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ADP Totalsource: Extraction and Required Data Guide

ADP Totalsource: Extraction and Required Data Guide

Guide users to access ADP, extract data, and format files for successful setup.

This guide walks you through how to access ADP, extract the required data, and format files so you can complete your setup successfully.

Overview Checklist

Access

Data Extraction

Data Formatting

 

Access Walkthrough

🚨

If not going through Checks embedded setup process DO NOT use the setup@checkhq.com email. Use an email that you have access to.

  1. Use the following details:
      • Name → Payroll Setup
  • Role → Full Permissions
  1. Click Add Admin

Data Extraction Steps

Employee Demographics

Direct deposit

Historical Payrolls

Tax Returns

Employee Demographics

  1. At the top of screen click on Reports & Analytics
  1. Standard Reports → Personal & Employment → Employee Census
  1. Who Appears on This Report
    1. Select All applicable companies
  1. What’s Displyaed on the Report
    1. Select All
  1. Appearance and Other Settings
    1. Tax ID: Not Masked
    2. Date of Birth: Not Masked
  1. Run as Excel

Direct Deposit

  1. At the top of screen click on Reports & Analytics
  1. Standard Reports → Personal & Employment → Direct Deposit Information
  1. Who Appears on this Report
    1. Select all applicable companies
  1. What’s Displayed on the Report
    1. Ensure the following are included: Name, Routing Number, Account Number, Deduction, Deposit Type, Deposit Amount, Deposit Percent, Effective Date, Priority Number, & Bonus Pay
  1. Appearance and Other Settings
    1. Tax ID: Not Masked
    2. Bank Account Details: Not Masked
  1. Run as PDF
    1. Downloading in CSV will drop leading zeros

Historical Payrolls

💡

Payroll Details - with Employer Tax Details, will contain a column “Worked In State” or “Lived In State”. ADP does not break this out, you’ll need to utilize the Employee Snapshot file and locate the WorkIn State and LiveIn State columns from that file to properly allocate state income tax to the proper state.

Closed Quarter

  1. At the top of screen click on Reports & Analytics
  1. Standard Reports → Pay Statement History → Payroll History
  1. Who Appears on This Report
    1. Select all applicable companies
  1. What’s Displayed on the Report
    1. Some fields will already be selected for you.
    2. Additional Selections:
      1. Worked in State
      2. Federal Tax - Employer
      3. State Tax - Employer
      4. Local Tax - Employer
      5. Total Employer Tax
      6. Federal Taxable
      7. State Taxable
      8. Local Taxable
  1. Appearance and Other Settings
    1. Request Period: Custom Date
    2. Q1 (1/1 - 3/31)
    3. Q2 (4/1 - 6/30)
    4. Q3 (7/1 - 9/30)
  1. Run as Excel
  1. At the top of screen click on Reports & Analytics
  1. Standard Reports → Pay Statement History → Payroll History
  1. Who Appears on This Report
    1. Select all applicable companies
  1. What’s Displayed on the Report
    1. Some fields will already be selected for you.
    2. Additional Selections:
      1. Worked in State
      2. Period Beginning Date - must be included for Open Quarters
      3. Period Ending Date - must be included for Open Quarters
      4. Federal Tax - Employer
      5. State Tax - Employer
      6. Local Tax - Employer
      7. Total Employer Tax
      8. Federal Taxable
      9. State Taxable
      10. Local Taxable
  1. Appearance and Other Settings
    1. Request Period: Custom Date
    2. Q1 (1/1 - 3/31)
    3. Q2 (4/1 - 6/30)
    4. Q3 (7/1 - 9/30)
  1. Run as Excel

Tax Returns:

  • 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.
 
  1. At the top of screen, click on Reports & Analytics
  1. Standard Reports → Tax & Banking → Federal/State/Local Tax Documents - 940/941
  1. Federal Tab
    1. Select the checkbox of the most recent quarterly report → Download Selected
    2. You must select all federal quarterly returns for each available quarter in the current year.
  1. State Tab
    1. Select the checkbox of the most recent quarterly return (there may be more than one state and selection required) → Download Selected
    2. You must select all state quarterly returns for each available quarter in the current year.
  1. Local Tab
    1. If applicable
    2. Select the checkbox of the most recent quarterly return (there may be more than one local and selection required)
🚨

Obtaining closed quarter(s) tax filings is required and will allow you to tie out each quarter 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.
 

Data Formatting

Refer to Help Article - Data Formatting for details on how to format reports for a smooth import experience.

 
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