PrismHR Help · Public documentation for Microsoft 365 Copilot
This file is a combined export of PrismHR help topics in Billing. Source help system: https://tech-docs.prismhr.com/SP_help/Default.htm Each topic is separated by a heading and includes its original URL.
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https://tech-docs.prismhr.com/SP_help/Content/PD/Billing/Front_Matter/Bill_UG_Billing_Benefit_Plans.htm
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PD/Billing/Front_Matter/Bill_UG_Billing_Benefit_Plans.htm
To define billing for group benefit plans, open the Back Office menu and select System|Change > Group Benefit Plans. Open the benefit plan and enter the billing code in the top panel. Next, open the Actions menu
[Image: screenshot]
and then select Billing Rates. See Maintaining Group Benefit Plans for details.
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PD/Billing/Front_Matter/Bill_UG_Billing_Deductions.htm
To define deduction codes, open the Back Office menu and select System|Change > Deduction Codes. See Maintaining Global Deduction Codes for details.
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PD/Billing/Front_Matter/Bill_UG_Billing_Retirement_Plans.htm
To set the billing for retirement plans, open the Back Office menu and select System|Change > Retirement Plans. See Setting Up and Maintaining Retirement Plans for details.
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PD/Billing/Front_Matter/Bill_UG_Chapter_Bill_Codes.htm
There are billing codes that your organization must define and set up.
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PD/Billing/Front_Matter/Bill_UG_Chapter_Bill_Templates.htm
You can create billing templates for PEO and ASO clients.
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PD/Billing/Front_Matter/Bill_UG_Chapter_Client_Billing.htm
There are features that your organization uses to maintain client billing.
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PD/Billing/Front_Matter/Bill_UG_Chapter_Client_Setup.htm
Your organization must set up billing features at the client level. Typically, how you bill a client and what you bill varies from client to client.
If a client’s type is Corporate (that is, if you set up your own organization as a client in PrismHR for internal use), you do not need to set up billing information.
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Path: PD/Billing/Front_Matter/Bill_UG_Chapter_Intro.htm
The billing online help explains the functions and features of the billing features in PrismHR.
Setup - The tasks and steps involved in setting up or defining codes, values, and definitions commonly used throughout the billing-related features. Authorized personnel set up these values before initial use of the system, however, they may perform these tasks when your organization requires new values or definitions.
Administration - The tasks and steps involved in the daily maintenance, administration of the billing features.
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PD/Billing/Front_Matter/Bill_UG_Chapter_System_Setup.htm
There are billing setup tasks that your organization must set up at the system level.
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Your organization needs to include billing in the chart of accounts. See the PrismHR Accounting User Guide for details.
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The contents are for users who are:
Responsible for the setup and administration of client accounting and billing
Familiar with the use of an internet browser
Billing.pdfBilling User Guide
Setup and administration of billing codes, values, and definitions on the PrismHR platform. PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.
© August 2026 by PrismHR. All rights reserved. Table of Contents
Table of Contents Billing User Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Introduction 7 Intended Audience 7 Chapter 2 Billing Codes 8 Rate Groups 8 Using Billing Codes 9 Establishing Billing Events 11 Creating a Billing Event 12 Establishing Price Overrides 13 Chapter 3 Creating Billing Templates 14 Defining Methods for Billing Clients 14 Establishing Parameters Required to Bill Clients 14 Maintaining Bill Rates and Administration Fees 16 Selecting Pay Codes That Control Unit-based Administration Fees 17 Defining Benefits Included in Administration Fees 17 Including Other Taxes 18 Entering Overrides by State 18 Classifying Expense Reimbursement Pay Codes 19 Chapter 4 System-Level Setup 20 General Ledger Accounts for Billing 20 Deduction Codes for Billing 20 Billing for Retirement Plans 20 Billing for Group Benefit Plans 20 Establishing Billing Formats 20
Billing User Guide © 2026 PrismHR 3 Table of Contents
Adding Billing Codes to a New Line Item 22Chapter 5 Client-Level Setup 24 Billing Rules 24 Bundled Billing Rules 24 Unbundled Billing Rules 25 Tax Criteria 31 Additional Conditions 32 Based On Options 34 Establishing State Tax Rates (SUTA) 40 Establishing Officer and State Bill Rates 41 Importing SUTA Rates Data 43 Defining State Tax Bill Rates (SUTA) 45 Setting a Location for State Tax Bill Rates 45 Setting SUTA Bill Rate Information 46 Establishing Officer and State Bill Rates 46 Selecting Relevant Employers 47 Importing SUTA Billing Rates Data 48 Defining W/C Accrual Modifiers 49 Adjusting W/C Billing Modifiers 49 Importing a Workers’ Compensation Template File 50 Using Override Rates Option 51 Chapter 6 Client Billing 53 Working with Bill Pending Data 53 Background 53 System Billing Events 53 Manual Billing Events 54 Importing Bill Pending Data 54 Understanding the E-Verify Bill Pending Fee 54
Billing User Guide © 2026 PrismHR 4 Table of Contents
Working with Billing Items 55
Avoiding Pitfalls 58
Employee Sensitivity 58
Date Sensitivity 58
Using Repeat Thru Date Correctly 58
Using Repeat Cycle Correctly 59
Cost 59Chapter 7 Stack Invoice with Workers’ Comp Broken Out 60 Set Up the Billing Format 60 Set Up the Billing Template 62 Set Billing Information for the Client 62 Chapter 8 Setting Up Invoice Header Information 64 Invoice Logos 64 Employer Invoice Logo 65 Global Invoice Logos (PEO and Non-PEO) 65 Company Invoice Logos 65 Global Invoice Report and Blank Image Logo 66 MVQ Invoice Information 66 Client Information 66 Client Name 66 Client Address 67 Setting Up Employer Information 68 PEO Clients 68 Non-PEO Clients 68 Employer Name 69 Employer Address 69 Other Employer Information 70
Billing User Guide © 2026 PrismHR 5 Table of Contents
Chapter 9 Setting Up Garnishment Setup Fees 71 Creating GSF Billing Event Code 71 Assigning Fee Setup in Client Details 72 Notes About Take-On Clients 72 Chapter 10 Setting Up Form W-2 Billing Fees 73 Background 73 Billing Codes 73 Billing Rules 74 Chapter 11 Importing Client Bill Pending Data 75 Importing the File 75 Viewing Bill Pending for Clients 75
Billing User Guide © 2026 PrismHR 6 Chapter 1 Introduction
Chapter 1 Introduction The Billing User Guide explains the functions and features of the billing features in PrismHR. • Setup - The tasks and steps involved in setting up or defining codes, values, and definitions commonly used throughout the billing-related features. Authorized personnel set up these values before initial use of the system, however, they may perform these tasks when your organization requires new values or definitions. • Administration - The tasks and steps involved in the daily maintenance, administration of the billing features.
Intended Audience The contents are for users who are: • Responsible for the setup and administration of client accounting and billing • Familiar with the use of an internet browser
Billing User Guide © 2026 PrismHR 7 Chapter 2 Billing Codes
Chapter 2 Billing Codes There are billing codes that your organization must define and set up.
Rate Groups Use the Rate Groups form to maintain rate group codes. The system uses these codes to manage billing for benefit plans.
Note: Rate Group Codes can contain any alphanumeric characters except 0. They also cannot contain a period (.).
To set up a rate group: 1. Enter the Rate Group code. 2. Enter a description of the rate group in the Group Name field. 3. Select Inactive if this rate group is not currently used in PrismHR. 4. Select Premium Rate Group to use this rate group for premiums instead of billing. 5. Click Save. When you select an existing Rate Group and save the form, the system checks for the following validations for the Premium Rate Group checkbox: • If the Premium Rate Group field is checked, then on clicking Save, the system verifies that there are no Billing Rate records associated with the selected Rate Group. • If the Premium Rate Group field in unchecked, then on clicking Save, the system verifies that there are no Premium Rate records associated with the selected Rate Group.
Billing User Guide © 2026 PrismHR 8 Chapter 2 Billing Codes
Note: If any Billing Rate or Premium Rate is found in any of the above mentioned validation, an error message stating, Rates are currently associated with this Rate Group. Changes to the ‘Premium Rate Group’ are not allowed. is displayed.
Using Billing Codes Use the Billing Codes form to define billing entry and accounting information. There are certain bill codes that PrismHR requires, and rules for others. Here is a list of codes used as system defaults and their usage: • 000: Gross Wages • 001: FICA/OASDI • 002: FICA/Medicare • 003: FUTA • 004: SUTA • 004O: Other State Tax (when needed) • 005: Workers’ Compensation • 005D: Workers’ Compensation Discount • 006: Administrative Fee • 006D: Administrative Fee Special Discount • 006M: Adminstrative Fee Adjust to Min/Max All other codes are added to the end of the list at bill time, such as benefits and deductions. Sales tax codes are formatted TAX{xx}, where xx is the two-character state code, for example, TAXOH for Ohio state tax. TB{BenefitPlanID} is the first bill code checked during the termination of an employee’s benefits. For example, a benefit plan MEDABC would look for the bill code TBMEDABC. If present, the system uses that, otherwise the system looks for a code TEBA (terminated employee benefit acceleration). This method gives the ability to create accounting detail where it is warranted while lumping smaller plans into one TEBA bucket.
Billing User Guide © 2026 PrismHR 9 Chapter 2 Billing Codes
Open the Billing Codes form and complete the following fields:
Field Description Bill Code Enter or select the Bill Code that describes a billing entry. If you select this field, a selector form displays where you can search for a specific bill code or its description or select a code from the list that displays. When this form opens, the bill code, description, and obsolete date display. To filter the search to display only Obsolete codes, select Yes in the Obsolete field (the default is No). (Note: Codes with an obsolete date earlier than the current date do not display in the selector form.) To refresh the list, select Reset Search and Filters. Bill Description Enter a Bill Description of this Bill Code. The description displays on invoices if the bill format does not normally include this bill code. It does not display on normal invoices if the billing code is included in the usual invoice format. Profitability Rpt Column Select the Profitability Rpt Column of the report in which to include this billing code. Annualized on Profit Select Annualized on Profit to annualize the bill code for the profitability report. Invoice Sales Rpt Column Select the Invoice Sales Rpt Column of the Invoice Sales report in which to include this billing code. Invoice Revenue Analysis Rpt Select the Invoice Revenue Analysis Rpt column of the Invoice Revenue Analysis report in which to include this billing code. TX Franchise Rpt Accumulator Select the TX Franchise Rpt Accumulator to print on the Texas Franchise Report. The system adds any amount billed to this code to that accumulator. Obsolete Date Enter the Obsolete Date when this billing code becomes obsolete, if ever.
Billing User Guide © 2026 PrismHR 10 Chapter 2 Billing Codes
Field Description
Memo Client Acct Only Select Memo Client Acct Only if this bill code should not display in the
actual invoice, but remain part of the client accounting system.
Note: The Memo Client Acct Only field setting is only available for
retirement 401(k) match reporting through PEO accounting.
Selecting this option causes the client accounting record to be out of
balance by the amount of the memo entries unless the client accounting
records include a memo offset line. To do this, your organization must
have a memo offset set up in PEO Client Accounting as an other bill code.
The breakdown of these non-billed entries can be helpful on a retirement
plan with a match that your organization does not collect.
Sales Tax Enter each Sales Tax state code where taxes apply to this billing code. If
this is a state-based sales tax billing code, do not enter any states in the
table.
Bill Redirect Code/Bill Redirect To redirect billing:
Clent
a. Enter the Bill Redirect Code to redirect this billing code based on
a Redirection Plan.
b. Enter the Bill Redirect Client against which this plan should
redirect this billing code.Related Topic Setting Up PEO Client Accounting in the Payroll User Guide
Establishing Billing Events You can use the Billing Events form to establish events to bill, or override prices for various items. There are certain events that PrismHR requires, and rules for others. Here is a list of codes used as system defaults and their usage: • 000: Payroll Generated; you cannot edit the bill code for this event. Those codes are predefined. • NESxx: New Employee Setup, where xx is the employment type. If the system does not find an NES code with the appropriate employment type, it uses the standard NES code. • TEPxx: Terminated Employee Processing, where xx is the employment type. If the system does not find a TEP code with the appropriate employment type, it uses the standard TEP code. • RHSFEE: Rehire Setup Fee. Auto-bills for employees of any type when there is no specific FT/PT designation. • RHSFEEF: Rehire Setup Fee Full Time Employees. Auto-bills for employees of any type when there is no specific FT/PT designation.
