During payroll implementation, Employer Success needs your payroll history from the current calendar year for a smooth transition. That history keeps year-to-date totals, tax withholdings, and reporting accurate so nothing is lost or duplicated when you begin running payroll with BerniePortal.
There is no employer upload screen in BerniePortal for prior payroll history. Provide access or reports to Employer Success as described below. After you are live, Payroll → History shows past BerniePortal payroll runs only.
Two Options for Providing Payroll History
Option 1: Grant Access to Your Previous Payroll Provider (Preferred)
If possible, grant Employer Success access to your previous payroll provider's platform so they can pull the necessary reports directly. This:
- Speeds up implementation
- Reduces back-and-forth
- Helps keep your implementation on schedule
Option 2: Provide Reports Manually
If direct access is not available, request and provide payroll history reports yourself. This path takes longer because of communication back-and-forth and variations in reporting formats. It is common when:
- Your payroll was handled by a third party (such as an external accountant)
- Your previous provider used a desktop-based system that does not allow online access (for example, QuickBooks Desktop)
If manual reports are needed, request them from your previous provider as soon as possible.
Required Payroll History Reports
If providing reports manually, gather the following for all completed quarters in the current calendar year:
Taxable Wage Report (PDF)
- Listed per employee, by check date
- Shows wages and taxable wages by tax item
Payroll Register/Journal (Excel and PDF)
- Used for inputting payroll history
- Excel is preferred for direct upload; PDF is used to cross-check data
- If only a PDF is available, conversion to Excel adds processing time
Payroll Summary (PDF)
- Displays total amounts for each tax item by check date
- Helps validate totals between systems
Earnings Listing Report (Excel or PDF)
- Provides detailed earnings data
- Helps map how earnings should be coded in your new payroll setup
Deductions Listing Report (Excel or PDF)
- Provides detailed deduction data
- Includes taxation details for each deduction, which speeds up coding
Important Note
Payroll history uploads are highly case-specific depending on your current system. Even with the reports listed above, Employer Success may request additional data based on what is initially provided. Request these documents as early in implementation as possible.
Getting Started
Questions about the reports needed for your implementation, or whether granting access to your previous provider is feasible? Email help@bernardhealth.com.