Getting started
How can I get access to the US Payroll feature?
How can I get access to the US Payroll feature?
To access the US Payroll feature in Plane, reach out to our Support team and we’ll enable it for you.
Once enabled, you’ll go through a guided setup process after which, you’ll be ready to run your first payroll smoothly using Plane.
Do you support all states when it comes to US payroll?
Do you support all states when it comes to US payroll?
Yes, Plane supports running payroll for W-2 employees in all 50 U.S. states and Washington, D.C. We help you remain compliant with state-specific tax and employment regulations.
What’s required to start running US payroll with Plane?
What’s required to start running US payroll with Plane?
To get started with US payroll on Plane, just reach out to our Support team and we’ll enable the feature for you.
From there, we’ll guide you through setting up your pay schedules, adding and onboarding employees, configuring your company’s tax and bank information, and authorizing payroll filings.
If you're switching from another provider mid-year, we’ll help you import your historical payroll data too.
Once your company is verified, you’ll be all set to run your first payroll. Our implementation team will be available to support you every step of the way.
How long does the US payroll implementation take?
How long does the US payroll implementation take?
US payroll setup with Plane typically takes up to 2 weeks.
If you’re switching from another provider mid-year, it may take 2 weeks since we need to import historical data.
However, if you’re not switching from another provider, it can take a week depending on how fast the implementation tasks are completed.
When should I begin onboarding to make sure we meet our first payroll date?
When should I begin onboarding to make sure we meet our first payroll date?
We recommend starting your US payroll onboarding two weeks before your first intended pay date. This gives you and Plane enough time to complete setup, import any historical data if needed, and ensure everything is ready at least four business days before payroll runs.
Starting early helps avoid delays and ensures your team gets paid on time.
Can we run payroll before the US payroll implementation is complete?
Can we run payroll before the US payroll implementation is complete?
No, you won’t be able to run payroll until your US payroll implementation is fully complete.
We’ll notify you about the progress you have made, and once everything is in place, you’ll be ready to process your first payroll.
Do I have to register for payroll tax accounts for each State where employees work?
Do I have to register for payroll tax accounts for each State where employees work?
Yes, you’re required to register for payroll tax accounts in each state where your employees work.
I need to set up a new state for US Payroll. How can I do that?
I need to set up a new state for US Payroll. How can I do that?
To set up a new state for US Payroll, please contact our Support team. While we don’t handle state tax registrations directly, we’ll provide step-by-step instructions to help you register with the appropriate agencies and get everything set up correctly.
Once you receive the tax information from the agencies, you’ll need to update it in Plane under the Manage tax setup.
Our US-Payroll is "blocked." What could be the issue?
Our US-Payroll is "blocked." What could be the issue?
If your US payroll is “blocked” in Plane, it’s likely due to one of the following incomplete setup steps:
Missing tax account information:
If state or federal tax account numbers have not been provided, payroll cannot proceed until they are added or updated.
Business verification not completed:
Your business must be successfully verified before payroll can run. If this step is still pending, payroll will be blocked. Our team will notify you once you’re all set for US payroll.
Missing or Incomplete Onboarding Details:
If any employee profiles are missing required details like SSNs, bank info, or address, payroll may be blocked until all information is complete.
Authorization forms not signed:
You need to sign the required authorization forms to allow Plane to debit your account and file taxes on your behalf.
We recommend reviewing your setup checklist in Plane and reaching out to our Support team. We’ll help identify the exact issue and guide you in resolving it so payroll can resume smoothly.
I've just registered in a new state and don’t have the tax information. What should I do to ensure payroll is unblocked and employees are paid?
I've just registered in a new state and don’t have the tax information. What should I do to ensure payroll is unblocked and employees are paid?
If you've registered in a new state but haven't received your tax account information yet, you can still proceed with payroll setup in Plane. When entering the required tax account numbers during setup, select the option “I’ve applied for but have not received it yet” for the relevant fields. This allows you to continue the payroll process without delay.
