Onboarding With CleanCloud Payroll (DD)

CleanCloud Launches Payroll - A first in the industry | CleanCloud Blog

Step 1 - Add Employees & Contractors As Users To CleanCloud

If you have already added all Employee's to CleanCloud, please head to Step 2.

Go to Settings → Users → Manage User Accounts.
Click Add User and enter the user’s Full Name, Email Address, and a Password they’ll use to log in.
Set the User's Hourly Wage or Salary as agreed.
Set a Quick PIN if you want the user to switch accounts without logging out.
Once all details are entered, click Add User to save the account.

For more information on User Roles, Permissions and Access Modes see our full article on Adding New Users here > How to Add New Users and Staff Members

Step 2 - Sign Up To CleanCloud Payroll, Powered By Gusto

Go to Settings → Admin → Payments & Finances → Payroll
Click Sign Up To Gusto Payroll
Enter Company Entity Name, DBA Name, Admin Details & Company EIN
Once all details are entered, click Add Company to create the account.

⚠️ If you are solely paying Contractors, please check the box that says Contractor Only Company.

Step 3 - Agree To Embedded Payroll Service Terms & Conditions

Read through the Embedded Payroll Service Agreement, ensuring you are happy with the Terms & Conditions.
Once satisfied, click I Agree.

Step 4 - Add Company Mailing & Filing Addresses

Enter Company Phone Number, Company Address, City, State & Zip Code.
Ensure that you Check the Boxes to indicate if this is your Mailing or Filing Address, or both.

TOM TO TEST WHAT HAPPENS IF YOU SELECT ONLY FILING.& NOT MAILING

Step 5 - Add Employees & Contractors To The Payroll

Check the box on the Left Hand Side for each individual being added to the Payroll.
Confirm that all Employees & Contractors Full Name, Email Address & Pay is correct.
Confirm each staff members Employment Status by selecting either Employee (W-2) or Contractor (1099) from the drop down menu.
Enter the correct Hire Date for each staff member.
Check the box on the Right Hand Side to send each individual their Self-Onboarding Form (W-4) via email.
Once all details are entered, click Add Employees.

Step 6 - Enter Your Federal Tax Information

Click Enter Your Federal Tax Information
Re-enter your EIN Number.
Select your Tax Payer Type.
Select your Federal Filing Form Type.
Re-enter your Company Entity Name.
Click Save & Continue.

Step 7 - Select Your Company's Industry

Select the industry that best represents your company.
1. Usually Coin-Operated Laundries & Drycleaners or Drycleaning & Laundry Services (Except Coin-Operated).
Click Save & Continue.

Step 8 - Enter Your Company Bank Account Information

Select your preferred method of Bank Account Information entry.
1. Verify with Plaid - it's secure and takes just a couple of minutes.
2. Enter information Manually - Add your Routing & Account Number
Click Save & Continue.

⚠️ Entering Bank Account Information Manually will result in Gusto sending two test deposits to your Account that you will need to verify within 48 Hours.

Step 9 - Setting Up Your Pay Schedule

Enter a Pay Schedule Name (Optional)
Choose how often employees will be paid (e.g., Every week, Every two weeks, Twice a month, etc.).
Set the First Pay Date that your employees will be paid using the Calendar Icon for guidance.
1. When selecting your pay date, please account for the 2 days it will take to process payroll as a standard Direct Deposit Speed.
Set the First Pay Period End Date, using the Calendar Icon to set the date marking the last day of the first payroll period.
Click on Preview upcoming paydays to review how future payroll dates will be scheduled.
1. The Calendar will highlight the Pay Period, Payroll Deadline & Pay Date you have selected.
Click Save & Continue.

⚠️ Understand The Payroll Processing Deadline:

The system will display the Deadline to run payroll based on your selected pay date.
This indicates the last day you can process payroll to ensure timely payments.

Step 10 - Enter Your State Tax Information

Click Continue Setup.
Enter the relevant Withholding Account Number/s, Unemployment Insurance Number & Tax Rate/s assigned to you by the State Tax Boards.

⚠️ For more information on State Tax Requirements & How To Register please click here >

⚠️ You can assign a Temporary New Employer Tax Rate whilst you wait for the other State Tax Details to ensure you can run payroll straight away.

⚠️ To find your New Employer Rate click here >

Step 11 - Assign A Company Signatory

The Company Signatory should select, Yes, I'm authorized to sign official documents for the company.
Click Save & Continue.
Enter the Signatory Personal Details, including Email Address, Full Name, Title, Phone Number, DOB & Social Security Number
Enter the Signatory Home Address
Click Submit.

Unless you chose to Manually Verify your Bank Account, you can now Submit your Company for Review with Gusto and you have completed Onboarding.

This typically takes 24 Hours, and Gusto will notify you if they require any further information.

Step 12 - Verify Bank Account

Wait 24-48 Hours for Gusto to take the two micro test deposits out of your Bank Account.
Once this has occurred, head to Settings > Admin > Payments & Finances > Payroll.
Click on the drop down menu by Gusto Onboarding Form, and select Verify Bank Account Information.
Enter the two values of the test deposits.
Click Save & Continue.
Your Bank Account should now be verified, and the company will be submitted to Gusto for review.
1. If there are any additional Requests for Information, Gusto will inform you.

Introducing CleanCloud Payroll

How To Onboard With CleanCloud Payroll

Activating CleanCloud Payroll

Account Resources & Settings for CleanCloud Payroll

Edit Company Details