Vagaro Payroll allows you to migrate your payroll from another software. If you switch to Vagaro Payroll mid-year, you will need to import all of your employees' paystub information for the current calendar year for tax purposes. Depending on your payroll frequency, you can upload paystubs by month or quarterly.
After completing the onboarding process for your business, it may take a few minutes to be approved and set up your Vagaro Payroll business account. You will know that you have been approved for Vagaro Payroll, you will see the following changes in these screens:
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At the top of the screen, the green Get Started or In Progress button shows Deactivate instead.
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At the bottom of the Payroll Configuration screen, the Salary tab has been added.
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In every Employee Profile screen, the Payroll tab has been added.
Note
You will not be able to run payroll for employees who you haven’t uploaded paystubs for.
Prerequisites: This feature requires Vagaro Payroll and is available only to businesses in the US.
To import your payroll from another software:
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Go to Vagaro Payroll.
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Vagaro Pro App: Go to → → → .
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Web Version: Go to → → .
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Select Get Started.
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In the Have Your Previously Used Gusto? screen, select I Use Another Payroll Software, and then select Next.
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In the Onboard Your Business with Vagaro Payroll screen, review the checklist to make sure you have the following information ready to onboard your business, then select Next.
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Federal EIN: Your Federal Employer Identification Number. If you don’t have one, apply online.
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Company Bank Account Information
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EDD Account Number (California only): Your Employment Development Department number. If your business doesn't have one, register here.
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The business owner's Social Security Number
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Carefully read the terms of service, and then select Accept Terms of Service.
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In the Does Your Multi-Location Business Have Single or Multiple Federal EINs? screen, select whether you have a Single Federal EIN or Multiple Federal EIN.
If your business has only a single FEIN, you also select which of your locations use that number, then select Activate.
In the Business Federal Tax Information screen:
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Enter the following information:
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Federal EIN: Your Federal Employer Identification Number. If you don’t have one, apply online.
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Tax Payer Type: Your taxpayer type.
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Federal Filing Form: The federal tax filing form you will use for your payroll. If you need more information about the different filings for payroll, select the IRS website link.
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Legal Business Name: Your business’s legal name.
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Type of Business: The industry type of your business If your business is also an S corporation, also select Taxable as scorp.
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Taxable as scorp: Whether your business is an S corporation that is taxed under Subchapter S of Chapter 1 of the Internal Revenue Code.
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Select Next.
In the Company Bank Account screen:
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Select Add Bank Account, then select a bank verification method:
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Select a bank verification method:
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Login to Bank with Plaid: Select Agree, select or search for your bank, and then enter your bank account information. We recommend logging into your bank through Plaid to verify your banking information.
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Manually Enter Bank Details: Enter the bank account information that your payroll will be debited from. Vagaro Payroll will credit two small transactions to that account and debit them again within three days. Check this account regularly for these transactions, and then enter the amounts in the Verify Bank Account screen.
Until those transactions have occurred, you can select Cancel and return later to this screen in the Notification panel and then select the Verify Bank Account.
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Select Next
Only employees who already have an Employee Profile in Vagaro, including yourself, can be added to your payroll.
To add employees in the Add Employee screen:
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Select + Add Employee.
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In the Add Employees To Payroll popup, select the employees to add to payroll, including the business owner.
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Select Add Employees. Notice that the button also shows how much payroll will cost per month.
If you selected that your business uses multi-location with a single federal EIN, this screen will appear again to add employees for each location you selected.
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Review and verify that you have selected all employees to be onboarded, then select Next.
Every employee will get an email notification to complete their onboarding by providing their information for verification:
The company signatory is the person who will be legally responsible and agrees to provide an electronic signature on all government forms that Vagaro Payroll will create and file with the IRS.
To authorize the company signatory:
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In the Confirm Owner's Details screen, enter and verify the following information:
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First Name: The signatory’s first name.
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Last Name: The signatory’s last name.
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Email: The signatory’s email address.
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Phone Number: The signatory’s phone number.
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Birthdate: The signatory’s date of birth.
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Address: The signatory’s mailing address.
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Social Security Number: The signatory’s social security number. An ITIN cannot be used.
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Select Next.
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Carefully review the Direct Deposit & Debit Authorization Form. If the company signatory agrees to the authorization, have them enter their name as their Signature, select the checkbox that You are the signatory and agree to sign electronically, and then select Next.
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Carefully review the Reporting Agent Authorization form, which substitutes for IRS Form 8655 and gives Vagaro Payroll the ability to file forms and make payroll tax deposits on behalf of the company signatory. If this person agrees to the authorization, then enter this person's name as their Signature, select the checkbox that You are the signatory and agree to sign electronically, and then select Finish.
Once you submit your business for Vagaro Payroll, it may take up to three days to be approved to run payroll. Until you are approved, you will see the "In Progress" button in the Vagaro Payroll screen:
When you have been approved, you will see this notification in your Notification panel :
In the meantime, you can continue to set up your payroll by completing the following tasks:
After you have been approved for Vagaro Payroll, you will see a message in your Notification panel and get an email to verify your bank account to make sure that the correct bank account is debited for your payroll. Vagaro will debit two micro transactions from the bank account you entered during your business's onboarding process to confirm that you own and can access that account. Vagaro and will credit those amounts within three business days.
To verify your bank account:
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