However, it's important to update these details once you receive the official information to ensure compliance and accurate tax filings. To avoid any issues, aim to complete the full state tax setup before the end of the quarter.
We will be transitioning from another provider to Plane mid-year. Will we be required to import historical payment information?
We will be transitioning from another provider to Plane mid-year. Will we be required to import historical payment information?
Yes, if you're transitioning to Plane mid-year, you'll need to import your historical payroll data. This ensures accurate year-to-date tax reporting and compliance. Our implementation team will guide you through this process.
How can I import the historical payroll record?
How can I import the historical payroll record?
First, you’ll need to ensure you have a payroll journal from your previous provider. This should have a detailed breakdown of all the payroll items and taxes.
Once you have the data, send it to Plane for import. We also need you to ensure that you have onboarded all employees whose data should be imported.
We recommend starting this process about two weeks before your first pay date.
Payroll
Am I good to go once I have set up a pay schedule and added employees to the platform?
Am I good to go once I have set up a pay schedule and added employees to the platform?
Not yet. Setting a pay schedule and adding employees are the initial steps. You'll also need to:
Finish employee onboarding so we have all the required data.
Complete your company’s tax setup, banking details, and authorization forms.
Register your company in any state where your employees work.
Once you've completed these steps, we’ll submit your company for final business verification, and you'll be good to go!
When do employees in the US get paid?
When do employees in the US get paid?
Employees are typically paid on their assigned payday, which is based on the company’s pay schedule (e.g., semi-monthly or bi-weekly).
If you’d like to know how often you should pay employees based on their state, you can refer to the information on this page.
How can I check when the next payroll run will happen?
How can I check when the next payroll run will happen?
You can view upcoming payroll run dates from your Plane account, go to Payroll > Run Payroll tab. From here, you’ll be able to review, edit and approve the upcoming payrolls.
What happens if payday falls on a weekend or a public holiday?
What happens if payday falls on a weekend or a public holiday?
If the intended payday falls on a weekend or a holiday, the employees will be paid on the business day before the weekend/holiday. You’ll likely see this updated under the respective payroll.
Can we change the payroll schedule for our US employees?
Can we change the payroll schedule for our US employees?
Sure! If you accidentally added employees to the wrong pay schedule or need to change it for another reason, you can achieve this by following these steps;
Create the pay schedule you desire.
Remove the employees from payroll by going to the employees’ profiles and clicking on “Remove from payroll” on the right-hand side.
Re-add the employees to the new pay schedule using the “Add to payroll” that appears after you remove the employees from the previous pay schedule.
As a heads-up, you should ensure you confirm that the employees have received accurate amounts. Given the change in the pay schedule, there’s a possibility of overpaying or underpaying employees, so it’s important to conduct an audit. You can reach out to our Support team if you need help with this.
Why hasn’t an employee received their payment yet?
Why hasn’t an employee received their payment yet?
If your employee has not received their payment, it could be due to different possible reasons, such as incorrect bank account information, a delay from the bank side, or an issue processing the payroll. To help you figure out what the issue is, please reach out to our Support team.
What is the payroll cutoff date for changes (e.g., bonuses, hours)?
What is the payroll cutoff date for changes (e.g., bonuses, hours)?
The cutoff for US payroll is usually four business days before your scheduled pay date.
You'll see the exact cutoff time listed clearly (in your local timezone) when reviewing upcoming payrolls. After the cutoff, payroll processing begins, and you won't be able to make any further changes.
Can I delay or pause a payroll run if needed?
Can I delay or pause a payroll run if needed?
You can skip a payroll if needed and schedule an off-cycle later. It’s also possible to remove an employee from payroll if needed.
However, we’d recommend ensuring that you remain compliant as you do this. Please reach out to our Support team if you need help with this.
How do I escalate a payroll issue?
How do I escalate a payroll issue?
You can escalate any payroll issues directly to our Support team.
How are missed/overdue payrolls handled?
How are missed/overdue payrolls handled?
