FCC Payroll serves daycare providers and other California small businesses with 10 or fewer employees. You can learn more by visiting the FCC Payroll Home Page. We welcome your questions. Feel free to send us an email or call us at 800-616-1268. If you are ready to sign up for payroll service, please read the rest of this article.
If you are hiring for the first time, we can handle all the paperwork for you. If you already have employees, we are happy to help you switch to our service at any time.
You must have Internet access to use our payroll service. We will set you up with an online payroll account. You will log into your account before every payday to report employee hours. Paycheck stubs will be sent to you via email.
To start giving your workers proper paychecks, please follow the indicated steps and then call us at 800-616-1268. Please call or email with any questions.
Please follow these steps to get your payroll service started:
STEP 1 - Fill out Form I-9, Employment Eligibility Verification* for each employee, unless you have done so previously. Employees must present two original forms of identification. Keep the form in your records. Do NOT send a copy to us or to the Department of Homeland Security.
STEP 2 - Have each employee fill out Form W-4, Employee's Withholding Allowance Certificate.* Employees can also fill out a separate California DE-4 withholding form*, if they wish. This is useful if they want different withholding settings for federal and state purposes. Keep these forms in your records. Do NOT send employee W-4 forms to us. Normally, you will NOT send employee W-4 forms to the tax agencies either. However, if an employee claims to be exempt from withholding or claims more than 10 withholding allowances, you must follow these special instructions.
STEP 3 - If an employee would like to have their paycheck directly deposited into a bank account, have them fill out this Authorization for Direct Deposit. Mail this form to our office with a voided check attached. Direct Deposit is an optional service and a small bank fee** will apply. Normal procedure is for you to write employee paychecks yourself. Employees can sign up for direct deposit at any time.
STEP 4 - If you already have an Employer Identification Number (EIN), you can skip this step. If not, follow these instructions now and get an EIN in just a few minutes.
You may very well already have an EIN, which goes by other names sometimes. Many child care providers get an EIN so that they don't have to give parents their social security number at the end of the year. If you previously acquired a tax id number from the IRS for your child care business in the format xx-xxxxxxx, then you have an EIN.
STEP 5 - Make an initial payment of $50 through our website Payments Page. This will cover your first month of payroll service.** Going forward, you will be prompted to pay monthly when you log into your account. You will need to log in before every payday to enter employee hours, according to our FCC Payroll Calendar.
STEP 6 - Call us at 800-616-1268 to activate your account. You can also email us to set up a time to talk on the phone. If possible, have the completed I-9 and W-4 forms handy when you call. We will ask for some sensitive information pertaining to yourself and your employees.
STEP 7- Paid Sick Leave is mandatory in California. Be sure to read this Sick Leave Information, which covers your options in more detail, including guidelines for reporting employee sick time. Your employees will be granted 24 hours of sick time at the beginning of every year unless you notify us that you prefer the alternate method whereby employees are accrue one hour of sick time for every 30 hours worked. Sick leave rules can be confusing, so don't hesitate to contact us with questions.
Here are some additional employer requirements to be aware of:
>> Get several quotes for workers' compensation insurance coverage (required under state law) and choose your best option.
>> Be aware of required workplace postings and notices. Display or distribute to employees, as necessary.
*If you would like us to send you hard copies of the I-9, W-4, or DE-4 forms, just ask.
**Refer to our FCC Payroll Pricing Guide for additional pricing information.
***Employer forms related to direct deposit: Employer Direct Debit Form and/or Paycheck Only Direct Debit Form
Last updated 1 September 2016