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PrismHR Help — User Guides: Admin, Compliance, Reports

Official User Guides — System Admin, Compliance, Imports, Time Off, Report Center

Official PrismHR user-guide PDFs extracted to text. These overlap the HTML help topics but are the compiled manuals.

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System Administration User Guide

Source PDF: https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/Sys-Admin.pdf
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Pages extracted: 331

System Administration Guide

Setup, maintenance, administration, and use of the PrismHR platform. PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.

Table of Contents System Administration Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 13 Chapter 1 User Roles, Users, and MFA Security 14 Security Best Practices 14 System Security Features 14 Multi-Factor Authentication (MFA) 14 Enforce Strong Passwords 16 Be Suspicious 16 Restrict User Access 16 Audit Reports 16 Create Processes 20 Defining Client Access Groups 20 Defining User Roles 22 Using the Actions Menu 22 Viewing Role Information 22 Filtering Form Types 22 Obsoleting a User Role 22 Searching for Forms 22 User Role Tasks 22 Understanding Role-Based Security 23 Service Provider and Worksite Manager Roles 25 Creating a New Role 25 Copying a User Role 26 Editing a User Role 26

       Adding and Removing Forms                                                                     26
       Changing User Access to a Form                                                                26
       Configuring Field-Level Access                                                                27
       Maintaining User Roles                                                                        27
       Configuring Field Security                                                                    28
       Adding Bulk Form Access                                                                       29
     Deleting a Role                                                                                 29
     Maintaining Document Security                                                                   30
  Defining Users                                                                                     31
     Creating a New User                                                                             32
     Copying a User                                                                                  33
     Deleting a User                                                                                 33
     Editing a User                                                                                  34
       Editing a Service Provider User                                                               34
       Editing a Worksite Manager User                                                               41
       Editing a Worksite Trusted Advisor                                                            44
       Editing a Worksite Employee User                                                              49
     Establishing User Data Security                                                                 50
     Defining the Worksite Manager/Trusted Advisor Proxy Role for Service Providers                  53
     Changing the User Type                                                                          54
     Granting User Access to Former Clients and Employees                                            54
     Viewing Login History                                                                           55
     Setting User Access to Printers                                                                 56
     Setting Client Device IP Range                                                                  56
       Examples                                                                                      56
     Setting Up Manager Users                                                                        57
       Using the Actions Menu Options                                                                60
  Multi-Factor Authentication Security                                                               60

     Configuring MFA Email Templates and Services                                           62
       Setting Up Email Services                                                            62
     Enabling Multi-Factor Authentication                                                   63
       Enabling System-Level MFA                                                            64
       Enabling Client-Level MFA                                                            65
       Enabling User-Level MFA                                                              66
     Resetting MFA Passwords For Trusted Advisors                                           66
       Resetting System-Level MFA Passwords                                                 67
       Resetting Client-Level MFA Passwords                                                 67
       Resetting User-Level MFA Passwords                                                   68
     User Account Access with MFA                                                           68
       Reauthorizing Standard MFA Login                                                     68
       Resetting Forgotten Passwords For MFA Login (Trusted Advisors)                       68
  Changing Passwords                                                                        69

Chapter 2 System Parameters 70 Maintaining System Parameters 70 Using the Actions Menu 71 Setting General System Parameters 72 Viewing the Audit Log 86 Using Custom Feature Codes 87 Setting Up Global Codes 112 Setting Global Accounting Parameters 113 Customizing My Support Team Dashboard Contacts 115 Clearing Backup Account Assignments 116 Defining a Custom Process 116 SSO Forms 117 Specifying Direct Deposit Terms and Conditions 117 Setting Up Documentation Servers and Directories 118

     Attaching Files to Client Records                                   118
     Setting Up Automated Email Messages                                 119
     Establishing SSO Services                                           121
     Setting Up Email Templates for MFA                                  121
       Maintaining Information in Email Services                         122
     Maintaining ESS Menus                                               123
       Setting ESS Menu Tile Images                                      124
     Selecting Default Menus with ESS Menu Builder                       126
       Adding Menu Headers and Menu Items                                127
       ESS Menu Tile Images                                              129
     Customizing ESS with the Theme Designer                             132
     Printing Setup for Global Payroll Reports                           133
     Maintaining Global mvQuery Image Path                               133
     Logo Path Maintenance                                               134
     Setting Miscellaneous Parameters                                    135
       Maintaining Tax-related Information                               135
       Establishing FMLA Information                                     138
     Managing Next Number Control                                        139
     Setting Enrollment Options                                          140
     Setting Up Content for Notifications                                141
       Setting Up Notification Templates                                 141
       Setting Up Notification Templates                                 143
     Maintaining Global Onboarding Options                               146
     Establishing Tax Year Limits                                        149
     Maintaining Tax Rates                                               152
       Setting Federal Tax Rates                                         152
       Configuring State-Specific Tax Rates                              152
     Controlling Employee Termination Messages                           153

     Maintaining Web Extensions                                                                  154
     Maintaining Web Service Users                                                               154
       Actions menu                                                                              154
       Maintaining web service user information                                                  155
       Web Service User Security                                                                 157
       Option-Level Access Control                                                               159
       Setting up Approval Emails for Pending Updates to Web Service Users                       164
     Creating W-2 Election Text                                                                  165
     Creating 1095-C Election Text                                                               167
     Specifying Corporate Edition Content                                                        168
     Converting Global Pay Rate Changes                                                          168
     Defaulting Network IDs by Benefit Plan                                                      169
     Deleting Group Benefit Enrollments                                                          169
     Setting EFLEX Group IDs                                                                     170
     Maintaining the HSA PEO Match                                                               170
       Selecting Data                                                                            171
     Maintaining DataBridge Translation Codes                                                    172
     Retiring Vertex GeoCodes                                                                    172
     Updating Existing Standard Employee Data                                                    172
     Updating GeoCodes                                                                           173
     Configuring System-Level Settings for Coronavirus-Related Paid Leave                        174
       Assigning Pay Codes for Emergency Paid Leave                                              174
       Setting Up Client-Specific Overrides                                                      176
     Using the COVID-19 Leave Estimate Report                                                    177
       Analyzing the Report                                                                      177
  Setting Global Configuration                                                                   178
     Enabling the Enhanced Dashboard                                                             178
     Setting Up System-level Functionality                                                       178

  Controlling Dashboard Views                                             181

Chapter 3 System Code Files 185 Creating Client Categories 185 Creating FLSA Exemption Categories 186 Creating or deleting a Client Status 186 Establishing Reason Codes for Client Terminations 187 Configuring Global New Hire and Dependent Fields 188 Setting New Hire Questions 188 Setting Global Approval Policies 189 Creating Custom HR Approval Roles 191 Creating/Editing NAICS Codes 191 Maintaining SIC Codes 192 Establishing Sales Tax Codes 193 Creating State Garnishment Rules 193 Processing Taxes for a Specified State 198 Establishing Basic State Tax Rules 198 Establishing Additional Rules 201 Maintaining W/C Calculation Setup Panel 204 Maintaining Minimum Wage Rate Information 206 Maintaining State Termination Information 206 Establishing PEO Tax Billing Information 207 Selecting New Hire Questions 207 Establishing State Default Questions 207 Global PTO 207 Change Reason History- State Rules 208 Maintaining Tax Authorities 209 Setting Up the Tax Authority 209 Setting Up Minimum Wage Rates Panel 210

  Maintaining Tax Deductions                                                                211
     Tax Deduction                                                                          211
     Bill Codes                                                                             212
     Tax Deduction Administrative Fund                                                      213
  Creating S-Corp Benefit Tax Adjustments                                                   213
  Entering School District Codes                                                            214

Chapter 4 Sending and Receiving Messages 216 Adding Messages to Invoices 216 Maintaining Message Templates 217 Using Substitution Variables 219 Specifying Substitution Variables for Messages 219 Working with Substitution Variables for Onboarding 223 Working with Substitution Variables for Benefits Enrollment 225 Maintaining Custom Message Groups 228 Creating or Maintaining a Message Group 228 Viewing the Audit Log for a Message Group 229 Managing Messages 229 Configuring New Messages 230 Chapter 5 Maintaining Information With System Code Files and Utilities 233 Setting Up Zip Codes 233 Maintaining Zip Code Networks 234 Importing Network ZIP Codes 234 Updating ZIP Codes 235 Managing Cost Centers 235 Configuring an Invoice Logo Override for Sub-Cost Centers 236 Changing the Client Status 237 Managing Contact Types 239 Managing Cash Types 239

     Editing Existing Cash Type Codes                                                        240
     Entering New Cash Type Codes                                                            241
  Deleting Unused Employees                                                                  241
  Globally Recalculating Workers Compensation on Vouchers                                    242
  Recalculate Global PTO Vouchers                                                            244
  Creating Translation Tables for Deduction Codes                                            245

Chapter 6 Importing Clients from a Flat File 246 Chapter 7 Creating Custom Menu Items 248 Chapter 8 Configuring Document Upload for High-Availability Web Servers 251 Chapter 9 Reports 252 ACH Journal Edits Audit Report 253 ACH Journal Hold/Release Audit Report 253 Benefit Register Employer Report 254 Identifying Employee Status 256 File Master Listing 256 Finding Changes to an Employee 256 Find Changes to a Client 257 Labor Distribution Report Formats 258 Configuring Default Check Formats 259 Margin Adjustments 260 MICR Line Adjustments 261 Special Font Adjustments 261 Check Stub Adjustments 262 Check Window Adjustments 263 Deleting a Check Name 264 Setting Up Default Global Check Printing Parameters 264 TALX Download Setup 273 Talx Tax Credit and Incentive Download 274

  Determining Total Compensation Setup                                   275
  Determining Process ID Information                                     280
     Determining User Display                                            282
  Determining User Role Details Display                                  284
  Determining Client Details Display                                     285
  Reviewing WSM/WTA Setup and Data Security Access                       286
     Generating the Report                                               286
     Reviewing the Report                                                287
  Unbundled Billing Rules Report                                         290
     Report Output                                                       290

Chapter 10 Allowed Methods for Web Service Users 292 ApplicantService 293 BenefitService 293 ClientMasterService 299 CodeFileService 305 DeductionService 308 DocumentService 308 EmployeeService 309 GeneralLedgerService 314 HumanResourcesService 315 LoginService 316 NewHireService 317 PayrollService 317 PrismSecurityService 322 SignOnService 323 SubscriptionService 324 Support TicketService 324 SystemService 325

  TaxRateService                                             326
  TimesheetService                                           327

Chapter 11 Viewing Document Storage 329 Chapter 12 Importing Favorites 330

Intended Audience This guide is intended for users who are involved in client and employee administration. Unless you have permission to access system-level features, you cannot view them or make changes. To effectively use this guide, you must also have background knowledge of systems, payroll, benefits, and human resources.

Chapter 1 User Roles, Users, and MFA Security PrismHR uses role-based security to manage user accounts. The use of multi-factor authentication (MFA) further ensures security. Administrative users control system access across multiple dimensions to ensure that company, client, user, and employee information is secure and protected. Access controls include: • Limiting user access to the system with user roles and user types • Configuring user access based on IP address • Configuring user printer access • Setting up strong login security, including multi-factor authentication, account locks, and password expiration • Limiting user access to clients with Client Access Groups

Security Best Practices 14 Defining Client Access Groups 20 Defining User Roles 22 Defining Users 31 Multi-Factor Authentication Security 60 Changing Passwords 69

Security Best Practices System Security Features You can use PrismHR security features to mitigate risk, including multi-factor authentication (MFA), direct deposit change notifications, password expiration and complexity settings, Internet Protocol (IP) whitelisting, and several audit reports.

Multi-Factor Authentication (MFA) Enabling MFA offers an additional layer of security to verify a user’s identity and prevent unauthorized access to employee data. In addition to a username and password, MFA requires one more method of authentication to

verify the user’s identity before login access is granted on a particular device. The system sends a generated code to the user’s email account or mobile device through SMS text messaging to further verify the user’s identity. If enabled, the MFA process triggers when it does not recognize the browser or device attempting to login, or if a set number of days have passed since the last MFA attempt. In PrismHR, your organization can enable multi-factor authentication at the system, client, or user level. Enabling MFA at the system level affects all service provider, worksite manager, and worksite trusted advisor users. A separate option is also available for employees accessing Employee Portal (EP). To enable MFA at the system level, use the Authentication Services form (Back Office > System Parameters > Action Menu > Authentication Services) in PrismHR:

Service Providers MFA is enabled by default for all service provider users in PrismHR. For more information, please see Enabling Multi-Factor Authentication for Service Provider Users.

SMB Clients MFA can be set up for all your clients or on an individual client basis. MFA is enabled automatically for all worksite managers and trusted advisors. All new managers and advisors will have MFA enabled by default.

Direct Deposit Notification You can configure ClientSpace to notify employees when a change is made to their direct deposit information. These notifications can help worksite employees and service providers be more proactive in detecting and preventing fraud attempts.

Enforce Strong Passwords A strong password is the foundation of system security. Strong passwords consist of at least six characters and are a combination of numbers, letters, and symbols. PrismHR passwords can be case-sensitive—both uppercase and lowercase letters are recommended. Ensure your passwords for superusers and managers are sufficiently complex. You can encourage or even require your users to change passwords periodically. For help with passwords, use a password-generation resource such as strongpasswordgenerator.com and a password management solution such as lastpass.com. In PrismHR, you can require the use of punctuation with passwords and set password expiration limits using the Authentication Services form (Back Office > System Parameters > Action Menu > Authentication Services).

Be Suspicious Educate your users to be wary of emails with embedded links or attachments of any kind. While they may look legitimate, clicking a link or attachment can hand over access to your computer to hackers. Phishing efforts often include requests for account credentials from what appears to be a co-worker. Once a hacker has access to your computer, all your stored passwords may be available.

Restrict User Access In PrismHR, you can restrict individual user access to specific IP addresses or a range of addresses. This means that any device (computer, mobile phone, tablet) in your network must come from an approved IP address. By restricting user access, you limit the devices and networks with access to PrismHR, making it much more difficult for an outsider to gain entry to the system.

Audit Reports PrismHR has robust reporting features that can help tip you off to suspicious activity. PrismHR strongly recommends that you run the following reports: • Employee ACH Information and ACH Journal • Checking Accounts and ACH Originators • Client Banking Information • Login History Report • Sensitive Information Changes Report When you inspect your reports, look for an unusual number of changes, or for account numbers/transit numbers that are the same or very similar. Confirm that any changes are accurate. Fraudulent fund transfers are typically initiated and tested in small amounts just before a large sum is removed from the system. Additionally, PrismHR recommends a review of all ACH audit records, ideally right before the ACH files are transmitted. This will confirm that nothing was altered during the business day. Even one change that was not authorized can indicate a vulnerability.

Report Instructions PrismHR strongly recommends that you run these reports. To check that changes are legitimate, run the same report (Find All Changes to a File) with different parameters (below). Employee ACH Information and ACH Journal 1. Select System Administration > File > Audit Control Maintenance > File Audit Reports > Find Changes to a File Report. 2. In the Audited Filename field, enter one of the following: • To run the report for employee ACH information, enter EMPLOYEE.ACH. • To run the report on the ACH journals, enter ACH.JOURNAL. 3. Leave the Audited Record ID and Audited Fieldname fields blank. 4. For the dates: • If running the report first thing in the morning, enter the previous day in the first Update date range field, and then enter T in the second field to indicate today’s date. • If running the report in the evening, enter T in both fields to see all changes made today. 5. Leave Optional Company ID blank. 6. Click F2-Create Report. Carefully review any changes in numeric fields (account numbers, transit numbers, and so on). Check for: • Activity that occurs extremely late or extremely early in the day. This activity is suspicious. • Changes from direct deposit of funds to Green Dot Bank or American Express pre-paid cards. These modifications require extra scrutiny to ensure they are legitimate. Checking Accounts and ACH Originators 1. Select System > Report > Find Changes to a File. 2. In the Audited Filename field, enter one of the following: • To run the report for checking accounts, enter CHECKING.ACCOUNTS. • To run the report on the ACH origination accounts, enter ACH.ORIGINATORS. 3. Leave the Audited Record ID and Audited Fieldname fields blank. 4. For the dates: • If running the report first thing in the morning, enter the previous day in the first Update date range field, and then enter T in the second field to indicate today’s date. • If running the report in the evening, enter T in both fields to see all changes made today. 5. Leave Optional Company ID blank. 6. Click F2-Create Report. 7. Make sure the bank account numbers are correct. These bank account numbers are where transfers would go for refunds, payments to the originators, and so on.

Client Banking Information 1. Select System Administration > File > Audit Control Maintenance > File Audit Reports > Find Changes to a File Report. 2. In the Audited Filename field, enter CLIENT.MASTER. 3. Leave the Audited Record ID field blank. 4. In the Audited Fieldname field, enter one of the following: • To check your clients’ ABA/Routing Numbers, enter ABA.NUMBER. • To check your clients’ Bank Account Number, enter BANK.ACNO. Note: Both of these numbers are maintained in the Client Details Billing tab in PrismHR. 5. For the dates: • If running the report first thing in the morning, enter the previous day in the first Update date range field, and then enter T in the second field to indicate today’s date. • If running the report in the evening, enter T in both fields to see all changes made today. 6. Leave Optional Company ID blank. 7. Click F2-Create Report. 8. Make sure that any changes are legitimate. Login History Report The Login History Report records login history information including the time, date, and IP address used for the login. This report is useful to identify any unusual IP addresses used to log in to a user’s account. 1. In PrismHR, click Reports. 2. From System|Report, select Login History Report. The Login History Report opens. 3. You can use the following selection criteria and sort options to filter the report results:

  Use this option                 To do this
  Identifier ID                   Enter an identifier ID or click the link to select from a list.
  Company ID                      Enter a company ID or click the link to select from a list.
  Employee ID                     Enter an employee ID or click the link to select from a list.
  User Database                   Select a user database:
                                   •     Prism Users (HRP.USERS file)
                                   •     Webservice Users (WEBSERVICE.URSERS file)

  Result                          Select a result:
                                   •     success

 Use this option                  To do this
                                   •     fail

 Start Date on or after           Enter or select a date for the report to start.
 End Date on or after             Enter or select a date for the report to end.
 Primary Sort                     Select one of the following sort options:
                                   •     Date
                                   •     Identifier
                                   •     Result
                                   •     Company
                                   •     Employee

 Secondary Sort                   See options for Primary Sort. The list shows all options except for the
                                  Primary Sort.

Click Run. Sensitive Information Changes Report In PrismHR, this report runs on the first calculation of a payroll. The process looks to see if any changes to sensitive employee information has changed since the last payroll run for the employee. This report is automatically generated.

Click View Report. The changes to sensitive employee information since the last payroll run and the report displays. In the following example, the ACH Transit Number of an employee’s ACH entry was changed to a popular routing number used for cash cards.

Create Processes Ongoing vigilance is the best practice to minimize the vulnerability of your organization and your clients. To ensure the safety of system information, establish best practices for your company and work with a security expert to mitigate your overall security risk.

Defining Client Access Groups Client access groups define the clients, cost centers, and sub cost centers a user can access. Use the Client Access Groups form to manage user access to clients, cost centers, and sub cost centers. Access this form in the Back Office menu under System|Change. Assign a client access group to any service provider in the system. After entering initial setup information (name and ID), you can restrict clients in one of several ways. Permit and restrict user access to these entities using the panels on this form. Different panels display for different Assignment Method values. Use the Assignment Method panels and procedure that most closely matches your organization’s requirements. For example, if Grant Access to all Clients with exceptions is selected, Restricted Clients, Restricted Cost Centers, and Restricted Sub Cost Centers are visible.

Note: The system includes a feature for grouping clients into cost centers and sub cost centers. For example, you can have one cost center and sub cost center for clients in the Northeast and another for clients in the South. Use these groupings to control client access at a high level.

To do this Perform these steps Set up a client access group 1. Enter a Group ID. You must define basic information about the 2. Enter a descriptive Group Name. group before you can add clients, cost 3. Select the Assignment Method to define the group. centers, and sub cost centers to a client Different panels display based on the Assignment access group. Method that is selected. When you set up PrismHR for the first time, you need to specify a value in the Assignment Method field. After users and client companies are created, return to this screen to set up further restrictions. Grant access to all clients, cost centers, and l Select Grant access to all Clients with exceptions in the sub cost centers Assignment Method field. Do not assign any clients, cost You can create a client access group with no centers, or sub cost centers. restrictions, though there is no specific Assignment Method for this option. Restrict access to clients and cost centers Use the Restricted Clients and Restricted Cost Centers panels to specify clients that a user cannot access.

To do this Perform these steps To restrict access to specified clients and cost centers: 1. Select Grant access to all Clients with exceptions in the Assignment Method field. 2. Enter each Client ID in the Restricted Clients panel. The Client Name displays. 3. Enter each Cost Center ID in the Restricted Cost Centers panel. The Cost Center Name displays. Grant access to specified clients To grant access to specified clients: Use the Authorized Clients panel to specify 1. Select Grant access to specified Clients in the clients that a user can access. The system Assignment Method field. automatically restricts access to all other clients. 2. Enter each Client ID in the Authorized Clients panel. The Client Name displays. Grant access to specified cost centers and To grant access to specified cost centers and sub cost centers: sub cost centers 1. Select Grant access to specified Cost Centers in the Use the Authorized Cost Center panel to Assignment Method field. specify cost centers and sub cost centers that a user can access. The system automatically 2. Enter each Cost Center and Sub Cost Center in the restricts access to all other cost centers and Authorized Cost Center panel. The Cost Center Name sub cost centers. and Sub Cost Center Name displays.

Grant Security Access by Client Assignments Select Grant Security Access by Client Assignments in the Administrators can assign security access to Assignment Method field to grant the users specified in the Client Access Groups according to the client Account Assignments fields on the Company Accounts form. assignments made on the Company Account Form. View and edit existing groups To view an existing client access group: You can view and edit existing client access l Enter the Group ID and tab into the next field. The group group data at the same time. data populates on the form. If you don’t know the ID, click Group ID to view a complete list. Assign a client access group to a user l Once you create one or more client access groups, you must assign one to every new user. Assign client access groups on the Users form with the Client Access Group field. This is a required step during new user creation. You can also use this field to assign a new client access group to a user.

Defining User Roles Define the forms and fields in PrismHR that users with a specific role can access on the User Roles form. Provide either full access to a form (including editing form data) or read-only access. Your organization should have a well-planned strategy for applying role-based security.

Using the Actions Menu From the Actions menu: • Select the option to create, copy, or delete a user role. • Control document management access (upload, delete, move, rename, and other updates) for your Service Providers, Worksite Trusted Advisors, and Worksite Managers. To access these settings, select a role ID and click Document Security (See Maintaining Document Security on page 30). See Viewing the Audit Log on page 86 for information on the Audit function.

Note: The User Report and the User Roles Report (available from the Reports menu) display valuable information about how users and user roles are currently set up.

Viewing Role Information Enter the Role ID or click the field title and select the role from a list. The form populates with specific information on that role.

Filtering Form Types Filter the form access list by form Type by selecting an option from the Type Filter field. For example, select Payroll to view payroll-related forms.

Obsoleting a User Role Obsolete a user role that is no longer in use by enabling Obsolete. (Selecting Role ID displays the User Role Search list, where the Obsolete column indicates whether the user role is obsolete (Y) or not obsolete (N).) Note the following: • You cannot assign an obsoleted role to a user or obsolete a user role that is currently assigned to active users. If this occurs an error message displays, “This role must be removed from all active users before it can be obsoleted!” • Once a user role is obsolete, you cannot manually enter an obsoleted role for a user.

Searching for Forms Search for a particular form in the list by entering a query in the Search for Description field.

User Role Tasks You can perform a variety of tasks on the User Roles form and its Actions menu :

•    Creating a New Role (page 25)
•    Editing a User Role
•    Copying a User Role
•    Deleting a Role
•    Maintaining Document Security

Understanding Role-Based Security Role-based security allows administrators to grant access to a system based on roles. These roles are typically associated with job functions.

Note: We strongly recommend that you use the principle of least privilege when assigning user roles. Your users need only the privileges necessary to do their jobs.

For example, you might have roles for Payroll Processors and Benefits Representatives. You could apply these roles to users to grant them access to the relevant forms.

You might also have a role for Benefits Administrators. This grants access to administrative forms that you do not necessarily want to give all Benefits Representatives. You can assign both the Benefits Representative and Benefits Administrator roles to users who should have access to forms for both roles.

If a user is assigned more than one user role, and one allows access to a feature while another denies it, then the system does not allow the user to access the feature.

On the other hand, if the form is allowed in one role and removed from the other, then a user with both roles can access it.

The administrator grants access to forms and removes them from user roles. Note: The Reports section in this guide describes the reports available that you can run to review user role details, worksite manager/worksite trusted advisor user setup, and data security access information.

Service Provider and Worksite Manager Roles There are two types of user roles: Service Provider and Worksite Manager. Assign the user role type in the User Type field when you create a new role. • Service providers are users who work for your organizations and should not have many restrictions on data entry or other processes. You can assign these roles to service provider user accounts. • Worksite managers are users who work for your clients and can be restricted by optional required fields or approval policies. You can assign these roles to worksite manager and worksite trusted advisor user accounts.

Note: Account Management roles (for service providers) and Human Resource Roles (for worksite managers and worksite trusted advisors) determine what actions users can perform, and what assignments they can have. They are not related to the user roles that you set up.

Creating a New Role Create and configure new user roles with the Role Maintenance form. To access this form, open the Actions menu in User Roles and select New Role.

Note: You cannot use a different case structure of an existing Role when creating or copying a new user role. For example, you cannot create the user role glsp if the user role GLSP already exists. If you try to create or copy a new user role using an existing role but with a different case structure, an error message displays.

To create a new user role: 1. Enter a unique Role ID that briefly indicates its purpose (for example, PAYPROC). 2. Enter a role Description that clearly describes its purpose (for example, Payroll Processor). 3. Select a User Type: • Service Provider: PEO employee or other user at an organization. • Worksite Manager: Manager for a client, or trusted worksite advisors. 4. Click Save to create the new user role.

Note: By default, no forms are assigned to the role.

Copying a User Role Create a new user role based on an existing one with the Role Copy form. To access this form, open the Actions menu in User Rolesand select Copy Role.

Note: The new role will be identical to the role you copied, except for its Role ID and Description.

Select the Role ID of the role you want to copy. The list includes all user types, both service providers and worksite managers. Be sure that you know the name of the role you want to copy.
Enter a new Copy To Role ID. The role ID should indicate its purpose (for example, BENADM).
Enter a Description that clearly describes its purpose ( for example, Benefits Administrator).
Click Save.

Editing a User Role Edit new and existing user roles directly from the User Roles form. When you finish editing information on the form, click Save.

Adding and Removing Forms You can add and remove forms as needed: • Click Add to add form access and to select that form in User Role Maintenance. • Click Remove to remove form access from a role.

Changing User Access to a Form Configure user access to a form by selecting the text in the Access column until the correct setting displays. There are three access settings:

• Full: Users can view and edit information but cannot see fields that are denied in the field-level security settings. • Inquiry: Users can view information but cannot edit the form. • Deny: Users cannot see the form.

Note: If one role permits access to a feature and another role prohibits access, the system denies access in both instances. Avoid this by removing the denied form from that user role. If one role permits access and the other role does not include the feature, the user will have appropriate access.

Configuring Field-Level Access Select the Field option in the Security column to set field-level access to a form. This only applies to certain forms.

Maintaining User Roles User Role Maintenance lists the forms and features that are not currently associated with the role. You can add any of these forms to a user role by clicking Add in the User Roles form. Forms may not display in the list for the following reasons: • Added recently to PrismHR • Not added to the role • Removed from the role.

Note: Forms with the word details in the Description sometimes apply only to the first tabs of Employee Details (Name) and Client Details (Detail), not all tabs in the forms. Each tab has its own security setting. For example, Employee Work (EMPLOYEE.PER*MAINT.WORK) is the Work tab in Employee Details.

Use Type Filter to limit to forms of a specific type.
To select forms: • Choose Select All to add all forms visible in the list. Deselect the option to deselect all forms. • Check Select next to each form to select or deselect it.
Click Accept. All selected forms are added to the user role.
Click Save in the User Roles form.

Updating User Role Descriptions You can update user role descriptions by selecting the Role Description option on the Actions menu. In the Role Description form, enter or select a user from the Role ID field and the current description displays. Enter a New Description and click Save. For example:

Note the following: • You must enable the HRPY.WORK*UPDATE.ROLE.DESC process ID to display the Role Description option on the Actions menu. • Updates to role descriptions are noted in the audit log.

Configuring Field Security Your organization can set field-level security for some forms, as indicated in the Security column of the User Roles form. Some fields are required by the system and cannot be customized. • Field indicates that field-level security is available. • Field Set indicates that security is established for the form.

Setting Field Security

To access field security for a form: 1. Click Field or Field Set in the Security column on User Roles. The Field Security Maintenance form opens.

Note: If no fields display, field-level security is not set up.

Locate the permission you want to configure, and set Permissions by clicking the link until one of the following displays: • Enable: Users can edit the field • Disable: Users cannot edit the field. • Hidden: Users will not see the field (available for certain fields).
Select Y (required) or N (not required) in the Required column. Only enabled fields can be set to required.
When you are finished, click Save.
Click Save in the User Roles form. A service provider can hide fields that are required by Worksite Managers or Worksite Trusted Advisors. In these cases, a message displays to warn you that hiding a required field could prevent the user from saving the form.

Adding Fields for Security

To require security for a field: 1. Click Add on the Field Security Maintenance form. This opens the Field Security Selection form, which lists fields without security. 2. Click Select next to the field that requires security. 3. Click Accept. The Field Security Maintenance form displays again. 4. Locate the permission you want to configure, and set Permissions by clicking the link until one of the following displays: • Enable: Users can edit the field • Disable: Users cannot edit the field. • Hidden: Users will not see the field (available for certain fields). 5. Select Y (required) or N (not required) in the Required column. Only enabled fields can be set to required. 6. When you are finished, click Save. 7. Click Save in the User Roles form.

Note: If a user has two roles with different field security settings, the system honors the settings for the first role assigned to the account. The administrator must take this into consideration when designing and assigning roles.

Adding Bulk Form Access Grant form access to multiple user roles simultaneously with the Bulk Role Update form.

To add form access to user roles in bulk:

Open the User Roles form by clicking (Back Office) and locating the form name under System|Change.
Open the Actions menu and select Bulk Role Update. The Bulk Role Update form displays.
Click Form to view a list of all available forms and select a form name, or enter the desired form name (for example, BILLING.CODES*MAINT).
A list of user roles displays.
Grant access to each user role in the Access column. You can grant full access (Full) or read-only access (Inquiry). To deny access, click Deny.
Select Accept, then click Save in the User Roles form.

Deleting a Role Delete an existing user role with the Role Delete form.

Note: You cannot delete any roles that have users associated with them.

To delete a user role: 1. Select Delete Role from the Actions menu in User Roles. 2. Select a Role ID from Role ID to Delete. 3. Click Delete. A pop-up window opens. 4. The system checks to see whether the user role is associated with any user accounts: • If not, click Yes to confirm that you want to delete the user role. • If one or more accounts are assigned to the user role, the system displays a message: “This role must be removed from all users before it can be deleted!” You can see what users have what roles with the User Report.

Maintaining Document Security Control document category permissions (upload, delete, move, rename, and other updates) for service providers, worksite trusted advisors, and worksite managers on a per-role basis with the Document Security Maintenance form.

To open the Document Security Maintenance form: 1. Click Back Office. 2. From System|Change, select User Roles. The User Roles form opens. 3. In Role ID, enter a role ID, or click the Role ID link and select a role ID from the list. 4. From the Actions menu , select Document Security. The Document Security Maintenance form opens.

To add document categories and permissions to a user role: 1. Click Add. The Document Security Selection form opens. 2. Select the document category to add or check Select All to add all categories to the user role. 3. Click Accept. 4. Click Save.

To change document category permissions for a user role: 1. Select Change Permissions next to the Document Category you want to update. The Document Category Permissions panel displays. 2. Select the category permissions for the user role. 3. Click Accept. 4. Click Save.

Defining Users You can define user access to clients and system features on the Users form. Also, you can copy or delete existing user accounts, view a user’s login history, and set other information on this form. Note: Service providers whose user role provides access to the Users form can also access this form by selecting the User Record option on the Actions menu in the Employee Details form. PrismHR users are one of the following types: • Service Provider: PEO employee or other user at your organization. • Worksite Manager: Manager for a client. • Worksite Employee: Employee for a client. • Worksite Trusted Advisor: User who works for one or more clients, and is not necessarily an employee. • I-9 Approver: User that secures who can approve I-9 Section 2. • Pay Card Account Approver: User that secures who can enter Pay Card account numbers. • Employee Manager (Leave Request only): User who has access to direct employees listed in the Reports To field on the employee record. • PTO Administrator: User who has access to the full list of Planned Time Off Requests. • Worksite Manager Proxy: User who can proxy into the system as a worksite manager or worksite trusted advisor by selecting the Worksite Manager Proxy option on the Actions menu. (See Defining the Worksite Manager/Trusted Advisor Proxy Role for Service Providers on page 53.) • Employee Portal Proxy: Provides user with read-only access to employees’ Employee Portal records by selecting Employee Portal Proxy in the Account Management Roles panel (service providers only). (Note: The system bypasses any field-level security when using this role.) • Enrollment Proxy: User who can act as an employee and execute the employee’s enrollment selections (Benefits Enrollment only). • Onboarding Proxy: Provides user with read-only access to employees’ full onboarding workflows by selecting Onboarding Proxy in the Account Management Roles panel (service providers only) or in the Human Resource Roles panel (worksite managers/worksite trusted advisors only). (Note: The system bypasses any field-level security when using this role.) • Benefits Approver: User who can approve benefits-related actions for clients assigned in Data Security (Benefits Enrollment only). • Client Manager: User who can receive notifications (make this assignment in the Notifications Recipients form). • Direct Deposit Approver: User who can approve direct deposit updates stored in the employee details record. Note: You can only assign this role to service providers.

To do this Perform these steps Create a user See Creating a New User on page 32 Copy a user See Copying a User on page 33 Edit a user After entering a user’s basic information, your next steps depend on the type of user you need to create. Click a link below to read the topic that covers the relevant user type, and then proceed to step 3 within those topics: • Editing a Service Provider User (page 34) • Editing a Worksite Manager User (page 41) • Editing a Worksite Trusted Advisor (page 44) • Editing a Worksite Employee User (page 49) Delete a user See Deleting a User on page 33 Record commission details Service providers who are set up with the Sales Representative role in the Account Management Roles panel can use the Commission Details option on the Actions menu. Selecting Commission Details opens a form where you can record the Client ID and Employee Identifier. (This information helps the system capture additional salesperson details to create an import pay file.) Note: To begin using this form, you must first add it to the user role(s). (See Defining User Roles.)

Creating a New User Create a new user directly from the Users form. This procedure describes the steps common to all PrismHR user types.

To create a new user, do the following: 1. Enter a unique User ID and press Tab. User IDs may not contain special characters such as slashes, brackets, apostrophes, or other symbols. Note: If there is an existing user with this ID, the user account information displays. Click Cancel and enter a different User ID. Select the User ID link to view existing IDs exist to help avoid creating a duplicate ID. In the Search users list that displays, select the User Type and the Status. The field defaults, All User Types and All, allow you to search Active and Disabled user records for all user types. 2. Select the User Type. The Users form displays the fields and panels appropriate to that type of user. (Note: After selecting the Service Provider, Worksite Manager, or Worksite Trusted Advisor option from the User Type field, the sMFA Device Expiration setting automatically defaults to 30 Days.) Note the following:

•    Service providers can create worksite managers even if the employee is not associated with the active
     client.
•    The system displays a warning when you create a new worksite manager or worksite trusted advisor
     with No Access set for their Data Security access if the client is set to No Access for its Default Access
     and Default Access when Blank settings on the Client Security form. Click Yes to confirm the user will
     not have access to any employees for this client. (Select the user's security settings by selecting Data
     Security on the Actions menu.)

Enter the user’s full Name.
Enter the user’s initial Password. This can be changed later.
Enter the user’s primary Email Address. The system uses this for communications such as password resets. Note the following: • You cannot enter an invalid character in this field. For example, if you enter a left bracket ([) in the user name segment in this field and then move away from the field an error message displays, “Email address cannot contain illegal character: [.” (Note: The system does not remove the invalid character, so you need to make the correction.) • If you try to save an email address that contains an invalid character, the system disables the save function and an error message displays.
(Optional) Enter the user’s Mobile Phone number.
Enter the user’s Notification Email.

Copying a User Copy an existing user account to create a new one with the same or similar access privileges.

To copy a user, do the following: 1. Open the Actions menu and select Copy User. The User Copy form opens. 2. Enter or select the User ID of the user you want to copy. For worksite managers and worksite trusted advisors, you can copy clients, client access, and data security entities to a new user ID by selecting the Copy all client and data security settings field, which displays when you enter a user ID or select one in the Search users list. After selecting this field, a confirmation message displays, “This will copy over all client access and data security settings from the existing user to the new user. Do you want to continue?” Click Yes to continue. (Clicking No closes the message and returns to the User Copy form, where the field is now unchecked.) 3. Enter the User ID of the new user. 4. Click Save.

Deleting a User Use the delete function to permanently remove a user from the system.

To delete a user: 1. Go to the Users form on the System|Change menu. 1. Enter the User ID. The Users form displays the information for the user account. 2. Click Delete. The system displays a message, “Are you sure you want to delete this record?” 3. Click Yes to delete the user.

Editing a User Edit an existing user to configure that user as one of the user types.

To edit a user: 1. Enter the User ID of the user you want to edit. 2. Follow the edit user type instructions in the appropriate topic (See Defining Users on page 31). This section discusses:

Editing a Service Provider User Configure accounts for the users who work for your organization with the Service Provider form.

To set up a service provider user: 1. Enter or select the User ID. The Users form displays the information for the service provider. 2. Select Service Provider from the User Type drop-down menu. 3. Update the user’s Name, Password, Mobile Phone, Notification Email, Registration Email, Title, Work Phone, or Ext, if required. Note: If an existing email address contains an invalid character and you do not remove it, when you click Save the system displays a warning message, but still allows you to save the information, “Warning! Email address cannot contain illegal character: ‘X’. It should be updated to a valid email address.” Click OK to save the other information in the form (the invalid email address remains in the field). 4. Enter a Client Access Group. This determines the client companies that the user can access. 5. You can include a photo of the user. Mouse over the image and then select Upload to add an image, or select Delete to remove an existing image. 6. Click Save.

Setting User Details (Status and Password Recovery) Configure these optional settings to control service provider password, multi-factor authentication, and activity behavior. Important! For service provider users, sMFA Device Expiration is set to 30 days by default. For your organization’s security, disabling sMFA Device Expiration is highly discouraged.

Field Description Active User Deselect to remove system access for this user without deleting their user record. Requires New Password Select this option to prompt the user for a new password the next time they log in. This feature works even if passwords are set to never expire on the Authentication Services form. Logging Enabled Do not select this option unless absolutely necessary, as it adds overhead and slows down the system. This option enables back-end logging to assist with troubleshooting. Last Changed On This field displays the date and time of the most recent change to the user account. sMFA Device Expiration This field determines the amount of time until a user is prompted to verify their login using multi-factor authentication. You can use the global MFA setting for MFA expiration, select a different time interval, or disable it entirely. PrismHR highly recommends that you do not disable MFA expiration. See the previous warning. sMFA Support This field determines if multi-factor authentication is supported for password recovery. Birth Date This field is used to enter the user’s birth date for use in password recovery. ZIP Code This field is used to enter the user’s ZIP code for use in password recovery.

Setting User Details (PrismONE ID) Configure these settings to control the user’s registration with PrismONE ID.

Field Description Registration Status This field displays the user’s PrismONE registration status. Registration Email Enter the user’s email address that is used as the registration message’s destination. Require This Email for Select this option to require the user to use the Registration Email address for PrismONE ID their PrismONE ID address. Registration Code This field displays the status of the PrismONE registration code sent to the user’s Registration Email. Send Code via Mobile Select this option to send the registration code as an SMS/Text message. Phone

Assigning User Roles The User Roles panel maintains the roles that apply to this user. Each role determines what forms and fields a user can access. • Click the + button and then click Role ID to select and add the user role. • Click the x for that row to remove a role.

Note: If a user is assigned more than one user role, and one role allows access to a feature while another denies it, the system does not allow the user to access the feature. This safeguards your organization’s information and that of your clients. Alternatively, if one role allows access and another role does not define access to the form, the user can access it.

Note: A warning message displays on the User Role form if the following occurs:

• A user who has access to the Transfer Downloads File to PC menu is switched to a new User Role BUT, • is also restricted from clients via client access security. The message states: The user role has access to the Transfer Downloads File to PC menu. This form does not utilize client access group security so it is possible that maybe be able to download files that contain data they should not be allowed to access. Do you wish to continue? • If Yes is selected, then user record is saved, and the screen is cleared. • If No is selected, then user record is not saved, and the data is left as is on the screen.

Setting Account Management Roles Account Management roles determine what the user can do in PrismHR. Setting Client-Related Roles These roles determine what actions the user can perform, and what assignments they can have in the Client Details Account tab. Note the following: • If your organization separates the print and ship function from the payroll processing function, you can choose one of the Payroll Processor roles. Otherwise, use the Payroll Representative role. See Setting Global Configuration on page 178 to learn about separating the functions. • If the user is a Payroll Representative or Payroll Processor, you can Suppress Payroll Validations. The system does not perform the selected validations or display the selected warnings for that user.

Account Management Role Details Benefits Representative The user can be assigned as a Benefits representative. (This user can also approve benefit-related actions for clients in the assigned Client Access Group.) Billing Representative The user who can approve ACH Billing threshold approvals for global- level and client-level approval policies. Users can set the Billing Representative Account Management Role as follows: • Users with Full access to the Users form can set up a service provider user with the Billing Representative A/M Role, so they can approve ACH Billing threshold approvals. • Users with Full access to the Global Approval Policies form can create an approval policy and assign Billing Representative to the A/M Role. When the approval policy is triggered, a user with the Billing Representative A/M Role can successfully approve the action. • Users with Full access to the Approval Policies form can create a client-level approval policy and assign Billing Representative to the A/M Role. When the approval policy is triggered, a user with the Billing Representative A/M Role can successfully approve the action.

Client Coordinator The user can be assigned as a client Coordinator. Human Resource The user can be assigned as a Human Resources representative. (The Representative user can also approve human resource actions for clients in the assigned Client Access Group.) Payroll Manager The user can process payroll information on behalf of payroll processors for clients in the assigned Client Access Group and can grant access to Change Processor form. Payroll Representative The user can process payroll information for clients to which the user is assigned as the Payroll representative in the Client DetailsAccount tab. (Only available if your organization does not separate time sheet entry and print/ship functions.) Payroll Clerk (Posting The user can finalize time sheets and calculate payroll, but cannot Restricted) post payroll.

Account Management Role Details Payroll Processor The user can process payroll information, and can be assigned as a (TSE/Init/Post) Payroll representative in the Client Details Account tab. In SuperBatch, the user will not see payroll batches that have been finalized and are ready for printing and shipping. (Only available if your organization separates time sheet entry and print/ship functions.) Payroll Processor The user can print and ship payrolls, and can be assigned as a Payroll (Print/Mail) representative in the Client Details Account tab. In SuperBatch, the user will see payroll batches that are finalized and ready to print and ship. (Only available if your organization separates time sheet entry and print/ship functions.) Risk Management The user can be assigned as a Risk Management Representative. Representative Sales Representative The user can be assigned as a Sales representative. Worksite Manager Proxy Users can proxy into the system as a worksite manager or worksite trusted advisor by selecting the Worksite Manager Proxy option on the Actions menu . Note: Service providers must enable the Worksite Manager Proxy role to display on the Actions menu by selecting this option in the Account Management Roles panel on the Users form. Also, the system automatically uses hex color #82E910 as the background color for the Worksite Manager Proxy role. However, you can override this color at the global level. Important! Do not enable the Activate User Administration Security field on the Global Configuration form unless you have already assigned the Service Provider User Administrator and Worksite User Administrator roles. This setting restricts user account access to service providers with user administrator roles. If you enable this field before assigning any roles, all users will be prevented from assigning the roles to user accounts. See Defining the Worksite Manager/Trusted Advisor Proxy Role for Service Providers on page 53. Benefit Manager User can process benefit information for clients in the assigned Client Access Group. (PrismHR Benefits Enrollment only.) Employee Portal Proxy User can read employees’ Employee Portal records. (Note: The system bypasses any field-level security when using this role.)

Account Management Role Details Enrollment Proxy User can act as an employee and execute the employee’s enrollment selections. (PrismHR Benefits Enrollment only.) Onboarding Proxy User can read employees’ full onboarding workflows. (Note: The system bypasses any field-level security when using this role.) Benefits Approver User can approve benefits-related actions for clients assigned on the Data Security form. (PrismHR Benefits Enrollment only.) I-9 Approver User can approve Form I-9s for employees during the onboarding process. Pay Card Account Approver User can approve pending pay card account approvals. Access to Full SSN User can view the full Social Security Number (SSN) on the Personal tab in the Employee Details form even if they only have Inquiry access to this form. However, they cannot edit the SSN on the Employee Details form. Note the following: • This feature is only available for service providers. • The Access to Full SSN role supersedes the SSN Mask Override setting on the Report Print Options form at the client level and the SSN Mask Option setting on the System Parameters form.

Custom A/M Role (defined If your organization has defined custom account management roles in by your organization) the Custom HR Approval Roles form, you can add them to the user. These roles are for customizing global or client-specific approval policies.

                                 Note: The Custom A/M Role only displays in the Account
                                 Management Roles list if already set up in the Custom HR Approval
                                 Roles form.

Setting User Administrator Roles

Note: If your organization wants to enable user administration security, you must apply the user administrator roles to the appropriate users before selecting the Activate User Administration Security option in Global Configuration. If you select that option first, all users will be prevented from assigning the roles to user accounts!

Account Management Details Role Service Provider User This role allows the service provider user to make changes to other Administrator service provider user accounts. Worksite User This role allows the service provider user to make changes to worksite Administrator manager, worksite trusted advisor, and employee user accounts. Report Center User This role allows the service provider to access the field-level Security Administrator Administration page in the Report Center, which grants access to Report Center administrator rights.

Validating the Payroll Process During the payroll process, PrismHR performs validations in the Users form. A system administrator can suppress these for payroll processors to prevent any of these validations or warning messages.

Validation and Process Details Step Lock Out - Calculation This validation occurs when a system administrator has executed a system-wide lockout from the payroll calculation process. System administrators might do this when they must apply an emergency patch that affects the payroll calculation process. A system administrator can then suppress this validation and have one user test the updated process before allowing any other payroll processors to proceed. Service Type “HRN” - If a client’s service type is HRN (HR Services Only), the system does not Calculation allow users to calculate a payroll for the client. Payroll Processing This validation compares the value of the Payroll Processing Through Through Date - Date set on the Lockout Payroll Processing Control Date form to the Calculation/Finalization pay date being processed. If the payroll processing date is earlier than the pay date, the system prevents the process from continuing. 7 Days Future - This validation does not allow the calculation to proceed if the pay date Calculation is more than seven days in the future. ACH Days Warning - This is a warning that the system displays if the pay date is not far Calculation/Finalization enough into the future to meet the ACH processing deadline.

Validation and Process Details Step Lock Out - Finalization This validation occurs when a system administrator has executed a system-wide lockout from the payroll finalization process. System administrators might do this when they must apply an emergency patch that affects the payroll finalization process. A system administrator can then suppress this validation and have one user test the updated process before allowing any other payroll processors to proceed. Do Not Service - This validation does not allow the finalization process to proceed if the Finalization client is marked as Do Not Service. Payroll Calculation Timing This is a warning that the system displays if the payroll calculation was not completed on the same day as the finalization. Re-Start Warning - This is a warning that the system displays if it detects that the user is Finalization restarting the payroll finalization process. Post Time Cutoffs - This validation fails if the time at which the payroll finalization process Finalization starts is beyond any of the process cutoff times defined. Terminated Client - This validation checks the client status before termination. Finalization Validate Pay Date (LE/LT This validation is based on the value of the Validate Pay Date Code Today) value in System Parameters. SUTA State Lockdown This validation is based on the SUTA state lockdown rules defined in the system. Payroll Finalization If this is selected, then the user can see the Finalize All button in Warning SuperBatch.

Editing a Worksite Manager User Configure users who are managers at a client with the Worksite Manager form. Worksite Manager Users need to be linked to an existing PrismHR employee ID. This allows for one manager user to have access to both employee and manager functions inside employee portal.

To set up a worksite manager user: 1. Enter or select the User ID. The Users form displays the information for the Worksite Manager. 2. Select Worksite Manager from the User Type drop-down menu. 3. Update the user’s First Name, Middle Name, Last Name, Mobile Phone, Notifications Email, Registration Email, or Security Email, if required.

Note: If a user updates their primary email address through Employee Portal (EP) or through the Employee
Details Address tab, the system displays that address in the Email Address field.

Enter the Employee ID to link the user account to the appropriate employee record.
You can include a photo of the user. Mouse over the image and then select Upload to add an image, or select Delete to remove an existing image.
Click Save.

Configuring Data Security Manage data and client security for the user account by opening the Actions menu and selecting Data Security. The Data Security window opens.

To add companies that the user can access: 1. Click Add Company and select a client. Typically, this is the client that employs the user. Access is set to Pending. 2. Click Save to return to the Users form to select the employee ID. • If you select an employee that is employed by the client, the Access changes to Granted. • If the employee is not employed by the client, the status remains Pending.

Note: For clients already assigned to the user, the access you can set depends on whether the user is employed by that client. If this is the case, you can set the access to Granted or a thru date, otherwise you can set only a thru date.

To change from Granted or Pending to a thru date: 1. Click the link. 2. Enter the Optional Override Access Thru date. 3. Click Submit. User access to the client expires after 11:59:59 p.m. on that date (Central Time).

To change from a thru date to Granted: 1. Click the link. 2. Delete the Optional Override Access Thru date. 3. Click Submit. The access is set to Granted. To remove access completely, click Delete in the company row. The displayed entities are specific to the selected client and are set in Client Details. Using the drop-down, you can choose to show All Defined Entities or limit the list to specific entities.

Note: See “Data Security” in the Client Administration User Guide to learn about defining entities for a client.

For each entity, you can set the access by clicking the row: • Full Access: User can view, edit, and save data.

• No Access: User cannot see any data associated with the entity. When you are finished, click Save. You return to the Users form where you can complete the necessary steps for editing the user.

Worksite Manager Settings Configure these optional settings to control worksite manager password, multi-factor authentication, and activity behavior.

Note: Password recovery always requires message templates for Password Reset and Password Reset Confirmation. If you are also using sMFA Support, it requires a message template for MFA Passcode.

Setting User Details (PrismONE ID) Configure these settings to control the user’s registration with PrismONE ID.

Field Description Registration Status This field displays the user’s PrismONE registration status.

Field Description Registration Email Enter the user’s email address that is used as the registration message’s destination. Require This Email for Select this option to require the user to use the Registration Email address for PrismONE ID their PrismONE ID address. Registration Code This field displays the status of the PrismONE registration code sent to the user’s Registration Email. Send Code via Mobile Select this option to send the registration code as an SMS/Text message. Phone

Assigning User Roles Maintain the user roles that apply to this user with the User Roles panel. Each role determines what forms and fields the user can access. • Click + to add a new role and then click Role ID to select the User Role. • Click x to remove a role for that row.

Note: If a user is assigned more than one user role, and one allows access to a feature while another denies it, then the system does not allow the user to access the feature. This is to ensure the security of your organization’s information and that of your clients. If instead one role allows access and another role has simply removed it, the users can access it.

If a user has two roles with different field security settings, the system honors the settings for the first role assigned to the account. The administrator must take this into consideration when designing and assigning roles. You can also select the Human Resource Roles for this user.

Editing a Worksite Trusted Advisor Worksite Trusted Advisors work for one or more clients but are not necessarily employees of those clients. These are typically consultants who are expected to view information but not perform actions like those done by a service provider or worksite manager. Use the Worksite Trusted Advisor form to edit settings for these users.

To set up a worksite trusted advisor: 1. Enter the User ID. The Users form displays the information for the worksite trusted advisor. 2. Select Worksite Trusted Advisor from the User Type drop-down menu. 3. Update the user’s First Name, Middle Name, Last Name, Mobile Phone, Notifications Email, or Registration Email, if required. Note: If an existing email address contains an invalid character and you do not remove it, when you click Save the system displays a warning message, but still allows you to save the information, “Warning! Email

address cannot contain illegal character: 'X'. It should be updated to a valid email address." Click OK to save
the other information in the form (the invalid email address remains in the field).

You can include a photo of the user. Mouse over the image and then select Upload to add an image, or select Delete to remove an existing image.
Click Save.

Configuring Data Security Manage data and client security for the user account by opening the Actions menu and selecting Data Security. The Data Security form opens.

To add companies that the user can access: 1. Click Add Company and then select the client the user can access. Typically, this is the client that employs the user. Access is set to Pending. 2. Click Save to return to the Users form to select the employee ID. If you select an employee that is employed by the client, Access changes to Granted. If the employee is not employed by the client, the status remains Pending.

Note: For clients already assigned to the user, the access you can set depends on whether the user is employed by that client. If so, set the access to Granted or a thru date, otherwise you can set only a thru date.

To change from Granted or Pending to a thru date: 1. Click the link.

Enter the Optional Override Access Thru date.
Click Submit. The user’s access to the client expires after 11:59:59 p.m. on that date (Central Time).

To change from a thru date to Granted: 1. Click the link. 2. Delete the Optional Override Access Thru date. 3. Click Submit. The access is set to Granted. To remove access completely, click Delete in the company row. Displayed entities are specific to the selected client and are set in Client Details. Using the drop-down, you can show All Defined Entities or limit the list to specific entities.

Note: See “Data Security” in the Client Administration User Guide to learn about defining entities for a client.

For each entity, you can set the access by clicking the row: • Full Access: User can view, edit, and save data. • No Access: User cannot see any data associated with the entity. When you are finished, click Save. You return to the Users form where you can complete the necessary steps for editing the user.

Worksite Trusted Advisor Settings Configure these optional settings to control worksite trusted advisor password, multi-factor authentication, and activity behavior.

Field Description Active User Deselect to remove system access for this user without deleting their user record. Requires New Select this option to prompt the user for a new password the next time they log in. This Password feature works even if passwords are set to never expire on the Authentication Services form. Logging Enabled Do not select this option unless absolutely necessary, as it adds overhead and slows down the system. This option enables back-end logging to assist with troubleshooting. Last Changed On This field displays the date and time of the most recent change to the user account. sMFA Device This field determines the amount of time until a user is prompted to verify their login using Expiration multi-factor authentication. You can use the global MFA setting for MFA expiration, select a different time interval, or disable it entirely. PrismHR highly recommends that you do not disable MFA expiration. See the previous warning. Birth Date and The system uses these fields during password recovery to verify a user’s identity. ZIP Code

Note: Password recovery always requires message templates for Password Reset and Password Reset Confirmation. If you are also using sMFA Support, it requires a message template for MFA Passcode.

Setting User Details (PrismONE ID) Configure these settings to control the user’s registration with PrismONE ID.

Human Resource Roles Human Resource roles determine what the user can do in PrismHR. The user can only perform actions for client companies assigned in Data Security. Note the following: • The Payroll Processor can perform all payroll tasks.

• If your organization separates the time sheet entry and check printing tasks, you should assign some worksite users as Time Sheet Entry types and other users as Payroll - Prints Checks and Payroll - Print Garnishment Checks.

Human Resource Role Details Employee’s Manager User can approve employee leave requests. (Leave Request Only) H/R Action Approver User can approve human resource actions for clients assigned in Data Security. Payroll Approver User can approve payroll-related actions for clients assigned in Data Security. Payroll Processor User can process payroll information for clients assigned in Data Security. (Applies to Portal Time Sheet Entry.) Time Sheet Entry (w/ Pay User can enter time sheet data, including pay rates. (Applies to Portal Rates) Time Sheet Entry.) Time Sheet Entry (w/o Pay User can enter time sheet hours, but cannot see or enter pay rate Rates) information. (Applies to PrismHR Core and Portal Time Sheet Entry.) Payroll - Prints Checks User can view and print regular paychecks. Note: If a user’s role is only set to the Payroll - Prints Checks role, they cannot print garnishment paychecks. Payroll - Print User can view and print garnishment paychecks. Garnishment Checks Note: If a user’s role is only set to the Payroll - Print Garnishment Checks role, they cannot print regular paychecks. Enrollment Proxy User can act as an employee and execute the employee’s enrollment selections. (PrismHR Benefits Enrollment only.) Onboarding Proxy User can read employees’ full onboarding workflows. (Note: The system bypasses any field-level security when using this role.) Benefits Approver User can approve benefits-related actions for clients assigned in Data Security. (PrismHR Benefits Enrollment only.) PTO Administrator User can see all employees in the Planned Time Off Requests form, regardless of whether they are restricted by Data Security settings, not only direct reports. Client Manager User can be assigned to receive notifications in the Notification Recipients form.

Human Resource Role Details I-9 Approver User can approve Form I-9s for employees during the onboarding process. Pay Card Account User can approve pending pay card account approvals. Approver Manager User Setup Worksite managers can set up other worksite managers. Custom HR role (defined If your organization has defined custom human resources roles using by your organization) the Custom HR Approval Roles form, you can add them to the user. These roles are for customizing global or client-specific approval policies.

Editing a Worksite Employee User Worksite Employees are workers at client locations. The Worksite Employee form provides access to Employee Portal (EP).

To set up basic employee information: 1. Enter or select the User ID. The Users form displays the information for the Worksite Employee. 2. Select Worksite Employee from the User Type drop-down menu. 3. Update the user’s First Name, Middle Name, Last Name, Mobile Phone, Notifications Email, or Registration Email, if required. Note: You cannot edit the Email Address after the first time the record is saved. If the user updates his or her primary email address through Employee Portal (EP) or through the Employee DetailsAddress tab, the system displays that in the Email Address field. 4. Enter the Employee ID to link the user account to the appropriate employee record. 5. You can include a photo of the user. Mouse over the image and then select Upload to add an image, or select Delete to remove an existing image. 6. Click Save.

Worksite Employee Settings Configure these optional settings to control employee password, multi-factor authentication, and activity behavior.

Field Description Active User Deselect if you want to remove system access for this user without deleting their user record.

Field Description Requires Select this option to prompt the user for a new password the next time they log in. This feature New works even if passwords are set to never expire on the Authentication Services form. Password Logging Do not select this option unless you know it is necessary, as it adds overhead and slows the Enabled system. This option enables back end logging to assist with troubleshooting. Last This field displays the date and time of the most recent change to the user account. Changed On sMFA This field determines the amount of time until a user is prompted to verify their login using multi- Device factor authentication. You can use the global MFA setting for MFA expiration, select a different Expiration time interval, or disable it entirely. PrismHR highly recommends that you do not disable MFA expiration. See the previous warning.

Setting User Details (PrismONE ID) Configure these settings to control the user’s registration with PrismONE ID.

Establishing User Data Security You can establish security for worksite manager and worksite trusted advisor users to specify the user’s access to companies, divisions, departments, locations, shifts, and so on.

The following chart displays a high-level overview of the Data Security access hierarchy:

To establish security: 1. While editing the user account in the Users form, open the Actions menu and select Data Security. The Data Security window opens. 2. Maintain the companies that the user can access: • To add access to a client: a. Click Add Company and then select the client the user can access. Typically, this is the client that employs the user. The Access is set to Pending. b. Return to the Users form to select the employee ID. If you select an employee that is employed by the client, then the Access changes to Granted.

• For clients already assigned to the user, the access you can set depends on whether the user is employed by that client. If the user is, then you can set the access to Granted or a thru date, otherwise you can set only a thru date. • To change from Granted or Pending to a thru date: i. Click the link. ii. Enter the Optional Override Access Thru date. iii. Click Submit. The user’s access to the client expires after 11:59:59 p.m. on that date (Central Time). • To change from a thru date to Granted: i. Click the link. ii. Delete the Optional Override Access Thru date. iii. Click Submit. The access is set to Granted. • To remove access completely, click the Delete icon in the company row. 3. Configure a user’s Data Security access hierarchy by setting one of the following options in the Security by field: • Entity (default): 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. Note: The Security by field is available for service providers with access to configure a worksite manager’s (WSM) Data Security. 4. The entities are for the selected client and are set in Client Details. Using the drop-down, you can choose to show All Defined Entities or limit the list to specific entities. • To configure access for entries in the All Defined Entities table, ensure that you set the Security by field to Entity. • If you select options other than Entity, the table displays the list of employees that are directly related to the selected data security option in read-only format. 5. For each defined entity, you can set the access by clicking the row: • Full Access: User can view, edit, and save data. • No Access: User cannot see any information associated with the entity. 6. When you are finished, click Save. You return to the Users form where you can complete the necessary steps for editing the user.

Defining the Worksite Manager/Trusted Advisor Proxy Role for Service Providers

You can enable the Worksite Manager/Trusted Advisor Proxy account manager role for service providers, so they can proxy into the system as a worksite manager or worksite trusted advisor. (This role allows them to validate and troubleshoot user access). Important! Do not enable the Activate User Administration Security field on the Global Configuration form unless you have already assigned the Service Provider User Administrator and Worksite User Administrator roles. This setting restricts user account access to service providers with user administrator roles. If you enable this field before assigning any roles, all users will be prevented from assigning the roles to user accounts.

To enable the Worksite Manager/Trusted Advisor Proxy account manager role: 1. Select Users on the System|Change menu. 2. Enter or select the User ID. 3. Select Worksite Manager/Trusted Advisor Proxy in the Account Management Roles panel. 4. Click Save. After you enable the Worksite Manager/Trusted Advisor Proxy role, the Worksite Manager Proxy option displays on the Actions menu for worksite managers or worksite trusted advisors user records. For example:

Note the following when using the Worksite Manager/Trusted Advisor Proxy role: • The Service Provider User Administrator account manager role grants access to service provider user types on the Users form. • The Worksite User Administrator account manager role grants access to worksite manager/worksite trusted advisor user types on the Users form. Therefore, if the service provider has both roles, they will be the same as if the Activate User Administration Security field is not enabled. If the service provider only has the Service Provider User Administrator account manager role, they can only access service provider user

records. If the service provider only has the Worksite User Administrator account manager role, they can
only access worksite manager/worksite trusted advisor/worksite employee user records.

• The system automatically uses hex color #82E910 as the background color for the Worksite Manager/Trusted Advisor Proxy role. However, you can override this color at the global level by entering a color name or Hex color code in the Custom Background Color (Worksite Manager Proxy Session) field in the Global Configuration form.

Changing the User Type You can use the Users form to change a Worksite Employee user to a Worksite Manager, or a Worksite Manager user to a Worksite Employee.

To change a user from one type to the other: 1. Open the user account on the Users form. 2. Open the Actions menu and select Change to a Worksite Manager or Change to a Worksite Employee. 3. Click Yes in the confirmation message. 4. The User Type field changes. • If you changed an employee to a manager, the User Roles, Human Resource Roles, and Current Access panels display. Enter the appropriate information in those fields. You can also set Data Security at this time. • If you changed a manager to an employee, only the fields related to employee user accounts display, and the system deletes the Data Security information. Make edits as needed. 5. Click Save.

Granting User Access to Former Clients and Employees Grant users temporary access to a client, such as when a manager might need access for a terminated client to get their information.

To grant temporary access to former clients and employees: 1. Access the Users form on the System|Change menu. 2. Enter the employee’s User ID. The information populates. In the example of a recently terminated employee, the access to the client is Denied.

3. Select Data Security from the Actions menu. The Data Security form opens.
4. Click the Access link (top of form). The Optional Override Access Thru dialog box displays.
5. Enter the date through which the user can access the client. User access will be denied after 11:59:59
   p.m. (Central Time) on that date.

6. Click Submit. The Data Security form displays the user’s temporary access.
7. Click Save. The User form now displays the user’s Current Access displays the new setting.
8. Click Save again.

Viewing Login History Review a user’s PrismHR login history by opening the Actions menu in the Users form and selecting Login History. A login history displays.

Setting User Access to Printers Set the default printers available to a user for specific items by selecting Printer Setup from the Actions menu in the Users form.

To set user access to a new printer: 1. Enter the Printer ID. The Printer Name displays. 2. Select the Default Code, which is the type of item to print on the printer (for example, Reports). 3. Click Accept. 4. Click Save in the Users form.

Setting Client Device IP Range Restrict a user to a specific IP address or range of addresses using the Client Device IP Range form, which you can access on the Actions menu in the Users form. For example, you can grant users access only at a specific location, such as an office or home.

To set a client device IP range: 1. Select Client Device IP Range from the Actions menu on the Users form. The IP Restrictions form opens. 2. Enter each Acceptable IP Address Range. Users can only access anything IP addresses or ranges in the list. 3. Click Close. 4. Click Save in the Users form.

Examples In this example, the user can only access PrismHR from the listed IP addresses (123.123.123.101, 123.123.123.102, and 123.123.123.103).

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

In this example, the user can only access PrismHR from IP addresses that begin with 123.123.123.

In this example, the user 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). If you enter a range, you must separate the first and last addresses with a dash and the first three numbers must match. The system will ignore it if the first three numbers are different.

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:

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: 1. Perform the following setups:

a. 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.

Go to the Manager User Setup form on the Client|Change menu.
Do one of the following:
1. 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.
2. Enter a new User ID, which automatically sets the User Type to Worksite Manager. (Continue entering information pertaining to the new user.) Note the following: • A message displays if you select an ID whose roles are not set at the client level, “User 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:
1. 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.
b. Select an entity to change the access. For example, if Full Access displays, selecting it changes the access
   to No Access.

Click Save.

Using the Actions Menu Options 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 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.

Multi-Factor Authentication Security Note: As of September 2019, Multi-factor authentication (MFA) is now automatically enabled for Service Provider users.

A major challenge of system security is keeping user credentials secure. User names, passwords, and personal information such as date of birth are no longer considered secure. This is especially true for people who have ever used a public computer in a library, or accessed a secure website over a public Wi-Fi network. Community computers and public Wi-Fi are vulnerable to screen scraping or decrypting technologies which put credentials at risk. Because many people use the same credentials across websites, phishing schemes and malicious redirects also play a part in security breaches. If a cyber-criminal has access to one set of your credentials, that criminal may have access to all of them. MFA security for service providers, worksite managers, worksite trusted advisors, and customer users helps keep credentials secure. MFA provides an additional level of user authentication outside of the web browser. When MFA is enabled in PrismHR and a user tries to log in, the system generates an email or text message with a unique validation key. This key, or passcode, is valid for a single use and expires after a set time period. The email or text message authenticates the legitimate user. It also notifies the rightful account owner that an unauthorized user has stolen their credentials. To begin using MFA, you must first set up a message template in PrismHR. Message templates send the emails or text messages that contain the text and unique passcode.

Note: For MFA to be effective, all users must have a valid email address or mobile device number associated with their user account.

MFA requires that after a certain number of days accessing the system from a device, each user is prompted to request an authorization code. The system sends the code to the email address or mobile device number associated with the user account, after which the user enters it and can access the system.

Authentication is necessary for each device that accesses the system. For example, if a user logs in with multiple devices, they must authenticate separately on each device.

Configuring MFA Email Templates and Services You must set up an email template before implementing MFA. This template contains the text and passcode (the <> substitution variable) that users receive by email when they attempt log in.

Note: Multi-factor authentication requires a message template. You can associate the message template with the MFA passcode email service.

1. Open Message Templates (found in                under System|Change).
2. Enter a Message ID (for example, MFA).
3. Enter a Description (for example, MFA Template).
4. Select the Content Type: TEXT or HTML.
5. Enter the Subject line for emails that use this template.
6. Enter the Body of the message. Be sure to include the <<KEY>> substitution variable in the message. The
   user enters this when they log in with multi-factor authentication.

7. Click Save in the Message Templates form.

Setting Up Email Services

Use Email Services to maintain the information PrismHR uses to send automatic email messages.

1. Open System Parameters (found in                under System|Change).
2. Select Email Services from the Actions menu       .
3. Complete these fields as required:
4. Enter the IP address or host name of the SMTP Server.
5. Enter the SMTP Port number the server is listening on.
6. Enter the Email Service URL.
7. Enter the Support Email, which is the email address that recipients see for most messages.

8. Enter an email address in sMFA Email that recipients see when they receive an email for multi-factor
   authentication. This does not need to be an actual, monitored email account. However, you can use a
   monitored account for testing or to enable users to communicate if they have a problem.

Note: The Benefits Security Email Subject field is for Benefits Enrollment. You can leave this field blank.

9. Create a new line in the Email Templates table.
10. Select MFA Passcode from the Template Type drop-down.
11. Enter the ID of the template you created in the Template column (for example, MFA). The Description
    displays.
12. Click Save, then click Save in System Parameters.

Enabling Multi-Factor Authentication Your organization can enable multi-factor authentication security at the system, client, or user level. After the number of days is specified in Authentication Services, affected users are prompted to request an authorization. This authentication applies to each device used to access PrismHR (computer, tablet, and so on).

Enabling System-Level MFA Enabling MFA at the system level affects all service provider, worksite manager, and worksite trusted advisor users, and the period applies to all levels of authentication.

To enable MFA for the entire system:

Open System Parameters (found in under System|Change).
Select Authentication Services from the Actions menu .
Set the sMFA Device Expiration period.
Set the sMFA Device Expiration for Employee Portal period.
Set the sMFA Security Code Access method to Email (default) and/or SMS (text sent to mobile device). This determines where security codes are sent during the Account Access Confirmation process. • SMS is enabled - It’s enabled for all employees, service providers, managers, and trusted advisors. It cannot be enabled for individual users or clients. • SMS destination - For service providers, managers, and trusted advisors: authorization codes are sent as a text message to the phone number saved in the Mobile Phone field on the Users form. For employees: The phone number saved in Cell Phone on the Employee Details form (HR menu > Employee Details > Address tab) is used for text messages and authorization codes.
Optional: Select IP Whitelist Skips sMFA. This feature applies only to PrismHRand not to EP.
Click Save in Authentication Services.
Click Save in System Parameters.

After enabling MFA, whenever a service provider, worksite manager, or worksite trusted advisor logs into PrismHR, the Account Access Confirmation dialog displays:

After enabling Send SMS to, a generic message displays stating that the user will receive the security code
via email. However, the code is actually sent as a text message. Once the user requests the security code,
this message (or a similar one) displays:

Enabling Client-Level MFA Enabling MFA at the client level can affect all service providers, worksite managers, and worksite trusted advisors associated with the client.

To enable client-level MFA: 1. Select the client to enable MFA. 2. Open Client Details (found in the Client menu under Client|Change). 3. Select Security from the Actions menu. 4. Set security options (under Access) as needed:

Option Description sMFA Device Expiration Use the global setting, a different interval period from the global setting, or disable MFA for this client. 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. The system prompts them to request an authentication code, which it sends to the user’s specified email address. The user can then enter the authentication code to regain system access.

MFA Expiration for Employee Portal Use the global setting, a different interval period from the global setting, or disable Employee Portal (EP)MFA for this client. When enabled, all users associated with this client who access EP will need to re-authenticate their access after the specified time interval, if any, for each device they use. The system prompts them to request an authentication code, which it sends to the user’s specified email address. The user can then enter the authentication code to regain EP system access. Note: To implement MFA, your organization must set up a message template for MFA Passcode. sMFA Enabled for Trusted Advisor Enable MFA for all worksite trusted advisors who have access to the Password Reset client, requiring them to use MFA when the Forgot Password link is clicked.

5. Click Accept in the Client Security form.
6. Click Save in the Client Details form.

Enabling User-Level MFA Enabling MFA at the user level only affects each specified user. At the user level, MFA settings apply to both PrismHR and EP.

To enable user-level MFA:

1. Click                 and open the Users form under System|Change.
2. Enter the User ID for a service provider, worksite manager, or worksite trusted advisor user.
3. Set sMFA Device Expiration to use the global setting, a different interval period from the global or client
   setting, or disable MFA for this user.

     When enabled, the user will need to re-authenticate their access after the specified time interval, if any,
     for each device they use. The system prompts them to request an authentication code, which it sends to
     the user's specified email address. The user can then enter the authentication code to regain system
     access.
4. Click Save.

Resetting MFA Passwords For Trusted Advisors You can enforce MFA for worksite trusted advisor password resets. Enable this feature at the system, client, or user level.

Resetting System-Level MFA Passwords

Note: Enabling MFA for password resets at the system level requires all worksite trusted advisors to use MFA when the Forgot Password link is invoked.

To enable MFA for password resets at the system level: 1. Click Back Office. 2. Select System Parameters under System|Change. 3. Select Authentication Services from the Actions menu. 4. Select the Use MFA for Password Reset option for Trusted Advisors.

Click Save.
Click Save in System Parameters.

Resetting Client-Level MFA Passwords Enabling MFA for client-level password resets affects all worksite trusted advisors who have access to the client, requiring them to use MFA when the Forgot Password link is invoked.

To enable MFA for password resets at the client level: 1. Select Client Details under Client|Change. 2. Select Security from the Actions menu. 3. Select the sMFA Enabled for Trusted Advisor Password Reset option in the Access panel.

Click Accept in the Security Entities form.
Click Save in the Client Details form.

Resetting User-Level MFA Passwords Enabling MFA for password resets at the user level requires that worksite trusted advisor to use multi-factor authentication when they use the Forgot Password link.

To enable user-level MFA for password resets: 1. Click Back Office. 2. Select Users under System|Change. 3. Open the worksite trusted advisor user account. 4. Select sMFA Support in the Password Recovery panel. 5. Click Save.

User Account Access with MFA Once a user triggers the MFA login process, the system sends an authorization code to the email address associated with the user’s account.

Note: To use MFA, your organization must ensure that all users who might be affected have an email address on their accounts.

Reauthorizing Standard MFA Login Service providers, worksite managers, and worksite trusted advisors are prompted to request an authorization code after a specified number of days accessing the system from a device.

The user follows this process: 1. A message notifies the user that they will receive a security code by email (the email address is masked for security) The user must click Submit. 2. The system sends the message with the authorization code and displays a form that allows the user to enter the security code. 3. The user receives the email with the authorization code and enters it in the form. 4. The user clicks Submit and is logged in to the system.

Resetting Forgotten Passwords For MFA Login (Trusted Advisors) This process applies to worksite trusted advisors who use MFA when resetting a forgotten password. 1. Click Forgot your password? in the login form. 2. Enter your Username and click Continue. The system sends two messages: a link to a form, and the authorization code itself. 3. Click the link in the email to access the User Registration & Password Reset form.

4.   Enter [the] Security Code received in the second email. Manually type in the code to avoid copy and
     paste mistakes.
5. Enter the New Password and Confirm New Password.
6. Click Continue.
     If there are any issues with the password, the system displays a message to try again.
7. Once the password is successfully reset, the system returns to the login screen where you can log in with
   the new password.

Changing Passwords Change a user password on the Change Password form.

To change your password or that of another user: 1. Verify the Username is correct and you are on the correct user’s page. 2. Change your own password by entering your Current Password. Note: If you are resetting an employee’s password, you don’t need to enter their current password. 3. Enter a New Password. The system validates the password. If validation fails, PrismHR provides information on creating a valid password. 4. Re-enter the password in the Confirm New Password field. The next time the user logs on, use the new password. Note: The read-only Requires New Password field, which is enabled by default and cannot be disabled for security purposes, prompts employees to create a new password the next time they log into the system. 5. Click Save. The next time the user logs on, use the new password. Note: If you are resetting an employee’s password, this resets the lockout period, if any, in cases where the password is being changed because the employee was locked out of EP after too many failed login attempts.

Chapter 2 System Parameters System parameters control the behavior of PrismHR, and should be maintained carefully after installation. There are two forms for configuring global settings: • System Parameters: Features many settings for controlling payroll, printers, MFA, global codes, security, and other aspects of the system. • Global Configuration: Provides settings for many high-level system preferences, including enabling benefits enrollment, SBEA features, and user home pages.

Maintaining System Parameters Maintain system-wide settings for PrismHR with the System Parameters form.

Note: Some features are not available to all users.

• Setting General System Parameters (page 72): Sets parameters such as mail codes and company IDs • Setting Up Global Codes (page 112): Defines deduction, pay, and bill codes • Setting Global Accounting Parameters (page 113): Sets parameters such as accounting interface and export paths • Customizing My Support Team Dashboard Contacts (page 115): Customizes the contacts that display on your My Support Team Dashboard

Using the Actions Menu You can perform additional tasks using the options on the Actions menu.

Menu Item Description Creating 1095-C Election Text Defines the text that displays on the Early 1095C Election page. (page 167) Viewing the Audit Log (page Displays all changes made to a form. 86) Enabling Multi-Factor Sets up basic security at the system, client, or user level. After the number of Authentication (page 63) days is specified in Authentication Services, impacted users are prompted to request authorization. Configuring System-Level Configures system-level setup for coverage related to the 2020 COVID-19 Settings for Coronavirus- outbreak, as described in the Families First Coronavirus Response Act. Related Paid Leave Clearing Backup Account Clears all backup account assignments regardless of which clients are listed in Assignments (page 116) the import file. Important! This process cannot be reverted. Defining a Custom Process Configures custom menu items. (page 116) Specifying Direct Deposit Sets the effective date and any terms and conditions that display before Terms and Conditions (page accepting direct deposit information. 117) Setting Up Documentation Establishes the web server IP address and directory that contains client Servers and Directories (page documentation 118) Selecting Default Menus with Sets up default menus for Employee Self Service. ESS Menu Builder (page 126) Setting Up Automated Email Maintains automatic e-mail information and sets up email message templates. Messages (page 119) Setting Enrollment Options Configures online benefits enrollment settings in EP. (page 140) Printing Setup for Global Selects reports that print during regular, special, manual, or special/manual Payroll Reports (page 133) payroll runs.

Menu Item Description Maintaining Global mvQuery Specifies the logos that appear on checks and reports that use mvQuery. Image Path (page 133) Logo Path Maintenance (page Specifies the logos that display in PEO and non-PEO invoice headers. 134) Setting Miscellaneous Sets up tax codes and FMLA parameters. Parameters (page 135) Managing Next Number Controls the next number types that appear on checks. Control (page 139) Maintaining Global Sets global parameters such as enabling benefit enrollment after final Onboarding Options submittal. Establishing SSO Services Creates and maintains single sign-on names and URLs. (page 121) Maintaining Tax Rates (page Creates and maintains federal tax rates and rates for Nevada and New York as 152) well as limit rates. Establishing Tax Year Limits Adds and maintains tax year limits for compensation, contribution, catch-up, (page 149) funding, and FSA deposits. Safe Harbor percentages and HSA maximum annual contributions are also maintained here. Controlling Employee Provides a method for controlling system messages related to employee Termination Messages (page termination. 153) Creating W-2 Election Text Sets up the Early W-2 Election page in Employee Self-Service (ESS) so (page 165) employees can obtain their Form W-2 electronically. Maintaining Web Extensions Creates and maintains custom web scripts and HTML tags. (page 154) Maintaining Web Service Creates web service user profiles with allowed or restricted IP addresses and Users (page 154) methods (for example, sign-on service methods).

Setting General System Parameters You can set up general parameters on the System Parameters panel.

To set up general system parameters: 1. Complete these fields as required.

