Whether it’s processing payroll, changing your employee’s payment method, or editing your pay periods, you can manage all your payroll needs from your Square Dashboard.

Add Team Members to Square Payroll

Visit our support center articles for detailed instructions on how to add Employees and/or Contractors to Square Payroll.

Run Payroll

For instructions on running Payroll, visit our Run Payroll support article.

With Square Payroll, you can print paychecks on check stock type DLT104. To pay team members with printed paychecks:

  1. Purchase compatible check stock type DLT104. These can be purchased from Staples or Compucheck, among others. Please note: The check stock needs to be customized with your business and bank information. This information will not be included on the PDF generated by Square Payroll.
  2. Insert check stock type DLT104 into your printer.
  3. Go to your Payroll History tab and click on the run you want to print checks for.
  4. Click Print All Checks or click on an individual pay stub to print a single check.
  5. A PDF file will download. Open the PDF file and print.

After you finish printing, sign & deliver paychecks to your employees and/or contractors.

Edit the Payment Method

Switch to Print Checks

  1. Visit the Team tab of your Payroll dashboard.  
  2. Select the team member.
  3. Click on the Payment Method drop-down menu and select Manual Check.
  4. If you are paying this team member for the first time or if you are switching this team member from Direct Deposit, enter their personal information, and federal (W-4) and state tax withholding information (if applicable).
  5. Click Save and repeat for all employees that you would like to pay with printed checks.
  6. Next, visit your Payroll Settings.
  7. In the Select Check Method module, select Print Checks.

Switch to Direct Deposit

  1. Visit the Team tab of your Payroll dashboard.
  2. Select the team member.
  3. Click on the Payment Method drop-down menu and select Direct Deposit.
  4. Input an email address for your employee. Your employee will receive an email prompting them to sign up with Square Payroll.
  5. In addition, you have the option to enter your team member’s bank details on their behalf if you have this information. However, this is optional as they can also enter in their bank details if they have been invited to use an online account.
  6. Click Save.

Switch to Manual Checks

  1. Visit the Team tab of your Payroll dashboard.
  2. Select the team member.
  3. Click on the Payment Method drop-down menu and select Manual Check.
  4. If you are paying this team member for the first time or if you are switching this team member from Direct Deposit, enter their personal information, and federal (W-4) and state tax withholding information (if applicable).
  5. Click Save and repeat for all employees that you would like to pay with written checks.
  6. Next, visit your Payroll Settings.
  7. In the Select Check Method module, select Print Checks.

Note: If you switch a team member that has yet to redeem pay for a prior payroll run from direct deposit to written or manual check, you need to write the person a check for the previous run.

For W-2 employees, Square Payroll calculates and withholds taxes, and tells you the exact amount to pay your employee(s) if you choose to write checks manually. You can then manually write a personal or business check to your employee for the amount due. Each pay period, you’ll receive an email notification from Square with a list of employees requiring payment via check and the net amount for each check.

Edit Payroll Period and Schedule

Prior to processing your first pay run through Square Payroll, you can edit your pay schedule and payroll start date:

  1. Visit Run Payroll in your Square Dashboard.
  2. Click Edit, which is located to the right of your current payroll period dates.
  3. Use the drop-down menu to select the desired payroll schedule.
  4. On the calendar, select the first day of the pay period. You cannot choose a pay period with a pay date occurring before today.
  5. Click Save.

If you have already paid employees and need to edit your pay periods or pay schedule, please contact us. We will do our best to accommodate these requests.

New Hire Reporting

The Personal Responsibility and Work Opportunity Reconciliation Act of 1996 requires employers to report newly hired and re-hired employees to a state directory within 20 days of their hire or rehire date. Square Payroll will report new hires according to the regulations for your state. For more information on your specific state’s new hire reporting details, visit the Office of Child Support Enforcement’s Directory.

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