If you're considering a shift from your current W2 payroll provider to WOLF’s native payroll system, this guide outlines the key steps involved in the migration process.
1. Migration Components:
To smoothly transition to WOLF's payroll system, three main components need to be migrated:
Employee Census Data
Payroll History
Company Tax Accounts (state agency account numbers and settings)
Important Notes:
If you're transitioning to WOLF for the first check date in a new calendar year, previous payroll history data is not mandatory.
If you were using a Professional Employment Organization (PEO) service, payroll history may not be required.
WOLF does not input state agency information; the employer is responsible for these steps, such as third-party authorizations.
2. Initiating Payroll Migration:
Ready to begin? Follow these steps:
Contact WOLF to enable W2 payroll on your platform and complete the initial onboarding.
There are two options for migration:
Provide view-only access to help@fromwolf.com for the previous provider, granting access to all reports (preferred).
Share necessary data (employee census, historical payroll data, and previous quarter reporting) with your WOLF account manager via email or Box link.
Required Data:
Employee census data in CSV/Excel format, including Full legal name, SSN, DOB, email, home address, and work location.
Direct deposit information, federal and state filing status, and withholdings if skipping employee self-onboarding.
Payroll journal report in CSV/Excel format with all pay stubs by check date by employee.
Most recent quarterly filings for federal and state.
Timeline: The migration typically takes 1 to 2 weeks. Coordination ensures a smooth transition, especially for weekly payroll.
Important: Do not cancel your previous payroll provider until live and ready to run your first payroll with WOLF.
3. Preparing for Live Status:
To have your status updated to Live, follow these steps:
Complete employer onboarding, including successful verification of bank account microdeposits.
Provide EIN letters and DBA letters if requested.
Complete all Tax Setup Cards on the Taxes page for respective states.
Ensure the migration from the previous provider is complete.
Pre-Live Recommendations: What can you do in the meantime while preparing for live status?
Add a "skeleton" employee and any non-migrating employees.
Only after your status is Live will employees who were manually added be able to fill out onboarding information.
By adhering to these steps, you can seamlessly transition to WOLF's native payroll, ensuring a smooth and efficient process for your organization.