 Field                     Description
 Installed Company Business where the software is installed. This name displays at the top of some
 Name              reports.
 Custom Options            Read-only field used if a system has custom processing installed.
 Suffix
 Weeks In Year for         Calculates payroll deduction amounts for employee benefit contributions.
 Benefit                   Options are 48 or 52 weeks, but you can override this setting for individual
 Calculations              clients.
                           This setting has consequences for the calculation of weekly, bi-weekly,semi-
                           monthly, or monthly premiums. Typically, 48 weeks is recommended because
                           the total amount deducted from the client and employee always equals the
                           same monthly premium (and invoice) from the insurance carrier. You can
                           override this at the client level (Client|Change|Benefit Plan Setup).
 Minimum Check             Validation amount used during payroll calculation that flags checks with gross
 Amount                    pay amounts less than this value. (This dollar amount is per pay period with a
                           recommended amount of 0.00.) If a check does not meet this minimum
                           amount, the system flags it and may require manager approval before
                           finalization.
                           Note: This minimum amount can be set at both the system level and the client
                           level, with the client-level setting overriding the system-level setting. You can
                           update or remove this limit as needed, or process the required approval if a
                           check does not meet it.
 Maximum Check             Validation amount used during payroll calculation that flags checks with gross
 Amount                    pay amounts greater than this value. (This dollar amount is per pay period.) If
                           a check exceeds this maximum amount, the system flags it and may require
                           manager approval before finalization.
                           Note: This maximum amount can be set at both the system level and the client
                           level, with the client-level setting overriding the system-level setting. You can
                           update or remove this limit as needed, or process the required approval if a
                           check exceeds it.
 Tax Calculation           Note: This field was renamed from "Cross-Company Tax Calculation Lock" to
 Lock (Formerly            "Tax Calculation Lock," and the "No" setting was renamed to "Yes, Lock on
 "Cross-Company            Client." However, the functionality of this setting has not changed.
 Tax Calculation
                           Tax calculation locking mechanism used when many employees work for
 Lock")                    multiple clients. This ensures that calculations such as retirement plan
                           contribution limits are handled correctly. Options are:
                               l   Yes, Lock on Client: This is the equivalent of the old "No" feature. It has
                                   the same exact functionality: it locks payrolls when multiple payroll
                                   batches within a single client include the same employee. Payroll

 Field                     Description
                                   processors can only process the batches one at a time, rather than
                                   simultaneously.
                               l   Yes, Lock on Employee: Locks payrolls when one or more payroll
                                   batches include the same employee. Users can only process those
                                   payrolls one at a time rather than simultaneously. This lock applies even
                                   if the employee is being paid on batches under two different employers
                                   or clients.
                               l   Yes, Lock On Employer: Locks the calculation at the employer level. If an
                                   employee works for two or more clients of the same employer, users
                                   can only process those clients’ payrolls one at a time. If the employee is
                                   in payroll batches for different clients and those clients have different
                                   employers, calculations are not locked and payrolls can be processed
                                   simultaneously.
 Automatic Mail            An existing delivery code to set automatic mailing capability, when items in a
 Code                      payroll batch are shipped.
                           When a delivery method code is entered in this field, the system sets all
                           payrolls that use the same delivery method to Mailed. Payrolls with different
                           delivery methods must have their status manually set to Mailed. For example,
                           if USPS is entered as a code, the system sets all payrolls sent by US mail to
                           Mailed. Payrolls sent by FedEx must have their status manually set so that the
                           tracking number or other information is logged.
                           Enter ALL to set all payrolls to Mailed status, regardless of the Delivery
                           method.
                           A blank entry means users must manually change the status for every payroll.
 Consolidated ACH          Type of Automated Clearing House (ACH) processing method used. Options
 File Processing           include:
 Used                      •    No: Uses the non-consolidated method which processes one ACH file for
                                each individual checking account as if they were separate ACH originators.
                                This requires that ACH is processed in the backend system for PrismHR.
                           •    Yes: Uses the consolidated method which processes multiple checking
                                accounts for one ACH originating bank. ACH is processed using the
                                features in PrismHR.
                           •    Company: Employs the consolidated method with company batching,
                                which processes multiple checking accounts for one ACH originating bank
                                and sorts by client.
 Standalone FSA            Processes FSA reimbursements in standalone batches. If you manage your own
 Reimbursement             FSA, check this box which allows you to do standalone payroll batches for FSA
                           Reimbursements. This is a global setting and will be applied to all clients.

 Field                     Description
 Use Legacy W/C            Enables legacy Workers’ Compensation Rate Table Maintenance methodology.
 Rate Tables               The system then employs template-based W/C calculations that incorporate
                           policy and rate group designations.
                           Note: You cannot select this option until you have all the codes required to
                           support it. Otherwise, payroll processors cannot initialize payroll batches.
 SSN Mask Option           Displays employee social security numbers in
                           PrismHR and Employee Portal (EP). Review these SS masking options before
                           making a selection. Results are the same for PrismHR and Employee Portal (EP)
                           unless otherwise specified.
                                l   Leave Blank ( ): Appears blank.
                                l   Show All (123-45-6789): Full SS# is displayed.
                                l   Show Last Four (###-##-6789): Masks all but the last 4 digits.
                                l   Mask All (###-##-####): Masks all the digits.
                                l   Show EE ID if Active Client(X12345): Show employee ID for active client
                                    in PrismHR and masks all but the last 4 digits in Employee Portal (EP).
                                l   Don't Mask If DIF download: DIF downloads are not masked in PrismHR
                                    and all but the last 4 digits are masked in Employee Portal (EP).
                                l   Show EE NUMBER if Active Client: Displays the employee number for an
                                    active company in PrismHR and masks all but the last 4 digits in
                                    Employee Portal (EP).
 New Hire Proper           Converts new employee names and addresses to the proper case when they
 Case Conversion           are hired. Options are:
 Option                     •       Employee Name
                            •       Employee Address
                            •       Both Name and Address

 Third Party Check         Configures Third Party Check Printing Mode:
 Printing Mode                  l   --Select--: Third party checks are not processed.
                                l   Batch Mode: Consolidates liabilities and prints third party checks in
                                    batch mode.
                                l   Real Time: Prints third party checks when a payroll batch posts with
                                    other payroll reports. If you have deductions for consolidated
                                    garnishments, when you post payroll the system will print checks for the
                                    payee.
                           Important! If you do not select an option in the Third Party Check Printing
                           Mode field (that is, this field selection remains "--Select--"), the system

 Field                     Description
                           processes as though it was in Batch Mode. However, to access third party
                           check processing, you must set this field to Batch Mode.

                           Note: You can also manage Third Party Check Printing Mode using the
                           Third Party Check Maintenance section in the Print Service Global Check
                           Parameters form, along with the third party check format, logo, and
                           signature. The setting is always the same setting in both forms.
 Void Lockout Year         Prevents pay date voids in that year and all previous years. The system tests
                           Void Lockout Year before it tests Void in Current Period and fails first.
 Validate Pay Date         The method that PrismHR uses to validate the pay date. Options include:
 Code                          l   No Validation: No pay date validation.
                               l   Pay Date < Curr Date, Auth Code Required: If the pay date is before the
                                   current date, an authorization code is required.
                               l   Pay Date < Curr Date, Approval Required: If the pay date is before the
                                   current date, the payroll requires user approval.
                               l   Pay Date < Curr Date, Warning Only: If the pay date is before the
                                   current date, payroll processors see only a warning.
                               l   Pay Date <= Curr Date, Auth Code Required: If the pay date is on or
                                   before the current date, an authorization code is required.
                               l   Pay Date <= Curr Date, Approval Required: If the pay date is on or
                                   before the current date, the payroll requires user approval.
                               l   Pay Date <= Curr Date, Warning Only: If the pay date is on or before the
                                   current date, payroll processors see only a warning.
 Maximum ACH               Amount processed in a single ACH transaction batch. Any amount in excess of
 Batch                     this is moved to the next batch in the file.
 Minimum ACH               Minimum number of days required to process ACH transactions. Any payroll
 Window                    batch with an ACH transaction must be at least this many days in the future. If
                           not, the system will generate paychecks to print instead of ACH transactions.
                           For example, let’s say you put a 0 (zero) in this field. If you run a payroll dated
                           today and the employee has direct deposit, that direct deposit item would go
                           as a direct deposit when you build the file tonight. It would go the bank now,
                           but it will not get to the employee’s account until tomorrow because the day
                           has already passed.
                           However, let’s say you put a 1 (one) in this field. If you run a payroll dated
                           today and the employee has direct deposit, the system will give you a message
                           that says this will be a live check.
 ACH Billing Days          Number of days to offset ACH for invoicing. For example, if the system drafts

 Field                     Description
 Offset                    the ACH the day before the payroll, enter -1 in this field.
                           Note that all ACH files are date-sensitive, so you can post a payroll and
                           create/send the NACHA file several days before the effective date. The funds
                           for both paying and collecting will follow the effective date of each
                           transaction.
                                •    A negative number indicates the number of days before the pay date
                                •    Zero (0) indicates on the pay date
                                •    A positive number indicates the number of days after the pay date
                           If you enter a negative number, you will draw the funds that number of days
                           before the pay date.
                           You can override this setting at the client level.
 Days Into Future          Number of days into the future for ACH selection after which PrismHR selects
 for ACH Selection         ACH transactions to submit to the ACH originating bank. Check with your
                           financial institution to make sure they allow you to send transactions no
                           matter what the date is. Some institutions restrict you to a certain number of
                           days.
                           For example, if you enter 99 in this field, you may build the ACH file up to 99
                           days ahead of today’s date. However, if you enter 2 in this field, you may only
                           build the ACH file 2 days ahead.
                           This is important for organizations that build ACH files and run payroll on
                           Monday or Tuesday for a Friday pay date.
 Suppress                  Suppresses automatic calculation of benefit adjustments on a global basis. This
 Automatic Benefit         is not recommended because all Benefit adjustments (which are automatically
 Adjustment                created by the system) would be suppressed. You can set up overrides at
                           individual benefit or client level, if applicable.
 Suppress                  Suppresses the global creation of arrearage vouchers. This is a zero voucher,
 Arrearage                 created when an employee is active, but they do not get paid. This is a global
 Vouchers                  setting that may be overridden at the client level (Client|Change|Client
                           Controls).

                           Note: The PrismHR Customer Support Team strongly recommends that you
                           do not select the Suppress Arrearage Vouchers option.
 Suppress Billing In       Suppresses the call to the billing routines in the payroll batch calculation and
 Initialization/Post       finalization processes. Select this field only if you have consulted with your
                           Implementation Specialist or the PrismHR Customer Support Team.
 Suppress TEBA             Suppresses accelerated billing of benefit premiums when an employee is

 Field                     Description
 (Accelerated              terminated.
 Billing)                  For example, if an employee is terminated mid-month and coverage goes to
                           the end of the month, the system will accelerate the billing to the client and
                           bill the client for any deductions that have not yet been taken from the
                           employee. When you take the deductions from the employee, the client
                           receives a credit.
 Suppress Benefits         Suppresses benefits billing. This is used for a short time after a conversion to
 Billing Thru Date         not bill for benefits already billed on a prior system.
 Pay Card Account          Defines a global pay card account for all clients. Note that you can also set this
                           up at the client level (Client|Client Details|Account tab).
 Direct Deposit -          Forces payment through a direct deposit account instead of a paper paycheck.
 Force a Balance
 Account
 Allow only                Prevents new hires from selecting a direct deposit method when defining
 Entire/Remaining          direct deposit settings in Onboarding. Instead, a message displays to indicate
 Balance option            that all of the new hire's net pay will be deposited into their direct deposit
                           account.
 Company Name      The client name to display in all employee experience products (Onboarding,
 Display for       Benefits Enrollment, and Employee Portal). The list includes the following
 Employee          options:
 Experience Header
                   • Client Name (DBA): The name entered in Client Name (DBA) in Client
                       Details.
                           •    Legal Name: The name entered in Legal Name in Client Details.
                           •    Employer Name: The name entered in Employer Name in Employer
                                Details.
                           •    None: No client name displays.
 Disable                   Disables the Marketplace link on the PrismHR menu bar for service providers.
 Marketplace Icon
 for Service
 Providers
 Enable payday             Enables payday email notifications globally for all clients.
 notifications
 Enable payroll            Enables payroll submission notifications globally for all clients. (Note: This
 submission                setting only enables email notifications.)
 notifications             When you select the Enable payroll submission notifications field a

 Field                     Description
                           confirmation message displays, "This setting will enable payroll submission
                           notifications across all clients. You can override this at the client level under
                           other options. Are you sure you want to enable this feature for all clients?"
                           Select Yes to globally enable the payroll submission notifications. (Selecting
                           No returns you to the form.)
 Enable payroll            Enables notifications prior to the payroll's cutoff date, if the payroll has not
 reminder                  been completed.
 notifications
 Enable payroll live       Enables a warning message that displays during payroll calculation to indicate
 check calculation         that the system will create a live check.
 warning                   Note: The Enable payroll live check calculation warning field is disabled by
                           default at the system level, but can be overridden at the client level.
 Supplemental Tax          This field has the following drop-down options:
 Override Rules            •    Respect Employee Override: When you select this option, the system will
                                apply the employee level income tax overrides to calculate taxes to
                                supplemental wages regardless of the override type selected on the
                                Employee Details (Tax) form.
                           •    Ignore Employee Overrides except Block Withholding: When you select
                                this option, the system will ignore any employee level income tax
                                calculation override other than Block Withholding and those which are
                                supplemental tax specific overrides.

                           Note: This does not work if custom feature code VSUPPLEMENTAL is
                           enabled in the System Parameters form.
 Tax Adjustment            Use this field to allow your group to restrict future dated tax adjustments.
 Date Validation           Select one of the following options:
                           •    Allow Dates in All Years: This is the default option. This will allow tax
                                adjustment dates in all years.
                           •    Date Not Later Than End of Current Year: This option will only allow tax
                                adjustments dated through 12/31/2026 if set today.
                           •    Date Not Later Than End of Next Year: This option will allow you to
                                accommodate any necessary adjustments when at year end, that may
                                affect the future year due to processing timelines. This option will apply to
                                both manual tax adjustment entries and to the tax adjustment import
                                process.
 Custom Feature            Manages codes developed for use with an installation. (For questions about
 Codes                     any custom feature codes, contact the PrismHR Customer Support Team

 Field                     Description
                           before using them.)
                           Note the following:
                           •    Custom Feature Codes affect system behavior.
                           •    Duplicate entries are not allowed.
                           •    Selecting Custom Feature Codes opens the Select Feature Code list, which
                                displays the codes in alphabetical order. (You can sort these entries by
                                clicking the Feature Code or Feature Description column headers and
                                search for them using the Refine Search section.)
 Suppress                  If you have garnishments, the system creates a paper check or electronic
 Garnishment               funds. This setting suppresses garnishment payments by check or EFT.
 Payments                  This is a global setting. If it is enabled, no garnishment payments are created.
                           You can override this at the client level (Client|Change|Client Controls).
 Enhanced                  By default this field is unchecked. This functionality is beneficial to employers
 Garnishment               who regularly pay their employees outside of regularly scheduled pay cycles.
 Capping                   An example of this would be when you regularly pay an employee both in a
                           regular payroll cycle and additional wages for the same pay period through a
                           manual or special payroll batch.
                           •    Unchecked: Existing functionality will continue which means if an
                                employee with a flat sum child support garnishment, is paid both in a
                                regular payroll batch and one or more special or manual payroll batches
                                for the same pay period, then adjustments will have to be made on the
                                special or manual batches to account for any garnishment deduction taken
                                on the regular payroll batch. The system will attempt to take the full flat
                                amount child support on both the regular payroll batch and any special or
                                manual batches for the same pay period.
                           •    Checked: If an employee with a flat sum child support garnishment or
                                creditor wage garnishment, is paid both in a regular payroll batch and one
                                or more special or manual payroll batches for the same pay period, then
                                the system will automatically deduct only up to the full amount of that flat
                                child support garnishment amount between all regular, special, and
                                manual payroll batches. No adjustments are needed for the special or
                                manual payroll batches. When enabling this logic, the standard
                                garnishment deduction report has been enhanced to provide information
                                on the subsequent batch deduction amounts.
                                Also when this field is checked, the system will ensure that the
                                garnishment amount for a State Levy docket does not exceed the flat
                                amount of a given State Levy docket minus the sum of all garnishment
                                deductions made for said docket, during the applicable pay cycle. If an

 Field                     Description
                                employee has been paid in a previous payroll batch for the same pay
                                period with garnished wages, the State Levy garnishment will only deduct
                                the difference of the total flat amount less the amount garnished on a
                                prior batch for that period. If the State Levy garnishment is reduced to
                                zero, then the system will not calculate garnishment fee for the State Levy
                                as the garnishment for State Levy on current payroll is not deductible.

                           Note: Now when you process a manual or a special payroll batch, and if any
                           employee has a flat amount as a garnishment which is not for child support,
                           then the system will provide a warning for the same indicating the Employee
                           ID and the docket number so that you can review and make adjustments as
                           needed. (This will work only if the Enhanced Garnishment Capping field is
                           checked.)
 Days Until Prenote Days after which the system activates pre-noted accounts that were
 Auto-Activate      successfully processed through a payroll.
                    This setting works in conjunction with the Prenote on Next Pay Date fields. It
                    is the number of days you want the system to automatically activate the direct
                    deposit after the prenote (test file) was sent to the bank. Normally, the value
                    is between 0 and 7, with 0 indicating no prenote process.
 Auto Assign               Automatically assigns IDs to new client records. The system default is enabled
 Company ID                so that when you create a new client, the system automatically assigns the
                           next available number.
 Starting At               Define the starting number for auto-assigned client IDs, so newly-created
                           client IDs can begin at a customer-defined value rather than the current
                           implied logic.
                           Note the following:
                            •    You must enable the Auto Assign Company ID field to edit the Starting
                                 At field. Also, you cannot enter an integer value for an existing client.
                            •    When you create a New Client using the New Client form, the system
                                 uses the new Starting At value (or next available Client ID if you already
                                 created new client(s)) for the new client.
                            •    When you create a client using the Clone Client form, the client ID pre-
                                 populated on the form reflects the new Starting At value (or next
                                 available Client ID if you already created new client(s)).
                            •    When you create a New Client using the Client Record Import form, the
                                 system uses the new Starting At value (or next available Client ID if you
                                 already created new client(s)) for the new client.
                            •    Subsequent new clients that you create use a client ID incremented by
                                 one (1) from the last created client, if that client ID is not already in use.

 Field                     Description
 Post Reversals Into Method to post register reversals. Options are:
 Current Period        l Yes: Posts register reversals on the date the reversal was processed. If

                         you do a void today and have this set to Yes, the system records the
                         accounting and the taxes as of today’s date. This is the default setting
                         and is recommended).
                               l   No: Does not use the date period derived from the date the reversal was
                                   processed. If you do a void today and have this set to No, the accounting
                                   and the taxes go back to the original pay date.
                               l   Table Based: Selectively posts reversals based on a table. This setting is
                                   not commonly used. (Contact Customer Support for assistance in
                                   locating this table.)
 Days to Hold              Specifies the number of days viewed notes are retained by the system.
 Expired Notes             Anything older than this value is deleted.
                           A common value for this field is 30 days. For example, you can put in
                           processing notes for payroll to remind you to take action on an employee.
                           When you run the payroll, this note will display and you can mark the notice as
                           completed. This number indicates the number of days after completion that
                           the note remains in the system.
 Independent               If enabled, the system processes independent contractors and allows you to
 Contractors               enter 1099 employees or contractors. The system also creates 1099 forms. You
 Allowed                   can override this setting at the client level (Other tab on Client|Change|Client
                           Details form).
 Prenote On Next           Enter a code to run a test case of direct deposit information before an EFT
 Pay Date                  occurs. Options include:
                               l   N - No: Runs the prenote on the current date and does not wait until the
                                   next pay date.
                               l   Y - Next Pay Date: Sets the prenote date for an employee as the next
                                   scheduled pay date.
                               l   B - Next Banking Day: Sets the prenote to the next banking day.

                           Note: When Prenote On Next Pay Date is set to Y - Next Pay Date or B -
                           Next Banking Day, Worksite Managers and Worksite Trusted Advisors
                           cannot change the Direct Deposit option from Prenotification to Deposit
                           Active.
 Non-Company ID            Enable if the accounts receivable is not a valid client ID. This prevents
 for A/R Billing           associative processes from trying to link and pull the billed customer’s record.
 Default Call-In           Standard used for pay groups. This is the cutoff time that payroll is due from
 Time                      your clients. This uses the Central Time Zone and Military Time.

 Field                     Description
 Same Day Check            Prevents posting of same day checks after the specified time. This is used to
 Cut Off                   complete tax processing or daily reporting before the check is posted.
                           If clients are doing same day checks, payroll must be done by this time to
                           process the ACH and positive pay files to send to the bank. This uses the
                           Central Time Zone and Military Time.
 Lockout                   Method used to temporarily lock users out of certain types of processing.
                           For example, let’s say you are planning to update Vertex. If users are
                           performing normal tasks, their calculations would be inconsistent because you
                           are updating Vertex while they are processing. You can lock users out and
                           update Vertex to ensure that the calculations are consistent.
                                •    Disallow Initialize Only: No one is allowed to calculate payroll
                                •    Disallow Posting Only: No one is allowed to post payroll
                                •    Disallow Voids Only: No one is allowed to void payroll
                                •    Disallow Init/Post/Void: None of the above are allowed
 PEO ID                    ID for organizations that use the PrismHR Web Services API. (See api-
                           docs.prismhr.com or the SSO User Guide for details.)
 EFTPS Batch Filer         ID number used for batch filing using the Electronic Federal Tax Payment
 ID                        System (EFTPS).
 EFTPS Master PIN          Pin number used for EFTPS filing.
 Allow Auto Enroll         Suspends auto-enrollments when an employee is hired and does not auto-
 Suspension?               enroll employees in benefits.
                           Note: You can override this option at the client level (Benefits tab in
                           Client|Change|Client Details form).
 Auto Term At              Enables automatic termination when payroll batches are initialized
 Payroll                   (calculated).
 Initialization
 Enable New Hire           Enables you to use the New Hire form to enter an employee’s time sheet
 First Period Hours        hours for the first pay period. This is typically used when entering hours for an
                           employee with auto time sheet hours that started in the middle of a pay
                           period.
                           The New Hire field, called First Pay Period Hours, is located in the Pay Details
                           panel.
                           This setting can be overridden at the client level in the Client Details Control
                           tab.
 Independent               The fields in the Independent Contractors section indicate how to pay 1099

 Field                     Description
 Contractors               contractors, so you can easily manage large groups of these employee types:
                           •    Do not require tax withholding: Enabling this field indicates that there is
                                no federal or state tax required when an employee record is set as a 1099
                                contractor. After selecting this field, you can save employee details and
                                process payroll without error if there are no federal and state taxes
                                indicated for the employee.
                           •    Do not require DOB: Enabling this field indicates that an employee's date
                                of birth is not required when an employee record is set as a 1099
                                contractor. After selecting this field, you can save employee details and
                                process payroll without error if there is no date of birth indicated for the
                                employee.
                           Note the following about the Independent Contractors section:
                           •    These fields do not apply to the New Hire form.
                           •    You can enable the 1099WITHHOLDING custom feature code to override
                                an enabled Do not require tax withholding field, if there is an outstanding
                                loan set on an employee record, which indicates that you must also enter
                                state tax withholding.
                           •    You can override an enabled Do not require DOB field using the
                                Contractors 1099 DOB Required field on the Other tab in the Client
                                Details form. This is helpful if you require 1099 contractors to perform the
                                onboarding process using Employee Portal (EP), which requires an
                                employee's date of birth.
 Gender Options            Provides the following alternatives to traditional gender options:
                               l   Gender Non Binary: A spectrum of gender identities that are not
                                   exclusively masculine or feminine (identities that are outside the gender
                                   binary).
                               l   Gender Decline to State: Provides the option of not identifying gender.
                           Add these options to the Gender field on the Employee Details|Personal tab.
                           If these fields are enabled, employees can also select these options in EP.

                           Note: Enabling new gender options can cause issues with benefits and
                           reporting functionality.
 Suppress ACA              Note: This option requires enabling the custom feature code
 Eligibility Check         STATUS.CHG.ELIG.

                           Disables the enhanced ACA eligibility determination logic. Select this option to
                           ignore part-time employees on the ACA Offered Employees form when
                           determining eligibility for offers of ACA coverage.

 Field                     Description
 Account Version           Displays the account's version in read-only format.
 Parent Account            Displays the account's holding company in read-only format.
 Benefit                   Enter the minimum and maximum benefit adjustment values to allow without
 Adjustment                producing warnings. The system generates a warning message when a user
 Warning Range             tries to manually create (or import) benefit adjustment values outside this
                           range. This specifically affects the Bill Amount, Employee Contribution, and
                           Insurance Cost fields.
 SuperBatch                Enables you to adjust the lookback period for the SuperBatch process (see the
 Lookback Period           Payroll Processing Guide for details). Any numeric value entered here changes
                           the lookback period the system uses for the Cutoff Date Up To field on the
                           SuperBatch form.
                           Note: This field only displays if you enable the SUPERBATCHLOOKBACK custom
                           feature code. (See Using Custom Feature Codes.)
 Require Manual            Enables the payroll Reason field as required on the Payroll Control form for
 Payroll Reason            manual payrolls.
 Require change            Tracks the reason provided by users when they make changes to any of the
 reason on critical        following critical forms:
 forms
                           •    State Rules form
                           •    Employer Details form
                           •    Client Details form
                           This field is a drop-down and is not mandatory. Select one of the following
                           options:
                           •    Disabled: This is the default option. When disabled, then the system will
                                not prompt you to enter a reason for record update when you make
                                changes to any one of the critical forms listed above.
                           •    Optional: This option will provide you with the following prompt (as
                                shown below) to enter a reason when you make changes to any one of the
                                critical forms listed above. However, you can still save your changes
                                without providing a reason.
                           •    Required: This option will provide you with the prompt (as shown below)
                                to enter a reason for record update when you make changes to any one of
                                the critical forms listed above. You cannot save your changes without
                                providing a reason. If you try to save the changes without providing a
                                reason, then you will not be able to save the changes and you will receive
                                an error message stating Change reason is required to save this record.

 Field                     Description

 Disallow On               Prevents users from processing an on-demand check from the previous year.
 Demand Check              When you enable this field and enter an on-demand check from the previous
 Processing for            year in the Check Date field on the On Demand Check Processing form:
 Prior Year
                            •    An error message displays, "You are unable to submit on-demand checks
                                 for the prior year."
                            •    The Print Check and Calculate Totals buttons are disabled. However,
                                 when you enter a check date in the current year, these buttons are
                                 enabled. (Note that Print Check is disabled until the system finishes
                                 Calculate Totals.)

Click Save.

Viewing the Audit Log

Note: For security purposes, effective October 2019, Audit Log access must be manually added to any applicable user roles. If you need to add access to many roles at once, see Adding Bulk Form Access on page 29.

The Audit Log Display lists changes made to a form. Click a Log ID to see the details. Note: The audit entry for deidentified employees displays the user ID and the IP address of the user who ran the deidentification process. (See the Client Administration Guide for information about how to remove or deidentify customer data for clients or employees.) Auditing is available for many forms in PrismHR. Note: All dates and times in PrismHR are Central Time. The ID for changes to EP are logged as Web User IP.

Using Custom Feature Codes Your organization can specify custom feature codes in PrismHR at the system level to customize its behavior for all clients. These are some of the most common feature codes available for you to use; do not implement other custom feature codes unless instructed to do so by the PrismHR Customer Support Team.

Custom Feature Code Type Category Short Description 2019STATUSES Controls when access to 2019 W-4 filing statuses is removed/displayed since users might delay converting to the new form and need to continue accessing these older records. If you activate the 2019STATUSES custom feature code, the following options display in the Federal Tax Filing field on the HR|Change|Employee Tax form: • Single or Married, but withhold at higher Single rate • Married If you remove this custom feature code, these options no longer display. However, any employees with one of these settings already configured remains in this status. A/RMASTDBA Global Accounting Updates A/R Master using the Client DBA, not Legal Name. A/RMASTUPD Global Accounting Updates A/R Master on save of matching Client Master. ACADATABUILD Global ACA Enables improved performance for building ACA data. ACHBREAKONPRBATCH Global ACH Segregates ACH files into separate accounts. ACHCONSOLMIXED Global ACH Consolidates mixed transactions (DB/CR) even when single type file built.

Custom Feature Code Type Category Short Description ACHHARDENFORCE Global ACH When a payroll batch is dated such that ACH cannot be processed, the system stops the posting process rather than displaying a warning and converting ACH payments to checks. ACH causes POST to halt, if batch date fails ACH tests. ACHNAMEPARSE Global ACH Uses space delimiter between last name and first name. Use this feature code if your bank does not accept child support files that include commas. In the ACH journal for child support, when the last name is shorter than seven characters, the first name will be appended with a space separating it from the last name. (The default behavior is to separate the names with a comma.) The name displays in the ABBREV.NAME field in the ACH journal and comprises exactly ten characters. If the last name includes seven or more characters, there is never a separator. The names are concatenated with neither a space nor a comma. ACHNOCONSOLIDATE Global ACH Does not ‘Net’ ACH journal transactions for the same employee. ACHPROCESSLOCK Global ACH During ACH build, checks for pending batches and provides options for dealing with them.

Custom Feature Code Type Category Short Description ACHTOMORROW Global ACH Sets ACH Effective Date to tomorrow’s date. This is specifically if your bank does not allow for same-day dated pre- notes, etc. If the field under System Parameters has an N, it uses today’s date but if you add the feature code it overrides that date with tomorrow’s date. ALLOW-LOCN-BASED-SUI Global Tax Allows location-based SUI accruals. Displays the Location Based SUI panel in Worksite Locations and the Location field in Tax Adjustment Entry. Allows your organization to track SUTA information for your clients by worksite locations. ALLOW999SSNS Global System Params Allows entry of SSN as 999. ALLOWALLTAXADJTTO Global Tax Allows All Tax Adjustments on Adjustments Terminated Take on Employees. ALLOWDUPDEDNS Global Deductions Allows duplicate deduction codes for employees. ALLOWONESIDEDFICA Global Tax Allows one sided FICA tax Adjustments adjustments for codes 00-11,00- 12,00-15,00-16. ALLOWTANDEMCROSSHIRE Global Onboarding Allows registering employees in the tandem environment. ALLOWWCLOCCALC Global Workers Comp Allows choice of W/C Work Loc Based option at Company/Job level. ALLOWWMNEWHIREALTEMP Global Onboarding Allows New Hire Alternate Employers for WS managers. Allows all users of the New Hire form to select one of the alternate employers defined in Client Details instead of the client’s primary employer. This applies to worksite managers and trusted advisors of all clients in the system.

Custom Feature Code Type Category Short Description ALLOWWMNEWHIREALTEMP.C Client Onboarding Allows New Hire Alternate Employees for WS managers. ALLOWWSMWTABDLR Global Time Off Allows processing of backdated Lave Request processing for worksite managers and trusted advisors. ALLOWZEROSSNS Global System Params Allows SSNs to be 000-00-0000.

Custom Feature Code Type Category Short Description ALLPAYCODESINT Global System Params Allows Internal Payroll Users to select from ALL pay codes and deduction codes. By default, users do not see any pay or deduction codes except those specified in the Client Details Control tab. If service providers need to see all codes, then your organization must enable this custom feature code. When you enable this feature code, the following happens: • Service Providers: Hyperlink returns all fixed amount pay codes or deduction codes. If you enter a pay code or deduction code that is not listed in the Client Details Control tab, you can continue. (Note: No error message or warning displays.) • Worksite Managers: Hyperlink returns only fixed amount pay codes or deduction codes listed in the Client Details Control tab. If you enter a pay code or deduction code that is not listed in the Client Details Control tab, the system displays an error message and you cannot continue. When you do not enable this feature code, the following happens: • Service Providers: Hyperlink returns only fixed amount pay codes or deduction codes listed in the Client Details Control tab. If you enter a pay code or deduction code that is not listed in the Client Details Control tab, the

Custom Feature Code Type Category Short Description system displays a warning and you can continue. (Note: No error message displays.) • Worksite Managers: Hyperlink only returns fixed amount pay codes or deduction codes listed in the Client Details Control tab. If you enter a pay code or deduction code that is not listed in the Client Details Control tab, the system displays an error message and you cannot continue.

ALT_Alloc_Handling Global System Params Does not suppress labor allocations during payroll calculation when the home position in the employee details is effective, but does not match the timesheet position (outside of the pay period dates). ALT-TDI Global Tax - State Uses Alternate Hawaii TDI Specific Calculation. BATCH-PAYMENTS-CHANGE- Global Payroll Allocates batch payments. DEFAULTS 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. BDSW2-6STLOCAL Global Exports Used for BDS download. Six state/local taxes maximum. BENEBILLRPT Global Reporting Suppresses the call to ASI’s alternative custom global Benefit Billing report.

Custom Feature Code Type Category Short Description BENEFIT-B4-401K Global Benefits - Deducts benefits prior to 401(k) Payroll when insufficient pay. Processing To override at the client level, use client custom feature code NO- BENEFIT-B4-401K. BENENROLLREHIRES Global Benefits Allows Rehire Electronic Benefits Enrollment - Currently NOT supported. BILLALLOCEXP Global Accounting Does not allocate Admin Fees to Expense Reimburse Pay. BILLDETRPT Global Reporting Suppresses the call to ASI’s alternative custom billing detail report. BILLPENDMAXNEGATIVE Global Payroll Sets a specific dollar limit for negative Bill Pending entries (credits). BIRTHDAYONFIRST Global Benefits Enables new rate in effect for this month, if person’s birthday occurs on the first of this month and is a new rate change. BLENDED-STAFFING Global System Params Indicates an account that includes Staffing and PEO clients. BLOCKHRAPPROVALNOTIFY Global HR Turns off email notifications for WSM/WTA for HR Action Approvals/Denials. Disables the notification email that would otherwise be sent to worksite users to let them know the results of their requested HR action (either denied or approved). This is associated with the HR Actions Resolution template type in Email Services. BLOCKHRAPPROVALNOTIFY-C Client HR Turns off email notifications for WSM/WTA for HR Action Approvals/Denials. BLOCKPRTAXINDEC Global Tax - State Blocks Puerto Rico employee Specific withholding for all pay dates in December.

Custom Feature Code Type Category Short Description BNKACCTCUTOFFENFORCE Global Payroll Uses Bank Account cutoff times to override system-level Same Day Check Cut Off CALCERNYSDI Global Tax - State Calculates employer portion of Specific New York Disability tax. CALSUTACOMPOVERRIDE Global Tax - State When this feature code is enabled, Specific the system will use different logic when determining whether to report a particular California tax deduction code on the client (C) or service provider (P) level: • Any California tax deduction code flagged as SUTA Component will report on the same level as California SUTA (05-24). • Any other California tax code will follow the reporting rule set up for California State Income Tax (05-20). CASCADE.STATE.ELIG Global Benefits Allows Plan eligibility check for Location/Client as well as Resident State. CENSUSDEPEND Global Reporting Displays Dependents on the Census Report. CHANGEALTEMPLOYERDATA Global Client Changes Alternate Employer Data. CHKPRNTBOTH Global System Params Performs a CheckFile (for ODBC) and an mvQ (for Web ONLY). CHKRATECHNG Global Payroll Checks for pay rate change in pay period during INIT. CLIACDBCR Global Client Stores Client Accounting Data as Accounting DB/CR instead of all +/. CLIENTINVOICEFEIN Client Reporting Prints Client FEIN in Invoice Contact Info. CLIENTSERVICETEXT Client Reporting Adds “In Service To:” client information to check.

Custom Feature Code Type Category Short Description COFEDTAXSHUTOFF Global Tax - State Deactivates the default filing status Specific determination logic for Colorado state income tax. This was introduced in April 2022 to support a state-level change where Colorado employees must fill out Colorado form DR 0004 (Employee Withholding Certificate) instead of a copy of the federal Form W-4.

                                                                If this code is enabled, the system
                                                                no longer defaults to using a
                                                                Colorado employee's Federal tax
                                                                filing status. It instead expects a
                                                                Colorado filing status in the State
                                                                Tax Filings panel of Employee
                                                                Details > Tax.

CUSTGLREVDET Global Client For Custom PEO G/L Accounting Accounting Only: Revenue can use <> tag. CUSTPROCINIT Global Payroll Calls Custom Process at the End of INIT. DEFAULTNONRESIDENTCERT Global HR Defaults to Non Resident certificates. DEFAULTWEBMENU Global Web Allows Default Web Menus to come from a configuration table. DFLT.EE.STATE.W4 Client Payroll Defaults to Employee State W4. DFLT.EE.WORK.STATE.W4 Client Payroll Defaults to Employee Work State W4. DFLTCATCHUPNO Global Benefits - Defaults ‘Catch Up Starts at Limit’ Retirement field to “N.” DFLTCATCHUPYES Global Benefits - Defaults ‘Catch Up Starts at Limit’ Retirement field to “Y.” DFLTCOURTESYPAEIT Global Tax - State Withholds PA Local EIT for Specific employees working out of state.

Custom Feature Code Type Category Short Description EDITTERM Global HR Allows adding, updating, or deleting the Termination Explanation on the Other tab in the Employee Details form for a terminated employee. EENYSDIWEEKLY Global Tax Calculates EE NYSDI only using weekly rate. EESALESTAX Global Tax Uses Employee Based Sales Tax. ELASTIC Global Marketplace Removes Elastic (“TF”) ACH Partner transactions on post. EMAIL_ADD_LOCATION Global HR Adds location to employee change emails. EMAILINVMAPI Global System Params Uses Client PC Email to email invoices, not HRPWE based email. EMAILVOIDS Global Payroll Option to email notification when a payroll voucher is voided. EXCLCORPTX Global Reporting Asks to Exclude Corporate Data from Tax Reports. EXPENSE1099 Global 1099 Includes Expense Reimbursements for 1099 Earnings. EXPENSECHK Global Check Stub Expense Check stub (Limited Display). EXPSFUNDALLDED Global Deductions May Fund Deductions field works as it did prior to 5.2. FAILINITSCORPFLEX Global Deductions Blocks ability to enroll Business Owner in Pre-Tax FSA/HSA Plans. FAMILY_RELATIONSHIP Global Human Displays Related section on the Resources Work tab in the Employee Details form, where you can indicate a fellow employee who is related to the selected employee. FAMMBRMUSOWNERS Global Deductions Blocks ability to enroll Business Owner in Pre-Tax FSA/HSA Plans. FAXBACKDEDN Global Reporting Includes Employee Standard Deductions in the Fax Back Report (Landscape).

Custom Feature Code Type Category Short Description GARNDFLTSUPPORTS Global Garnishments Defaults “Supports Others” to “Y” if EE Fed F/S=Married with 2+ Depend. GARNSTOP Global Garnishments Does NOT place a stop date on garnishments upon employee termination. (If you do not use this code, the system automatically places a stop date on garnishment records 15 days after the employee’s termination date.) GLOBAL.PTO Global PTO Activates the Global PTO feature set, which enables you to create system-level PTO plans and assign those plans to specific states and worksite locations, defined by GeoCode ranges. For complete details, see the task sheet on Setting Up Global PTO Plans. GLOBAL-ADD-DEPENDENTS-REQ- Global Human Sets the following additional fields FIELDS Resources as required on the Employee Dependents form: • First Name • Birth Date • Gender • Social Security Number • Relation

GPBREAK Global Accounting Great Plains: Break Journals per Batch. GPERPREF Global Accounting Great Plains: Create Single Employer Export Files with Employer ID prefix on GL Code. GPSEEF Global Accounting Great Plains: Create Single Employer Export Files. GRNFTBSTATERULES Global Garnishments Sets up FTB Garnishments to follow state garnishment rules.

Custom Feature Code Type Category Short Description GUAM-FEDERAL Global Tax - State Generates Guam-specific tax code Specific for Federal tax. HIDEFLSATIMESHT Hides the FLSA Exempt field so it does not display in the Summary Time Sheet Entry form. HIDETOBACCO Hides the Tobacco User option so it does not display in Employee Portal. HIDEHANDICAPED Hides the Disabled option so it does not display in Employee Portal. (You must enter the custom feature code exactly as spelled here.) HIDEBLIND Hides the Blind option so it does not display in Employee Portal. HRPSGLNOALLOC Global Payroll Suppresses allocation of payroll expenses (except labor). HSAPEOMATCH Global Benefits Computes the PEO HSA Match if present. I9LAX Global Onboarding The I9LAX feature code turns off the system requirements for I9 documentation. Any fields that are currently required for I9 entry or updates will no longer be required while that feature code is on. If you disable this code in the future, you might receive errors when updating employees with the missing (required) information. I9LAX-COVID-ONBOARDING Global Onboarding This custom feature code accommodates the U.S. Citizenship and Immigration Services policy in response to COVID-19 that allows Form I-9 Section 2 List B documents with expiration dates of March 1, 2020, or greater for states offering extensions. IMINCOL Global Billing Makes IMIN rule add back credited for OverLim taxes/comp.

Custom Feature Code Type Category Short Description INTLEMPLOYEE Global Human Waives requiring a US-based Resources resident address on the Address tab in the Employee Details form for an international employee. INVDUPEDETAIL Client Reporting Invoices allow duplicate detail lines to display in the invoice so that all detail items correctly display and their totals match what displays in the invoice summary.

                                                               Note: If you only want to display
                                                               duplicate detail lines for certain
                                                               billing events, you can opt to
                                                               disable this feature code and
                                                               instead use the Display Duplicate
                                                               Detail Lines option on the Billing
                                                               Events form. Please note that
                                                               this setting will then apply to all
                                                               clients in your system who use
                                                               that billing event. See the Billing
                                                               Events setup topic for details
                                                               about setting up this feature.

LEGACYDEDUCTSTOPDATECALC Global Deductions Uses Legacy method for calculating deduction stop date. More information can be found in this article: TEBA Enhancements available in September 2016. LEGACY-PAYROLL-GLOBAL Global Payroll Restarts the legacy payroll process instead of stopping each time the system encounters an error. The process tracks the issue that caused the error and moves forward to the next employee. All vouchers successfully processed during the prior run are preserved, and the payroll process restarts only on those employees where errors were encountered. LIFETIME-HOURS Client Reporting Uses Lifetime hours on mvQuery Check.

Custom Feature Code Type Category Short Description MASSTERMSTAFFING Global HR Enables mass termination staffing to terminate multiple inactive or between placement employees at once. For example, you can use this feature to mass-terminate employees who have not been paid as of a certain date or have never been paid. The form displays data points for placement-specific data to help you make an informed decision. MCTAXCALC Client Tax Enables Multi-Company Tax Calculation. MCTAXCALC-GLOBAL Global Tax Enables multi-company tax calculation globally. Performs validation on employees who have multiple payroll vouchers in the same pay period end date to ensure that taxes are calculated on the total gross. This applies to those employed by multiple clients or in multiple batches for one client. MINWAGECHARGE Global Payroll When the CFC is enabled, Tip Credit Makeup is only triggered when an employee is paid under minimum wage for a specific charge date. If the payroll period spans two minimum wage effective dates and the charge dates are correctly assigned based on those effective dates, minimum wage calculations will be based on the minimum wage in effect at the time of that charge date. MINWAGETEST Global HR Checks Fed and State Min Wage in Pay Rate Change and New Hire.

Custom Feature Code Type Category Short Description MISCINVMAXNEGATIVE Global HR Holds miscellaneous invoices for approval before posting when they have a negative amount greater than the configured maximum. MVQ.INVOICE.PRINT Global System Params Prints Invoices via mvQuery instead of PCL2PDF. NES-TEP-FULLTYPECODE Global Billing Uses Full Type Code for NES and TEP Billing Events. NEWHIRETOEMPDETAILS Global Onboarding Allows User to move from New hire to Emp Details. NEXTMONTHPRECALC Global Benefits Next Month Pre-Calc Method - Enforce Employee Plan Eligibility Option. Changes Eligibility Date to start of Next Month if Feature is added. NOCLIENTTEMPLATE Global Client No Client Template Options Required. When this feature code appears, the Payroll Option Templates will be source from a global list and will not need to be setup at the client level. Removes the requirement for assigning payroll option templates to clients.See Payroll Option Templates Overview for details on this feature. NOGOTHERE Global Payroll Hides the “Continue, Go There” text in payroll error messages during batch initialization/calculation. NOMATCHDEFAULT Global Benefits Does NOT default retirement match start.

Custom Feature Code Type Category Short Description NOTIPALLOWANCE Client Reporting Does NOT show tip allowance on pay stubs. 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, then 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, then the tip allowance is the average for each of the tipped positions. NOTIPALLOWANCE-SYS Global Check Stub Does NOT show tip allowance on pay stubs. NRADEFAULT This code applies to non-resident alien employees. During payroll processing, the system uses all an employee’s allowances as listed on their Employee Details record, instead of defaulting to one allowance. OHNONRES-SHOWTXBL Global Tax Displays OH Non-Resident Local Taxable Wages on PTS file. If this feature code is used, the Taxable Wages display on MasterTax PTS file. ONE-TIME-HSA-MATCH Makes the One Time Match option available in the Benefit Plan Setup form. PAYCARD-AUTOMOVE.C Client Pay Cards On PayCard Routing Codes, allows additional Balance Prenote that auto replaces.

Custom Feature Code Type Category Short Description PAYDATEMOVE Global Payroll Does NOT update the Benefit Update Date on Batch automatically. PAYEECODEIDSEARCH Global Garnishment Allows PAYEE CODE lookup to use ID field not name. PAYOR-LOCATION Client Reporting Uses Location description as Payor name on check. PAYRATECHANGEAPPRVL Global HR Displays field to enter Pay Change % Limit that is the % increase requiring approval. PAYRATECHANGEAPPRVL.C Client HR Displays field to enter Pay Change % Limit that is the % increase requiring approval. PAYREGRPT Global Reporting Suppresses the call to ASI’s alternative custom pay register report. PDCHECKCODEMATCH Client Reporting Allows report to run, ensuring job and pay code match with per diem. PDDAILYADDBACK Client Payroll Adds per diem back to regular pay on check stub. POSITIONMINWAGE Client Payroll Used for tipped positions, so the employee is guaranteed a specific hourly wage. • When running a payroll for the tipped employee, if the employee earned less than the minimum wage set at the Position, the payroll adjusts to meet the Position Minimum Wage. • PrismHR uses the TCM Pay Code to adjust the employee up to the Position Minimum Wage or adjust the Reported Tips up to the Minimum Wage, based on Client settings.

Custom Feature Code Type Category Short Description PRECALCFEDTAX Global Tax Uses the precalc federal tax for accumulated multiple payrolls with the same period ending date. (See MCTAXCALC-GLOBAL.) REGZERODETAIL Global Payroll Marks Zero Vouchers as Regular (Not Arrears). Ordinarily, when a paycheck that includes no pay or hours but has a zero-unit detail line in the time sheet, the system automatically sets the voucher type to A (arrears). If you want the voucher type to be R (regular), enter the REGZERODETAIL custom feature code.

Custom Feature Code Type Category Short Description REKEY.DDA Global HR Requires user to enter the Direct Deposit Account number twice for validation on the Employee Deposit form (accessed from the Deposit tab on the Employee Details form) and the New Hire form (accessed from the HR|Action menu). (This validation helps avoid typographical errors.) When you enable this custom feature code, the following happens on the Employee Details form: • After entering the account number in the Direct Deposit Information panel, a window opens over the form covering the account number you just entered. • If you re-enter an account number that does not match the original number, an error message displays asking you to try entering the number again. • If you decide to stop the procedure and click Close, a confirmation dialog displays. Clicking Yes returns you to the Employee Deposit form where you can re-enter the information (the original changes you made no longer display).

REKEY.SSN Global HR Requires user to enter the SSN twice for validation. When a new hire is entered, the user is prompted to enter the employee’s social security number twice on the New Hire form. This is to try to avoid typographical errors.

Custom Feature Code Type Category Short Description REKEY.TAXID Global Tax Requires user to enter the ID twice Adjustments for validation for the following fields on the Tax tab in the Client Details form, which helps avoid typographical errors: • State Unemployment Insurance ID • Secondary SUI ID • State Tax ID • Misc Tax ID

RHSFEE-ON Global System Params Enables rehire fees, so clients with seasonal/temporary employees can bill fees for each returning employee. SAMEDAYSTOP Global System Params Prevents clients from posting a same-day payroll after the defined time/pay date, which is associated with the Same Day Processing field on the Bank Accounts form. SCHEDULED-PAYMENTS-CHANGE- Global Payroll Enables editing the time sheet DEFAULTS allocation details for an employee scheduled payment by clicking an “Edit” icon on the Scheduled Payments form. You can assign time sheet locations, projects, and other entities (such as Departments or Divisions) that differ from the employee’s home locations and assignments. SELF.SERVICE.NOTIFY Client Payroll Turns on email notifications for self-service. Sends email notifications with the payroll batch number and the client ID with the client name and status to the payroll representative. SEPFRINGECHK Global Check Stub Separates Fringe Earnings on Check Stub.

Custom Feature Code Type Category Short Description SHIFTPAYRATES Client HR Defines pay rates on the shift record. SHOWALT1095 Global Exports Uses ALT version of 1095 third- party download. This feature code builds the 1094 Counts Report based on the Employer ID involved and not based on the client ID, which is the default. SHOWEPAY1095 Global Exports Uses EPAY’s version of 1095 third- party download. SHOWGLALLOCOVR Enables client-based fields for G/L Allocation and Suppresses Labor Allocations, which are available at the system and client level. SHOWHALFPAYHOURS Global Reporting Displays hours for pay codes with Factor < 1.00 on Batch Register Report. SHOWOBSOLETE-LCDPDV Global Security Displays obsolete locations when setting up Data Security for worksite managers and trusted advisors (accessed from the Users form). SHOWOBSOLETE-LCDPDV-C Client Security Displays obsolete Loc/Dep/Div in selection for data security settings for WSM/WTA. SHOWPAYLIMITMSG Global Payroll Displays warning message when pay limits are applied during initialization. SHOWSINGLEGROSSWAGE Global Displays Single Coverage Gross Wages %. SHOWSSNFORTAX Client Tax Displays Social Security Numbers Adjustments (SSNs) in the Client Tax Register Report and the Tax Register Detail Report. SHOWYTDACHCLOSED Global Check Stub Displays YTD Direct Deposit for closed accounts on check stub.

Custom Feature Code Type Category Short Description STATEW4REQONNH Global Onboarding Makes entry of state W4 information required on new hire entry. STOPAUTOI9NOTICE Global HR Disables automatic email notifications for the approval of new hire Forms I-9 completed in Onboarding. SUMSHIFTDESCS Client Reporting Summarizes shift code descriptions on check stub, if they are numbers. SUPERBATCHLOOKBACK Global Payroll Adjusts the lookback period for the SuperBatch process. (Any numeric value entered here changes the lookback period the system uses for the Cutoff Date Up To field on the SuperBatch form.) SUPP-VISION-MASTER-VLDN Global Client Suppresses error message that pops up concerning payroll reports in client details Payroll tab. SUPPRESS-CCDBILLPAY Global Accounting - Suppresses Cachet CCD BILLPAY Cachet transactions. SUPPRESS-INIT-MINMAX Global Payroll Suppresses minimum/maximum pay check during INIT. SUPPRESSCSACH Global ACH Suppresses Child Support ACH.JOURNAL records. SUSPENDENH Delays benefit enrollments for new hires. Use when the benefits setup for your organization is not complete. The system enforces this in conjunction with the Benefits Rules Good Through Date field in the Client Details Benefits tab. See Suspending Benefit Enrollments for more information on other related settings. TAXADJINVDATE Global Tax Uses Adjust Date as Invoice Date Adjustments on Tax Adjustment. TAXFEDSUPPASREG Global Tax Taxes Federal Supplemental Pay as Regular Pay.

Custom Feature Code Type Category Short Description TAXFEDSUPPASREG-C Client Tax Taxes Federal Supplemental Pay as Regular Pay. TAXFORMVALWARNSONLY Global Onboarding Displays a warning instead of initiating a hard stop when the system encounters Tax form completion errors during payroll calculation. (Payroll continues calculating after you click Continue.) TERM_EMAIL_NAME Global HR Displays Terminating Employee Time Off Balance Warning. TERMEXPLAIN Global HR Allows entering over 200 characters in the Termination Explanation on the Other tab in the Employee Details form. TESTGARNEXT Global Beta feature: enable this code to test PrismHR’s improved garnishment calculation logic. Eventually, this logic will be implemented globally and provide a foundation for future garnishment enhancements. TRIMETBYZIP Global Tax Calculates OR Transit tax based on employee’s Home Location zip code. TS-LOAD.HRS.WORKED Global Payroll 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 Global Payroll Suppresses build time sheets for special batch add. TSRPTNOFRINGE Global Payroll Excludes Fringe Pay Codes from Batch Time Sheet Reports.

Custom Feature Code Type Category Short Description UNRESTRICT-VOID-DATE Global Payroll Enables updating of the Reversal/Void Date on the Employee Payroll Voucher Reversal form during employee payroll voucher reversals. Important! Since this is a global setting, if you enable this feature code it impacts the Reversal/Void Date field for all users who have access to process voids. USEDIVINBILL Global Client DV ensures NO CliAc Consol of G/L, Accounting even if accts match. USEHIGHESTCUSTNUM Global System Params Automatically assigns an employee number that is one greater than the highest number for new employees of clients that have the Auto Employee Number option selected in the Client Details Control tab. (The default behavior for Auto Employee Number without this feature code is to assign the next available number to new employees.) VAC-SUPP Global Benefits-GTL Treats Vacation as Supplemental (same pay period). VAL-POSITION-WCOMP Global Work Comp Checks for position in a given Worksite Location on New Hire form. The New Hire form requires users to select a position with the following defined for the worksite location’s state: • W/C Classification listed on Position Classification associated with the job/position. • Rates defined in W/C Classification Rates record. • Rates in Employer W/C Accrual Modifiers record.

Custom Feature Code Type Category Short Description VALIDATE.MAIL.ZIP Global HR Validates Mailing Zip on Employee Address Screen. VALIDATEDEPENS Global Benefits Validates dependents entered on group benefits enrollment screen. VARSALMETHOD Global HR 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. VI-FEDERAL Global Tax Assigns Virgin Island FIT to tax code 78-10. VSUPPLEMENTAL Global Tax Ensures federal taxes on supplemental income greater than 1 million dollars are handled properly. This also applies to local supplemental taxes for New York City and Yonkers. VOLUNTARYDEDACH Global System Params Sets a voluntary deduction code to be paid through a specific direct deposit account. WBATCHPROGRESS Global Payroll Suppresses warning in Manual batch entry when another batch is in progress. WISUPPRESS705 Global System Params Suppresses the leading “705” prefix for the state of Wisconsin. Note: Enabling the WISUPPRESS705 custom feature code prevents the leading “705” prefix from printing in the ACH download file. (To re-enable printing, remove the custom feature code from the feature code list.) WSMWTAINVVARRPT Global Payroll Enables worksite managers and trusted advisors to access the Invoice Variance Report. ZIPCODEREAD Global HR Provides more efficient Network Structure to speed up Employee Zip Code validation.

Setting Up Global Codes Define the deduction, pay, and bill codes in PrismHR on the Global Codes Setup panel. 1. Complete these fields as required.

Field Description 401(k) Pre-Tax Deduction Code 401(k) elective contributions deducted before taxes. 401(k) Loan Deduction Code 401(k) loan payments. 401(k) Post-Tax Deduction Code 401(k) elective contributions deducted after taxes. Garnishment Fee Deduction Code Garnishment fees that must be set up as voluntary type deduction codes. Automatic Loan Deduction Code Automatically converts deductions entered on the Other Deductions form to employee loan deductions. Employee Loan Deduction Code Automatically creates employee loan deductions. Employee Catch-up Deduction Code Code used for employee’s catch-up retirement deduction. Roth Post-Tax Deduction Code Roth contributions deducted after taxes. Roth Catch-up Deduction Code Code used for Roth catch-up contributions. Employer Match Billing Code Code used for billing employer match. ACH To Deduction Code Creates a payroll deduction instead of an ACH direct deposit transaction. Group Term Life Fringe Pay Code Group term life insurance over 50K that is a taxable fringe benefit. Dependents GTL Fringe Pay Code Group term life insurance for employee dependents. Tip Credit Make Up Pay Code Pays tip credit make-up wages.

Calculate Tip Credit Make Up Daily in Calculates tip credit make up wages for different states on a daily basis. Auto Term Employee Status Code Used in employee records when employees are automatically terminated because a client was terminated. This is the status code assigned to all employees. Auto Term Reason Code Provides a reason when employees are automatically terminated because a client was terminated. This code is used when you do a “mass termination” of a client. The system prompts you if you want to terminate all employees. If you select Yes, the system automatically assigns this reason code to all employees.

Field Description Transfer Term Reason Code Provides a reason when employees are terminated after being transferred to a different client. When you transfer all employees to a client, this code is assigned to all employees at transfer. FSA Match Bill Code Code used for billing client contributions to employee flexible savings accounts. HSA Match Bill Code Code used for billing client contributions to employee health savings accounts. PFML ER Pickup Fringe Pay Code When this field is selected, then on the State Tax Rates (SUTA) form, in the Rate Breakdown section, the field named PFML Employer Pickup will display. You can click the hyperlink and select a pay code with a pay class of non-cash fringe benefit from the Select fringe benefit dialog box or you can manually enter a valid pay code with a pay class of non-cash fringe benefit here. If you manually enter an invalid (non-fringe or non-existing) pay code here, and click Save, you will receive an error message stating is not a non-cash fringe benefit. The invalid value will be cleared from this field. Refund Tax Pay Code Code used when refunding a tax amount over-withheld from an employee. Code Test Employer ID that validates items (such as billing codes) that do not have a particular employer tied to them. This ID must exist in Employer Details. The system validates accounts, sub-accounts, cost centers, and sub- cost centers against the accounting master file. Since this accounting validation requires employer information, PrismHR uses the employer in this field when no other is available.

                                         Note: Since the system performs the validation only for this
                                         company, other company flows might be incorrect. The PrismHR
                                         Customer Support Team strongly recommends that you test any
                                         new code you add for each employer that uses the code.

Click Save.

Setting Global Accounting Parameters Configure the required accounting parameters on the Global Accounting panel. 1. Complete these fields as required.

Field Description Accounting Interface Type This is the accounting program type used with PrismHR. Build Account # options automatically create accounts for your accounting system’s chart of accounts. l Great Plains/Dynamics - Build Account # l Intacct - Build Account #s l Peach Tree/Sage- Build Account #s l QuickBooks - Build Account #s l Custom Layout - Build Account #s Accounting system options include: l No Accounting: No accounting interface. l Great Plains/Dynamics: Use Great Plains/Dynamics. l Intacct: Use Intacct. l Peach Tree/Sage: Use Peach Tree/Sage. l QuickBooks: Use QuickBooks. l Custom Layout: Create a custom layout.

                                         Note: Automatically building the chart of accounts is useful
                                         because it does not stop payroll processing if a G/L account is
                                         not in the Chart of Accounts. It adds the G/L number to the
                                         chart. However, It can also add “bad” G/L numbers and not all
                                         accounting programs can handle these errors. You can remove
                                         account numbers added in error.

Export Path Defines the complete export paths for these options: l Export Path For Cash Receipts - export path for cash receipts. l Export Path For Receivables - export path for receivable data. l Export Path For Journals - export path for general journal data. l Export Path for CustMast - export path for customer data. l Export Path For CompanyAcctng - export path to a client’s accounting download files. Import Path For Chart The complete import path for chart of accounts data. Consolidate Cost Accounting Consolidates costs by date.

Field Description Use PrismHR Accounts Receivable Enable if your organization is using PrismHR Accounts Receivable and it needs to be the primary accounts receivable. (If you select this option, the system will not track accounts receivable information in your accounting software.) Suppress File Transfer Message Suppresses the message that appears when accounting files are successfully transferred to your computer. W/C General Ledger by State/Policy Sets up workers’ compensation general ledger accounts by State or Policy. If you do not specify, the system defaults to State. Require Prepay Benefit Account No. Selects how PrismHR handles prepaid benefits. Options are: l Yes: Sends liability amounts for prepaid benefit plans to another account. This forces the use of the prepaid account. l No: Uses the same account for all benefit plans. l Setup: Allows setup transition For example, if a single plan has prepaid clients, you would put the current clients into the liability and prepaid clients into a prepaid account that you would manually “sweep” at the end of the month into the liability account for the next month. Debit Account for EE Paid Tax Adjustment The account used to record debits to G/L accounting for refunds that are paid out in relation to tax refunds.

Click Save.
Click Yes to confirm you want to save the system parameters.

Customizing My Support Team Dashboard Contacts The Customizable My Support Team Fields are used to administer the Employee Portal for your users. After enabling the DASH_SUPPORT_TEAM_ADD custom feature code (See Using Custom Feature Codes on page 87), the Customizable My Support Team Fields panel displays on the System Parameters form.

You can add a description for each custom field, which determines how these fields display on the Company Account form. For example, you can add shift categories as a description for each custom field. After saving these field descriptions, go to the Company Account form by selecting the Account tab from the Client|Change|Client Details menu. The customized fields display in the Customize My Support Team Dashboard panel, where you can select a contact for each field. (See the PrismHR Client Administration Guide.)

Clearing Backup Account Assignments Use the Clear All Backup Account Assignments form to clear all backup account assignments regardless of which clients are listed in the import file. Important! This process cannot be reverted. Note: This form is only available for service providers.

To clear all backup account assignments: 1. Click Back Office and select System Parameters under System|Change. 2. Click Process. A message displays, “This will clear all Backup Account Assignments for ALL Clients. Do you wish to continue?” Click Yes to continue. 3. The clearing process runs. A message displays indicating that all backup account assignments for all clients have been cleared. Click OK.

Note: The backup account assignments no longer display when you select Backup Assignments on the Account tab in the Client Details form. Use the Data Import Tool to import new backup account assignments.

Defining a Custom Process Custom processes allow your organization to define your own menu items with in PrismHR. To access this form: 1. Click Back Office. 2. From System|Change, select System Parameters. 3. From the Actions menu, select Custom Process. 4. Complete these fields as required.

 Item                                    Description
 Process ID                              Enter a unique process ID.
 Name                                    Process name that displays in menu and search.
 Category                                Menu where the custom process belongs.
 Sub-Category                            Indicates where the custom process belongs within the selected menu. If
                                         you select Other, you can enter a custom sub-category.
 Disabled                                Suppresses the display of custom processes.
 Display in Menus                        Displays the custom process in the menu to users who have access to it.
 Display in Search                       Displays the custom process to users who have access to it and use the
                                         search field to find it.

 Item                                    Description
 Disable Resizing                        Enable to prevent the custom process from adjusting its size based on the
                                         browser window.
 Role Specific                           If the menu item is limited to a specific user role, select Service Provider or
                                         Worksite Manager as appropriate. If the menu item should be available to
                                         user roles of either type, leave this drop-down set to Select.
 Version Type                            For future development. Does not currently impact the functionality of
                                         PrismHR.

Click Save.

SSO Forms You can enter single sign-on information in the SSO Forms panel if the custom process is for something defined in SSO Services.

To access this form: 1. Click Back Office. 2. From System|Change, select System Parameters. 3. From the Actions menu, select Custom Process. 4. From SSO Forms, select SSO Service. 5. Leave the SSO Action field blank for tandem SSO. Only enter an SSO Action if you know the specific value that should go in this field for a legacy SSO service. 6. Select the appropriate option from Use SSO Init: • SSO: Use the legacy SSO code. This is used only for products developed a while ago. • Tandem SSO: Use the SSO methods in the PrismHR Services API. This is the typical selection. 7. External App indicates whether this was defined as an external application in SSO Services. You cannot edit it here. 8. Click Save.

Specifying Direct Deposit Terms and Conditions Enter your organization’s Direct Deposit Terms and Conditions text to display it before accepting direct deposit account information when entered via any web application. To access this form: 1. Click Back Office. 2. From System|Change, select System Parameters. 3. From the Actions menu, select Direct Deposit Acceptance Text.

To create a Direct Deposit Terms and Conditions text: 1. Enter the effective date when you want the text to display. You can submit multiple effective dates for different texts. For example, enter text for 07/01/2019, then enter differently worded text effective on 07/03/2019, then a different text for 02/01/2019. 2. Enter the text in the box below the Effective Date field. You can also do the following: • To edit existing text, enter or select the date in the Effective Date field and the text for that date displays in an editable format. • To delete an existing text, enter or select the date in the Effective Date field and click Delete. 3. Click Save.

Setting Up Documentation Servers and Directories Establish webserver IP addresses and directories that contain client documentation with the Document Services form.

To access this form: 1. Click Back Office. 2. From System|Change, select System Parameters. 3. From the Actions menu, select Document Services. 4. Enter the Webserver IP Address. 5. Enter the Webserver Directory path that contains client documentation. 6. Enter the Secure Server IP Address. 7. Enter the Secure Server Directory. 8. The Downloads Directory is a holding area where files are stored during a download before displaying in the internet browser. 9. Click Save.

Attaching Files to Client Records Use the Client Documents form to attach files to the client record and open any files attached to it. To access the form, open the Actions menu in Client Details select Documents.

To upload a document: 1. Click Load a Document. 2. In the Upload a File window, click Choose File. 3. Navigate to the file that you want to upload, and click Open.

In the Upload a File window, click Submit.
In the successful upload message, click Close.
On the Confirm Document form, Document Name populates with the file name.
To enter any document notes, use the Document Notes option.
Click Accept. The Client Documents form displays.

For a document in the list: • Click the Document Name to download the document. • Click the next to a document to remove it from the company record. • If you uploaded an employee document, use the ESS check box to indicate whether the document is visible in Employee Portal (EP).

Setting Up Automated Email Messages You can maintain the information used in automatic email messages using the Email Services form.

To maintain the information in an automatic email message: 1. Click Back Office. 2. From System|Change, select System Parameters. 3. From the Actions menu, select Email Services. 4. Complete these fields as required.

 Field                                   Description
 SMTP Server                             IP address or host name of the SMTP server
 SMTP Port                               Port number the server listens on
 Email Service URL                       URL where the email application is stored
 Support Email                           Email address that recipients see for most messages
 sMFA Email                              Email address that recipients see when they receive MFA email

 Benefits Secure Email Subject           Field that activates the option to email confirmation statements to
                                         employees. This field has no character limits.
 Email Templates                         Select from these template types (maintained in the Message
                                         Templates form):
                                         •   ACH Maximum Approval: Notification of approval action
                                             required for ACH process

 Field                                   Description
                                         •   ACH Maximum Resolution: Notification of an approved or
                                             denied action for ACH process
                                         •   Password Reset: Password reset notice for PrismHR users
                                         •   User Registration: EP user registration notice
                                         •   Password Reset Confirmation: Confirmation notice of successful
                                             password reset
                                         •   Password Reset ESS: Password reset notice for EP users
                                         •   MFA Passcode: Passcode notice for multi-factor authentication
                                         •   HR Actions Approval: Notification of approval action required for
                                             HR process
                                         •   HR Actions Resolution: Notification of an approved or denied
                                             action for HR process
                                         •   Payroll Approval: Notification of approval action required for
                                             Payroll process
                                         •   Payroll Calculation: Notification that payroll is calculated for a
                                             process
                                         •   Payroll Finalization: Notice that a payroll has reached the
                                             finalization step of payroll processing
                                         •   Benefits Enrollment Approval: Notification of approval action
                                             required for Benefits Enrollment process
                                         •   Employee Termination Approval: Notification of approval action
                                             required for Employee Termination process
                                         •   Pay Card Account: Needs a definition
                                         •   Payday Email: Notification that a payment was processed
                                         •   Payroll Approved - Service Provider: Notification that payroll was
                                             approved
                                         •   Payroll Denied - Service Provider: Notification that payroll was
                                             denied
                                         •   Payroll Reminder Email: Notification that payroll is due for
                                             processing
                                         •   Direct Deposit Change: Notification that a direct deposit was
                                             changed when an approval policy is in place
                                         •   Leave Approval: Notification that an employee's leave is ready

 Field                                   Description
                                             for approval
                                         •   Late Payroll Posting Approval: Notification that payroll was
                                             prevented from being posted on or after the Late Payroll Posting
                                             date and time during the finalization process, which prevents
                                             the payroll from finalizing until it is approved by a user in
                                             accordance with the applicable Approval Policy configuration

Click Save.

Establishing SSO Services Use this form to establish the single sign-on service names and URLs that the system uses to negotiate with other web-based software products. For complete details about setting up SSO services, please review the Single Sign-On Guide.

To set up single sign-on services for this system: 1. Click Back Office and select System Parameters under System|Change. 2. Click the Actions menu and select SSO Services. 3. In a new row, enter a unique Service ID. 4. Enter a service Description. 5. Select the service Type, which is typically External for a vendor and Internal for services hosted on your organization’s servers. • Internal: This opens the target service in an inline frame (iframe), which displays within PrismHR. • External: This opens the target service in a separate window or tab (depending on your browser settings). 6. In the Service Destination field, select whether single sign-on with this service will be Inbound (to PrismHR) or Outbound (from PrismHR). 7. Enter the Service URL, which is the web location of the “destination” product. 8. Click Save.

Affordable Care Act (ACA) User Guide

Source PDF: https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/ACA-Guide.pdf
Original filename: ACA-Guide.pdf
Pages extracted: 133

ACA User Guide

Setup and administration for compliance with the Affordable Care Act PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.

Table of Contents ACA User Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 12 Chapter 1 Background 13 About the Affordable Care Act 13 About Year-End Processing: IRS Forms 14 Background 14 Supported Outputs 14 The ACA Information Return File 15 How the System Builds ACA Data 16 Determining Employee Eligibility 16 Determining Offer Codes and Employee Shares 16 Offer Code Selection Logic 18 Employee Share Calculation Logic 18 Determining Safe Harbor Codes 19 Important Notes About Safe Harbor Determination 19 System Limitations 19 The Indexed 9.5% 19 Form W-2 Wages Safe Harbor Logic (Code 2F) 19 Federal Poverty Level Safe Harbor Logic (Code 2G) 20 Rate-of-Pay Safe Harbor Logic (Code 2H) 20 Chapter 2 A General Outline of ACA Processing 21 Step 1: Ensure Proper Benefit Setup 21 System-Level Group Benefit Plan Setup 21 Client-Level Benefit Plan Setup 22

    Other Settings                                                                                  22
  Step 2: Adjust System and Client Parameters                                                       23
  Step 3: Configure Other Client-Level Settings                                                     23
  Step 4: Start Building Data in Background                                                         23
  Step 5: Process ACA Data                                                                          24
  Step 6: Adjust 1095-C Registers                                                                   24
    Manually Adjusting Employee Form 1095-C Registers                                               25
    Importing 1095-C Data                                                                           25
  Step 7: Handle Mid-Year Client Considerations                                                     25
    Issue 1: Employee is not in the system but requires a 1095-C                                    25
    Issue 2: No Offer Codes or Employee Share                                                       25
    Issue 3: 2C Safe Harbor Coding/Enrollment Data Not Working Correctly                            25
    Issue 4: 2F Safe Harbor Coding/W-2 Wages Safe Harbor not Generating                             26
  Step 8: Processing the AIR Transmission File                                                      26
    Important Notes                                                                                 26

Chapter 3 System-Level Setup 27 Configuring Group Benefit Plan Settings for the ACA 27 Configuring Benefit Plans 27 Workarounds for Multiple Employee-Only Plans Within a Single Benefit Plan 29 Option 1: Temporarily Change the Higher Cost Plan Types 29 Option 2: Change the Higher Cost Plan Types in Test Environment 29 Option 3: Set Up a Dummy Plan 29 Option 4: Use the Export 1095-C Register Feature 29 Configuring Global ACA Parameters 31 Setting Up Global ACA Parameters 31 Setting LNAP Overrides 32 Setting Federal Poverty Data 32 Setting Up Look-back Periods 33

       About Look-back Periods                                          33
       Procedure                                                        33

Chapter 4 Client-Level Setup 35 How the System Determines Employee Eligibility 35 Setting Up ACA Benefits Eligibility Rules 36 Configuring Client ACA Parameters 37 Basic Parameters 37 Safe Harbor Compensation Basis Types 37 Federal Poverty Level Overrides 38 Procedure 38 Setting Up Look-back Periods 38 About Look-back Periods 39 Procedure 39 Setting Up ALE Members 39 Configuring the Lowest Cost Calculation Table 40 Specifying ACA Large Employer Information 40 Chapter 5 Activating the ACA Data Build 42 Procedure 42 Chapter 6 Importing External ACA Hours 43 Chapter 7 Editing Form 1094-C Information 46 Viewing Audit Details 52 Chapter 8 Editing Form 1095-C Information 53 Setting Up Covered Dependents 54 Reviewing Federal Transmissions 54 Reviewing California Transmissions 54 Chapter 9 Importing Form 1095-C Data 55 ACA 1095-C Data Import Specifications 56 File Format 56

    Record Types                                                                 56
    Field Type in the Import File                                                56
       Covered Name Formatting                                                   56
    File Order                                                                   56
    File Name                                                                    56
    Record Layouts                                                               57
       Employee Offer and Coverage Data (2)                                      57
       Covered Individuals (3)                                                   58

Chapter 10 Setting Up ACA Offered Employees 60 Overview 60 Procedure 60 Importing ACA Offered Employees Data 63 Chapter 11 Building Form 1094-C and Form 1095-C 64 About 1095 and 1094 Registers 65 About 1094-C Registers 65 About 1095-C Registers 65 The Data Build Process 65 Manually Re-triggering Data Builds 65 Notes on Building 1095-C Registers 66 Form Generation 66 Before You Begin 67 Excluding Pay Codes from ACA Reports 67 Setting Up ACA Type Overrides 68 Including Leave Status Codes on the Eligibility Report 68 Background 68 Procedure 69 Running the Employee Classification Analysis Report 69 Report 70

    Running the Monthly ACA Eligibility Report                                          70
       Procedure                                                                        70
       Report                                                                           70
    Running the ACA Eligibility Report                                                  71
       Before You Begin                                                                 72
       About the Start and End Date Fields                                              72
       Procedure                                                                        73
       Interpreting the Eligibility Report Output                                       74
       More Information About the Dates on the Eligibility Report                       76
    About the Large Employer Test Report                                                78
       Large Employer Test Report Considerations                                        78
       Omitting Employees from the Large Employer Test Report                           79
       Running the Large Employer Test Report                                           79
       Establishing ACA Large Employer Status                                           81
    Running the ACA 9.5% Rule Test Report                                               81
       Procedure                                                                        81
       Report                                                                           82
  Build Procedures                                                                      83
    Building ACA 1095 Registers                                                         83
    Rebuilding ACA Data                                                                 83
    Deleting ACA Data                                                                   84
    Running the ACA Data Status Report                                                  84
    Exporting 1095 Registers                                                            85
       Running the Export                                                               85
       Editing the File                                                                 86
    Creating the ACA Third Party Download/1095 Export                                   87
       State Records                                                                    87
       Procedure                                                                        87

    Creating the 1094-C Report Download                                                      88
    Creating the 1095-C Report Download                                                      89
  Giving Employees Access to Form 1095-C                                                     90
    Creating 1095-C Election Text                                                            90
    Employee Portal Menu Items for Form 1095-C                                               91
    Employee Election for Early 1095-C                                                       91
    Run the Electronic 1095-C Report                                                         92
    Build 1095-C Registers for Employees                                                     92
    Display Forms 1095-C In Employee Portal (EP)                                             92
  Additional Information about Building ACA Forms                                            93
    ACA Penalty Avoidance Recommendations                                                    93
       Recommended Review Processes                                                          93
       Common Sources of Coding Issues                                                       95
    More Notes About Offer Code Calculation                                                  96
    Form 1095-C Decision Trees                                                               97
    Notes on Form 1094-C and Form 1095-C                                                     99
       Employee Data in the Form 1094-C Register Build                                       99
       Employees in the Form 1095-C Register Build                                           99
       W-2 Wages for Affordability Testing Calculations                                      99
    Common Questions about Forms 1094-C and 1095-C                                           100
       What goes in Line 14 (Offer Code) and Line 15 (Employee Share)?                       100
       An employee register was note built. What happened?                                   100
       Why are there blank entries in Line 16?                                               101
       Why is a 2D Code in Line 16?                                                          101

Chapter 12 Transmitting ACA Data to the IRS 102 Setting Up ACA Transmitter Control Information 102 Entering State TCCs 103 Creating the Test Submission 104

    Overview                                                                        104
    Setting Up the Test Client                                                      104
    Setting Up the Test Employee                                                    105
    Updating the Client Form 1094 Record                                            105
    Updating the Employee Form 1095 Record                                          108
    Generating the Test Submission                                                  109
       Note About File Sizes                                                        109
       Procedure                                                                    110
    Checking the Generated File                                                     110
  Creating the ACA Transmission File                                                112
    Introduction                                                                    112
       California Reporting                                                         112
       New Jersey Reporting                                                         112
       Note About File Sizes                                                        112
    Procedure                                                                       112
    Checking the Generated File                                                     113
    Reviewing Transmission File History                                             114
  Reviewing the ACA Transmission File XML Output                                    114
    Checking that the File Size is less than 100 MB                                 114
    Using the From Employee and To Employee Fields                                  114
       Step 1: Run the Employee Report, Sorted by ID                                115
       Step 2: Use this Information In the Submission Process                       115
  AIR Transmission: Uploading the ACA Files                                         116
    Checking the AIR Transmission Status                                            117
  Entering the IRS Receipt ID                                                       118
    Entering the California Receipt ID                                              119
       Viewing Employee-Level Information                                           119
  Submitting a Correction                                                           120

    Introduction                                                               120
       State Reporting                                                         120
       Note About File Sizes                                                   120
    Procedure                                                                  120
    Checking the Generated File                                                121
  Submitting a Replacement                                                     123
    Introduction                                                               123
       State Reporting                                                         123
       Note About File Sizes                                                   123
    Procedure                                                                  123
    Checking the Generated File                                                124
  ACA Transmittal Tips & Tricks                                                125
    Important: Register Rebuilds Require PrismHR Support                       125
       Contacting Support                                                      125
    Additional Clients                                                         125
    Keep Transmission IDs and Receipt IDs                                      126
    Transmission versus Submission                                             126
    Error in Transmission File Upload                                          126
    Transmission/Submission Accepted with Errors                               127
    Correcting a Correction                                                    127
    The IRS Rejected My Transmission or Submission                             128
    What do the error codes mean?                                              128
    Other Common Issues                                                        128

Chapter 13 Other ACA Reports 129 Accessing the ACA Report Library 129 Granting ACA Report Access to Client Users 129 Example 129 Running the Electronic 1095-C Report 130

    Procedure                                             130
    Report                                                130
  Running the ACA 1094 Count Report                       131
    Procedure                                             131
    Report Columns                                        132

Intended Audience This guide is intended for users involved in ACA-related reporting to the IRS. This includes filing data using Form 1094-C and Form 1095-C, among others. ACA feature setup involves making significant changes to both global and client-level information. To complete the procedures in this guide, you must have permission to access and modify these settings. This guide assumes that you have already set up all the initial defaults, files, and preferences required for system administration, as well as basic client information. ACA compliance features are closely tied to the PrismHR benefits administration feature set. If you need a review of concepts related to system and client benefit plan setup in PrismHR, see the Benefits Administration User Guide. It is also helpful to have general knowledge of tax accounting and the ACA itself. This document explains some of the basics of the ACA as it pertains to using the software for reporting, but it is not a replacement for official guidelines provided by the IRS.

Chapter 1 Background This guide describes the setup and administration of system features related to the Affordable Care Act.

About the Affordable Care Act The Affordable Care Act (ACA) is a comprehensive health care reform law enacted in March 2010. The law was enacted to make affordable health insurance available to more people. It provides consumers with subsidies in the form of premium tax credits. These tax credits lower costs for households with incomes between 100% and 400% of the federal poverty level. The Affordable Care Act also expanded the Medicaid program to cover all adults with incomes below 138% of the federal poverty level. However, not all states have expanded their Medicaid programs. The Affordable Care Act requires employers to offer health insurance to their full-time employees if they have at least fifty full-time equivalents . According to the act, employers must complete Internal Revenue Service (IRS) Form 1095-C for any employees who qualify as full time and send this form to them. Once per reporting year, employers must also send one Form 1094-C and all employee Forms 1095-C to the IRS. Employers must submit the information to the IRS by the end of February if filing by paper, or by the end of March if filing electronically. To review the official IRS documentation, see the online Instructions for Forms 1094-C and 1095-C.

About Year-End Processing: IRS Forms ACA-related year-end processing involves working with IRS Forms 1094-C and 1095-C.

Background Form 1095-C indicates, for each month of the reporting year: • Coverage offered to an employee • Lowest-cost premium available • Safe harbor coding • Plan enrollment for self-insured plans Form 1094-C contains employer information (“client” information in PrismHR). This includes: • Contact information • Number of employees • Percentage of employees offered appropriate coverage • Transitional relief or methods used • Other employers part of the same large employer group

Supported Outputs Note: Because the Form 1095-C PDF uses employer information from Form 1094-C, you must fill in this information in the client 1094-C record before you can print any 1095-Cs.

The system builds ACA data and ACA reports on a client-by-client basis. If you configure your settings correctly, you can also account for employees who worked for multiple clients within the same group. In this case, you must identify the appropriate employees and then manually adjust their coding – for one or more clients. At this time we do not support Forms 1095-B and 1094-B.

The system produces the following ACA transmission outputs: • Printable Form 1094-C and Form 1095-C PDFs, for each client • Billing Document Specialists (BDS) and CIC Plus (CIC) download files to submit to third-party processing companies • Employee Portal (EP) PDF downloads – PrismHR only • ACA Information Return (AIR) file

The ACA Information Return File After you finish building your ACA data, you can create the ACA Information Return (AIR) file, which enables you to e-File your ACA information to the IRS. This file includes: • A checksum in the SHA256 format. • A Prior Year indicator. This tells the IRS if you are filing for a reporting year prior to the most recent one. It is set to No unless you run it for a year two or more years before the year in which you build the AIR file. For example, if you run the report in 2021 for 2020, it will be No. If you run it for 2019, it will be Yes.

How the System Builds ACA Data The system builds ACA data using specific rules outlined here.

