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Find Payroll History From Your Previous Provider

If you are switching payroll services midyear, Square Payroll requires an earnings report from you. The earnings report should include every paystub from this year for all current and former W-2 employees with the following details:

  • Pay date
  • Gross Pay
  • Federal Income taxes withheld
  • FICA/Social Security
  • Medicare
  • Any applicable state taxes
  • Any deductions (pretax, post-tax and garnishments) withheld from employees

This information is required to ensure accurate tax withholding and reporting for current and past employees added to Square Payroll. You will need to upload this report to your payroll dashboard. If you need help locating this, you should be able to ask your prior provider for directions on how to pull this report, or you can contact us for further assistance.

If you are transitioning to Square Payroll from one of the providers below, review the steps to locate your employees’ earnings report.

Intuit Payroll and Quickbooks Online Payroll

  1. Sign in to your Intuit Payroll or Quickbooks Online Payroll account online.
  2. Click Reports.
  3. Under Employee Reports or Payroll, select Payroll Details.
  4. For the date range, select This Year.
  5. Under Employee, select All Employees.
  6. Click Update Report or Run Report.
  7. Each employees’ year-to-date gross pay is listed under the column Total Pay.
  8. To view this information in a spreadsheet and to save it for your records, click View in Excel or in the drop-down under Share, click Export to Excel. An Excel spreadsheet will download to your computer.

For additional details on navigating your Intuit Payroll or Quickbooks Online Payroll accounts, contact Intuit Support.

Once you download your report, review for the following:

  1. Find all current and former W-2 employees.
  2. Include every paystub from this year.
  3. Check for gross pay.
  4. Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  5. Check for state taxes.
  6. Check for deductions (i.e. 401k, Medical).
“Intuit

RUN Payroll Powered by ADP

  1. Sign in to RUN Payroll.
  2. Hover over Reports in the top-center of the page.
  3. Under Payroll, select Earnings Record.
  4. In the top-left, set the year to the current year.
  5. In the “Check dates from:” field, select the date of this year’s first payroll.
  6. In the “to:” field, select the date of the last payroll completed.
  7. Select All in the Employee field, and click Refresh.
  8. Find each employees’ year-to-date gross pay (column: Gross, row: Employee Totals). Employees are listed in alphabetical order by last name.

If you have further questions about locating this information in your RUN Payroll account, visit ADP Support

Once you pull your report, review for the following:

  1. Find all current and former W-2 employees.
  2. Include every paystub from this year.
  3. Check for gross pay.
  4. Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  5. Check for state taxes.
  6. Check for deductions (i.e. 401k, Medical).
ADP Earnings Report

Paychex

  1. Sign in to your Paychex Payroll account.
  2. Click Get Employee Earnings Record at the top of the page. 
  3. From here, scroll to the right side of the Reports page and locate Custom Options
  4. Under Custom Options, find Select Employee(s):, and click All Employees.
  5. Beneath Choose Dates, select Current Calendar Year.
  6. Under Report Totals, click “Employee and Company” and then click Show Summed Amounts.
  7. Run the report.
  8. Locate Employee Earnings Record Report Results near the bottom of the page, and click PDF to the right of your most current report.
  9. Find each employees’ year-to-date gross pay.

For more information, visit Paychex Support.

Once you download your report, review for the following:

  1. Find all current and former W-2 employees.
  2. Include every paystub from this year.
  3. Check for gross pay.
  4. Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  5. Check for state taxes.
  6. Check for deductions (i.e. 401k, Medical).
“Paychex

Gusto

  1. Login to your Gusto payroll account.
  2. Click Reports on the left hand side of the page.
  3. Click Payroll Journal under Reports on the bottom of the page.
  4. Select Advanced to customize the report.
  5. Make sure the report group is by Employee and all checkboxes are checked.
  6. Click Generate.
  7. Once the report is loaded, click Download PDF.

For more information, visit Gusto Support.

SurePayroll

  1. Sign in to your SurePayroll account.
  2. Click Reports at the top of the page.
  3. Scroll to the left side of the Reports page and click on the Payroll Summary option beneath Payroll Reports.
  4. Select Current Calendar Year, and select your First Check Date in the current year, and then click Update Report.
  5. Click the XLS button on the right side to download the file.
  6. Repeat the steps for all other check dates.

For more information, visit SurePayroll Support.

Once you download your report, review for the following:

  1. Find all current and former W-2 employees.
  2. Include every paystub from this year.
  3. Check for gross pay.
  4. Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  5. Check for state taxes.
  6. Check for deductions (i.e. 401k, Medical).
“Paychex

Heartland Payroll

  1. Sign in to your Heartland Payroll account.
  2. Click Reporting on the left hand side
  3. Scroll down and click on Date Range Reports.
  4. Under Date Range Reports Page, click Check History Detail.
  5. In the From date: field, select the date of this year’s first payroll.
  6. In the To date: field, select the date of the last payroll completed.
  7. Select Pay Date in the Date Type field.
  8. Select Excel or PDF as the format and click Run Report.
  9. Click the Download button on the top right to download the file.

For more information, visit Heartland Payroll Support.

Once you download your report, review for the following:

  1. Find all current and former W-2 employees.
  2. Include every paystub from this year.
  3. Check for gross pay.
  4. Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  5. Check for state taxes.
  6. Check for deductions (i.e. 401k, Medical).
“Paychex

Accountant/Other Provider

If you are coming from an accountant, or another payroll service not listed in this article, please ask them to provide a report in either Excel or pdf that includes every paystub from this year for all current and former W-2 employees with the following details:

  • Pay date
  • Gross Pay
  • Federal Income taxes withheld
  • FICA/Social Security
  • Medicare
  • Any applicable state taxes
  • Any deductions (pretax, post-tax and garnishments) withheld from employees
Learn more about: Payroll

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