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Paycor: Extract and Required Data Guide

Paycor: Extract and Required Data Guide

Guide users to access Paycor, extract, format, and upload required employee and payroll data.

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

Overview Checklist

Access

Data Extraction

Data Formatting

 

Access Walkthrough

  1. Log into your Paycor account
  1. Menu on the left, navigate to Company
  1. Select User Access → Access & Registration
  1. At the top right, click + External User
  1. Enter the following:
    1. First Name: Payroll
    2. Last Name: Setup
    3. Email Address: setup@checkhq.com
🚨

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

  1. Send invite
  1. Go back to Access & Registration and select the user profile you just created
  1. Ensure the following boxes are checked under “What Can I Do”
    1. Company Administrator
    2. Employee Administrator
    3. HR Administrator
    4. Payroll Administrator
    5. Reporting Administrator
  1. Make sure the “Who I Can Affect” is listed as everyone
  1. SAVE
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When accepting the invite it will ask you for a phone number to setup 2FA. Click remind me later. Otherwise, it puts you in a loop and you cant get past that screen.

 

Data Extraction Steps

Employee Demographics

Direct Deposit

Historical Payrolls

Company Tax Information

Tax Returns

Employee Demographics

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If your login has access to Multi-Client custom reports can be used over and over as its a Template saved at the User level. No reason to keep creating new custom reports each time.

To pull a report with employee demographic information (includes earnings rates and workplaces)

  1. At the top-left, click the Hamburger Icon (three horizontal bars) → Reports → Custom Reports
  1. Click the Custom Template tab → If no preexisting report, click New Template
    1. Template Name: Employee Demographics
    2. Type: Pay Detail - Distributed Only
  1. Save & Continue
  1. Select the following to build the report:
    1. Employee → Personal Information
      1. First Name
      2. Middle Name
      3. Last Name
      4. Address 1
      5. Address 2
      6. City
      7. State
      8. Zip Code
      9. Birth Date
      10. SSN
      11. Home Email
    2. Employee → Employment Information
      1. Hire Date
      2. Status
      3. Termination Date
      4. Work email
    3. Employee → Compensation
      1. Hourly Rate
      2. Rate #1 Pay Rate
      3. Rate #1 Rate Type
      4. Salary Type
        1. Include additional rates, if applicable to your client.
    4. Employee → Employee Tax
      1. Select All Boxes
    5. Employee → Location Current
      1. Work Location
    6. Pay Detail → Current tab → Distributed Deductions
      1. Select All the boxes
  1. Done → Save & Continue
  1. Client Filters → Select the correct company (if multiple accounts under one login)
  1. Employee Filters → Select to show paid employees only
  1. Run Report
  1. Download

Direct Deposits

  1. At the top-left, click the Hamburger Icon (three horizontal bars) → Reports → Custom Reports
  1. Click the Custom Template tab → If no preexisting report, click New Template
    1. Template Name: Direct Deposit
    2. Type: Bank/Direct Deposit
  1. Save & Continue
  1. Select the following to build the report:
    1. Employee → Personal Information
      1. First Name
      2. Middle Name
      3. Last Name
    2. Employee → Direct Deposit
      1. Bank Account Number
      2. Bank Account Type
      3. Bank Name
      4. Bank Routing Number
      5. Direct Deposit Amount
      6. Account Description
    3. Done → Save & Continue
    4. Client Filters → Select the correct company (if multiple accounts under one login)
    5. Employee Filters → Select to show paid employees only
      1. (If under a multi-client accounts) Employee Filters → Value = Active
    6. Run Report
    7. Download

Historical Payrolls

The steps below are creating a custom payroll detail that will contain payroll data for each employee paid in the set date range.

