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
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
Submit all calendar year data except current week
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.
Need help with the migration process? Contact us via the chat bubble in the bottom right corner ❤️
Updated on: 18/11/2024