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Manage your payroll entities

Manage payroll entities in Workstream by setting up company details, tax info, and bank accounts to ensure accurate payroll processing.

The Payroll Entities page is your central hub for setting up and managing payroll across tax entities in Workstream. Here, you’ll configure company details, tax information, and bank accounts to ensure payroll runs smoothly.

Each entity’s setup status is clearly displayed, with options to update, complete, or view detailed information.

From creating new entities to finalizing pay schedules, this page ensures compliance and accuracy for all payroll-related tasks.

Navigate the Payroll Entities page

Go to Admin View › Payroll › Payroll Entities.

Different parts of the Payroll Entities page in admin view.

Feature

Purpose

A. Set up tax entity

  • If you need to set up a new Payroll Entity or begin the setup process, use the Set up tax entity button located at the top right of the page.

  • This will guide you through entering the necessary details for the company information, tax setup, and bank account setup.

B. Entity cards (main area)

  • Each tax entity set up for payroll appears as a card. A card shows:

    • Trade name and legal name: The name of the Payroll Entity (e.g., your company or subsidiary)

    • EIN: A unique identifier used for tax purposes

    • Status: A status pill that shows the overall payroll setup status of the entity

    • Payroll setup: A small table inside the card, with a Status and an action button for each setup step:

      • Company information setup - Details about the company such as name, address, etc.

      • Tax and bank account setup - Information related to tax forms and bank account details for payroll deposits

C. View details

  • Provides access to more detailed information and settings for each payroll entity, allowing you to manage tax information, payroll settings, workplace locations, and relevant documents.

  • It helps you view and update key payroll-related data for the entity

D. Set up and Update

  • If a setup step hasn't been started, you’ll see a Set up button.

  • If there’s an issue with a section (e.g., the tax setup is blocking progress), you’ll see an Update button.

  • Selecting it will let you fix the issue or complete the setup step

E. Complete

  • Shown while the company information setup is in progress.

  • Finalize the payroll setup for an entity. Depending on where you left off in the process, it guides you through confirming the legal address, choosing the workplace locations, and setting the pay schedule to ensure everything is properly configured for payroll processing

Payroll entity statuses

Payroll entity status

🔵 Live

  • Indicates that setup has been completed.

🟡 Needs attention or In progress

  • The payroll entity will still be able to run payroll, but the missing information should be provided as soon as possible.

    Below are the potential reasons:

    • Setup parameters: The payroll entity has marked that they have "applied for" certain setup parameters. When setup parameters have been marked as applied for, they do not block payroll, but should be completed as soon as the company receives the parameter.

    • Filing authorization: Some necessary state filing authorization forms require submission of one or more setup parameters before they are able to be submitted. If the form is blocked by a setup parameter, then it will be in the Needs attention state, which doesn't block payroll.

🔴 Blocking

  • The payroll entity will be unable to run payroll for one of the following reasons:

    • Bank account: The bank account has not been linked and authorized.

    • Setup parameters: Applicable jurisdictions for taxes have not been completed.

    • Filing authorization: Not submitted filing authorization forms for all applicable jurisdictions.

Setup status

✅ Checkmark

  • Indicates that the setup step is completed successfully. It also provides you when the setup stage was completed.

⚠️ Triangle

  • Indicates that the step is in progress or needs attention.

— Dash

  • Indicates that a setup has not yet been started.

Manage a payroll entity

This step will talk about how to manage and review important settings related to tax information, payroll settings, workplace locations, and documents.

  1. Go to Admin View › Payroll › Payroll Entities.

  2. Click View details on the Payroll Entity you want to view and manage.

  3. Review and update the Payroll Entity information:

    1. Tax information: This tab shows the basic legal and company details, such as the legal name, address, and phone number of the payroll entity. You can also update the tax setup here to ensure the tax information is accurate and up to date

    2. Payroll: In this section, you can manage payroll settings like the pay schedule, pay frequency, and linked bank account details. You’ll also see information about the next payday and the current status of the payroll entity’s banking information

    3. Workplaces: This tab lists all the workplace locations associated with the payroll entity. You can view, edit, and add new workplace locations to ensure that each workplace is correctly linked to payroll processing

    4. Documents (shown on some accounts): This section contains important documents related to the payroll entity, such as tax forms and authorization paperwork. You can access and review these documents as needed

    5. Paper Checks (shown on accounts with paper check mailing): Paper check settings for the entity

Review tax setup and track payroll tax payments

Use the Tax information tab to manage your company’s tax setup and make sure payroll taxes are being paid correctly and on time. This section shows you what taxes are due, when they’re due, and whether they’ve already been paid.

