PrismHR Help — Client Administration

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Maintaining ASO Client Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/All_Cash_Accounts.htm Path: PD/Company/Change/All_Cash_Accounts.htm

Maintaining ASO Client Accounting

Use the All Cash Accounts panel in the ASO Global G/L Account Setup form to maintain ASO client accounting for cash management.

[Image: screenshot]

To maintain ASO client accounting, do the following:

Enter the Cash Offset by Checking account in the Credit Account field. The account name displays.
If a cash account should post to a different account:

a.	Enter the Except Cash Account. The Reference displays.

— Enter the appropriate Cash Offset by Checking account in the Credit Account for the cash account. The Account Name displays.

Click Save.

Hiding or Disabling the All Cash Accounts Panel

Service providers can hide or disable the All Cash Accounts panel from their worksite managers and worksite trusted advisors, so those users cannot view and select system bank accounts.

Note: Note the following before hiding or disabling the All Cash Accounts panel:

You must first add the ASO Global G/L Account Setup form to the worksite manager’s or worksite trusted advisor’s user role to disable or hide this panel.
The Delete button is unavailable when you hide or disable the All Cash Accounts panel.

To hide or disable this panel, do the following:

Click [Image: screenshot] (Back Office).
From System|Change, select User Roles.
Enter or select the Role ID.
Filter the Search for Description field to ASO Global G/L Account Setup. The form’s information displays.
Select Field in the Security column. The Field Security Maintenance form displays.
Click Add. The Field Security Selection form displays “All Cash Accounts” (the panel you want to disable or hide) in the Description column.

[Image: screenshot]

Select the checkbox in the Select Field column, then click Accept. The Field Security Maintenance form displays.
Select Enable in the Permissions column to set access to either Disable or Hidden (these options achieve the same result).
Click Save.

Parent Topic

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All Deduction Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/All_Deduction_Codes.htm Path: PD/Company/Change/All_Deduction_Codes.htm

All Deduction Codes

Use the All Deduction Codes panel in ASO Global G/L Account Setup to maintain ASO client accounting for deduction codes.

[Image: screenshot]

Enter the Credit Account (liability) for all withholdings. The account name displays.
If any deduction codes should post to a different account:

a.	Enter the Except Deduction Code. The Description displays.
b.	Enter the Credit Account for the withholding. The Account Name displays.
—	—

Click Save.

Parent Topic

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All Tax Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/All_Tax_Codes.htm Path: PD/Company/Change/All_Tax_Codes.htm

All Tax Codes

Use the All Tax Codes panel in ASO Global G/L Account Setup to maintain ASO client accounting for all taxes.

[Image: screenshot]

To maintain ASO client accounting for all taxes:

To set the accounts for all tax codes:

— Enter the Debit Account to debit with the amount of all employee-paid taxes. The account name displays.
— Enter the Credit Account to credit with all employee and employer taxes. The account name displays.

If any tax codes should post to different accounts:

a.	Enter the Except Tax Code for the tax deduction. The Tax Description displays.

— Enter the Debit Account to debit with the amount of any employer-paid taxes that use the tax code. The Account Name displays.
— Enter the Credit Account to credit with the amount of any employee/employer taxes calculated to the tax code. The Account Name displays.

Click Save.

Parent Topic

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All Workers’ Compensation States

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/All_WC_States.htm Path: PD/Company/Change/All_WC_States.htm

All Workers’ Compensation States

Use the All Workers’ Compensation States panel in ASO Global G/L Account Setup to maintain ASO client accounting for all workers’ compensation claims.

[Image: screenshot]

To set the accounts for all workers’ compensation claims:

— Enter the Debit Account to debit with the amount of all workers’ compensation insurance premiums. The account name displays.
— Enter the Credit Account to credit with the amount of all workers’ compensation insurance premiums. The account name displays.

If workers’ compensations claims should post to different accounts for certain states:

a.	Enter each Except Worker Compensation State code. The State Name displays.

Enter the Debit Account to debit with the amount of worker’s compensation insurance premiums in that state. The Account Name displays.
Enter the Credit Account to credit with the amount of worker’s compensation insurance premiums in that state. The Account Name displays.
Click Save.

Parent Topic

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Creating Core Chart of Account Numbers

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/ASO_Accounting_Codes.htm Path: PD/Company/Change/ASO_Accounting_Codes.htm

Creating Core Chart of Account Numbers

You can use the ASO Accounting Codes form to create a core chart of account numbers for the client.

Note: Click the Data Import Tool icon (

[Image: screenshot]

) to upload a database file and import data. (This icon displays for all user roles, except “Inquiry Only.”)

Note: Note: For more information about the Data Import Tool form, see the PrismHR Payroll Administration Guide.

To create a core chart of account numbers, do the following:

Enter the Account code.
Enter the Account Name, for example, Payroll Tax Expense or FICA Liability.
Select Prefix/Suffix Allowed if the client uses a prefix or suffix in addition to the core account number.
Click Save.

Repeat this procedure for each account that you need to set up.

Related Topics

Building Structure for Chart of Accounts Segments

Regenerating ASO Client Accounting

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Building Structure for Chart of Accounts Segments

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/ASO_GL_Accounts.htm Path: PD/Company/Change/ASO_GL_Accounts.htm

Building Structure for Chart of Accounts Segments

Use the ASO G/L Account Setup form to build the structure for chart of accounts segments, if they are different than what is set up in the global parameters. Indicate the overrides, if any, that are necessary to meet the client’s account structure requirements.

To set up the structure for chart of accounts segments:

Enter the core Account code to build.
If required, enter the variable or string Prefix Values for the G/L account number. For example, enter 01 to prefix the G/L account numbers with 01.
If required, enter the variable or string Suffix Values for the G/L account number.
Select the Segment Delimiter to use between the account number and the prefix or suffix values.

Prefix/Suffix Overrides

If the G/L account requires a prefix or suffix override, enter that information in the Prefix/Suffix Overrides panel.

For each override:

Enter the When Prefix/Suffix term to override, for example, DEPARTMENT.
Enter the is equal to value, for example, ACCT.
Enter the replace with value to use instead, for example, 700.

In our example, PrismHR replaces the department code ACCT with 700. The account number displays as 700-6000 in the report or download for the client.

Account Overrides

If the G/L account requires an account override, enter that information in the Account Overrides panel.

For each override:

Select the When Field Equals term to override, for example, LOCATION.
Enter the is equal to value, for example, MAIN.
Enter the replace account with value to use instead, for example, 6000.10.

In our example, PrismHR overrides the account number for the MAIN location with 6000.10.

Click Save.

Related Topics

Creating Core Chart of Account Numbers

Regenerating ASO Client Accounting

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Setting Up the ASO Global G/L Account

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/ASO_Global_GL_Account.htm Path: PD/Company/Change/ASO_Global_GL_Account.htm

Setting Up the ASO Global G/L Account

Use the panels in the ASO Global G/L Account Setup form to establish all general ledger accounts for an Administration Services Only (ASO) client. This sets up the global parameters and builds the structure that determines how to assign the account number to codes in PrismHR.

Maintaining Client and Employee Allocation Parameters: Determines how payroll account numbers are set up
Prefix/Suffix Overrides: Establishes override rules
Payroll Accounting: Establishes G/L Codes
All Deduction Codes: Establishes accounts for deduction codes
All Benefit Plans: Establishes accounts for benefit plans
All Workers’ Compensation States: Establishes accounts for Workers’ Compensation
All Tax Codes: Establishes accounts for taxes
Maintaining ASO Client Accounting: Establishes accounts for cash management
Bill Code ASO Accounts: Establishes accounts for bill codes

Related Topics

Creating Core Chart of Account Numbers

Building Structure for Chart of Accounts Segments

Regenerating ASO Client Accounting

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Maintaining Client and Employee Allocation Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/ASO_Payroll_Accounting_Setup.htm Path: PD/Company/Change/ASO_Payroll_Accounting_Setup.htm

Maintaining Client and Employee Allocation Parameters

Use the ASO Global G/L Account Setup form to maintain client and employee allocation parameters, account prefix and suffix values for general ledger accounts, and the accounting system download file type for ASO companies. You can also copy all ASO accounting setup data from one client to another using the Copy G/L To Another Client section.

[Image: screenshot]

To maintain client and employee allocation parameters:

Select Allocate Company Contributions to allocate client contributions to cost accounting in the same proportion as the time sheet earnings.
Select Allocate Employee Deductions to allocate employee deductions in the same proportion as the time sheet earnings.

Note: Note: You can enter prefixes or suffixes only if allowed by the G/L accounts.

Select each Account Prefix used by the client, if any.
Select each Account Suffix used by the client, if any.
Select the type of Segment Delimiter that separates the client’s G/L account segments, if any.
Enter the Core Account Segment No of the account number that contains the G/L account setup.
Select the third-party Accounting System Type used by the client to create download files in the corresponding format.

Accounting packages that use comma-delimited text files can use the Peachtree format; it is also the generic choice for accounting system type.

Enter the Name of Output File to specify the name of the file that the system creates for the client accounting download, if any.
Click Save.

Copying ASO Accounting Setup Data

To help reduce the manual labor and margin for error associated with a manual entry, you can copy all ASO accounting setup data from one client to another using the Copy G/L To Another Client section.

To copy ASO accounting setup data from one client to another:

In the Copy G/L To Another Client section, enter or select the Client ID. If you select the Client ID, the Select Client list displays. Search for the client by entering the Client ID or Client Name, then filter the selection further by selecting the Service Type and Status. The clients that match your entry display.
After you select a client, that entry displays back in the Copy G/L To Another Client section.
Select Copy G/L to Client. Note the following:

If the client you select contains any existing data in the ASO Accounting Codes, ASO G/L Account Setup, or ASO Global G/L Account Setup forms, when you select Copy G/L to Client the following message displays, “Client <selected Client ID> already has existing data for ASO Accounting Codes, ASO G/L Account Setup or ASO Global G/L Account Setup. Data cannot be copied over existing records.” Therefore, you cannot continue with this process.
If the client you select does not contain any existing data in the ASO Accounting Codes, ASO G/L Account Setup, and ASO Global G/L Account Setup forms, when you select Copy G/L to Client the following confirmation message displays, “You are about to copy the G/L setup from client <active client> to client <selected Client ID.> This will copy over any existing values from ASO Accounting Codes, ASO G/L Account Setup form, and ASO Global G/L Account Setup form. Do you wish to continue?” Click Yes to copy the ASO accounting setup data.
If you select Copy G/L to Client without selecting a Client ID the following message displays, “Select a client to continue.”
If you select the active client ID as the copy to client the following message displays, “Copy from and copy to client cannot be the same.”

After clicking Yes in the confirmation message, the copy process starts. Note the following:

The process copies all ASO Accounting Codes records, including all records set up on the ASO G/L Account setup form and all records set up on the ASO Global G/L Account setup forms for the active client to the selected client.
The process is only successful when there is no existing data for the three forms, ASO Accounting Codes, ASO G/L Account Setup, and ASO Global G/L Account Setup forms, in the copy to the client.

After the copy process finishes, the active record displays on the active form and the following confirmation message displays, “ASO Accounting records have successfully been copied to client <selected Client ID>.”

Parent Topic

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Working with Auto Holiday Pay Days

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Auto_Holiday_Pay_Days.htm Path: PD/Company/Change/Auto_Holiday_Pay_Days.htm

Working with Auto Holiday Pay Days

You can use the Auto Holiday Pay Days form to define which days apply to employee holiday time. For example:

[Image: screenshot]

Note: Access this form by selecting the Days link on the Auto Holiday Pay form. (See Adding Auto Holiday Pay.)

To set up employee holiday days:

Enter the Year where you want to apply the holiday.
Click the Holiday Dates grid to select a date from the calendar.
Click Save.

Note: Note the following:

You can enter or select holidays up to ten years in the past or ten years in the future from the current year (defaults to the current year). You can enter or select holidays up to ten years in the past or one year in the future (defaults to the current year). (Note: If you enter a date that does not meet this criteria an error message displays, “The following date(s) are not in the year selected and will be removed <date>.” Click OK to continue.)
If you add or delete a date that occurs in an in-process payroll, you need to recalculate the payroll to apply or remove that date.
If you try to delete an override date by clicking the X next to the date in the Holiday Dates panel a warning displays, “All overrides for this date will be deleted.” Click Yes to continue.
The system tracks date changes made in this form in the audit log.

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Maintaining Auto Holiday Pay Rules

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Auto_Holiday_Pay_Rule_Maintenance.htm Path: PD/Company/Change/Auto_Holiday_Pay_Rule_Maintenance.htm

Maintaining Auto Holiday Pay Rules

You can use the Auto Holiday Pay Rule Maintenance form to define the rules which determine the amount of automatic holiday pay for employees and how many hours they receive. In addition, you can edit an existing rule to make updates.

Note: Access this form by selecting the New Rule link on the Auto Holiday Pay form. (See Adding Auto Holiday Pay.)

To set up paying employee holiday time:

Select the client.
From Client|Change, select Auto Holiday Pay. The Auto Holiday Pay form displays.
Click New Rule. The Auto Holiday Pay Rule Maintenance form displays. For example:

[Image: screenshot]

Enter or select the parameters to define which employees receive the holiday, then complete the rest of the fields as necessary.

Note: Note the following:

If you enter an Employee Type (optional) that does not exist the system displays an error message, “Record <employee type> is not on file EMPLOYEE.TYPE.CODES.” Click OK to continue.
The Variable Salary option only displays in the Pay Method field if the VARSALMETHOD custom feature code is enabled on the System Parameters form. You can use the Variable Salary option to accurately track the hours that salary-exempt employees actually work. For example, non-profit companies could use this option to track the work hours of their employees who are paid a standard salaried amount, so they can use these hours and their allocations for grant purposes.
If you enter a Pay Code (required) that does not exist the system displays an error message, “Record <pay code> is not on file EARNING.CODES.” Click OK to continue.
If you enter an alpha character as the Number of Hours (required) an error message displays, “A valid number is required.” Click OK to continue.
If you save a rule without entering the required information, an error message displays.
You can enter or select the Override Dates based on information that exists on the Auto Holiday Pay Days form. (You cannot duplicate override dates.)

Note: The Auto Holiday Override Hours display on the employee’s timesheet when the criteria for the Auto Holiday Pay Rule and the Override Date exists in the current regular payroll after it is created.

Click Save. The rule displays on the Auto Holiday Pay form.

Note: After you create the rule, the system adds the holiday hours from the rule on that day into the timesheet when you create the payroll. In addition, you can edit or delete the rule by clicking the Line #.

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Bill Code ASO Accounts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Bill_Code_ASO_Accounts.htm Path: PD/Company/Change/Bill_Code_ASO_Accounts.htm

Bill Code ASO Accounts

The Bill Code ASO Accounts panel in ASO Global G/L Account Setup establishes ASO client accounting for all bill codes.

[Image: screenshot]

Select the Bill Code. The Description displays.
Enter the expense Debit Account to debit with the amount of any charges for the bill code. The Account Name displays.
Enter the Credit Account to credit with the amount of any charged for the bill code. The Account Name displays.
Click Save.

Parent Topic

Using Unbundled Billing Rules

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Defining Billing Rules

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Billing_Rules.htm Path: PD/Company/Change/Billing_Rules.htm

Defining 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: 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.

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Using Bundled Billing Rules

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Billing_Rules_Bundled.htm Path: PD/Company/Change/Billing_Rules_Bundled.htm

Using 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:

Select Client.
From Client|Change, select Billing Rules (Bundled).
Fill in these fields as required.

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’ Compensation Code	Enter the Workers’ Compensation Code for this bundled billing rule.
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 End Date	If the rule only applies during a specific date range: - Enter the Rule Start Date when this rule begins. - Enter the Rule End Date when this rule ends.

Enter the Rule Start Date when this rule begins.
Enter the Rule End Date when this rule ends.

If Bundled Tiers (Optional) are required:

Enter the Maximum Pay Level covered by this billing rate. Use this field only if bundled rates vary by pay level.
Select the Department Code for this billing tier.
Enter each of the Pay Codes affected by this billing rate.

If bundled rules exist for the client, they display in the Existing Bundled Rules panel.
Click Save.

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Using Unbundled Billing Rules

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Billing_Rules_Unbundled.htm Path: PD/Company/Change/Billing_Rules_Unbundled.htm

Using Unbundled Billing Rules

Use the Billing Rules (Unbundled) form to create the individual fees you charge to your clients.

To set unbundled billing rules:

Select Client.
From Client|Change, select Billing Rules (Unbundled). The Billing Rules (Unbundled) form displays. For example:

[Image: screenshot]

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, see Using Unbundled Bill Rules Based On Options.
Use Timesheet Location Or State	Only displays for rules based on Percent of Wages or Percent of WorkerComp Billed. If enabled, the billing rule targets the location or state billed on the time sheet.
Rule Start Date/Rule End Date	If the rule only applies during a specific date range: - Enter the Rule Start Date when this rule begins. - Enter the Rule End Date when this rule ends.

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. | | 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 Start/Special Rate End | If the special rate only applies during a specific period: - 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. |
Enter the Special Rate Start date when the special rate goes into effect.
Enter the Special Rate End date when the special rate ends. | 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. | | 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. | | Pay Class Equal To/ Pay Class Not Equal To | If the billing rule applies to only a few pay classes, list them in the Pay 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 Period |
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 Period | Pay Code Equal To/ Pay Code Not Equal To | If the billing rule applies to only a few pay codes, list them in the Pay 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 Period |
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 Period

Click Save.

Tiered Billing Grid

Certain billing methods involve setting up different bill rates based on the number of employees in a given group. The tiered billing grid displays when this is the case.

[Image: screenshot]

The table provides three columns:

Tiered From and Tiered To — the range of employees (for example, 1 to 20) in a particular tier
Tiered Rate — amount to bill per employee in this tier

For example, if the grid represents administrative fees, you can charge a $40 fee per employee for the first 20 employees, a $20 fee for the next 20 employees, and so on.

Other Settings

Entering Tax Criteria (available when Based On is set to Tax-Code Based Rule)

Setting Up Other Unbundled Billing Rule Parameters (found in the Actions menu

[Image: screenshot]

)

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Setting Up Other Unbundled Billing Rule Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Billing_Rules_Unbundled_Addtl_Conds.htm Path: PD/Company/Change/Billing_Rules_Unbundled_Addtl_Conds.htm

Setting Up Other Unbundled Billing Rule Parameters

Set up additional unbundled billing rule parameters with the Additional Conditions form.

To access this form:

Select Client.
From Client|Change, select Billing Rules (Unbundled).
From the Actions menu [Image: screenshot] , select Additional Conditions.
Fill in the fields as required.

Field	Description
Select the option as appropriate for ACH	For ACH (applicable only if the unbundled billing rule is based on a flat amount): - 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.

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 appropriate for garnishments | 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 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 Manual Check | Select Exclude From Manual Check to suppress the billing (delivery fee) for a 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) |
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 FPEMIN | Select Exclude From FPEMIN to exclude this rule from the Flat Amount/Per Employee Invoice Minimum billing rule. | | FSA Plan Type Equal To | Enter each FSA Plan Type Equal To that causes the system to apply this rule. 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 Equal To | Enter each FSA Plan Type Not Equal To that should not be present to cause the system to apply this rule. | | Retirement Plans Equal To | Enter each Retirement Plans Equal To that if found on the voucher applies this rule. | | Retirement Plans Not Equal To | Enter the Retirement Plans Not Equal To that if not used on the voucher 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. |

Click Close.

Parent Topic

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Using Unbundled Bill Rules Based On Options

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Billing_Rules_Unbundled_Based_On_Options.htm Path: PD/Company/Change/Billing_Rules_Unbundled_Based_On_Options.htm

Using Unbundled Bill Rules Based On Options

You can use these options as the basis for calculating unbundled billing rules.

Note: 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 Voucher will Fire)	Enter the flat amount to bill per check. For example, 100 vouchers 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.
Flat Amount / Paid EE (only once per EE)	Triggers the flat amount only once per employee in the payroll 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 IMIN basis. (Must also have 0 IMIN)	Determines an invoice minimum based on an amount per employee. For example, if the Rate amount is 7.5, then two employees, one 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: 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.

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 Class | Triggers the flat amount based on the classification selected from 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. | | Employee Minimum, NO Credit On Overbills | For example, if the employee minimum is $10.00, but a client pays 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 Invoice) | Can be used in conjunction with Invoice Minimum. | | 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. |
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 Billed to Client | Takes the benefit listed and charges this percent against the net amount. For example, 10% of a $1000 benefit (with employee paying $500) would be $50. | | Percent of Retirement Match Amount | Charges a percentage of the Match Fees. | | Percent to Not Shelter Benefit Plan from FICA | Percentage that will not be sheltered as a benefit from FICA. A 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 Benefit Rule | Charges a flat amount once per Benefit Plan. | | Percent of WorkerComp Billed | Percentage of billed workers’ compensation amount. | | Percent of FUTA Billed | Percentage of billed amount for FUTA. | | Percent of FUTA Wages Billed | Percentage of billed FUTA wages. | | Percent of SUTA Billed | Percentage of billed SUTA amount. | | Percent of SUTA Wages Billed | Percentage of billed SUTA wages. | | Percent of Tip Tax Credit Over Min | Uses special calculation | | 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 Employee Per Pay Period | This option calculates the admin fee based on the client’s employee count, when multiple pay groups exist in the batch. The fee is based on thetotal 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. |
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) | Tiered Cumulative Per Employee | This is custom programming that calculates the admin fee based on 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 Period | Use this method to bill the same administrative fees for all 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. |
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 | 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. | | Flat Amt based on Count Per Tier | Use this method to charge the client a certain amount for the first X 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. | | Per Active Employee Per Month | This option calculates the admin fee based on the client’s employee 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 thetotal 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: 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. |
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)
The billing rate calculates the tier rate for the employee count.
The admin fee bills the entire month at the same rate. Related Topics

Using Unbundled Billing Rules

Entering Tax Criteria

Setting Up Other Unbundled Billing Rule Parameters

Setting Up Form W-2 Billing Fees

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Entering Tax Criteria

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Billing_Rules_Unbundled_Tax_Criteria.htm Path: PD/Company/Change/Billing_Rules_Unbundled_Tax_Criteria.htm

Entering Tax Criteria

Enter tax criteria by setting Based On in unbundled billing to Tax-Code Based Rule. The Tax Criteria panel displays.

[Image: Tax Criteria panel, featuring the EE and ER Tax Codes grids]

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.

Parent Topic

Using Unbundled Billing Rules

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Defining Certified Payroll Report Format Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Certified_Payroll_Report_Parameters.htm Path: PD/Company/Change/Certified_Payroll_Report_Parameters.htm

Defining Certified Payroll Report Format Parameters

You can set up the Certified Payroll Report to automatically run with payroll. Use the Certified Payroll Report Format Parameters form to define the format parameters for this report.

Note: Note: This report executes only for regularly scheduled, weekly payrolls (AUTORUN version), and displays information about wages and payroll for all employees. It does not execute for the ON-DEMAND version. (To run that version of the report, see Certified Payroll Report.)

To define the Certified Payroll Report format parameters:

Go to the Certified Payroll Report Format Parameters form and complete the following fields.

Field Name — Description

Format — Select the Format from the drop-down. Note: Currently, this report only supports the Federal Government version.

Include Gender on the Report — Select Include Gender on the Report, if needed.

Include Ethnicity — Select Include Ethnicity, if needed.

Include Employee Address — Select Include Employee Address, if needed.

Employee Identifier — Select an Employee Identifier you want to use in the report: (Full Social Security Number, Last Four Digits of Social, Employee ID, or None).

Show zero work weeks — Select this field to include projects that did not have any work to display in the Certified Payroll Report, essentially providing you with a zero report (all amounts listed in the report display as zero). If you do not select this field and there was no project work during the requested date, an error message displays.

Show extended rate of pay up to 4 decimal places — Select this field to display the pay rate in the same format that displays on vouchers, which display up to four decimal places.

Allocate Deductions/Taxes by Project — Select Allocate Deductions/Taxes by Project to calculate deductions and taxes. Selecting this field sets the calculation to allocate by project total. When unchecked, the allocation is based on gross pay.

Click Save.

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Change Reason History- Client Details

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Change-Reason-History-Client_Details.htm Path: PD/Company/Change/Change-Reason-History-Client_Details.htm

Change Reason History- Client Details

Use this form to get the change reason history for the Client Details form.

Note: Note: This form will be able to capture the change reason history only if the field named Require change reason on critical forms on the System Parameters form is either selected as Optional (and the user has entered a reason for record update) or Required. When you make any change to the Client Details form, you will be presented with the following dialog box. Once you record the reason for the change herein, the same will be presented in the Change Reason History form.

[Image: screenshot]

To access the form, under the Actions menu

[Image: screenshot]

on the Client Details form, click Change Reason History.

On this form the following two fields are available:

Change Date on or after – This is the start date of the date range. By default, this will be 60 days prior to today’s date. You can change this date according to your required date range.
Change Date on or before – This is the end data of the date range. By default, this will be today’s date. You can change this date according to your required date range.

Click Close to close this form and return to the base form.

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Changing SUTA Flags on Payroll Vouchers

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Change-SUTA-Flag-Vouchers.htm Path: PD/Company/Change/Change-SUTA-Flag-Vouchers.htm

Changing SUTA Flags on Payroll Vouchers

Run this process to update previously existing pay vouchers and change SUTA Reporting Entity from Client to PEO (or vice versa). You must run a tax register rebuild to ensure that subsequent payrolls are correct. Once this process is complete, an acknowledgment message is sent out stating the number of updated vouchers. Acknowledgment of this message generates a report showing the vouchers that were edited.

Note: Note: This form does not use Client Access Group Security.

To change SUTA flags on vouchers:

Click Back Office [Image: screenshot] .
From Employer|Action, select Change SUTA Flag on Vouchers (PEO/Client).
Complete these fields as required:

Field	Description
Tax Codes/Tax Description	Select the tax deduction code you want to update. This code must be a SUTA code. Once a code is selected, it fills in the description field.
Reporting	Select PEO or Client to determine a report type. Vouchers are changed to this reporting type for the value selected here.
Special Option	Determines how individual tax is accumulated and reported. Options are: - A - Auto-assigns state unemployment insurance (SUI) based on the current configuration. - C - Forces Client SUI Reporting Only Basis.
Note: Values entered in Reporting and Special Option determine the method used by the system to update the Entity and Client Reporting Only fields on the Employer Payroll Tax Detail record. \	Update SUTA Reporting On Payroll Vouchers Record Fields \	Update Methodology \	\	\	— \	— \	— \	\	PEO/Client Reporting \	Special Option \	\	\	P \	Blank \	Entity = P, Client Reporting Only = N \	\	C \	Blank \	Entity = C, Client Reporting Only = null \	\	P \	C \	Entity = P, Client Reporting Only = Y \	\	P or C \	A \	The update utility uses the same method (UTL.GET.SUTA.BASIS) that runs during the payroll initialization process. This method looks at: 1. The Service Type field on the Client Details record. 2. The Tax Basis parameters on the State Processing rule record for the applicable state. 3. The Client SUI reporting fields on the Client Details form that override the settings on the State record to determine what the values of the ‘Entity’ and ‘Client Reporting Only’ field will be set to. Since the Service Type field on the Client Details record affects the outcome when this special option is used, the option to override the service type for the Client ID entered is provided. This option is only available when a Client ID is entered. It is meant to be used when a client’s service type has changed and you want the update program to use a service other than the one currently found on the Client Details record for the client entered. \
Update SUTA Reporting On Payroll Vouchers Record Fields	Update Methodology
PEO/Client Reporting	Special Option
P	Blank	Entity = P, Client Reporting Only = N
C	Blank	Entity = C, Client Reporting Only = null
P	C	Entity = P, Client Reporting Only = Y
P or C	A	The update utility uses the same method (UTL.GET.SUTA.BASIS) that runs during the payroll initialization process. This method looks at: 1. The Service Type field on the Client Details record. 2. The Tax Basis parameters on the State Processing rule record for the applicable state. 3. The Client SUI reporting fields on the Client Details form that override the settings on the State record to determine what the values of the ‘Entity’ and ‘Client Reporting Only’ field will be set to. Since the Service Type field on the Client Details record affects the outcome when this special option is used, the option to override the service type for the Client ID entered is provided. This option is only available when a Client ID is entered. It is meant to be used when a client’s service type has changed and you want the update program to use a service other than the one currently found on the Client Details record for the client entered.
Start Pay Date/End Pay Date	Start: The date to start updating payroll vouchers. End: The date to stop updating payroll vouchers.
Employer ID	Optional: Changes SUTA for a specific employer.
Client ID	Optional: Changes SUTA for a specific client.
Employee ID	Optional: Changes SUTA for a specific employee.
Override service type	Forces the client service type used when the service type for the client has changed (Special Option set to A). Options are: - ASO - Administrative Services Only - PEO - Professional Employer Services - PAY - Processing Payroll Only - ASA - Administrative Services/Alt. Billing - COR - Corporate Payroll - HRN - HR Services - No Payroll
File Type	Determines the output type for reports: Text only, or CSV.
Rebuild Vouchers Flag	Whether to Update Existing Vouchers with the new SUTA flag information, or Create New Adjustment Vouchers to reflect the change.
Send to Mastertax	This field is only available if Rebuild Vouchers Flag is set to “Create New Adjustment Vouchers”. If Yes, the MasterTax PTS file will display the wages and taxes associated with the original SUTA flag as negative values. The PTS file also displays the updated amounts as positive values associated with the new SUTA flag.

Click Run. Here is a report example in .txt format. [Image: screenshot]

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Setting Check Journal Report Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Check_Journal_Report_Parameters.htm Path: PD/Company/Change/Check_Journal_Report_Parameters.htm

Setting Check Journal Report Parameters

Use the Payroll Check Journal Report Parameters form to determine the format for the report during payroll processing.

Note: Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).

[Image: Payroll Check Journal Report Parameters]

To set the Check Journal Report parameters:

In the Sort Parameters panel, set the Primary, Secondary, and Tertiary Sort By categories.
In the Other Parameters panel, select the appropriate settings to include in or exclude from the report:

Select this field: — To do the following:

Display Pay Codes Using Timesheet Detail Format — Uses the same detail as the time sheet and voucher

Include Expense Reimbursements — Includes expense reimbursement pay codes

Include Non-Cash Pay Codes — Includes non-cash as well as cash pay codes

Include ‘Employee Total Expense’ on Report — Includes the Employee Total Expense, which is the sum of all pay and contributions

Sort on Codes instead of Descriptions — Sorts by code rather than description

Suppress Employee Names on the Report — Excludes employee sort names from the report

Consolidate Report Totals by Pay Code Only — Displays the totals by pay code, rather than detail lines

Exclude Check Detail Information — Excludes detailed check information (check number, check date, and period start and end dates), allowing users to see more employees per page

Display Zero Hours/Units For Fringe Pay Codes — Displays zero hours or units for fringe pay codes

Split Hours and Units Columns — Enters a page break on the primary sort field

Generate Page Break — Enters a page break on the primary sort field

Select the Report Type.
Select the Report Format.
Click Save.

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Setting Up Messages for All Employees for Clients

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Check_Message_Client.htm Path: PD/Company/Change/Check_Message_Client.htm

Setting Up Messages for All Employees for Clients

You can set up messages for employees of the client using the Check Messages form.

To access this form, do the following:

Select Client.
From Client|Change, select Client Details.
Select Check Message from the Actions menu.
Complete these fields as required.

Field	Description
Start Date	Enter a date when the message begins displaying.
End Date	Enter the date when the message stops displaying.
Message Text	Enter text for the message.

Click Save.

Related Topics

Creating Text Messages

Setting Up Messages for Employees

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Configuring Client-specific Global PTO Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client%20Global%20PTO%20Maintenance.htm Path: PD/Company/Change/Client Global PTO Maintenance.htm

Configuring Client-specific Global PTO Parameters

Use the Client Global PTO Maintenance form to view and configure client-specific Global PTO parameters.

To access this form, click Client. Under Client|Change, click Client Global PTO Maintenance.

To configure client-specific Global PTO parameters:

1. Complete the following fields:

Field Name — Description

Excluded Plans by State — This field is optional. This form provides the ability to exclude full states from the Global PTO enrollment and accrual process. This option is intended for clients who may be required to provide State Sick Leave in certain states but not all. If you want to, you can now exclude certain Global PTO Benefit Plans from the enrollment and accrual once the client is enabled for Global PTO. - State - You can enter the two digit state codes manually or you can click the State hyperlink and select them from the Select States (permitted list of States Code records configured on the State Rules form) dialog box. You cannot select a state here that is already listed in the Global PTO Plan Overrides section below. - Description - This field automatically populates the state name once the State field is populated.

Excluded Plans by ID — This field is optional. If multiple Global PTO Benefit plans exist on the State Rules form for a state, and you need to prevent enrollment and accrual in one or more plans for that state for the client, you can enter the specific Global PTO Benefit Plan IDs here. If a client has Global PTO Benefit Plan IDs configured under this field, then the system ignores creation and/or accrual of any Global PTO plan(s) identified in this field. - Exclude Plans by ID - You can enter the Global PTO Benefit Plan IDs manually or you can click the Exclude Plans by ID hyperlink and select them from the Select Global PTO Benefit Plans dialog box. You cannot select a state here that has already listed having Global PTO Plan Overrides. - Description - This field automatically populates the Global PTO Benefit Plan description once the Exclude Plans by ID field is populated.

Global PTO Plan Overrides — When Global PTO Plan Override rules are configured, this section will display all existing Global PTO override rules for the client. You can click on the number hyperlink under the “Line #” column to open the Global PTO Client Override form to view the override rules for that state. You can make changes to the override rules on that form and save the changes which will reflect here upon editing. The following columns display for this section: - Line # - State - Plan ID - I/E - Employee Type - I/E - Pay Method - Override Plan ID

Sort By — This field is drop-down. You can select the sort order for the list above by any one of the following options: - Order Applied (Default) - State - Plan ID - Employee Type - Pay Method - Override Plan ID

Click Save to save the changes.
Click New Rule to open the Global PTO Client Override form. (See Configuring Client-specific Global PTO Override Rules.)

