Prior payroll information needed for OnPay

Who needs prior payroll information recorded?

W-2 Employees: All active and terminated employees receiving a W-2 for this year will need to be added to your OnPay account, including their prior payroll information.

Contractors: All contractors needing a Form 1099 from OnPay for this year will need to be added to your OnPay account, including their prior payroll information.

Learn more about how to classify employees.

Will OnPay enter my company’s prior payroll information?

Yes! And at no additional cost. Simply send us the employee data as described in this article, and we will take care of it. 

Why is it so important to provide prior payroll information? 

It is crucial that you provide this information to OnPay for several reasons:

• An employer can only issue one W2 per employee in the calendar year.
• Your employees can overpay taxes, creating a financial hardship.
• Improper reporting of wages can cause employer penalties and interest.
• An employer can overpay their Federal and State Unemployment Taxes if not reported correctly.

Where is this information located?

Typically, your current payroll provider will have reports that contain this information. It may be a Payroll Summary or in an Employee Detail Report that can be filtered by pay date.

Gross Wages

All regular wages and hours, which should be separated into categories such as regular, overtime, bonuses, commissions, etc.

Note: Your report may look very different than this example, depending on your report generator. What’s important is that all earnings are separated by pay category.

Employee Taxes

All Federal Taxes, Social Security, Medicare, State Taxes, and Local Taxes, separated by type for correct filing.

Note: Your report may look very different than this example. Your state or local district may require taxes that do not appear here. You must provide all tax totals for each employee. 

Employer Taxes

All Federal Unemployment Taxes and State Unemployment Taxes, separated by type for correct filing.

Note: Your report may look very different than this example. Your state or local district may require taxes that do not appear in this example. You must provide all employer tax totals for each employee. 

Section 125 Deductions

Typically, these include Medical, Dental, and Vision deductions. Make sure they are listed separately.

Note: Your report may look very different than this example. You may offer benefits or deductions that do not appear in this example. Provide all employer contribution totals itemized per employee. 

Other Pre-Tax Deductions

Any other pre-tax deductions that affect taxable wages. Typically, these include your 401K, Traditional IRA, and Commuter Benefit deductions. Make sure they are separated by employee.

Note: Your report may look very different than this example. You may offer benefits that do not appear here. You must provide all pre-tax employer contribution totals per employee. 

Other Standard Post-Tax Deductions

Any deductions that take place after taxes. Examples include Roth 401K, child support, garnishments, and advances.

Note: Your report may look very different than this example, and may have post-tax deductions that do not appear here. Itemize all post-tax deductions for each employee.

For this quarter, you will need to provide the following:

• Employer tax contributions
• Employee gross wages
• Any pre or post-tax deductions
• All pay information for the quarter separated by check date, by employee, and by type.
• By check date: Separate each paycheck issued during the quarter (Only include checks dated between October 1 - December 31) 
• By employee: Check dates should be separated by each employee
• By type: Separated by type (Social security, Medicare, federal and state taxes, etc.) 

This information must detail amounts paid for each employee, company taxes, and all net wages as shown below.

Note: Your report may look very different than this example, depending on your report generator. What’s important is that the information detailed here is present.

For these quarters, you will need to provide three separate reports, one for Q1, a second one for Q2, and a third for Q3. Each of the three reports must include the following details:

• Employer tax contributions
• Employee gross wages
• Any pre or post-tax deductions
• All pay information for the quarter

Since you’re switching to OnPay in the 4th Quarter (Oct 1 - Dec 31), we will also need your wages for prior quarters of this year. They must be separated by quarter, but here’s the good news: This time, we won’t need totals separated by each check date. We still need the same info as the current quarter, but reports for Q1, Q2, and Q3 can be consolidated reports, with quarterly totals, as shown below.

Note: Your report may look very different than this example, depending on your report generator. What’s important is that the information detailed here is present.