Completing/Updating an Employee’s Tax Setup as an Administrator for Arcoro Payroll

As an administrator, you can manage employee tax setup, including Social Security Numbers (SSNs), payment preferences, and federal, state, and local tax withholdings directly within the Payroll module.

We have outlined the steps to correctly complete or update an employee’s tax setup, especially when hiring in a new state or local jurisdiction.

When Hiring in a New State or Local Tax Jurisdiction

Before setting up an employee in Payroll, follow these foundational steps to ensure compliance and accurate payroll processing:

1. Understand State-Specific Employment Laws
   Research labor laws for the new state, including minimum wage, overtime, leave policies, and benefit requirements.
2. Register for State Payroll Taxes
   Register with the state’s tax authority to obtain any required account numbers for income tax withholding, unemployment insurance (SUTA), and other applicable taxes.
3. Create the New Location in ExakTime
   Add the new work location in ExakTime to reflect the employee’s actual job site.
4. Update the Employee’s Work Location
   Assign the correct work location to the employee in ExakTime.
5. Sync Data Between Systems
   In the Integrations module, initiate a company data sync to ensure the new location is reflected in Payroll.
6. Complete Tax Filing Authorizations
   A company signatory must upload completed tax filing authorization forms in Payroll > Company Details > Documents. This enables Check to file and remit tax payments on your behalf.
7. Account Number Pending?
   If a state tax ID has not yet been issued, select the checkbox indicating “Account Number Applied For” in the tax setup section.

Setting Up or Updating Employee Tax Details in Payroll

Once the above setup is complete (if applicable), follow these steps to manage the employee’s tax details:

Step 1: Access the Employee Record

1. From the Payroll Dashboard, click People.
2. Click the employee’s name (in blue) to open their profile.

Step 2: Edit Employee Information

1. Click Edit in the top-right corner of the profile.
2. On the Employee Info tab, you can update:
   • Social Security Number (SSN)
   • Payment Preferences

Step 3: Review and Update Tax Setup

1. Navigate to the Tax Setup tab.
2. Federal, state, and local tax fields will auto-populate based on the employee’s resident and work addresses.
   • ⚠️ Ensure the ZIP code is accurate, especially for local tax jurisdictions.
3. Review and update tax fields as needed.

Important Notes

• If any tax-related fields are locked or uneditable and changes are needed, please contact Support for assistance.
• Always verify both the residential address and work location for accurate tax withholding.