If you missed the cutoff and a payroll went overdue, you can skip it and schedule an off-cycle. Alternatively, you can reach out to our Support team, and we’ll help you process the missed payroll.
How do I change my bank account for payroll?
How do I change my bank account for payroll?
Plane will use the bank account we have on file for US payroll. You can change this if needed from your Plane account, and we’ll automatically start charging the new account.
What taxes does Plane handle for us?
What taxes does Plane handle for us?
Plane will help you withhold and file state and federal payroll taxes. Once the filing is completed, we’ll provide you with the tax documents, such as Forms 941 and 940. You’ll have access to these under the Documents section.
What should I do if the payroll failed?
What should I do if the payroll failed?
Please contact our Support team right away so that we can investigate the failure for you.
Can we expedite the payroll processing?
Can we expedite the payroll processing?
With Plane, payroll runs automatically based on your scheduled dates.
While we can’t guarantee the possibility of expediting payroll, you can contact our Support team if this is needed. We’ll then review to see if we can accommodate the request.
My payroll is blocked. How can I get payment to you so the payment date is not impacted?
My payroll is blocked. How can I get payment to you so the payment date is not impacted?
Employee onboarding
How long does it take to onboard a US employee for payroll? How long does it take to get my employees set up for US payroll?
How long does it take to onboard a US employee for payroll? How long does it take to get my employees set up for US payroll?
Onboarding a US employee typically takes just a few minutes of setup on your end. After adding the employee, providing the required information, and sending their invitation, the employee will complete the remaining onboarding steps.
If both you and the employee respond promptly, the entire process can be finalized within a day.
How do I create a contract for my US employee?
How do I create a contract for my US employee?
At the moment, Plane does not support contracts for US employees. You'll need to create and sign your employment agreement externally.
Once signed, you can upload the document to Plane for record-keeping if needed.
What documents are required to onboard a US employee?
What documents are required to onboard a US employee?
To onboard a US employee, you'll typically need:
Form I-9 (employment eligibility verification)
IRS Form W-4 (federal tax withholding)
State tax withholding form (if applicable)
You can refer to this article for more information on how to add and onboard US employees.
Can we start payroll before we fully onboard an employee?
Can we start payroll before we fully onboard an employee?
No, payroll cannot start until onboarding is completed. This is required because payroll compliance depends on having accurate tax withholding information (like IRS Form W-4 and state tax forms), completed employment eligibility verification (Form I-9), and direct deposit details.
Skipping these steps lead to payroll errors and hence payroll remains blocked until they’re completed.
How can I check the onboarding status of an employee?
How can I check the onboarding status of an employee?
Employee offboarding
What is the process of terminating a US employee in Plane?
What is the process of terminating a US employee in Plane?
You can terminate a US employee by accessing their profile in Plane and clicking on the “Terminate” option on the right-hand side. Before proceeding with the employment termination you should consider the following:
Final Pay:
You're required to pay employees for all earned wages, including accrued but unused paid time off (PTO), according to state laws. Some states require immediate payment, while others allow payment on the next regular payday.
Severance Pay:
Severance is generally not mandatory unless stated in an employment contract or company policy.
Notice Requirements:
Most states follow "at-will" employment, meaning you can typically terminate immediately without providing advance notice. However, it’s important to confirm if any notice period is included in the employee's contract or company policies.
Compliance:
Review state-specific termination rules (such as final paycheck timing, unused PTO payout, or required termination paperwork) to ensure compliance.
Is it possible to use Plane for final payments?
Is it possible to use Plane for final payments?
Yes, you can send the final payments to your employees through Plane. You’ll just need to ensure you review the payroll to include any additional payments if applicable.
What tax forms are issued after an employee is offboarded?
What tax forms are issued after an employee is offboarded?
After you terminate an employee, the following tax forms will be issued:
Form W-2: Reports wages paid and taxes withheld for the year. This will be provided to the employee by January 31 of the following year.
In addition to this, we’ll also ensure that the applicable employer payroll taxes are filed correctly.
