Guide to Starting Your Payroll Migration from Square Payroll

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: 

1. Add varun@hellopaid.com as an administrator in your payroll system so our team can download the reporting directly (this is the easiest!)
2. Download a report from your payroll provider and e-mail it to varun@hellopaid.com (this is slightly harder, but you can do it!) 

Add us as an admin so we can download the report

Square Payroll

1. Log in to your Square payroll account
2. Choose Staff, and then choose Payroll
3. Choose Payroll Team, and click Add Team Member.
   1. First Name: Payroll
   2. Last name: Admin
   3. Employment Type: Contractor
   4. E-mail: varun@hellopaid.com
4. Now, on the left sidebar, select Staff, then Team
5. Select the payroll admin’s profile from Team Members and click Finish Setup
6. Turn on the button for full access 
7. Set a random PIN to complete the profile setup and share this with us.

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.

1. Visit the History & Reports tab of your online Payroll Dashboard.
2. Click Payroll Reports
3. 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.
4. Click Download to download a spreadsheet
5. E-mail this report to varun@hellopaid.com
6. 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.

1. Visit the History & Reports tab of your online Payroll Dashboard
2. Click Payroll Reports
3. 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
4. Click Download to download a spreadsheet
5. E-mail this report to varun@hellopaid.com
6. 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