📝 Overview
When migrating to DaySmart Payroll, you'll need to provide historical payroll data to ensure your records are accurate and complete from day one. Use this checklist to confirm you have everything gathered before submission.
📋 Required Payroll Reports
You'll need to provide payroll reports for both the current quarter and any prior quarters in the current calendar year. The report type differs depending on whether the quarter is open or closed.
⚠️ All workers who were paid in the current calendar year must be included in your reports, both active and terminated workers.
Current Quarter — A payroll report for each individual pay period in the current quarter, broken down per worker.
Prior/Closed Quarters — A quarterly summary report showing totals for each individual worker. Provide a summary for each applicable quarter:
Q1: January 1 – March 31
Q2: April 1 – June 30
Q3: July 1 – September 30
📊 Required Data in Each Report
All reports, whether for the current quarter or a prior quarter, must include the following data broken out per worker:
Wages — Break out wages by specific compensation type.
Examples: Hourly, Salary, Tips, Bonus, Commission, 1099-NEC
Worker Taxes — Break out each withholding tax amount per worker.
Examples: Federal Income Tax, State Income Tax, Social Security, Medicare
Employer Taxes — Break out each employer tax amount per worker.
Examples: Federal Unemployment Insurance (FUTA), State Unemployment Insurance (SUI), Social Security, Medicare
Benefits & Deductions — Break out each benefit and deduction amount per worker.
Examples: Child Support, 401K, Roth 401K, Pre-tax Medical Insurance, Post-tax AFLAC
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
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Do I need to include terminated workers in my historical payroll reports?
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Yes. Any worker who was paid in the current calendar year must be included, regardless of their current employment status. This applies to both active and terminated workers. Omitting terminated workers can result in inaccurate tax records and year-end reporting.
What counts as the "current quarter" for my historical data submission?
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The current quarter is whichever quarter is in progress at the time of your migration. Because the quarter isn't closed yet, you'll need a separate payroll report for each pay period that has occurred so far, rather than a single quarterly summary.
What if a quarter has already closed before my migration?
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For any quarter that has fully closed prior to your migration start date, you can provide a single quarterly summary report per worker instead of individual pay period reports. The summary must still include all required data fields: wages, worker taxes, employer taxes, and benefits and deductions.
Do wages need to be broken out by compensation type, or can I provide a single total?
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Wages must be broken out by compensation type (for example: hourly, salary, tips, bonus, commission, 1099-NEC). A single lump-sum total is not sufficient. This breakdown is required to ensure wages are mapped and reported correctly in DaySmart Payroll.
What if I'm unsure whether I have all the required data?
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If you're not sure whether your reports contain all of the required fields, reach out to DaySmart Support before submitting. It's better to confirm upfront than to delay your migration due to missing data.