Payroll new hire: client information pack

Gather hire date, job details, tax withholding elections, direct deposit, and recurring deductions so payroll can be set up cleanly in one round.

What this template is for

Payroll setup stalls on missing rates, department codes, or banking details. This request is written to work across common US payroll providers: it focuses on data your client controls, not I-9 storage (handle that in your HRIS or HR process).

When to use it

Every new employee after the offer is accepted.
Rehires or transfers between entities you service.

Tips

If you bill for payroll corrections, note your SLA in the cover email so clients prioritize uploads.

Checklist preview

What this template asks for

These items are cloned into your workspace when you use the template. Edit anything before you send.

7 items

Employee legal name and preferred name on payslip
Required Short answer
Start date, work location (address), and employee ID (if you assign one)
Required Long answer
Job title, department, and manager
Required Long answer
Pay basis and default hours or salary
Required Select
Federal and state withholding forms (current year)
Required File upload

W-4 and applicable state equivalent, signed.

If your provider collects digitally, attach exports or PDF confirmations.
Direct deposit authorization and voided check or bank letter
Required File upload
Recurring deductions (401k %, health premiums, garnishments)
Long answer

If none yet, write “None”.

Add this to your workspace, then send when you are ready

We save it as a template so you can adjust items, choose a client, and send like any other request.