We're excited to be the new payroll provider for you and your workers. We classify workers as 1099 Contractors or W2 Employees. If you've already run payroll with another provider this year, we'll need to migrate the payroll data from that provider to our system before your first payroll with us.
For both active and terminated workers, this allows us to:
W2 Employee - file quarterly and annual reports with state and federal payroll tax agencies
W2 Employee - correctly calculate employee taxes based on YTD totals
W2 Employee - issue W2s in January
1099 Contractor - issue 1099s in January
Canceling Your Prior Payroll Provider
Please keep your previous payroll provider account active while the payroll data is being transferred into our system.
Do not stop running payroll with them until we tell you to stop.
Do not close the account after you stop running payroll until we tell you it's okay to close it.
You can download more payroll reports if the first batch you submitted is incomplete or are the wrong reports
You can run additional payrolls if necessary
You can confirm the treatment of unpaid payroll tax liabilities
Migration Data Option 1 | Create A User Account For Us
Create a user account for us in your payroll system so our team can download the correct payroll reports. This is the easiest option. This option is only available if you have not yet cancelled your payroll account with ADP.
Steps
Log into ADP Run (ensure you’re logging in as the account owner)
Click Settings from the vertical menu on the left side
Click Company
Click add user on the bottom corner
Add the new user as follows:
First name: Payroll
Last name: Admin
Role: Payroll Admin
Email: [email protected]
Save the user profile.
Migration Data Option 2 | Download Payroll Reports
Summary
Download a series of Payroll Reports.
We need different reports for different times of the year.
Each provider calls the reports something different and lays out the information slightly differently.
Report Contents
Broken out by each worker
Wages broken down by type (hourly, salary, commissions, etc)
Employee and employer taxes, at the federal and state level, broken down by type, for each employee
Deductions broken down by type
Employer contributions broken down by type
Terminated employees and contractors who were paid during this calendar year should be included on these reports
Current Quarter
One report per payroll run.
Include payroll runs whose check date falls within the current quarter.
Prior Quarters
One report per closed quarter.
The report should total all the payroll runs.
Include payroll runs whose check date falls within each closed quarter.
Example
Your first payroll with us is planned for pay day 8/30.
Your final payroll with the prior provider is for pay day 8/15.
So far in Q3 you've ran payroll for pay days of 7/15 and 7/31.
You've ran several payrolls each in Q1 and Q2.
We'll need 5 different payroll reports to complete the migration.
Payroll Report for Pay Day 8/15
Payroll Report for Pay Day 7/31
Payroll Report for Pay Day 7/15
Payroll Report for Q2 that totals all the payroll runs with a pay date in Q2.
Payroll Report for Q1 that totals all the payroll runs with a pay date in Q1.
Steps for Payroll Reports | ADP Run | Current Quarter
Sign in to ADP Run
Go to Reports at the left side of the page
Go to Run Single Reports,
Choose Payroll Reports
Select the Payroll Details report
Set the From and To fields to the SAME date to capture the data for that individual payroll run
Select employee set to All
Click View report and then Download and choose Download as Excel-New
Repeat Step 5 for each individual payroll from the current quarter
E-mail this report to [email protected]
See the ADP Run - onboarding with payrolls in past quarters during current calendar year section, here in this article, if you have processed payrolls in past quarters as well
Steps for Payroll Reports | ADP Run | Prior Quarters
Sign in to ADP Run
Go to Reports at the left side of the page
Go to Run Single Reports,
Choose Payroll Reports
Select the Payroll Details report
Set the From to the first payroll date of Q1 and To to the last payroll date of Q1 to capture the data for all of Q1.
Select employee set to All
Click View report and then Download and choose Download as Excel-New
Repeat Step 5 for each past quarter of the current year
Save this report [email protected]
Migration Timeline for Weekly Payroll Employers
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.