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Add Employees


Adding essential employee information to Zoho Payroll is crucial to processing payrolls, calculating net pay, and withholding federal and state tax amounts.

NOTE Employers must report new hires to the state. To learn how to report new hires, use these resources published by the Office of Child Support Enforcement (OCSE):

To add an employee:

  1. Go to the Employees module.
  2. Click Add Employee.
  3. Provide the required details in each of the below steps:

Basic Details

  • Provide the employee’s basic details:

Provide Employee’s Basic Details

Field NameDescription
Employee NameEnter the employee’s first name, middle name, and last name.
First Day of WorkEnter the employee’s date of joining.
Employee IDProvide a unique identification number for the employee.
DesignationSelect the employee’s job title.

PRO TIP: You can add a new designation by clicking New Designation in the dropdown.
Work EmailEnter the employee’s official work email address.

This email address will be used to:
  • Send pay stubs and Form W-2 to the employee
  • Allow the employee to access the Employee Portal, if enabled
Work LocationSelect the location where the employee primarily works from.

PRO TIP: You can add a new work location by clicking New Work Location in the dropdown. Learn more about Work Locations.
  • Select the Enable Portal Access option if you want your employee to access your organization’s Employee Portal. Enabling this will send an email invite to the employee’s Work Email asking them to join the Employee Portal.

INSIGHT The Employee Portal is a dedicated space for your employees where they can:

  • Sign and submit their withholding forms
  • Configure payment authorization
  • Access their personal, compensation, and tax details
  • Download their pay stubs
  • Provide the employee’s compensation details:

Provide Employee’s Compensation Details

Feild Name
Description
Employee TypeSelect the employee’s compensation type:
  • Hourly
  • Salaried
AmountEnter the compensation amount for your employee.
  • For an hourly employee, enter the hourly wage you pay them.
  • For a salaried employee, enter the sum you pay per year or hour.
Pay PeriodSelect if the entered compensation amount is for an hour or a year in case of a salaried employee.

INSIGHT

  • Zoho Payroll lets you compensate your Hourly employees for the overtime hours they work in a pay period.
  • Salaried employees cannot be compensated for overtime hours they work.

Learn more about Overtime Pay on the U.S. Department of Labor Website.

  • Click Save and Continue. You’ll be redirected to the employee’s Personal Details page.

Personal Details

  • Provide the employee’s personal details:

Provide Employee’s Personal Details

Field NameDescription
SSNEnter your employee’s 9-digit Social Security Number (SSN).
Date of BirthEnter your employee’s date of birth.
Mobile NumberEnter your employee’s mobile number.
Personal Email AddressEnter your employee’s personal email address.
Residential AddressEdit the employee’s home address. This must be a valid address within the state where your business operates.
  • Click Save and Continue. You’ll be redirected to the employee’s Tax Details page.

Tax Details

  • Provide the employee’s federal tax details:

Provide Federal Tax Information of Employee

Field NameDescription
“2019 or Earlier” or “2020 or Later”Choose 2019 or Earlier if:
  • You have a valid Form W-4 submitted by the employee before 2020, AND
  • The employee hasn’t submitted the latest version of Form W-4.

Choose 2020 or Later for new hires (employees who join on or after 1 January 2020) and existing employees who submit the latest version of Form W-4.
Multiple Jobs or Spouse WorksSelect this if the employee holds more than one job.

You can find this information in Step 2 of the employee’s Form W-4.
Federal Filing StatusSelect the employee’s federal filing status:
  • Single or Married, filing separately
  • Married filing jointly or Qualifying surviving spouse
  • Head of Household
  • Nonresident Alient

You can find this information in Step 1(c) of the employee’s Form W-4.
Dependent AmountEnter the total amount that the employee wants to claim for their dependents.

You can find this information in Step 3 of the employee’s Form W-4.
Additional Withholding AmountEnter the additional tax amount that the employee wants to be withheld for each pay period.

You can find this information in Step 4(c) of the employee’s Form W-4.
Other IncomeEnter the income amount that the employee is expecting from other sources like interests, dividends, and retirement income.

You can find this information in Step 4(a) of the employee’s Form W-4.
DeductionsEnter the amount of deductions other than the standard deduction amount that the employee wants to claim.

You can find this information in Step 4(b) of the employee’s Form W-4.
  • Click Save.
  • Provide the employee’s state tax details, such as their state filing status, allowance details, and so on. The information collected in this section varies for different states.
  • Click Save.
  • Provide the information required in the Additional Information section. The information collected in this section varies for different states.
  • Click Save. You’ll be redirected to the Payment Details section.

Payment Details

  • Select the Payment Mode.

Select the Payment Mode to Pay the Employee

Payment Mode
Description
Direct DepositPREREQUISITE: Direct Deposit must be configured for your organization before setting it up for employees.

Provide the employee’s Bank Information to make direct deposit payments to them.
CheckYou’ll need to pay your employees via check and then record payments manually for each payroll.
  • Click Save and Continue.

Employee’s Bank Information Required to set up Direct Deposit

Employee’s Bank Information Required for Direct Deposit

Field Name
Description
Bank NameEnter the name of the bank in which the employee holds an account and wants to receive payments from you.
Account NumberEnter the bank account number in which your employee wants to receive payments from you.
Routing NumberEnter the nine-digit routing number of the employee’s bank account.
Account TypeSelect the type of bank account:
  • Checking
  • Savings

The employee’s profile will be added to Zoho Payroll.

You can assign benefits and deductions to the employee. You can also configure sick leave and vacation leave policies for the employee.

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