Overview Checklist

Access

Data Extraction

Data Formatting

Access Walkthrough

1. Log in as the Company Administrator on the Paylocity account.

2. Navigate to Company → User Access → User Accounts

3. Select Add Non-Employee

4. Check the box next to Enabled.
1. The Enabled checkbox allows users access to HR & Payroll

5. Select the user’s Security Group as Company Administrator from the dropdown menu.

6. Enable Primary Contact

7. Enter the User ID
1. User ID cannot be modified once saved
🚨

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

8. User’s Information:
1. First Name → Payroll
2. Last Name → Setup
3. Email → setup@checkhq.com
4. Work Phone: 856-830-6462

9. Under Notifications → Email Preferences, select Work Email

10. Enter the User Name

11. Company Administrators have access to complete the following:
• Change Password boxes activate, this requires user to change the temporary password after logging in.
• Enter a temporary password.
• Enter the password a second time in the Confirm Password field.

Employee Demographics

1. Navigate to Reports & Analytics → Reporting

2. On the right, Create Report → Dynamic

3. Search for Employee Record Information → Start Building

4. Under the Fields tab:
1. Employee Current Demographics subcategory
1. Employee ID
2. First Name
3. Middle Name
4. Last Name
5. Birth Date
6. Social Security Number
2. Employee Contact Information subcategory
1. Home Address 1
2. Home Address 2
3. Home City
4. Home State
5. Home Zip Code
6. Personal Email
7. Work Location Name (or Work location Address)
8. Work Address 1
9. Work Address 2
3. Employee Pay Rate Information subcategory
1. Annual Salary
2. Base Rate
3. Pay Rate Start Date
4. Pay Rate Notes
5. Pay Type Code
4. Employee Status subcategory
1. Employee Status Code
2. Employee Status Description
3. Hire Date
4. Termination Date

5. Click the Filters tab
1. Search Employee Status Code
1. or under the Employee Status subcategory → Employee Status Code
2. Employee Status Code → Equals → Select All

6. Continue to the Report tab
1. Toggle “Show Private Data” on to unmask the SSN and DOB

7. Save → Save As
1. Report Name: Employee Demographics
2. Default Export: XLSX
3. Sharing Status: Only You
4. Save

8. Export → Excel → Download Report

Workplaces

1. Navigate to Configuration → Company Setup → General tab → Locations

2. Take a screenshot of the page

Direct Deposit

1. Navigate to Reports & Analytics → Reporting

2. Search for Direct Deposit Setup report (Standard)

3. Under the Filters tab:
1. Employee Status: Active and Leave of Absence

4. Export (top right)
1. Export Name: Direct Deposit
2. Export Type: Excel 2007+ (xlsx)
3. Run → Download Report

Withholdings

1. Navigate to Reports & Analytics → Reporting

2. On the right, Create Report → Dynamic

3. Search for Employee Tax report → Start Building

4. Under the Fields tab:
1. Employee Tax Demographics subcategory
1. Select ALL
2. Employee Current Demographics subcategory
1. First Name
2. Middle Name
3. Last Name

5. Continue to the Filters tab
1. Search for Employee Status Description (or Employee Status subcategory → Employee Status Description)
1. Employee Status Description: Equals → Active and Leave of Absence
2. Search for Tax Code Description (or Employee Tax Demographics subcategory → Tax Code Description)
1. Tax Code Description: Equals → Federal Income Tax & SITW [for all applicable states]

6. Save → Save As
1. Report Name: Employee Withholdings
2. Default Export: XLSX (Excel)
3. Sharing Status: Only You
4. Save

7. Export → Excel → Download Report

Deductions

1. Navigate to Reports & Analytics → Reporting

2. Create Report → Dynamic

3. Search: Employee Deductions report → Start Building

4. Under the Fields tab:
1. Employee Current Demographics subcategory
1. First Name
2. Middle Name
3. Last Name
2. Employee Deductions subcategory
1. Select All

5. Continue to the Filters tab
1. Search: Employee Status Description (or Employee Status subcategory→ Employee Status Description)
1. Employee Status Description: Equals → Active and Leave of Absence

6. Save → Save As
1. Report Name: Employee Withholdings
2. Default Export: XLSX (Excel)
3. Sharing Status: Only You
4. Save

