STPS

What documents do I need to get payroll started for my trucking company?

If you are considering hiring your first employee or thinking about outsourcing your payroll for the first time, you might wonder what you need to have ready to make the transition happen smoothly. In this post, we hope to help you be able to take payroll off your busy agenda as easily as we can.

The payroll service you choose will need to verify some items including identification numbers to make sure your trucking company’s taxes are paid and filed on time. The best way to get your Federal Employer Identification Number is a copy of the SS-4 letter you received when you were assigned the number. If you do not have that then the next best item is any letter to your business from the IRS. The IRS will list the number on that letter too.

Once we have verified the Federal ID

We will move to the state or states. For each state where you withhold taxes or pay unemployment tax, a letter showing your account number for each of them is very helpful. It also shows the payroll provider that you have an account already. If you do not yet have an account, your payroll provider should be able to help you get one. They can also, with your permission of course, be added as a contact or power of attorney to help resolve any matter that come up. Finally, any local taxes will need to be addressed just like the states if you pay any local tax or withhold it from the employees.

sui tax

Proof that your entity is valid

To be able to pay by direct deposit for your employees, the banks require the payroll service to “Know You Customer.” That means we have to show the bank that you really exist. Articles of incorporation or other entity forming documents help with this as well as leases or utility bills.

This may all seem like tedious work but if you can line it all up before your first payroll, the implementation will be smooth and easy!

Written by Harley Houlden

Harley joined Superior Trucking Payroll Service (STPS) in early 2019. With nine years of customer service experience, she truly understands what it takes to make our clients happy. She loves working at STPS because of the family-like atmosphere. Harley’s favorite place to be is Traverse City, Michigan or anywhere that has hippos.

Contact Us!