Collect organization and employee payroll information

Use this checklist to collect your organization's payroll and employee information so you'll be ready to set up payroll in Xero.

Collect your organization's payroll information

  • Company address and tax filing address
  • Pay schedules and pay dates (weekly, biweekly, semimonthly, monthly, quarterly)
  • Opening balance date—if you paid employees in the current fiscal year before switching to payroll in Xero
  • Names of the payroll expense and liability accounts in your chart of accounts—usually wages payable and wages expense
  • The bank account you'll use to pay employees
  • Federal and state tax forms and tax rates
  • Direct deposit information
  • Employer Identification Number (EIN)—required for direct deposit and electronic filing of federal payroll tax forms
  • Payroll tracking categories—to track employees or timesheets
  • Holiday calendar

Collect your employee's payroll information

  • W-4 form—for federal and state tax withholdings
  • Employee personal and contact details
  • Email address—to invite them My Payroll to view their pay information, and submit time off requests and timesheets
  • Start date
  • Social Security number
  • Payroll schedule
  • Salary or wage
  • Primary work location
  • Time off and accrual details
  • Payment method
  • Employee benefits and deductions
  • Opening balance date—if you paid employees in the current fiscal year before switching to payroll in Xero