📝 Overview

If you've already run payroll with ADP Run this calendar year, we need that payroll data migrated into our system before your first payroll with us. This guide walks you through how to provide that data, whether by granting us admin access or downloading reports yourself.

⏱️ Before You Begin

Keep your ADP Run account active while your payroll data is being transferred. Do not close or cancel your account until we confirm it's safe to do so.

Keeping your account open allows you to:

Download additional reports if the first batch is incomplete or incorrect
Run additional payrolls if needed
Confirm the treatment of any unpaid payroll tax liabilities

🧠 Why We Need Your Payroll Data

We classify workers as either W-2 Employees or 1099 Contractors. For any workers paid this calendar year, migrating historical payroll data allows us to:

W-2 Employees: File quarterly and annual reports with state and federal payroll tax agencies
W-2 Employees: Correctly calculate employee taxes based on year-to-date totals
W-2 Employees: Issue W-2s in January
1099 Contractors: Issue 1099s in January

This applies to both active and terminated workers who were paid during the current calendar year.

📊 Data Requirements by Worker Type

Here is what we need from you, broken down by worker type:

W-2 Employees

Wages broken down by type (hourly, salary, commissions, etc.)
Both employee and employer taxes broken down by type
Deductions broken down by type
Employer contributions broken down by type
Pay period for each check date
A year-to-date report for all payrolls run in the calendar year

⚠️ Pay stubs don't always show employer taxes, so they may not be usable for migration purposes. Make sure your reports include employer tax data.

1099 Contractors

Check dates and associated pay periods
Payment amounts by type (service, commission, tips, etc.)

Download contractor reports as a CSV or PDF.

🔑 Option 1: Grant Us Admin Access (Recommended)

If your ADP Run account is still active, the easiest way to share your payroll data is to add us as an admin. This lets our team download the correct reports directly.

Log in to ADP Run as the account owner.
Click Settings from the menu on the left side.
Click Company.
Click Add user in the bottom corner.
Enter the following details:
- First name: Payroll
- Last name: Admin
- Role: Payroll Admin
- Email: [INSERT EMAIL HERE]
Save the user profile.

🛠️ Option 2: Download Reports Yourself

If you prefer to download and send reports directly, follow the steps below. The reports you need depend on where you are in the calendar year.

What Reports Are Needed

Current quarter: One report per individual payroll run, with a check date that falls within the current quarter
Prior quarters: One summary report per closed quarter, covering all payroll runs within that quarter

🧠 Example: Your first payroll with us is planned for 8/30. Your last payroll with ADP Run was on 8/15. So far in Q3 you ran payroll on 7/15 and 7/31. You also ran payrolls throughout Q1 and Q2. You'll need 5 reports total: one each for 8/15, 7/31, and 7/15 (current quarter), plus one Q2 summary and one Q1 summary.

Steps: Current Quarter Reports

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Sign in to ADP Run.
Go to Reports in the left menu.
Select Run Single Reports, then choose Payroll Reports.
Select the Payroll Details report.
Set the From and To fields to the same date to capture one individual payroll run.
Set the employee filter to All.
Click View Report, then Download, and select Download as Excel-New.
Repeat for each individual payroll run in the current quarter.
Email all reports to [INSERT EMAIL HERE].

Steps: Prior Quarter Reports

Click the arrow to learn more

Sign in to ADP Run.
Go to Reports in the left menu.
Select Run Single Reports, then choose Payroll Reports.
Select the Payroll Details report.
Set From to the first payroll date of the quarter and To to the last payroll date of that quarter.
Set the employee filter to All.
Click View Report, then Download, and select Download as Excel-New.
Repeat for each closed quarter in the current calendar year.
Email all reports to [INSERT EMAIL HERE].

📆 Weekly Payroll Employers

If your business runs payroll on a weekly schedule, follow this two-step process:

Submit initial data: Send us all payroll data accumulated so far for the calendar year. This lets us start the migration on our end right away.
Submit final payroll data: After your last weekly payroll with ADP Run, send us that final payroll report as soon as possible.

🧠 Example: You run payroll every Monday for a Friday check date. Send us all payroll data except for the current week's run. We'll get started on the migration. Once your final weekly payroll has been run, send us that payroll report no later than Friday so we can complete the migration and have you ready to run your first payroll the following week.

❓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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