Overview Checklist

Access

Data Extraction

Data Formatting

Data Extraction Steps

Employee Demographics

1. Navigate to Reports → Ad Hoc Reports

2. Click on the bold plus sign to add report

3. Title: Employee Demographics

4. Select Ad Hoc- Employee, under Ad Hoc Report Template

5. Click Save → Configure Report

6. Add Fields - Pull in fields needed from the drop down (first and last name will auto populate)

7. Each time you add a field you will need to update the Column Type Column Title
1. Person
1. Middle Initial
2. Address 1
3. Address2
4. City
5. State
6. Zip Code
7. SSN
8. Birth Date
9. E-mail
2. Employee
1. Company (if multiple)
2. Current Hire Date
3. Current Termination Date
4. Type (if there are W2 and 1099s)

8. Once you have added all of your needed fields, click EE Filter

9. You can choose All Status Types

10. Misc Options: Skip, no need to update anything

11. Run Report

12. Go to Task Queue (bottom left)
1. The report will generate in .TXT format. You will have to update the file format extension to .CSV and open it that way.
2. Results tab -> Download
3. Go to Excel -> Open -> On My Mac -> Downloads (select report) -> Open
4. New box will pop-up -> Delimited -> Next -> Select the Delimiters (comma & space)-> Next -> Finish

Deductions

1. Reports -> Defined Reports -> Target Earnings/Deductions
1. Configure Report
2. Select most recent regular payroll run
3. Misc Options: Uncheck Show Terminated Employee (if a new year start)
4. Run Report

2. Follow same steps as Employee Demographics selecting needed employee and deduction fields

Direct Deposits

1. Navigate to Reports → Ad Hoc Reports

2. Click on the bold plus sign to add report

3. Title: Direct Deposit

4. Select Ad Hoc- Direct Deposit, under Ad Hoc Report Template

5. Click Save → Configure Report

6. Add Fields - Pull in fields needed from the drop down (first and last name will auto populate)
1. Change column type to Direct Deposit
2. Column Title - Routing Number
3. Choose ABA Number
4. Click Apply Changes
5. Repeat steps above for Account Number (Bank Account) and SubType (Bank Account Type)
6. Add a field for Employee Status so you can filter the report for active only
1. Column Type Employee
2. Column Title Employee Status
3. Field Display Name Current Status Code

Withholdings

1. Employee Profile:
1. Navigate to Employees tab
2. Double click employee name
3. Tax Data broken out by Federal, State, and Local on left
1. These tabs will show all tax data including exemptions, deductions, dependents, addl withholding, other income, marital status, and W4 type

2. Reports:
1. Navigate to Reports → Ad Hoc Reports
2. Select one of the Employee reports listed, then select edit report to the right
3. Select add fields → Employee from the Column Type
4. In the column values, scroll to find Federal tax elections
1. Can only select one value per column.
5. Once tax election is found (ex “Federal Marital Status”), select it by clicking the check box and rename the column in the column title option.
6. Select Apply changes
7. Repeat steps d - g for the rest of the federal elections
1. This option is limited to exemptions, marital status, dependents, and override value/type
8. Once federal elections are complete, you’ll repeat steps d - g for state elections. State tax elections are found in State for column value, not Employee
9. After state elections are added, navigate to Employee Filter tab
1. Click the filter icon on status column to filter active or terminated employees
10. Run Report
11. Report will appear in task queue on the bottom left corner when finished

Historical Payrolls

Option 1:

1. Go to Reports → Defined Reports → Job Costing (may be titled New Job Costing)

2. Click configure Report

3. Select proper Start and End Date per quarter
1. Q1 (1/1 - 3/31)
2. Q2 (4/1 - 6/30)
3. Q3 (7/1 - 9/30)
4. Q4 (10/1 - 12/31)

4. Click Apply to filter

5. Select all payrolls that appear by checking the select all box
1. If there are multiple pages all payrolls will still be checked on all pages

6. Employee Filter: Skip

7. Org Filter: Skip

8. Misc Options: Skip

9. Run Report

1. Reports → Defined Reports → Payroll Register

2. Click configure Report

3. Select proper Start and End Date per quarter
1. Q1 (1/1 - 3/31)
2. Q2 (4/1 - 6/30)
3. Q3 (7/1 - 9/30)
4. Q4 (10/1 - 12/31)

4. Click Apply to filter

5. Select all payrolls that appear by checking the select all box
1. If there are multiple pages all payrolls will still be checked on all pages

6. Employee Filter: Skip

7. Org Filter: Skip

8. Misc Options: Skip

9. Run Report

Company Tax Information

1. Company → States
1. Take screenshot of entire page

2. Company → Basics (to view FEIN)
1. Take screenshot of entire page

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.

Data Formatting