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Maintaining Client Contact and Account Assignment Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Account.htm Path: PD/Company/Change/Client_Account.htm

Maintaining Client Contact and Account Assignment Information

You can set contact and account assignment information with the Account tab on the Client Details form.

To access this form:

Select Client.
From Client|Change, select Client Details.
Click the Account tab.

Adding and Editing Contact Information

Specify new contacts and edit existing contacts in the Contact Information panel:

Add contact information: Select an existing contact name, then click New in the Contacts form. Complete the required fields and click Save.
Edit contact information: Change existing information by selecting a contact name and updating the required fields on the Contacts form, then click Save.

Designating Employee Representatives

Specify employee representatives for each account type (for example, Payroll) with the Account Assignments panel.

Note: Note: These employee representatives do not influence the approval process. Users should contact them for informational purposes only.

Enter a user ID or click the field name and select an ID from the Search users list to assign the account representatives for each role. The users must have the appropriate account management role assigned to their User account.

Note: You can only enter service providers in the Payroll, Human Resources, Benefits, Risk, Sales, Coordinator, Broker, Print/Mail User, and Backup Assignments employee representative account type fields. (The Print/Mail User field only displays when the client’s global configuration is set to Separate Print/Ship Functions.)

Click Save.

Specifying a Mailing Address

Set a company’s mailing address with the Mailing Address panel.

Complete these fields as required.

Field — Description

Address, City, State — Enter the company’s mailing Address. Enter a company’s mailing address and business location (city and state).

ZIP Code — Enter a company’s zip code. Use the ZIP+4 format if required.

Bill using this Client’s Address — Send a company’s billing to the address of another company by entering the recipient company ID in this field.

Click Save.

Customizing My Support Team Dashboard Contacts

Assign contacts that display on the My Support Team Dashboard with the Customize My Support Team Dashboard panel.

Enter the contact name or click the field name and select a name from the Search users list that displays.

Note: To display the Customize My Support Team Dashboard panel, you must first enable the DASH_SUPPORT_TEAM_ADD custom feature code. After enabling this custom feature code, the Customizable My Support Team Fields panel displays on the System Parameters form where you can add a description for each custom field, which determines how these fields display on the Account tab. (See the PrismHRSystem Administration Guide.)

Establishing Bank Accounts

Specify bank account information for a client with the Bank Accounts panel.

Complete these fields as required.

Field — Description

Payroll Check Account — Enter or select information for the account payroll checks are drawn from.

Direct Deposit Account — Enter or select information for the account direct deposit (ACH) amounts are drawn from. If left blank, the Payroll Check Account is used.

Garnishment Check Account — Enter or select information for the account wage garnishments for the employees of a company are drawn from.

Manual Checks Account — Enter or select the account manual checks are drawn from. This field is required if manual checks are entered with the Pay Check Calculator form.

On Demand Checks Account — Enter or select the account that manual checks are drawn from for On Demand Check processing. (See Processing On Demand Checks.)

Reverse Wire Account — Enter the checking account number used with the reverse wire transfer. Important! The reverse wire process does not work for internal processing. (You cannot make an entry in the Reverse Wire Account field if the active client is set up for internal ACH processing on the System Parameters form.) Note: The system validates this checking account, so you cannot enter an account that is linked to an ACH originator set up for a reverse wire transfer in any other bank account fields, except for the reverse wire transfer account. After entering the checking account number a warning displays, “Warning, you must make arrangements with the bank and with the client before setting up a reverse-wire-transfer.” Click OK to continue, then perform the tasks listed in the warning.

Child Support EFT Account — Enter or select information for the account child support garnishments are electronically drawn from.

Receipts Account — Enter or select information for the account used for ACH or Credit Card receipts.

Third Party Check Account — Enter or select information for the account third party checks are drawn from.

Pay Card Account — Enter or select information for the account used to pay cards/debit cards.

Click Save.

Parent Topic

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Adding Auto Holiday Pay

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Auto_Holiday_Pay.htm Path: PD/Company/Change/Client_Auto_Holiday_Pay.htm

Adding Auto Holiday Pay

You can use the Auto Holiday Pay form to streamline paying employee holiday time by setting up holiday rules, so your employees are paid this time at the client level. For example:

[Image: screenshot]

Note: Note the following:

This form is only available for service providers.
The Override Date column indicates when the Auto Holiday Pay Rules for that Line # has at least one entry in the Holiday Dates panel in the Auto Holiday Pay Days form.

Important! An employee’s eligibility for auto holiday hours is based on the first date of the payroll’s pay period when the timesheet/payroll control record is created without regard to effective-dated changes that might fall within the pay period.

Using the Auto Holiday Pay form, you can set up the following:

New Rule: Define the rule which determines the amount of automatic holiday pay for employees and how many hours they receive using the Auto Holiday Rule Maintenance form. In addition, you can edit an existing rule to make updates. (See Maintaining Auto Holiday Pay Rules.)

Important! When you add a new rule and apply it to a current, regular payroll, if you delete the payroll and recreate it to populate those holiday hours, the system does not populate the holiday hours if you select Yes when this message displays, “Do you want to keep the keyed entries and apply them to the new payroll? Note: This will include all previously accepted pay rate changes and leave requests.”

Note: Note the following when creating a rule:

The FLSA Type is required for every rule.
Holiday rules only apply to regular payrolls and when the timesheet is created for a regular payroll. (The system does not apply holiday rules to payrolls marked as “replaces a scheduled batch.”)
Days: Define which days apply to employee holiday time. (See Working with Auto Holiday Pay Days.)
Import Rules: Import existing import rules using the Auto Holiday Pay Rules import template in the Data Import Tool. (See Importing Auto Holiday Pay Rules.)

Setting Up Auto Holiday Pay

To set up paying employee holiday time:

Select the client.
From Client|Change, select Auto Holiday Pay. The Auto Holiday Pay form displays.
Click New Rule. The Auto Holiday Pay Rule Maintenance form displays. For example:

[Image: screenshot]

Enter or select the parameters to define which employees receive the holiday, then complete the rest of the fields as necessary.

Note: Note the following:

If you enter an Employee Type (optional) that does not exist the system displays an error message, “Record <employee type> is not on file EMPLOYEE.TYPE.CODES.” Click OK to continue.
The Variable Salary option only displays in the Pay Method field if the VARSALMETHOD custom feature code is enabled on the System Parameters form. You can use the Variable Salary option to accurately track the hours that salary-exempt employees actually work. For example, non-profit companies could use this option to track the work hours of their employees who are paid a standard salaried amount, so they can use these hours and their allocations for grant purposes.
If you enter a Pay Code (required) that does not exist the system displays an error message, “Record <pay code> is not on file EARNING.CODES.” Click OK to continue.
If you enter an alpha character as the Number of Hours (required) an error message displays, “A valid number is required.” Click OK to continue.
If you save a rule without entering the required information, an error message displays.
You can enter or select the Override Dates based on information that exists on the Auto Holiday Pay Days form. (You cannot duplicate override dates.)

Click Save. The rule displays on the Auto Holiday Pay form.

Click Days to define the days that apply to the rule. The Auto Holiday Pay Days form displays.

Note: You can also import auto holiday pay days to reduce the amount of manual work required. (See Importing Auto Holiday Pay Days.)

Click Import Rules to import existing import rules for different clients using the Auto Holiday Pay Rules import template in the Data Import Tool. (See Importing Auto Holiday Pay Rules.)

Note: To sort the resulting information, select an option in the Sort By field, then click Save to save the sort updates. However, the option you select in the Sort By field always reverts back to Order Applied the next time you access this form. (The other Sort By options are for viewing purposes only.)

Removing Auto Holiday Pay Time

If an employee no longer receives auto holiday pay due to a change in their Employee Type, Pay Method, or FLSA Exempt status, there are two options available to remove any existing auto holiday pay from the current timesheet:

Option 1: Delete the Payroll Control record. Select Yes to “Do you want to create a replacement payroll for this pay group?” and select No to “Do you want to keep keyed entries and apply them to the new payroll?” The system reapplies the auto holiday pay rules.
Option 2: Manually delete the holiday hours for the employee in the timesheet.

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Specifying Client Billing Options

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Billing.htm Path: PD/Company/Change/Client_Billing.htm

Specifying Client Billing Options

Set billing options, electronic billing, rate overrides, and reimbursement rates through the Billing tab in Client Details.

To access this form:

Select Client.
From Client|Change, select Client Details.
Click the Billing tab.

Specifying Billing Information

Set up requirements for billing the client company with the Billing panel.

Complete these fields as required.

Field	Description
Billing Template	Select a template to compute billing for this client. Read-only options display settings for this template: - Bundled: If the selected template is bundled, one administration fee is charged for client billing. If not, an unbundled template charges individual fees. - Use Billing Defaults: The selected template uses default billing rates.

Bundled: If the selected template is bundled, one administration fee is charged for client billing. If not, an unbundled template charges individual fees.
Use Billing Defaults: The selected template uses default billing rates. | Bill Format | Select an invoice format to send to a customer. | | Break Field | Select this where there is an invoice break. The system creates separate invoices for each item. To create only one invoice, select No Breaks. | | Bill by Sort | Select the fields that determine billing sort order. Sub-totals display at each level. | | Break Field and Bill By Sort determine how the system generates invoices. If the Bill By Sort is Division, Location, Department, then Shift, and the Break Field is Location, then each location creates a new invoice. The Department and Shift information are detailed for each location invoice, specific to the Division-Location combination on the invoice. A summary of all invoices prints at the end, to show the client the total for the run. | | | Invoice Copies | Enter the number of invoice copies to print for the client during payroll processing. | | Remit Copies | Enter the number of remit copies to print for the client during payroll processing. | | Create REAL Invoice Break | Check to use special logic between invoices (optional). This setting causes invoices with a break to create a separate record for each break. > Note: Note: Do not use this field unless directed by the PrismHR Customer Support Team. | | Suppress FSA/HSA Match Bill | Select an option to suppress match billing for this client. | | New Hire Fee Day Offset | Enter the number of days to delay New Employee Setup fees. | | A/R Customer No. | Enter the ID of the client to bill. (The Deposit fields are for information only. The system does not use these values.) | | Deposit Type | Select the client deposit type (optional). | | Deposit Amount | Enter the client deposit amount (optional). | | Deposit Date | Enter the client deposit date (optional). | | Bundled Billing Based On | Select a bundled based on billing method. | | Bill Pending Location | Enter or select the billing location, which refers to the main location used for pending bills. > Note: Note: Making this selection does not update the Bill Pending form. | | Non-PEO Invoice Employer | Enter or select the invoice employer for the non-PEO client. > Note: Note: This field only displays for non-PEO clients. |

Click Save.

Establishing Electronic Billing Parameters

Set client requirements to pay bills electronically with the Electronic Billing panel.

Complete these fields as required.

Field	Description
ACH Status	Select a direct debit status: - Active: ACH is enabled for the client. Note: When you select Active, a warning displays stating that you must enter the client’s ABA/Routing Number, Account Number, and Account Type (see below). Click OK to continue, then proceed with entering the required information. - Inactive: ACH is not enabled for the client. - ACH by Location: The system uses ACH information from the Worksite Location records. Note: When you select ACH by Location, a warning displays stating that the Bill by Sort (see above) must be set to Location and you must enter the client’s ABA/Routing Number, Account Number, and Account Type in the ACH Details of the Worksite Location (see below). Click OK to continue, then proceed with entering the required information. - ACH by Division: The system uses ACH information from Division records. Note: When you select ACH by Division, a warning displays stating that the Bill by Sort (see above) must be set to Division and you must enter the client’s ABA/Routing Number, Account Number, and Account Type in the ACH Details of the Division (see below). Click OK to continue, then proceed with entering the required information. - Wire Transfer Client: After calculating payroll and reviewing reports, the processor must wait for the client to wire the money before proceeding with payroll. - Prenote: The client is in prenote (preauthorization) status for the account. The effects of the ACH options are further controlled by other settings on the Control tab in the Client Details form. Specifically: ACH Hold Threshold; After Post, Pre Mail Hold; and After Post, Pre Mail Threshold. (For details about these settings, see Setting Client Control Parameters.)

ACH Status

Select a direct debit status: - Active: ACH is enabled for the client. Note: When you select Active, a warning displays stating that you must enter the client’s ABA/Routing Number, Account Number, and Account Type (see below). Click OK to continue, then proceed with entering the required information. - Inactive: ACH is not enabled for the client. - ACH by Location: The system uses ACH information from the Worksite Location records. Note: When you select ACH by Location, a warning displays stating that the Bill by Sort (see above) must be set to Location and you must enter the client’s ABA/Routing Number, Account Number, and Account Type in the ACH Details of the Worksite Location (see below). Click OK to continue, then proceed with entering the required information. - ACH by Division: The system uses ACH information from Division records. Note: When you select ACH by Division, a warning displays stating that the Bill by Sort (see above) must be set to Division and you must enter the client’s ABA/Routing Number, Account Number, and Account Type in the ACH Details of the Division (see below). Click OK to continue, then proceed with entering the required information. - Wire Transfer Client: After calculating payroll and reviewing reports, the processor must wait for the client to wire the money before proceeding with payroll. - Prenote: The client is in prenote (preauthorization) status for the account. The effects of the ACH options are further controlled by other settings on the Control tab in the Client Details form. Specifically: ACH Hold Threshold; After Post, Pre Mail Hold; and After Post, Pre Mail Threshold. (For details about these settings, see Setting Client Control Parameters.)

Active: ACH is enabled for the client.
Inactive: ACH is not enabled for the client.
ACH by Location: The system uses ACH information from the Worksite Location records.
ACH by Division: The system uses ACH information from Division records.
Wire Transfer Client: After calculating payroll and reviewing reports, the processor must wait for the client to wire the money before proceeding with payroll.
Prenote: The client is in prenote (preauthorization) status for the account. | ABA/Routing Number | Enter a nine-digit routing number for a client’s financial institution. (If the correct routing number is not available, you need to create it; see Bank Routing.) Note: This field changes to Swift Code when you enable the International Client field on the Detail tab, so you can enter up to 11 characters and bypass standard ABA routing number validation to specify a particular bank or branch for international money transfers. (See Maintaining Client Information.) | | Account Number | Enter an ACH bank account number for the client. | | Account Type | Select an account type (checking or savings). | | Adjust to ACH Bill Day | Enter a value (positive or negative) to adjust the processing of the ACH if it is different from the employee pay date. | | Cachet Transfer Type | Select a method to transfer ACH information to Cachet Financial Services. | | Transfer Type | Select a transfer method for ACH information. |

Click Save.

Specifying Fee Rate Overrides

Set rate information for specified bill codes that differ from standard billing event rates with the Fee Rate Overrides panel.

Complete these fields as required.

Field — Description

Bill Event Code — Enter or select each code that requires a rate for this client that differs from the standard billing event rate.

Rate — Enter a standard billing event rate.

Special Rate — Optional: Enter a special rate the client pays during the specified date range.

Spec From — Enter the starting date when a special rate goes into effect.

Spec To — Enter the ending date which is the last day of a special rate for this event.

Click Save.

Specifying Reimbursement Rates

Set billing rate information used for expense reimbursement transactions with the Reimbursement Rates panel.

Complete these fields as required.

Field	Description
Expense Reimbursement Bill Rate	Enter an expense reimbursement bill rate.
Exp Reimb Special Rate	Optional: Enter a special reimbursement rate.
Special From Date	Enter the starting date when a special reimbursement rate goes into effect.
Special To Date	Enter the ending date which is the last day of a special reimbursement rate.

Click Save.

Specifying Billing Rate Overrides

Set billing rates for social security (OASDI), medicare, and/or federal unemployment taxes (FUTA) with the Billing Rate Overrides panel.

Complete these fields as required.

Field	Description
As Of Date	Enter the date to specify when the override begins for each billing rate override.
OASDI/Medicare/FUTA	Enter the rates to apply for OASDI, Medicare, and FUTA, as appropriate.

Click Save.

Parent Topic

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Setting Commission Levels

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Commissions.htm Path: PD/Company/Change/Client_Commissions.htm

Setting Commission Levels

You can set commission levels for service provider salespeople that earn commissions based on client activity using the Commission Maintenance form.

Note: You can access this form by selecting Commissions on the Actions menu in the Client Details form.

You can enter more than one commission schedule for a salesperson, and those can be in effect during different time periods or simultaneously. For example, a salesperson can simultaneously receive commissions based on gross wages as well as active lives (active employees).

The system calculates commissions during the specified date range. If the period covered by the From Date and To Date for one or more salespeople overlap, the system computes all those schedules during that time period.

Note: Note the following:

When setting up commissions on the client level, you cannot set up both client and system-level plans on the same line. If you attempt this setup and click Accept, an error message displays.
If both a client-level and a system-level plan are applied, then the system calculates the commissions based on the system-level plan.

To set commission levels, do the following:

Select Client.
From Client|Change, select Client Details.
Select Commissions from the Actions menu.
Complete these fields as required in the Commission Maintenance panel.

Field Name	Description
Salesperson	In the Salesperson field, enter the user ID of an employee at your organization who is a sales representative associated with the client.
From Date	Enter the From Date on which the commission level goes into effect.
To Date	Enter the To Date on which the commission level expires.
There are two ways to calculate commissions, simple or complex. To calculate simple commissions:
Amount	Enter the commission amount as a flat amount or a percentage.
Flat or Percent	Indicate if the commission amount is Flat or Percent.
Based On	Indicate what the commission is based on. The following Based On options work with the Percent option (see above): - Gross Wages: Total gross wages of the client payroll invoice. - Admin Fees: Total amount of administrative fees on the client payroll invoice. - Benefit Commission Type: Benefits-based commission for a specific benefit type. (You must enter the benefit type code in the Based on Item field.) - Benefit Commission Percentage: Percentage based on the benefit list. (You must enter the specific group benefit plan ID in the Based on Item field.) - Workers Comp: Total amount of workers’ compensation billed to the client for the payroll period. - Workers Compensation Profit: Checks bill code 005 and computes the profit, and also checks for information entered on losses. - Average Number Lives: Average number of active employees as of the period end date of the payroll (regardless of whether the employees were paid in the payroll batch). - Gross Profit: Sales items minus the direct cost items. The value is shown on the Profitability Report in the backend system. - Tax Profit: Sales of tax-based items (such as FUTA and SUTA) minus the cost for those tax items. Tax profit is rarely used for commissions because when not passing shelter credits it can often show a loss for the month. - Percent of Bill Code: Fixed percentage for the amount charged on a specific bill code. (You must enter the percentage in the Based on Item field.) - Profits to Admin (Enter Bill Code in Based On): The system uses the specified Bill Code and then subtracts the cost associated with that Bill Code. That amount (profit or loss) is used in the percent computation. For example, if you choose Bill Code 004 (SUTA) and specify 5% of profits, and there was $1000 in sales and $960 in costs, the payout would be $2.00 ($40.00 x 0.05). - Percent of Target Amount: Percent commission based on the amount set in the Target Amount field. (This option only works with the Percent commission amount option, see above. The Flat or Percent field automatically defaults to Percent.) The following Based On options work with the Flat option (see above): - Fixed Amount Group 1–5: Sets a flat amount that a user can elect to include when running Compute Commissions. - Fixed per Paid Employee: Flat commission based on the number of employees paid in the commission cycle. Note: If you select a Based On option that is invalid for the selected Flat or Percent option an error message displays, “<Based On Option> ‘based-on’ codes will not support <XXX> Amounts.” Click OK to continue.

Gross Wages: Total gross wages of the client payroll invoice.
Admin Fees: Total amount of administrative fees on the client payroll invoice.
Benefit Commission Type: Benefits-based commission for a specific benefit type. (You must enter the benefit type code in the Based on Item field.)
Benefit Commission Percentage: Percentage based on the benefit list. (You must enter the specific group benefit plan ID in the Based on Item field.)
Workers Comp: Total amount of workers’ compensation billed to the client for the payroll period.
Workers Compensation Profit: Checks bill code 005 and computes the profit, and also checks for information entered on losses.
Average Number Lives: Average number of active employees as of the period end date of the payroll (regardless of whether the employees were paid in the payroll batch).
Gross Profit: Sales items minus the direct cost items. The value is shown on the Profitability Report in the backend system.
Tax Profit: Sales of tax-based items (such as FUTA and SUTA) minus the cost for those tax items. Tax profit is rarely used for commissions because when not passing shelter credits it can often show a loss for the month.
Percent of Bill Code: Fixed percentage for the amount charged on a specific bill code. (You must enter the percentage in the Based on Item field.)
Profits to Admin (Enter Bill Code in Based On): The system uses the specified Bill Code and then subtracts the cost associated with that Bill Code. That amount (profit or loss) is used in the percent computation. For example, if you choose Bill Code 004 (SUTA) and specify 5% of profits, and there was $1000 in sales and $960 in costs, the payout would be $2.00 ($40.00 x 0.05).
Percent of Target Amount: Percent commission based on the amount set in the Target Amount field. (This option only works with the Percent commission amount option, see above. The Flat or Percent field automatically defaults to Percent.)
Fixed Amount Group 1–5: Sets a flat amount that a user can elect to include when running Compute Commissions.
Fixed per Paid Employee: Flat commission based on the number of employees paid in the commission cycle. | Based on Item | Enter additional based-on types to the commission rule at the client level, such as Percent of Bill Code, Profits to Admin, Workers Compensation Profit, Benefit Commission Type, and Benefit Commission Percentage. | | For complex commission structures, enter a Based on Plan, which is the ID of the commission plan. Do not use the Amount, Flat or Percent, and Based On fields. (See Creating Commission Structures.) | | | Target Amount | Enter the commission’s target amount, which is used in conjunction with the Percent of Target Amount option. (You can enter up to two decimals in this field. The system truncates values with more than two decimals.) The Target Amount field value is an overall dollar figure the system multiplies by the Amount Percent value to calculate the salesperson’s commission payout amount. For example, a Target Amount set to 100,000 for a 30% of Target Amount Commission setup would pay out $30,000 as the Commission amount for the defined commission period. The system calculates the total commission as the Target Amount x Amount (percentage) defined on the Commission Maintenance form, divided by the number of invoices in the applicable timeframe. The calculated commission is split across all invoices in the Compute Commissions period (Begin Date - End Date), which corresponds to the configuration dates on the Commission Maintenance form. Note: If the commission cannot be split evenly across all invoices, then the sum of all commission amounts across all invoices will still total the exact commission amount. |

Complete these fields as required in the Target Maintenance panel.

Field Name	Description
From Date	Enter the From Date when the target amount goes into effect.
To Date	Enter the To Datewhen the target amount expires.
Type	Categorize the target by selecting one of the following options: - Annual Projection: - Annual Projection Adjustment: - Annual Projection Final: - Amortization: - Termination:

Annual Projection:
Annual Projection Adjustment:
Annual Projection Final:
Amortization:
Termination: | Target Amount | Enter the commission’s target amount, which is used in conjunction with the Percent of Target Amount option. (You can enter up to two decimals in this field. The system truncates values with more than two decimals.) |

Click Accept.
Click Save.

Related Topics

Creating Commission Structures

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Setting Client Control Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Controls.htm Path: PD/Company/Change/Client_Controls.htm

Setting Client Control Parameters

You can set operational parameters for a client using the Control tab settings on the Client Details form.

To access this form:

Select Client.
From Client|Change, select Client Details.
Click the Control tab.

Setting Payroll Processing Parameters

Set payroll processing parameters for a client with the Process Controls panel.

To set these parameters:

Complete these fields as required.

Field	Description
Do Not Service	Select to disable payroll processing.
Worksite Time Sheet Entry	Select if users at the worksite enter time sheet information.
Processing Schedule	Enter a payroll processing schedule for this client.
Worksite Payroll Approval	Select one of the following options to determine the payroll approval process for the client: - Disabled: Select this option if you do not want the client to approve payrolls before the payroll is finalized. Important! If you disable the Worksite Payroll Approval field even though the Payroll Finalization Notification field is set to Email, the system stops sending finalization emails to the client. - Standard: Select this option if you want the client to perform a one-step payroll approval before the payroll is finalized (that is, after calculation). - Multistep: Select this option if you want the client to perform at least two payroll approval steps before the payroll is finalized (that is, after calculation). Note: When you select the Multistep option, the following message displays: “Approval Steps must be defined under Approval Policies to fully activate Multistep Approvals. If steps are not defined, this setting will work the same as Standard worksite payroll approval.” Click OK to continue. The following scenarios describe what happens when you enable the Multistep option: - After selecting the Multistep option and then clicking Save, the following message displays, “Approval Steps must be defined under Approval Policies to fully activate Multistep Approvals. Would you like to define them now?” The following happens depending on your answer: - Yes: The Approval Policies form automatically displays. - No: The save process continues. - After setting up payroll approval using the Multistep option and defining approval steps at the approval-policy level and then changing the Worksite Payroll Approval setting to either Disabled or Standard, when you click Save a message displays, “Changing the Worksite Payroll Approval Type will clear all previously defined approval steps for Multistep Payroll Approval. Do you wish to continue?” The following happens depending on your answer: - Yes: The system clears the client-level approval policy record for multistep payroll approval. - No: The system cancels this setup change and returns the Worksite Payroll Approval option to the original Multistep setting.

Disabled: Select this option if you do not want the client to approve payrolls before the payroll is finalized.
Standard: Select this option if you want the client to perform a one-step payroll approval before the payroll is finalized (that is, after calculation).
Multistep: Select this option if you want the client to perform at least two payroll approval steps before the payroll is finalized (that is, after calculation).
After selecting the Multistep option and then clicking Save, the following message displays, “Approval Steps must be defined under Approval Policies to fully activate Multistep Approvals. Would you like to define them now?” The following happens depending on your answer:
Yes: The Approval Policies form automatically displays.
No: The save process continues.
After setting up payroll approval using the Multistep option and defining approval steps at the approval-policy level and then changing the Worksite Payroll Approval setting to either Disabled or Standard, when you click Save a message displays, “Changing the Worksite Payroll Approval Type will clear all previously defined approval steps for Multistep Payroll Approval. Do you wish to continue?” The following happens depending on your answer:
Yes: The system clears the client-level approval policy record for multistep payroll approval.
No: The system cancels this setup change and returns the Worksite Payroll Approval option to the original Multistep setting. | Minimum Check Amount | Enter the amount that the system will validate for a check. During payroll initialization, the system flags any checks with a gross pay amount less than this value. | | | | Maximum Check Amount | Enter the amount that the system will validate for a check. During payroll initialization, the system flags any checks with a gross pay amount greater than this value. | | | | Suppress Arrearage Vouchers | Select to suppress the global creation of arrearage vouchers. This is a zero voucher, created when an employee is active, but they do not get paid. This is a global setting that might be overriden at the client level (Client | Change | Client Controls). Note: The PrismHR Customer Support Team strongly recommends that you do not enable the Suppress Arrearage Vouchers field. | | Suppress Garnishment Checks | Select to suppress garnishment payments by check or EFT. | | | | Suppress Employee Direct Deposit | Select to suppress payments that are normally scheduled for direct deposit and print paper checks instead. | | | | Payroll Finalization Notification | Select Email from this drop-down if clients want notifications about payroll finalization. If notifications are enabled, it is possible to enter additional email addresses for people other than the payroll approver to receive notification, such as members of a finance team. Note: To ensure worksite managers/worksite trusted advisors with the Payroll Approver HR Role receive the finalization email, you must enable payroll approval and then approve the payroll. Email notices include a copy of the invoice, but are unrelated to payroll finalization approval policies that are defined at the system level or for the client. These notices are just used for payroll posting notification. | | | | ACH Hold Threshold | Enter the invoice total required to place all ACH transactions on hold. | | | | After Post, Pre Mail Hold | Select what needs holding after posting until the client wires the money: Unpaid Invoices (Not ACH), or All Invoices. | | | | After Post, Pre Mail Threshold | Enter the amount that makes invoices subject to After Post, Pre Mail Hold. For example, enter 2000 to hold invoices that are greater than $2000. | | | | Maximum ACH Amount | Enter the maximum allowable ACH amount to enforce a threshold amount requiring ACH approval. > Note: Note the following: - You can only enter positive numeric values in this field, which are limited to two decimal places. If you enter more than two decimal places, the system truncates them. For example, the system truncates 5000.7890 to 5000.78. - When processing payrolls where the Maximum ACH Amount is set and the client is configured for Service-service Payroll with Finalize & Print restrictions, submitted payrolls (those whose status is set to INITPEND) that exceed a set ACH amount are prevented from processing until they are approved by a Billing Representative. These submitted payrolls are those where the payroll processor clicks Yes when the “You cannot make any changes once you submit payroll for processing. Are you sure you want to submit?” message displays. (Note that this message does not display when payrolls are submitted in SuperBatch.) | | |
You can only enter positive numeric values in this field, which are limited to two decimal places. If you enter more than two decimal places, the system truncates them. For example, the system truncates 5000.7890 to 5000.78.
When processing payrolls where the Maximum ACH Amount is set and the client is configured for Service-service Payroll with Finalize & Print restrictions, submitted payrolls (those whose status is set to INITPEND) that exceed a set ACH amount are prevented from processing until they are approved by a Billing Representative. These submitted payrolls are those where the payroll processor clicks Yes when the “You cannot make any changes once you submit payroll for processing. Are you sure you want to submit?” message displays. (Note that this message does not display when payrolls are submitted in SuperBatch.) | Enable E-Verification? | Select Enable E-Verification? if you want to submit new hires to use E-Verify. After selecting this field a message displays, “E-Verify will be enabled for all locations. You can exclude a location from E-Verify on the Worksite Location under Other Parameters.” > Note: Note: E-Verification occurs after Form I-9 Section 2 is completed. | | Enable I9 Remote Verification | This field will only display if the Enable E-Verification? field above is checked. By default this box will be unchecked. Check this box if you want to enable Form I-9 remote verification for all worksites of this client who are authorized to remotely verify Form I-9s for their employees. When you check this box a message pops up stating E-Verify will be enabled for all locations. You can exclude a location from E-Verify on the Worksite Location under Other Parameters. Click OK to continue. > Note: Note: If you want to disable Form I-9 remote verification for any particular worksite for this client, you can do so using the Enable Remote Verification for this Location field under the Other Parameters section on the Worksite Locations form for that worksite. |

Click Save.

Specifying General Ledger Template

Specify a general ledger template with the Employer Accounting panel that associates between benefit plans, retirement plans, billing codes, or pay codes to general ledger accounts.

Complete these fields as required.

Field — Description

G/L Template — Click the G/L Template link to select a template to use for checking accounts, accounts receivable, or inter-company transaction accounts. These codes permit different clients to use different G/L account numbers for posting. Note: An error message displays if you enter or select an obsoleteG/L Template, and the system will not process a payroll when a client assigned with an obsolete G/L template tries to initiate payroll calculation or finalization.

G/L Code — Enter any required codes. Use G/L Code for general ledger distributions, and Misc G/L Codes for special transactions.

Click Save.

Defining Client Accounting

Specify client accounting with the Client Accounting panel.

Complete these fields as required.

Field — Description

Generate Accounting — Select if a client uses accounting. This causes payroll initialization to fail if all revenues are not accounted for.

Accounting Template — Select an accounting template used by this client.

Override By Position — Select to override the G/L account by Pay Code or Job Code.

Generate ASO Client Accounting — Select for clients that have the Service Type set to Corporate or Staffing who want to use ASO Accounting. This field is hidden if the Service Type is set to something besides Corporate or Staffing. You can only check this field if the client has a set-up record in the ASO.GL.DEFN file. When you run the client accounting download, it prompts you for a payroll number instead of an invoice. It builds the client accounting file by reading and processing ASO Account Journals. > Note: Note: You can not have the Generate Accounting box checked if Generate ASO Client Accounting is enabled.

Click Save.

Setting Up New Hires and Employees

Set up new hires and employees with the New Hire/Employee Detail Controls panel.

Complete these fields as required.

Field	Description
Employee Number Required for EP NH	Assign a unique number to new employees.
Auto Employee Number	Automatically assign an employee number to new hires.
Allow First Period Hours	The Allow First Period Hours drop-down displays if your organization has selected Enable New Hire First Period Hours in System Parameters. Indicates whether users of the New Hire form can enter prorated hours for the new employee for the client if their start date is in the middle of a pay period. This is used for salaried employees who have auto time sheet hours. - System Default: The New Hire form displays the First Pay Period Hours field only if Enable New Hire First Period Hours is selected in System Parameters. - Enabled: The First Pay Period Hours field is available in the New Hire form, regardless of the setting in System Parameters. - Disabled: The New Hire form will not display the First Pay Period Hours field, regardless of the setting in System Parameters.

System Default: The New Hire form displays the First Pay Period Hours field only if Enable New Hire First Period Hours is selected in System Parameters.
Enabled: The First Pay Period Hours field is available in the New Hire form, regardless of the setting in System Parameters.
Disabled: The New Hire form will not display the First Pay Period Hours field, regardless of the setting in System Parameters. | Department Required | Specify a department for employee time sheets and labor allocation. | | Shift Required | Specify a shift for employee time sheets and labor allocation. | | Work Group Required | Employees require a work group in the Work Group Required field. | | Division Required | Specify a division for employee time sheets and labor allocation. |

Click Save.

Configuring Benefits Enrollment and On-boarding

Set up Benefits Enrollment and Onboarding with the Enrollment/Onboarding Controls panel.

Complete these fields as required.

