Q1 Payroll Start Checklist: Everything You Need for a Smooth Launch
If you're starting your payroll for the first time this year, here's a helpful checklist of items we'll need to get you set up for Q1 processing.
Item 1: Company Voided CheckPlease provide a voided check from your business account used for payroll, taxes, and service fees. The routing and account numbers must be clearly visible on the MICR line. If you don’t have company checks, please provide an official document showing the routing and account numbers (e.g., a bank statement).
Item 2: Proof of Your Federal Tax ID Number (EIN)We need a document showing your Employer Identification Number (EIN), also called your Federal Tax ID. This number can be found on IRS forms like Form 941 (quarterly reports) or Form 8109 (tax deposit coupons).
If you can’t find this information, call the IRS at 1-800-829-0115 to retrieve it. Be prepared to verify your identity as a corporate officer.
Item 3: Proof of Your State Tax ID Number & Current Year RatePlease provide documentation showing your Tennessee state tax ID and the current employer tax rate. This information can be found on state unemployment filings or correspondence (e.g., TN Quarterly UI Tax Return).
Item 4: Employee InformationFor each active employee, we’ll need:
W-4 information (name, address, SSN, marital status, dependents, hire date, birth date, pay rate, deductions).
Signed Direct Deposit Authorization form (with a voided check) for employees wishing to use direct deposit.
Item 5: Electronically Signed Service AgreementOnce we have the necessary information, we'll send you a service agreement to review and sign electronically through Adobe eSign. Please review and sign the document to proceed.

Mid-Q1 Payroll Transition Checklist: Moving to ChattaPay
Making the switch to ChattaPay during the first quarter? Here’s a list of items we’ll need to ensure a smooth and seamless transition from your current payroll provider.
Item 1: Company Voided CheckPlease provide a voided check from the account used for payroll, taxes, and service fees. Ensure that the routing and account numbers are clearly visible on the MICR line. If you don’t have checks, please supply official documentation showing the routing and account number (e.g., a bank statement).
Item 2: Proof of Your Federal Tax ID Number (EIN)We’ll need a document showing your Employer Identification Number (EIN), also known as your Federal Tax ID. This number can be found on IRS documents like Form 941 (quarterly reports) or Form 8109 (tax deposit coupons).
If you can't find it, call the IRS at 1-800-829-0115. Be prepared to verify your corporate officer status to obtain the EIN.
Item 3: Proof of Your State Tax ID Number & Current Year RatePlease provide documentation showing your Tennessee state tax ID and the current employer tax rate. This information can be found on state unemployment filings or correspondence (e.g., TN Quarterly UI Tax Return).
Item 4: Employee InformationPlease provide the following for each active employee:
W-4 information (name, address, SSN, pay rate, marital status, dependents, hire and birth dates, deductions, etc.).
Signed Direct Deposit Authorization form (with a voided check) for any employees opting for direct deposit.
Additionally, for any terminated employees with earnings this year, provide their W-4 info (name, SSN, address).
Item 5: Employee and Company BalancesProvide a Payroll Detail Earnings Report for all employees from January 1st to the present. This report should include a gross-to-net breakdown for each employee for each check dated within this period.
Item 6: Electronically Signed Service AgreementOnce you’ve gathered the required documents, we’ll send you a service agreement to review and sign electronically via Adobe eSign. Please check for accuracy and complete the signature process.

Q2 Payroll Transition Checklist: Switching to ChattaPay
If you're transitioning your payroll services for your first pay date in the second quarter, we’ve outlined the key documents needed to make the process as seamless as possible.
Item 1: Company Voided CheckProvide a voided check from the account used for payroll, taxes, and service fees. Ensure that the routing and account numbers are clearly visible on the MICR line. If you don’t have company checks, official bank documentation showing your routing and account number (no handwritten or typed versions) will work.
Item 2: Proof of Your Federal Tax ID Number (EIN)Submit a document showing your Employer Identification Number (EIN), also called a Federal Tax ID. This can be found on IRS forms such as Form 941 (quarterly reports) or Form 8109 (tax deposit coupons).
If you can’t locate it, call the IRS at 1-800-829-0115. You must be a corporate officer, and you'll need to have access to a fax machine.
Item 3: Proof of Your State Tax ID Number & Current Year RatePlease provide documentation showing your Tennessee state tax ID and the current employer tax rate. This information can be found on state unemployment filings or correspondence (e.g., TN Quarterly UI Tax Return).
Item 4: Employee InformationPlease provide the following for each active employee:
W-4 information (name, SSN, address, pay rate, marital status, dependents, hire and birth dates, departments, and any pay deductions).
Signed Direct Deposit Authorization form (with a voided check) for employees opting for direct deposit.
For terminated employees with earnings this year, provide their W-4 details (name, SSN, and address).
Item 5: Employee and Company BalancesSubmit a Payroll Summary Earnings Report by employee from January 1st to March 31st. This report should include a gross-to-net breakdown for each employee, for all checks issued during this period.
Item 6: Electronically Signed Service AgreementOnce you’ve gathered all required documents, we will send a service agreement via Adobe eSign. Please review for accuracy and provide your electronic signature.