Determining Employee Eligibility The system checks for the lowest-cost single plan for which an employee qualifies.

Note: The cost is based on the size of the employee contribution. Therefore, set this information up carefully.

First, it checks the benefit rules. Employees can qualify for benefit rules based on their status, type, and seniority: • Status indicates whether the employee is active, on leave, or terminated. • Type indicates whether the employee is full-time, part-time, or some other designation. • Seniority is based on either the employee hire date or seniority date, depending on your settings.
If the employee does not qualify under any of those benefit rules, and is included in Offered Employees Maintenance (see Setting Up ACA Offered Employees), the system then checks the ACA Benefits Eligibility Rules (see Setting Up ACA Benefits Eligibility Rules).
If employees do not qualify based on either of those sets of rules, the system checks the optional grid. It reviews the grid line-by-line until it reaches a plan for which the employee qualifies. We recommend using the optional grid only if you do not maintain benefit plans and benefit rules in the system and you have no other option.

Determining Offer Codes and Employee Shares Form 1095-C provides spaces for a monthly breakdown of employee healthcare coverage offers and contributions. The system uses specialized logic to determine which offer code (line 14) and contribution amount (line 15) to populate in these spaces. For the purposes of the data build process, an offer of coverage – as defined by the ACA rules – has been made if an employee is eligible for at least one qualifying benefit plan.

Note: Ensure that you have already set up the appropriate system-level billing rates for the relevant benefit plans.

For more information about offer code and safe harbor code calculation logic, see the reference flowchart under Additional Information about Building ACA Forms.

The system reviews data in the following locations:

Category Associated Form/Data Reviewed Employee details HR > Change > Employee Details Employee benefit group, status, type, hire date, status date, and ZIP code.

                    Note: ZIP code data is used for any location that has regional plans. Please note any
                    employee ZIP code changes during the year, as this information is used in ACA data
                    builds.

Client-level Client > Change > Benefit Rules and Work Centers > Compliance > ACA Processing > benefit eligibility Benefit Eligibility Rules (ACA) rules Each benefit eligibility rule must define specific employee statuses, types, and wait periods that qualify under the ACA. The system also notices any employee-level overrides for ACA- related features. For more details about client benefit eligibility rules, please see Setting Up ACA Benefits Eligibility Rules. Client-level System > Change > Group Benefit Plans contribution rules For plans where the employee is eligible, the system reviews the associated employee- only plan type to obtain the lowest employee contribution amount. Client benefits Client > Change > Benefit Plan Setup setup The system looks for client-level benefit plan data during this process. For best results, ensure that: • The appropriate start and stop dates are set up for each plan. • Employee statuses are associated correctly on each plan. • The Coverage Ends On field is correct – this field impacts safe harbor coding. System-level System > Change > Group Benefit Plans/Group Benefit Plan Types group benefit The process checks the system-level setup of each plan for which the employee is eligible. plan setup It determines whether it is a medical plan, is self-insured, meets the ACA minimum value and minimum coverage requirements, and is offered to employees, spouses, and/or dependents (see image below for the associated settings). Plans can also be conditionally offered to spouses (defined by 1J and 1K coding). You can configure this in the Special Options panel of the Group Benefit Plans form.

Offer Code Selection Logic Note: For detailed descriptions of each code, please see the IRS instructions for Form 1095-C. You can also review the status code logic flowchart under Additional Information about Building ACA Forms.

To populate offer codes, the system determines the appropriate “Code Table 1” code for each eligible plan, for each month. It populates the code in this priority order (where 1A is highest priority): 1A > 1E > 1K > 1C > 1D > 1J > 1F > 1H

The other two offer codes follow specific rules:

Offer Code Rule 1H (no Populates: coverage • When an employee is inactive for an entire month. offered) • In the month of termination if coverage would not have continued through the end of that month (as determined by the Coverage Ends On field in client-level benefit setup). 1G Populates only when all 12 months of data are complete for any employee who was: • Not full-time during any part of the year. • Enrolled in self-insured coverage at any time during the year.

Employee Share Calculation Logic For each month, the system compares the cost of the employee-only plan type of all eligible plans for the employee. It then selects the lowest value and populates it in the ACA register. An employee share only populates on Form 1095-C when line 14 contains one of the following offer codes: 1B, 1C, 1D, 1E, 1J, or 1K.

Determining Safe Harbor Codes Safe harbor codes populate on line 16 of Form 1095-C (“Section 4980H Safe Harbor Codes and Other Relief for ALE Members”). The safe harbor code logic is complex and based on many factors. First, the system checks the applicability of IRS non-safe harbor codes in the following order: 2A > 2C > 2D > 2B. Then, it follows the order 2F > 2G > 2H, based on the safe harbor method enabled in the system- or client-level ACA parameters. For details, see Configuring Global ACA Parameters and Configuring Client ACA Parameters.

Important Notes About Safe Harbor Determination The safe harbor column clears at year-end for any employees who have offer code 1G. If you have set client-level plans to terminate at the end of the month (rather than when the employee is terminated) normal safe harbor coding applies in the month of termination. If the plan terminates upon employee termination, code 2B populates.

System Limitations The IRS states that if the Minimum Essential Coverage Indicator is No for any month, then codes 2F, 2G, or 2H should not be used for those months. To avoid any situation where the value is set incorrectly to No, we did not create any logic for this use case.

If you want the Minimum Essential Coverage Indicator to be “No” for any months: 1. Use the Export 1095 Registers tool. See also Exporting 1095 Registers on page 85. 2. Limit the results to only the months in question with safe harbor codes 2F, 2G, or 2H. 3. When you generate the file, delete those safe harbor codes from the file. Leave the entries blank. 4. Import the file back into the system.

The Indexed 9.5% According to the IRS, the 9.5% standard for affordability testing is actually an indexed percentage and follows the plan year. The system allows your organization to enter the appropriate indexed percentages at the system- and client-level. The percentage you enter follows the plan year. For example, the system uses the 2019 amount until the benefit plan year start date, and the 2020 amount for the remainder of the year.

Form W-2 Wages Safe Harbor Logic (Code 2F)

To evaluate this safe harbor code, the system: 1. Calculates employee Form W-2 wages for the entire calendar year. 2. Divides the wages by the months the employee was employed during the calendar year. 3. Multiplies the resulting value by the indexed percentage (see the section above). 4. Compares this value to the employee share of any month during which the employee was offered coverage.

Federal Poverty Level Safe Harbor Logic (Code 2G) Like the 9.5% indexed percentage, the system value for the federal poverty level also follows the plan year. This means that it would use the 2019 value until the benefit plan year start date, and would use the 2020 amount for the remainder of the year. The IRS provides flexibility on the federal poverty value you can use for a given year. Federal poverty levels are released at the end of every January and must be adopted within six months (mid-July). For this reason, your organization can indicate the appropriate federal poverty level for each plan year on a client-by-client basis, using the client-level ACA Parameters. If you do not enter anything at the client level, the system-level values apply.

When applying the safe harbor, the system: 1. Multiplies the applicable federal poverty level by the indexed percentage indicated. 2. Divides this value by 12. 3. Compares it to the employee share for the month.

Rate-of-Pay Safe Harbor Logic (Code 2H) Per federal regulations, the system rate-of-pay logic also follows the plan years. • For employees who are not salaried, the system uses either the hourly rates at the start of the plan year OR the rate during the month tested (whichever is less). That rate is multiplied by 130. • For salaried employees, the system uses the monthly salary at the start of the plan year. If the employee salary is reduced during the year, the system does not apply the safe harbor for the entire plan year. When applying the safe harbor, the applicable rate of pay is multiplied by the indexed percentage indicated and compared to the employee share for the month, as it does for codes 2F and 2G.

Chapter 2 A General Outline of ACA Processing This chapter provides a step-by-step general description of how to set your system up for ACA processing, from configuring system parameters to transmitting your data. If you need concrete procedures for completing these tasks, please skip to the next chapters. However, if you need a more general overview of the major steps in the process, review this chapter.

Step 1: Ensure Proper Benefit Setup Note: If you need to refresh your knowledge of benefits administration concepts, you can review the Benefits Administration User Guide.

Before setting up ACA features in PrismHR, review and adjust your global and client benefit plan settings. Proper configuration will provide a smoother experience with our ACA reporting features. For detailed procedures, see Setting Up ACA Benefits Eligibility Rules.

System-Level Group Benefit Plan Setup Set up the following benefit parameters on the Group Benefit Plans form (from the Back Office menu under System|Change):

Parameter Action Insurance Ensure medical plans are set to Medical. Exclude non-medical plans flagged as Medical from ACA Class reporting (select Do NOT Include in ACA Reporting). Plan Types This panel requires one employee-only plan type. Bill Rates You must set these up for an employee-only plan type.

Review and set the seven ACA parameters in the Special Options panel: Table 1: ACA Parameters Parameter Settings Does NOT Meet ACA Minimum Essential Coverage Select or deselect.

Parameter Settings Does NOT Meet ACA Minimum Value Requirements Select or deselect. Do NOT Include In ACA Reporting Select or deselect. Self-Insured Plan Select or deselect. For ACA Reporting, Plan Covers Employee? Select or deselect. For ACA Reporting, Plan Covers Spouse? Yes, No, or Conditional For ACA Reporting, Plan Covers Other Dependents? Select or deselect.

Client-Level Benefit Plan Setup You might need to adjust client-level benefit plans and benefit rules.

When you adjust client benefit plans: Set the following parameters on the Client > Change > Benefit Plan Setup form: • The appropriate Status, Start Date, and Stop Date for each medical plan. • The Coverage Ends On field in Group Benefits Setup.

When you adjust client benefit rules: Set the following parameters on the Client > Change > Benefit Rules form: • The Contribution Rules for each plan, for each effective date. • The Eligibility Rules for each plan for each effective date: employee status, type, and service rules. • For any plan with networks, set an eligibility rule for a plan without entering a network ID.

Other Settings Remember to adjust these miscellaneous settings as necessary: • If a benefit plan contains multiple employee-only plan types, use one of the workarounds to ensure that the correct codes are reported. See Configuring Group Benefit Plan Settings for the ACA. • If employees are eligible for multiple networks within a single plan, you might need to configure a “dummy plan” for the client without networks. • Otherwise, configure all plans appropriately. These configurations include but are not limited to: • Cafeteria plan rules • Networks • Risk factors • Employee overrides

•    State-based offerings
•    Alternate contribution plans

Step 2: Adjust System and Client Parameters After you review and adjust your benefit plan setup, you can set global and client-specific ACA parameters. Your configuration can vary based on your organizational needs. Contact the PrismHR Customer Support Team for help. The following procedures relate to this topic: • Configuring Global ACA Parameters • Configuring Client ACA Parameters

Step 3: Configure Other Client-Level Settings Set up the following client-level parameters as necessary:

Setting Action Related Procedures ACA Offered Add any employee who has a part-time employment type but needs Setting Up ACA Employees to be considered full-time for ACA reporting purposes. Offered Employees Register (Offered Employee Maintenance) ACA Type If you want to treat any full-time employee as a part-time employee Setting Up ACA Type Overrides for ACA reporting purposes, add them here. Include the appropriate Overrides override start and end dates. Form 1094-C The information in Part 1 is especially important because it populates Data on Form 1095-C for every employee. You do not need to complete parts 2, 3, and 4 with total accuracy until you finalize the employee 1095-C registers for the year. Once finalized, review these parts to ensure that they are accurate. ACA Large Enable this for each client, for each year subject to ACA reporting. For details about this Employer process, review the option, in section called About the Large Employer Client Details Test Report.

Step 4: Start Building Data in Background After setting up the appropriate parameters, you can initiate ACA data builds. This procedure is documented under Activating the ACA Data Build.

At the start of the next month after you enable the ACA data build feature code, the system automatically builds ACA data for any previous months in the reporting year. Users cannot see or access the ACA data, but the register build process uses it to generate the reporting files and forms. If your organization made any system changes that, you think, unintentionally impacted your ACA data, then you need to rebuild it. The system will not rebuild those months as a background process. For assistance with these issues, contact the PrismHR Customer Support Team.

Step 5: Process ACA Data When you are ready to begin year-end reporting, use these and related procedures to review your ACA data, finalize it, and prepare it for transmission to the IRS and employees.

Step # Description Notes Related Procedures 1 Rebuild ACA If you made adjustments to setup, benefit plans, employees, or Rebuilding Data, if anything else in any way that could impact the 1095-C registers, you ACA Data required need to rebuild the ACA data. 2 Build ACA The system populates 1095-C registers using ACA data, so you must Building ACA 1095-C build that data first. The register build process automatically populates 1095 Registers the Employee Form 1095-C Registers. It also clears prior data from the Registers registers. After this initial build, you can rebuild the 1095-C registers as many times as needed. The results will not change, however, unless the underlying ACA data changes due to a rebuild or background aggregation of another month of data. 3 Run the ACA After January 1, check whether all the ACA data is complete for the Running the Data Status reporting year. Once you know it is complete, you can run a register ACA Data Report build for each client for the year. This provides employee Form 1095-C Status Report codes for the entire year.

4 Export the This feature outputs a report of all 1095-C registers in an Exporting 1095-C export/import-compliant format. Use this output file to review a 1095 Registers summary of all 1095-C register data, quickly make changes to it, and Registers import those changes back into the system. Important! Do not complete ACA register rebuilds when making manual changes to the ACA data (either during imports or updating directly in the 1095C form). Otherwise, the system removes all manual changes.

Step 6: Adjust 1095-C Registers Review the following procedures for details: • Editing Form 1095-C Information

•    Importing Form 1095-C Data (page 55)

Manually Adjusting Employee Form 1095-C Registers If needed, you can manually adjust or create any register entries. Data from the registers populates on the Form 1095-C PDFs, the third-party download file, and the IRS transmission form.

Importing 1095-C Data You can also import ACA data for an employee’s Form 1095-C: • Go to Work Centers > ACA Processing > ACA Processes > Import/Export > 1095C Data Import. • Any month imported for any employee will overwrite that month’s data only. • Existing covered individuals will be overwritten only if there is an exact name match. If the name does not match precisely, the system creates a new entry on the register. • Your organization can use the import in place of the register build, or in conjunction with it.

Step 7: Handle Mid-Year Client Considerations Review the following common issues and apply the suggested workarounds if they arise. If you need additional help, do not hesitate to contact support. For more troubleshooting-related topics, please see Common Questions about Forms 1094-C and 1095-C and, more generally, the section on Additional Information about Building ACA Forms.

Issue 1: Employee is not in the system but requires a 1095-C Issue: You cannot create a 1095-C register record for former employees that are not in the system, either manually, by register build, or by import. Solution: Create a terminated take-on employee record. Access the Terminated Take-On Employee Entry form (located in the HR menu under HR|Action. Complete this form.

Issue 2: No Offer Codes or Employee Share Issue: For the months prior to the client start date with your service provider, there are no offer codes or employee share data. This is because there is no benefit plan or eligibility data. Solution: Before the ACA data build, set up one or more benefit plans for the client with the appropriate bill rates, eligibility rules, and so on, to reflect the offerings in those previous months.

Issue 3: 2C Safe Harbor Coding/Enrollment Data Not Working Correctly Issue: For months prior to the client start date with your service provider, there will be no employee enrollment data. As a result, the 2C safe harbor code will not populate appropriately for those months. For self-insured plans, covered individuals’ coverage will also not be reflected accurately. Solution: 1. Build the ACA 1095-C registers.

After building the registers, use the Export 1095-C Register Data feature to export the months prior to the client start date.
Adjust any safe harbor code to 2C (other than 2A or anywhere 1G applies) for months each employee was enrolled in coverage.
Adjust covered individual entries as well.
Import the file.

Issue 4: 2F Safe Harbor Coding/W-2 Wages Safe Harbor not Generating Issue: For the entire year (including after the client start date with your service provider), 2F might not generate in situations it otherwise should if the W-2 wage data does not reflect the total W-2 wages for the year. Blank entries would generate in its place. Solution: 1. Build the 1095-C registers. 2. After building the registers, use the Export 1095-C Register Data feature to export all months. 3. Review for blank safe harbor code entries. 4. For employees where blank entries exist, determine the full-year W-2 data and whether it would satisfy the 2F safe harbor. 5. Adjust the file and import it.

Step 8: Processing the AIR Transmission File When ready, you can use PrismHR to set up and process the transmission file for the Affordable Care Act Information Returns (AIR) Program.

Note: If you submit this file to the state of New Jersey, you can select the NJ State Submission option before you create the file. When you select this option, the system includes only employees who lived in New Jersey at some point during the prior year, in accordance with state reporting requirements.

For detailed procedures, see the chapter: Transmitting ACA Data to the IRS.

Important Notes Please note that: • PrismHR creates these files for the specified client. • You must be registered with the IRS to submit files. • The Additional Clients selection list is not for submitting multiple clients at once. It is only for adding other client 1095-C records under a single client 1094-C record. For example, you have a single company, ABC, with a single FEIN, split up as company 100, company 101, and company 102.

Chapter 3 System-Level Setup You must configure certain system-level settings to prepare for ACA processing.

Configuring Group Benefit Plan Settings for the ACA On the Group Benefit Plans form, your organization can indicate that a plan does not meet ACA guidelines. Since most plans meet those guidelines, you only need to edit the few plans that do not.

Configuring Benefit Plans To enter the ACA reporting information for group benefit plans in PrismHR: 1. Click Back Office. 2. Open the Group Benefit Plans form under System|Change. 3. Enter the Benefit Plan ID. Benefit information populates on the form. 4. Locate the ACA panel.

Set any of the nine ACA parameters, as needed.

Note: The ACA section is visible only when you select an existing Benefit Plan ID which has an Insurance Class set up as Medical.

                                             Table 2: ACA Panel Settings

Parameter Description Self Insured Select if this is a self-insured plan. Plan

Parameter Description Exclude from Select to exclude the plan from ACA reports. ACA Reporting Does NOT Select if the plan’s coverage does not meet the ACA minimum requirements Meet ACA Minimum Essential Coverage Does NOT meet Select if the plan does not meet the ACA minimum requirements for value ACA Minimum Value Requirements Plan Covers Select if the plan covers employees. Employee? Plan Covers Select one of the following: Spouse? • Yes: the medical plan covers spouses • No: the medical plan does not cover spouses • Conditional: the medical plan conditionally covers spouses. Typically, this applies to medical plans that only offer coverage to spouses if they are not offered medical insurance by their own employer. Plan Covers Select if the plan covers other dependents. Other Dependents? Single Whether the benefit plan is employee-only. Coverage Gross Wages % Allow Gross Select this checkbox to set the Percent of Gross Wages as the employee contribution towards Wage % a medical plan (employee premium only). Clicking this checkbox will display the multivalued Contribution grid where you can enter an Effective Date along with a Percent of Gross Wages which will be Method used as a default setting. Note: To select the Allow Gross Wage % Contribution Method checkbox please ensure that the following checkboxes have been unchecked: • Single Coverage Gross Wage % • Do NOT Include In ACA Reporting Additionally, you can select this checkbox only if the Cost Basis field is set to either Monthly, Quarterly, or Yearly. If it is set to Weekly, then a message stating This feature is not compatible with a Cost Basis of Weekly is displayed.

Repeat for any applicable benefit plans.
When you finish, click Save.

Workarounds for Multiple Employee-Only Plans Within a Single Benefit Plan To ensure the best results and performance, the register build does not consider benefit plans for employee- only plans if the benefit plan has more than one employee-only plan defined. There are some workarounds, listed below. Use the one that works best for your organization.

Option 1: Temporarily Change the Higher Cost Plan Types 1. Immediately before building the ACA data, adjust the setup of higher cost employee-only Benefit Plan Types to be not employee-only. 2. Build the ACA data. 3. Set the plan types back to employee-only.

Option 2: Change the Higher Cost Plan Types in Test Environment If you have a test environment that matches and is perfectly up to date with your live environment, you can follow this procedure. 1. In your test environment: • Before you build the ACA data, adjust the setup of higher cost employee-only Benefit Plan Types to be not employee-only. • Build the ACA data. • Build the 1095-C and 1094-C registers. • Export the register data using the Export 1095-C Registers feature. 2. Import the register data into your live environment. 3. Verify that the information is correct in the live environment. 4. Set the plan types back to employee-only in your test environment.

Option 3: Set Up a Dummy Plan Create a “dummy plan” with the same system- and client-level rules as an existing plan, but with a single employee-only plan type that reflects the lower cost employee-only plan type offered. 1. Create a new Group Benefit Plan, and assign it one employee-only plan type, entering all of the amounts for the lowest cost employee-only plan type that you offer. 2. Assign it to the client. 3. Proceed with the ACA data and register builds.

Option 4: Use the Export 1095-C Register Feature 1. Export the register data using the Export 1095-C Registers feature.

Review the data, searching for shares and offer codes that reflect the higher-priced employee-only plan types. Correct those inappropriate codes.

Note: If the higher-cost plan type was picked up, also note this could result in the employee not satisfying the applicable safe harbor code. In those cases, no safe harbor code is applied. In that case, review the safe harbor codes for months with the higher share, review the safe harbor codes. If blank, make any necessary adjustments.

Import the register data.

Configuring Global ACA Parameters Note: This form does not use Client Access Group Security.

To process ACA data properly, you must establish system-level ACA parameters. If necessary, you can also override these at the client level: see Configuring Client ACA Parameters on page 37.

Setting Up Global ACA Parameters To set up global ACA parameters: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Setup and Global Setup, select Global ACA Parameters. 4. First, set the global safe harbor compensation basis. You can choose one of three options, described by the fields below. Table 3: Safe Harbor Compensation Bases Select this field… to… Federal Poverty Level (2G Series 2 Code) Base affordability on the federal poverty amount for the appropriate year, specified in the table below. Rate of Pay (2H Series 2 Code) Base affordability on each employee’s lowest pay rate during the plan year.

                                                        You must enter the Benefit Plan Year Start Month
                                                        and Day.

Form W2 Wages (2F Series 2 Code) Base affordability on employee Form W-2 wages for the calendar year.

The Rate of Pay Safe Harbor looks at monthly pay for salaried employees. It excludes any salaried employee whose rate of pay dropped from the Safe Harbor consideration during the calendar year. • For salaried employees, it uses the rate of pay as of the first of the plan year. • For hourly employees, it uses either the rate of pay at the start of the year or the rate of pay as of the first of each month (whichever is less). 5. Set the Benefit Plan Year Start Month and Day. These values support benefit plans that are not on a calendar year cycle. You can override this at the client level. If you do not enter a value, the system defaults to January 1. 6. If your clients use cafeteria plans, select the Cafe Contributions Are For Medical Insurance Only field. The system will take into account the client cafeteria contribution when it calculates the cost of insurance for applicable employees and benefit plans.

The next field is called Enter “Yes” for MEC on 1094 Form Starting In. Beginning with the year selected here, the system will automatically set the Minimum Essential Coverage indicator to “Yes” in the Form 1094-C record. This option overrides the Does NOT Meet ACA Minimum Essential Coverage field on the Group Benefit Plans form.
Select whether you want to Mask Employee SSN on 1095 Forms. This replaces the first five digits with ‘X’.
Adjust the data in the Federal Poverty Levels table, as needed. See Setting Federal Poverty Data, below, for details.
The Limited Non-Assessment Period (LNAP) Overrides panel provides three options for adjusting LNAP calculation logic. Select only one option. For details, see Setting LNAP Overrides below.
Configure your look-back period settings in the Periods panel. For details, see Setting Up Look-back Periods
Click Save.

Setting LNAP Overrides These parameters relate to IRS code 2D: “Employee in a section 4980H(b) Limited Non-Assessment Period”. By default, PrismHR will assign the 2D series 2 code for the maximum possible LNAP, even if coverage is offered during that period. These settings provide more coding flexibility on Forms 1095-C for employees who are still within their first 90 days of employment. Table 4: 2D Override Fields Field Name Action Limit “2D” Status to 3 Months Limits the 2D offer code to the first 90 days of employment. After 90 days, you must select a different offer code, even if the employee has a mid- month hire date. Continue “2D” if Employee’s Status Changes to Full- When an employee’s status changes to full-time, Time During LNAP PrismHR will continue using “2D” for up to 3 calendar months, or 4 months if the period includes a partial month. You cannot use this setting to include more “2D” months than defined in the initial measurement period. End “2D” Period on Offer of Coverage Prevents the system from defaulting to a “2D” code when the employee’s series 1 code reflects an offer of coverage (for example, 1A).

Setting Federal Poverty Data The Federal Poverty Amount and % of Poverty Level fields are assigned based on plan years, not calendar years. For example: if the plan year runs from June 1, 2019, through May 31, 2020, the system uses the amounts entered for Plan Year 2019. If the plan year starts on January 1, then the plan year matches the calendar year.

This feature provides flexibility in case the IRS makes changes to the percentage before the start of the next year.

To configure federal poverty data: Enter the federal poverty amounts for each year. You need to do this for each upcoming year before the end of January of that year. For example, you need to enter the amounts for 2026 before the end of January 2026. 1. Create a new row in the table. 2. Select the reporting Year. 3. Enter the Federal Poverty Amount for a household of one. 4. Enter the % of Poverty Level the system uses to calculate affordability. Do not include the percent sign: for example, 9.5% = 9.50. For example: the Federal Poverty Amount for 2015 was $12,000 and the percentage was 9.5%. To determine the affordability of benefits in this year, PrismHR divides 12,000 by 12 to get a monthly amount, and then multiplies the result by 0.095. The final result is $95. If a benefit plan costs an employee more than $95 per month, then it is not considered affordable for ACA reporting.

Setting Up Look-back Periods Use the Periods panel to set up measurement, administration, and stability periods for new and ongoing employees at the global level. You can override these settings at the client level.

About Look-back Periods The ACA specifies three periods for determining employee eligibility: Measurement, Administration, and Stability. • Measurement Period: This look-back period determines whether new variable hour/seasonal employees are full-time (working 130 hours or more within the period). For Ongoing Employees, who have worked one full standard measurement period, this determines the average number of hours they work (130 or more = full-time). • Administration Period: This is the period between the Measurement Period and implementation of benefits. 90 days maximum. • Stability Period: This is the coverage “lock-in” period for employees identified by the system as full-time (based on the results from the Measurement Period). Must be 6-12 months long. In this panel, you can configure these periods for both new and existing employees.

Procedure

To configure look-back and eligibility periods on the system level: 1. Specify the number of Months or Days in the Measurement Period. For Ongoing Employees, specify the period Start Month/Day. 2. Specify the number of Months or Days in the Administration Period, and indicate whether the period Starts First of the Month.

Specify the number of Months or Days in the Stability Period.
Indicate the Break-In Service Term. This field specifies maximum number of weeks (default is 13) where the employee is not employed but remains eligible for healthcare if they are rehired. After this period, the system counts the employee as “starting new” instead of as ongoing. For example, you might enter 26 weeks for an educational institution.

Chapter 4 Client-Level Setup You must establish some ACA settings at the client level. Some settings are optional.

How the System Determines Employee Eligibility The system checks for the lowest-cost single plan for which an employee qualifies. The lowest cost is based on the size of the employee contribution, so it is important to set up this information correctly. 1. First, the system checks the benefits rules. Employees qualify for these based on their status, type, and seniority: • Status indicates whether the employee is active, on leave, or terminated. • Type indicates whether the employee is full-time, part-time, and so on. • Seniority is based on either the hire date or seniority date, depending on your settings. 2. If the employee does not qualify for any of those and is included in Offered Employees Maintenance, the system then checks the ACA benefit rules. 3. If employees do not qualify based on either of those sets of rules, the system uses the optional grid. It checks the grid line-by-line until it reaches a plan for which the employee qualifies. Your organization should use the optional grid only if you are not maintaining benefits and benefit rules in the system and you have no other option for getting the information out of the system.

Setting Up ACA Benefits Eligibility Rules Note: Client Access Group Security is enabled on this form.

Use the Benefit Eligibility Rules form to manage the eligibility rules for client benefits that apply to employees in Offered Employees Maintenance (see Setting Up ACA Offered Employees on page 60). These are typically variable-hour employees that are considered full-time for ACA reporting purposes. You must specify the employment status and type for each of the relevant medical plans. You do not need to accommodate employee statuses and types that satisfy standard client-level benefit rules.

Note: The system determines benefits eligibility based on employee status and type, based on the rules your organization entered into the system, how you assign employees, and other factors. This form defines eligibility for both benefits enrollment and under the ACA. If an employee does not qualify for the benefit plan offered by the client – for example, by not working enough hours – then they are eligible for coverage under the ACA. For more details, see How the System Determines Employee Eligibility.

To set up ACA benefits eligibility rules: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Setup, select Benefit Eligibility Rules (ACA). 4. Select the Benefit Plan ID from the Select Benefit Plan list to configure. 5. Enter a Network ID, if applicable, and specify an Effective Date for the benefit plan. 6. Specify the Employment Statuses that qualify as eligible for this plan. 7. Select the Employment Types that qualify as eligible for this plan. 8. Click Save.

Configuring Client ACA Parameters Note: Client Access Group Security is enabled on this form.

You can use the client-level ACA parameters to override system-level ACA parameters (see Configuring Global ACA Parameters on page 31). You can also specify other client-specific information on this form.

Basic Parameters Review the information below for details about some of these override settings.

Safe Harbor Compensation Basis Types The system provides three basis type options to determine employee compensation and, by extension, the affordability of offered ACA coverage:

Basis Type Description Federal Poverty Level Affordability is based on annual household income, factored by household size; you can set annual federal poverty level overrides in the table below. Rate of Pay Affordability is based on a multiple of the lowest pay rate for the employee. Form W-2 Wages Affordability is based on a multiple of the employee’s Form W-2 wages for the calendar year.

About the Rate of Pay Safe Harbor The Rate of Pay safe harbor looks at the monthly pay of salaried employees. It also excludes any salaried employee whose rate of pay dropped, during the calendar year, from the safe harbor consideration. Rate of pay is determined differently for salaried and hourly employees: • For salaried employees, the system uses the rate of pay on the first day of the plan year.

•    For hourly employees, the safe harbor uses the lesser of: either the rate of pay at the start of the year or
     the rate of pay as of the first of each month.

As documented on the form and in the official ACA guidance, each of these basis types is also associated with its own ACA series 2 offer code: • 2G – The coverage offered is affordable based on the Federal Poverty Level safe harbor • 2H – The coverage is affordable based on the Rate of Pay safe harbor • 2F – The coverage is affordable based on employee Form W-2 Wages

Federal Poverty Level Overrides If you set the client basis type to Federal Poverty Level/2G, you can also specify override values for this metric. The Federal Poverty Amount and Percent of Federal Poverty Amount fields are assigned based on plan years, not calendar years. For example, if the plan year runs from June 1, 2019 through May 31, 2020, the system users the amounts entered for Plan Year 2019. If the plan year starts on January 1, then the plan year matches the calendar year. Use the table on this form to specify yearly poverty level overrides, as needed: • First, select the appropriate calendar Year. • Enter the Federal Poverty Amount for a household of one. • Finally, enter the % of Poverty Level used to calculate affordability.

Procedure

To establish general client-level override parameters for the ACA: 1. Go to Work Centers > ACA Processing > ACA Setup > Client ACA Parameters (Overrides). 2. Select a Safe Harbor Compensation Basis Type (see above for details). 3. Select the Benefit Plan Year Start Month and Day if the plans are not on a calendar year cycle and you need to override the system-level date settings. 4. Specify whether Cafe Plans Are For Medical Only – this only applies to clients who have cafeteria plans. This determines whether the system takes into account the client cafeteria plan contribution when calculating the cost of insurance for applicable employees and benefit plans. 5. If necessary, specify any annual overrides related to the Federal Poverty Level (see the sections above for details). 6. Click Save.

Setting Up Look-back Periods Use the Periods panel to set up measurement, administration, and stability periods for new and ongoing employees at the client level. These settings override the settings at the system level.

About Look-back Periods The ACA specifies three periods for determining employee eligibility: Measurement, Administration, and Stability. • Measurement Period: This look-back period determines whether new variable hour/seasonal employees are full-time (working 130 hours or more within the period). For Ongoing Employees, who have worked one full standard measurement period, this determines the average number of hours they work (130 or more = full-time). • Administration Period: This is the period between the Measurement Period and implementation of benefits. 90 days maximum. • Stability Period: This is the coverage “lock-in” period for employees identified by the system as full-time (based on the results from the Measurement Period). Must be 6-12 months long. On this form, you can configure these periods for both new and existing employees.

Procedure

To configure look-back and eligibility periods on the client level: 1. Specify the number of Months or Days in the Measurement Period. For Ongoing Employees, specify the period Start Month/Day. 2. Specify the number of Months or Days in the Administration Period, and indicate whether the period Starts First of the Month. 3. Specify the number of Months or Days in the Stability Period. 4. Indicate the Break-In Service Term. This field specifies maximum number of weeks (default is 13) where the employee is not employed but remains eligible for healthcare if they are rehired. After this period, the system counts the employee as “starting new” instead of as ongoing. For example, you might enter 26 weeks for an educational institution.

Setting Up ALE Members Use this panel to enter any control group clients (Applicable Large Employers, or ALEs) besides those specified at the system level, who will use the same FEIN that your organization uses in other parts of PrismHR.

To configure ALE members for this client: 1. Expand the Applicable Large Employer (ALE) Members panel. 2. Enter or select an ALE Group ID. All the clients in PrismHR who have the same Control Group populate on the form. • This data is dynamically displayed as clients under this group change. • You can edit this information as you may need to list members that are not stored in PrismHR. • This data populates using the Client Legal Name and FEIN. 3. Edit the entries as necessary. 4. Click Save.

Configuring the Lowest Cost Calculation Table Note: This table does not allow you to enter values in both the Benefit Plan ID and Amount fields. You can only use one or the other.

If your organization cannot pull the lowest-cost plans from your database, enter the data in the Lowest Cost Plan Calculation Table. You do not need to use this form unless accurate reporting absolutely depends on it. The system uses this information when some employees are not eligible for any medical plans under either standard or ACA benefit rules (for example, if there are no medical plans set up for the client, or if employees are not eligible for any medical plans based on their benefit rules). The system checks each line item in the grid, for each affected employee, to determine whether the employee meets the criteria specified on that line. If so, the system uses the information on that line and does not check any more lines. With this in mind, ensure that you dedicate the top of the list for the plans with the most criteria.

To set up the Lowest Cost Plan Calculation Table: 1. Expand the Lowest Cost Calculation Table panel. 2. Enter the eligibility information as appropriate (all fields are optional): • Start Date • End Date • Location • Division • Department • Benefit Group • Plan ID • Amount • Offer Code 3. Click Save.

Specifying ACA Large Employer Information To set ACA large employer reporting information in PrismHR: 1. Make sure you see the correct client record and name near the top of the form. If not, click on the client name and select the correct client. 2. Open the Client menu. 3. Under Client|Change, select Client Details. 4. Select the Benefits tab.

Then, for each year: 1. Enter the Year. 2. Indicate whether the client qualifies as an ACA Large Employer according to the IRS definition. If you do not select a value, the system defaults to No. 3. Indicate whether to Show in ESS (this determines whether or not employees can see their 1095-C information in Employee Portal (EP)). You should do this for a reporting year once you have built the registers and confirmed that the information is complete. If you do not select an option, the system defaults to No. 4. In the 1095 Employer field, indicate whether the system should use the employer name and address from Form 1094-C or the Employer Master/Employer Details record. These values populate in the Applicable Large Employer Member fields on the Form 1095-C. 5. Click Save.

Chapter 5 Activating the ACA Data Build After your organization enables the ACADATABUILD custom feature code, the system builds employee 1095-C registers once a month over the course of the year. This improves the performance of the final register build.

Note: After setting the feature code, the first user who logs in will initiate the first build process. You should either log out and lock back in to start the build, or have another user log in.

If you have not set the custom feature code yet, you can set it up and initialize it during an off-peak time, like the evening or a weekend. This is because the initial run of the process takes a long time and impacts performance. After the initial run, the process will run in the background when users log in, updating information. If at any point you need to adjust your information and rebuild it, you must do that manually.

Procedure To enable this feature: 1. Open the Back Office menu and select System Parameters under System|Change. 2. In the Custom Feature Codes table, create a new row and enter ACADATABUILD. 3. Click Save.

Chapter 6 Importing External ACA Hours Use the ACA External Hours Import form to import external ACA hours into PrismHR. This import allows you to add hours to be used in ACA eligibility calculations when bringing on a client mid-year. For example: if your client started in PrismHR in June last year but you are now processing ACA eligibility for the prior year, you can use this form to import each employee’s hours for January to May last year, month by month.

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

To access this form, under Work Centers click ACA Processing. Under ACA Processes, under IMPORT/EXPORT click ACA External Hours Import.

To import external hours for ACA eligibility calculations using the ACA External Hours Import form: 1. Complete the following fields:

Field Description Name If Record This field determines how the import processes the data when there is an existing import file Already record that contains the same Client ID, Employee ID, and Charge Date. Select one of the following Exists options from the following: • Skip record – Select this option to skip the new data completely for the existing employees in PrismHR. • Overwrite record – Select this option to overwrite the existing import file with new employee hours. • Add hours to existing record – Select this option to add new data to the existing import file.

Field Description Name Upload Click the Upload File button here and the following dialog box opens. File

          Choose the file to upload in your system and drag it into the dialog box and click Start Upload, or
          you can click Add Files button in the dialog box above, select it from your system and then click
          Start Upload. The uploaded file will display on the panel. Once the upload completes, click Close to
          close this dialog box.
          •    The upload file must be in .txt or .csv format.
          •    You need to set up the upload file with the following four columns, separating values with tabs:
               •   Column A – Client ID
               •   Column B – Employee ID
               •   Column C – Charge Date
               •   Column D – Hours Worked
          •    You cannot import hours for an employee that is not in the client on that record of the import.

Field Description Name Preview Click the Preview Data button to preview the list of records to be imported. Depending upon the Data number of records to be imported, there can be multiple pages to be reviewed in the Preview panel – you can scroll page by page using the controls at the bottom right corner of the Preview panel.

Click Import Data to import the external hours for the employees into PrismHR. This button will remain grayed out in case there is any error, and the Error Report link is displayed.
Click the Error Report link to review the errors, correct them and redo the process. If there is no error, then this link will not appear.

Chapter 7 Editing Form 1094-C Information Use this Edit 1094 Form form in PrismHR to generate or edit Form 1094-C for clients. When you send the Form 1095-Cs for employees to the IRS, you also need to file Form 1094-C. This form is a summary of the associated Form 1095-C information related to the Client / Applicable Large Employer. It provides information about: • Employer Contact Information. • Total Number of Form 1095-Cs submitted. • ALE Member information including those part of an Aggregated ALE group. • Monthly summary of coverage offered. • Federal Transmittal Information. If you need to review any definitions or line-by-line rules for Form 1094-C, you can access them on the official IRS website.

Note: Client Access Group Security is enabled on this form.

To access this form in PrismHR: open the Work Centers menu, then under Compliance, click ACA Processing. Under ACA Processes, select Edit 1094 Form.

To generate/edit the Form 1094-C information: 1. Complete the following:

Field Name Description Update Form Counts and ALE Info Click this button only if you have performed any manual imports or adjustments. This button will adjust the values on the form to match your new data. These counts do not include any employees who lack a Form 1095-C for the selected Year (see Part 1 below). Building ACA 1095-C registers automatically updates this information.

Field Name Description

Part 1 - Applicable Large Employer (ALE Member) – This form populates data in lines 1-6 using the information on the Client Details form. Lines 7-16 will populate if there is an existing Form 1094-C for the immediately preceding year. You can edit and save data for the current year. Once you save data for the current year, if you make changes to any prior year, it will change the data for that prior year only and will not affect the data for the subsequent years. Year Select the year for which you want to generate Form 1094-C for the client. You can select any year starting from the current year up to ten preceding years. Employer Information This section includes the contact information for the Employer submission. 1. Employer Name This field populates using data from the Client Details form. If you want to edit this information, enter the name of the employer here. 2. Employer EIN This field populates using data from the Client Details form. If you want to edit this information, enter the nine digit Employer Identification Number (EIN) here. 3. Street Address This field populates using data from the Client Details form. If you want to edit this information, enter the street address of the employer here. 4. City This field populates using data from the Client Details form. If you want to edit this information, enter the name of the city of the employer here. 5. State This field populates using data from the Client Details form. If you want to edit this information, enter the name of the two digit state abbreviation of the employer here. 6. Country This field populates using data from the Client Details form. You can edit this field if needed. The same applies for the Zip Code field as well. 7. Contact Name This field populates using data from the Form 1094-C immediately preceding the year selected above. If you want to edit this information, or if this is the first year that you are using this form in PrismHR, enter the name of the contact person for the employer here.

Field Name Description 8. Contact Phone This field populates using data from the Form 1094-C immediately preceding the year selected above. If you want to edit this information, or if this is the first year that you are using this form in PrismHR, enter the phone number of the contact person for the employer here.

Designated Government Entity (only if applicable) Complete this section (line 9-16) only when applicable. The fields in this section are the same as above (line 1-8) and refer to the same information as above but using the information for the designated government entity.

Total Number Of Forms 1095-c This number is generated using the data from the Build ACA 1095 Submitted Registers process.
Is this the authoritative transmittal for Select the appropriate option from the following: this ALE member? • Yes – Select this option if this is the authoritative transmittal for this ALE member. • No – Select this option if this is not the authoritative transmittal for this ALE member.
```
                                        Note: One Form 1094-C in each ALE Group must have this
                                        designation.
```
Part 2 - ALE Member Information This panel contains ALE Member and Certificate of Eligibility information.

Note: Ensure that the Certificate of Eligibility information is correct before you build the employee 1095 registers for ACA Reporting using the Build ACA 1095 Registers form. 20. Total Forms 1095-c File By And/or On This number is generated using the data from the Build ACA 1095 Behalf Of Ale Member Registers process.

Field Name Description 21. Is ALE Member a Member of an You can assign a control group to a set of clients who are Aggregated ALE Group? members of an Aggregated ALE Group. A single Client ID is added as the Control Group Client field in the Benefits tab of the Client Details form for each of the ALE Group members. • This field will default to a “Yes” if the client is part of a Control Group of clients. You must save them earlier already on the Applicable Large Employer (ALE) Members section in the Configuring Client ACA Parameters (page 37) form to make this default. • If the client is not part of an Aggregated ALE Group, this will default to “No” and Part 4 of this form will be disabled. 22. Certifications of Eligibility (select all Select applicable certifications from the following: that apply) • A. Qualifying Offer Method • B. Qualifying Offer Method Transition Relief (Valid for years 2014-2015) • C. Section 4980H Transition Relief (Valid for Years 2014-2016) • D. 98% Offer Method

                                            Note: For more information on these options, refer to the
                                            official IRS website.

Part 3 - ALE Member Information - Monthly 23. All 12 Months If the value is the same for all twelve months of the year noted above for any of the five fields in this section, enter them here and not individually by month below in the “Individual Months” section. A. Minimum Essential Coverage Offer Select the appropriate option: Indicator • Yes – Select this option if Minimum Essential Coverage (MEC) was offered for all 12 months for the year indicated above. The Minimum Essential Coverage Offer Indicator in the “Individual Months” grid must display Yes for all 12 months. • No – Select this option if Minimum Essential Coverage (MEC) was not offered for all 12 months for the year indicated above. You will need to select the value for each month MEC was offered in the “Individual Month” grid.

                                            Note: For details, please review the guidance from the official
                                            IRS website.

Field Name Description B. Section 4980H Full-Time Employee This number populates during the 1095 register build. If all 12 Count for ALE Member months are the same, it displays both in the “All 12 Months” and the “Individual Months” sections. C. Total Employee Count for ALE Member This number populates during the 1095 register build. If all 12 months are the same, it displays both in the “All 12 Months” and the “Individual Months” sections. D. Aggregated Group Indicator Select this field if this ALE Member was a Member of an Aggregated ALE Group for all 12 months of the given year. Selecting this field will also select the fields for all twelve months in the “Individual Months” grid. If you deselect this field for one or more months in the “Individual Months” grid, then this field here will be deselected. E. Section 4980H Relief (Valid for Years Select the appropriate option from the following: 2014 – 2016) • A – Select this option if this client chose transitional relief for the report year and had between 50 and 99 employees for all 12 months of the report year. • B – Select this option if employer initiated changes in measurement methods for one or more permissible categories of employees for all 12 months of the report year. This value will display for all 12 months for this field in the “Individual Months” grid.

                                          Note: This field will remain disabled if the year selected above
                                          is not 2014, 2015 or 2016.

Individual Months If the value for any field in this section is not the same for all Lines 23 – 35 twelve months of the year noted above, enter them individually by month here. The fields in this section are the same as above and refer to the same information.

Part 4 - Other ALE Members of Aggregated ALE Group Lines 36 - 65. Enter the names and EINS of other ALE Members of the Aggregated ALE Group (who were members at any time during the year). This section will display the Client Name and EIN of all those clients who have the same Control Group Client number in PrismHR at the time of the build.

Note: This section will appear only if # 21 in Part 2 above is YES.

Field Name Description Name This section displays the Client Name of any client who is a part of the same Control Group in PrismHR. This will populate on this form after you have saved them in the Applicable Large Employer (ALE) Members section on the Configuring Client ACA Parameters (page 37) form. You may add, edit or remove the Client Name.

                                          Note: The member information will only be automated for
                                          those form years that have not been modified. Once the record
                                          has been modified and saved, automation to these fields will no
                                          longer occur and any adjustments will be manual.

EIN This section displays the Client EIN of any client who is a part of the same Control Group in PrismHR. This will auto-populate on this form after you have saved them on the Applicable Large Employer (ALE) Members section in the Configuring Client ACA Parameters (page 37) form. You may add, edit or remove the Client Name.

                                          Note: The EIN will only auto-populate for those form years that
                                          have not been modified. Once the form for a year has been
                                          modified and saved, automation to these fields will no longer
                                          occur and any adjustments will be manual.

Federal Transmittal Information - Use this panel to review basic information about previously generated transmission files for this client. You must also use this panel to enter the Receipt ID provided by the IRS in response to your transmission. File Date This is the date when the ACA Transmission file was generated in PrismHR. File Time This is the time when the ACA Transmission file was generated in PrismHR. Transmission Id This is the transmission identifier created when the ACA Transmission file was generated in PrismHR. Submission ID This is the submission identifier created when the ACA Transmission file was generated in PrismHR. Receipt Id This is the receipt identifier provided by the IRS upon submission of the file. You must enter this information in the form when received by the IRS.. Test Scenario Use this field when sending a test submission to the IRS. For details about this process, see Creating the Test Submission.

Field Name Description Test Start Month Use this field when sending a test submission to the IRS. For details about this process, see Creating the Test Submission. Select the appropriate month from the drop-down field. Send as Correction Check this field when sending a correction file to the IRS. For details about this process, see Submitting a Correction. Clear Correction Flag Click this button to clear the “Send as Correction” flag on all the 1095 records for the year indicated above. Add Correction Flag Click this button to add the “Send as Correction” flag on all the 1095 records for the year indicated above.

Click Save to save the changes to this form.

Viewing Audit Details Form 1094-C audit data is available under the Actions menu . The audit reflects any change made on this form, manual updates to Parts 1-4, and selecting the Update Form Counts and ALE Info button at the top of the form.

Note: If you select the Update Form Counts and ALE Info button, the audit only reflects updates when you Save after the form changes.

Chapter 8 Editing Form 1095-C Information Note: Client Access Group Security is enabled on this form.

Use this form to maintain employee Form 1095-C information.

To configure employee 1095-C data: 1. Go to Work Centers > Compliance > ACA Processing > ACA Processes > Edit Employee 1095 Form. 2. Ensure that you have selected the appropriate client. 3. Select an Employee ID. 4. Specify the Reporting Year. The information for that year displays in the Employee Offer of Coverage grid, organized by Month.

Property Description Offer Code Indicates the offer code reported for that month. Employee Indicates the employee’s plan contribution for that month. Contribution Amount Safe Harbor Specifies the safe harbor code associated with this month, if any. Enter any code from 2A Code through 2H, or leave the field blank. Reported Indicates the employee type that will be used for ACA reporting for that month. Employee Type Work Zip and These fields indicate the employee worksite and residence ZIP codes for each month. These Resident Zip fields do not auto-populate: you must enter this information manually or using an import. The information stored in these fields will display on line 17 of Form 1095-C, from 2020 onwards. The Offer of Coverage code for that month will determine whether the work or resident ZIP is used. See the Form 1095-C instructions for more information.

Use the Covered Dependents panel to specify the months in which certain individuals counted as covered dependents of this employee.
Review Federal transmission histories for this employee, if necessary.

Click Save.

Setting Up Covered Dependents Use this grid to identify the employee’s covered dependents for each month of the reporting year. Enter the individual’s basic information and then select all months in which the individual counts as a covered dependent.

Reviewing Federal Transmissions This panel displays the history of the employee’s inclusion on federal ACA reporting files. The Test Scenario Code and Send As Correction refer to special cases of IRS transmission. For details, please see: • Submitting a Correction • Creating the Test Submission

Reviewing California Transmissions Note: This panel is currently disabled while PrismHR continues developing support for the California transmission file.

This panel displays the history of the employee’s inclusion on the California individual mandate reporting files.

Chapter 9 Importing Form 1095-C Data Note: This form does not use Client Access Group Security.

Use this form to adjust employee 1095 registers using data from an imported file. The system supports the following file formats: • .txt • .csv If you encounter issues during the import process, click Error Report at the bottom of the form.

To import 1095-C data: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Processes and Import/Export, select 1095C Data Import. 4. Click Upload File and select the appropriate import file from your system file explorer. 5. Review the information in the Preview panel to ensure its accuracy. This panel displays one employee per page. 6. Click Import Data.

ACA 1095-C Data Import Specifications Employee Form 1095-C data must meet the following specifications before it is imported into the system.

File Format The file should be in ASCII text file (.txt) with tab delimiters. For example, you can use an Excel spreadsheet to enter all of the data as specified below, then save it as a tab-delimited .txt file.

Record Types The 1095 Data import file contains two record types: • Employee Offer and Coverage (2) – Transaction record to submit employee offer and coverage data included in Part II of the form. • Covered Individuals (3) – Transaction record to submit data on covered individuals included in Part III of the form.

Field Type in the Import File • Alphanumeric – any printable character • Amount – any digit from 0 through 9 and an embedded decimal, for example, 123.98 • Numeric – any digit from 0 through 9 • Date – date field in either MM-DD-YYYY or MM/DD/YYYY format

Covered Name Formatting Covered (dependent) names cannot include any special characters, such as commas, periods, apostrophes, or quotations marks. It should be in a format such as: FirstName LastName FirstName MiddleInitial LastName FirstName MiddleName LastName Suffix For example: Jason Argonis Jason A Argonis Jason Aristos Argonis Jr Notice that there are no periods after abbreviations, nor commas before the suffix.

File Order The records in the file can be submitted in any order.

File Name We recommend that you use a unique name for each file, for example, CL100_1095C.txt.

Record Layouts Employee Offer and Coverage Data (2) Field Position Type Comments Record Type 1 Numeric The value must be 2. Company 2 Alphanumeric Must be a defined Company (Client) ID in the system. Social 3 Alphanumeric Must be the social security number of a defined Security employee in the system, in the format 999-99-9999 or Number 999999999. Tax Year 4 Numeric YYYY Tax Month 5 Numeric MM Offer Code 6 Alphanumeric Must be a valid offer code: 1A, 1B, 1C, 1D, 1E, 1F, 1G, 1J, 1K, 1L, 1M, 1N, 1O, 1P, 1Q, 1R, or 1S. Employee 7 Amount The employee’s share of lowest cost monthly premium. Share Safe Harbor 8 Alphanumeric Must be a valid Section 4980H Safe Harbor Code, for Code example, 2B. Type Class 9 Alpha Optional; valid values are F for full time, P for part time, or I for inactive Employee ID 10 Alphanumeric Optional; the employee’s system ID. Employee 11 Alpha The employee’s name. Informational only. Name Note: If entering values in positions 12 and 13, be sure to also enter a value or an additional tab in this position. Work ZIP 12 Numeric Optional; Employee’s work ZIP code. Must be five digits or blank. Used to determine HRA offer codes (1L through 1S). Resident ZIP 13 Numeric Optional; Employee’s residential ZIP code. Must be five digits or blank. Used to determine HRA offer codes (1L through 1S).

Covered Individuals (3) Field Position Type Comments Record 1 Numeric The value must be 3. Type Company 2 Alphanumeric This must be a defined Company (Client) ID in the system. Soc-Sec- 3 Alphanumeric This must be the social security number of a defined Num employee in the system, in the format 999-99-9999 or 999999999. Year 4 Numeric YYYY Covered 5 Alphanumeric Enter the name of the covered dependent, without any Name special characters. It cannot include commas, periods, apostrophes, quotation marks, and so on. See below for examples. See above for more details. Covered 6 Alphanumeric Enter the social security number of the covered SSN dependent, in the format 999-99-9999 or 999999999. Covered 7 Date Enter the date of birth of the covered dependent, in the DOB format MM-DD-YYYY or MM/DD/YYYY. Covered 8 Numeric Enter 1 if the dependent was covered for all twelve Year months of the reported year, otherwise enter 0. Covered 9 Numeric Enter 1 if the dependent was covered in January of the JAN reported year, otherwise enter 0. Covered 10 Numeric Enter 1 if the dependent was covered in February of the FEB reported year, otherwise enter 0. Covered 10 Numeric Enter 1 if the dependent was covered in March of the MAR reported year, otherwise enter 0. Covered 12 Numeric Enter 1 if the dependent was covered in April of the APR reported year, otherwise enter 0. Covered 13 Numeric Enter 1 if the dependent was covered in May of the MAY reported year, otherwise enter 0. Covered 14 Numeric Enter 1 if the dependent was covered in June of the JUN reported year, otherwise enter 0. Covered 15 Numeric Enter 1 if the dependent was covered in July of the JUL reported year, otherwise enter 0.

Field Position Type Comments Covered 16 Numeric Enter 1 if the dependent was covered in August of the AUG reported year, otherwise enter 0. Covered 17 Numeric Enter 1 if the dependent was covered in September of SEP the reported year, otherwise enter 0. Covered 18 Numeric Enter 1 if the dependent was covered in October of the OCT reported year, otherwise enter 0. Covered 19 Numeric Enter 1 if the dependent was covered in November of the NOV reported year, otherwise enter 0. Covered 20 Numeric Enter 1 if the dependent was covered in December of the DEC reported year, otherwise enter 0.

Chapter 10 Setting Up ACA Offered Employees Note: Client Access Group Security is enabled on this form.

Use the ACA Offered Employees form, also known as the ACA Offered Employees Register, to specify part-time employees who need to be reported as full-time employees for ACA purposes.

Overview Once you have determined the eligibility of employees under a certain client based on the client-level benefits eligibility rules, you can specify stability periods for those employees. The system uses stability periods to determine whether to generate Form 1095-C for that employee. In the given calendar year, if an employee has at least one month of stability, they will receive a Form 1095-C. The system will populate the appropriate 1095-C offer code for the month (or months) within the stability period. In short, based on the information entered on this form, any full-time employees who have a stability period of at least one month in the current calendar year will receive a Form 1095-C.

Procedure To configure the offered employees register for ACA reporting purposes: 1. Open the Work Centers menu.

Under Work Centers|Compliance, select ACA Processing.
Under ACA Setup and Client Setup, select ACA Offered Employees. The form displays.
Set the following parameters.

Field Description Filters – These optional filters may be used together or separately. Stability Period Includes Enter a date to filter the grid based on whether this date falls between employee start and end dates (inclusive). If the filter date falls before or after an employee’s stability period, that employee does not display. Delete the value in this field to display all employees regardless of stability period. Offer of Coverage Select Yes or No to filter the grid based on the value in the ACA Offer of Coverage column: • Yes displays only rows where the ACA Offer of Coverage = Y. • No displays only rows where the ACA Offer of Coverage = N or empty. Grid Columns Employee ID Enter or select the employee ID. Employee Name Employee’s full name (populates automatically).

Stability Start Date Stability period start date. Stability End Date Stability period end date. This populates automatically when you select a start date. This value is based on the predefined stability periods for the relevant employee type: • First, the system checks for client-level Period Setup information, located in the Client ACA Processing Parameters. (See Configuring Client ACA Parameters on page 37). • If the client has no Period Setup information, the system uses the setup information from system- level ACA parameters. (See Configuring Global ACA Parameters on page 31).

Field Description Current Employee Status Status code associated with the employee. For example, “A” for Active or “T” for Terminated. This value populates automatically. Type Employee type. You can select On-Going (default), New Hire, or Null. ACA Offer of Coverage Whether the employee has had an offer of coverage (Y or N). This read-only field populates automatically.

                            Use the Offer of Coverage field to filter the grid based on
                            this column.

Click Save.

Importing ACA Offered Employees Data You can access the ACA Offered Employees import template in the Data Import Tool from this form to import

ACA offered employees data by clicking Import . The ACA Offered Employees import template option and its tabs/fields automatically display.

Note: You can also navigate directly to the Data Import Tool by opening the Back Office menu, then selecting Data Import Tool from the Operations|Import Processing menu. In the Data Import Tool form, select the ACA Offered Employees import template option.

Note the following when importing ACA Offered Employees data: • Users whose user role is set to DENY for the ACA Offered Employees form cannot import data using the ACA Offered Employees import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the ACA Offered Employees form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the ACA Offered Employees form. • Users whose user role is set to INQUIRY for the ACA Offered Employees form can view the ACA Offered Employees import template for Miscellaneous Invoice, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • A warning displays if you import an employee who is not a part-time employee, but you can still import that employee. • You can import duplicate part-time employees if they do not have the same dates. For example, if employee ZXY uses the date 1/1/2023, you cannot import that employee using the date 1/1/2023, but you can import employee ZXY using the date 5/1/2023.

Chapter 11 Building Form 1094-C and Form 1095-C After setting up and building your data over the course of the year, you can use PrismHR to build ACA reporting forms for clients and employees. This chapter contains four primary sections: • Background information: About 1095 and 1094 Registers • Running pre-build Reports: Before You Begin • Building the registers: Build Procedures • Additional information including common questions, avoiding penalties, resetting data, and safe harbor code calculation diagrams: Additional Information about Building ACA Forms

About 1095 and 1094 Registers The system stores ACA-related data in the employee 1095-C registers and the client 1094-C registers. Forms 1094-C and 1095-C rely on the data accumulated in these registers over the course of the reporting year. If you want to generate the IRS forms, you must first build these registers. The system does not create them automatically.

About 1094-C Registers Note: See here for a copy of Form 1094-C.

The system will pre-populate most data while building these client registers. We highly recommend checking to ensure the accuracy of this data. Remember that this register includes some auto-populated data and some fields that require manual entry.

About 1095-C Registers Note: See here for a copy of Form 1095-C.

Employee 1095-C registers contain data for lines 14 through 16 of Form 1095-C, for each employee. They also include Part 3/covered individual information, when applicable. You can build employee 1095-C registers in one of three ways, or using a combination of all three: • Register builds • Data import • Manual data entry

The Data Build Process The register build feature clears all prior register data. The import and manual entry processes overwrite the specific data, respective to the row being adjusted (or write it, if no entries exist). • The data build process is controlled by the ACADATABUILD custom feature code. • The next time a user logs into the system after this code is enabled, data begins building for the year-to- date for any large employers. • When a user logs in after January 1, the data build completes for the prior year (the reporting year). The system builds data in the background over the course of the year for clients indicated as ACA large employers, . The system routinely checks if the data is up to date for all prior months in the calendar year. If not, it compiles the data for any missing months.

Manually Re-triggering Data Builds

Note: If you need to re-trigger for 1000 or more employees, please contact the PrismHR Customer Support Team for assistance.

Users can manually re-trigger the data build at any time. Once re-triggered, the system no longer builds the ACA data for the months that were built with the background process prior. For example, if you manually re-trigger the process in December after using the background process to build the data for January through November, the system will not automatically build the data in the background for January–November, (unless you contact the PrismHR Customer Support Team for assistance). The background process will continue to automatically build the ACA data for future months. When the data for the final calendar month finishes building, the system uses the aggregated information to make any final adjustments to the data. This is because certain codes, like 1G, cannot be assigned unless data is known for the full year (in the case of code 1G, the system needs to “know” whether the employee was ever not full-time at any point during the year, but was enrolled in self-insured coverage).

Notes on Building 1095-C Registers

Note: The register build process relies almost entirely on ACA data. This means the system must build the data before the register build can work properly. If you have a partial year of data, the system only builds a partial register.

If you previously built your registers based on an incomplete year of data, you can rebuild the registers again once the complete ACA data is recorded. You do not have to perform a rebuild in this case. If you alter your ACA or benefit plan setup and want to trigger different register build results, you must first rebuild the data.

Form Generation The system only creates Forms 1095-C for: • Employees outside of their 2D limited non-assessment periods, who had an employee type of “full-time” during any part of the year. • Employees on the ACA Offered Employees Register (See Setting Up ACA Offered Employees on page 60) who were eligible for coverage at some point during the year, based on the standard client-level benefit rules as well as ACA benefit eligibility rules. • Employees enrolled in self-insured coverage at any point in the year. The system does not create Forms 1095-C for: • Employees flagged as a sub-S-corp principal • Business owners • 1099 contractors The system does not automatically determine if an employee flagged as part-time should be measured as full- time. You must use the ACA eligibility reports and add any part-time employees who should be counted as full- time to Offered Employees Maintenance.

Before You Begin We recommend running the reports in this section before you proceed to the data build procedures.

Report setup: • You can ensure that certain pay codes do not display on ACA reports: See also Excluding Pay Codes from ACA Reports on page 67. • You can override the employment type of certain employees, for ACA reporting purposes: See also Setting Up ACA Type Overrides on page 68. • You can determine the leave status codes to include on the Eligibility Report: See also Including Leave Status Codes on the Eligibility Report on page 68.

Reports you can run: • You can use the Employee Classification Analysis Report to review employee types. Use this information to correct system data before you run the Large Employer Test Report to determine which companies are affected by the Affordable Care Act. See Running the Employee Classification Analysis Report on page 69. • The Large Employer Test Report indicates clients who qualify as ACA “large employers”. For details about setting up and using this report. • You can use the Eligibility Report to review employee eligibility for ACA coverage under your current system setup. For details about setting up and using this report, see Running the Monthly ACA Eligibility Report on page 70 and Running the ACA Eligibility Report.

Excluding Pay Codes from ACA Reports You can exclude specific pay codes from the output of several reports, including the Large Employer Test Report, Eligibility Report, and Eligibility Report (Legacy).

To exclude pay codes from these reports: 1. Open the Back Office menu. 2. Under System|Change, select Pay Codes. 3. Enter the ID of the Pay Code you need to change. 4. Select the Exclude From ACA Hours Calculation option. 5. Click Save.

Setting Up ACA Type Overrides Note: Client Access Group Security is enabled on this form.

Use this form to define full-time employees as part-time for certain periods, if this is required for ACA reporting.

To set up employee type overrides for ACA reporting: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Setup and Client Setup, select ACA Type Overrides. 4. Select an Employee. 5. Enter the Start Date and End Date of the period in which the system will treat the employee as part-time, for ACA reporting purposes. 6. Click Save.

Including Leave Status Codes on the Eligibility Report Note: This form does not use Client Access Group Security.

The system uses the information entered on this form to determine whether an employee has worked enough hours during the reporting period to be identified as full-time. If you identify an employee as on leave, the report calculation will include the days they were on leave.

Background To be considered a full-time employee, an employee must work an average of 130 hours for each month included in the date range for which the report is run. If the report is run from January 1 to March 31, that would mean an employee needs to work at least 390 hours during the reporting period: (9 months x 130 hours)/1 month = 1170 hours (where one month = 24 hours x 31 days = 744 hours) If, during that same time period, an employee was on valid leave (as indicated by one of the Leave Status codes on the ACA Reports Parameters), then the number of required hours will be adjusted by a factor based on the total days in the report and the total number of days the employee was on valid leave. For example: • Employee is on valid leave for 25 days • The number of days in the report is 273 days • Factor = (273 - 25) / 273 = .9084 • The number of hours for this employee to be full time = .9084 x 1170 hours = 1062.828 hours.

Procedure

To set up leave status codes: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Setup and Reporting Setup, select Leave Status Codes Overrides for ACA Coverage Report. 4. Enter or select each Leave Status Code you want to include in the eligibility report. 5. Click Save.

Running the Employee Classification Analysis Report Note: Client Access Group Security is enabled on this form.

Note: This form supports entity-level security for Worksite Managers and Worksite Trusted Advisors, as defined on the Users > Actions > Data Security form.

This report displays any employee hours worked associated with the provided employment type class codes or employment type codes. It uses current employee statuses to gather this information. You can use this report to review selected employee types so that employers can correct their data before running the Large Employer Test Report. The Large Employer Test Report helps determine which clients are affected by the Affordable Care Act, so accurate employee type data is essential.

To run this report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Reporting, select ACA Employee Classification Analysis Report. Worksite Managers and Worksite Trusted Advisors can access this report through Reports > HR | Report > ACA Employee Classification Analysis Report. 4. Enter the Ending Year and Ending Month for the report data. 5. Enter a Client ID for each client you want to include in the report

Use the following fields to limit the classes and codes included in the report. Otherwise, the system will include all classes and codes: 6. In the Employment Type Classification field, specify which employment type (or types) to include: Full-Time, Part-Time, or both. 7. Enter each Employment Type Code to include in the report. 8. Specify any Status Classification Codes and Status Codes you want to include in the report. 9. In the Exclude from Report panel, specify any Status Classification Codes and Status Codes you do not want to include in the report.

Click Generate Report.

Report For each employee on the report, the system includes: • Employment type and status (for example, Full-Time and Active) • Type class and status class associated with the type and status codes • Whether the employee is seasonal Finally, the report displays their last active date and the date of their last termination (if applicable), followed by the number of hours worked for each month in the date range. Review this data and ensure that employee hour counts are appropriate for their current status and type.

Running the Monthly ACA Eligibility Report Note: Client Access Group Security is enabled on this form.

Note: This form supports entity-level security for Worksite Managers and Worksite Trusted Advisors, as defined on the Users > Actions > Data Security form.

Use this report to display month-by-month ACA eligibility information (hours) for specific clients and employees. An employee is considered full-time if they worked an average of 130 hours or more per month.

Procedure

To run this report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. From the ACA Reporting column, select ACA Eligibility Report (Monthly Summary). Worksite Managers and Worksite Trusted Advisors can access this report through Reports > HR | Report > ACA Eligibility Report (Monthly Summary). 4. In the Clients grid, specify the clients you want to include on the report. You must specify at least one client. 5. Set the Report Start Date and Report End Date. This is the date range of data included on the report. The start and end dates must be at least 3 months apart and can be up to one non-calendar year apart. 6. If you only want to include data from large employers on the report, select Yes in the Large Employer? field. Specify the corresponding Large Employer Year. 7. Select the employee types you want to Include in Report. You can include all types, a specific type, or a specific type classification. 8. When ready, select Generate Report.

Report The report generates with the following columns:

Column Description Name Emp ID Employee ID Employee Employee name Status For example: “A” for active, “T” for terminated, “L” for leave. Class Type Class F for Full-Time or P for Part-Time Hire Date System-supplied employee hire date Monthly These columns display employee hours paid or worked for a given month in the report date Columns range.

            The system uses the Hours Paid value for pay codes with their Calculation Method set to
            Standard and their Pay Reason set to Hourly.

            For any other pay codes, the system uses the Hours Worked value.

Health Y if the employee is currently enrolled in a medical benefit plan that has a Coverage Start Date Coverage prior to the end of the measurement period. Otherwise, N. Waived N if the Health Coverage column is Y.

            Y if the employee:
                 •    is not enrolled in a medical benefit plan, and
                 •    has waived coverage under any other medical benefit plan with a Coverage Start Date
                      prior to the end of the measurement period.

FTE Whether or not the employee counts as a full-time equivalent for the purposes of ACA reporting.

            Y if their average hours per month is greater than or equal to 130. Otherwise, N.

Running the ACA Eligibility Report Note: Client Access Group Security is enabled on this form.

Note: This form supports entity-level security for Worksite Managers and Worksite Trusted Advisors, as defined on the Users > Actions > Data Security form.

The Eligibility Reports indicate employee eligibility for health care coverage under the ACA. Eligibility is based on employee hours worked over a certain measurement period. You can establish this period at the global level and override it at the client level, if necessary. For more information about these setup parameters, see the topics on global and client-level period setup: • Configuring Global ACA Parameters

• Configuring Client ACA Parameters You can run the Eligibility Report for either current employees or new hires. The period information comes from the Period Setup section of the Client ACA Parameters. If that information is not defined, the Period Setup values come from the system-level ACA parameters. The following example of the global Periods panel includes sections for new employees and ongoing employees. These correspond to the two types of ACA eligibility report you can run.

Before You Begin You can specify certain leave status codes to include on the report, even if the report would not normally include those employees: use the Leave Status Codes Overrides for ACA Coverage Report form to do this. See Including Leave Status Codes on the Eligibility Report for details.

About the Start and End Date Fields When setting up this report, you must enter a Start Date and End Date. The system uses this date range to select any employees who had a measurement period during this time. These dates can be up to one (non- calendar) year apart. The report logic is different based on whether you run the report for new hires or for ongoing employees.

New Hire Report The new hire report selects employees using the report start and end dates, in conjunction with the New Hire Measurement Period in the global or client ACA settings. For example, if you run the report for new hires with a start date of 9/15/2026 and an end date of 10/15/2026, and the New Hire Measurement Period is 9 months, then for all clients on the report the system will include employees who were hired between 12/16 of the previous year and 1/16/2026 (notice that this range is 9 months before the entered dates). Note the following: • This measurement start date is specific to this report. Each employee has a different measurement start based on their effective hire date.

• To select vouchers, the system uses the date that comes 31 days after the End Date. • There is nothing in the client or global Period settings that affects the validity of the start and end dates you enter for this report.

Ongoing Employee Report For the ongoing report, the system uses the year passed in the report start and end date fields. The month and day must be within the range from the Start Month/Day specified for the ongoing period. For example, if you enter 1/1/2026 and the start for the period is January 1, then the measurement start date for the report will be 1/1/2026. If the Ongoing Measurement Period is 6 Months, then the measurement end date will be 6/1/2026. • Like the new hire report, this report selects vouchers based on the date that comes 31 days after the specified End Date. • The Start Date must be before, or the same as, the Measurement End Date. • The End Date must be the same as, or after, the Measurement End Date. • If these dates are not correct, the report will not be generated for the client.

Procedure

To run this report: 1. Go to the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. From the ACA Reporting column, select ACA Eligibility Report. Worksite Managers and Worksite Trusted Advisors can access this report through Reports > HR | Report > ACA Eligibility Report. 4. Do one of the following: • To enter individual clients, enter each client that you want to include in the report in the Client ID field. • To include all clients in the report, leave the Client ID field blank. (Later, when you click Generate Report, a confirmation message displays asking you to confirm whether you want to run the report for all clients. Select Yes to continue.) 5. Enter the Report Start Date and Report End Date. The date range cannot be greater than a year. The employees included in the report are those who have a measurement period that ends between these dates. See the previous section for details about this logic. 6. Select Large Employer to include only large employers in the report. Otherwise, the report includes all clients.

Note: If you select the Large Employer field, you must also enter the Large Employer Year. If a client was not a large employer in that year, the report does not include it.

In the Include in Report panel, select one of the following options:

•    All Employee Types and Classes – this is the default option.
•    Employee Type – in the look-up field that displays, select any employee types you want to include on
     the report.
•    Employee Type Classification – in the field that displays, select whether you want to include Full-Time,
     Part-Time, or all employee type classes.

In the Report Type field, select whether you want to run the New Hire or Ongoing employee report. The default is Ongoing. See the previous and next sections for more details about the differences between these two reports.
Click Generate Report to run the report.
After the report generates, click Download Summary Report to obtain the report download.

Interpreting the Eligibility Report Output Use this section to better understand the output of the eligibility report.

“Number of Weeks” and Week End Dates • Weeks run from Sunday through Saturday, except the first and last weeks in the measurement period. • The first week starts on the measurement period start date, and ends on the following Saturday. • The last week starts on Sunday and ends on the last day in the measurement period. • The number of weeks in the report is based on the measurement periods, as well as the Start Date and End Date from the report setup parameters. • The Number of Weeks count is the number of days in the measurement period divided by seven. It is not the total number of weeks for all employees on the report.

Employee-level “Number of Weeks” and Hours • Report hours accumulate for each employee, in each week in the measurement period. • When assigning hours to a particular week, the system uses the charge date on the employee time sheet to select that week. • If the hours do not have an associated charge date, then the system uses the Pay Period End date for the voucher. • If there are no hours for a certain week within the employee measurement period, the report still uses that week when it calculates the average.

Calculating Hours • If the pay code Calculation Method is Standard and the Pay Reason is Hourly, then the report counts the number of Hours Paid. Otherwise, it counts the Hours Worked. • If a pay code is set to be excluded from ACA hours calculation, the report does not include those hours in the report. • You can also import external hours into the system. The report will include these hours.

Review the following table for descriptions of other values in the report:

Column Description Employee The total of all hours for every week in the employee measurement period. Total Hours Average Total employee hours divided by the number of weeks in the employee measurement period. Hours Valid Leave If an employee was on valid leave during the reporting period, the report totals the number of Days leave days. The number of days in the report is weighted against the number of days of valid leave. This factor is used to adjust the full-time employment (FTE) requirements for the employee. FTE Flag If the employee worked an average of 30 hours per week, this flag is set to Y, otherwise it is set to N. If valid leave days affected this calculation, an asterisk also displays (Y or N), and the report includes a footnote with an explanation. Health The report checks for all medical benefits plans. If the employee is actively enrolled in a medical Coverage benefit plan with a coverage start date before the end of the measurement period, this is set to Y, otherwise it is N. If an employee is actively enrolled in any medical benefit plan, then Waived is set to N. Waived If an employee: • is not actively enrolled in any other medical benefit plan, and • has waived coverage in any other medical benefit plan with a coverage start date before the end of the measurement period this column displays a Y.

Column Description Break in A break in service is a period when the employee is not active. The Break in Service Term is Service usually 13 weeks unless otherwise specified in the client-level ACA Period setup. Valid leave days are counted as active and are not treated as a break in service. The report uses the last hire date for all employees when determining a break in service: • If the last hire and original hire dates are the same, then there was no break in service. • If the dates are not the same, but the difference is fewer than 4 weeks, the system counts those weeks as zero. • If the system determines that the total employment time – before being terminated or going on invalid leave – is greater than the difference between 4 weeks and the number of Break in Service Term weeks, then the system counts those weeks as zero. • If total employment time – before being terminated or going on invalid leave – is less than the difference between 4 weeks and the Break in Service Term weeks, then the employee starts new on the last hire date. • If the difference between the last hire date and original hire date is greater than the Break in Service Term, the employee starts new on the last hire date. • If the employee goes back and forth between employed and not employed, and never exceeds the maximum break in service time, the system uses their original hire date. If a break in service with the allowed weeks occurs during an employee measurement period, a double asterisk displays in front of the employee status class (for example, **A) and the report includes an explanatory footnote.

More Information About the Dates on the Eligibility Report

On both reports • The Effective Hire Date is the last employee hire date, based on the hire date in the employee record and the break in service logic. • If Period setup requires that the administration period start on the first of the month, the measurement end date is extended to the last day of the month when it is calculated. • Both reports select employee vouchers by employee ID, then by client, and finally by the period end date on the voucher. • To select vouchers, both reports use the date 31 days after your entered End Date. The system processes the hours in the voucher based on the charge date or — if a charge date is not used — based on the voucher period end date. These settings ensure that the system processes all charge dates. • Both reports use the charge data associated with the hours from the voucher (or the voucher period if there is no charge date associated with the hours) to determine the week within the measurement period. The reports then accumulate the hours in that week.

•    If the voucher hours date is outside the employee measurement period, the reports do not include
     those hours.

On the new hire report On the New Hire report, all start and end dates vary based the employee effective hire date.

Date Description Measurement The employee effective hire date. The starting date to include in the report is the Start Date Start Date that you entered minus the number of days or months in the New Hire Measurement Period fields, defined in the client or global Period Setup. Measurement The last day of the employee measurement period based on the effective hire date and the End Date New Hire Measurement Period fields, defined in the client or global Period Setup. Admin Start The day after the Measurement End Date. If this day must be the first of the month, the Date Measurement End Date is extended to the last day of the previous month.

Admin End Based on the Admin Start Date and the New Hire Administration Period fields in Period Date Setup.

Stability Start The day after the Admin End Date. Date Stability End Based on the Stability Start Date and the New Hire Stability Period fields in Period Setup. Date

On the ongoing employee report On the Ongoing report, all start and end dates will be the same for all employees. These dates are based on the criteria in Period Setup and the year for the Start Date you entered.

Date Description Measurement Based on the Start Month/Day in Period Setup and the Start Date you entered when you ran Start Date the report.

Measurement The last day of the employee’s measurement period, based on the Measurement Start Date End Date and the Ongoing Measurement Period fields in Period Setup. Admin Start The day after the Measurement End Date. If this day must be the first of the month, the Date Measurement End Date is extended to the last day of the previous month.

Admin End Based on the Admin Start Date and the Ongoing Administration Period fields in Period Date Setup. Stability Start The day after the Admin End Date. Date Stability End Based on the Stability Start Date and the Ongoing Stability Period fields in Period Setup. Date

About the Large Employer Test Report The Large Employer Test Report identifies clients that employ 50 or more employees. It displays the status of each employee, as of the End Date of the report. The system derives the hours for this report from two sources: • Processed payroll information from the system. • External ACA-related employee hours that have been updated using the External ACA Hours utility.

Note: Before running the Large Employer Test Report, PrismHR recommends that you analyze the average hours worked and if the current employee type is appropriate. For example, if an employee averages 80 hours per month then they should not be flagged as full-time. If they are, it can have a negative impact on the Large Employer Test Report.

Review the following topics for more guidance: • Large Employer Test Report Considerations (page 78) • Omitting Employees from the Large Employer Test Report (page 79) • Establishing ACA Large Employer Status (page 81)

Large Employer Test Report Considerations

Employment Classifications

Seasonal Employees • Employees with Seasonal status will not be included if they worked 120 or fewer consecutive days. • Employees will be included on the report if they were not considered seasonal-only during the reporting period. In other words, if they were Active and Full- or Part-Time Non-Seasonal at any point in the report period, they will be included in the report, regardless of the number of days this was true. The Seasonal flag will also be enabled on their employee record so that, if there is any question about their status, the Seasonal flag will make them stand out in the report.

     Consider this example: Joe starts the year as a seasonal employee. Sixty days later, Joe becomes a full-
     time employee. In this scenario, Joe’s entire employment period will be included in the report and the
     Seasonal flag will be set to Y.

Control Groups When clients are part of a Control Group, as indicated in Client Details or Company Master configuration, they will be listed under that Control Group Client in the Large Employer Test Report.

Omitting Employees from the Large Employer Test Report

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

This form defines the employees – company owners and/or their family members – that you want to exclude from the Large Employer Test Report.

Note: You can find a client’s Business Entity type in the Detail tab of the Client Details form. You can configure an employee’s Business Owner and Family Member settings in the Work tab of the Employee Details form.

To configure employee exclusion from the Large Employer Test Report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Setup and Reporting Setup, select Employees to Omit on Large Employer Report. 4. Select a Business Entity type. 5. Select whether you want to omit the Owner and/or Family Members from the report. 6. Repeat as needed for other rows and business entities. 7. Click Save when you finish.

Running the Large Employer Test Report

Note: Client Access Group Security is enabled on this form.

Note: This form supports entity-level security for Worksite Managers and Worksite Trusted Advisors, as defined on the Users > Actions > Data Security form.

The Large Employer Test Report identifies clients that employ 50 or more employees. It displays the status of each employee, as of the End Date of the report.

Background The system pulls the hours for this report from two sources: • Processed payroll data • Imported employee hours

Note: Before running the Large Employer Test Report, PrismHR recommends that you analyze average employee hours worked and whether each employee’s type is appropriate. For example, if an employee averages 80 hours per month, they should not be flagged as full-time. If they are, it can have a negative impact on the output of the report.

Important Notes and Considerations Employment Classifications

The system considers the following information when creating the Large Employer Test Report: • If an employee is classified as full-time active on the first and last day of a month, the report displays 120 hours for that month. • If an employee is not full-time, the report displays their actual hours , but the amount displayed will not exceed 120 hours per month. The report uses hours paid for any Standard pay codes with Pay Reason set to Hours. For pay codes that do not meet these criteria, the report uses hours worked, if any exist. • If the employee works at least 120 hours each month for the months specified, the report counts the employee as 1. Seasonal Employees • Employees with Seasonal status will not be included if they worked 120 or fewer consecutive days. • The report does include employees who were not considered seasonal-only during the reporting period. In other words, if they were Active and Full- or Part-Time, Non-Seasonal at any point in the report period, the report will include them. The system will also activate the Seasonal flag on their employee record so that, if there is any question about their status, the Seasonal flag will make them stand out in the report. Consider this example: Joe starts the year as a seasonal employee. Sixty days later, Joe becomes a full-time employee. After this change, a service provider runs the Large Employer Test Report for the year and includes Joe’s client or employer. In this scenario, Joe’s entire employment period will be included in the report, and his Seasonal column entry will display as Y on the report (and on his employee record in the system).

