A walkthrough article detailing all of the information you will need when self onboarding with Lavu Payroll
Set Employee Wages
Note: Before going through the onboarding process, ensure that all of your employees have hourly or salary wages set in their employee profile, as well as an accurate start date. If you do not know the exact start date of one of your employees, an approximate month and year will work fine.
Click here to learn more about creating and editing employee profiles.
Before You Start Onboarding
Before you begin, it is important to have the following pieces of information about your business:
- Business Address
- Your Pay Frequency (Weekly, Bi-Weekly, etc.)
- Your Federal Employee Identification Number (FEIN)
- Account and Routing Number of the bank account that will fund employee payroll
- A count of all employees and contractors (if applicable)
- Login credentials for your previous payroll provider (if applicable)
- Business Tax Identification Number (TIN)
- Any other account number related to local tax withholdings (workers comp, unemployment etc.)
- Local Unemployment Tax Rate
Begin Onboarding
When you are ready to begin self onboarding, click on Extensions and then More on the left. Then click Enable under Lavu Payroll. Once enabled, the button will change to a red Disable button, like in the image below.
Once enabled, you will see a new option on the left hand side called Payroll. Under payroll, you will find Onboarding. Navigate here to begin the onboarding process.
The onboarding steps will take you through forms to fill out basic company and tax related information. This will ensure that Lavu Payroll withholds the proper percentage for taxes such as Social Security, Medicare, Unemployment, and more.
Note: When you are prompted to select your start date, be sure to enter a date that is at least 10 days in advance of the current day. For example, if you are signing up on 9/1/2024, you must select a start date no earlier than 9/10/2024.
Previous Payroll
If you have previously processed payroll with another provider, you will be prompted to connect your account to Lavu Payroll. These steps will differ based on who your previous provider was.
Lavu Payroll will withdraw what is called a Historic Liability Debit. This is the amount of withholdings collected by your previous provider for quarterly and annual tax filings. Any collection amounts in an open period will be returned to you by your previous provider, which Lavu Payroll will then collect 10 days from your start date with Lavu Payroll.
It is extremely important to ensure these funds are made available for automatic deduction, so that there are no issues with future tax filings.
Account Authorization and Employee Data Extraction
The last few steps of the onboarding process will need some time to complete. Depending on the size of your business, and how many employees you have, these steps can take from several minutes to several hours.
It is recommended that you check the status every couple of hours, as Account Authorization will need to be marked as complete (simply by clicking next) before employee data will begin exporting to Lavu Payroll.
Finally, it may be necessary to input additional information while account authorization is conducted. You can check for this by simply scrolling down, and seeing if any steps require additional information.
Onboarding Complete
When the onboarding process is complete, you will see a screen that shows a list of all of your employees.
The next step is to have each of your employees complete their own onboarding from the employee portal here. This will require each employee to enter information like their social security number, bank information for direct deposit, and tax withholding information (W-4).
Each employee will need to know their unique username and password, set up in same Workforce settings referred to at the top of this article.
For any further support, please reach out to our 24/7 customer support team at 505-535-5288 or email support@lavu.com.