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Square: Extraction and Required Data Guide

Square: Extraction and Required Data Guide

Guide users to add Square payroll users, extract data, format files, and complete setup.

This guide walks you through how to access ADP RUN, 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.

  1. Click Save
  1. Go to the bottom-right and click Continue Setup
  1. Under Permissions, click Enable Permissions
  1. Under Primary job title, enter Accountant
  1. Leave Pay Type as None
  1. Click Finish Setup
  1. Go to Select permission set
  1. Create a new permission set.
  1. Enable Full access
  1. Click Continue
  1. Set Personal Passcode to 0000
  1. Click Save

Data Extraction Steps

Company Tax Information

Historical Payrolls

Tax Returns

Employee Demographics:

💡

Square does NOT have a report for Employee Demographics, Deductions, Withholdings, Direct deposit, Earning Rates, or Workplaces.

🗒️

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

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

Historical Payrolls:

Closed Quarter

  1. Staff → Payroll → Run Payroll → Payroll History → View All → Download reports
    1. Report Type = Employee Totals (XLSX)
    2. Pay Date Range = Run for each closed quarter
      1. Q1 (1/1 - 3/31)
      2. Q2 (4/1 - 6/30)
      3. Q3 (7/1 - 9/30)
    3. Team Members = All Team Members
  1. Click Download
  1. Reports will not have totals at the bottom. To obtain totals for balancing, you will need to complete the steps again but choose “Company Totals” instead of Employee Totals.
💡

You will have two reports per closed quarter!

  • Employee Totals
  • Company Totals

Open Quarter

🗒️

Pay Dates are not included in the payroll reports. To track check dates recorded in the Open Quarter, you must reference the Payroll History prior to downloading the reports.

  1. Staff → Payroll → Run Payroll → Payroll History → View All → Download reports
    1. Report Type = Paycheck Details (XLSX)
    2. Pay Date Range = Run for each payroll SEPARATELY
      1. Use the Check Date for Start and End, report will pull in pay period for that Check.
    3. Team Members = All Team Members
    4. Reports will not have totals at the bottom. To obtain totals for balancing, you will need to complete the steps again but choose “Company Totals” instead of Employee Totals.
💡

You will have two reports per payroll!

Company Tax Information:

  1. Staff → Payroll → Tax Info
💡

Screenshot to record critical Tax IDs, Rates, and more for setup.

Tax Returns:

  1. Staff → Payroll → Tax forms
  1. Federal Tab
    1. Preview and download each closed quarters 941 for current year.
  1. State Tab
    1. Preview and download each closed quarters specific State UI and Withholding Forms for current year (forms will differ with State).
      2.  
      • 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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