Please note: this article is about the Justworks Payroll product. Not sure which product you're using? Check out: How Do I Know Which Justworks Product I Have?
What are payroll history reports?
If your company has issued payments through its EIN prior to Justworks Payroll, you will need to upload past payroll reports to the ‘Documents’ tab of your Justworks Payroll account so that we can make sure the filings made for your company at the end of the year are correct.
Which payroll reports do I need to provide?
Depending on the size of your company, how you previously processed payroll, and when you’re joining Justworks Payroll, you may be asked to provide different payroll reports. These are the types of reports that may be requested from you:
Year-to-Date (YTD) Report: YTD payroll reports include data from the first day of the calendar year up to the current date. Your YTD report should list the amount of money spent on payroll for the year based on your employees’ gross incomes.
Payroll Journal: Also known as a payroll register, a payroll journal records payroll information about each employee. The payroll journal should include each current and terminated employee’s gross pay, net pay, deductions, tax withholdings and employer tax withholdings for each pay period and pay date.
Month-to-Date Payroll Report: A month-to-date report will include the same payroll details as a payroll journal, but split up by month, rather than pay cycle. If your company joins Justworks Payroll at the start of a new quarter, you can provide a breakdown of your payroll expenses by month instead of by pay cycle.
Quarterly Tax Returns: Quarterly tax returns report the income taxes, Social Security taxes, and Medicare taxes withheld from employees’ paychecks. These types of quarterly reports include federal forms 941 and 940, as well as any state tax returns your company has received.
Cash Requirements: If your company is transitioning from a different payroll provider, this would be a complete list of tax deposits made by that provider.
How do I provide payroll reports?
Once you have your company’s payroll history reports, you can upload them to the Documents tab of your Justworks Payroll account.
When do I need to provide payroll reports?
To fully record previous payroll history, Justworks Payroll will need to receive these reports 6-15 business days before your company would like to process its first payroll through the platform. The exact timeline will depend on how many months and employees are included in the reports.
If you have not processed your last payroll with your previous payroll provider by the time you’d like to start processing payroll with Justworks, you can provide your company’s payroll history on a rolling basis by pulling the reports you do have, then submitting your last payroll details as a separate report.
Mid-quarter transitions
For mid-quarter transitions, depending on the deposit frequency, your previous payroll provider should pay these taxes in full:
- Federal Withholding (Federal Income Tax)
- State Withholding (varies by state)
As your new payroll provider, Justworks Payroll will request a wire for any of the following taxes have already been collected for the quarter:
- Federal Unemployment Insurance (FUTA)
- State Unemployment Insurance (SUI)
- Any other quarterly related tax payments
If you are transitioning to Justworks Payroll at the start of a new quarter, your previous provider may not have filed quarterly returns for you yet. You can go ahead and upload the YTD report for the current quarter, then provide your quarterly tax returns as soon as they are made available to you.
Disclaimer
This material has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, legal or tax advice. If you have any legal or tax questions regarding this content or related issues, then you should consult with your professional legal or tax advisor.