Billing User Guide © 2026 PrismHR 11 Chapter 2 Billing Codes
• RHSFEEP: Rehire Setup Fee Part Time Employees. Auto-bills for employees of any type when there is no specific FT/PT designation.
Note: You can override billing event rates for specific clients using the Billing tab on the Client Details form.
Creating a Billing Event You can use the Billing Events panel to establish an event to bill.
To create a billing event, do the following: 1. Enter or select a Bill Event Code that represents the reason for a billing item. If you select this field, a selector form displays where you can search for a specific bill event code or its description or select a code from the list that displays. When this form opens, the bill event code, description, and obsolete date display. To filter the search to display only Obsolete codes, select Yes in the Obsolete field (the default is No). (Note: Codes with an obsolete date earlier than the current date do not display in the selector form.) To refresh the list, select Reset Search and Filters. 2. Enter a Description of the billing event. 3. Enter the Bill Code related to this billing event. 4. Select Show Detailed if you want to display the details of this billing event on an invoice. 5. If you selected Show Detailed in the previous step, the Display Duplicate Detail Lines on Invoices field now displays. If your organization does not use the INVDUPEDETAIL feature code, you can select this option to only display duplicate detail line items associated with this billing event. Please note that this is a system-level setting and will take effect for any client in your system that is billed under this billing event code.
Note: Your profits are the difference between the Standard Price billed to your client and the Standard Cost to your organization.
Billing User Guide © 2026 PrismHR 12 Chapter 2 Billing Codes
l TPS-FUTA l TPS-MED l TPS-OASDI l TPS-TAX
Establishing Price Overrides You can use the Price Overrides panel to establish prices that override the standard price of this billing event.
To establish override prices, do the following: 10. For each cost center that requires a different standard price from the default: a. Enter the Cost Center ID. b. Enter the Override Rate to use for the cost center. c. Enter the Bill Pend Cost to charged against this override. A negative number represents a decrease in costs. 11. Click Save.
Billing User Guide © 2026 PrismHR 13 Chapter 3 Creating Billing Templates
Chapter 3 Creating Billing Templates You can create billing templates for PEO and ASO clients.
Defining Methods for Billing Clients Use the Billing Templates form to define methods for billing clients.
Establishing Parameters Required to Bill Clients The Billing Templates panel establishes the parameters required to bill a client for services. Example of the Billing Templates form (PEO type)
Example of the Billing Templates form (ASO type)
Billing User Guide © 2026 PrismHR 14 Chapter 3 Creating Billing Templates
To configure billing templates: 1. Enter the Template ID used to access this billing template. 2. From the Template Type list, select whether this template applies to PEOs or ASOs. Selecting one of these options does the following: • PEO: Allows users to enable check boxes in the Limit and Discount Shelter columns as default items. • ASO: Automatically defaults to honoring Limit and Discount Shelter column items. 3. Enter a Template Description. 4. Select Bundled if this is a bundled billing template. The client is billed at a fixed rate and the Admin fee is a squeezed computation. Note: You cannot select the Default Rates check box unless you also select the Bundled check box. 5. Select Default Rates to use the standard default rate. 6. Select the Based On method, which determines whether to base the Admin fee on Units or Wages. If you select Units, you must also complete the Bundled Unit Based Maintenance panel. 7. Select Workers’ Comp Sort if the invoice should sort and break on Workers’ Compensation codes. The system applies this sort after other sorts for the stack invoice only. Other sorts are set at the client level (by department, division, location, and so on). The stack invoice formats the invoice differently, presenting hours, wages, and extensions—usually for bundled billing. 8. Select the service types and matching G/L templates: • Enter each Service Type for which this billing template can be used. • Enter the G/L Template that is appropriate for this billing template and Service Type.
Billing User Guide © 2026 PrismHR 15 Chapter 3 Creating Billing Templates
Note: Use the Special FUTA Rate only as an override; do not use it for all clients. If the federal government changed FUTA to be 0.85% and you used this field to set the FUTA rate for each client, you would have to change it for every client.
Maintaining Bill Rates and Administration Fees If this is a bundled billing template that uses default rates, use the Bundled Rate Maintenance panel to maintain the bill rates and administrative fees.
Billing User Guide © 2026 PrismHR 16 Chapter 3 Creating Billing Templates
Note: If the Default Rate is greater than zero, the system uses it for any Workers’ Compensation code not listed in the table. If there is a value in this field and no value in the W/C Code field, there may be billing errors; use the Default Rate with care. If you leave the Default Rate blank, users entering data for clients with this billing template see messages that the listed Workers’ Compensation code does not have a billing amount. The system continues to display this message until you update the bill template for the code or enter a default amount.
Field Name Description Default Rate Enter the Default Rate to use for all clients’ Workers’ Compensation rates not defined in the table. This value is useful for “one-price-fits-all” clients. W/C Code Grid For each Workers’ Compensation code that requires a different rate: • Enter the W/C Code. The Class Description displays. • Enter the Min Admin Fee amount to use. This overrides any amount entered on the client record, except for special rates. The system discounts the minimum fee by the special discount rate. • Enter the WC Def Bill Rate, which is the default billing rate for the W/C Code.
Selecting Pay Codes That Control Unit-based Administration Fees If this is a bundled billing template with rates based on units, use the Bundled Unit Based Maintenance panel to select the pay codes that control the unit-based Admin fee. Enter all Pay Codes to include in the Admin fee computation.
Defining Benefits Included in Administration Fees Use the Benefits Included panel to define the benefits included in the Admin fee.
Billing User Guide © 2026 PrismHR 17 Chapter 3 Creating Billing Templates
For each benefit: 1. Enter any Included Benefits for this billing template’s Admin fees. 2. Indicate whether the benefit plan is Included on Arrears: • Yes: The system charges the fee even if employees do not receive pay. The system creates a zero billing, charging the value of the benefits against the Admin fee, and resulting in negative Admin fees. • No: The client pays the benefit for employees when they do not receive pay. The system bills clients for each employee (who is not on leave) receiving an arrearage voucher. It returns the value of these charges upon the employee’s return, with the assumption that billing covers all fees up to that time. If the employee never receives another payment, the system continues the charge. 3. Select Retirement Match Included to include the match amounts in the billing template amount.
Including Other Taxes Use the Other Tax Code Billing Options panel to include other taxes in the billing template.
To include other taxes: 1. Enter each Tax Code to include. 2. Indicate whether to Add the tax code to the Comp rates. • Yes: The system adds the tax code to the Comp rates listed above. Typically, you select Yes for unbundled billing rates. • No: Select No if the tax code is included in the Comp Rate above. Typically, you select this for bundled amounts.
Note: On bundled billing, the rate decreases when the limit is met for items that are limited. It decreases by the amount of the client’s bill rate of the item.
Entering Overrides by State Use the SUI Billing Wage Base Overrides panel to enter overrides by state.
Billing User Guide © 2026 PrismHR 18 Chapter 3 Creating Billing Templates
To enter overrides by state: 1. Enter each State Code. The State Name populates. 2. Enter the taxable Wage Base Override the system should use for SUTA billing calculations for the state. 3. Enter the overriding FUTA Bill Rate for the state. This overrides the Special FUTA Rate, if any.
Classifying Expense Reimbursement Pay Codes Use the Taxable Expense panel to classify any expense reimbursement pay codes as taxable pay codes for the purposes of tax billing. Select each Taxable Expense Reimbursement Pay Code. The Description populates.
Billing User Guide © 2026 PrismHR 19 Chapter 4 System-Level Setup
Chapter 4 System-Level Setup There are billing setup tasks that your organization must set up at the system level.
General Ledger Accounts for Billing Your organization needs to include billing in the chart of accounts. See the PrismHR Accounting User Guide for details.
Deduction Codes for Billing To define deduction codes, open the Back Office menu and select System|Change > Deduction Codes. Refer to the PrismHR Payroll User Guide for details.
Billing for Retirement Plans To set the billing for retirement plans, open the Back Office menu and select System|Change > Retirement Plans. Refer to the PrismHR Benefits Administration User Guide for details.
Billing for Group Benefit Plans To define billing for group benefit plans, open the Back Office menu and select System|Change > Group Benefit Plans. Open the benefit plan and enter the billing code in the top panel. Next, open the Actions menu and then select Billing Rates. Refer to the PrismHR Benefits Administration User Guide for details.
Establishing Billing Formats The Billing Formats form establishes bill formats/invoices that you can use for one or more clients.
Note: If a user creates a new billing code, you must define a bill format that links to that code, or else it displays as an “other” line on the invoice.
To set up a billing format: 1. Click Back Office. 2. From System|Change, select Billing Formats. 3. Complete these fields as required:
Billing User Guide © 2026 PrismHR 20 Chapter 4 System-Level Setup
Field Description
Format Specifies the Billing Format ID.
Format Description A description that indicates how this billing format is used. If
the format is specific to one client, indicate that in the
description.
Invoice Print Format Format for printing invoices. For example, STACK Print 3Col
by Break Stacked Version (WCSort on Template!).
Note the following:
• The STACK Print 3Col by Break Stacked Version
(WCSort on Template!) option is only valid in PrismHR
Core and will not display in Employee Portal (EP).
• The STDNOBANK Standard Invoice with suppressed
banking info option hides ACH/banking account
information (that is, the system removes the bank
account and all ACH Payment record data from the on-
screen invoice display and the invoice's PDF output)
when the client is using any of the Electronic Billing
options on the Billing tab in the Client Details form.
Note: This format is only valid in PrismHR Core and will not
display in Employee Portal (EP).
Format Orientation (Portrait or Specifies the orientation for invoices. If you select landscape,
Landscape) specify whether you want invoices to display a client logo or
return address. For landscape, this formats the first page of
the report so that address information displays in double-
window 9" x 12" envelopes.
Message ID Enter text or select an invoice message for any special
message format. (These formats are defined in System
Parameters.) If you select this field, the Select Invoice
Message list displays where you can select an invoice
message.
Show Past Due Displays open/past due amounts on the invoice.
Past Due In Invoice Total Displays open and past due invoices in the invoice total.
Otherwise, there is only a statement listing at the end.
Show on Remit Displays open/past due invoice listings on the remittance
form.
Billing Code Multi-Value Grid Fields:Billing User Guide © 2026 PrismHR 21 Chapter 4 System-Level Setup
Field Description
Line Description Description that appears on the invoice in the position
indicated, depending on the value of the Print if 0 field.
Note: Position indicated means the order of these line
items determines the order of the billing lines when
printed. In other words, the first description in this column
is the first line printed on the bill, the second description is
the second line printed, and so forth.
Company Account Account number used to show clients what journal effect to
post on their records. This is for special client accounting.
Print if zero Select Yes from the drop-down to print the line on the invoice
even when the value is zero. If you select No, the invoice does
not include the line if its value is zero for that invoice.
View Code Click to see the list of bill codes included in the line.
Add/Edit Code Click to add or edit billing codes.
Note: When entering codes for a new line item, the search
link no longer adds extra lines before the first bill code in a
multi-value grid.Note: You can copy data by selecting the Copy option from the Actions menu; however, do not use spaces in the Copy To field (an error message will display).
Adding Billing Codes to a New Line Item This section describes how to add billing codes to new line items on a billing format.
To add billing codes to a new line item: 1. Select an existing bill format. The form is populated with the billing format settings and existing line items for this format.
Billing User Guide © 2026 PrismHR 22 Chapter 4 System-Level Setup
Click + to add a new line item. A new row appears at the bottom of the multi-value grid (MVG).
Enter a Line Description. When you click outside that field, the View and Edit icons appear.
Click the Edit icon . The Bill Codes selector appears.
Select a code from the list. The view switches to the Bill Codes
for
Note: You can enter additional rows either by entering codes manually or by using the search link in the Bill Code header. The form should not insert any blank rows.
Click Save to save that code to the line item. The system returns to Billing Formats.
Click View for the new line item to confirm that the billing code was added. For example, Auto401k for NEW.
Click Save on the main Billing Formats form to commit these changes to your billing format.
Billing User Guide © 2026 PrismHR 23 Chapter 5 Client-Level Setup
Chapter 5 Client-Level Setup Your organization must set up billing features at the client level. Typically, how you bill a client and what you bill varies from client to client. If a client’s type is Corporate (that is, if you set up your own organization as a client in PrismHR for internal use), you do not need to set up billing information.
