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RASI (Back Office): Extraction and Required Data Guide

RASI (Back Office): Extraction and Required Data Guide

Guide users to access RASI, extract, format, and upload payroll data efficiently.

This guide walks you through how to access RASI, 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 Square using Owner or Admin credentials.
  1. Go to Team on the Dashboard.
  1. Click Team Member
  1. Create a new Team Member by entering the following details:
      • Name: Payroll Setup
      • Phone Number: 856-830-6462
🚨

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

Data Extraction Steps

Employee Demographics

Historical Payrolls

Tax Returns

Employee Demographics:

🚨

RASI does NOT reveal full SSN or provide Direct Deposit, Withholdings, Earning Rates, or Workplaces.

Employee Demographics can be completed in two ways when migrating from Back Office.

  • Onboarding Links (most efficient and timely)
  • Manual Entry (manually enter each employee or use import templates)
  1. Across the top click on Report Center → Financial Reports
  1. Click on the Payroll Tab
  1. Under Payroll Reports → Employee Information
    1. Division or Unit Selector: Select company you are puling reports for
    2. Reporting Year: Select current year
    3. Start Date and End Date: Select most current period
    4. Employee Filter: All
    5. Hourly/Salary: All
    6. Select Employee: All
  1. Run
  1. New tab will open
    1. Click on the Disk dropdown
    2. Download in Excel

Historical Payrolls:

Closed Quarter

  1. Across the top click on Report Center → Financial Reports
  1. Click on the Payroll Tab
  1. Under Payroll History → Summary
  1. Select Dates: Select the date range for each closed quarter
    1. Q1 (1/1 - 3/31)
    2. Q2 (4/1 - 6/30)
    3. Q3 (7/1 - 9/30)
  1. Do not adjust anything under “Or Select Period” section
  1. Click Run
  1. New tab will open
    1. The report only downloads as a PDF

Open Quarter

  1. Across the top click on Report Center → Financial Reports
  1. Click on the Payroll Tab
  1. Under Payroll Check Registers → Check Registers
    1. Run report for each individual check date
  1. Click Run
  1. New tab will open
    1. The report only downloads as a PDF
🚨

Employer taxes are not provided on any of the Payroll reports. Due to this, it is recommended that a start date be for a clean year start or quarter start.

Please note that without ER tax calculations, employer tax liabilities, accruals, and total payroll cost reporting may be incomplete or inaccurate. This may also impact downstream reconciliation and reporting.

Tax Returns:

  1. Across the top click on Report Center → Financial Reports
  1. Click on the Payroll Tab
  1. Under Payroll Reports → Payroll Tax Reports
  1. Select Federal Tax Summary (Form 941)
    1. Reporting Year: Select current year
    2. Quarter: Select the closed quarter
    3. Tax Form Type: Both
  • 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.
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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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