How to Run Payroll Across Multiple Locations

Homebase now offers muti-location payroll allowing customers to pay employees of multiple locations in one payroll run! Multi-location payroll is available for customers operating in multiple business locations under a single Federal Employer Identification Number (FEIN). 

---

Setting Up Multi-Location Payroll for Existing Customers

Existing payroll customers with Homebase can setup multi-location payroll by adding a new location to their Homebase account.

1. Login to your Homebase account
2. In the top left corner of the screen, click on the name of your current location
3. Click Add Location from the drop down menu
   1. 
   2. 
   3. Confirm that both business locations will operate under the same FEIN and will run payroll on the same pay schedule
4. Enter the name and address of the new location
   
5. Select the Homebase plan the new location should be on, or upgrade your account to allow multiple locations in Homebase
6. You will recieve an confirmation message indicating a successful location add.

---

Setting Up Employees for Your New Location:  

If you have employees at your existing location who will be clocking in from the new location as well, you can link their profile to the new location so that timesheets are attributed to the proper location. 

1. Navigate to the Team tab 
2. Click into your employee's profile 
3. On the Job Details page, scroll to the Access, Roles, and Wages section
4. Click Edit
5. Click Edit again next to the new location you're adding the employee to
6. Toggle the new location on and set up the employee's role & wage 
7. Click Save

Once the employee is setup at the new location, they'll be eligible for scheduling and time tracking in that new location, as well as any other locations enabled on their profile.

Note: Hours tracked across all locations will pull into the Regular Payroll runs for the account. 

---

Running Payroll for Multiple Locations

Once your new location is setup and your employees have tracked time, you're ready to run payroll across all locations on your Homebase account. You can confirm that multi-location payroll is setup and ready to go from the Payroll tab in your Homebase account.

Once you're ready to run payroll, click Start Payroll in the Payroll tab. Payroll runs will pull in all timecards for the pay period across the locations on the account. If you have any employees working at multiple locations within the same pay period, you'll see their total wages across all locations in the pay period. To view their individual timesheets, you can click on their name in the Step 1: Hours & Time Off. 

---

Homebase Payroll Report Options for Multi-Location Payroll

The Location Breakdown report generates a payroll journal report that includes employee earnings broken down by location where the wages were earned.

Example: If an employee worked at two separate locations on one payroll, the employee will have two lines on the payroll breakdown report for that pay period, one line for location #1 and one line for location #2. 

Employees working at multiple locations will have a line item on the Location Breakdown for their wages earned at each location. This allows you to edit and filter your payroll records by the Location column as needed. 

---

Registering for Tax Requirements for your Homebase Locations

If your new location is in a new state or locality, additional state or local tax registrations may be required to keep your payroll running smoothly. If new tax registration is needed, you'll see a prompt to register on your Payroll dashboard. 

 

Note: For more information on tax registration guides, see here.

---

Closing a Location Homebase Payroll

To close a location, contact Homebase Payroll support. We'll assist with downgrading your Homebase plan and archiving the location in your account.

What to Do in Order to Close a Location

Before closing a location, confirm the following information relevant to your payroll: 

• Are there any timecards on the location that still need to be paid out? 
  • If yes - wait until all timecards are included in payroll before deleting the location in Homebase. 
  • If no - move forward with deleting the location. 

If employees were paid through a now-closed location, Homebase Payroll will generate all required payroll tax forms for those employees as usual. 

---

Common FAQs for Multi-Location Payroll

Does multi-location payroll cost more? 

No! Homebase payroll service is a standard flat fee. This service fee for Homebase payroll does not change if you have multiple locations. However, in order to have multiple locations under one company account, Homebase does require that each location be on a paid plan. 

Note: When setting up your new location in Homebase, you'll be prompted to select a plan that works for your business.

Can I run payroll for one location at a time? 

Multi-location payroll automatically pulls in timesheets across all locations. If you'd like to run payroll for only a subset of employees, or a subset of timesheets, you can run an off-cycle payroll and select a refined group for payroll. 

Check out the Location Breakdown report in your Operations > Reports > Payroll Reports section of your account to get a breakdown of employee wages by location on payroll. 

My business locations operate under different Federal Employer Identification Numbers (FEIN)s - can I use Homebase multi-location payroll? 

At this time, Homebase only supports multi-location payroll for single FEIN businesses. You will need to setup a new account for your second business.