Field	Description
Electronic Enrollment	Indicate whether employees use PrismHR enrollment.
Electronic On-Boarding	Indicate whether new employees use electronic on-boarding: - Always: Employees always do their own onboarding online. - Never: Employees never do their own onboarding. Instead, administrators enter employee information in the New Hire form. - Prompt: The New Hire form prompts you to indicate whether the employee will complete the onboarding process online, or if you will enter the information in the New Hire form. Note: If you set this field to Null or Never, these conditional fields do not display: - Electronic On-Boarding for Rehires - I-9 Business Address - Allow Upload of Supporting Documents (I-9) - Complete All Forms to Activate Payroll - Enable Benefit Enrollment After Final Submit

Electronic Enrollment

Indicate whether employees use PrismHR enrollment.

Electronic On-Boarding

Indicate whether new employees use electronic on-boarding: - Always: Employees always do their own onboarding online. - Never: Employees never do their own onboarding. Instead, administrators enter employee information in the New Hire form. - Prompt: The New Hire form prompts you to indicate whether the employee will complete the onboarding process online, or if you will enter the information in the New Hire form. Note: If you set this field to Null or Never, these conditional fields do not display: - Electronic On-Boarding for Rehires - I-9 Business Address - Allow Upload of Supporting Documents (I-9) - Complete All Forms to Activate Payroll - Enable Benefit Enrollment After Final Submit

Always: Employees always do their own onboarding online.
Never: Employees never do their own onboarding. Instead, administrators enter employee information in the New Hire form.
Prompt: The New Hire form prompts you to indicate whether the employee will complete the onboarding process online, or if you will enter the information in the New Hire form.
Electronic On-Boarding for Rehires
I-9 Business Address
Allow Upload of Supporting Documents (I-9)
Complete All Forms to Activate Payroll
Enable Benefit Enrollment After Final Submit | Electronic On-Boarding for Rehires | Indicate whether rehires for a company should automatically go through PrismHR onboarding. | | I-9 Business Address | Indicate whether the system should use the Employer address or the Client (DBA) address with their doing-business-as name. | | Allow Upload of Supporting Documents (I-9) | Select one of the following options to determine whether the system allows employees for the selected client to upload supporting I-9 documents during the I-9 workflow: - System Default: The system uses the Allow Upload of Supporting Documents (I-9) global onboarding option to determine whether to allow this client’s employees to upload supporting I-9 documents - Enabled: The system allows this client’s employees to upload supporting I-9 documents - Disabled: The system does not allow this client’s employees to upload supporting I-9 documents |
System Default: The system uses the Allow Upload of Supporting Documents (I-9) global onboarding option to determine whether to allow this client’s employees to upload supporting I-9 documents
Enabled: The system allows this client’s employees to upload supporting I-9 documents
Disabled: The system does not allow this client’s employees to upload supporting I-9 documents | Complete All Forms to Activate Payroll | Select one of the following options: - System Default: The system defaults to adding employees to payroll once they submit their Form I‑9 Section 1 (and the manager completes the Form I‑9 Section 2) and Employee Information form - Enabled: Prevents employees from being added to payroll until all onboarding forms are complete - Disabled: Does not prevent employees from being added to payroll until all onboarding forms are complete |
System Default: The system defaults to adding employees to payroll once they submit their Form I‑9 Section 1 (and the manager completes the Form I‑9 Section 2) and Employee Information form
Enabled: Prevents employees from being added to payroll until all onboarding forms are complete
Disabled: Does not prevent employees from being added to payroll until all onboarding forms are complete | Enable Benefit Enrollment After Final Submit | Select one of the following options: - System Default: Uses the configuration of the Enable Benefit Enrollment After Final Submit field on the Onboarding Options form. For more information, see the System Administration User Guide. - Enabled: Employees can access their benefit enrollment workflow through Onboarding after submitting all onboarding‑related forms. - Disabled: Employees are unable to access their benefit enrollment workflow through Onboarding after submitting all onboarding‑related forms. |
System Default: Uses the configuration of the Enable Benefit Enrollment After Final Submit field on the Onboarding Options form. For more information, see the System Administration User Guide.
Enabled: Employees can access their benefit enrollment workflow through Onboarding after submitting all onboarding‑related forms.
Disabled: Employees are unable to access their benefit enrollment workflow through Onboarding after submitting all onboarding‑related forms. | Decision Support | Select one of the following options: - Enabled: Enables the Decision Support form to appear in the enrollment workflow. - Disabled: Prevents the Decision Support form from appearing in the enrollment workflow. |
Enabled: Enables the Decision Support form to appear in the enrollment workflow.
Disabled: Prevents the Decision Support form from appearing in the enrollment workflow.

Click Save.

Setting Pay Codes

Set pay codes and how they display on pay stubs with the Pay Codes panel. Pay codes entered in this panel are the only pay codes that can be used for the client.

Complete these fields as required.

Field — Description

Clone Pay Codes from another client — Copy pay codes from an existing client. This overwrites codes already set up for this client, but you can add codes afterward.

Pay Code — Enter or select each pay code.

Print on Pay Stub — Select a method for the pay code.

Click Save.

Specifying Deduction Codes

Set deduction codes for the client with the Deduction Codes panel.

Complete these fields as required.

Field — Description

Clone Deductions from another client — Copy deduction codes from an existing client. This overwrites codes already set up for this client, but you can add codes afterward.

Deduction Code — Enter or select each deduction code.

Print on Pay Stub — Select a method for the deduction code.

Worksite User Selectable — Select Yes if this deduction code should be available to worksite users.

Click Save.

Entering Voluntary or Employee Loan Deduction Codes

Enter or select voluntary or employee loan deduction codes that can go into arrears for a client with the Arrears panel.

To enter voluntary or employee loan deduction codes, do the following:

Go to the Arrears panel and complete the following fields:

Field — Description

Clone Arrears codes from another client — Copy arrears deduction codes from an existing client. This overwrites codes already set up for this client, but you can add codes afterward.

Voluntary/Employee Loan Deductions To Arrears — Enter or select each code that can go into arrears.

Click Save.

Specifying Employee Types

Enter or select the employee type codes you would like to display to this client. If you leave this table empty, the client can use any employee types in the system. If you specify one or more types here, the client will only be able to use the specified types.

Note: Note: The settings configured here will apply to any Service Provider, Worksite Manager, and Worksite Trusted Advisor users associated with the client.

To set up employee type codes:

Locate the Employee Types panel.
Enter or select the appropriate Employee Types. A Description will populate next to each type.
Click Save.

Entering Employee Statuses

Enter or select the employee statuses in this panel that you would like to display to this client. If you leave this table empty, the client can see all employee statuses on the forms as any user type. If you specify one or more employee statuses in this panel, the client will only be able to see the specified statuses in the following forms: Reactivation, Rehire, Status Type Change, and Employee Termination.

Note: Note: The settings configured here will apply to any Service Provider, Worksite Manager, and Worksite Trusted Advisor users associated with the client.

To enter employee statuses:

Locate the Employee Statuses panel.
Enter or select the appropriate Employee Statuses. A Description will populate next to each type.
Click Save.

Defining Reason Codes

Enter or select the reason codes in this panel that you would like to display to this client. If you leave this table empty, the client can use any reason codes in the system. If you specify one or more reason codes in this panel, the client will only be able to use the specified codes in the following forms: Leave of Absence, Pay Rate Change, Reactivation, Rehire, Status Type Change, and Employee Termination.

Note: Note: The settings configured here will apply to any Service Provider, Worksite Manager, and Worksite Trusted Advisor users associated with the client.

To define reason codes:

Locate the Reason Codes panel.
Enter or select the appropriate Reason Codes. A Description will populate next to each type.
Click Save.

Reporting

Set allocation formats used by a client with the Reporting panel.

Select each of the Allocation Formats Allowed.
Click Save.

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Specifying Client Custom Feature Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Custom_Feature_Codes.htm Path: PD/Company/Change/Client_Custom_Feature_Codes.htm

Specifying Client Custom Feature Codes

Customize feature codes in Client Details to set special features for the client. The codes in this table are the most common codes available for general use. To implement custom codes, contact the PrismHR Customer Support Team.

Custom Feature Code	Description
ALLOWWMNEWHIREALTEMP.C	Allows users of the New Hire form to select an alternate employer defined in Client Details instead of the client’s primary employer. This applies to worksite managers and trusted advisors associated with this client.
BATCH-PAYMENTS-CHANGE-DEFAULTS-C	Allocates batch payments. Note: You must set the BATCH-PAYMENTS-CHANGE-DEFAULTS (system level) and BATCH-PAYMENTS-CHANGE-DEFAULTS-C (client level) custom feature codes to display the Edit Employee Details column on the Batch Payments form.
BLOCKHRAPPROVALNOTIFY	Disables the notification email that is normally sent to the client’s users to let them know the results of their requested HR action (either denied or approved).
CLIENT-ADD-DEPENDENTS-REQ-FIELDS	Sets the following additional fields as required on the Employee Dependents form: - First Name - Birth Date - Gender - Social Security Number - Relation

First Name
Birth Date
Gender
Social Security Number
Relation | DISABLE-MANUALCHK-TAX-EDIT-WSM | Prevents worksite managers and worksite trusted advisors from editing taxes in the Tax Wthld Amt column on the Tax Calculation Overrides form, which is accessible after calculating the totals in a manual check entry. (Service providers can continue to edit taxes in the Tax Wthld Amt column even if this custom feature code is applied.) | | | NO-BENEFIT-B4-401K | Overrides the global custom feature code BENEFIT-B4-401K at the client level. During payroll processing, if employee pay cannot cover both benefit and 401(k) deductions, the system prioritizes 401(k) deductions. | | | NOTIPALLOWANCE | The tip allowance does not display on pay stubs for employees whose home or work location is in New York or Oregon. If your organization does not set this custom feature code, the tip allowance displays on the pay stubs for employees in those states. Limitation: The system only supports this for one position per employee. If an employee has multiple tipped positions with the client, the tip allowance is the average for each of the tipped positions. | | | PAYCARD-AUTOMOVE.C | The client uses pay cards to pay employees until the employee specifies another account. | | | PAYOR-LOCATION | The system uses the Location Description as the payee on the face of checks. | | | SHIFTPAYRATES | Defines pay rates for shifts in the Shifts form. | | | SHOWHALFPAYHOURS-CLIENT | Displays hours for pay codes with Factor < 1.00 on the Batch Register Report. | | | SHOWOBSOLETE-LCDPDV | Displays obsolete locations when setting up Data Security for worksite manager and trusted advisor users (accessed from the Users form). | | | SUPPRESS-UNHANDLED-TAX-ERR | Suppresses the error messages for tax forms that were not handled during payroll initialization. Note: You can set this code at the system level, but it works appropriately only when set at the client level. | | | TS-LOAD.HRS.WORKED-C | Populates Hours Worked with the Hours from the Import file and Hours Paid from the Employee Default Hours in the Detail Time Sheet Entry form. | | | TS-SUPPRESS-SPECIAL-C | Suppresses users from accessing a payroll until after they perform a timesheet import for a special batch using the Time Sheet Import form, which is available on the Payroll | Change menu. Note: After the import finishes users can access the payroll batch, and only the employees that were imported into the batch are visible in the timesheets (instead of the whole pay group list of employees). | | VARSALMETHOD | Displays Variable Salary option in Pay Method field. When enabled, the Variable Salary option lets you track the hours that salary-exempt employees actually work. | | ========================================================================

Enabling Specialized Features

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Custom_Features.htm Path: PD/Company/Change/Client_Custom_Features.htm

Enabling Specialized Features

Set up specialized features for a client company with the Custom Features form.

To access this form:

Select Client.
From Client|Change, select Client Details.
Select Custom Features from the Actions menu.
Enter each custom code that applies to the client, then click Accept.

Related Topics

Specifying Client Custom Feature Codes

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Maintaining Third Party Payees Vendor Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Cutback_Payees.htm Path: PD/Company/Change/Client_Cutback_Payees.htm

Maintaining Third Party Payees Vendor Information

Use the Third Party Payees form to maintain vendor information.

To maintain vendor information, do the following:

Enter the third party Payee ID.
Enter the actual vendor Payee Name.
In the Remit To Name field, enter the vendor name to print on the check.
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.
Click Save.

========================================================================

Maintaining Client Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Detail_Tab.htm Path: PD/Company/Change/Client_Detail_Tab.htm

Maintaining Client Information

Set company information with the Detail tab on the Client Details form.

Establishing Client Information

Specify basic information with the Name & Address panel.

To set client information, do the following:

Select Client.
From Client|Change, select Client Details.
Complete these fields in the Name & Address panel.

Field — Description

Client ID — Enter the unique identifier for the client.

Client Name (DBA) — Enter a ‘doing business as’ name.

Legal Name — Enter the client’s legal name.

Address — Enter the client’s main street address. If there is a separate mailing address, enter that information on the Account tab.

ZIP Code — Enter a zip code. If required, enter ZIP+4 in the Suffix field

City — Enter a city or town location.

State — Select a state from the State drop-down, or refine the search by entering a state name.

Telephone — Enter the main telephone number. Note: You can initiate a Zoom call to the client’s phone number by clicking the Call ( [Image: screenshot] ) icon, if a supported soft phone exists on your computer.

Fax Number — Enter a fax number.

Website — Enter a URL for the client’s web site.

Click Save.

Defining Client Business Information

Set a client’s business information in the Contract panel.

To set business information, do the following:

Complete these fields in the Contract panel.

Field	Description
Status	The current status of a client. Click the Edit icon [Image: screenshot] to open the form where you can change the client’s status (see Changing the Client Status). (Note: The system displays an error message if you do not save changes to the Client Details form before selecting the Edit icon [Image: screenshot] : “You must save your changes before changing company status.”) Note: This feature is only available to users with the correct permissions.
Status Date	Date when the current status went into effect.
Contract Date	Enter the date when the contract was signed.
First Pay Date	Enter the first payroll date processed for a client. Note the following: - If you enter this date: The period start and end dates will not auto-populate. - If you leave this field blank: When the first, regularly scheduled payroll is posted, this field on the client details record updates with the first check date, period start date, and period end date. These values can all be changed. - The Period Start Date and Period End Date fields are hidden until after the first regular payroll posts. Once the payroll posts, the dates in these fields populate according to the following rules: - If the client’s Status Date is before the determined date of 10/14/2019, the Period Start Date and Period End Date fields will not populate or display. - If the client’s Status Date is equal to or greater than (=>) 10/14/2019, the Period Start Date and Period End Date fields will populate and display. After posting the first regular payroll and the dates populate in these fields, you can change the dates.

If you enter this date: The period start and end dates will not auto-populate.
If you leave this field blank: When the first, regularly scheduled payroll is posted, this field on the client details record updates with the first check date, period start date, and period end date. These values can all be changed.
The Period Start Date and Period End Date fields are hidden until after the first regular payroll posts. Once the payroll posts, the dates in these fields populate according to the following rules:
If the client’s Status Date is before the determined date of 10/14/2019, the Period Start Date and Period End Date fields will not populate or display.
If the client’s Status Date is equal to or greater than (=>) 10/14/2019, the Period Start Date and Period End Date fields will populate and display. | Service Type | The Service Type indicates the services provided to this client. (Note: The correct Service Type ensures accurate billing.) - Administrative Services Only: Also known as ASO, the client should be linked to an Employer that has the client’s information. Typically this is the record that was created when the client was entered in the system. The system assumes cost equals billed for taxes and workers’ compensation. - Corporate: This option provides a Corporate Accounting model that works best for corporate companies. In addition, using this option with the Product Version field set to Professional in the Global Configuration form runs corporate accounting for this client in a professional product version for the rest of the clients. (Note: No billing will ever occur for a corporate client; if the client should be billed, select a different service type.) - Staffing: This option provides a Staffing Accounting model that works best for staffing companies. In addition, using this option with the Product Version field set to Professional in the Global Configuration form runs staffing accounting for this client in a professional product version for the rest of the clients. (Note: No billing will ever occur for a corporate client; if the client should be billed, select a different service type.) - Professional Employer: Also known as PEO, this option indicates that the service provider manages human resources, employee benefits, payroll, workers’ compensation, accounts receivable, and COBRA administration for the new client. Cost is considered the PEO cost for taxes and workers’ compensation rates, which are entered at the system/employer levels. Billed rates can be higher (for profit centers) or lower than cost if appropriate, and rates are specified at the client level. - HR Services Only: The service provider manages only human resources for the client’s employees: hiring, termination, performance, compensation, training, policy, and OSHA-related services. There is no payroll. - Payroll Services Only: The employer of record provides only payroll and payroll tax services for the client. The employer does not provide human resources services. - Admin. Service/Alt. Billing: This option is similar to an ASO in that the system creates an employer record automatically. The system treats the client as a PEO for billing purposes. The organization can open profit centers on taxes and workers’ compensation. The system does not assume cost equals billed. |
Administrative Services Only: Also known as ASO, the client should be linked to an Employer that has the client’s information. Typically this is the record that was created when the client was entered in the system. The system assumes cost equals billed for taxes and workers’ compensation.
Corporate: This option provides a Corporate Accounting model that works best for corporate companies. In addition, using this option with the Product Version field set to Professional in the Global Configuration form runs corporate accounting for this client in a professional product version for the rest of the clients. (Note: No billing will ever occur for a corporate client; if the client should be billed, select a different service type.)
Staffing: This option provides a Staffing Accounting model that works best for staffing companies. In addition, using this option with the Product Version field set to Professional in the Global Configuration form runs staffing accounting for this client in a professional product version for the rest of the clients. (Note: No billing will ever occur for a corporate client; if the client should be billed, select a different service type.)
Professional Employer: Also known as PEO, this option indicates that the service provider manages human resources, employee benefits, payroll, workers’ compensation, accounts receivable, and COBRA administration for the new client. Cost is considered the PEO cost for taxes and workers’ compensation rates, which are entered at the system/employer levels. Billed rates can be higher (for profit centers) or lower than cost if appropriate, and rates are specified at the client level.
HR Services Only: The service provider manages only human resources for the client’s employees: hiring, termination, performance, compensation, training, policy, and OSHA-related services. There is no payroll.
Payroll Services Only: The employer of record provides only payroll and payroll tax services for the client. The employer does not provide human resources services.
Admin. Service/Alt. Billing: This option is similar to an ASO in that the system creates an employer record automatically. The system treats the client as a PEO for billing purposes. The organization can open profit centers on taxes and workers’ compensation. The system does not assume cost equals billed. | Employer | Enter the company that employs the client and its employees, or select a company from the Employer drop-down. You can also refine the search by entering the Employer Name. | | Federal Entity ID | If the client’s employer is certified as a PEO by the IRS, enter the Federal Entity ID or select an ID from the Search Entity lookup form. If the employer is not flagged as a certified PEO in Employer Details, this field does not display. | | Termination Reason | If the client is terminated, the Termination Reason field displays the reason for the termination. The field displays only when the status type is set to the Terminated class. To update a client’s termination reason, select an option from the Termination Reason field. | | Inactivation Reason | If the client is inactivated, the Inactivation Reason field displays the reason for the inactivation. The field only displays when the status type is set to the Inactivated class. To update a client’s inactivation reason, select an option from the Inactivation Reason field. |

Click Save.

Set industry-related information in the Classifications panel.

To define industry-related information, do the following:

Complete these fields in the Classifications panel:

Field — Description

Business Entity Type — Select an entity type, which is used for tax reporting. For example, Limited Liability Corporation.

Business Description — Enter a brief description of the business.

Client Category — Enter a client category (such as CON for Construction), or select a category from the Select Client Category look-up form. You can also refine the search by specifying the Category Description.

SIC Code — Enter the SIC (Standard Industrial Classification) code for this client, or select a code from the SIC Codes Selection look-up form. You can also refine the search by specifying the SIC Code or the Classification. Note: Cursor over the SIC Code and NAICS Code descriptions to display their full name. (A truncated version of each description displays online using ellipses (…).)

NAICS Code — Enter the NAICS (North American Industry Classification System) code for a client’s primary business activity, or select a code from the Select NAICS Code look-up form. (You can also refine the search by specifying the NAICS Code or the Class Description.) Note: If there is no NAICS Code assigned here or the NAICS Code assigned here is obsolete then the EEO-1 build will fail.

International Client — Select to identify the client as an international client. Note: If you enable International Client, the ABA/Routing Number field on the Billing tab changes to Swift Code, so you can bypass standard ABA routing number validation by specifying a particular bank or branch for international money transfers (8-11 characters). (See Specifying Client Billing Options.)

Cost Center — Enter the cost center used to process accounting transactions, or select a cost center from the Cost Center Selection look-up form. You can also refine the search by specifying the Cost Center ID or the Cost Center Name.

Sub-Cost Center — Enter the sub-cost center assigned to a client or select a sub-cost center from the Sub Cost Center Selection look-up form.

Multi-Entity Group/Description — The first three multi-entity groups associated with the client display in alphabetical order. (You can scroll down to view other multi-entity groups.) See Organizing Similar Clients. Note: Select a multi-entity group to display its details in the Multi-Entity Group Details form. (See Creating New Multi-Entity Groups.)

Click Save.

Related Topics

Flagging Employers as Certified PEOs

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Maintaining Client Details

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Details.htm Path: PD/Company/Change/Client_Details.htm

Maintaining Client Details

Use the Client Details form to maintain company information and settings.

Note: Note: Not all tabs and forms are available to all users.

Most of the information is in the tabs of the form. You can access other information and settings with the Actions menu; see Accessing Features in the Actions Menu.

Detail tab: Maintaining Client Information
Account tab: Maintaining Client Contact and Account Assignment Information
Control tab: Setting Client Control Parameters
Benefits tab: Setting Up Client Benefits
Billing tab: Specifying Client Billing Options
Payroll tab: Controlling Client Payroll Processing
Time Sheet tab: Setting Client Time Sheet Parameters
Tax tab: Setting Client Tax Parameters
Notes tab: Storing Miscellaneous Client Information
Other tab: Setting Additional Client Parameters

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Managing Client Security Settings

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Details_Security.htm Path: PD/Company/Change/Client_Details_Security.htm

Managing Client Security Settings

Use the Security form (accessed through the Client DetailsActions menu

[Image: screenshot]

) to manage the client’s security settings.

Defining Client Security

You can define the Data Security Entities that users can access by specifying the defaults and the settings to which you want to restrict access. Data Security Entities are entities and work assignments that users can set for employees in the Employee Details > Work tab, specifically Location, Division, Department, Shift, or Work Group.

The Data Security Entities in the Client Security panel are the only ones by which your organization can restrict access for the client. If you do not list an item, you cannot restrict user access by that entity. As indicated below, you can restrict client access by location, division, and department. Because shift and work group are not listed, users can access all shift and work group information, if any.

[Image: screenshot]

If the client does not use an entity type (for example, they have only one location), there is probably no reason to include that entity.

For example, if some employees have division assignments and should have access to one or more departments, select Department from Data Security Entity and set Default Access to Full Access. If other employees do not have any department assigned, and you do not want them to have access to department information, set Default Access when Blank to No Access.

For each entity:

a.	Select each Data Security Entity.

— Select the Default Access for the entity. This can be changed at the user level; see Defining Users for more information.

Full Access: Users can view, edit, and save data.
No Access: Users cannot see any information associated with the entity.

— Select the Default Access when Blank to indicate the default behavior if an employee user does not have a value for the entity.

Full Access: Employees that have nothing set for the entity can view, edit, and save data.
No Access: Employees that have nothing set for the entity cannot see any information associated with the entity.

Click Accept.

Maintaining Worksite Users

This panel allows you to manage the worksite users who have access to the client.

[Image: screenshot]

If available, you can:

Click the User ID link to edit the user account. (Note: The access information that displays is dependent on the user record’s current access for the selected client, which is available on the Users form.)
Click the Add User button to create a new user account to associate with the client.

See Defining Users for information on editing and creating user accounts.

Associating User and Human Resource Roles with a Worksite Manager

Select any role to associate with a worksite manager in the User Roles and Human Resource Roles panels, so managers who have access to set up other managers can only access these user and Human Resources roles for the client.

Suppressing Payroll Warnings

Suppress payroll warnings by selecting a warning in the Payroll Suppress panel.

Maintaining Security Settings for the Client

Use the options in the Access panel to maintain the client’s security settings.

Set sMFA Device Expiration to use the global setting, a different interval period from the global setting, or disable multi-factor authentication for this client. (Note: This setting automatically defaults to 30 Days.)

When enabled, all users associated with this client who access the system will need to re-authenticate their access after the specified time interval, if any, for each device they use (computer, tablet, and so on). The system prompts them to request an authentication code, which it sends to the email address set on their user account (users must have email address). Then the user can enter the authentication code to regain access to the system.

Select the sMFA Enabled for Trusted Advisor Password Reset option to enable multi-factor authentication for all worksite trusted advisors who have access to the client, requiring them to use multi-factor authentication when they use the Forgot Password link.
Select Enable Security for Messages to restrict the users, companies, and so on, that the service provider can select in the New Message form to those that client users can access.
Use the IP White List/Range table to restrict worksite users (managers, trusted advisors, and employees) to a specific IP address or range of addresses. See the examples below.

Using IP White List/Range Examples

Your organization can use the white list to grant the client’s users access only at a specific location, such as an office or home, by specifying the IP addresses or the IP range. In the example below, those users can only access PrismHR from the listed IP addresses (123.123.123.101, 123.123.123.102, and 123.123.123.103).

[Image: screenshot]

Your organization can also specify a range of permitted IP addresses.

In the example below, those users can only access PrismHR from IP addresses that begin with 123.123.123.

[Image: screenshot]

In the example below, those users can only access the system from IP addresses in the range (123.123.123.100, 123.123.123.101, 123.123.123.102, and so on).

Note: Note that if you enter a range, you must separate the first and last addresses with a dash and that the first three numbers must match. If the first three numbers do not match, that is not a valid IP address range and the system will ignore it.

[Image: screenshot]

Related Topics

Maintaining Work-related Employee Information

Editing a Worksite Manager User

Editing a Worksite Trusted Advisor

Multi-Factor Authentication Security

========================================================================

Attaching Files to Client Records

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Documents.htm Path: PD/Company/Change/Client_Documents.htm

Attaching Files to Client Records

Attach files to a client record and open files attached to the record with the Client Documents form. To access, select Client > Client Details and select Documents from the Actions menu.

To attach a document:

Click Load a Document.
In the Upload a File window, click Browse.
Navigate to the file that you want to upload and click Open.
Click Submit.
In the Confirm Document form, the Document Name field populates the file name.
Enter any Document Notes.
Click Accept.

Once a document is in the Client Documents list:

Click Document Name to download the document.
Click [Image: screenshot] next to a document to remove it from the company record.

Parent Topic

========================================================================

Creating Events to Display in ESS

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Events.htm Path: PD/Company/Change/Client_Events.htm

Creating Events to Display in ESS

You can create events that display in Employee Portal (EP) using the Client Events form. The form lists existing events.

To filter the list of events, do the following:

Go to the Client Events form on the Client|Change menu and specify the filters as desired:

Field	Description
Organizer	Select the Organizer user name to view events by a specific organizer.
From Date/Thru Date	Enter or select the From Date and Thru Date to view events within a specific set of dates.

To maintain events, do the following:

Go to the Client Events form on the Client|Change menu and do the following:

Button/Field	Description
Add	Click Add to create a new event. The Company Events editor displays.
Event Title	Click an Event Title to edit an existing event.

Creating or Editing an Event

After clicking Add in the Client Events form, you can create or edit an event in the Company Events editor form that displays.

To create an event, do the following:

In the Company Events editor form, complete the following fields:

Field — Description

Event Title — Enter the Event Title.

Event Date — Enter or select the Event Date.

Start Time/End Time — Enter the Start Time and End Time. You can enter the time by including AM or PM, or enter it in 24-hour format. For example, if you enter 10:00 or 10:00AM, the system displays 10:00AM. If you enter 14:00 or 2:00PM, the system displays 02:00PM.

Organizer — The Organizer field displays the name of the user who created the event.

Details — Enter the Details of the event. At this time, you can only upload documents to an existing event. If you are creating a new event and want to attach a document, you need to save it and reopen it.

To attach documents to the event, click Upload Documents. See Attaching Event Documents
You can limit the employees who will see the event information by specifying certain departments, divisions, shifts, locations, pay groups, and work groups. In the appropriate table, enter the Code for each entity that should see the event.
Click Save.

Attaching Event Documents

You can attach documents to a new event or an existing event.

In the Company Event panel, click Upload Documents.
In the Upload a File window, click Choose File.
Navigate to the file that you want to upload, and then click Open.
Click Submit in the Upload a File form.
In the Confirm Document form, the Document Name field populates with the file name.
Enter any Document Notes.
Click Accept. You return to the Company Event panel.

Once a document displays in the Documents list:

Click the Document Name to download the document.
Click the [Image: screenshot] next to a document to remove it from the event record.
Select ESS to share the document on Employee Portal (EP).

========================================================================

Using Client Notes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Notes.htm Path: PD/Company/Change/Client_Notes.htm

Using Client Notes

Use the Client Notes form to store notes.

To access this form:

Select Client.
From Client|Change, select Client Details.
Select Client Notes from the Actions menu.
Enter an Employee ID to view notes for a specific employee.
Click Add to create a new note for the client or a specific employee, or view / delete an existing note by clicking the Note ID.

Entering Note Details

Enter any notes regarding the client or a specific employee.

To enter a note:

Enter the Employee ID if this note applies to an employee.
Enter the note in the field provided.
Click Save.

Related Topic

========================================================================

Creating Notes Templates

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Notes_Category.htm Path: PD/Company/Change/Client_Notes_Category.htm

Creating Notes Templates

Use the Client Notes Category form to create different types of notes templates, which will be associated with the categories on the Notes tab in the Client Details form. For example:

[Image: screenshot]

Note: This form is only available for service providers.

To create notes templates:

Enter or select the Category ID. The Category Description displays.
Click Save.

Note: If you select Delete a message displays, “Are you sure you want to delete? This will delete any client notes you have associated with this category.” Click Yes to continue.

========================================================================

Storing Miscellaneous Client Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Notes_Tab.htm Path: PD/Company/Change/Client_Notes_Tab.htm

Storing Miscellaneous Client Information

You can store information about the client and the invoice using the Notes tab on the Client Details form. These notes are available to anyone (including clients) who can view the Notes tab.

Important! Any notes you enter in the Invoice Notes box automatically display on the client’s invoice.

Note: Select Audit Client Notes on the Actions menu to view updates to notes.

To access this form:

Select Client.
From Client|Change, select Client Details.
Click the Notes tab.
Select a Category to associate a note at the client level with a category.

Note: Note the following:

The categories that display in the Category field are directly related to the categories created in the Client Notes Category form. (See Creating Notes Templates.)
All existing notes reside in the default OV - Overview category until they are changed.
If a category is deleted, the system deletes any notes associated with that category and the deleted category no longer displays in the Category field. (You cannot delete the OV - Overview category. If you try to delete this category, an error message displays.)

Complete the notes as needed.
Click Save.

Note: The system shortens the text-wrap length when you enter text in the Invoice Notes box and click Save.

Parent Topic

========================================================================

Setting Additional Client Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Other.htm Path: PD/Company/Change/Client_Other.htm

Setting Additional Client Parameters

Set additional client parameters with the Other tab on the Client Details form. For example:

Note: You can restrict user access for all fields on the Other tab by using the Field setting on the User Roles form. (See the PrismHRSystem Administration Guide.)

To access this form:

Open the Client menu.
From Client|Change, select Client Details.
Click the Other tab.

Setting Client Parameters

Set required client parameters with the Other Options panel.

Complete these fields as required.

Field	Description
Position Rates Used	Indicates whether bill and pay rates for a client are set by position, or only for payroll. If you use position rates, you must set them up for the positions.
Position Rate Bill Type	If bill and pay rates are set by position, select the bill type to indicate whether to bill the amount as a rate or markup factor.
Tax Limit Basis	Select to set the taxable limit basis used for client billing: Company or Employer. This overrides the global setting.
Electronic Forms W-2	Select if all employees of the client receive W-2 forms electronically.
Electronic Pay Stubs	Select how electronic pay stubs are used: - Employee may not un-enroll: Employees are enrolled in electronic pay stubs by default and cannot un‑enroll. - Employee may un-enroll: Employees are enrolled in electronic pay stubs by default, but can un‑enroll when setting up direct deposit. If an employee opts out, the Un-Enroll in Electronic Pay Stub option must be enabled on the Employee Details>Other tab. - Not Used: Electronic pay stubs are not used. All pay stubs are paper. For more information on how these settings relate to state rules, See Configuring Electronic Pay Stubs.

