Setting up a payroll entity in Workstream ensures your business is ready to run payroll efficiently and accurately.
The process begins with assigning payroll permissions to the right users, confirming that your tax entity details are up to date, and linking them to the correct locations. From there, you’ll configure company details, pay schedules, bank accounts, and tax setup to finalize payroll processing.
📌 If you need to set up a new tax entity in Payroll, please reach out to Support or your Workstream point of contact. Additional setup and an updated agreement may be required.
📌 You need the Configure Payroll permission to see Payroll Entities.
Once complete, your payroll entity will display a “Live” status, signaling it’s ready for use.
⚠️ Before you begin...
Make sure that:
Specific users have the necessary permissions to access and manage payroll functions. Follow this article on how to add payroll permissions to users.
All your tax entities have accurate and updated information, including a linked location. Follow this article on how to add or review your tax entities.
Note: A location can only be tied to one tax entity at any given time.
Once everything's in order, follow the steps below to set up a payroll entity.
In the Admin View, go to Payroll › Payroll Entities.
Click Set up tax entity. If you don't have any entities yet, you'll see Get started instead.
Select Set up next to the tax entity for which you want to create a payroll entity.
Choose the linked locations that should be part of the payroll entity, then click Next.
Set up the pay schedule by specifying:
Pay schedule name
Pay frequency (Weekly, Bi-weekly, Semi-monthly, Monthly, Quarterly, or Annually)
First period end
First pay day
For semi-monthly schedules only: Second pay day and Allow pay periods to span multiple months
Click Complete to finish the company information step, then click Finish company setup.
Review and agree to the Check Payroll User Service Terms to proceed. After agreeing, the Company Information Setup stage is complete.
If the system does not automatically take you to this stage, go to the payroll entity and click Set up (or Update, if it needs attention) next to Tax and bank account setup.
Provide the following details:
Company Details: Industry and company type
Payment Method: Authorization to debit payroll funds from the connected bank account
Tax Setup: Taxpayer information for each jurisdiction where you operate
Filing Authorization: Review and sign required forms to authorize payroll processing
(Optional) Accounting Setup: Option to sync payroll data with QuickBooks Online
Note: These screens are provided by our payroll processor, so they may look different from the rest of Workstream.
Once the Tax and Bank Account Setup is complete, your entity should display a blue "Live" button, indicating successful payroll entity setup. While you're setting up, an entity may show In progress, Needs attention, or Blocking.