Procedure

To run the Large Employer Test Report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Reporting, select ACA Large Employer Test Report. Worksite Managers and Worksite Trusted Advisors can access this report through Reports > HR | Report > ACA Large Employer Test Report. 4. Select either Employer or Client and then, in the grid that displays, enter the IDs of any employers or clients you want to include on the report. Leave the grid blank to include all employers or clients.

Specify whether you want the report to select data from a specific Date Range (Start Date and End Date) or for the Full Year. The Start and End Dates must be the first and last days of the month, respectively. There is no minimum number of months that you can include in the range, but the maximum is 12 months.
Select Generate Report.

Establishing ACA Large Employer Status After running the ACA Large Employer report (See also About the Large Employer Test Report on page 78), you can use PrismHR to indicate which clients count as Large Employers according to ACA Guidelines. You only need to perform this procedure if a client actually qualifies as a Large Employer.

To set a client as a large employer: 1. Open the Client menu. Select Client Details under Client|Change and then select the Benefits tab. 2. Specify the calendar Year in which this client is considered a Large Employer according to ACA guidelines. 3. Select Yes in the ACA Large Employer field. 4. Click Save.

Running the ACA 9.5% Rule Test Report Note: Client Access Group Security is enabled on this form.

This report displays the Total Annualized Pay and Form W-2 Box 1 calculations for currently elected employee health plans. The results of this report can help employers decide which type of wages they will use to determine plan affordability. The ACA advises employees to not pay more than 9.5% of their household income to an employer in exchange for a single portion of the lowest cost health care plan available to that employee. If employers need to use alternative methods for calculating this value, ACA regulations specify three safe harbor options they can use instead of the annual household income: • Form W-2, Box 1 wages • Total Annualized Pay • Federal Poverty Level (FPL)

Note: During the annualizing process, the system bases employee rate of pay on the last day of the report period.

Procedure

To run this report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing.

Under ACA Reporting, select ACA 9.5% Rule Test Report. Worksite Managers and Worksite Trusted Advisors can access this report through Reports > HR | Report > ACA 9.5% Rule Test Report.
Enter the Client ID or IDs for each client you want to include in the report. To include all clients in the report, leave these fields blank.
Enter a report Report Start Date and Report End Date – no more than twelve months.
If you need to include the information for only large employers on the report, select Yes in the Large Employer? field and then enter the Large Employer Year.
To exclude employees who do not have coverage, select the Exclude Employees Without Coverage? option.
Click Generate Report.

Report The report output includes the following columns: • Company ID and Name • Employee ID and Name • Status and Status Class • Type and Type Class • Hire Date • Health Coverage (Y/N) • Waived Coverage (Y/N) • Monthly Single Coverage • Employee Contribution • 9.5% of Fed Taxable Income • 9.5% of Employee Annualized Pay • Exceeds 9.5% of Fed Taxable • Exceeds 9.5% of Annualized Pay

Build Procedures Use the procedures in this section as a guide for building your ACA data.

Building ACA 1095 Registers Note: Client Access Group Security is enabled on this form.

Use this form to build Form 1095-C data registers for ACA reporting. To avoid building incomplete data, PrismHR generally recommends running the register build after the end of the reporting year. Whenever your organization runs the build process, the system will overwrite any existing ACA 1095 register records. It will also update the counts in the client 1094-C register for the selected reporting year, because those counts are derived from the employee 1095-C registers.

Note: Before building registers, we also recommend running the ACA Data Status Report to verify that the ACA data is complete. See also Running the ACA Data Status Report on page 84.

To build ACA 1095-C registers: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Processes, select Build ACA 1095 Registers. 4. Select the reporting Year for which you need to build registers. 5. Enter or select a Client ID if you want to build registers for only that client, or leave the field blank to process all applicable clients. 6. Click Create 1095 Data. The system will send you an email notification when the process completes.

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

Use the Rebuild ACA Data form to rebuild employee ACA data for one or more clients within a single reporting year. You can also use it to build data for a client that was not set up for ACA reporting in time to have its data built automatically over the course of the year.

Note: This process overwrites any existing employee ACA data in the holding file. It can take a long time to run, so you should run this process during off-peak hours, if possible.

The system may look like it is frozen while it rebuilds the ACA data. Please be patient: a message will display when the process completes.

To rebuild ACA Form 1095-C data: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Processes, select Rebuild ACA Data. 4. Select the Report Year. 5. Enter one or more client IDs in the Client table. To rebuild data for all clients, leave this table blank. Building for all clients will take a long time. 6. Click Rebuild ACA Data. The system will send you an email when the rebuild completes. 7. Once the process completes, build the 1095-C registers for the client: see Building ACA 1095 Registers.

Deleting ACA Data WARNING: You cannot retrieve ACA data after running this process on it.

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

Use the Delete ACA Data form to permanently delete ACA data for one or more clients, for a particular reporting year.

To permanently delete the system’s existing ACA data: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Processes, select Delete ACA Data. 4. Select the appropriate Year. 5. If you want to delete data for a specific client, select its Client ID. Otherwise, the system will delete ACA data for all clients. 6. Click Delete.

Running the ACA Data Status Report Note: This form does not use Client Access Group Security.

Note: Run this report on or after the new year to verify that data has been built for all employees.

Before you build the 1095-C registers, you can use this report to verify that employee ACA data is complete. First, the system selects all clients set up as ACA large employers (ALEs) for that year. Then, it checks employee ACA data to ensure that data exists for all twelve months of the reporting year. If data for the specified year is not complete, the report will display all clients as incomplete.

To run this report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Reporting, select ACA Data Status Report. 4. Select the appropriate reporting Year. 5. Click Build ACA Data Report.

Exporting 1095 Registers Note: Client Access Group Security is enabled on this form.

You can use this export utility to review 1095-C register data, efficiently identify errors, and correct them.

Running the Export This feature exports Form 1095-C register data as a text (TXT) file that you can then view, edit, and import back into the system. The export file includes the records for employee offer and coverage data (type 2), covered individuals (type 3), and the employee’s employer and home worksite location. The Employer and Home worksite are provided for reference only. You will want to delete these fields before moving forward with the edit and import.

Note: Please note that the report includes only employees and months with Form 1095-C register data. For example, if you run the report at the end of October 2026, it will not include any information for November or December of that year.

To export 1095-C registers: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Processes and Import/Export select 1095 Register Export. 4. Select the appropriate Report Year. 5. Enter a Client ID if necessary. If you do not specify a client, the export runs for all clients. 6. You can apply Export Filters to limit the data returned by the export file. By default, the report includes all register data and all codes. Specify the months and codes you want to include in the report:

•    In the Months selector, specify any months you want to specifically include. The export will exclude data
     from other months.
•    Use the Offer Codes and Safe Harbor Codes selectors to specify filters for these codes. The report will
     include only the registers that have those codes.

In the Include Employees with Share Not Less Than field, enter the maximum number of shares needed to exclude an employee from the report. Leave this field blank to include all share amounts.
In the Include Employees with Share Not Greater Than field, enter the minimum number of shares needed to exclude an employee from the report. Leave this field blank to include all share amounts.
Click Build.
After the file builds, click Download 1095 Registers.

Editing the File You can open the file with a text editor or a spreadsheet program such as Microsoft™ Excel®. Make sure to save it as a text file so you can import any changes back into the system. There are some important things to note about making edits:

Decimal Places in Employee Share

Note: If a column in a text file is not formatted correctly, decimals can be lost during the import process.

The import process requires 2 decimal places for any Employee Share value. If the decimal places are missing, the import function inserts them. For example, if the export runs and an employee share is 100.00, but the spreadsheet program changes this to read 100 and saves the value without the decimal places, the system will import it as 1.00. Therefore, you must ensure that values in the text file include the two decimal places.

To prevent decimal place errors for any Type 2 entry (employees): • Before you save and import, make sure the seventh column (G, in Excel) only contains numbers with two decimal places. • For any Type 3 entry (covered individual), do not format the data as a number with two decimal places: this data represents a birth date. • You can sort the spreadsheet so Type 2 entries are at the top and Type 3 entries are at the bottom, and then select all the cells in that column that apply to Type 2 entries.

Considerations for Covered Individuals When importing the file, covered individuals are identified by Social Security number first, and then by date of birth if no Social Security number is present. • If you find that a covered individual’s name is incorrect, you can edit it in this file. • If the Social Security number or date of birth is incorrect or missing, do not try to edit these values in the export file. Instead of updating this record with an import (which would create a new covered individual

record), you must use the Edit Employee 1095 form to change this information directly (See also Editing
Form 1095-C Information on page 53).

Creating the ACA Third Party Download/1095 Export Note: Client Access Group Security is enabled on this form.

Use the Third Party 1095 Export form to download 1094-C and 1095-C data, which you can then export for processing by third-parties. This export is supported by the following third-party processors: • CIC • BDS • Print Management Partners

State Records The ACA Third-Party Download indicates whether to include New Jersey and Washington, D.C. residents on the ACA Transmission Files of those states. It generates a STATEREC record for each employee who resided in NJ or DC at some point during the year. It appends these records to the end of the file. For NJ residents, additional steps are required (see the note below). This download also creates STATEREC records for employees in Rhode Island and California. • New Jersey - If the Third-Party Download indicates that employees resided in NJ in the prior year, you can use the new NJ State Submission setting on the ACA Transmission File form to report only those residents, as specified by state requirements. There is no DC equivalent to this setting, as DC reporting requirements are different and do not require a filtered submission like New Jersey does. Please see See Creating the ACA Transmission File on page 112 • Rhode Island - The system generates a STATEREC record if the employee address was located in Rhode Island at any point in the given year (same logic as New Jersey). • California - The system generates a STATEREC record if the employee had one or more covered individuals on their Form 1095-C and the employee address was located in California at any point in the given year.

Procedure

Note: If needed, you can include the three Jurat signature fields in the download file. These fields are optional, so you only need to supply this information if the third-party will be producing E-files.

Note: An error message displays for each client on the download if the MEC indicator is not enabled for any month. This provides visibility to potential errors that could result in penalties upon submission to the Internal Revenue Service.

To generate the ACA Third-Party Download: 1. Open the Work Centers menu.

Under Work Centers|Compliance, select ACA Processing.
Under ACA Processes and Import/Export, select Third Party 1095 Export.
Select the Tax Year.
If you want to include specific clients, select the appropriate Client ID. The Client Name displays. If you leave this grid blank, the download will include all clients.
Select whether you want to Include ALE Members on the file. If selected, the system will create ALE Group records on the download file.
If your organization offers early electronic Form 1095-C access to your employees, you can use Exclude Electronic 1095C to mark the records of employees who do not want a printed copy of the form. This indicates to the third party that they should not print the forms, but allows them to include the employee information in a data transmission to the IRS. The default behavior is to include all employees.
In the Use SSN OR EEID as Employee ID field, indicate whether to use the employee ID (default) or Social Security Number as their ID on the export file.
Enter an optional Employee ID Prefix, such as a database account prefix.
If appropriate, enter the Jurat Signature Pin, Signature Title, and Signature Date. See the note above for details.
When you are ready to create the file, click Build. When the build completes, the system sends you an email notification.

Creating the 1094-C Report Download The Form 1094-C Report creates a PDF version of Form 1094-C and populates it with information from the current client, for the given year.

To run this report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Reporting, select 1094C Report Download. 4. Enter the Year for the 1094-C report. 5. By selecting the Generate All Clients option, you will only receive a PDF for all the clients you have access to. Now, you do not have to print client by client the ACA Form 1094-Cs. 6. Once you click Run, a Job Control window displays the progress and the number of selected clients. In case of any errors, redo the process. The system downloads a zip file to your computer, containing a Form 1094-C PDF for each client to which you have access.

Creating the 1095-C Report Download Use the 1095-C Report Download form to generate a PDF of Form 1095-C for employees within a specific client or for employees for all clients that you can access.

Note: Client Access Group security is enabled on this form.

To access this form, on the Work Centers under Compliance, click ACA Processing. Under ACA Reporting, click 1095-C Report Download.

To download the ACA 1095-C Report: 1. Complete the following fields:

Field Name Description Tax Year Select the appropriate tax year.

From Employee ID This field is optional. If you want to run this report for a set of employees, enter the first Employee ID here. To Employee ID This field is optional. If you want to run this report for a set of employees, enter the last Employee ID here. Mask SSN This field is optional. Select this option if you want to mask the Social Security number of the employees in the output.

Click Run to generate the report for the selected tax year. • You can generate Form 1095-C PDFs for a maximum of 50,000 employees for a client. • When the job completes, you receive a confirmation email. You need to use the Transfer Downloads File to PC form to download the zip file. • The zip file will contain the PDF files in the format COMPANYID.YEAR.EMPLOYEEID.f1095c.pdf. • The zip file will be downloaded to your system from the main form. Depending on the number of employee records, this can take a while. However, you can continue with your work while this process runs in the background. For example, it can take about two hours to process records for 40,000 employees.

Giving Employees Access to Form 1095-C Your organization can grant electronic access to employee Forms 1095-C by adding menu items to the Employee Portal (EP) menu. You can also give employees early access to this form.

To set up employee access to Form 1095-C (follow the links for detailed instructions):

Step Description Link # 1 Write the early 1095-C election text and set the lockout dates. See Creating 1095-C Election Text on page 90 2 Add the menu items for early 1095-C election and access to the See Employee Portal Menu Items electronic Form 1095-C to the EP menu. for Form 1095-C on page 91 3 Employees decide to elect early 1095-C access in EP, which updates See Employee Election for Early their records in PrismHR. 1095-C on page 91 4 You can run the Electronic 1095-C Report to see which employees See Running the Electronic 1095- have 1095-Cs and which ones elected to have early access. C Report on page 130 5 Build the 1095-C registers. Building ACA 1095 Registers

6 Set up the clients to display the 1095-Cs in EP. See Specifying ACA Large Employer Information on page 40

Employees who elected to participate in early Form 1095-Cs can see them online as soon as the registers are built and available. Employees who did not elect to participate in early Form 1095-Cs can see them starting on March 2.

Click Save.

Employee Portal Menu Items for Form 1095-C You can use the global or client-level “ESS Default Menu Builder” to add the Early 1095-C and 1095-C tiles to the Employee Portal (EP) menus of your clients. These tiles serve two different roles: • The Early 1095-C tile lets employees choose to receive their Form 1095-C electronically. • The 1095-C tile lets employees see their Form 1095-C in EP for the years specified in the Client Details > Benefits tab.

To add 1095-C tiles to client Employee Portal (EP) menus: 1. Open the appropriate form: • Global: Open System Parameters from the Back Office menu (under System|Change) and select ESS Default Menu Builder from the Actions menu . • Client: Open Client|Change > Client Details and select ESS Menu Builder from the Actions menu . 2. Expand the menu header where you want to place the item. (If you want to create a new menu header, click New Menu Header and fill out the form). 3. Drag Early 1095-C to the menu and place it where you want it to display in the menu. 4. Repeat steps 2 and 3 for 1095-C. 5. Click Save.

Employee Election for Early 1095-C Employees of clients managed in PrismHR can elect to get early access to their Forms 1095-C.

In Employee Portal (EP), the employee uses the screen that you set up to elect coverage. • When an employee chooses to participate in the early electronic 1095-C program, this is indicated by the Electronic 1095C Form option in the Miscellaneous panel of the Employee Details > Tax tab. They will be able to log on to EP and check for their 1095-C using the 1095-C menu item before March 2. • Employees who do not elect to participate in the program will receive it in the mail. They can access it online starting on March 2.

Run the Electronic 1095-C Report You can run the Electronic 1095-C Report to see a list of employees for a selected year, their Form 1095-C register status, and who is receiving an electronic Form 1095-C. See Running the Electronic 1095-C Report on page 130 for details on running and reviewing this report.

Build 1095-C Registers for Employees At this point in the process of granting Form 1095-C access (See also Giving Employees Access to Form 1095-C on page 90) your organization must the 1095-C registers themselves. The details of this process are described in Building ACA 1095 Registers.

Display Forms 1095-C In Employee Portal (EP) This is the last part of a multi-step process for providing Form 1095-C access to employee users. See also Giving Employees Access to Form 1095-C. In PrismHR, you can allow employees to see their Form 1095-C information in Employee Portal (EP). On the Client Details > Benefits form, set Show In ESS to Yes for the year. If you do not select Yes or No, the system defaults to No.

Note: Once you have built the registers and confirmed that the information is complete, we recommend setting the Form 1095-C to display in Employee Portal (EP) for one year.

Additional Information about Building ACA Forms This section contains any other documentation relevant to the ACA data build process, including helpful notes and an FAQ.

ACA Penalty Avoidance Recommendations Before submitting Forms 1094-C and 1095-C to the IRS and your employees, PrismHR strongly recommends you review the contents of these forms for common errors resulting in penalties. The IRS leverages three types of penalties for (real, or perceived) employer mandate violations. These penalties are: • Failure to file/furnish: up to $270 (or more in the case of intentional disregard) per Form 1095-C with incorrect data or if the form is submitted late to the IRS/employees • 4980H(a): $2,320 per every full-time employee for any month the 95% minimum essential coverage (MEC) standard is not met, if a single employee receives a premium tax credit • 4980H(b): $3,480 per individual employee who was not offered MEC The most common errors that result in penalty assessment notices are usually self-evident reporting errors on Forms 1094-C and 1095-C. Two specific examples include: • Form 1094-C submissions with the MEC Indicator for one or more months set to No • Form 1095-C submissions with blank Box 16 Safe Harbor code entries

WARNING: In order to provide the most accurate reporting results possible, PrismHR uses configuration and data-driven logic when it sets the MEC Indicator and Safe Harbor codes. This leaves open the possibility that the system might set the MEC Indicator to No and leave Box 16 for Safe Harbor codes blank. Therefore, we highly recommend reviewing MEC indicators and safe harbor codes before submission.

Recommended Review Processes PrismHR recommends using the following processes to avoid potential issues when submitting Forms 1094-C and 1095-C to the IRS.

MEC Indicator Use the Part 3 of the Edit 1094 Form screen (See also Editing Form 1094-C Information on page 46) to adjust the MEC Indicator for all ALE clients. The values for any month and client can be edited. If a value for any month is incorrectly set to “No”, set it to “Yes.”

Safe Harbor Codes Use the Form 1095-C Register Export utility (See also Exporting 1095 Registers on page 85) to review system- generated safe harbor codes on this form.

The default download configuration produces all Form 1095-C data for all clients and employees in our import format. You can scan the output to identify any missing safe harbor codes.

To add or edit any codes in the export file: 1. Edit the export file. 2. Save the file on your local machine. 3. Import the updated file back into the system (See Importing Form 1095-C Data on page 55). You can also adjust Form 1095-C data per employee directly (See also Editing Form 1095-C Information on page 53).

ACA 1094 Count Report In PrismHR, use the ACA 1094 Count Report (found in the Reports menu under HR > Report) to review MEC Indicator values per employee for any month of the year.

MEC must be offered to at least 95% of ALE Member’s full-time employees and their dependents. The report tests if employees are included in the count by using the total full-time count for any month as the denominator, and the total MEC count for any month as the numerator. On this report, review any employee with 1 for full-time count (FT) and 0 for MEC, as this indicates they should have been offered MEC, but were not. This is any employee out of a 2D limited non-assessment period that either: • was a full-time employee for the month, or • was identified as being ACA Full Time for that month on the ACA Offered Employees register.

Common Sources of Coding Issues Coding issues are a common source of configuration/data errors within PrismHR. The most common of these errors are related to incomplete medical plan setup, including: • System-level ACA configuration in Group Benefit Plans (in the Back Office menu under System|Change) • Company-level eligibility rules in Benefit Plans (found in the Client menu under Client|Change) ACA data and Form 1095-C registers must be rebuilt in order for configuration changes to take effect. To rebuild ACA data and Form 1095-C registers, see: • Rebuilding ACA Data • Building ACA 1095 Registers

More Notes About Offer Code Calculation The system calculates the offer codes based on information entered in the various forms that pertain to the ACA.

A few notes about this calculation logic: • The system replaces 1E with 1A when the employee share is less than the federal poverty line. • If an employee has the 1G offer code in a month, the employee’s share and safe harbor codes (Lines 15 and 16) are empty. • Code 1J indicates that the employee was offered a medical plan that covers the employee and conditionally covers a spouse. • Code 1K indicates that the employee was offered a medical plan that covers the employee and other dependents and conditionally covers a spouse. • Codes 1I and 2I were valid for reporting year 2015. They are not valid codes for any year after that. • Codes 1L through 1S were introduced in 2020. They correspond to individual coverage health reimbursement accounts (HRAs) offered to employees, non-employees, spouses, and dependents. Some codes also determine whether the employee’s worksite ZIP code or their residential ZIP code displays on line 17, which was also introduced on the 2020 version of the form.

ACA User Guide © 2026 PrismHR 96 1095-C Line 14: Offer of Coverage Codes for ACA Reporting Note: The HRA chart is based on the IRS instructions for Form Is a Health Reimbursement 1095-C. There is no Meets ACA Minimum Arrangement (HRA)? system logic for Essential Coverage assigning these codes Requirements? Yes automatically. You must Yes No assign them to 1R Affordable? employees manually, as No needed. Provides ACA Minimum 1A 1F Yes Value? Offered to Full- No Yes Yes Time Employee? 1S 1L Affordable (less than or Minimum Essential Residence Yes equal to 9.5% of the Yes Coverage offered to No Covers mainland Federal Poverty Employee, Spouse, and ZIP Code Used: Dependents? Level)? Dependents? Employment Yes No 1O Covers Spouse Yes and Dependents? No

                                Covers Spouse?

                        Yes                             Conditional                             ZIP Code Used:                                          ZIP Code Used:
                                          No

         Covers                       Covers                     Covers             Residence                Employment                    Residence                 Employment
       Dependents?                  Dependents?                Dependents?
       Yes        No             Yes      No                Yes       No             1N                          1Q                            1M                        1P

      1E                       1C                         1K

                                                                                          Self-insured employers: Employees who
                                                                                            were enrolled but were not full-time           Yes          1G for all
                   1D                         1B                      1J
                                                                                          employees for any month of the calendar                      12 months
                                                                                                           year.

1095-C Line 16: Section 4890H Safe Harbor Codes Was the employee No employed on any day of 2A the month? Yes Enrolled in ACA Minimum Yes Essential Coverage 2C offered for entire month? No

Was the employee No No Part-time limited non- employed full-time for 2B assessment period? the entire month? Yes Yes

Full-time limited non- Yes 2D assessment period?

          No

                        Yes       Offers of coverage upon

Terminated mid-month? 2B termination?

          No
                             No
                                                                                This safe harbor code is not

Employer eligible for Yes supported by the system. multiple-employer 2E Must be set manually, if interim rule relief? appropriate. No

W-2 Safe Harbor used Yes 2F and satisfied?

No

Federal Poverty Line Safe Yes Harbor used and 2G satisfied? No

Yes

Rate of Pay Safe Harbor 2H used and satisfied?

           No

                                              Yes                  Leave Line
No codes apply?
                                                                    16 blank

Chapter 11 Building Form 1094-C and Form 1095-C

Notes on Form 1094-C and Form 1095-C Note the following about the way the system handles the information and builds the registers for these forms.

Employee Data in the Form 1094-C Register Build The Full-Time Employee Count includes any employee who was active on the first of a month that the system determined to be ACA full time for the month. It determines this at the time of the register build or the import.

Employees in the Form 1095-C Register Build Employees’ employment status determines whether they are included in the Form 1095-C register build.

Full-Time Employees If an employee is flagged as full-time, the system considers them eligible on the first of the month that is three months after the hire date. If, under company eligibility rules, the employee was not offered benefits on or before that date, Line 16 is blank for those months.

Variable-Hour Employees If an employee qualifies for coverage under the client’s benefits eligibility rules, the system populates the correct code on the Form 1095-C. This is based on the entries in Offered Employees Maintenance form. See Setting Up ACA Offered Employees on page 60.

COBRA Enrollees The register build handles employees who were offered or enrolled in COBRA during the current year. Employees who were covered by COBRA but were not employed at any point during the year are correctly excluded from the register.

W-2 Wages for Affordability Testing Calculations The system factors the number of months that an employee was offered coverage into the Safe Harbor proration.

When the system uses the employees’ W-2 wages for affordability testing, it adjusts the amounts used in the calculation by performing these steps: 1. Get the year-to-date W-2 wages. 2. Get the number of months in the year when coverage was offered for any day in the month. 3. Get the number of months in the year when the employee was active on any day in the month. 4. Divide the number of months coverage was offered by the number of months employed. 5. Multiply the result by the W-2 wages. 6. Multiply that result by 9.5 percent (0.095). 7. If the lowest-cost contribution is less than or equal to the final result, then the plan is affordable.

Common Questions about Forms 1094-C and 1095-C These are some frequently asked questions about the IRS forms for Affordable Care Act (ACA) reporting.

What goes in Line 14 (Offer Code) and Line 15 (Employee Share)? The register build only looks at company-level eligibility and contribution rules when it determines what populates each employee’s line 14 and line 15. The system then scans through the contribution rules for the employee-only plan types for these benefit plans. Generally, the benefit plan with the lowest employee cost is used as the employee share, and this determines the value for the line 14. Preference is given to a 1A benefit plan, as well as 1I relief.

Note: If terminated employees receive offer codes, your organization probably did not set your eligibility rules to exclude terminated employees. If you receive 1H when you should not, your organization probably did not set a company-level rule entry for any medical plan.

Known Issue The system assumes one type of employee-only benefit plan per offering. If you have more than one, register build results may vary. This includes usage of networks where the employee is eligible for more than one network.

Workaround 1. Set up a “dummy” benefit plan by copying a benefit plan with multiple employee-only plan types (or multiple networks). 2. Assign a single employee-only plan type (the plan type with the lowest cost available to the employee) to this benefit plan. 3. Assign this benefit plan to the company. Make sure to enter a start date that matches when the benefit should be considered for register build purposes. 4. Assign the appropriate eligibility and contribution rules to this benefit plan. If the above steps do not work, terminate the benefit plan that is causing the issue at the company level, making sure to backdate the termination date to a day before January 1 of the current reporting year.

An employee register was note built. What happened? There are circumstances where the system might not build a register for an employee when your organization believes that employee should have one. Form 1095-Cs are only necessary for those employees entitled to an offer of coverage during any part of the reporting year. This includes the following: • Employees who have the full-time Employee Type, who were hired on or before September 1, and who are therefore out of their limited non-assessment period before the end of the year. • Employees listed in the company’s Offered Employees Maintenance form. Your organization must use this register to alert the system of any variable-hour employee (employees who have the part-time Employee

Type), who measured full-time in a previous measurement period. You must enter these employees in the
company’s Offered Employees Maintenance and include the start and end dates of their subsequent stability
period. The system treats these employees as full-time and entitled to an offer of coverage for the duration
of this stability period.

Note: Check your system-level setup to see if your employee type codes are appropriately flagged as full- or part-time.

Why are there blank entries in Line 16? Once an employee is entitled to an offer of coverage (see the previous question for more information), there are three possible scenarios for Line 16 (Safe Harbor Code): • The value 2C, if the employee was enrolled in any medical coverage for the entire month • Depending on which safe harbor you select, the values 2F, 2G, or 2H, if the employee share meets that safe harbor standard • A blank value, if the system determines that the safe harbor was not satisfied by comparison to the employee share For the W-2 wages safe harbor, federal regulations provide a very specific method of proration for any employee not offered coverage for the entirety of the year. For the rate-of-pay safe harbor, federal regulations provide numerous options based on changes in rate-of-pay, whether an employee is salaried or paid hourly, and whether the plan offerings are calendar year.

Known Issues • When using the rate-of-pay safe harbor with a non-calendar year plan entry, entering rate-of-pay changes may result in the incorrect rate being used to calculate the safe harbor. The PrismHR Customer Support Team recommends that you review the results for any employee with a rate-of-pay change during the appropriate plan years when using this safe harbor. • In some instances, you may get a blank safe harbor entry in the employee’s month of termination. The PrismHR Customer Support Team recommends that you review the register build results for any employee terminated during that year.

Why is a 2D Code in Line 16? The value 2D may appear on the 1095-C for any full-time employee hired between October 2 of the previous year and September 1 of the current reporting year. The standard limited non-assessment period for full-time employees is three months, plus any first partial month after hire. 2D is the code associated with the limited non-assessment period. The system prioritizes 2D over anything other than 2C. Therefore, a 2D code would be appropriate, and take precedence over anything other than 2C, for the following: • Three consecutive months, starting with the month of hire, for any employee hired on the first of the month; and • Four consecutive months, starting with the month of hire, for any employee not hired on the first of the month.

Chapter 12 Transmitting ACA Data to the IRS The PrismHR system can electronically transmit client ACA returns to the IRS. This process is called E-filing.

Note: If you want to electronically transmit your Forms 1094-C and 1095-C, you must register in the ACA Information Returns (AIR). You can register with the IRS at this link.

These procedures are required for each 1094-C client account that you need to submit:

Step Description Reference 1 After registering with the IRS, enter your TCC in the system. See Setting Up ACA Transmitter Control Information on page 102. 2 Create and send the test files. See Creating the Test Submission on page 104. 3 Once the IRS approves the test submission for the client, See Creating the ACA Transmission File create and submit the transmission files. on page 112. 4 Submit the files to the IRS using their AIR UI Channel. See also AIR Transmission: Uploading the ACA Files on page 116 5 After submitting the files, you will receive a receipt ID from See Entering the IRS Receipt ID on page the IRS that you need to track. 118.

In some circumstances, you might need to correct or replace information: • Corrections: If you need to make adjustments to a client or employee after the IRS accepted the transmission, you can send a correction. See Submitting a Correction on page 120. • Replacements: If the IRS rejected a transmission or submission, you must send a replacement. See Submitting a Replacement on page 123. If you encounter problems, see ACA Transmittal Tips & Tricks on page 125 for suggestions.

Setting Up ACA Transmitter Control Information Note: This form does not use Client Access Group Security.

Under the Affordable Care Act (ACA) insurance companies, self-insured companies, and large businesses that provide health insurance to their employees must submit information returns to the IRS reporting on the health insurance coverage of each individual. You are required to file electronically if you plan to submit 250 or more returns. You must have a Transmitter Control Code (TCC) to electronically file AIR Forms 1094/1095-B and 1094/1095-C. You can obtain this code during the registration process. Use the ACA Download Master Code form to add your master code to PrismHR.

To download the master code for the Affordable Care Act: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Setup and Global Setup, select ACA Download Master Code. 4. Complete these fields as required:

Field Description Transmitter Control Code The TCC that was assigned during the ACA registration process. Transmitter Name The name associated with the TCC. Employer ID Number The employer ID number associated with the TCC. The following information is required for the CompanyInformationGrip section: Company Name The name of the company associated with the TCC. Company Address The street address of the company associated with the TCC. City, State, Zip Code The city, state, and zip code associated with the TCC. Contact Name The name of the contact associated with the TCC. Contact Phone The phone number of the contact associated with the TCC.

Click Save.

Entering State TCCs You can use the table at the bottom of this form to enter any Transmitter Control Codes assigned by state-level reporting authorities. In a new row, enter a two-character State code (for example, CA) and its corresponding Transmitter Control Code, as needed.

Creating the Test Submission This process creates an XML file and populates the required fields for a test communication to the reporting body. Once the reporting body (for example, the IRS) informs you that your test submission was accepted, you do not need to use this procedure again. The IRS provides various test scenarios, and each test requires the system to have invalid Social Security numbers embedded. The system is configured to allow the SSN required for Tests 3-0 and 3-1. Please use Tests 3-0 and 3-1 for the approval process, as described here.

Note: For further details, please see the Test Package for Electronic Filers of Affordable Care Act (ACA) Information Returns (AIR) here.

Overview To set up data for the one-time IRS test transmission: 1. Set up your test client. 2. Set up your test employee. 3. Update the client Form 1094 record. 4. Update the employee Form 1095 record. These steps are reviewed in detail below.

Setting Up the Test Client Ensure that your test client has the following setup. Create a new test client if one does not already exist. Otherwise, update the existing client.

Field Value Client Name (DBA) Selitestthree Legal Name Selitestthree Address 6689 Willow Court ZIP Code 90211 City Beverly Hills State CA Tax tab > Federal Employer ID Number 000000301

Click Save when finished.

Setting Up the Test Employee Ensure that your test employee has the following setup. Create a new test employee if one does not already exist. Otherwise, update the existing employee.

Field Value Last Name Southern First Name Theresa Employee SSN 000000350 Resident Address Details Address 342 Ash Ave

ZIP Code 98104 City Seattle State WA County King

Click Save when finished.

Updating the Client Form 1094 Record You must set up the information as described below, and only that information. If you submit information in any fields not included in these procedures, the IRS might reject your submission.

To set up the 1094 record for a one-time test transmission: 1. Ensure that you have set up the test client and employee as described above. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Processes, select Edit 1094 Form. 4. Select the appropriate year.

In the Part 1 panel, enter the following information:

Field Value 7. Contact Name Rose Lincoln

Contact Phone 555-987-6542 Designated Government Entity
Name Selitestthree State Government
Employer EIN 000000302
Street Address 1155 Alder Avenue
City Sacramento
State CA
Country/Zip Code (leave Country blank) 94203
Contact Name Sam Castle
Contact Phone 555-111-5555
In the Part 2 panel, enter the following information:

Field Value 20. Total Forms 1095-c File By And/or On Behalf Of Ale Member 455 21. Is ALE Member a Member of an Aggregated ALE Group? Yes

In the Part 3 panel, enter the following information:

Field Value 23. All Twelve Months A. Minimum Essential Coverage Offer Indicator Yes D. Aggregated Group Indicator Enabled Individual months (lines 23-35) A. Minimum Essential Coverage Offer Indicator Set all to Yes B. Section 4980H Full-Time Employee Count for ALE Set the following values for each Member month: • Jan: 312 • Feb: 312 • Mar: 315 • Apr: 320 • May: 322 • Jun: 325 • Jul: 329 • Aug: 333 • Sep: 341 • Oct: 344 • Nov: 361 • Dec: 372

Field Value C. Section 4980H Full-Time Employee Count for ALE Set the following values for each Member month: • Jan: 351 • Feb: 352 • Mar: 358 • Apr: 365 • May: 369 • Jun: 376 • Jul: 372 • Aug: 369 • Sep: 366 • Oct: 363 • Nov: 377 • Dec: 385 D. Aggregated Group Indicator Enable each box for all months

In the Part 4 panel, add the following items to the grid of other Aggregated ALE Group Members:

Name EIN Selitestthree Subsidiary One 000000302 Selitestthree Subsidiary Two 000000303 Selitestthree Subsidiary Three 000000304 Selitestthree Subsidiary Four 000000305

Finally, in the Federal Transmittal Information panel: • Set Test Scenario to 3-0. • Set Test Month to 1.
Click Save.

Updating the Employee Form 1095 Record You must set up the information as described below, and only that information. If you submit information in any fields not included in these procedures, the IRS might reject your submission.

Note: No other 1095 records should exist for this test client and year.

To set up the 1095 record for a one-time test transmission: 1. Ensure that you have completed the procedures above. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Processes, select Edit Employee 1095 Form. 4. Select the appropriate Employee ID and Year. 5. Set up the Employee Offer of Coverage grid as follows:

Month Offer Code Employee Contribution Amount Safe Harbor January 1H February 1H March 1H April 1H May 1H June 1E 139.00 2C July 1E 139.00 2C August 1E 139.00 2C September 1E 139.00 2C October 1E 139.00 2C November 1E 139.00 2C December 1E 139.00 2C

In the Federal Transmittal Information panel, set Test Scenario to 3-1.
Click Save.

Generating the Test Submission Once you have set up the test client and test employee (and their 1094 and 1095 records), you are ready to create the test file.

Note About File Sizes The transmission file must be smaller than 100 MB. However, there is no consistent rule about the number of records that will cause a file to exceed 100 MB. Internal testing shows that it involves many thousands of employees. Please check the size of the output file after you create it. If it exceeds the limit, use the From Employee and To Employee fields as described below to specify a range of employees instead.

Procedure

WARNING: Before running this process, ensure that there are no users accessing any 1094-C or 1095-C records in the system. If anyone is editing those records, the system will hang.

To send the test submission to the IRS:

Select the Reports menu , then navigate to HR|Report > ACA Transmission File.
Enter the appropriate Year.
Enable the Test Mode option.
If this is a large client and you need to create multiple smaller files, use the From Employee and To Employee fields. The IRS requires that the XML file be less than 100 MB in size. If the file size does not exceed 100 MB, continue.
Set Submission Type to Original.
Click Create File. If there are many hundreds or thousands of records, this can take a few minutes; the system might time out without warning you. Please contact the PrismHR Customer Support Team if you experience an issue. HRPyramid Web Edition users, please note that the Create File button disappears while the file builds. When the system is ready, the button will reappear and you can continue with the next client or transmission file.

Checking the Generated File The system creates a ZIP archive containing two files: the form file and the manifest file. The manifest file includes the unique transmission ID for the client company, and the system populates that ID in the Par 1 panel of the Client 1094 record. If you unzip the aca.zip file, you will see two XML files with similar names, as in the example below. The manifest file has the prefix Manifest_, and the other file contains the Form 1094-C and Form 1095-C information. Make sure that the files are smaller than 100 MB. If they are not, you must perform the procedure again and follow the instructions for . You can also for more information.

Note: The two files you ultimately submit must have the same time stamp (check the Date modified column in your file explorer, as shown below).

See also Reviewing the ACA Transmission File XML Output on page 114 for error checking suggestions. When you are satisfied with the contents of the files, you can submit them to the IRS (see AIR Transmission: Uploading the ACA Files on page 116 or the appropriate state reporting entity. Remember: as soon as you receive your receipt ID from your reporting entity, enter it in the system: see Entering the IRS Receipt ID on page 118.

Creating the ACA Transmission File Note: This form supports entity-level security for Worksite Managers and Worksite Trusted Advisors, as defined on the Users > Actions > Data Security form.

Introduction When you are ready to finalize your submission, you can create and submit your official (“Original”) transmission file. To review details about this process, refer to Section 4 of the Guide for Electronically Filing Affordable Care Act (ACA) Information Returns for…Transmitters.

California Reporting As part of the state’s 2021 individual health care mandate, California requires self-insured employers to submit their reporting data to the California Franchise Tax Board. The specifications for this transmission file differ from those of the federal transmission file. If you need to create the California version of the file, select California in the State Code field.

New Jersey Reporting If the ACA Third Party Download (see Creating the ACA Third Party Download/1095 Export on page 87) indicates that employees resided in New Jersey in the prior year, you can enable NJ State Submission to report only those residents, as specified by state requirements. While the Third-Party Download includes a similar option for Washington, D.C., there is no D.C. equivalent to this setting on this form, because D.C. reporting requirements are different and do not require a filtered submission like New Jersey does.

Procedure WARNING: Before running this process, ensure that there are no users accessing any 1094-C or 1095-C records in the system. If anyone is editing those records, the system will hang.

Note: Please only use the Jurat Signature PIN, Person Title Text, and Signature DT fiels if you know precisely what should go in them. If you enter the wrong information, or the information is in the wrong format, the IRS will reject the submission.

To create the ACA transmission file: 1. First, go to the Form 1094-C data screen (in PrismHR, go to Work Centers|Compliance > ACA Processing > ACA Processes > Edit 1094 Form). Ensure that the Year is correct and that the Test Scenario Code and Test Start Month fields are blank. 2. Click Save. 3. Next, go back to the ACA Transmission File form in PrismHR: go to Work Centers|Compliance > ACA Processing > ACA Processes > ACA Transmission File. Worksite Managers and Worksite Trusted Advisors can access this report through Reports > HR | Report >ACA Transmission File. Worksite Managers and Worksite Trusted Advisors can access this report through Reports > HR | Report > ACA Transmission File. 4. Enter the Year: for example, 2026. 5. In certain situations, you may need to report multiple clients as one single company. In this case, select the IDs of any additional clients you want to include in the file (See ACA Transmittal Tips & Tricks on page 125). 6. Use the From Employee and To Employee fields only if this is a large client and you need to create multiple smaller files: the IRS requires that the XML file be less than 100 MB in size. for detailed instructions. 7. In the State Code field, select Federal or California. 8. Set Submission Type to Original. 9. If appropriate, identify this transmission file as a NJ State Submission. See the note above. 10. Click Create File. If there are many hundreds or thousands of records, this can take a few minutes; the system might time out without warning you. Please contact the PrismHR Customer Support Team if you experience an issue.

Checking the Generated File The system creates a ZIP archive containing two files: the form file and the manifest file. The manifest file includes the unique transmission ID for the client company, and the system populates that ID in the Edit 1094 Form > Part I tab. If you unzip the aca.zip file, you will see two XML files with similar names, as in the example below. The manifest file has the prefix Manifest_ , and the other file contains the Form 1094-C and Form 1095-C information. Make sure that the files are smaller than 100 MB. If they are not, you must perform the procedure again and follow the instructions for . You can also for more information.

Note: The two files you ultimately submit must have the same time stamp (check the Date modified column in your file explorer, as shown below).

See also Reviewing the ACA Transmission File XML Output on page 114 for error checking suggestions. When you are satisfied with the contents of the files, you can submit them to the IRS (see AIR Transmission: Uploading the ACA Files on page 116 or the appropriate state reporting entity. Remember: as soon as you receive your receipt ID from your reporting entity, enter it into the system: see Entering the IRS Receipt ID on page 118.

Reviewing Transmission File History On the Form 1094-C edit form, you can view a list of past transmission files for a specific employee or client, for both the Federal and California downloads.

Reviewing the ACA Transmission File XML Output Open the XML output file in a text editor, like Notepad, and search for the words “Issue”, “Omit”, and “Null”. • If you find “Issue” then there is a data discrepancy on the client side. • If you find “Omit” or “Null” then you need to contact PrismHR Customer Support for assistance.

Checking that the File Size is less than 100 MB The IRS requires that files be smaller than 100 MB. The size of a file is dictated by the number of characters in it, so file size varies based on many different factors. There is no hard and fast rule about the number of records that will cause a file to exceed 100 MB. Internal testing shows that it involves many thousands of employees. You must check the size of the output file to ensure that it is the correct size. If the file is larger than 100 MB, use data from an employee report to complete the From Employee and To Employee fields. See

Using the From Employee and To Employee Fields Use the From Employee and To Employee fields in the ACA Transmission Form only if the output files you created for this client were larger than 100 MB. With these fields, you can specify a range of employee IDs to include in the file. Using some simple math, you can calculate the approximate number of employees you can include on the file based on the size of the original output file, and then use the report output below to adjust your range appropriately.

To use the From Employee and To Employee fields:

Step 1: Run the Employee Report, Sorted by ID 1. Select the Employee Name report and set the Primary Sort to Employee ID. 2. Click Run.

Step 2: Use this Information In the Submission Process 1. In the Employee From and Employee To fields, enter the range of employees that will reduce the size of the output file to meet the IRS requirements. For example, if you generated a file for all of the client’s employees and the output file was 150 MB, you can estimate that if you include the first half of the employees from the report in first file and the second half of the employees in the second file, then each of the two output files will be less than 100 MB. 2. Proceed with the remaining steps in the process, then check the size of the output file. If any file exceeds the limit, begin the procedure again and use a more limited range of employees.

AIR Transmission: Uploading the ACA Files Use these instructions as general guidelines for submitting final client information to the IRS. If you submit this file to the state of New Jersey or to Washington, D.C., you must select the NJ State Submission option before you create the file. When you select this option, the system appends a record to the transmission file for every employee who resided in New Jersey or D.C. at some point during the year.

Note: These instructions are not meant to replace the instructions provided by the IRS or your state reporting body. Refer to Section 4 of the Affordable Care Act (ACA) Information Returns (AIR) Submission Composition and Reference Guide, or any documentation provided by your state government.

To submit your ACA transmission files: 1. Log in to the AIR UI Channel (Testing or Production) using the credentials for the Contact or Responsible Official on the AIR TCC Application. 2. Select the organization and click Submit Selected Organization. 3. If prompted, select AATS and click Submit Selected Version. The Affordable Care Act Information Returns page displays. 4. Click Upload ACA Forms. The ACA Transmission File Upload page displays. Use it to upload the Manifest and Form files that you generated for the client. Make sure that these files have the same time stamp and have same names (aside from the prefix), or the IRS will not accept the transmission. 5. Click the Browse button next to the Manifest File field. 6. Find and select the manifest file for the upload. This is the file that begins with the Manifest_ prefix. 7. Click the Browse button next to the Form File field. 8. Select the form file for the upload. It has the same name as the manifest file, only without the prefix. 9. Verify that the information in the ACA Transmission File Upload page is correct.

Click Transmit. • If there is a problem with the files, the system requires you to correct them. • If there is not a problem “at the door”, the system takes you to a page with the Receipt ID. You must make record of it: see Entering the IRS Receipt ID on the next page.

Checking the AIR Transmission Status Use these instructions as general guidelines for checking the status of the transmission.

Note: These instructions are not meant to replace the instructions provided by the IRS. Refer to Section 4 of the Affordable Care Act (ACA) Information Returns (AIR) Submission Composition and Reference Guide.

To check the status of your transmission file: 1. Log in to the AIR UI Channel (Testing or Production) using the credentials for the Contact or Responsible Official on the AIR TCC Application. 2. Select the organization and click Submit Selected Organization. 3. On the Select the AATS Version page, select AATS [Year] and click Submit Selected Version. The Affordable Care Act Information Returns page displays. 4. Click Check Transmission Status. The Transmission Status Record page displays.

Enter your TCC.
Enter the Receipt ID.
Click Find. The Transmission Status Details page displays.

Click Back to return to the Transmission Status Record page. Click Print to print the details.

Entering the IRS Receipt ID You must enter the receipt ID for each transmission once you receive it from the IRS.

Note: The receipt ID is different from the submission ID. Make sure you enter the Receipt ID into the system.

After you successfully submit your transmission, the IRS system displays the Transmission Confirmation page, including the Receipt ID and other information.
Open the Work Centers menu and select ACA Processing under Work Centers|Compliance.
Select Edit 1094 Form under ACA Processes. Locate the panel labeled Federal Transmittal Info.
Enter the corresponding Receipt ID provided by the IRS, whenever they supply it. You MUST perform this step after you receive the Receipt ID!
Click Save.

Entering the California Receipt ID If you submitted your transmission files to the State of California, you can use a state-specific table on the Form 1094-C screen to enter the receipt ID they gave you.

To enter a receipt ID provided by California: 1. Open the Work Centers menu and select ACA Processing under Work Centers|Compliance. 2. Select Edit 1094 Form under ACA Processes. If a California transmission file exists, the form displays a panel labeled California Transmittal Info. This panel includes a grid that lists basic metadata about the file, including the transmission ID and date and time of transmission. 3. In the Receipt ID column, enter the receipt ID provided by the State of California. 4. Click Save.

Viewing Employee-Level Information You can also view transmission file data for California employees who were included in the build.

To view this data: 1. Open the Work Centers menu and select ACA Processing under Work Centers|Compliance. 2. Select Edit Employee 1095 Form under ACA Processes. If a California transmission file exists, the form displays a panel labeled California Transmittal Information. 3. In the grid, review the relevant transmission file IDs and their corresponding record IDs.

Submitting a Correction Introduction If you need to correct a Form 1094-C record or any Form 1095-C records after you already made an accepted submission to the IRS, you need to submit a correction file. This file only includes the employees whose information changed. For detailed information about submitting corrections to the IRS, please see Section 7 of the Guide for Electronically Filing Affordable Care Act Information Returns for…Transmitters.

State Reporting For details about PrismHR’s support for state reporting, please see the introductory material under Creating the ACA Transmission File.

Note About File Sizes According to IRS guidelines, the transmission file must be smaller than 100 MB. However, there is no consistent rule about the number of records that will cause a file to exceed 100 MB. Internal testing shows that it involves many thousands of employees. Please check the size of the output file after you create it. If it exceeds the limit, use the From Employee and To Employee fields as described below to specify a smaller range of employees instead.

Procedure WARNING: Before running this process, ensure that there are no users accessing any 1094-C or 1095-C records in the system. If anyone is editing those records, the system will hang.

Before starting the correction process, ensure that you already have the Receipt ID for the transmission you need to correct. Please only use the Jurat Signature PIN, Person Title Text, and Signature DT if you know precisely what should go in those fields. If you enter the wrong information, or the information is in the wrong format, the IRS will reject the submission.

To submit an ACA correction file: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Processes, select Edit 1094 Form. 4. Under the Federal Transmission Info tab, select Send As Correction. 5. Click Save. 6. For each employee that you need to correct: • Go to the employee Form 1095-C edit form (Editing Form 1095-C Information).

•    Enter the Employee ID.
•    Select Send As Correction.
•    Click Save.

Log in to PrismHR, click the Reports menu , and navigate to the HR|Report > ACA Transmission File form. In HRPyramid Web Edition, select ACA Transmission File from the Self-Service Reports menu.
Enter the Year.
In certain situations, you may need to report multiple clients as one single company. In this case, select the IDs of any additional clients you want to include in the file (See also ACA Transmittal Tips & Tricks on page 125).
Use the From Employee and To Employee fields only if this is a large client and you need to create multiple smaller files. The IRS requires that the XML file be less than 100 MB in size. for detailed instructions.
In the State Code field, select Federal or California depending on which transmission file you want to create.
Set Submission Type to Correction.
If you are submitting a Federal correction, select whether the Correction Type is for the 1094 or 1095.
Enter the Original Receipt ID from the IRS.
Click Create File. If there are many hundreds or thousands of records, this can take a few minutes; the system might time out without warning you. Please contact the PrismHR Customer Support Team if you experience an issue.

Note: The two files you ultimately submit must have the same time stamp. Check the Date modified column in your file explorer, as shown below.

see Reviewing the ACA Transmission File XML Output on page 114 for error-checking suggestions. When you are satisfied with the contents of the files, you can submit them to the IRS (see AIR Transmission: Uploading the ACA Files on page 116 or the appropriate state reporting entity. Remember: as soon as you receive your receipt ID from your reporting entity, enter it into the system (see Entering the IRS Receipt ID on page 118).

Submitting a Replacement Introduction You only need to submit a replacement when the IRS rejects a transmission or submission after it “gets through the door” to them. This process replaces the entire file. For detailed information about replacement files, please see Section 7 of the Guide for Electronically Filing Affordable Care Act Information Returns for…Transmitters.

State Reporting For details about support for state reporting, please see the introductory material under Creating the ACA Transmission File.

Procedure Before you begin, ensure that you have the original receipt ID for the transmission that you need to replace. Note that the receipt ID is different from the submission ID. Make sure you use the receipt ID.

WARNING: Before running this process, ensure that there are no users accessing any 1094-C or 1095-C records in the system. If anyone is editing those records, the system will hang.

Note: Please only use the Jurat Signature PIN, Person Title Text, and Signature DT if you know precisely what should go in those fields. If you enter the wrong information, or the information is in the wrong format, the IRS will reject the submission.

To submit an ACA replacement file: 1. Log in to PrismHR, select the Reports menu and navigate to HR|Report > ACA Transmission File. 2. Enter the appropriate Year. 3. In certain situations, you may need to report multiple clients as one single company. In this case, select the IDs of any additional clients you want to include in the file (See ACA Transmittal Tips & Tricks on page 125). 4. Use the From Employee and To Employee fields only if this is a large client and you need to create multiple smaller files: the IRS requires that the XML file be less than 100 MB in size. for detailed instructions. If the file size does not exceed 100 MB, continue. 5. In the State Code field, select Federal or California depending on which transmission file you want to create. 6. Set Submission Type to Replacement.

Select the Replacement Type, based on the instructions from the IRS: • Replacing Transmission: replacing the entire file to resolve a transmission error. • Replacing Submission: replacing the entire file to resolve a submission error.
Enter the Original Receipt ID that you received from the IRS or the corresponding reporting entity.
Click Create File. If there are many hundreds or thousands of records, this can take a few minutes; the system might time out without warning you. Please contact the PrismHR Customer Support Team if you experience an issue. HRPyramid Web Edition users, please note that the Create File button disappears while the file builds. When the system is ready, the button will reappear and you can continue with the next client or transmission file.

Note: The two files you ultimately submit must have the same time stamp (check the Date modified column in your file explorer, as shown below).

see Reviewing the ACA Transmission File XML Output on page 114 for error checking suggestions. When you are satisfied with the contents of the files, you can submit them to the IRS (see AIR Transmission: Uploading the ACA Files on page 116 or the appropriate state reporting entity. Remember: as soon as you receive your receipt ID from your reporting entity, enter it into the system: see Entering the IRS Receipt ID on page 118.

ACA Transmittal Tips & Tricks Use this information if you need help during the IRS electronic transmission process.

Important: Register Rebuilds Require PrismHR Support If you already submitted an original file and you find that you need to rebuild the 1095-C registers, you must contact PrismHR support! Do not do this without assistance from a representative of the PrismHR Customer Support Team. Rebuilding the 1095-C registers on your own could cause you to lose critical transmission ID data and the IRS will reject your new transmission in that case.

Contacting Support If you need to contact the PrismHR Customer Support Team, please provide this information in your ticket: 1. Take a screenshot of the errors. 2. Click Download and save the error file. 3. Open a support ticket and include the screenshot. 4. When a support representative contacts you, send a secure e-mail containing the files you submitted to the IRS and the detailed download of errors.

Additional Clients Based on client setup, you might need to select additional clients so that you can file your forms correctly with the IRS. Our system creates Form 1094-C and Forms 1095-C at the client level. If you select additional clients, they will all be reported under the Form 1094-C filing of the active client. This includes all employee Forms 1095- C.

One possible real-world example is a staffing organization that needs to separate a single company into multiple client accounts.

Keep Transmission IDs and Receipt IDs Make sure you keep a record of each transmission ID and its corresponding receipt ID, when you receive it from the IRS. The system populates the transmission ID on “Edit 1094 Form” (See also Editing Form 1094-C Information on page 46), but you must enter the receipt ID when the IRS sends it to you.

Note: The receipt ID is separate from the submission ID. Make sure you use the receipt ID.

Transmission versus Submission A transmission is an entire file that you transmit to the IRS. The transmission also contains the submission, which is the Form 1094-C record with or without associated Form 1095-C records. At this time, PrismHR supports only one submission per transmission. That means that there will be only one Form 1094-C on each XML file that you create in the system. It is possible that the IRS will reject either the transmission or the submission. • If they reject the transmission, that means that there is something inherently wrong with the file overall. • If they reject the submission, there are some specific issues with the file. When you submit a replacement, you will indicate whether you are replacing a transmission or submission based on the rejection statement from the IRS.

Error in Transmission File Upload If you receive an immediate error upon submission (as shown below), you need to submit another transmission using the same type, whether it was an original, correction, or replacement.

Transmission/Submission Accepted with Errors If a transmission or submission is accepted with errors, you should submit a correction. The IRS will identify the specific items that are in error. For example, they might specify an item in the Form 1094-C or certain Forms 1095-C. Once you make the corrections, submit them: see Submitting a Correction on page 120. If you cannot resolve the problem, submit a ticket to the PrismHR Customer Support Team: to see the information you need to provide so that they can quickly assist you.

Correcting a Correction Consider the following special case: 1. The IRS accepted a transmission, with errors. 2. You submit the correction and the IRS accepts it. 3. Later, you determine that you actually need to make another correction to that record. In this case, when you submit the correction, you need to use the receipt ID for the correction (not receipt ID of the original transmission).

The IRS Rejected My Transmission or Submission If the IRS rejects your original transmission or submission (as in the case below), then you must send another one using the Replacement Submission Type. • Do not use replacement for rejected corrections. See Submitting a Replacement on page 123. • If you are having trouble understanding the issues, see Contacting Support above.

What do the error codes mean? See Appendix A of the AIR Submission Composition and Reference Guide for a list of error codes and descriptions.

Other Common Issues Here are some common issues that can cause the IRS to reject a transmission, or accept it with errors: • Any non-standard punctuation, as well as starting or trailing spaces • A covered individual is listed, but not marked as “covered” for any month • The value in an All 12 months field is different from a setting in any an individual month or months • Invalid Social Security or Employer Identification numbers • Invalid Receipt ID • Incomplete data, such as the information for only the first six months of a year • Sending the same file after it got “through the door” and was rejected (you must send a new one). • Creating the wrong type of file (original, replacement, or correction). If you submit an original and it should be a replacement, the IRS rejects it. • Manually editing a file: the manifest has a checksum and a file size count. If someone manually edits the form file and does not manually edit these, it will not work. • Trying to submit a test file for a client after your TCC code has moved to the IRS Production system. • Attaching the wrong files to send to the IRS, such as the Form file from one ZIP and the Manifest file from another.

Chapter 13 Other ACA Reports The system includes several other reports to help you during your ACA setup and compliance processes.

Accessing the ACA Report Library The ACA Reports form provides access to any Affordable Care Act reports generated in the system. In the ACA User Guide, this form is called the ACA Report Library. To access this form, open the Back Office menu and select ACA Reports under System|View.

Click to open a report as a PDF. Click to view the print service information.

Granting ACA Report Access to Client Users Though most ACA processing forms are only accessible to Service Provider users, you can give your client-level users – such as Worksite Managers and Worksite Trusted Advisors – access to certain ACA reports. To grant client users access to these reports, you must add that form to the User Role of the relevant user.

Note: To grant ACA report access to a client-level user, you must select the path that starts from the Reports menu instead of the Work Centers menu. You cannot grant Work Center access to Worksite Managers or Trusted Advisors, but you can reach the same set of ACA reports from either menu.

Example For example, to grant a Worksite Manager access to the ACA 9.5% Rule Test Report: 1. Click Back Office. 2. Select User Roles under System|Change. 3. Enter or select the Role ID associated with the relevant client-level user. A list of accessible forms displays.

Click Add at the bottom of the User Roles form. A new form overlays on the previous one and displays a list of forms you can add to the role.
Locate the name of the form you want to add. For example: HR > Report > ACA 9.5% Rule Test Report.
Select that form in the list and then click Accept to return to the User Roles form.
Click Save on the User Roles form. Any Worksite Manager or Worksite Trusted advisor with this user role will now have access to the 9.5% Rule Test Report.

Running the Electronic 1095-C Report The Electronic 1095-C Report lists employees for a specified year, along with their Form 1095-C register status and the identity of the individual designated to receive an electronic Form 1095-C.

Procedure To run this report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Reporting, select Electronic 1095-C Report. 4. Enter the reporting Year. 5. If you want to include employees who have a Form 1095-C for the selected year, select Yes for Employees with 1095C. 6. If you want to include employees who elected early access to Form 1095-C, select Yes for Employees with Electronic 1095C Form. The report will include employees if Electronic 1095C Form is selected in the Tax section of their Employee Details record. 7. Click Run to generate the report.

Report The report includes the following columns: • Employee Name: Employee name displays as last name first. • Employee ID • 1095C Register: Y (yes) if the employee is listed on the 1095-C Register, or N (no) if they are not listed on the 1095-C Register. • Electronic 1095C: Y (yes) if the employee receives a electronic 1095-C or N (no) if they receive a paper 1095-C.

Running the ACA 1094 Count Report Note: This form supports entity-level security for Worksite Managers and Worksite Trusted Advisors, as defined on the Users > Actions > Data Security form.

Use the ACA 1094 Count Report to view a complete list of the employees that make up the Total and Full-Time Counts per month. In the system, this data is located on Part 3 of Form 1094-C (See also Editing Form 1094-C Information on page 46). This report indicates whether or not employees were included in the count and how they influence the Minimum Essential Coverage Offer for a year. PrismHR populates the Minimum Essential Coverage Indicator, Full-Time Employee Count, and Total Employee Count fields of the Form 1094-C when building Form 1095-C registers, or when you click Update Counts on the Edit Form 1094-C form. This data displays on the Form 1094-C third-party download, eFile, and PDF.

Procedure To run this report: 1. Open the Work Centers menu. 2. Under Work Centers|Compliance, select ACA Processing. 3. Under ACA Reporting, select ACA 1094 Count Report. Worksite Managers and Worksite Trusted Advisors can access this report through Reports > HR | Report > ACA 1094 Count Report. 4. Enter the report Year. 5. Enable Include Employer ID? to list employer IDs on the report. 6. Click Run. The ACA 1094 Count Report window displays.

Select Close to download the report. The report output file opens in Excel.

Report Columns Refer to the table below for a description of the report columns.

          Field Name                                       Description

         Employee ID             The employee ID number in PrismHR.

       Employee Name             The employee name in PrismHR.

          Employer ID            The ID of the employer that the employee was hired under.
                                 You must enable the Include Employer ID? field to view this
                                 column.

         (Month) Total           Indicates whether or not the employee was included in the
                                 total count, including full-time and non-full-time employees,
                                 and employees in a Limited Non-Assessment Period, for each
                                 calendar month.

                                 1 = Yes, 0 = No

          Field Name                                 Description

      (Month) Full-Time     Indicates whether or not the employee was included in the
                            total count for full-time employees, including employees in a
                            Limited Non-Assessment Period, for each calendar month.

                            1 = Yes, 0 = No

         (Month) MEC        Indicates whether or not the employee was included in the
                            minimum essential coverage (MEC) offer, for each calendar
                            month.

                            1 = Yes, 0 = No

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

SBEA User Guide

Source PDF: https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/SBEA-Guide.pdf
Original filename: SBEA-Guide.pdf
Pages extracted: 38

SBEA User Guide

Setup, processing, and reporting for compliance with the Small Business Efficiency Act (SBEA). PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.

Table of Contents SBEA User Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Introduction 5 SBEA Overview 5 Introduction to Certified PEOs and the Small Business Efficiency Act 5 SBEA Reporting Requirements 6 Setting Up SBEA Compliance in PrismHR 6 Client Federal Entities 6 Overview of SBEA Setup in PrismHR 6 Using SBEA Features 7 Important Notice About Enabling SBEA Features 8 Form W-2 for SBEA 8 Chapter 2 System-Level Setup 9 Enabling the SBEA Feature Set 9 Flagging Employers as Certified PEOs 9 Limit Testing on Employer Register 10 Creating Client Federal Entities 11 Updating Vouchers with SBEA Information 11 SBEA Wage Codes 11 Checking Voucher Information 12 Using the SBEA Voucher Update Utility 12 About Client Federal Entity Tax Registers 13 Rebuilding SBEA Client Federal Entity Tax Registers 13 Setting MasterTax Interface Parameters 15 MasterTax Files 20

    PTS File                                                           20
       Important MasterTax Interface Settings                          20
    RTS File                                                           21
       About the File                                                  21
    CPEO e-Filing                                                      24
    e-Filing with Quarterly Express Plus                               24

Chapter 3 Other Setup Procedures 26 Important Note About Creating New Clients 26 Manually Adding Client Federal Entity IDs 26 Exclude Internal Employees from SBEA Reporting 27 Tax Limit Basis for Client Billing 28 Setting Up the Tax Limit Basis 28 Removing the Client Override 28 SBEA Settings in Worksite Locations 29 Form W-2 Processing for SBEA 29 Build W-2s From Client Federal Tax Registers 30 SBEA W2/1099 Name Control 31 Chapter 4 Reports 32 Viewing the Job Control Status Report 32 Viewing the Federal Entity Tax Register 32 Client Federal Entity Tax Register Report 34 Procedure 34 Report 35 Generating the Employer 940 Schedule R Report 36 Generating the Employer 941 Schedule R Report 36 Form W-2 Reconciliation Report 37 Running Tax Register Reconciliation Reports 37

Chapter 1 Introduction The SBEA User Guide explains the functions and features related to setting up, processing, and reporting information for compliance with the Small Business Efficiency Act. The guide is divided into two major sections: • System-level Setup – The tasks and steps involved in enabling the SBEA feature set, defining certified PEO employers, and creating and assigning client federal entities. • Other Setup Procedures – Important SBEA-related procedures that do not fit neatly into the system-level setup process. • Reports – Other helpful SBEA-related reports.

SBEA Overview Introduction to Certified PEOs and the Small Business Efficiency Act The IRS provides a voluntary program through which PEOs can apply for certification, under the Tax Increase Prevention Act of 2014. This act includes within it the Small Business Efficiency Act, or SBEA. A certified PEO under this system is called a CPEO. Registering as a CPEO provides additional institutional legitimacy to PEOs by requiring them to: • Maintain a bond with the IRS for the year • Submit annual, independent CPA audits to the IRS • Submit independently certified, quarterly assertions to the IRS demonstrating payment of employment taxes • Pay an annual fee to remain certified The act also provides benefits for both CPEOs and their clients: • Guarantees that PEO clients still qualify for any applicable federal tax credits • Removes any federal payroll tax liability from the PEO’s clients • Guarantees that clients are not double-taxed if they join or leave a CPEO mid-year • Provides the CPEO with a federal tax credit for the SUTA taxes they pay

SBEA Reporting Requirements Every year, CPEOs must submit two additional forms to the IRS. These forms detail PEO tax liabilities, broken out client by client: • Form 940 Schedule R: specifies federal unemployment tax (FUTA) • Form 941 Schedule R: specifies federal income tax, OASDI (Social Security) tax, and Medicare taxes For more information about these forms, consult this page on the IRS website.

Setting Up SBEA Compliance in PrismHR Before setting up SBEA functionality, make sure you understand the following important concepts and features.

Client Federal Entities The SBEA requires CPEOs to break out federal taxes client by client during IRS reporting. PrismHR provides a number of features to help you comply with these reporting requirements. After completing the setup process, this functionality will be implemented in your system: • Federal taxes are broken out by client. • The gross-to-net calculation on an employee’s payroll voucher uses a new register for limit testing: the Client Federal Entity Tax Register. Originally, the system used employer tax registers during this calculation. In the PrismHR system, a client federal entity (CFE) represents a client of your organization that is included in SBEA reporting. Each client federal entity corresponds to a specific client FEIN used in this reporting. During SBEA setup, the system creates a new CFE ID for each of these clients. During the year, federal taxes accrue on the appropriate Client Federal Entity Tax Registers. Since SBEA-related reports pull data from these registers, you can break out federal taxes client-by-client for IRS reporting.

Overview of SBEA Setup in PrismHR SBEA feature setup is a multi-step process, but PrismHR provides several automated utilities to simplify this process. Refer to the following table and diagram for a high-level overview of the process.

Complete the following steps to set up SBEA functionality in PrismHR: Table 1: SBEA Setup Process Step Description Notes Link 1 Enable the SBEA feature set New fields become available on the Employer Enabling the SBEA Details form. Feature Set 2 Flag employers as certified Update employer information to prepare for Flagging Employers as inclusion in client federal entity tax registers. Certified PEOs 3 Create and assign client Ensures that federal taxes are associated with Creating Client Federal federal entity IDs to certified the correct client. Entities employers 4 Run the SBEA Voucher One-time procedure to correct any vouchers Updating Vouchers Update Utility. that need to be included in SBEA reporting for with SBEA Information the year. 5 Rebuild the client federal This ensures accurate tax reporting that Rebuilding SBEA Client entity tax register. includes the updated vouchers from step 4. Federal Entity Tax Registers

Using SBEA Features After you run the voucher update utility and rebuild client federal entity tax registers, the system will be ready to process tax information according to SBEA guidelines. During payroll initialization, the system posts the CFE ID and an SBEA wage code to each payroll voucher. It then copies that voucher’s federal tax data to the appropriate client federal entity tax register. Later, when you run SBEA-related reports, PrismHR uses the different CFE IDs to break out this tax data properly.

Important Notice About Enabling SBEA Features Make sure you and your organization understand the implications of enabling the SBEA feature set in the system.

Note: Only perform SBEA setup and client-level Form W-2 processing if your organization has a total understanding of all components of the SBEA features.

• Before enabling the SBEA feature set, and especially before any register rebuild, PrismHR strongly advises that you test everything in a demo environment. • Perform the setup on a “quiet system” (during off-peak use hours). • Setting up SBEA features will transfer accrued federal tax liability from the employer level to “client entity” level. Be extremely cautious if you need to make such a change mid-year. • If you do make a change mid-year, note that your organization must rebuild the client entity registers. Consult PrismHR before making such a change. • Note that inserting any retroactive employer-certified start dates or client entity-certified contract start dates does not adjust payroll data for the year prior to the current date. Your organization must rebuild the register in that instance; be sure that this is what you should to do. • SBEA setup makes no changes to your current billing structure. PrismHR strongly recommends that you use client-level billing in conjunction with your SBEA setup. • If your organization intends to break out Forms W-2 by client entity: • Note that the system separates the forms by entity by employer, displaying the client entity name and FEIN. • If you will use a third-party download or e-File, note that you might need to adjust the files to group together client records across employers or to add some employer indicator to each client entity group.

Form W-2 for SBEA Note: If your organization decides to create Form W-2 files using the setup for certified PEOs, you must contact the PrismHR Customer Support Team and request that your system be enabled for SBEA W-2s.

The Form W-2 features in the system can support SBEA-certified PEOs, breaking out the information by employer and then by client federal entity. They also support internal clients and clients not in a certified relationship, breaking the information out by employer only.

Chapter 2 System-Level Setup To use the SBEA features in the system, you must first configure a range of settings. Please note that many of these setup procedures are best performed on days where there is no active payroll, because they impact the behavior of payroll processing.

Enabling the SBEA Feature Set To begin setting up SBEA features in PrismHR, you must enable SBEA functionality on the global level. After enabling these settings, the system adds new fields to the Employer Details form. Use these fields to designate an employer as certified and set up basic SBEA reporting information.

To enable the SBEA features in PrismHR: 1. Click Back Office. 2. Under System|Change, select Global Configuration. 3. Select the Enable SBEA Feature Set option. This turns on the features that support SBEA compliance. 4. Click Save.

Flagging Employers as Certified PEOs After you enable SBEA features, you can designate employers as certified PEOs and specify a range of dates for collecting SBEA-related tax information. After you indicate that an employer is SBEA-certified, you must

complete the setup process to run any payrolls that include a client or employee assigned to this employer — either as primary or alternate.

To designate an employer as a CPEO: 1. Click Back Office. 2. Under Employer|Change, select the Employer Details form. 3. Enter the Employer ID. Employer information populates the form. 4. Select Certified PEO. This indicates that the employer is certified as a PEO by the IRS. 5. Enter the Certified Start Date. This is the date the certification went into effect. SBEA tracking begins with payrolls where the pay date is on or after this date. 6. If the certification expires, you can also enter the Certified End Date. 7. Click Save.

Limit Testing on Employer Register After you enable the SBEA feature set, the system automatically performs limit testing using data from the client federal entity tax registers. However, if an employee works for multiple clients under the same employer, the limit testing does not take this into account. Use the Limit Testing on Employer Register field to adjust this behavior so that the system checks the employer register, rather than the client federal entity register, during this testing. Consider the following example: • John Doe works for both Client A and Client B, both under Employer 1. • John’s federal tax cutoff is $7000. • John earns $5000 at Client A and $5000 at Client B. The portion of John’s taxed income will depend on which register the system checks. This depends on how you have set up the system: Employer is Not Marked as a CPEO If Certified PEO is not selected, the system calculates taxes for all $5000 of John’s Client A wages and only $2000 of John’s Client B wages, or $7000 total. This is the correct tax limit. Employer is a CPEO, Limit Testing on Employer Register is Disabled If Certified PEO is selected and Limit Testing on Employer Register is not selected, John pays taxes on all $5000 from both clients. The system does not consider Client B’s wages along with Client A’s wages because they are stored in different client federal entity tax registers. Therefore, the system does not take into account that John has reached his tax limit. Employer is a CPEO and Limit Testing on Employer Register is Enabled If Certified PEO and Limit Testing on Employer Register are both selected, the system calculates taxes for all $5000 of John’s Client A wages and $2000 of John’s Client B wages, or $7000 total, the same as if Certified PEO were not selected.

Creating Client Federal Entities Note: Client Access Group Security is enabled on this form.

During first-time SBEA implementation, you can use the SBEA Auto Create Client Federal Entities form to create and assign client federal entity tax registers. This process assigns the “Certified PEO” flag on Employer Details. After this, the system creates and assigns client federal entity IDs to clients. These fields are identical to what is defined under the client ID: name, address, city, state, ZIP code, and FEIN. The client federal entity ID is the same as the client ID.

To create client federal entities: 1. Click Work Centers, then go to Tax > SBEA Processing > Setup > SBEA Auto Create Client Federal Entities. 2. Select an Employer ID (the employer must be a Certified PEO). 3. Enter a Certified Relationship Start Date, which is the date the contract was signed. This controls the SBEA wage code. Wage code A will be on any voucher after this start date. If the date is left blank, Wage code C is used. 4. Click Run. A report displays with the processing steps, number of records created, and the date and time the process ran.

Updating Vouchers with SBEA Information The SBEA Voucher Update Utility takes the federal taxes that were previously tracked and accrued at the employer level and associates them with client federal entities. It adjusts previously processed payroll vouchers by flagging them with the client federal entity ID that the employees worked for. It also marks each voucher with the appropriate SBEA wage code.

Note: Run the SBEA Voucher Update Utility during off hours. Do not rebuild tax registers while processing payroll. This process can take a while. Federal taxes must be associated with the client federal entity to ensure correct client tax Schedule R reporting for SBEA purposes.

Your organization needs to use this utility if: • You did not complete SBEA setup before your certification start date. The most common example is to accommodate a retroactive certification. • You are making adjustments mid-year or backdating start dates.

SBEA Wage Codes Note: If you are not a CPEO, you do not need to worry about SBEA Wage Codes.

The voucher update utility adds two pieces of information to each voucher: client federal entity ID and SBEA wage code. You created and assigned CFE IDs in the previous step. The system determines which wage code to post. There are three options: • A - The client is in a certified relationship with the employer.

 •   B - The client opts to use the 95% rule for a particular worksite exclusion.
 •   C - The client is not in a certified relationship with the employer.

Checking Voucher Information You can confirm that the utility posted the CFE ID and SBEA wage code to each voucher on the Payroll Voucher form.

To check the SBEA information on a specific payroll voucher: 1. Open the Payroll Voucher form, found under Payroll|View. 2. Enter or select a Voucher Number. The form populates with information. 3. Check the values in the Client Fed. Entity and SBEA Wage Code fields. 4. Repeat for any other vouchers you want to check.

Using the SBEA Voucher Update Utility Use the SBEA Voucher update utility to retroactively add or update the client federal entity ID on the payroll vouchers. You need to run this utility for several different reasons. For example, • When a PEO becomes a certified PEO mid-year and needs to retroactively stamp vouchers. • When the entity ID has been edited on the client details or the client’s worksite location record. This utility provides the capability to restamp the payroll vouchers by client. If the system detects that the client federal entity ID was updated on any vouchers, it displays the following warning message: To ensure accurate tax calculations for subsequent payrolls, you must rebuild your client federal entity tax register under Tax > SBEA Processing > Setup > SBEA Rebuild Client Federal Entity Tax Register.

To use the SBEA Voucher Update Utility: 1. On the Work Center panel, click Tax > SBEA Processing > Setup > SBEA Voucher Update Utility.

Fill in the form as shown in the following table.

Use this option To define this Employer ID Enter the Employer ID or click the link to display a list from which you can select an employer. The system displays the employer name. Start Date Enter the start date for the report. End Date Enter the end date for the report.
Click Build. The system builds the report.

About Client Federal Entity Tax Registers Client federal entity tax registers track tax information for a specific federal entity, for SBEA reporting purposes. PrismHR supports SBEA requirements for updating the client federal entity tax registers. These features are not covered in this document, as they are not necessarily part of the SBEA workflow. You can learn more about these features in the dedicated payroll documentation. • The Transfer Tax Basis and Transfer Tax Basis Import utilities support the SBEA feature set. These tools adjust employee tax bases and amounts, and they account for successor wages and the adjustment data flows to the client federal entity. • Transfer Tax Basis Entry is in the Payroll menu under Payroll|Change. • Transfer Tax Basis Import (From Successor) is in the Back Office menu under Operations|Import Processing. • Tax Adjustment Entry also adjusts client federal entity registers, correctly apportioning the changes. This form is in the Payroll menu under Payroll|Change.

Rebuilding SBEA Client Federal Entity Tax Registers Use this form to rebuild SBEA Client Federal Entity Tax Registers for a specific tax year. To perform this action, associated employer entities must be certified and must have posted payrolls.

Note: Client Access Group Security is enabled on this form.

To perform a rebuild: 1. On the Work Centers panel, click Tax > SBEA Processing > Setup > SBEA Rebuild Client Federal Entity Tax Register. 2. Enter a tax Year. 3. Optional: Select an Entity ID to limit rebuilds to one or more clients. If left blank, the rebuild is performed for all clients.

Click Run. The system deletes the register, sorts vouchers, and takes each voucher and runs them through a payroll posting routine that rewrites the tax registers. PrismHR recommends performing the 941 tax register rebuild.

Note: You receive an email notification when the Rebuild Client Federal Entity Tax Register process has completed or failed.

Setting MasterTax Interface Parameters For MasterTax reporting, you must ensure that the parameters are set to RTS version 36 or later. The most current supported version is 41.

To set MasterTax interface parameters in PrismHR: 1. On the Work Centers panel, click MasterTax Processing > Setup Forms > Mastertax Interface Parameters. 2. Complete these fields as required:

Field Description Mastertax Interface Activates the MasterTax interface. Enable this to have the system write Active transactions to the TAX.JOURNAL file automatically during batch posts, voucher reversals, or tax adjustment posts.

Field Description Mastertax PTS Import Select the appropriate version of the PTS import file. PrismHR setting this File Version to Version 29, the most recent supported version. If you are running a version of the MasterTax PTS Import File that is version 28 or older, you will receive and the following error message:

                         Position 57-58 on the header record Line 1 in 000 record will reflect “29”.

                         Note: MasterTax PTS has required updates for Alabama withholding
                         overtime wage reporting changes in record 500 - starting in Q1 2024.
                         PrismHR now supports this when using version 28 in the MasterTax PTS
                         Import File Version field in the MasterTax Interface Parameters form.
                         These changes should only appear when using Version 28 in the
                         MasterTax PTS Import File Version field. If you are using Version 20 or
                         earlier, you will not see the updates.

                         •   For both SBEA and non-SBEA clients, the MasterTax v29 PTS will
                             include Work Out of State Flag which is either Y or N in position 15 for
                             the 210 and 500 records for PA resident tax codes not including
                             Philadelphia. This does not apply to Philadelphia residents and this
                             position will remain blank for Philadelphia and all other locality taxes.
                             For example:
                             •   If an employee has a resident address and the Courtesy EIT is
                                 withheld for Lancaster, PA - position 15 for the tax code 39711930-
                                 31 will report Y for all records.
                             •   If an employee has a resident and work address in Lancaster, PA -
                                 position 15 for the tax code 39711930-31 will report N for all
                                 records.

Include Dashes on all Enable this option to include dashes in both federal and client federal entity Eins and Feins Employer Identification Numbers (EINs) on the PTS file.

                         Note: You cannot enable this field if Include Dashes on Non Federal Eins
                         Only is already enabled.

Include Dashes on Enable this option to include dashes only in the EINs of client federal Non Federal Eins Only entities (F codes) on the PTS file. The file will not print dashes in any FEINs. Note: You cannot enable this field if Include Dashes on all Eins and Feins is already enabled.