Employee may not un-enroll: Employees are enrolled in electronic pay stubs by default and cannot un‑enroll.
Employee may un-enroll: Employees are enrolled in electronic pay stubs by default, but can un‑enroll when setting up direct deposit. If an employee opts out, the Un-Enroll in Electronic Pay Stub option must be enabled on the Employee Details>Other tab.
Not Used: Electronic pay stubs are not used. All pay stubs are paper. | Contractors (1099) Allowed | Select if the client employs 1099 contractors. | | Contractors 1099 DOB Required | Select this field to override the Do not require DOB setting on the System Parameters form, if you require 1099 contractors to use Employee Portal (EP) to perform the onboarding process, which requires an employee’s date of birth. | | EEO Government Contractor | Select if the client is an equal employment opportunity government contractor. | | Cannabis Client | This field is informational only. Select Yes or No to indicate whether this client is part of the cannabis industry. | | TPA Download Options | Enter the type of download options used for the client. | | Group Code | Enter the code used for the client. You can select and group clients based on this code. | | Benefit Parent Client | Enter a numeric value to group clients together for benefit purposes. | | Handbook ID | Enter the ID used by the client. | | Indiana Registration ID | Optional: Enter the ID that is the registration code for the Indiana Department of Workforce Development. | | Related Code | Enter the related code. | | Converted System ID | Enter the converted system ID. | | Annual Hours | Enter the hours worked in a year by employees of this client based on the standard work week. Some states use this to calculate workers’ compensation. A typical amount is 2080 (52 weeks x 40 hours). | | ESAC notices | Select to send periodic e-mails to the client verifying that a PEO has continued accreditation with the ESAC (Employer Services Assurance Corporation). The Employee Portal (EP) option below is no longer available for cloud customers, beginning September 2019. | | Report COBRA Credits under Company FEIN | Select this option if you want to report ARPA (American Rescue Plan Act)-related COBRA credits, accumulated under tax code 00-19, on the client level of the MasterTax RTS and PTS files. If you have SBEA features enabled, data from any associated Client Federal Entities will also display under this client’s F code. If you want to display these credits on the employer level, do not select this option. Instead, use the settings on the system-level ARPA/COBRA parameters (See Setting up System-level COBRA Parameters). | | Direct Deposit - Force a Balance Account | In this field, select: - System Default: Use the Direct Deposit - Force a Balance Account setting from the System Parameters form. - Enabled: Force payment through a direct deposit account, instead of a paper paycheck, for all employees and managers of the client. - Disabled: Do not force payment through a direct deposit account for all employees and managers of the client. |
System Default: Use the Direct Deposit - Force a Balance Account setting from the System Parameters form.
Enabled: Force payment through a direct deposit account, instead of a paper paycheck, for all employees and managers of the client.
Disabled: Do not force payment through a direct deposit account for all employees and managers of the client. | Allow only Entire/Remaining Balance option | Determines whether new hires for the client can select a direct deposit method when defining direct deposit settings in Onboarding. In this field, select: - System Default: Use the Allow only Entire/Remaining Balance option setting from the System Parameters form. - Enabled: Prevent new hires for the client from selecting a direct deposit method when defining direct deposit settings in Onboarding. Instead, a message displays to indicate that all of the new hire’s net pay will be deposited into their direct deposit account. - Disabled: Allow new hires for the client to select a direct deposit method when defining direct deposit settings in Onboarding. |
System Default: Use the Allow only Entire/Remaining Balance option setting from the System Parameters form.
Enabled: Prevent new hires for the client from selecting a direct deposit method when defining direct deposit settings in Onboarding. Instead, a message displays to indicate that all of the new hire’s net pay will be deposited into their direct deposit account.
Disabled: Allow new hires for the client to select a direct deposit method when defining direct deposit settings in Onboarding. | Global PTO Plan Auto Enroll and Accrue | Select this option to opt this client and its employees into location-based auto-enrollment in system-level PTO plans. For details, see the article on Setting Up Global PTO. | | External PTO used | Select this field to enable the client’s own time and labor system that is maintained outside of PrismHR. This process records external PTO balances on check pay stubs for regularly scheduled, manual, and special payrolls. (See Recording External PTO Balances on Check Pay Stubs.) Important! This feature does not apply to checks created using the Manual Check Entry process or the On Demand Check creation process. |

Click Save.

Setting Payroll Notifications and Reminders

Enable payday email notifications and payroll reminders at the client level if the payroll is still in timesheet entry status as the payroll’s completion date gets closer to the cutoff date.

Complete these fields as required.

Field	Description
Payday Notifications	Select how payday notifications are used: - Select the Enabled option to enable payday notifications for all employees at the client level. (This setting enables email notifications only.) Employees can opt-out of these notifications in the Employee Portal for this client. They can also receive these notifications through SMS messages. - Select the Disabled option to override the system-level setting for payday notifications.

Payday Notifications

Select how payday notifications are used: - Select the Enabled option to enable payday notifications for all employees at the client level. (This setting enables email notifications only.) Employees can opt-out of these notifications in the Employee Portal for this client. They can also receive these notifications through SMS messages. - Select the Disabled option to override the system-level setting for payday notifications.

Select the Enabled option to enable payday notifications for all employees at the client level. (This setting enables email notifications only.) Employees can opt-out of these notifications in the Employee Portal for this client. They can also receive these notifications through SMS messages.
Select the Disabled option to override the system-level setting for payday notifications. | Payroll Submission Notifications | Select how payroll submission notifications are used: - Select the Enabled option to enable payroll submission notifications for your client, regardless of the system setting. When you enable this setting a confirmation message displays, “This setting will enable payroll submission notifications for this client. Are you sure you want to enable this feature?” Select Yes to enable the payroll submission notifications for your client. (Selecting No returns you to the form.) Note: Setting the Payroll Submission Notifications field to Enabled only enables email notifications. - Select the Disabled option to disable payroll submission notifications for your client, regardless of the system setting. |
Select the Enabled option to enable payroll submission notifications for your client, regardless of the system setting. When you enable this setting a confirmation message displays, “This setting will enable payroll submission notifications for this client. Are you sure you want to enable this feature?” Select Yes to enable the payroll submission notifications for your client. (Selecting No returns you to the form.)
Select the Disabled option to disable payroll submission notifications for your client, regardless of the system setting. | Payroll Reminder Notifications | Select how payday reminder notifications are used: - Select the Enabled option to enable client-level payday reminder notifications for worksite managers and worksite trusted advisors if the payroll is still in timesheet entry status as the payroll’s completion date gets closer to the cutoff date. For example, if the payroll will no longer be available to worksite advisors and worksite trusted advisors as of 4/15/2024 and it is not completed, the system sends a reminder to those users on 4/13/2024 that payroll is almost due. - Select the Disabled option to override the client-level setting for payday reminder notifications. Note: When setting up payroll reminders, to enable notifications at the system level, you must select the Enable payroll reminder notifications field on the System Parameters form. (See Setting General System Parameters.) However, if you enable Enable payroll reminder notifications on the System Parameters form, the system sends payroll reminders for all clients, except those that have the client-level Payroll Reminder Notifications field disabled. |
Select the Enabled option to enable client-level payday reminder notifications for worksite managers and worksite trusted advisors if the payroll is still in timesheet entry status as the payroll’s completion date gets closer to the cutoff date. For example, if the payroll will no longer be available to worksite advisors and worksite trusted advisors as of 4/15/2024 and it is not completed, the system sends a reminder to those users on 4/13/2024 that payroll is almost due.
Select the Disabled option to override the client-level setting for payday reminder notifications. | Payroll live check calculation warning | Select whether to display a live check warning message during payroll calculation: - Select the Enabled option to display a warning message during payroll calculation to indicate that the system will create a live check. - Select the Disabled option to prevent a live check warning message from displaying during payroll calculation. |
Select the Enabled option to display a warning message during payroll calculation to indicate that the system will create a live check.
Select the Disabled option to prevent a live check warning message from displaying during payroll calculation. | Miscellaneous Invoice Notification | Select whether to receive a notification when the system creates a Miscellaneous Invoice: - Select the Enabled option to send a notification for this client. (The system defaults to sending the notification when the –Select– option displays.) - Select the Disabled option to prevent the system from sending a notification for this client. > Note: Note the following: - Enabling this field sends a notification to emails listed in the additional notification emails for Payroll Finalization Notifications on the Control tab and to worksite managers/worksite trusted advisors who have the Payroll Approver H/R Role. - If the Miscellaneous Invoice Notification field is set to Enabled and the Payroll Finalization Notification field on the Control tab is set to No, the system does not send the email notification. - If the Miscellaneous Invoice Notification field is set to Disabled and the Payroll Finalization Notification field on the Control tab is set to Email or No, the system does not send the email notification. |
Select the Enabled option to send a notification for this client. (The system defaults to sending the notification when the –Select– option displays.)
Select the Disabled option to prevent the system from sending a notification for this client.
Enabling this field sends a notification to emails listed in the additional notification emails for Payroll Finalization Notifications on the Control tab and to worksite managers/worksite trusted advisors who have the Payroll Approver H/R Role.
If the Miscellaneous Invoice Notification field is set to Enabled and the Payroll Finalization Notification field on the Control tab is set to No, the system does not send the email notification.
If the Miscellaneous Invoice Notification field is set to Disabled and the Payroll Finalization Notification field on the Control tab is set to Email or No, the system does not send the email notification. | Employee Payroll Voucher Reversal Notification | Select whether to receive a notification when the system creates an Employee Payroll Voucher Reversal Notification: - Select the Enabled option to send a notification for this client. (The system defaults to sending the notification when the –Select– option displays.) - Select the Disabled option to prevent the system from sending a notification for this client. > Note: Note the following: - Enabling this field sends a notification to emails listed in the additional notification emails for Payroll Finalization Notifications on the Control tab and to worksite managers/worksite trusted advisors who have the Payroll Approver H/R Role. - If the Employee Payroll Voucher Reversal Notification field is set to Enabled and the Payroll Finalization Notification field on the Control tab is set to No, the system does not send the email notification. - If the Employee Payroll Voucher Reversal Notification field is set to Disabled and the Payroll Finalization Notification field on the Control tab is set to Email or No, the system does not send the email notification. |
Select the Enabled option to send a notification for this client. (The system defaults to sending the notification when the –Select– option displays.)
Select the Disabled option to prevent the system from sending a notification for this client.
Enabling this field sends a notification to emails listed in the additional notification emails for Payroll Finalization Notifications on the Control tab and to worksite managers/worksite trusted advisors who have the Payroll Approver H/R Role.
If the Employee Payroll Voucher Reversal Notification field is set to Enabled and the Payroll Finalization Notification field on the Control tab is set to No, the system does not send the email notification.
If the Employee Payroll Voucher Reversal Notification field is set to Disabled and the Payroll Finalization Notification field on the Control tab is set to Email or No, the system does not send the email notification.

Click Save.

Assigning Employees to Alternate Employers

Assign employees of the client to alternate employers (different from what is set on the Details tab) with the Alternate Employers panel. For example, if a PEO does business in different states, their employees can be assigned to alternate employers in those states. For these alternate employers, specify the cost center, accounts, and other information.

Complete these fields as required.

Field	Description
Employer ID	Enter or select each alternate ID. > Note: Note: If a client is assigned to an employer that is a Certified Professional Employer Organization (CPEO) and you try to add a non-CPEO employer in the Alternate Employers panel, a warning message displays. Click Yes to save the record or click No to return to the Client Details form without saving.
Cost Center	Enter or select the cost center for employees assigned to the alternate employer. If no value is entered, the system uses the primary cost center for the client.
Checking Account	Select the payroll checking account used by the alternate employer.
ACH Account	Select the ACH account used by the alternate employer.
New Hire Display Name	Enter the new hire display name. When you enter a new hire, this name displays as one of the employer IDs you can select (depending on the Suppress Client Access setting).
Suppress Client Access	Indicate whether to suppress access. Options are: - Yes: You cannot select the alternate employer in the New Hire form. - No: You are able to select the alternate employer.

Yes: You cannot select the alternate employer in the New Hire form.
No: You are able to select the alternate employer.

Click Save.

Related Topics

Defining Employee Position Rates

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Controlling Client Payroll Processing

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Payroll.htm Path: PD/Company/Change/Client_Payroll.htm

Controlling Client Payroll Processing

You can control employee payroll processing and reporting using the Payroll tab in the Client Details form.

To access this form:

Select Client.
From Client|Change, select Client Details.
Click the Payroll tab.

Setting Parameters

Set payroll processing parameters with the Payroll Processing Options panel.

Complete these fields as required.

Field	Description
One Payroll per Pay Group	Do one of the following: - Enable One Payroll per Pay Group to create separate payroll control batches when multiple pay groups have the same pay date. - Disable One Payroll per Pay Group to create one payroll control batch when multiple pay groups have the same pay date. Note: If payroll control batches were created before enabling or disabling One Payroll per Pay Group, you must delete and recreate the batches for the change to take effect.

One Payroll per Pay Group

Do one of the following: - Enable One Payroll per Pay Group to create separate payroll control batches when multiple pay groups have the same pay date. - Disable One Payroll per Pay Group to create one payroll control batch when multiple pay groups have the same pay date. Note: If payroll control batches were created before enabling or disabling One Payroll per Pay Group, you must delete and recreate the batches for the change to take effect.

Enable One Payroll per Pay Group to create separate payroll control batches when multiple pay groups have the same pay date.
Disable One Payroll per Pay Group to create one payroll control batch when multiple pay groups have the same pay date. | FLSA ruleset | Select the Fair Labor Standards Act (FLSA) ruleset for processing payroll for this client. | | FLSA Work Week Ends On | Select the day when the work week ends for FLSA rulesets. Note: The Work Week Ends On option selected on the Pay Groups form for the employees’ assigned pay groups overrides this value if one is selected. | | Per Diem Rate Source | Select a source (department, position, shift ) for per diem calculations. | | Self-Service Payroll | Select if the client processes their own payrolls. | | Self-Service Restrictions | If you selected the previous option, indicate the Self-Service Restrictions. These are actions the client cannot perform. - Print: The client can calculate and finalize payrolls, but cannot print them. - Finalize & Print: The client can calculate payrolls, but cannot finalize or print them. |
Print: The client can calculate and finalize payrolls, but cannot print them.
Finalize & Print: The client can calculate payrolls, but cannot finalize or print them. | Paperless Delivery | Set a delivery option for the client: - Inactive: No paperless delivery; print everything for the client. - All Payroll Output: Receives all payroll output (invoice, reports, and so on) electronically. This disables the Delivery Method field since there is nothing to print or ship. - All Payroll Output, Delivery Sheet Only: Enforces paperless delivery, but still physically prints a Payroll Delivery Sheet so you can send checks to clients. - Checks/Advices Only: Receives checks and advices electronically and printed invoices and reports. Also, physically prints the Payroll Delivery Sheet. - Invoice/Reports Only: Receives invoice(s) and reports electronically and printed checks and advices. Also, physically prints the Payroll Delivery Sheet. |
Inactive: No paperless delivery; print everything for the client.
All Payroll Output: Receives all payroll output (invoice, reports, and so on) electronically. This disables the Delivery Method field since there is nothing to print or ship.
All Payroll Output, Delivery Sheet Only: Enforces paperless delivery, but still physically prints a Payroll Delivery Sheet so you can send checks to clients.
Checks/Advices Only: Receives checks and advices electronically and printed invoices and reports. Also, physically prints the Payroll Delivery Sheet.
Invoice/Reports Only: Receives invoice(s) and reports electronically and printed checks and advices. Also, physically prints the Payroll Delivery Sheet. | Deliver Checks To | Select a standard delivery location for the client’s checks. | | Suppress Delivery Sheet | Prevents the Payroll Delivery Sheet from physically printing when the Checks/Advices Only option or Invoice/Reports Only option is selected. | | Delivery Method | Select or enter a delivery method for the client’s checks. | | Recalculated O/T Pay Code | Select or enter a pay code for paying a recalculated overtime pay amount. | | Use Federal Min Rate (WV) | Used for locations in West Virginia that are subject to the federal minimum wage rate. |

Click Save.

Setting Alternate Pay Dates

You can set alternate pay dates when a pay date falls on a weekend or holiday with the When Pay Date falls on Weekend and When Pay Date falls on Holiday panels. You can also set the holidays that the client observes with the Holidays Observed panel.

Complete these fields as required.

Field	Description
When Pay Date falls on Weekend Pay Date falls on Saturday Pay On Pay Date falls on Sunday Pay On	For pay dates that fall on a Saturday or Sunday, select a day of the week and whether payroll is delivered before or after the pay date.
When Pay Date falls on Holiday Holiday Day Pay On Day Before/After	For pay dates that fall on a holiday: - Select each day of the week to make an adjustment to the payroll delivery day. - Select a pay on day to reschedule the payroll delivery for the corresponding Holiday Day. - Select whether to deliver the payroll on that day before or after the pay date.

Select each day of the week to make an adjustment to the payroll delivery day.
Select a pay on day to reschedule the payroll delivery for the corresponding Holiday Day.
Select whether to deliver the payroll on that day before or after the pay date. | Holidays Observed | Enter holidays observed by the client. Note: STDBANK determines bank holidays even when it is not listed in the Client Payroll Holidays Observed. |

Click Save.

Selecting Special Reports

Select special reports to print when a payroll processor posts a payroll batch, or indicate the standard reports that should not print for a client with the Payroll Reports panel. You can also edit default settings for most reports by selecting the Actions menu and Report Parameters.

Complete these fields as required.

Field	Description
Report Code	Enter or select a code to include or exclude. The report name displays after you make the selection. To add multiple codes at once using the multi-value selector, do the following: 1. Select the + - Report Code field. The Select Payroll Reports list displays. 2. To search for a report, enter the partial or full report name in the Report Name field. For example, enter pay to display all reports that use “pay” in the Report ID. (Instead of searching for the report, you can simply select the report from the list that originally displays when you access the Select Payroll Reports list.) 3. Select the reports you want to add, which the multi-value selector moves to the Selected Reports list. (Note: After you select a report, the system dims it.) In addition, you can do the following: - To add all the displayed reports, click Add All. - To remove all the reports that display in the Selected Reports list, click Remove All. 4. Click Done.

Report Code

Enter or select a code to include or exclude. The report name displays after you make the selection. To add multiple codes at once using the multi-value selector, do the following: 1. Select the + - Report Code field. The Select Payroll Reports list displays. 2. To search for a report, enter the partial or full report name in the Report Name field. For example, enter pay to display all reports that use “pay” in the Report ID. (Instead of searching for the report, you can simply select the report from the list that originally displays when you access the Select Payroll Reports list.) 3. Select the reports you want to add, which the multi-value selector moves to the Selected Reports list. (Note: After you select a report, the system dims it.) In addition, you can do the following: - To add all the displayed reports, click Add All. - To remove all the reports that display in the Selected Reports list, click Remove All. 4. Click Done.

Select the + - Report Code field. The Select Payroll Reports list displays.
To search for a report, enter the partial or full report name in the Report Name field. For example, enter pay to display all reports that use “pay” in the Report ID. (Instead of searching for the report, you can simply select the report from the list that originally displays when you access the Select Payroll Reports list.)
Select the reports you want to add, which the multi-value selector moves to the Selected Reports list. (Note: After you select a report, the system dims it.) In addition, you can do the following:

To add all the displayed reports, click Add All.
To remove all the reports that display in the Selected Reports list, click Remove All.

Click Done. | Report Fee | Enter a fee to charge for the report, if any. To avoid printing a report for this client, even a standard report, enter -9.99. |
Click Save.

Setting Conditions for Tipped Employees

Determine how the system handles certain conditions when processing payrolls for tipped employees in the Tipped Employees panel.

Complete these fields as required.

Field	Description
Adjust Taxes to Cover Cash Shortfall	Indicate the tax adjustment process to use if there is a shortage of cash earnings.
Adjust Reported Tips to Minimum Wage	Selected: When you select this field, reported tips will be adjusted (increased) to meet the minimum wage level. If the employee’s total earnings (cash + tips) do not meet or exceed the state’s minimum wage (not the cash minimum wage), the reported tips will be rounded up so the total earnings will equal minimum wage. Default (not selected): Reported tips will not be adjusted (increased) to meet the minimum wage level. If the employee’s total earnings (cash + tips) do not meet or exceed the state’s minimum wage (not the cash minimum wage), the reported tips will remain as they were entered and the TIP CREDIT MAKEUP pay code will calculate to ensure the total earnings equal minimum wage. For more information, please visit the article Reported Tips are higher than entered on the Customer Resource Center.
Allocated Tip Calc Percent	Enter the percentage if the system should use an allocated tips calculation process, otherwise leave this field blank (for example, enter 8.00 for 8%).
Days Until Prenote Auto-Activate	Enter the number of days after which the system activates prenoted accounts that were successfully processed through a payroll. (If set to zero (0), this value indicates no prenote process.) Note: You can use the Days Until Prenote Auto-Activate and Prenote On Next Pay Date fields to override the system-level parameters at the client level.
Prenote On Next Pay Date	Select the option to run a test case of direct deposit information before an EFT occurs: - No: Runs the prenote on the current date and does not wait until the next pay date. - Next Pay Date: Runs the prenote on the next scheduled pay date for an employee. - Next Banking Day: Runs the prenote on the next banking day.

No: Runs the prenote on the current date and does not wait until the next pay date.
Next Pay Date: Runs the prenote on the next scheduled pay date for an employee.
Next Banking Day: Runs the prenote on the next banking day.

Click Save.

Related Topics

Using Client Payroll Processing Options

Using Report Parameters Feature

========================================================================

Setting Client Tax Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Tax.htm Path: PD/Company/Change/Client_Tax.htm

Setting Client Tax Parameters

Set tax parameters with the Tax tab on the Client Details form.

To access this form:

Select Client.
From Client|Change, select Client Details.
Click the Tax tab.

Setting General Tax Parameters

Set tax information for the client in the Tax Parameters panel.

Complete these fields as required.

Field	Description
Federal Employer ID Number	Enter the federal ID number. This is usually the Employer Identification Number (EIN), or some clients might use a Social Security Number.
Tax Geocode Override Option	Optional: Select to indicate the Vertex GeoCode the system should use for tax calculations instead of the default. Options are: - –Select–: No override; the system uses the worksite location for the GeoCode (default setting). - Override Work GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode, defined in the Employee Details > Address tab (either GeoCode or Override GeoCode) instead of the worksite location’s GeoCode. Select this when employees work from home. - Override Work GeoCode with Home Location GeoCode: The system uses the employee’s “home” location assignment to supply the GeoCode for the location-based portion of taxes. This selection is not routinely used. - Override T/S GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode from the Employee Details > Address tab in place of the GeoCode on the time sheet.

Federal Employer ID Number

Enter the federal ID number. This is usually the Employer Identification Number (EIN), or some clients might use a Social Security Number.

Tax Geocode Override Option

Optional: Select to indicate the Vertex GeoCode the system should use for tax calculations instead of the default. Options are: - –Select–: No override; the system uses the worksite location for the GeoCode (default setting). - Override Work GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode, defined in the Employee Details > Address tab (either GeoCode or Override GeoCode) instead of the worksite location’s GeoCode. Select this when employees work from home. - Override Work GeoCode with Home Location GeoCode: The system uses the employee’s “home” location assignment to supply the GeoCode for the location-based portion of taxes. This selection is not routinely used. - Override T/S GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode from the Employee Details > Address tab in place of the GeoCode on the time sheet.

–Select–: No override; the system uses the worksite location for the GeoCode (default setting).
Override Work GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode, defined in the Employee Details > Address tab (either GeoCode or Override GeoCode) instead of the worksite location’s GeoCode. Select this when employees work from home.
Override Work GeoCode with Home Location GeoCode: The system uses the employee’s “home” location assignment to supply the GeoCode for the location-based portion of taxes. This selection is not routinely used.
Override T/S GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode from the Employee Details > Address tab in place of the GeoCode on the time sheet. | Tax Calculation Options | This field is not used and can be left blank. | | Railroad Employer | Select to calculate railroad taxes (and suppress Social Security and Medicare taxes) for all employees of the client. > Note: Note: Railroad taxes are not reported on Form 941 and are not posted to the Employer 941 Register. These taxes are included in the MasterTax RTS file. They need to be reported on the Form CT-1 Employer’s Annual Railroad Retirement Tax Return. PrismHR and MasterTax do not currently support the Form CT-1. | | Allow 1099 Income Tax Withholding | You will need to first enable the custom feature code 1099WITHHOLDING to display these new options. You will need to enable each state in which you wish to withhold income tax from a 1099 contractor. This box is unchecked by default. - When unchecked, no taxes are withheld for any employee who is a 1099 Contractor in PrismHR. - When checked: - PrismHR will withhold state and federal income tax for 1099 contractors hired for the selected client only. - PrismHR will only withhold federal and state income tax for that state (FG and all other states) if the field Allow 1099 Income Tax Withholding under State Tax Parameters section in the State Rules form is also checked. - PrismHR will honor any tax overrides for the 1099 contractors including Add to, Block, Percentage, and Fixed. > Note: Note: You should NOT have 1099 withholding from a contractor if you do not have the Custom Feature Code 1099WITHHOLDING in place. When leveraging the Custom Feature Code 1099WITHHOLDING, you will need to have a separate Employee ID for any 1099 contractor who has tax withheld. Previously, the system allowed a 1099 Contractor in one client and a W2 employee in a second client using the same Employee ID. For purposes of 1099 income tax withholding and reporting, the 1099 contractor must NOT be a W2 employee in any other client. |
When unchecked, no taxes are withheld for any employee who is a 1099 Contractor in PrismHR.
When checked:
PrismHR will withhold state and federal income tax for 1099 contractors hired for the selected client only.
PrismHR will only withhold federal and state income tax for that state (FG and all other states) if the field Allow 1099 Income Tax Withholding under State Tax Parameters section in the State Rules form is also checked.
PrismHR will honor any tax overrides for the 1099 contractors including Add to, Block, Percentage, and Fixed. | Calculate Employer Paid New York SDI | Select if the system must calculate employer-paid New York disability tax for each of the client’s employees. | | New York SDI Employer Rate (EE/Month) | Enter the insurance premium rate (per employee/per month) paid by the client for New York Disability Insurance. Note: This amount occurs in full on the first payroll of each month. | | New York MCT Override Rate | Enter the rate for the New York Metropolitan Commuter Transportation Mobility tax, based on the total company payroll expense. If left blank, the system uses the default rate of 0.60% (for counties in New York City) or 0.34% (for other counties in the metropolitan area). | | MA PFML 1099 | If the employee is a 1099 contractor in Massachusetts, and your organization is required to withhold paid family medical leave taxes on its 1099 contractors, select this to accrue and bill these taxes to the employer. To set up New York SDI Tax information, see Setting Up New York SDI Tax for complete information. |

Click Save.

Setting State Tax Parameters

Set state tax parameters for each state where the client does business with the State Tax Setup panel.

Complete these fields as required.

Field	Description
State	Enter or select a two-character state code. States with or without suffixes will display in alphabetical order once any changes are saved.
State Unemployment Insurance ID	Enter a state unemployment insurance ID for the selected state. Note: If you enabled the REKEY.TAXID global custom feature code on the System Parameters form, you must re-enter the ID in the prompt that displays. (Click Continue after re-entering the ID.)
Secondary SUI ID	If this is a PEO company, enter a secondary ID for reporting a client’s wages in states such as Kansas and Missouri that use the employer’s rate but report it separately using this ID. Note: If you enabled the REKEY.TAXID global custom feature code on the System Parameters form, you must re-enter the ID in the prompt that displays. (Click Continue after re-entering the ID.)
State Tax ID	Enter the state tax ID for the selected state. Note: If you enabled the REKEY.TAXID global custom feature code on the System Parameters form, you must re-enter the ID in the prompt that displays. (Click Continue after re-entering the ID.)
Client Reporting Start Date/End Date	To override the dates for client tax reporting set for the state’s processing rules, enter a date range: - Enter the Client Reporting Start Date for SUTA tax reporting. - Enter the Client Reporting End Date for SUTA tax reporting.

Enter the Client Reporting Start Date for SUTA tax reporting.
Enter the Client Reporting End Date for SUTA tax reporting. | Misc Tax ID | Enter the miscellaneous tax ID for the selected state. Note: If you enabled the REKEY.TAXID global custom feature code on the System Parameters form, you must re-enter the ID in the prompt that displays. (Click Continue after re-entering the ID.) | | Misc Tax Code | Enter one or more miscellaneous comma-separated tax codes to apply to a single Misc. Tax ID . This is helpful for states that require a separate tax account ID such as Washington for WA Cares and WA PFML. If you are using the Misc Tax Code link, you can only select one tax code. - All entries will be validated. If any entry is not valid, you will receive an error message specific to that entry. - PTS version 28 and above will support this change. - In the PTS, this multivalued Misc Tax ID will be reported on the 210 file position 46. - This applies for both SBEA and Non-SBEA clients |
All entries will be validated. If any entry is not valid, you will receive an error message specific to that entry.
PTS version 28 and above will support this change.
In the PTS, this multivalued Misc Tax ID will be reported on the 210 file position 46.
This applies for both SBEA and Non-SBEA clients

Click Save.

Updates to Form W-2 build

The State Income Tax Account Number on the employee Form W-2 will now be pulled from the Client Details form or the Employer Details form based on the tax deduction code, unless an override exists on the Employer Details form on the SIT Rpt Entity field for that state under the State Tax section.

The State Income Tax Account Number on the employee Form W-2 will be:

Client State Tax ID when:
Tax deduction code set to report at Client Level and ER Details, State is set to -select- or Client
Tax deduction code NOT set to report at Client Level, but ER Details, State is set to Client
Employer State Tax ID:
Tax deduction code NOT set to report at Client Level and ER Details, State is set to -select- or Employer
Tax deduction code set to report at Client Level, but ER Details, State is set to Employer

Note: If the State Tax ID is not available on the corresponding reporting entity, the Form W-2 will not be built, and an error will appear in the W2 Error Report stating State Employer ID not found for Client # for State XX OR State Employer ID not found for Employer for State XX

Selecting Taxes to Suppress

Select taxes to suppress for all the employees of a client with the Taxes to Suppress panel.

Complete these fields as required.

Field	Description
Tax Code	Enter or select each Tax Code to suppress. The Tax Name displays.
Start Date/End Date	Date range to suppress the tax code.

Click Save.

Setting an Employer’s Optional State Taxes

Set the employer’s optional state taxes with the Employee SDI Tax Reclassification panel.

Note: Note: To set up New York SDI Tax information, see the Setting Up the New York SDI Tax task sheet in the Customer Resource Center for complete information.

Complete these fields as required.

Field — Description

Employee SDI Tax Code — Enter or select the code that indicates the employee-paid tax deduction code for which the client has its own insurance plan, but is withheld from the employee and possibly credited to the client. The description for the code displays in the column to the right.

Payroll Deduction Code — Enter or select the code that deducts the company-paid disability insurance. The description for the code displays in the column to the right.

Click Save.

Redirecting Tax Codes

Redirect tax codes with the Tax Redirect Options panel.

Complete these fields as required.

Field — Description

Redirect From Tax Code — Enter or select the tax deduction code to redirect.

Redirect To Tax Code — Enter or select the employer tax deduction code. The “Redirect From” code will redirect to this one.

Click Save.

Parent Topic

========================================================================

Setting Client Time Sheet Parameters

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_Time_Sheet.htm Path: PD/Company/Change/Client_Time_Sheet.htm

Setting Client Time Sheet Parameters

You can set pay codes, deductions, and other parameters for the client using the Time Sheet tab.

To access this form:

Select Client.
From Client|Change, select Client Details.
Click the Time Sheet tab.

Setting Pay Codes

Set pay codes for time-related categories with the Summary Time Sheet Pay Codes panel.

Note: Note: To change existing pay code columns when there is a time sheet in process, see Adjusting Summary Time Sheet Columns.

Complete these fields as required.

Field	Description
Pay Code	Enter up to ten pay codes to track in each column. > Note: Note: If a Default T/S Hours value is configured for any employee (see Establishing and Maintaining Employee Pay Information), that amount goes into the field set as the Default Hours Column, generally used for regular pay. If no column is selected, Pay Code 1 is used for default hours. The default pay code for auto time sheet hours must pay by hours.
Time Sheet - First Column Displays	Set the unique identifier that the system displays in the Summary Time Sheet Entry form to distinguish the employee. Choose the option that helps your payroll processors distinguish employees with similar names. - Employee Identifier (Prism): This displays the employee’s PrismHR identifier (assigned when they were entered in the system). It also displays in Employee Details. - Social Security Number (Last four digits): The employee’s Social Security number displays according to the masking option set in System Parameters. If it is set to display the employee ID for active clients, then that displays instead. - Employee Number (non Prism): This option displays the employee number (set in the Employee Details Work tab).

Pay Code

Enter up to ten pay codes to track in each column. > Note: Note: If a Default T/S Hours value is configured for any employee (see Establishing and Maintaining Employee Pay Information), that amount goes into the field set as the Default Hours Column, generally used for regular pay. If no column is selected, Pay Code 1 is used for default hours. The default pay code for auto time sheet hours must pay by hours.

Time Sheet - First Column Displays

Set the unique identifier that the system displays in the Summary Time Sheet Entry form to distinguish the employee. Choose the option that helps your payroll processors distinguish employees with similar names. - Employee Identifier (Prism): This displays the employee’s PrismHR identifier (assigned when they were entered in the system). It also displays in Employee Details. - Social Security Number (Last four digits): The employee’s Social Security number displays according to the masking option set in System Parameters. If it is set to display the employee ID for active clients, then that displays instead. - Employee Number (non Prism): This option displays the employee number (set in the Employee Details Work tab).

Employee Identifier (Prism): This displays the employee’s PrismHR identifier (assigned when they were entered in the system). It also displays in Employee Details.
Social Security Number (Last four digits): The employee’s Social Security number displays according to the masking option set in System Parameters. If it is set to display the employee ID for active clients, then that displays instead.
Employee Number (non Prism): This option displays the employee number (set in the Employee Details Work tab).

Click Save.

Note: For more information about setting pay codes, see the Importing More Than 20 Pay Codes Using Match Pay Import Method article in the Customer Resource Center.

Selecting Fields for Display

Select fields to display on the Detail Time Sheet Entry form using the Detail Time Entry Parameters panel.

Note: Note: If you hide the worksite location field, the system uses the employees’ primary location from Employee Details.

Complete these fields as required:

Field — Description

Detail Time Sheet Fields — Displayed fields include Location, Division, and Department. You cannot select both Shift and Mileage. If you change from one to the other, you must delete the existing line and add a new line.

Required — Indicates whether users are required to log data in the Time Sheet Entry form.

User Access — Indicates who (service provider or worksite manager) can view fields on the Time Sheet Entry form.

Hidden — Shows or hides the Detail Time Sheet Entry field.

Click Save.

Excluding Items

Exclude items from the time sheet filter with the Filters to Suppress (Prism Core Only) table. For example, you can exclude filters that are not in use so they are not offered to the payroll processor as filter options.

Click + and select a filter category to suppress. Repeat for each additional category.
Click Save.

Selecting Import Definitions

Select the import definitions for importing the client’s time sheets with the Import Definitions panel.

