Paycom Data Validation — Post-Fusion-Load Reconciliation

Paycom data validation is the post-load reconciliation layer that proves the Paycom-to-Fusion conversion happened correctly. It covers: payroll-cycle parity (gross pay, net pay, FIT, FICA, Medicare, state tax, deductions per cycle in Fusion match Paycom snapshots), YTD-totals parity per employee per balance type, W-2 reconciliation per tax year, ACA 1095-C totals (count of 1095-Cs and 1094-C aggregate totals), audit-pack outputs (signed reconciliation report per business unit per quarter) and IRS reconciliation (941 quarterly federal totals match Paycom history). Syntra ETL ships paycom data validation as a row-level engine that runs automatically post-load.

Cycle-parity is the most rigorous check in paycom data validation. For every historical pay cycle migrated, the engine compares: total employees paid in Paycom vs Fusion, total gross pay, total net pay, total FIT withheld, total FICA (employee + employer), total Medicare, total state tax per state, total deductions per element, total garnishments per element, direct-deposit total per bank routing. Any cycle that doesn't reconcile to the penny is flagged with the specific employees and lines responsible. The engine drills from cycle-total to employee-total to line-detail without intervention so the payroll director sees exactly which records to investigate.

Year-to-date totals are the foundation of accurate first-cycle Fusion payroll. After FBDI Payroll Balance Initialization loads YTD/QTD/MTD balances, paycom data validation compares every balance type for every active employee: YTD gross, YTD federal taxable wages, YTD FIT withheld, YTD Medicare wages, YTD Medicare withheld, YTD Social Security wages (capped at the annual limit), YTD Social Security withheld, YTD state wages per state, YTD state tax per state, YTD pre-tax 401(k), YTD HSA, YTD Section 125, YTD post-tax voluntary, YTD garnishments. Any mismatch surfaces with the employee and the balance type. Without this validation the first Fusion paycheck will mis-calculate withholding.

W-2 reconciliation is the year-end proof point. Paycom data validation per tax year compares: count of W-2s issued in Paycom vs count of W-2s reconstructible from Fusion balances, Box 1 (wages, tips, other compensation), Box 2 (federal income tax withheld), Box 3 (Social Security wages), Box 4 (Social Security tax withheld), Box 5 (Medicare wages), Box 6 (Medicare tax withheld), Box 12 codes (D for 401(k), DD for employer-sponsored health, W for HSA, etc.), Box 14 (state-specific items), state-level Box 16/17 per state per employee. The engine reports per-employee per-box exceptions and aggregate totals. Internal audit accepts the W-2 reconciliation report as IRS substantiation.

ACA 1095-C reconciliation matters for Applicable Large Employers (50+ FTE). Paycom data validation per tax year compares: count of 1095-Cs issued in Paycom vs Fusion (must match employee-headcount that was full-time for at least one month), aggregate offer codes (count of 1A months, count of 1E months, etc.), aggregate safe-harbor codes (count of 2A, 2C, 2F, etc.), count of self-insured 1095-C with Part III covered-individual sections, 1094-C aggregate transmittal totals. Any mismatch surfaces. The 1094-C transmittal is what gets filed with the IRS — if it's wrong, the 226-J letter follows.

Yes. Every paycom data validation run produces a signed audit pack: cycle-parity report per pay cycle (PDF + machine-readable JSON), YTD-balance reconciliation per employee per balance type (filterable Excel), W-2 reconciliation per tax year per employee (PDF + machine-readable), ACA 1095-C reconciliation per tax year (PDF + machine-readable), 941 quarterly reconciliation per quarter per business unit, deduction-element reconciliation per element, garnishment reconciliation per payee, hash-signed manifest of every record migrated with timestamp and source extract date. The audit pack ships to internal audit, external auditors and the board as SOX substantiation. No reconstruction needed when DOL or IRS arrives.

IRS Form 941 quarterly federal reconciliation is the most-audited domain. Paycom data validation per quarter compares: total wages subject to FIT, total FIT withheld, total wages subject to Social Security (capped at quarterly annual limit), total Social Security tax (employee + employer), total wages subject to Medicare, total Medicare tax (with Additional Medicare 0.9% above $200k), total Section 125 / 401(k) deductions excluded from FIT-able wages, total tipped-employee adjustments, total fringe-benefit additions. Every quarter ends with a signed 941 reconciliation: what Paycom historically filed vs what Fusion reconstructs from migrated balances. Any variance surfaces with the specific employees responsible.

Cycle-time depends on volume. For a 1,500-employee tenant with 5 years of pay history (roughly 195,000 paychecks), the full paycom data validation suite — cycle-parity, YTD balances, W-2 per year, ACA per year, 941 per quarter, deduction-element, garnishment, audit pack — runs in 4–8 hours on standard Syntra ETL infrastructure. The reconciliation is parallelized across business units and tax years. Critical exceptions (anything that doesn't reconcile) surface within the first 30 minutes for the most recent year so the payroll director starts triaging while older years process in the background. The complete audit pack is delivered same-day.