Full Service Embedded Setup (ESe) data requirements
Ensure accurate payroll setup by providing essential employee and company data for a smooth transition.
Overview
This article summarizes the data required for a Full Service Embedded Setup. Whether an employer is giving us access to their prior payroll provider or providing reports, the requirements below are the same. It is essential to load all employees who have received payment in the current year into the system. This helps ensure accurate tax reporting and W-2 generation. If this information is not available in the prior provider or in the reports, Check will reach out to the partner or employer for help.
By adhering to these guidelines and providing the necessary information promptly, you can help ensure a smooth and efficient setup process. Your Setup Project Manager will be in touch throughout to communicate any gaps in data or clarify the information provided.
Demographic Information (All Employees)
- Full Legal Name: use legal name, not a preferred name.
- Complete Address: Necessary for employees subject to local taxes or those taxed in a different state than the company's location. Defaults to the company address if not provided.
- Date of Birth: Defaults to January 1, 1970 if not provided.
- Hire Date: Defaults to January 1, 2000 if not provided.
- Social Security Number (SSN): required for filing quarterly/annual tax returns and W-2 forms.
- Workplace Address: Defaults to the company address if not specified.
- Email Address: optional for employee communications.
- Termination Date: Provide if applicable.
Deduction Information (Active Employees Only)
- Deduction Type Name & Description (i.e. 125_Medical)
- Start and End Dates: Include end date if applicable.
- Deduction Amount or Percentage
- Employer Contribution: Specify if applicable.
- Goal Amount: If relevant.
- Amount Paid Toward Goal: From the previous provider, if applicable.
- Child Support or Garnishments: Provide copies of orders for active employees.
Note: Check is only authorized to submit payments to child support agencies; handling other garnishments is the client's responsibility.
Direct Deposit Information (Active Employees Only)
- Account Number
- Routing Number
- Account Type
- Amount or Percentage: Specify if multiple accounts are used.
Important: This information cannot be extracted from QuickBooks, Square, or Zenefits. If not maintained elsewhere, onboarding links must be sent to employees to collect this data.
Pay Rate Information (Active Employees Only)
- Hourly Rate or Salary Amount
- Pay Frequency
- Start Date
Tax Withholding Information (Active Employees Only)
Federal Tax
- Filing Status
- Allowances: Applicable if using a pre-2020 W-4 form.
- Two Jobs Indicator: Specify if the "Two Jobs" box is checked.
- Dependent Amount
- Deduction Amount
- Other Income Amount
- Additional Withholding
Default Settings: If specific data is unavailable, the system will default to "Single" with no additional amounts elected. Onboarding links can be sent to employees to provide accurate information.
State Tax
- Filing Status
- Allowances
- Additional Withholding
Default Settings: In the absence of specific data, the system will default to "Single" with no allowances or additional withholding. Onboarding links can be utilized to gather accurate information.
Company Information Requirements
- Company legal_name
- Company Federal Employer Identification number (FEIN)
- Company legal_address
- Company phone number
- signatory object
- Company industry_type
- employee and contractor counts
Historical Year-to-Date (YTD) Wage Load Requirements
To accurately load YTD wages, the following documentation is required:
- Q1–Q3 Tax Returns: Include Federal, State Withholding, State Unemployment, and Local Taxes up to the current date of the year (i.e. it is Q2, we need the Q1 Tax Returns). These are mandatory before proceeding with YTD wage loading.
- Detailed Employee Breakdown by Code: This should encompass:
- Hours & Earnings
- Deductions
- Employee & Employer Taxes
- Employer Fringe Benefits: If applicable.
Note: Hours must be included for all earnings codes. Without these details, the Preliminary Review cannot be completed, potentially delaying the client's start date.
- Clarification of Code Details: If any codes are unclear, provide explanations, including:
- Memo or employer-only items
- Reimbursements
- Pre-tax vs. post-tax deductions
- In/Out codes (e.g., taxed earnings reversed by deduction)
Action Required: Processing cannot continue without this information. Promptly providing these details will help avoid delays.
Additional Required or Requested Items
- Totals by Type: Necessary for reconciliation purposes.
- Preferred Report Format: Excel files are preferred over PDFs.
- Lump Sum Totals by Quarter: Provide totals by quarter, not by individual check dates.
- Taxable Wages Report by Employee and Tax Code: Particularly important if employees were taxed in multiple states or localities during the current quarter. Clear identification of wage allocation is essential.
Important: If this information is unavailable, the client's start date may be postponed to the first check date of the next quarter.
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Last updated on May 31, 2025