Billing Rules Client billing can be bundled or unbundled: • Bundled billing charges a lump sum percentage of gross payroll per pay period. It includes FUTA, SUTA, FICA, and workers’ compensation. • Unbundled billing breaks out each line item charge for payroll taxes, workers’ comp premiums, and administrative fees.
Note: The billing method (bundled or unbundled) does not affect the invoice format. Both the bill format and the billing template are set on the Billing tab in the Client Details form.
After defining billing rules, you can begin to enter other billing settings on the Billing tab on the Client Details form.
Bundled Billing Rules Use the Bundled Billing Rules form to establish information for charging one fee per workers’ compensation class for FUTA, SUTA, FICA, and workers’ compensation. You can “bundle” benefit billing based on the workers’ compensation code. You can use the Bundled Billings Comp Class workers’ compensation code to reflect actual costs that are based on workers’ compensation classifications. You can also set up bundled billing so that each Comp Class has the same billing rate, such as when a client has a flat rate for all classes of employees.
To set up bundled billing: 1. Select Client. 2. From Client|Change, select Billing Rules (Bundled). 3. Fill in these fields as required.
Billing User Guide © 2026 PrismHR 24 Chapter 5 Client-Level Setup
Field Description
Billing Rule Enter an existing Billing Rule ID, or click New Rule to create a new
bundled billing rule. The system automatically assigns an ID.
Workers' Enter the Workers' Compensation Code for this bundled billing rule.
Compensation Code
Price Code If appropriate, select the Price Code to use instead of the standard billing
rate.
The Price Code overrides the Bundled Rate set on the Bundled Billing Rule
panel for any employee assigned to this job code and a matching Price
Code. Use this field if an employee is granted special pricing (rather than
using the standard bundled rate and with an employee-specific add-on
unbundled rule, which is more common).
Bundled Rate Enter the Bundled Rate to use when billing the client for this workers’
compensation code. This percentage is multiplied by the Unadjusted Gross
Taxable pay.
Special Bundled Rate If required, enter the Special Bundled Rate to use for a specific date
range.
Special Rate From Date Enter the date when the Special Bundled Rate begins. Payrolls before this
date do not use the rate.
Special Rate To Date Enter the date when the Special Bundled Rate ends. Payrolls after this
date do not use the rate.
Rule Start Date/Rule If the rule only applies during a specific date range:
End Date
• Enter the Rule Start Date when this rule begins.
• Enter the Rule End Date when this rule ends.Unbundled Billing Rules Use the Billing Rules (Unbundled) form to create the individual fees you charge to your clients.
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To set unbundled billing rules: 1. Select Client. 2. From Client|Change, select Billing Rules (Unbundled). The Billing Rules (Unbundled) form displays. For example:
Complete these fields as required.
Field Description
Billing Rule Enter or select an existing Billing Rule ID, or click New Rule to create a
new unbundled billing rule. The system automatically assigns an ID.
Rule Description Enter a Rule Description.
Rate Enter the billing Rate. The system uses this in conjunction with the Based
On value.
Based On Select a Based On value, which represents the logic to use when
calculating the rate.
For more information about "based on" options, refer to the "Based On"
option documentation for unbundled billing rules.Billing User Guide © 2026 PrismHR 26 Chapter 5 Client-Level Setup
Field Description
Use Timesheet Location Only displays for rules based on Percent of Wages or Percent of
Or State WorkerComp Billed. If enabled, the billing rule targets the location or
state billed on the time sheet.
Rule Start Date/Rule If the rule only applies during a specific date range:
End Date
• Enter the Rule Start Date when this rule begins.
• Enter the Rule End Date when this rule ends.
Voucher Types Select the Voucher Types to which a billing rule applies.
Employee If the billing rule applies to a single employee, enter the Employee ID. If
the billing rule applies to all employees who do not have another billing
rule assigned to them, leave this field blank.
Batch Type Select the Batch Type to which this billing rule applies.
Employee Type Select the Employee Type to which this billing rule applies, if any. For
example, FT is a full time employee.
Pay Group Select the Pay Group to which this billing rule applies, if any. For
example, W is a weekly pay group.
Deduction Period Enter the Deduction Period number (1 through 5) to which this billing
rule applies, if any. If employees are paid during this period, the system
assesses a fee. If you enter a Deduction Period, you must also enter a
Pay Group unless Based On is set to Flat Amount / Benefit Plan Class.
Position Enter the Position to restrict the billing rule to one position. For example,
SALES is a position type.
Obsolete Enable this field to set the selected Billing Rule as obsolete. (The default
is disabled.)
Obsolete Date Enter or select the date when the Billing Rule becomes obsolete. (If you
enable the Obsolete field and do not enter or select the Obsolete Date,
the system automatically defaults to the current date.)
Pay Period Select the Pay Period to which this rule applies. If it applies to all periods,
do not make a selection.Billing User Guide © 2026 PrismHR 27 Chapter 5 Client-Level Setup
Field Description
Home Location Code Enter a Home Location Code to limit the application of this unbundled
billing rule to that location. If the rule applies to all locations by default,
enter DEFAULT-ALL.
Using DEFAULT-ALL for a billing rule allows locations to have “by
exception” logic. For example, you could have a rule where all locations
are charged $100 except for the CORP location, which is charged $40. In
that case, you would create two billing rules: one with the DEFAULT-ALL
location code and one with the CORP location code.
Special Rate Enter the Special Rate in effect for a specified period. The system uses
this value instead of the standard rate.
Note: You cannot enter a special rate for Per Active Employee Per
Month (PAEPM) rules.
Special Rate If the special rate only applies during a specific period:
Start/Special Rate End • Enter the Special Rate Start date when the special rate goes into
effect.
• Enter the Special Rate End date when the special rate ends.
Note: You cannot enter a special rate start/end date for Per Active
Employee Per Month (PAEPM) rules.
Billing Code Enter the Billing Code the system uses. Typically, this is 006, but you can
assign another code to use instead of this standard administration fee.
Benefit Plan Enter the Benefit Plan to use when calculating an administrative fee. This
field only impacts calculations when the rule’s Based On field is set to
Percent of Listed Benefit or Percent of Listed Benefit Net Billed to
Client.
Optional Fields
Benefit Plan Class This field is only active when Based On is set to Flat Amount / Benefit
Plan Class. Select one of the classifications used for group benefit plans
or select Retirement. The system charges the amount once if an
employee has any plans in that class (unless the group benefit plan is set
to suppress flat billing by plan type). If there is a benefit adjustment in
addition to the regular plan, the billing rule is applied only once. If the
pay voucher has only benefit adjustments, then the billing rule applies
once.Billing User Guide © 2026 PrismHR 28 Chapter 5 Client-Level Setup
Field Description
Benefit Plan Types You can only specify benefit plan types on which to charge fees when
Based On is set to Percent of Listed Benefit, Percent of Listed Benefit
Net Billed to Client, or Flat Amount based on Benefit Rule.
Select each Benefit Plan Type Equal To for which you bill an
administrative fee surcharge, or select each Benefit Plan Type Not Equal
To for which you do not bill an administrative fee surcharge.Billing User Guide © 2026 PrismHR 29 Chapter 5 Client-Level Setup
Field Description
Pay Class Equal To/ If the billing rule applies to only a few pay classes, list them in the Pay
Pay Class Not Equal To Class Equal To table. If there are only a few exceptions, use the Pay Class
Not Equal To table instead. If the billing rule covers all pay classes, leave
both tables empty. For example, set Pay Class Not Equal ToExpense
Reimbursement when you do not want to calculate Admin Fee as a
percentage of wages on non-taxable wages.
Important! When listing the Pay Class, note that they are only valid when
using the following Based On options:
• Hours Worked
• Percent of Wages
• Amt per Check (One Per Voucher will Fire)
• Flat Amount
• Flat Amount / Paid EE (only once per EE)
• Flat Amount / Benefit Plan Class
• Monthly Rate/52 weeks =\ Only One of these
• Monthly Rate/48 weeks =/ Per Voucher will Fire
• Percent of Retirement Match Amount
• Percent to Not Shelter Benefit plan from FICA
• Percent of WorkerComp Billed
• Percent of FUTA Billed
• Percent of FUTA Wages Billed
• Percent of SUTA Billed
• Percent of SUTA Wages Billed
• Tax-Code Based Rule (Rate(s) on sub screen)
• Tiered Cumulative Per Employee Per Pay Period
• Tiered Per Employee Per Pay PeriodBilling User Guide © 2026 PrismHR 30 Chapter 5 Client-Level Setup
Field Description
Pay Code Equal To/ If the billing rule applies to only a few pay codes, list them in the Pay
Pay Code Not Equal To Code Equal To table. If there are a few pay code exceptions, use the Pay
Code Not Equal To table to list the pay codes not covered by this billing
rule. If the billing rule covers all pay codes, leave both tables empty.
Important! When listing the Pay Code, note that they are only valid when
using the following Based On options:
• Hours Worked
• Percent of Wages
• Amt per Check (One Per Voucher will Fire)
• Flat Amount
• Flat Amount / Paid EE (only once per EE)
• Flat Amount / Benefit Plan Class
• Monthly Rate/52 weeks =\ Only One of these
• Monthly Rate/48 weeks =/ Per Voucher will Fire
• Percent of Retirement Match Amount
• Percent to Not Shelter Benefit plan from FICA
• Percent of WorkerComp Billed
• Percent of FUTA Billed
• Percent of FUTA Wages Billed
• Percent of SUTA Billed
• Percent of SUTA Wages Billed
• Tax-Code Based Rule (Rate(s) on sub screen)
• Tiered Cumulative Per Employee Per Pay Period
• Tiered Per Employee Per Pay PeriodTax Criteria Enter tax criteria by setting Based On in unbundled billing to Tax-Code Based Rule. The Tax Criteria panel displays.
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Go to the Tax Criteria panel and complete the following fields for the employee tax criteria:
Field Description EE Tax Codes Enter each of the EE Tax Codes (employee tax deduction codes) to associate with this billing rule. Per Employee Indicate whether to charge the code Per Employee. If not, then the system assesses the charge once per payroll batch. Bill Rate Enter the Bill Rate to charge on the code. F/P Indicate whether the amount is a Flat Rate or a Percent.
Complete the following fields for the employer tax criteria:
Field Description ER Tax Codes Enter each ER Tax Codes (employer tax deduction codes) to associate with this billing rule. Per Employee Indicate whether to charge the code Per Employee. If not, then the system assesses the charge once per payroll batch. Bill Rate Enter the Bill Rate to charge on the code. F/P Indicate whether the amount is a Flat Rate or a Percent.
Click Save.
Additional Conditions Set up additional unbundled billing rule parameters with the Additional Conditions form.
To access this form: 1. Select Client. 2. From Client|Change, select Billing Rules (Unbundled). 3. From the Actions menu , select Additional Conditions. 4. Fill in the fields as required.
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Field Description Select the option as For ACH (applicable only if the unbundled billing rule is based on a flat appropriate for amount): ACH • Use If Any ACH: Apply this billing rule on a voucher with ACH. • Use Per ACH Line: Charge a fee for each ACH line. • Use If Electronic Stub: Applies only to electronic pay stubs.
Select the option as For garnishments: appropriate for garnishments • Use If Any Garnish: Apply this rule if there are any garnishments. • Use Per Garn Item: Charge a fee for each garnishment.
Use If Any Check Select Use If Any Check to apply the rule for any pay voucher. Exclude From Select Exclude From Manual Check to suppress the billing (delivery fee) for a Manual Check manual check that occurs when a billing rule is processing live checks. Note: This field only displays if you select Use If Any Check and one of the following rules in the Based On field in the Billing Rules (Unbundled) form: • Amt per Check (One Per Voucher will Fire) • Flat Amount • Flat Amount / Invoice • Flat Amount / Paid EE (only once per EE)
Rule Minimum Enter the Rule Minimum, which is the least amount this rule should bill. Rule Maximum Enter the Rule Maximum, which is the dollar limit for this rule. Exclude from Select Exclude From FPEMIN to exclude this rule from the Flat Amount/Per FPEMIN Employee Invoice Minimum billing rule. FSA Plan Type Enter each FSA Plan Type Equal To that causes the system to apply this rule. Equal To The system applies the rule once for any of the plans. To associate a fee with each plan, create a separate rule. FSA Plan Type Not Enter each FSA Plan Type Not Equal To that should not be present to cause Equal To the system to apply this rule. Retirement Plans Enter each Retirement Plans Equal To that if found on the voucher applies Equal To this rule. Retirement Plans Enter the Retirement Plans Not Equal To that if not used on the voucher Not Equal To applies this rule. State(s) Equal To If you select the Use If Any Check option, you can enter a list of State(s) Equal to where this unbundled billing rule applies.
