Company Setup

Please note that if you are starting with us 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.

When you are beginning with Fingercheck, one of the first things we ask of you is to establish if this is a new business venture or a pre-existing one transitioning from another payroll provider. If you’re switching to us in the middle of the year, we ask of you to provide us with a Year-to-Date Earnings report in order to facilitate your processing payroll with us, as well as to be able to provide you with yearly tax forms (such as Form 940, W3, and others). Listed below are some details that we will require from you.

  • 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

This information is important for allowing us to quickly set you up to process payroll in our system and to ensure that every detail is entered accurately. Listed below, are step-by-step guides to help you gather all the necessary information from your previous payroll providers.

If you’re a new business starting with us, we have a separate article with what documents we need from you, as well as the steps to take in order to get them.

ADP RUN:

Step 1. Sign into your RUN Payroll account using your username and password.

Step 2. Near the top of the page, hover over the tab labeled “Reports”.

Step 3. Under the section labeled “Payroll”, click on the report labeled “Earnings Record”.

Step 4. In the field near the top-left for choosing the year, insert the current year.

Step 5. In the field named “Check dates from:”, insert the date for the first payroll run in the current year.

Step 6. For the field labeled “to”, insert the date for the most recent payroll that was completed.

Step 7. In the field labeled “Employee”, select the option called “All” and click the “Refresh” option.

Step 8. Locate the year-to-date gross-pay for each employee (can be found under the column: “Gross” and in the row “Employee Totals”). The list is organized alphabetically by the last name of the employee.

Once all the steps are completed, the report should be generated and presented for download. Afterwards, be sure to double check the report for the following information:

  • Find all current and former W-2 employees.
  • Check for gross pay.
  • Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  • Check for state and local taxes.
  • Check for deductions (i.e. 401k, Medical).

Paychex:

Quarterly:

Step 1. Sign into your Paychex account using your username and password.

Step 2. Once inside your Paychex Flex account, click on “Analytics & Reports”.

Step 4. Once in “Analytics & Reports”, select “View All Reports”.

Step 5. Once you’ve selected “All Reports”, click on the option named “Employee Earnings Records”.

Step 6. Next, click the “Create Report” button in the top right corner of the screen.

Step 7. In the field named “Select Employee(s)”, click on the box to open the list of employees and choose the option named “All Employees”.

Step 8. In the field titled “Choose Dates”, select the option of “Custom” and insert the desired date range that you would like to run the report for.

Step 9. Under the heading titled “Report Totals”, ensure the fields of “Employee and Company” and “Show Summed Amounts” are both selected to ensure the report contains the necessary data.

Step 10. Once all the steps have been completed, click the blue “Run” button to run the report.

Once all the steps are completed, the report should be generated and presented for download. Afterwards, be sure to double check the report for the following information:

  • Find all current and former W-2 employees.
  • Check for gross pay.
  • Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  • Check for state and local taxes.
  • Check for deductions (i.e. 401k, Medical).

Per Check Date:

Step 1. Sign into your Paychex account using your username and password.

Step 2. Once inside your Paychex Flex account, click on “Dashboard” and select “Analytics & Reports”.

Step 4. Once in “Analytics & Reports”, select “View All Reports”.

Step 5. Once you’ve selected “View All Reports”, click on the option named “Payroll Journal”.

Step 6. Everytime that a payroll is processed, a Payroll Journal report for that run will be generated automatically. For Fingercheck purposes, please select the report that we specify.

Step 7. If the report is not listed, you will need to click “Create Report”.

Step 8. For each of the fields, please select the following options:

-Date range = Custom

-Start and end date = the check date

-Date range based on = check date

Step 9. Once all the fields are selected, choose “All Employees” and run the report.

Gathering Employee Information:

Step 1. Sign into your Paychex account using your username and password.

Step 2. Once inside your Paychex Flex account, click on “Dashboard” and select “Analytics & Reports”.

Step 4. Once in “Analytics & Reports”, select “Quick Reports” and then “View All Reports”.

Step 5. You will then select “Employee Top Reports” and choose the option of “View All (9)”.

Step 6. After that, you will navigate to “Employee Data and Custom Fields” and select the option to “Create Report”.

Step 7. After selecting “Create Report”, select the option named “All Employees”.

Step 8. For the fields that pop up, select these as the values for each:

-Employee Status: Active & Terminated

-Output Format: XLSX

-Layout: All Fields

Step 9. Once all the fields are filled, select the option of “Run Report”.

