How does the US Payroll implementation process work?

On average, implementing a Remote Payroll solution in the United States takes about 6 weeks.

Below are the general steps involved in the process:

Stage 1 Meet your Implementation Team to kick off the project!

Before we begin the project, ensure you have your Remote account ready. You can follow the steps in our guide, 'How do I sign up for a Remote account?' to get started.

1. Create a Remote account 
   See also: How do I sign up for a Remote account?
2. Receive a Welcome Email: You will receive a welcome email from your US Implementation Specialist.

3. Create a Legal Entity in Your Remote Account: To add a new entity, navigate to the Legal entity tab under Company settings in the left-hand menu.

   

   In the country field, select "United States." 🇺🇸 You'll then be guided through a workflow to set up your entity.
   Please note: When a company is created, a default legal entity is automatically established in the same country, which is US in this case, and state where the company is registered. If the company is registered in the same state as the legal entity we need to implement, there's no need to create a new legal entity. Instead, we'll use this default entity to activate the Payroll product and proceed with the standard implementation process.
   See also: Payroll: How do I view my legal entity information?
   

4. Accept Fees via the Remote Platform: After your legal entity is created, your Implementation Specialist will send you the agreed-upon fees. You'll be prompted to accept these fees within the Remote platform. There are two types of fees you'll encounter:

   1. Implementation Fees: These cover the costs associated with the implementation process. Although these fees will appear in the system, as agreed, we are offering you a 100% discount.
   2. Payroll Recurring Fees per Employee: This fee is the agreed amount that will be charged each month per employee processed. The billing will adjust automatically based on the number of employees you have each month.

5. Welcome Call with Your Implementation Specialist: During this call, we'll introduce the team and walk you through the implementation process.

6. Project Planning for Successful Implementation: Together, we’ll define your goals, outline specific tasks, and set clear deadlines and milestones.

Stage 2 Customer Self-Onboarding via Remote Platform

Self-onboarding via the Remote platform allows you to independently set up your company’s payroll, input necessary information, and complete required steps to get started with Remote’s payroll services:

1. Enter Pay Schedule: Set up your company's pay schedule within the platform.

2. Bank Account Verification: Complete the verification process for your company's bank account.

3. Add Employees: Input your employees' details into the system

4. Add State Tax Information: Enter the necessary state tax information.

5. Add Signatory:

   • The authorized signer must personally complete this step. This ensures compliance with anti-fraud measures.
   • The signer must be legally authorized in the applicable state and have the authority to make business decisions for the company.
   • Note: Ensure the company address is not a PO Box and is verifiable through the USPS zip code search.
   • SSN Verification for US Signers: Ensure the SSN in the "Signatory & Documents" section matches the provided documentation.
   • Foreign Signatory without SSN: Additional documentation will be required. Use placeholder SSN: 111-11-1111.
   • Foreign Signatory Address: If no other US address is available, use the legal entity's US address.

6. Sign Documents:

   • The person who completes this step must be the same as the one who completed the "Add Signatory" step.
   • Three mandatory documents need to be signed: a. Terms of Service b. Form 8655 (Reporting Agent Authorization) c. Direct Deposit Authorization
   • Depending on the state of registration, there may be additional documents to complete.

See also: Required company documents to start payroll in the US, What employee information do I need to share during the implementation process with Remote Payroll in the US?

Stage 3 Customer & Employee Information Collection and Remote Platform Configuration

To ensure a smooth transition to Remote Payroll, it's essential to gather accurate customer and employee information and properly configure the Remote platform.

1. Collect and Input Company Data:

   • Complete the company implementation template.
     • You can view the sample template here.
   • Provide additional information on company policies and agreements.
   • Upload all relevant company documents (policies and required registration documents) to the 'Company Documents' section on Remote.

2. Create and Approve Payroll Calendar:

   • Collaborate with us to set the start and end dates for pay periods, monthly pay dates, and other key milestones. The finalized schedule will ensure that employees are paid accurately and on time.

3. Finalize Employees' Data:

   • Upload all necessary employee documents (e.g., work contracts, IDs) to the “Employee Documents” section on Remote.

4. Provide Historical Payroll Data / YTD Data:

   • Submit historical payroll data, as it is essential for accurate social security and tax calculations.

5. Schedule a Product Walk-Through Demo Session:

   • Arrange a demo session to walk through the platform’s features and ensure everything is set up correctly.

Stage 4 Demo & Final Steps Before Go Live

We're now at the final stage before launching your US payroll!

We'll set up a demo session to guide you through running payroll in the Remote platform after go-live. This hands-on walkthrough will ensure you're comfortable with the system before your first official payroll run.

Stage 5 Go Live And Handover to the Payroll Operations Team

With all preparations complete, it's time to go live with your payroll processing and smoothly transition to our dedicated Payroll Operations Team.

1. Submission of Live Input Data: Ensure that we receive your live input data by the agreed-upon date in the payroll calendar for our review.

2. Live Payroll Processing: Remote is now ready to execute your official payroll processing according to the approved schedule.

3. Live Payroll Approval: We will process the payroll data within the Remote platform and share the results with you for approval. You’ll have the opportunity to review the live results and provide any necessary feedback.

4. Live Payroll Payments via Direct Debit: Please approve the total payroll cost at least two business days before the payout date.

5. First Payout Date: Confirm the agreed-upon date for the first payroll payout.

6. Handover to Remote Payroll Operations Team: Your dedicated Implementation Specialist will oversee the first payroll run, while the Remote Payroll Operations team shadows the process to ensure a seamless transition.

   • After the successful implementation, your Payroll Specialist will send a confirmation email and introduce you to your Country Lead.
   • You will also receive an implementation experience survey, as we highly value your feedback and partnership.

See also: Remote Payroll Service Level Agreement (SLA): Where to Contact for Help with Daily Tasks, Roles & Responsibilities

Successfully transitioning to Remote Payroll is a collaborative effort that ensures your payroll operations run smoothly and efficiently from day one.

By following the steps outlined in this guide, you can confidently navigate the setup process, ensuring that your team is well-supported and your payroll is accurate and on time.

If you have any questions or need further assistance, our team is here to assist you every step of the way, from onboarding to handover, ensuring a seamless experience.