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Based On Options You can use these options as the basis for calculating unbundled billing rules. Note the following: • If you define rules based on the Employee Minimums and Employee Maximum, the system uses only one rule per voucher. • If you define one rule with Invoice Minimum, and another with Invoice Maximum, the system uses only one rule per payroll. • If a Per Active Employee Per Month (PAEPM) rule is already active for a client, you cannot create another PAEPM rule for that client using the same rule dates. (A warning displays if you try to create another PAEPM rule using the same rule dates, which would make them active at the same time.) Use the Based On options as follows:
Based On Calculation Units Enter the flat amount to calculate per unit paid. For example, one unit of bonus pay with a Rate amount of 10 ($10.00) generates a $10.00 admin fee. Hours Worked Enter the flat amount to calculate per hour worked. For example, 40 hours worked with a Rate amount of 10 ($10.00) generates a $400.00 admin fee. Percent of Wages Enter the percent of wages to charge. For example, $1270.00 of gross wages with a Rate amount of 10 (10%) generates a $127.00 admin fee. Amt per Check (One Per Enter the flat amount to bill per check. For example, 100 vouchers Voucher will Fire) with a Rate amount of 1 ($1.00) generates a $100.00 admin fee. Flat Amount Bills the client this amount for each employee and each check. For example, two employees and three total checks (one employee receives two checks) with a Rate amount of 10 ($10.00) generates a $30.00 Admin fee. Flat Amount / Invoice Bills the client this amount per invoice generated. For example, two invoices and a Rate amount of 50 ($50.00) generates a $100.00 Admin fee.
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Based On Calculation Flat Amount / Paid EE (only Triggers the flat amount only once per employee in the payroll once per EE) batch. For example, if an employee receives a regular, supplemental, and vacation voucher on the same payroll, the billing rule triggers only once. If there were two employees and four total vouchers with a Rate amount of 10 ($10.00), the system generates a $20.00 Admin fee. Flat Amount / Paid EE sets Determines an invoice minimum based on an amount per employee. IMIN basis. For example, if the Rate amount is 7.5, then two employees, one (Must also have 0 IMIN) with $7.00 admin fee and another with $10.00 admin fee would not trip the value of $15.00. (If you selected Based On Employee Minimum, the first employee would generate a $0.50 fee, and there would be no fee for the second employee.) Note the following: • If you define one rule with Monthly Rate/52 weeks, and another with Monthly Rate/48 weeks, the system uses only one per voucher. • The Flat Amount / Paid EE sets IMIN basis. (Must also have 0 IMIN) and Invoice Minimum = Only One of these options must be the last billing rules that the system calculates. If either exists as a Billing Rule, the system will resort the rules so they calculate last.
Flat Amount / Benefit Plan Triggers the flat amount based on the classification selected from Class the Benefit Plan Class drop-down. Monthly Rate / 52 Weeks Enter the monthly rate to charge; the system divides it by pay period based on 52 weeks a year per employee. For example, if the Rate amount is 65, the system bills the client $15.00 per employee for a weekly payroll. This does not limit the billing to $65.00 per month. If an employee receives multiple vouchers and the voucher type is not limited, more than $65.00 can be charged in a month. Monthly Rate / 48 Weeks Enter the monthly rate to charge; the system divides it by pay period based on 48 weeks a year per employee. For example, if the Rate amount is 65, the system bills the client $16.25 per employee for a weekly payroll. Employee Minimum Bills the minimum amount on each voucher for each employee. For example, if the rule has a Rate amount of 25 and an employee receives three vouchers (regular, supplemental, and vacation), the system bills the client $75 for that employee.
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Based On Calculation Employee Minimum, NO For example, if the employee minimum is $10.00, but a client pays Credit On Overbills only $7.50 because they had $2.50 in overlimit credits, the system assesses a $2.50 charge. (Employee Minimum would not assess a fee.) Employee Maximum The maximum per voucher per employee that will be billed. For example; a user could set up one rule as a percent of wages and a second rule with an employee maximum, and the system would limit the calculation to the employee maximum. If rule #1 is set up as 20% of wages, and the wages are $2000, then rule #1 calculates at $400. If rule #2 is set up with an employee maximum of $25, then the system limits the admin fee to $25 even though rule #1 was calculated at $400. Invoice Minimum Any admin fee below this amount increases to this amount. Invoice Maximum Any admin fee above this amount reduces to this amount. Invoice Minimum (incl Zero Can be used in conjunction with Invoice Minimum. Invoice) Per Employee Per Month Bills automatically the first payroll after the billing rule is set up and automatically bills on the first payroll of each month following. It only bills for employees that are paid within that pay period. • If there is a new hire on the next payroll, the system will bill for just that employee. • If an employee was not paid on the first payroll of the month but gets paid on the next payroll, the system will bill for just that employee. Percent of Listed Benefit Takes the benefit entered in Benefit Plan and charges this percent against the total amount. For example, 10% of a $1000 benefit (with employee paying $500) would be $100. Percent of Listed Benefit Net Takes the benefit listed and charges this percent against the net Billed to Client amount. For example, 10% of a $1000 benefit (with employee paying $500) would be $50. Percent of Retirement Match Charges a percentage of the Match Fees. Amount
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Based On Calculation Percent to Not Shelter Percentage that will not be sheltered as a benefit from FICA. A Benefit Plan from FICA sheltered amount shelters the whole amount from FICA for billing purposes, so use this option when you want to pass some of the savings through, but not all of them. Flat Amount Based on Charges a flat amount once per Benefit Plan. Benefit Rule Percent of WorkerComp Percentage of billed workers’ compensation amount. Billed Percent of FUTA Billed Percentage of billed amount for FUTA. Percent of FUTA Wages Percentage of billed FUTA wages. Billed Percent of SUTA Billed Percentage of billed SUTA amount. Percent of SUTA Wages Percentage of billed SUTA wages. Billed Percent of Tip Tax Credit Uses special calculation Over Min Tax-Code Based Rule This option requires you to use the Tax Criteria panel to complete the calculations. The system ignores the Rate defined in the Unbundled Billing Rules panel. Tiered Cumulative Per This option calculates the admin fee based on the client’s employee Employee Per Pay Period count, when multiple pay groups exist in the batch. The fee is based on the total number of active employees in the client associated with those pay groups, even if those employees are not in the pay groups themselves.
This feature uses a special tier table with three columns:
• Tiered From (smallest number of employees in this tier)
• Tiered To (largest number of employees in this tier)
• Tiered Rate (admin fee to charge per employee in this tier)
Add a row to the table for each calculation tier.Billing User Guide © 2026 PrismHR 37 Chapter 5 Client-Level Setup
Based On Calculation Tiered Cumulative Per This is custom programming that calculates the admin fee based on Employee the employee count from two different pay groups. The fee is based on the number of active employees in each group.
This feature uses the same tier table described in the row above.Tiered Per Employee Per Pay Use this method to bill the same administrative fees for all Period employees based on the total number of employees. Note: Pay Group is the only filter criteria available for the Tiered Per Employee Per Pay Period option. (The system does not recognize any other filters when using this option.) This feature uses a special tier table with three columns: • Tiered From: Smallest number of employees in this tier • Tiered To: Largest number of employees in this tier • Tiered Rate: Admin fee to charge per employee in this tier Add a row to the table for each calculation tier. Flat Amt based on Count Use this method to charge a flat amount per voucher. Specify the rule limiters in the Additional Conditions form’s Rule Minimum and Rule Maximum fields. For example, you need to bill the client at two different rates, based on the number of employees. You would establish two rules using Flat Amt based on Count. Set up the first rule with a Rate of $35, the Rule Minimum set to 0, and the Rule Maximum set to 5. Set up the second rule with a Rate of $100, a Rule Minimum of 6, and a Rule Maximum of 99. When there are five employees or fewer in the batch control record, PrismHR uses the first rule: four employee result in a bill for $140. For a batch with 6-99 employees, the system uses the second rule: six employees result in a bill for $600.
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Based On Calculation Flat Amt based on Count Per Use this method to charge the client a certain amount for the first X Tier number of vouchers and then a different amount for the next X number of vouchers. Specify the tiers for the rule in the Additional Conditions form’s Rule Minimum and Rule Maximum fields. For example, you need to bill one rate for the first five employees, and then at another rate for every employee after that. You would establish two rules using Flat Amt based on Count Per Tier. Set up the first rule with the Rate of $35, the Rule Minimum set to 0, and the Rule Maximum set to 5. Set up the second rule with a Rate of $100, with a Rule Minimum of 6, and a Rule Maximum of 99. The system calculates the first five employees using the first rule, and the sixth employee using the second rule, resulting in a bill for $275 ((5$35)+(1$100)). Annual W-2 Production Fee Use this method to generate a one-time yearly charge for Forms W- 2 (W-2s) as a production fee. This is a one-time flat fee that the system will bill for the current year the first time the rule applies. If your organization would prefer that it run in January, set the Rule Start Date to a date in January of the next year. This rule generates a miscellaneous billing charge. Annual Fee per W-2 Use this method to generate a one-time yearly charge for W-2s as a per-employee fee. This billing rule is based on a count of generated W-2s. W-2s are generated in the first quarter of the following year (for example, your organization will generate 2024 W-2s in Q1 2025). If W-2s have not been generated yet (such as in early January), then the system processes the rule during each payroll until your organization generates the W-2s. This rule generates a miscellaneous billing charge. Minimum Bill for Code 005 Any amount below this value increases to this value.
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Based On Calculation Per Active Employee Per This option calculates the admin fee based on the client’s employee Month count on the first regular payroll of the month, using a tiered charge format. (The second payroll captures any new employees.) The fee is based on the total number of active employees in the client associated with the first payroll of the month. This feature uses a special tier table with three columns: • Tiered From (smallest number of employees in this tier) • Tiered To (largest number of employees in this tier) • Tiered Rate (admin fee to charge per employee in this tier) Add a row to the table for each calculation tier. Enabling the Per Active Employee Per Month option bills active employees for the month. For example, if the first payroll of the month has 100 active employees, they will be billed for 100 employees. On the second payroll if there is a new hire and a termination, they will still be billed for one employee on that payroll, since the new hire needs to be billed and the termination was active for part of the month. Note: An edge case could occur that is currently not supported. When you calculate a payroll, the system determines the number of employees that are active at that time and once the payroll is posted, it commits counts to the employee records. If you calculate the payroll and add several employees or terminate employees and then post without recalculating, the system misses the new employees added/removed in the billing cycle. Note the following: • The billing rate calculates the tier rate for the employee count. • The admin fee bills the entire month at the same rate.
Establishing State Tax Rates (SUTA) Set a client’s state SUTA information (instead of using the PEO’s state SUTA rate) with the State Tax Rates (SUTA) form.
To establish SUTA rates: 1. Select Client.
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From Client|Change, select State Tax Rates (SUTA).
Fill in the required fields.
Field Description State Code Enter a two-character state code, or select it from the drop-down. The Client State ID displays. Effective Date Enter a date when the bill rate goes into effect, or select an existing date to edit.
Establishing Officer and State Bill Rates Establish officer and state bill rates with the Rate Breakdown panel.
To set these rates: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA) to view the Rate Breakdown panel. 3. Fill in the required fields.
Field Description SUTA Rate Enter the client’s SUTA Rate for this state. Officer SUTA Rate Enter the Officer SUTA Rate if it differs from the regular SUTA rate. SDI Rate Enter an employer’s SDI Rate if the employer pays disability insurance in this state.
