Setting Company Address and GPS Locations

Managing Locations for Payroll

A company location is necessary for tax purposes because it helps determine:

1. Tax Jurisdiction: Different regions (cities, states, or countries) may have specific tax rates, rules, and obligations that apply to your business.

2. Payroll Taxes: The location dictates the calculation of employee payroll taxes, including income tax withholding, unemployment taxes, and other local taxes.

3. Business Taxes: The company location impacts corporate tax rates, sales tax collection, and reporting requirements.

4. Regulatory Compliance: Certain permits, licenses, and compliance requirements are location-specific.

5. Apportionment of Income: For businesses operating in multiple locations, the company location helps allocate taxable income correctly across jurisdictions.

Adding Work Location

1. Step 1: Click “Settings” at the top of the screen.
2. Step 2: Select “Locations,” then “New Locations.” 
3. Step 3: Name your location (i.e., “Coffee Shop”).
4. Step 4: Toggle “Address location” on.
5. Step 5: Optionally, toggle "Create GPS mobile location" on. 

6. GPS locations are most effective when used to restrict employee clock-in and clock-out to specific locations.

7. Step 6: Enter the location’s street address (or its latitude and longitude).
8. Step 7: Check the box for company primary location, if this is your companies main location.
9. 
10. Step 8: Toggle use this location for all employees on, if this address applies to all staff.
11. Step 9: If location is used for GPS restrictions, set the proximity to create a geofence around the location.*
12. Step 10: Click “Save.”
13.  

What to Expect

GPS Restrictions

If an employee is not within the designated proximity, they will not be able to clock in or out. If they are still able to do so, please ensure that their mobile settings are configured to "Record GPS Coordinates, Disable Punch if Not at GPS Location(s)". In case the employee is not at the designated location, they will receive a message indicating so.

Primary Work Location

You will now be able to view the employees primary work location in their profile under location and security. 

The primary work location just indicates the office location the employee is employed at. This is collected to ensure payroll tax accuracy for customers utilizing OnTheClock Payroll.