## Documentation Index

Access the complete documentation index at:
https://www.zoho.com/us/payroll/llms.txt

Use this file to discover all available documentation pages before proceeding.

# 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):

*   [State New Hire Reporting - Website Map](https://www.acf.hhs.gov/css/contact-information/state-new-hire-reporting-websites)
*   [State New Hire Reporting - State Contact and Program Information](https://ocsp.acf.hhs.gov/irg/irgpdf.pdf?geoType=OGP&groupCode=EMP&addrType=NHR&addrClassType=EMP)

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](/us/payroll/help/employer/employees/add-employees.html#basic-details)
    *   [Personal Details](/us/payroll/help/employer/employees/add-employees.html#personal-details)
    *   [Tax Details](/us/payroll/help/employer/employees/add-employees.html#tax-details)
    *   [Payment Details](/us/payroll/help/employer/employees/add-employees.html#payment-details)

* * *

## Basic Details

*   Provide the employee’s basic details:

![Provide Employee’s Basic Details](/payroll/help/us/getting-started/add-employees/add-basic-details-of-employee.png)

Field Name

Description

Employee Name

Enter the employee’s first name, middle name, and last name.

First Day of Work

Enter the employee’s date of joining.

Employee ID

Provide a unique identification number for the employee.

Designation

Select the employee’s job title.  
  
**PRO TIP:** You can add a new designation by clicking **New Designation** in the dropdown.

Work Email

Enter 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 Location

Select 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](/us/payroll/help/employer/settings/work-locations.html).

*   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](/payroll/help/us/getting-started/add-employees/add-compensation-details-of-employee.png)

Feild Name

Description

Employee Type

Select the employee’s compensation type:

*   Hourly
*   Salaried

Amount

Enter 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 Period

Select 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](https://www.dol.gov/general/topic/wages/overtimepay).

*   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](/payroll/help/us/getting-started/add-employees/add-personal-details-of-employee.png)

Field Name

Description

SSN

Enter your employee’s 9-digit Social Security Number (SSN).

Date of Birth

Enter your employee’s date of birth.

Mobile Number

Enter your employee’s mobile number.

Personal Email Address

Enter your employee’s personal email address.

Residential Address

Edit 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](/payroll/help/us/getting-started/add-employees/add-federal-tax-information-of-employee.png)

Field Name

Description

“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 Works

Select 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 Status

Select 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 Amount

Enter 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 Amount

Enter 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 Income

Enter 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.

Deductions

Enter 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](/payroll/help/us/getting-started/add-employees/select-payment-mode-for-employee.png)

Payment Mode

Description

Direct Deposit

**PREREQUISITE:** Direct Deposit must be configured for your organization before setting it up for employees.  
  
Provide the employee’s [Bank Information](/us/payroll/help/employer/employees/add-employees.html#employees-bank-information-required-to-set-up-direct-deposit) to make direct deposit payments to them.

Check

You’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](/payroll/help/us/getting-started/add-employees/add-bank-information-of-employee.png)

Field Name

Description

Bank Name

Enter the name of the bank in which the employee holds an account and wants to receive payments from you.

Account Number

Enter the bank account number in which your employee wants to receive payments from you.

Routing Number

Enter the nine-digit routing number of the employee’s bank account.

Account Type

Select the type of bank account:

*   Checking
*   Savings

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

You can assign [benefits](/us/payroll/help/employer/employees/manage-employee-compensation-details.html#assign-benefits-to-an-employee) and [deductions](/us/payroll/help/employer/employees/manage-employee-compensation-details.html#assign-deductions-to-an-employee) to the employee. You can also configure [sick leave](/us/payroll/help/employer/employees/manage-employee-compensation-details.html#assign-sick-leave-policy-to-an-employee) and [vacation leave](/us/payroll/help/employer/employees/manage-employee-compensation-details.html#assign-vacation-leave-policy-to-an-employee) policies for the employee.