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Payroll Setup

Payroll Onboarding Made Simple

Switching payroll providers shouldn’t feel risky or disruptive. AccuPay removes the friction with a proven onboarding process that gets your team paid accurately, on time, and without interrupting your day-to-day operations.

In just four structured steps, you’ll be fully set up and ready for your first live payroll run.

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Our 4-Step Payroll Implementation Timeline

We’ve refined a four-step onboarding process designed to move quickly, reduce errors, and give you confidence from day one.

Step 1

Step 1

Strategic Introductory Call

We start with a focused consultation to understand your business and set clear expectations.

During this call, we:

  • Review your current payroll cycle
  • Identify any pain points with your previous provider
  • Confirm timelines and expectations for your first live payroll run

This ensures alignment before any setup begins.

Step 2

Digital Onboarding Activation

Shortly after the call, you’ll receive two secure links to formally kick off onboarding:

  • Payroll Service Agreement
     Outlines our commitment to your service and your responsibilities.
  • Company (Client) Setup Form
     Collects the essential information needed to build your company profile.

Important: Our implementation clock officially begins once these digital forms are submitted.

Step 3

Documentation & Secure Data Collection

Within 24–48 hours of receiving your setup forms, we move into secure data collection.

You’ll receive a request for the following:

  • Form 8655
     Authorizes AccuPay as your reporting agent for federal and state tax filing.
  • Signature Authorization
     Enables seamless electronic processing.
  • Employee Census Data
     Submitted using your preferred method:
    • Spreadsheet
    • Secure portal upload
    • Manual entry

We keep this phase efficient while ensuring accuracy.

Step 4

Account Configuration & Guided First Payroll Run

Within a day or two of completing Step 3, we schedule a final Zoom Review.

During this session, we:

  • Walk through your account configuration together

  • Verify all deductions, tax codes, and settings

  • Process your first payroll run side-by-side

The goal is simple: 100% accuracy on your first live run.

Onboarding Forms & Required Documents

To ensure a smooth setup, please submit the following:

Required Forms

Payroll Service Agreement

View Form

Company Setup Form

View Form

Employee Setup Form

Use Quick Hire or Electronic Onboarding in the system (login required)

Form 8655 (IRS Authorization to eFile and ePay) - Submit via email

View Form

Signature Card - Submit via email

View Form

Payroll History (Upload to Secure Portal)

Payroll registers by quarter for the current year, shown by employee

Click to Upload Via Secure Portal

All year-to-date quarterly payroll returns for the current year

Click to Upload Via Secure Portal

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Acceptable Alternatives to a Voided Check

If you’re unable to provide a voided check, any of the following are acceptable:
  1. Log in to your bank and search for “Direct Deposit.”
    • If a form appears with your banking details filled in, submit that.
    • If not, proceed to option #2.
  2. While logged into your bank, take a screenshot showing:
    • Bank account details
    • Routing number
  3. Provide a bank statement with the top portion cropped, clearly showing account details.

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