Enter a Definition ID for each time sheet import definition used.
Click Save.

Specifying Templates

Specify the templates used by the client for temporary calculation overrides for individual employees with the Payroll Option Templates panel.

Complete these fields as required.

Field	Description
Template	Select each template that applies to the client.
Show Template	Click the icon in the Show Template column to see template settings. This opens a read-only version of the Payroll Option Templates form.
Template Display (Time Sheet)	Select to indicate the availability of the Payroll Template column in the Summary Time Sheet Entry form. Options are: - Do not display: The column is hidden and users cannot access the column in the time sheet. - Service Provider: Service providers can see the template column using the filter options in the time sheet, Worksite manager and trusted advisor users cannot access the column. - Worksite Manager: Worksite managers and trusted advisors can see the template column using the filter options in the time sheet. Service providers cannot access the column. - All users: All users with access to the time sheet can use the filter options to see the column.

Do not display: The column is hidden and users cannot access the column in the time sheet.
Service Provider: Service providers can see the template column using the filter options in the time sheet, Worksite manager and trusted advisor users cannot access the column.
Worksite Manager: Worksite managers and trusted advisors can see the template column using the filter options in the time sheet. Service providers cannot access the column.
All users: All users with access to the time sheet can use the filter options to see the column.

Click Save.

Defining Standard Deductions

Set up to three standard deductions to show on the time sheet with the Time Sheet Deductions panel.

Complete these fields as required.

Field	Description
Deduction Code 1	Use for the first standard deduction.
Deduction Code 2	Use for the second standard deduction.
Deduction Code 3	Use for the third standard deduction.

Click Save.

Related Topics

Payroll Option Templates Overview

========================================================================

Defining W/C Accrual Modifiers

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Client_WC_Accrual_Modifiers.htm Path: PD/Company/Change/Client_WC_Accrual_Modifiers.htm

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:

Select Client.
From Client|Change, select W/C Accrual Modifiers. [Image: W/C Accrual Modifiers form]
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.
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.

========================================================================

Defining Code Description Overrides

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Code_Description_Override.htm Path: PD/Company/Change/Code_Description_Override.htm

Defining Code Description Overrides

Establish alternate descriptions, rather than global descriptions, for pay, deduction, tax, and benefit codes used by a client with the Code Description Overrides form.

To set codes:

Select Client.
From Client|Change, select Code Description Overrides.
Complete these fields as required.

Field — Description

Code Type — Select a code type: Pay, Deduction, Tax, Benefit.

Code — Enter the Code value to override. The Global Description displays.

Override Description — Enter an alternate, abbreviated Override Description for this code. This appears on the client’s pay stubs and certain reports.

Click Save.

========================================================================

Defining Payroll Shipping Methods for the Client

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Company_Delivery_Methods.htm Path: PD/Company/Change/Company_Delivery_Methods.htm

Defining Payroll Shipping Methods for the Client

Use the Special Delivery form to define methods that users can select for shipping the client’s payrolls. For example:

[Image: screenshot]

To define payroll shipping methods for the client:

Select All Locations if the delivery method applies to all locations. If this is selected, the system charges a single fee for the whole client.
If you did not select All Locations, click New and select one of the client’s worksite locations, or enter the code for a location that already has a delivery method defined for it.
Enter the Company Override Method, which is one of the delivery methods defined in your system. This overrides the default.
Enter the Method description, which is usually the name for the service (for example, US Postal Service or FedEx).
Enter the Days In Transit, which is the delivery method’s number of days in transit.
Enter the Bill Event Code, which is the ID of the billing event that the system uses to track this delivery method. If there is no charge for the delivery method, leave this field blank.
Enter the Special Bill Amt to override the standard billing amount for this client, if appropriate.
Use the Method Active drop-down to indicate the status of this delivery method:

Yes: This method is available for users to select.
No: Users cannot select this method.
Once: Select this if the method will be used only once. After it has been triggered, the system sets it to No.

In the Method Until field, enter the date when delivery method should stop being used for the client. After this date, the system sets the Method Active to No.
Select Create Spec Sheet to indicate that a special sheet will print during payroll processing. Do not select this option if a special sheet is not necessary.
If a special sheet will print:

a.	Enter the Special Message that prints on the sheet.
b.	Enter the Name that should appear on the sheet.
—	—
c.	Enter the Address to print on the sheet.
—	—
d.	Enter the City, State, Zip Code to print on the sheet.
—	—

Select the Delivery Sheet Format, which ensures that the address on the printed delivery sheet displays in the window envelopes your organization uses. You can select one of the following:

The Standard and Expanded options display no line or indent adjustment fields when selected, and the delivery sheet prints the entered data in a fixed position.
The Large Window, Large Window (Expanded), Large Window - 1 Page, and Large Window - 1 Page (Expanded) options display adjustment fields for Delivery Sheet Address Line and Deliver Sheet Address Indent. The delivery sheet prints the entered data using these specified adjustments.
The 2 Window, 2 Window (Expanded), 2 Window - 1 Page, and 2 Window - 1 Page (Expanded) options display adjustment fields for Delivery Sheet Address Line, Deliver Sheet Address Indent, Client Information Line, and Client Information Indent. The delivery sheet prints the entered data using the specified adjustments.
The 2 Window (Shipping on Page 2) and 2 Window (Expanded) (Shipping on Page 2) options, in addition to the adjustment fields described above, print the address on the first piece of paper and the Special Message on the second sheet. The purpose is that the person who is preparing the envelopes can insert the address into the envelope and then read the instructions on the second page (what type of envelope to use, which mail bin to place the envelope in, and so on).

Note: If you select one of the 2 Window formats, you must enter the full address.

Click Save.

After changing these settings, you can rerun the delivery sheet report from the Payroll Summary form, if needed.

Parent Topic

========================================================================

Confirming Time Off Plan Settings

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Confirmation_Settings.htm Path: PD/Company/Change/Confirmation_Settings.htm

Confirming Time Off Plan Settings

You can use the Confirmation form to review and then submit the saved plan details from steps 1 and 2 in each panel. For example:

[Image: screenshot]

Note: If you need to make a change to the plan information, click

[Image: screenshot]

to return to the panels in the Set Up Plans form and make that update. Then proceed to the Confirmation form by clicking

[Image: screenshot]

Note: Note the following when working in the Confirmation form:

More than one plan can display, where each plan displays its own panel and might display its own scroll bar.
If a field is not applicable, “N/A” displays.
If a field is applicable but not completed, a dash (-) displays.

Navigating in the Confirmation Form

Use the buttons in the Confirmation form to do the following:

Click — Action

[Image: screenshot] — Opens a panel.

[Image: screenshot] — Collapses an open panel.

[Image: screenshot] — Collapses the panel details.

[Image: screenshot] — Opens each panel and displays their details.

[Image: screenshot] — Returns to the panel in the Set Up Plans form, where you can make updates.

[Image: screenshot] — Returns to the Set Up Plans form, where you can make changes to plan information.

[Image: screenshot] — Proceeds to the Confirmation form, if you returned to the Set Up Plans form to make a change.

[Image: screenshot] — Completes step 3 by committing the saved plan to the system.

[Image: screenshot] — Saves your information and returns to the Time Off Setup Workflow form.

Finishing the Plan Setup

To complete step 3, review the information in each panel and click Finish Setup to commit the saved plan to the system. A message displays:

[Image: screenshot]

Important! Clicking Finish Setup finalizes the time off plan information that you made in this workflow. If you need to make more updates, you must now make them in the legacy Time Off Work Center.

Click Yes to commit the saved plan to the system. A progress window displays. For example:

[Image: screenshot]

Click Close to return to the Time Off Setup Workflow form.

Note: Note the following:

If any errors display, close the progress window to return to the workflow and adjust the plan.
The time off plans you create display in the appropriate legacy forms: PTO Classes, PTO Register Types, PTO Benefit Plans, and PTO Absence Codes.

========================================================================

Maintaining Company Contacts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Contacts.htm Path: PD/Company/Change/Contacts.htm

Maintaining Company Contacts

Use the Contacts form to maintain the contacts for a company.

To maintain contacts for a company:

Go to the Contacts form by selecting the contact link on the Account tab in the Client Details form.
In the Contacts form that displays, complete the following fields:

Field Name — Description

Contact ID — Select New to create a Contact ID for a new contact person. Enter or select the ID of an existing contact to edit the information, or select the contact from the table on the right.

Contact Type — Enter or select the Contact Type ID. The Contact Type displays. Note: You can enter or select multiple Contact Type IDs.

Name — Enter the Name of the contact person.

Title — Enter the contact’s Title.

Address — Enter the contact’s Address.

Zip — Enter the Zip code for the contact’s Address. The City and State automatically display for that address/zip code.

Work Phone — Enter the contact’s Work Phone number. Note: You can initiate a Zoom call to the client’s work phone number by clicking the Call ( [Image: screenshot] ) icon, if a supported soft phone exists on your computer.

Extension — Enter the contact’s telephone Extension.

Cell Phone — Enter the contact’s Cell Phone number. Note: You can initiate a Zoom call to the client’s cell phone number by clicking the Call ( [Image: screenshot] ) icon, if a supported soft phone exists on your computer.

Email Address — Enter the contact’s Email Address.

Comments — Enter any Comments related to the contact person.

Click Save.

Related Topic

========================================================================

Setting Training Course Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Courses.htm Path: PD/Company/Change/Courses.htm

Setting Training Course Codes

You can set training course codes and related information using the Courses form.

To set training course codes and related information, do the following:

Go to the Courses form on the Client|Change menu and complete the following fields:

Field — Description

Course — Enter or select a code for the course.

Course Name — Enter the course name.

In House — Select if this is company-sponsored training.

Cost Per Student — Enter the cost per student. This generally only applies for courses with third-party vendors.

Offered By — Enter the name of the course provider.

Regularly Scheduled — Select if the course is offered on a regular basis.

Schedule — Enter a brief description of when the course is offered.

Click Save.

========================================================================

Defining Voluntary Third Party Deductions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Cutback_Deductions.htm Path: PD/Company/Change/Cutback_Deductions.htm

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:

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.

Enter the relevant Third Party Payee Code for each deduction.
Click Save.

Note: Refer to the Payroll Setup Guide for information on creating standard deduction codes. See Maintaining Third Party Payees Vendor Information for information on creating third party payees.

========================================================================

Maintaining Departments

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Departments.htm Path: PD/Company/Change/Departments.htm

Maintaining Departments

Set the client department-related codes and benefits using the Departments form.

Establishing Department Codes

Set department codes with the Departments panel. Click Import to launch the Data Import Tool form, where you can upload a database file and import data. (This icon displays for all user roles except “Inquiry Only.”)

Note: Note: For more information about the Data Import Tool form, see the Payroll Administration Guide.

To set department codes:

Select Client.
From Client|Change, select Departments.
Complete these fields as required.

Field	Description
Department Code	Enter a new code or search for an existing code. For new codes, use a brief but descriptive term, such as a department name abbreviation (for example, OPER for Operations). Do not use special characters. For existing codes, click Department Code. Select an existing code or search for a code from the Department Codes with User Security form. Note: Codes that list Yes in the Obsolete column cannot be used.
Department Name	Enter a descriptive department name.
Per Diem Percent	Enter the percentage of pay that is allocated to non-taxable per diem when per diem is paid with the percentage method.
G/L Segment	For additional department accounting options, enter the G/L Segment 1 or G/L Segment 2 code for building general ledger accounts. (See the PEO Client Company Accounting task sheet in the Customer Resource Center for more information.) - In G/L Segment 1, enter the code to use as the G/L account number segment instead of the department code. This replaces EEDP instead of the actual code. - The G/L Segment 2 also allows for more accounting options based on the department code. It is rarely used and it ties to the EEDP2 mnemonic in the G/L interfaces. For any miscellaneous employee department G/L codes (EEMDP01-EEMDP99) that can be used to complete an account number in the client’s accounting system: - Enter the Misc GL Description. For example, EEMDP01 = REG pay and EEMDP02 = O/T. - Enter the information that replaces the Misc GL Count code in the Misc GL Segment field.

In G/L Segment 1, enter the code to use as the G/L account number segment instead of the department code. This replaces EEDP instead of the actual code.
The G/L Segment 2 also allows for more accounting options based on the department code. It is rarely used and it ties to the EEDP2 mnemonic in the G/L interfaces.
Enter the Misc GL Description. For example, EEMDP01 = REG pay and EEMDP02 = O/T.
Enter the information that replaces the Misc GL Count code in the Misc GL Segment field. | Obsolete | Select to deactivate the department if it is no longer used and no active employees are assigned to it. Selecting this option also hides the department from most search screens, such as the lookup field in New Hire. |

Click Save.

Working with Miscellaneous GL Segments

Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this department and enter replacement Misc GL Segments.

Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups:

GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.)
PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)

When working with miscellaneous GL segments:

The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMDP01 through EEMDP99. (The program that evaluates the wildcards only looks for those values.)
If appropriate, enter the Misc GL Description. For example, EEMDP01 = Segment 1 and EEMDP02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.)

Important! Any changes made to the descriptions affect all departments in the active client.

Note: The Misc GL Description column’s values are for reference only. (These descriptions are stored in the client’s record.) The system automatically loads these values each time a department record displays.

If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard.
Click Save.

Establishing Department Benefits

Set department benefits with the Eligible Benefits panel.

Note: The Eligible Benefits panel allows you to select one or more Benefit Plan IDs only if you have selected Departments Restrict Eligibility option in the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. If you do not select this option, then you will not be able to select any Benefit Plan IDs. A conditional message, “Access to this section requires the Eligible Benefits Determinant to be set to Departments Restrict Eligibility on the Client Details form.” also displays in the Eligible Benefits panel.

To establish benefit plans for this department, do the following:

In the Eligible Benefits panel, complete the following fields:

Field — Description

Benefit Plan ID — Each Benefit Plan ID for the benefits that employees in the departments are eligible. Enter the Benefit Plan ID or select Benefit Plan ID to display the Select Benefit Plans list.

Plan Description — A description of the Benefit Plan ID.

Import Eligible Benefits — A quick link to import eligible benefit plans. Select this quick link to display the Eligible Benefits import template in the Data Import Tool.

Click Save.

Note: If the Eligible Benefits panel is disabled and there is any existing data in this panel, then on saving the form, a message, “Do you wish to clear the existing Benefit Plan IDs in the Eligible Benefits section? Y/N” displays.

Click Yes to clear the existing Benefit Plans data listed in the Eligible Benefits panel and save the rest of the data on the form.
Click No to save all the data on the form.

You can access other information and settings using the Actions menu:

Viewing the Audit Log
User Fields: Enter any information in the fields defined by your organization.
Employees Assigned To: View a list of employees assigned to the location.

========================================================================

Maintaining Divisions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Divisions.htm Path: PD/Company/Change/Divisions.htm

Maintaining Divisions

You can maintain division codes, related benefits, and ACH information for each division at the client level using the Divisions form.

Note: Click the Data Import Tool icon (

[Image: screenshot]

) to upload a database file and import data. (This icon displays for all user roles, except “Inquiry Only.”)

[Image: screenshot]

Note: Note: For more information about the Data Import Tool form, see the PrismHR Payroll Administration Guide.

Establishing Code Parameters

Set code parameters that represent a division in the Divisions panel.

To set code parameters:

Select the Client.
From Client|Change, select Divisions.
Complete these fields as required.

Field Name	Description
Division Code	Enter a new code or select to search for an existing code. For new codes, use a brief but descriptive term, such as a division name abbreviation (for example, EAST for Eastern Division). For existing codes, click Division Code. Select an existing code or search for a code from the Division Codes with User Security form. Note: Codes that display “Yes” in the Obsolete column cannot be used.
Division Name	Enter a descriptive division name.
Transfer Account	(Corporate edition only) Enter the inter-divisional transfer account.
Obsolete	Select if this division code is no longer in use and no employees are assigned to it. Selecting this option also hides the division from most search screens, such as the lookup field in New Hire. If there are non-active (Terminated) employees allocated to the division on the client’s HR\	Change\	Employee Details form’s Work tab, PrismHR generates a warning message: “If any of the employees with this division code are ever reactivated, there could be payroll errors generated. Do you wish to continue?” Click Yes to proceed or click No to terminate this process.
G/L Segment	Enter any segment codes used to build general ledger account numbers: - In G/L Segment 1, enter the code to use as an alternative to the Division Code. - In G/L Segment 2, enter the G/L code that should substitute for EEDV2 in G/L code routines. - In G/L Segment 3, enter a third G/L code, if needed.

In G/L Segment 1, enter the code to use as an alternative to the Division Code.
In G/L Segment 2, enter the G/L code that should substitute for EEDV2 in G/L code routines.
In G/L Segment 3, enter a third G/L code, if needed.

Click Save.

Working with Miscellaneous GL Segments

Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this division and enter replacement Misc GL Segments.

Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups:

GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.)
PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)

When working with miscellaneous GL segments:

The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMDV01 through EEMDV99. (The program that evaluates the wildcards only looks for those values.)
If appropriate, enter the Misc GL Description. For example, EEMDV01 = Segment 1 and EEMDV02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.)

Important! Any changes made to the descriptions affect all divisions in the active client.

If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard.
Click Save.

Establishing Division Benefits

Set division benefits with the Eligible Benefits panel.

Note: The Eligible Benefits panel allows you to select one or more Benefit Plan IDs only if you have selected Divisions Restrict Eligibility option in the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. If you do not select this option, then you will not be able to select any Benefit Plan IDs. A conditional message, “Access to this section requires the Eligible Benefits Determinant to be set to Divisions Restrict Eligibility on the Client Details form.” also displays in the Eligible Benefits panel.

To establish benefit plans for this division, do the following:

In the Eligible Benefits panel, complete the following fields:

Field — Description

Benefit Plan ID — Each Benefit Plan ID for the benefits that employees in the divisions are eligible. Enter the Benefit Plan ID or select Benefit Plan ID to display the Select Benefit Plans list.

Plan Description — A description of the Benefit Plan ID.

Import Eligible Benefits — A quick link to import eligible benefit plans. Select this quick link to display the Eligible Benefits import template in the Data Import Tool.

Click Save.

Click Yes to clear the existing Benefit Plans data listed in the Eligible Benefits panel and save the rest of the data on the form.
Click No to save all the data on the form.

Working with Miscellaneous GL Segments

Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this division and enter replacement Misc GL Segments.

Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups:

GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.)
PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)

When working with miscellaneous GL segments:

The predefined wildcards display in nine rows in the Misc GL Count column, where the codes are always EEMDV01 through EEMDV09. (The program that evaluates the wildcards only looks for those values.)
The Misc GL Description column’s values are for reference only. (These descriptions are stored in the client’s record.) The system automatically loads these values each time a division record displays.

Important! Any changes made to the descriptions affect all divisions in the active client.

If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard.
Click Save.

Establishing Banking Information

Set banking information specific to this division with the Division ACH and ACH Details panels. These values override those defined in Client Details.

Note: For Reverse Wire clients, the ACH Details panel name changes to Reverse Wire Details.

To set banking information:

Complete the following fields in these panels:

Field Name — Description

Payroll Check Account — Enter or select the account from which to draw payroll checks.

Direct Deposit Account — Enter or select the account from which to draw direct deposit transactions.

Garnishment Check Account — Enter or select the account from which to draw garnishment checks.

Reverse Wire Account — Enter or select the account from which to draw reverse wire checks. Note: The client must be set up with the Break Field set to Division and Create REAL Invoice Break enabled on the Billing tab in the Client Details form to invoice correctly by division.

Division’s ACH Status — Set a division’s ACH status. For example, Inactive.

ABA/Routing Number — Enter a nine-digit ABA/routing number for the division’s depository bank.

Account Number — Enter a division’s bank account number.

Account Type — Select the account type (checking or savings) from the drop-down.

Click Save.

========================================================================

Displaying Employee Statistics

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Employee_Statistics.htm Path: PD/Company/Change/Employee_Statistics.htm

Displaying Employee Statistics

Display a data summary about the employees of a company with Employee Statistics.

To access this form:

Select Client.
From Client|Change, select Client Details.
Select Employee Statistics from the Actions menu [Image: screenshot] .

Parent Topic

========================================================================

Configuring the Company’s ESS Settings

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/ESS_Configuration.htm Path: PD/Company/Change/ESS_Configuration.htm

Configuring the Company’s ESS Settings

Configure Employee Portal (EP) settings with the ESS Configuration form.

To access this form:

Select Client.
From Client|Change, select Client Details.
Select ESS Configuration from the Actions menu.

Configuring ESS Settings

Complete these fields as required.

Field	Description
Allow Terminated Employees	Select if terminated employees need access to EP.
Company Folder Name	Enter the directory where custom files for the client are stored.
Links Template	Enter the template assigned to this client for the external links resource page.
Show 1099 Option	Select to display the 1099 field in the New Hire form.
Display Viewed Checks	Select to allow viewing checks in EP.
Always Require Email	Select to require email addresses in the New Hire form.
Display PEO FSA Match	Select to allow EP users to see flexible spending account match data.
Display Employer 401k Match	Select to allow EP users to see 401(k) match data from the employer .
Display Employer Benefit Match	Select to allow EP users to see benefit match data from the employer.
Display Future Checks	Select to allow users to see upcoming checks.

Click Save.

Configuring Web Services

Complete these fields as required.

Field — Description

Web Service Code — Enter the list of codes that this client offers to their employees. For example, select EVERIFY to indicate that the client is E-Verify enabled (employees in that company can undergo E-Verify).

State — Enter each state postal code where a client offers the listed web services. Do not enter any states if the web services apply to all states where the client does business.

Worksite — Enter the locations where the client offers the listed web services. Do not enter any locations if the web services apply to all client worksite locations.

Click Save.

Related Topics

========================================================================

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/ESS_Menu_Builder.htm Path: PD/Company/Change/ESS_Menu_Builder.htm

Set up menus for EP with ESS Menu Builder. Select Use Default Menu Structure to use the default menu structure configured by the organization for a client’s EP. You cannot edit the ESS menus for a client.

If the default menu structure is not specified, future changes to the default menu will not update the client menu.

To access this form:

Select Client.
From Client|Change, select Client Details.
Select ESS Menu Builder from the Actions menu.
When you finish editing the menu, click Save and then click Close.

Menu headers are the top-level menus seen by EP users.

To add a new header:

Click New Menu Header. The Add a New Menu Structure window opens.
Enter the label for the menu header in the Text field. This displays in EP on the menu tile.
In the Tool-Tip Text field, enter the text that appears when a user hovers the mouse over the menu header.
Enter the web URL of the main page for that menu in the Link field.
To display an icon for that menu, enter the Image URL, which is the file path for the image. For example, img/flatimages/svg/tiles/myself.svg. See ESS Menu Tile Images for a list of available images and the associated file path.
Click Save to return to the ESS Menu Builder form. The new header displays.
Repeat steps 1 through 6 to create a new menu, or click Save.

To edit header text:

Click the edit icon [Image: screenshot] in the header box. The Edit Menu Header window opens. The fields are the same as in the Add a New Menu Structure form.
Edit the any of the items as needed.
Click Save.

Drag items from the Available Menu Items list to the rectangle below the appropriate header.

Click the name of a menu header to expand it.
Click and hold the available menu item you want to add.
Drag the item to the rectangle under the menu header.
Release the mouse button. The menu item now appears in the menu structure.
Rearrange the sub-menu items by dragging and dropping them within the list.
Click Save.

[Image: screenshot]

Parent Topic

========================================================================

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/ESS_Menu_Tile_Images.htm Path: PD/Company/Change/ESS_Menu_Tile_Images.htm

PrismHR ships with a set of images for use with top-level menus in Employee Portal (EP).

[Image: screenshot]

In the Menu Header editor, enter the Image URL as img/flatimages/svg/tiles/{imagefile}. For example, img/flatimages/svg/tiles/myself.svg.

Image	Image File	Image	Image File
[Image: screenshot]	401k.svg	[Image: screenshot]	myself.svg
[Image: screenshot]	onboarding.svg	[Image: screenshot]	envelope.svg
[Image: screenshot]	enrollment.svg	[Image: screenshot]	documents.svg
[Image: screenshot]	benefits.svg	[Image: screenshot]	password.svg
[Image: screenshot]	heart_health.svg	[Image: screenshot]	password_change.svg
[Image: screenshot]	benefits_summary.svg	[Image: screenshot]	payroll_inquiry_1.svg
[Image: screenshot]	fsa.svg	[Image: screenshot]	piggy_bank.svg
[Image: screenshot]	direct_deposit_auth.svg	[Image: screenshot]	ESS_UI_1.22.15-11.svg
[Image: screenshot]	direct_deposit.svg	[Image: screenshot]	pto_pending.svg
[Image: screenshot]	check_history_1.svg	[Image: screenshot]	pto.svg
[Image: screenshot]	direct_deposit_1.svg	[Image: screenshot]	time.svg
[Image: screenshot]	eew4.svg	[Image: screenshot]	counter_clock.svg
[Image: screenshot]	payroll.svg	[Image: screenshot]	turning_page.svg
[Image: screenshot]	payroll_inquiry.svg	[Image: screenshot]	w2.svg
[Image: screenshot]	ESS_UI_1.22.15-24.svg	[Image: screenshot]	early_w2_election.svg
[Image: screenshot]	help.svg

========================================================================

Using ESS Theme Designer

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/ESS_Theme_Designer.htm Path: PD/Company/Change/ESS_Theme_Designer.htm

Using ESS Theme Designer

Use the ESS Theme Designer to customize the appearance of Employee Portal (EP) for the company. You can also use the organization’s theme by clicking Load Default Theme.

To access this form:

Select Client.
From Client|Change, select Client Details.
Select ESS Theme Designer from the Actions menu [Image: screenshot] .

Set a theme as follows:

Specify colors for these items: text and tiles, title bars, header bars, breadcrumb bar, and the background. Use a hexademical color code, or click the drop icon [Image: screenshot] to select a palette color. The last column displays a color swatch.
Upload a company logo to display in EP.

a.	Click Choose File for the Logo Image.
b.	Navigate to the location of the logo image file and select it.
—	—
c.	Click Open. You return to the ESS Theme Designer.
—	—
d.	Click Upload.
—	—

You can also upload a background image to display in EP.

a.	Click Choose File for the Background Image.
b.	Navigate to the location of the background image file and select it.
—	—
c.	Click Open. You return to the ESS Theme Designer.
—	—
d.	Click Upload.
—	—

Click Save Theme.

Note: Note: To remove a logo or background image from a theme, click the Delete button next to the image, then click Save Theme.

Parent Topic

Maintaining Labor Union Information

========================================================================

Establishing Codes for Event Types

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Events.htm Path: PD/Company/Change/Events.htm

Establishing Codes for Event Types

You can establish codes for the types of events held by the client using the Events form.

To establish codes for the client’s event types, do the following:

Go to the Events form on the Client|Change menu and complete the following fields:

Field — Description

Event — Enter or select an Event code that represents a type of client event. When creating a new code, use something brief but descriptive, for example, TR.

Event Classification — Enter an Event Classification that describes the type of event, for example, Training.

Click Save.

========================================================================

Adjusting FUTA Credit Amounts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/FUTA%20Credit%20Adjustment%20Entry.htm Path: PD/Company/Change/FUTA Credit Adjustment Entry.htm

Adjusting FUTA Credit Amounts

Use the FUTA Credit Adjustment Entry form to appropriately adjust FUTA credit amounts to adjust FUTA Credit in the RTS without using tax adjustments for a client. The values within the RTS will reflect the adjustments made in this form. The FUTA Credit Adjustment Entry form will only accept employee IDs for the selected Client as this is a Client based form.

Note: Note:

Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Client Access Group Security and Data Entity security is enabled on this form.

To access the form, click Client. Under Client|Change, click FUTA Credit Adjustment Entry.

To enter FUTA Credit Adjustment:

Complete the following:

Field Name — Description

Reporting Year — Select the year for which you want FUTA credit adjustment. By default the current year displays.

Employee ID — Enter the employee IDs for the client for whom you want to adjust FUTA credit or click the Employee ID and select them from the Select Employee dialog box. > Note: Note: Only employee for the selected client will appear in the dialog box. If you are manually entering employee IDs, you can only enter employee IDs for the selected client.

Employee Name — This field will auto-populate based on the selection above.

Year — This field will auto-populate based on the reporting year selected above.

State Tax Code — Enter the state tax code for example enter 05-17 for the state of California.

State — This field will auto-populate based on the selection above.

Wage Adjustment Amount — Enter numeric values only for tax adjustment amount as positive or negative to offset the FUTA Credit reduction amount within the FUTA Credit Register Build.

Click Save to save the record. Adjustments to the xx-17 record will be saved and stored in the FUTA Credit Adjustment Entry grid for each employee.
Click Clear to clear this form at any time.

========================================================================

Defining Hazardous Materials

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Hazardous_Materials.htm Path: PD/Company/Change/Hazardous_Materials.htm

Defining Hazardous Materials

You can specify hazardous material information used by a company with the Hazardous Materials form.

To define hazardous materials, do the following:

Go to the Hazardous Materials form on the Client|Change menu and complete the following fields:

Field	Description
Material Code	Enter or select the hazardous material code.
Material Name	Enter the name of the material, which is found on the product label.
Manufacturer	Enter the product’s manufacturer name.
Emergency Phone	Enter a phone number to call if there is a hazardous material emergency.
SDS On File	Select if there is a Safety Data Sheet on file.
Date Prepared	Enter the date the Safety Data Sheet was prepared for this material.
SDS Location	Enter the physical location of the Safety Data Sheet.
Course Code/Retake Days	For each course that instructs employees in hazardous material handling: - Enter a code for each safety course that employees must take before handling this hazardous material. - If the course must be completed periodically, enter the number of days between completion.

Enter a code for each safety course that employees must take before handling this hazardous material.
If the course must be completed periodically, enter the number of days between completion.

Click Save.

========================================================================

Maintaining Labor Union Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Labor_Unions.htm Path: PD/Company/Change/Labor_Unions.htm

Maintaining Labor Union Information

Set up union codes, dues, fringe benefits, and union addresses with the Labor Unions form. You can allow assignment of union dues table rules to a unique union deduction code. When using Position Union overrides, you can apply multiple union deduction codes to an employee based on the timesheet sensitive position code entered and allocate deductions amounts appropriately. When using position based Union code overrides, you can differentiate between the union deductions without requiring the union applied to the employee directly.

Set Labor Union Code Parameters

Set up code parameters with the Labor Unions panel.

To set labor union code parameters:

Select Client.
From Client|Change, select Labor Unions.
In the Labor Unions panel, complete these fields.

Field Name	Description
Union Code	Enter a new union code or select an existing code by clicking the Union Code link.
Union Name	Enter the name of the union.
Union Bill Template	Select a template for employees that belong to this union. For default bundled clients, this changes the billing amounts.
Union Deduction Code	This table has the following columns: - Union Deduction Code: Enter a deduction code for reporting or click the Union Deduction Code hyperlink and select it from the Deduction Codes dialogue box. - Union Deduction Description: A description of the union deduction code displays here after a union deduction code is entered above. - Union Dues Table Rules: You can now have unique union deduction codes with the calculation of union dues table to differentiate between various union deductions allowing unique deductions for better visibility to clients and employees. - For a Union Deduction Code that does not have Union Dues Table set as the Calculation Method for that union deduction code on the Deduction Codes form, you will see the [Image: screenshot] icon. If you click the [Image: screenshot] icon, you will get an error message stating The deduction code has an invalid calculation method. The code must have a calculation method of Union Dues Table to be assigned union dues table rules. - For a Union Deduction Code that has Union Dues Table set as the Calculation Method for that union deduction code on the Deduction Codes form, you will see the [Image: screenshot] icon. When you click it, a new form named Included Union Dues Table Rules will open. This form allows you to associate specific Union Dues Table Rules with a specific Union Deduction Code. - On the Included Union Dues Table Rules form, you can: - Add any Union Dues Table Rules from the drop-down for the selected Union Deduction Code provided it is listed in the Union Dues Table below on the Labor Unions form. Click Accept to close the form. Click the Save button on the Labor Unions form to file the changes. - Delete any Union Dues Table Rules from the drop-down for the selected Union Deduction Code. Click Accept to close the form. Click the Save button on the Labor Unions form to file the changes. - If from the Included Union Dues Table Rules drop-down you are trying to select a rule that is not included in the Union Dues Table, you will get an error message stating Not allowed, this Rule and Rate is not included in the Union Dues Table. Click OK to acknowledge the error and redo your selection. - Periods: This refers to the deduction period which references the week of the month for the payroll. For instance, if your weekly Pay Date was 02-28-2025 which was a Friday and 02-28-2025 was the 4th Friday of February, so Deduction Period will be 4. The Periods column indicates this Deduction Period for the corresponding Union Deduction Code. - This column cannot be empty for any given Union Deduction Code. If you try to delete the Periods column for any Union Deduction Code and save the Labor Unions form, you will receive an error stating The Union period(s) must be specified. - The default value is 12345. You can edit appropriately for the corresponding Union Deduction Code. So if there is a union deduction override on the Labor Unions form that would apply to the employee’s recurring deduction record, then just removing the GLOBAL custom feature code UNIONDEDPERIOD on the Systems Parameters form will not reset it to the default value of 12345. Any employee that already has a recurring deduction record that is updated for a certain period will remain in place. Before removing the GLOBAL custom feature code UNIONDEDPERIOD on the Systems Parameters form, you need to update the labor union record itself if you intend to go back to all periods. So please ensure the labor Union deduction periods are accurate before removing the custom feature code. - You can enter multiple deduction periods once between 1-5 or O. O indicates a one-time deduction for the month. - You cannot enter the same deduction period twice for the same Union Deduction Code. If you try to enter the same deduction period twice for any Union Deduction Code and save the Labor Unions form, you will receive an error stating A period can only be entered once. Note: The GLOBAL custom feature code UNIONDEDPERIOD must be turned on for this field to display and being editable. If the GLOBAL custom feature code UNIONDEDPERIOD is turned off the Periods column will still display, but you cannot edit it.

