Hi @abcPottery - Thanks for reaching out to us here on the Square Seller Community. I reached out directly to the Square Payroll Team and they provided me with the following information:
"Depending on when you onboarded and sent your first run through Square Payroll, the experience will change a bit and you should always be prompted to provide your previous payroll history in the quarter in which you send your first run. If you no longer have the option to upload the report through Dashboard, you will need to contact the Payroll Support team by phone or email.
Additionally, given we are quickly approaching the end of 2022, it is extremely important that this information is provided to Square Payroll as soon as possible, and prior to the end of the year. We will do our best to accommodate last-minute requests to upload previous payroll history for 2022. You will need to provide our team with your previous payroll report (preferably in Excel, but PDFs are accepted) that shows the following details by pay date:
- Pay Date
- Gross Pay
- Hours (PTO, Sick Leave, and Worked)
- Federal Income taxes withheld
- FICA/Social Security
- Medicare
- Any applicable state taxes
- Any deductions withheld from employees
- Any benefits contributions from the company/employee
You can find additional information on how to Find Payroll History From Your Previous Provider in our Support Center. Before you send your report over, please make sure it includes the above details for every pay stub for all current and former W-2 employees paid this year. Upon receipt of your payroll history report, a Square Payroll team member will review the report, and may reach out for additional details and clarifications, if needed. For tax reporting purposes, a pay date is different from a check date. The check date is the date when your employee was paid, but the pay date is the date when federal and state tax payments were recorded. When providing your prior payroll reports, Square Payroll will need payroll information based on the pay date.
It is very important that previous payroll information is provided to Square Payroll for accurate tax withholding and reporting for current and past employees. If Square Payroll is missing prior payroll information for your business, amendments to your tax forms and employee W-2s may be required."
I hope this information is helpful but please do let me know if you have any additional questions.
Violet
Community Moderator, Square
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