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Field Description Miscellaneous Enter the miscellaneous override rates for employer-paid taxes (for example, override rates you can increase the tax rate paid by the employer). Note: If these fields are left blank, the system uses the default rate. Set these fields as follows: • Enter the State Misc1 Rate (Tax ID 26). • Enter the State Misc2 Rate only to set employer tax rates for Vermont Childcare Employee Tax Rate (Tax Code 48-28). If no tax rate is entered for the employer, but a tax rate is entered for the employee using the State Misc 2 Employee Rate field below, you will see the full amount for the employer calculated at 0.44%. The employee tax rate below does not offset the employer tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides. • Enter the State Misc3 Rate to set employer tax rates for paid family medical leave for tax codes:
• 22-41 (Massachusetts)
• 48-41 (Washington)
• 51-41 (Wyoming)
• 08-41 (Delaware)
• 20-41 (Maine)
• Enter the State Misc4 Rate to set employer tax rates for tax codes 24-54
(Minnesota).Wage Base Enter the Wage Base Override to use a different amount than what is Override specified in the Vertex guide. For example, Michigan has two tiers based on experience. State Misc 2 Enter the State Misc 2 Employee Rate only to set employee tax rates for Employee Rate Vermont Childcare Employee Tax Rate (Tax Code 48-27). The employer tax rate above does not offset the employee tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides.
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Field Description State Misc 3 Enter the State Misc 3 Employee Rate to set employee tax rates for paid Employee Rate family medical leave for tax codes: • 22-40 (Massachusetts) • 48-40 (Washington) • 08-40 (Delaware) • 20-40 (Maine) For example, you can decrease the tax rate paid by employees. Note: If you adjust State Misc2 Rate or State Misc 2 Employee Rate and State Misc3 Rate or State Misc 3 Employee Rate, you must use both the corresponding fields. Do not assume one field will adjust automatically when a change is made to the other field. PFML Employer This field will display only if the field named PFML ER Pickup Fringe Pay Code Pickup on the Systems Parametrs form as been defined. This field is optional. Enter the amount the employer is contributing in excess of their mandatory contribution amount here. You can only enter numeric values with decimals. For example, if the State PFML rate is 0.8 with a 50% split between Employee and Employer, and the employer contributes the full 0.8% with the employee contributing 0%, you will enter 0.4 in this field. During payroll calculation, PrismHR uses your configured PFML Employer Pickup percentage for the state as defined on the State Tax Rates (SUTA) form and PFML ER Pickup Fringe Pay Code as defined on the System Parameters form to calculate the employer paid PFML amount and automatically posts it as a taxable non-cash fringe income to the employee’s payroll voucher under Other Payments, provided both values are valid. If either value is missing or invalid, no taxable fringe income is posted. The employer paid employee PFML amount is calculated as: (YTD net taxable) multiplied by (PFML ER Pick up Rate) minus (YTD PFML Fringe Pay)
Note: The calculation does not include the PFML wages on the current
voucher.Importing SUTA Rates Data You can access the State Tax Rates (SUTA) import template in the Data Import Tool from this form to import
SUTA rates data by clicking Import . The State Tax Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the State Tax Rates (SUTA) form.
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Note: You can also navigate directly to the Data Import Tool by
clicking (Back Office), then select Data Import Tool on the
Operations|Import Processing menu. In the Data Import Tool form, select
the State Tax Rates (SUTA) import template option. Note the following
when importing State Tax Rates (SUTA) data: • Importing only
creates/adds new entries and does not edit or update existing state tax
rate entries. • If you try to import a record with the same state code
and effective date combination as an existing record the following
message displays, “A record already exists for Client
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• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Defining State Tax Bill Rates (SUTA) Define a client’s SUTA billing rates with the State Tax Bill Rates (SUTA) form. Note the following: • SUTA is based on an employee’s home location and is specified by the location code in the Employee Details. Entering hours for a different state does not trigger the SUTA for that state. • You cannot have multiple SUTA states in a single payroll. If an employee worked in multiple states for a single payroll and you need to calculate SUTA for each state, you must run a separate payroll to process hours for each state the employee worked in. For each of these payrolls, you must change the employee’s home location in Employee Details before processing.
Setting a Location for State Tax Bill Rates Set a location to which a state tax bill rate applies with the State Tax Bill Rates (SUTA) panel.
To set location: 1. Select Client. 2. From Client|Change, select State Tax Bill Rates (SUTA).
Fill in the required information in these fields.
Field Description State Code Enter a two-character state code, or select it from the drop-down. The Client State ID displays. Location Code Enter or select the Location Code where the billing rate applies. Leave (Optional) this field blank if the billing rate applies to all client locations in the state. Effective Date Enter a date when the bill rate goes into effect, or select an existing date to edit.
Click Save.
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Setting SUTA Bill Rate Information Set SUTA bill rate information with he SUTA Bill Rates panel. If the client has multiple employers, you can establish rates for each employer.
To set SUTA bill rate information: 1. Select Client. 2. From Client|Change, select State Tax Bill Rates (SUTA) to view the SUTA Bill Rates panel.
Fill in the required information in these fields.
Field Description SUTA Bill Rate Enter at least one SUTA Bill Rate for the state that applies to the client. Employer If appropriate, select the Employer to which this SUTA bill rate applies. To specify a different billing rate for different employers, enter that information on different rows. Otherwise, do not select an employer. Overbill Credit Amt Enter the Overbill Credit Amt back rate only if it is different from the (Optional) SUTA bill rate.
Click Save.
Establishing Officer and State Bill Rates Set officer and state bill rates with the Other Billing Rates panel.
To set these rates: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA) to view Other Billing Setup.
Field Description Officer SUTA Rate Enter the Officer SUTA Rate, if it is different for officers.
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Field Description SDI Rate Enter the employer’s SDI Rate if the employer pays disability insurance in this state. Miscellaneous Enter the miscellaneous override rates for employer-paid taxes. If you leave override rates any of these fields blank, the system uses the default rate. • Enter the State Misc1 Rate (Tax ID 26). • Enter the State Misc2 Rate (Tax ID 28). • Enter the State Misc3 Rate to set employer tax rates for tax codes 22- 41 (Massachusetts) and 48-41 (Washington). • Enter the State Misc4 Rate to set employer tax rates for tax codes 24- 54 (Minnesota).
Location Rate If this rate is for a specific location that is closing, and the code is no longer Obsolete Date used in calculations, enter the last active pay date in the Location Rate Obsolete Date field. Overbill CR Bill Code Enter the Overbill CR Bill Code to use for credit backs for SUTA overlimit (Optional) credits instead of the default. Wage Base Override Enter the Wage Base Override if you want to use a different amount than that specified in the Vertex guide. For example, Michigan has two tiers based on experience. Lock Down Employer Select Lock Down Employer to “lock down” the employees working in this state to one of the employer IDs entered in the SUTA Bill Rates panel. This lock goes into effect during payroll calculation and new hire/rehire. Use the Lockdown Employer panel.
Selecting Relevant Employers Choose the relevant employers from the Lockdown Employer panel if Lock Down Employer is selected.
To select relevant employers: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA) to view Other Billing Setup.
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Select Lock Down Employer to view the Lockdown Employer panel.
Select Yes from the Lock New Hire drop-down to lock new or rehired personnel working in this state to the employer.
Click Save.
Importing SUTA Billing Rates Data You can access the State Tax Bill Rates (SUTA) import template in the Data Import Tool from this form to import
SUTA billing rates data by clicking Import . The State Tax Bill Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the State Tax Bill Rates (SUTA) form.
Note: You can also navigate directly to the Data Import Tool by
clicking (Back Office), then select Data Import Tool on the
Operations|Import Processing menu. In the Data Import Tool form, select
the State Tax Bill Rates (SUTA) import template option. Note the
following when importing State Tax Bill Rates (SUTA) data: • Importing
only creates/adds new entries and does not edit or update existing state
tax bill rate entries. • If you try to import a record with the exact
same state code and effective date combination as an existing record the
following message displays, “A record already exists for Client
Billing User Guide © 2026 PrismHR 48 Chapter 5 Client-Level Setup
Defining W/C Accrual Modifiers You can define how the system handles when the wages of the client’s employees are not sufficient to support a benefit deduction. In these cases, use the W/C Accrual Modifiers form to define workers’ compensation accrual modifiers that the client uses. W/C accrual modifiers are required: • For states that require client reporting of workers’ compensation accrual • When the workers’ compensation policy or Client Details stipulates the use of a modifier and discounts
To set W/C Accrual Modifiers: 1. Select Client. 2. From Client|Change, select W/C Accrual Modifiers.
Fill in the required information in these fields.
Table 1: W/C Accrual Modifiers - FieldsField Description State Code Enter a two-character state code, or select it from the drop-down. Effective Date Enter a date when the bill rate goes into effect, or select an existing date to edit. Discount/Debit Enter the employer’s Discount/Debit for this state. Modifier Enter the employer’s Modifier for this state. Effective Rate The Effective Rate is calculated by multiplying the Discount/Debit by the Modifier.
Click Save.
Adjusting W/C Billing Modifiers You can adjust worker’s compensation rates to bill the client with the W/C Billing Modifiers form. The amount billed is based on a percentage of the gross rate. The system keeps a history of discount and modifier data that you can view by selecting the date.
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Importing a Workers’ Compensation Template File Clicking the Import button displays the Data Import Tool form, which allows you to import a W/C Billing Modifiers template file that contains the following fields (this file must be in .txt format): • Company ID (Required) • State Code (Required) • Effective Date (Required) • Location • Use Override Rates? (Required) • Discount/Debit • Modifier • W/C Class Code • Billing Override Rate • Bill on Wages or Hours • Accrual Override Rate
Note: The Import button displays on the W/C Billing Modifiers form for all user roles except the “Deny” and “Inquiry-only” roles. Imports can be performed for multiple clients at the operations level. For more information about the Data Import Tool form, refer to the Payroll Administration Guide.
To adjust rates, do the following: 1. Select Client. 2. From Client|Change, select W/C Billing Modifiers.
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Field Description
State Code Enter a two-character state code, or select it from the drop-down.
Location Code If the rate applies to a specific location for this client, enter the Location
Code or select an existing location billing modifier record.
Effective Date Enter a new Effective Date or select an existing effective date.
Use Override Rates Select Use Override Rates to calculate the billing amount using the
override rates. Otherwise, the system uses the Discount/Debit and
Modifier values.
Pay Levels For each of the client's Pay Levels established in the billing rules for the
client, enter the rates for the selected state:
• Enter the employer's Discount/Debit rate.
• Enter the employer's Modifier rate.
Location Obsolete Date If this billing modifier is for a location that is closing, enter the Location
Obsolete Date. This is the last pay date to use this billing modifier.Using Override Rates Option You can charge the client a different rate per workers’ compensation classification if you select Use Override Rates.
To enter billing rates in the Overrides panel, do the following (make sure you define a billing rate for each of the classifications used by the client): 1. Select Client. 2. From Client|Change, select W/C Billing Modifiers and select the Use Override Rates checkbox.
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Field Description
W/C Class Code Enter or select each W/C classification code.
If you select the W/C Class Code field, you can search for a class code
using the WC Class Code or Description field in the Select WC Class
Codes list.
Note: After you enter or select the codes and save them, the system
alphabetizes the list.
Billing Rate Enter the Billing Rate. This is the rate per hundred dollars in wages or
per hour worked (depending on the state) used to calculate the bill
amount to the client for this W/C classification.
Bill on Wages or Hours Select whether to Bill on Wages or Hours. The standard is wages unless
the state specifies that the rate is based on hours.
Accrual Rate Enter the Accrual Rate. This is the rate per hundred dollars in wages or
per hour worked (depending on the state) used to calculate the accrual
amount to the client for this W/C classification.Billing User Guide © 2026 PrismHR 52 Chapter 6 Client Billing
Chapter 6 Client Billing There are features that your organization uses to maintain client billing.
Working with Bill Pending Data The Bill Pending Events panel, on the Bill Pending form, lists billing events that will occur during the next scheduled billing date (in other words, they are pending). These billing events can be created on this form or generated automatically by PrismHR.
Background There are three ways to create invoice line items: • As a scheduled bill, according to payroll dates and so on. • As an immediate bill, manually generated using the Miscellaneous Invoice Entry form. • As a future-dated or “pending” bill, which waits until the next scheduled billing date. Those items appear in the Bill Pending Events form.
• To view an existing event, click the event’s Bill Date. The Line Item Details form opens, where you can view the read-only information. • To manually create a new event, click New Entry. The Line Item Details form opens, where you can enter the billing event.
System Billing Events Several events trigger PrismHR to generate a
pending bill for clients. Here are two examples: • When you set up a new
employee, the system creates a line item for the employee setup fee. •
When you terminate benefits for an employee, the system searches for a
billing event using the TB+
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Manual Billing Events Many reasons and situations exist in which you need to manually create a line item. In each case, PrismHR bills the client upon the next invoice, not an immediate invoice.
