How to extract historical YTD data from Paychex Flex #

Overview #

This guide outlines the steps for extracting and verifying employee and payroll data from Paychex Flex, including demographic information, pay periods, direct deposit setup, withholdings, deduction codes, pay item details, and company tax returns.

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Step 1: Export Employee Demographic Data #

1. Go to Analytics & Reports and select Live Reports.
2. Select Employee Listings.
3. Choose Employee Demographic Data.
4. Remove the “Status is not Terminated” filter by clicking the X to include terminated employees.
5. Scroll to the Details section.
6. Click Columns in the top right, then select Add Columns.
7. Add the following fields:

– First Name
– Middle Initial
– Last Name
– Termination Date
– Unmasked SSN (Taxpayer ID)
– Location (Business)
– Most Recent Hire Date

1. Click Apply and close the column drawer.
2. Click Download and select Report Details (XLSX).

Note: Do not use the CSV option, as it will remove the report headers.

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Step 2: Verify Business Location #

• Check the Employee Demographics report to ensure the business location is included for all staff.

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Step 3: Review Open Quarter Pay Periods #

• Review the pay periods for the current open quarter using the following documents:

– Payroll Journal (PDF)
– Cash Requirements (PDF)

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Step 4: Manage Direct Deposit Setup #

Paychex does not input direct deposit data for companies with 50 or more employees. Follow the instructions based on company size:

• For 50+ employees:

– Ask the partner to send onboarding links directly to the employees.

• For 50 or fewer employees:

– As a courtesy, you may handle the data. Ask the client to:
– Run the Direct Deposit Detail Report (found under Quick Reports → Pay Period).
– Save the report as a PDF.
– Upload the file to the Check document center.

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Step 5: Enter Employee Withholdings Manually #

• Review and enter withholding information for each worker in Paychex Flex. This must be done employee by employee for accuracy.

Instructions:

1. Open the Paychex Flex portal.
2. Navigate to the manual entry section.
3. Input the withholding details for each individual.

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Step 6: Verify Deduction Codes #

Standard reports for per-pay period benefits do not exist. Use a recent Payroll Journal as your primary reference.

To confirm specific deduction code types:

1. Navigate to Company Settings.
2. Select the relevant company.
3. Go to Payroll and select Pay Items.

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Step 7: Run Pay Items Detail Report #

Use the Pay Items Detail Report for the most accurate year-to-date data.

1. Open Live Reports and select Pay Items Detail Report.
2. Set your custom date range at the top left (either the full YTD or specific quarters).
3. Go to the Details section and click Columns.
4. Select Add Columns and include:

– Check Date
– Full Name
– All fields under Pay Items (exclude pay rate/informational columns)
– Optional: Draw, Informational, and Fringe Amount

1. Download the report as Report Details (XLSX).

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Step 8: Download Company Tax Returns #

1. Go to Quick Reports and select Payroll Quarterly.
2. Choose the specific quarter you need.
3. Click Download, then click Combine to create the full tax return.

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Step 9: Review Company Tax Details #

1. Select Company Details from the left-hand menu.
2. Click Tax Information to view your tax profiles.
3. Check all Federal and State registrations by clicking into each specific section to see the details.