Union Deduction Code: Enter a deduction code for reporting or click the Union Deduction Code hyperlink and select it from the Deduction Codes dialogue box.
Union Deduction Description: A description of the union deduction code displays here after a union deduction code is entered above.
Union Dues Table Rules: You can now have unique union deduction codes with the calculation of union dues table to differentiate between various union deductions allowing unique deductions for better visibility to clients and employees.
For a Union Deduction Code that does not have Union Dues Table set as the Calculation Method for that union deduction code on the Deduction Codes form, you will see the [Image: screenshot] icon. If you click the [Image: screenshot] icon, you will get an error message stating The deduction code has an invalid calculation method. The code must have a calculation method of Union Dues Table to be assigned union dues table rules.
For a Union Deduction Code that has Union Dues Table set as the Calculation Method for that union deduction code on the Deduction Codes form, you will see the [Image: screenshot] icon. When you click it, a new form named Included Union Dues Table Rules will open. This form allows you to associate specific Union Dues Table Rules with a specific Union Deduction Code.
On the Included Union Dues Table Rules form, you can:
Add any Union Dues Table Rules from the drop-down for the selected Union Deduction Code provided it is listed in the Union Dues Table below on the Labor Unions form. Click Accept to close the form. Click the Save button on the Labor Unions form to file the changes.
Delete any Union Dues Table Rules from the drop-down for the selected Union Deduction Code. Click Accept to close the form. Click the Save button on the Labor Unions form to file the changes.
If from the Included Union Dues Table Rules drop-down you are trying to select a rule that is not included in the Union Dues Table, you will get an error message stating Not allowed, this Rule and Rate is not included in the Union Dues Table. Click OK to acknowledge the error and redo your selection.
Periods: This refers to the deduction period which references the week of the month for the payroll. For instance, if your weekly Pay Date was 02-28-2025 which was a Friday and 02-28-2025 was the 4th Friday of February, so Deduction Period will be 4. The Periods column indicates this Deduction Period for the corresponding Union Deduction Code.
This column cannot be empty for any given Union Deduction Code. If you try to delete the Periods column for any Union Deduction Code and save the Labor Unions form, you will receive an error stating The Union period(s) must be specified.
The default value is 12345. You can edit appropriately for the corresponding Union Deduction Code. So if there is a union deduction override on the Labor Unions form that would apply to the employee’s recurring deduction record, then just removing the GLOBAL custom feature code UNIONDEDPERIOD on the Systems Parameters form will not reset it to the default value of 12345. Any employee that already has a recurring deduction record that is updated for a certain period will remain in place. Before removing the GLOBAL custom feature code UNIONDEDPERIOD on the Systems Parameters form, you need to update the labor union record itself if you intend to go back to all periods. So please ensure the labor Union deduction periods are accurate before removing the custom feature code.
You can enter multiple deduction periods once between 1-5 or O. O indicates a one-time deduction for the month.
You cannot enter the same deduction period twice for the same Union Deduction Code. If you try to enter the same deduction period twice for any Union Deduction Code and save the Labor Unions form, you will receive an error stating A period can only be entered once. | Custom Option Code | Do not use this field unless directed to do so by the PrismHR Customer Support Team. In that case, enter the custom code provided to you in this field. | ## Entering Union Dues

Set up union dues with the Union Dues Table panel.

Complete these fields as required.

Field Name — Description

Rule — Select a rule to calculate union dues. For example, Fixed Amount charges the same amount for each pay period.

Rate/Perc — Optional: Enter a rate/percentage to calculate dues if either the Percentage of Wages or Rate x Hours Worked rule was selected.

Rate Group — Enter a rate group if the rule line should be grouped with others for performing calculations. Any Cap or Min/Max should point to this grouping code.

Rate Ge — If the rule applies to rates between two points, enter that level in the Rate Ge (greater than or equal to) field.

Rate Le — If the rule applies to rates that are less than or equal to a certain amount, enter the amount in the Rate Le field.

Rule Start — Enter the rule start date. Leave this blank to put the rule into effect immediately.

Rule End — Enter the rule end date, if any. Leave this blank if the rule never expires.

Pay Codes Included — To specify the pay codes that are subject to this rule, click the Edit icon [Image: screenshot] in Pay Codes Included; see Including Pay Codes Maintenance for Labor Unions. If you add a rule on the Union Dues Table which does not use pay codes, you will get the [Image: screenshot] icon for that rule under the Pay Codes Included column. When you click the [Image: screenshot] icon, you will get an error message stating This rule does not use pay codes.

Pay Codes Excluded — To specify the pay codes that are not subject to this rule, click the Edit icon [Image: screenshot] in Pay Codes Excluded; see Excluding Pay Codes Maintenance for Labor Unions. If you add a rule on the Union Dues Table which does not use pay codes, you will get the [Image: screenshot] icon for that rule under the Pay Codes Excluded column also. When you click the [Image: screenshot] icon, you will get an error message stating This rule does not use pay codes.

From the Union Dues Table on the Labor Unions form, you cannot delete a rule if it is associated with a Union Deductions Code on the Labor Unions form. After deleting, when you click Save on the Labor Unions form, you will get an error message stating This rule is assigned to Union Deduction Code, and must be removed prior to removing from the Union Dues Table. You must delete the Union Deductions Code first to be able to delete any associate rule from the Union Dues Table on the Labor Unions form.

Using the Included Union Dues Table Rules form noted above, if you remove the rule assigned to any Union Deduction Code on the Labor Unions form for the Union Code, you can remove the rule from the Union Dues Table.

Maintaining Union Benefits

Set up union benefits in the Fringe Benefits panel.

Complete these fields as required.

Pay Code

Select a code to pay a fringe benefit. Note: An error message displays if you enter an invalid pay code, “The pay code has an invalid calculation method. Please see the in product help for valid calculation methods for this process.” To prevent this error, only select one of the following calculation methods when applying the pay code: - NRE: % of Gross Earnings - NRH: Rate X Hours Worked - NRHFW: Rate X Full Hours Worked - NRHP: Rate X Hours Paid - NRHPS: Rate X Hours Paid (selected codes) - NRHSW: Rate X Straight Hours Worked

NRE: % of Gross Earnings
NRH: Rate X Hours Worked
NRHFW: Rate X Full Hours Worked
NRHP: Rate X Hours Paid
NRHPS: Rate X Hours Paid (selected codes)
NRHSW: Rate X Straight Hours Worked | Rate | Enter a rate for this fringe benefit. The value multiplied against this rate is determined by the calculation method defined on the pay code. | | Start Date | Pay date when the benefit starts. | | Stop Date | Pay date when the benefit ends. | ## Maintaining Union Address and Contact Information

Set address and contact information with the Union Address panel.

Complete these fields as required.

Field Name	Description
Address Line 1 and 2	Enter an address for the union, using two lines if required.
City	Enter the city where the union is located.
State	Enter the state where the union is located.
Zip Code	Enter the zip code for the location of the union.
Phone	Enter a phone number, as well any extensions or directives.
Contact	Enter a contact name for the union.

Click Save to save changes to the record.
Click Delete to delete a record.
Click Cancel to clear the form.

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Excluding Pay Codes Maintenance for Labor Unions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Labor_Unions_Excl_Pay_Codes_Maint.htm Path: PD/Company/Change/Labor_Unions_Excl_Pay_Codes_Maint.htm

Excluding Pay Codes Maintenance for Labor Unions

Set up pay codes that do not apply to rules listed in the Union Dues Table. Click Edit [Image: screenshot] in the Pay Codes Excluded field.
Select each of the Excluded Pay Codes that are not subject to the rule.
Click Save.

Parent Topic

========================================================================

Including Pay Codes Maintenance for Labor Unions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Labor_Unions_Incl_Pay_Codes_Maint.htm Path: PD/Company/Change/Labor_Unions_Incl_Pay_Codes_Maint.htm

Including Pay Codes Maintenance for Labor Unions

Set up pay codes that apply to rules listed in the Union Dues Table. Click Edit [Image: screenshot] in the Pay Codes Included field.
Select each of the Included Pay Codes that are subject to the rule.
Click Save.

Parent Topic

Maintaining Labor Union Information

========================================================================

Limiting W/C Classes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Limiting_WC_Classes.htm Path: PD/Company/Change/Limiting_WC_Classes.htm

Limiting W/C Classes

Use the Authorized W/C Classes form to limit the workers’ compensation classes available for the client to use. If no classes are entered for the client, all classes in the system are available.

[Image: Authorized W/C classes form]

Note: The Client ID is the unique identifier for the client.

To limit W/C classes for the client, do the following:

For each workers’ compensation class that you want to make available to the client:

a.	Enter the W/C Code. The Description displays.
b.	Enter the Obsolete Date for the W/C code, if any.
—	—

Click Accept.

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Setting Up Manager Users

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Manager_User_Setup.htm Path: PD/Company/Change/Manager_User_Setup.htm

Setting Up Manager Users

You can use the Manager User Setup form to set up other worksite managers within their organization, who will be accessed in this form. For example:

[Image: screenshot]

Note: Note the following:

This form is only available for service providers and worksite managers. In addition, worksite managers must have access to the worksite managers they are setting up.
Information entered in this form is client-specific, so you can only set up a manager for the current client where you have access.
If the worksite manager has access to multiple clients and you try to set them up an error message displays, “This user has access to more than one client and needs to be managed under the System User form.”
If you enter a user ID that does not exist, the system automatically populates the User Type as Worksite Manager.

To set up worksite manager users:

Perform the following setups:

— On the Client Security form select User Roles and Human Resources Roles that will be allowed for the current client. (These will be the only roles that are available on the Manager User Setup form for worksite managers to assign to worksite managers they are creating.)

b.	On the Users form, enable the Manager User Setup Human Resources Role.
2. Go to the Manager User Setup form on the Client	Change menu.

Do one of the following:

— Select the User ID of an existing worksite manager or worksite employee to setup as a worksite manager user. The form populates the user’s information.
— Enter a newUser ID, which automatically sets the User Type to Worksite Manager. (Continue entering information pertaining to the new user.)

Note: Note the following:

A message displays if you select an ID whose roles are not set at the client level, “User <ID> has Roles assigned that are not set at the client level. The user must be accessed with the User Maintenance screen.” To resolve this issue, you must assign roles that you will have access to in the Client Security form before you can set up users. (Access this form by selecting Security on the Actions menu in the Client Details form.)
If you select a worksite employee a message displays, “Do you wish to promote this user to a Worksite Manager?” Click Yes to promote that employee. (The form populates with the employee’s information and the User Type is automatically set to Worksite Manager.)

Select Requires New Password to set a new password for an existing user or for a new user.
Select an MFA option in the sMFA Device Expiration field.
Define the User Role ID and the Human Resources Role to indicate which roles the worksite manager user is allowed to access.

Note: You must assign at least one user role to save the record.

Select Add Client to define the Data Security entities for the client. The entities display in the Data Entity Security panel.

Note: Only the clients where you have access display. If you have access to multiple clients, you must select Add Company to manage the list of clients. (You must have access to at least one client to save the record.) Also, you can delete a client by selecting the icon in the Delete column.

Do the following in the Data Entity Security panel:

— Select an option in the Security by field to configure a user’s Data Security access hierarchy, so you can easily manage which employees the user can access:

Entity: User is granted access to all entries.
Manager Direct Reports: User is only granted access to their direct reports.
Manager Full Hierarchy: User is granted access to their direct reports and any employees that are assigned to or inherited by their direct reports.
PTO Approver Direct Reports: User is only granted access to their direct reports.
PTO Approver Full Hierarchy: User is granted access to their direct reports and any employees that are assigned to or inherited by their direct reports.

— Select an entity to change the access. For example, if Full Access displays, selecting it changes the access to No Access.

Click Save.

The Manager User Setup form provides additional options on the Actions menu:

Change to a Worksite Employee: Displays a message, “Are you sure you want to change the User Type for <user ID> to a Worksite Employee?” Click Yes to change the selected worksite manager to a worksite employee. (This option is unavailable when the user role is set to INQUIRY.)
Client Device IP Range: Displays the IP Restrictions form where you can restrict the selected user to a specific IP address or range of addresses.

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Maintaining Mileage Rates

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Mileage_Rates.htm Path: PD/Company/Change/Mileage_Rates.htm

Maintaining Mileage Rates

Set mileage codes and rates used in daily allowance of vehicle mileage calculations with the Mileage Rates form.

To set mileage rates:

Select Client.
From Client|Change, select Mileage Rates.
Complete these fields as required.

Field — Description

Mileage Code — Enter a mileage code.

Description — Enter a mileage rate description.

Mileage Rate — Enter the mileage rate, which is the gross amount paid per mile

Per Diem Rate — Enter the per diem rate, which is the portion of the total rate that makes up the non-taxable daily allowance.

Taxable Rate — The Taxable Rate is the difference between the mileage and per diem rates.

Click Save.

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Overriding Global Required New Hire and Employee Dependent Fields

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/New_Hire_Optional_Fields_Maint.htm Path: PD/Company/Change/New_Hire_Optional_Fields_Maint.htm

Overriding Global Required New Hire and Employee Dependent Fields

Based on the needs of the client, you can indicate which fields on the New Hire and Employee Dependents forms are required, if any, by using the New Hire and Dependent Field Overrides form. The settings you configure here override the settings configured on the New Hire and Dependent Required Fields (Global) form for the specific client.

Note: Note: The New Hire and Dependent Field Overrides form indicates whether the client uses global settings exclusively or uses custom settings (which may be a mixture of overrides and global settings) by displaying a message at the top of the New Hire and Dependent Field Overrides form above the New Hires table. Additionally, the Global Setting column displays the global settings defined on the New Hire and Dependent Required Fields (Global) form (for reference only) as shown in the example below.

[Image: screenshot]

To indicate required fields for the New Hire and Employee Dependents forms at the client level:

Go to the New Hire and Dependent Field Overrides form on the Client|Action menu.
For each of the New Hires fields, indicate whether it is mandatory:

Required for Standard New Hire - Client Setting column: Indicates whether the field is required when the client enters new hire information without electronic onboarding.
Required for Onboarded New Hire - Client Setting column: Indicates whether the field is required when the client has their new hires onboard electronically.

For each of the Dependents fields, indicate whether it is mandatory:

Required for Dependent - Client Setting column: Indicates whether the field is required for data entry when the client completes the Employee Dependents form.
Required for Dependent - Global Setting column: Indicates whether the field is required for data entry when the client completes the Employee Dependents form at a global level.

Click Save.

Note: Clicking Cancel while editing this form reverts the form to the state it was initially in when you first accessed the form (if you have performed no Save actions) OR reverts the form to the state it was in after the most recent Save action (so that only unsaved changes are removed).

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Defining Pay Grades

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Pay_Grades.htm Path: PD/Company/Change/Pay_Grades.htm

Defining Pay Grades

Pay grades are a type of earning or payroll disbursement. Set pay range information for a pay grade with the Pay Grades form.

To set pay grades:

Click Client.
From Client|Change select Pay Grades.
Fill in these fields as required:

Field — Description

Pay Grade — Enter a pay grade code. Use something brief but descriptive, such as REG for Regular or OT for overtime.

Description — Enter a pay grade description.

Minimum Annual — Enter a minimum annual pay amount.

Maximum Annual — Enter a maximum annual pay amount.

PrismHR calculates the other values:

Minimum (Hourly): The minimum hourly pay, based on the minimum annual pay.
Maximum (Hourly): The maximum hourly pay, based on the maximum annual pay.
Midpoint: The calculated midpoint annual pay.

Formula=(((Maximum – Minimum) / 2) + Minimum)

Percentage Range: The percentage range for the Midpoint value.

Formula= (((Maximum - Minimum) / Minimum) * 100)

Click Save.

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Payroll Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Payroll_Accounting.htm Path: PD/Company/Change/Payroll_Accounting.htm

Payroll Accounting

Use the Payroll Accounting panel in ASO Global G/L Account Setup to maintain ASO client accounting for pay codes.

[Image: screenshot]

To set the accounts for all pay codes:

— Enter the Debit Account to debit with any amount paid for all pay codes. The account name displays.
— Enter the Overtime Debit Account to debit with any overtime amount (premium portion only) for all pay codes. The account name displays.

If any pay codes should post to different accounts:

a.	Enter each Except Pay Code. The Pay Code Description displays.

— Enter the Debit Account to debit with any amount paid for the pay code. The Account Name displays.
— Enter the Overtime Debit Account to debit with any overtime amount (premium portion only) for each pay code. The Account Name displays.

Click Save.

Parent Topic

Setting Up PEO Client Accounting

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Working with PEO Client Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PEO_Client_Accounting_Setup.htm Path: PD/Company/Change/PEO_Client_Accounting_Setup.htm

Working with PEO Client Accounting

You can define the accounts that PrismHR uses to build the client accounting download file and the report that breaks out invoice numbers using the client’s own account numbers. To do this, enable the settings on the PEO Client Accounting form using the following instructions.

Note: Note: If you are building onto a global template, enter only differences or additions. The system uses the data from the global template for any field you leave blank. See Setting Up PEO Client Accounting for general information about the PEO Client Accounting process.

Establishing the General Ledger Chart of Accounts

Use the PEO Client Accounting panel to establish the general ledger Chart of Accounts and various accounting system parameters used for this client. For example:

[Image: screenshot]

To establish the general ledger Chart of Accounts:

Go to the PEO Client Accounting form and complete the following fields:

Field	Description
Account Template	Enter the client’s Account Template ID.
Client Accounting System	Select the Client Accounting System type.
QuickBooks Billing Template	If you have been instructed to do so by the PrismHR Customer Support Team, enter the QuickBooks Billing Template used for billing export. The QuickBooks Billing Template field is for Quick Book Extracts custom logic implementation. The system uses this instead of the Accounting Template. Use this field.
Global Account Template	Enter the Global Account Template used for this client.
Name of Output File	Enter the Name of Output File to specify the name of the file that the system creates for the client accounting download, if any. If you define an output file, PrismHR creates the file automatically during payroll processing and users can download it from the Payroll Reports form or the Payroll Summary form. Note: Do not use the following invalid characters when naming the output file: “*/:<>?\	. Instead, you can use uppercase A-Z, lowercase a-z, and a space.
Company Offset Account	Enter the Company Offset Account number used to handle the accounting offset for this client.
Exclude Non-Cash Pay Codes from Tax Allocation Base	Select to exclude non-cash fringe benefit pay codes from the tax allocation base. For example, $0 allocation lines are not included.
Earn Code/Earn Account Format	For each pay code that should use a different format: a. — Enter a pay code in the Earn Code field to build an accounting format. You can also enter an asterisk (*), which indicates “all remaining” pay codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row. b. — Enter the Earn Account Format. This overrides any format defined in the template and the common format.
	a.	Enter a pay code in the Earn Code field to build an accounting format. You can also enter an asterisk (*), which indicates “all remaining” pay codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row.
	b.	Enter the Earn Account Format. This overrides any format defined in the template and the common format.
Tax Code/Tax Account Format	For each tax account that should use a different format: a. — Enter the Vertex Tax Code to create client accounting. You can also enter an asterisk (*), which indicates “all remaining” tax codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row. Enter the full code or the tax identifier, which is the part after the dash. The state/county/local segments of the number precedes the dash. The first two numbers after the dash indicate the kind of tax. Refer to your documentation or voucher data to determine what codes to use. The Select Tax Code form displays when you click this field, where you can select from a list of available tax deduction codes. This form displays the tax code’s description and employer paid tax deduction. b. — Enter the Tax Account Format. This overrides any format defined in the template and the common format.
	a.	Enter the Vertex Tax Code to create client accounting. You can also enter an asterisk (*), which indicates “all remaining” tax codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row.
	b.	Enter the Tax Account Format. This overrides any format defined in the template and the common format.
Deduction Code/Deduction Account Format	For each deduction code that should use a different format: a. — Enter a Deduction Code to build an accounting format. You can also enter an asterisk (), which indicates “all remaining” deduction codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row. > Note:* Note the following when working with deduction codes: - When searching for codes using the Deduction Codes search form, only those codes set with a rebate bill code in the **System\	Change\	Deduction Codes** form display. (The search form displays the code’s rebate bill code in the Bill Code column.) - If you enter a deduction code that is not set with a rebate bill code, an error message displays, “Only Deduction Codes with Rebate Bill Codes can be used here.” b. — Enter the Deduction Account Format. This overrides any format defined in the template and the common format.
	a.	Enter a Deduction Code to build an accounting format. You can also enter an asterisk (*), which indicates “all remaining” deduction codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row.

When searching for codes using the Deduction Codes search form, only those codes set with a rebate bill code in the System|Change|Deduction Codes form display. (The search form displays the code’s rebate bill code in the Bill Code column.)
If you enter a deduction code that is not set with a rebate bill code, an error message displays, “Only Deduction Codes with Rebate Bill Codes can be used here.” | | b. | Enter the Deduction Account Format. This overrides any format defined in the template and the common format. | | Other Bill Code/Other Bill Account Format | For each bill code that should use a different format: a. — Enter an Other Bill Code that is not covered by the other fields, for example, employee setup, report, administrative, compensation, or delivery fees. You can also enter an asterisk (), which indicates “all remaining” bill codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row. To set up an offset for a billing code that is set to Memo Client Acct Only, enter MEMO-OFFSET in the Other Bill Code field. b. — Enter the Other Bill Account Format. This overrides any format defined in the template and the common format. | | | | a. | Enter an Other Bill Code that is not covered by the other fields, for example, employee setup, report, administrative, compensation, or delivery fees. You can also enter an asterisk (), which indicates “all remaining” bill codes. The asterisk must be the last item on the list, if used; the system ignores all items listed after the asterisk row. | | | b. | Enter the Other Bill Account Format. This overrides any format defined in the template and the common format. | | Use Non-Bill Accounting | Select Use Non-Bill Accounting to open the Non-Bill Accounting panel. | |

Click Save.

Establishing Accounting System Parameters

Use the Non-Bill Accounting panel, if you need to establish any accounting system parameters used for this company in PrismHR.

Note: This panel displays only if you select the Use Non-Bill Accounting option.

[Image: screenshot]

To establish any accounting system parameters:

In the Non-Bill Accounting panel, complete the following fields:

Field	Description
EE Deduction Code/EE Deduction Amount/EE Deduction Account Offset	For each employee deduction code: a. — Enter the EE Deduction Code to override the format defined in the template. The Description displays. > Note: Note the following when working with EE deduction codes: - When searching for codes using the EE Deduction Codes search form, only those codes that are not set with a rebate bill code display. (No values display in the search form’s Bill Code column.) - If you enter a deduction code that is set with a rebate bill code, an error message displays, “Only Deduction Codes that do not have a Rebate Bill Code in place can be used here.” \	b. \	Enter the EE Deduction Account number format for this client. \	\	— \	— \	\	c. \	Enter the for the EE Deduction Account Offset number format. \	\	— \	— \
	a.	Enter the EE Deduction Code to override the format defined in the template. The Description displays.

When searching for codes using the EE Deduction Codes search form, only those codes that are not set with a rebate bill code display. (No values display in the search form’s Bill Code column.)
If you enter a deduction code that is set with a rebate bill code, an error message displays, “Only Deduction Codes that do not have a Rebate Bill Code in place can be used here.” | | b. | Enter the EE Deduction Account number format for this client. | | | | | | | | | | | | | | | | | | | c. | Enter the for the EE Deduction Account Offset number format. | | | | | | | | | | | | | | | | | | EE Tax Code/EE Tax Account/EE Tax Account Offset | For each employee tax code: | a. | Enter the Vertex EE Tax Code. This overrides any format defined in the template. | | — | — | You can enter the full code or the tax identifier, which is the part after the dash. The state/county/local segments of the number precedes the dash. The first two numbers after the dash indicate the kind of tax. Refer to your documentation or voucher data to determine what codes to use. | b. | Enter the EE Tax Account number format for this client. | | — | — | Note: You must enter a value in this field. Otherwise, a warning displays since not entering this value could cause a payroll failure. | c. | Enter the EE Tax Account Offset number format. | | — | — | | | a. | Enter the Vertex EE Tax Code. This overrides any format defined in the template. | | | | | | | | | | | | | | | | | | | b. | Enter the EE Tax Account number format for this client. | | | | | | | | | | | | | | | | | | | c. | Enter the EE Tax Account Offset number format. | | | | | | | | | | | | | | | | | | EE Arrears Recv | Enter the account number for the receivables portion of employee arrears in the EE Arrears Recv field. | | | | | | | | | | | | | | | | | | | EE Arrears ContraExpense | Enter the ContraExpense account number for the receivables portion of employee arrears in the EE Arrears ContraExpense field. | | | | | | | | | | | | | | | | | |

Click Save.

Defining the Custom Layout

If you selected Custom as the Client Accounting System, the Custom Layout panel displays.

[Image: screenshot]

In the Custom Layout panel, complete the following fields:

Field	Description
Cust Column	Enter the Cust Column number where the data is entered. If you enter the same column number in multiple rows, the system concatenates the data.
Cust Heading	In the Cust Heading, enter the heading to display in the first row.
Data	Click Data to display the Lookup Items panel, where you can select a preset code to display in the spreadsheet. (Only the preset code displays in the spreadsheet, not the description.) You can also enter data in this field instead of selecting an item from the Lookup Items list. > Note: Note the following: - If there are multiple Pay Period End Dates for a payroll, the PPENDDATE preset code displays the earliest Pay Period End Date for that payroll. - Zeroes (0) display for DBAMOUNT and CRAMOUNT to indicate blank amounts.

If there are multiple Pay Period End Dates for a payroll, the PPENDDATE preset code displays the earliest Pay Period End Date for that payroll.
Zeroes (0) display for DBAMOUNT and CRAMOUNT to indicate blank amounts. | Mask | Enter the Mask code to use on the data, if any. | | Delimiter | Select the Delimiter for the file, either tab or comma. | | Show Heading | Select Show Heading to include the heading row in the file. |

Click Save.

Related Topic

Using Billing Codes

========================================================================

Using PEO Client Accounting Wildcards

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PEO_Client_Accounting_Wildcards.htm Path: PD/Company/Change/PEO_Client_Accounting_Wildcards.htm

Using PEO Client Accounting Wildcards

Since you use the accounts set up in PEO Client Accounting Setup as a global template for all clients, fill in the specified Code and Account Format fields. PrismHR uses the four Common {type} Earn Account entry boxes to associate a general ledger account number with a PrismHR code.

Your use of a delimiter (such as a period, asterisk, or dash) in the Common {type} Earn Account fields depends on your client’s preference or accounting package. If there is a wildcard substitution indicated, but the code’s G/L code segment is blank, the system uses the actual code instead.

You can use the following wildcards in the Common {type} Earn Account fields:

Wildcard	Description
CLBROKER	Client Broker*
CLCC	Client Cost Center
CLGRPCD	Client Group Code*
CLID	Client ID*
CLNAISC	Client NAISC*
CLSALES	Client Sales Person*
CLSCC	Client Sub Cost Center
CLSTATE	Client State*
CLSVRT	Client Service Type*
CLWC	Client WC Policy*
EEDP	Employee Department
EEDP2	Employee Department Two
EEDV	Employee Division
EEDV2	Employee Division Two
EEDV3	Employee Division Three
EEJB	Employee Position
EEJB2	Employee Position Two
EEJB3	Employee Position Three
EELCC	Employee Location Code
EELC	Employee Location
EELC2	Employee Location Two
EELC3	Employee Location Three
EEPR	Employee Project
EESCC	Employee Sub Cost Center
EMCC	Employer Cost Center
EMID	Employer ID*
EMSCC	Employer Sub Cost Center
MSCL01 - MSCL99	Client Miscellaneous GL Codes 01-99
EEMDP01 - EEMDP99	Employee Department Miscellaneous GL Codes 01-99
EEMDV01 - EEMDV99	Employee Division Miscellaneous GL Codes 01-99
EEMJB01 - EEMJB99	Employee Position Miscellaneous GL Codes 01-99
EEMLPJ01 - EEMLPJ99	Employee Project Miscellaneous GL Codes 01-99
EEMLC01 - EEMLC99	Employee Worksite Location Miscellaneous GL Codes 01-99

Note: Note that the following information only applies to the wildcards indicated above with an asterisk (*) in its Description column:

External Journal Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Journal Post.
External Invoice Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Invoice Post.
External Third Party Checks Journal Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Third Party Checks Journal Post.
Regenerate Payroll Cost Accounting (located on Operations|Action menu): After adding or changing the wildcards within the G/L Setup, the system applies them during the regenerate cost accounting process.
Regenerate Invoice Accounting (located on Operations|Action menu): After adding or changing the wildcards within the G/L Setup, the system applies them during the regenerate invoice accounting process.

Parent Topic

Working with PEO Client Accounting

========================================================================

Defining Positions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Positions.htm Path: PD/Company/Change/Positions.htm

Defining Positions

You can define position-related information for the client using the Positions form.

To access this form:

Click Client.
From Client|Change, select Positions.

Click the Import button

[Image: screenshot]

to display the Data Import Tool form, which allows you to import a Position Codes template file that contains the following fields (this file must be in .txt format):

Position Code (Required)
Position Title (Required)
Position Classification (Required): An error displays if the imported code does not exist on the Position Classifications form (accessed from the System|Change menu)
Supervisory: Accepted values are Y (True) or N (False)
Tipped Position: Accepted values are Y (True) or N (False)
G/L Segment Code 1
G/L Segment Code 2
G/L Segment Code 3

Note: Note the following:

The Import button displays on the Positions form for all Service Provider 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, see the PrismHR Payroll Administration Guide.

Defining Position Information and Requirements

You can define basic position information and requirements using the Positions panel.

Note: Note: If the position exists in several departments, use a job code that easily identifies the department in which the position is assigned.

Complete these fields as required.

Field — Description

Position Code — Enter or select a unique code that briefly describes the position. For example, OPER for vehicle operator. (Codes cannot contain spaces or special characters.) If you select this field, a selector form displays where you can search for a specific position code, title, or classification or select a code from the list that displays. When this form opens, the position code, its title, classification, FLSA exempt status, and obsolete status display. To filter the search further by displaying only obsolete codes, select Yes in the Obsolete field (the default is No). To refresh the list, select Reset Search and Filters.

Position Title — Enter an official title. For example, General Manager.

Position Classification — Enter the position classification. The system displays the FLSA Exempt settings, EEO position group, and the EEO class, if they apply to this position. FLSA Exempt indicates whether the selected position classification is set to be exempt from both the minimum wage and overtime provisions of the FLSA. You cannot change it here.

Remote Position Classification — Enter an alternative position classification for remote employees of the same position. The system displays the FLSA Exempt settings, EEO position group, and the EEO class, if they apply to this remote position. FLSA Exempt indicates whether the selected remote position classification is set to be exempt from both the minimum wage and overtime provisions of the FLSA. You cannot change it here.

Position Description — Enter a description for this position.

The second panel defines requirements for the position and the pay.

Supervisory — Select if this is a supervisory position. The system uses this field for statistical reports.

Hierarchy Tier — For future development. Does not currently impact the functionality of PrismHR.

Pay Grade — Select to use as a default for new hires assigned this job code, if applicable. The Special Requirements option identifies those positions that have physical or mental requirements. The Americans with Disabilities Act prohibits employers from discriminating against qualified individuals with disabilities. Not including a particular person in the applicant pool for a certain job is only nondiscriminatory if that person does not meet any physical or mental requirements identified as essential functions of the position. Applications for these jobs must be closely monitored for ADA compliance.

Special Requirements — Select if this position requires any special physical or mental requirements.

Probation Days — Optional: Enter the number of days from hire that a new employee is on probation.

Sales Position — Select if this is a sales position.

Tipped Position — Select if this is for a position that receives tips.

D.O.T. Requirements — Select if this job code has special requirements as set forth by the U.S. Department of Transportation. The G/L Segment Code can be used as an alternative to this position when using G/L Accounting. See the PEO Client Company Accounting Task Sheet on the Customer Resource Center for more information.

G/L Segment Code — If applicable, enter the G/L Segment Code 1, G/L Segment Code 2, or G/L Segment Code 3 to use as the general ledger account number segment(s) in place of the Position Code. These are defined in PEO client accounting wild cards as EEJB, EEJB2, and EEJB3.

Defining Codes and Other Pay Information

You can define codes and other pay information for the position in this panel.

Complete these fields as required.

Field	Description
Union Code Override	Select this override for table-based union calculations. If an override is not selected, the system uses a union code in Employee Details, if any.
PR Chauffeur Tax Applies	Select if this position is subject to Puerto Rico chauffeur’s tax and the primary work location is Puerto Rico.
Indirectly Tipped	Select if this a tipped position that receives tips indirectly. For example, a busboy, cook, or service bartender.
Alaska Position Code	If applicable, enter the Alaska Position Code sent to MasterTax for quarterly tax reporting to the state of Alaska.
SOC Code	Enter the Standard Occupational Classification (SOC) Code, if appropriate. Enter only numbers, no dashes. This information is included in the MasterTax RTS file and the Employer and Client LA quarterly files in place of the position’s description. If you do not define a SOC code for the position, the files include the description.
TTO Code	Define which positions are considered eligible tipped positions to comply with the tips requirements of the One Big Beautiful Bill Act. You can enter the TTO Code (Tipped Taxable Occupation Code) manually or you can click the TTO Code hyperlink and select it from the TTO Codes dialog box. The TTO Description displays upon entering a valid TTO Code. The system will validate when you enter a TTO Code against the SOC Code during the creation or updation of a Position. - Invalid TTO/SOC combinations result in an error message: TTO code [] and SOC code [] are not related. - Invalid TTO code results in an error message: TTO Code [] does not exist. - Invalid entries cannot be saved. - Valid TTO code entry is allowed when the SOC code is blank.

