General Questions About Square Payroll
Where is Square Payroll available?
Currently, Square’s online payroll services are available to employers and employees located in:
We’re working on rolling out Square Payroll to each jurisdiction while maintaining our full-service solution that automates state tax calculations, payments, and filings. For assistance, visit our list of state payroll tax resources.
What services does Square Payroll provide?
- Pay your whole team: employees and 1099 contractors.
- Automatic tax calculations
- Tax payments and filings to the IRS and your state tax agencies
- Pay employees and contractors by direct deposit or manual check
- Set up Automatic Payroll to ensure on-time payments
- Employee self-onboarding and online accounts
- Employee and contractor time tracking and overtime calculations
- Set up employee benefits to automatically calculate employee deductions and company contributions for 401(k), health insurance, and more.
- Calculate final pay for terminated employees
- Integration with our third-party Workers Compensation Insurance broker
- Set up and track paid time off (PTO) and/or Sick Pay
- Generate and file W-2s at year end
- Set up recurring post-tax deductions and garnishments
What information do I need to get started with Square Payroll?
Visit Sign Up for Square Payroll - Required Information for a detailed list of information needed to get started. If you are switching to Square Payroll from another payroll service, we recommend you read Transition to Square Payroll.
What if I don’t have an existing Square account?
You can sign up for Square Payroll even if you do not have an existing Square account. We do not require you to process credit cards through Square to use Square Payroll.
Can we see Square Payroll in action?
While we do not have a demo mode, you can view the new-to-payroll sign-up process in the following video:
Employers switching to Square Payroll from a previous payroll provider can view their sign up process here:
Are there any features that you do not currently support?
Square Payroll does not support paying household employees and is currently only for businesses that file Form 941 or Form 944.
Getting Started with Square Payroll
How do I pay salaried employees?
You have the option to set up your employees’ pay type as either hourly or salaried. Hourly employees will need to have their hours entered for each pay period, either manually or by importing time cards. Salaried employees will have their pay automatically calculated each pay period.
How often can I pay my employees?
You can pay your employees once per week (weekly), once per month (monthly), every two weeks (bi-weekly), or two days each month (semi-monthly). The semi-monthly pay periods are set as the 1st - 15th, and 16th - last day of the month; these pay periods are currently not editable. Contractors do not have a set pay schedule and you can send them pay whenever you want.
When will my employees receive their pay?
Your employee’s pay date is five business days after the end of the pay period. For example, if your pay period ends on a Sunday, your employees will receive their pay on Friday as long as you send payroll by 8pm on Monday. Learn more about Square Payroll’s payment schedule.
Where can I find my employees’ year-to-date (YTD) gross pay?
For instructions on finding your employees’ YTD gross pay, visit Employee Year-to-Date Gross Pay.
Why do I need to add terminated employees to Square Payroll?
You are required to add all employees you’ve paid this year, including those that have been terminated, to ensure that your year-end filings are prepared correctly.
Why do I need to enter year-to-date (YTD) gross pay for terminated employees?
This information is required to ensure your year-end tax filings are accurate. YTD information is needed to generate a Form W-2 for each employee to be filed with the state and Social Security Administration. For information on finding your employees’ YTD gross pay, visit Employee Year-to-Date Gross Pay.
Can I use Square Payroll if I don’t have a Federal Employer Identification Number (EIN) or a State Employer Identification Number (SEIN Number)?
No, you must have both an EIN and SEIN Number to use Square Payroll.
How do I get or find my Federal Employer Identification (EIN)?
For detailed instructions on locating your EIN, read more at Square Payroll: Employer Identification Number.
How do I get or find my State Employer Identification Number (SEIN)?
Visit our list of state payroll tax resources.
Can I edit my pay period?
You can edit your pay period and payroll schedule before you make your first pay run. After your first run, your pay schedule and pay periods are not editable. For more information visit Edit Payroll Period and Schedule.
Updates and Corrections in Square Payroll
The email address I entered for my employee/contractor is incorrect, how can I correct this so they can get their pay?
If your employee/contractor hasn’t finished setting up their account you will be able to edit their email address. To do so:
- Visit Employees or Contractors in the Payroll section of your Square Dashboard.
- Select the individual whose email was entered incorrectly.
- Edit the email address in the panel on the right-side of the screen.
- Click Save.
- Once you update the email, Square Payroll will automatically send their pay to the updated email address. If the funds have already been claimed by the owner of the incorrectly entered email address, contact us.
If your employee/contractor has set up their account, they will need to log onto their Dashboard and update their email address. To do so:
- Visit their Dashboard.
- Click Personal Settings at the bottom of the page.
- Select Email Address > enter updated email information.
Your employee or contractor will receive a confirmation email with a verification code to the updated email address. They will need to enter the verification code into their Dashboard to complete the email update.
I incorrectly entered my employee’s year-to-date (YTD) gross pay. Can I update this information?
No, you will need to contact us directly to edit your employee’s year-to-date gross pay. It’s very important that this information is accurate.
Can I view employee or contractor pay stubs?
You can view pay stubs online for each employee or contractor. Employees/contractors paid by direct deposit can view their pay stubs online.
Can I change my pay date?
No, you cannot change the pay date for your pay period at this time. Currently, Square Payroll sets that pay date as 5 business days after the end of your pay period. For more information, visit Square Payroll Payment Schedule.
I paid my employee the wrong amount. How do I fix this?
If you accidentally underpay an employee or need to send an employee additional pay, you can do so through our Off-Cycle Payments feature.
One of my employees is no longer with my business. Can I remove them?
Yes, you can remove employees who are no longer with your business and calculate their final paycheck with Square Payroll. For more info on this feature, visit Remove Employees from Square Payroll.