Applies to Accountant Partners
This article is a step-by-step onboarding checklist for Patriot Software accountant partners setting up client companies in Patriot Payroll. It covers account configuration, identity and bank verification, payroll history import, tax setup, and go-live tasks.
For partners using Full-Service Payroll (Patriot's plan where Patriot handles tax collection, filing, and payment on your behalf) for your clients.
Some steps below apply only to Full-Service Payroll clients and are noted as such.
Getting Started: Setting Up Your Partner Account
Before working with clients, complete the following one-time setup tasks for your partner account.
Co-brand the software
Customize the partner portal with your firm's branding. See the help article Co-Branding Patriot Software for Your Clients for instructions.
Create user accounts for your team
Add a user for each staff member who will work in client accounts. Also add an account for Patriot's Data team using the email [email protected]. See Partners: Managing Multiple Users for step-by-step instructions.When adding your own staff members, check the box labeled "This user is an employee of my firm." Checking this box allows your employees to contact Patriot support and receive account information.
Complete identity verification (required for Expedited Direct Deposit)
If you want to offer 2-Day Expedited Direct Deposit to your clients, you must first complete partner identity verification. Go to Partners > Overview > Verify Identity and contact your onboarding coordinator for next steps.
Note: By offering Expedited Direct Deposit, you assume financial risk when direct deposit collections fail. You agree to abide by the terms outlined in the Advisor/Agency Subscription Agreement.
Phase 1: Download and Submit Import Templates
Download the following templates to import your clients' company and employee data into Patriot.
You can track onboarding progress by going to Reports > Client Company Reports > Full Service Onboarding in your partner account.
Company Import Template
Fill in your client company's information.
Upload the completed file: go to Settings > Account Settings > Account Activity > Onboarding Files Importer > Upload Onboarding Files.
Email your Partner Onboarding Coordinator to let them know the file has been uploaded.
Identity Verification Template
This template is used to verify the identity of an owner, officer, or member of each client company. Identity verification is required for any client using direct deposit or Full-Service Payroll.
Fill in the client company information.
Upload the completed file: go to Settings > Account Settings > Account Activity > Onboarding Files Importer > Upload Onboarding Files.
Email your Partner Onboarding Coordinator to confirm the upload.
Employee Import Template
Fill in the employee information for each client company.
Upload the completed file: go to Settings > Account Settings > Account Activity > Onboarding Files Importer > Upload Onboarding Files.
Email your Partner Onboarding Coordinator to confirm the upload.
After Patriot's Data Team receives the uploaded files, your onboarding coordinator will contact you if any additional information is needed before the import is finalized.
Phase 2: Verifications and Deductions Setup
ID and Bank Verification
Track verification status by going to Reports > Client Company Reports > Full Service Onboarding in your partner account.
Check for failed ID verifications
Identity verification confirms that you are a trusted provider acting on your client's behalf. Completing this step allows you to extend privileges and sign certain items on a client's behalf, such as the Direct Deposit Application and IRS Form 8655 (Reporting Agent Authorization — the form that authorizes Patriot to file and pay taxes on behalf of your client). Patriot will upload and process the identity verification template with priority.
If any client IDs come back unverified, Patriot will ask you to upload a physical copy of the owner's driver's license for review.
Check bank account verifications
Once identity verification is complete, verify each client's business bank account. There are two methods:
Manual Bank Account Verification: Provide the client's business bank account and routing number. Patriot will make a small test deposit, and you verify the deposit amount inside the software.
Instant Bank Account Verification: Enter the online login credentials for the client's business bank account to instantly verify the account.
Complete the Direct Deposit Application (if applicable)
To complete the Direct Deposit Application for a client, you will need:
Bank Account Verification (Access): Completed using one of the two methods above.
Bank Account Verification (Type): Commercial or business bank accounts only. Personal bank accounts cannot be used. You must upload an unaltered bank statement from within the last 90 days to confirm the account is an active business account.
Business information:
Nature of business
Proof of federal EIN (Employer Identification Number), such as IRS Form SS-4 or Form 1120-S
Deductions, Contributions, Money Types, and Work Locations
Add employee deductions (if applicable)
To set up deductions such as retirement contributions, child support, or health insurance premiums, first create a Company Level Deduction, then assign it to individual employees.
See Company Level Deductions and Employee Level Deductions for step-by-step instructions.
Add company contributions (if applicable)
To set up employer-paid contributions such as 401(k) match, health insurance, or HSA (Health Savings Account) contributions, first create a Company Level Contribution, then assign it to employees.
See Company Level Contributions and Employee Level Contributions for step-by-step instructions.
Add special money types (if applicable)
Patriot includes preset money types such as commission and bonus. If a client needs additional money types — such as expense reimbursements — you can create those now.
See How to Set Up Money Types for instructions. If employees receive a set dollar amount each pay period, see How to Add Repeating Dollar Payments in Payroll.
Create and assign work locations and departments (if applicable)
If a client has multiple work locations or employees with department-specific pay rates, add those now and assign employees accordingly.
See Managing Company Work Locations and Managing Payroll Departments for instructions.
Phase 3: Import Payroll History
Payroll history must be added before the first payroll is run in Patriot.
Track onboarding progress by going to Reports > Client Company Reports > Full Service Onboarding in your partner account.
You can add payroll history manually or import it using one of two methods:
Option 1: Upload a payroll history report from an approved provider.
Contact your Partner Onboarding Coordinator for acceptable file types from approved providers.
Upload the file: go to Settings > Account Settings > Account Activity > Onboarding Files Importer > Upload Onboarding Files.