Here's how to go to the tax information tab:

  1. Go to Admin View › Payroll › Payroll Entities.

  2. Select View details next to the payroll entity you want to edit.

  3. Review and manage your tax details in the Tax information tab.

Basic information

Confirm or update the legal and business contact details for your company.

What you can do:

  • Review your legal name, DBA (doing business as) name, address, and phone number

  • Click Edit to update this information if needed

Basic Information.png

Tax setup

Set up or update the tax jurisdictions your business operates in so the system can calculate, file, and deposit taxes correctly.

Tax Setup.png

What you can do:

  • View all tax jurisdictions – See federal, state, and local jurisdictions where your company is registered.

  • Check setup progress – See how many items are complete for each jurisdiction (e.g., “3 of 3 items complete”).

  • Edit tax information – Update details for any jurisdiction as needed. Click Update tax setup, then select the jurisdiction and make your changes.

  • Update State Unemployment Insurance (SUI) Rate – When your state notifies you of a new SUI rate, update it promptly.


    Select your state, click Edit, enter the new rate from the notice, and save.

Tax deposits

Track the status of payroll-related tax payments and confirm that taxes are being paid correctly and on time.

📌 After each approved payroll, tax deposits are automatically created. These represent the tax amounts that will be paid to government agencies (federal, state, and local).

What you can do:

See a list of generated tax deposits for each payroll

  • Each tax deposit includes the following details:

    • Payroll name: The payroll that triggered the tax deposit

    • Tax type: The kind of tax (e.g., federal, state)

    • Payday: The associated payday for the payroll

    • Due date: The date the tax payment is due (may take up to 24 hours to appear after payroll is approved)

    • Amount: Total amount of the tax deposit.

    • Funding status: Indicates if the payroll has been successfully funded

    • Deposit status: Shows whether the tax payment has been sent to the appropriate tax agency

  • Download the list as a .csv file for reporting or reconciliation

Tax Deposits.png

Understanding deposit status

📌 A deposit will only be paid once the associated payroll is funded.

Funding Status

Deposit Status

  • Funded: Payroll funding completed successfully

  • Pending: Payroll funding in progress

  • Failed: Payroll funding failed; tax payment will not be sent

  • Deposited: Payment has been sent to the tax agency

  • Pending: Payment has not yet been made

Set up a pay schedule

If your company has multiple pay schedules, you can set up more than one. Here's how:

  1. Go to Admin View › Payroll › Payroll Entities.

  2. Next to the entity you want to update, select View details.

  3. Go to the Payroll tab, then, on the Pay schedule section, select Add pay schedule.

  4. Add a pay schedule:

    1. Pay schedule name: Enter a name for the schedule.

    2. Pay frequency: Choose how often employees will be paid.

    3. Bank account for payments: Select the bank account to use for this schedule.If no bank accounts are available, you'll need to add one before continuing.

    4. First period end: Set the end date of the first pay period.

    5. First pay day: Set the date when the first payroll will be processed.

    6. (For semi-monthly schedules only) Second pay day: Set the second pay date.

    Add pay schedule

  5. When you're done, click Save to apply the pay schedule.

📌 You can set the frequency and dates only when you add a pay schedule. After that, the frequency is shown as read-only (Frequency).

Run payroll when there are multiple pay schedules

If your company has multiple pay schedules, all schedules will be listed under the Upcoming tab in Payroll.

📌 If a pay schedule falls on a bank holiday, a warning will appear so you can prepare payroll ahead of time.

Multiple pay schedules when running Payroll.png

Set up or manage bank account information

Learn how to set up a bank account for payroll funding, or manage which bank is being used.

Set up or change a bank account

Here's how to set up or change the bank account that funds payroll:

  1. Go to Admin View › Payroll › Payroll Entities.

  2. Select View details on the Payroll Entity you want to view and manage.

  3. Go to the Payroll tab, then scroll down to the Bank account card. It shows the Bank, Account number, Account type, and Status of the linked account.
    ​

    Setting up bank account for Payroll

  4. Select Manage. This opens the Update payment method window, which is provided by our payroll partner.

  5. Follow the prompts in the window to link or change your bank account.
    ​

📌 The options you see in the Update payment method window come from our payroll partner, so they may differ slightly from what's described here.

Whitelist ACH accounts with your bank

As part of our payroll service, our payroll partner Check will be crediting and debiting funds from your company bank account(s).

To avoid any issues with your bank blocking payroll transactions, it’s essential to whitelist the following ACH accounts for debit and credit transactions:

  • 1209306000

  • 942875288L

By notifying your bank of these accounts, you’ll help ensure that payroll-related transactions are not mistakenly rejected, which could delay employee payments. Please contact your bank for instructions on how to whitelist these accounts. Keep in mind that some banks may refer to this as “Trusted Accounts” or “Pre-approved Accounts.”

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