Paychex Employee Demographics

To pull a report with employee demographic information (includes earnings rates and workplaces)

Left Main Menu → Analytics & Reports → Live Reports → View All Reports → Employee Listings → Employee Demographic Data
Update Filters, click the X next to “Status is not Terminated”
This will now include terminated employees. Once report is ran you will be able to filter out termed employees from past years.
Scroll down to the Details section → Click on Columns
Click Add Columns
Select the following columns:
1. Company
  1. Company Name
2. Contact Information
  1. Address 1
  2. Address 2
  3. City
  4. State/province
  5. Zip/postal code
  6. Personal email
  7. Work email
3. Employment
  1. Business location
  2. Employee Type
  3. Most recent hire date
  4. Organization (level 1)
  5. Status
  6. Termination Date
4. Personal Information
  1. Birth Date
  2. First Name
  3. Last Name
  4. Middle initial
  5. Taxpayer ID (SSN or FedID)
5. Compensation
  1. Pay Frequency
  2. Pay Rate (1-5)
  3. Ray Rate Custom Description (1-5)
  4. Pay Rate Description (1-5)
  5. Salary
Click Apply
1. After clicking Apply you can arrange the columns by dragging them to preferred order before hitting the X and downloading.
Hit X to return to the main report page
Select Download → Reports Details (XLSX)

🚨If you download the CSV, the headers will disappear. Do NOT use CSV download

Deductions

📝There are NO reports that will pull per pay period deduction or benefit for workers. It is best to review a payroll journal and confirm on employee profile

If unable to find reports listed below the client may not have Benefits/Deductions/Garnishments/Child Support

If you are ever unclear about what type of code something is, you can follow the steps below to confirm:
1. Left Main Menu → Company Settings → Payroll → Pay Items → Deductions
Other Report Option: (not all clients will have this report)
1. Left Main Menu → Analytics & Reports → Quick Reports: View All Reports
2. Under Health & Benefits Top Reports: Employee Enrollment & Deduction Summary
3. The Employee Enrollment & Deduction Summary report will show who has deductions, Amounts shown on report are monthly NOT per pay period.
Garnishments and Child Support (if applicable)
1. Left Main Menu → Analytics & Reports → Quick Reports: Last Payroll
2. Click on the most recent payroll run
3. Click Garnishment Payment Service Confirmation Report
4. This will show who but you will still need to go into their individual worker profile for Order details.

Historical Payrolls

Closed Quarter

Left Main Menu → Analytics & Reports → Live Reports → View All Reports
Search: Pay Item Details
Open Pay Item Details
Date Range → Click on the dropdown arrow
1. Custom Date Range → select the correct dates per quarter (run for each closed quarter individually)
2. Q1 (1/1 - 3/31)
3. Q2 (4/1 - 6/30)
4. Q3 (7/1 - 9/30)
Under Details (scroll down) click on Columns
1. Click Add Columns, Select boxes for:
  1. Draw Amounts
  2. Fringe benefits amounts
2. Download → Report Details (XLSX)

Optional Alternative Report (not all companies have this report)

Left Main Menu → Analytics & Reports → Live Reports → View All Reports
Search : Department Summary Data with Employee Detail
Create Report
Ensure you are on the correct company, if multiple companies in account
Organization Units = All
Input your date range
1. For closed quarter, enter the following dates
  1. Q1 (1/1 - 3/31)
  2. Q2 (4/1 - 6/30)
  3. Q3 (7/1 - 9/30)
Output Format is XLSX
1. Layout = All Fields
Run Report

Open Quarter

Left Main Menu → Analytics & Reports
Live Reports → View All Reports
Search : Pay Item Details
Click on Pay Item Details
Date Range → Click on the dropdown arrow
Click Preset ranges → Current Quarter
Under Details (scroll down) click on Columns
Click Add Columns Select boxes for:
1. Check Date
2. Draw Amounts
3. Fringe benefits amounts
Download as Excel (if the file saves as .XLS export to .XLSX)

Optional Alternative Report (not all companies have this report)

Left Main Menu → Analytics & Reports → Live Reports → View All Reports
Search : Department Summary Data with Employee Detail
Create Report
Ensure you are on the correct company, if multiple companies in account Organization Units = All
Input your date range
1. Use the check date for Start and End dates
Output Format is XLSX
1. Layout = All Fields
Run Report

Company Tax Information

Left Main Menu → Company Details → Taxes Tab
Here you will be able to see Tax ID, Rates, Filing Frequency for Federal, State, and Local Taxes
Tax Topics → State and Local → Federal Taxes
Tax Topics → State and Local → State and Local Taxes

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Washington Clients:

Washington Labor & Industries (L&I) is Washington State's workers' compensation insurance program, and unlike most payroll taxes that are wage-based, L&I premiums are calculated on hours worked — meaning the state requires accurate hour tracking to properly assess employer and employee premium liability.

L&I Risk code can be found in the workers profile under Workers Compensation.

SOC codes are listed on the SUI wage detail quarterly return

Tax Returns

Left Main Menu → Analytics & Reports → Quick Reports → View All Reports
Under Tax Top Reports
1. 941 - select the quarter(s) you need, Download
2. Quarterly Report - select the quarter(s) you need, Download
3. SUI Return - select the quarter(s) you need, Download

If starting in Q1, pull the prior quarter's return (Q3 or Q4) to confirm tax information.
If starting mid-year, pull every closed quarters return in the current year.

🚨

Obtaining closed quarter(s) tax filings is required and will allow each quarter in current year to tie out to ensure balancing with the transfer of historical data.

Tax documents serve dual purpose for setup:

Allows you to tie out closed quarters in the current year when importing the historical data.
Provides required information to complete the Tax Parameters.

Paychex Data Extract