7. Export → Excel → Download Report

Benefits

1. Navigate to Reports & Analytics → Reporting

2. Search for Employee Recurring Benefits (standard)

3. Under the Filters tab
1. Employee Filters:
1. Employee Status: Active and Leave of Absence
2. Additional Filters
1. Earnings: Remove the None selection
2. Sort Order: Employee Name

4. Select Export
1. Export Name: Employee Benefits
2. Export Type: Excel 2007+ (xlsx)
3. Run → Download Report

Historical Payrolls

1. Navigate to Reports & Analytics → Reporting → Create Report → Dynamic

2. Locate Paycheck Detail → Start Building

3. Under the Fields tab:
1. Employee Current Demographics subcategory
1. Employee Id
2. First Name
3. Last Name
2. Paycheck Details subcategory
1. Code
2. Type
3. Hours
4. Amount
5. Taxable Wages [optional]
6. Rate [optional]
7. Is Employer Paid [optional]
3. Paycheck Summary subcategory
1. Gross Pay [optional]
2. Net Pay [optional]

4. Continue to the Groups tab
1. Click “+ Group By” located under the Actions column for the following items:
1. Employee ID
2. Type
3. Code
2. Adjust the following fields from the Totals column:
1. Hours = Sum
2. Amount = Sum
3. Taxable Wages = Sum
4. Gross Pay = Sum
5. Net Pay = Sum
3. Leave the other fields as Not Aggregating or Value

5. Continue to the Filters tab
1. Search: Is Memo (or Paycheck detail subcategory → Is Memo)
1. Is Memo: Equals → NO
2. Search: Check Date (or Paycheck Summary → Check Date)
1. Filter for the range of dates related to the relevant 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)
3. Save → Save As
4. Report Name: Qtr X Paycheck Detail (replace x with relevant quarter)
5. Default Export: XLSX (Excel)
6. Sharing Status: Only You
7. Save

6. Export → CSV → Download Report

1. Navigate to Reports & Analytics → Reporting

2. Search for Payroll Register with ER Taxes (standard)

3. Select the Appropriate Quarter or enter a date range for the 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)

4. Export
1. Export Name: Qtr X Payroll Register with ER taxes (replace x with relevant quarter)
2. Export Type: PDF
3. Sort Order: Name
4. Display Employees without Data: Uncheck Box

5. Run → Download

1. Navigate to Reports & Analytics → Reporting → Create Report → Dynamic

2. Locate Paycheck Detail → Start Building

3. Under the Fields tab:
1. Employee Current Demographics subcategory
1. Employee Id
2. First Name
3. Last Name
2. Paycheck Details subcategory
1. Code
2. Type
3. Hours
4. Amount
5. Taxable Wages [optional]
6. Rate [optional]
7. Is Employer Paid [optional]
3. Paycheck Summary subcategory
1. Pay Period Begin
2. Pay Period End
3. Check Date
4. Gross Pay [optional]
5. Net Pay [optional]

4. Continue to the Filters tab
1. Search: Is Memo (or Paycheck detail subcategory → Is Memo)
1. Is Memo: Equals → NO
2. Search: Check Date (or Paycheck Summary → Check Date)
1. Filter for the range of dates related to the relevant 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)
3. Save → Save As
4. Report Name: Qtr X Paycheck Detail (replace x with relevant quarter)
5. Default Export: XLSX (Excel)
6. Sharing Status: Only You
7. Save

5. Export → CSV → Download Report

1. Navigate to Reports & Analytics → Reporting

2. Search for Payroll Register with ER Taxes (standard)

3. Select the Appropriate Quarter or enter a date range for the 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)

4. Export
1. Export Name: Qtr X Payroll Register with ER taxes (replace x with relevant quarter)
2. Export Type: PDF
3. Sort Order: Name
4. Display Employees without Data: Uncheck Box

5. Run → Download

Company Tax Information:

1. Navigate to Configuration → Client Taxes

2. Select Federal
1. Take a screenshot
2. Taking note of the FEIN

3. Select [each] State
1. Take a screenshot
2. Taking note of the Tax IDs and Tax Rates

Tax Returns:

1. Navigate to Reports & Analytics → Quarter & Year End

2. Click on the report, Quarter End Report, for the relevant year and quarter(s)
1. A new window will open.
2. Download and Save as a PDF
1. Complete these steps for each closed quarter in the current year
2. If the client is starting in Q1, pull a prior closed quarter return (Q4) to confirm tax information.

Data Formatting