Field Description Provide SBEA Payroll Enable this option to create F codes on the PTS file for clients that are Breakout under a certified employer. This includes creating tax liabilities, by client, for federal taxes. SBEA Breakout Start Date when the SBEA payroll breakout occurs. Date Include Certified Enable this item to create 210 records for the F codes. The 210 record is Relationship Setups required to set up company and pay agent linking in MasterTax. Mastertax RTS Import Select the MasterTax RTS file version used by your system. PrismHR File Version recommends setting this to the highest possible value, which corresponds to the most recent supported version. Presently, MasterTax RTS is updated to V48 in PrismHR. • If the MasterTax RTS Import File Version field is set to Version 47 or earlier, you will receive the following error message when you are running the RTS: You are running an older version of the mastertax RTS file download []. You must be on version 48 in order to generate the RTS file out of Prism. Your current version can be edited on the Mastertax Interface Parameters. The header on the MasterTax RTS file now also reflects 48 in Line 1 in 000 record in positions 57-58, with or without the Schedule R Breakout field selected. • For both SBEA and non-SBEA clients, the MasterTax v47 RTS will include Work Out of State Flag which is either Y or N in position 15 for the 500, 501, 601, and 616 records for PA resident tax codes not including Philadelphia. This does not apply to Philadelphia residents and this position will remain blank for Philadelphia and all other locality taxes. For example: • If an employee has a resident address and the Courtesy EIT is withheld for Lancaster, PA - position 15 for the tax code 39711930- 31 will report Y for all records. • If an employee has a resident and work address in Lancaster, PA - position 15 for the tax code 39711930-31 will report N for all records. Schedule R Breakout Enable this item to display F code information for the RTS file. Suppress Audit Enable this item to suppress audit reports when you run the MasterTax RTS Summary & Detail file build. Rpts

Field Description Mastertax MTS Import Select the MasterTax MTS file version used by your system. PrismHR File Version recommends setting this to the highest possible value, which corresponds to the most recent supported version. Mastertax File ID Enter the unique three-digit file identifier provided by MasterTax. Mastertax Customer Optional: Enter the Access ID provided by MasterTax. ID Mastertax Group Use this code to differentiate PTS files when you save them in multiple Code accounts. The structure of the code is: MTAXPTS-XXXX-YYYYMMDD where XXXX is the account or directory where you saved the PTS file. Mastertax Account ID Optional: Enter a prefix that appears in company and employer IDs in the MasterTax download files. This prefix differentiates between clients and employers that have matching IDs across different databases. Send Company Tax Enable this item to include a company 210 record in the PTS file. Record In PTS File Send Company If you are a PEO managing multiple client accounts, you can now populate Accounting Record in the Company General Ledger record 105 within the PTS file for both SBEA PTS file and non-SBEA clients. • This field is unchecked by default. • Check this field to report the 105 record within the PTS. Once checked the following two fields display: • MasterTax Chart of Account Code - Enter the 2 digit alphanumeric code used to identify the company’s G/L chart of accounts. • MasterTax G/L Payroll Code - the only drop-down option available at this time is Sub Cost Center. Mastertax Wage Optional: Enable this item to use the MasterTax Wage Reporting module. If Reporting Utilized this item is not enabled, the system does not send employee detail records with the RTS file. Build FUTA Taxable Enable this item to build FUTA taxable wage records by state (tax code XX- Register by State 17). This was used for the FUTA credit for the federal government after the recession. If left unchecked, register records are built at the end of the year.

Field Description Override Payment Select the appropriate method: Method • No Override Payment Method • Check • EFT Credit • EFT Debit (sent in positions 123-124 on the PTS 210 record) Additional Medicare This option is only intended for organizations that have encountered issues Calc Method reconciling Additional Medicare taxes for employees who worked under multiple employers, but a single Client Federal Entity.

                         If this describes your use case, enable this setting to implement alternative
                         Additional Medicare tax calculation logic, specifically designed to avoid this
                         issue.

Include Pennsylvania This field is optional. This field is a checkbox. It is selected by default. Work State Flag (Y/N) • Checked: • The MasterTax (v47 and above) RTS will include the Work Out of State Flag as a Y or N in position 15 for the 500 (Reconciliation Amounts), 501 (Employee Statistics), 601 (Employee Wage), and 616 (Employee State and Local W-2) records for Pennsylvania resident tax codes not including Philadelphia. • The MasterTax (v29 and above) PTS will include the Work Out of State Flag as a Y or N in position 15 for the 210 (Company Tax), 500 (Payroll Tax Detail) records for Pennsylvania resident tax codes not including Philadelphia. This does not apply to Philadelphia residents, and the position will remain blank for Philadelphia and all other locality taxes. • Unchecked: • The MasterTax (v47 and above) RTS will NOT include the Work Out of State Flag in the download. • The MasterTax (v29 and above) PTS will NOT include the Work Out of State Flag in the download.

                         Note: This will apply for both SBEA and non-SBEA clients.

Write PTS/RTS Files To Note: This parameter does not apply to cloud customers. Mastertax Directory Enable to write generated files to the MasterTax directory on the PrismHR database server.

Field Description Employer Options Select an Employer ID; the Employer Name displays. Fill in the Employer Options field with alphanumeric values up to 20 characters. FUTA Credit Displays the year in which a FUTA credit reduction was taken and the state Reduction where it was taken. Maintenance FUTA credit reductions occur when a state borrows money from the Federal Unemployment Trust Fund to pay unemployment insurance benefits for its residents. If a state has outstanding loan balances, this lowers the credit rate by 0.3% for each year in arrears until these loans are repaid. SBEA Tax Code If you use Schedule R reporting (the client-by-client report breakdown), Reporting Override you can use this setting to override client-level tax reporting. In this table, specify any tax codes that you want to report on the employer level of the MasterTax RTS and PTS files.

Click Save.

MasterTax Files Customers who enabled the SBEA feature set can also use the MasterTax PTS and RTS files to report their tax data in accordance with the act. When properly configured, the system will create F codes on the MasterTax reporting files, identifying the federal tax data based on the associated client federal entity.

Note: Before submitting your files with MasterTax, you must alert MasterTax Support that you are a PrismHR customer and that you are planning to submit SBEA files. If you do not, you could be charged additional fees by MasterTax.

PTS File The PTS file breaks out federal tax data by client. If the client is associated with multiple CPEO employers, the client will be associated with multiple F codes on the reporting files. This helps to link voucher data based on the common pay agent (the employer).

Important MasterTax Interface Settings • Provide SBEA Payroll Breakout: If this field is enabled, the PTS file will break out the federal tax basis and liability amounts by client federal entity. • Include Certified Relationship Setups: If this field is enabled, the PTS file output will include the 210 (company setup) records that link the client federal entity to the employer. The system creates the 210 record specifically for employers. On the 210 record for each employer, position 45 indicates the EIN Type. When this value is P (as shown below) it indicates that the employer is a common pay parent. • The 9-digit number after the P is the employer FEIN.

•    Likewise, on the 210 record for the client federal entity (F code), position 45 will be a C, which denotes
     the client as a common pay child. The next 9 digits are the EIN for the associated employer.

Note: In order for the system to associate the 210 records with the F codes, you must enable Send Company Tax Record in PTS File on the MasterTax Interface Parameters. Activating this setting can cause issues in MasterTax if the FEIN and Unemployment ID numbers in PrismHR do not match the FEIN and unemployment IDs in Mastertax. If this describes your situation, PrismHR recommends using the SBEA Relationship file instead of performing company setup on your daily PTS file (see below).

RTS File The MasterTax RTS (reconciliation tax summary) file accommodates client federal entities for 941 R reporting.

Note: PrismHR is working with MasterTax to support the 940 R; MasterTax does not support the 943 R.

To support the RTS file, you must set your MasterTax RTS version to 36 or higher. see Setting MasterTax Interface Parameters on page 15 for more information.

About the File Effective January 2020, SBEA employers can enable the Build W-2 Records? parameter to break out Form W-2 reporting records on the RTS download. The Build FUTA Exempt records? field can only be used with MasterTax versions 37 and above.

To build the RTS file: 1. On the Work Centers menu and select MasterTax Processing. Then, under File Exports, select Mastertax RTS File Build. 2. Complete these fields as required: Table 2: Tax-Related Fields and Descriptions Field Description Tax Year Tax year for this build. Tax Quarter Tax quarter for this build. Limit to Employer Filters so that the file generated only contains tax information for a specific employer. Include client reportable taxes for PEO Client-reported taxes that are under the client’s FEIN clients or unemployment ID. This only displays when the Limit to Employer field has a set value. Limit to Client Client ID that this build is limited to. This only applies to client SUTA reporting states. Build FUTA Exempt Records This only applies when running an RTS build for the fourth quarter. Exclude Pennsylvania local taxes when no Enable to exclude PA local taxes if no tax has been tax has been withheld withheld. Include zero taxable wages for Ohio non- Enable to include zero taxable wages for Ohio non- resident local tax resident local tax. Limit to ASO/ASA/PAY service types Enable to limit this build to ASO/ASA/PAY service types. Build SBEA certified relationship file Enable to build an SBEA certified relationship file. Use tax code 00-87 to determine SS credit Note: This setting applies to 2021 COVID-19 tax within MasterTax? reporting.

                                            If selected, the system performs the following
                                            calculation during the RTS build: (00-87 tax
                                            amount associated with line item) /
                                            (0.062).
                                            After computing this value, the system uses this value
                                            to fill in Statistic 1 of the 501 record for tax code 00-81,
                                            up to the value reported under 00-81 on the 500
                                            record.

                             Table 2: Tax-Related Fields and Descriptions

Field Description If any amount remains after reaching the 00-81 reporting value, the system enters the remainder into Statistic 1 of the 501 record for tax code 00-80. For more details about these tax codes, see the COVID- 19 Feature Guide. Use COVID Credits as post March 31? Note: This setting applies to 2021 COVID-19 tax reporting.

                                            The federal government makes a distinction, for
                                            reporting purposes, between COVID-19 credits accrued
                                            before and after April 1 2021, since this is the date the
                                            American Rescue Plan Act (ARP or ARPA) took effect.
                                            Select this option to consider any COVID-19 credits
                                            accrued in Q2 2021 as "post-March 31" credits, which
                                            means they were accrued subject to the American
                                            Rescue Plan Act. These credits will be reported
                                            accordingly on the RTS file.
                                            On the file itself, this means:
                                                 •   On 501 records for 00-80 and 00-81, the full
                                                     value under these tax codes populates under
                                                     statistic 1.
                                                 •   On FE0000-116H and FE0000-117H records,
                                                     statistic 1 is set to 0.
                                            For more details about reporting COVID-19 tax credits,
                                            see the COVID-19 Feature Guide.

RTS File History You can save and download historical files with the following information: • The date and time the process was started • The user who started the process • A hyperlink to download the file • SBEA Relationship file • RTS file summary report • RTS file detail report Configuration Information Displays the MasterTax version number. You cannot build an RTS file unless you are using MasterTax Version 39 or greater.

Click Build. A progress window displays. You can download an RTS file, or view an audit detail or summary report.

Note: The SBEA Certified Relationship File includes only the 100, 200, and 210 records. The file has the payroll codes for the client federal entity (a, b, or c designation) as well as all federal tax codes, including AG codes.

CPEO e-Filing Note: To file your 940/941 Schedule R correctly, MasterTax now requires Federal Withholding and Unemployment tax data at the client level.

To file as a CPEO in MasterTax, you must contact MasterTax Support to verify that you have a MasterTax PEO license. If you do not, you will need to convert your MasterTax license to a MasterTax PEO license. MasterTax will make every attempt to ensure your invoice does not increase as a result of switching to this new license type. Please have the following information ready when you contact MasterTax Support: • Number of Employer/PEO companies • Number of total employees • Number of clients. MasterTax will provide you with the new monthly fee (if it is not the same as your existing monthly fee) and the additional client setup fee associated with adding new clients to MasterTax. The PTS import file creates the requisite client structure within MasterTax. The import assigns new client payroll codes (which begin with the letter F) to existing clients that were previously set up within MasterTax, and creates new companies for clients that have not been set up. A client company record would typically already be set up in MasterTax for any client in a client reporting state. The file will also create the Common Pay Agent link to link the Employer to the Client for Federal tax codes so that when MasterTax creates the 941 Schedule R for the Employer, it will have the appropriate client information. Before importing this file into MasterTax, we strongly recommend reviewing your current configuration within MasterTax by navigating to Company View, selecting a Company, and clicking the FEIN link under the Company tab

Note the following implications of the import: • All new client payroll codes on the file with the same FEIN will link together under a single company record within MasterTax; • This company record will have a Common Pay Agent link to 1 employer; • If a client company with the same FEIN already exists in MasterTax, any new client payroll code(s) with that FEIN will link under this existing client company record; • If a client company with the same FEIN does not already exist in MasterTax, any new client payroll code(s) with that FEIN will create and link under a new client company record.

e-Filing with Quarterly Express Plus As an alternative to e-filing with MasterTax, PrismHR offers the ability to e-file your Schedule R Form 941 return with Quarterly Express Plus (QEXPlus).

To export and process the QEX Plus 941 file: 1. On the Work Centers panel, click Work Centers|Tax > Quarterly Tax Processing, and under 3rd-Party Exports select 941 File Processing. 2. Complete these fields as required:

Field Description Employer ID Click the link and select the ID of the employer whose information is being uploaded and processed. Year Year for the tax information. Quarter Quarter of the year for this tax information. For example, 1 indicates first quarter, and so forth. Include Schedule R? Generates a third, optional file that breaks out federal taxes by client. Enabling this field displays the Schedule R Report field. Deposit Schedule Specifies the frequency at which the employer makes deposits. Options are Monthly and Semi-Monthly. 941 Worksheet Builds the Form 941 worksheet. 941 Schedule B Builds Form 941 Schedule B. Schedule R Report Builds the Schedule R report.

Click Build.

To use this download for future Schedule R Form 941 filings, contact N. Wayne Lewis of Lewis Software Associates, LLC. • Email: nlewis@qexplus.com • Phone: 1-877-854-0100 • Company Website: www.qexplus.com

Chapter 3 Other Setup Procedures This section describes other special considerations to keep in mind during SBEA setup.

Important Note About Creating New Clients 26 Manually Adding Client Federal Entity IDs 26 Exclude Internal Employees from SBEA Reporting 27 Tax Limit Basis for Client Billing 28 SBEA Settings in Worksite Locations 29 Form W-2 Processing for SBEA 29 Build W-2s From Client Federal Tax Registers 30

Important Note About Creating New Clients If your organization has enabled the SBEA feature set, the system automatically creates a client federal entity when users create a new client record, and automatically associates the entity with the new client. If the new client shares an FEIN with an existing client, you must edit the new client record and set it to the same client federal entity ID as the existing client.

Note: The system does not populate the Starting Date in the SBEA Certified Relationship Periods table. Users must manually enter the date on which the client entered into the certified relationship with the employer in the Client Federal Entities form.

Manually Adding Client Federal Entity IDs For each client that is serviced by a certified PEO, your organization must add the federal entity ID to the client record. Please note that you can only enter this information if the employer assigned to the client is marked as a certified PEO in the employer record.

Note: If your organization has just enabled the SBEA feature set, there is a utility to assign client federal entity IDs to all clients. In a system with SBEA features enabled, when a user creates a new client and assigns it to a certified PEO employer, the system automatically creates a client federal entity record and assigns it to the new client.

To add a federal entity ID to the client: 1. Open Client|Change > Client Details. 2. Enter the Federal Entity ID in the Contract panel of the Detail tab. 3. Click Save.

Exclude Internal Employees from SBEA Reporting Your organization can exclude clients from SBEA reporting. For example, a PEO can exclude its own internal (or “corporate”) employees. Employees of excluded clients will not appear in any client federal entity register. Note that, on the MasterTax files, employee data for internal clients displays as employer data and also displays on line 13 of Form 941 Schedule R.

To specify the clients to exclude: 1. Open System Parameters from the Back Office menu under System|Change. 2. Open the Actions menu and then select Miscellaneous Parameters. The Miscellaneous Global Parameters form opens. 3. Enter the Internal Client ID for each client used for internal employees. 4. Click Accept. 5. Click Save at the bottom of the main System Parameters form.

Tax Limit Basis for Client Billing If your organization uses the SBEA feature set, you must set the PEO tax limit basis to be for the Client, rather than the Employer. This setting impacts client billing. You must also ensure that all clients with a certified PEO employer do not have their tax limit basis override set to Employer.

Setting Up the Tax Limit Basis To set the system-level tax basis: 1. Open System Parameters from the Back Office menu . 2. Select the Actions menu and then select Tax Year Limits. 3. In the Tax Year Limits Maintenance form, set the PEO Tax Basis for the appropriate reporting year to Client. 4. Click Accept. 5. Click Save in System Parameters.

Removing the Client Override To remove the client-level tax limit basis override: 1. Open Client|Change|Client Details. 2. Ensure that you have selected the appropriate client . If not, click the client name that displays above the form and then choose the appropriate client. 3. Select the Other tab. 4. Set Tax Limit Basis to –Select–. 5. Click Save. 6. Repeat steps 2 through 5 for each client you need to edit.

SBEA Settings in Worksite Locations There are circumstances where you need to set SBEA information at the worksite level: • A single client might have worksite locations with different Federal Employer Identification Numbers (FEINs) than other worksites. In this case, on the Worksite Locations form, you would assign the client federal entity that has the FEIN associated with that worksite. • Clients can enter into a certified relationship but have one or more worksite locations that do not pass the “85% test”. In this case, you can use the SBEA Ineligibility Periods panel to enter the dates the locations were ineligible. This information is important for your quarterly reporting for Schedule R (Form 941 and Form 940).

To set SBEA information at the worksite level: 1. Open Client|Change > Worksite Locations. 2. Enter the Location Code. 3. Expand the Other Parameters panel. 4. Enter the Federal Entity ID only if the location is a different federal entity than the client. 5. In the SBEA Ineligibility Periods panel, enter the Starting Date and Ending Date of the ineligibility periods when the location did not pass the 85% test for certification under the SBEA. 6. Click Save.

Form W-2 Processing for SBEA There are some special considerations to keep in mind when processing Forms W-2 in an organization that includes one or more SBEA-certified employers. The SBEA is unclear as to how certified PEOs must produce their Forms W-2. PrismHR offers certified PEOs the option to break out Forms W-2 by employer and then by client federal entity, and to report under the client federal entity. Currently, you must contact PrismHR and request that we enable this feature. If your organization is considering this option, contact the PrismHR Customer Support Team.

Build W-2s From Client Federal Tax Registers Note: Important! The Form W-2/SBEA breakout feature was designed for a very specific use case that originates from vagueness in IRS reporting guidelines for CPEOs. Only enable this feature if you encounter this use case and need to account for it. If you want to leverage this feature, PrismHR highly recommends performing appropriate testing first, to ensure that it will have no adverse effect on your data in the context of reporting or E-filing. If you need more information, please contact the PrismHR Customer Support Team.

If your organization is a Certified PEO (CPEO), you can declare the entity under which Forms W-2 and Forms 1099 are processed in PrismHR. Your organization can select the Name, Address, and EIN for the client, employer, or both. These changes reflect on Form W-2 PDF generation, BDS/CIC downloads, printed Forms W-2, and printed Forms 1099.

Note: This functionality only works if SBEA features are enabled.

To build W-2s from client federal tax registers: 1. Open System|Change > Global Configuration from the Back Office menu. 2. Select Build W2s From Client Federal Tax Registers. 3. Click Save.

SBEA W2/1099 Name Control Use the Employer Details form to declare the entity under which Forms W-2 and Forms 1099 are processed.

To set up W2/1099 name control: 1. Open Employer|Change > Employer Details from the Back Office menu . 2. In the SBEA W2/1099 Name Control panel: • Enter the appropriate Year. • Select the Name, Address, and EIN you want. These values will display on Forms W-2 and Forms 1099. 3. Click Save.

Chapter 4 Reports PrismHR provides various reports for SBEA purposes.

Viewing the Job Control Status Report                                                                      32
Viewing the Federal Entity Tax Register                                                                    32
Client Federal Entity Tax Register Report                                                                  34
Generating the Employer 940 Schedule R Report                                                              36
Generating the Employer 941 Schedule R Report                                                              36
Form W-2 Reconciliation Report                                                                             37
Running Tax Register Reconciliation Reports                                                                37

Viewing the Job Control Status Report When a process is complete, you may have the option to access a Job Control Status report. This report shows the Job Number, the date and time when it started and stopped, and the job status. It also shows the date and time that each step in the process was executed. To open the Job Control Status report, click Report in the message that informs you that processing is complete. You have the following options: • Navigate through multiple pages using arrows to move forward, back, to the beginning, or to the end. • Go directly to a page by typing the page number in the Page box. • Enter search text in the Search box. Click Search Next to find the next occurrence. • In the Actions menu, select Print, Convert to PDF, or Print/PDF Pages. • Click XLS to export the report to Excel format and save it in your Downloads folder.

Viewing the Federal Entity Tax Register The Federal Entity Tax Register displays employee tax data, collected and apportioned for SBEA reporting purposes.

If the system is set to build FUTA register data for client federal entities at the state level, that information will display on this form and will always total out to be equivalent to the data on the federal level. See Setting MasterTax Interface Parameters (page 15) for more information about this setting.

Note:

• This process does not use Client Access Group security. • Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.

To access this form, select the Back Office menu. Under Employer|View, select Federal Entity Tax Register.

To view the federal entity tax register: 1. Complete the following fields:

In this field Enter this Federal Entity ID The Client Federal Entity ID number associated with the employee. Click the Federal Entity ID link to select it from the Search Entity look-up.

                              Note: Do not enter the Federal Employer Identification Number (FEIN).

Employee ID The ID for the employee to be reported on. Click the Employee ID link to select it from the Employee Search Results look-up. Tax Dedn Code The Tax Deduction Code for the register to be viewed. For the Year The yearly period for the register to be viewed. Quarter The quarterly period (1-4) of the register to be viewed. Select Year-to-Date from the drop-down to view the tax data for the entire year.

The following details show up as applicable: • Gross Payments • Tax Exempt Payments • Tax Sheltered Amount • Gross Taxable • Gross Taxable Over Taxable Limit • Net Taxable • Payroll Tax Liability • Net Taxable from Another State or Successor • Net Tax Paid from Another State or Successor
Click Clear to clear the screen.

Client Federal Entity Tax Register Report Note: This report is only for CPEO service providers using the SBEA feature set.

During reconciliation and quarterly tax processing, use the Client Federal Entity Tax Register Report to output client entity tax registers and identify whether or not values are spread across one or more employers. To access this report, go to Payroll|Report|Client Federal Tax Register Report.

Procedure To run the report: 1. Enter a Year. 2. If necessary, select a Quarter to view data from that quarter, or select YTD Only to display all data from the start of the year to the current date. 3. Enter a Tax Code: • 00-10: Federal Income Tax • 00-11: Medicare – Employee • 00-12: Social Security – Employee • 00-15: Medicare – Employer • 00-16: Social Security – Employer • 00-17: FUTA – Employer

In the Include SBEA Wage Code Breakout field, select: • No: does not display F codes on the report • Yes: displays F codes on the report
Specify an Employer ID to restrict the report to Client Federal Entities under that employer.
In the Report Type field, select either Employee Detail to generate the full report, or Summary to generate only the F code subtotals by tax code.
In the Client Federal Entity (CFE) field, enter specific CFE IDs to include in the report. If this field is blank, the report includes all CFE IDs.
Select Run. The report displays.

Report

Field Description Entity Client Federal Entity ID Year Report year Qtr Indicates the quarter associated with this data Employee ID Employee ID Employee Employee name Name Tax Code System-defined tax codes as defined in the procedure above. Unless otherwise specified, all tax codes display on the report. Taxable Net taxable amount Amount Tax Amount Tax withholding amount in aggregate on payroll vouchers Gross Gross payments associated with the data in the Taxable Amount and Tax Amount columns. Payments Employer Employer ID

Generating the Employer 940 Schedule R Report Note: Client Access Group Security is enabled on this form.

This form displays the aggregate information reported on IRS Form 940, Employer’s Annual Federal Unemployment (FUTA) Tax Return, to each home care service recipient client. You can run the report for a specified employer, tax year, and state. To generate data, the Build FUTA Taxable Register by State field must be enabled on the MasterTax Interface Parameters form. After enabling this field, rebuild your client federal entity tax registers to ensure that data displays on this report.

To generate the Employer 940 Schedule R report: 1. On the Work Centers panel, click Tax > SBEA Processing > SBEA Reporting > Employer 940 Schedule R. 2. Select the Employer, Tax Year, and State for the report. 3. Click Build. 4. Click Yes in the confirmation prompt that displays. 5. When the process is complete, click Close to close the status window or Report to view the Job Control Status report. You can navigate through the report by going to the next or previous page, going to a specific page, or searching for specific information. In the Actions list, you can print the report, convert it to PDF, or print specific PDF pages. You can also convert the report to XLS format by clicking the XLS link.

Generating the Employer 941 Schedule R Report The Employer 941 Schedule R report is the 2020 COVID version of the Schedule R report with additional logic. For more information about the Form 941 Schedule R report, see the COVID-19 Feature Guide.

Note: Client Access Group Security is enabled on this form.

To generate the Employer 941 Schedule R report: 1. On the Work Centers panel, click Tax > SBEA Processing > SBEA Reporting > Employer 941 Schedule R. 2. Select the Employer, Tax Year, and State for the report. 3. Select the 2020 COVID Version option, if appropriate. 4. Click Process. You are prompted for confirmation. 5. Select Yes. 6. When the process is complete, click Close to close the status window or Report to view the Job Control Status report.

Form W-2 Reconciliation Report If your organization reports on SBEA-certified employers and files Forms W-2 at the employer level, you might see some unexpected results. This is because, under the SBEA, tax accruals and limits are respected at the client federal entity level. If you create Forms W-2 at the employer level and an employee worked for two clients under the same employer, their data will be combined on a single Form W-2. The W-2 Reconciliation Report enables you to find employees who have Medicare or Social Security taxes greater than expected, based on their taxable amounts.

To run the Form W-2 Reconciliation Report: 1. Open the Work Centers menu and select W-2 Processing under Work Centers|Tax. 2. Under W-2 Reporting, select W-2 Reconciliation Report. 3. Enter the Employer ID. 4. Enter the Tax Year. 5. Click Run. The report generates.

The report displays any employees whose withholdings exceed the limits. Your organization can then determine how best to reconcile the data on those forms.

Running Tax Register Reconciliation Reports Evaluate employee tax registers and identify potential discrepancies between payroll vouchers and tax summaries with the Tax Register Reconciliation Report.

To run a tax register reconciliation report: 1. Click Reports. 2. Under Payroll|Reports, select Tax Register Reconciliation Report. 3. Fill out these fields as required.

 Field                              Description
 Employer ID / Client ID            Enter employer and client IDs to select a set of employees associated with
                                    these entities.
 Year                               Enter the tax year
 From Employee ID / To              Specify a range of employees (by ID) to include in the report.
 Employee ID

Click Run. The report only displays employees with discrepancies between their rebuilt payroll vouchers and employee tax summaries.

The output is a tab-delimited download file that you can open in Microsoft® Excel® or another spreadsheet
program.

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

Import Processing Guide

Source PDF: https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/Import_Processing_Guide.pdf
Original filename: Import_Processing_Guide.pdf
Pages extracted: 277

Import Processing Guide

Importing data on the PrismHR platform PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.

Table of Contents Import Processing Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 9 Chapter 1 Using the Data Import Tool 10 Using the Sample Header File 11 Using the Import Templates 11 Uploading/Importing a Database File 14 Troubleshooting 15 Viewing the Report 16 Importing ACA Offered Employees 17 Importing ASO Accounting Codes 18 Importing Auto Holiday Pay Days 19 Importing Auto Holiday Pay Rules 20 Importing Backup Account Assignments 22 Importing Benefit Adjustments 23 Importing Bill Pending Data 24 Importing Certified Pay Rates for Projects 27 Importing Client Account Assignments 28 Importing Client BE/OE Workflows 30 Importing Client Details (Benefits) 32 Importing Client Commissions 33 Importing Client Details 36 Importing Client Details Special Delivery Instructions 37 Importing Client Taxes 40 Importing Department Codes 41

  Importing Division Codes                                                          42
  Importing Eligible Benefits                                                       43
  Importing Eligible ZIP Codes                                                      45
  Importing Employee Dependents                                                     46
     Required Fields Validation                                                     49
  Importing Employee Direct Deposit Data                                            50
  Importing Employee Loan Data                                                      53
  Importing Employee One-Time Deductions                                            56
  Importing Employee Position Rates                                                 57
  Importing Employee Property                                                       58
  Importing Employee Recurring Deductions                                           60
  Importing Employee Resident Addresses                                             62
     Working with Imported Address Validation                                       63
  Importing Employee Scheduled Payments                                             64
  Importing Employee Skills and Educational Information                             66
  Importing Employer Details                                                        67
  Importing Employer Tax Rates (SUTA)                                               70
  Importing Employer W/C Accrual Modifiers                                          72
  Importing Global Workers' Compensation Classification Rates                       73
  Importing Global Workers' Compensation Classifications                            75
  Importing Labor Allocations                                                       76
  Importing Miscellaneous Invoices                                                  78
  Importing Network ZIP Codes                                                       80
     Updating ZIP Codes                                                             80
  Importing Offer Types                                                             81
  Importing Pay Code Total Compensation Categories                                  82
  Importing Plan Comparison Data                                                    83
  Importing Position Classifications                                                84

  Importing Position Codes                                                                85
  Importing Project and Cost Codes                                                        88
  Importing Rate Groups                                                                   91
  Importing Shift Codes                                                                   92
  Importing State Tax Rates (SUTA)                                                        94
  Importing State Tax Bill Rates (SUTA)                                                   97
  Importing Workers' Compensation Billing Modifiers                                       102
  Importing Worksite Locations                                                            104
     Working with Imported Address Validation                                             108

Chapter 2 Performing Employee Fields Import 110 Chapter 3 Importing and Posting Cash Receipts 111 Chapter 4 Setting Benefit Import Parameters 113 Translation Tables 117 Chapter 5 Importing Benefit Rules 119 Chapter 6 Importing Client Benefit Plans 120 Chapter 7 Importing 401(k) Adjustment Information 122 Chapter 8 Importing EEO-1 Data 124 File Requirements 124 Procedure 125 Chapter 9 Using the New Employee Import Dashboard (Batch Management) 126 Viewing Imports in Progress 126 Viewing Past Imports 128 Chapter 10 Importing Time Off Auto-enrollment Rules 129 Chapter 11 Importing New Hires from Employee Portal 131 Chapter 12 Importing Multiple Unbundled Billing Rules 136 Adding New Rules to an Import 137 Updating Existing Rules 145

Chapter 13 Importing Employee Tax Basis from Successor 146 Chapter 14 Using the Mass Employee Transfer Import Tool 148 Using the Sample Header File 149 Chapter 14 Importing Third Party Sick Pay Adjustments 153 Chapter 15 Importing Time Off Adjustment Information 156 Auto-Enrolling Employees While Importing 157 Chapter 16 Managing Batches for Check Import Process 160 Batch Management Dashboard 160 Imports in Progress 160 Past Imports 162 Tools 164 Import Setup 164 Warning - Uploading a replacement Check History Import file 166 File Audit 166 Check History Import State Tax Processing Rules 166 State Tax Rules (Rule Type - Default) 167 State Tax Rules (Rule Type - Batch) 169 Check Import Batch Status Report 172 Report Output 173 State & Code Setup 174 Setting Up State Tax Rules 174 Setting Up Code Mapping 175 Earnings 176 Deductions 176 Taxes 176 Enter Check History 177 Check History Entry 178 Review & Fix Data 183

  Calculate Taxes                                                             185
  Import Complete                                                             191

Chapter 17 Importing Tax Register Adjustments 193 Creating a Spreadsheet 193 Importing Tax Adjustments 194 Verifying Tax Adjustment Information 196 Chapter 18 Importing the Data File 198 Chapter 19 Uploading Multiple Documents 199 Creating the .ZIP File 199 Uploading the .ZIP File 200 Importing the metadata.csv File 201 Chapter 20 Importing Favorites 202 Chapter 21 Importing G/L Account Codes 204 Chapter 22 Setting Up Pay Import Definitions 205 Defining Time Sheet Pay Import Definition Parameters 205 Indicating Outcome of Existing Data After Data Import 207 Defining Standard Pay Imports 208 Mapping Data Import File Fields 208 Mapping Data Import File 208 Viewing Assigned Clients for Pay Import Definitions 210 Chapter 23 Importing External W-2 Benefits 211 Import File 211 Procedure 211 Chapter 24 Managing Batches for Check Import Process 213 Batch Management Dashboard 213 Imports in Progress 213 Past Imports 215 Tools 217

Chapter 25 Fields Included in Each Import 218

Intended Audience This guide is intended for users who need to import data into PrismHR, including file formats and details on specific imports.

Chapter 1 Using the Data Import Tool The Data Import Tool lets you upload data and import it into the system. The Data Import Tool is available from the Operations|Import Processing menu in the Back Office menu. For example, the following form displays after you access the Data Import Tool and select the Department Codes import template option:

Note the following: • The list of Import Template options display in alphabetical order. • You can also access the Data Import Tool by selecting its link on the Benefit Imports & Reporting landing page. (You must have either Full or Inquiry access set in your user role for the Data Import Tool (HRPY.WORK*DATABASE.IMPORT.ENTRY). Otherwise, this link does not display.) Before you can upload and import data, your source file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. When you select the import template that you want on the Data Import Tool form, the required file layout displays. The layout must match the requirements for number and order of columns, category descriptions, and the required fields. In addition, you can use the sample header file before importing, whose link resides on the Data Import Tool form, to avoid manually creating an import file that matches the import template type. Note the following when using a comma (,) in a description in your import file: • If you include a comma in a description field using the .csv file format, you must enclose the item in double quotes. For example, “Manager, Admin.”

• If you include a comma in a description field using the .txt file format, no extra formatting is necessary.

Using the Sample Header File Before starting the import process, you can first download a sample header file by clicking that link on the Data Import Tool form after selecting an import template option or from a local form that displays the Import icon ( ), such as the Departments form. For example:

Note: The header file is in .csv format. You can save the file in .csv or .txt format. After you click the Download Sample Header File link, the system downloads or prompts for download a sample header file that displays columns and headers that match each column and description for the import template option. Also, the file displays a title that matches the selected option. Note: The sample header file is only available to users who have access to the selected import template option.

Using the Import Templates The Data Import Tool provides import templates that you can use to import data. For more information about each import template, click the following links.

Tab/Field Description Import Template Select one of the following options: • ACA Offered Employees: Client ACA offered employees information. • ASO Accounting Codes: Client chart of accounts information. • Auto Holiday Pay Days : Client auto holiday pay days information. • Auto Holiday Pay Rules: Client auto holiday rules information. • Backup Account Assignment: Client backup account assignment information. • Benefit Adjustments: Client employee benefit adjustments information. • Bill Pending: Client bill pending information. • Client Account Assignments: Client account assignment information. • Client BE/OE Workflow: Client BE/OE related information. • Client Commissions: Client commissions information. • Client Details: Client NAICS code information. • Client Details (Benefits): Client yearly information imported into the ACA Large Employer Year grid. • Client Details (Special Delivery): Client special delivery instructions. • Client Details (Tax): Client tax-related information. • Department Codes: Client department-related information. • Division Codes: Client division-related information. • Eligible Benefits: Client eligible benefits-related information. • Eligible ZIP Codes: Client eligible ZIP codes. • Employee Benefits Per Hour: Client employee benefits information. • Employee Dependents: Client employee dependents information. • Employee Direct Deposit: Client employee direct deposit information. • Employee Loans: Client employee loan information.

Tab/Field Description • Employee One-Time Deductions: Client employee one-time deductions information. • Employee Position Rates: Client employee position rates information. • Employee Property: Client employee property information. • Employee Recurring Deductions: Client employee recurring deductions information. • Employee Resident Address: Client employee resident address information. • Employee Scheduled Payments: Client employee scheduled payment information. • Employee Skills and Education: Client employee skills and education information. • Employer Details: Client account numbers and other information. • Employer Tax Rates (SUTA): Client tax rates information. • Employer W/C Accrual Modifiers: Client employer W/C accrual modifiers information. • Global W/C Classification Rates: Client W/C rates at the system level. This import template is only available for service providers. • Global W/C Classifications: Client W/C codes and descriptions by state. This import template is only available for service providers

                                     and can only be accessed using the Import        icon on the W/C
                                     Classifications form.
                                 •   Labor Allocations : Client labor allocations information.
                                 •   Miscellaneous Invoices : Client stand-alone, miscellaneous
                                     charges information.
                                 •   Network ZIP Codes: Import ZIP codes to benefit plans that have a
                                     network assigned.
                                 •   Offer Types: Import/update offer types for existing benefit plans.
                                 •   Pay Code Total Compensation Category: Client pay code total
                                     compensation category information.
                                 •   Plan Comparison Data: Import benefit plan comparison
                                     information into the Comparison Field tab of the Benefits
                                     Enrollment Plan Details form.

Tab/Field Description • Position Classification: Import state and workers compensation classes for existing position classifications. • Position Codes: Client position-related information. • Projects/Cost Codes: Client project information. • Project (Certified Pay Rates): Client certified pay rates information for projects. • Rate Groups: Client rate groups information. • Retirement Loans : Client retirement loans information. • Shift Codes: Client shift code information. • State Tax Rates (SUTA): Client State Tax Rates (SUTA) information. • State Tax Bill Rates (SUTA): Client State Tax Bill Rates (SUTA) information. • Third Party Sick Pay Adjustment: Client third-party sick pay adjustment information. • Tip OT Register: Client tips and overtime data. • W/C Billing Modifiers: Client workers’ compensation policy information. • Worksite Locations: Client worksite location-related information.

Filename This is the file you uploaded for import. The file name displays after completing Step 3 in the import process. File Format tab Displays the required file format to perform the import.

File Content tab Displays the imported content.

Uploading/Importing a Database File To upload and import a database file in .txt format and import its data, do the following: 1. From the Import Template drop-down menu in the Data Import Tool form, select the template type. 2. At the bottom of the form, click Find File. The Upload a File dialog displays. 3. Click Choose File and browse to the .txt file you want to upload. 4. Click Open. 5. Click Submit.

If the file uploads successfully, a confirmation message displays. If your file does not upload successfully, an
error message displays. Click Close, then click Clear to try again or to upload a different file.

Click Close to return to the Data Import Tool form, where the file name and the imported content display.
Review the content, and then click Import to complete the process. A confirmation dialog displays to confirm that the file content was successfully imported. If the import process encounters duplicates, a dialog displays stating the data already exists. Click OK. The Import Duplicates form displays. To process the duplicate data, you can either click Skip or Replace with New. If you want to apply the action to all data, select the Apply to all option.

Troubleshooting If errors occur during the import process, do the following: 1. Click OK. 2. Click the Messages tab and review the error messages.

Click Import to proceed. If the import is successful, a confirmation dialog displays.
Click OK to proceed and view the report or click Close to restart the process.

Viewing the Report To view the report on the data you uploaded and imported, do the following: Click Report.

The data displays in a report format, which includes the Import Status results. The report (see example below) displays all imported records and includes any records that were skipped.

When you finish reviewing the report, close the report window and click Clear to upload another file.

Importing ACA Offered Employees You can use this import template to import part-time employees who need to be reported as full-time employees for ACA purposes for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import ACA offered employees, do the following: 1. Select Client. 2. From the Client|Change menu, select ACA Offered Employees. The ACA Offered Employees form displays.

On the ACA Offered Employees form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The ACA Offered Employees import template option and its tabs/fields automatically display when you access this template directly from the ACA Offered Employees form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Employee ID (required): The ID of the employee who works for the client. • Stability Start Date (required): The Start Date is based on the predefined stability periods for the relevant employee type. • Stability End Date (required): Populates automatically after you select a Start Date. • Type (required): Date that applies to employee holiday time. • ACA Offer Of Coverage (required): Indicates an offer of coverage for eligible employees.

Required? Indicates if the field is required.

Note the following when using the ACA Offered Employees import template: • Users whose user role is set to DENY for the ACA Offered Employees form cannot import data using the ACA Offered Employees import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the ACA Offered Employees form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the ACA Offered Employees form. • Users whose user role is set to INQUIRY for the ACA Offered Employees form can view the ACA Offered Employees import template for Miscellaneous Invoice, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • A warning displays if you import an employee who is not a part-time employee, but you can still import that employee. • You can import duplicate part-time employees if they do not have the same dates. For example, if employee ZXY uses the date 1/1/2023, you cannot import that employee using the date 1/1/2023, but you can import employee ZXY using the date 5/1/2023.

Importing ASO Accounting Codes You can import changes to ASO accounting codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import ASO accounting codes, do the following: 1. Select Client. 2. From the Client|Change menu, select ASO Accounting Codes.

On the ASO Accounting Codes form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The ASO Accounting Codes import template option and its tabs/fields automatically display when you access this template directly from the ASO Accounting Codes form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the ASO Accounting Codes import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Account (required): The account code number. • Account Name (required): The name of the account. • Prefix/Suffix Allowed: Indicates if the client uses a prefix or suffix in addition to the core account number.

Required? Indicates if the field is required.

Importing Auto Holiday Pay Days You can use this import template to import auto holiday pay days to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import auto holiday pay days, do the following: 1. Select Client. 2. From the Client|Change menu, select Auto Holiday Pay. The Auto Holiday Pay form displays. 3. Click Days. The Auto Holiday Pay Days form displays.

On the Auto Holiday Pay Days form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The Auto Holiday Pay Days import template option and its tabs/fields automatically display when you access this template directly from the Auto Holiday Pay Days form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Date (required): Date that applies to employee holiday time.

Required? Indicates if the field is required.

Note the following when using the Auto Holiday Pay Rules import template: • Users whose user role is set to DENY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form) cannot import data using the Auto Holiday Pay Days import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form), but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Auto Holiday Pay Days form. • Users whose user role is set to INQUIRY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form) can view the Auto Holiday Pay Days import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing Auto Holiday Pay Rules You can use the Auto Holiday Pay Rules import template to import auto holiday pay rules to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import auto holiday pay rules, do the following: 1. Select Client. 2. From the Client|Change menu, select Auto Holiday Pay Rules.

On the Auto Holiday Pay Rules form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Auto Holiday Pay Rules import template option and its tabs/fields automatically display when you access this template directly from the Auto Holiday Pay Rules form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Employee Type: Type of employee. • Pay Method: Method by which the employee will be paid. Note: The Variable Salary option in the Pay Method field on the Employee Details form only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. • FLSA Exempt: FLSA exempt status. • Pay Group: Pay group assigned to holiday. • Pay Code (required): Pay code assigned to holiday. • Number of Hours (required): Number of holiday hours.

Required? Indicates if the field is required.

Note the following when using the Auto Holiday Pay Rules import template: • Users whose user role is set to DENY for the Auto Holiday Pay form cannot view the Auto Holiday Pay Rules import template in the Data Import Tool. • Users whose user role is set to INQUIRY for the Auto Holiday Pay form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import Rules link on the Auto Holiday Pay form.

• Users whose user role is set to INQUIRY for the Auto Holiday Pay form can view the Auto Holiday Pay Rules import template for Miscellaneous Invoice, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • The system appends imported rules to the end of the existing rule list. • The import process ignores duplicate data.

Importing Backup Account Assignments You can use the Backup Account Assignment import template to import backup account assignments to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import backup account assignments, do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
In the Data Import Tool form, select the Backup Account Assignment import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) Note: Before you begin the import, you can select to Keep Existing User Data (default) or Remove existing backup account assignments for all clients in the import file, which overrides the existing list of users that are currently assigned to the client. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Role (required): Employee role, such as Payroll, Human Resources, Benefits, Risk, Sales, Coordinator, Broker, and I-9 Approver. • User (required): Name of active service provider user set up at system level for this client.

Required? Indicates if the field is required.

Note the following when using the Backup Account Assignment import template: • Users whose user role is set to DENY for the Company Account form cannot import data using the Backup Account Assignment import template. (You can access the Company Account form by selecting the Account tab on the Client Details form.) • Users whose user role is set to INQUIRY for the Company Account form can view the Backup Account Assignment import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • If you enter a role/user combination that the system has already applied to the client it’s overridden and a warning displays, “User already exists with role for client , this record will be overridden.”

Importing Benefit Adjustments You can import multiple benefit adjustments for multiple employees at once to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import benefit adjustments, do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
In the Data Import Tool form, select the Benefit Adjustments import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Employee ID (required): Unique identifier for the employee whose benefit billing record will receive an adjustment. • Plan ID (required): Unique identifier for the Benefit Plan that requires an adjustment. • Plan Period (required): The benefit plan period in the format YYYYMM. For example, 202310 for October 2023. • Bill Amount (required): The amount to bill to the client per pay cycle as a result of an adjustment. • Employee Contribution: The amount to deduct from the employee’s pay check per cycle. This amount is credited to the client to offset the billing amount. • Cycles (required): The number of future payroll cycles to apply an adjustment. • Start Date (required): The Start Date of the period when the deduction related to an adjustment goes into effect. • Insurance Cost: The premium cost associated with an adjustment. • Adjustment Amount: The B/R adjustment to apply to the benefits reconciliation process of an adjustment. • Retro Enroll: Whether an adjustment applies to a retroactive enrollment. Pre-tax contributions cannot fund any part of the premium for retroactive enrollments. Valid values are Yes or No. • Comments: Descriptive comments about an adjustment.

Required? Indicates if the field is required.

Note: Cycles Billed is not a required field anymore for importing Benefit Adjustments. It will automatically be set to 0 when importing Benefit Adjustments.

Importing Bill Pending Data You can import changes to bill pending data to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors who have full access to the Bill Pending form enabled for their user role. Bill pending data imported through this process will be added to existing records. Updates to existing bill pending data must be made manually.

To upload and import bill pending data, do the following: 1. Select Client.

From the Client|Action menu, select Bill Pending.
On the Bill Pending form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Bill Pending import template option and its tabs/fields automatically display when you access this template directly from the Bill Pending form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Bill Pending import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Bill Date (required): Date on which billing occurs; the system recognizes different formats as long as they are in the order month, day, and year (if no year is specified, the system uses the current year). • Bill Event Code (required): Billing event code. • Bill Rate (required): Billing rates for each billing unit. • Bill Unit (required): Number of billing units. • Client ID (required): ID of the client for this billing line item. • Employee ID (required): ID of the employee associated with the line item, if applicable (must be in the client in the row). (Optional when using Location.) • Location (required): Location code associated with the line item, if applicable. (Optional when using Employee ID.) • Division: Division code associated with the line item, if applicable. • Comment (max 40 characters): Comment for the line item, if appropriate. (Note: If there are more than 40 characters in a comment, an error displays.) • Department: Department code associated with the line item, if applicable. • Shift: Shift code associated with the line item, if applicable. • Project: Project code associated with the line item, if applicable. • Cost: Cost amount can be positive to charge against the line item, or negative to lower the total amount. • Pay Group: Pay group associated with the line item, if applicable (requires a Location for calculating taxes). Note that you cannot have both an employee ID and a pay group in the same file; the system will reject it if you do. • Payroll Type: Indicates the type of payroll, which can be Regularly Scheduled (R), Manual (M), or Special (S). • Repeat Thru Date: Indicates when the recurring event starts and stops. (Use the MM/DD/YYYY date format.) • Repeat Cycle (required if Repeat Thru Date is used): Indicates billing frequency, which can be one of the following:

                                     •   W = Weekly
                                     •   B = Biweekly

Field Description • M = Monthly • Q = Quarterly • A = Annually Required? Indicates if the field is required.

Importing Certified Pay Rates for Projects You can import certified pay rates (that is, position code, position title, base rate, fringe rate, and prevailing wage rate) for projects to reduce the amount of manual work required.

To upload and import certified pay rates for projects:

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
From the Import Template drop-down menu, select Project (Certified Pay Rates). When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) You can enable one of the following fields during imports: • Keep existing data: Retains existing data during the import and only adds or replaces new certified pay rates included in the file for the project. • Replace existing data: Replaces existing data with data included in the file but does not remove data that is not included in the file (that is, leaves existing data, adds new data, and updates duplicates). For example, a duplicate would be a client ID, project code, and position code that is already listed on the Certified Pay Rates panel on the Projects form. • Remove existing data (default): Removes existing data in the Certified Pay Rates panel on the Projects form that is not included in the file for that client. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Project ID (required): Indicates the unique project code for projects subject to certified payroll regulations. • Position Code (required): Indicates the unique code that briefly describes the position. For example, OPER for vehicle operator. • Base Rate: Indicates the portion of the job rate used to calculate the overtime rate. • Fringe Rate: Indicates the fringe portion of the job rate.

Required? Indicates if the field is required.

When using the Project (Certified Pay Rates) import template, note the following: • Users whose user role is set to DENY for the Projects form cannot import data using the Project (Certified Pay Rates) import template. • Users whose user role is set to INQUIRY for the Projects form can view the Project (Certified Pay Rates) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing Client Account Assignments You can import changes to client account assignments to reduce the amount of manual work required. Note: This import template is only available for service providers.

To upload and import employee client account assignments, do the following:

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
From the Import Template drop-down menu, select Client Account Assignments. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) You can enable one of the following fields during imports:

• Remove existing assignments (default): Removes existing assignments that are not included in the file. • Replace existing assignments: Replaces existing assignments with assignments included in the file but does not remove assignments that are not included in the file. • Keep Existing Assignments: Prioritizes keeping existing assignments and adds new assignments included in the file. (That is, if an assignment exists and is included in the file, the upload skips the value in the file and keeps the existing system values.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Payroll (required): The payroll employee representative. • Human Resources (required): The human resources employee representative. • Benefits: The benefits employee representative. • Risk: The risk employee representative. • Sales: The sales employee representative. • Coordinator: The coordinator employee representative. • Broker: The broker employee representative. • I-9 Approver: The I-9 approver employee representative. • Print/Mail User: The Payroll Processor (Print/Mail) employee representative.

Required? Indicates if the field is required.

When using the Client Account Assignments import template, note the following: • If users do not have access to the company through client access groups, users cannot import data into a company. • If their user role is set to DENY for the Client Details form, but FULL for the Company Accounts form, users can view the Client Account Assignments option on the Import Template menu and import data . • If their user role is set to DENY for the Company Account form, users cannot view the Client Account Assignments option on the Import Template menu. • If their user role is set to INQUIRY for the Company Account form, users can view the Client Account Assignments import template, but cannot import data. • If their user role is set to INQUIRY for the Data Import Tool form, users can view Form and import templates, but cannot import data.

Importing Client BE/OE Workflows You can import BE/OE workflows into the Client Workflow Grid to reduce the amount of manual work required.

Note: This import template is only available for service providers.

To upload and import BE/OE workflows for a client, do the following:

You can navigate directly to the Data Import Tool form by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
From the Import Template drop-down menu, select Client BE/OE Workflows. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Workflow Effective Date (Required): Date on which the workflow is available. • BE Workflow (Optional): The workflow to use for benefit enrollments. • BE Open Window Length (Optional): The number of days from the benefit enrollment effective date during which an employee can enroll in benefits. (Note: If you enter the BE Workflow, the BE Open Window Length is required.) • Enable Notifications (Optional): • If left blank, defaults to ALL ON (Value = Y) • ALL ON (Value = Y) • ALL OFF (Value = N) • BE ONLY (Value = B) • OE ONLY (Value = O) • AE ONLY (Value = A) • Min # of Overlap Days (Optional): Designates the limited amount of time an employee has to complete the open enrollment workflow when the workflow start date plus the Min # of Overlap Days extends beyond the open enrollment window. • AE Workflow (Optional): The workflow to use for automatic benefits enrollment. • OE Workflow (Optional): The workflow to use for benefits open enrollment. (Note: If you enter the OE Workflow, then the OE Start Date, OE End Date, and End Effective Date are required.) • OE Start Date (Optional): The date when benefits open enrollment start. • OE End Date (Optional): The date when benefits open enrollment ends. • End Effective Date (Optional): The date till which employee benefits apply. Required? Indicates if the field is required.

When using the Client BE/OE Workflows import template, note the following: • If users do not have access to the company through client access groups, users cannot import data into a company.

• If their user role is set to DENY for the Client Details form, but FULL for the Client Accounts form, users can view the Client BE/OE Workflows option on the Import Template menu and import data . • If their user role is set to DENY for the Client Workflow Grid form, users cannot view the Client BE/OE Workflows option on the Import Template menu. • If their user role is set to INQUIRY for the Client Workflow Grid form, users can view the Client BE/OE Workflows import template, but cannot import data. • If their user role is set to INQUIRY for the Data Import Tool form, users can view Form and import templates, but cannot import data.

Importing Client Details (Benefits) You can use this import template to import yearly information into the ACA Large Employer Year grid for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import yearly information into the ACA Large Employer Year grid, do the following: 1. Select Client.

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu. The Data Import Tool form displays.
Select Client Details (Benefits). When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Year (required): Indicates the current year. (Must be a four-digit number.) • ACA Large Employer: Indicates if the client meets the IRS definition of a large employer for that year. (The system defaults to No if nothing is selected.) • Show in ESS: Indicates if employees are allowed to view their 1095-C information in Employee Portal (EP). (The system defaults to No if nothing is selected.) Note: You should do this for a reporting year when you have built the registers and confirmed that the information is complete. • 1095 Employer (required): Information to use in the Applicable Large Employer Member fields on Form 1095-C. (Must be an Employer Master or 1094c.)

Required? Indicates if the field is required.

Note the following when using the Client Details (Benefits) import template: • Users whose user role is set to DENY for the Client Benefit form cannot import data using the Client Details (Benefits) import template. (You can access the Client Benefit form by selecting the Benefits tab on the Client Details form.) • Users whose user role is set to INQUIRY for the Client Benefit form can view the Client Details (Benefits) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • If you enter a year that has already been applied for the client on the Client Details form, the system does not override the information and the import displays an error message, “Year already exists for client , this record will be skipped.”

Importing Client Commissions You can use the Client Commissions import template to import commissions for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import backup account assignments, do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
In the Data Import Tool form, select the Client Commissions import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) You can enable one of the following fields: • Keep existing data field (default): Retains existing data during the import and only adds or replaces data included in the file to the client. • Remove existing client commissions data for all client in the import file: Overwrites existing data in the Commission Maintenance form during the import. (The Commission Maintenance form is accessible by selecting Commissions on the Actions menu in the Client Details form.) • Keep existing data and update duplicates: Prior to creating new records, ensures the system looks for duplicates between the existing commissions data and the file upload to permit updates to those matching records for the Amount, Flat or Percent, and Target Amount fields, in addition to uploading new commissions configurations. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Salesperson (required): The user ID of an employee at your organization who is a sales representative associated with the client. • From Date (required): Date on which the commission level goes into effect. • To Date (required): Date on which the commission level expires. • Amount: Indicates the commission amount as a flat amount or a percentage. • Flat or Percent: Indicates if the commission amount is Flat or Percent. • Based On: Indicates what the commission is based on. If you include Based On in the import file, it must match one of these options:

                                     •   Gross Wages
                                     •   Admin Fees
                                     •   Benefit Commission Type
                                     •   Benefit Commission Percentage
                                     •   Workers Comp
                                     •   Workers Compensation Profit
                                     •   Average Number Lives
                                     •   Gross Profit
                                     •   Tax Profit
                                     •   Percent of Bill Code
                                     •   Profits to Admin [Enter Bill Code in Based On]
                                     •   Fixed Amount Group 1
                                     •   Fixed Amount Group 2
                                     •   Fixed Amount Group 3
                                     •   Fixed Amount Group 4
                                     •   Fixed Amount Group 5
                                     •   Fixed per Paid Employee
                                     •   Percent of Target Amount

Field Description • Based On Item: 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. • Based On Plan: Indicates the ID of the commission plan that exists at the system level. (Cannot be used in conjunction with Amount, Flat or Percent, Based On, and Based on Item.) • Target Amount: Indicates the commission’s target amount, which is used in conjunction with the Percent of Target Amount Based On 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. Required? Indicates if the field is required.

Note the following when using the Client Commissions import template: • Users whose user role is set to DENY for the Commission Maintenance form cannot import data using the Client Commissions import template. (You can access the Commission Maintenance form by selecting Commissions on the Action menu in the Client Details form.) • Users whose user role is set to INQUIRY for the Commission Maintenance form can view the Client Commissions import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing Client Details You can use this import template to import NAICS codes for the client and the client’s work category to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import client details, do the following: 1. Select Client.

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu. The Data Import Tool form displays.
Select Client Details. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • NAICS Code: The North American Industry Classification System (NAICS) code for the client. Note: This code must be a valid code set up at the system level on the NAICS Codes form. If it is not a valid code, an error message displays. • Client Category: Defines the client’s work category, such as CON for Construction.

Required? Indicates if the field is required.

Note the following when using the Client Details import template: • Users whose user role is set to DENY for the Client Details form cannot import data using the Client Details import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Client Details form can view the Client Details import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing Client Details Special Delivery Instructions You can import special delivery instructions for clients to reduce the amount of manual work required.

To upload and import client details special delivery instructions, do the following:

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
From the Import Template drop-down menu, select Client Details (Special Delivery). When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) You can enable one of the following fields during imports: • Replace existing data: Replaces existing data with data included in the file but does not remove data that is not included in the file. For example: • If the system already has a delivery method for location 1 and location 1 is included in the file with changes, the system confirms the changes. • If the system already has a delivery method for location 2 and location 2 is not in the file, then the system keeps the location 2 delivery method data. • Remove existing data (default): Removes existing data that is not included in the file for that client. For example: • If the system already has a delivery method for location 1 and location 1 is included in the file with changes, the system confirms the changes. • If the system already has a delivery method for location 2 and location 2 is not in the file, then the system removes the location 2 delivery method data. • Keep existing data: Prioritizes keeping existing data and adds new data included in the file. (That is, if data exists and is included in the file, the upload skips the value in the file and keeps the existing system values.) For example: • If the system already has a delivery method for location 1 and location 1 is included in the file with changes, the system keeps the existing data, not the data included in the file. • If the system already has a delivery method for location 2 and location 2 is not in the file, then the location 2 delivery method data remains the same in the system. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • All Locations: Indicates if special delivery method applies to all locations. • Location Code: Indicates location code for this special delivery. • Company Override Method: Indicates special delivery methods defined in your system. • Days In Transit: Indicates special delivery method’s number of days in transit. • Bill Event Codes: Indicates ID of billing event that the system uses to track this special delivery method. If there is no charge for the special delivery method, leave this field blank. • Special Bill Amt: Indicates override for the standard billing amount for this client. • Create Spec Sheet: Indicates that a special sheet will print during payroll processing. (Do not use this option if a special sheet is not necessary.) • Method Active: Indicates status of this special delivery method. • Method Until: Indicates date when the special delivery method should stop being used for the client. • Special Message: A special message that prints on the special delivery sheet. • Name: Indicates name that should appear on the special delivery sheet. • Address: Indicates address that should appear on the special delivery sheet. • Address 2: Indicates second address line that should appear on the special delivery sheet. • City, State, Zip Code: Indicates city, state, and zip code that should appear on the special delivery sheet. • Delivery Sheet Format: Indicates special delivery sheet format used to ensure that the address on the printed special delivery sheet displays in the window envelopes your organization uses.

Required? Indicates if the field is required.

When using the Client Details (Special Delivery) import template, note the following:

• Users whose user role is set to DENY for the Client Details form cannot import data using the Client Details (Special Delivery) import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Client Details form can view the Client Details (Special Delivery) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing Client Taxes You can use this import template to import taxes for the client into the state tax setup on the Client Details form to reduce the amount of manual work required.

To upload and import client tax details, do the following: 1. Select Client.

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu. The Data Import Tool form displays.
Select Client Details (Tax). When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) You can enable one of the following fields during imports: • Keep existing data: Prioritizes keeping existing data and adds new data included in the file. (That is, if data exists and is included in the file, the upload skips the value in the file and keeps the existing system values.) Enabling this field only adds new State Tax data included in the file to the client. • Keep existing data and update duplicates: Prior to creating new records, ensures the system looks for duplicates between the client tax data and the file upload to permit updates to those matching records for the Client ID and State fields, in addition to uploading new tax configurations. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • State: Indicates a two-character state code. States with or without suffixes will display in alphabetical order once any changes are saved. • State Unemployment Insurance ID: Indicates a state unemployment insurance ID for the selected state. • Secondary SUI ID: If this is a PEO company, indicates 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. • State Tax ID: Indicates the state tax ID for the selected state. • Client Reporting Start Date: Indicates the Client Reporting Start Date for SUTA tax reporting. • Client Reporting End Date: Indicates the Client Reporting End Date for SUTA tax reporting. • Misc Tax ID: Indicates the miscellaneous tax ID for the selected state • Misc Tax Code: Indicates 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.

Required? Indicates if the field is required.

Importing Department Codes You can import changes to department codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import department codes, do the following: 1. Select Client. 2. From the Client|Change menu, select Departments.

On the Departments form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Department Codes import template option and its tabs/fields automatically display when you access this template directly from the Departments form.

Note: You can also navigate directly to the Data Import Tool by clicking     (Back Office), then select
Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the
Department Codes import template option.

Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Department Code (required) : Abbreviation for the department. • Department Name (required): The full name of the department. • Per Diem Percent: Defines the percentage of pay that is allocated to non-taxable per diem when per diem is paid using the percentage method. • GL Segment 1: Code that defines the G/L account number segment instead of the department code. This replaces EEDP instead of the actual code. • GL Segment 2: Allows for more accounting options based on the department code. Rarely used, it ties to the EEDP2 mnemonic in the G/L interfaces. • Union Eligible Days: Number of days for Union eligibility.

Required? Indicates if the field is required.

Importing Division Codes You can import changes to division codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import division codes, do the following: 1. Select Client. 2. From Client|Change, select Divisions.

On the Divisions form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Division Codes import template option and its tabs/fields automatically display when you access this template directly from the Divisions form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Division Codes import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Division Code (required) : Abbreviation for the division name. • Division Name (required): The full name of the division. • GL Segment 1: Code that defines the G/L account number segment instead of the department or division code. This replaces EEDP instead of the actual code. • GL Segment 2: Allows for more accounting options based on the department or division code. Rarely used, it ties to the EEDP2 mnemonic in the G/L interfaces. • GL Segment 3: Allows you to enter a third G/L code, if necessary.

Required? Indicates if the field is required.

Importing Eligible Benefits You can import eligible Benefit Plans based on the Eligible Benefits Determinant field assigned to each client on the Client Details form. A quick link to the Eligible Benefits import template, Import Eligible Benefits, is available in the Eligible Benefits panel on the following forms: • Benefit Groups • Worksite Locations • Departments

•    Divisions

Note: The Import Eligible Benefits quick link only displays on the forms mentioned above if you have selected the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. For example, if you want the Import Eligible Benefits quick link to display on the Departments form, then you must select the Departments Restrict Eligibility option in the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. Note: This import template is only available to service providers.

To upload and import eligible benefits: 1. Click the Import Eligible Benefits quick link from one of the forms mentioned above or navigate to the

import template in the Data Import Tool by clicking               (Back Office), then select Data Import Tool
on the Operations|Import Processing menu.
The Eligible Benefits import template option and its tabs/fields automatically display when you access this
template directly from the above-mentioned forms.

Enter the Client ID or select Client ID to pre-populate the client data. If you select Client ID, the Select Clients list displays.
1. Select the clients by clicking the list of clients that you want to add. The added clients display in the Selected Clients section. Click Add All to add all the clients at once. Click Remove All to remove the clients from the Selected Clients section at once.
2. Click Done to add the selected clients. The added clients display in the Data Import Tool.
Enable Include Obsolete/Expired valuesbased on your requirement. (The default is disabled.) When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Data File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) Note: While uploading a .csv file to import its data, if there is any error with any of the benefit plans, then under the Messages section, the error message displays errors for all the benefit plans which helps you in correcting the import files. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Client Description: The eligible benefits description. • Eligible Benefits Determinant (required): Indicates the benefits available to an employee if the client makes different sets of benefits available to their employees based on department, division, location, or benefit group. • Benefit Groups: Indicates the benefit groups for each group of employees. • Locations: Indicates the details for the client’s worksite locations. • Departments: Indicates the details for the client’s departments. • Divisions: Indicates the details for the client’s divisions. • Clear Existing Data: Clears any existing data on the form. • Benefit Plan ID: Indicates the Benefit Plan ID where the employees are enrolled. Note: The valid values for different “Eligible Benefits Determinant” are: D - Departments B - Benefit Groups V - Divisions L - Locations Required? Indicates if the field is required.

Note the following when using the Eligible Benefits import template: • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the above mentioned forms cannot import a file using this template and subsequently, Import Eligible Benefits will not display on those forms.

Importing Eligible ZIP Codes You can use this import template to import eligible ZIP codes for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import eligible ZIP codes, do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
In the Data Import Tool form, select the Eligible ZIP Codes import template option.
Enter or select a Plan ID. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • ZIP (required): Eligible ZIP code for the client.

Required? Indicates if the field is required.

Note the following when using the Eligible ZIP Codes import template: • When you select a Plan ID, benefits plans that use networks do not display in the Select Benefit Plans list. In addition, benefit plans with a termination date equal to or less than the current date do not display in this list. • If you enter a Plan ID that already has eligible ZIP codes on record a warning displays, “Warning! Eligible ZIP codes are already on file for this plan. If you import, you will overwrite them. Do you want to continue?” Click Yes to continue. • If you import a ZIP code that does not exist a warning displays for each ZIP code that the system cannot validate, “Warning - Key is not valid for ZIP codes.” • Users whose user role is set to DENY for the Group Benefit Plans form cannot import data using the Eligible ZIP Codes import template. • Users whose user role is set to INQUIRY for the Group Benefit Plans form can view the Eligible ZIP Codes import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Employee Dependents You can import multiple employee dependents for multiple employees at once to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import employee dependents do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processingmenu.
In the Data Import Tool form, select the Employee Dependents import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)

The layout requirements are: Field Description Column Number The corresponding column number for the imported data.

   Field                             Description
   Category Description              •   Client ID (required): Unique identifier for the client.
                                     •   Spouse: Whether the dependent is the employee's spouse.
                                         A spouse must have a Relationship Type of Dependent.
                                     •   First Name (required): The dependent's first name.
                                     •   Last Name (required): The dependent’s last name.
                                     •   Middle Initial: The dependent's middle initial.
                                     •   Gender: The dependent's birth gender. Please note the
                                         below validations for the Gender field:

                                         •   If Gender Non Binary is flagged on the System
                                             Parameters form, then you must be able to import Non-
                                             binary as a Gender option. The Gender Non-binary field
                                             value is defined as X.
                                         •   If Gender Decline To State is flagged on the System
                                             Parameters form, then you must be able to import
                                             Declined to state as a Gender option. The Gender
                                             Declined to state field value is defined as D.
                                     •   Birth Date: The dependent's birth date.
                                     •   Dependent SSN: The dependent's Social Security number.
                                     •   Tobacco Use: Whether the dependent uses tobacco.
                                     •   EE SSN, EE ID, or Clock No. (required): Used to identify
                                         employees using their SSN, Employee ID, or Clock Number.
                                         It ensures consistency across import types and provides
                                         more flexibility for managing dependent data.
                                     •   Relationship: The dependent's relationship to the employee.
                                     •   Full Time Student: Whether the dependent is a full-time
                                         student.
                                     •   Address Line 1: The dependent's address.
                                     •   City: The dependent's city of residence.
                                     •   State: The dependent's state of residence.
                                     •   Zip Code: The dependent's ZIP code and extension.
                                     •   Phone: The dependent's phone number.
                                     •   Work Phone: The dependent's work phone number.

   Field                             Description
                                     •    Gender Designation: Indicates to define the gender
                                          designation of the dependents.
                                     •    Preferred Pronoun: Indicates to define the preferred
                                          pronoun of the dependents.

   Required?                         Indicates if the field is required.

Optionally, click Clear existing dependents from employee records to replace existing employee dependent records with the information in the import file. Leave this option unchecked to add this information to existing employee dependent records, including duplicates. When this option is checked, the validation logic evaluates any previously identified dependent record not included in the current import file to determine if that dependent record has current coverage or prior coverage history. Additionally, an informational message stating, “Required fields may vary based on client setup for New Hire and Dependent Field Overrides” displays. • If a previously identified dependent record is found to have current coverage or prior coverage history: The record is skipped and the following error message displays: “Error: You may not delete the dependent ID [Dependent ID Number] for Employee ID [Employee ID] on line [import file line number] because there are existing benefit records associated with it.” A variation of this same message displays when multiple dependent records with current coverage or prior coverage history must be skipped for the same employee: “Error: You may not delete the dependent ID’s [Dependent ID Numbers separated by a comma] for Employee ID [Employee ID] on line [import file line number] because there are existing benefit records associated with them.” • If a previously identified dependent record is found to have no current coverage or prior coverage history associated with it: The record is deleted. This validation works similar to the validation logic used when you attempt to manually delete a dependent with coverage history from the system. In that instance, a message displays indicating that you cannot delete the record but you can mark it Inactive.

Required Fields Validation When fields are configured as required fields on either the New Hire and Dependent Required Fields (Global) form or the New Hire and Dependent Field Overrides form, validations are in place to ensure correct data is passed and required fields are not missing or invalid during the File Upload process.

Valid Data Checks: If the following fields are configured as required and the field values are found to be invalid during the File Upload process of the Employee Dependents Import, an error message displays on the Messages tab of the Data Import Tool for each invalid value.

l   Birth Date - Must have valid date format.
l   Gender - Must have valid value (i.e., M, F, X, or D).
l   Relation - Must have valid value. The system uses the Relation Codes specified here to validate
    against: Benefit Plan Maintenance > Group Benefit Plans (Global) > Relationships.

Missing Data Checks: If the following fields are configured as required and the field values are missing, an error message displays on the Messages tab of the Data Import tool for each missing value. l Social Security Number l Birth Date l Gender l Relation l Address (Address Line 1, City, State, ZIP Code)

Importing Employee Direct Deposit Data You can import changes to employee direct deposit data to reduce the amount of manual work required. Note the following: • This import template is available to service providers, worksite managers, and worksite trusted advisors. • Access to this template (Full, Inquiry, or Deny) mirrors the access the user has to the Deposit tab on the Employee Details form. • This process imports direct deposit records when bringing on new employees. If you use this process for employees that already have direct deposit records, the current direct deposit record will be replaced with the contents of this file.

To upload and import employee direct deposit information, do the following:

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
From the Import Template drop-down menu, select Employee Direct Deposit. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

                                •    For active (A) deposit status, the system generates an ACH entry
                                     for the voucher.
                                •    For inactive (I) deposit status, the system produces a paycheck
                                     during payroll processing for the net amount of the pay voucher.
                          •     Pay Types to Deposit (required): Indicates the deposit pay types that
                                the system directly deposits, which include the following:
                                •    All (RVS): All voucher types
                                •    Regular (R): Only regular checks
                                •    Vacation (V): Only vacation checks
                                •    Supplemental (S): Only supplemental checks
                                •    Reg & Vac (RV): Regular and vacation checks
                                •    Reg & Sup (RS): Regular and supplemental checks
                                •    Sup & Vac (SV): Supplemental and vacation checks
                          •     Suppress Account Number Print: Prevents the system from printing the
                                employee’s bank account number on the direct deposit advice. The
                                allowed values are Y or N.
                          •     Type (required): The bank account type for the deposit transaction,
                                which includes the following:
                                •    C: Checking
                                •    S: Savings
                                •    HE: Employee checking
                                •    HES: Employee savings
                                •    HC: Client checking
                                •    HSC: Client savings
                                Note the following:

Field Description • An employee or client cannot have more than one type of HSA deposit. (They can deposit to a checking or savings account, but not to both accounts.) • A type that begins with an “H” always designates an HSA deposit. • Transit Number (required): The nine-digit ABA Transit Number of the receiving bank or other financial institution. • Account Number (required): The account number associated with the transit number where the money is deposited. (This number is alphanumeric with a maximum of 0-9 characters.) • Pay Type (required): The deposit pay types for the data on the specific row. (You can select different pay types for different accounts.) The pay types include the following: • All (RVS): All voucher types • Regular (R): Only regular checks • Vacation (V): Only vacation checks • Supplemental (S): Only supplemental checks • Reg & Vac (RV): Regular and vacation checks • Reg & Sup (RS): Regular and supplemental checks • Sup & Vac (SV): Supplemental and vacation checks • Method (required): The method used to determine the deposit amount. The allowed values are F, P, or B. (Note: For service providers, additional values are FS and PN.) • Amount (required): The direct deposit amount that is either a percentage or fixed amount, depending on the calculation method defined for the deduction code. (Note: This field is required if the Method chosen is F, P, FS, or PN.) • Limit: The maximum deposit amount. • Status (required): The status of the direct deposit account. The allowed values are P, D, or I.(Note: Worksite managers and worksite trusted advisors are only allowed to import a status of P (processing errors display if they import a status of D or I).) Required? Indicates if the field is required.

Importing Employee Loan Data You can import changes to employee loan data to reduce the amount of manual work required.

Note: This import template is available to service providers, worksite managers, and worksite trusted advisors who have full access to the Employee Loans form enabled for their user role. Employee loan data imported through this process will be added to existing records. Updates to existing employee loan data can be made using the Loan Number column, which is an optional field. Note the following: • When an import file includes a valid loan number that already exists, the system updates that record with the information on that row. • When an import file includes an invalid loan number, an error occurs during the update. • When an import file does not include a loan number, the system creates a new record.

To upload and import employee loan data, do the following: 1. Select Client. 2. From the Payroll|Change menu, select Employee Loans.

On the Employee Loans form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Employee Loans import template option and its tabs/fields automatically display when you access this template directly from the Employee Loans form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Employee Loans import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): ID of the client for this loan item. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. (Note: Only the last four digits of the SSN display when you review the information on the File Content tab.) • Loan Number: Number associated with the loan. • Loan Date: Date on which this loan was granted. • Loan Amount (required): Amount granted to the employee. (This value must be greater than zero.) • Loan Payment (required): Amount to deduct automatically from each paycheck to repay the loan. • Payment Frequency (required): How often the payroll deduction is made:

                                     •   O: Once per month.
                                     •   P: Once per payroll period.
                                     •   A: All payroll types.
                                 •   Payback Amount (required): Amount required to consider the
                                     loan paid in full, which is the amount of this loan plus interest (if
                                     any). (Note: This amount can be different from the loan amount.)
                                 •   Deduction Code (required): Code used for the employee loan.
                                     (Note: The deduction type must equal the employee loan
                                     payment.)
                                 •   Start Date: Date on which payroll deductions will begin to pay
                                     back the loan.
                                 •   Stop Date: Date on which payroll deductions will cease.
                                 •   Reason for Loan: Reason why loan was taken.
                                 •   Amount Paid: Amount that the employee has paid back on this
                                     loan to date.
                                 •   Payee: Payee associated with the employee loan.
                                     Note the following:
                                     •   The payee must be an existing payee and have a Payee Type
                                         set to Loans on the Payees form.
                                     •   You can only use payees whose Third Party Format for the
                                         Processor ID associated with the Payroll Check Account is set

Field Description to Cachet or –Select– on the ACH Originators form. Required? Indicates if the field is required.

Importing Employee One-Time Deductions You can import changes to employee one-time deductions to reduce the amount of manual work required. Note the following when using this import template: • This import template is available to service providers, worksite managers, and worksite trusted advisors. It lets you perform employee one-time deductions using only deduction codes defined at the system level that use the Fixed Amount calculation method. (An error message displays, if the deduction does not meet this criteria.) • Import files accept multiple rows for the same employee with the same deduction code. In this situation, the codes import into the scheduled deduction record displaying one row, per row, in the import file.

To upload and import employee one-time deductions, do the following: 1. Select Client. 2. From Payroll|Change, select Scheduled Deductions. Worksite managers and worksite trusted advisors can navigate to the Employee Details form on the HR|Change menu. From the Actions menu , select Scheduled Deductions.

On the Scheduled Deductions form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Employee One-Time Deductions import template option and its tabs/fields automatically display when you access this template directly from the Scheduled Deductions form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you access the Employee One-Time Deductions import template from either the Scheduled Deductions form or the Data Import Tool, a message displays: “One-Time Deductions imported through this process will add to existing records. Updates to existing one-time deductions must be updated manually on the Scheduled Deductions form.” Click OK to continue. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Company (required): Unique ID for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. If needed, you may enter more than one line for an individual employee. Note: For security purposes, the system only displays the last four digits of the SSN on the File Content tab when you use this number in Column 2 as the Employee Identifier. • Deduction Code (required): The deduction code for the client. • Amount (required): The deduction amount that is either a percentage or fixed amount, depending on the calculation method defined for the deduction code. • Stop Date: The date after which the system ceases taking the deduction. • Check Stub Description: The check stub description for the employee’s Scheduled Deduction. (If you do not use a description, the system populates this field with the deduction code’s description by default.)

Required? Indicates if the field is required.

Note the following when using the Employee One-Time Deductions import template: • Imports at the operations level can include employees in a single client or in multiple clients. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the Scheduled Deductions form cannot import data using this

template and subsequently, the Import               will not display on this form.

• Users whose user role is set to INQUIRY for the Scheduled Deductions form can view the Employee One- Time Deductions import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Employee Position Rates You can import changes to employee position rates to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import employee position rates, do the following: 1. Select Client. 2. From Payroll|Change, select Employee Position Rates. Note: You can also navigate to the Employee Position Rates form by selecting Position Rates from the Actions menu in the Employee Details form.

On the Employee Position Rates form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Employee Position Rates import template option and its tabs/fields automatically display when you access this template directly from the Employee Position Rates form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Division Codes import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Employee (required): The Employee ID of an employee who works for the client. • Position Code (required): The existing position code in the system. • Standard Pay Rate: The pay rate that overrides the employee’s pay rate for the position. • Pay Code: The pay code for this position. • Pay Rate: The pay rate for this position. • Bill Rate: The bill rate for the employee in this position.

Required? Indicates if the field is required.

Importing Employee Property You can use the Employee Property import template to import property for the employee details record.

Note: This import template is only available to service providers.

To upload and import employee property, do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
In the Data Import Tool form, select the Employee Property import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Employee ID (required): Unique identifier for your employees. • Property Code: The code that represents the client property assigned to the employee. • Date Issued: The date when the employee received the client property. • Serial No: The client property serial number. • Property Value: The estimated value of the client property. • Date Returned: The date the employee returned the property to the client. • Comments: Comments specific to this client property.

Required? Indicates if the field is required.

Note the following when using the Employee Property import template: • Users can use this import only to import new employee property records. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the Employee Property form cannot view the Employee Property import template. • Users whose user role is set to INQUIRY for the Employee Property form can view the Employee Property import template, but cannot import data.

• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Employee Recurring Deductions You can import changes to employee recurring deductions to reduce the amount of manual work required. Note: This import template is only available for service providers.

To upload and import employee recurring deductions, do the following: 1. Select Client. 2. From Payroll|Change, select Recurring Deductions.

On the Recurring Deductions form, click Import to launch the Data Import Tool form. This button displays for all user roles except Inquiry Only. The Employee Recurring Deductions import template option and its tabs/fields automatically display when you access this template directly from the Recurring Deductions form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) Before you import employee recurring deductions, the system prompts you to clear all payroll deductions for this client’s employees before it loads the deduction file. • Select Yes to clear all of the voluntary deductions from the recurring deductions form for each employee in the client. • Select No to retain the existing voluntary deductions for the employees. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Company (required): Unique ID for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. If needed, you may enter more than one line for an individual employee. Note: For security purposes, the system only displays the last four digits of the SSN on the File Content tab when you use this number in Column 2 as the Employee Identifier. • Deduction Code (required): The deduction code for the client. • Amount (required): The deduction amount that is either a percentage or fixed amount, depending on the calculation method defined for the deduction code. • Periods (required): The deduction periods that determine when this deduction is taken from the employee’s net earnings after payroll taxes. • Start Date: The date to begin taking the deduction. • Stop Date: The date after which the system stops taking the deduction. • Maximum Amount: The maximum amount the system can deduct on a monthly, quarterly, yearly, or lifetime basis, as set in the Maximum Amount Basis category. (Note: Any maximum set here overrides the maximums defined for the deduction code. If you do not enter a maximum here, then any maximums set for the deduction code apply.) Note: An error message displays if you try to import either the Maximum Amount or Maximum Amount Basis categories individually without both having a value (leaving them blank will update to NULL). However, you can import the file without completing these columns because they are not mandatory. • Maximum Amount Basis: The basis to which the maximum applies: Monthly, Quarterly, Annually, or Lifetime. The following valid codes are available: • Monthly (M) • Quarterly (Q) • Annually (A) • Lifetime (L) Required? Indicates if the field is required.

Note the following when importing Employee Recurring Deductions: • Imported deductions must have the Voluntary deduction type defined at the system level. • If there are client-specific voluntary deductions defined on the Control tab on the Client Details form, importing is restricted to only those voluntary deduction codes. (See the Recurring Deductions form’s in- product help for more information.) • Users must have access to a particular company as specified in the Client Access Groups form on the System|Change menu to import data into that company.

Importing Employee Resident Addresses You can import changes to employee resident addresses to reduce the amount of manual work required. Note: This import template is only available for service providers.

To upload and import employee resident addresses:

Click (Back Office), then select Data Import Tool on the Operations|Import Processingmenu.
In the Data Import Tool form, select the Employee Resident Address import template option.

You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique ID for the client. • Employee ID (required): Unique ID for the employee. • Resident Address - Line 1 (required): First resident address line for the employee. • Resident Address - Line 2: Second resident address line for the employee. • Zip Code (required): Zip code for the employee’s resident address. Note: The system automatically updates the following fields in the Employee Details form if the Zip Code or Geocode changes: • City • State • County • School District • Zip+4: Indicates the ZIP+4 extension for the residential address, if it was not populated by the system. • Geocode: Geocode for the employee’s resident address. • Unincorporated Area: Indicates if the employee’s city or town is not governed by its own local municipal services and is not subject to local resident taxes. • Portland Metro District: Indicates if the employee resides in, or receives pay from the Portland Metro district. This is for highly compensated employees who qualify for the Portland Metro SHS tax.

Required? Indicates if the field is required.

