Payroll - Monthly Paychex Processing by Accounting

Version: 12/28/15 by Steve

Paychex Processing
This is for set-up and processing of Paychex for new staff and fed/state taxes.

Lifebushido Details
This proper wording and ID numbers for Lifebushido

  • Lifebushido LLC
  • 4835 Cordell Ave. Apt 1105
  • Bethesda, MD 20814
  • Federal EIN: 20-4462139
  • Maryland LLC: 1761985
  • Steve Kantor, President

I-9 Stuff
Action Items for Melodee: 12/29/15.

  • Use this page as wiki page for instructions for Ishidos for I-9 process.
  • I registered as employer for E-Verify. Please identify for me
  • Fields of info I enter into E-Verify for each person to verify them All fields from the I-9
  • Can I upload a datafile of many people - YES - Attached is a FAQ of how to set this up

  • For SSN name, what do we do if their I-9 name is slightly different than what they go by and what we are using to call them as Ishido? Does that matter?
  • I assume you are asking about if someone's I-9 information is “Jane Smith”, which is her maiden name, but she goes by “Jane Doe” which is her married name, she has just never changed her documents. This does not matter - the person can go by whatever name they want as an Ishido (i.e. “Missy Smith” instead of “Melissa Smith”) The payroll information will be reflective of what is verified on their SSN and I-9 information. They can have a paycheck made out to their verified name and their email and “go by” information be different.

**Accounting - Processing of W4, I-9 and EVerify**

  • This section is for Steve of what Accounting does to process info.
  • ==== W-4 ====
  • Once W-4 is received the following fields need to be filled out by Lifebushido:
  • Employer's Name
  • Employer Address
  • Employer Identification Number (EIN)
  • These forms need to be kept both electronically and be printed and put into a 3 ring binder for easy access if needed.
  • Payroll information from W4 will be entered into Paychex.

* ==== I-9 ====
  • Once I-9 is received the following needs to be completed by LIfebushido:
  • Verify Section 1 information is complete
  • Verify Employee has presented 2 forms of acceptable documents along with the form.
  • Section 2 should be filled out by the notary public.
  • Ensure Supporting Documents page is a) notarized b) stapled to the I-9 form.
  • These forms need to be kept both electronically and be printed and put into a 3 ring binder for easy access if needed.
  • For instructions completing the employer portion of the I-9 form, attached is a PDF of the Employer Handbook

  • E-Verify
  • E-Verify MUST be completed no later than 3 business days after the employee has started work.
  • Instructions for E-Verify:
  • Verify I-9 form is complete and appropriate documents have been submitted.
  • Complete Section 2 of the I-9. Employee MUST have submitted either:
  • 1 document from List A (i.e. U.S. Passport) OR
  • 2 documents from List B and/or C (i.e. Driver's License and Social Security Card)
  • Click on 'Create a Case'
  • Enter information from Employee's I-9 form
  • Once information has been entered into the E-verify system you may submit the case. E-verify displays a case result within a few seconds.
  • If there is any problems and the case is not approved:
  • First - verify all information was entered into E-verify correctly.
  • The system will tell you what the problem is and what steps need to be taken to correct. Sometimes there may be action on the part of the employee. If so - inform the employee immediately of what steps are required of them.
  • For a step-by-step instruction, begin on page 13 of the E-verify employer guidebook here

**Bank Direct Deposit Form**

  • All Ishido's must use direct deposit; Lifebushido will not issue any paper checks at all. If you do not have a bank account, Paychex offers pre-loaded Visa cards that you can order.

Direct Deposit Form.pdf

* {{ :direct_deposit_form.pdf|Download}}

  • PayCard Option: if someone does not have a bank account or chooses not to have their paycheck auto deposited - Lifebushido does not provide printed checks - we instead offer the Pay Card Option. This is a card that is issued to an employee from Paychex directly and is loaded each pay period with your paycheck. It can be used just like any other debit card, but note that it is subject to different fee's than a bank account.

EE Paycard Enroll]]

* [[file/view/EE%20Paycard%20Enroll/572685657/EE%20Paycard%20Enroll|Download]]

* Tracey receives the form, makes sure that is is complete and then sends it to Paychex for processing, cc [[|]]
* Paychex will notify payroll that the form has been processed and the employee should receive their card within 14 days
* Steve sends employee files from Onboard system over to Paychex
* Paychex will finalize the paycard process once they get the verification from Paycard

**Managing EE access to Paychex Flex**

Lifebushido Admin users can manage what Employee's access via the Paychex Flex website once an Employee is registered.

By default, employees can view their personal and payroll information. Admin's can grant or block edit access, viewing access to W-2 and check stubs or indicate when check stubs can be viewed online.


  1. From the 'Manage Employee Access' panel, select 'Personal and Payroll information'
  2. Checking on the boxes 'Block, View, Edit' will grant or block employee's access to the individual information.

PDF Instructions are below

  • payroll_-_monthly_paychex_processing_by_accounting.txt
  • Last modified: 2018/08/17 06:36
  • (external edit)