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Guide to Starting Your Payroll Migration from ADP Run
Guide to Starting Your Payroll Migration from ADP Run

Payroll migration, payroll transition, ADP payroll transition, ADP payroll migration

Isabelle Talkington avatar
Written by Isabelle Talkington
Updated over 2 months ago

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

  1. Log into ADP Run (ensure you’re logging in as the account owner)

  2. Click Settings from the vertical menu on the left side

  3. Click Company

  4. Click add user on the bottom corner

  5. Add the new user as follows:

  6. 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.

    1. Payroll Report for Pay Day 8/15

    2. Payroll Report for Pay Day 7/31

    3. Payroll Report for Pay Day 7/15

    4. Payroll Report for Q2 that totals all the payroll runs with a pay date in Q2.

    5. Payroll Report for Q1 that totals all the payroll runs with a pay date in Q1.

Steps for Payroll Reports | ADP Run | Current Quarter

  1. Sign in to ADP Run

  2. Go to Reports at the left side of the page

  3. Go to Run Single Reports,

  4. Choose Payroll Reports

  5. 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

  6. Repeat Step 5 for each individual payroll from the current quarter

  7. E-mail this report to [email protected]

  8. 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

  1. Sign in to ADP Run

  2. Go to Reports at the left side of the page

  3. Go to Run Single Reports,

  4. Choose Payroll Reports

  5. 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

  6. Repeat Step 5 for each past quarter of the current year

  7. 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.

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