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Heartland: Extraction and Required Data Guide

Heartland: Extraction and Required Data Guide

Guide users to access Heartland, extract required data, and format files for setup.

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

Overview Checklist

Access

Data Extraction

Data Formatting

 

Access Walkthrough

  1. To grant access to your Heartland account, please complete the Heartland Online User Access Authorization Form, be sure to fill out all necessary fields.
  1. Please add the following information into each field:
    1. First Name: Payroll
    2. Last Name: Setup
    3. Email Address: Setup@checkhq.com
    4. Phone Number:- (856) 830-6462
    5. Authorized PIN: 1234
    6. Multi-Client Users: List all accounts, if applicable
    7. Does the user have any access restrictions?: No - Please add Custom Report Writer
    8. Sign, print and date the form
    9. Email the completed, signed form to payroll@heartland.us
  1. Note-it typically takes 1-2 Business days for access to be granted
🚨

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

Data Extraction Steps

Employee Demographics

Direct Deposit

Deductions

Historical Payrolls

Tax Returns

🚨 Heartland has limitations on how much data can be exported at a time. Max is 500 employees at a time so reports may need to be configured to pull in batches

Employee Demographics

  1. On the left menu bar go to Reports → On Demand Reports → Date Range Reports → Employee Profile
  1. As of: Today’s Date
  1. Employee Status = All
  1. Run Report
    1. Only runs in PDF format
  1. Generate Report
  1. Download

Direct Deposit

  1. On the left menu bar go to Reports → On Demand Reports → Pay Period Reports
  1. Select applicable Pay Group
    1. May need to run multiple reports if there is more than 1 option in this dropdown
  1. Select Payroll: Use most recent check date
    1. May need to run this report for multiple check dates if all employees are not present
  1. Report Name: Employee Direct Deposit Setup Report
  1. Run Report

Deductions

  1. Click Reports → On Demand Reports → Date Range Reports
  1. Report Name: Deduction Export
  1. Date Range: select last payroll processed
💡

This only shows what was processed on the last payroll - not what is setup on the employee

Historical Payrolls

  1. Reports → On Demand Reports → Date Range Reports → Check History Detail
    1. Run as XLXS (excel)
  1. Reports → On Demand Reports → Date Range Reports → Employee Labor Detail Expense
    1. Run as XLXS (excel)
💡

You will have two reports per Quarter/Payroll!

  • Check History Detail
  • Employee Labor Detail Expense
  1. Reports → On Demand Reports → Date Range Reports
  1. Report Name: Check History Detail
  1. Select appropriate date range
    1. Q1 (1/1 - 3/31)
    2. Q2 (4/1 - 6/30)
    3. Q3 (7/1 - 9/30)
    4. Q4 (10/1 - 12/31)
  1. Report Format: Excel
🚨

This report only produces employee earnings, deductions, and taxes. You will need to run a second report for employer taxes.

  1. You will need to run one of the two additional reports:
    1. Labor Allocation Detail Date Range Report this shows employer taxes, but it is in .PDF format only so you will have to convert.
    2. Employee Labor Detail Expense Report
      1. Open quarter you must run for each individual check date
      2. Closed quarters run per quarter
        1. Q1 (1/1 - 3/31)
        2. Q2 (4/1 - 6/30)
        3. Q3 (7/1 - 9/30)
    3. Report Format: Excel

Tax Returns:

  1. Reports → Quarterly Reports
    1. Click the Action icon next to each quarter needed
    2. View PDF
      • 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.
🚨

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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