New Hire Reporting
- Payroll Center>Payroll Activity
- Go to the Employer Changes tab
- Employers = (All Employers)
- Category = Employees/Contractors
- Date range 1 – 15 on the 20th and 16 – EOM on the 5th
- Click View
- Click the excel icon to export the data
- Remove any contractors
- Remove any employees that are “new to us” (coming on with a new client), but not an actual new hire to the company
- If an employee is missing a new hire date, use the date that they were entered into the system (delete the date before moving on)
- Go into each company, select the employee
- Go to the employment tab
- Click the link to download the new hire form next to the hire date field
- Save to folder on Desktop using naming convention STATE – LAST NAME (OK – Smith)
- Once you’ve done this for all of the new hires log in to FaxPlus
- Send the new hire forms in batches by state (or multiple batches if you have more than 10 forms per state) using the fax numbers below
State Fax Numbers:
- AL – 334-242-8956
- AK – 907-787-3197
- AR – 800-259-3562
- AZ – 888-282-0502
- CA – 916-319-4400
- CO – 303-297-2595
- FL – 850-656-0528
- GA – 888-541-0521
- HI – 808-692-7001
- IL – 217-557-1947
- IN – 800-408-1388
- LA – 888-223-1462
- MA – 617-376-3262
- MI – 877-318-1659
- NC – 866-257-7005
- NH – 603-224-0825
- NV – 775-684-6379
- NY – 518-320-1080
- OK – 800-317-3786 OR 405-5575350
- PA – 866-748-4473
- TN – 877-505-4761
- TX – 800-732-5015
Annual Report Saving
- Go to Firm Administration>Client Management
- Copy list of clients
- Paste into excel
- Create a new list in ClickUp under your To-Dos list and title it Annual Report Saving 20XX
- Paste clients into the list to create individual tasks (you can only paste 100 at a time, so you will need to do this in sets)
- For each client, do the following:
- Reports>Payroll Set – download and save EVERY SINGLE PAYROLL from the previous year MM.DD.YY
- If the client has contractors:
- Before you save the Payroll Report Sets, go to Reports>Payroll Sets>Build Sets
- Add Contractor Payment Register to their Payroll Set before saving the reports
- If the client has multiple payrolls on the same pay date, you can title them MM.DD.YY (2)
- https://www.loom.com/share/98d7b671ba3549f6ab88d1062af83fd3
- If the client has contractors:
- Reports>Annual Set – Select “Last Year” and save as Annual Report Set in DropBox
- https://www.loom.com/share/210ef0e0cf6549228b0a77f17ef04653
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If the client has contractors:
- Before you save the annual set, go to Reports>Payroll Sets>Build Sets
- Select the Annual Set from the drop-down menu
- Add the Contractor List and Contractor Payment Summary reports to their Annual Set
- E-Services>ACH Transactions –
- from 1/1/20XX to 12/31/20XX
- keep selection as “both”
- click View
- Click the excel icon to export
- Save as ACH Transactions in DropBox
- Payroll Processing>Payroll Register
- From 01/01/20XX to 12/31/20XX
- Click View
- Click the checkboxes for Pay type details and Deduction details
- Click the excel icon to export the data
- Save as Payroll Registers in DropBox
- Reports>Payroll Set – download and save EVERY SINGLE PAYROLL from the previous year MM.DD.YY
Check off each client as you complete all four tasks