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Patriot: Extract and Required Data Guide

Patriot: Extract and Required Data Guide

Guide users to access Patriot, extract data, and format files for successful setup.

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

Overview Checklist

Access

Data Extraction

Data Formatting

Access Walkthrough

 

Data Extraction Steps

Employee Demographics

Earning Rates

Deductions

Historical Payrolls

Company Taxes

🚨

Patriot does NOT have a report for Withholdings or Direct Deposit information.

Information can be added in two ways when migrating:

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

Employee Demographics

  1. On the left bar menu, press Reports
  1. Scroll down to Payroll section and select Employee Census
    1. Select Status: Check ALL (Active, Inactive, Leave of Absence, and Terminated)
    2. Run Report
    3. Download Spreadsheet
      1. Check the box “Display full SSN”
    4. Download Report

Earning Rates

  1. On the left bar menu, press Reports
  1. Scroll down to Payroll section and select Current Pay Rates
    1. Will have to take screenshot of entire screen as there is no report to download

Deductions

  1. On the left bar menu, press Reports
  1. Scroll down to Payroll section and select Deductions & Contributions → Deduction History
  1. Show Deductions = Select All
  1. Adjust the date range to fit a check date.
  1. Run Report
    1. “No results” will show if there are no deductions for company
  1. Download PDF
  1. You can view details of deductions as well under the Assigned Contributions tab. Here you will see if it is Pre or Post Tax deduction.
    1. Take screenshot of page

Historical Payrolls

Contractor Payments

  1. On the left bar menu, press Reports
  1. Scroll down to 1099 Contractor section and select Contractor Payment History
    1. Contractor: All need to be checked
    2. Payment Type: All need to be checked
    3. Start Date: 1/1/CY
    4. End Date: 12/31/CY
  1. Run Report → Download Spreadsheet

Employee

  1. On the left bar menu, press Reports
  1. Scroll down to Payroll section and select Payroll Details
  1. 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)
  1. Locations: All need to be checked
  1. Employee: All need to be checked
  1. Source: All need to be checked
  1. Group By: Check
  1. Run Report → Download Spreadsheet
  1. Repeat steps 1-8 for each quarter in the current year.
🚨

Group by “Check” is the only report that will show Deductions on the report.

We are not able to import historical data as 1 lump sum. Each closed quarter HAS to be imported separately.

Company Tax Information

  1. On the left bar menu, press Settings → Payroll → Payroll Settings → Tax Settings
  1. Take screenshot of entire page
💡

Screenshots allows you to record critical Tax IDs, Rates, and more since this is not available via a downloadable report.

Tax Returns

  1. On the left bar menu, press Reports
  1. Scroll down to the Payroll Tax section and select Tax Filings
  1. Adjust the Tax Year to the most recently Closed Quarter.
  1. Click View under the Form you want to download
      • 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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