Dropbox Files

Each state has the same folders in Dropbox.  Below is an explanation of each folder, what goes into each folder, and who should have access:

• Employee Files – only Valor access
  • This folder should be used to save any employee paperwork that the client sends to us
  • We do NOT save documents from Swipeclock or Ease to Dropbox
  • Each employee should have one file named Lastname, Firstname
    • Should be a PDF
    • Should include all documents that we have on file for that employee
    • No employee should have more than one file/doc/etc
  • As we receive new documents for employees who already have a PDF created, use Adobe>Organize>Insert Pages to add the new pages to the existing PDF and save back to Dropbox
• Misc – only Valor access
  • Prior Payroll – in the Misc folder, we include a Prior Payroll folder
    • This folder is where we should store all data that we receive during onboarding related to prior payroll
    • This includes, but is not limited to, prior payroll information, quarterly reports, payroll tax information, GL, and time off accruals
  • Onboarding data
    • (New as of May 2024) The client Intake form, Drivers’ License and voided check should be saved here from ClickUp
  • Workers’ Compensation policy information
  • Any reconciliation that we do should be saved in the Misc folder
  • Any time off accrual information that is not part of prior payroll information
  • Anything else that we need to save for the client, that doesn’t belong in another folder
• Payroll Reports – only Valor access
  • There should be a folder for each year the client had services with us
  • Within each yearly folder, we should have the reports that we save annually
    • Payroll Report Sets – should be a folder within the yearly folder where we save each payroll report set
    • ACH Transactions
    • Payroll Registers – excel payroll data
    • Annual Report Set
• Payroll Tax Documents – only Valor access
  • This folder contains two additional folders, Federal and State
  • The federal folder should contain any documents that we receive related to their federal taxes
    • This includes but is not limited to Form 8655, the IRS Control Name, IRS notifications about federal deposit frequencies
  • The State folder should include separate folders for each state if the client has more than one state
    • Each state folder should contain any state-related documents that we receive
    • This includes, but is not limited to, UI rate notices, withholding payment frequency notices, penalty/interest notices, missing filings notices, etc
• Payroll Tax Filings – Valor access + client access (view only) + any third parties the client authorizes (CPA, Accountant, Bookkeeper, etc)
  • This folder should contain separate folders for each filing year
  • Each quarter, we save the Payroll Relief tax filings as one PDF titled QX 20XX
    • If the client has local taxes or manual taxes that PR doesn’t have a form for, save those here as well titled QX 20XX – Tax Type
• Secure Share – Valor access + client access (edit) + any third parties the client authorizes
  • This folder is where the client (or authorized users) can upload documents securely
  • As part of onboarding, we follow each client’s secure share folder – this emails us a notification whenever they upload something here
  • As documents are uploaded and processed, they should be moved from the folder or deleted if re-saved elsewhere
    • The folder should always be clear!
    • Do not allow clients to utilize this folder as their own filing cabinet