Migrate Your Payroll from a CPA or Other Systems

We’re excited to be your new payroll provider! Since you’ve already paid employees earlier this year through another provider, we’ll need some details from your previous payroll records. Importing this information helps ensure that all tax payments and reports stay accurate.

You can keep your account with your previous payroll provider active while the payroll data is being transferred into our system. This ensures you can continue to download reports or if necessary, run an additional payroll.

There are two ways to provide us with your payroll data:

  1. Add support@pavillio.com as an administrator in your payroll system so our team can download the reporting directly (recommended)

  2. Download a report from your payroll provider and attach it to a Support Ticket.

Instructions for both options are included below.

Generally, you’ll want to add us as an administrator to your account with full access, and many systems follow similar steps. If your provider is not listed in our help documentation and you can’t find a place to add a user, open a Support Ticket. We are happy to help.

If you are onboarding in the middle of a quarter, you need to generate a report for each past payroll run in the current quarter along with reports for each closed quarter.

For example, if joining us with a first payroll date of 8/30 and have processed payroll during Q3 with check dates of 7/15, 7/31, and 8/15 - we'll need the following report for each of those check dates in Q3 as well as a report for Q1 totals and Q2 totals.

We need a detailed payroll journal report that includes the following broken down by pay date and by each employee:

  • Wages broken down by type (hourly, salary, commissions, etc)

  • Both employee and employer taxes broken down by type

    Paystubs don’t always show employer taxes so they may not be usable

  • Deductions broken down by type

  • Employer contributions broken down by type

  • Pay period for each check date

  • A year-to-date report for all the payrolls run in the calendar year

  • Download this as a CSV or PDF

The reports may have different names depending on the payroll provider.

  • Payroll Details Report

  • Employee Earnings Records

  • Payroll Summary Report

  • Check History Detail

  • Payroll Registry Report

Things to note:

  • Terminated employees and contractors who were paid during this calendar year should be included on these reports.

  • Reports should include both state and federal tax amounts for employees.

Contractor only migrations: If there are no employee wages to report and only 1099 contractor payments provide the following:

  • Check dates and associated pay periods.

  • Payment amounts by type (service commission, tips, etc)

  • Download this as a CSV or PDF.

For employers who have a weekly pay group:

  1. Submit Initial Data: Send us all the data you have accumulated so far for the calendar year. This enables us to start the implementation process on our end.

  2. Provide Final Payroll Run Data: Share the data from the final weekly payroll run with us.

Example Timeline:

Let’s say you run payroll every Monday for a Friday check date. Send us all payroll information except for the current week’s payroll so we can start the migration process. After you run your final payroll, send us the payroll journal by Friday. This allows us to finish migrating your data so you’re ready to run your first payroll the following week.

Example Migration Calendar