Invalid TTO/SOC combinations result in an error message: TTO code [] and SOC code [] are not related.
Invalid TTO code results in an error message: TTO Code [] does not exist.
Invalid entries cannot be saved.
Valid TTO code entry is allowed when the SOC code is blank. | Indiana Seasonal Employee Code | Enter a two-digit code if the position is seasonal and located in Indiana. This code is required for SUI electronic filing in Indiana. | | Prevailing Wage | Enter the Prevailing Wage for this position. This can print on pay stubs as a pay detail field. | | Price Code | Select a price code that overrides the Bundled Rate for any employee who has been assigned to this position. Note: Only use Price Code with Bundled Billing if an employee is granted special pricing rather than using the standard bundled rate and with an employee-specific add-on unbundled rule. | | Per Diem Percent | Enter this percentage to allocate to non-taxable per diem when paid using the percentage method. | | W/C Time Sheet Loc Based | Select to calculate workers’ compensation accruals for each employee’s actual work location. This overrides the setting in Client Details. | | Obsolete | Select if this position is no longer used. | | Suppress Work State Tax | Select if employees in this position are subject to taxes in their state of residence rather than state of work. During calculations, the system will use the employee’s residence for the basis of state taxes. | | Benefit Group | Assign a default benefit group for employees hired in this position. | | Agricultural Worker | Select if the employee is an agricultural worker and the employee’s income will be reported to the IRS on Form 943. (Note: All employees assigned to this position are auto-assigned this designation during the new hire process.) | ## Tracking Hazardous Materials

You can track any hazardous materials associated with this position using the Hazardous Material Exposure panel. Enter each hazardous materials Material Code that people in this position encounter.

Working with Miscellaneous GL Segments

Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this position and enter replacement Misc GL Segments.

Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups:

GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.)
PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)

When working with miscellaneous GL segments:

The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMJB01 through EEMJB99. (The program that evaluates the wildcards only looks for those values.)
If appropriate, enter the Misc GL Description. For example, EEMJB01 = Segment 1 and EEMJB02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.)

Important! Any changes made to the descriptions affect all positions in the active client.

If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard.

Note: When the system evaluates the Misc GL Segments, they are always based on the “home” job, which is different from the way segments are evaluated for departments (that is, for account codes for payment, the system uses the timesheet “worked-for” department).

Click Save.

Maintaining ADA Parameters

You can maintain the American with Disabilities Act (ADA) parameters associated with this position using the ADA Position Description panel. Under the ADA, written job descriptions can be considered evidence of essential job functions, if they are accurate.

Complete these fields as required.

Field Name	Description
Last Updated	Enter the date when the position description was last updated.
ADA Review Date	Enter the date when the position was last reviewed for compliance with ADA standards.
ADA Reviewer’s Name	Enter the name of the person who performed the ADA review.

Defining Position Code Cost/Bill Information

You can define pay codes, pay rates, and bill rates associated with this position using the Position Code Cost/Bill Maintenance panel.

Complete these fields as required.

Field Name — Description

Pay Code — Enter each pay code to which rates apply.

Pay Rate — Enter the pay rate that the client pays for this position. If left blank, the system uses an employee’s standard pay. The pay rate might be overridden by a value set in Employee Details.

Bill Rate — Enter the rate to bill for the pay code. This bill rate might be overridden by a value set in Employee Details.

Override Method — Select the override method to indicate whether the code is used as a rate or markup. This overrides the standard client selection.

Defining Skills

You can define the skills associated with this position using the Required Skills panel.

Complete these fields as required.

Field Name	Description
Skill Code	Enter each code for the skills required for employees in this position.
Competency Level	Enter the required competency level.
Recertify Days	Enter the interval for recertification.

Defining Hours Worked

You can define the hours worked for this position using the Equivalent Hours Worked panel.

Complete these fields as required.

Field Name — Description

Autofill Hours — Enter the default number of equivalent hours to use. Click Autofill to enter that value for all pay code Hours in the table.

Pay Code — Enter each pay code to define equivalent hours for this position. You must set the pay reason for these pay codes to Units.

Hours — Enter the equivalent number of hours worked when paying an employee for this position with the pay code.

Click Save.

You can access other information and settings from the Actions menu

[Image: screenshot]

Viewing the Audit Log
User Fields: Enter any information in the fields defined by your organization.
Employees Assigned To: View a list of employees assigned to the location.

Related Topics

Maintaining Position Classifications

Defining Pay Grades

Maintaining Worksite Locations

Setting Additional Client Parameters

Using the Data Import Tool

========================================================================

Prefix/Suffix Overrides

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Prefix_Suffix_Overrides.htm Path: PD/Company/Change/Prefix_Suffix_Overrides.htm

Prefix/Suffix Overrides

Use the Prefix/Suffix Overrides panel in ASO Global G/L Account Setup to establish the override rules used for global prefix and suffix options.

For example, if the When Prefix/Suffix value is DEPARTMENT, and the is equal to value is ADMIN, then PrismHR uses the replace with value of 100 for the prefix/suffix instead of ADMIN.

[Image: screenshot]

Select the When Prefix/Suffix term to override.
Enter the is equal to term.
Enter the replace with value to append to the account number instead.
Click Save.

Parent Topic

========================================================================

Using Print Service Options

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Print_Service_Options.htm Path: PD/Company/Change/Print_Service_Options.htm

Using Print Service Options

Use this form to set up check printing for the client with the Print Service Options form.

To access this form:

Select Client.
From Client|Change, select Client Details.
Select Print Service Options from the Actions menu.
Complete these fields as required:

Field	Description
Number Of Days Before Check Is Void	Enter a value between -1 and 180. Enter 0 if the void information should not print on checks. Enter -1 to use the system default.
SSN Print Option (Checks Only)	Set up a printing format for displaying SSN on check stubs. You can suppress printing, display the full SSN, or mask all but the last four digits.
Check Print Form Order	Formats printing of multi-form checks when building mvQuery check reports.
Check Stub Header Line Format	mvQuery check format. Default setting is Client Name, Location, ID. Other options include Client Name or Employer Name.
Benefit Print Mode	Displays the desired benefits on checks. Options are not printing benefits, printing retirement benefits only, or printing all benefits.
Sort Field 1, Sort Field 2	Select sorting order on checks. For example, Sort Field 1 can be set to EE Home Department and Sort Field 2 can be set to EE Home Shift.
Separate Check Print File	If Sort Field 1 is set to EE Home Division, the Separate Check Print File field displays. Select this field to generate a separate check print file for each home division when payroll is processed. When you enable the Separate Check Print File field and process a payroll that includes employees with multiple, different home divisions, the system produces a check print file for each home division in the payroll reports labeled with the Print Service Check Report Name, the number of checks, the division code, a dash (-), and the division name. For example, “Regular Paychecks 2 Division NW1 - Northwest.” However, if the employee does not have an assigned home division (blank/null) the system labels the check print file with the Print Service Check Report Name, the number of checks, and “No Home Division.” For example, “Regular Paychecks 11 No Home Division.” Note: You do not need to set the Print Deposit Advices Separately field to Yes to use this feature because the separate Deposit Advices file is not expected to be divided by Employee Home Division (only the live checks that occur).
Source of Name/Address on Checks	Determines where contact information is retrieved from to include on checks. Options are client address, employer address, or checking account address. This overrides the setting in System Parameters.
Print Full Address Only On Check Stub	Select Yes to only include the full address on check stubs. Select No to include all information, including the name of the client.
Suppress Rate/Hours On Salaried Check Stub	Sets whether hourly rate and hours worked will print on check stubs for salaried workers.
Current Details Hours To Use On Check Stub	Determines whether hours worked, hours paid, both hours worked and paid, or units paid are listed on check stubs.
Current Earnings Sort Order On Check Stub	Sets the default format for sorting current pay information on check stubs.
Check Pay Detail Summary Format	Determines whether pay details are summarized by code, pay rate, or other factors.
Check Ytd Information With Earnings	Specifies whether custom mvQuery checks should show current pay and YTD information in the same area of the check stub.
Include Sort Information In Check Address Window	Displays check sort information above employee information in the check address window.
Include Memo Pay Codes In Current Earnings Section	Select Yes to display memo pay codes in the current pay section.
Exclude suppressed Pay Codes in Gross Pay on Checks?	When on the Pay Codes form, the Print on Paystub field is set to NO, Suppress Printing on Pay Stub, the following grid illustrates the functionality of this field: [Image: screenshot]
Use Benefit Plan Description For Deductions With Benefits	Includes the benefit deduction description instead of the code on employee pay stubs.
Display Employee Pay Method With Current Earnings	Select Yes to print an employee’s pay method in the Current Earnings section of their check.
Pay Detail	Select up to two pay detail field names to print on employee pay stubs for this client. Enter a Column Name to print on the pay checks for the pay detail value. > Note: Note the following: - When you set the project parameter with its prevailing wage, if the prevailing wage for the project is greater than the prevailing wage for the position, the check stub displays the prevailing wage from the project. - You can enter anything in the Column Name field, but the check format might not support many characters. Re-print a check to test whether the column names display correctly.

When you set the project parameter with its prevailing wage, if the prevailing wage for the project is greater than the prevailing wage for the position, the check stub displays the prevailing wage from the project.
You can enter anything in the Column Name field, but the check format might not support many characters. Re-print a check to test whether the column names display correctly. | Check Options | Controls what is printed on checks. You can suppress values, include values that should print, add page breaks, and so on. | | Print Service Check Report Name | Selects a format for printing checks. For example, you can select Regular ACH Paychecks as a format. | | Print Service Garnishment Check Report Name | Selects a format for printing garnishment checks. For example, you can select New HRP Garnishment Check Series as a format. | | Print Deposit Advices Separately | Creates separate print files for ACH checks and regular checks. | | ACH Report Name | Use this option to print ACH checks separately and select an mvQuery. | | Check File (PDF) Password | Set a password to secure the PDF check file. | | Check Print Service Logo Filepath | Set a complete path to the location on the mvQuery print server for check logo images. For example, C:.gif. | | Check Print Service Signature Filepath | Set a complete path to the location on the mvQuery print server for check signature images. For example, C:.gif. | | Check Envelope Fields | Select fields to print outside the envelope area of checks. This option is only used for duplex and legal formats. |

Click Accept.

Parent Topic

========================================================================

Establishing Project Classes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Project_Classes.htm Path: PD/Company/Change/Project_Classes.htm

Establishing Project Classes

Set codes that represent project types with the Project Classes form. Create project classes before attempting to create project phases and cost centers.

To set up project classes:

Select Client.
From Client|Change, select Project Classes.
Complete these fields as required.

Field	Description
Project Class	Enter the Project Class ID. Enter a project class ID.
Class Description	Enter a brief description for the project class.

Click Save.

========================================================================

Establishing Project Phases

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Project_Phases.htm Path: PD/Company/Change/Project_Phases.htm

Establishing Project Phases

Set project class phases using the Project Phases form.

Note: Note: Project classes, to which you assign Project Phases, must already exist. See Establishing Project Classes for more information.

To set project phases:

Select Client.
From Client|Change, select Project Phases.
Complete these fields as required.

Field	Description
Project Class	Enter the class to which this project phase belongs.
Phase Code	Enter the unique code that represents this phase of the project.
Phase Description	Enter a brief description for the project phase.

Click Save.

========================================================================

Maintaining Projects

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Projects.htm Path: PD/Company/Change/Projects.htm

Maintaining Projects

You can set project information using the Projects form. For example:

[Image: screenshot]

Note: Click the Data Import Tool icon (

[Image: screenshot]

) to import projects for clients to reduce the amount of manual work required. (See the Payroll Administration Guide for more information about using the Projects/Cost Codes Import Template option to perform this import.)

Defining the Project

Define projects with the Projects panel.

To define the project, do the following:

Select Client.
From Client|Change, select Projects.
Complete these fields as required.

Project

Enter or select a unique project code. If you select this field, a selector form displays where you can search for a specific project code or its description or select a code from the list that displays. When this form opens, the project code, its description, certified payroll status, and obsolete status display. To filter the search further: - Select a Certified Payroll status (the default is All). - Display only Obsolete codes by selecting Yes (the default is No). To refresh the list, select Reset Search and Filters.

Select a Certified Payroll status (the default is All).
Display only Obsolete codes by selecting Yes (the default is No). | Description | Enter a project description. | | Certified Payroll | Select if this project is subject to certified payroll regulations. The Certified Payroll Details, Certified Pay Rates, and Certified Payroll Report Setup panels display. Enter all relevant information. | | G/L Segment | Enter any segment codes used to build general ledger account numbers: - In G/L Segment 1, enter the code to use as an alternative to the Project Code. - In G/L Segment 2, enter the G/L code that substitutes for EEPR2 in G/L code routines. - In G/L Segment 3, enter a third G/L code, if needed. Note: Only G/L Segment 1 is available for ASO Client Accounting using wild card EEPR. |
In G/L Segment 1, enter the code to use as an alternative to the Project Code.
In G/L Segment 2, enter the G/L code that substitutes for EEPR2 in G/L code routines.
In G/L Segment 3, enter a third G/L code, if needed.

Click Save.

Working with Miscellaneous GL Segments

Use the Misc GL Count, Misc GL Description, and Misc GL Segment fields to review Misc GL Counts (predefined wildcards) for this project and enter replacement Misc GL Segments.

Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups:

GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.)
PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)

When working with miscellaneous GL segments:

The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMLPJ01 through EEMLPJ99. (The program that evaluates the wildcards only looks for those values.)
If appropriate, enter the Misc GL Description. For example, EEMLPJ01 = Segment 1 and EEMLPJ02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.)

Important! Any changes made to the descriptions affect all projects in the active client.

If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard.
Click Save.

Defining Other Information

Enter other project information with the Options panel.

Complete these fields as required.

Field — Description

Track Phases — Select if the phases of this project are tracked for job costing purposes.

Project Class — Enter a class code for the project.

Other W/C Coverage In Place — Select if Workers’ Compensation Insurance Coverage has been established for this project. Note: This field only displays if you enable specific custom suffix codes.

Obsolete — Select if this project is no longer used.

Union Project — Select if this project is associated with a union. When you select this option, the Union Code field displays and you can enter the union that owns the project.

Click Save.

Defining the Certified Payroll Information

Use three panels to define certified payroll information for projects that are subject to certified payroll regulations.

Defining Certified Payroll Details Report Information

Enter any information required for reports in the Certified Payroll Details panel.

Complete these fields as required.

Field	Description
Certified Payroll Report Format	Select a report format. For example, select MA, or Massachusetts mvQuery.
Wage Decision Number	Enter a value for prevailing wage rates assigned to this certified project.
Wage Decision Date	Enter a date for wage decision.
Project City	Enter the city where the certified project is located.
Project State	Enter the state where the certified project is located.

Click Save.

Maintaining Pay Rates

Set the pay rates for each employee that works on a certified project in the Certified Pay Rates panel.

Complete these fields as required.

Field — Description

Job Code — Enter each job code (position) associated with this certified project.

Base Rate — Enter the portion of the job rate used to calculate the overtime rate. Note: In addition to the Base Rate, the system adds the Fringe Rate (see below) to the overtime calculation according to the system design for the certified payroll.

Fringe Rate — Enter the fringe portion of the job rate.

Prevailing Wage Rate — The Prevailing Wage Rate is calculated based on the Base Rate and Fringe Rate values.

Use Higher of Prevailing Wage Rate or Employee’s Pay Rate — Select if the system should use whichever rate is higher, otherwise, the system uses the job rate defined here.

Subtract Benefit/Hour from Calculate Pay rate — Select to subtract the employee’s cost of benefits per hour from the employee’s rate when determining the higher rate.

Filter Cert Pay on Jobs — Select to filter certified payroll on job codes.

Defining Certified Payroll Report Setup Information

Specify information that appears on reports with the Certified Payroll Report Setup panel.

Complete these fields as required.

Field — Description

Contractor Or Subcontractor — Select whether a contractor or subcontractor is working on this project.

Name of Contractor — Enter the contractor’s name as listed on the certified payroll form.

Address — Enter the contractor’s address to print on the certified payroll report.

Project and Location — Enter the project and location where the project work takes place.

Project or Contract No. — Enter a project or contract number.

Signatory Name — Enter the name that appears on the certified payroll form, which is the person responsible for this project.

Signatory Title — Enter the title that appears on the certified payroll form.

Fringe Benefits Paid to Approved Plans — Select if fringe benefits are paid to approved plans, funds, or programs.

Fringe Benefits Paid In Cash — Select if fringe benefits are paid in cash.

Report Hours Paid Instead Of Hours Worked — Select if you want to include pay codes in the report that are flagged as being included in the certified payroll report but do not represent hours worked, such as sick time.

Submitting Certified Payrolls to California

Enter information in the Certified Payroll California XML Parameters panel if the client must submit certified payrolls in an XML file to the state of California.

Complete these fields as required.

Field — Description

CA License Type — Select the license type: Contractor State License Board, Professional License, or Other License.

CA License No — Enter the license number that should be presented in the CA XML file. If you selected Other License as the CA License Type, you should enter License Type : License Number in this field.

CA PWCR — Enter this value, which is the California Public Works Contractor Registration number. It should be a 10-digit number, or enter NA for not applicable.

CA Ins Number — Enter the number to be presented for this project in the CA XML file.

CA Contractor Email — Enter the email address to use in the CA XML for this project.

Awarding Body — Enter the name of the public entity that owns the project.

Contract Agency Id — > Note: Note: (1/21/21) - Because this field relies on other development work that is still in progress, it will not display on the output file until after the February 2021 release (even though it is visible on the form). Enter the ID of the contract agency.

Contract Agency — Enter the name of the contract agency.

CA Awarding Body Id — Enter the ID number of the public entity that owns the project.

CA Awarding Body Proj No — Enter the project number assigned to the project by the public entity.

CA Awarding Body Contract Id — Enter the contract ID given by the public entity to the project.

CA Stmt of NonPerformance — Select only if you need to indicate a state of non-performance. The system will not include employees in the file. Do not select this option if you want to include employees in the file (this is typical, and the value in the CA XML file will be false for this option).

You can access other information and settings using the Actions menu:

Viewing the Audit Log
User Fields: Enter any information in the fields defined by your organization.
Employees Assigned To: View a list of employees assigned to the location.

========================================================================

Maintaining Property Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Property.htm Path: PD/Company/Change/Property.htm

Maintaining Property Codes

Set codes for property that a company can assign to employees with the Property form. Company property can include cell phones or company cars.

Select Client.
From Client|Change, select Property.
Complete these fields.

Field Name	Description
Property Code	Select a property code, such as CELL for a mobile phone.
Description	Enter a description for this item.

Click Save.

========================================================================

Creating Time Off Absence Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Absence_Codes.htm Path: PD/Company/Change/PTO_Absence_Codes.htm

Creating Time Off Absence Codes

Absence codes are specialized reason codes that describe the reason for employee absences. Use the Time Off Pay form to create codes for all absences, paid and unpaid. Paid absence codes are associated with a Time Off Accrual Schedule.

Note: Note: Define the Time Off Accrual Schedule before creating any Absence Codes. (See Creating Time Off Accrual Schedules.)

Use the Time Off Pay panel to create codes for all absences.

To create an absence code:

Select Client.
From Client|Change, select Time Off Pay. The Time Off Pay form opens.
Complete the following:

Field — Description

Absence Code — Enter a brief, descriptive code that represents the absence type, such as SICK for an employee illness.

Reason — Enter a descriptive reason for the absence, such as Sickness. This reason appears on absence report.

Updates Time Off Register — Select whether to post the hours under taken this absence code to employee Time Off accrual schedules (Time Off accrual schedules are associated with this absence code in the Accrual Schedule panel; see below). Note: If the absence type accrues time, it will update the Time Off accrual schedule in order to keep track of the hours an employee has taken, such as vacation and sick time. Some absence codes, such as jury duty or bereavement, might not update a Time Off accrual schedule.

FMLA Leave — Select for an absence that is a Family Medical Leave Act event.

Use Global PTO — Displays the Global Register Types panel instead of the Accrual Schedule panel (see below).

Pay Code/Pay Description — Enter a value that, when paid to employees, deducts the hours paid from the Time Off Accrual Schedule for this absence code. The Pay Description displays. Note: You can only enter or select restricted pay codes (that is, pay codes assigned to the client in the Control tab on the Client Details form) when you select the Pay Code link.

Accrual Schedule/Description/Time Off Type — If this absence updates a Time Off Accrual Schedule, enter each of the relevant Accrual Schedule. The Description and Time Off Type displays. Note: All accrual schedules specified for an absence code must have the same Time Off Type Code.

Global Register Types/Description — If you selected Use Global PTO above, this panel replaces the Accrual Schedule panel. Assign system-level paid sick leave accrual schedules here.

Click Save.

Defining Leave Requests

These settings define whether or not employees can make leave requests in advance, how many hours of leave they may request, and how far in advance they may make the request.

Note: Note: In the Leave Pay Code and Leave Offset Pay Code fields, make sure that you enter valid pay codes that are used by the client. You can define pay codes on the Pay Codes form and you can assign them to a client on the Client Details > Control form.

To create a leave request:

Select Client.
From Client|Change, select Time Off Pay to view the Portal Configuration panel.
Fill in these fields as required.

Field	Description
Enable in Employee Portal	Select to allow employees to request paid time off for this absence code in Employee Portal (EP). Selecting this option enables the other fields, which control the behavior of the EP time off request feature. This also makes the absence code available to employees in EP. If you select this option, you must enter the Leave Pay Code as well as a Leave Offset Pay Code for the relevant Pay Methods.
Minimum Hours per request	Enter the minimum number of hours that employees can request in advance for this absence type.
Maximum Hours per request	Enter the maximum number of hours that employees can request in advance for this absence type.
Can request this many days in advance	Enter the maximum number of days into the future for which employees can request this type of absence.
May request with a negative balance	Select if employees are allowed to submit leave requests when they have a negative hours balance.
Maximum Negative Hours	Enter the maximum amount of hours that an employee’s balance is allowed to be in the negative when a leave request is submitted.
After leave is taken, requests can be made	Specify how soon a leave request can be made after an employee has completed a previous leave with one of these options: - Up to this many days in the past - Do not allow requests that occurred prior to the payroll in progress - At Any Time (no restrictions)

Up to this many days in the past
Do not allow requests that occurred prior to the payroll in progress
At Any Time (no restrictions) | Suppress Notifications for Leave Requests | Select to suppress email notifications for leave request approvals. | | Auto-accept Leave Requests on time sheet | Select to have the system automatically accept leave request hours in the timesheet after the manager approves them, so the payroll processor is not required to accept these hours in the timesheet. (Note: The approved leave requests display with a green dot in the Leave Request column.) Important! When using this feature, PrismHR recommends that you activate it for all absence codes within the client and to prevent workflow issues. | | Combine State and Local PTO Balances | Enable this field if you want to combine state and local PTO balances (default is disabled). Note: This field only displays when the Use Global PTO field is enabled. | | Leave Pay Code | Enter or select the pay code that will reduce the relevant Time Off accrual schedule. The system also uses this code on the time sheet to pay leave hours. | | Pay Method/Leave Offset Pay Code | In this panel, select the following: - Any Pay Methods used by the client, each on a separate row. These pay methods are not just limited to hourly or salary pay; you can also associate them with any pay codes used for mileage, commissions, units, and other such special cases. - A Leave Offset Pay Code to associate with each pay method. When the employee requests leave, the system will deduct hours from this pay code to account for this. For example, if you enter REG in this field and a standard 40-hour employee requests 8 hours under the associated Time Off absence code, the system will reduce the number of REG time sheet hours to 32. > Note: Note the following: - The Variable Salary option in the Pay Method field only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. - Only the first Detail Time Entry set to Leave Offset Pay Code will be reduced. - If you enable Auto-accept Leave Requests on time sheet, the Leave Offset Pay Code must be the same for all Pay Methods. |
Any Pay Methods used by the client, each on a separate row. These pay methods are not just limited to hourly or salary pay; you can also associate them with any pay codes used for mileage, commissions, units, and other such special cases.
A Leave Offset Pay Code to associate with each pay method. When the employee requests leave, the system will deduct hours from this pay code to account for this. For example, if you enter REG in this field and a standard 40-hour employee requests 8 hours under the associated Time Off absence code, the system will reduce the number of REG time sheet hours to 32.
The Variable Salary option in the Pay Method field only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.
Only the first Detail Time Entry set to Leave Offset Pay Code will be reduced.
If you enable Auto-accept Leave Requests on time sheet, the Leave Offset Pay Code must be the same for all Pay Methods.

Click Save.

========================================================================

Defining Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans.htm Path: PD/Company/Change/PTO_Benefit_Plans.htm

Defining Time Off Plans

To define Time Off plans that determine employee time off accruals, use the Time Off Plans form.

Note: Note: The Time Off Register is where the system tracks how much paid time off the employees have accrued and taken. For more information, see Creating Time Off Accrual Schedules.

Each Time Off plan establishes limits on the amount of paid time off that employees can earn and how many hours they can carry over from one plan period to the next. Clients often have more than one Time Off plan. For example:

Vacation
Sick
Personal
Other plan types taken according to client policy that can represent time accrued

Note: Note: To copy a Time Off plan from another client, use the Copy from another plan option, and then edit the Time Off plan information as required.

To define a Time Off plan:

Click the Client menu.
From Client|Change, select Time Off Plans. The Time Off Plans form opens.
Complete the following:

Field	Description
Plan Code	Enter a unique code for this plan.
Description	Enter a description for this plan.
Accrual Method	Select the Accrual Method used to accrue time off. Additional fields become available based on this selection. If you specify Unlimited, many of the fields are disabled and you cannot enter values in them. Note: If the client’s employees cannot carry over unused Time Off hours, enter 0 in the Annual Carryover and Lifetime Carryover fields. If there is no maximum number of hours, enter 9999.99.
Linked Accruals Maximum Balance	Define the maximum number of hours the plan is allowed to hold, which the system will use to limit how many hours are transferred from the linked Accrual Register each year based on the Balance Plan’s Annual Carryover (only the hours needed to bring the balance up to (but not exceeding) the stop balance are transferred). (Leaving the Linked Accruals Maximum Balance field blank indicates that any amount can be transferred.) > Note: Note the following: - If you Copy from another plan that contains a Linked Accruals Maximum Balance amount, the system populates that field in the duplicated plan. - If you configure a Balance Time Off Plan with a Linked Accruals Maximum Balance limit and the employee’s current balance is below that limit, when the system processes a Linked Accrual transfer only the hours needed to bring the balance up to (but not exceeding) the stop balance are transferred. - If you configure the Balance Time Off Plan with a Linked Accruals Maximum Balance limit and the employee’s current balance is already at or above that limit, when the system processes a Linked Accrual transfer no hours are transferred to the Balance Time Off Plan. - If you configure a Balance Time Off plan with no Linked Accruals Maximum Balance limit, when the system processes a Linked Accrual transfer the system applies the full transfer amount with no change to current behavior.

If you Copy from another plan that contains a Linked Accruals Maximum Balance amount, the system populates that field in the duplicated plan.
If you configure a Balance Time Off Plan with a Linked Accruals Maximum Balance limit and the employee’s current balance is below that limit, when the system processes a Linked Accrual transfer only the hours needed to bring the balance up to (but not exceeding) the stop balance are transferred.
If you configure the Balance Time Off Plan with a Linked Accruals Maximum Balance limit and the employee’s current balance is already at or above that limit, when the system processes a Linked Accrual transfer no hours are transferred to the Balance Time Off Plan.
If you configure a Balance Time Off plan with no Linked Accruals Maximum Balance limit, when the system processes a Linked Accrual transfer the system applies the full transfer amount with no change to current behavior. | Annual Carryover | Enter the maximum number of unused hours that employees can carry over from one year to the next. | | Lifetime Carryover | Enter the maximum number of unused hours that employees can carry over for the duration of their employment. This includes all plan years, starting from each employee’s start date. Note: A warning message displays if you set the Lifetime Carryover field to zero (0), “Zero designates no limit. If you do not want carryover then enter zero in the Annual Carryover field instead of here.” (Since a value of zero designates no limit in this field, the system does not apply this value when it calculates carryover at the end of a plan year.) | | Allow Negative Carryover | Select if employees’ negative hours can carry over from one year to the next. | | Carryover Expiration | Enter the number of days, months, or pay periods after the beginning of a new year that any unused carryover hours expire. Leave this field blank if hours do not expire. Note: The system calculates the carryover expiration hours by the year-end date to determine where it takes the hours. | | Expiration Period | Select for the Carryover Expiration: Days or Months, or Pay Periods. | | Suppress Pay Stub Print For | Suppress printing on pay stubs. Enter the number of days or months (from the Time Off start date) to suppress printing the Time Off balance of this plan on each payroll check stub and to suppress the display in Employee Portal. From the list, select Days or Months. | | Accrue On Arrear Voucher | Select if hours should accrue on arrearage vouchers. | | Add Hours To Balance on First Accrual | Enter a flat amount to add on the accrual balance when the first accrual triggers for any employee assigned to this Time Off plan. Note: This amount only applies to plans with an Accrual Method of Flat Amount, Flat Amount by Hours Worked, or Months Worked. (Plans that use other Accrual Method options will display Add Hours To Balance On First Accrual as read-only.) > Note: Note the following: - If you enter a Add Hours To Balance On First Accrual amount before selecting an Accrual Method option, after selecting an option the system removes that amount. - If a current Time Off Plan contains a Add Hours To Balance On First Accrual amount, when you access that plan and select an unsupportedAccrual Method option and click Save, the system removes that amount. |
If you enter a Add Hours To Balance On First Accrual amount before selecting an Accrual Method option, after selecting an option the system removes that amount.
If a current Time Off Plan contains a Add Hours To Balance On First Accrual amount, when you access that plan and select an unsupportedAccrual Method option and click Save, the system removes that amount. | Obsolete Date | Enter the Time Off benefit expiration date. After this date, no paid time off accrues for this plan. | | Usage Waiting Period | Specify a usage waiting period to suppress employees’ accrued time off until after the specified period of time after their original hire date. Using the field and the drop-down, enter the number of hours, days, or months until employees can request time off, if appropriate for this Time Off plan. (This must be a whole number.) Note: Accrued time off will not display as available on pay stubs/advices until that many hours, days, or months have passed since their original hire date. If an employee leaves the company and is then rehired, the system uses the original hire date, not the rehire date. | | Maximum Usage Limit Per Plan Year | Enter the maximum use limit per register year that the employee can use. | | Display Payroll Warning when Maximum Usage Limit Exceeded | Select if the system must stop the calculation/initialization step of the time sheet process when one or more employees exceed the Maximum Usage Limit Per Plan Year. | | Display Used Amount on Pay Stub | Select this setting to display, on the memo line of the employee pay stub, the hours that the employee already used (year-to-date). Use this field to comply with California’s COVID-19 sick leave requirements for 2022. To use this setting, you must have Print On Check enabled for the corresponding Time Off Register Type. For details, see Creating Time Off Accrual Schedules. > Note: Note the following: - Most check formats support a maximum of four memo lines. - The system prints the Pay Stub Name from the Time Off Register Type in the memo line, if it exists. Otherwise, the Plan Description displays here. |
Most check formats support a maximum of four memo lines.
The system prints the Pay Stub Name from the Time Off Register Type in the memo line, if it exists. Otherwise, the Plan Description displays here.

If you want to perform Time Off adjustments for the selected employee, select one of the following shortcuts:

Time Off Types: Opens the Time Off Types form, where you can restrict the number of register types that can be assigned to an employee to avoid employee Time Off register duplication. (You need to create only one of each time off type, such as vacation or illness.)
Time Off Accrual Schedules: Opens the Time Off Accrual Schedules form where you can create or update a Time Off register. (Time Off registers track the usable hours of Time Off that employees accrue over the course of the year.)
Time Off Pay: Opens the Time Off Pay form where you can create codes for all absences, paid and unpaid. (Paid absence codes are associated with a Time Off Pay Register. Unpaid absence codes are not.)
Time Off Auto Enroll Rules: Opens the Time Off Auto Enroll Rules form where you can specify plans that automatically enroll new employees.

Note: Note the following about these shortcuts:

Only the forms you can access will display as shortcut links. For example, if you do not have access to the Time Off Types form, the Time Off Types shortcut will not display. If you have no access or are denied access to these forms, the header and shortcuts do not display.
If you have Inquiry access to these forms, you can select these links and the appropriate forms will open, but you are unable to make any changes within the forms.

Click Save.

Panels displaying below the Time Off Plan panel vary based on the value selected in the Accrual Method field.

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Defining First Year Prorated Amounts

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_First_Year_Prorated_Amounts.htm Path: PD/Company/Change/PTO_Benefit_Plans_First_Year_Prorated_Amounts.htm

Defining First Year Prorated Amounts

You can use the First Year Prorated Amounts panel in the Time Off Plans form to change the number of hours employees will receive in their first year of employment, which helps handle numerous time off changes. For example, if a client allows five hours of time off to accrue per pay period, they might only allow three hours to accrue per pay period for the employee’s first year, if they were hired from July to December.

To define first year prorated amounts:

Click the Client menu.
From Client|Change, select Time Off Plans. The Time Off Plans form opens.
In Accrual Method, select Flat Amount. The First Year Prorated Amounts panel displays. For example:

[Image: screenshot]

Select the Month and enter the Flat Accrual Amount and Max Per Year amount as required for the Flat Amount Time Off plan (see Defining Time Off Plans).

Note: Note the following:

The system uses the employee’s hire date to determine which month accrual to use.
If the employee is a rehire, the system uses the last hire date to calculate their prorated amount.
The prorated information is only used for flat accrual plans.
To save the information, you must enter both a Month and a Flat Accrual Amount. Otherwise, an error message displays, “In row 1, Both a Month and Flat Accrual Amount must be selected.”
You can only add numeric values for the Flat Accrual Amount. Otherwise, an error message displays, “A valid number is required.”
Once an employee reaches their Max Per Year time off hours they no longer accrue any more time off hours for that year.

