Payroll onboarding in Homebase: What information do I need?

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How do I know if I’m new to payroll or switching from another provider?

If you’re setting up payroll in Homebase, you’ll fall into one of two categories, based on how you’ve paid your team before.

If your business has never run payroll, you’re new to payroll. You’ll select options like “My business is new to running payroll” during setup.

If you’ve used another payroll provider or method, you’re switching from another provider. Homebase will ask for additional details so year-to-date wages and taxes are filed correctly.

Summary: Payroll onboarding types

Type of customer	What this means
New to payroll	You have never run payroll before
Switching providers	You’ve paid employees using another payroll service

 

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What information do I need if I’m new to payroll?

If you’re running payroll for the first time, Homebase collects everything needed to pay your team and file taxes correctly from the start.

Business information you’ll need

You’ll enter:

• Legal business name and address (must match IRS records)

• Federal Employer Identification Number (FEIN)

• State tax IDs, such as State Unemployment and State Withholding, if required

• Business bank account and routing number under your legal business name

• Authorized signer’s name, title, email, and phone number

Employee information you’ll need

For each employee:

• Full legal name

• Social Security Number

• Date of birth

• Home address

• Hire date

• Pay rate or salary

• Worker type (employee or contractor)

Employee onboarding documents

Employees complete required forms in Homebase:

• Federal W-4

• State tax forms, if applicable

• I-9 employment eligibility verification

• Direct deposit details

• Any custom documents you request

• Consent for electronic or paper tax forms

Summary: Information required for new payroll customers

Category	Required
Business details	Yes
Bank account info	Yes
Signer information	Yes
Employee details	Yes
Tax and onboarding forms	Yes
Historical payroll data	No

 

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What additional information do I need if I’m switching from another payroll provider?

If you’re switching to Homebase mid-year, you’ll provide all standard payroll details, plus historical payroll data for the current year.

Historical payroll data required

You’ll need payroll details already processed this year so Homebase can file accurate tax forms and W-2s.

You can provide this by:

• Importing data directly from QuickBooks or Gusto, or

• Uploading payroll reports from another provider with help from an Implementation Specialist

You may also need to provide:

• Your IRS EIN confirmation document, if it wasn’t already submitted

What happens during the switch

Homebase guides you through these steps:

1. Collect business, employee, and historical payroll information

2. Complete company and employee setup

3. Load year-to-date payroll data

4. Review details for accuracy

5. Activate payroll and run your first payroll

Summary: Additional requirements for switchers

Requirement	Needed when switching
Business and employee info	Yes
Bank and signer info	Yes
Year-to-date payroll data	Yes
Prior provider tax filings	Managed by previous provider
First payroll review step	Yes

 

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Who files my payroll taxes after I’m set up?

Homebase files payroll taxes for both new payroll customers and switchers starting from the first payroll you run in Homebase.

If I’m new to payroll

Homebase files:

• Federal, state, and local payroll taxes

• Quarterly and annual forms, including 941, 940, W-2, and W-3

• Zero filings when required by a tax agency, even if no payroll is run

Homebase does not file taxes for periods before you started using Homebase Payroll.

If I’m switching from another provider

Homebase files:

• All payroll taxes for payrolls run after you switch

• Year-end forms that include earlier payrolls if you provide full historical data

Your previous provider remains responsible for filings completed before the switch.

Summary: Payroll tax filing responsibilities

Filing type	New to payroll	Switching providers
Payrolls run in Homebase	Filed by Homebase	Filed by Homebase
Pre-Homebase payrolls	----	Previous provider
Year-end W-2s	Homebase	Homebase (with historical data)
Zero filings when required	Yes	Yes

 

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Where can I find my payroll tax filings in Homebase?

All tax forms filed by Homebase are available in your account.

To view them:

1. Open Pay > Tax Records
2. Select Tax Records
3. Choose Tax Filings

 

You can download copies of all filings Homebase submitted on your behalf. Filings completed by a previous provider will not appear here.

Note: If a filing fails, Homebase shows an in-product alert with steps to fix it. Refiling a tax report includes a $200 refiling fee.