Full Service Embedded Setup (ESe) guide
Streamline payroll onboarding with the Full Service Embedded Setup guide for partners.
Overview
Full Service Embedded Setup is a contracted offering where Check assumes responsibility for configuring your employees and managing the payroll implementation process. This article provides a comprehensive, step-by-step guide to ensure the successful onboarding of your customers and the seamless migration of their existing data from their previous payroll provider to your platform.
Required: You must implement our data sync guidance to leverage Full Service Embedded Setup
Note: Full Service Embedded Setup is not designed to support new businesses onboarding. For setting up new business customers, please refer to our New business setup guide
Only “switcher” companies, i.e., those who have run payroll at least once before, are eligible for Full Service Embedded Setup. See our Self Service Embedded Setup guide to learn more about supporting “inception” companies, i.e., companies who have never run payroll before.
IMPORTANT NOTE: terminating with previous provider
Check recommends waiting until after the first check date for the employer on your platform to notify the previous provider that they are cancelling service. The employer will want to notify the previous provider that they will not need them to produce any additional tax returns and that they should refund any unpaid liability. Some systems will have an option to terminate in their product. Template comms can be found at the bottom of this article Email template to terminate with previous provider
What are the advantages of Full Service Embedded Setup?
By taking advantage of Full Service Embedded Setup, you can:
- Free up your team so they can focus on what they do best.
- Increase customer adoption by making a notoriously cumbersome process simple and accessible.
- Scale with confidence knowing your customers are being onboarded efficiently and accurately, speeding up time to revenue and avoiding the future headaches incorrect migrations can bring.
Full Service Setup Submission Component
Option 1: generate the component link in Check Console
You can generate a link to the Full Service Setup Submission Component directly from the company page in Console.
- This link can be shared with the customer.
- When opened, the customer will be guided through the full submission flow—no code required by your team.
- Note: The component link:
- Expires after 24 hours
- Can only be opened once
- Requires a signatory to generate
Option 2: embed the component in your product
You can embed the Full Service Setup Submission Component in your product to create a seamless, productized customer flow.
To generate the component link programmatically:
bash
CopyEdit
POST /companies/{company_id}/components/full_service_setup_submissionThis allows for full integration within your app experience.
Once Setup is complete, there are two items left for the employer to do before running their first payroll
Note: monitor https://docs.checkhq.com/docs/implementation-status to understand when Setup is complete
- Filing Authorization - Ensure the employer has signed the required filing authorization forms. This can be done via the Company Filing Authorization Component. This component can either be emailed to your customer or, preferably, embedded in your product.
- Payroll Creation and Approval - Create the payroll and ensure it is approved ahead of the payroll approval deadline (2 or 4 days before the desired payday depending on the company’s processing period). This can be done via API or via the Run Payroll Component.
Phases of Full Service Embedded Setup
Note: Validation reports for you and the company are available at the completion of each Check owned phase. These reports are available in Check console in the given company’s “Documents” section.
Submission (Partner owned)
Companies need to be created and submitted to Check for Full Service Embedded Setup. This phase is owned by the partner and employer.
- Create company: Add the company to Check
- Complete setup info: Collect and enter information into the Embedded Setup. Previous provider, start date*, pay frequency, #of employees, #of contractors
- Create signatory & acknowledge terms of service: Collect and enter signatory first name, last name, title, and email. Have signatory acknowledge terms of service.
- Link bank account: Have signatory link bank information via plaid
- Provide access to payroll Reports: Utilize Previous Provider Access Component (PPAC) to have employer gain prior provider access.
- Submit Embedded Setup (ESe) form: Click "Confirm & Submit" at the bottom of the form. This creates a Zendesk ticket where all project information will be maintained.
- The project timeline relies on the start date. This is the first date employees will receive payment through your payroll product. It is very important that this date is accurate in the Embedded Setup submission as it dictates the entire project timeline.
Preliminary review (Check + Partner)
Our team will review the information to validate access and data requirements before confirming the company's start date and timeline. Please note that the requested start date is not confirmed until we complete preliminary review. If any adjustments are needed, we will notify you accordingly. If you have any questions or concerns, please respond to this ticket, and a team member will assist you. Read more in Preliminary Review for Full Service Embedded Setup.
- Ticket review: Review ticket and assigns to a Setup Project Manager
- Preliminary review: Test login credentials and data access
- Data collection: Extract of all necessary data from the previous provider
Company and pay setup (Check)
Check will import all company and payroll information into the Check platform by parsing, formatting, and uploading reports shared by the company. At this point, the partner should maintain data sync with Check and should also require the employer to keep dual maintenance between Check and their prior payroll provider. Check owns all of the work in this phase but may ask questions if needed.
- Tax setup: Add all company level tax IDs, rates, and EINs and employee withholding setup
- Workplace setup: Add all workplace addresses
- Earning code setup: Add all active and historical custom earning codes
Worker setup (Check)
Check will import all worker information into the Check platform. This includes names, addresses, SSNs, direct deposits, deductions, withholdings, and benefits. Check owns all of the work in this phase but may ask questions if needed.
