Migrating to WOLF’s Native Payroll
Payroll migration is the process of transitioning from one payroll solution or provider to another.
If you are currently running W2 payroll with a different provider and would like to switch to WOLF’s native payroll, a migration will be required.
There are three main components that will need to be migrated from your current provider to WOLF:
Employee Census Data
Payroll History
Company Tax Accounts (state agency account numbers and settings)
There are a couple of important things to keep in mind–if you will be starting with WOLF for your first check date in a new calendar year, previous payroll history data is not required. If you were previously using a Professional Employment Organization (PEO) service, payroll history may not be required as part of migration. Additionally, WOLF does not input state agency information as there are additional steps only you (the employer!) can complete such as third-party authorizations.
WOLF will add you as an admin so that you can complete the state tax setup.
Ready to get started? Let’s look at how to initiate a payroll migration.
2. How to initiate your payroll migration
First things first–once you’re ready to begin your payroll migration, please reach out to WOLF.
We will enable W2 payroll on your platform, where you can complete your initial onboarding. Once you’re done with the initial onboarding, you are ready to start migration.
In order to proceed, WOLF has two options:
You will need to provide view-only access to eve@payrollmigration.com for the previous payroll provider. Access to all reports will be needed. (Preferred)
or
Share employee census data, historical payroll data reports, and previous quarter reporting with your WOLF account manager by email or Box link.
This data should include the following reports and files:
Employee census data in CSV/Excel format that includes Full legal name, SSN, DOB, email, home address (split into address, city, state, zip columns), and work location.
Additionally, if you would like to skip employee self-onboarding, we would also need their direct deposit information (routing number, account number), their federal filing status and withholdings, and their state filing status and withholdings.
A payroll journal report with all pay stubs by check date by employee in CSV/Excel format. This report would need all deductions, employee taxes, and employer taxes broken out
Most recent quarterly filings for federal and state (sometimes grouped together in a file called a “quarterly package” or “quarterly report”)
Completing the payroll migration typically takes 1 to 2 weeks. If you run weekly payroll, we will closely coordinate the final migration steps and overall timeline to ensure we’re on the same page for a first WOLF payroll run.
Note: It is highly recommended that until you are live and ready to run your first payroll with WOLF, that you do not cancel your previous payroll provider.
3. What can I do until my payroll status with WOLF is live?
You’ve started your payroll migration and are eager to get going! So are we – so let’s review what you can do before you’re live.
Remember, for your status to be updated to Live, the following steps need to occur:
You will need to complete the employer onboarding process, including verifying bank account microdeposits successfully.
EIN letters and DBA letters may need to be provided if requested by WOLF
All Tax Setup Cards on the Taxes page must be completed for respective states
If you are migrating from a previous payroll provider, that migration will need to be complete
So what can you do in the meantime?
WOLF recommends that you add a “skeleton” employee. You can also add any employees who are not included in the migration. This will help ensure all the needed tax information is complete. The tax setup (step 2 above) actually cannot start until you have at least 1 employee added.
It is important to keep in mind, that only after your status is Live, will those manually added employees actually be able to fill out their onboarding information.