Mid Q2 Payroll Transition Checklist: Switching to ChattaPay
If you're transitioning your payroll services for the first pay date in the second quarter, use this checklist to ensure a smooth transition from your current provider to ChattaPay.
Item 1: Company Voided CheckPlease provide a voided check from the account that will be used for payroll, taxes, and service fees. Ensure the routing and account numbers are clearly visible on the MICR line of the check. If you don't use company checks, please submit official documentation from your bank showing the routing and account number (no handwritten or typed versions).
Item 2: Proof of Your Federal Tax ID Number (EIN)Submit a document showing your Employer Identification Number (EIN). This can be found on IRS forms such as Form 941 (quarterly reports), Form 8109 (tax deposit coupon), or other IRS correspondence.
If you cannot find this information, you can call the IRS at 1-800-829-0115 to obtain your EIN. You must be a corporate officer and have access to a fax machine.
Item 3: Proof of Your State Tax ID Number & Current Year RatePlease provide documentation showing your Tennessee state tax ID and the current employer tax rate. This information can be found on state unemployment filings or correspondence (e.g., TN Quarterly UI Tax Return).
Item 4: Employee InformationProvide the following for each active employee:
W-4 details (name, SSN, address, pay rate, marital status, number of dependents, hire and birth dates, departments, and any pay deductions).
Signed Direct Deposit Authorization form (along with a voided check) for employees opting for direct deposit.
Also, provide W-4 information for any terminated employees with earnings this year (name, SSN, and address).
Item 5: Employee and Company Balances
Payroll Summary Earnings Report: From January 1st to March 31st, showing a gross-to-net breakdown for each employee.
Payroll Detail Earnings Report: From April 1st to present, showing a detailed gross-to-net breakdown per employee for each check issued.
Item 6: Electronically Signed Service AgreementAfter receiving your documents, we will send you the service agreement via Adobe eSign. Please review the agreement for accuracy and electronically sign it to finalize the process.

Q3 Payroll Transition Checklist: Switching to ChattaPay
If you're transitioning your payroll services for the first pay date in the third quarter, please use this checklist to ensure a smooth transition from your current provider to ChattaPay.
Item 1: Company Voided CheckPlease provide a voided check from the account you will use for payroll, taxes, and service fees. The routing and account numbers should be clearly visible on the MICR line. If you do not use company checks, provide official documentation (no handwritten or typed versions) from your bank that clearly shows the routing and account number.
Item 2: Proof of Your Federal Tax ID Number (EIN)Submit a document showing your Employer Identification Number (EIN). This can be found on IRS forms such as Form 941 (quarterly reports), Form 8109 (tax deposit coupon), or other IRS correspondence.
If you are unable to locate this information, you can call the IRS at 1-800-829-0115 to obtain your EIN. Be prepared to be in the presence of a fax machine and to confirm your status as a corporate officer.
Item 3: Proof of Your State Tax ID Number & Current Year RatePlease provide documentation showing your Tennessee state tax ID and the current employer tax rate. This information can be found on state unemployment filings or correspondence (e.g., TN Quarterly UI Tax Return).
Item 4: Employee InformationPlease provide the following for every active employee:
W-4 details (name, SSN, address, pay rate, marital status, number of dependents, hire & birth dates, departments, and any pay deductions).
Signed Direct Deposit Authorization forms and a copy of a check for employees opting for direct deposit.
Additionally, please provide W-4 information for any terminated employees with earnings this year (name, SSN, and address).
Item 5: Employee and Company Balances
Payroll Summary Earnings Report: From January 1st to June 30th, showing a gross-to-net breakdown for each employee.
Item 6: Electronically Signed Service AgreementOnce we've received all the required documents, we will send you a service agreement for your review. You’ll be able to sign electronically through Adobe eSign to finalize the setup.

