Step 6: Calculate payroll (including taxes) and pay employees. There are many ways to track employee time-some of which are free. During this time, you need to collect and review documented work time from hourly and nonexempt employees so you can check for any mistakes. You will want to start processing your company’s payroll several days before your payroll is due. ![]() Step 5: Collect, review, and approve time sheets. New employees must also have a completed W-4 form on file-and, specifically, the state version of the W-4- Kentucky’s Withholding Certificate or Form K-4. Employees must complete I-9 verification no later than their third day on the job. ![]() Each company that hires employees in Kentucky must collect certain forms during the onboarding process. You can opt to process payroll by hand (not recommended), set up an Excel payroll template, or sign up for a payroll service to help you handle your Kentucky payroll. This includes deciding how often you’ll be paying employees and when, along with what method you plan to use to issue their paychecks (paper checks vs direct deposit), how to conduct onboarding, and how to update employee information. Any company paying employees in Kentucky also needs to register with the Kentucky Department of Revenue. For new businesses, you need to register on the Kentucky Secretary of State’s website. Step 2: Register your business with the State of Kentucky. Your FEIN is required to pay federal taxes. New companies may need to create a new Federal Employer Identification Number (FEIN) by accessing the federal Electronic Federal Tax Payment System (EFTPS). Step 1: Set up your business as an employer. Here are the basic steps you should follow to run payroll in Kentucky. However, attempting to calculate Kentucky payroll and withholding taxes by hand could result in costly mistakes. The state makes payroll easy for businesses by generally following federal guidelines. See Penalties.Step-by-Step Guide to Running Kentucky Payroll In addition, an employer's account will be charged for overpayments caused by the employer's failure to properly respond to requests for information about benefit claims.
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