Tax Authorization Forms

What actually exists today

The Payroll provider stage of Company Setup is where you save an authorized signer — first name, last name, email, and a title. Once that's saved, 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 Check's own filing-authorization ceremony; Greenroom brands the page around it and never rebuilds or restyles the legal content itself — the e-sign step happens inside Check's own embedded component (council 7/24 boundary: "we brand around it, never rebuild it").

How the signer actually signs

Once a signer is saved, two ways to reach the ceremony appear on the Payroll provider stage (see Sending the Signer Link for the full walkthrough of this part):

• Email signing link (primary) — 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 directly, for when you're the signer yourself.

Either way, the signer lands on a Greenroom-branded page — Greenroom's logo and colors, no vendor chrome — and clicks Review and sign. That opens Check's own signing component in place, inside an embedded frame, without the signer ever leaving Greenroom's domain: the legally-binding e-sign ceremony itself is entirely Check's, Greenroom only supplies the wrapper around it. If the embedded ceremony can't open, a Continue in the secure hosted flow fallback sends the signer to Check's own separate hosted site instead — the older behavior, kept as a backstop.

New York setup can block the signature

Check 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 embedded 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 provider stage, both the "Email signing link" and "Open in my browser" buttons are disabled while 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.

Proof the signature happened

After a signer completes the ceremony, the Payroll provider stage shows the executed authorization documents, read live from Check 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 vendor credential that fetches it never reaches your browser. Before anything is signed, the stage says "No signed authorization forms yet" instead of showing nothing.

Why an earlier version of this page said something different

Greenroom did, at one point, design its own separate tax-filing authorization step — a single e-signature distinct from anything Check presents. That was cut from MVP scope on 2026-06-12 (Fiske: "the forms we were gonna add — authorize Greenroom with these IRS forms — I'm taking that out for MVP"), and for a stretch afterward the product genuinely had no branded signing step of any kind — setup went straight to Check's separate hosted onboarding site with nothing in between. The ceremony described above is a different thing, built later: it doesn't reintroduce a Greenroom-authored authorization step, it wraps Check's own existing one in Greenroom's UI instead of bouncing the signer to a new tab.

Common issues

My signer says they can't sign yet

Check the Payroll provider stage — if the signing buttons are disabled, New York state-tax setup is still incomplete (see above). Finish the State tax stage, then send the link.

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

Click Refresh in the onboarding status panel below the signer card. If it still shows nothing, ask your signer to try their link again — the ceremony may not have completed on Check's side.

I have old materials referencing Form 8655/8821/TR-2000 signed directly with Greenroom

Those describe the original, cut Greenroom-only step, not the current ceremony. Today's signature is Check's own — the wording "IRS Form 8655 and state equivalents" appears verbatim on the signing page itself.

Next steps

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