Email your Partner Onboarding Coordinator to confirm the upload.
Option 2: Request a custom payroll history template.
Contact your Partner Onboarding Coordinator to request the template.
Complete the template and upload it: go to Settings > Account Settings > Account Activity > Onboarding Files Importer > Upload Onboarding Files.
Email your Partner Onboarding Coordinator to confirm the upload.
Patriot's Data Team will send email confirmation once all payroll history files have been successfully imported. Check your email for any additional actions needed.
Phase 4: Tax Information and Form 8655
Track onboarding progress by going to Reports > Client Company Reports > Full Service Onboarding in your partner account.
Verify tax information for each client
Review the Tax Settings column of the Full Service Onboarding report to confirm all tax information has been entered.
Sign and file IRS Form 8655 (Reporting Agent Authorization).
Form 8655 authorizes Patriot to collect, file, and pay taxes on your client's behalf. The Form 8655 column on the Full Service Onboarding report shows each client's status:
Verified: The Form 8655 has been completed and confirmed by the IRS. A copy is stored in the client's account under support files.
In Progress: The form has been received and Patriot is waiting on IRS confirmation. The IRS typically takes 3–5 business days to review and approve a Form 8655. The primary contact email will receive a notification once it is approved.
Verification Failed – Please Review: The IRS could not match the tax filing name and EIN, or the person who signed the form is not authorized to do so. Make corrections and resubmit, or contact your onboarding coordinator for help.
Quick Tip: Use the Review Missing Client 8655s tool in the upper right corner of the Full Service Onboarding page to sign forms in bulk for all clients who have completed identity verification.
Complete state forms and third-party authorizations (TPA) (if applicable)
Click the link under the State Forms and TPA columns in the Full Service Onboarding report to check whether any state or local third-party authorization forms are needed for each client, and follow the prompts to complete them.
Select the Tax Takeover Date
Do not select the Tax Takeover Date until all previous phases are complete.
The Tax Takeover Date is the date Patriot begins collecting, filing, and paying taxes on behalf of a client. This step is completed once per client. Before selecting the Tax Takeover Date, confirm the following have been entered in the software:
Employees
Contributions (if applicable)
Deductions (if applicable)
Year-to-date payroll history (if applicable)
How the Tax Takeover Date affects tax collection
Future taxes: Patriot will collect taxes on all payrolls with a pay date on or after the Tax Takeover Date.
Example: Today is November 10. You select December 1 as the Tax Takeover Date. Patriot will collect taxes on all payrolls with a pay date of December 1 or later.
Retroactive tax collection: Patriot will also collect taxes for payrolls that have already been processed but whose tax payments are not yet due.
Example: Today is November 10. You select December 1 as the Tax Takeover Date. Patriot will collect all SUTA (State Unemployment Tax Act) tax from Q4 payrolls (October onward), since Q4 SUTA is due at the end of the quarter. Patriot will also collect year-to-date FUTA (Federal Unemployment Tax Act) tax (January onward), since annual FUTA is due at year-end.
Important notes:
Notification: You will always receive a notification specifying the exact amount of taxes to be collected and the collection date.
Prior tax responsibility: Your firm is responsible for paying any taxes due before the Tax Takeover Date.
Accuracy: Confirm the Tax Takeover Date is correct, especially if you have entered payroll history. An incorrect date can cause over- or under-collection.
If the tax calculation looks wrong: Stop and adjust the Tax Takeover Date or contact Patriot for assistance before proceeding.
For more information, see Authorizing Tax Payment for Full-Service Payroll Setup.
Phase 5: Go Live
Before running the first payroll for a client, complete these final setup tasks. Not all tasks apply to every client.
Update the primary contact email (if applicable)
If you want the client to receive tax collection notices and account notifications directly, update the primary contact email to the client's address.
Go to Settings > Account Settings > Company Settings > Company Info
Send Employee Portal invites
The Employee Portal (Patriot's self-service portal where employees can view pay stubs, update personal information, and access tax forms) allows employees to access their payroll information directly.
Send a registration invitation email to each employee.
When the employee receives the invitation, they can register and access the Employee Portal immediately. See Employee Portal Registration Access for more information.
Enter employee bank information for direct deposit (if applicable)
There are two ways to add employee bank account information for direct deposit:
Option 1: Have employees enter their own bank information through the Employee Portal. This requires that all employees have already received and accepted their Employee Portal invitation.
Option 2: Manually enter employee bank information in the software. See Adding Employee Direct Deposit Info in Patriot Software for step-by-step instructions.
Set up time off accruals and balances (if applicable)
Add time off accrual rules and enter any existing time off balances for employees. See Setting Up Time Off Accruals and Setting Up Time-Off Hours for instructions.
Add contractor information and payment history (if applicable)
See Adding and Editing Contractors for instructions.
Turn on direct deposit (if applicable)
Once the Direct Deposit Application has been approved, you will be prompted to activate direct deposit the next time you log in. Click Yes when asked, "Would you like to turn direct deposit on?"
Important: Payrolls processed before direct deposit was activated will not have direct deposit applied retroactively.
After direct deposit is turned on and employee bank information has been entered, all future payrolls will send funds via direct deposit.
Manage direct deposit timing for each client (if applicable)
Go to Settings > User Settings > Manage Expedited Direct Deposit to set or adjust each client's direct deposit timing before running their first payroll. See Direct Deposit Funding and Timing Options for details.
Final data review
Before running payroll, do one final review of each client's account to confirm the following are complete and accurate:
Company information
Employee records
Payroll history
Payment settings (direct deposit, deductions, contributions)