Importing Bill Pending Data You can access the Bill Pending import template in the Data Import Tool from this form to import bill pending
data by clicking Import . The Bill Pending import template option and its tabs/fields automatically display when you access this template directly from the Bill Pending form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Bill Pending import template option. Note the following when importing Bill Pending data: • Importing only creates new entries. It does not edit or update existing bill pending entries. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users with a user role set to DENY for the Bill Pending form cannot import data using the Bill Pending import template. The Data Import Tool icon will not display on this form. • Users with a user role set to INQUIRY for the Bill Pending form, but whose user role is also set to DENY for the Data Import Tool, cannot view the Import icon on the Bill Pending form. • Users with a user role set to INQUIRY for the Bill Pending form can view the Bill Pending import template, but cannot import data. • Users with a user role set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Understanding the E-Verify Bill Pending Fee The system applies an E-Verify fee in the Bill Pending form for each new hire when the Submit for E-Verification field is enabled on the New Hire form. After saving the new hire, the system automatically creates a bill pending fee using the EV-FEES bill code. For example:
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Note the following: • Billing can be set up globally or have an override at the client level. (The override takes precedence over the global setup, if in place.) • You must name the Bill Event Code EV-FEES. • For the first 30 days of service for new clients, if you enable Skip Employee Fees for New Clients on the Billing Templates form the system does not create the EV-FEES bill code. • If you enable Skip Employee Fees for New Clients on the Billing Templates form, then the system does not create the EV-FEES bill code. • If the Employer Start Date on the New Hire form is greater than the Hire Date, then the system uses the Employer Start Date as the EV-FEES bill date. • The bill pending date is based on the employee’s hire date and populates the location and employee on the bill pending fee. • When the client and worksite location is set up for E-Verify, the system generates an E-Verify fee. However, if the worksite location is excluded, then the system does not generate a fee. • This fee structure does not apply to rehires or those who have a different code/fee structure for the employee type.
Working with Billing Items Use the Bill Pending Details form to enter a billing item or view the details of an existing one. For example:
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Note: If you are creating a new line item, enter the necessary information. If you are viewing a line item entry, you cannot make changes. In addition, you can place a bill-pending item on hold (taking it out of “in-progress” status and returning it to “time-entry” status) by editing its Bill Date, Event, and Bill Rate in the Bill Pending Details form. Important! This process is not available for restartable payrolls.
To enter a billing item: 1. Go to the Bill Pending form on the Client|Action menu. 2. Click New Entry. The Bill Pending Details form displays. 3. Enter the following information for the line item:
Field Description
Bill Date Enter or select the Bill Date on which billing will occur.
Event Enter or select the billing Event code.
Billing Units Enter the Billing Units.
Bill Rate Enter the Bill Rate for each billing unit.
Bill Amount The Bill Amount field is equal to Billing Units x Bill Rate. If you change the Bill
Amount, the system recalculates the Bill Rate to make the numbers work.
Employee Enter or select the ID of the Employee. The employee's name displays, as well as
any Location, Division, Department, Shift, or Project assignments.
Pay Group Enter or select the Pay Group code. If you specify a pay group, you must enter a
Location so the system can calculate any taxes.
Note: You can enter an employee or a pay group (or neither), but you cannotBilling User Guide © 2026 PrismHR 56 Chapter 6 Client Billing
Field Description
have both in the same line item entry.
Payroll Type Select the payroll batch type. For example, you can select the Regularly
Scheduled payroll type if you only want to bill on a regularly scheduled payroll.
(Note: The Select option (default) assumes all payroll types.)
Location Enter or select the Location code.
Division Enter or select the Division code.
Note: If you have multiple locations with separate bank accounts for each of
them, you can debit an invoice for a specific location/division's bank account by
setting it to ACH by Location or ACH by Division and selecting the Non-ACH
option on the Client|Change|Worksite Locations form, which would eliminate
internal bank transfers when submitting a pending client bill.
Department Enter or select the Department code.
Shift Enter or select the Shift.
Project Enter or select the Project code.
Comment Enter a Comment for this line item, if appropriate.
Note: Comments are restricted to a maximum of 40 characters.
Cost Amount You can enter the Cost Amount as a positive number to charge against this line
item, or you can enter a negative amount to lower the total cost.
Repeat Thru Date Enter or select a Repeat Thru Date that indicates when the recurring event starts
and stops. See Using Repeat Thru Date Correctly on page 58 for more
information.
Repeat Cycle If you entered a Repeat Thru Date, select a Repeat Cycle for the billing frequency.
See Using Repeat Cycle Correctly on page 59 for more information.
Bill Status If this is an existing line item, the system displays the Bill Status for this line item.Note: You can delete a bill pending entry that is included in a payroll batch before the batch is finalized; the payroll processor will be required to recalculate the payroll. Please note that you cannot delete a bill pending item that is included in a payroll batch that is awaiting the client’s approval.
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To edit a bill-pending item to place it on hold: 1. Reset the Payroll Calculation: Complete status to Payroll Calculation: Ready on the calculated payroll by finalizing the timesheets again in the Process Payroll form. (This step deletes any initialized vouchers, so the payroll is no longer initialized.) 2. Select the bill-pending item on the Bill Pending form. The Bill Pending Details form displays. 3. Update the Bill Date and other pertinent information, which places the bill-pending item on hold. 4. Click Save. After initializing the payroll again, the edited bill-pending item no longer displays in the initialized invoice. Note the following: • You cannot edit or delete an item that is “complete” (on a posted invoice). • You cannot edit or delete an item “in-progress” (on an initialized invoice). • You can edit or delete an item that was “in-progress,” if the timesheets are finalized (this forces payroll to reinitialize). • You can edit or delete an item that is “pending” (does not appear on any invoice).
Avoiding Pitfalls Client Bill Pending is an extremely useful tool; at the same time, problems can occur if you are not careful. PrismHR does only what you tell it to do, so ensure your entries are correct. Client Bill Pending is both employee- sensitive and date-sensitive.
Employee Sensitivity For example, you set up a new employee named Joe, who is an active employee and is paid once a month on the first. You create a line item for Joe on the second day of the month. PrismHR does not convert the line item into a bill for the client until Joe’s next pay day, which is the first of the following month. If this feature was not employee-sensitive, you would bill the client on the next invoice, which could fall before the first of the month.
Date Sensitivity For example, you create a line item for January 1, 2024, but specify a billing date of January 1, 2026 by mistake. The line item remains dormant in PrismHR until the date you specified, then is included in the next invoice after that date.
Using Repeat Thru Date Correctly If you set up a recurring event, you must define the date limits of the event. The system uses the Repeat Thru Date field to know when the recurring event starts and when it stops. Be very aware of the dates you want to define and double-check your date entries. The system automatically calculates if any dates have been “missed” upon the first payroll run after you define the recurring event.
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For example, you have a weekly billing event for a payroll that you want to occur starting on or after January 1, 2024. You enter 12/31/24 in the Repeat Thru Date field. However, you mistakenly enter the start date (in the Bill Date field) as 1/1/23 instead of 1/1/24. Upon January 2, 2024 (the first business day of the year), PrismHR realizes it has not performed its weekly billing (based on the check date) since the starting date. Therefore, PrismHR creates 52 transactions in order to “catch up” to the present date.
Using Repeat Cycle Correctly If you set up a recurring event, you must define how often to repeat the event. The system uses the Repeat Cycle field to know how often it must run the recurring event. For example, you have a monthly billing event for an end-of-the-month payroll. The system reads what you enter literally: in other words, it is very exact. You mistakenly enter the billing date (in the Bill Date field) as 1/31/24 instead of 1/28/24. Upon February 29, 2024 (because of the leap year – otherwise February 28), PrismHR realizes it is not the 31st day of the month. Therefore, PrismHR skips the transaction.
Cost If you enter an amount in the cost section of Bill Pending, the cost is updated when a payroll is posted. For example, you need to set up a client bill pending for an overbilling on SUTA. The rate you charge your client is 2.7% and you mistakenly charged them 3.00% on $15,000 taxable wages. SUTA is not a profit center for this client so the billing should match the cost. The liability was calculated at the correct rate of 2.7%. When entering the client’s credit for $45.00, leave the cost column blank. There is no need to adjust cost. As another example, you bill your client for drug testing the employees. The arrangement you make with the client is they pay $28.00 per drug test. Your provider bills you $20.00 per employee. Enter the client bill pending as $20.00 in the cost field so that the system can calculate the income.
Billing User Guide © 2026 PrismHR 59 Chapter 7 Stack Invoice with Workers’ Comp Broken Out
Chapter 7 Stack Invoice with Workers’ Comp Broken Out Your organization can use a stack invoice with workers’ compensation broken out for clients. Once you have completed these procedures, the next time you process a payroll the reports will include the invoice with the report title “Client Invoice Print using STACKWC format”. Workers’ compensation breaks out by state and class combination.
Set Up the Billing Format You need to create a billing format (invoice) with the Stack Invoice with Workers Comp Broken out alternate print routine.
To set up the billing format: 1. Open Billing Formats (found in the Back Office menu under System|Change). 2. Enter the Format ID. 3. Enter the Format Description. 4. Select Stack Invoice with Workers Comp Broken out from the Alternate Print Routine drop-down. 5. Enter a Message ID for any special message format. These formats are defined in System Parameters. 6. Select Show Past Due to include any open/past due amounts on the invoice. 7. Select Past Due In Invoice Total to show open and past due invoices in the invoice total. Otherwise, there is only a statement listing at the end. 8. Select Show On Remit to show open/past due invoice listings on the remittance form.
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Note: Position indicated means the order of these line items determines the order of the billing lines when printed. In other words, the first description in this column is the first line printed on the bill, the second description is the second line printed, and so on.
• If appropriate, enter the Company Account number used to show clients what journal effect to post on
their records. This is for special client accounting.
• Select Yes from the Print if zero drop-down to print the line on the invoice even when the value is zero.
If you select No, the invoice does not include the line if its value is zero for that invoice.
Click to see the list of bill codes included in the line.
Click to add bill codes to the line item.
Enter each Bill Code. The Bill Description displays.
Click Save in the Bill Codes for Line Item form.Billing User Guide © 2026 PrismHR 61 Chapter 7 Stack Invoice with Workers’ Comp Broken Out
Set Up the Billing Template Make sure that the billing template used by the client is set to bill for and sort by workers’ compensation.
To set up the billing template: 1. Open Billing Templates (found in the Back Office menu under System|Change). 2. Enter the Template ID used for the client. 3. Verify that the Workers Comp Sort is selected. 4. Verify that Workers Comp (if Hourly) and Workers Comp TRIA are selected in the Add column.
Note: See Defining Methods for Billing Clients on page 14Refer to other sections of this guide for information on the other fields in the form.
Set Billing Information for the Client Verify that the client is set up to use the stack invoice with workers’ compensation broken out billing format. 1. Make sure that the correct client record displays. 2. Open Client Details (found in the Client menu under Client|Change). 3. Select the Billing tab. 4. Verify that Billing Template is one that bills for workers’ compensation. 5. Verify that the Bill Format is the one that you set up to use the Stack Invoice with Workers Comp Broken out alternate print routine. 6. Select Pay Codes with W/C Class w/Price Levels from the Bundled Billing Based On drop-down.
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Billing User Guide © 2026 PrismHR 63 Chapter 8 Setting Up Invoice Header Information
Chapter 8 Setting Up Invoice Header Information Organizations can customize client and employer information that displays in invoice headers, as well as include global, employer, and client logos in the PDF versions.
Invoice Logos There are multiple fields in PrismHR where administrators can enter invoice logo file paths (the image locations on the mvQuery print server). Once the logo file paths are entered, the system can include the logo images in the PDF versions of invoices – logos do not show in the display version.
Note: Contact the PrismHR Customer Support Team to upload logos to the mvQuery print server.
The system chooses the logo to display in the invoice header based on the following hierarchy:
If you enter a logo path for the ... Then ...
Employer invoice logo the Invoice Logo • The employer invoice logo displays in the
File Path field in in Employer Details invoice header;
• Otherwise, the system checks to see if
the global invoice logo is available.
Global invoice logo in the PEO Invoice • The global invoice logo displays in the
Global Logo File Path or the Non-PEO invoice header;
Invoice Global Logo File Path fields in • Otherwise, the system checks to see if
Logo Path Maintenance the client's print service report logo is
available.