Click Save.

Related Topics

Understanding Unlimited Time Off Plans

========================================================================

Setting Up Flat Amount Accrual Method for Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_Flat_Amount.htm Path: PD/Company/Change/PTO_Benefit_Plans_Flat_Amount.htm

Setting Up Flat Amount Accrual Method for Time Off Plans

To set up a flat amount for Time Off plans, use the Flat Amount panel.

To set flat amounts:

Click the Client menu.
From Client|Change, select Time Off Plans. The Time Off Plans form opens.
In Accrual Method, select Flat Amount. The Flat Amount panel displays.

[Image: screenshot]

Complete the following:

Seniority Level

For each seniority level: - Enter the After Months that employees must work to be eligible for each level of seniority of this time off. You must set the After Months for the first Seniority Level to 0 or else the system will not accrue time correctly. - Enter the Flat Accrual Amount to accrue at each level. - Enter the Max Per Year hours that determine when employee Time Off accrual stops when the total amount of accrued hours during a single plan year reaches the entered value. - Enter the Accrual Stop Balance limit (a fixed amount), which calculates this balance using the following equation: Employee’s Carryover (previous plan year) + Accurals during current plan year - Time Taken current plan year = Accrual Stop Balance Note: The calculated balance can never exceed the stop balance number but might not equal it. If the result of this equation equals the value entered, the employee no longer accrues time off until the result of this equation is below the entered value. Note: If you enter an Accrual Stop Balance that is greater than or equal to the Max Per Year, a warning message displays, “The Stop Balance will have no affect unless it is less than the Max Per Year.” To continue, click OK. In addition, if you set up a Time Off plan with an Accrual Stop Balance lower than the Max Per Year and you enroll an employee with an initial accrual amount greater than the stop balance, then that employee can accrue hours during the year if they use Time Off hours and their balance falls below the stop balance. - Enter the Maximum Carryover, which is the number of hours that carry over each year for that Seniority Level. Note: If you enter an amount in this field for a Seniority Level, it will override the Annual Carryover amount in the Time Off Plan. If you do not enter a Maximum Carryover for a Seniority Field level, the system uses the Annual Carryover amount.

Enter the After Months that employees must work to be eligible for each level of seniority of this time off. You must set the After Months for the first Seniority Level to 0 or else the system will not accrue time correctly.
Enter the Flat Accrual Amount to accrue at each level.
Enter the Max Per Year hours that determine when employee Time Off accrual stops when the total amount of accrued hours during a single plan year reaches the entered value.
Enter the Accrual Stop Balance limit (a fixed amount), which calculates this balance using the following equation:
Enter the Maximum Carryover, which is the number of hours that carry over each year for that Seniority Level. | Apply Current Hours Taken before applying Stop-Balance limits | Select to subtract the hours used before applying a stop-balance limit. If you do not select this option, the system disregards the hours already used. |

Click Save.

Parent Topic

========================================================================

Defining Flat Amount by Hours Worked Accrual Method for Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_Flat_by_Hours.htm Path: PD/Company/Change/PTO_Benefit_Plans_Flat_by_Hours.htm

Defining Flat Amount by Hours Worked Accrual Method for Time Off Plans

Define Flat Amount by Hours Worked as the Accrual Method for Time Off plans with the Flat Amount per Hours Worked panel.

To define flat amount by hours worked:

Click the Client menu.
From Client|Change, select Time Off Plans. The Time Off Plans form opens.
In Accrual Method, select Flat Amount by Hours Worked to view the Flat Amount per Hours Worked panel. For example:

[Image: screenshot]

Note: Note the following:

The Flat Amount per Hours Worked panel only displays when the Accrual Method is set to Flat Amount by Hours Worked. In addition, if you set the Accrual Method to anything other than Flat Amount by Hours Worked, the system clears any values entered in this panel when you click Save.
The Accrual Method must be set to Flat Amount by Hours Worked to view the Apply Carryover toward Maximum Accrual Per Year field in the Flat Amount per Hours Worked panel.

Accrue a flat (a) hours for every (b) hours worked:

a.	Enter the flat number of hours that employees accrue.
b.	Enter the number of hours that employees must work to accrue that flat amount.
—	—

Enter the flat number of hours that employees must work to start accruing leave in the Begin accruing hours AFTER ___ hours worked field. (This field is associated with the Nebraska Healthy Families and Workplaces Act, in effect as of October 1, 2025.)

Note: Accruals differ depending on whether you enable If the actual hours worked are not an even multiple of the hours worked then accrue a fraction of the accrual hours.

To indicate whether the system should accrue a fraction of time off hours if the actual hours worked are not an even multiple of the hours worked that you entered, enable If the actual hours worked are not an even multiple of the hours worked then accrue a fraction of the accrual hours.
Complete the following:

Use this option — To do this

Maximum Amount Accrued Per Year — Enter the maximum number of hours accrued per year.

Stop Accrual if Balance Reaches — Enter the number of hours the system stops accruing hours.

Apply Carryover toward Maximum Accrual Per Year — Enable the Apply Carryover toward Maximum Accrual Per Year field to allow employees who work at qualified Colorado and Maine employers to carryover accrued leave. (There are yearly maximums on the accrued leave.) Note: Employees will stop accruing leave when the carryover hours plus the accrued hours reach the Maximum Amount Accrued Per Year value.

Apply Current Hours Taken before applying Stop-Balance limits — Subtract the hours used before applying a stop-balance limit. If you do not select this option, the system ignores the hours used.

Maximum hours for a detail time sheet entry — Enter the maximum number of hours that can be entered in the Hours Paid field on the summary or detail time sheet.

The following conditions apply to the values in the Maximum Amount Accrued Per Year and Stop Accrual if Balance Reaches fields:

If… — The system uses…

Maximum Amount Accrued Per Year is blank — the Stop Accrual if Balance Reaches value

Stop Accrual if Balance Reaches is blank — the Maximum Amount Accrued Per Year value

Maximum Amount Accrued Per Year and Stop Accrual if Balance Reaches have the same value — the Maximum Amount Accrued Per Year value

Maximum Amount Accrued Per Year value is greater than Stop Accrual if Balance Reaches value — the Stop Accrual if Balance Reaches value

Click Save.

Parent Topic

========================================================================

Defining Hours Worked (by Hours) Accrual Method for Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_Hours_Worked_Hr.htm Path: PD/Company/Change/PTO_Benefit_Plans_Hours_Worked_Hr.htm

Defining Hours Worked (by Hours) Accrual Method for Time Off Plans

To define Hours Worked (by Hours) for Time Off plans, use the Pay Codes for Hourly Accrual and Hours Worked panels.

To define hours worked (by hours):

Click the Client menu.
From Client|Change, select Time Off Plans. The Time Off Plans form opens.
In Accrual Method, select Hours Worked (by Hours). The Pay Codes for Hourly Accrual panel displays.

[Image: screenshot]

In the Pay Codes for Hourly Accrual panel, enter each Pay Code on which to base the accrual, such as regular pay. You must specify at least one Pay Code, because if left blank, no paid time off accrues because the system cannot complete its calculations.
Enter the Accrual Threshold for each Pay Period used by the client in the Pay Period Accrual Thresholds panel. This limits the number of hours that employees can accrue for the specified pay period. If there is no limit on time off accruals, you can leave this table blank. [Image: screenshot]
In the Hours Worked panel, complete the following:

[Image: screenshot]

Field — Description

Seniority Level — For each seniority level: 1. Enter the After Hours that employees must work to be eligible for each level of seniority of this time off. You must set the After Hours for the first Seniority Level to 0 or else the system will not accrue time correctly. 2. In the Accrue Per Hours Worked field, enter the number of paid time off hours that employees enrolled in the Time Off plan will accrue for each hour either worked or paid (specified in the Hours Type drop-down). 3. Enter the Max Per Week hours that employees can accrue. 4. Enter the Max Per Year hours that employees can accrue. 5. Enter the Accrual Stop Balance, which is the total number of hours per month/year that employees can accrue. Accruals stop at this amount.

Hours Type — Select either Worked or Paid. If no value is set, the system assumes hours worked.

Apply Current Hours Taken before applying Stop-Balance limits — Select to subtract the hours used before applying a stop-balance limit. If you do not select this option, the system disregards the hours already used.

Enforce Yearly Maximum By Pay Period — Select to enforce the yearly maximum for this type of accrual on a pay period basis (yearly max divided by pay periods per year). If you select this option, the system ignores the yearly maximum, but not at the pay period level.

Click Save.

Parent Topic

========================================================================

Defining Hours Worked (by Months) Accrual Method for Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_Hours_Worked_Mt.htm Path: PD/Company/Change/PTO_Benefit_Plans_Hours_Worked_Mt.htm

Defining Hours Worked (by Months) Accrual Method for Time Off Plans

Define Hours Worked (by Months) as the Accrual Method for Time Off plans with the Pay Codes for Hourly Accrual and Hours Worked panels.

To define hours worked (by months):

Click the Client menu.
From Client|Change, select Time Off Plans.
Set Accrual Method to Hours Worked (by Months) to view the Pay Codes For Hourly Accrual, Hours Worked, and Pay Period Accrual Threshold panels.

[Image: screenshot]

In the Pay Codes for Hourly Accrual panel, enter each Pay Code on which to base the accrual, such as regular pay. The Pay Description for the code displays. You must specify at least one pay code, or no paid time off accrues because the system cannot complete the calculations.
From Pay Period Accrual Thresholds, select a Pay Period (weekly, bi-weekly, semi-monthly, monthly).

[Image: screenshot]

Set an Accrual Threshold to limit the number of hours that employees can accrue for a specific pay period. If there is no limit on time off accruals, leave this table blank.
Fill in the remaining Hours Worked fields as required.

[Image: screenshot]

Field — Description

Seniority Level — For each seniority level: 1. Enter the After Months that employees must work to be eligible for each level of seniority of this time off. You must set the After Months for the first Seniority Level to 0 or else the system will not accrue time correctly. 2. In the Accrue Per Hours Worked field, enter the number of paid time off hours that employees enrolled in the Time Off plan will accrue for each hour either worked or paid (specified in the Hours Type drop-down). 3. Enter the Max Per Week hours that employees can accrue. 4. Enter the Max Per Year hours that employees can accrue. 5. Enter the Accrual Stop Balance, which is the total number of hours per month/year that employees can accrue. Accruals stop at this amount. 6. Enter the Maximum Carryover number of hours that can carry over from one year to the next.

Hours Type — Select either Worked or Paid. If no value is set, the system assumes hours worked.

Click Save.

Parent Topic

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Defining Hours Worked (by Position) Accrual Method for Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_Hours_Worked_Pos.htm Path: PD/Company/Change/PTO_Benefit_Plans_Hours_Worked_Pos.htm

Defining Hours Worked (by Position) Accrual Method for Time Off Plans

To define Hours Worked (by Position) as the Accrual Method for Time Off plans, use the Pay Codes For Hourly Accrual, Pay Period Accrual Threshold, and Hours Worked by Position panels.

To define hours worked (by position):

Click the Client menu.
From Client|Change, select Time Off Plans. The Time Off Plans form opens.
In Accrual Method, select Hours Worked (by Position) to view the Pay Codes For Hourly Accrual, Hours Worked by Position, and Pay Period Accrual Threshold panels.

[Image: screenshot]

In the Pay Codes For Hourly Accrual panel, enter each Pay Code on which to base the accrual, such as regular pay. The Pay Description for the code displays. You must specify at least one pay code, or no paid time off accrues because the system cannot complete the calculations.
In the Pay Period Accrual Threshold panel, select a Pay Period (weekly, bi-weekly, semi-monthly, monthly).

[Image: screenshot]

To limit the number of hours that employees can accrue for a specific pay period, set an Accrual Threshold. If there is no limit on time off accruals, leave this table blank.
For each position that must accrue time off under this benefit plan, complete the following:

[Image: screenshot]

Use this option — To do this

Position Code — Enter a position code (for example, MECH for Mechanic). The Position Title displays.

Accrue Per Hour Worked — Enter the number of paid time off hours that employees enrolled in the Time Off plan will accrue for each hour either worked or paid (specified in the Hours Type drop-down).

Hours Type — Select the type of hours (Paid or Worked). If no value is specified, the system assumes hours worked.

Click Save.

Parent Topic

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Defining Months Worked Accrual Method for Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_Months_Worked.htm Path: PD/Company/Change/PTO_Benefit_Plans_Months_Worked.htm

Defining Months Worked Accrual Method for Time Off Plans

To define months worked for Time Off plans, use the Months Worked panel.

To define months worked:

Click the Client menu.
From Client|Change, select Time Off Plans. The Time Off Plans form opens.
In Accrual Method, select Months Worked. The Months Worked panel displays.

[Image: screenshot]

Complete the following:

Seniority Level

Enter the After Months that employees must work to be eligible for each level of seniority of this time off. You must set the After Months for the first Seniority Level to 0 or else the system does not accrue time correctly.
Enter the Hours Per Year that employees can accrue.
Enter the Accrual Stop Balance, which is the number of hours per month/year that employees can accrue.
Enter the Maximum Carryover, which is the number of hours that can carry over per year. | Apply Current Hours Taken before applying Stop-Balance limits | Select Apply Current Hours Taken before applying Stop-Balance limits to subtract the hours used before applying a stop-balance limit. If you do not select this option, the system disregards the hours already used. |

Click Save.

Parent Topic

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Defining Unlimited Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_Unlimited.htm Path: PD/Company/Change/PTO_Benefit_Plans_Unlimited.htm

Defining Unlimited Time Off Plans

Define Unlimited as the Calculation Basis for Time Off plans with the Pay Codes for Hourly Accrual, Pay Period Accrual Thresholds, and Flat Amount per Hours Worked panels. Any accrual information entered in those panels is ignored when Calculation Basis is Unlimited. Any fields related to carryover and accruals in the Time Off Plan panel are disabled because plans that offered unlimited time off do not accrue hours.

To define an unlimited Time Off plan:

Click the Client menu.
From Client|Change, select Time Off Plans. The Time Off Plans form opens.
In Accrual Method, select Unlimited. For example:

[Image: screenshot]

Fill in fields as required for the unlimited Time Off plan (see Defining Time Off Plans). The system does not calculate hourly accruals for employees enrolled in unlimited Time Off plans, so completing fields in the Pay Codes for Hourly Accrual, Pay Period Accrual Threshold, and Flat Amount per Hours Worked panels is not required.
Click Save.

Related Topics

Understanding Unlimited Time Off Plans

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Understanding Unlimited Time Off Plans

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Benefit_Plans_Unlimited_About.htm Path: PD/Company/Change/PTO_Benefit_Plans_Unlimited_About.htm

Understanding Unlimited Time Off Plans

The Employee Time Off Register and Employee Time Off Register Inquiry forms contain fields that do not apply. They also do not include the Hours Calculated/Carry-over Details panel because that information does not apply to unlimited Time Off plans.

After the first payroll of the new year, the date fields in the registers might not update because there are no accruals. They update only after the employee uses time off hours in a posted payroll.

Note: Note the following:

The Employee Time Off Register Adjustment form does not allow users to make adjustments to unlimited time off plans.
During payroll initialization, there are no warnings about time off balances for employees enrolled in an unlimited Time Off plan.
Payroll vouchers for employees with unlimited Time Off plans show the hours used but not any calculated (accrued) hours.
The Employee Time Off Detail Report shows no information for carryover, accrued, or available time.

Related Topics

Defining Unlimited Time Off Plans

Creating Time Off Accrual Schedules

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Defining Time Off Types

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Classes.htm Path: PD/Company/Change/PTO_Classes.htm

Defining Time Off Types

Restrict the number of register types that can be assigned to an employee to avoid employee Time Off register duplication with the Time Off Types form. You need to create only one of each time off type (such as vacation or illness).

To set a Time Off type:

Select the Client menu.
From Client|Change, select Time Off Types. The Time Off Types form opens.
Complete the required information in these fields:

Field — Description

Time Off Type Code — Enter a brief Time Off type code or select it by clicking the Time Off Type Code link. For example, SICK for sick leave.

Type Description — Enter a Time Off type description, such as Vacation or Illness.

Linked Accrual — Enable this field to mark the selected Time Off Type Code as a linked accrual (default is disabled).

Transfer To — Select a Time Off Type Code to transfer to another Time Off type. (This field only displays if Linked Accrual is enabled.) For example, if type A is linked/transferred to type B, type A does not display on the Transfer To list for other types to transfer to (effectively preventing anything from transferring to it).

Click Save.

To remove a selected Time Off Type Code, click Delete. The following message displays, “Are you sure you want to delete this record?” Click Yes to continue.

Note: Note the following:

The system will transfer the prior year accrued hours from the accrual register to the balance register for employees enrolled in a Linked Accrual Time Off Register when the plan year is triggered.
If you set up a transfer to another Time Off type code more than once an error message displays, “Transfer to <xxx> is already in use.” (You cannot have two Time Off types transferred to the same Time Off type because this is a 1:1 relationship.)
If you enable Linked Accrual but do not select the Transfer To Time Off type an error message displays when you click Save, “Transfer To Time Off Type is required.”
The system tracks changes made to Time Off types in the audit log.

Related Topic

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Creating Time Off Accrual Schedules

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/PTO_Register_Types.htm Path: PD/Company/Change/PTO_Register_Types.htm

Creating Time Off Accrual Schedules

Use the Time Off Accrual Schedules form to create or update a Time Off accrual schedule. Time Off accrual schedules track the usable hours of Time Off that employees accrue over the course of the year. The events trigger Time Off accrual, and the strict definition of “year,” are defined on this form.

Note: Note: The Time Off accrual schedule indicates when employees accrue paid time off. The Time Off Plan indicates how much paid time off employees accrue.

To create a Time Off accrual schedule:

Click the Client menu.
From Client|Change, select Time Off Accrual Schedules. The Time Off Accrual Schedules form opens.
Complete the following:

Field	Description
Schedule Code	Enter a unique Schedule Code for this accrual. For example, V for vacation, S for sick, or P for personal time. (Required.) Note: For new Time Off Accrual Schedules, the Paid Absence option is enabled by default.
Description	Enter an accrual description. (Required.)
Time Off Type Code	Enter the Time Off Type Code that restricts the number of accrual schedules that can be assigned to an employee. (Required.) Paid absence benefits are typically provided on a yearly basis. The year-to-date period for tracking benefits is based on the anniversary of each employee’s hire date or some fiscal year basis. If you use anniversaries, the employee year ending dates will vary. If you use a fiscal year end basis, all employee accruals end on the same day.
Plan Year Based On	Select the Plan Year Based On that this accrual tracks. (Required.) - Anniversary: - Fiscal:

Anniversary:
Fiscal: | Last Day of Fiscal Year | If the Plan Year Based On is Fiscal, enter the Last Day of Fiscal Year when each fiscal year ends. Note: The Accrual Frequency and On date fields work together to determine when an accrual occurs and through which date the accrual calculates. | | Accrual Frequency | Select the accrual calculation that triggers during payroll processing. (Required.) - Pay Period Accrual: Accruals calculate for employees with regular vouchers in the payroll. Calculations are from the last accrued through date through the end of the selected On date. - Anniversary Month: Accruals calculate when the On date crosses an employee’s anniversary day, and the last accrued through date is before that day. - Anniversary Year: Employees receive a lump-sum accrual for a paid time off benefit at the beginning of their anniversary year for benefits accrued through the end of the current year. This method triggers when the On date crosses over the employee’s anniversary day. - End of Month: This method triggers when the pay period crosses into another month or ends on the last day of a month. Accruals calculate through the end of the month, or the employee’s anniversary day for the month, depending on the On date. - End of Quarter: This method triggers when the pay period crosses into a new quarter. Quarters are based on either the year-end or employee’s anniversary date, depending on the On date. Note: A warning message displays when you select End of Quarter, “Warning: Flat amount is the only Plan Calculation supported by End Of Quarter Accrual Frequency. The Plan Year Based On must also be Fiscal Year ending on 6/30.” Click OK to continue. - End of Year: Employees receive a lump-sum accrual for a paid time off benefit at the end of the fiscal year. When the end of the fiscal year corresponds to the end of the calendar year, the accrual triggers when the pay period crosses into the new year or the period end date is the same as the end of the calendar year. Otherwise, the accrual triggers when the period end date crosses the year end date in the current year. - First of Year: Employees receive a lump-sum accrual at the beginning of the fiscal year. The First of Year accrual frequency works exactly the same as the End of Year accrual frequency, except that the accrual level is based on the employee’s seniority level as of January 1st of the next year (instead of December 31st of the current year). - First of Following Month: This method triggers when the pay period includes the first day of a month. Accruals calculate for the previous month. - First of Current Month: This method triggers when the pay period includes the first day of a month. Accruals calculate for the current month. - First of Quarter: This method triggers when the pay period includes the first day of a new quarter for employees enrolled in a Time Off Plan that has a calculation basis of Flat Amount and who are enrolled in a Time Off accrual schedule with the First of Quarter accrual frequency and the Pay Date accrual frequency date. For example, if the first pay date in Q4 occurs on 10/7/2024, Time Off accrual occurs during that payroll. (Quarters are typically calendar quarters: Q1 = January - March, Q2 = April - June, Q3 = July - September, and Q4 = October - December.) > Note: Note the following: - A warning message displays when you select First of Quarter, “Warning: Flat amount is the only Time Off Plan Calculation basis supported for First Of Quarter Accrual Frequency.” Click OK to continue. - You can only select Pay Date as the On date if you select First of Quarter. - Holiday: Use the Scheduled Holidays panel to select one or more holidays when hours accrue. For more information, see Scheduling Holidays. - Prior Year Accrual: This method triggers the balance accrual to move the accrued Time Off hours from the accrual plan to the balance plan. The system initializes the On date when the pay period crosses over into the year’s end. The plan is triggered at year end from the accrual plan to the balance plan, which could be an anniversary date or a fiscal date, and uses the option set in the Year-End Basis field. (Either way, the transfer of hours happens during the pay period in which that year-end date occurs.) - Custom Basic Routine: Select this method when the client’s accrual methodology is unique and requires a custom routine to implement it. For more information, see Using Customized Accrual Subroutines. - Scheduled: Use the Scheduled Triggers panel to define certain intervals (in months) that trigger accruals. For more information, see Defining Intervals That Trigger an Accrual. > Note: Note: This option is available only when you set the Plan Year Based On to Anniversary. |
Pay Period Accrual: Accruals calculate for employees with regular vouchers in the payroll. Calculations are from the last accrued through date through the end of the selected On date.
Anniversary Month: Accruals calculate when the On date crosses an employee’s anniversary day, and the last accrued through date is before that day.
Anniversary Year: Employees receive a lump-sum accrual for a paid time off benefit at the beginning of their anniversary year for benefits accrued through the end of the current year. This method triggers when the On date crosses over the employee’s anniversary day.
End of Month: This method triggers when the pay period crosses into another month or ends on the last day of a month. Accruals calculate through the end of the month, or the employee’s anniversary day for the month, depending on the On date.
End of Quarter: This method triggers when the pay period crosses into a new quarter. Quarters are based on either the year-end or employee’s anniversary date, depending on the On date.
End of Year: Employees receive a lump-sum accrual for a paid time off benefit at the end of the fiscal year. When the end of the fiscal year corresponds to the end of the calendar year, the accrual triggers when the pay period crosses into the new year or the period end date is the same as the end of the calendar year. Otherwise, the accrual triggers when the period end date crosses the year end date in the current year.
First of Year: Employees receive a lump-sum accrual at the beginning of the fiscal year. The First of Year accrual frequency works exactly the same as the End of Year accrual frequency, except that the accrual level is based on the employee’s seniority level as of January 1st of the next year (instead of December 31st of the current year).
First of Following Month: This method triggers when the pay period includes the first day of a month. Accruals calculate for the previous month.
First of Current Month: This method triggers when the pay period includes the first day of a month. Accruals calculate for the current month.
First of Quarter: This method triggers when the pay period includes the first day of a new quarter for employees enrolled in a Time Off Plan that has a calculation basis of Flat Amount and who are enrolled in a Time Off accrual schedule with the First of Quarter accrual frequency and the Pay Date accrual frequency date. For example, if the first pay date in Q4 occurs on 10/7/2024, Time Off accrual occurs during that payroll. (Quarters are typically calendar quarters: Q1 = January - March, Q2 = April - June, Q3 = July - September, and Q4 = October - December.)
A warning message displays when you select First of Quarter, “Warning: Flat amount is the only Time Off Plan Calculation basis supported for First Of Quarter Accrual Frequency.” Click OK to continue.
You can only select Pay Date as the On date if you select First of Quarter.
Holiday: Use the Scheduled Holidays panel to select one or more holidays when hours accrue. For more information, see Scheduling Holidays.
Prior Year Accrual: This method triggers the balance accrual to move the accrued Time Off hours from the accrual plan to the balance plan. The system initializes the On date when the pay period crosses over into the year’s end. The plan is triggered at year end from the accrual plan to the balance plan, which could be an anniversary date or a fiscal date, and uses the option set in the Year-End Basis field. (Either way, the transfer of hours happens during the pay period in which that year-end date occurs.)
Custom Basic Routine: Select this method when the client’s accrual methodology is unique and requires a custom routine to implement it. For more information, see Using Customized Accrual Subroutines.
Scheduled: Use the Scheduled Triggers panel to define certain intervals (in months) that trigger accruals. For more information, see Defining Intervals That Trigger an Accrual. | On | Select the date type through which the accrual calculation is triggered. The options vary based on the selected Accrual Frequency. | | Print on Pay Stub | Select if balances for this accrual schedule should print on employees’ payroll check stubs. | | Description for Pay Stub | Enter a name to describe the Time Off accrual schedule. This will appear on each employee’s payroll check stub and certain reports. | | Inactive Register | Select if this accrual schedule is no longer used. The system will not calculate accruals or update existing employee accruals. | | Paid Absence | Select to indicate that this Time Off accrual is for tracking paid absences. (This option is for informational purposes only.) | | Auto-enroll Thru Date is Day Before Start Date | Select to force the accrued through date to be the day before the start date when auto-enrolling employees in plans for this accrual schedule. This can help to ensure that auto-enrolled employees do not lose accrual for that day. | | Payroll Warning if More Hours Used Than Available | Select to display a warning during payroll initialization if an employee uses more hours than currently available. |

Click Save.

Scheduling Holidays

This setting displays if you set the accrual schedule Accrual Frequency to Holiday (see above). Use the Scheduled Holidays panel to ensure that the Time Off accrual accrues holiday-based Time Off at the appropriate time (determined by a “look ahead” period).

To schedule a holiday:

Click the Client menu.
From Client|Change, select Time Off Accrual Schedules.
In Accrual Frequency, select Holiday. The Scheduled Holidays panel displays.

[Image: screenshot]

Complete the following:

Field — Description

Look Ahead Days — Enter the number of days to look ahead for holiday-based accrual. This acts as an offset. For example, if the pay period start and end dates are June 1 and June 15, and the Look Ahead Days is 7, the system checks for holidays between June 8 and June 22.

Holiday — Click Holiday and select one or more holidays from the list, then click Accept. The Holiday Name displays.

Click Save.

Defining Intervals That Trigger an Accrual

To define intervals (in months) that trigger an accrual, use the Scheduled Triggers panel.

To define an interval:

Click the Client menu.
From Client|Change, select Time Off Accrual Schedules.
In Plan Year Based On, select Anniversary. In Accrual Frequency, select Scheduled. The Scheduled Triggers panel displays.

[Image: screenshot]

Complete the following:

Field — Description

Starting Monthly Intervals — Enter the number of months during an employee’s first year of employment when paid time off hours accrue. The last interval in the list should be 12.

Subsequent Interval (In Months) — Define the regular interval (in months) when hours accrue after an employee’s first year.

Click Save.

Using Customized Accrual Subroutines

If the client uses an accrual method that differs from methods previously described, use a customized accrual subroutine.

Note: Note: Contact a systems professional to design a subroutine using the parameters described here.

To design a subroutine:

Click the Client menu.
From Client|Change, select Time Off Accrual Schedules.
In Accrual Frequency, select Custom Basic Routine. The Custom Basic Subroutines panel displays.

[Image: screenshot]

In Trigger Subroutine, enter a custom accrual frequency subroutine to determine whether hours should accrue for each employee. The format is:

SUBROUTINE SUBR.NAME(ABSENCE.REGISTER.REC,EMPLOYEE.SSN,ACCRUAL.TRIGGERED)

The variable ACCRUAL.TRIGGERED should return either a 0 (zero) or 1 (one). If the value returned is 1, the system calculates an accrual.

In Calculation Subroutine, enter a customized subroutine to replace the standard daily accrual calculation. The subroutine must have the following parameter list:

SUBROUTINE SUBR.NAME(COMPANY.NO,EMP.SSN,REG.TYPE,ABSENCE.REGISTER.REC, BENEFIT.PLAN.REC,VOUCHER.REC,HOURS.ACCRUED)

The hours accrued should be returned in the variable HOURS.ACCRUED. The calling program does not accept the return of a negative number. If the system returns a negative number, it is set to zero instead. Do not return a number with an embedded decimal point because it will be truncated.

Click Save.

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Rate Tables

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Rate_Tables.htm Path: PD/Company/Change/Rate_Tables.htm

Rate Tables

Use the Rate Tables form to calculate client-sponsored benefit plan deductions and client match amounts. Once calculated, the system can report the total benefit premium amounts in box 12 (Code DD) of Form W-2.

Note: Note: You can use Rate Tables only in conjunction with Deduction Codes that have a Voluntary Deduction Type and an RT Calculation Method selected. See Maintaining Global Deduction Codes for more information.

To set up a rate table:

Enter the unique Table ID.
Select an Existing Effective Date for this rate table, or Enter New Effective Date.
Enter a descriptive Table Name.

Note: Note: The Basis rate is either by Pay Period or by Month. Entering monthly rates is suggested unless the client company has only one pay cycle for all employees. When calculating during initialization, the rate found on the table is multiplied by 12 and then divided by 12, 24, 26, or 52, depending on the pay period (Monthly, Semi-Monthly, Bi-Weekly, or Weekly).

Select the amount Basis for this rate.
For each tier:

a.	Enter the Tier level for the rate, for example, Family or Single.
b.	Enter the employee Deduction Amount.
—	—
c.	Enter the Match Amount.
—	—

Click Save.

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Establishing Employee Ratings

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Ratings.htm Path: PD/Company/Change/Ratings.htm

Establishing Employee Ratings

You can establish employee performance ratings using the Ratings form. To access user-defined fields, click the Actions menu and select User Fields.

To establish employee performance ratings:

Go to the Ratings form on the Client|Change menu and complete the following fields:

Field	Description
Rating Code	Enter or select the unique Rating Code.
Rating Description	Enter the Rating Description.

Click Save.

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Regenerating Invoice Accounting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Regenerating-Invoice-Accounting.htm Path: PD/Company/Change/Regenerating-Invoice-Accounting.htm

Regenerating Invoice Accounting

This process lets you correct account number errors that were set up in G/L Account Setup files by regenerating revenue accounting on invoices. You make corrections to the file that is subsequently imported into a financial accounting system. You can regenerate all invoices or select a date range for regeneration. You need access to G/L setup and the client must have already posted payroll.

Note: Note: This form does not use Client Access Group Security.

To regenerate invoices:

Click Back Office.
From Operations|Action, click Regenerate Invoice Accounting.
Select a regeneration option:

Invoices in this date range - Select a starting and ending date range for the invoices you want to regenerate.
All Invoices - This option is not recommended because it regenerates accounting for all invoices in the system and can take a long time to complete.
Cash Receipts Only - This option is not recommended because it regenerates every cash receipt in the system. You should only perform this action if instructed to do so by PrismHR Support. > Note: Note: The optional Clear Document File should be approached with caution. If you enable this option, then all entries within the External Invoice Posting screen are removed, not just the ones that fall within the selected date range. If you decide not to clear entries, this can result with duplicate entries for each pay date and employer ID within the selected range.

Click Run.

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Using Report Parameters Feature

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Report_Parameters.htm Path: PD/Company/Change/Report_Parameters.htm

Using Report Parameters Feature

The Report Parameters feature allows you to specify run-time parameters for some of the reports that print for this client when a user processes the payroll. The reports in the list are specified in the Client Details Payroll tab.

Not all reports allow you to specify default parameters. The reports that do are listed below. The other reports have set parameters that you cannot customize for the client.

[Image: screenshot]

Note: Note: If a report is set at the global level, users can edit the default parameters from the main Client menu.

Related Topics

Client Details Controlling Client Payroll Processing

System Parameters Printing Setup for Global Payroll Reports

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Using Report Print Options

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/Company/Change/Report_Print_Options.htm Path: PD/Company/Change/Report_Print_Options.htm

Using Report Print Options

Use the Report Print Options form to determine what prints on payroll reports.

To access this form:

Select Client.
From Client|Change, select Client Details.
Select Report Print Options from the Actions menu.
Complete these fields as required:

Field — Description

Suppress Deductions on Faxback — Prevents employee deductions from displaying in theFax Back Report.

Suppress ACH on Pay Register — Stops ACH account details from printing on the Payroll Register Report.

SSN Mask Override — Sets the format for how employee Social Security numbers display. Important! Updates to the SSN Mask Override setting determine how the system displays the SSN on the Personal tab on the Employee Details form and overrides the SSN Mask Option setting in the System Parameters form.

Batch Register Options — Specifies register options for the Payroll Register Report.

PDF Report Password — Sets a password for PDF report files. This overrides the password default set at the global level.

Print Service Report Logo Filepath — Specifies the complete path to the location on the mvQuery print server for report logo images. For example, C:.gif. See Setting Up Invoice Header Information for more information.

Name To Print [on] Invoices — Sets the name that appears on invoices.

Click Accept.

Parent Topic