Available to Basic Payroll, Full Service Payroll
When managing payroll history and pay dates in Patriot Software, it’s essential to follow specific guidelines to ensure compliance with tax filing requirements and accurate record-keeping. Below are the key rules and instructions for entering payroll history and managing pay dates.
Basic Payroll customers will see the Enter Payroll History link in the software by going to Payroll > Payroll Tasks > Enter Payroll History.
If you do not see the Enter Payroll History link, you likely have Full Service Payroll. Please contact Support to request access to enter payroll history.
General Rules for Payroll History Entry
Quarterly Payroll History: Use the quarter’s start and end dates for the pay period. Set the pay date to the final pay date you actually used in that quarter. Future pay dates are not allowed when entering payroll history.
Full Quarter Entries: For the last pay period in a quarter, use the following dates: - Pay Period Start Date: Start date of the last pay period in the quarter. - Pay Period End Date: End date of the last pay period in the quarter. - Pay Date: Last pay date of the quarter (must be a past date).
Open Quarters: If entering payroll history for an open quarter, enter each payroll by its individual pay date rather than as a lump sum.
Specific Guidelines for Different Depositor Types
Semiweekly Federal Tax Depositors: Payroll history must be entered by individual pay dates for the entire year, including closed quarters. Lump sum or quarterly entries are not allowed. Each weekly payroll must be entered separately to ensure accurate records and reporting.
Rules for Pay Dates and Tax Filings
Pay Dates Within a Quarter: You can set a pay date within the quarter (e.g., June instead of July) as long as it reflects when the money was actually paid.
Tax Filings: Quarterly tax filings are based on the paycheck pay date. For example: - Paychecks dated April–June count in Q2. - A paycheck dated in July counts in Q3.
Before You Start
Keep the following in mind before entering payroll history:
Enter payroll history from oldest to newest pay date.
Enter payrolls one employee at a time.
Payrolls from open quarters must be entered by individual pay date.
Payrolls from closed quarters can be entered by individual pay date or as a lump sum using the last pay date of that quarter.
Semi-weekly federal tax depositors must enter payroll history by individual pay date for the entire year, including closed quarters.
How to Enter Payroll History After Your Initial Payroll Setup
Step 1: Add the Pay Period and Pay Date
Go to Payroll > Payroll Tasks > Enter Payroll History
💡If you do NOT see this link you have the Full Service Payroll. Please contact support to get access to enter payroll history.
In the payroll history section, click Add Payroll History.
Select the employee you are entering history for.
Enter the pay period start date and pay period end date.
Enter the pay date for that payroll.
Step 2: Add Hours and Money Types Paid
Enter the earnings for the pay period:
Select the applicable money type (for example, Regular, Overtime, Bonus).
Enter the number of hours worked, if applicable.
Enter the dollar amount for each money type.
Step 3: Add Deductions and Contributions
Enter any deductions withheld from the employee's pay and employer contributions made for that pay period:
Enter the employee deduction amount for each applicable deduction (for example, health insurance, 401(k)).
Enter the employer contribution amount for each applicable contribution.
Step 4: Add Employee Tax Withheld
Enter the taxes that were withheld from the employee's paycheck for this pay period:
Enter the amount withheld for each applicable tax, including:
Federal income tax
Social Security (employee share)
Medicare (employee share)
State and local income taxes, if applicable
Step 5: Add Employer Taxes Calculated
Enter the employer's share of taxes that were calculated for this pay period:
Enter the employer tax amounts, including:
Social Security (employer share)
Medicare (employer share)
Federal Unemployment Tax (FUTA)
State Unemployment Tax (SUTA), if applicable
Step 6: Continue for Each Employee and Pay Date
After saving the entry for the current employee and pay date:
Click Add Payroll History to begin the next entry.
Repeat Steps 1 through 5 for the same employee's next pay date, or switch to the next employee.
Continue until all payroll history has been entered for all employees.
FAQs for Entering Payroll History
Can I use future dates for payroll history entries?
No, Patriot Software does not allow future pay dates when entering payroll history. Ensure all pay dates are in the past.
2. What if I’m entering payroll history for an open quarter?
For open quarters, enter each payroll by its individual pay date rather than as a lump sum.
3. How are payrolls counted toward a quarter for tax filings?
Payrolls are counted based on the paycheck pay date. For example, paychecks dated in April–June count in Q2, while those dated in July count in Q3. By following these guidelines, you can ensure accurate payroll history entries and compliance with tax filing requirements in Patriot Software.