Client's print service report logo in the • The client's print service report logo
Print Service Report Logo Filepath field displays in the invoice header;
in Report Print Options • Otherwise, the system checks to see if
the global mvQuery report logo is
available.Billing User Guide © 2026 PrismHR 64 Chapter 8 Setting Up Invoice Header Information
If you enter a logo path for the ... Then ...
Global mvQuery report logo in the • The global mvQuery report logo displays
mvQuery Report Logo Filepath field in in the invoice header;
the mvQuery Image Path Maintenance • Otherwise, the system checks to see if
form in the backend system for the global blank image logo is available.
PrismHR
Global blank image logo in the Blank • The global blank image logo displays in
Image Filepath field in the mvQuery the invoice header;
Image Path Maintenance form in the in • If there is no image path entered, no
the backend system for PrismHR logo displays in the invoice header.Employer Invoice Logo Enter the complete path to the image locations on the mvQuery print server in the Invoice Logo File Path in the Invoice Information Maintenance panel in Employer Details.
Global Invoice Logos (PEO and Non-PEO) Enter the complete paths to the image locations on the mvQuery print server in the PEO Invoice Global Logo File Path (for the PEO global invoice logo) and Non-PEO Invoice Global Logo File Path (for the non-PEO global invoice logo) in the Logo Path Maintenance form, accessed in the System Parameters Actions menu .
Company Invoice Logos Enter the complete path to the image locations on the mvQuery print server in the Print Service Report Logo Filepath in the Report Print Options form, accessed in the Client Details Actions menu .
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Global Invoice Report and Blank Image Logo Enter the complete paths to the image locations on the mvQuery print server in the mvQuery Report Logo Filepath and the Blank Image Filepath in the Global mvQuery Image Path Maintenance form. To access the form, click the Back Office menu and select System|Change > System Parameters. Then, select Actions menu > Global mvQuery Image Path Maintenance. For complete documentation, see “Maintaining Global mvQuery Image Path” in the System Administration User Guide.
MVQ Invoice Information Users can enter additional MVQ invoice data as needed using the Invoice Messaging form. For complete documentation, see “Invoice Messaging” in the System Administration User Guide. • Invoice Name replaces the Employer Name in the Invoice. • Invoice Phone displays a phone number to use for invoice questions. • Address information replaces the Employer Address as the return address on the Invoice. • Invoice Notes entered are displayed on all invoices after any client notes. Information pertaining to the period end date and the batch number has also been moved in portrait formats for invoice, and displays under the Invoice Number and Invoice Date. Headings and descriptions have been changed to read Pay Period Ending and Control Number for all invoice formats.
Client Information The client name and address information included in the invoice header is based on the client specified in the invoice. The information displayed is the same in invoices for both PEO and non-PEO clients.
Client Name The client name displayed is either the Client Name (DBA) or the Legal Name specified for the client in the Client Details form. This choice of name is defined by the value in the Name to Print Invoices field, located in the Report Print Options form, which is accessible from the Client Details Actions menu .
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Client Address The client address displayed is based on the following hierarchy.
Note: If the Address Line 1 field in any of the above addresses does not have a value entered, the system skips the address and the next address in the hierarchy is used.
If there is an address entered in ... Then ...
The Alternate Billing Address panel in • The alternate billing address entered
Pay Groups displays in the invoice header;
• If no address is entered, the system uses
the next address in the hierarchy.
The client record specified in the • The alternate billing address for the
Alternate Client Bill Address field in client specified displays in the invoice
Client Details header;
• If no address is entered, the system uses
the next address in the hierarchy.
The Mailing Address fields in the • The account mailing address entered
Account tab in Client Details displays in the invoice header;
• If no address is entered, the system uses
the standard address entered for the
client.
The Name and Address fields in the • This is the standard address for the
Detail tab in Client Details client; it will display in the invoice
header.Billing User Guide © 2026 PrismHR 67 Chapter 8 Setting Up Invoice Header Information
Setting Up Employer Information PEO and non-PEO clients use different logic to define the employer whose information is included in the invoice. Whether the client is PEO or non-PEO is defined by the Service Type selected in the Contract panel in Client Details.
If the Service Type selected is ... Then ...
Professional Employer The client is a PEO client.
Any other value in the drop-down The client is a non-PEO client.PEO Clients If the client is a PEO, it uses the employer associated with the invoice. Typically this is the Employer specified in the Contract panel in Client Details.
Non-PEO Clients If the client is non-PEO, it uses the Non-PEO Invoice Employer specified in the Billing Tab in Client Details.
Note: The Non-PEO Invoice Employer field only displays in Client Details if the client is non-PEO.
• If the client does not specify a Non-PEO Invoice Employer, the Non-PEO Invoice Global Employer specified in Logo Path Maintenance is used.
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• If the client does not specify a Non-PEO Invoice Employer and does not specify a Non-PEO Invoice Global Employer, the Employer specified in the Contract panel in Client Details. Once the system determines an employer to use in the invoice, it uses the employer name, address, and other information entered in Employer Details.
Employer Name The Employer Print Name displays in the invoice as entered in Employer Details. If an Employer Print Name is not entered, the Employer Name is used.
Employer Address If an employer has return address information entered in the Invoice Information Maintenance panel in Employer Details, this is the address that displays in the invoice. If an address is not specified in the Invoice Information Maintenance panel, the employer’s standard address as entered in the Employer Details panel displays.
Note: If the first return address field in the Invoice Information Maintenance panel does not have a value entered, the system uses the employer’s standard address.
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Other Employer Information If any of the following fields have information entered in the Invoice Information Maintenance panel in Employer Details, the information displays in the PDF version of the invoice (it is not included in the display version). • Contact Name • Invoice Contact Phone • Invoice Contact FAX Number • Invoice Email Address • Invoice Website
Billing User Guide © 2026 PrismHR 70 Chapter 9 Setting Up Garnishment Setup Fees
Chapter 9 Setting Up Garnishment Setup Fees You can set up a billing event for garnishment setup fees and add it to client records for any clients that are charged for those setups. This system triggers the billing event when a user sets up and saves a garnishment using the Employee Garnishments form. See Notes About Take-On Clients on page 72.) You must setup the billing event as described below, and then assign the GSF event code to each client that you need to charge.
Creating GSF Billing Event Code To begin, you must create a billing event code named GSF. Once you have this in PrismHR, you can use it for all clients that should be charged this fee.
To create a billing event code, do the following: 1. Click Back Office. 2. On the System|Change menu, select Billing Events. 3. Enter GSF as the Bill Event Code. 4. Enter a Description for the garnishment setup fee. 5. Enter the Bill Code related to the garnishment setup fee. 6. Select Show Detailed if you want to display the details of this billing event on an invoice.
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Assigning Fee Setup in Client Details Once the GSF billing event exists, you assign it to each client that you want to charge for garnishment setups. The system only charges the fee to clients that have it assigned.
To assign the GSF billing event, do the following: 1. On the Client|Change menu, select Client Details. 2. Select the Billing tab. 3. In the Fee Rate Overrides panel, enter or select GSF as the Bill Event Code. 4. Enter the Rate to charge the client for each garnishment setup.
Notes About Take-On Clients The garnishment setup fee billing event does not trigger if there are any garnishments setup when importing a take-on client. You should assume that the client is exempt from the fee during that time, or that you can manually enter it as a one-line bulk fee. Also, note that if you have a new client and the billing template is set to skip employee fees for new clients, the system will not trigger the billing event for any garnishments setup during the first 30 days. This is the same as the behavior of the new employee setup (NES) fee. (See Defining Methods for Billing Clients on page 14.)
Billing User Guide © 2026 PrismHR 72 Chapter 10 Setting Up Form W-2 Billing Fees
Chapter 10 Setting Up Form W-2 Billing Fees Your organization can set up billing for Forms W-2 (W-2s) as a production fee and a per employee fee. You need to define billing codes and billing rules to enable this feature.
Background Some important things to know about the fees generated by these billing rules: • Both rules generate a one-time yearly charge for the client-billing rule combination. • The Annual W-2 Production Fee is a one-time flat fee that the system will bill for the current year the first time the rule applies (for example, it would run in 2024 if included in a payroll). If your organization would prefer that it run in January, set the Rule Start Date to a date in January 2025. • The Annual Fee per Form W-2 billing rule is based on a count of generated W-2s. W-2s are generated in the first quarter of the following year (for example, your organization would generate 2024 W-2s in Q1 2025). If W-2s have not been generated yet (such as in early January), then the system processes the rule during each payroll until your organization generates the W-2s. PrismHR recommends that you use the option to generate all Form W-2s at once; you might need to make adjustments for additional Form W-2s generated after the fee is charged. • Each rule generates a miscellaneous billing charge.
Billing Codes You must set up the billing codes that you intend to use for any client.
To set up the appropriate billing codes: 1. Create billing codes W2EE and W2BASE. 2. Set the descriptions and other information as needed.
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Billing Rules Create unbundled billing rules for each client that should be charged the fees. You can use either or both as needed. • For the rule that charges per Form W-2, select Annual Fee Per W-2 from the Based On drop-down. • For the rule that charges once per production of all W-2s, select Annual W-2 Production Fee from the Based On drop-down. To ensure that the rule runs only in January, specify a Rule Start Date.
The system generates the fees when a user creates the employee W-2s.
Billing User Guide © 2026 PrismHR 74 Chapter 11 Importing Client Bill Pending Data
Chapter 11 Importing Client Bill Pending Data This feature allows you to import client bill pending data for one or more clients. The validations are similar to those in the Bill Pending Details entry form. The system reports the valid data and any errors that occurred from the validation.
Importing the File Important! The Bill Pending Import form has been retired. Instead, use the Bill Pending import template in the Data Import Tool. (Refer to the PrismHR Payroll Administration Guide for more information.) Note the following: • If your user role is set to FULL for the Data Import Tool and you enter Bill Pending Import in the search box or select it from the Operations|Import Processing menu, the system redirects you to the Data Import Tool. • If your user role is set to INQUIRY for the Data Import Tool, when you try to access the Bill Pending Import form a message displays, “The Bill Pending Import has been moved to the Data Import Tool. Access to the Data Import Tool will need to be added to your user role.” You can access the Data Import Tool by either entering it in the search box or selecting it from the Operations|Import Processing menu, but you cannot use it for importing until you set your user role to FULL. (Clicking OK in the message does not open the Data Import Tool.) • If your user role is set to DENY for the Data Import Tool, you cannot access it.
Related Topic Viewing Bill Pending for Clients (page 75)
Viewing Bill Pending for Clients Use the Bill Pending form to view the bill pending entry for the client.
To view the bill pending entry, do the following: 1. On the Client|Action menu, select Bill Pending. 2. The bill pending events display for the client. For example:
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TPC-Guide.pdfThird Party Check Processing
Setup and administration of third party check processing on the PrismHR platform PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.
© August 2026 by PrismHR. All rights reserved. Table of Contents
Table of Contents Third Party Check Processing 1 Copyright notice 2 Table of Contents 3 Chapter 1 Processing Third Party Checks 4 Maintaining Third Party Payees Vendor Information 4 Defining Voluntary Third Party Deductions 5 Setting Up Third Party Check Printing Mode 5 Generating Third Party Check Information 6 Chapter 2 Performing Third Party Check Processing 8 Creating a Third Party Check Processing Batch 8 Viewing Posted Third Party Check Batches 11 Posting a Third Party Check Processing Batch 13 Reprinting Third Party Checks 15 Running Third Party Check Posted Batch Report 17 Voiding Third Party Checks 18 Managing Transactions On Hold 19
Third Party Check Processing © 2026 PrismHR 3 Chapter 1 Processing Third Party Checks
Chapter 1 Processing Third Party Checks Third party check processing connects employee voluntary deductions and garnishments with designated payees. PrismHR deducts the designated pay amounts from the employee and creates a check made payable to the designated payee through third party check batch processing or when your organization processes a payroll.
Note: In addition to setting up the payees and deduction codes for each client, Third Party Check Printing Mode must be set in System Parameters.
