What does the Implementation Process look like when using GoCo and Embedded Payroll?

This article provides an overview of the actions you, as the admin, will need to take throughout the payroll implementation process

Welcome to Embedded Payroll

Congratulations on taking the first step with our Embedded Payroll! This article provides an overview of what you can expect during the implementation process. 

We’ll walk you through four key areas:

1. What will my experience be like?
2. What do I need to do?
3. What meetings will I attend?
4. What will my Payroll Specialist do?

To clarify the overall process, we’ve included a chart that outlines the complete workflow, highlighting the roles of all parties involved—Platform Implementers, Payroll Specialists, you (the admin), and Benefit Specialists (if applicable).

What Will My Experience Be Like?

During the implementation, you’ll use our project management software, GuideCX, to complete tasks, communicate with your Payroll Specialist, and upload necessary documentation.

The implementation typically takes 2 to 3 months*, depending on how quickly we can gather the necessary documents and configure your payroll system.

Throughout the process, your Payroll Specialist will provide support, guiding you step-by-step, answering any questions you may have, and ensuring that tasks are completed on time.

You’ll also have full visibility into the project through GuideCX, allowing you to track progress, see upcoming tasks, and stay informed of key milestones. Before your first payroll run, we’ll perform a mock payroll to make sure everything is accurate.

We're committed to making this a seamless and successful experience, and we’re excited to work with you every step of the way!

What Do I Need to Do?

Your role as the admin is crucial in keeping the project moving smoothly. Here's what you'll need to complete:

• Document Collection: Submit required documents like your most recent quarterly filing packet, bank account info, and recent payroll registers.
  • Why can't GoCo do this for me? You’re the expert on your company’s data, not us! By actively participating in the process, you’ll help us uncover any potential discrepancies in your current system, ensuring accuracy from day one and setting you up for a smoother, more successful payroll implementation. If you're unsure where to find certain information in your payroll system, we’re happy to help—whether by scheduling a meeting to walk you through it or by getting temporary access to assist directly.
• Complete the Questionnaire: Help us gather important payroll details about your company.
• Schedule the Strategy Call: Take a look at your Payroll Specialist's availability and find a time that works.
• Complete Tasks by Due Dates: Stay on track to avoid delays - and if you need support or clarification, just ask.
• Training: Complete assigned payroll training to ensure you’re ready to manage your payroll system.
• Review and Verify: We'll provide you with an earning & deduction list, as well as provide you a mock payroll register. Make sure you review these for accuracy - payroll is hard and we want to get it right for you.

What Meetings Will I Attend?

• Payroll Strategy Call: This is your first call with your Payroll Specialist! We'll go over the questionnaire you completed, answer any questions you might have, provide an overview of what to expect during your implementation, and set a target first payroll date.
• Payroll Check-in Call: On this call, we're going to comb through and confirm all your federal and state tax details. We'll wrap up the call by having your Signatory sign all necessary documentation, which is required for the remittance of tax payments and filings.
• First Payroll Run: You made it 🎉 Read through What to Expect on your First Payroll for more information.

What Will My Payroll Specialist Do?

Your Payroll Specialist will handle the technical aspects of your payroll setup, including:

• Review Documentation: Ensure all necessary documents are collected.
• Configure Payroll Account: Set up your tax settings, payroll schedule, and earnings & deductions per what's been collected.
• Audit & Mock Payroll Run: Comb through your team data, ensuring all employees are connected successfully to Payroll.
• Enter Historical Payroll Data: If starting mid-year, we’ll input your past payroll records.

• Run First Payroll: We’ll guide you through your first payroll run to ensure everything is processed correctly.

Important Reminders:

Make sure to submit the following to avoid delays:

• Quarterly filing packet (federal, state, and local tax info)
• Recent payroll register (if applicable)
• State and local tax accounts & rates (if this isn't already included in your quarterly filing packet)
• Tax liability details from your previous provider (what taxes have been paid, what taxes still need to be paid)
• Terminated Employee Information (this is critical for mid-year payroll transfers)
• Benefits Sign Off (if you are implementing Benefits Administration, this is blocker before payroll can be processed)

For any additional questions, please reach out to embeddedpayroll@goco.io or your Platform Implementor 💚