Pavillio Payroll Onboarding Requirements

Use this comprehensive checklist to ensure you have all the essential information ready for a smooth and efficient onboarding process for Pavillio Payroll. From business details to historical payroll data, this topic helps you and your customer stay organized every step of the way.

  1. Business Information

    • Legal business name

    • Doing Business As (DBA) name(s), if applicable

    • Employer Identification Number (EIN)

    • Legal business address

    • Primary mailing address (if different)

    • Business phone number & email

    • Business structure (LLC, Corporation, Sole Prop, etc.)

    • Bank account & routing numbers for payroll funding

  2. State and Local Tax Information

    • State Unemployment Insurance (SUI) account numbers and rates

    • State Income Tax (SIT) withholding account numbers

    • Local tax IDs (if applicable – e.g. PA, OH, KY, MI, AL)

    • Copies of rate notices for SUI (and local taxes if needed)

  3. Payroll Setup & Preferences

    • Pay schedule(s): Weekly, biweekly, semimonthly, monthly

    • First pay date and corresponding pay period

    • Pay Codes

    • Benefits: descriptions, codes, amounts

    • Deductions: descriptions, codes, amounts, pre/post-tax

    • Garnishments or other withholdings

  4. Worker Information (both active and terminated*)

    • Demographic data (Full legal name, SSN, DOB)

    • Worker addresses (especially state of residence & work)

    • Email addresses and phone numbers

    • Hire dates & rehire dates (as applicable)

    • Compensation details: hourly/salary rate, bonuses, commissions

    • Tax status: W-4 and applicable state withholding elections

    • Direct deposit details or check preferences

    • Benefit and Deduction Information

    • PTO balances or policies (if tracked)

      * If a worker has terminated during the current calendar year, they must be added to Pavillio Payroll to facilitate the generation of Form W2 at the end of the year.

  5. Payroll History (if transitioning from another provider)

    Ensure all workers, both active and terminated, that were paid in the current calendar year are included in the reports.

    • Current quarter-to-date payroll report summary, by pay period, per worker.

    • Past quarter(s) payroll summary reports, with totals for each individual employee.

      • Q1: Jan. 1st - March 31st

      • Q2: April 1st - June 30th

      • Q3: July 1st - Sept. 30th

    • Copies of quarterly 941s, and state/local returns, if available

    • Historical payroll provider credentials, if applicable

    All reports, for both current and prior quarters, must contain the following data:

    • Wages: These should be broken out by specific compensation types (Ex. Hourly, Salary, Tips, Bonus, Commission, 1099-NEC, etc.).

    • Employee (EE) Taxes: Ensure the employee withholding tax amounts are broken out for each employee (e.g., Federal Income Tax, State Income Tax, Social Security, Medicare, etc.).

    • Employer (ER) Taxes: Ensure the employer tax amounts are broken out for each employee (Ex. Federal Unemployment Insurance (FUTA), State Unemployment Insurance (SUI), Social Security, Medicare, etc.).

    • Benefits & Deductions: Ensure the amounts are broken out for each benefit and/or deduction (Ex. Child Support, 401K, Roth 401K, Pre-tax Medical Insurance, Post-tax AFLAC, etc.).