Payroll Requirements

Eligibility Report Checklist

May require you to run multiple reports

(must be in a spreadsheet , NOT PDF)

Common Payroll Instructions at the bottom

** Email reports to

[email protected]

First Name

Last Name

State Employee Files In:

2 Letter abbreviation

Pay Schedule

Weekly, Bi-Monthly, Monthly

Exempt from Social Security

If they are exempt from Social Security, they should have a "Y" in this column.

Hourly or Salary

Employee Contribution Major Medical Total PP

Employee Paid Medical Pre-tax deductions

Gross Wages Per Pay Period

This field must be the per pay period amount. It cannot be year to date, or the annual amount.

401(k) Per Pay Period

$ Amount - Flat amount, never a percentage

Additional Pre-Tax Deductions Total PP

Any other pre-tax deductions. For example, Dental, Vision, anything that subtracts from the employee's gross pay prior to taxes.

Post-Tax Deductions Total PP

Any deductions from the employee's net. Examples include Garnishments, life insurance, etc.

Federal Additional Withholding Amt $

Any additional Federal withholdings that the employee has elected on their W4. This is a cash amount.

W4 Information

Federal 2020 W4 Used

Input Y for employees hired in 2020 or later OR employees that have changed their withholding in 2020 that used the new 2020 federal form W-4. Input N if employee has 2019 or earlier W-4 on file.

Federal Marital/Filing Status

Single or Married -

Refer to "Federal Input Instructions" Row 8. Please use the full description from your payroll system.

2020 W4 Federal Dependents

$ Amount -

If 2020 W-4 applies, input the dollar amount for Step 3 of W-4. This field is interchangeable with the "2020 W4 Box 3 $" Column.

2019 and before Federal Exemption Claimed

If 2020 W-4 does NOT apply and employee is using older W-4, input total number of allowances claimed

State Marital/Filing Status

This will be specific to each state. Please give us the description here as detailed below.

Single or Married

State Exemption Claimed - 1

This column is for personal state exemptions

Withholding Rate %

(AZ Only)

Exemption $ Amount Claimed

(MS Only) This is a MS specific column where they claim a cash amount instead of a number like other states

Spouse Works (Y/N)

(MO Only) MO specific column that indicates whether a spouse is working.

REQUIRED: Last two (2) payroll period

Additional Items Needed

SIC Code

Is your company a PEO?

What Payroll Software do you use?

Is medical coverage offered?

If yes, how much are the employee contributions?

Do you offer a 401(k) plan?

What is the percentage match?

What are the details of employer contributions, if any?

Eligibility Report Checklist

ADP

The best report for ADP is the "Employee Summary" report with all the boxes checked (including tax data boxes) except SSN, in excel format, preferably.

• It also helps to have their last payroll run (Payroll Details) to check against.

• In some levels of ADP the Paystubs are also acceptable, in lieu of these two reports, if they have the Federal and State tax status (Single, Married filing jointly, etc) and allowances (0, 1, 2, etc) at the top.

Azure

Best Payroll Report for Azure is the "Payroll Register," most recent payroll, all data points checked.

Heartland

The best report for Heartland is a “Payroll Register,” with all info boxes checked except SSN (will default on some software levels).

i-Solved

Many companies use i-Solved as third party providers, so your client might give a different payroll company name.

The best report for i-Solved is a "Payroll Register" AND an "Employee Profile" report. It's a single page for each employee that shows all details of the employees' profile, including tax allowances.

• If they don't see this report, they can ask their i-Solved provider to add it.

• The other option is to just ask their i-Solved provider to create a report for them that will show this+information on one report.

Paychex

The best report for Paychex is the "Employee Earnings Report," today's Date, all current employees, all info boxes checked except SSN.

• It is also helpful to have their last payrun ("Payroll Register").

Paylocity

The best report for Paylocity is the "Detailed Payroll Details" OR "Master Employee Report"

with all headers selected except for SSN, provided for one pay period.

• The individual stubs (called "Direct Deposit Advice") are also good, if they have the software level that puts the tax status and allowances on the stub.

Quickbooks

For Quickbooks Desktop Pro Plus, "Pay Register" AND "Employee Withholding Report"

(Reports > Employee and Payroll > Employee Withholding) gives us all the data we need.

For all other Quickbooks, an "Employee Earnings Report” is sufficient. Depending on the version of Quickbooks, this is located either in Business Overview > Reports > Employees OR Reports > Employees and Payroll > Employee Details Report

• Make sure they select all fields/info tabs on each report, except for SSN.

Sage

Sage is a bit complex. There is usually no "named" report, but rather a custom report has to be created.

• From Setup Reports, choose Tax Profiles. Or, on the Income Taxes window in the Setup folder, choose the File menu, then choose Print.

• In the Report Format field, choose:

> Detail Information format - shows the details of each tax code reported.

> Employee Listing format - shows the employees who are assigned to each tax code reported.

• At the Tax Code From and To fields, enter the range of tax profile codes you want to include on the report.

• If you chose Employee Listing for the report format:

> Enter the range of employees to print at the Employees From and To fields.

> If you want to include the employees in a selection list, choose that selection list.

> If you have defined optional fields in Payroll for taxes, select the Include Optional Fields check box if you want to print the optional fields on the report. Click Print.

From the Payroll Employee Reports folder, choose

> Employee Information. Choose Active employees.

> Choose all boxes for info to include, except SSN.

> Select both the Profile option. Include Optional Fields check box.

> Sort by employee name. Choose the employees to include on the report by entering the following criteria: Make sure all Active employees are included. Click Print.

For Sage 50

Click the Report Icon in the main interface. Click "Employee List". Click the "columns" button. This gives you a list of all available data options. Uncheck any SSN or Masked SSN columns so that they don't show on the report.

Make sure the Following Columns are Checked:

Employee Name

Pay Type

Active

Uses W4 post 2020

Federal Filing Marital Status

Federal Multiple Job

Federal Allowance

Federal Dependent Credit/Exemption

Federal Other Income

Federal Deduction

Federal Additional Withholding

State Filing Marital Status

State Allowance/Deduction

State Additional Withholding

Withholding State

Pay Frequency

Click "OK", then click the Excel button to download it as an excel document. Back in the Report List, click Pay Register and select the last payroll period for the From and To dates. Click on the Excel button to download. Email us both reports.