Working with Imported Address Validation If the import file includes an address that fails validation or USPS-accepted address status, the system displays a dialog during the import process, Database File Import dialog entry, so you can either replace the incorrect address with a validated version or skip (keep) the current address. Note: A prompt displays in this instance, “Click Replace to use the suggested address or Skip to not import the employee’s address.” When this prompt displays during the import process, do one of the following: • Click Replace with New to update the address in the import file. (Note: To apply the correct address information to all address information that displays in this prompt, select Apply to all, then click Replace with New.)

• Click Skip to keep the current address. After you make a selection, the dialog closes and a confirmation message displays, “File content successfully uploaded and ready to be imported.” Click OK. (Note: Any skipped addresses do not display and any replaced addresses display in the File Content tab in the Data Import Tool.) After you click Import and the import finishes, a confirmation message displays, “File content successfully imported. View report for details.” (Note: Any skipped addresses display the “Skipped with a Comment” import status.) Note the following: • The Database File Import dialog entry does not display in the following instances: • When the address in the import file is a valid address with no address suggestions (this is equivalent to entering an address in the Employee Details form when no dialog displays suggestions to update the address). • When the fields in a row in the import data display an error (for example, characters instead of numbers in a zip code). • The Database File Import dialog entry does display when the address in the import file is a valid address and there is a suggested update (for example, address line 1 is 555 Elm and the suggested address is 555 Elm Drive).

Importing Employee Scheduled Payments You can use this import template to import employee scheduled payments to reduce the amount of manual work required. Note the following: • This import template is available to service providers, worksite managers, and worksite trusted advisors who have full access to the Scheduled Payments form enabled for their user role. Scheduled payments imported through this process will be added to existing records. Updates to existing scheduled payments must be made manually. • Only pay codes with a Fixed calculation method can be imported. • You can only import allowed pay codes (that is, those defined in the Control tab on the Client Details form). If you do not list pay code entries here, the system imports any Fixed calculation method pay codes. If you do list pay code entries here, the system only imports those pay codes. Note: Service providers can enable the ALLPAYCODESINT custom feature code on the System Parameters form to override the restriction listed above, so the system imports any pay codes, including the allowed pay codes that are defined in the Control tab on the Client Details form.

To upload and import employee scheduled payments, do the following: 1. Select Client. 2. From the Payroll|Change menu, select Scheduled Payments.

Worksite managers and worksite trusted advisors can navigate to the Employee Details form on the
HR|Change menu. From the Actions menu        , select Scheduled Payments.

On the Scheduled Payments form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Employee Scheduled Payments import template option and its tabs/fields automatically display when you access this template directly from the Scheduled Payments form.

Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Company ID (required): Unique identifier for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client and belongs to a pay group included in the payroll batch (can be a terminated employee). If needed, you may enter more than one line for an individual employee. (Note: Only the last four digits of the SSN display when you review the information on the File Content tab.) • Pay Code (required): The pay code for this scheduled payment. • Status (required): The status of the scheduled payment. • Amount (required): The scheduled payment that is either a percentage or fixed amount, depending on the calculation method defined for the payment. • Periods: The payment periods that determine when this scheduled payment is taken from the employee’s net earnings after payroll taxes. • Start Date: The date the system starts taking the payment. • Stop Date: The date after which the system stops taking the payment. • Move to T/S: Select Yes to move this expensed reimbursement or fringe pay code to the detail line on the payroll Voucher Earning Detail form once the payroll initializes.

Required? Indicates if the field is required.

Importing Employee Skills and Educational Information You can import changes to skills and educational information for multiple employees to reduce the amount of manual work required. Note the following: • This import template is available to service providers, worksite managers, and worksite trusted advisors. • Access to this template (Full, Inquiry, or Deny) mirrors the access the user has to the Skills & Education tab on the Employee Details form.

To upload and import skills and educational information, do the following:

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu.

From the Import Template drop-down menu, select Employee Skills and Education. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Company (required): Unique ID for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. If needed, you may enter more than one line for an individual employee. • Skill Code: Abbreviation for the skill. (Note: If you enter an invalid skill code, an error message displays.) • Skill Comment: Information that applies to the skill. • Competency Level: Competency level for this skill. • Date Certified: Date when the employee most recently received certification for this skill. • Renewal Date: Date when the employee must renew certification of this skill. • School Name: Institution the employee attended. • Years: Number of years completed at this school. • Graduated (Y/N): Indicates whether the employee graduated from this school. • Year Graduated: Year the employee graduated. • Degree Earned: Degree the employee received. • Comment: Indicates additional information about the employee’s education at this school.

Required? Indicates if the field is required.

Importing Employer Details You can bulk import or update the account numbers and other information on the State Tax panel on the Employer Details form.

To upload and import W/C classification rates, do the following: 1. Select the Back Office menu. Under Operations|Import Processing, select Data Import Tool. Select the Employer Details import template option. –OR–

Select the Back Office menu. Under Employer|Change select Employer Details. Click Import to launch the Data Import Tool form. The Employer Details import template option automatically displays. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Employer (Required) – Must be a valid Employer that is currently in the system. If you try to import an employer who is not in the system, you will receive and error stating Record is not on file. • State Code (Required) – Must be a valid state code. If you try to import a state code that is not in the system, you will receive and error stating Record is not on file on STATE.CODES. • Licensed – Any one of the following options only: • Yes • No • Blank • Taxpayer ID / UI Account – Only Alpha-Numeric characters are allowed for this field. • State Tax Nbr – Only Alpha-Numeric characters are allowed for this field. • Mag Authority ID – Only Alpha-Numeric characters are allowed for this field. • Misc ID 1 – Only Alpha-Numeric characters are allowed for this field. • Misc ID 2 – Only Alpha-Numeric characters are allowed for this field. • SUTA Rpt – Any one of the following options only: • C – Company • P – PEO • Blank • Rpt Entity Eff Date – Must be a valid date. • Rpt Entity End Date – Must be a valid date after the Rpt Entity Eff. Date. • SIT Rpt Entity – Any one of the following options only: • C – Client • E – Employer • Blank • SIT Eff Date – Must be a valid date. • SIT End Date – Must be a valid date after the SIT Eff. Date.

Field Description • GL Segment EEHL – Only Alpha-Numeric characters are allowed for this field. Required? • Yes – Indicates a required field. • No – Indicates an optional field.

Note the following when using the Employer Details import template:

• Users whose User Role is set to DENY for the Employer Details form cannot find the Import icon on the Employer Details form, and will not be able to see the Employer Details template on the Data Import Tool form. • Users whose User Role is set to FULL or INQUIRY for the Employer Details form, but set to DENY for the Data Import Tool form will not be able to see the Employer Details template on the Data Import Tool form. • Users whose User Role is set to INQUIRY for the Employer Details form can view the Employer Details import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool form can view the form and import template options, but cannot import data.

Importing Employer Tax Rates (SUTA) You can use this import template to import employer tax rates for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import pay code total compensation categories: 1. Select Client. 2. From the Employer|Change menu, select Employer Tax Rates (SUTA). The Employer Tax Rates (SUTA) form displays.

On the Employer Tax Rates (SUTA) form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The Employer Tax Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the Employer Tax Rates (SUTA) form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download

Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Employer (required): Employer ID for the client. • State (required): State in which the employer does business. • Effective Date (required): Date on which the rates go into effect. (This date is when the rate takes effect, not when the employer received the rate.) • SUTA Rate (required): Employer SUTA rate for the state. • Officer SUTA Rate: Employer SUTA rate for the state, if the rate is different for officers. • SDI Rate: Employer SDI rate, if applicable. (This applies to states where the employer pays disability insurance and the rate needs to override the Vertex value.) • State Misc1 Rate: Employer Misc1 override rate for the employer- paid taxes. • State Misc2 Rate: Employer Misc2 override rate for the employer- paid taxes. • State Misc3 Rate: Employer Misc3 override rate for the employer- paid taxes. • State Misc 3 Employee Rate: Employer override rate for the employee-paid Paid Family Medical Leave (PFML) tax (Tax Code XX-40). (As of 2023, the states of Massachusetts, Washington, Oregon & Colorado will have Paid Family Medical Leave (PFML) tax, the tax rates of which will vary between the Employee and Employer.)

Required? Indicates if the field is required.

Note the following when using the Employer Tax Rates (SUTA) import template: • Users whose user role is set to DENY for the Employer Tax Rates (SUTA) form cannot import data using the Employer Tax Rates (SUTA) import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Employer Tax Rates (SUTA) form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employer Tax Rates (SUTA) form.

• Users whose user role is set to INQUIRY for the Employer Tax Rates (SUTA) form can view the Employer Tax Rates (SUTA) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing Employer W/C Accrual Modifiers You can use this import template to import employer W/C accrual modifiers for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import employer W/C accrual modifier categories: 1. Select Client. 2. From the Employer|Change menu, select Employer W/C Accrual Modifiers. The Employer W/C Accrual Modifiers form displays.

On the Employer W/C Accrual Modifiers form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The Employer W/C Accrual Modifiers import template option and its tabs/fields automatically display when you access this template directly from the Employer Tax Rates (SUTA) form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Employer (required): Employer ID for the client. • State Code (required): State in which the employer does business. • Effective Date (required): Date when workers’ compensation is effective. (Use a new date or an existing date.) • Discount/Debit (required): Employer discount/debit rate for the state. • Modifier (required): Modifier rate for the state. • W/C Policy: Identifies the W/C policy. • W/C Policy Discount/Debit: Discount/debit rate for the policy. • W/C Policy Modifier: Identifies the modifier for the policy.

Required? Indicates if the field is required.

Note the following when using the Employer W/C Accrual Modifiers import template: • Users whose user role is set to DENY for the Employer W/C Accrual Modifiers form cannot import data using the Employer W/C Accrual Modifiers import template. • Users whose user role is set to INQUIRY for the Employer W/C Accrual Modifiers form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employer W/C Accrual Modifiers form. • Users whose user role is set to INQUIRY for the Employer W/C Accrual Modifiers form can view the Employer W/C Accrual Modifiers import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • If the Employer, State, and Effective Date fields already have a record in the system a warning displays, “There were duplicates found. The duplicates form will now be displayed and provide details.” Click OK to commit the update.

Importing Global Workers’ Compensation Classification Rates You can import changes to W/C rates at the system level to reduce the amount of manual work required. Note: This import template is only available for service providers.

To upload and import W/C classification rates, do the following: 1. Select Client. 2. Select W/C Classification Rates from the System|Change menu.

On the W/C Classification Rates form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Global W/C Classification Rates import template option and its tabs/fields automatically display when you access this template directly from the W/C Classification Rates form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Rate Template (required): The workers’ compensation rate template. • State (required): State for the client’s address. • Effective Date (required): A new or existing effective date. • Class Code (required): The workers’ compensation Class Code used by the state for this classification. To enter a sub-class code, precede it with a period. • Gross Rate (required): The workers’ compensation insurance premium’s gross rate as a percentage. • Published Rate: The published rate for the classification. (Note: This rate is only for informational purposes; it is not used to calculate accrual or billing rates.) • Rate Per Hour: The workers’ compensation rate per hour. • Tax Rate (EE): The workers’ compensation tax rate for employees. • Tax Rate (ER): The workers’ compensation tax rate for employers.

Required? Indicates if the field is required.

Note the following when using the Global W/C Classification Rates import template: • Users whose user role is set to DENY for the W/C Classification Rates form cannot import data using this

template and subsequently, Import               will not display on this form.

• Users whose user role is set to INQUIRY for the W/C Classification Rates form can view the Global W/C Classification Rates import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Global Workers’ Compensation Classifications You can import changes to W/C codes and descriptions by state to reduce the amount of manual work required. Also, you can import multiple rate templates and effective dates all at once.

Note: This import template is only available for service providers and can only be accessed using the Import icon from the system-level W/C Classifications form.

To upload and import W/C classifications, do the following: 1. Select Client. 2. Select W/C Classifications from the System|Change menu.

On the W/C Classifications form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Global W/C Classifications import template option and its tabs/fields automatically display when you access this template directly from the W/C Classification Rates form. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • State Code (required): The two-character state code that applies to this workers’ compensation classification. • Class Code (required): The workers’ compensation Class Code used by the state for this classification. To enter a sub-class code, precede it with a period. • Class Description (required): The Class Description for this classification. • OH Construction Class?: The Ohio Construction Class, if the classification pertains to a construction trade class in Ohio. The system uses this class in the Ohio Weekly Construction Cap calculation.

Required? Indicates if the field is required.

Note the following when using the Global W/C Classifications import template: • Users whose user role is set to DENY for the W/C Classifications form cannot import data using this template

and subsequently, Import             will not display on this form.

• Users whose user role is set to INQUIRY for the W/C Classifications form can view the Global W/C Classifications import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Labor Allocations You can use this import template to import labor allocations to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import labor allocations, do the following: 1. Select Client. 2. From the HR|Change menu, select Employee Details. Enter or select an Employee, then select the Pay tab.

In the Allocations panel, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Labor Allocations import template option and its tabs/fields automatically display when you access this template directly from the Allocations panel on the Pay tab in the Employee Details form. Note: A message displays, “Labor Allocations imported through this process will override any existing records. Updates to existing labor allocations must be done manually.” Click OK to continue.

You can navigate directly to the Data Import Tool by clicking                    (Back Office), then select Data
Import Tool on the Operations|Import Processing menu.

Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Employee ID (required): Unique identifier for the employee whose benefit billing record will receive an adjustment. • Location: Location code associated with the line item, if applicable. • Division: Division code associated with the line item, if applicable. • Department: Department code associated with the line item, if applicable. • Project: Project code associated with the line item, if applicable. • Position: Position code associated with the line item, if applicable. • Percent (required): Amount of the employee’s time that is being allocated.

Required? Indicates if the field is required.

Note the following when using the Labor Allocations import template: • Allocations must be equal to 100 percent. If not, an error message displays, “Total of allocation percentages must equal 100%.” • If you enter a labor allocation value that is not part of the client the following error message displays, “ is not on the file LOCATIONS.CODES.” • If you import labor allocations for an employee whose allocations already exist, those allocations will be overridden during the import. The following message displays during this situation, “Labor Allocations imported through this process will override any existing records. Updates to existing labor allocations must be done manually.” • Users whose user role is set to DENY for the Employee Pay form (accessed by selecting the Pay tab on the Employee Details form) cannot import data using the Labor Allocations import template and subsequently, the Data Import Tool icon will not display on this form.

• Users whose user role is set to FULL or INQUIRY for the Employee Pay form (accessed by selecting the Pay tab on the Employee Details form), but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employee Details form. • Users whose user role is set to INQUIRY for the Employee Pay form (accessed by selecting the Pay tab on the Employee Details form) can view the Labor Allocations import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing Miscellaneous Invoices You can use this import template to import stand-alone, miscellaneous charges to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import stand-alone, miscellaneous charges, do the following: 1. Select Payroll. 2. From the Payroll|Action menu, select Miscellaneous Invoice.

On the Miscellaneous Invoice form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Miscellaneous Invoices import template option and its tabs/fields automatically display when you access this template directly from the Miscellaneous Invoice form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Bill Date (required): Bill date for this invoice. • Suppress ACH (Optional): Indicates if this invoice should not follow ACH rules established for this client. • Event Code (required): Billing event code for this invoice. • Billing Units (required): Number of billing units for this invoice. • Bill Rate (required): Billing rates for each billing unit for this invoice. • Amount To Bill (Optional): Amount to bill for this invoice. • Location (Optional): Location code for this invoice. • Division (Optional): Division information for this invoice. • Department (Optional): Department information for this invoice. • Shift (Optional): Shift information for this invoice. • Project (Optional): Project information for this invoice. • Cost (Optional): Cost for this invoice. • Comment (Optional): Descriptive comments about this invoice.

Required? Indicates if the field is required.

Note the following when importing Miscellaneous Invoices data: • Users whose user role is set to DENY for the Miscellaneous Invoice form cannot import data using the Miscellaneous Invoices import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the Miscellaneous Invoice form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Miscellaneous Invoice form. • Users whose user role is set to INQUIRY for the Miscellaneous Invoice form can view the Miscellaneous Invoices import template for Miscellaneous Invoice, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • You can group the lines into one invoice if they are for the same client and date and are in consecutive lines in the file. However, if there are records for the same client and date that are not next to each other in the input file, the system does not group them in the same invoice because the program processes the lines one at a time.

• After you create a Miscellaneous Invoice using the Miscellaneous Invoices import template, the system sends an email to the following users: • Email addresses listed in the Additional Notification Emails panel for Payroll Finalization Notifications on the Control tab in the Client Details form • Worksite managers and worksite trusted advisors users with the Payroll Approver H/R Role

Importing Network ZIP Codes You can Import zip codes to benefit plans that have a network assigned with the Network ZIP Codes import template.

Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

3. Before you import, you must complete the following required fields.
     Use this option                 To define this
     Plan ID                         Benefit plan ID for zip code import.
     Network ID                      Network ID for zip code import.

System-level zip code records always display City & State information in the table. If this information is not displayed, then the zip code record does not exist at the system-level. When zip code records are correctly entered at the system-level, you can attach them to the benefit plan. The import form can save the imported record, but when you select the Network ID to view the benefit plan’s networks in the Benefit Network Locations form, the system displays the following error message for each ZIP code that cannot be validated: Warning - Key [ZIP code] is not valid for ZIP codes PrismHR recommends that you review all imported ZIP codes and update ZIP code records in the Zip Codes form before you import. For more information, refer to “ZIP Codes” in the System Administration Guide.

Importing Offer Types You can use this import template to import/update offer types for existing benefit plans. This will save time and effort to manually add/update the Offer Type field on the Group Benefit Plans form. (If you try to modify any other field using this process, you will receive an error.) Note the following: • This import template is only available to service providers. • Client Access Group Security is not enabled on this form.

To import and update offer types:

To access this form, click (Back Office). In the Operations|Import menu, click Data Import Tool.
Select Offer Types in Import Template. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Data File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Column Number The corresponding column number for the imported data. Category Description • Plan ID (required): Unique identifier for the benefit plan. • Plan Description (required): Description of the benefit plan. • Insurance Class (required): Indicates the type of coverage this plan provides. • Offer Type (required): Indicates the offer type that classifies the benefit plan.

Required? Indicates if the field is required.

Click Download Data File to download the sample header file. The header file contains the four columns in the File Format tab. Fill in the necessary data for all the Benefit Plan IDs to update the Offer Type to build your Import file. Note: If you want to update the Offer Type for all Benefit Plan IDs in bulk that do not have an associated offer type, select Prepopulate file (all plans with BLANK Offer Type). The system downloads a .csv file to your system that is pre-populated with data from the Group Benefit Plans for all plans with a BLANK offer type. (If you do not select this field, the system downloads the file with headers only.)
Click Find File to open the File Upload dialog box.
Click Add Files in the File Upload dialog box.
Select the specified Import File from your system that you have created. Once selected, the Import File displays in the File Upload dialog box.
Click Start Upload to upload the file.
Click Close in the File Upload dialog box.
The uploaded Import File name displays in the File Name field on the form. The content of the file displays in the File Content tab. Errors, if any, display in the Messages tab. Correct the errors and redo the process.
Click Import to import the content into PrismHR.
Click Report to display the Imported Offer Types Report. The Import Status column indicates whether the offer type for that plan ID was imported. If not, then the Messages tab states the reason why. Once the import is successful, the system updates the Offer Type field on the Group Benefit Plans form with the plans contained in the Import File.

Importing Pay Code Total Compensation Categories You can use this import template to import pay code total compensation categories for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import pay code total compensation categories: 1. Select Client. 2. From the System|Change menu, select Pay Codes. The Pay Codes form displays.

On the Pay Codes form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The Pay Code Total Compensation Category import template option and its tabs/fields automatically display when you access this template directly from the Pay Codes form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu.

Field Description Column Number The corresponding column number for the imported data. Category Description • Pay Code (required): Pay code for the client. • Total Comp Category: Either the Direct or Indirect category that designates where the compensation displays in the total compensation statement in the Total Compensation dashboard in Employee Portal (EP).

Required? Indicates if the field is required.

Note the following when using the Pay Code Total Compensation Category import template: • Users whose user role is set to DENY for the Pay Codes form cannot import data using the Pay Code Total Compensation Category import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Pay Codes form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Pay Codes form. • Users whose user role is set to INQUIRY for the Pay Codes form can view the Pay Code Total Compensation Category import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Plan Comparison Data You can import benefit plan comparison information into the Comparison Field tab of the Benefits Enrollment Plan Details form (Workflow Setup > Benefits Specific > Benefits Enrollment Plan Details). Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import plan comparison data, do the following:

1. Click          (Back Office), then select Data Import Tool on the Operations|Import Processingmenu.
2. In the Data Import Tool form, select the Plan Comparison Data import template option.
   When you select the import template that you want, the required file layout displays in the form. Before
   you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular

  format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You
  can click Download Sample Header File to download a sample Excel data file in .csv format, which can be
  saved in either .csv or .txt format before importing it. The sample file contains the Plan ID and Effective
  Date columns plus additional columns based on the Category Descriptions found for the selected Offer
  Type. It also includes additional fields at the end of the sample header file which can be imported into the
  fields in the Additional Plan Details section on the Benefit Enrollment Plan Details form. For a particular
  Offer Type, you can view the names of the fields in the Additional Plan Details section of the Benefit
  Enrollment Plan Details form under the Category Description column on the Data Import Tool form.)
  The layout requirements are:
   Field                             Description
   Column Number                     The corresponding column number for the imported data.
   Category Description              •    Plan ID (required): Unique identifiers for the Benefit Plan IDs
                                          being compared.
                                     •    Effective Date (required): Effective dates for the benefit
                                          plans being compared.
                                     Note: Additional Category Descriptions may appear in the file
                                     layout. These represent optional columns and will vary based on
                                     the Category Descriptions found on the Details tab of the
                                     Benefits Enrollment Plan Details form for the selected Offer Type.
   Required?                         Indicates if the field is required.

Before you import, you must complete the following required field. Use this option To define this Offer Type The benefit Offer Type associated with the plans you are comparing. Example: Medical, Vision, or Dental.

Importing Position Classifications You can use this import template to import state and workers compensation classes for existing position classifications to reduce the amount of manual work required. Note: This import template is only available to service providers.

To upload and import position classifications, do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu. The Data Import Tool form displays.
In the Data Import Tool form, select the Position Classification import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download

Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Position Classification (required): The unique job classification ID. • State: The valid state abbreviation. (For each state, the system ties a state-specific workers’ compensation class to this position when it is performed by employees who work at a location within that state.) Note: If your template lists the same state twice, the system uses the first instance but ignores the second instance. • Work Comp Class: The W/C Class Code applicable to the state for this position classification.

Required? Indicates if the field is required.

Note the following when using the Position Classification import template: l Users whose user role is set to DENY for the Position Classifications form cannot import data using the Position Classification import template and subsequently, the Data Import Tool icon will not display on this form. l Users whose user role is set to INQUIRY for the Position Classifications form can view the Position

 Classification import template, but cannot import data.

l Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template

 options, but cannot import data.

Importing Position Codes You can use this import template to import position codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import position codes, do the following: 1. Select Client. 2. From the Client|Change menu, select Position Codes.

On the Positions form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Position Codes import template option and its tabs/fields automatically display when you access this template directly from the Positions form.

You can navigate directly to the Data Import Tool by clicking             (Back Office), then select Data
Import Tool on the Operations|Import Processing menu.

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Company ID (required): Unique identifier for the client. • Position Code (required) : Abbreviation for the position. • Position Name (required): Name that defines the position. • Position Classification (required): Identifies the job classification. • Position Description: Description for this position. • Supervisory: Indicates a supervisory position. • Tipped Position: Indicates that the position allows tips. • GL Segment 1: Code that defines the G/L account number segment instead of the department or division code. This replaces EEDP instead of the actual code. • GL Segment 2: Allows for more accounting options based on the department or division code. Rarely used, it ties to the EEDP2 mnemonic in the G/L interfaces. • GL Segment 3: Allows you to enter a third G/L code, if necessary. • Alaska Position Code: The code sent to MasterTax for quarterly tax reporting to the state of Alaska. • SOC Code: The Standard Occupational Classification (SOC) Code, which only consists of 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. • Indiana Seasonal Employee Code: A two-digit code if the position is seasonal and located in Indiana. This code is required for SUI electronic filing in Indiana. • Obsolete: Indicates the position is no longer used. • TTO Code: Indicates a valid Tipped Taxable Occupation Code that applies to an eligible tipped position, which complies with the tips requirements of the One Big Beautiful Bill Act.

Required? Indicates if the field is required.

Note the following when using the Position Codes import template: • Users who do not have access to a particular company through client access groups are unable to import data into that company.

• Users whose user role is set to DENY for the Positions form cannot import a file containing positions codes

using this template and subsequently, Import             will not display on this form.

• Users whose user role is set to INQUIRY for the Positions form can view the Position Codes import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Project and Cost Codes You can import changes to projects and cost codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import project and cost codes: 1. Select Client. 2. From Client|Change, select Projects.

On the Projects form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Projects/Cost Codes import template option and its tabs/fields automatically display when you access this template directly from the Projects form.

You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Company ID (required): Unique identifier for the client. • Project (required): The unique project code. • Description (required): The project description. • Certified Payroll: Indicates if this project is subject to certified payroll regulations. • G/L Segment 1: The code to use as an alternative to the Project Code. • G/L Segment 2: The G/L code that substitutes for EEPR2 in G/L code routines. • G/L Segment 3: A third G/L code, if needed. • Project Class: The class code for the project. • Obsolete: Indicates if this project is no longer used. • Union Project: Indicates if this project is associated with a union. • Union Code: Indicates the union code for the project. (The Union Project field must be enabled.) • Track Phases: Indicates if the phases of this project are tracked for job costing purposes. • Other W/C Coverage In Place: Indicates if Workers’ Compensation Insurance Coverage has been established for this project. Note: This category only displays if you enable specific custom suffix codes. • Certified Payroll Report Format: Indicates a report format. For example, select MA, or Massachusetts mvQuery. • Wage Decision Number: Indicates a value for prevailing wage rates assigned to this certified project. • Wage Decision Date: Indicates a date for wage decision. • Project City: Indicates the city where the certified project is located. • Project State: Indicates the state where the certified project is located. • Use Higher of Prevailing Wage Rate or Employee’s Pay Rate: Indicates whether the system should use whichever rate is higher; otherwise, the system uses the job rate defined here.

Field Description • Subtract Benefit/Hour from Calculated Pay Rate: Indicates whether 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: Indicates whether to filter certified payroll on job codes. • Contractor or Subcontractor: Indicates whether a contractor or subcontractor is working on this project. • Name of Contractor: Indicates the contractor’s name as listed on the certified payroll form. • Address: Indicates the contractor’s address to print on the certified payroll report. • Project and Location: Indicates the project and location where the project work takes place. • Project or Contract No.: Indicates a project or contract number. • Signatory Name: Indicates the name that appears on the certified payroll form, which is the person responsible for this project. • Signatory Title: Indicates the title that appears on the certified payroll form. • Fringe Benefits Paid to Approved Plans: Indicates if fringe benefits are paid to approved plans, funds, or programs. • Fringe Benefits Paid in Cash: Indicates if fringe benefits are paid in cash. • Report Hours Paid Instead of Hours Worked: Indicates 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. • CA License Type: Indicates the license type: Contractor State License Board, Professional License, or Other License. • CA License No: Indicates the license number that should be presented in the CA XML file. If you indicate Other License as the CA License Type, you should indicate the License Type : License Number. • CA PWCR: Indicates the California Public Works Contractor Registration number. It should be a 10-digit number or NA for not applicable. • CA Ins Number: Indicates the number to be presented for this

Field Description project in the CA XML file. • CA Contractor Email: Indicates the email address to use in the CA XML for this project. • Awarding Body: Indicates the name of the public entity that owns the project. • Contract Agency Id: Indicates the ID of the contract agency. • Contract Agency: Indicates the name of the contract agency. • CA Awarding Body Id: Indicates the ID number of the public entity that owns the project. • CA Awarding Body Proj No: Indicates the project number assigned to the project by the public entity. • CA Awarding Body Contract Id: Indicates the contract ID given by the public entity to the project. • CA Stmt of NonPerformance: Indicates if you need to indicate a state of non-performance. The system will not include employees in the file. Do not indicate 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).

Required? Indicates if the field is required.

Note the following when using the Projects/Cost Codes import template: • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the Projects form cannot import a file containing Project Classes

using this template and subsequently, Import               will not display on this form.

• Users whose user role is set to INQUIRY for the Projects form can view the Projects/Cost Codes import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Rate Groups You can use this import template to import rate groups to manage billing for benefit plans. Note: This import template is only available to service providers.

To upload and import rate groups, do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
In the Data Import Tool form, select the Rate Groups import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Data File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.)
Select the Prepopulate file checkbox if you want to download the data file that includes all the fields that are being imported from the list of Rate Groups configured with a full export of all existing Rate Group data in a .CSV file. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data. Category Description • Rate Group (required): Indicates the rate group code. • Group Name (required): Indicates the description of the rate group. • Inactive: Indicates if the rate group is currently in use in PrismHR. • Premium Rate Group: Indicates if the rate group is used for premiums instead of billing.

Required? Indicates if the field is required.

Note the following when using the Rate Groups import template: • Users whose user role is set to FULL for the Data Import Tool form and only INQUIRY access to the Rate Groups form can download the sample data file but cannot upload data using the Find File button. • Users whose user role is set to FULL for the Data Import Tool form and only DENY access to the Rate Groups form cannot view the Rate Groups import template option. • Users whose user role is set to INQUIRY for the Data Import Tool form cannot view the Download Data File or the Find File buttons.

Importing Shift Codes You can use this import template to import shift codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import shift codes, do the following: 1. Select Client. 2. From the Client|Change menu, select Shifts.

On the Shifts form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Shift Codes import template option and its tabs/fields automatically display when you access this template directly from the Shifts form.

You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Shift Code (required): Code for the shift. • Description (required): Description for this shift. • Differential Method: Method to calculate shift differentials. • Differential Amount: Percentage or fixed amount, based on the differential method selected. • Include in Pay Rate: Adds this shift’s differential pay to the employee’s regular pay rate. Otherwise, it uses a separate pay code. • Regular Pay Code: Code to pay the shift differential associated with regular hours. • Overtime Pay Code: Code to pay the shift differential associated with overtime (premium) hours. • Overtime Pay Factor: Pay factor (usually 1.5) to multiply the overtime shift premium amount when using a separate pay code. • Per Diem Percent: Percent to allocate to non-taxable per diem when paid using the percentage method. • Calc O/T Differential on Straight Rate: Calculates the differential on overtime pay using the straight pay rate.

Required? Indicates if the field is required.

Note the following when using the Shift Codes import template: • Users whose user role is set to DENY for the Shifts form cannot import data using the Shift Codes import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Shifts form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Shifts form. • Users whose user role is set to INQUIRY for the Shifts form can view the Shift Codes import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing State Tax Rates (SUTA) You can import changes to Client State Tax Rates (SUTA) to reduce the amount of manual work required.

Note: This import template is only available to service providers who have full access to the State Tax Rates (SUTA) form enabled for their user role and for non-client reporting states.

To upload and import state tax rates: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA).

On the State Tax Rates (SUTA) form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The State Tax Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the State Tax Rates (SUTA) form.

You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) Note: You can import at the operations level for single clients or for multiple clients at once. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • State Code (required): The two-character state code. • Effective Date (required): The date when the rate goes into effect. • SUTA Bill Rate: The SUTA Bill Rate for the state that applies to the client. • Officer SUTA Rate: The Officer SUTA Rate, if it is different for officers. • SDI Rate: The employer’s SDI Rate, if the employer pays disability insurance in this state. • Wage Base Override: The taxable Wage Base Override the system should use for SUTA billing calculations for the state. • State Misc 3 Employee Rate: The State Misc 3 Employee Rate to set employee tax rates for codes 22-40 (Massachusetts) or 48-40 (Washington) paid family medical leave. For example, you can decrease the tax rate paid by employees. The following fields indicate the miscellaneous override rates for employer-paid taxes. (Note: If you leave any of State Misc fields blank, the system uses the default rate.) • State Misc1 Rate: The State Misc1 Rate (Tax ID 26). • State Misc2 Rate: The State Misc2 Rate (Tax ID 28). • State Misc3 Rate: The State Misc3 Rate to set employer tax rates for tax codes 22-41 (Massachusetts) and 48-41 (Washington). • State Misc4 Rate: The State Misc4 Rate to set employer tax rates for tax codes 24-54 (Minnesota).

Required? Indicates if the field is required.

Note the following when using the State Tax Rates (SUTA) import template: • If you select a state code based on settings on the State Rules form and on the Tax tab on the Client Details form a warning displays on the Messages tab in this import template before you select Import, which prevents you from adding an unnecessary record if the state is not set up as a client reporting state. For example: • If the SUTA PEO/Client Based field is set to SUTA is PEO Based on the State Rules form the following message displays, “Warning: is not a client reporting state. There should not be a client reporting entry required for Client . Row .”

•    If there is no state code set on the Tax tab in the State Tax Setup panel on the Client Details form the
     following message displays, "Warning: The State Information for <Client ID>/<State Code> is not on
     Client Details State Tax Setup section. Row <row number>."
•    If the SUTA PEO/Client Based field is set to SUTA is PEO Based on the State Rules form AND you select
     the Officer SUTA Client Based field the following message displays, "Warning: Client Reporting is
     required for Officers only in <state code> for Client <Client ID>. Row <row number>."
Note: These warnings are informational only and when you select Import, the system imports the data
unless there are other failure messages. In addition, the warning messages display in the Confirmation
Report after the import finishes with the "Success" import status.

• Two failure errors occur in conjunction with the Wage Base Override column: • If the amount is less than zero (0) the following error displays, “You can’t set an override wage base less than zero - Client Row .” • If the amount is equal to zero (0) the following error displays, “You can’t set an override wage base of zero - Client Row .” • Users whose user role is set to DENY for the State Tax Rates (SUTA) form cannot import data using the State Tax Rates (SUTA) import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the State Tax Rates (SUTA) form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the State Tax Rates (SUTA) form. • Users whose user role is set to INQUIRY for the State Tax Rates (SUTA) form can view the State Tax Rates (SUTA) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing State Tax Bill Rates (SUTA) You can import changes to Client State Tax Bill Rates (SUTA) to reduce the amount of manual work required. Note: This import template is only available to service providers who have full access to the State Tax Bill Rates (SUTA) form enabled for their user role and for non-client reporting states.

To upload and import state tax bill rates: 1. Select Client. 2. From Client|Change, select State Tax Bill Rates (SUTA).

On the State Tax Bill Rates (SUTA) form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The State Tax Bill Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the State Tax Bill Rates (SUTA) form.

You can also navigate directly to the Data Import Tool by clicking             (Back Office), then select Data
Import Tool on the Operations|Import Processing menu.

When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) Note the following: • Importing only creates/adds new entries and does not edit or update existing state tax bill rate entries. • If you try to import a record with the exact same state code and effective date combination as an existing record the following message displays, “A record already exists for Client for with an effective date of . Updates to existing records should be done on the State Tax Bill Rates (SUTA) form.” • You can import at the operations level for single clients or for multiple clients at once. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • State Code (required): The two-character state code. • Effective Date (required): The date when the bill rate goes into effect. • SUTA Bill Rate (required): The SUTA Bill Rate for the state that applies to the client. • Officer SUTA Rate: The Officer SUTA Rate, if it is different for officers. • SDI Rate: The employer’s SDI Rate, if the employer pays disability insurance in this state. • Location Code: The location code where the billing rate applies. If the location is not valid for the client an error message displays, “Location Code is not valid for Client .” • Lock Down Employer: Set Yes or No (upper, lower, or mixed case) to lock down the employees working in this state to one of the employer IDs. This lock goes into effect during payroll calculation and new hire/rehire. Note the following: • If you set the Location Code field to Yes, the Lock Down Employer field is not available. An error message displays, “The lock-down option is not available when rates are by location.” • If you do not use Yes, No, or Null in this field (that is, you enter another option), the following error message displays, “Lock Down Employer - Valid entry is required.” • Lock New Hire: Set Yes or No (upper, lower, or mixed case) to lock new or rehired personnel working in this state to the employer. Note the following: • You must set the Lock Down Employer field to Yes to use this field. If you do not provide a lock down employer an error message displays, “Lock Down Employer is required if Lock New Hire is set to Yes.” • If you set the Location Code field to Yes, the Lock Down Employer field is not available. An error message displays, “The lock-down option is not available when rates are by location.” • If you do not use Yes, No, or Null in this field (that is, you enter

Field Description another option), the following error message displays, “Lock New Hire - Valid entry is required.” • If you set an option in this field, but not for the Employer ID field the following error message displays, “Corresponding employer ID required for Lock New Hire.” • Lock New Hire 2: Set Yes or No (upper, lower, or mixed case) to lock new or rehired personnel working in this state to the employer. Note the following: • You must set the Lock Down Employer field to Yes to use this field. If you do not provide a lock down employer an error message displays, “A Lock Down Employer is required.” • If you set multiple Lock New Hire fields to Yes an error message displays, “Only 1 Employer can be locked down at a time.” • If you set the Location Code field to Yes, the Lock Down Employer field is not available. An error message displays, “The lock-down option is not available when rates are by location.” • If you do not use Yes, No, or Null in this field (that is, you enter another option), the following error message displays, “Lock New Hire - Valid entry is required.” • If you set an option in this field, but not for the Employer ID 2 field the following error message displays, “Corresponding employer ID required for Lock New Hire.” • Lock New Hire 3: Set Yes or No (upper, lower, or mixed case) to lock new or rehired personnel working in this state to the employer. Note the following: • You must set the Lock Down Employer field to Yes to use this field. If you do not provide a lock down employer an error message displays, “A Lock Down Employer is required.” • If you set multiple Lock New Hire fields to Yes an error message displays, “Only 1 Employer can be locked down at a time.” • If you set the Location Code field to Yes, the Lock Down Employer field is not available. An error message displays, “The lock-down option is not available when rates are by location.”

Field Description • If you do not use Yes, No, or Null in this field (that is, you enter another option), the following error message displays, “Lock New Hire - Valid entry is required.” • If you set an option in this field, but not for the Employer ID 3 field the following error message displays, “Corresponding employer ID required for Lock New Hire.” The following fields indicate the miscellaneous override rates for employer-paid taxes. (Note: If you leave any of State Misc fields blank, the system uses the default rate.) • State Misc1 Rate: The State Misc1 Rate (Tax ID 26). • State Misc2 Rate: The State Misc2 Rate (Tax ID 28). • State Misc3 Rate: The State Misc3 Rate to set employer tax rates for tax codes 22-41 (Massachusetts) and 48-41 (Washington). • State Misc4 Rate: The State Misc4 Rate to set employer tax rates for tax codes 24-54 (Minnesota). The rest of the fields are sometimes associated to include multi-value arrays, which are indicated by displaying a at the end of the field name: • Employer ID, Employer ID 2, and Employer ID 3: The employer ID to which this SUTA bill rate applies. • Overbill Credit Amount, Overbill Credit Amount 2, and Overbill Credit Amount 3: The overbill credit amount back rate only if it is different from the SUTA bill rate. • Location Rate Obsolete Date: If this rate is for a specific location that is closing, and the code is no longer used in calculations, this date refers to the last active pay date. • Overbill CR Bill Code: The overbill CR bill code to use for credit backs for SUTA overlimit credits instead of the default. • Wage Base Override: The wage base override if you want to use a different amount than that specified in the Vertex guide. For example, Michigan has two tiers based on experience. • SUTA Bill Rate 2 and SUTA Bill Rate 3: The SUTA Bill Rate for the state that applies to the client.

Required? Indicates if the field is required.

Note the following when using the State Tax Bill Rates (SUTA) import template:

• Users whose user role is set to DENY for the State Tax Bill Rates (SUTA) form cannot import data using the State Tax Bill Rates (SUTA) import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the State Tax Bill Rates (SUTA) form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the State Tax Bill Rates (SUTA) form. • Users whose user role is set to INQUIRY for the State Tax Bill Rates (SUTA) form can view the State Tax Bill Rates (SUTA) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.

Importing Workers’ Compensation Billing Modifiers You can import changes to workers’ compensation policy information to reduce the amount of manual work required. At the Operations level, service providers can import this information for multiple clients. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import workers’ compensation billing modifiers: 1. Select Client. 2. From Client|Change, select W/C Billing Modifiers.

On the W/C Billing Modifiers form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The W/C Billing Modifiers import template option and its tabs/fields automatically display when you access this template directly from the Positions form.

You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Company ID (required): Unique identifier for the client. • State Code (required): State code for the client’s address. • Effective Date (required): A new effective date. • Location: If the rate applies to a specific location for this client, this is the location or existing location billing modifier record. • Use Override Rates? (required): Calculates the billing amount using the override rates. • Discount/Debit: The employer’s discount/debit rate. • Modifier: The employer’s modifier rate. • W/C Class Code: The workers’ compensation classification code. • Billing Override Rate: The rate per hundred dollars in wages or per hour worked (depending on the state) used to calculate the bill amount to the client for this workers’ compensation classification. • Bill on Wages or Hours: Determines whether to bill on wages or hours. The standard is to bill on wages unless the state specifies that the rate is based on hours. Note: You must use either W to represent wages or H to represent hours. • Accrual Override Rate: The rate per hundred dollars in wages or per hour worked (depending on the state) used to calculate the accrual override amount to the client for this workers’ compensation classification.

Required? Indicates if the field is required.

Note the following when importing W/C Billing Modifiers: • Users whose user role is set to DENY for the W/C Billing Modifiers form cannot import data using this

template and subsequently, Import      will not display on this form. Also, this option does not display as an
Import Template option for those users on the Data Import Tool form.

• Users must have access to a particular company as specified in the Client Access Groups form on the System|Change menu to import data into that company. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.

Importing Worksite Locations You can import changes to worksite locations to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.

To upload and import worksite locations: 1. Select Client. 2. From Client|Change, select Worksite Locations.

On the Worksite Locations form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Worksite Locations import template option and its tabs/fields automatically display when you access this template directly from the Positions form.

You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) You can enable the Keep existing data for fields not in the import file field, so optional fields in the Worksite Locations import template will keep their existing data during imports. (If you do not enable this field, the system overwrites optional fields with no data during imports.) Important! When you enable Keep existing data for fields not in the import file in the Worksite Locations import template, the Address entry validation dialog and the File Content tab display blank information for fields not included in the import file, but the import keeps the original information entered on the Worksite Locations form. The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Company (required): Unique ID for the client. • Location Code (required): Abbreviation for the location. • Location Name (required): Name that defines the worksite location. • Address One (required): First address line for the client. (Note: See “Working with Imported Address Validation,” below.) • Address Two: Second address line for the client. • Zip Code (required) : Zip code for the client’s address. • Geocode: Geocode for the client’s address. • City: City for the client’s address. • County: County for the client’s address. • State: State for the client’s address. • Lat: Latitude for the client’s address. • Long: Longitude for the client’s address. • W/C State (required): State where the client’s location is covered by workers’ compensation insurance. • G/L Seg 1: The first general ledger account number segment code. • G/L Seg 2: The second general ledger account number segment code. • G/L Seg 3: The third general ledger account number segment code. • Min Wage Rate Date: The effective date for the minimum wage rate. • Min Wage: The hourly wage for this location. • Min Cash Wage: The minimum cash wage for this location. • Min Wage Minor: The minimum hourly wage for minors, if it is different than the wage for adults. • Min Cash Wage Minor: The minimum cash wage for minors, if it is different than the wage for adults. • Adult Age: The age that this location classifies individuals as adults. Anyone under this age is considered a minor. • Obsolete Date: The obsolete date for this worksite location.

Field Description (Note: If you provide an obsolete date but do not provide an obsolete status, the system records the date but leaves the obsolete location unchanged.) • Obsolete Loc?: The obsolete status for this worksite location. (Note: An error displays if you try to import an obsolete location that has active employees.) Note the following: • If you select Yes but do not include an obsolete date, the system automatically defaults to the date when the import was performed. • If you select No for a location that was previously set to Yes, the system updates the record so it is no longer obsolete (clears the value on the form). • W/C Policy: Defines the W/C policy for this location. • Add Date: The date this location was added. • Default Department: The default department for this location. • Default Division: The default division for this location. • Default Project: The default project for this location. • Default Pay Group: The default pay group for this location. • Remote Location: Defines whether the worksite geocode will be ignored and taxes will be based on the employee’s resident geocode. (Workers Compensation will also follow the resident geocode when enabled on the Benefit tab in the Client Details form.) • EEO Unit Number: The seven-character EEO Unit Number assigned to this location by the Equal Employment Opportunity Commission for reporting purposes. • EEO Override Location: The EEO Override Location if employees should appear under a different location on the alternate EEO download. • EEO Federal Contractor: Indicates if this worksite location of the client is a federal contractor and differs from the client or other worksite locations of the client. • EEO Unique Entity ID: Identifies the 12-character (no special characters) Unique Entity Identifier (UEI) number issued by the System for Award Management (SAM) to identify businesses and

Field Description other entities that do business with the federal government. (This field is only necessary if the worksite location differs from other locations.) Note: Only applies if the worksite location of the client is an EEO Federal Contractor. • Override Work Geocode: The Onboarding module looks to this field and automatically populates the work address with the resident address. (This supports work-from-home employees.) Indicates the Override Work GeoCode setting as appropriate. The system only applies the override if there are no overrides set at the system, client, or employee level. Typically, this is used to create “worksite locations” for remote employees. • Use Worksite Location GeoCode (no value): No override; the system uses the worksite location for the GeoCode. This is the default behavior. • Override with Resident GeoCode (R): 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. Typically, you can select this when employees assigned to this location work from home. For example, you can use it for a worksite location defined as “Ohio-Based Works From Home” or “Indiana-Based Works From Home.” • Override with Home Location GeoCode (H): 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 (T): The system uses the employee’s resident GeoCode from the Employee Details Address tab in place of the worksite location’s GeoCode in the timesheet. Note: If none of the options described above are indicated an error displays, “Invalid Override Work Geocode.” • Worksite Federal EIN: Indicates the Worksite Federal EIN if it is different from the client’s employer identification number. • Worksite ID: If required by the state (such as MN), indicates a Worksite ID. This is the Reporting Unit Number used in 601 record on Mastertax RTS file and for AK-Geo Code.

Field Description • Federal Entity ID: Indicates the Federal Entity ID only if the location is a different federal entity than the client for SBEA reporting purposes. • Exclude this location from E-Verification: Indicates whether to suppress the Submit for E-Verification field from displaying in the following locations:

                                     •   New Hire form for this worksite location
                                     •   Personal tab on the Employee Details form when the worksite
                                         location is set to Excluded
                                 •   Enable Remote Verification for this location: Indicates whether to
                                     allow I-9 Approvers to remotely examine supporting documents
                                     for a new hire's Form I-9 using an alternative procedure
                                     authorized by the Department of Homeland Security (DHS).

Required? Indicates if the field is required.

Note: The address information consists of the street, city, zip code, geocode, county, state, latitude, and longitude. When this prompt displays during the import process, do one of the following: • Click Replace with New to update the address in the import file.

 Note the following:
•    To apply the correct address information to all address information that displays in this prompt, select
     Apply to all, then click Replace with New.)
•    Clicking Replace with New updates all data with the contents of the data file and removes existing data
     for that worksite location if there are any blank fields in the import file.

• Click Skip to keep the current address. Note the following that happens if you click Skip: • The system does not apply the latitude and longitude to the address, which is required for the onboarding process. • The system does not import any data in the import file. After you make a selection, the dialog closes and a confirmation message displays, “File content successfully uploaded and ready to be imported.” Click OK. (Note: Any skipped locations do not display and any replaced locations display in the File Content tab in the Data Import Tool.) After you click Import and the import finishes, a confirmation message displays, “File content successfully imported. View report for details.” (Note: Any skipped locations display the “Skipped with a Comment” import status.)

Chapter 2 Performing Employee Fields Import The Employee Fields Import utility imports and updates employee information using a tab-delimited text file or a CSV file into the various tabs and fields of the Employee Details record. There are two sections to this form: Generate Import Spreadsheet and Import Employee Data. Important! This form enforces Client Access Group (CAG) Security. Therefore, the system skips any employees in the import file who are associated with clients not permitted by the user’s CAG.

To access this form:

Click Back Office .
On the Operations|Action menu, select Employee Fields Import to access the fields import utility. The Employee Fields Import form appears. This form includes these features: • Generate Import Spreadsheet: Create an import spreadsheet for later use by saving existing settings and then downloading the spreadsheet. This aids in performing subsequent field updates for your employees. (Understanding Employee Fields Import Workflow.) • Import Employee Data: Import a tab-delimited text or CSV file with updated field information for employees. (Importing Employee Data.)

Chapter 3 Importing and Posting Cash Receipts You can use the Cash Receipts Import form to quickly import and post cash receipts in the system. For example:

To perform an import using the Cash Receipts Import form, simply upload a file for import and then view any errors that occurred during the import or view successfully imported rows. Note the following: • This form is only available for service providers. • You can access this form by selecting Cash Receipts Import on the Accounts Receivable|Action menu or by selecting the Import icon ( ) on the Cash Receipts form. • Client Access Group security is enabled on this form.

To import cash receipts: 1. Select Download Spreadsheet Template to download a .csv file to your computer that contains the cash receipts import headings in row 1. A separate window displays the downloaded file link.

Click Open File. The spreadsheet template displays, where you can enter the cash receipts information. Note: All columns in this spreadsheet are required except for the Description 1 and Description 2 columns. The spreadsheet template contains the following columns:

 Column                    Description
 Client Number             The client number associated with the deposit.

 Bank ID                   The bank ID associated with the deposit.
                           Note: The system uses the Bank ID from the first row in the import file for all
                           Cash Receipts imports on the file.
 Deposit Date              The deposit date associated with the deposit.
 Description 1             The description associated with the deposit (optional).
 Description 2             The description associated with the deposit (optional).
 Deposit Number            The deposit number associated with the deposit.
 Line Type                 The line type associated with the deposit.
 Deposit Type              The type of deposit.
 Deposit Amount            The total amount that was deposited.
 Deposit Reference         The unique reference ID associated with the deposit, which can include
                           alphanumeric characters, but not spaces.
 Posting Type              The posting type associated with the deposit. (Posting types are established
                           on the Cash Receipt Rules form.)
 Invoice Number            The invoice number associated with the deposit.

 Amount                    The amount that is applied to the deposit.

Select Upload File. Click Add Files and select the file to upload, then click Start Upload.
Click Close. The uploaded filename displays.
Select Preview Data. Information displays on the following tabs: • Errors: Any cash receipts errors from the import process display on this tab. Click Error Report to view them. (A browser window opens where you can download the .csv file that contains the errors.) • File Content: Any successful rows from the import process display on this tab. Note: If you select Preview Data before uploading the file, no information displays.
Click Import Cash Receipts to post the cash receipts that display on the File Content tab. The “File content successfully imported” message displays. Click OK. Note: Any additional errors that occur during the posting display in the existing errors list on the Errors tab.

Chapter 4 Setting Benefit Import Parameters Use the Benefit Import Maintenance form to set parameters for benefit imports. Benefit import definitions specify data file layout and provides a template to interpret the data. The import definition also has tables that translate data file codes into standard PrismHR codes.

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

To set benefit import parameters: 1. From the Work Centers panel, click Benefit Imports and Reporting. 2. From Benefit Imports, click Benefit Import Maintenance. 3. Complete these fields as required:

 Field                                                 Description
 Import Definition ID / Import Definition Description Click the Import Definition ID link to select an
                                                      existing import definition, or enter data to create a
                                                      new import definition. For existing import definitions,
                                                      the Import Definition Description fills in. For new
                                                      import definitions, enter an import description.
 File Format                                           Options are Delimited or Fixed Length. Delimited is
                                                       the default setting.
 Delimiter                                             Select Comma or Tab from the drop-down.

 Header Row                                            Set to Included to include a header row in your
                                                       import definition file.
 Terminate coverage from other plans in the same       Enable this to end coverage from other plans that are
 insurance class when a new enrollment is created      in the same insurance class when new enrollments
 in a medical, dental, or vision plan.                 are created in medical, dental, or vision plans.
 Suppress billing adjustments for new enrollments      Enable this to suppress billing adjustments for new
 and benefit terminations made during the benefit      enrollments and benefit terminations made during
 import.                                               the benefit import.
 Suppress COBRA prompts when a benefit                 Enable this to:

 Field                                                   Description
 enrollment is terminated.                                   •   Suppress COBRA prompts when a benefit
                                                                 enrollment is terminated.
                                                             •   Prevent COBRA enrollee records from being
                                                                 created when benefits coverage is lost.

                                                         Note: Do not enable if you need to administer
                                                         COBRA for terminated benefits.
 Special Program After Import                            Enter a subroutine name to run immediately after the
                                                         data file is sent from your PC to the host. Do not
                                                         perform this without guidance from PrismHR
                                                         Support.

To set import fields:
1. Click + to add an import field.
2. Click Populate with required fields to fill in required import fields. You must have Company, Employee ID, Plan ID, and Effective Date defined before you can save the template.
3. Specify Field Names: Enter one of the standard column tags and the import program will look for that item of information in this position of the data file. The list of field names along with their description is displayed below:
Field Name Description Required $ACTION Action Code Yes $COMPANY Company ID Yes $EMPLOYEE_ID Employee ID No $EE_SSN Employee SSN Yes (or $CLOCKNO) $CLOCKNO Employee Clock Number Yes (or $EE_SSN) $PLAN_ID Benefit Plan ID No $OFFER_TYPE Enrollment Offer Type No $NETWORK Network ID No $DOCTOR_ID Doctor ID No $DOCTOR_NAME Doctor Name No $PLAN_TYPE Coverage Level or Tier Yes $EFFECTIVE_DATE Effective Date Yes

 Field Name                          Description                                 Required
 $PREMIUM                            Benefit Premium                             No
 $CONTRIB                            Employee Benefit Contribution               No
 $DEDN_START                         Deduction Start Date                        No
 $DEDN_ENDS                          Deduction End Date                          No
 $SECTION_125                        Section 125 sheltered                       No
 $EE_COVERAGE                        Employee Coverage Amount                    No
 $SPS_COVERAGE                       Spouse Coverage Amount                      No
 $DEPN_COVERAGE                      Dependent Coverage Amount                   No
 $EE_GI_OVER                         Employee GI Overage Amount                  No
 $SP_GI_OVER                         Spouse GI Overage Amount                    No
 $DP_GI_OVER                         Dependent GI Overage Amount                 No
 $DEPN_ID                            Dependent ID                                No
 $DEPN_SSN                           Dependent SSN                               No
 $DEPN_FNAME                         Dependent First Name                        No
 $DEPN_LNAME                         Dependent Last Name                         No
 $DEPN_MNAME                         Dependent Middle Name                       No
 $DEPN_SPOUSE                        Dependent is Spouse                         No
 $DEPN_BDATE                         Dependent Birthdate                         No
 $DEPN_GENDER                        Dependent Gender                            No
 $DEPN_RELATION                      Dependent Relation                          No
 $DEPN_DOCTOR_ID                     Dependent Doctor ID                         No
 $DEPN_DOCTOR_NAME                   Dependent Doctor Name                       No
 $BENEF_ID                           Beneficiary ID                              No
 $BENEF_TYPE                         Beneficiary Type                            No
 $BENEF_PCNT                         Beneficiary Percent                         No
 $BENEF_PREC                         Beneficiary Precedent                       No
 $PLAN_YEAR                          FSA/HSA Plan Year                           No

 Field Name                              Description                                    Required
 $PLAN_OVRD_START_DATE                   Plan Override Start Date                       No
 $PLAN_OVRD_END_DATE                     Plan Override End Date                         No
 $ACCOUNT_TYPE                           FSA/HSA Account Type                           No
 $ACCOUNT_OVRD_START_DATE                Account Override Start Date                    No
 $ACCOUNT_OVRD_END_DATE                  Account Override Stop Date                     No
 $ELECTION                               FSA/HSA Account Election_                      No
 $MATCH                                  Annual Match                                   No
 $USER_FIELD_GROUP_ID                    Custom<50,1>                                   No
 $USER_FIELD_MEMBER_NO                   Custom<50,2>                                   No
 $WAIVE_REASON                           Waive Reason                                   No
 $COVRD_DATA                             EE and Dependent ids of covered                No
 $UWQ_DATA                               Underwriting questions                         No
 SKIP                                    Skip this column                               No
 $DEDUCT_AMT                             Plan Year to Date Deductions                   No
 $REIMB_AMT                              Plan Year to Date Reimbursements               No
 $DEDN_OVER_AMT                          Deduction Override                             No
 $MATCH_OVER_AMT                         Match Override                                 No
 $PERIODS                                Periods                                        No
 $TYPE_OVER_DATE                         Over Date                                      No
 $HDHP_FLAG                              HDHP Not Required?                             No
 $OVERRIDE_CONTRIB_LIMITS                Suppress Contribution Limits?                  No
 $HSA_PEO_MATCH_OVERRIDE                 HSA PEO Match Override                         No

d. Specify Field Masks: Enter a mask string if you want to format the data after extracting it. For example,
   enter MCU to convert alpha characters to upper-case.

Note: While importing data on the Benefit Import Maintenance form, you can identify employees by Employee ID, SSN, or Clock Number.

While importing data on the Benefit Import Maintenance form, you can now identify employees by Employee ID, SSN, or Clock Number. 5. Set up translation tables.

Click Save to update your import definition settings or click Save as New to reuse existing settings and save the definition under a new ID and description. The system displays a success message that all settings were saved. You also have the option of deleting the import definition.

Translation Tables Use translation tables to convert codes found in the data file to standard action codes that PrismHR software uses. External action codes are located in an external data file, and standard action codes correspond to external action codes. Options include: • Action Translations: Enter action codes found in the external data file in this column. Enter the corresponding standard action codes in the next column. • Client Translations: Enter company IDs found in the external data file in this column. Enter the corresponding standard company IDs in the next column. • Plan Translations: Enter benefit plan codes found in the external data file in this column. Enter the corresponding standard benefit plan codes in the next column. • Plan Type Translations: Enter plan type (coverage levels) found in the external data file in this column Enter the corresponding standard plan types in the next column. • Network Translations: Enter network codes found in the external data file in this column. Enter the corresponding standard network IDs in the next column. 1. In the Translation Tables dialog box, click Actions. The Benefit Import Actions Translation Table form opens. 2. To indicate the action the system should take for each line of data, enter the External Action Codes found in the data file and the corresponding Standard Action Codes from the following table.

Code Name Description ADD Creates a new benefit enrollment. WAIVE Waives coverage for an existing enrollment. CHANGE Changes the plan type/coverage of an existing enrollment. TERM Terminates an existing enrollment. DEPEN+ Adds a covered dependent to an existing enrollment. You can also use this to add covered dependents to a new enrollment, as long as the new enrollment occurs in the file before the line that adds the dependent. BENEF+ Adds a beneficiary to an existing enrollment. You can also use this to add a beneficiary to a new enrollment, as long as the new enrollment occurs in the file before the line that adds the beneficiary. DEPEN- Removes a covered dependent from an existing enrollment.

Code Name Description BENEF- Removes a beneficiary from an existing enrollment. ENROLLFSA Creates a new flexible spending account (FSA) enrollment. ENROLLHSA Creates a new health savings account (HSA) enrollment. TERMFSA Terminates an existing flexible spending account (FSA) enrollment. TERMHSA Terminates an existing health savings account (HSA) enrollment. CHANGEFSA Changes the plan type/coverage in an existing flexible spending account (FSA) enrollment. CHANGEHSA Changes the plan type/coverage in an existing health savings account (HSA) enrollment.

Chapter 5 Importing Benefit Rules The Benefit Rules Import form can import benefit rules information into the system. You can also view benefit imports in progress and continue working on an import that was paused.

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

To import benefit rules and access this form: 1. On the Work Centers panel, under Benefits, click Benefit Imports & Reporting.s 2. Under Benefit Imports, click Benefit Rules Imports. The Benefit Rules Import form opens. 3. Click Upload File and then Choose File to select the data file. 4. You can also click Download Sample Header File hyperlink to download a sample file so that you can view the fields that are required while you upload your own file. 5. Click Submit. A confirmation message displays. 6. Click Close.

Next, validate the import: 1. Click Validate Import File. 2. When the process is complete, click Close. 3. Click Import. 4. When the process is complete, click Close. The data file imported. 5. Click Print Import Report. The Company Benefit Rules Import Report opens. 6. Click the XLS link to download the report.

Chapter 6 Importing Client Benefit Plans After you complete the steps for setting up a group benefit plan at the system level (see the Benefits Administration Guide for detailed information), you can begin the steps for importing the client benefit plan. After that, you must set up a data file and a benefit import definition. Important! Client Access Group security is enabled on this form. Only service providers can use the Client Benefit Plan Import form to import client benefit plans from an external text file. Admin Surcharge Message If a user attempts to import client benefit plans and the import file contains data for any of the Admin Surcharge fields, the system displays the following message when the user attempts to validate the import file: The Admin Surcharge feature is not available in this release. This error message blocks the user from importing the file. The user must edit the file and remove the Admin Surcharge field values in order to continue with the import process. The Admin Surcharge feature will be available in a future release.

To import client benefit plans: 1. On the Work Centers panel, under Benefits, click Benefit Imports & Reporting. 2. Under Benefit Imports, click Client Benefit Plan Import. 3. Click Upload File and then Choose File to select the data file. Alternatively, you can first download a sample header file by clicking the Download Sample Header File link on the Client Benefit Plan Import. After you click the Download Sample Header File link, the system downloads or prompts for download a sample header file that displays columns and headers that match each column and description for the import template option. Also, the file displays a title that matches the selected option.

Note: The header file is in .csv format. You can save the file in .csv or .txt format. Additionally, a the sample import file also contains the a column for Only apply to S-Corp Principal Employees.

Click Submit. A confirmation message displays.
Click Close.

Next, validate the import: 1. Click Validate Import File.

When the process is complete, click Close.
Click Import.
When the process is complete, click Close. The data file imported.
Click Print Import Report. The Company Benefit Plan Import Report opens.
Click the XLS link to download the report.

Chapter 7 Importing 401(k) Adjustment Information Use the Retirement Adjustments Import process to import 401(k) adjustment information and to generate an error report and a transaction report. The 401(k) adjustment information is imported using a comma-delimited, tab-delimited, or pipe-delimited text file that is created in Excel.

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

Before you begin: 1. In Excel, create a comma-delimited, tab-delimited, or pipe-delimited text file that contains at least the following adjustment information in the order shown: • Column 1 - Client ID • Column 2 - Employee • Column 3 - Employer ID • Column 4 - Plan • Column 5 - Adjustment Date (MM/DD/YYYY) • Column 6 - Annotation (Optional) • Column 7 - Retirement Earnings (Optional) • Column 8 - Employee Contribution (Optional) • Column 9 - Catch-up Contribution (Optional) • Column 10 - Post Tax Contribution (Optional) • Column 11 - ROTH Contribution (Optional) • Column 12 - ROTH Catch-up Contribution (Optional) • Column 13 - Employer Contribution (Optional) • Column 14 - Non-Elect Contribution (Optional) • Column 15 - Safe Harbor Type 1 Contribution (Optional) • Column 16 - Safe Harbor Type 2 Contribution (Optional) • Column 17 - Successor Retirement Deferral (Optional) • Column 18 - Successor Catch-up Deferral (Optional) • Column 19 - Successor ROTH Deferral (Optional)

•    Column 20 - Successor ROTH Catch-up Deferral (Optional)
•    Column 21 - Loan (Optional)
•    Column 22 - Loan Payment (Optional)

Save the Excel file as a comma-delimited, tab-delimited, or pipe-delimited text file.
Record the file name and where it was saved. Note: You can use the sample downloadable header file instead of creating your own Excel file.

To import 401(k) adjustment information:

Click (Back Office).
From Operations|Import Processing, select Retirement Adjustments Import. The Retirement Adjustments Import page opens.
Fill in the form.

Option Description Upload File Click the link, click Choose File, select the file you created, and then click submit. When you are notified that the file was uploaded, click Close. Delimiter Select Auto, Comma, Tab, or Pipe. If you select Auto, the system selects the delimiter based on the file content. Qualifier Select None. First Lines to Skip Select the number of lines to skip at the beginning of the file. For example, the first three lines may provide instructions or overview information. Download Sample Header File Click the link to download an example of the Excel data file. Preview Displays information about each client to be included in the import.
Click Import. A progress box displays the status.
When the progress box shows that the process is complete, click Close to return to the Retirement Adjustments Import page or Report to open the Job Control Status Report.

Chapter 8 Importing EEO-1 Data Note: This form does not use Client Access Group Security.

Use the Import EEO-1 Data form to correct any errors that were identified by the Export EEO-1 Data feature. The form also provides some import preferences you can customize.

Note: Use either .txt. or .csv files with this feature. The format of the input file must match the format generated by the EEO-1 data export feature.

File Requirements Note: This form accepts input files that follow the format of the EEO-1 export file. The import will ignore any data in columns to the right of the System column, as these are informational only.

You can import employees who do not already have records in the system. There is a setting on this form that determines whether to include them in the report. See the procedure below for more information. If you want to import data for employees that are not already in the system, you must assign each of these employees a unique ID on the import file. For example, you can use their SSN, a unique number, or some form of their name. This ID will act as their employee ID on the report.

Requirements for the EEO-1 import file: • It can be a .txt file with tab delimiters OR a .csv file. • Employee names must not contain any special characters, such as commas, periods, apostrophes, or quotation marks. • Employee names must be formatted: FirstName MiddleName LastName Suffix. • Give the import file a unique name. • If you are importing employees that are not in the system, give them a unique Employee ID. See the note above.

Procedure To import EEO-1 data into PrismHR: 1. Open the Work Centers menu and select Work Centers|Compliance > EEO Processing. 2. Under the EEO-1 Report Processing category, select Import EEO-1 Data. 3. The EEO-1 Report As Of Date populates automatically from the EEO-1 configuration. Change this value if necessary. 4. Use the Replace Behavior option to specify how the import process works: • Modify and Replace Existing Data – if data exists in the system for employees listed in the file, PrismHR overwrites that data with the data from the import file. • Clear All Data and Replace – PrismHR deletes all EEO-1 register data for all employees (even employees not listed in the import file) and creates new EEO-1 registers using only data from the import file. 5. Select whether to Import Employees That Are Not in Prism. Otherwise, PrismHR will ignore data for any employees not already in the EEO-1 registers. For details, review the Import File Requirements section, above. 6. In the Import File panel, specify the number of Header Lines to Skip. For example, enter 1 if the import file has header data or labels in the first row. 7. Click Choose File. A new form displays where you can upload the import file. 8. Upload the file and click submit. 9. Click Import Data to run the import. The Job Control form displays the imported employees. 10. After the process completes, select Error Report to review any errors.

Chapter 9 Using the New Employee Import Dashboard (Batch Management) This form is the starting page for the New Employee Import feature. Batch management lets you view past import statistics, download reports or the original import file, and verify what was imported and perform troubleshooting (if required). You launch the New Employee Import wizard from this form. When you initially access this dashboard, it automatically filters imports in progress by your login ID.

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

To access the import dashboard:

Click .
From Operations|Action, click New Employee Import to access batch management. Options include: • Imports in Progress: Provides information on multiple import files that have started the import process. • New Import: Click to launch the New Employee Import wizard and access the New Employee Import Setup form. • Past Imports: Provides details on an import, such as the person who initiated the import. Also allows downloads of the original import file. • Import Format Management: Manages code translations and accesses Import Field mappings. See Import Format Management.

Viewing Imports in Progress You can view existing imports that are in progress but not completed. This allows you to continue working on an import from where you last left off. The system supports multiple file imports in progress at a time. The Imports in Progress table includes these columns:

Option Description Filter By User Filters the imports in progress by the specific user that performed the import. You can also select All to display all users. Default setting is the user ID that was used for logging in to the system. If the logged in user does not have any in progress batches, then all batches are displayed. Name Name of the import file. Click the link to open the form that corresponds to where you are in the import process. For example, if you are still fixing import data, the system opens the Review and Fix Data form. Status Current step in the import work flow. Steps are: 1. File Upload 2. Data Mapping 3. Review & Fix Data Status workflow changes operate as follows: • First time through the import, you click Next. The status for the import is updated to reflect the screen that the Next button directs you to. For example, if you go to Data Mapping, this results in a saved step of 2-Data Mapping. • If you return to a previous screen but do not make any changes, your currently saved step will not change. • If you return to the Setup screen and upload a new file or change the field mapping selection and then click Next, the step count resets. • If you return to Data Mapping and change the Code Set selection and then click Next, the system warns you that changes to the translation code set reverts all previously fixed errors. Clicking Yes dismisses the dialog, resets the import using the newly selected code set, and directs you to the Review screen. Clicking No dismisses the dialog and keeps you on Data Mapping. The step is set to 3 - Review and Fix Data. • The Close button has no impact on the status step for the import. Clicking Close on any screen returns you to Batch Management. Last Modified Date Date an import file was last modified. Last Modified User User that modified the import file. Actions Click the trash can icon to delete an import in progress. (Note: This action cannot be reversed.)

Viewing Past Imports Past imports provides a status on import files that have successfully completed the import process. Fields include:

Field Description Date From / To Specifies the date range for past imports. Select a start and end date from the calendar selector. This range defaults to the last 30 days, including the current date. If the date range is invalid, the system displays an error message. Name Name of the report. Click the link to download the report. Date Completed The date when the import was successfully completed. Processed by User Name of the user that submitted the import. Number of Employees Number of employees successfully imported and converted. This value does not include employees that were manually or automatically removed from the import. Note: If an employee is hired into a worksite location that has an override work geocode setting in place, that setting will flow through to the Tax Geocode Override Option field on the employee record. Employees Not Included Employees that were excluded from the import because of file errors or because they are still in onboarding. Original Import File Click the link to download the original import file.

Note: You must have permission to access specific clients in past imports, or you will not be able to import data into these client import files.

Chapter 10 Importing Time Off Auto-enrollment Rules Use the Time Off Auto-Enrollment Rules Import form to import multiple Time Off auto-enrollment rules or update existing rules. For example:

To access the form, click the Back Office menu. Under Operations|Action, click Time Off Auto-Enrollment Rules Import.

To import Time Off auto-enrollment rules: 1. In the Generate Import Spreadsheet section, create an import spreadsheet by entering or selecting the Client IDs. (You can select multiple clients from the Select Clients list at once.) The Client Name displays next to each client. (If left blank, the system selects all clients and bill codes.) 2. Select Download Spreadsheet. The system creates a spreadsheet that displays in a separate window, which is suitable for editing.

In the Import Data section, enter an Import Name. (This is a required field; you cannot import a file without this information.)
Select Upload File. Click Add Files and select the file to upload, then click Start Upload. (This file must be in .csv format.)
Click Close. A separate Downloads window displays the name of the .csv file that the system created. (Click Open file to view the downloaded file.) Note: The first row in the downloaded file displays information about the first rule and the multi-value fields, which are separated by a pipe delimiter (|).
Click Import. Processing steps describe the information saved and include a date and time stamp. You can view this as a report or download in PDF or XLS format by clicking Report.
Click Close.
Click Transaction Report to display a link to a report that contains the Time Off auto-enrollment rules transactions. Note: The Transaction Report displays “Skipped” for any column in a row that has valid data but was not imported because a required row contained invalid data. (All invalid data displays in the Transaction Report.)
Click Error Report to display a link to a .csv file that details the errors that occurred during the import. (The system does not import any rows listed in the error file and only imports rows where all data in the row is valid.) Note: The Error Report link only displays if errors occurred during the import, which confirms that the system is unable to perform the import. Note the following: • You can only select active clients in the Client ID field. • If you enter an inactive client or a client that you are not allowed to access the following error message displays, “Invalid Client ID.” • You cannot move rules to a new sort order. • You can make changes to existing rules. • New rules are marked as “NEW” for the Rule Number in the import.

Chapter 11 Importing New Hires from Employee Portal You can use the Portal New Hire Import form to import new hires all at once from several clients who were registered in Employee Portal (EP). After uploading a file for import, you can view any errors that occurred during the import or view successfully imported rows. For example:

Important! This process applies as follows: • This form does not take the place of the New Employee Import process. • The imported employees will only display on the New Hire Dashboard in Employee Portal (EP). (See the Employee Portal (EP) online help and the Enabling the New Hire Dashboard article in the Customer Resource Center for more information.) To perform an import using the Portal New Hire Import form, simply upload a file for import and then view any errors that occurred during the import or view successfully imported rows. Note the following: • This form is only available for service providers.

• Users whose role is set to INQUIRY for the Portal New Hire Import form displays the form in read-only format. • Client Access Group security is enabled on this form.

To import new hires from Employee Portal: 1. Select Download Spreadsheet Template to download a .csv file to your computer that contains the new hires import headings in row 1. A separate window displays the downloaded file link. Important! The first row of the import file must contain all the columns in the downloaded spreadsheet template in the same order. (Optional fields with no data can be included, but must be left blank.) 2. Click Open File. The spreadsheet template displays, where you can enter the new hires information. The spreadsheet template contains the following columns:

   Column                     Description
   Employer ID                Employer ID associated with the new hire (required).
                              Note: If the Employer ID or Client ID is not valid, the system does not validate
                              the remaining data in that row. In addition, this Employer ID must be
                              associated with the Client ID.
   Client ID                  Client ID associated with the new hire (required).
                              Note: You must set Electronic On-Boarding to Prompt or Always in the
                              client-level settings on the Control tab in the Client Details form. Otherwise,
                              the entire import will fail and an error message displays, "Client does not use
                              Electronic On-Boarding. New Hires cannot be imported."
   First Name                 First name of new hire (required).
   Last Name                  Last name of new hire (required).
   Middle Name                Middle name of new hire (optional).
   Employment Status Current employment status associated with the new hire (required).
                              Note: If there are restrictions on the Control tab in the Client Details form,
                              only those employee statuses listed in the form can be used.
   Employee Type              Employment type associated with the new hire (required).
                              Note: If there are restrictions on the Control tab in the Client Details form,
                              only those employee types listed in the form can be used.
   Work Location              Work location associated with the new hire (required).
   Position                   Position of new hire (required).
   Start Date                 Date when new hire began employment (required).

   Column                     Description
   Pay Method                 Pay method associated with the new hire (required):
                               •     S = Salary
                               •     V = Variable Salary
                               •     H = Hourly
                               •     D = Driver
                               •     C = Commission
                              Note: The Variable Salary option only displays 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.
   Pay Rate                    Pay rate that corresponds with the selected Pay Rate Basis for the new hire
                              (required).
   Pay Rate Basis             Determines the new hire’s pay period (required):
                               •     H = Hourly
                               •     W = Weekly
                               •     B = Bi-monthly
                               •     S = Semi-monthly
                               •     M = Monthly
                               •     Y = Yearly

   Standard Hours             Standard hours worked by the new hire during the pay period (required).

   Benefit Group              Benefit group of new hire that can be used to establish eligibility, coverage,
                              and contribution rules for benefit plans (required).
   Pay Group                  Pay Group to which new hire belongs (required).
   Employee Number            Employee number associated with the new hire (optional).
   Work Shift                 Work shift associated with the new hire (optional).
   Department Code            Department code associated with the new hire (optional).
   Personal Email             Personal email address associated with the new hire (optional).
   Address

    Column                    Description
    Send Email                Email address system uses to send emails to new hire (optional):
                               •     Yes
                               •     No
                               •     Blank
                              Note: If this column contains Yes, Null, or is not included in the import and
                              the Personal Email Address contains an entry, the system sends a welcome
                              email to the new hire.
    Division Code             Division where new hire works (optional).
    Project                   Project associated with the new hire (optional).
    Work Group                Work group associated with the new hire (optional).
    Union                     Union to which new hire belongs (optional).
    PTO Approver              Person who approves new hire's PTO requests (optional).
    Manager                   Person that new hire reports to upon employment (optional).
    Mobile Phone              Mobile phone number associated with the new hire (optional).
    Nickname                  Alternative name associated with the new hire (optional).
    Seniority Date            Benefit start date associated with the new hire (optional).
    Preferred Language Preferred language associated with the new hire (optional):
                               •     ENG = English
                               •     SPA = Spanish
                              Note: Leaving this entry blank defaults to English.

Select Upload File. Click Add Files and select the file to upload, then click Start Upload.
Click Close. The uploaded filename displays.
Select Preview Data. (If you select Preview Data before uploading the file, no information displays.) Information displays on the following tabs: • Errors: Any errors from the import process display on this tab. (Error messages specify the line number where the error occurred.) Click Error Report to view the new hires errors. (A browser window opens where you can download the .csv file that contains the errors.) • File Content: Any successful rows from the import process display on this tab. The following fields from the import display as a header: • Client ID • First Name

     •    Last Name
     •    Position
     •    Start Date
     •    Pay Rate
     •    Benefit Group
     Note: If no successful rows display in the file and you select File Content a message displays, "No New
     Hires to import."

Click Import Data to import new hires that display on the File Content tab. The “File content successfully imported” message displays. Click OK. The imported new hires display on the New Hire Dashboard in Employee Portal (EP) where the system generates a welcome code, so these new hires can obtain that code in the New Hire Dashboard. Note: Any additional errors that occur during the import display in the existing errors list on the Errors tab.
Click Confirmation Report to download a .csv report that contains the successfully imported new hires information. Note: Columns that are blank indicate an unsuccessful data import.

Chapter 12 Importing Multiple Unbundled Billing Rules Use the Unbundled Billing Rules Import form to import multiple unbundled billing rules for clients associated with a specific bill code. For example:

Note: Client Access Group security is enabled on this form. To access the form, click the Back Office menu. Under Operations|Action, click Unbundled Billing Rules Import. Note: This form is only available for service providers.

To import unbundled billing rules: 1. In the Generate Import Spreadsheet section, create an import spreadsheet by entering or selecting the Client IDs and Bill Codes. (You can select multiple clients from the Select Clients list at once.) The Client Name and Bill Description display next to each client. (If left blank, the system selects all clients and bill codes.)

Select Download Spreadsheet. The system creates a spreadsheet that displays in a separate window, which is suitable for editing.
In the Import Data section, enter an Import Name. (This is a required field; you cannot import a file without this information.)
Select Upload File. Click Add Files and select the file to upload, then click Start Upload. (This file must be in .csv format.)
Click Close. A separate Downloads window displays the name of the .csv file that the system created. (Click Open file to view the downloaded file.) Note: The first row in the downloaded file displays information about the first rule and the multi-value fields, which are separated by a pipe delimiter (|).
Click Import. Processing steps describe the information saved and include a date and time stamp. You can view this as a report or download in PDF or XLS format by clicking Report.
Click Close.
Click Transaction Report to display a link to a report that contains the unbundled billing rules transactions. Note: The Transaction Report displays “Skipped” for any column in a row that has valid data but was not imported because a required row contained invalid data. (All invalid data displays in the Transaction Report.)
Click Error Report to display a link to a .csv file that details the errors that occurred during the import. (The system does not import any rows listed in the error file and only imports rows where all data in the row is valid.) Note: The Error Report link only displays if errors occurred during the import, which confirms that the system is unable to perform the import. Note the following: • You can only select active clients in the Client ID field. • If a Per Active Employee Per Month (PAEPM) rule is already active for a client, you cannot import another active PAEPM rule for that client. (A warning displays if you try to import another PAEPM rule using the same rule dates, which would make them active at the same time.) • If you enter an inactive client or a client that you are not allowed to access the following error message displays, “Invalid Client ID.”

Adding New Rules to an Import Using the import process, you can define new rules that the system adds to the Billing Rules (Unbundled) form. To do this, you must enter the rule as NEW. For example: • Row 1 - NEW: Contains all the rule details and all the multi-value details associated using a pipe delimiter • Row 2 - NEW: Contains all the rule details and all the multi-value details associated using a pipe delimiter Note the following: • Rules display one row after another using sequential numbers. Therefore, do not use a numeric value after each row. • If there are any errors, they display in the error report. (You can view errors by clicking Error Report.)

Define the following information for the import:

Field Details Description Client ID Unique identifier for the client. Rule This field is pre-defined. Existing Billing Rule ID, or New Rule to Note: If you create a NEW rule, create a new unbundled billing rule. the next sequential value is The system automatically assigns an selected. ID.

Rule Description This is a free-form field where Describes the rule. (This description you can enter the description. cannot exceed 40 characters.) Rate Allows numeric value up to 4 Billing Rate. The system uses this in decimal places. conjunction with the Based On value. Based On Codes used as basis for Based On value, which represents the calculating unbundled billing logic to use when calculating the rate. rules. Rule Start Date Date format MM/DD/YYYY. Rule Start Date when this rule begins. Rule End Date Date format MM/DD/YYYY. Rule End Date when this rule ends. Voucher Types Allowed types: Voucher Types to which a billing rule applies. • R: Regular • V: Vacation • S: Supplemental • A: Arrearage • H: Adjustment Note: • If only Regular applies, use R. • If all types apply, use RVSHA.

