Enable a Legal Entity for Workforce

This article reviews the steps to enable a new legal entity for use in Workforce. 

Requesting a New Payroll Company for Workforce

To be active in Workforce, a legal entity must to be connected to a payroll company. Each payroll company is associated with a single EIN. If the legal entity is part of a payroll common payer setup in accounting, please include that information when contacting your account executive. 

Please allow 10 weeks to complete the new payroll company and legal entity setup prior to the expected first payroll date. 

• Contact your account executive to inform them that you need to add a legal entity/payroll company for use with Workforce.

  If you do not have the contact information for your account executive, R365 Support can provide that information.

• Provide your account executive with the following information:

  • Tax contact name

  • Tax contact phone and email

  • EIN 

  • Pay cycle

• The legal entity will be connected to the new payroll company by the Payroll Framework Team. 

Adding a New Legal Entity to R365

Before a legal entity can be activated for Workforce, a Legal Entity Record must be created. Legal Entity Records can be created via the Restaurant365 Setup Assistant. 

Once the desired Legal Entity Record is created, the legal entity can be configured for use in Accounting and Operations.

Setting up a Legal Entity for Use in Workforce

Once the desired legal entity has been connected to a payroll company, your Workforce Coach will guide you through the implementation and setup for the new legal entity, including: user setup, location setup, tax setup, pay run setup, GL account mapping, and funding account setup. 

Payroll Users Setup

• Grant payroll permissions to Workforce users.

• Contact R365 Support and request that users be granted access to the new payroll company.

  
  Learn more about payroll user setup here. 

Location Setup

• Add locations associated with the legal entity that will be used for payroll to the Workforce Locations page. 
  
  Learn more about adding locations to Workforce here. 
  

Tax Setup

• Confirm tax contact details on the Company Tax Profile page. Please contact R365 Support for assistance with updating tax contact details.

• Confirm that the jurisdictions and tax filing frequencies for the location have been added to the Company Tax Profile page. Please contact R365 Support for assistance with jurisdiction configuration.

• Confirm that the state unemployment insurance rates for all locations associated with the legal entity have been added to the Company Tax Profile page.

  When a new state is associated with a payroll company, R365 will reach out to the tax contact on file to request SUI rate information. It is the responsibility of the payroll company to supply R365 with accurate SUI rate information.

Funding Account Setup

• Configure the payroll company's funding account on the Account page in Workforce. This is the bank account that will be used for all payroll funding transactions.

Pay Run Setup

• Confirm the pay cycle frequency on the Account page in Workforce.

• Confirm that the legal entity's operational calendar aligns with the payroll company's pay period.

• Indicate on the Legal Entity Record if tips should be included in payroll.

• Complete GL account mapping.

• If Print and Ship is enabled, confirm the default payroll check account and shipping preferences on the Legal Entity Record. For more information on enabling Print and Ship, please contact your CSM.