Can I rehire a former employee later, and what’s the process?
Can I rehire a former employee later, and what’s the process?
Yes, you can rehire a terminated employee later. Since you had already onboarded them, you’ll need to contact us first so we can review whether you need to re-onboard them or not.
How can I export terminated employee records (tax, payroll history, etc.)?
How can I export terminated employee records (tax, payroll history, etc.)?
You can get a payroll journal report here. If you need more information, you can reach out to our Support team via in-app chat or email.
Benefits
How do I set up benefits for US employees (medical, dental, vision)? What are the benefits offered?
How do I set up benefits for US employees (medical, dental, vision)? What are the benefits offered?
Plane supports several employee benefits, including medical, dental, vision, and retirement plans. Check out this article for information about Benefits for US employees.
Does Plane offer an integrated 401(k) or retirement plan support? Can I set up 401k?
Does Plane offer an integrated 401(k) or retirement plan support? Can I set up 401k?
With Plane, you can ensure the appropriate employer contributions and employee deductions for 401(k) plans (traditional or Roth) are handled in payroll. Check out this article for more details.
How can I view, or manage US employee benefit enrollments?
How can I view, or manage US employee benefit enrollments?
Since benefits are not administered by Plane, employers are responsible for coordinating directly with the benefit providers to manage the plans and enrollment. For benefits that are not provided by another provider, you can reach out to Plane for assistance.
Tax and compliance
Does Plane handle federal and state tax withholdings?
Does Plane handle federal and state tax withholdings?
Yes, Plane will help ensure the correct federal and state payroll taxes are withheld and remitted. We’ll also ensure we file your payroll taxes on time.
To help us achieve this, we need employees to complete the W4 and any applicable state tax forms are completed accurately. We also require you to update state tax information in good time so quarterly tax filing doesn’t fail.
What tax forms are provided to US employees?
What tax forms are provided to US employees?
At the end of each tax year, Plane will help provide W2 forms to US employees. This is typically provided to the employee by January 31 of the following year.
What if the employee lives in one state and works in another?
What if the employee lives in one state and works in another?
For such cases, we’ll just need to ensure the correct address is captured for the work location. This way, we’ll withhold taxes based on the state from which the employee works.
Can I update an employee’s taxes?
Can I update an employee’s taxes?
While you can’t directly update an employee’s taxes, you can ask the employee to review their W4 and state tax forms if you notice any issues. The employee can then update these forms using the instructions in this article.
What should I do if I receive a tax notice from the IRS or a state agency?
What should I do if I receive a tax notice from the IRS or a state agency?
If you receive a tax notice, please reach out to our Support team and share the notice with us. We’ll review the notice for you.
Will I be notified if there’s an issue with tax filings or payments?
Will I be notified if there’s an issue with tax filings or payments?
Yes, we’ll notify you in case there have been issues with your tax filings or payments. If this is due to pending state tax information, we’ll reach out to you a few days before the quarter ends.
However, you can review if you have any states that are pending your update under the Manage tax setup step here.
Can I access historical payroll data for reporting purposes?
Can I access historical payroll data for reporting purposes?
Sure! You can get a payroll journal report here. You can also reach out to our Support team, and we’ll help you to get any additional information.
How do I correct a W-2 or issue a W-2C?
How do I correct a W-2 or issue a W-2C?
If there was an error in the W-2 form, please contact us and we’ll help review and issue a W-2C to correct any issues.
When are quarterly tax documents like Form 941 filed and available?
When are quarterly tax documents like Form 941 filed and available?
Once Plane files quarterly payroll taxes, you’ll get all the tax forms in your Plane account within the first month of the next quarter.
What happens if we miss a quarterly tax filing deadline?
What happens if we miss a quarterly tax filing deadline?
If your tax filing fails, we’ll follow up with you in the first month of the next quarter to notify you about it and how we can resolve the issue. Our goal is to ensure we help you figure out a solution so please reach out to us if you notice any issue with tax filing.