Overview
This guide shows you how to export payroll data for a specific plan sponsor so you can review, reconcile, or share payroll activity outside the platform. By completing this workflow, you will generate an Excel file that includes multiple payroll summary and detail tabs, such as pay statements, payroll by period, and payroll by employee.
This export helps you validate payroll inputs, confirm contribution calculations, and support plan administration tasks. You will finish with a downloadable Excel file filtered to the pay period or check dates you select.
Common Uses
When you need to reconcile payroll and contribution totals for a specific pay period before completing compliance testing or funding reviews. When a plan sponsor or payroll provider requests a detailed payroll extract in Excel format.
During payroll onboarding or troubleshooting, when you need to confirm earnings, taxes, and employee or employer contribution components are flowing correctly. After identifying a data issue, when you need to validate the impacted dates and employees using a downloadable report.
How To
Open the plan sponsor
Navigate to the Plan or Client you want to work with. You can also view this on the payrolls page.
Open the specific plan sponsor record.
Confirm you are in the correct plan sponsor before proceeding.
Access the payroll connection
From the plan sponsor view, click the Payroll Connection card.
Alternatively, go to the Payrolls page and select the plan sponsor.Locate the payroll connection associated with the plan.
Confirm the correct payroll provider connection is displayed.
Select the payroll connection
Click into the specific payroll connection you want to export from.
Review the connection details to ensure it is the correct source.
Confirm payroll activity is visible before continuing.
Start the export
Click the More menu within the payroll connection.
Select Export Payroll Data.
Confirm that the export dialog or date selection screen appears.
Enter the date criteria
Enter the pay period start and end dates and or the check dates you want included.
Ensure the selected dates match your reconciliation basis, whether pay period dates or check dates.
Review the date range carefully.
Confirm the system accepts the selected criteria.
Important: Selecting inconsistent date types may cause totals to differ from your internal reports.
Generate and download the file
Submit or confirm the export request.
Wait for the system to generate the file.
Download the Excel file once it is available.
Open the file to verify it downloaded successfully.
Expected result: The export opens as an Excel file with multiple worksheets.
Review the Pay Statements sheet
Open the Pay Statements tab.
Review row level payroll detail including:
Check Date, Pay Period Start, and Pay Period End formatted as MM/DD/YYYY when available.
Payroll Type, SSN, First Name, Last Name, Division Code, Title, Hours Worked, Gross Pay, and Net Pay.
Review dynamic columns for Earnings, Taxes, Employee Contributions, and Employer Contributions.
Confirm each dynamic section includes a Total column that sums that section for each row.
Note: Dynamic columns vary based on the payroll data included in your selected date range.
Review the Payroll by Period sheet
Open the Payroll by Period tab.
Confirm payroll is grouped by Check Date, or by Pay Period End if Check Date is not available.
If multiple payroll types exist for the same date, confirm the grouping reflects date and payroll type.
Review summary fields including Number of Employees, Hours Worked, Gross Pay, Net Pay, and dynamic totals.
Validate totals against your expected period level figures.
Review the Payroll by Employee sheet
Open the Payroll by Employee tab.
Confirm employee identifying fields such as SSN, First Name, Last Name, Division Code, and Title.
Review summed Hours Worked, Gross Pay, and Net Pay across all payrolls in the selected range.
Review dynamic Earnings, Taxes, Employee Contributions, and Employer Contributions totals for each employee.
Review the Employee Mapped Payrolls sheet
Open the Employee Mapped Payrolls tab.
Review employee demographic fields including SSN, date of birth, hire date, termination date, rehire date, phone, email, and address details.
Confirm payroll period start and end dates are accurate.
Review Gross Compensation and mapped compensation fields such as statutory compensation, HPI compensation, and prevailing wage where applicable.
Review mapped contribution fields including pre tax deferral, Roth or post tax deferral, employer match, and safe harbor match when configured.
Note that certain fields such as Location or Country may appear blank if not assigned.
Use the export for reconciliation and sharing
Compare Payroll by Period totals to your internal payroll or funding reports.
Use Pay Statements to identify specific employees or payroll types if discrepancies exist.
Save the file in your firm’s secure storage location.
Share the file only through approved secure methods.
Important: The export contains sensitive data including SSNs. Follow your firm’s data security and privacy policies when storing or sharing the file.