Guide to Starting Your Payroll Migration from Gusto

We're excited to be your new payroll provider. Since you've already paid workers this calendar 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 payroll@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 payroll@hellopaid.com (this is slightly harder, but you can do it!) 

Below are instructions for both.

Add us as an admin so we can download the report

Gusto

1. Sign in to Gusto as the Primary administrator.
2. Head to the Settings section.
3. Click the Gusto admins or Permissions tab—the tab title may vary by account.
4. Click Add or edit admins in the "Gusto admins" tile.
   1. On this page, you should see the names, current admin roles, and from the “Actions” column, the ability to Edit admin roles or Remove admin access.
5. Click Add new admin toward the top-right of the page.
6. Select “not an employee” and "other collaborator"
7. Enter the following details:
   1. First Name: Payroll
   2. Last name: Admin
   3. E-mail: payroll@hellopaid.com
8. Select Full Access admin
9. Scroll to the bottom of the page and click Add admin.

How to find the report yourself

If you are onboarding in the middle of a quarter, you'll need to generate a quarterly report  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- we'll need the following report for Q3 as well as individual reports Q1and Q2.

Gusto

1. Go into your gusto.com payroll account
2. On the left side, click on Reports
3. Find Summary Reports, and choose the option for Payroll Journal
4. Be sure the date range is Quarterly and select all employees. NOTE: We need a quarterly report for each completed quarter of the current year, showing YTD amounts PER QUARTER. We also need a report for EACH payrun in the current quarter.
5. Payroll Journal
   1. Select the following additional options by clicking each checkbox:
      1. Detailed employee info
      2. Detailed employment info
      3. Employee earnings breakdown by job
      4. Employer tax breakdown
      5. Employee tax breakdown
      6. Deductions and contributions
      7. Details totals
      8. Reimbursements
6. Choose Generate Report
7. Download CSV (this is the file you’ll send)
8. E-mail this report to payroll@hellopaid.com

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.
2. 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 Paid 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.