My client, Sally, has not been too happy with her current full service payroll provider this year and now we are in the 4^th quarter of the current year and she is wanting to switch full service payroll providers, this time to AccuraBooks Full Service Payroll Solutions.

So, to be able to successfully migrate everything over to my payroll platform, year to date, I will request from Sally, at minimum, the following:

• Copies of W2 forms for all employees (current or inactive) that have received an actual taxed paycheck this year from Sally;
  • This information will be used to help create an employee profile in the new payroll platform.
• Copies of I-9 forms for all employees (current or inactive) that have received an actual taxed paycheck this year from Sally;
  • This information will be used to help create an employee profile in the new payroll platform.
• Copies of Direct Deposit forms for all employees (current or inactive) that have received an actual taxed paycheck this year from Sally;
  • This information will be used to help create an employee profile in the new payroll platform.
• Copies of all closed quarter payroll summary reports: these reports should be customized per quarter and per employee.
  • This is to enter one after-the-fact paycheck , per employee for each closed quarter, just to get the employee current year’s wages and all applicable payroll taxes caught up to the most recent closed quarter.
• Copies of all closed quarter payroll tax filings to the IRS and any state agency, such as the Texas Workforce Commission (non-profits may not be applicable for Unemployment Filings).
  • This information will be used to compare to the payroll summary reports (for each quarter) to ensure the correct numbers were actually reported to the payroll tax agencies.
• Copies of all payroll tax payments already processed for the current calendar year.
  • This information will be used to compare to the payroll summary reports and payroll tax filings (for each quarter) to determine if the appropriate amounts were actually paid to the tax agencies.

If Sally has already processed additional taxed paychecks for the current 4^th quarter, then I will add this information as single, after-the-fact, paychecks (for each employee), and if feasible, into the new payroll platform and, as always (and very important), compare the summary numbers (for the 4^th quarter and year to date) between the old payroll platform and the new one, after all payroll data has been entered.

Note: AccuraBooks is a bookkeeping firm only, so please consult with your C.P.A. for verification and clarification about the contents of this article.