v5.0
Has your company paid any wages this calendar year? If yes, we need to collect some payroll information. This article will provide details on what to send to OnPay.
Once all employees and/or contractors are entered into the OnPay system, our Onboarding Team will begin entering all wages previously paid this calendar year.
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If your first pay date is in… |
OnPay will need… |
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1st Quarter (Jan 1 – Mar 31) |
All 1st Qtr payroll information, separated by pay date |
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2nd Quarter (Apr 1 – Jun 30) |
1st Qtr information which can be combined into totals and all 2nd Qtr payroll information, separated by pay date. |
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3rd Quarter (Jul 1 – Sept 30) |
1st and 2nd Qtr information which can be combined into totals and all 3rd Qtr payroll information, separated by pay date. |
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4th Quarter (Oct 1 – Dec 31) |
1st, 2nd, and 3rd Qtr information which can be combined into totals and all 4th Qtr payroll information, separated by pay date. |
*All tax filings are filed based on the pay date or check date, not pay period.
What payroll information should be sent to OnPay?
Here is what we need:
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Payroll Information |
Description |
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Gross Wages |
All regular wages and hours, which should be put into categories such as regular, overtime, bonuses, commissions, etc. |
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Employee Taxes |
All Federal Taxes, Social Security, Medicare, State Taxes, and Local Taxes, separated by type for correct filing. |
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Employer Taxes |
All Federal Unemployment Taxes and State Unemployment Taxes, separated by type for correct filing. |
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Section 125 Deductions |
Typically, these include Medical, Dental, and Vision deductions. |
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Other Pre-Tax Deductions |
Any other pre-tax deduction that affects taxable wages. Typically, these include your 401K, Traditional IRA, and Commuter Benefit deductions. |
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Other Standard Post-Tax Deductions |
Any deduction that takes place after taxes. Examples include Roth 401K, Child Support, Garnishments, Advances. |
Additional Information
Who needs prior payroll information recorded?
W2 Employees: All active and terminated employees receiving a W2 through OnPay will need to be added to the system and have prior payroll information entered.
Contractors: All contractors needing a Form 1099 from OnPay will need to be added and have prior payroll information recorded.
For information on how to classify employees, click here.
Will OnPay enter my company’s employees and contractors?
Yes! And at no additional cost. Simply send us the employee data and we will take care of it. For more details on what OnPay needs to complete this request, click here.
Why is it so important to provide prior payroll information?
It is crucial that you provide this information to OnPay for several reasons:
- An employer can only issue one W2 per employee in the calendar year.
- Your employees can overpay taxes, creating a financial hardship.
- Improper reporting of wages can cause employer penalties and interest.
- An employer can overpay their Federal and State Unemployment Taxes if not reported correctly.
Where is this information located?
Typically, your current payroll provider will have reports that contain this information. It may be a Payroll Summary or in an Employee Detail Report that can be filtered by pay date.
How can this information be sent to OnPay?
We will send you an email that you can reply to directly or the information can be emailed to help@onpay.com.