Established Employers

Make a smooth transition, whether you are moving from an in-house system, or switching from another vendor.

The following data is needed:

The best source material for the information necessary to program your company and employee data into the PPI system are the reports from your previous payroll service, or from the reports generated by your in-house payroll system. Your Personnel or Employee reports should have the basic employee information. These reports may also include some of the additional employee information. Another good source of information is the Check Journal.
  1. Federal
    1. Proof of Legal Name and Federal Tax ID# (FEIN): Anything FROM the IRS.

  2. State
    1. Proof of State Tax ID#: Anything from EDD
    2. SUI, ETT and State Disability rates

  3. Banking
    1. Please VOID a business-sized check from the payroll bank account
      • If this is a new account and you do not yet have checks, please have your bank issue a MICR form for your new account
  1. Basic Employee Information for Active and Terminated Employees
    1. Name and Address
    2. Social Security Number, Filing Status, and Number of Exemptions
    3. Rate of Pay, Salary, and/or Piece work
    4. Please indicate which employees have been terminated

  2. Additional Employee Information (if applicable) for Active and Terminated Employees:
    1. Direct Deposit Information
    2. Department or Labor Information
    3. Time Off Accrual Rates and Balances
    4. Workers’ Compensation Code(s)
    5. Any and all deductions other than taxes (Insurance, 401(k), garnishments, etc.)
    6. Quarter-to-date and Year-to-date Wage, Deduction, Tax Totals for Each Employee

  3. Company Information:
    1. Department List or Labor List
    2. Time-Off Accrual Plan Information
    3. Workers’ Compensation Codes and Rates
    4. Quarter-to-date and Year-to-date Wage, Deduction, Tax Totals for the Company
    5. Quarterly Returns from prior quarters in the current year
    6. Check Journals/Registers per payroll (Mid-quarter starts only) Summary page only