We're excited to be your new payroll provider. Since you've already paid workers this calendar year with another payroll provider, we need this payroll information to migrate it into our system. We must migrate this information; otherwise, worker tax payments and reporting could be wrong, which is not good.
You can keep your account with your previous payroll provider active while the payroll data is being transferred into our system. This will ensure that you can continue to download reports or if necessary, run an additional payroll.
There are two easy ways to provide us with your payroll data:
Add [email protected] as an administrator in your payroll system so our team can download the reporting directly (this is the easiest!)
Download a report from your payroll provider and e-mail it to [email protected] (this is slightly harder, but you can do it!)
Add us as an admin so we can download the report
Other Providers
Generally, you’ll want to add us as an administrator to your account with full access, and many systems follow steps similar to the above. If your provider is not listed here and you can’t find a place to add a user, email us, and we will help!
Other Systems or a CPA
If you are onboarding in the middle of a quarter, you'll need to generate a report for each past payroll run in the current quarter along with reports for each closed quarter.
Example: Joining us with a first payroll date of 8/30 and have processed payroll during Q3 with check dates of 7/15, 7/31, and 8/15 - we'll need the following report for each of those check dates in Q3 as well as a report for Q1 totals and Q2 totals.
We need a detailed payroll journal report that includes the following broken down by pay date and by each worker:
Wages broken down by type (hourly, salary, commissions, etc)
Both employee and employer taxes broken down by type
Please note: Paystubs don’t always show employer taxes so they may not be usable
Deductions broken down by type
Employer contributions broken down by type
Pay period for each check date
A year-to-date report for all the payrolls run in the calendar year
Download this as a CSV or PDF
The names of the reports may vary based on the payroll provider.
Payroll Details Report
Employee Earnings Records
Payroll Summary Report
Check History Detail
Payroll Registry Report
Things to note:
Terminated employees and contractors who were paid during this calendar year should be included in these reports
Reports should include both state and federal tax amounts for employees
Contractor only migrations
If there are no employee wages to report and only 1099 contractor payments, please provide the following:
Check dates and associated pay periods
Payment amounts by type (service commission, tips, etc)
Download this as a CSV or PDF
For employers who have a weekly pay group:
1. Submit Initial Data:
Send us all the data you have accumulated so far for the calendar year. This will enable us to start the implementation process on our end.Provide Final Payroll Run Data:
Share the data from the final weekly payroll run with us.
Example timeline:
An employer runs payroll every Monday for a Friday check date. Send Salsa all payroll information except for the current week's payroll. We'll get started on the payroll migration. Once the employer runs their final weekly payroll, send us the payroll journal no later than Friday to get the final weekly payroll migrated so the employer can run their first payroll the next week
Please feel free to reach out at the green circle in the bottom right-hand corner of the screen, email us at [email protected], or schedule a call with us.