Guide to Starting Your Payroll Migration from Paychex

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.

Here is the easiest way to provide us with your payroll data: 

1. Download a report from your payroll provider and e-mail it to payroll@hellopaid.com

Below are instructions.

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 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

How to find the report yourself

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 showing year-to-date totals 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.

Paychex Flex Payroll

1. Sign in to Paychex payroll
2. Navigate to Analytics & Reports
3. Navigate to the Quick Reports section on the main dashboard
4. Click view all reports
5. Download SUI return
6. Click on Payroll Journal
7. Click on Create Report

1. For every pay run that was processed during the period of time that you are pulling reports for, you must download a separate payroll journal for each employee, for each pay date in that date range
   1. Note: it is imperative that these payroll journals are downloaded for each employee separately, for each distinct pay run to ensure that the proper tax amounts are displayed

1. Finally, download one last Payroll Journal that includes the entire date range, and all employees by following these steps:
   1. Navigate to "analytics & reports" > "View all reports" > "Payroll Journal"
   2. Set the "Date Rangeˮ parameter to ‘Current Yearʼ
   3. Set the employee parameter to ʼAll employeesʼ
   4. Run and download the report 
2. Email the reports to us at payroll@hellopaid.com