Table of Contents

Employee Payroll Setup: A to Z Guide

Julie Alexander Updated by Julie Alexander

Let's get you paid! Please complete the following steps in order:

  1. Set up your payroll profile
  2. Submit W-4 and state withholding forms
  3. Submit your Form I-9
  4. Set up your direct deposit account (recommended)

Documents you'll need to complete setup:

  • I-9 Documents (Either 1 document from List A or 1 document each from List B & List C from USCIS)
  • If you would like to set up direct deposit: Bank account number and routing number

Step 1: Set up your profile in BeyondPay (complete first)

  1. Go to My Personal Info > My Profile
  1. Enter your date of birth under Dates
  2. Enter your phone number and address under Personal Information
  3. Optional: recommended - add an emergency contact under Account Contacts. Click +Add, enter your contact's information, and hit Save.
Note: to change your name with ArtsPool after account setup has been completed, see Changing your name with ArtsPool

Step 2: Submit federal & state withholding forms

  1. Go back to your homescreen by clicking the BeyondPay icon in the top-left corner:
  2. Click on My Forms > Form W4s/State withholding
  3. Click Add New

Federal withholding

  1. Under Federal, click Add
  2. Enter your personal & federal withholding information.
    You are required to enter data in fields with an asterisk *, including: your personal info at the top; section c) filing status; and the final section which asks whether you had no federal income tax liability in the previous year and expect the same this year; are a nonresident alien; neither of these.
  3. Click Review to review the data you have entered
  4. Click Submit
  5. Enter your BeyondPay password in the next window to electronically sign the form.

State withholding

NY State requires that new hires complete a Form IT-2104 (or, if tax-exempt in NY State, a Form IT-2104-E).

  1. Under My Forms > Forms W4s/State Withholding, click Add New
  2. If you'll be living or working in NY State, complete IT-2104 by clicking Add
    1. Complete your personal & state withholding information, and Submit
    2. Enter your BeyondPay password in the next window to electronically sign the form.
  3. If you are EXEMPT from NY State tax, you can complete IT-2104-E (not common)
If you work in NY but do not live in NY, you should fill out the IT-2104 unless you are exempt from NY State tax. If the IT-2104 is not available in your forms, contact your ArtsPool Workforce Administrator and we will be happy to add it for you.

Step 3: Submitting your I-9 Form

You'll need to submit an I-9 form and I-9 documentation in order for your employer to verify your eligibility to work.

  1. Go to your homepage, then click My Forms > Form I9s
  2. Add New
  3. Complete the required information in the form which pops up, then click Submit I9
  4. Enter your BeyondPay password in the next window to electronically sign the form.
Make sure to bring your verification documents to your first day of work. See the USCIS website for a list of acceptable documents - either 1 document from List A or 1 document each from List B and List C. For remote document verification, continue to the next step.

Upload I-9 Documents to BeyondPay

If your employer is not able to verify your I-9 documents in person (for example, when an employee is working remotely in a different state), the employee can provide the I-9 document for verification by uploading the IDs to BeyondPay.

  1. From your homepage, click on My Personal Info > My Profile
  2. Go to the Documents tab and click Add New
  3. Click Choose
  4. Select the document you wish to upload. Under Document Type, select I-9 Documents
  5. Upload your ID! If you have 2 documents to upload, don't forget the second.

Step 4: Set up your direct deposit account

To have your paycheck direct deposited to your account, complete the steps below. If you don't wish to have direct deposit payments, talk to your company administrator regarding paper checks for your payments.

Note: If you want to receive payment through direct deposit, add your account information into the system at least one week prior to the Thursday pay date.
  1. From your homepage, go to My Forms > My Direct Deposits
  2. Click Add
  3. Fill in the required information: Account Type, Bank Routing Number, and Account Number. Check account and routing numbers carefully. If you will deposit your full paycheck to one account, ensure the Calculation Method is set to Entire/Remainder. When you're finished, hit Save.
    You can ignore the Active From and Active To dates; they are the default settings. Name and Description fields are optional, but are helpful if you have multiple direct deposit accounts
  4. If you would like to split direct deposits between multiple accounts, add a second account. In the settings for each account, change the split in the Calculation Method dropdown menu.

Changing your direct deposit account or adding an account

Note: As above, please note that the direct deposit account verification process takes several days. Please complete the below steps ideally one full week prior to the Thursday pay date you would like the new account(s) to be used.
Full deposit amount to a new direct deposit account

To change your direct deposit entirely to a new account, navigate to your direct deposits from your home page under My Forms > My Direct Deposits. Click the pencil icon next to your "old" account, and add an End Date for the account that is prior to the effective date of your new account. (For example, if you wish your new account to be active beginning today, set the end date for your old account to yesterday.) Save this update, and this will end the use of your old account as of the End Date that you have added.

From here, you can add your new account using the same steps as listed above: Set up your direct deposit account. If you will deposit your full paycheck to one account, ensure the Calculation Method is set to Entire/Remainder.

Adding a new direct deposit account for a partial deposit

To add a new direct deposit account, you can follow the steps above: Set up your direct deposit account. How your deposit will split between your account depends on the Calculation Method entered for each account. See below. Note that at least one of your accounts will need to be set to Entire/Remainder - so if your new account will receive only a fraction of your earnings (eg: Flat $ amount per pay period, or % of pay), the old account can be set to Entire/Remainder and it will receive the rest.

If you have any questions or issues setting up your new direct deposit account, please don't hesitate to contact your workforce administrator for assistance.

Other tips: Using the payroll app

For information on setting up and using the HCMToGo app for your mobile phone or other device, see the BeyondPay Mobile App guide.

More payroll account resources

For any questions regarding your payroll account, contact your ArtsPool workforce administrator or your company administrator.

For more payroll resources, including info on submitting time-off requests and timesheets, updating your password, and navigating BeyondPay, see ArtsPool's HelpCenter: BeyondPay Training.

For links to individual articles for the above information on payroll setup, see New hire onboarding.

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