Important! The legacy system did not require a system parameter selection because the automatic processing of garnishment checks with payroll did not function as intended. With the improvement to the process in PrismHR, it is now necessary to define whether processing will be done by Batch Mode or Real Time. This setting must be enabled in system parameters before processing payrolls with third party deductions/garnishments. To process third party checks, see the following: • Maintaining Third Party Payees Vendor Information • Defining Voluntary Third Party Deductions • Setting Up Third Party Check Printing Mode • Generating Third Party Check Information
Maintaining Third Party Payees Vendor Information Use the Third Party Payees form to maintain vendor information.
To maintain vendor information, do the following: 1. Enter the third party Payee ID. 2. Enter the actual vendor Payee Name. 3. In the Remit To Name field, enter the vendor name to print on the check. 4. Enter the vendor’s address and ZIP Code. The system displays the vendor’s city and state automatically. If there is more than one city associated with that ZIP Code, select the location in the pop-up window. 5. Click Save.
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Defining Voluntary Third Party Deductions Use the Third Party Deductions form to define voluntary third party deductions for a client and link them to a third party payee.
To define voluntary third party deductions, do the following: 1. Enter each Third Party Deduction Code. The Deduction Code Description displays. Note: Only use voluntary deductions that do not have a rebate bill code. If you select a voluntary deduction with an assigned rebate bill code an error message displays, “Third Party Deductions must have a Voluntary Deduction Type and have no Rebate Bill Code assigned. Check the deduction code settings or select an applicable code.” Click OK to continue. 2. Enter the relevant Third Party Payee Code for each deduction. 3. Click Save. Note: Refer to the Payroll Setup Guide for information on creating standard deduction codes. See Maintaining Third Party Payees Vendor Information on page 4 for information on creating third party payees.
Setting Up Third Party Check Printing Mode In order to support third party check printing, your organization must set up the Third Party Check Printing Mode in the System Parameters form. For example:
To set the print mode for third party checks, do the following: 1. Open the System Parameters form. (Click Back Office. Select System Parameters under System|Change.) 2. Select one of the two options for the Third Party Check Printing Mode to support the way your organization wants to work:
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• Batch Mode: Consolidates liabilities and prints third party checks in batch mode
• Real Time: Prints third party checks when payroll batch posts (with other payroll reports)
Important! If you do not select an option in the Third Party Check Printing Mode field (that is, this field
selection remains "--Select--"), the system processes as though it was in Batch Mode. However, to access
third party check processing, you must set this field to Batch Mode.Note: In the backend system, you can manage Third Party Check Printing Mode in mvQuery Third Party Checks Maintenance along with the third party check format, logo, and signature. The setting is always the same setting in both forms.
Generating Third Party Check Information The Third Party Check Advice Report, available from the Payroll|Report menu, retrieves garnishment or non- garnishment third party check information that details employees and component amounts included in the third party check.
To run this report, do the following: 1. Select Third Party Check Advice Report in the Reports menu under Payroll|Report. 2. In the Selection Parameters panel, complete the following fields:
Field Description
Check Type Select one of the following options:
• Garnishment: Retrieves employee garnishment information.
• Third Party: Retrieves employee third party check information.
Third Party Batch If you select the Garnishment or Third Party check type, this field
displays. Enter or select the Third Party Batch number associated
with the third party check.
Check Date If you select the Garnishment or Third Party check type, this field
displays. Enter or select a date range in the to and from date fields
for the Check Type.
Note: You can only enter or select valid dates in the to and from
date fields. Once you enter the to date, you must enter the from
date to proceed. Also, when you select Check Date, Third Party
Batch changes to Batch Number.
Payroll Number If you select the Third Party check type with the Third Party Check
Printing Mode field set to Real Time in the System Parameters
form, this field displays. Enter or select the Payroll Number
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Field Description
Employee identifier to show Select one of the following options:
in the report
• Employee ID: Displays employee IDs in the report.
• SSN: Displays social security numbers in the report.Click Run. During a short delay, the system builds the data. (Note: If you enter or select a Payroll Number and no third party checks are found, a confirmation message displays.) If third party checks are found, the report displays. For example:
The report columns are:
Column Description Check Number The number on the third party check. Payee The vendor name associated with the third party check. Check Date The date on the third party check. Line The line associated with the third party check. Employee The employee ID associated with the third party check. Name The employee name associated with the third party check. Case Number The case number associated with the third party check. Case Date The case date associated with the third party check. Payment Amount The payment amount on the third party check.
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Chapter 2 Performing Third Party Check Processing Third party check processing connects employee garnishments and voluntary deductions with designated payees. PrismHR deducts the designated pay amounts from the employee and allows a service provider to create a check made payable to the designated payee by using the Third Party Check Process. Important! Before you begin this process, you must set the Third Party Check Print Mode field to Batch Mode on the System Parameters form. The Third Party Check Process form lists all third party check payments that are being processed in payroll batches that meet the selection criteria. From this form, you can maintain third party check batches by doing the following: • Create a batch (see Creating a Third Party Check Processing Batch) • View batches available to post and post a batch (see Posting a Third Party Check Processing Batch) • Hold/release third party check transactions (see Managing Transactions On Hold) • View posted batches, then select a batch to reprint or void checks, view the accounting or check information, and run reports (see Viewing Posted Third Party Check Batches)
Creating a Third Party Check Processing Batch Use the Third Party Check Process form to select an employer and create a batch of third party checks to process. For example, you can select the employer in this form as part of the third party check processing batch process:
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Note: When you open this form, the system locks third party check processing until you close it. Also, if you set the Third Party Check Printing Mode to Real Time on the System Parameters form, a message displays, “This account is set up to print Third Party Checks during payroll processing. If Third Party Checks should be processed in ‘Batch Mode,’ change the Third Party Check Printing mode at System Parameters.” Click OK.
The Third Party Check Process form serves as the main “hub” for some third party check processing transactions. In addition to creating a third party check processing batch, you can also do the following in this form: • View posted batches by clicking Posted Batches (see Viewing Posted Third Party Check Batches) • Manage transactions on hold by clicking Hold Review (see Managing Transactions On Hold) • View third party check processing batches that are ready to post to the system and then post batches by clicking Batches Available to Post (see Posting a Third Party Check Processing Batch) Important! Before you begin this process, you must set the Third Party Check Print Mode field to Batch Mode on the System Parameters form.
To select an employer and create a batch of third party checks to process, do the following:
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Note: If the net payee amount was less than or equal to zero, the following message displays when the Third
Party Check Batch Control form opens, "Some items were skipped because the net payee amount was less
than or equal to zero."Complete the appropriate information:
Field Description Check Date Enter or select the Check Date. Checking Account Enter or select the Checking Account. (Note: You can set up a separate checking account only for third party check processing, but this is not a requirement.) Batch Name Enter the Batch Name. Batch Creation Filters Use the filters, if you need to limit the items in the third party check processing batch: • Enter or select the Pay Date on or before date. • Select the Check Type. • Select the Filter, then select the Payee ID, Client ID, or Employee ID. Note: If you select a Filter option, such as Payee, add some payees, but then decide not to use them and switch to the Client or Employee options and then select Payee again, the system remembers and displays the payees you originally added. (This behavior also applies to the Pay Date on or before date and the Check Type filter.) Note: Select Clear Filters to remove any filters you selected.
The following example displays third party (voluntary deductions) check transactions (labeled “Third” in the Check Type column) for a particular client:
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Note: Garnishment transactions are labeled "Garn" in the Check Type column.Viewing Posted Third Party Check Batches Use the Third Party Check Process form to access the Posted Third Party Check Batches form, where you can view a list of all the posted batches. You can then select a batch to reprint or void checks, view the accounting or check information, and run reports. Note: When you open this form, the system continues to lock third party check processing until you close the main Third Party Check Process form.
To view a list of all posted batches, do the following:
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Use the filter to limit the list to third party check batches with a particular status: Employer ID, Batch Status, Check Dated, Start Date, or End Date. (The default is to Show All with the current week’s Friday date as the End Date.)
To view batch information or a voided batch, click the Batch Name or Batch ID. This opens the Third Party Check Posted Batch form. For example:
From this form, you can view: • Details of a line item in the batch by clicking the Payee Type-ID. When you are finished, click Close Detail View. For example:
• Accounting for the batch by clicking Show Batch Accounting. When you are finished, click Close Batch Accounting. For example:
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• A report of the garnishment or third party checks in the batch by clicking Remit Advice Report. (See
Running Third Party Check Posted Batch Report on page 17.) A dialog opens where you can select the
Check Type and include an Advice Message, then click Run Report. For example:
You can also view information about the check and reprint it or void it by doing the following:
• Click Reprint Checks if you need to reprint one or more checks from the batch. (See Reprinting Third
Party Checks on page 15.)
• Click the Void Check icon if you need to void a check. The Third Party Check Void form opens, which
displays information for that check. (See Voiding Third Party Checks on page 18.)Posting a Third Party Check Processing Batch Use the Third Party Check Batches Available to Post form to select a batch of third party checks to post. Note: When you open this form, the system continues to lock third party check processing until you close the main Third Party Check Process form.
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To view batches available to post and select a batch for posting, do the following:
Click Back Office , then select Third Party Check Process from the Operations|Change menu. The Third Party Check Process form displays.
If necessary, enter the pay date in the Pay Date on or before field to limit the list to payroll batches that were processed for that date or earlier. (The default is the Friday of the current week.)
Click Batches Available to Post to view the third party check processing batches that are ready to post to the system. The Third Party Check Batches Available to Post form displays the number of employers, journals, and total amount ready to be processed as of the specified effective date. For example:
To begin posting a batch of third party checks, click the Batch Name or Batch ID. This opens the Third Party Check Batch Processing form. For example:
In addition, you can delete a batch on this form by clicking Delete Batch. A confirmation message displays where you can click Yes to proceed with deleting the batch. (Click No to return to the form without deleting the batch.) Note: After deleting a batch, the transactions in that batch are once again available to process in a new batch using third party check processing.
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Reprinting Third Party Checks From the Third Party Check Posted Batch form, you can reprint any checks as needed by clicking the Reprint Checks button. This opens the PDF for the check(s) in the selected batch, which you can then print as needed.
To reprint a check, do the folllowing:
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Running Third Party Check Posted Batch Report From the Third Party Check Posted Batch form, you can print a report of the checks included in the batch using the Remit Advice Report button.
To run a third party check posted batch report, do the following: 1. Clicking Remit Advice Report in the Third Party Check Posted Batch form. A dialog displays. 2. Select the Check Type, either Garnishment Checks or Third Party Checks.
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You can enter an Advice Message to display on the report.
You can also click Save Message to save the message you entered, which saves your message and displays it when anyone chooses to print the report again.
Click Run Report. The report displays. For example:
Close it when you are finished.
Voiding Third Party Checks Use the Third Party Check Void form to void a check included in the batch.
Note: You can only void checks that have been printed. Also, when you open this form, the system locks third party check processing until you close it.
To void a check included in the batch, do the following:
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Managing Transactions On Hold Use the Third Party Check Hold and Review form to manage transactions on hold. From there, you can put transactions on hold, remove a hold, or delete transactions.
Note: When you open this form, the system locks third party check processing until you close it.
To review third party transactions, do the following:
Click Back Office , then select Third Party Check Hold and Review from the Operations|Change menu. The Third Party Check Hold & Review form displays.
Note: You can also access this form from the Third Party Check Process form by clicking Hold Review. (See Creating a Third Party Check Processing Batch on page 8.)
Select the Current On-Hold Status to view: All, On Hold, or NOT On Hold.
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Using the other four fields, you can limit the list to review only the third party transactions related to a specific employer, company (client), employee, or payee.
Click Run. The Third Party Check Hold Maintenance & Review form opens, displaying all third party transactions that meet the criteria you specified.
Note: If you make a change on this form without saving it and then click Close, a message displays, “Any unsaved changes you entered will not be kept. Are you sure you want to exit?” Click Yes to close the form without saving your changes and return to the Third Party Check Hold & Review form.
You can change the on-hold status of the transactions one at a time or all at once: • To change the on-hold status of one transaction, click the link in the On Hold? column. You can toggle the status between Y (on hold) and N (not on hold). • To put all transactions in the list on hold, click All On Hold. This applies to all pages. • To remove holds from all in the list transactions, click All Off Hold. This applies to all pages.
You can mark transactions for deletion: • Click the N link in the Delete? column. • Click Yes in the confirmation message. The link in the column changes to Y. It will not be deleted until you click the Save button. If you do not want to delete the transaction, click the Y link to set it back to N.
Click Save to save all your changes. This includes the hold statuses for transactions and deletions.
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