EasyTeam Payroll - Migration from Other Systems or a CPA

EasyTeam Payroll - Migrating Your Payroll Data from Other Systems or a CPA

Accurate payroll data migration is essential when switching to EasyTeam mid-year. Proper migration ensures correct tax reporting and compliance for both W2 employees and 1099 contractors.

This article is relevant for employers that run payroll in-house, with a CPA or with a legacy software provider.
Check our payroll migration articles to see if your platform has a dedicated help article: [Payroll Data Migration Articles](https://help.easyteam.io/en/category/payroll-1x4afhl/)

Why Migration Matters

When you migrate your payroll data to EasyTeam, we can:

• File accurate quarterly and annual tax reports
• Calculate taxes based on year-to-date totals
• Process W2s and 1099s correctly in January
• Maintain your complete payroll history

Method 1: Add EasyTeam as Administrator (Recommended)

If your legacy software payroll system allows inviting external users, this is the simplest method for a smooth transition.

➡️ Add payroll@easyteam.com as an administrator in your current payroll system

➡️ Grant full access permissions

➡️ Our team will handle the data migration process

Method 2: Manual Report Download

If you prefer to download reports yourself:

➡️ Generate detailed payroll reports from your system

➡️ For each completed quarter: Download one consolidated report

➡️ For current quarter: Download individual payroll run reports

➡️ Email reports to payroll@easyteam.com with your business name

Required Information

For W2 Employees

Reports must include:

• Wage breakdowns (hourly, salary, commissions)
• Employee and employer tax details
• All deductions by type
• Employer contributions
• Pay periods and check dates
• Year-to-date totals

For 1099 Contractors

Reports must include:

• Check dates and pay periods
• Payment amounts by category (services, commissions, tips)

Additional Instructions - For Employers Paying Weekly

1. Submit all calendar year data except current week

2. Send final weekly payroll data after processing

💡 Example: If migrating on August 30th with Q3 payrolls on 7/15, 7/31, and 8/15, you'll need individual reports for each Q3 payroll date, and consolidated reports for Q1 and Q2

Important Notes

• Include data for terminated employees paid this year
• Keep your current payroll system active during migration
• Common report names: Payroll Details, Employee Earnings, Payroll Summary
• Make sure your reports have compensation separated by type, ex. Hourly, Salary, Tips, Bonus, Commission, etc.
• Employee "EE" Taxes: Ensure the amounts are broken out by each individual employee tax for each employee, Ex. Federal Income Tax, State Income Tax, Social Security, Medicare, etc.
• Employer "ER" Taxes: Ensure the amounts are broken out by each individual employer tax for each employee, Ex. Federal Unemployment Insurance "FUTA", State Unemployment Insurance "SUI", Social Security, Medicare, etc.
• Benefits/Deductions/Contributions: Ensure the amounts are broken out by each individual benefit and/or deduction and pre-tax vs post-tax. Ex. Child Support, 401K, Roth 401K, Pre-tax Medical Insurance, Post-tax AFLAC, etc.

Updated on: 18/11/2024