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Desktop Platforms: Extraction and Required Data Guide

Desktop Platforms: Extraction and Required Data Guide

Extract essential data for desktop applications to ensure successful setup and compliance.

This guide walks you through the required data to complete your setup successfully. These desktop/cloud applications do not allow clients to add additional users.

Common Desktop Platforms:

  • Quickbooks Desktop
  • Sage 100
  • Sage 300
  • Payroll4 Construction
  • Foundation
  • Rippling (if going through Check’s embedded setup we will need reports)
  • Winstream

Overview Checklist

Data Extraction

Data Formatting

 
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If onboarding links are being sent to workers, reports will not be needed for Demographics, Direct Deposit, or Withholdings.

Employee Demographics

  1. The following demographic data is required:
    1. Legal Name (First, Middle, Last Name)
    2. Employee Home Address
    3. Full/Unmasked Social Security Number (SSN)
    4. Date of Birth
    5. Start Date
    6. Employment Status (Active, Inactive, Terminated)
    7. Termination Date (if applicable)
    8. Email (optional)
    9. Workplace (if applicable)
  1. You must include ALL workers paid in the current calendar year.
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Employee Demographics can also be completed in two ways when migrating

  • Onboarding Links (most efficient and timely)
  • Manual Entry (manually enter each employee or use import templates)

Contractor Demographics

  1. The following demographic data is required:
    1. Legal Name
    2. Business Name (if applicable)
    3. Address
    4. Full SSN or ITIN (ITIN if filing under business)
    5. Email (optional)

Workplaces

  1. If the client has multiple locations, it is important to view the workplace information.
🚨

Work location drives taxation. Employee workplace assignment and their home residency is how taxation calculates. Proper workplace assignment helps keep your client in compliance with federal and state agencies.

Direct Deposits

  1. To add direct deposit information, you will need the following:
    1. Account type (Checking or Savings)
    2. Full Unmasked Account Number
    3. Full Unmasked Routing Number
    4. If multiple direct deposit accounts include:
      1. Split amount
      2. Priority
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  • If your organization does not support Net Pay Splits, please take note to discuss those select employees.
  • CSV files drop leading zeros. If applicable download in PDF for best formatting.
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If client does NOT have a report for bank accounts can be added in two ways when migrating:

  1. Onboarding Links (most efficient and timely)
  1. Manual Entry (manually enter each employee or use import templates)

Benefits/Deductions

This includes Pre and Post Tax Deduction

  1. For deductions, you will need the following:
    1. Description
    2. Effective Start Date
    3. Effective End Date (if applicable)
    4. Employee Amount/Percent
    5. Company Contribution Amount/Percent
    6. Total Amount (if applicable)
    7. Annual Limit (if applicable)
  1. Child Support Garnishment Deduction:
    1. Description
    2. External ID (Case ID)
    3. Agency (State that issues order)
    4. Issue Date
    5. Amount
    6. Max Percent
    7. Effective Start
    8. Effective End
  1. Miscellaneous Garnishments Deductions:
    1. Description
    2. Total Amount
    3. Annual Limit
    4. Amount
    5. Percent
    6. Priority (if more than 1)
    7. Max Percent
    8. Effective Start
    9. Effective End
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Best practice is to obtain the physical copy of Garnishment Court Orders to ensure proper setup.

Historical Payrolls

  1. Run Payroll Details Report (or may be called Payroll Summary, depending on the platform). These reports need to include a breakdown of earnings, hours, deductions, and taxes for both employee and employer.
    1. Closed Quarters
      1. Run a report for each closed quarter individually in the current year
        1. Q1 (1/1 - 3/31)
        2. Q2 (4/1 - 6/30)
        3. Q3 (7/1 - 9/30)
    2. Open Quarter
      1. You will need each payroll listed individually.
      2. This may mean the report will need to be downloaded multiple times for each pay date in the open quarter, depending on the platform.

Tax Returns

  1. If starting in Q1, pull the prior quarter's return (Q3 or Q4) to confirm tax information.
  1. If starting mid-year, pull every closed quarter's return in the current year.
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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 a dual purpose for setup:

  • Allows you to tie out closed quarters in the current year when importing the historical data.
  • Provides the 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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