How to share worker payment history – Paid

We collect prior payroll history from the current calendar year for every worker in order to accurately calculate paychecks that are created in our system. We also need that information in order to prepare and file payroll tax returns.

Kicking Off the Implementation

Prior to starting an implementation for an onboarding employer, please make sure the items below are completed:

All workers (including terminated workers) have a worker profile
- The easiest way to ensure all worker profiles are created is to download the full year to date payroll report and cross-reference the worker list Paid
Pay types have been added to the employer’s profile
Benefits, Time off policies, and deductions have been added to the employer’s profile
Confirmation of the employer’s pay group and desired first payroll run date based on their payment lead time [two day vs four day]

Please note: The desired first payroll run date should be at least five business days out from the date we receive all historical payroll data.

Required Reports and Data for Implementation

Payroll History Reports

The time of year an employer is transferring their payroll over will determine what check dates or date range of reports they need to provide:

Joining in Q1	Payroll by payroll breakdown per employee of wages, employee taxes, employer taxes, and benefits/deductions for all payrolls processed so far in Q1
Joining in Q2	Quarterly totals for Q1 per employee that includes wages, employee taxes, employer taxes, and benefits/deductions Payroll by payroll breakdown per employee of wages, employee taxes, employer taxes, and benefits/deductions for all payrolls processed so far in Q2
Joining in Q3	Quarterly totals for Q1 per employee that includes wages, employee taxes, employer taxes, and benefits/deductions Quarterly totals for Q2 per employee that includes wages, employee taxes, employer taxes, and benefits/deductions Payroll by payroll breakdown per employee of wages, employee taxes, employer taxes, and benefits/deductions for all payrolls processed so far in Q3
Joining in Q4	Quarterly totals for Q1 per employee that includes wages, employee taxes, employer taxes, and benefits/deductions Quarterly totals for Q2 per employee that includes wages, employee taxes, employer taxes, and benefits/deductions Quarterly totals for Q3 per employee that includes wages, employee taxes, employer taxes, and benefits/deductions Payroll by payroll breakdown per employee of wages, employee taxes, employer taxes, and benefits/deductions for all payrolls processed so far in Q4

Required Data for the above Payroll History Reports

Each payroll report for Check Dates and Date Ranges need to include the following:

Check Date/Date Range	Check Date for the individual payroll runs of the current quarter Ex. 10/15, 10/31, etc. Date Ranges for the past quarters Q1: 1/1-3/31 Q2: 4/1-6/30 Q3: 7/1-9/30
Employees	Please ensure all employees, active and/or terminated, that were paid in the current calendar year are included in the reports
Wages	Please ensure the wages are broken out by specific compensation types Ex. Hourly, Salary, Tips, Bonus, Commission, etc.
Employee (EE) Taxes	Please ensure the amounts are broken out by each individual employee tax for each employee Ex. Federal Income Tax, State Income Tax, Social Security, Medicare, etc.
Employer (ER) Taxes	Please ensure the amounts are broken out by each individual employer tax for each employee Ex. Federal Unemployment Insurance (FUTA), State Unemployment Insurance (SUI), Social Security, Medicare, etc.
Benefits/Deductions (and contributions)	Please ensure the amounts are broken out by each individual benefit and/or deduction Ex. Child Support, 401K, Roth 401K, Pre-tax Medical Insurance, Post-tax AFLAC, etc. NOTE: Please confirm and identify which benefits are pre-tax vs post-tax

Below is an example of a report that includes the required details of an employee's wages along with employee + employer taxes.

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Requesting an Implementation

Once all the items above have been completed and the required reports are reviewed to ensure they include the required data, send an email to payroll@hellopaid.com with the information below:

Employer’s pay group and desired first payroll run date (that is at least 5+ business days out)
Attachments of the required reports
Any additional or clarifying information

Please don't hesitate to contact our Support team if you have any questions!