Mid-Q3 Payroll Transition Checklist: Switching to ChattaPay
If you're transitioning to ChattaPay for the first pay date in the middle of the third quarter, here’s a list of items we’ll need to ensure a seamless payroll setup.
Item 1: Company Voided CheckProvide a voided check from the account you’ll use for payroll, taxes, and service fees. The routing and account numbers must be clearly visible on the MICR line. If you don't have company checks, please submit official bank documentation (no handwritten or typed versions) that clearly shows the routing and account number.
Item 2: Proof of Your Federal Tax ID Number (EIN)Submit a document showing your Employer Identification Number (EIN). This can be found on IRS forms such as Form 941 (quarterly report), Form 8109 (tax deposit coupon), or any other IRS correspondence.
If you can’t locate this information, you can call the IRS at 1-800-829-0115 to obtain your EIN. Be sure to be a corporate officer and have access to a fax machine.
Item 3: Proof of Your State Tax ID Number & Current Year RatePlease provide documentation showing your Tennessee state tax ID and the current employer tax rate. This information can be found on state unemployment filings or correspondence (e.g., TN Quarterly UI Tax Return).
Item 4: Employee InformationProvide the following for every active employee:
W-4 information (name, SSN, address, pay rate, marital status, number of dependents, hire and birth dates, departments, and any pay deductions).
Signed Direct Deposit Authorization forms and a copy of a check for any employees opting for direct deposit.
Please also provide the W-4 information (name, SSN, and address) for any terminated employees with earnings in the current year.
Item 5: Employee and Company Balances
Payroll Summary Earnings Report: From January 1st to June 30th, showing the gross-to-net breakdown for each employee.
Payroll Detail Earnings Report: From July 1st to the present, showing a gross-to-net breakdown for each employee for each paycheck.
Item 6: Electronically Signed Service AgreementOnce we’ve received all the required documents, we’ll send you a service agreement for your review. You’ll be able to sign electronically via Adobe eSign to finalize the setup.

Q4 Payroll Transition Checklist: Switching to ChattaPay
If you’re transitioning to ChattaPay for your first pay date in the 4th quarter, here's a helpful list of items we need to make the transition smooth and successful.
Item 1: Company Voided CheckPlease provide a voided check from the account you'll be using for payroll, taxes, and service fees. Ensure that the routing and account numbers are clearly visible on the MICR line. If you don’t have company checks, please submit official bank documentation that shows the routing and account numbers clearly (no handwritten or typed versions).
Item 2: Proof of Your Federal Tax ID Number (EIN)Submit any document that shows your Employer Identification Number (EIN). This number can typically be found on Form 941 (quarterly report), Form 8109 (tax deposit coupon), or other IRS correspondence.
If you can’t find your EIN documents, you can call the IRS at 1-800-829-0115 to obtain it. Be sure to have a corporate officer present and access to a fax machine.
Item 3: Proof of Your State Tax ID Number & Current Year RatePlease provide documentation showing your Tennessee state tax ID and the current employer tax rate. This information can be found on state unemployment filings or correspondence (e.g., TN Quarterly UI Tax Return).
Item 4: Employee InformationWe’ll need the following for each active employee:
W-4 details (SSN, name, address, pay rate, marital status, number of dependents, hire and birth dates, departments, and deductions if applicable).
Signed Direct Deposit Authorization forms and a check copy for employees choosing direct deposit.
Also, provide W-4 information (SSN, name, and address) for any terminated employees with earnings during the current year.
Item 5: Employee and Company Balances
Payroll Summary Earnings Report: From January 1st to September 30th. This should include a gross-to-net breakdown for each employee for payments made within this date range.
Item 6: Electronically Signed Service AgreementWe will send you a service agreement via Adobe eSign. Please review the document for accuracy and electronically sign to finalize the setup.

Mid Q4 Payroll Transition Checklist: Switching to ChattaPay
If you’re transitioning to ChattaPay for your first pay date in the middle of the 4th quarter, here’s a clear and organized list of items we need from you to ensure a seamless transition. This checklist is specifically tailored for businesses in Tennessee.
Item 1: Company Voided CheckPlease provide a voided check from the account you’ll use for payroll, payroll taxes, and service fees. Make sure that the routing and account numbers are clearly visible on the MICR line of the check. If you do not have company checks, provide official bank documentation (not handwritten or typed) showing the routing and account numbers.
Item 2: Proof of Your Federal Tax ID Number (EIN)Provide any document that shows your EIN (Employer Identification Number). You can find this nine-digit number on:
Form 941 (quarterly report),
Form 8109 (tax deposit coupon), or
Any other IRS correspondence.
If you can’t find any IRS documents with your EIN, you can call the IRS at 1-800-829-0115 to obtain it. A corporate officer must be present and have access to a fax machine for verification.
Item 3: Proof of Your State Tax ID Number & Current Year RatePlease provide documentation showing your Tennessee state tax ID and the current employer tax rate. This information can be found on state unemployment filings or correspondence (e.g., TN Quarterly UI Tax Return).
Item 4: Employee InformationFor every active employee, provide the following details:
W-4 information: (SSN, name, address, pay rate, marital status, number of dependents, hire and birth dates, departments, and any per-pay deductions).
Signed Direct Deposit Authorization forms and a check copy for employees requesting direct deposit.
Additionally, please provide the following W-4 details for terminated employees who received earnings during the current year: (SSN, name, and address).
Item 5: Employee and Company Balances
Payroll Summary Earnings Report: From January 1st to September 30th. This report should show a gross-to-net breakdown for each employee for payments made in this period.
Payroll Detail Earnings Report: From October 1st to present. This report should include the gross-to-net breakdown for each employee for each check issued in this period.
Item 6: Electronically Signed Service AgreementChattaPay will send you a completed Service Agreement via Adobe eSign. Please review it carefully for accuracy and electronically sign the agreement to confirm your understanding and acceptance of the terms.