When you are beginning with Fingercheck, we need to understand whether if this is a new business venture or a pre-existing business that is transitioning from another payroll provider.
Note: If you are starting with Fingercheck at the beginning of the year, or if you are a new company processing payroll for the first time, you do not need to provide us with a year-to-date earnings report.
What is required in your Year-to-Date (YTD) Earnings report
If you’re switching to us in the middle of the year, please provide us with a Year-to-Date Earnings report in PDF format. This helps facilitate your processing payroll with us and so that we can provide you with yearly tax forms (such as Form 940, W3, and others). Some details we will need from you are:
Pay Dates
Gross Pay (broken down by earning code)
Federal Income taxes withheld
FICA (Social Security and Medicare)
Any applicable State and Local taxes
Any deductions (pretax, post-tax, and garnishments) that are withheld from employees
The YTD report needs to include all active, inactive, and terminated employees that were paid throughout the year.
In addition to the YTD earnings report, we ask that you provide the following reports:
941 forms for each quarter prepared by your previous payroll company
State and local quarterly filings for each quarter prepared by your previous payroll company
Payroll registers listing each employee paid during the quarter showing all earnings, deductions, and taxes
Payroll registers for each quarter processed with your previous payroll company
Payroll registers reporting for each check date, in the current quarter, for each payroll processed with your previous payroll company
This information allows us to quickly set you up to accurately process payroll in our system. Listed below are procedures to help you gather all the necessary information from your previous payroll providers.
How to gather data from RUN Powered by ADP
Sign in to your RUN Payroll account using your username and password.
Near the top of the page, hover over the Reports tab.
Under Payroll, click the Earnings Record report.
In the field near the top-left for choosing the year, insert the current year.
In the Check dates from field, insert the date for the first payroll run in the current year.
In the to field, insert the date for the most recent payroll that was completed.
In the Employee field drop-down list, select All, and click Refresh.
Locate the year-to-date gross pay for each employee (look under the Gross column and in the Employee Totals row).
The list is organized alphabetically by the last name of the employee.After you complete the steps, generate a PDF report that includes the following information:
All current and former W-2 employees
Gross pay
Federal taxes (that is, Federal Income Tax, Social Security, Medicare)
State and local taxes
Deductions (that is, 401k, Medical)
Real example:
Please note: these instructions represent the most up-to-date information that we have.
How to gather data from Paychex
Quarterly report
Sign in to your Paychex account using your username and password.
Click on Analytics & Reports.
Select View All Reports.
Click on Employee Earnings Records.
Click the Create Report button in the top-right corner of the screen.
Click the Select Employee(s) field to open the list of employees, and select All Employees.
In the Choose Dates field, select Custom, and insert the desired date range for the report.
Under Report Totals, ensure the Employee and Company and Show Summed Amounts fields are selected.
Click Run to run the report.
The report should include the following information:
All current and former W-2 employees
Gross pay
Federal taxes (that is, Federal Income Tax, Social Security, Medicare)
State and local taxes
Deductions (that is, 401k, Medical)
Per check date report
Sign in to your Paychex account using your username and password.
Click on Dashboard and select Analytics & Reports.
Select View All Reports.
Click Payroll Journal.
Every time a payroll is processed, a Payroll Journal report for that run will be generated automatically. For Fingercheck purposes, select the report that we specify.
If the report is not listed, click Create Report.
For each of the fields, select the following options:
Date range: Custom
Start and end date: check date
Date range based on: check date
Select All Employees.
Run the report.
Employee information report
Sign in to your Paychex account using your username and password.
Click on Dashboard and select Analytics & Reports.
Select Quick Reports and then View All Reports.
Select Employee Top Reports and select the View All (9) option.
Navigate to Employee Data and Custom Fields and select Create Report.
Select All Employees.
For the fields that pop up, select these as the values for each:
Employee Status: Active & Terminated
Output Format: PDF
Layout: All Fields
Click Run Report.
Real example:
Please note these instructions represent the most current information available to us.
How to gather data from Intuit/Quickbooks
Sign in to your Intuit Payroll or Quickbooks Online Payroll account using your username and password.
Click on the Reports tab.
Under the Employee Reports or Payroll tab, select Payroll Details.
From the Date Range field, select This Year.
For the Employee field, select All Employees.
Click Update Report or Run Report to generate the report.
To find each employee’s year-to-date gross pay figure, look under the Total Pay column.
For Fingercheck purposes, select Share > PDF
The report should include the following information:
All current and former W-2 employees
Gross pay
Federal taxes (that is, Federal Income Tax, Social Security, Medicare)
State and local taxes
Deductions (that is, 401k, Medical)
Please note these instructions represent the most current information available to us.
How to gather data from Gusto
Sign in to your Gusto account using your username and password.
Click the Reports tab on the left side of the screen.
Navigate to the Payroll journal window and click on it.
Be sure to select Payroll journal and not Payroll journal builder.
On the Generate payroll journal window and under What would you like this report to contain? select the following checkboxes:
Detailed employee info
Employee earnings breakdown
Employee tax breakdown
Deductions and contributions
Detailed totals
Reimbursements
Date range should stay as Annually, Year will be adjusted to the current year, and Select Employees will stay All employees.
Scroll down to select the format that the report will be generated in.
For Fingercheck purposes, select PDF.
Click Generate report.
The report should include the following information:
All current and former W-2 employees
Gross pay
Federal taxes (that is, Federal Income Tax, Social Security, Medicare)
State and local taxes
Deductions (that is, 401k, Medical)
Please note these instructions represent the most current information available to us.
How to gather data from Viventium
Log into your Viventium account using your username and password.
Click the Reports & BI tab on the left side of the screen.
Select the Report Library checkbox.
Use the Search these reports field to find and select the Payroll Crosstab Report-W report.
Complete the fields with the proper information:
For Starting Check Date, enter the beginning of the year (for example, 01/01/2023).
For Ending Check Date, enter today’s date.
You can leave Starting Run Number and Ending Run Number as is since they have the correct values automatically.
Click the Output Format field and select Excel (data only).
For Fingercheck purposes, Excel (data only) is the most efficient option to ensure we can collect all the needed information.
Click Run Report on the bottom of the screen.
The report should include the following information:
All current and former W-2 employees
Gross pay
Federal taxes (that is, Federal Income Tax, Social Security, Medicare)
State and local taxes
Deductions (that is, 401k, Medical)
Please note these instructions represent the most current information available to us.
How to run a YTD hours report in Viventium
From the dashboard, click the Reports & BI tab.
Select the Earning Hours by Codes report.
Select the start and end dates or the report.
Since this is a year-to-date report, the start date will be 01/01/20XX and the end date will be the date on which the report is being run.
Click Display Department Totals.
In each of the Group rows, insert each of the used earning codes.
Be sure that there is only one earning code for each group.
Select Display Details.
After all the fields have been populated, select PDF as the format option for the report.
Click Run Report at the bottom of the screen to generate the report.
Please note these instructions represent the most current information available to us.
How to gather data from an accountant or non-listed provider
If you are using an accountant or payroll service not listed in this article, ask them to provide a report with all of the information below in a PDF.
Pay Dates
Gross Pay (broken down by earning code)
Federal Income taxes withheld
FICA (Social Security and Medicare)
Any applicable state and local taxes
Any deductions (pretax, post-tax, and garnishments) that are withheld from employees
In the matter of taxes and deductions, the numbers should remain positive figures. The only instance where negative numbers would be used is for a deduction (such as to indicate a reimbursement).
Please note these instructions represent the most current information available to us.