PayrollRiteDescribe the business-level requirements
Start with your approximate employee count, the states where people work, your pay frequency, and the date you would like service to begin. Mention whether you are starting payroll or moving from another provider. These details help frame the conversation without exposing employee identities, compensation records, or bank information.
Agree the scope before sending records
Payroll processing is not a single universal package. Ask which tasks are included, which remain with your business, which requirements are supported, and how fees are calculated. Discuss who approves payroll, what information is due for each run, and how corrections are handled. Treat a proposed date as provisional until the provider confirms the onboarding requirements.
Keep sensitive onboarding information out of the enquiry
A public contact form should not receive employee Social Security numbers, tax documents, bank details, payroll exports, or account passwords. Prepare a list of the records you hold, but wait for an agreed onboarding process before transferring them. Do not assume that a form accepting free text is suitable for confidential payroll files.
Retain oversight as an employer
The IRS explains that outsourcing payroll generally does not remove an employer's federal employment tax responsibilities. Keep access to your records and review the agreed responsibilities for filings, deposits, and notices. Ask how you can verify completed work and keep your business address of record current. Consult qualified advisers about requirements specific to your business.
Official resources
Reviewed October 19, 2026. General planning information; confirm requirements for your own situation.