Employee ID Can use alpha-numerical If the billing rule applies to a single characters. For example, employee, use the Employee ID. If the P12345. billing rule applies to all employees who do not have another billing rule assigned to them, leave this field blank.

Field Details Description Batch Type Allowed types: Batch Type to which this billing rule applies. • R: Regular • S: Special • M: Manual Note: • If only Regular applies, use R. • If all types apply, use RSM.

Employee Type Can vary by client (F, P, and so Employee Type to which this billing on). rule applies, if any. For example, FT is Setup: a full time employee. System|Change|Employee Types. Note: Obsolete types are not allowed. Pay Group Can vary by client (W, BW, and Pay Group to which this billing rule so on). applies, if any. For example, W is a Setup: Payroll|Change|Pay weekly pay group. Groups. Deduction Period Allowed values: 1, 2, 3, 4, or 5. 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 use a Deduction Period, you must also use a Pay Group unless Based On is set to Flat Amount / Benefit Plan Class. Position Varies by client. Position to restrict the billing rule to one position. For example, SALES is a Setup: position type. Client|Change|Positions.

Field Details Description Pay Period Allowed pay periods: Pay Period to which this rule applies. If it applies to all periods, do not use a • W: Weekly pay period. • B: Bi-weekly • S: Semi-monthly • M: Monthly

Home Location Varies by client. Home Location to limit the application of this unbundled billing rule to that Setup: location. If the rule applies to all Client|Change|Worksite locations by default, use DEFAULT- Locations. 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 Allows numeric value up to 4 Special Rate in effect for a specified decimal places. period. The system uses this value instead of the standard rate. Special Rate Start Date format MM/DD/YYYY. Special Rate Start date when the special rate goes into effect. Special Rate End Date format MM/DD/YYYY. Special Rate End date when the special rate ends. Billing Code Use if the special rate only Billing Code the system uses. Typically, applies during a specific period. this is 006, but you can assign another Setup: System|Change|Billing code to use instead of this standard Codes. administration fee.

Field Details Description Benefit Plan Setup: Benefit Plan Benefit Plan to use when calculating Maintenance|Group Benefit an administrative fee. This field only Plans (Global)|Group Benefit impacts calculations when the rule’s Plans Based On field is set to Percent of Listed Benefit or Percent of Listed Benefit Net Billed to Client. Pay Class Equal To/Pay Allowed pay classes: If the billing rule applies to only a few Class Not Equal To pay classes, list them in the Pay Class • E: Earnings Equal To table. If there are only a few • R: Expense exceptions, use the Pay Class Not Reimbursement Equal To table instead. If the billing • F: Non-Cash Fringe Benefit rule covers all pay classes, leave both tables empty. For example, set Pay • RT: Reported Tips Class Not Equal ToExpense • M: Memo Reimbursement when you do not want to calculate Admin Fee as a percentage of wages on non-taxable wages. Pay Code Equal To/Pay Setup: System|Change|Pay If the billing rule applies to only a few Code Not Equal To Codes 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. Use Timesheet Location Allowed values: Only displays for rules based on Or State Percent of Wages or Percent of • Y: Yes WorkerComp Billed. If enabled, the • N: No billing rule targets the location or state billed on the time sheet.

Field Details Description Benefit Plan Class Allowed benefit plan classes: This field is only active when Based On is set to Flat Amount / Benefit Plan • M: Medical Class. Use one of the classifications • N: Dental used for group benefit plans or use • V: Vision Retirement. The system charges the amount once if an employee has any • L: Life Insurance plans in that class (unless the group • D: Long-term Disability benefit plan is set to suppress flat billing by plan type). If there is a • S: Short-term Disability benefit adjustment in addition to the • R: Retirement regular plan, the billing rule is applied only once. If the pay voucher has only • O: Other benefit adjustments, then the billing rule applies once. Benefit Plan Type Equal Allowed benefit plan classes: Benefit Plan Type Equal To for which To/Benefit Plan Type Not you bill an administrative fee • M: Medical Equal To surcharge, or use each Benefit Plan • N: Dental Type Not Equal To for which you do • V: Vision not bill an administrative fee surcharge. • L: Life Insurance • D: Long-term Disability • S: Short-term Disability • B: Bond • O: Other

EE Tax Codes Employee-specific tax Employee tax deduction codes to deduction codes. associate with this billing rule. Setup: System|Change|Tax Deductions. EE Tax Per Employee Allowed values: Indicate whether to charge the code Per Employee. If not, then the system • Y: Yes assesses the charge once per payroll • N: No batch.

EE Tax Bill Rate Allows numeric value up to 4 Bill Rate to charge on the code. decimal places.

Field Details Description EE Tax F/P Allowed values: Indicate whether the amount is a Flat Rate or a Percent. • F: Flat Rate • P: Percent

ER Tax Code Employer-specific tax deduction Employer tax deduction codes to codes. associate with this billing rule. Setup: System|Change|Tax Deductions. ER Tax Per Employee Allowed values: Indicate whether to charge the code Per Employee. If not, then the system • Y: Yes assesses the charge once per payroll • N: No batch.

ER Tax Bill Rate Allows numeric value up to 4 Bill Rate to charge on the code. decimal places. ER Tax F/P Allowed values: Indicate whether the amount is a Flat Rate or a Percent. • F: Flat Rate • P: Percent

The following “additional details” fields reside on the Unbundled Billing Additional Details form, which you can access by selecting Additional Conditions on the Actions menu in the Billing Rules (Unbundled) form. Use If Any ACH Allowed values: Indicate whether to apply this billing rule on a voucher with ACH. • Y: Yes • N: No

Use Per ACH Line Allowed values: Indicate whether to charge a fee for each ACH line. • Y: Yes • N: No

Use If Electronic Stub Allowed values: Indicate whether to apply only to electronic pay stubs. • Y: Yes • N: No

Field Details Description Use If Any Garnish Allowed values: Indicate whether to apply this rule if there are any garnishments. • Y: Yes • N: No

Use Per Garn Item Allowed values: Indicate whether to charge a fee for each garnishment. • Y: Yes • N: No

Use If Any Check Allowed values: Indicate whether to apply the rule for any pay voucher. • Y: Yes • N: No

Exclude From Manual Allowed values: Indicate whether to suppress the Check billing (delivery fee) for a manual • Y: Yes check that occurs when a billing rule is • N: No processing live checks.

Rule Minimum Must be a numeric value. Indicate the least amount this rule should bill. Rule Maximum Must be a numeric value. Indicate the dollar limit for this rule. Exclude from FPEIMIN Allowed values: Indicate whether to exclude this rule from the Flat Amount/Per Employee • Y: Yes Invoice Minimum billing rule. • N: No

States Equal To Must be a valid state. If you enable Use If Any Check field, enter a list of State(s) Equal To where this unbundled billing rule applies. FSA Plan Type Equal To Indicate 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 Indicate each FSA Plan Type Not Equal To To that should not be present to cause the system to apply this rule.

Field Details Description Retirement Plan Equal To Indicate each Retirement Plans Equal To that if found on the voucher applies this rule. Retirement Plan Not Indicate the Retirement Plans Not Equal To Equal To that if not used on the voucher applies this rule. Obsolete Allowed values: Indicate whether the billing rule is Obsolete. (The system reads a blank • Y: Yes value as “No.”) • y: Yes • YES: Yes • yes: Yes • Yes: Yes • N: No • n: No • NO: No • no: No • No: No

Obsolete Date Date format MM/DD/YYYY. Obsolete Date when this billing rule was obsoleted. (Must be in date format.)

Updating Existing Rules When you update an existing rule in the Unbundled Billing Rules Import form, the import must identify the rule number being updated and include details that for the updated rule. For example, Rule 1 defines Pay Group A. If the updated rule then lists Rule 1 as Pay Group B, after the import finishes Rule 1 now uses Pay Group B. After you import the updated rule, you can view the Transaction Report to determine which values were imported. (You can view errors by clicking Error Report.) Note the following: • Anything included in the file updates the current rule. • Running the import updates the rule or adds to the rule depending on the fields completed in the file. • Using a blank field removes any existing data. (If you only want to change one field, then you should download the rule, make the update to that field, and then re-import.)

Chapter 13 Importing Employee Tax Basis from Successor Use this process to transfer the employee tax basis to PrismHR for a client that has come on midyear to ensure accurate voucher calculations. This could occur for employees that work for a client reporting SUI state (such as Michigan). It could also occur for certified PEOs that import federal taxes from a successor. If an employee has already reached their tax limit for SUI before being moved to a PEO that uses PrismHR software, then a mechanism is required to import earlier tax data for the employee, or they will start accruing tax again.

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

To import the tax transfer basis: 1. Format an Excel spreadsheet using this format.

                         Column                Information

                          Col A               Client ID

                          Col B               Employee ID

                          Col C               Employer ID

                          Col D               Tax Year

                          Col E               Reason

                          Col F               Billing Only? (Use only Y, N or S)
                                              Y=Yes, N=No and S=Suppressed for the billing

                          Col G               Tax Code

                          Col H               Tax Basis

                           Col I              Tax Amount

Save the Excel file as tab-delimited, pipe-delimited, or .csv.
Record the file name and where it was saved.
Click Back Office .
From Operations|Import Processing, click Import Transfer Tax Basis from Successor.
Click Upload File.
Set these optional fields if required: l Delimiter- Separates the data fields in the import .txt file. Let the system determine the delimiter (default, Auto) or set the delimiter to the separator type in the import tile (Comma, Tab, Pipe). l Qualifier- Used in conjunction with delimiters in fields. Qualifiers are placed around each field to indicate that it’s the same field. The most common qualifier is a double quote. Additional options are Auto (default), None, and Single Quote. l First Lines to Skip - Instructs the system to ignore a specific number of lines (column headers) in an import file. The default is 0, and up to 10 lines can be skipped.
Click Upload File. A file upload dialog box displays.
Click Choose File and navigate to the file you created.
Highlight the file name and click Open, then click submit. The system displays a message about whether the file uploaded successfully and how long the upload took.
Click Close. The file contents display as a preview.
Click Import to write values to the appropriate tax registers.

Chapter 14 Using the Mass Employee Transfer Import Tool You can use the Mass Employee Transfer Import Tool to quickly import a list of employees to transfer to new clients. Note the following: • This tool is only available for service providers who have FULL access to the Mass Employee Transfer Import form. • Users whose role is set to INQUIRY for the Mass Employee Transfer Import form displays the form in read- only format. • Users who do not have access to a particular client as configured in Client Access Groups cannot transfer employees into or out of the client using the Mass Employee Transfer Import form. • This process accomplishes the same results as executing the standard employee transfer process using the Transfer Employee to New Client form. (See Transferring Employees to New Clients.) The Mass Employee Transfer Import Tool is available from the Operations|Import Processing menu in the Back

Office . For example, the following form displays after you access the Mass Employee Transfer Import Tool:

Before you can upload and import data, your source file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. When you open the Mass Employee Transfer Import Tool form, the required file layout displays. The layout must match the requirements for number and order of columns, category descriptions, and the required fields. In addition, you can use the sample header file before importing to avoid manually creating an import file that matches the import template type. Note the following when using a comma (,) in a description in your import file: • If you include a comma in a description field using the .csv file format, you must enclose the item in double quotes. For example, “Manager, Admin.” • If you include a comma in a description field using the .txt file format, no extra formatting is necessary.

Using the Sample Header File Before starting the import process, you can first download a sample header file by clicking that link on the Mass Employee Transfer Import Tool form. For example:

To perform a mass employee transfer import:

Select Back Office .

From the Operations|Import Processing menu, select Mass Employee Transfer Import. The layout requirements are:

Field                                 Description
Column Number                         The corresponding column number for the imported data.

   Field                             Description
   Category Description              •    From Client (required): The client ID for the client that the
                                          employee is transferring from.
                                     •    Employee ID (required): The ID of the employee whose
                                          information requires a transfer.
                                     •    To Client (required): The client ID for the client where the
                                          employee is transferring.
                                     •    To Employer (required): The employer ID assigned to the new
                                          client where the employee is being transferred.
                                     •    To Pay Group (required): The pay group for the destination client.
                                     •    To Retire Plan (optional): The retirement plan where the
                                          employee is being transferred.
                                     •    To Position (required): A valid position for the destination client.
                                     •    To Location (required): A valid location for the destination client.
                                     •    To Client Hire Date (required): The hire date to use for the
                                          company where the employee is being transferred.
                                         Note: After entering or selecting a date, a message containing that
                                         date displays. Select Yes to confirm that date should be used to
                                         update the Status, Type, Status Type History, Position History, and
                                         Pay History. If you select No, the system updates that information
                                         using the most recent date for that record in the From Client
                                         employee record after the transfer finishes.
                                     •    Update historical dates? (required): Indicates whether to keep
                                          status, type, status type history, position history, and pay history
                                          dates.
                                     •    Transfer YTD Check Stubs (required): The year-to-date check stub
                                          details to the company where the employee is transferring.
                                     •    Terminate Employee in Original Client (required): Indicate
                                          whether to terminate the employee and their benefits in the
                                          original client.
                                     •    Termination Date (optional): The date when the transferring
                                          employee will be terminated in their old client.
                                     •    Termination Reason (optional): A valid termination reason code.
                                     •    Terminate Benefit Coverage Today (required): The terminated
                                          group benefits for the employee ends coverage today.

   Required?                         Indicates if the field is required.

Click Find File to open the File Upload dialog box.

Click Add Files in the File Upload dialog box.
Select the specified Import File from your system that you have created. Once selected, the Import File will display in the File Upload dialog box.
Click Start Upload to upload the file.
Click Close on the File Upload dialog box.
The uploaded Import File name will display under the File Name field on the form. The content of the file will display under File Content tab. Errors, if any, will display in the Messages tab. Correct the errors and redo the process. While processing the uploaded file, the following validation occurs: • If any mandatory field is missing from the file, the system displays an error message, “ is a required field.” • If the system does not associate the Employee ID with the From Client field, it displays an error message, “Employee not located in client .” • If the values in the Pay Group, To Retire Plan, To Position, and To Location fields are not valid for the To Client record, then the system displays an error message, “Record . is not on file in <field’s filename>.” • In the Termination Reason field, the system identifies a valid value only if the REASON.CODES contain “Termination.” If you provide any other value, the system displays an error message, “ is not a valid Term Reason Code.”
Click Import to import the content into PrismHR. After the import finishes, the following occurs: • If Transfer YTD Check Stubs is enabled, the program transfers the YTD check stubs. • If Terminate Employee in Original Client is enabled, the program terminates the employee on the original client using the corresponding Termination Date and Termination Reason from the upload file. • If Terminate Employee in Original Client is disabled, the program does not terminate the employee on the original client. • If Terminate Benefit Coverage Today is enabled, the program terminates the employee’s benefit coverage. • If the uploaded file contains a mix of employees who are successfully validated and employees that fail the validations, those employees that are successfully validated are transferred appropriately and the employees that fail validation are documented in the error log and are not transferred or terminated.
Click Report to view the transaction report. This report contains the following information: • Successfully transferred employees display “Success” in the Import Status column. • Employees that failed validation and could not be transferred display “Skipped” in the Import Status column. The “Comments” column for the failed transfer employees displays the error message for whichever failed validation event prevented the transfer.

Importing Third Party Sick Pay Adjustments You can use this import template to import third-party sick pay adjustments to create adjustment vouchers and client bill pendings for each record to reduce the amount of manual work required.

To upload and import third-party sick pay adjustments, do the following:

Click (Back Office), then select Data Import Tool on the Operations|Import Processing menu.
In the Data Import Tool form, select the Third Party Sick Pay Adjustment import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:

Field Description Column Number The corresponding column number for the imported data.

Field Description Category Description • Client ID (required): Unique identifier for the client. • Employee ID (required): Unique identifier for the employer. • Adjustment Date (required): Indicates the date the system uses to derive the tax year, quarter, and month to adjust. • Bill Date (optional): Indicates the date to use for any billing transaction. • Employer ID (required): Indicate the employer ID affected by this adjustment. Note: If you import an Employer ID in a row in the import file that is not assigned to or is an Alternate Employer for the Client ID in the same row an error message displays, “Must be a valid Employer ID for the client,” and the row does not import. • Federal Taxable Sick Pay (optional): Indicates the total amount paid to the employee by a third-party insurer to cover lost wages during an illness. • Federal Non-Taxable Sick Pay (optional): Indicates the amount of sick pay that was not taxable because it was attributed to employee contributions to insurance premiums. • Federal Income Tax Withheld (optional): Indicates the amount of federal income tax withheld by the third-party insurer. • FICA Taxable Sick Pay (optional): Indicates the amount of taxable sick pay paid to the employee by a third-party insurer to cover lost wages during an illness. • FICA Non-Taxable Sick Pay (optional): Indicates the sick pay that was not taxable because it was attributed to employee contributions to insurance premiums. • Social Security Tax Withheld (optional): Indicates the amount of Social Security tax withheld by the third-party insurer. • Medicare Tax Withheld (optional): Indicates the amount of Medicare tax withheld by the third-party insurer. • Adjust Client Tax Register? (optional): Indicates whether the system should update the client’s register for client-based taxes. • State Code (optional): Indicates the two-character postal code for the state that might have miscellaneous state taxes, such as Hawaii employee disability tax. Note: You can indicate a two-character state code (for example,

Field Description CA, which can be uppercase or lowercase) or an authority ID (for example, 05). • Tax ID (optional): Indicates the tax ID for the state tax withheld from the employee by the third-party insurer. • Taxable Pay (optional): Indicates the taxable pay applicable to that state. Note: If you indicate an amount in the Taxable Pay or the Tax Withheld category, you must include a State Code and a Tax ID. • Tax Withheld (optional): Indicates the tax withheld by the third- party insurer for that state.

Required? Indicates if the field is required.

Note the following when importing Third Party Sick Pay Adjustment data: • Users whose user role is set to DENY for the Third-Party Sick Pay Adjustment form cannot import data using the Third Party Sick Pay Adjustment import template. • Users whose user role is set to INQUIRY for the Third-Party Sick Pay Adjustment form can view the Third Party Sick Pay Adjustment import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • You can indicate a negative value in the following categories: • Federal Taxable Sick Pay • Federal Non-Taxable Sick Pay • Federal Income Tax Withheld • FICA Taxable Sick Pay • Social Security Tax Withheld • Medicare Tax Withheld • Taxable Pay • Tax Withheld

Chapter 15 Importing Time Off Adjustment Information You can use the Time Off Register Adjustment Import process to import time off adjustment information and to generate an error report and a transaction report. The time off adjustment information is imported using a comma-delimited, tab-delimited, or pipe-delimited text file that is created in Excel. Note: You can access the related report, Employee Time Off Detail Report. This report provides information about employees’ time off.

Before you begin: 1. In Excel, create a comma-delimited, tab-delimited, or pipe-delimited text file that contains at least the following adjustment information in the order shown: • Column 1 - Client ID. • Column 2 - Employee ID. • Column 3 - Adjustment Type: T-Taken, A-Accrued, and C-Carryover. • Column 4 - Accrual Schedule. • Column 5 - Time Off Plan. (Note: Only required if Employee should be enrolled in plan.) • Column 6 - Time Off Pay Code. (Note: Only required if Adjustment Type ‘T’ is selected.) • Column 7 - Effective Date (MM/DD/YYYY). • Column 8 - Adjustment Hours. • Column 9 - Accrued Through (Optional). • Column 10 - Comment/Annotation (Optional). (Note: If you do not provide a comment, the default comment ‘Imported Adjustment’ displays in the Annotation column in the Employee Time Off Register form.) 2. Save the Excel file as a comma-separated values (CSV) file or plain text file. 3. Record the file name and where it was saved.

To import time off adjustment information, do the following:

Click (Back Office).

From Operations|Import Processing, select Time Off Register Adjustment Import. The Time Off Register Adjustment Import form opens.
Complete the form.

Option Description Upload File Click the link, click Choose File, select the file you created, and then click submit. When you are notified that the file was uploaded, click Close. Delimiter Select Auto, Comma, Tab, or Pipe. If you select Auto, the system selects the delimiter based on the file content. Qualifier Select None. First Lines to Skip Select the number of lines to skip at the beginning of the file. For example, the first three lines might provide instructions or overview information. Download Sample Header File Click the link to download an example of the Excel data file. (A file titled TimeOffAdjustmentImport opens in Excel.) Preview Displays information about each client to be included in the import.
Click Import. A progress box displays the status. Note: Although only a maximum of 100 records display, all records are actually imported.
When the progress box shows that the process is complete, click Close to return to the Time Off Register Adjustment Import form or Report to open the Job Control Status Report.

Auto-Enrolling Employees While Importing You can use the Time Off Plan column (column 5) in your Excel file to automatically enroll employees while importing their time off adjustments. Note: If you specify a Time Off plan and that employee is not currently enrolled in a Time Off plan, the system automatically enrolls them during the import process. A Time Off Pay Code is only required if the adjustment is T (Taken). When using this feature, observe the following guidelines:

Scenario Description Employee that is not • If you have an employee who has a seniority date that is not already enrolled in a Time equal to the hire date and you add a valid Time Off Plan to Off Plan column E on the import, the system enrolls the employee in the Time Off Plan/Register on the file with a Benefit Start Date that equals the Seniority date, and a Calculated Thru Date equal to the

Scenario Description Benefit Start Date and the Year End Date, which defaults to the appropriate date based on the Time Off setup. • If you have an employee that has a seniority date equal to the hire date, and you add a valid Time Off Plan to column E on the import, the system enrolls the employee in the Time Off Plan/Register on the file with a Benefit Start Date that equals the Original Hire Date, and a Calculated Thru Date equal to the Benefit Start Date and the Year End Date, which defaults to the appropriate date based on the Time off setup. • If you enter a Time Off Plan on the file, but it does not match any existing client Time Off Plan codes, the Employee ID displays the following message, “Time Off Plan does not exist for this client. Adjustment and enrollment skipped.” • If an employee is not already enrolled in the Time Off Register/Plan combination on the file and the file contains a Time Off Plan, but the employee is already enrolled in a plan/register with the same Time Off Type/Employee ID, you cannot setup in more than one Time Off Register of the same type. (Adjustment and enrollment are skipped.) • When employees are successfully enrolled along with their adjustments, a message displays regarding the job progress, “Time Off Register Enrollments completed: .” • When employees are not successfully enrolled and the file contains the Time Off Plan field, a message displays regarding the job progress, “Time Off Register Enrollments skipped: .” • The process assumes zero (0) hours for the enrollment in the following situations: Accrued and Taken (adjustment for Carryover), Carryover and Taken (adjustment for Accrued), Carryover and Accrued (adjustment for Taken), and when the employee has multiple adjustment types while any type is not represented on the file.

Employee that is already • When an employee in the adjustment import includes a Time Off enrolled in a Time Off Plan Plan in Column E and the employee is already enrolled in that Time Off Plan/Register combination, the import process performs as normal and makes the adjustments while completely ignoring the enrollment. • The system does not display a message regarding enrollments when a Time Off Plan is included in column E and the employee is already enrolled in the same Time Off Plan/Register combination.

Scenario Description Employee that is already • If an employee is not already enrolled in the Time Off enrolled in a different Register/Plan combination in the file and the file contains a Time Time off Register that has Off Plan, but that employee is already enrolled in a plan/register the same Time Off type with the same Time Off Type, the following message displays, “Employee ID - An employee may not be set up in more than one Time Off Register of the same class. Adjustment and enrollment skipped.” • A job progress window displays this employee scenario failure in the number count of Time Off Register Enrollments and Adjustments skipped.

Chapter 16 Managing Batches for Check Import Process Use the Check History Import form for batch management for the check import process. All processes required for check imports can be only accessed from this form using a wizard which takes you step by step through the check import process.

Note: Client Access Group security is enabled on this form.

To access the form, click the Back Office menu. Under Operations|Import Processing, click Check History Import. Important! If you have employees listed in several clients and employers, you might need to complete a successor wage import before processing a check history import. Note the following instances when you should perform this action: • An employee is listed in the same employer for multiple companies as an active employee: Since this makes a difference for taxes, it affects how the limits are honored. The employee is listed within the same employer, so the system pushes the taxes that were previously processed at the first company to the taxes on this import, so they are over the limit and not including any charges. • An employee is listed in two different employers: The voucher honors the limit for each, so the system does not display any of the taxes over the limit but instead collects those taxes as well. Note: This is typically correct, but if a client only collects the taxes under one employer and the employee is listed in two employers and you do not want to account for taxes under both employers, you can use successor wages to account for those wages. With successor wages in place, the system will not collect taxes under both employers.

Batch Management Dashboard This Dashboard has the following sections: • Imports in Progress • Past Imports • Tools

Imports in Progress This section shows the list of check import batches that are in progress for the selected user. • You can select a different user from the drop-down.

• The first five check import Batch IDs in progress for the selected user are visible on the window. Scroll down in case there are more than five check import batches in progress for the selected user.

Note: If you want to copy a batch, you must first set up a new batch.

•    If you want to copy to a new batch, click New Import to create a new check import batch and then click
     Copy Existing Import.
•    If you want to copy to an existing batch, click the Batch ID link and navigate to the Import Setup window
     and then click Copy Existing Import.

The details are displayed under the following fields:

Field Name Field Description Batch ID • The Batch ID of the check import batch under progress in PrismHR. Click New Import to go to the Import Setup screen to set up a new batch. • To edit an existing check import batch that is in progress, click the Batch ID link and you will go to the appropriate screen as per the batch status of that check import batch. Suppose for a check import batch you had accessed the Review & Fix Data screen (Screen 4 in the wizard), and then went back to the State & Code Setup screen (Screen 2 in the wizard) to fix something, and then left the wizard from State & Code Setup screen (Screen 2 in the wizard). When you come back to the dashboard, this check import batch will show a status of 4. When you open the batch now, you will be returned to the Review & Fix Data screen (Screen 4 in the wizard).

                             Note: When you are editing a check import batch in progress:

                                     •   The Batch ID, Batch Name and Client ID will be pre-populated.
                                     •   You cannot edit the Batch ID.
                                     •   All other parameters for this check import batch on this Import Setup
                                         screen can be edited.
                                     •   Click Next on the Import Setup screen to go to the State & Code Setup
                                         screen.

Name The check import batch name for the corresponding Batch ID.

Field Name Field Description Status The status of the check import batch which appears on this section can be one of the following five types: 1 - Import Setup - This is not actually visible in because the batch isn’t saved until you go to State & Code Setup screen. 2 - State & Code Setup 3 - Enter Check History 4 - Review & Fix Data 5 - Calculate Taxes 6 - Import Complete - This is also visible as they appear under the Past Imports section below.

                             Note:

                             The status shows you the highest step in the wizard that you have accessed for that
                             batch.
                                     •   If you access the Review & Fix Data screen (Screen 4 in the wizard) and then
                                         exit the wizard, you will be returned to the Review & Fix Data screen
                                         (Screen 4 in the wizard) when you open the batch the next time.
                                     •   Suppose for a check import batch you had accessed the Review & Fix Data
                                         screen (Screen 4 in the wizard), and then went back to the State & Code
                                         Setup screen (Screen 2 in the wizard) to fix something, and then left the
                                         wizard from State & Code Setup screen (Screen 2 in the wizard). When you
                                         come back to the dashboard, this check import batch will show a status of
                                         4. When you open the batch now, you will be returned to the Review & Fix
                                         Data screen (Screen 4 in the wizard).

Client The client ID and the client name. Note: If there are multiple clients included in the batch, only the client IDs display. Last Modified Date The date when the check import batch was last modified. Last Modified User The name of the user who modified the check import batch last. Actions Click on the trash can icon to delete a check import batch in progress.

                             Note: When you delete a check import batch, all associated records (Batch ID,
                             State Tax Rules, Imported Checks, Manual Checks, Code Translation Tables) for
                             that batch are deleted.

Click New Import to set up a new check import batch. The Import Setup screen opens up.

Past Imports This section lists the completed check import batches for a date range.

• The date range defaults to the past 30 days. You can edit the date range to see the list of completed check imports for the selected date range. • The first five completed check import Batch IDs are visible on the screen. Scroll down in case there are more than five completed check import batches. The details are displayed under the following fields:

Field Name Field Description From Enter the start date of the import period. To Enter the end date of the import period. Batch ID The Batch ID of the completed check import batch. Name The check import batch name. Client The client ID and the client name. Note: If there are multiple clients included in the batch, only the client IDs display. Date Completed The date when the check import batch was completed. Processed by User The name of the user who completed the batch. Total Checks The number of checks contained in the batch. Imported from File The number of checks imported from an import spreadsheet. Entered Manually The number of checks entered manually using the Check History Entry form. Total Net Pay The total check amount contained in the batch. Reports (CSV) You can click the drop-down beside the Download Reports link to display the following links to reports for the corresponding completed Batch ID: • Original Import File - Click this link to download the check import file used for this batch in a .CSV format. If this batch is only for manual check entry where a check import file is not used, this link will remain inactive. • Checks not Imported - This link will only be active if there are checks that have not been imported. The number of checks not imported is displayed here. Click this link to download the Checks not Imported Report in .CSV format. • Voucher Summary Report - Click this link to download the Voucher Summary Report for this batch in a .CSV format. • Total Taxes Report - Click this link to download the Total Taxes Report for this batch in a .CSV format. • Voucher Details Report - Click this link to download the Voucher Details Report for this batch in a .CSV format.

Tools This section shows links to screens that you may need for check imports. The following links are provided: • State Tax Processing Rules - This link opens the Check History Import State Tax Processing Rules form.

Note: This menu is utilized to adjust the default State Tax Processing Rules. You can set up the Batch State Tax Processing Rules from within the check import wizard.

     •    Download Import Template - This link will download a blank .csv import template to your computer.
          It is strongly advisable to use this template as it will provide you with the fields that are relevant to
          completing a successful check import. The template contains two header rows.
          •    COLUMN HEADER
          •    REQUIRED/OPTIONAL

If you use our template, you do not need to delete these headers noted above when saving your file for imports. Our system will automatically detect the headers to ensure data integrity.

Import Setup This is the first screen of the check import wizard. Use this form to set up a batch for the check import process or update an existing check import batch. • The Import Setup option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can only access this screen from the Managing Batches for Check Import Process screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites.

Note: Client Access Group security is enabled on this form.

To create or edit a check import batch, complete the following: 1. Under the Import Batch Setup section, you can either create a new check import batch or Copy Existing Import batch which would copy all the Code Mapping as well as the FICA & FUTA conditions of that batch on to this screen. a. To copy from an existing check import batch, click Copy Existing Import. Select the Batch ID you want to copy from in the Select Import Batch dialog box. Click OK to close the dialog box. b. Batch ID - This field is read only: i. This field will by default show NEW if you come to this screen by clicking New Import on the Managing Batches for Check Import Process screen. When you proceed to the State & Code Setup screen in this case, a new Batch ID will be generated.

     ii. To edit an existing check import batch in progress, click the Batch ID link on the Managing Batches
         for Check Import Process screen. The Batch ID will show here. You cannot edit the Batch ID. When
         you proceed to the State & Code Setup screen in this case, the Batch ID will remain the same.
     iii. You can click Previous on the State & Code Setup screen to come back to this screen to edit an
          existing check import batch. The Batch ID will show here. You cannot edit the Batch ID. After editing
          the check import batch when you proceed to the State & Code Setup screen, the Batch ID will
          remain the same.
c. Batch Name - The name for this batch:
     i.   If you are creating a new check import batch, then enter the name for this batch here.
     ii. If you are editing an existing check import batch, then edit the name of the check import batch here.
d. Client ID - The client ID for whom checks will be imported in this batch:
     i.   If you are creating a new check import batch, then enter the Client ID here, or click the Client ID link
          and select the Client from the Select Client dialog box.
     ii. If you are editing an existing check import batch, then edit the Client ID here, or click the Client ID
         link and select the correct Client from the Select Client dialog box.
     iii. If you enter or select more than one Client ID a warning displays, "Clients with different taxation
          rules should have their own check history import batch." Click OK to continue.

Under the FICA & FUTA section, complete the following fields:
1. If Medicare tax amounts are zero, select one of the following:
  1. Include Medicare taxable amounts on vouchers - This is the default option where Employer paid Medicare taxable amounts are included on all vouchers in this check import batch.
  2. Do not include - Select this option if you do not want to include Employer paid Medicare taxable amounts included on all vouchers in this check import batch.
2. If OASDI tax amounts are zero, select one of the following:
  1. Include OASDI taxable amounts on the vouchers - This is the default option where Employer paid OASDI taxable amounts are included on all vouchers in this check import batch.
  2. Do not include - Select this option if you do not want to include Employer paid OASDI taxable amounts included on all vouchers in this check import batch.
3. Employer FUTA (Tax Code 00-17), select one the of the following:
  1. Include - By default, calculation of employer FUTA tax is included on all vouchers in this batch.
  2. Suppress - Select this option if you want to suppress the calculation of the employer FUTA tax on all vouchers in this batch.
Under the Upload File section complete the following if you want to upload the checks from a file. Skip this section if you only want to enter check history manually.
1. Click Upload File to upload a check import batch file in a .txt or .csv format. A dialog box opens.
2. Click Choose File to select the check import batch file from your system in a .txt or .csv format.

Note: When importing a .csv file, you do not need to remove the headers.

c. Click Submit to close the dialog box. The file uploaded now shows on the screen.

Click Close to go back to the Managing Batches for Check Import Process screen. All changes made are lost.
Click Next to save all changes made to this screen and go to the State & Code Setup screen. • If no file has been uploaded, then the State & Code Setup screen appears. • If you have already uploaded a file to import from, then a job progress window opens. The system starts to load the State Tax Rules from the default for the states included in the import file and the imported code setup from the imported spreadsheet. • Click Close once the process is complete to go to the State & Code Setup screen.

Warning - Uploading a replacement Check History Import file You may need to upload a replacement check history import file if you have imported a wrong check history import file or the check history import file is badly formatted and so on. If you try to upload a new check history import file when a check history import file has already been uploaded using the import utility, and to prevent unexpected data loss, you will receive the following pop-up message: Checks have already been imported from a file. If you proceed, the previous imported checks will be cleared and you will lose any corrections you have made. Manually entered checks will be retained. Do you want to clear the existing imported checks and start over? • Click Yes to upload a new check history import file. The file upload pop-up appears. • Existing checks uploaded earlier using the import utility are not cleared until you select the replacement check history import file and click Next. • Checks that were entered manually will be retained.

File Audit From this Import Batch Setup screen, you can click the Actions menu and select the Audit option to show the Audit Log Display. You can view the logs for all the changes made for this Batch ID.

Check History Import State Tax Processing Rules Use this form to set up state tax rules that are used to process check import batches To access the form either of the following ways. • Click the Back Office menu. Under Operations|Import Processing, click Check History Import State Tax Processing Rules • Click the Back Office menu. Under Operations|Import Processing, click Check History Import. Under the Tools section click the State Tax Processing Rules link.

Note: This process does not use Client Access Group security.

Choose a Rule Type from the following:

Default - Use this form to set up the default taxation rules for the various states which can then be copied to the batch state rules. Batch - Use this form to set up the taxation rules for sheltering wages for various section 125 and 401(k) deductions, when the checks are imported (or a manual check entered) for the calculation process to ensure that the net pay is accurate.

State Tax Rules (Rule Type - Default) 1. Complete the following fields:

In this field Enter this Copy from Default Use this option to copy all associate values from the default to this batch record OR complete the following fields. State Income Tax Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax State Unemployment Insurance Shelter Choose one from the drop-down: Flag No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax

EE State Disability Insurance Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax ER State Disability Insurance Shelter Choose one from the drop-down: Flag No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax State Unemployment Insurance Taxable The taxable wage limit for state unemployment insurance for this Limit state. This field is optional. EE State Disability Insurance Taxable The taxable wage limit for employee paid disability insurance for this Limit state. This field is optional. ER State Disability Insurance Taxable If you want to calculate the employer state disability insurance for Limit this state, then enter a wage limit. This field is optional. Leave this field blank if you do not want to calculate this tax. ER State Disability Insurance Rate The employer rate for state unemployment insurance tax for this state. The rate is a percentage of taxable pay, for example 8.1234=8.1234 percent.

Under Miscellaneous Employer State Taxes section, complete the following:

In this field Enter this

Tax Deduction Code The tax deduction code for the miscellaneous state employer tax. • Click (+) to add a row. • Click (-) to delete a row. Tax Code Description Auto populates the description of the tax deduction code. Shelter Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax Tax Rate Enter the tax deduction rate in percentage for this tax, for example enter 2.0000 for 2.0000 percent. Taxable Wage Limit The annual taxable wage limit, if this local of state miscellaneous tax has an annual taxable wage limit.

Click Save to save the default tax rule for the state.
Click Delete to delete the default tax rules for the selected state. A popup asks your Are you sure you want to delete this record? Click Yes to delete and No to cancel the operation.
Click Cancel to clear the screen.

State Tax Rules (Rule Type - Batch) 1. Complete the following fields:

In this field Enter this Batch Number Import checks batch number, or click the Batch Number link to select one from the Select Import Batch window.

                                        Note: This field will only show up when the Rule Type is set to
                                        Batch.

Batch Status Auto populates on selecting the batch number above. It displays the status of the selected batch.

Batch Description Auto populates on selecting the batch number above. It displays the description of the selected batch. State Code The two character postal code for the state. Copy from Default Use this option to copy all associate values from the default to this batch record OR complete the following fields. State Income Tax Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax State Unemployment Insurance Shelter Choose one from the drop-down: Flag No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax

EE State Disability Insurance Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax ER State Disability Insurance Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax State Unemployment Insurance Taxable The taxable wage limit for state unemployment insurance for this Limit state. This field is optional. EE State Disability Insurance Taxable The taxable wage limit for employee paid disability insurance for this Limit state. This field is optional. ER State Disability Insurance Taxable If you want to calculate the employer state disability insurance for Limit this state, then enter a wage limit. This field is optional. Leave this field blank if you do not want to calculate this tax. State Unemployment Insurance Tax The state unemployment insurance tax rate for this state. The rate is Rate a percentage of taxable pay, for example 8.1234=8.1234 percent. ER State Disability Insurance Rate The employer rate for state unemployment insurance tax for this state. The rate is a percentage of taxable pay, for example 8.1234=8.1234 percent.

Under Miscellaneous Employer State Taxes section, complete the following:

In this field Enter this Tax Deduction Code The tax deduction code for the miscellaneous state employer tax. • Click (+) to add a row. • Click (-) to delete a row. Tax Code Description Auto populates the description of the tax deduction code. Shelter Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax Tax Rate Enter the tax deduction rate in percentage for this tax, for example enter 2.0000 for 2.0000 percent. Taxable Wage Limit The annual taxable wage limit, if this local of state miscellaneous tax has an annual taxable wage limit.

Click Save to save the tax rule for the state.
Click Delete to delete the information on the screen.

Check Import Batch Status Report This report displays the summary information for all check import batches.

Note: Client Access Group security is enabled on the Check History Import Batch Status Report form.

To access the form, on the Back Office menu, under Operations|Import Processing, click Check History Import Batch Status Report. You can also access this menu from the Check History Import form. On the Back Office menu, under Operations|Import Processing, click Check History Import. Click Batch Status Report in the Tools section on the top right.

To generate a summary of all check import batches: 1. Select a Batch Type:

     •    All
     •    Completed
     •    In Progress
2. Click Generate Report. The Check Import Batch Status Report opens in a new window.
3. Click the XLS link to download the report.

Note the following: • If you select All in the Batch Types field, the report displays all check history import batches under any status (including In Progress and Completed), sorted by Batch ID. For check history import batches created in PrismHR the following batch statuses are available: • 1 - Import Setup • 2 - State & Code Setup • 3 - Enter Check History • 4 - Review & Fix Data • 5 - Calculate Taxes • 6 - Import Complete • If you select Completed under Batch Type, the report displays all completed check history import batches from PrismHR, sorted by Batch ID. • If you select In Progress under Batch Type, the report displays all check history import batches from PrismHR that are in progress, sorted by Batch ID.

Report Output This report contains the following columns:

Column Name Column Description Batch ID This is the check history import batch number. Batch Name This is the name of the check history import batch. Created In The application where this check history import batch is created. Batch Status The status of this check history import batch. Client ID The client ID (or multiple IDs) for whom the check history import batch is created. Note: The space limitations in this column truncate multiple IDs. Download this report to ensure you can view all IDs included in this column. Status Date The date on which this check history import batch was last processed. Processed By User ID The user ID of the person who last processed this check history import batch.

Column Name Column Description Number of Vouchers The number of vouchers contained for a completed check history import batch only. If the check history import batch is in progress, then this field will remain blank. Total Pay The total pay for a completed check history import batch only. If the check history import batch is in progress, then this field will remain blank.

State & Code Setup This is the second screen of the check import wizard. Use this form to set up the State Tax Rules for the selected check import batch and Code Translation Tables for Earnings, Deductions and Taxes for the check import batch selected in the Import Setup screen. Note the following: • The State & Code Setup option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can only access this screen when you click Next on the Import Setup screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites.

Note: Client Access Group security is enabled on this form.

This form has the following two sections: • State Tax Rules • Code Mapping

Setting Up State Tax Rules You will need to have state tax rules setup for each state that appears in your imported data either using the check import utility or manual check entry. You can set up the state tax rules for each state from the State Tax Processing Rules link under Tools section in the Check History Import form. If the rules are not set correctly for any of the states that appear in your imported data, you will see errors/discrepacies later in the workflow.

To set up the State Tax Rules for the selected check import batch: 1. If you are importing checks from an import file, then the system will automatically load the default State Tax Rules for all the states contained in the imported spreadsheet. This will ensure that you can set up all the required state tax codes correctly to prevent future errors. The following fields appear in an inline grid along with the values imported for each field: • State - all the states codes contained in the original import file are listed here.

•    State Income Tax Shelter Flag
•    SUTA Shelter Flag
•    SUTA Taxable Limit
•    SUTA Tax Rate (%)
•    Employee SDI Shelter Flag
•    Employee SDI Taxable Limit
•    Employer SDI Taxable Limit
•    Employer SDI Tax Rate (%)
•    Misc Employer State Taxes

You can click a state link above to open the State Tax Rules form for the state in a modal. • The Rule Type section will not be visible. • The Rule Type will be set to Batch as you are accessing this form while processing this check import batch. • The Batch ID will be pre-populated which you cannot change. • The corresponding Batch Name will be displayed. • The Batch Status will display State & Code Setup which is the screen from where you are accessing the State Tax Rules form. • You can edit all the fields on this State Tax Rules form including the State Code. You cannot save this form unless a State Code is selected. • Click Save to save the changes and you will return to the State Tax Rules Section. The changed values will reflect on the inline grid. • Click Delete to delete the state tax rules for the selected state. • Click Cancel to close the form. All changes will be lost. • Click Close to close the form. Changes are saved and reflect in the inline grid.
Click Copy All from Default to copy the default state tax rules to the state tax rules form for the batch. The changed values will reflect on the inline grid. You can use this option to
Click Copy State to Default to copy the state tax rules for this batch to the default state tax rules.

Setting Up Code Mapping For each code that appears in the import spreadsheet, choose the corresponding code in your PrismHR system. Make sure to choose codes with the same tax- settings, or the totals will not match.

If you are importing from a file, then the system will load the codes for Earnings, Deductions and Taxes from the imported spreadsheet. If the imported codes are already contained in your PrismHR code translation tables, they will also reflect in the appropriate table. If not then you will need to manually provide the PrismHR code so

that the system can calculate the Earnings, Deductions, and Taxes appropriately. As you already get to see the number of foreign codes that you need to translate (if any), the chances of getting errors is reduced and you can complete the process faster.

Earnings

To map the Imported Pay Codes, complete the following: a. Enter the corresponding Prism Pay Code for the Imported Pay Code OR b. Click the Map to Prism Pay Code link and search from the Select Pay Code dialog box. c. Check the Pay Code Description to confirm that you have selected the correct Prism Pay Code for the corresponding Imported Pay Code. d. In case of any errors, redo the process to select the correct corresponding Prism Pay Code for the Imported Pay Code from the Select Pay Code dialog box.

Deductions

To map the Imported Deduction Codes, complete the following: a. Enter the corresponding Prism Deduction Code for the Imported Deduction Code OR b. Click the Map to Prism Deduction Code link and search from the Select Deduction Code dialog box. c. Check the Deduction Code Description and the Deduction Type to confirm that you have selected the correct Prism Deduction Code for the corresponding Imported Deduction Code. d. In case of any errors, redo the process to select the correct corresponding Prism Deduction Code for the Imported Deduction Code from the Select Deduction Code dialog box.

Taxes

To map the Imported Tax Codes, complete the following: a. Enter the corresponding Prism Tax Code for the Imported Deduction Code OR b. Click the Map to Prism Deduction Code link and search from the Select Deduction Code dialog box. You can use the Paid By filter to narrow down your search for the correct Prism Tax Code. c. Check the Tax Code Description to confirm that it is the correct Prism Tax Code for the corresponding Imported Tax Code. d. In case of any errors, redo the process to select the correct corresponding Prism Tax Code for the Imported Tax Code from the Select Tax Deduction Code dialog box. e. You have the option to select if the Prism Tax Code selected is Sheltered or not from the drop-down under the Sheltered? column.

Click Previous to go to the Import Setup screen. All changes made will be lost.
Click Next to save all the changes and proceed to the Enter Check History screen.

Click Close to exit the wizard. All changes made will be lost.

Enter Check History This is the third screen of the check import wizard. Use this screen to manually enter a check. Skip this step if you do not need to enter checks manually. Note the following: • The Enter Check History option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can access this screen from the State & Code Setup screen or from the Check History Entry screen after you have manually entered a check for this check import batch. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites. • Client Access Group security is enabled on this form. If you previously manually entered checks for this check import batch, they display on this screen in an inline grid. The inline grid displays the following columns: • Document ID • Employee ID • Employee Name • Client ID • Check Number • Pay Date • Work State • Gross Pay • Total Deductions • Total Taxes • Net Pay

To manually add a check: 1. Click Add Check. The Check History Entry screen opens. Complete the process in the Check History Entry screen. Once you have successfully entered a check manually for this batch, you are returned to this screen. 2. The check is now listed on this screen now in the inline grid. 3. Click Next to go to the Review & Fix Data screen. 4. Click Previous to go the State & Code Setup screen. 5. Click Close to go back to the Managing Batches for Check Import Process screen.

Check History Entry This is an extension of the third screen of the check import wizard. Use this screen to manually enter a check. (Skip this step if you do not need to enter checks manually.) Note the following: • The Enter Check History option on the steps indicator at the top is highlighted to indicate that you are on this screen. All the other options on the steps indicator are grayed out. • You can access this screen when you click the Add Check button on the Enter Check History screen or from the Review & Fix Data screen to edit a check to fix errors or warnings. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites. • Client Access Group security is enabled on this form.

To manually enter a check: 1. Complete the following fields:

 Field                               Description
 Document ID                         By default, this will show NEW. When you manually enter a new check, the
                                     document ID will be the last document ID number plus one.
                                     If you want to edit an existing check, click the Document ID link, and select it
                                     from the list of existing document IDs from the selected batch from the dialog
                                     box.
 Client ID                           Enter the Client ID or click the Client ID link and select one from the Select
                                     Client dialog box.
 Employer ID                         Enter the employer ID or click the Employer ID link to select the employer
                                     from the Select Employer dialog box.
 Employee ID                         Enter the employee ID or click the Employee ID link to select the employee
                                     from the Select Employee dialog box.
 SSN                                 This field is auto-populated with the social security number of the employee
                                     once you fill in the above field.
 Check Number                        Enter the check number.
 Pay Date                            Enter the pay date for this check. The following validations apply:
                                     Pay Date must be a valid date. Valid date formats are MM/DD/YYYY,
                                     MM/DD/YY, MM-DD-YYYY, MM-DD-YY, MM.DD.YYYY, and MM.DD.YY.
 Period Start Date                   Enter the start date of the pay period of this check. This field is optional. The

 Field                               Description
                                     following validations apply:
                                             i.    Period Start Date must be a valid date. Valid date formats are
                                                   MM/DD/YYYY, MM/DD/YY, MM-DD-YYYY, MM-DD-YY,
                                                   MM.DD.YYYY, and MM.DD.YY.
                                             ii. Period Start Date must be before Period End Date.
                                             iii. Period Start Date cannot be more than 1 year earlier than the Pay
                                                  Date.
 Period End Date                     Enter the end date of the pay period of this check. This field is optional. The
                                     following validations apply:
                                             i.    Period End Date must be a valid date. Valid date formats are
                                                   MM/DD/YYYY, MM/DD/YY, MM-DD-YYYY, MM-DD-YY,
                                                   MM.DD.YYYY, and MM.DD.YY.
                                             ii. Period End Date must be later than the Period Start Date entered
                                                 above.
                                             iii. Period End Date cannot be more than 1 year earlier than the Pay
                                                  Date.
 Work State                          Enter the work state code. This will be used to accrue SUI and W/C liability for
                                     the state entered.
 Weeks Worked                        Enter the number of weeks worked.

 1099 Check?                         This field is optional. Select one of the following options:
                                         •   Yes - If this check is for a self-employed or an independent
                                             contractor.
                                         •   No - If this check is for a W-2 employee.
 School District                     This field is optional. Enter the school district ID or click the School District
                                     link to select one from the dialog box. This is required if school district tax
                                     was withheld from the employee's pay check.
 Pay & Deductions Section
 Gross Pay                           Enter the gross earnings for this check. Only taxable earnings should be
                                     entered here. This should match the sum of all taxable pay amounts you
                                     enter. Do not include any Non-Cash Pay.
 Net Pay                             Enter the net pay amount here. This should be equal to gross earnings less all
                                     deductions and taxes.
 Non-Cash Pay                        Enter the amount of any non-cash pay items received, such as tips.
 Non-Taxable Pay                     Enter the amount of any non-taxable payment such as qualified expense

 Field                               Description
                                     reimbursements.
                                     Note: If you enter an amount, the system ignores any tax exemption
                                     overrides on the pay codes that are included in the import.
 Gross Receipts                      This field is optional.
 Federal Income Tax                  Enter the amount of federal income tax withheld. You must enter a zero (0) if
                                     there is no federal income tax (you cannot leave it blank).
                                     Note:
                                     •    If the Year in the Period Start Date field is not in the federal tax rate
                                          record, you will receive an error message stating Cannot locate tax year
                                          "<PERIOD START YEAR>" in Tax Rates Maintenance form under System
                                          Parameters. Verify that the year is correct or add a federal tax rate
                                          record for the year.
                                     •    If the Year in the Period End Date field is not in the federal tax rate
                                          record, you will receive an error message stating Cannot locate tax year
                                          "<PERIOD END YEAR>" in Tax Rates Maintenance form under System
                                          Parameters. Verify that the year is correct or add a federal tax rate
                                          record for the year.

 Medicare                            This field is optional. Enter the amount of Medicare tax withheld.
 Social Security                     This field is optional. Enter the amount of social security tax withheld.
 Earned Income Credit (EIC) This field is optional. Enter the earned income credit amount advanced.
 Employer Match                      This field is optional. Enter the amount of employer match to the 401(k) plan.
 Non-Elective Match                  This field is optional. Enter the amount of non-elective match to the 401(k)
                                     plan.
 Safe Harbor Type 1 Match            This field is optional. Enter the amount of Safe Harbor Type One Match to the
                                     401(k) plan.
 Safe Harbor Type 2 Match            This field is optional. Enter the amount of Safe Harbor Type Two Match to the
                                     401(k) plan.
 HSA Match                           This field is optional. Enter the HSA match amount.
 FSA Medical Match                   This field is optional. Enter the FSA Medical match amount.
 FSA Dependent Match                 This field is optional. Enter the FSA Dependent match amount.
 Earnings Section
 Imported Pay Code                   Enter the Imported pay code associated with this pay amount or click the

 Field                               Description
                                     Imported Pay Code link and select it from the Select Pay Code dialog box.
 Hours Paid                          Enter the paid hours associated with this pay amount.
 Pay Amount                          Enter the pay amount for the hours paid corresponding to the pay code.
 Deductions Section
 Imported Deduction Code             Enter the imported deduction code associated with this pay amount or click
                                     the Imported Deduction Code link and select it from the Select Deduction
                                     Code dialog box.
 Deduction Amount                    Enter the deduction amount withheld corresponding to the imported
                                     deduction code.
 State Taxes Section
 State Code                          Enter the two-letter state code or click the State Code link and select one
                                     from the Select State dialog box.
 State Tax Type                      •   Select a state tax type from the following drop-down:
                                         •   Blank (Default)
                                         •   Income Tax
                                         •   Disability Tax
                                     •   Click the + sign to add more rows.
                                     •   Click the x sign to delete an existing row.
 Tax Amount                          Enter the state tax amount withheld for each of the state tax types entered
                                     above.
 Miscellaneous Taxes Section
 Imported Tax Code                   Click the Imported Tax Code link and select an imported tax code from the
                                     dialog box.
                                     Click the + sign to add more rows.
                                     Click the x sign to delete an existing row.
 Tax Amount                          Enter the tax amount withheld for each of the imported tax code entered
                                     above.
 Totals Section
 Gross (Calculated)                  This field calculates the sum of all earnings on this check.
 Deductions (Calculated)             This field calculates the sum of all deductions on this check.

 Field                               Description
 Taxes (Calculated)                  This field calculates the total taxes payable on this check. [Taxes (Calculated)
                                     = State Taxes + Miscellaneous Taxes]
 Net (Calculated)                    This field calculates the Net Pay for this check. [Net (Calculated) = Gross
                                     (Calculated) - {Deductions (Calculated) + Taxes (Calculated)}]
 Net Difference                      This field shows the difference between the Net (Calculated) field and Net
                                     Pay field (under Pay & Deductions Section above) if any for this check.

                                     Note:

                                         •   Any value other than 0.00 is indicated in red. Adjust the values
                                             appropriately to ensure that the net difference is zero.
                                         •   You can save this check only if this field value is 0.00.

Click the Edit Code Mapping link to edit code mappings if you are getting errors on the check related to code mapping.
1. The Edit Code Mapping screen opens in a modal.
2. The current values for the batch are displayed on the fields. Edit the values as necessary.
3. Click Save to save the code mapping changes. The check you were working on is automatically sent through the system validation process. You now return to the check that you were working on in the Enter Check History screen.
Click Save to save this check.
1. If there are no errors:
  1. If you were entering a NEW pay check, a Document ID will be generated and associated with this pay check and you will return to the Enter Check History screen.
  2. This check will now be listed in the Enter Check History screen.
  3. If you were editing an existing check from the Review & Fix Data screen, you will return to the Review & Fix Data screen.
2. If there are errors:
  1. You will not be able to save the check.
  2. All the fields that have errors will be highlighted in red.
  3. A top section shows the number of errors and warnings and lists them along with the field name which has the error.
  4. Only the first five errors/warnings are listed. If there are more errors/warnings, scroll down to see them.
  5. Error/Warning icons will also appear beside the field that needs correction.

     vi. Click on an error/warning icon beside the field to see the error/warning details. This will help you to
         resolve the error.
     vii. Once you resolve an error, it will not be listed anymore on the top section. The corresponding field
          will no longer be highlighted in red. The error/warning icon beside the field will also be gone.
     viii. If you generate another error in the process of solving an error, it will also be listed at the top
           section. The new field which now has an error will be highlighted in red and the error/warning icon
           will show beside the field name.
     ix. Resolve all errors/warnings before you can save the check.

To manually add another check, redo the process.
Click Delete to delete the check.
Click Cancel to refresh the screen at any time.
Click Close to close this window and you will return to Enter Check History screen.

Review & Fix Data This is the fourth screen of the check import wizard. Use this screen to review the check history and make corrections. Both imported or manually created checks are listed on this screen. • The Review & Fix Data option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can access this screen from the Enter Check History screen or from the Calculate Taxes screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites.

Note: Client Access Group security is enabled on this form.

This screen has the following sections: 1. The first section gives a summary count of this check import batch. It shows the following: • The total number of checks in this import batch. • The total number of errors that need to be fixed before you can complete this check import batch. As you fix the number of errors, this count will reduce unless the fix has not generated further errors. • The total number of warnings that need to be fixed before you can complete this check import batch. As you fix the number of warnings, this count will reduce unless the fix has not generated further warnings. • As you fix the errors/warnings, it shows the number of errors/warnings fixed for this check import batch. • The total number of checks in this check import batch that will not be imported. 2. The second section gives the totals for this check import batch for the following parameters: • Total Hours • Total Gross Pay

•    Total Deductions
•    Total Taxes
•    Total Net Pay

Import Corrections - The third section provides the following options:
1. Show - Lists the following views for the inline grid that displays below. (The count of checks for the selected view displays in that field.)
  1. All Checks - Lists all the checks in this check import batch.
  2. Only errors and warnings - Lists only those checks that have errors or warnings in this check import batch.
  3. Not importing - Lists only those checks that are not imported in this check import batch.
2. Client ID - You can filter the list of clients to display All clients or a specific client.
3. Refresh data - If you have made adjustments to the State Tax Rules or the Code Translation Tables, click this button to send all records through the system validation routine.
4. State Tax Rules - You have the ability to edit the state tax rules from this screen to fix errors relating to state tax rules. However, it will open as a modal in Batch view. You will not be able to edit the Batch ID and the Client Name as you are working on that batch. You can edit all the other fields or Copy All from Default. Click Save to close the form, run all records automatically through the system validation routine and return to this screen.
5. An inline grid shows all the individual checks for this check import batch. Use this table to review the check history and make corrections where necessary. • Each line represents one unique check number. • Checks imported using an import file as well as checks imported manually are all listed here. • The number of checks displayed on the screen depends on the view selected using the Show drop- down. For example, if you have set the Show to Only errors and warnings, you will not be able to see the checks that do not have any errors and the checks which are not imported. • A maximum of fourteen checks are displayed on the screen. If there are more than fourteen checks for the selected Show, use the arrows at the bottom right of your screen to navigate to the next checks. • Each line will be prefixed with an icon to denote the check status. • A check with a green circle with a check mark inside denotes a check with no errors that is imported. • A check with a red circle with an exclamation mark inside denotes a check with errors that is imported. If you click the icon a dialog box opens showing the employee name and check number and lists the error messages for each error on that check. • A check with an amber triangle with an exclamation mark inside denotes a check with a warning that is imported. If you click the icon a dialog box opens showing the employee name and check number and lists the warning messages for each warning on that check. • A check with a purple circle with a backslash inside denotes a check that is not imported. • The check that has errors or warnings will have the respective fields highlighted also on the inline grid to indicate which fields have errors or warnings and need to be fixed.

•    The inline grid has the following columns:
     i.   Name
     ii. SSN
     iii. Client ID
     iv. Employer ID
     v. Check Number
     vi. Pay Date
     vii. Weeks Worked
     viii. Work State
     ix. Total Hours
     x. Gross Pay
     xi. Total Deductions
     xii. Total Taxes
     xiii. Net Pay

To review and fix data: 1. Click the check you want to edit and the Check History Entry screen opens up. You can click anywhere on the row to open the check for the employee that you want to edit. 2. Make the necessary changes. No field should be highlighted in red which indicate an error that needs to be fixed. 3. Click Save to save the changes and return to the inline grid. 4. Click Refresh Data so that the changes reflect on the inline grid.

Note: If the Show drop-down is set to Only errors and warnings, once you Refresh Data after editing a check, it will not be listed anymore if it does not contain any error or warning.

Click Previous to go to the Enter Check History screen if you want to upload a different import file or want to import more checks manually.
Click Next after you fix all errors and warnings. All records for this check import batch go through the system validation routine. If there are no errors, the Calculate Taxes screen opens.
Click Close to close this window to return to the Managing Batches for Check Import Process screen.

Calculate Taxes This is the fifth screen of the check import wizard. Use this form to calculate taxable earnings on pay checks and create payroll vouchers. Note the following:

• The Calculate Taxes option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can only access this screen from the Review & Fix Data screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites. • Client Access Group security is enabled on this form.

After calculating taxes, you should compare the totals to the reports from the original system to make sure that the checks and totals match.

You must calculate taxable earnings and create payroll vouchers successfully before finalizing the import. The Finalize & Post button will remain grayed out till you calculate taxable earnings and create payroll vouchers successfully for this check import batch. If you try to run Finalize & Post before calculating taxable earnings and payroll vouchers are created for this check import batch, you will get a prompt stating “Taxes have not been calculated for this batch. You must run the Calculate Taxable Earnings & Create Vouchers process.”

To calculate taxable earnings and create payroll vouchers, complete the following: 1. Click Calculate Taxable Earnings & Create Vouchers. A job progress window appears showing the processing. The system first calculates taxable earnings and then creates payroll vouchers. a. If payroll vouchers have already been created for this check import batch a pop-up message displays, Payroll vouchers have already been created for this batch. Do you want to delete them and create new payroll vouchers? i. Click OK if you want to delete the existing payroll vouchers of this check import batch and create new ones. ii. Click Cancel if you do not want to delete the existing payroll vouchers of this check import batch. b. If the system finds any errors on either process, it will show up on the job progress window. i. Click Close to close the job progress window. A pop-up message confirms that The Create Payroll Vouchers process completed with errors. Click OK to proceed. ii. Click Error Report to view the Error Report for Create Payroll Vouchers Process for this check import batch on screen. Click the XLS link to download this error report to your system to review and make the necessary adjustments.

Note: The Error Report button only displays if errors are found while running these processes.

Click Previous to go back to the Review & Fix Data screen to make the adjustments.
Once all errors are fixed for this check import batch, you will see the following sections on the screen:
1. Summary section, which displays the total: • Number of Payroll Vouchers for this check import batch • Gross Earnings for this check import batch • Federal Taxable Pay for this check import batch

     •    Deductions for this check import batch
     •    Federal Tax for this check import batch (tax code 00-10)
     •    FICA Tax for this check import batch (OASDI 00-12 + Medicare 00-11)
     •    State Tax for this check import batch (Income and Disability)
     •    Other Taxes for this check import batch
     •    Expenses for this check import batch
     •    Net Pay for this check import batch
     The Voucher Summary Report button is available on the top-right in the Summary section only after you
     have calculated taxable earnings and created vouchers in the Calculate Taxes screen in the Check History
     Import form. Click this button to download the report in a .csv format. This report runs off the generated
     vouchers, that is, all vouchers in the current/selected batch and grand totals. Checks not imported are
     not included in this report. The report is sorted first by the employee's last name and then by the
     voucher number. The report has the following columns:
          Batch ID, Batch Name, Client ID, Client Name, Employer ID, Employer Name, Voucher Number,
          Employee Name (in Lastname, Firstname format), Employee ID, Pay Date (in MM/DD/YYYY format),
          Hours/Units, Federal Taxable Pay, Gross Earnings, Deductions, Federal Tax, FICA Tax, State Tax,
          Other Tax, Expenses, Net Pay
          The TOTALS row provides totals for the following columns:
          Hours/Units, Federal Taxable Pay, Gross Earnings, Expenses, Deductions, Federal Tax, FICA Tax
     Note: All numbers are formatted up to two decimal places; for example, 1,234,567.89.
b. Total Taxes section, which displays the totals of all the different Employer and Employee paid taxes
   contained in this check import batch.
     i.   The Employee Tax table displays the total value of each of the tax descriptions for this check import
          batch including the tax code, the taxable amount and the withheld amount.
     ii. The Employer Tax table displays the total value of each of the tax descriptions for this check import
         batch including the tax code, the taxable amount and the tax amount.
     The Total Taxes Report button is available on the top-right in the Total Taxes section only after you have
     calculated taxable earnings and created vouchers in the Calculate Taxes screen in the Check History
     Import form. Click this button to download the report in a .csv format. This report runs off the generated
     vouchers - all imported vouchers in the current/selected batch and grand totals. Checks not imported
     are not included in this report. The report has the following sections:
•    First Section contains:
     •    Batch ID - This is the batch number.
     •     Batch Name - The name of the batch.
     •    Client - In format “<client ID> - <client name>”, for example “102 - Arrow Technologies”.
     •    Employer - In format “<Employer ID> - <Employer name>”, for example “102 - Arrow Technologies”.
     •    Total Gross Earnings - For this batch.
     •    Total Net Pay - For this batch.

     •    Expenses - For this batch.
•    Second Section contains Employee Deductions/Taxes, Employee Contributions/Taxes sections for the
     batch and their TOTALS broken up into columns.
     •    EMPLOYEE TAX section contains the following columns:
          •    Tax - Employee paid tax description; for example, Federal Income Tax and Medicare for the
               batch. Employee paid taxes typically include Federal Income Tax, Earned Income Credit (EIC),
               OASDI (Social Security Tax), Medicare, State Taxes as applicable etc.
          •    Prism Code - Corresponding Prism Codes for the batch; for example, 00-10 and 00-11.
          •    Imported Code - Corresponding Imported Code for the batch.
          •    Taxable - Corresponding taxable amount for each of the employee paid taxes noted above for
               the batch; for example, 10,000.00 and 10,000.00t.
          •    Withheld - Corresponding amount withheld for each of the employee paid taxes noted above for
               the batch; for example, 1,000.00 and 145.00.
          •    TOTALS - Total amount of employee paid tax withheld for the batch; for example, 1,145.00.
     •    EMPLOYER TAX section contains the following columns:
          •    Tax - Employer paid tax description; for example, FUTA and Medicare for the batch. Employer
               paid taxes typically include FUTA, OASDIER (Social Security Tax - employer contribution),
               MedicareER (Medicare - employer contribution), Employer contribution to State Taxes as
               applicable, and so on.
          •    Prism Code - Corresponding Prism Codes for the batch; for example, 00-17 and 00-15.
          •    Imported Code - Corresponding Imported Code for the batch.
          •    Taxable - Corresponding taxable amount for each of the employer paid taxes noted above for
               the batch; for example, 10,000.00 and 10,000.00.
          •    Withheld - Corresponding amount withheld for each of the employer paid taxes noted above for
               the batch; for example, 600.00 and 145.00.
          •    TOTALS - Total amount of employee paid tax withheld for the batch; for example, 745.00.
c. Vouchers section, which displays the following:
     Voucher Details Report button is available on the top-right in the Vouchers section only after you have
     calculated taxable earnings and created vouchers in the Calculate Taxes screen in the Check History
     Report form. Click this button to download the report in a .csv format. This report runs off the generated
     vouchers - all vouchers in the current/selected batch and grand totals. Checks not imported are not
     included in this report. The report is sorted first by the employee's last name and then by the voucher
     number. The report has the following sections:
•    First Section contains:
     •    Employee Name (all caps, as header for the voucher)
     •    Batch ID & Voucher Number
     •    Company - In format “<client ID> - <client name>”, for example “102 - Arrow Technologies” & Pay
          Date in MM/DD/YY format

     •    Employer - In format “<Employer ID> - <Employer name>”, for example “102 - Arrow Technologies”
          & Period Begin Date in MM/DD/YY format
     •    Employee ID & & Period End Date in MM/DD/YY format
     •    Employee Name - In format “Last Name, First Name” & Work State (two letter State Code)
     •    Gross Pay & Weeks Worked
     •    Non-Cash Pay & 1099 Check? (Y/N)
     •    Non-Taxable Pay & School District
     •    Gross Receipts
     •    Net Pay
•    Second Section contains Earnings, Employee Deductions/Taxes, Employee Contributions/Taxes sections
     for each voucher and their TOTALS broken up into columns.
     •    EARNINGS section contains the following columns:
          •    Description - Pay Code description; for exampl,e Regular Pay and Tips.
          •    Prism Pay Code - Corresponding Prism Pay Code for the Description above; for example, REG
               and TIPS.
          •    Imported Pay Code - Corresponding imported pay code for the prism pay codes, for example,
               Regular and Tips.
          •    Hours/Units - Corresponding Hours or Units worked for each pay code noted above; for
               example, 40 and 1.
          •    Amount - Corresponding earnings for each pay code noted above; for example, 1,750.00 and
               250.00.
          •    TOTALS - Totals for earnings noted above; for example, 2,000.00 (1,750.00+250.00)
     •    EMPLOYEE DEDUCTION/TAXES section contains the following columns:
          •    Description - Employee Deduction or Tax description; for example, Federal Income Tax and
               Medicare. Employee Deductions/Taxes typically include as applicable State Taxes, Federal
               Income Tax, Medicare, Social Security and other deductions; for example, Christmas Club, and so
               on.
          •    Prism Code - Corresponding Prism Code; for example, 00-10 and 00-11.
          •    Imported Pay Code - Corresponding Imported Code.
          •    Amount - Corresponding Amount of deduction or tax; for example, 100 and 62.
          •    TOTALS - Total amount of deduction and taxes for the employee; for example, 162.
     •    EMPLOYEE CONTRIBUTION/TAXES section contain the following columns:
          •    Description - Employer Deduction/Contribution or Tax description; for example, FUTA and
               Medicare. Employer Contribution/Taxes typically include as applicable State SUTA, FUTA,
               Medicare, Social Security, Safe Harbor Type 1, HSA Match etc.
          •    Prism Code - Corresponding Prism Code; for example, 00-17 and 00-15.
          •    Imported Pay Code - Corresponding Imported Code.

          •    Amount - Corresponding Amount of deduction/contribution or by employer tax; for example, 98
               and 59.
          •    TOTALS - Total amount of deduction and taxes for the employee; for example, 157.
     An Inline Grid displays the first twenty voucher numbers on the screen. If there are more than twenty
     vouchers in the check import batch, click the arrows in the bottom-right of your screen to navigate and
     view them. The vouchers are sorted by employee last name and then employee first name in an
     ascending order.
     •    Voucher Number - shows the Payroll Voucher number. Click the voucher number to view the
          employee payroll voucher in a modal. You cannot edit any values on this Payroll Voucher screen.
          You can navigate to the various tabs on the Payroll Voucher form for further details on this
          employee payroll voucher. Click Cancel or Close to exit the modal.
     •    Name - shows the Employee Name for each of the corresponding payroll vouchers for this check
          import batch. The employee name is shown in Lastname, Firstname format.
     •    Employee ID - shows the Employee ID for each of the corresponding payroll vouchers for this check
          import batch.
     •    Hrs/Units - shows the hours/units worked by the employee for the corresponding payroll vouchers
          for this check import batch.
     •    Gross Earnings - shows the gross earnings for each of the corresponding payroll vouchers for this
          check import batch.
     •    Federal Tax Pay - shows the federal taxable pay for each of the corresponding payroll vouchers for
          this check import batch.
     •    Deductions - shows the total deductions for each of the corresponding payroll vouchers for this
          check import batch.
     •    Taxes - shows the total taxes for each of the corresponding payroll vouchers for this check import
          batch.
     •    Net Pay - shows the net pay for the employee for the corresponding payroll vouchers for this check
          import batch.

Click Close to go back to the Managing Batches for Check Import Process screen. Payroll vouchers are created but are not posted. You can always come to this screen later and post them or delete the created payroll vouchers and create new payroll vouchers and post them.
Click Finalize & Post. A prompt displays, which asks, Do you want to update MasterTax? If you select Yes, the system will create tax journal entries for the imported vouchers and vouchers will be reported via the MasterTax PTS file. • Click Yes if you want to update the MasterTax PTS file. • Click No if you do not want to update the MasterTax PTS file.
A job progress window opens showing the processing of the finalizing and posting of payroll vouchers for this check import batch.
Click Close once the register update process is complete. A prompt tells you The Finalize and Post process completed successfully. Click OK.

The Import Complete screen opens.

Import Complete This is the last screen of the check import wizard. This screen provides a summary information of this completed check import batch. • The Import Complete option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can only access this screen from the Calculate Taxes screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites.

Note: Client Access Group security is enabled on this form.

You can access this screen after finalizing and posting this import check batch. The system creates tax journal entries for the imported vouchers and the vouchers are reported via the Master Tax PTS file. On this screen you can view the following information summary for the check import batch that you have just completed in a tabular format.

 Field                               Description
 Batch ID                            Batch ID of this completed check import batch.
 Name                                Name of this completed check import batch.
 Client                              Client ID and Client Name in the format “ID - Name” (for example 102 -
                                     Reliable Construction).
                                     Note: If there are multiple clients, only the client IDs displays.
 Date Completed                      Date when this check import batch is completed.
 Processed by User                   Name of the user who has completed processing of this check import batch.
 Total Checks                        Total number of checks contained in this completed check import batch.
 Imported from File                  The number of checks in this completed check import batch out of the total
                                     number of checks that were imported from a file. If all checks for this import
                                     batch were entered manually, then this field shows 0.
 Entered Manually                    The number of checks in this completed check import batch that were
                                     manually entered. If all checks for this import batch were imported from a
                                     file, then this field shows 0.
 Total Net Pay                       The sum of Net Pay of all the checks contained in this check import batch.

 Field                               Description
 Checks Not Imported                 A link to the spreadsheet containing the checks marked as "Not Importing"
                                     in a .csv format. The file name will be in the format of <Batch Name> - Not
                                     Imported(<Number of Checks not imported>).csv for example ArrowTech -
                                     Not Imported(2).csv. If there no checks that are not imported, then it will
                                     display "-".
 Reports (CSV)                       You can click the drop-down beside the Download Reports link to display
                                     the following links to reports for the corresponding completed Batch ID:
                                     •   Original Import File - Click this link to download the check import file
                                         used for this batch in a .CSV format. If this batch is only for manual
                                         check entry where a check import file is not used, this link will remain
                                         inactive.
                                     •   Checks not Imported - This link will only be active if there are checks
                                         that have not been imported. The number of checks not imported is
                                         displayed here. Click this link to download the Checks not Imported
                                         Report in .CSV format.
                                     •   Voucher Summary Report - Click this link to download the Voucher
                                         Summary Report for this batch in a .CSV format.
                                     •   Total Taxes Report - Click this link to download the Total Taxes Report
                                         for this batch in a .CSV format.
                                     •   Voucher Details Report - Click this link to download the Voucher Details
                                         Report for this batch in a .CSV format.
                                     Note: The reports that display after clicking Download Reports
                                     automatically default to all clients in the check import batch for completed
                                     imports when you view them in the downloaded output.

Click Done to return to the Managing Batches for Check Import Process screen. This completed check import batch is now listed under Past Imports. If an import file was used for this check import batch, then the link to the import file is also provided here.

Chapter 17 Importing Tax Register Adjustments Tax registers contain a running total of amounts deducted from employee paychecks or contributed by their employer. You can process tax adjustments when required such as when an employee has an incorrectly assigned withholding tax. Proceed carefully with the tax adjustment process. When you process a tax register adjustment, you are changing the only record of taxes withheld for employees in the system.

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

This procedure describes how to import an Employee or Payroll Tax Adjustment into PrismHR. Information is also provided to view the appropriate voucher once the tax adjustment import has occurred. The steps involved are: • Creating a Spreadsheet • Importing the Tax Adjustment • Verifying Imported Tax Information Important! The import process does not currently support billing, so you must leave the Suppress Billing column blank in the import file or use “Y” in that column.

Creating a Spreadsheet To create this spreadsheet: 1. Create an Excel Spreadsheet with this tax import information. Remove any commas or headers in your data to avoid tax adjustment import problems.

 Column                        Information
 Col A                         Company ID
 Col B                         Employee ID
 Col C                         Adjustment Date (MM/DD/YYYY)
 Col D                         Employer ID
 Col E                         Adjust Client Tax Register? (Y/N)

 Column                        Information
 Col F                         Tax Code
 Col G                         Exempt Pay
 Col H                         Sheltered Earnings
 Col I                         Gross Taxable
 Col J                         Over Limit
 Col K                         Tax Amount
 Col L                         Suppress Billing? (Y/N)
 Col M                         School District
 Col N                         Location
 Col O                         Special Options Code
 Col P                         Residential Geocode Override

Save the Excel file as tab-delimited, pipe-delimited, or .csv.
Record the file name and where it was saved.

Importing Tax Adjustments To import tax adjustment information: 1. Select Tax Adjustment Import from the Payroll|Change menu. The Tax Adjustment Import form displays. 2. Set these optional fields to match the contents of your import file: • Delimiter: Separates the data fields in the import .txt file. Let the system determine the delimiter (default, Auto) or set the delimiter to the separator type in the import tile (Comma, Tab, Pipe). • Qualifier: Used in conjunction with delimiters in fields. Qualifiers are placed around each field to indicate that it’s the same field. The most common qualifier is a double quote. Additional options are Auto (default), None, and Single Quote. • First Lines to Skip: Instructs the system to ignore a specific number of lines (column headers) in an import file. The default is zero (0), and up to 10 lines can be skipped. 3. Click Upload File. A file upload dialog box displays. 4. Click Choose File and navigate to the file you created. 5. Highlight the file name and click Open, then click submit. The system displays whether the file uploaded successfully and how long the upload took. 6. Click Close. The file contents display as a preview. 7. If there are errors, an error report displays. (Note: These items cannot be imported.) For example:

Change the Delimiter, Qualifier, or First Lines to Skip selection to clear the errors. The Reload Preview Data button displays.
Click Reload Preview Data to extract the data again using the updated settings without uploading the file again, which might fix the errors. (If errors still display, edit the external file and upload it again to correct the errors.)
If the edited external file displays valid data, a preview report displays. (These are items you can post to create tax adjustments.)
To create tax adjustment vouchers and post them to tax registers, click Create Adjustments. (The posting process runs in the background, so there is a short delay until it finishes.)
When the posting process finishes the report displays associated messages, such as “Done. 3 tax adjustment vouchers were created.” Note: If the data file contains multiple lines for the same employee, where only the tax codes and amounts are different, the process now combines them onto one voucher instead of creating a separate voucher for each line.

Verifying Tax Adjustment Information To view the imported tax adjustment information: 1. Open the Employee Payroll Vouchers screen (found under Payroll|View). 2. Enter the appropriate Employee ID. 3. Select the appropriate Year. A list of employee vouchers is generated. 4. Select the appropriate Voucher Number. The system displays the Payroll Voucher dialog.

Click the Tax tab.

Locate the tax adjustments under the appropriate panels (for example, Employer Tax).
Click Close.

Chapter 18 Importing the Data File If a client is set to use a time sheet import on the Client Details Time Sheet tab, use Time Sheet Import to import the data file.

To import the data file, do the following:

In the Time Sheet Entry form, click Time Sheet Import . The Time Sheet Import form opens.
Select the Payroll Number. The Pay Groups information displays.
If there is more than one time sheet import definition for the client, select the one you want to use from the Import Definition ID drop-down.
Enable the Use Import for Hours Worked and Employee Default Hours for Hours Paid field to populate the employee’s default hours (not standard hours) on the timesheet. Note: This field only displays if you enable the TS-LOAD.HRS.WORKED (Global) or TS-LOAD.HRS.WORKED-C (Client) custom feature code on the System Parameters form.
Click Start Import. The Upload File window opens.
Click Choose File. Navigate to the location of the file, select it, and then click Open.
Click Submit. When the file upload completes, a confirmation message appears.
Click Close. You return to the Time Sheet Import form.
If there were any errors, they display in the Error Report. For example, if an employee has hours allocated to a charge date that occurs prior to the employee’s hire date, a warning message displays.
Click Review to look at the imported data. If there is more than one page, use the Previous Page and Next Page buttons to navigate the imported time sheet data.
If the data is accurate, click Post Data to Time Sheets. The system processes the data and creates the time sheets.
Click OK in the confirmation message.
If there were any errors, they display in the Error Report, which you can print.
Click Edit Time Sheets. You return to the Time Sheet Entry form, where you can proceed to the next step of the process.

Chapter 19 Uploading Multiple Documents Using .ZIP file format, you can upload multiple documents to the Document Repository. Documents can include logos and other images, PDF files, spreadsheets, and other types of files.

Creating the .ZIP File For bulk uploads, construct .ZIP files exactly as follows. Any variation causes the upload to fail. • Use PKZIP or the Compressed (zipped) folder option in Windows Explorer to create a .ZIP file that contains the documents for bulk upload. • Do not use any implementation-specific features or the file does not extract correctly. • Encryption, passwords, or other security measures are not supported, and cause the upload to fail. • Arrange the folders and files in the .zip file following the directory structure, with three sub-folders (client, employee, public) contained in the root folder. Files placed in the root directory (that is, outside the sub-folders shown) and files placed in any other sub-folders are not supported and cause the upload to fail. Directory names must be in lowercase.

Sub-folder Description client Files in this folder are restricted by Client ID after upload in the Document Repository. • The folder name and all sub-folder names must be in lowercase (client). • The client folder must contain one sub-folder per client, with the folder name set to match the Client ID (including any leading zeroes). For example, if the Client ID is 1908, the sub-folder for that client must be named 1908. • The client documents should be placed inside the client sub-folder. No additional sub-folders are permitted.