Intuit/Quickbooks:

Step 1. Sign into your Intuit Payroll or Quickbooks Online Payroll account using your username and password.

Step 2. Click on the tab labeled “Reports”.

Step 3. Located under the tabs “Employee Reports” or “Payroll”, select “Payroll Details”.

Step 4. For the field named “Date Range”, choose “This Year”.

Step 5. For the field titled “Employee”, choose “All Employees”.

Step 6. Click on the option “Update Report” or “Run Report” to generate the report.

Step 7. To find each employee’s year-to-date gross pay figure, look under the column titled “Total Pay”.

Step 8. For Fingercheck purposes, when it comes to exporting the report, choose the option “Export to Excel” located in the drop-down menu under the header “Share”.

Once all the steps are completed, the report should be generated and presented for download. Afterwards, be sure to double check the report for the following information:

  • Find all current and former W-2 employees.
  • Check for gross pay.
  • Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  • Check for state and local taxes.
  • Check for deductions (i.e. 401k, Medical).

Gusto:

Step 1. Sign into your Gusto account using your username and password.

Step 2. Click on the “Reports” tab located on the left side of the screen.

Step 3. Once you click on “Reports”, navigate to the window labeled “Payroll journal” and click on it. Be sure to select “Payroll journal” and not “Payroll journal builder”.

Step 4. Once you’ve clicked on “Payroll journal”, the window titled “Generate payroll journal” will appear. Under the heading “What would you like this report to contain?” click the boxes labeled:

- “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”.

Step 5. Once the specified boxes are checked, scroll down to select the format that the report will be generated in. For Fingercheck purposes, select “CSV”. Once done, click “Generate report”.

Once all the steps are completed, the report should be generated and presented for download. Afterwards, be sure to double check the report for the following information:

  • Find all current and former W-2 employees.
  • Check for gross pay.
  • Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  • Check for state and local taxes.
  • Check for deductions (i.e. 401k, Medical).

Viventium:

Step 1. Log into your Viventium account using your username and password.

Step 2. Once logged in, click on the tab labeled “Reports & BI” located on the left side of the screen.

Step 3. Once selected, click on the box labeled “Report Library”.

Step 4. Now, located near the top of the menu, is a search box labeled “Search these reports…”. The report you will need to run is the “Payroll Crosstab Report-W” report, so copy and paste the name of the report into the search bar and click on the report that comes up.

Step 5. After selecting the report, fill in the fields with the proper information. For “Starting Check Date”, you will need to put the beginning of the year (i.e. 01/01/2020). For “Ending Check Date”, insert today’s date. You can leave “Starting Run Number” and “Ending Run Number”, as they are filled with the correct values automatically.

Step 6. Once the fields are filled out, click on the “Output Format” field and select “Excel (data only)”. This is the format that the report will be generated in. For Fingercheck purposes, “Excel (data only)” is the most efficient option to ensure we can collect all the needed information.

Step 7. Click the blue box labeled “Run Report” on the bottom of the screen.

Once all the steps are completed, the report should be generated and presented for download. Afterwards, be sure to double check the report for the following information:

  • Find all current and former W-2 employees.
  • Check for gross pay.
  • Check for federal taxes (i.e. Federal Income Tax, Social Security, Medicare).
  • Check for state and local taxes.
  • Check for deductions (i.e. 401k, Medical).

To run a YTD Hours report in Viventium:

Step 1. From the dashboard, navigate to the section titled “Reports & BI”.

Step 2. Once in the “Reports & BI” tab, select the report titled “Earning Hours by Codes”.

Step 3. After selecting the desired report, select the start and end dates that you wish to run the report for. 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.

Step 4. After setting the date range, click the option “Display Department Totals”.

Step 5. 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.

Step 6. Once all the used earning codes have been added, select the option to “Display Details”.

Step 7. Once all the fields have been populated, select “Excel(Data Only)” as the format option for the report.

Step 8. Click “Run Report” at the bottom of the screen to generate the report.

Accountant/Non-listed Provider:

If you are coming from an accountant, or another payroll service not listed in this article, please ask them to provide a report in an Excel format with the following details:

  • 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 as positive figures. The only instance where negative numbers would be used is in the instance of a deduction, to indicate that it is a reimbursement.

Attached below is a sample file that is available to download for your convenience.

Remember, our Client Transition Team is always here to help you with any questions you might have. If you ever need assistance, please feel free to reach out to us at 1-(800) 610-9501 (press option 6) or simply click the blue chat icon on our homepage here to chat with us online.

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