- Payee setup: Add all employee and contractor demographics
- Withholding and deduction setup: Add all recurring benefits and post tax deductions including child support
Upload year-to-date pay history (Check)
Check will import all prior pay history for the employer and all payees into Check’s system. If the employer is starting in the first payroll of a new year, this phase is not needed. Check owns all of the work in this phase but may ask questions if needed. Check owns all of the work in this phase but may ask questions if needed.
- Load YTD pay history: For closed quarters, pay history is loaded as a lump sum by employee. For open quarters, pay history is loaded by employee and check date.
Audit and review (Check)
Finally, Check will validate the accuracy and integrity of the data using Check's Payroll Engine to ensure a smooth implementation and minimize the change of downstream tax discrepancies.
Run first payroll (Partner)
The employer can now create their first payroll and pay their employees. This phase is owned by the partner / employer. Payroll creation and approval - Create the payroll and ensure it is approved ahead of the payroll approval deadline (2 or 3 days before the desired payday depending on the company’s processing period). This can be done via API or via the Run Payroll Component.
Managing Full Service Embedded Setups that miss a go live
If all of the Check Embedded Setup team’s work is completed for the go-live date and the go-live date is missed or a change is requested, then Check will:
- Close the Full Service Embedded Setup
- Mark the Setup Status as `Missed Go Live` in Console
- Send a Zendesk message in the ticket that the Setup is closed with steps of how to reopen
- Close the Zendesk ticket
In order to continue the Setup, the partner or employer should resubmit the Full Service Embedded Setup with a new go live date. This can be done in three different ways.
- Complete the component link. The component will pre-fill all of the previously entered information.
- Submit the Full Service Embedded Setup in Console.
- Resubmit to the request_embedded_setup API with a new start date.
- Once the Setup is re-submitted, it will begin in Preliminary Review, where the Check team will review and confirm the requested start date.
- Once Preliminary Review is complete, the Setup will move to the year to date phase, where the additional payroll runs will be loaded. All information previously loaded, such as prior provider, access method, employee and contractor information, etc. will carry over to the new setup.
Reviewing missed go lives
If you want to review your Full Service Embedded Setups, including the count of Setups that are completed or closed, you can find this information in the Usage API.
Resources and FAQs
Email template to terminate with previous provider
To whom it may concern,
I am writing to formally request the termination of our payroll services with your company. We have made the decision to transition to a new payroll provider, with the effective date of the switch being (FIRST CHECK DATE HERE).
Below are our account details for your reference:
- EIN: [Federal EIN]
- Company Name: [Company Name]
- Contact Name: [Contact Name]
- Contact Phone Number: [Contact Phone Number]
Kindly ensure that any outstanding tax payments are settled and all required tax filings are completed prior to the mentioned effective date. If there are any unpaid tax liabilities, please process the refund accordingly.
Please confirm receipt of this email and let me know if you have any questions or concerns.
Check’s Setup Summary View gives you an easy-to-read Console dashboard containing the status of all companies in the Full Service Embedded Setup process. It lives alongside the company list view in Console.
How can I access the Setup Summary view?
The Setup Summary is accessible via the Console homepage (in the Companies view). Click the Embedded Setup tab on the top left to see it.
What does each setup status mean?
- Action required: Check is blocked from proceeding with the Setup. The partner must reference the Support ticket to understand how to move out of this status. Either the partner or employer must take action and respond in the Support ticket for the Setup to proceed.
- Ready to run: This employer is ready to run their first payroll.
- On track: This employer is being set up without any blockers.
How can a company move into an “Action Required” status?
A company can move into the Action Required status if:
- A Check Setup Ops team member manually indicates that action is required; for example, when previous provider access is needed.
- The company misses the approval deadline to approve their first payroll.
How can a company move out of an “Action Required” status?
- In some cases, a company will be moved out of this status manually by a Check operator. When the company moved into "Action Required" status, Check will have informed the partner of the action(s) needed. To resolve the status, the partner should reply in the Support Ticket with the information needed, and then Check operator will subsequently move the company out of the Action Required status.
- When the “Action required” status is related to the company’s previous provider access (e.g. Check was unable to log in to the provider or additional reports are needed), the Setup status will change automatically when the employer takes action via the Previous Provider Access Component.
How can a company move into a “Ready to Run” status?
- A company will automatically move to the Ready to Run status once their Setup has been completed.
Which companies are included in the Setup Summary View?
Companies are included in the Setup Summary view from when they are submitted for Embedded Setup until they approve their first Check payroll.
Can I sort and filter this view?
To sort, hover over the column header and click the arrow button to sort by that column. The ability to filter this view will be coming soon.
Can the view be exported to a report?
Yes, via the Export CSV button.
Last updated on September 30, 2024