We're excited to be your new payroll provider. Since you've already paid workers this 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
Square Payroll - Payroll Admin Access
There are three parts to Square's process for adding a Payroll Admin User.
Permission Set - Make sure to have or create a Permission Set that includes Payroll.
Authorized Representative - Make our Team Member profile an Authorized Representative.
We've tried to make the Team Member and Authorized Representative steps more streamlined here for you to follow. When in doubt, reference the articles above.
Log in to your Square payroll account
First, you'll need to add a new team member. On your dashboard, click Staff, select Team and then Team members.
Click the + Team member
Enter in the team member information
First Name: Payroll (required field)
Last name: Admin (required field)
E-mail: [email protected] (required field)
Phone: (can be left blank)
Team member ID: (can be left blank)
Click Next
Next, you can add the team member as an authorized representative in your Square Dashboard.
Go to Settings, then Account & Settings then select Business Information, then Business security.
Click Assign Authorized Representative and select the Payroll Admin team member you just created.
Select the locations the Payroll Admin team member can view. If you have multiple locations, select all locations.
Click Save
How to find the report yourself
Square Payroll - onboarding mid-quarter
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.
Visit the History & Reports tab of your online Payroll Dashboard.
Click Payroll Reports
Run the Paycheck Details report for first date of the current quarter to the check date of your last payroll processed in Square. Make sure all employees are selected.
Note: Runs will not appear in reports until the deadline to cancel the run has passed. We need ALL individual payrolls in the current quarter so please ensure your most recent payroll(s) are included in this report.
If recent payroll(s) aren't showing on the report yet, you can go ahead and send us the current report so we can get started on the migration. Once the recent payrolls are populating on this report you must send us the updated report as soon as possible so we can complete your implementation.
Click Download to download a spreadsheet
E-mail this report to [email protected]
See the Square Payroll - generating quarterly reports for past quarters during current calendar year section, here in this article, if you have processed payrolls in past quarters as well
Square Payroll - generating quarterly reports for past quarters during current calendar year
If you're onboarding in Q2, Q3, or Q4 and have processed payroll in past quarters of the current calendar year.
Example: Joining in Q3 - you will need to provide the following report for both Q1 and Q2.
Visit the History & Reports tab of your online Payroll Dashboard
Click Payroll Reports
Run the Employee Totals report for each past quarter of the current year.
Q1: 1/1 - 3/31
Q2 4/1 - 6/30
Q3 7/1-9/30
Click Download to download a spreadsheet
E-mail this report to [email protected]
See above in the Square Payroll - onboarding mid-quarter section, here in this article, if you have processed payrolls in the current quarter as well
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
Worker Type
| Data we need from you |
W2 Employee |
|
1099 Contractor |
|
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.