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People

People is Thoshika's HR and payroll app. It holds the employee record and everything that hangs off it: time and attendance, PTO, payroll, performance, learning, expenses, hiring and exits. Payroll is built for the United States, with federal income tax, state and local income tax, FICA, FUTA and SUTA calculated each pay period. Employees and managers use the same app on the web and in the Thoshika mobile app.

Who uses it​

  • HR admins set up the organisation, policies and approval chains, and maintain employee records.
  • HR partners look after employees in the locations or legal entities assigned to them.
  • Payroll admins run payroll, maintain tax setup and prepare federal and state filings.
  • Managers approve PTO, time corrections, expenses and timesheets, and run reviews.
  • Employees clock in, request PTO, submit claims and tax forms, and download pay stubs.

Before you start​

  • Create your company in Thoshika and switch People on. See the Quick start.
  • Have your legal entities, locations, departments and grades to hand, with the state for each location. The state decides state and local withholding, SUI, PTO and sick-leave rules, holidays and minimum wage.
  • Collect each legal entity's EIN and its state withholding and SUI account numbers, and each employee's SSN, Form W-4 and direct deposit details.
  • Decide who will hold the HR admin, payroll admin and HR partner roles.
  • If you use Books, switch it on too, so payroll can post to the ledger.

Set up​

  1. Build the organisation. Add legal entities, locations, departments and cost centres, then the job architecture: job families, grades and job profiles. Add positions if you want vacancy control.
  2. Load employees. Add or import employees with job, manager, work location, home state, grade, pay rate, FLSA status (exempt or non-exempt) and Form W-4 data.
  3. Configure time and attendance. Define shifts, workweeks and schedules. Turn on web, mobile or time-clock punches, and set geo-fences for locations where mobile clock-in should be checked. Overtime for non-exempt employees follows the FLSA and any state daily overtime rules.
  4. Set PTO policies. Create PTO and sick-leave types with accrual, carryover, caps and payout rules that follow each state's requirements, and holiday calendars for each location.
  5. Set up payroll. Create pay groups and pay schedules (weekly, biweekly, semimonthly or monthly), then earnings and deduction codes. The United States country pack seeds federal and state tax tables and the standard pre-tax deductions such as 401(k), Section 125 benefits and HSA; review them and add any company-specific codes.
  6. Assign roles and approvals. Give people their roles, limit HR partners to their locations or legal entities, and review the default approval chains.
  7. Invite employees. Employees sign in once and can then use self-service on the web and the mobile app.

Key workflows​

Each pay run​

  1. Close time for the pay period: managers clear pending corrections and approvals.
  2. Start a payroll run for the pay group. Pre-checks flag missing data such as direct deposit details, a Form W-4 or a work state.
  3. Review the preview, including overtime, retro pay from back-dated changes and deduction limits.
  4. Lock and approve the run, then publish pay stubs. Employees can download their pay stubs from self-service.
  5. Generate the NACHA direct deposit file for your bank, and, with Books on, post the payroll journal.

Tax deposits and returns​

  • After each run, the app totals federal income tax withheld, FICA (Social Security and Medicare, including Additional Medicare Tax) and state withholding, and tracks deposit due dates by your deposit schedule.
  • Each quarter, prepare the Form 941 data, state withholding returns and SUI wage reports. Each year, prepare Form 940 for FUTA.
  • At year end, produce Form W-2 for each employee and the Form W-3 transmittal.

Tax forms and withholding​

  1. New hires complete Form W-4 and any state withholding certificate in self-service.
  2. Employees can update their withholding at any time; changes take effect from the next pay run.
  3. Payroll admins review changes, and each run withholds according to the current form.

PTO and time​

  • Employees clock in from the web, the mobile app or a time clock and request PTO.
  • Managers approve PTO, time corrections, overtime and shift swaps from the inbox on the web or mobile.

Joining and leaving​

  • For a new hire, approve the requisition, move the candidate through the pipeline and send the offer for e-signature. Onboarding tasks start when the offer is accepted, including Form I-9 and Form W-4, and the hire is added to the state new-hire report.
  • For an exit, the termination workflow records the last day, runs exit interviews and clearance, and calculates final pay, including PTO payout where state rules require it.

United States specifics​

The United States country pack covers federal and state income tax withholding from Form W-4, Social Security and Medicare (FICA, including Additional Medicare Tax), FUTA and SUTA, W-2 and W-3 at year end, Form 941 and Form 940 summaries, state withholding and SUI wage reports, state new-hire reporting, NACHA files for direct deposit, PTO accrual policies by state, FLSA exempt and non-exempt classification with overtime, I-9 and W-4 collection during onboarding, and 401(k), Section 125, HSA and FSA deductions. Tax rates and wage bases are stored as dated tables, so a payroll admin can add a new rate from a given date without changing earlier pay stubs. Confirm tax setup against current federal and state rules before statutory use.

Works with other apps​

  • Books: payroll runs, tax deposits, expense claims and final pay post journals.
  • Projects: project timesheets and tagged expense lines feed project billing.
  • Documents: offer and HR letters are signed electronically and filed to the employee.
  • CRM: approved sales commissions arrive as a payroll earning.
  • Sangam: team channels follow your org structure, and approvals arrive as chat cards.
  • Analytics: headcount, attrition and payroll cost feed company dashboards.

Next steps​