Signing up for Square Payroll is quick and easy, even if you’re switching payroll services in the middle of the year. You can sign up for Square Payroll even if you do not currently use Square to process credit card payments.

Square Payroll is currently available in limited jurisdictions.

Sign Up for Square Payroll - Required Information

To sign up for Square Payroll, you or your employee(s) will be required to provide personal information such as an address and Social Security number, as well as tax withholding information required for Form W-4.

New to Payroll

If you’re new to payroll (i.e., you haven’t paid payroll taxes before), you need the following information to sign up:

Switching Providers

If you’re switching payroll services midyear, we also need the following information:

  • Your employees’ first and last name
  • Your employees’ email address (used for direct deposit set up), Form W-4 (if paid by check or if you want to enter this information yourself), and state withholding form (if your state has employee income withholding).
  • Employee details for former employees that you’ve paid this year**
  • Payroll reports from your prior payroll provider (view detailed steps for ADP, Intuit, or Paychex)***

** This information is needed to accurately file W-2s for these employees. Square Payroll does not contact employees who no longer work for your business. 
*** It’s important that this information is accurate and up to date, as the amounts will affect employee and employer tax calculations.

Sign Up for Square Payroll - New to Payroll

Watch the following video for a look into the new to payroll sign-up flow:

If you have paid employees and payroll taxes this year under the EIN you’re using for enrollment, see Switching Providers.

  1. Sign up for Square Payroll. If you don’t have a Square account, create one by entering your email address and a password. If you already have a Square account, sign in.
  2. Enter your business information. For assistance, visit our list of state payroll tax resources.
  3. Next you will be asked to link the bank account you wish to use for Square Payroll. If you are signing up with an existing Square account, you can choose to use your existing linked bank account or to link a separate bank account exclusively for Square Payroll. For help linking your account, visit Link and Edit Your Bank Account.
  4. After confirming your bank details, Square Payroll will deposit and then withdraw two small amounts from your bank account. This is a security measure to ensure that the account you linked belongs to you. Click for more information on security deposits.

    Note: You are unable to process payroll until you have confirmed the security deposit amounts.

  5. Choose your payroll schedule and set up your first Square Payroll pay period. You can change this before processing your first payroll. Read more about Square Payroll’s payment schedule.
  6. Authorize Square Payroll as your Reporting Agent and, if your state requires it, provide us with Power of Attorney (POA). This authorizes us to pay and file taxes on your behalf and will be submitted to the IRS. The information entered must match your EIN data.
  7. Review and submit the information you entered. 

    Note: It’s extremely important that your information is accurate and up-to-date. We may be unable to make tax payments or filings if the information you provide does not match what is on record with the IRS and/or your state employer tax agency.

You’re all set up! When you’re ready, add your employees and verify the amounts we deposited into your bank account.

Sign Up for Square Payroll - Switching Providers

Square Payroll requires additional information if you are switching payroll providers midyear. For a guide to switching payroll services, visit Transition to Square Payroll.

Watch the following video for a look into the switching providers sign-up flow:

  1. Sign up for Square Payroll. If you don’t have a Square account, create one by entering your email address and a password. If you already have a Square account, sign in.
  2. Select Yes on the following screen, which asks if you are currently paying payroll taxes. If you are not currently paying employer taxes and making regular filings, see New to Payroll.
  3. Select your previous payroll service. If you have not processed payroll this calendar year, go back to the previous screen and select No.
  4. Enter your business information. For assistance, visit our list of state payroll tax resources.
  5. Next you will be asked to link the bank account you wish to use for Square Payroll. If you are signing up with an existing Square account, you can choose to use your existing linked bank account or to link a separate bank account exclusively for Square Payroll. For help linking your account, visit Link and Edit Your Bank Account.
  6. After confirming your bank details, Square Payroll will deposit and then withdraw two small amounts from your bank account. This is a security measure to ensure that the account you linked belongs to you. Click for more information on security deposits.

    Note: You are unable to process payroll until you have confirmed the security deposit amounts.

  7. Choose your payroll schedule and set up your first Square Payroll pay period. You can change this before processing your first payroll. Read more on Square Payroll’s payment schedule.
  8. Add your employees.
  9. You will be asked if any of your employees are being paid for the first time. This is to determine whether Square Payroll needs to file new hire reports for any of your employees.
  10. Enter in the year-to-date gross wages for each employee you’ve paid this year. If you have an employee that was previously paid as an independent contractor, please enter $0.00.

    Note: Do not estimate this value; provide the exact amounts including any additional pay such as bonuses, commissions, and cash tips. This information is critical to ensure your employees’ taxes are calculated correctly.

  11. If you have former employees, please provide us with their information to ensure accurate W-2 filings. We will file W-2s for all employees paid within the current calendar year.

    Note: Square Payroll does not contact employees who no longer work for your business.

  12. At this point, you will be prompted to provide us with your payroll history details. If you are using ADP, Intuit, or Paychex you can upload the appropriate files. If you are switching from another provider, please upload any filings and/or paycheck reports that you have. 
  13. Authorize Square Payroll as your Reporting Agent and, if your state requires it, provide us with Power of Attorney (POA). This authorizes us to pay and file taxes on your behalf and will be submitted to the IRS. The information entered must match your EIN data.
  14. Review and submit the information you entered. 

    Note: It’s extremely important that your information is accurate and up-to-date. We may be unable to make tax payments or filings if the information you provide does not match what is on record with the IRS and/or your state employer tax agency.

You’re all set up! When you’re ready, add your employees and verify the amounts we deposited into your bank account.

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