Closed Quarter

  1. At the top-left, click the Hamburger Icon (three horizontal bars) → Reports → Custom Reports
  1. Click the Custom Template tab → If no preexisting report, click New Template
    1. Template Name: Historical Payroll Reports
    2. Type: Pay Detail - Distributed Only
  1. Save & Continue
  1. Select the following to build the report:
    1. Employee → Personal Information
      1. Full Name
    2. Pay Detail → Distributed Earnings → Current Tab
      1. Select All the boxes
    3. Pay Detail → Distributed Deductions → Current tab
      1. Select All the boxes
    4. Pay Detail →Distributed Taxes → Current tab
      1. Select All the boxes
    5. Pay Detail → Check Summary → Current tab
      1. Gross Wages
      2. Net Amount
      3. Total Deductions
      4. Total Hours
      5. Total Tax Withholdings
  1. Done → Save & Continue
  1. Client Filters → Select the correct company (if multiple accounts under one login)
  1. Check Date
    1. Date Range (Enter date range needed)
      1. Q1 (1/1 - 3/31)
      2. Q2 (4/1 - 6/30)
      3. Q3 (7/1 - 9/30)
  1. Employee Filters → Select to show paid employees only
  1. Run Report
  1. Download

Open Quarter

  1. At the top-left, click the Hamburger Icon (three horizontal bars) → Reports → Custom Reports
  1. Click the Custom Template tab → If no preexisting report, click New Template
    1. Template Name: Historical Payroll Reports
    2. Type: Pay Detail - Distributed Only
  1. Save & Continue
  1. Select the following to build the report:
    1. Employee → Personal Information
      1. Full Name
    2. Pay Detail → Distributed Earnings → Current Tab
      1. Select All the boxes
    3. Pay Detail → Distributed Deductions → Current tab
      1. Select All the boxes
    4. Pay Detail →Distributed Taxes → Current tab
      1. Select All the boxes
    5. Pay Detail → Check Summary → Current tab
      1. Check Date
      2. Gross Wages
      3. Net Amount
      4. Total Deductions
      5. Total Hours
      6. Total Tax Withholdings
      7. Period End Date
  1. Done → Save & Continue
  1. Client Filters → Select the correct company (if multiple accounts under one login)
  1. Check Date
    1. Date Range (Enter date range needed)
      1. Q1 (1/1 - 3/31)
      2. Q2 (4/1 - 6/30)
      3. Q3 (7/1 - 9/30)
      4. Q4 (10/1 - 12/30)
  1. Employee Filters → Select to show paid employees only
  1. Run Report
  1. Download

Historical Payrolls Continued

The steps below use an existing Payroll Report that contains totals by check date or by applicable quarter. You’ll use this file alongside the previously custom historical report.

🚨

Retrieve the Payroll Journal (Classic Format), not the Payroll Journal.

  1. At the top-left, click the Hamburger Icon (three horizontal bars) → Reports → Custom Reports
  1. Standard Templates tab → Payroll Journal (Classic Format)
  1. Select per pay period to balance back to your previously created custom reports.
  1. Client Filters → Select the correct company (if multiple accounts under one login)
  1. Date Filters
    1. Check Date → Date Range (Enter date range needed)
      1. Q1 (1/1 - 3/31)
      2. Q2 (4/1 - 6/30)
      3. Q3 (7/1 - 9/30)
      4. Q4 (10/1 - 12/30)
  1. Save & Continue → Export Options: Excel 2007
  1. Run Report
  1. Download
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You will have two reports per Quarter/Payroll!

  • Custom Payroll Reports
  • Payroll Journal (classic Format)

Pay Code Taxability (Earnings, Deductions, Taxes)

  1. At the top-left, click in the Hamburger Icon (three horizontal bars) → Pay → Pay Settings → (Select) Earnings or Deductions
    1. Scroll through the list and locate your specific code
  1. Earnings
    1. Click into the Global tab of each code to view the Tax Category or taxability of the code
    2. Memo Calculations are internal tracking entries to record payroll-related data that doesn’t affect payment or withholding. The Check system does not currently support memo calculations. These entries cannot be migrated; any memo amounts will need to be tracked separately outside of the Check system.
  1. Deductions
    1. Click into the Global tab of each code to view the Tax Category or taxability of the code

Company Tax Information

  1. At the top-left, click in the Hamburger Icon (three horizontal bars) → Pay → Pay Settings → Taxes
  1. Click into the desired tax authority
  1. Click on Tax Code & Description highlighted in blue
  1. Take screenshots
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Screenshots allow you to record critical Tax IDs, Rates, and more, since these are not available in a downloadable report.

Tax Returns

  1. There are no documents to pull. The client will need to provide.
      • If starting in Q1, provide the prior quarter's return (Q3 or Q4) to confirm tax information.
      • If starting mid-year, provide the return for every closed quarter in the current year.
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Obtaining closed quarter(s) tax filings is required and will allow you to tie out each quarter in the current year 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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