Payroll year-to-date import

For a mid-year switch: load each employee's year-to-date wages and withholdings so wage limits are applied correctly and W-2s cover the whole year.

Payroll → Year-to-date Import.

If you start running payroll here part-way through a year, the W-2s must include what the previous system paid. Choose the year and enter, per employee, the year-to-date Gross, Federal WH, Social Security, Medicare, State WH and Pre-tax deductions, as at the last pay date before your first run here, then Save year-to-date figures. A Social Security or Medicare figure far from 6.2% or 1.45% of gross is flagged so a typo does not distort a W-2.

The import does not post to the ledger (those wages were booked in the old system). It seeds the running totals, so wage-base limits (Social Security, FUTA, SUTA, the Additional Medicare threshold) are reached at the right point, and the W-2s show the full year with a note that they include imported figures. Form 941 does not include the imported wages, because the previous system filed its own 941s — see Payroll tax centre.

Once a run has been processed here for that year the figures are locked.