In the Payroll Contact task within the Contact step, you will select the primary contact for the Payroll onboarding experience by choosing from the Account Owner or Full Admin(s) in the drop-down menu. Payroll admins are not included. If you add a new user, they will have Full Admin access to BambooHR. 

The Payroll contact will also have access to the related EIN once the Form 941 is uploaded. If the Payroll contact is later changed, you will need to confirm whether the previous Payroll contact will retain access to the EIN or if they should be removed. Either way, they will still have Full Admin access to BambooHR. 

This task allows you to check the box indicating your acceptance of our Payroll Services Agreement. Clicking View Payroll Services Agreement opens the agreement for your review. The Next button is disabled until you mark the the checkbox indicating your acceptance of the agreement.

We will need to verify your company’s legal name with what is on record with the IRS by uploading your Form 941 from the previous tax quarter. Click Choose File to select the appropriate file from their computer, and then click Upload. This will upload your file to the Payroll Implementation folder on the Files tab within BambooHR. If you are a new company or do not have Form 941, you can also upload the IRS CP 575/SS-4 return document.

Clicking Upload using Form 941 will automatically extract your company's EIN, federal deposit frequency, address, and company legal name for you to verify. You will also be required to add the company phone number and business type before saving the information. If you uploaded any other type of document, you will need to manually enter this information and verify that it is also correct. 

Company locations are significant because they determine which state taxes you will need to set up tax registration and sync to your employee’s state tax withholding information. For this reason, all locations must have an associated physical address or be marked as Remote within your BambooHR Settings.

Verify that all physical addresses are typed correctly and have the Address Line 1, City, State, Zip Code, and County fields completed. We use the United States Postal Service database to verify addresses are correct. 

If you have remote employees, set up a remote location and assign them to that location. BambooHR will then use the employee's home address set up in their Personal tab for tax withholding purposes. Please verify that those working in a remote location also have their correct home address.

Click Add a Location to open the modal where you can type in the location address and add a timezone. If you have remote employees and need to create a remote location, check the box next to This location is for remote employees.

Locations set up within this step will show in Settings > Employee Fields in BambooHR.

You must set up your pay schedules, assign your employees to the pay schedule, and ensure the pay schedule is syncing to Payroll. Pay schedules are the linking factor between BambooHR and Payroll and must have the correct pay period dates and pay dates. This step will walk you through how to set up a pay schedule in your account. Click Create pay schedules to begin.

You can manually assign the pay schedule to an employee in the Compensation table on their Job tab. This is a great opportunity to verify that other data, such as the Overtime Status and Paid Per* fields, have been entered correctly on the employee’s profile.

We will also request the appropriate tax documents from your company for payroll processing. To ensure we collect the correct documents, you will need to answer the following two questions: 

1. “Has [Your Company Name associated with this EIN] paid employees before?” 
2. “Does your business use a PEO (Professional Employer Organization)?”

The system will then prompt you to upload either your tax returns or additional state tax documents. To save and upload your files, click Upload. You can find all uploaded files in the Payroll Implementation folder on the Files tab.  

Bank account information is vital for your application to our bank, NPC (National Payment Corporation). Click Connect via Plaid to open Plaid and find your bank. BambooHR uses Plaid to verify your bank account securely. Once filled out, the bank account information will automatically populate on your ACH Authorization document.

If you are having difficulty entering your bank account when using Plaid, there is an option to enter your account information manually by clicking Add Bank Manually. Please ensure you enter your information correctly so we do not run into any issues with NPC or the next steps. This help guide walks you through exactly how to add your account manually.

Click Download 4 documents. There are four onboarding documents you are required to download, complete, and sign for our team to begin processing forms with the IRS and NPC:

• IRS Form 8821
• IRS Form 8655
• ACH Authorization
• Beneficial Owner(s) Addendum

These documents must be filled out using a 'wet' signature (see requirements below)*. If you need help, check out this help guide that walks you through each step and gives examples of what your documents should look like.

Clicking Next will complete the step and clicking Done will complete the entire Company Setup module.