Starting payroll for the first time can feel overwhelming—there’s a lot to manage from tax forms to pay schedules. But the good news? You don’t have to navigate it alone.
At Journey Payroll & HR, we’ve helped countless businesses set up payroll smoothly and confidently. Here’s a step-by-step guide to get you started—and where Journey can step in to take the load off your shoulders.
Get Your Employer Identification Number (EIN)
Think of your Employer Identification Number (EIN) like a Social Security number for your business. It’s required to report taxes, open business bank accounts, and file necessary IRS documents.
How Journey Helps: Not sure if you need a federal EIN or also a state tax ID? We help you determine exactly what’s required and guide you through the process.
Register with State and Local Agencies
Each state has its unique rules when it comes to income tax withholding and unemployment insurance. Some cities and counties even have their own tax requirements.
How Journey Helps: Our team knows state and local compliance inside and out. We’ll help ensure your business is properly registered and remains compliant—no guess work required.
Decide on a Payroll Schedule
Choosing how often you’ll run payroll- weekly, bi-weekly, semi-monthly, or monthly -impacts your cash flow, employee morale, and legal compliance. Some states regulate pay frequency.
How Journey Helps: We walk you through the pros and cons of each payroll schedule and help choose the one that best aligns with your business needs and legal obligations.
Collect Employee Tax Info
To correctly withhold and report taxes, collect a W-4 for employees and a W-9 for independent contractors. These forms are essential for calculating accurate tax payments and filing.
How Journey Helps: Our secure onboarding tools make it easy to collect, store, and manage these forms. Digitally-no paperwork chasing or manual filing required.
Choose Your Payroll System
Processing payroll manually can be risky-small mistakes can lead to expensive penalties. Automated payroll software simplifies the process, but it can still be a lot to manage alone.
How Journey Helps: We offer full-service payroll with a personal touch. Our platform handles calculations, tax filings, direct deposits, and more—plus you get a dedicated team to support you.
Run Payroll and Keep Records
After setup, you’ll need to run payroll regularly, withhold the correct taxes, and keep detailed records. You’ll also need to stay on top of tax deposit due dates and year-end reporting. Timely tax deposits and year-end reporting are also essential.
How Journey Helps: Our platform keeps you on track with tax deposit deadlines and reporting requirements-so you never miss a due date or stress about compliance.
Stay Compliant
Payroll regulations change often, and missing updates can lead to costly fines. Staying compliant requires ongoing attention to detail and legal updates.
How Journey Helps: Compliance is what we do best. We monitor payroll law changes, manage filings, and proactively alert you to what needs your attention- so you can stay focused on running your business—while we handle the fine print.
The Journey Difference
Setting up payroll isn’t just about cutting checks—it’s about protecting your business, staying compliant, and building trust with your team. From tools to technology to hands-on support, we’re here to help you do payroll right from day one.
If you’re starting payroll for the first time—or even just thinking about it—reach out. Let’s make your journey smoother.