This guide walks you through granting access, downloading the required reports, and preparing the files for upload.
Export employee demographics and pay information
Create a custom employee-attribute report containing demographic, employment, and pay data.
From the left menu, select Reports.
Select the Custom tab.
Select Add + in the upper-right corner.
Name the report Employee demographics.
From Template, select EE attribute.
Select Save.
Add the following fields by selecting the plus icon beside each one:
First Name
Middle Name
Last Name
Address Line 1
Address Line 2
City
State
ZIP
SSN
Date of Birth
Original Hire Date
Termination Date
Employment Status
Primary Email
Pay Type
Salary Type
Hourly Rate
Annual Salary
Payroll Salary
Level 2 – Location, if the account has more than one workplace
Level 1 – Company, if the login contains more than one FEIN
Workers’ Compensation Code, if applicable
EEO Classification, if applicable
Employment Type, if applicable
Select Queue.
When the report is ready, download it from Report Courier.
Export employee withholdings
From the left menu, select Reports.
Select the Standard tab.
Search for W-4.
Select the arrow on the right side of Employee W-4 Audit Report.
Select Run Report.
The report downloads as an HTML webpage. Open the file and save it as a CSV.
Export employee deductions
From the left menu, select Reports.
Select the Custom tab.
Select Add + in the upper-right corner.
Name the report Employee Deductions.
From Template, select Employee Deductions.
Select Save.
Add the following fields:
First Name
Last Name
Deduction Name
Deduction Amount
Deduction Percent
Start
End
Adjusted Limit
Calendar Year
Level 2 – Location, if the account has more than one workplace
Level 1 – Company, if the login contains more than one FEIN
Select Queue.
When the report is ready, download it from Report Courier.
Export historical payrolls
Historical payroll data must be provided differently for completed quarters and the current open quarter.
Completed quarters
From the left menu, go to Reports > Standard.
Find Per Pay Period Employee Payroll Audit Report.
Select the arrow to the right of the report name.
Use the FEIN menu to select the correct company entity.
Select every check date in the applicable completed quarter:
Q1: January 1–March 31
Q2: April 1–June 30
Q3: July 1–September 30
Q4: October 1–December 31
Select:
Include Taxes
Include Earnings
Include Deductions
Under Group Data by, select Group By Employee.
Select Run Report.
The report downloads as an HTML webpage. Open the file and save it as a CSV.
Repeat these steps for each completed quarter in the current year.
Open quarter
Follow steps 1–6 under Completed quarters, selecting every completed payroll in the current quarter.
Under Group Data by, select Group By Pay Period.
Select Run Report.
Open the downloaded HTML file and save it as a CSV.
Capture company tax-account information
Complete these steps for each company entity or FEIN included in the setup.
From the left menu, select Taxes.
Select Tax Resources in the upper-right corner.
Select Edit State Tax Accounts.
Capture a screenshot of the entire page, ensuring that all relevant account details are visible.
Download tax returns
From the left menu, select Taxes.
Select Tax Documents in the upper-right corner.
Download the tax package for every completed quarter in the current year.
If setup begins in Q1, also download the most recent available prior-year quarterly return, such as Q3 or Q4, so the tax-account information can be verified.
If setup begins later in the year, download every completed quarterly return from the current year.
Prepare files for upload
Before uploading the files:
Convert HTML or Excel reports to CSV where required.
Open each CSV and confirm that it contains the expected employee-level detail.
Remove report titles, repeated header rows, blank rows, subtotals, and grand totals that are not part of the underlying data.
Do not rename or remove required data columns.