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OnPay: Extract and Required Data Guide

OnPay: Extract and Required Data Guide

Guide users to access OnPay, extract data, format files, and complete setup.

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

Overview Checklist

Access

Data Extraction

Data Formatting

Access Walkthrough

  1. Basic Info:
    1. First Name → Payroll
    2. Last Name → Setup
    3. Email → setup@checkhq.com
    4. Phone → 856-830-6462
        5. 🚨

        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

Workplaces

Direct Deposit

Deductions

Historical Payrolls

Tax Returns

Employee Demographics

  1. Navigate to Workers → Employees
  1. On the right, click Employee List
    1. A new window will appear, click the file to download
    2. This report will include: earnings rates and tax withholdings
    3. Active and Inactive staff will be on separate tabs on the report

Contractor Demographics

  1. Navigate to Workers → Contractors
  1. On the right, click Contractor List
    1. A new window will appear, click the file to download
    2. Active and Inactive contractors will be on separate tabs on the report

Workplaces

  1. Navigate to Company → My Company → Company Worksites
  1. Click to expand the details.
    1. Take a screenshot; no report available to download

Direct Deposit

🚨

OnPay does NOT have a report or allow us to see full direct deposit information.

Bank Accounts can be added in two ways when migrating:

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

Deductions

  1. There is no report for deductions. Current deductions can be viewed on the historical payroll reports.
🚨

Client will need to verify benefit setup prior to running the first payroll on the new platform.

Historical Payrolls

  1. Navigate to Reports → Payroll Register
  1. Update date range - Pull 1 report per prior/current quarter in the current year
    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. Update List → Open in Excel
  1. A new window will appear, click the file to download
🗒️

This report displays each check date and corresponding pay period within the selected date range.

A separate report is required for each quarter, rather than a single report covering all historical data. This approach makes it easier to reconcile each quarter, as totals are clearly summarized at the bottom of the report for the selected date range.

 

Tax Returns

  1. Navigate to Filings → Payroll Filings
    1. Select the applicable year
  1. Federal tab: download the quarterly reports
  1. State tab: download the quarterly reports
    1. Multi-State tabs: if applicable, will appear under Federal and State
      1. If multi-state, you must download all individual state tax returns for YTD wage migration and balancing purposes.
  1. Download the tax package for each closed quarter(s) in the current year.
      • If starting in Q1, pull the prior quarter's return (Q3 or Q4) to confirm tax information.
      • If starting mid-year, pull every closed quarter's 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 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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