: https://docs.officeridge.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Payroll forms

> Direct deposit details, W-2 statements, and W-4 withholding certificates.

These tabs hold the tax and banking paperwork that lets you pay your staff correctly.

<Warning>
  Direct deposit records contain employee banking details. Restrict this tab to staff who genuinely
  need it.
</Warning>

## 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.

## 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.

## W-4 Forms

Employee W-4 withholding allowance certificates with filing status and dependents.

**Columns:** Employee · Filing Type · Dependents · Extra Withholding · Signed

<Warning>
  An unsigned W-4 is not a valid withholding instruction. Filter on a blank **Signed** date before
  each payroll run.
</Warning>

## Setting up a new employee for pay

<Steps>
  <Step title="Collect the W-4">
    Record filing type, dependents, and any extra withholding, then confirm it is signed.
  </Step>

  <Step title="Record direct deposit details">
    Enter the bank and account type.
  </Step>

  <Step title="Send to payroll">
    Set **Sent to Payroll** once the details have been passed to your payroll process.
  </Step>

  <Step title="Confirm the address for year-end">
    Set **Address Confirmed** so W-2s reach the employee.
  </Step>
</Steps>

## Year-end

<Steps>
  <Step title="Confirm addresses">
    Filter W-2 Forms on a blank **Address Confirmed**.
  </Step>

  <Step title="Check every active employee has a W-2 record">
    For the correct **Tax Year**.
  </Step>

  <Step title="Review W-4s for the new year">
    Employees whose circumstances changed should file a fresh W-4.
  </Step>
</Steps>

## Troubleshooting

| Problem                                       | What to check                                                                           |
| --------------------------------------------- | --------------------------------------------------------------------------------------- |
| An employee was not paid                      | Check **Sent to Payroll** on their direct deposit record.                               |
| Withholding looks wrong                       | Confirm the W-4 is signed and the filing type and dependents are as the employee filed. |
| W-2 returned undelivered                      | **Address Confirmed** was set against a stale address.                                  |
| Direct deposit shows completed but no payment | Completed records the employee's submission. **Sent to Payroll** records your action.   |

## Related

<CardGroup cols={2}>
  <Card title="Payroll" icon="wallet" href="/payroll">
    Pay schedules and time entry windows.
  </Card>

  <Card title="Finance" icon="dollar-sign" href="/finance/payroll-setup">
    Wage rules, wage notices, and payroll registers.
  </Card>
</CardGroup>