Tax Authorization Forms

An Admin saves the signer, sends signing links, and views the signed authorization PDFs. Opening a link in the Admin's own browser also requires their signed-in email to match the saved signer. Payroll and Approver teammates ask an Admin for these actions. The authorized signer still completes the emailed ceremony without needing a Greenroom account.

What gets signed

The Payroll signer and history stage of Company Setup is where you save an authorized signer — first name, last name, email, and a title. Once that's saved and Greenroom has approved your setup (approval is when Greenroom creates your company with our tax partner), Greenroom can send that person a link to e-sign the payroll tax filing authorizations — "IRS Form 8655 and state equivalents," in the signing page's own words. This is our tax partner's own filing-authorization ceremony: Greenroom brands the page around it and never rebuilds or restyles the legal content.

How the signer actually signs

Once Greenroom has approved your setup, controls for any authorizations still needed appear on the Payroll signer and history stage, which by then is on Settings → Company (before approval, the signer card reads "Available after Greenroom approves your setup"). See Sending the Signer Link for the full walkthrough of this part:

• Email signing link (or Resend signing link) — emails the signer a link to a Greenroom-domain page, app.greenroompayroll.com/company-onboard/<token>. Use this when the signer isn't the person doing setup.
• Open in my browser (secondary) — opens the same link in a new tab, only when your signed-in email matches the saved signer's email.

If more than one signer is on file, sending asks Who should get the signing link? Choosing another person makes them the saved signer and ends the previous signer's link. If only debit authorization remains, the send button names that signer, for example Resend Tegan the link, and the chooser also offers Someone else: someone authorized on the company's bank account who isn't on file with our tax partner yet. You enter their name, title and email, tick that they're authorized to sign for the company's bank account and to authorize payroll debits, and Greenroom adds them as a signer there before the link goes out; they then become the company's authorized signer. There is no send action once both steps are complete.

For tax forms, the signer lands on a Greenroom-branded page — Greenroom's logo and colors, nobody else's — and clicks Review and sign. That opens our tax partner's own signing ceremony right in the page, without the signer ever leaving it: the legally-binding e-sign ceremony itself is entirely our tax partner's, Greenroom only supplies the wrapper around it. If the embedded step can't open, except when rate limited, a Continue in the secure hosted flow fallback sends the signer to a separate page our tax partner hosts instead.

The tax forms and payroll debit authorization are separate steps. Once the forms finish, Greenroom automatically opens debit authorization in the same page if it is still needed. A signer who returns to a live link with the forms already signed sees One step left: authorize payroll debits and chooses Authorize payroll debits to open that step in the page. Only the hosted fallback uses Payment method, then Authorize on our tax partner's separate page. When both steps finish, the page says Your payroll authorizations are complete.

Greenroom automatically sends your company for our tax partner's final review once its setup is ready. This is separate from Greenroom's approval. While only that final review is pending, you can prepare payroll, send it for approval, and record approvals; submitting payroll to our tax partner waits until the review is done. See the Our tax partner's final review line in the first-payroll checklist for its status.

New York setup can block the signature

Our tax partner refuses to present the filing-authorization forms at all until a company's New York state-tax setup (SUI, withholding, and MCTMT — see Tax Configuration) is far enough along, and it says so inside its own signing ceremony in wording Greenroom can't restyle or rewrite. So Greenroom tries to keep anyone from reaching that dead end in the first place:

• On the Payroll signer and history stage, Email signing link or Resend signing link and Open in my browser are disabled while tax forms are still owed and New York setup is blocking, with a tooltip naming the jurisdiction and a button that jumps straight to the State tax stage.
• A signer who opens a link anyway (an older email, say) sees a plain "Not quite ready for your signature" explanation instead of a broken form — nothing is wrong with their link, and they're told to check back once the company finishes state-tax setup.

The jurisdiction check applies to the tax forms. It does not block a link for debit authorization alone once the forms are signed.

Proof the signature happened

After a signer completes the ceremony, the Payroll signer and history stage shows the executed authorization documents, read live from our tax partner rather than anything Greenroom stores itself. Each one lists its label (for example, "Federal 8655"), jurisdiction, and filed date, with a view link that streams the actual PDF through Greenroom's server — the credential that fetches it never reaches your browser. Before anything is signed, the stage says "No signed authorization forms yet." instead of showing nothing. If Greenroom can't reach our tax partner at that moment, it says "Couldn't check the signed forms with our tax partner just now." rather than suggesting nothing was signed, and a view link that can't load the document says "We couldn't load this document just now. Try again in a minute." rather than "Not found".

Common issues

My signer says they can't sign yet

Check the Payroll signer and history stage. If the signing buttons are missing and the card says "Available after Greenroom approves your setup", your company hasn't been approved yet, and the link can only go out after approval. If the tax-form controls name a blocking jurisdiction, finish the required State tax answers, then send the link. Open in my browser is also restricted to the saved signer; another Admin should email the link instead.

I don't see any signed forms after my signer says they finished

Click Refresh in the checklist below the signer card, headed Before your first payroll or Before your next payroll. If it still shows nothing, ask your signer to try their link again — the ceremony may not have completed on our tax partner's side.

Payroll setup tasks says my signer still needs to approve payroll debits

Our tax partner still needs or has not confirmed debit authorization. Send or resend the link from the Payroll signer and history stage. If the forms are already signed, use the send control on the payroll-debit line; the link opens at One step left: authorize payroll debits, where the signer chooses Authorize payroll debits.

Do we sign Form 8655 or New York's TR-2000 with Greenroom directly?

No. Your authorized signer signs them in our tax partner's ceremony, through the signer link. The signing page calls them "IRS Form 8655 and state equivalents", and once they're signed, each one appears on the Payroll signer and history stage with its label (see Proof the signature happened).

Next steps

See Sending the Signer Link for a closer look at the signer's own experience — link delivery, the embedded ceremony, the debit authorization, and what to do if it fails. Continue to Tax Configuration for state tax registration, or return to Company Setup Introduction for the full five-stage checklist.