Sub-folder Description employee Files in this folder are restricted by Client ID and Employee ID after upload in the Document Repository. • The folder name and all sub-folder names must be in lowercase, for example (employee). • The employee folder must contain one sub-folder per client, with the folder name set to match the Client ID (including any leading zeroes). For example, if the Client ID is 1908, the sub-folder for that client must be named 1908. • Each client sub-folder must contain one sub-folder per Employee ID, with the folder name set to match the Employee ID. For example, if the Employee ID is 22386, the employee sub-folder must be named 22386. • The files should be placed inside the employee sub-folder. No additional sub-folders are permitted. public Files in this folder are imported with no security restrictions, and are viewable by everyone after upload in the Document Repository. • The folder name must be in lowercase (public). • All files must be placed within the public sub-folder. No additional sub- folders are permitted.

Uploading the .ZIP File To upload the .ZIP file: 1. Click (Back Office).

From System|Change, select Document Repository.
Click Bulk Upload (Zip). The Upload window opens.
Click Choose File and select the .ZIP file to upload.
Click Submit. After the upload completes, the system automatically extracts the documents, stores them in the Document Repository, and generates a metadata.csv file. You can review for errors and edit as needed, with the following restrictions: • Do not change the value in the first column (uuid).. The system uses this value to locate the files in the document repository. Do not remove the first row containing the column headings. • The columns userClassification, label, description, and version are strings and are always treated as a single value. • Classification labels must match the classifications in the Document Repository. • To avoid processing errors, do not use quotation marks inside any of the column values.

•    In the userTags column, specify multiple tags by separating them with a comma.

Import the metadata.csv file back into PrismHR using the Metadata Import Entry Form to complete the upload process.

Importing the metadata.csv File To import the metadata.csv file into PrismHR, use the Metadata Import Entry form, located in the Back office menu under System > Action. The metadata.csv file is generated when you upload multiple files to the Document Repository using the bulk upload. This is the final step in uploading multiple files to the Document Repository. You must complete it for the files the files to display correctly.

To import the metadata.csv file into PrismHR: 1. Click Back Office. 2. From System|Action, select Metadata Import Entry. 3. Click Start Import. The Upload window opens. 4. Click Choose File, and select the file to upload. 5. Click Submit. The imported data displays. If the file contains invalid information, the system displays an error. • To view the data, click Done with Errors • To scroll through the report, click Next Page and Previous Page. • To discard the data, click Cancel. 6. Click Post Data to complete the import.

Chapter 20 Importing Favorites You can use the Favorites Template Import form to pre-populate user favorites by importing the forms identified in the Template Process IDs panel, with the flexibility to add or remove those favorites templates in the future. There are two sections in this form: Favorites Template and Import User Favorites. For example:

Note the following: • This feature is only available for service providers who have FULL access to the Favorites Template Import form.

Chapter 21 Importing G/L Account Codes You can use the G/L Import Entry form to quickly import account codes to the G/L setup by uploading a file for import and then viewing any errors that occurred during the import or viewing successfully imported rows.

To import G/L account codes: 1. Enter or select the GL Template. The template name displays. 2. Select the GL Type. 3. Enable Overwrite Existing Account Codes to replace previously imported account codes. Otherwise, leave this field blank and the system will only import new codes. 4. Select Download Template File to download a .txt file to your computer that contains the headings that match the selected GL Type. A separate window displays the downloaded file link. 5. Click Open File. The spreadsheet template displays, where you can enter the G/L account codes information. 6. Select Find File. Click Add Files and select the file to upload, then click Start Upload. 7. Click Close. A progress window displays. Note: If an error occurs a message displays, “It may be possible to recover from this error. Do you want to repeat your last action?” Click OK. 8. Click Close. The import process extracts account codes from the external file. Note the following: • The import process skips any lines that contain invalid codes in the first column and reports them in the error report. • If you did not enable Overwrite Existing Account Codes, the import process skips any lines that would overwrite an existing account code and reports them in the error report. 9. A preview of imported G/L account codes displays in the G/L Import Data panel. Note: You can download a .csv version of this information by clicking Preview Report. 10. If the import process encounters errors, you can select one of the following: • Done With Errors: Performs the import even though it contains errors. • Error Report: Any G/L account code errors from the import process display on this tab. Click Error Report to view them. (A browser window opens where you can download the .csv file that contains the errors.)

Chapter 22 Setting Up Pay Import Definitions Use the Pay Import Definition form to set up pay data import definitions from tab-delimited, comma-delimited (CSV), or fixed-length data import files.

Note: After you create a pay import definition, you assign it to the appropriate client(s) in the Time Sheet tab of the Client Details form.

Defining Time Sheet Pay Import Definition Parameters Define the parameters required to import the pay data from the file in the Time Sheet Pay Import Definition panel.

To set up pay data import definitions: 1. Enter the Definition ID for the pay import. • If you are creating a new import definition, use something descriptive, such as the name of the client that generates the data import file; the ID cannot include spaces. Also enter a short Description in the second field. • You can copy an existing definition to use as the basis for a new definition. Open the Actions menu and select Copy. Note: You can only create and save a New Definition ID using the following characters: numbers zero through nine, lowercase letters a through z, and capitalized letters A through Z. Otherwise, an error message displays. 2. Select Hourly Only to load only hourly employees from the import file. The system reports any salaried employees included in the file as download exceptions. 3. In the File Format field, select a format for the data import: • Delimited—data is separated by a demiliter • Fixed-Length—data is grouped together without spaces If you select Delimited, select a delimiter from the Delimiter drop-down: • Tab—space between data • Comma—comma (,) between data • Pipe—pipe (|) between data 4. If necessary, enter the Number of Header Lines To Skip. This setting skips any header content lines in the import file, and begins the import after that. For example, if the first line in the file has the column headings, and the second line is the first record, enter 1. 5. Select Rates Have Four Decimal Places if the pay rates have four decimal places. 6. Select Allow Zero Pay On Time Sheets to pass zero amounts to the time sheet.

WARNING: Do not use the Special Processing Routine fields unless directed to do so by the PrismHR Customer Support Team.

Enter the Special Processing Routine to use to convert the import file.
Enter the Special Routine after Import for the system to execute immediately after importing the file from DOS; this can reformat the file.
Enter the Post Processing Routine to execute at the end of the import process.

Note: You must select All Special Routines Using Message Format if this is a web-based import. If this parameter is not selected, do not select it unless directed to do so by the PrismHR Customer Support Team.

Select All Special Routines Using Message Format if the system uses a routine to pass back status and message information.

Select Show Original File Data in Error Report if the error report should show the complete line of data from the original file.
From the Use STD Allocation On drop-down, select the standard allocation to use for time.

Indicating Outcome of Existing Data After Data Import Use the When Posting Imported Data to Time Sheets panel to indicate what happens to any existing data after a data import.

From the Clear Existing Pay From Time Sheets for drop-down, select how to manage existing information: • All Employees: Clears all pay information for all employees in a batch when the file imports. • Employees in Import File Only: Employee data in the import file overwrites any existing data only for those employees. If other employee data exists in the payroll batch, their data is preserved. • None: No data is cleared.

Note: If you chose to clear existing pay (All Employees or Employees in Import File Only), you can only select Overwrite existing amounts from the Update existing pay on time sheets drop-down. If you chose not to clear existing data (None), then you can choose a method for how to handle existing pay.

From the Update existing pay on time sheets drop-down, select whether the imported data overwrites any existing pay data or adds to it.
Select Auto Add Option (when employee is in file import but not on payroll) to have the system automatically add active employee time sheets. • Auto Add Active Employees to Payroll: The system automatically adds the time sheets for all active employees. There are some instances where employees will not be added: • The employee’s onboarding is still in progress. • It is a regular or special batch and the employee’s pay group is not included. • It is a manual batch. • Auto Add All Employees to Payroll: The system automatically adds all employees to the time sheet. This affects employees who were terminated and re-hired. They need to be paid but have not yet been re- hired in the system. They must also be assigned to the pay group in the import. • Do Not Auto Add: The system will not automatically add active employees.

Select Recalculate Overtime Pay Rate to have the system recalculate overtime pay rates (based on the rate multiplier) on imported overtime hours that use the definition. For example, an employee is included in the import with a pay rate of $10. If this option is not selected, then the employee will be paid $10. If this option is selected, then the employee will be paid at the overtime rate (such as $15 for a 1.5 multiplier). Note: If you enable Recalculate Overtime Pay Rate, make sure the import file has a pay rate for the corresponding overtime pay code. Otherwise, an error message displays, “Recalculate Overtime Pay Rate is checked for Import Definition but the overtime Pay Code does not have a corresponding Pay Rate on line which will result in an incorrect pay calculation.”

Defining Standard Pay Imports There are two methods for defining the pay import: • Mapping Data Import File Fields (page 208): Map pay codes from a time-keeping system to existing pay codes in PrismHR. • Mapping Data Import File (page 208): Import the pay data that has been prepared to match the client’s existing time sheet column headings in PrismHR.

Mapping Data Import File Fields Use the Import Field Definitions table to map the fields of the data import file to those in PrismHR.

To map the data import file fields: 1. Specify the fields in the file: • If the import file is tab- or comma-delimited, enter the Field #. • If the import file is fixed-length, enter the Start and End positions. 2. Select the Field Name of the field into which the data imports. The system skips any missing fields or applies a default value. 3. Use the Conversion Mask field only with direction from the PrismHR Customer Support Team. The system uses this value when data in the import file is in a non-native format.

Mapping Data Import File Use the Import Translation Table to map the data import file codes to those in PrismHR.

To map the data import file codes: 1. Enter the Foreign Code from the other system. 2. Enter the Prism Code to use once the data imports, for example, REG. 3. Select the PTO Type Flag if this code is for Vacation, Sick, or Other paid time off. 4. Click Save. Table 1: Import Translation Codes Translation Code Description V* Division D* Department J* Position Code S* Shift Code C* Project/Cost Center L* Location Code

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.

Viewing Assigned Clients for Pay Import Definitions Select Clients Assign To on the Actions menu to view the assigned clients for the selected pay import definition. The Clients Assigned To Pay Imports Definition form displays. For example:

Note: If you do not select a Definition ID in the Pay Import Definition form and then select the Clients Assigned To option an error message displays, “You must enter a Definition ID first.” Click OK to continue. The Clients Assigned to Pay Import Definition form displays all active, pending, inactive, terminated, and client- canceling clients assigned to the selected pay import definition ID. Note: You can filter the client list by selecting an option from the Status field.

Related Topics Performing Standard Pay Imports Client Details Time Sheet Tab in the Client Administration User Guide

Chapter 23 Importing External W-2 Benefits Use the External W-2 Benefits Import form to import data for external benefits that need to be displayed on the employee’s Form W-2. The imported benefit amount data does not change the benefits register created as a result of posting payrolls. The data affects only the Employee W-2 Benefits Report.

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

Import File The file format for the imported data file is as follows:

Column 1 Company ID Column 2 Employee ID Column 3 W-2 Class Column 4 External Benefit Amount Column 5 Year Column 6 Month Column 7 Employer ID

Procedure To import external W-2 benefits: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under W-2 Processes, click External W-2 Benefit Import. The External W-2 Benefit Import page opens. 3. Fill in the form.

 Option                              Description
 Upload File                         Click the link, click Choose File, select the data file, and then click Open >
                                     submit. When you are notified that the file was uploaded, click Close. The

 Option                              Description
                                     system displays a preview of the data.
 Delimiter                           Select Auto, Comma, Tab, or Pipe. If you select Auto, the system selects the
                                     delimiter based on the file content.
 Qualifier                           Select Auto, None, ", or '.
 First Lines to Skip                 Select the number of lines to skip at the beginning of the file. For example, the
                                     first three lines may provide instructions or overview information.
 Reimport                            Select this option to reimport a data file that was previously imported.

Click Import. A progress box displays the status.
When the progress box shows that the process is complete, click Close to return to the External W-2 Benefit Import page or Report to open the Job Control Status Report.

Chapter 24 Managing Batches for Check Import Process Use the Check History Import form for batch management for the check import process. All processes required for check imports can be only accessed from this form using a wizard which takes you step by step through the check import process.

Note: Client Access Group security is enabled on this form.

Batch Management Dashboard This Dashboard has the following sections: • Imports in Progress • Past Imports • Tools

Imports in Progress This section shows the list of check import batches that are in progress for the selected user. • You can select a different user from the drop-down.

Note: If you want to copy a batch, you must first set up a new batch.

•    If you want to copy to a new batch, click New Import to create a new check import batch and then click
     Copy Existing Import.
•    If you want to copy to an existing batch, click the Batch ID link and navigate to the Import Setup window
     and then click Copy Existing Import.

The details are displayed under the following fields:

                             Note: When you are editing a check import batch in progress:

                                     •   The Batch ID, Batch Name and Client ID will be pre-populated.
                                     •   You cannot edit the Batch ID.
                                     •   All other parameters for this check import batch on this Import Setup
                                         screen can be edited.
                                     •   Click Next on the Import Setup screen to go to the State & Code Setup
                                         screen.

Name The check import batch name for the corresponding Batch ID.

                             Note:

                             The status shows you the highest step in the wizard that you have accessed for that
                             batch.
                                     •   If you access the Review & Fix Data screen (Screen 4 in the wizard) and then
                                         exit the wizard, you will be returned to the Review & Fix Data screen
                                         (Screen 4 in the wizard) when you open the batch the next time.
                                     •   Suppose for a check import batch you had accessed the Review & Fix Data
                                         screen (Screen 4 in the wizard), and then went back to the State & Code
                                         Setup screen (Screen 2 in the wizard) to fix something, and then left the
                                         wizard from State & Code Setup screen (Screen 2 in the wizard). When you
                                         come back to the dashboard, this check import batch will show a status of
                                         4. When you open the batch now, you will be returned to the Review & Fix
                                         Data screen (Screen 4 in the wizard).

                             Note: When you delete a check import batch, all associated records (Batch ID,
                             State Tax Rules, Imported Checks, Manual Checks, Code Translation Tables) for
                             that batch are deleted.

Click New Import to set up a new check import batch. The Import Setup screen opens up.

Past Imports This section lists the completed check import batches for a date range.

Note: This menu is utilized to adjust the default State Tax Processing Rules. You can set up the Batch State Tax Processing Rules from within the check import wizard.

     •    Download Import Template - This link will download a blank .csv import template to your computer.
          It is strongly advisable to use this template as it will provide you with the fields that are relevant to
          completing a successful check import. The template contains two header rows.
          •    COLUMN HEADER
          •    REQUIRED/OPTIONAL

If you use our template, you do not need to delete these headers noted above when saving your file for imports. Our system will automatically detect the headers to ensure data integrity.

Chapter 25 Fields Included in Each Import The following table details all fields included in each import.

Import Process Template Field Name Data Import Tool ACA Offered Employees Client ID Data Import Tool ACA Offered Employees Employee ID Data Import Tool ACA Offered Employees Stability Start Date Data Import Tool ACA Offered Employees Stability End Date Data Import Tool ACA Offered Employees Type Data Import Tool ACA Offered Employees ACA Offer of Coverage Data Import Tool ASO Accounting Codes Company ID Data Import Tool ASO Accounting Codes Account Data Import Tool ASO Accounting Codes Account Name Data Import Tool ASO Accounting Codes Prefix/Suffix Allowed Data Import Tool Auto Holiday Pay Days Client ID Data Import Tool Auto Holiday Pay Days Date Data Import Tool Auto Holiday Pay Rules Client ID Data Import Tool Auto Holiday Pay Rules Employee Type Data Import Tool Auto Holiday Pay Rules Pay Method Data Import Tool Auto Holiday Pay Rules FLSA Exempt Data Import Tool Auto Holiday Pay Rules Pay Group Data Import Tool Auto Holiday Pay Rules Pay Code Data Import Tool Auto Holiday Pay Rules Number of Hours Data Import Tool Backup Account Assignment Client ID Data Import Tool Backup Account Assignment Role Data Import Tool Backup Account Assignment User Data Import Tool Benefit Adjustments Client ID Data Import Tool Benefit Adjustments Employee ID Data Import Tool Benefit Adjustments Plan ID

Import Process Template Field Name Data Import Tool Benefit Adjustments Plan Period Data Import Tool Benefit Adjustments Bill Amount Data Import Tool Benefit Adjustments Employee Contribution Data Import Tool Benefit Adjustments Cycles Data Import Tool Benefit Adjustments Start Date Data Import Tool Benefit Adjustments Insurance Cost Data Import Tool Benefit Adjustments Adjustment Amount Data Import Tool Benefit Adjustments Retro Enroll Data Import Tool Benefit Adjustments Comment Data Import Tool Bill Pending Bill Date Data Import Tool Bill Pending Bill Event Code Data Import Tool Bill Pending Bill Rate Data Import Tool Bill Pending Bill Unit Data Import Tool Bill Pending Client ID Data Import Tool Bill Pending Employee ID (Optional when using Location) Data Import Tool Bill Pending Location (Optional when using Employee ID) Data Import Tool Bill Pending Division Data Import Tool Bill Pending Comment (max 40 characters) Data Import Tool Bill Pending Department Data Import Tool Bill Pending Shift Data Import Tool Bill Pending Project Data Import Tool Bill Pending Cost Data Import Tool Bill Pending Pay Group Data Import Tool Bill Pending Payroll Type (Optional-R for Regularly Scheduled, M for Manual, S for Special) Data Import Tool Bill Pending Repeat Thru Date Data Import Tool Bill Pending Repeat Cycle (Required if Repeat Thru Date is used) Data Import Tool Client Account Assignments Company ID Data Import Tool Client Account Assignments Payroll Data Import Tool Client Account Assignments Human Resources Data Import Tool Client Account Assignments Benefits Data Import Tool Client Account Assignments Risk Data Import Tool Client Account Assignments Sales Data Import Tool Client Account Assignments Coordinator Data Import Tool Client Account Assignments Broker

Import Process Template Field Name Data Import Tool Client Account Assignments I-9 Approver Data Import Tool Client Account Assignments Print/Mail User Data Import Tool Client BE/OE Workflows Client ID Data Import Tool Client BE/OE Workflows Workflow Eff Date Data Import Tool Client BE/OE Workflows BE Workflow Data Import Tool Client BE/OE Workflows BE Open Window Length Data Import Tool Client BE/OE Workflows Enable Notifications Data Import Tool Client BE/OE Workflows Min # of Overlap Days Data Import Tool Client BE/OE Workflows AE Workflow Data Import Tool Client BE/OE Workflows OE Workflow Data Import Tool Client BE/OE Workflows OE Start Date Data Import Tool Client BE/OE Workflows OE End Date Data Import Tool Client BE/OE Workflows End Effective Date Data Import Tool Client Commissions Client ID Data Import Tool Client Commissions Salesperson Data Import Tool Client Commissions From Date Data Import Tool Client Commissions To Date Data Import Tool Client Commissions Amount Data Import Tool Client Commissions Flat or Percent Data Import Tool Client Commissions Based On Data Import Tool Client Commissions Based On Item Data Import Tool Client Commissions Based on Plan Data Import Tool Client Commissions Target Amount Data Import Tool Client Details Client ID Data Import Tool Client Details NAICS Code Data Import Tool Client Details Client Category Data Import Tool Client Details (Benefits) Client ID Data Import Tool Client Details (Benefits) Year Data Import Tool Client Details (Benefits) ACA Large Employer Data Import Tool Client Details (Benefits) Show in ESS Data Import Tool Client Details (Benefits) 1095 Employer Data Import Tool Client Details (Special Client ID Delivery) Data Import Tool Client Details (Special All Locations Delivery)

Import Process Template Field Name Data Import Tool Client Details (Special Location Code Delivery) Data Import Tool Client Details (Special Company Override Method Delivery) Data Import Tool Client Details (Special Days In Transit Delivery) Data Import Tool Client Details (Special Bill Event Codes Delivery) Data Import Tool Client Details (Special Special Bill Amt Delivery) Data Import Tool Client Details (Special Create Spec Sheet Delivery) Data Import Tool Client Details (Special Method Active Delivery) Data Import Tool Client Details (Special Method Until Delivery) Data Import Tool Client Details (Special Special Message Delivery) Data Import Tool Client Details (Special Name Delivery) Data Import Tool Client Details (Special Address Delivery) Data Import Tool Client Details (Special Address 2 Delivery) Data Import Tool Client Details (Special City, State, Zip Code Delivery) Data Import Tool Client Details (Special Delivery Sheet Format Delivery) Data Import Tool Department Codes Company ID Data Import Tool Department Codes Department Code Data Import Tool Department Codes Department Name Data Import Tool Department Codes Per Diem Percent Data Import Tool Department Codes GL Segment 1 Data Import Tool Department Codes GL Segment 2 Data Import Tool Department Codes Union Eligible Days Data Import Tool Division Codes Company ID Data Import Tool Division Codes Division Code Data Import Tool Division Codes Division Name Data Import Tool Division Codes GL Segment 1

Import Process Template Field Name Data Import Tool Division Codes GL Segment 2 Data Import Tool Division Codes GL Segment 3 Data Import Tool Eligible Benefits Client ID Data Import Tool Eligible Benefits Client Description Data Import Tool Eligible Benefits Eligible Benefits Determinant Data Import Tool Eligible Benefits Benefit Group Data Import Tool Eligible Benefits Locations Data Import Tool Eligible Benefits Departments Data Import Tool Eligible Benefits Divisions Data Import Tool Eligible Benefits Clear Existing Data Data Import Tool Eligible Benefits Benefit Plan ID Data Import Tool Eligible ZIP Codes ZIP Data Import Tool Employee Dependents Client ID Data Import Tool Employee Dependents Spouse Data Import Tool Employee Dependents First Name Data Import Tool Employee Dependents Last Name Data Import Tool Employee Dependents Middle Initial Data Import Tool Employee Dependents Gender Data Import Tool Employee Dependents Birth Date Data Import Tool Employee Dependents Dependent SSN Data Import Tool Employee Dependents Tobacco Use Data Import Tool Employee Dependents Employee SSN Data Import Tool Employee Dependents Relationship Data Import Tool Employee Dependents Full Time Student Data Import Tool Employee Dependents Address Line 1 Data Import Tool Employee Dependents City Data Import Tool Employee Dependents State Data Import Tool Employee Dependents Zip Code Data Import Tool Employee Dependents Phone Data Import Tool Employee Dependents Work Phone Data Import Tool Employee Dependents Gender Designation Data Import Tool Employee Dependents Preferred Pronoun Data Import Tool Employee Direct Deposit Company ID Data Import Tool Employee Direct Deposit Employee Identifier Data Import Tool Employee Direct Deposit Deposit Status

Import Process Template Field Name Data Import Tool Employee Direct Deposit Pay Types To Deposit Data Import Tool Employee Direct Deposit Suppress Account Number Print Data Import Tool Employee Direct Deposit Type Data Import Tool Employee Direct Deposit Transit Number Data Import Tool Employee Direct Deposit Account Number Data Import Tool Employee Direct Deposit Pay Type Data Import Tool Employee Direct Deposit Method Data Import Tool Employee Direct Deposit Amount Data Import Tool Employee Direct Deposit Limit Data Import Tool Employee Direct Deposit Status Data Import Tool Employee Loans Client ID Data Import Tool Employee Loans Employee Identifier Data Import Tool Employee Loans Loan Number (Optional - Use to update existing Loan) Data Import Tool Employee Loans Loan Date Data Import Tool Employee Loans Loan Amount Data Import Tool Employee Loans Loan Payment Data Import Tool Employee Loans Payment Frequency Data Import Tool Employee Loans Payback Amount Data Import Tool Employee Loans Deduction Code Data Import Tool Employee Loans Start Date Data Import Tool Employee Loans Stop Date Data Import Tool Employee Loans Reason for Loan Data Import Tool Employee Loans Amount Paid Data Import Tool Employee One-Time Company Deductions Data Import Tool Employee One-Time Employee ID Deductions Data Import Tool Employee One-Time Deduction Code Deductions Data Import Tool Employee One-Time Amount Deductions Data Import Tool Employee One-Time Stop Date Deductions Data Import Tool Employee One-Time Check Stub Description Deductions Data Import Tool Employee Position Rates Company ID

Import Process Template Field Name Data Import Tool Employee Position Rates Employee ID Data Import Tool Employee Position Rates Position Code Data Import Tool Employee Position Rates Standard Pay Rate Data Import Tool Employee Position Rates Pay Code Data Import Tool Employee Position Rates Pay Rate Data Import Tool Employee Position Rates Bill Rate Data Import Tool Employee Property Client ID Data Import Tool Employee Property Employee ID Data Import Tool Employee Property Property Code Data Import Tool Employee Property Date Issued Data Import Tool Employee Property Serial No Data Import Tool Employee Property Property Value Data Import Tool Employee Property Date Returned Data Import Tool Employee Property Comments Data Import Tool Employee Recurring Company Deductions Data Import Tool Employee Recurring Employee Identifier Deductions Data Import Tool Employee Recurring Deduction Code Deductions Data Import Tool Employee Recurring Amount Deductions Data Import Tool Employee Recurring Periods Deductions Data Import Tool Employee Recurring Start Date Deductions Data Import Tool Employee Recurring Stop Date Deductions Data Import Tool Employee Recurring Maximum Amount Deductions Data Import Tool Employee Recurring Maximum Amount Basis Deductions Data Import Tool Employee Resident Address Client ID Data Import Tool Employee Resident Address Employee ID Data Import Tool Employee Resident Address Resident Address - Line 1 Data Import Tool Employee Resident Address Resident Address - Line 2 Data Import Tool Employee Resident Address Zip Code

Import Process Template Field Name Data Import Tool Employee Resident Address Zip+4 Data Import Tool Employee Resident Address Geocode Data Import Tool Employee Resident Address Unincorporated Area Data Import Tool Employee Resident Address Portland Metro District Data Import Tool Employee Scheduled Company ID Payments Data Import Tool Employee Scheduled Employee ID Payments Data Import Tool Employee Scheduled Pay Code Payments Data Import Tool Employee Scheduled Status Payments Data Import Tool Employee Scheduled Amount Payments Data Import Tool Employee Scheduled Periods Payments Data Import Tool Employee Scheduled Start Date Payments Data Import Tool Employee Scheduled Stop Date Payments Data Import Tool Employee Skills and Company Education Data Import Tool Employee Skills and Employee Identifier Education Data Import Tool Employee Skills and Skill Code Education Data Import Tool Employee Skills and Skill Comment Education Data Import Tool Employee Skills and Competency Level Education Data Import Tool Employee Skills and Date Certified Education Data Import Tool Employee Skills and Renewal Date Education Data Import Tool Employee Skills and School Name Education Data Import Tool Employee Skills and Years Education Data Import Tool Employee Skills and Graduated (Y/N) Education

Import Process Template Field Name Data Import Tool Employee Skills and Year Graduated Education Data Import Tool Employee Skills and Degree Earned Education Data Import Tool Employee Skills and Comment Education Data Import Tool Employer Details Employer Data Import Tool Employer Details State Code Data Import Tool Employer Details Licensed Data Import Tool Employer Details Taxpayer ID / UI Account Data Import Tool Employer Details State Tax Nbr Data Import Tool Employer Details Mag Authority ID Data Import Tool Employer Details Misc ID 1 Data Import Tool Employer Details Misc ID 2 Data Import Tool Employer Details SUTA Rpt Entity Data Import Tool Employer Details Rpt Entity Eff Date Data Import Tool Employer Details Rpt Entity End Date Data Import Tool Employer Details SIT Rpt Entity Data Import Tool Employer Details SIT Eff Date Data Import Tool Employer Details SIT End Date Data Import Tool Employer Details GL Segment EEHL Data Import Tool Employer Tax Rates (SUTA) Employer Data Import Tool Employer Tax Rates (SUTA) State Data Import Tool Employer Tax Rates (SUTA) Effective Date Data Import Tool Employer Tax Rates (SUTA) SUTA Rate Data Import Tool Employer Tax Rates (SUTA) Officer SUTA Rate Data Import Tool Employer Tax Rates (SUTA) SDI Rate Data Import Tool Employer Tax Rates (SUTA) State Misc1 Rate Data Import Tool Employer Tax Rates (SUTA) State Misc2 Rate Data Import Tool Employer Tax Rates (SUTA) State Misc3 Rate Data Import Tool Employer Tax Rates (SUTA) State Misc 3 Employee Rate Data Import Tool Employer WIC Accrual Employer Modifiers Data Import Tool Employer WIC Accrual State Code Modifiers

Import Process Template Field Name Data Import Tool Employer WIC Accrual Effective Date Modifiers Data Import Tool Employer WIC Accrual Discount/Debit Modifiers Data Import Tool Employer WIC Accrual Modifier Modifiers Data Import Tool Employer WIC Accrual W/C Policy Modifiers Data Import Tool Employer WIC Accrual W/C Policy Discount/Debit Modifiers Data Import Tool Employer WIC Accrual W/C Policy Modifier Modifiers Data Import Tool Global W/C Classifications State Code Data Import Tool Global W/C Classifications Class Code Data Import Tool Global W/C Classifications Class Description Data Import Tool Global W/C Classifications OH Construction Class? Data Import Tool Global W/C Classification Rate Template Rates Data Import Tool Global W/C Classification State Rates Data Import Tool Global W/C Classification Effective Date Rates Data Import Tool Global W/C Classification Class Code Rates Data Import Tool Global W/C Classification Gross Rate Rates Data Import Tool Global W/C Classification Published Rate Rates Data Import Tool Global W/C Classification Rate Per Hour Rates Data Import Tool Global W/C Classification Tax Rate (EE) Rates Data Import Tool Global W/C Classification Tax Rate (ER) Rates Data Import Tool Labor Allocations Client ID Data Import Tool Labor Allocations Employee ID Data Import Tool Labor Allocations Location Data Import Tool Labor Allocations Division Data Import Tool Labor Allocations Department

Import Process Template Field Name Data Import Tool Labor Allocations Project Data Import Tool Labor Allocations Position Data Import Tool Labor Allocations Percent Data Import Tool Miscellaneous Invoices Client ID Data Import Tool Miscellaneous Invoices Bill Date Data Import Tool Miscellaneous Invoices Suppress ACH Data Import Tool Miscellaneous Invoices Event Code Data Import Tool Miscellaneous Invoices Billing Units Data Import Tool Miscellaneous Invoices Bill Rate Data Import Tool Miscellaneous Invoices Amount To Bill Data Import Tool Miscellaneous Invoices Location Data Import Tool Miscellaneous Invoices Division Data Import Tool Miscellaneous Invoices Department Data Import Tool Miscellaneous Invoices Shift Data Import Tool Miscellaneous Invoices Project Data Import Tool Miscellaneous Invoices Cost Data Import Tool Miscellaneous Invoices Comment Data Import Tool Network ZIP Codes Plan ID Data Import Tool Network ZIP Codes Network ID Data Import Tool Network ZIP Codes ZIP Data Import Tool Offer Types Plan ID Data Import Tool Offer Types Plan Description Data Import Tool Offer Types Insurance Class Data Import Tool Offer Types Offer Type Data Import Tool Pay Code Total Pay Code Compensation Category Data Import Tool Pay Code Total Total Comp Category Compensation Category Data Import Tool Plan Comparison Data - Medical (MED) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Out-of-pocket limit dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - Coinsurance dynamic fields Data Import Tool Plan Comparison Data - Copayment dynamic fields Data Import Tool Plan Comparison Data - Test dynamic fields Data Import Tool Plan Comparison Data - ER Visit dynamic fields Data Import Tool Plan Comparison Data - EA Field 1 dynamic fields Data Import Tool Plan Comparison Data - FF1 dynamic fields Data Import Tool Plan Comparison Data - EnrollmentField dynamic fields Data Import Tool Plan Comparison Data - API test dynamic fields Data Import Tool Plan Comparison Data - Deductible - Individual dynamic fields Data Import Tool Plan Comparison Data - Deductible - Family dynamic fields Data Import Tool Plan Comparison Data - Office Visit dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Vision (VIS) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Dental (DEN) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - In-Network Deductible dynamic fields Data Import Tool Plan Comparison Data - Out-Of-Network Deductible dynamic fields Data Import Tool Plan Comparison Data - Calendar Year Maximum dynamic fields Data Import Tool Plan Comparison Data - New Field dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Flexible Spending Acct (FSA) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - Health Savings Acct (HSA) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Voluntary Benefits (VOL) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Included dynamic fields Data Import Tool Plan Comparison Data - Not Included dynamic fields Data Import Tool Plan Comparison Data - Key Facts dynamic fields Data Import Tool Plan Comparison Data - Copay dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Life Insurance - Basic (LIF) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Visit dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Group Term Life (GTL) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Visit dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Use aggregate spouse maximum dynamic fields Data Import Tool Plan Comparison Data - Long Term Disability (LTD) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Short Term Disability (STD) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - Gap Insurance (GAP) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Accidental Death and Dismemberment (ADD) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Use aggregate spouse maximum dynamic fields Data Import Tool Plan Comparison Data - Life Insurance - Basic - Spouse Only (LIS) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Life Insurance - Basic - Child Only (LIC) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - User dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Commuter (COM) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Ancillary (ANC) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - What’s included? dynamic fields Data Import Tool Plan Comparison Data - Cost dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Ancillary Brief Description dynamic fields Data Import Tool Plan Comparison Data - Critical Illness (CRI) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Cancer Benefits (CAN) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Domestic Partner Medical (MOP) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - New Field dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Domestic Partner Dental (DDP) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Specialist dynamic fields Data Import Tool Plan Comparison Data - Orthopedics dynamic fields Data Import Tool Plan Comparison Data - Root Canal dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Domestic Partner Vision (VDP) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Accident Benefits (ACC) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Visit dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Additional LTD (LOA) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Additional STD (SDA) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Basic Life Extra (BLX) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Visit dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Testing Purpose dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Voluntary Hospitalization (HOS) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Visit dynamic fields Data Import Tool Plan Comparison Data - New Field 1 dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Identity Theft (IDT) dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Plan Application dynamic fields Data Import Tool Plan Comparison Data - Description Text dynamic fields Data Import Tool Plan Comparison Data - Legal (LGL) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Lawyer dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Critical Illness as Life (CRL) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Visit dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Telehealth (TEL) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Telehealth dynamic fields Data Import Tool Plan Comparison Data - Doctegrity dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Whole Life (WLI) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Copay dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Pet Benefits (PET) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Vet Visit dynamic fields Data Import Tool Plan Comparison Data - Participant Requirement dynamic fields Data Import Tool Plan Comparison Data - PCP Lists dynamic fields Data Import Tool Plan Comparison Data - Dependent care FSA (DEPFSA) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields

Import Process Template Field Name Data Import Tool Plan Comparison Data - More Information dynamic fields Data Import Tool Plan Comparison Data - Bond (BOND) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Care Advocacy (CAD) dynamic fields Data Import Tool Plan Comparison Data - Plan ID dynamic fields Data Import Tool Plan Comparison Data - Effective Date dynamic fields Data Import Tool Plan Comparison Data - Field One dynamic fields Data Import Tool Plan Comparison Data - Field Two dynamic fields Data Import Tool Position Codes Company ID Data Import Tool Position Codes Position Code Data Import Tool Position Codes Position Name Data Import Tool Position Codes Position Classification Data Import Tool Position Codes Position Description Data Import Tool Position Codes Supervisory Data Import Tool Position Codes Tipped Position Data Import Tool Position Codes GL Segment 1 Data Import Tool Position Codes GL Segment 2 Data Import Tool Position Codes GL Segment 3 Data Import Tool Position Codes Alaska Position Code Data Import Tool Position Codes SOC Code Data Import Tool Position Codes Indiana Seasonal Employee Code Data Import Tool Position Codes Obsolete Data Import Tool Position Codes TTO Code Data Import Tool Projects/Cost Codes Company ID Data Import Tool Projects/Cost Codes Project Data Import Tool Projects/Cost Codes Description Data Import Tool Projects/Cost Codes Certified Payroll

Import Process Template Field Name Data Import Tool Projects/Cost Codes G/L Segment 1 Data Import Tool Projects/Cost Codes G/L Segment 2 Data Import Tool Projects/Cost Codes G/L Segment 3 Data Import Tool Projects/Cost Codes Project Class Data Import Tool Projects/Cost Codes Obsolete Data Import Tool Projects/Cost Codes Union Project Data Import Tool Projects/Cost Codes Union Code Data Import Tool Projects/Cost Codes Track Phases Data Import Tool Projects/Cost Codes Other W/C Coverage In Place Data Import Tool Rate Groups Rate Group Data Import Tool Rate Groups Group name Data Import Tool Rate Groups Inactive Data Import Tool Rate Groups Premium Rate Group Data Import Tool Retirement Loans Client ID Data Import Tool Retirement Loans Employee ID Data Import Tool Retirement Loans Retirement Plan Data Import Tool Retirement Loans Loan Amount Data Import Tool Retirement Loans Loan Date Data Import Tool Retirement Loans Deduction Start Date Data Import Tool Retirement Loans Reason for Loan Data Import Tool Retirement Loans Payment Amount Data Import Tool Retirement Loans Pay Back Amount Data Import Tool Retirement Loans TPA Loan Identifier Data Import Tool Retirement Loans Override Payment Amount Data Import Tool Retirement Loans Override From Pay Date Data Import Tool Retirement Loans Override to Pay Date Data Import Tool Shift Codes Client ID Data Import Tool Shift Codes Shift Code Data Import Tool Shift Codes Description Data Import Tool Shift Codes Differential Method Data Import Tool Shift Codes Differential Amount Data Import Tool Shift Codes Include in Pay Rate Data Import Tool Shift Codes Regular Pay Code Data Import Tool Shift Codes Overtime Pay Code Data Import Tool Shift Codes Overtime Pay Factor

Import Process Template Field Name Data Import Tool Shift Codes Per Diem Percent Data Import Tool Shift Codes Calc O/T Differential on Straight Rate Data Import Tool State Tax Rates (SUTA) Client ID Data Import Tool State Tax Rates (SUTA) State Code Data Import Tool State Tax Rates (SUTA) Effective Date Data Import Tool State Tax Rates (SUTA) SUTA Bill Rate Data Import Tool State Tax Rates (SUTA) Officer SUTA Rate Data Import Tool State Tax Rates (SUTA) SDI Rate Data Import Tool State Tax Rates (SUTA) State Misc1 Rate Data Import Tool State Tax Rates (SUTA) State Misc2 Rate Data Import Tool State Tax Rates (SUTA) State Misc3 Rate Data Import Tool State Tax Rates (SUTA) Wage Base Override Data Import Tool State Tax Rates (SUTA) State Misc 3 Employee Rate Data Import Tool State Tax Bill Rates (SUTA) Client ID Data Import Tool State Tax Bill Rates (SUTA) State Code Data Import Tool State Tax Bill Rates (SUTA) Effective Date Data Import Tool State Tax Bill Rates (SUTA) SUTA Bill Rate Data Import Tool State Tax Bill Rates (SUTA) Officer SUTA Rate Data Import Tool State Tax Bill Rates (SUTA) SDI Rate Data Import Tool State Tax Bill Rates (SUTA) State Misc1 Rate Data Import Tool State Tax Bill Rates (SUTA) State Misc2 Rate Data Import Tool State Tax Bill Rates (SUTA) State Misc3 Rate Data Import Tool State Tax Bill Rates (SUTA) Employer ID Data Import Tool State Tax Bill Rates (SUTA) Overbill Credit Amount Data Import Tool State Tax Bill Rates (SUTA) Location Rate Obsolete Date Data Import Tool State Tax Bill Rates (SUTA) Overbill CR Bill Code Data Import Tool State Tax Bill Rates (SUTA) Wage Base Override Data Import Tool State Tax Bill Rates (SUTA) SUTA Bill Rate 2 Data Import Tool State Tax Bill Rates (SUTA) Employer ID 2 Data Import Tool State Tax Bill Rates (SUTA) Overbill Credit Amount 2 Data Import Tool State Tax Bill Rates (SUTA) SUTA Bill Rate 3 Data Import Tool State Tax Bill Rates (SUTA) Employer ID 3 Data Import Tool State Tax Bill Rates (SUTA) Overbill Credit Amount 3 Data Import Tool State Tax Bill Rates (SUTA) Location Code Data Import Tool State Tax Bill Rates (SUTA) Lock Down Employer

Import Process Template Field Name Data Import Tool State Tax Bill Rates (SUTA) Lock New Hire Data Import Tool State Tax Bill Rates (SUTA) Lock New Hire 2 Data Import Tool State Tax Bill Rates (SUTA) Lock New Hire 3 Data Import Tool WIC Billing Modifiers Company ID Data Import Tool WIC Billing Modifiers State Code Data Import Tool WIC Billing Modifiers Effective Date Data Import Tool WIC Billing Modifiers Location Data Import Tool WIC Billing Modifiers Use Override Rates? Data Import Tool WIC Billing Modifiers Discount/Debit Data Import Tool WIC Billing Modifiers Modifier Data Import Tool WIC Billing Modifiers W/C Class Code Data Import Tool WIC Billing Modifiers Billing Override Rate Data Import Tool WIC Billing Modifiers Bill on Wages or Hours Data Import Tool WIC Billing Modifiers Accrual Override Rate Data Import Tool Worksite Locations Company Data Import Tool Worksite Locations Location Code Data Import Tool Worksite Locations Location Name Data Import Tool Worksite Locations Address One Data Import Tool Worksite Locations Address Two Data Import Tool Worksite Locations Zip Code Data Import Tool Worksite Locations Geocode Data Import Tool Worksite Locations City Data Import Tool Worksite Locations County Data Import Tool Worksite Locations State Data Import Tool Worksite Locations Lat Data Import Tool Worksite Locations Long Data Import Tool Worksite Locations W/C State Data Import Tool Worksite Locations G/L Seg 1 Data Import Tool Worksite Locations G/L Seg 2 Data Import Tool Worksite Locations G/L Seg 3 Data Import Tool Worksite Locations Min Wage Rate Date Data Import Tool Worksite Locations Min Wage Data Import Tool Worksite Locations Min Cash Wage Data Import Tool Worksite Locations Min Wage Minor Data Import Tool Worksite Locations Min Cash Wage Minor

Import Process Template Field Name Data Import Tool Worksite Locations Adult Age Data Import Tool Worksite Locations Obsolete Date Data Import Tool Worksite Locations Obsolete Loc? Data Import Tool Worksite Locations W/C Policy Data Import Tool Worksite Locations Add Date Data Import Tool Worksite Locations Default Department Data Import Tool Worksite Locations Default Division Data Import Tool Worksite Locations Default Project Data Import Tool Worksite Locations Default Pay Group Data Import Tool Worksite Locations Remote Location Data Import Tool Worksite Locations EEO Unit Number Data Import Tool Worksite Locations EEO Override Location Data Import Tool Worksite Locations EEO Federal Contractor Data Import Tool Worksite Locations EEO Unique Entity ID Employee Fields 1099 Contractor Employee Fields Agricultural Worker Employee Fields Alternate Pay Rate 1 Employee Fields Alternate Pay Rate 10 Employee Fields Alternate Pay Rate 2 Employee Fields Alternate Pay Rate 3 Employee Fields Alternate Pay Rate 4 Employee Fields Alternate Pay Rate 5 Employee Fields Alternate Pay Rate 6 Employee Fields Alternate Pay Rate 7 Employee Fields Alternate Pay Rate 8 Employee Fields Alternate Pay Rate 9 Employee Fields Auto Accept T/S Employee Fields Benefit Group Employee Fields Benefit Salary Employee Fields Benefit Thru Date Employee Fields Cell Phone Employee Fields Check Memo End Date Employee Fields Check Memo Line 1 Employee Fields Check Memo Line 2 Employee Fields Check Memo Line 3

Import Process Template Field Name Employee Fields Check Memo Line 4 Employee Fields Check Memo Start Date Employee Fields Clock Number Employee Fields Deductions Employee Fields Default T/S Hours Employee Fields Department Employee Fields Disabled Veteran Employee Fields Division Employee Fields Electronic 1095C Form Employee Fields Electronic W2 Employee Fields Employee Number Employee Fields FICA Exempt Employee Fields FICA Exempt Thru Date Employee Fields FLSA Exemption Category Employee Fields Federal Claim Dependents Employee Fields Federal Filing Status Employee Fields Federal Override Amount Employee Fields Federal Override Type Employee Fields Geocode Employee Fields Global User Defined Field Employee Fields HPE Prior Year Employee Fields HPE Retirement Year Employee Fields Labor Union Start Date Employee Fields Last Hire Date Employee Fields Last Performance Rating Employee Fields Last Performance Review Employee Fields Manager Employee Fields New Pay Rate Employee Fields New Position Code Employee Fields New Position Effective Date Employee Fields New Position Reason Code Employee Fields Newly Separated Veteran Employee Fields Next Performance Review Employee Fields Nickname Employee Fields Original Hire Date

Import Process Template Field Name Employee Fields Other Income Employee Fields Other Protected Veteran Employee Fields Override Geocode Employee Fields Override Geocode Thru Date Employee Fields PEO Start Date Employee Fields PSD Code Employee Fields PTO Approver Employee Fields Pay Group Employee Fields Pay Method Employee Fields Pay Rate Change Effective Date Employee Fields Pay Rate Change Last Pay Review Employee Fields Pay Rate Change Per Employee Fields Pay Rate Change Reason Code Employee Fields Personal Email Employee Fields Preferred Name Employee Fields Project Employee Fields Rehire OK? Employee Fields Retirement Benefit Group Employee Fields Retirement Status Employee Fields Retirement Year Employee Fields S-Corp Principal Employee Fields School District Employee Fields Self ID Disability Form Employee Fields Seniority Date Employee Fields Service Medal Veteran Employee Fields Shift Employee Fields Standard Hours Employee Fields Tax State Employee Fields Tax State Additional Amount Employee Fields Tax State Allowances Employee Fields Tax State Alternate Calculation Code Employee Fields Tax State Filing Status Employee Fields Tax State Override Type Employee Fields Tax State Secondary Allowances Employee Fields Termination Reason Code

Import Process Template Field Name Employee Fields Tobacco Employee Fields Union Employee Fields Veteran Employee Fields Vietnam Veteran Employee Fields WH347 Apprentice Program Approval Employee Fields WH347 Comment Employee Fields WH347 Journeyworker/Apprentice Employee Fields WH347 Level of Progression Employee Fields Work Email ACA External Hours Import Client ID ACA External Hours Import Employee ID ACA External Hours Import Charge Date ACA External Hours Import Hours Worked Cash Receipts Import Client ID Cash Receipts Import Bank ID Cash Receipts Import Deposit Date Cash Receipts Import Description 1 Cash Receipts Import Description 2 Cash Receipts Import Deposit Number Cash Receipts Import Line Type Cash Receipts Import Deposit Type Cash Receipts Import Deposit Amount Cash Receipts Import Deposit Reference Cash Receipts Import Posting Type Cash Receipts Import Invoice Number Cash Receipts Import Amount Benefit Import Maintenance Action Code Benefit Import Maintenance Company ID Benefit Import Maintenance Employee ID Benefit Import Maintenance Employee SSN Benefit Import Maintenance Employee Clock Number Benefit Import Maintenance Benefit Plan ID Benefit Import Maintenance Enrollment Offer Type Benefit Import Maintenance Network ID Benefit Import Maintenance Doctor ID

Import Process Template Field Name Benefit Import Maintenance Doctor Name Benefit Import Maintenance Coverage Level or Tier Benefit Import Maintenance Effective Date Benefit Import Maintenance Benefit Premium Benefit Import Maintenance Employee Benefit Contribution Benefit Import Maintenance Deduction Start Date Benefit Import Maintenance Deduction End Date Benefit Import Maintenance Section 125 sheltered Benefit Import Maintenance Employee Coverage Amount Benefit Import Maintenance Spouse Coverage Amount Benefit Import Maintenance Dependent Coverage Amount Benefit Import Maintenance Employee GI Overage Amount Benefit Import Maintenance Spouse GI Overage Amount Benefit Import Maintenance Dependent GI Overage Amount Benefit Import Maintenance Dependent ID Benefit Import Maintenance Dependent SSN Benefit Import Maintenance Dependent First Name Benefit Import Maintenance Dependent Last Name Benefit Import Maintenance Dependent Middle Name Benefit Import Maintenance Dependent is Spouse Benefit Import Maintenance Dependent Birthdate Benefit Import Maintenance Dependent Gender Benefit Import Maintenance Dependent Relation Benefit Import Maintenance Dependent Doctor ID Benefit Import Maintenance Dependent Doctor Name Benefit Import Maintenance Beneficiary ID Benefit Import Maintenance Beneficiary Type Benefit Import Maintenance Beneficiary Percent Benefit Import Maintenance Beneficiary Precedent Benefit Import Maintenance FSA/HSA Plan Year Benefit Import Maintenance Plan Override Start Date Benefit Import Maintenance Plan Override End Date Benefit Import Maintenance FSA/HSA Account Type Benefit Import Maintenance Account Override Start Date Benefit Import Maintenance Account Override Stop Date

Import Process Template Field Name Benefit Import Maintenance FSA/HSA Account Election_ Benefit Import Maintenance Annual Match Benefit Import Maintenance Custom<50,1> Benefit Import Maintenance Custom<50,2> Benefit Import Maintenance Waive Reason Benefit Import Maintenance EE and Dependent ids of covered Benefit Import Maintenance Underwriting questions Benefit Import Maintenance Skip this column Benefit Import Maintenance Plan Year to Date Deductions Benefit Import Maintenance Plan Year to Date Reimbursements Benefit Import Maintenance Deduction Override Benefit Import Maintenance Match Override Benefit Import Maintenance Periods Benefit Import Maintenance Over Date Benefit Import Maintenance HDHP Not Required? Benefit Import Maintenance Suppress Contribution Limits? Benefit Import Maintenance HSA PEO Match Override Benefit Rules Import ACTION Benefit Rules Import COMPANY.NO Benefit Rules Import GROUP.ID Benefit Rules Import PLAN.ID Benefit Rules Import NETWORK.ID Benefit Rules Import EFF.DATE Benefit Rules Import SEQ Benefit Rules Import CONTRIB.BY Benefit Rules Import TAKE.ON.XMPT Benefit Rules Import CONTRIB.PLAN.ID Benefit Rules Import CONTRIB.RATE.GROUP Benefit Rules Import PLAN.TYPE Benefit Rules Import CONTRIB.MTHD Benefit Rules Import CONTRIB.AMT Benefit Rules Import DEP.CONTRIB.AMT Benefit Rules Import ELIG.STATUS Benefit Rules Import ELIG.AGE Benefit Rules Import MAX.ELIG.AGE

Import Process Template Field Name Benefit Rules Import ELIG.TYPE Benefit Rules Import ELIG.DAYS Benefit Rules Import ELIG.DAYS.FROM Benefit Rules Import ELIG.FLSA.STATUS Benefit Rules Import UPDATE.PLAN.TO.GROUP Benefit Rules Import DAYS.OR.MONTHS Benefit Rules Import ELIG.DATE.USED Benefit Rules Import PLAN.APPLICATION.URL Benefit Rules Import PLAN.APPLICATION.DESC Benefit Rules Import MULTIPLIER Benefit Rules Import ROUND.METHOD.120 Benefit Rules Import ROUND.TIMING Benefit Rules Import COVERAGE.MIN Benefit Rules Import COVERAGE.MAX Benefit Rules Import COVERAGE.AMT Benefit Rules Import ADD.TO.COV Benefit Rules Import LIFE.YOS Benefit Rules Import LIFE.YOS.PAY.MULT Benefit Rules Import MULT.PAY.CODE Benefit Rules Import PERCENT.BASE.115 Benefit Rules Import BENEFIT.AMT Benefit Rules Import LTD.YOS Benefit Rules Import LTD.MAX.COVERAGE Benefit Rules Import LTD.BASE.CALC Benefit Rules Import FROM.SALARY.D Benefit Rules Import TO.SALARY.D Benefit Rules Import LTD.STD.COV Benefit Rules Import NETWORK.STOP.DATE Client Benefit Plan Import ACTION Client Benefit Plan Import COMPANY.NO Client Benefit Plan Import PLAN.CLASS Client Benefit Plan Import PLAN.ID Client Benefit Plan Import STATUS Client Benefit Plan Import START.DATE Client Benefit Plan Import STOP.DATE

Import Process Template Field Name Client Benefit Plan Import COMPANY.BENE.TPA.OVERRIDE Client Benefit Plan Import RATE.GROUP Client Benefit Plan Import PEND.RATE.GROUP Client Benefit Plan Import PEND.RATE.GROUP.DATE Client Benefit Plan Import BEN.TEMPL.ID Client Benefit Plan Import BENE.PREPAY Client Benefit Plan Import PREPAY.OFFSET Client Benefit Plan Import YRLY.DEDNS Client Benefit Plan Import BEN.COV.ENDS Client Benefit Plan Import BENE.CAFE.ELIG Client Benefit Plan Import BENE.BILL.FREQ Client Benefit Plan Import DEDUCT.CYCLE Client Benefit Plan Import OVER.MONTH Client Benefit Plan Import OVER.DAY Client Benefit Plan Import FRINGE.PAY.CODE Client Benefit Plan Import HI.MED.BASE.PLAN Client Benefit Plan Import BENE.GROUP.1 Client Benefit Plan Import HI.MED.CALC.1 Client Benefit Plan Import BENE.GROUP.2 Client Benefit Plan Import HI.MED.CALC.2 Client Benefit Plan Import BENE.GROUP.3 Client Benefit Plan Import HI.MED.CALC.3 Client Benefit Plan Import BENE.GROUP.4 Client Benefit Plan Import HI.MED.CALC.4 Client Benefit Plan Import BENE.GROUP.5 Client Benefit Plan Import HI.MED.CALC.5 Client Benefit Plan Import BENE.GROUP.6 Client Benefit Plan Import HI.MED.CALC.6 Client Benefit Plan Import PREM.RISK.FACTOR.DATE.1 Client Benefit Plan Import PREM.RISK.FACTOR.1 Client Benefit Plan Import PREM.RISK.FACTOR.DATE.2 Client Benefit Plan Import PREM.RISK.FACTOR.2 Client Benefit Plan Import PREM.RISK.FACTOR.DATE.3 Client Benefit Plan Import PREM.RISK.FACTOR.3 Client Benefit Plan Import PREM.RISK.FACTOR.DATE.4

Import Process Template Field Name Client Benefit Plan Import PREM.RISK.FACTOR.4 Client Benefit Plan Import PREM.RISK.FACTOR.DATE.5 Client Benefit Plan Import PREM.RISK.FACTOR.5 Client Benefit Plan Import PREM.RISK.FACTOR.DATE.6 Client Benefit Plan Import PREM.RISK.FACTOR.6 Client Benefit Plan Import PEND.PREM.RATE.GROUP Client Benefit Plan Import PEND.PREM.RATE.GROUP.DATE Client Benefit Plan Import PREMIUM.RATE.GROUP Client Benefit Plan Import BEN.COV.ENDS.DAY Client Benefit Plan Import USE.WASH.RULE Client Benefit Plan Import WASH.RULE.DAY Client Benefit Plan Import NETWORK.SELECT.RULE Client Benefit Plan Import CARRIER.ACCT Client Benefit Plan Import DEFAULT.NETWORK Client Benefit Plan Import BEN.AUTO.ENROLL.DECISION Client Benefit Plan Import OE.NO.AUTO.TERM Client Benefit Plan Import PLAN.SUP.BENADJ Client Benefit Plan Import RULE.DATE.TO.USE Client Benefit Plan Import MIN.PREMIUM.RATE.DATE Client Benefit Plan Import MIN.BILLING.RATE.DATE Client Benefit Plan Import ADD.TO.401K Client Benefit Plan Import PREM.RISK.NETWORK.1 Client Benefit Plan Import PREM.RISK.NETWORK.2 Client Benefit Plan Import PREM.RISK.NETWORK.3 Client Benefit Plan Import PREM.RISK.NETWORK.4 Client Benefit Plan Import PREM.RISK.NETWORK.5 Client Benefit Plan Import PREM.RISK.NETWORK.6 Client Benefit Plan Import PARTICIPATION.REQ.OPTION Client Benefit Plan Import PARTICIPATION.REQ.DATE Client Benefit Plan Import PARTICIPATION.REQ.PERC Client Benefit Plan Import ADMIN.SURCHARGE.1 Client Benefit Plan Import ADMIN.SURCHARGE.2 Client Benefit Plan Import ADMIN.SURCHARGE.3 Client Benefit Plan Import ADMIN.SURCHARGE.4 Client Benefit Plan Import ADMIN.SURCHARGE.5

Import Process Template Field Name Client Benefit Plan Import ADMIN.SURCHARGE.6 Client Benefit Plan Import SCORP.PRINCIPALS.ONLY Retirement Adjustments Client ID Import Retirement Adjustments Employee Import Retirement Adjustments Employer ID Import Retirement Adjustments Plan Import Retirement Adjustments Adjustment Date (MM/DD/YYYY) Import Retirement Adjustments Annotation (Optional) Import Retirement Adjustments Retirement Earnings (Optional) Import Retirement Adjustments Employee Contribution (Optional) Import Retirement Adjustments Catch-up Contribution (Optional) Import Retirement Adjustments Post Tax Contribution (Optional) Import Retirement Adjustments ROTH Contribution (Optional) Import Retirement Adjustments ROTH Catch-up Contribution (Optional) Import Retirement Adjustments Employer Contribution (Optional) Import Retirement Adjustments Non-Elect Contribution (Optional) Import Retirement Adjustments Safe Harbor Type 1 Contribution (Optional) Import Retirement Adjustments Safe Harbor Type 2 Contribution (Optional) Import Retirement Adjustments Successor Retirement Deferral (Optional) Import Retirement Adjustments Successor Catch-up Deferral (Optional) Import Retirement Adjustments Successor ROTH Deferral (Optional) Import

Import Process Template Field Name Retirement Adjustments Successor ROTH Catch-up Deferral (Optional) Import Retirement Adjustments Loan (Optional) Import Retirement Adjustments Loan Payment (Optional) Import Import EEO-1 Data First Name Import EEO-1 Data Middel name Import EEO-1 Data Last Name Import EEO-1 Data Suffix New Employee Import 1099 Contractor? New Employee Import AZ Home State Calc Code New Employee Import AZ Work State Calc Code New Employee Import Agricultural Worker? New Employee Import Alien Reg Exp Date New Employee Import Alien Reg No. New Employee Import Allocation Department 1 New Employee Import Allocation Department 2 New Employee Import Allocation Department 3 New Employee Import Allocation Department 4 New Employee Import Allocation Department 5 New Employee Import Allocation Division 1 New Employee Import Allocation Division 2 New Employee Import Allocation Division 3 New Employee Import Allocation Division 4 New Employee Import Allocation Division 5 New Employee Import Allocation Jobs 1 New Employee Import Allocation Jobs 2 New Employee Import Allocation Jobs 3 New Employee Import Allocation Jobs 4 New Employee Import Allocation Jobs 5 New Employee Import Allocation Location 1 New Employee Import Allocation Location 2 New Employee Import Allocation Location 3 New Employee Import Allocation Location 4 New Employee Import Allocation Location 5

Import Process Template Field Name New Employee Import Allocation Percents 1 New Employee Import Allocation Percents 2 New Employee Import Allocation Percents 3 New Employee Import Allocation Percents 4 New Employee Import Allocation Percents 5 New Employee Import Allocation Project 1 New Employee Import Allocation Project 2 New Employee Import Allocation Project 3 New Employee Import Allocation Project 4 New Employee Import Allocation Project 5 New Employee Import Alternate Pay Rate 1 New Employee Import Alternate Pay Rate 10 New Employee Import Alternate Pay Rate 2 New Employee Import Alternate Pay Rate 3 New Employee Import Alternate Pay Rate 4 New Employee Import Alternate Pay Rate 5 New Employee Import Alternate Pay Rate 6 New Employee Import Alternate Pay Rate 7 New Employee Import Alternate Pay Rate 8 New Employee Import Alternate Pay Rate 9 New Employee Import Auto Pay Hours New Employee Import Auto Pay? New Employee Import Background Test Date New Employee Import Background Test Done? New Employee Import Benefit Group New Employee Import Benefits Email Opt-In Date New Employee Import Benefits Opt-In Email Address New Employee Import Benefits Thru Date New Employee Import Blind? New Employee Import Citizenship Country New Employee Import Citizenship Status New Employee Import Clock No. New Employee Import Company ID New Employee Import Company Officer? New Employee Import Cross Company EID

Import Process Template Field Name New Employee Import Date of Birth New Employee Import Deliver Check Home? New Employee Import Department Code New Employee Import Disabled Veteran? New Employee Import Disabled? New Employee Import Division New Employee Import Driver License Exp Date New Employee Import Driver License No. New Employee Import Driver License State New Employee Import EIC Filing Status New Employee Import Elec Onboard? New Employee Import Electronic Pay Stub? New Employee Import Electronic W-2 Form? New Employee Import Emergency Contact Name New Employee Import Emergency Phone New Employee Import Emergency Relation New Employee Import Employee No. New Employee Import Employer ID New Employee Import Employment Status New Employee Import Employment Type New Employee Import Ethnic Code New Employee Import FICA Exempt? New Employee Import Federal Allowances New Employee Import Federal Extra New Employee Import Federal Filing Status New Employee Import Federal W-4 Filed? New Employee Import Federal W-4 Year New Employee Import Federal W-5 Filed? New Employee Import Federal W-5 Year New Employee Import First Name New Employee Import Foreign Passport Country New Employee Import Foreign Passport No. New Employee Import Form I9 Filing? New Employee Import Gender New Employee Import Handbook Mailed Date

Import Process Template Field Name New Employee Import Handbook Received Date New Employee Import Home Phone New Employee Import Home Phone 2 New Employee Import Home State Additional Withholding New Employee Import Home State Deductions New Employee Import Home State Dependents Amount New Employee Import Home State Filing Status New Employee Import Home State Multiple Jobs? New Employee Import Home State Other Income New Employee Import Home State Tax Exempt Amount New Employee Import Home State Tax Primary Allowances New Employee Import Home State Tax Secondary Allowances New Employee Import Home State Tax Supplemental Exemption New Employee Import I-9 DOB New Employee Import I-9 Doc Authority (List A or B) New Employee Import I-9 Doc Authority (List C) New Employee Import I-9 Doc Exp Date (List A or B) New Employee Import I-9 Doc Exp Date (List C) New Employee Import I-9 Doc No. (List A or B) New Employee Import I-9 Doc No. (List C) New Employee Import I-9 Doc Title (List A or B) New Employee Import I-9 Doc Title (List C) New Employee Import I-9 First Name New Employee Import I-9 Last Name New Employee Import I-9 List A Doc 2 Authority New Employee Import I-9 List A Doc 2 Exp Date New Employee Import I-9 List A Doc 2 No. New Employee Import I-9 List A Doc 2 Title New Employee Import I-9 List A Doc 3 Authority New Employee Import I-9 List A Doc 3 Exp Date New Employee Import I-9 List A Doc 3 No. New Employee Import I-9 List A Doc 3 Title New Employee Import I-9 Middle Name New Employee Import I-9 Other Name Used New Employee Import I-9 Renew Date

Import Process Template Field Name New Employee Import I-9 SSN New Employee Import I-9 Start Date New Employee Import I-9 from Onboarding? New Employee Import I-94 Admission No. New Employee Import Ignore State Tax Errors Flag? New Employee Import Labor Union New Employee Import Last Hire Date New Employee Import Last Name New Employee Import Last Review Date New Employee Import Mail Address Line 1 New Employee Import Mail Address Line 2 New Employee Import Mail City New Employee Import Mail State New Employee Import Mail Zip New Employee Import Manager New Employee Import Marital Status New Employee Import Middle Name New Employee Import New Hire Report Date New Employee Import Newly Separated Veteran? New Employee Import Next Review Date New Employee Import Nickname New Employee Import Non-Res Alien? New Employee Import Ohio Form C112 Filed? New Employee Import Original Hire Date New Employee Import Other Protected Veteran? New Employee Import PA PSD Code New Employee Import PEO Start Date New Employee Import PTO Approver New Employee Import Pay Group New Employee Import Pay Method New Employee Import Pay Period New Employee Import Pay Rate New Employee Import Personal Email New Employee Import Position Code New Employee Import Preferred Language

Import Process Template Field Name New Employee Import Preferred Name New Employee Import Project New Employee Import Resident Address Line 1 New Employee Import Resident Address Line 2 New Employee Import Resident City New Employee Import Resident State New Employee Import Resident Zip Code New Employee Import Retirement Benefit Group New Employee Import S Corp Principal? New Employee Import SALARY New Employee Import SSN New Employee Import School District New Employee Import Seniority Date New Employee Import Service Medal Veteran? New Employee Import Shift Code New Employee Import Standard Hours New Employee Import Term Date New Employee Import Term Reason Code New Employee Import Tobacco/Smoker? New Employee Import Use Added I-9 Values? New Employee Import User Field 1 New Employee Import User Field 2 New Employee Import User Field 3 New Employee Import User Field 4 New Employee Import User Field 5 New Employee Import Veteran? New Employee Import Vietnam Veteran? New Employee Import W-2 Address Line 1 New Employee Import W-2 Address Line 2 New Employee Import W-2 City New Employee Import W-2 State New Employee Import W-2 Zip Code New Employee Import W-4 Deductions New Employee Import W-4 Dependents Amount New Employee Import W-4 Multiple Jobs?

Import Process Template Field Name New Employee Import W-4 Other Income New Employee Import Work Email Address New Employee Import Work Extension New Employee Import Work Group New Employee Import Work Phone New Employee Import Work State Additional Withholding New Employee Import Work State Deductions New Employee Import Work State Dependents Amount New Employee Import Work State Filing Status New Employee Import Work State Multiple Jobs? New Employee Import Work State Other Income New Employee Import Work State Tax Exempt Amount New Employee Import Work State Tax Primary Allowances New Employee Import Work State Tax Secondary Allowances New Employee Import Work State Tax Supplemental Exemption New Employee Import Worksite Location New Employee Import Zip Suffix Time Off Auto-Enrollment Client ID Rules Import Time Off Auto-Enrollment Rule Number Rules Import Time Off Auto-Enrollment Include/Exclude Employee Type Rules Import Time Off Auto-Enrollment Employee Type Rules Import Time Off Auto-Enrollment Include/Exclude Position Rules Import Time Off Auto-Enrollment Position Rules Import Time Off Auto-Enrollment Include/Exclude Benefit Group Rules Import Time Off Auto-Enrollment Benefit Group Rules Import Time Off Auto-Enrollment Include/Exclude Location Rules Import Time Off Auto-Enrollment Worksite Location Rules Import

Import Process Template Field Name Time Off Auto-Enrollment Include/Exclude Department Rules Import Time Off Auto-Enrollment Department Rules Import Time Off Auto-Enrollment Include/Exclude Division Rules Import Time Off Auto-Enrollment Division Rules Import Time Off Auto-Enrollment Include/Exclude Work Group Rules Import Time Off Auto-Enrollment Work Group Rules Import Time Off Auto-Enrollment Include/Exclude Pay Method Rules Import Time Off Auto-Enrollment Pay Method Rules Import Time Off Auto-Enrollment Include/Exclude Pay Group Rules Import Time Off Auto-Enrollment Pay Group Rules Import Time Off Auto-Enrollment Use Seniority or Hire/Rehire Date Rules Import Time Off Auto-Enrollment Accrual Schedule Rules Import Time Off Auto-Enrollment Time Off Plan Rules Import Time Off Auto-Enrollment Trigger Rule On Rules Import Time Off Auto-Enrollment Archive Existing Register Rules Import Portal New Hire Import Employer ID (Required) Portal New Hire Import Client ID (Required) Portal New Hire Import First Name (Required) Portal New Hire Import Last Name (Required) Portal New Hire Import Middle Name (Optional) Portal New Hire Import Employment Status (Required) Portal New Hire Import Employee Type (Required) Portal New Hire Import Work Location (Required) Portal New Hire Import Position (Required)

Import Process Template Field Name Portal New Hire Import Start Date (Required) Portal New Hire Import Pay Method (Required) Portal New Hire Import Pay Rate (Required) Portal New Hire Import Pay Rate Basis (Required) Portal New Hire Import Standard Hours (Required) Portal New Hire Import Benefit Group (Required) Portal New Hire Import Pay Group (Required) Portal New Hire Import Employee Number (Optional) Portal New Hire Import Work Shift (Optional) Portal New Hire Import Department Code (Optional) Portal New Hire Import Personal Email Address (Optional) Portal New Hire Import Send Email (Optional) Portal New Hire Import Division Code (Optional) Portal New Hire Import Project (Optional) Portal New Hire Import Work Group (Optional) Portal New Hire Import Union (Optional) Portal New Hire Import PTO Approver (Optional) Portal New Hire Import Manager (Optional) Portal New Hire Import Mobile Phone (Optional) Portal New Hire Import Nickname (Optional) Portal New Hire Import Seniority Date (Optional) Portal New Hire Import Preferred Language (Optional) Unbundled Billing Rules Client ID Import Unbundled Billing Rules Rule Import Unbundled Billing Rules Rule Description Import Unbundled Billing Rules Rate Import Unbundled Billing Rules Based On Import Unbundled Billing Rules Rule Start Date Import Unbundled Billing Rules Rule End Date Import

Import Process Template Field Name Unbundled Billing Rules Voucher Types Import Unbundled Billing Rules Employee Import Unbundled Billing Rules Batch Type Import Unbundled Billing Rules Employee Type Import Unbundled Billing Rules Pay Group Import Unbundled Billing Rules Deduction Period Import Unbundled Billing Rules Position Import Unbundled Billing Rules Pay Period Import Unbundled Billing Rules Home Location Import Unbundled Billing Rules Special Rate Import Unbundled Billing Rules Special Rate Start Import Unbundled Billing Rules Special Rate End Import Unbundled Billing Rules Billing Code Import Unbundled Billing Rules Benefit Plan Import Unbundled Billing Rules Pay Class Equal To Import Unbundled Billing Rules Pay Class Not Equal To Import Unbundled Billing Rules Pay Code Equal To Import Unbundled Billing Rules Pay Code Not Equal To Import Unbundled Billing Rules Use Timesheet Location Or State Import Unbundled Billing Rules Benefit Plan Class Import

Import Process Template Field Name Unbundled Billing Rules Benefit Plan Type Equal To Import Unbundled Billing Rules Benefit Plan Type not Equal To Import Unbundled Billing Rules EE Tax Codes Import Unbundled Billing Rules EE Tax Per Employee Import Unbundled Billing Rules EE Tax Bill Rate Import Unbundled Billing Rules EE Tax F/P Import Unbundled Billing Rules ER Tax Code Import Unbundled Billing Rules ER Tax Per Employee Import Unbundled Billing Rules ER Tax Bill Rate Import Unbundled Billing Rules ER Tax F/P Import Unbundled Billing Rules Use IF Any ACH Import Unbundled Billing Rules Use Per ACH Line Import Unbundled Billing Rules Use If Electronic Stub Import Unbundled Billing Rules Use If Any Garnish Import Unbundled Billing Rules Use Per Garn Item Import Unbundled Billing Rules Use If Any Check Import Unbundled Billing Rules Exclude From Manual Check Import Unbundled Billing Rules Rule Minimum Import Unbundled Billing Rules Rule Maximum Import Unbundled Billing Rules Exclude from FPEIMIN Import

Import Process Template Field Name Unbundled Billing Rules States Equal To Import Unbundled Billing Rules FSA Plan Type Equal To Import Unbundled Billing Rules FSA Plan Type Not Equal To Import Unbundled Billing Rules Retirement Plan Equal To Import Unbundled Billing Rules Retirement Plan Not Equal To Import Unbundled Billing Rules Tiered From Import Unbundled Billing Rules Tiered To Import Unbundled Billing Rules Tiered Rate Import Unbundled Billing Rules Obsolete Import Unbundled Billing Rules Obsolete Date Import Import Transfer Tax Basis Company ID from Successor Import Transfer Tax Basis Employee ID from Successor Import Transfer Tax Basis Employer ID from Successor Import Transfer Tax Basis Tax Year from Successor Import Transfer Tax Basis Reason from Successor Import Transfer Tax Basis Billing Only from Successor Import Transfer Tax Basis Tax Code from Successor Import Transfer Tax Basis Tax Basis from Successor Import Transfer Tax Basis Tax Amount from Successor Mass Employee Transfer From Client Import

Import Process Template Field Name Mass Employee Transfer Employee ID Import Mass Employee Transfer To Client Import Mass Employee Transfer To Employer Import Mass Employee Transfer To Pay Group Import Mass Employee Transfer To Retire Plan Import Mass Employee Transfer To Position Import Mass Employee Transfer To Location Import Mass Employee Transfer To Client Hire Date Import Mass Employee Transfer Update historical dates? Import Mass Employee Transfer Transfer YTD Check Stubs Import Mass Employee Transfer Terminate Employee in Original Client Import Mass Employee Transfer Termination Date Import Mass Employee Transfer Termination Reason Import Mass Employee Transfer Terminate Benefit Coverage Today Import Time Off Register Adjustment Client ID Import Time Off Register Adjustment Employee ID Import Time Off Register Adjustment Adjustment Type Import Time Off Register Adjustment Accrual Schedule Import Time Off Register Adjustment Time Off Plan Import Time Off Register Adjustment Time Off Pay Code Import

Import Process Template Field Name Time Off Register Adjustment Effective Date Import Time Off Register Adjustment Adjustment Hours Import Time Off Register Adjustment Accrued Through Import Time Off Register Adjustment Comment Import Batch Payments Import Employee ID Batch Payments Import Pay Code Batch Payments Import Pay Amount Batch Payments Import Hours Worked Batch Payments Import Suppress Allocation Batch Payments Import Add To Retirement Tax Adjustment Import Company ID Tax Adjustment Import Employee ID Tax Adjustment Import Adjustment Date (MM/DD/YYYY) Tax Adjustment Import Employer ID Tax Adjustment Import Adjust Client Tax Register? (Y/N) Tax Adjustment Import Tax Code Tax Adjustment Import Exempt Pay Tax Adjustment Import Sheltered Earnings Tax Adjustment Import Gross Taxable Tax Adjustment Import Over Limit Tax Adjustment Import Tax Amount Tax Adjustment Import Suppress Billing? (Y/N) Tax Adjustment Import School District Tax Adjustment Import Location Tax Adjustment Import Special Options Code Tax Adjustment Import Residential Geocode Override Time Sheet Import Uses the Pay Import Definition Metadata Import Entry userClassificiation Metadata Import Entry Label Metadata Import Entry Description Metadata Import Entry version Favorites Template Import Favorites Template

Import Process Template Field Name Favorites Template Import User ID G/L Import Entry Benefit Plans Benefit Plan G/L Import Entry Benefit Plans Debit Account G/L Import Entry Benefit Plans Credit Account G/L Import Entry Benefit Plans Prepaid Debit Account G/L Import Entry Benefit Plans Prepaid Credit Account G/L Import Entry Billing Code Billing Code G/L Import Entry Billing Code Account G/L Import Entry Bank Account Bank Account G/L Import Entry Bank Account Cash Account G/L Import Entry Bank Account Suspense Account G/L Import Entry Deduction Code Deduction Code G/L Import Entry Deduction Code Credit Account G/L Import Entry Deduction Code Debit Account G/L Import Entry Deduction Code Credit Arrears G/L Import Entry Miscellaneous Miscellaneous Item G/L Import Entry Miscellaneous GL Account G/L Import Entry Pay Code Pay Code G/L Import Entry Pay Code Debit Account G/L Import Entry Pay Code Premium Debit Account G/L Import Entry Retirement Plans Retirement Plan G/L Import Entry Retirement Plans Match Debit Account G/L Import Entry Retirement Plans Match Credit Account G/L Import Entry Retirement Plans PEO Match Debit Account G/L Import Entry Retirement Plans PEO Match Credit Account G/L Import Entry FSA Match FSA Plan G/L Import Entry FSA Match Match Debit Account G/L Import Entry FSA Match Match Credit Account G/L Import Entry FSA Match Debit ACH Account G/L Import Entry HSA Match HSA Plan G/L Import Entry HSA Match Match Debit Account G/L Import Entry HSA Match Match Credit Account G/L Import Entry HSA Match Debit ACH Account G/L Import Entry Tax State G/L Import Entry Tax Tax ID

Import Process Template Field Name G/L Import Entry Tax Debit Account G/L Import Entry Tax Credit Account G/L Import Entry Workers Comp State Based State G/L Import Entry Workers Comp State Based Debit Account G/L Import Entry Workers Comp State Based Credit Account G/L Import Entry Workers Comp Policy Based Policy ID G/L Import Entry Workers Comp Policy Based Debit Account G/L Import Entry Workers Comp Policy Based Credit Account Pay Import Definition $DATE Pay Import Definition $SSN Pay Import Definition $EMPID Pay Import Definition $CLOCKNO Pay Import Definition $CODEPOS Pay Import Definition $HOURSPOS Pay Import Definition $AMOUNTPOS Pay Import Definition $VARPOS Pay Import Definition $HRSWRKPOS Pay Import Definition $CODE1 Pay Import Definition $HOURS1 Pay Import Definition $AMOUNT1 Pay Import Definition $CODE2 Pay Import Definition $HOURS2 Pay Import Definition $AMOUNT2 Pay Import Definition $CODE3 Pay Import Definition $HOURS3 Pay Import Definition $AMOUNT3 Pay Import Definition $CODE4 Pay Import Definition $HOURS4 Pay Import Definition $AMOUNT4 Pay Import Definition $CODE5 Pay Import Definition $HOURS5 Pay Import Definition $AMOUNT5 Pay Import Definition $CODE6 Pay Import Definition $HOURS6 Pay Import Definition $AMOUNT6

Import Process Template Field Name Pay Import Definition $CODE7 Pay Import Definition $HOURS7 Pay Import Definition $AMOUNT7 Pay Import Definition $CODE8 Pay Import Definition $HOURS8 Pay Import Definition $AMOUNT8 Pay Import Definition $CODE9 Pay Import Definition $HOURS9 Pay Import Definition $AMOUNT9 Pay Import Definition $CODE10 Pay Import Definition $HOURS10 Pay Import Definition $AMOUNT10 Pay Import Definition $AMOUNT11 Pay Import Definition $HOURS11 Pay Import Definition $AMOUNT12 Pay Import Definition $HOURS12 Pay Import Definition $AMOUNT13 Pay Import Definition $HOURS13 Pay Import Definition $AMOUNT14 Pay Import Definition $HOURS14 Pay Import Definition $AMOUNT15 Pay Import Definition $HOURS15 Pay Import Definition $AMOUNT16 Pay Import Definition $HOURS16 Pay Import Definition $AMOUNT17 Pay Import Definition $HOURS17 Pay Import Definition $AMOUNT18 Pay Import Definition $HOURS18 Pay Import Definition $AMOUNT19 Pay Import Definition $HOURS19 Pay Import Definition $AMOUNT20 Pay Import Definition $HOURS20 Pay Import Definition $DEPT Pay Import Definition $DIV Pay Import Definition $SHIFT

Import Process Template Field Name Pay Import Definition $LOC Pay Import Definition $Loc Pay Import Definition $PROJ Pay Import Definition $PHASE Pay Import Definition $JOB Pay Import Definition $CLIENTGL Pay Import Definition $TIPSALES Pay Import Definition SKIP External W-2 Benefit Import Company ID External W-2 Benefit Import Employee ID External W-2 Benefit Import W-2 Class External W-2 Benefit Import External benefit Amount External W-2 Benefit Import Year External W-2 Benefit Import Month External W-2 Benefit Import Employer ID External W-2 Benefit Import Entity ID Check History Import SOCIAL SECURITY NUMBER (SSN) Check History Import PAY DATE Check History Import CHECK NUMBER Check History Import CLIENT ID Check History Import EMPLOYER ID Check History Import WORK STATE Check History Import WEEKS WORKED Check History Import NON-CASH PAY Check History Import GROSS PAY Check History Import NET PAY Check History Import FEDERAL INCOME TAX Check History Import MEDICARE Check History Import SOCIAL SECURITY Check History Import EARNED INCOME CREDIT (EIC) Check History Import PAY CODE #1 Check History Import HOURS PAID #1 Check History Import PAY AMOUNT #1 Check History Import PAY CODE #2 Check History Import HOURS PAID #2

Import Process Template Field Name Check History Import PAY AMOUNT #2 Check History Import PAY CODE #3 Check History Import HOURS PAID #3 Check History Import PAY AMOUNT #3 Check History Import PAY CODE #4 Check History Import HOURS PAID #4 Check History Import PAY AMOUNT #4 Check History Import PAY CODE #5 Check History Import HOURS PAID #5 Check History Import PAY AMOUNT #5 Check History Import PAY CODE #6 Check History Import HOURS PAID #6 Check History Import PAY AMOUNT #6 Check History Import PAY CODE #7 Check History Import HOURS PAID #7 Check History Import PAY AMOUNT #7 Check History Import PAY CODE #8 Check History Import HOURS PAID #8 Check History Import PAY AMOUNT #8 Check History Import PAY CODE #9 Check History Import HOURS PAID #9 Check History Import PAY AMOUNT #9 Check History Import PAY CODE #10 Check History Import HOURS PAID #10 Check History Import PAY AMOUNT #10 Check History Import PAY CODE #11 Check History Import HOURS PAID #11 Check History Import PAY AMOUNT #11 Check History Import PAY CODE #12 Check History Import HOURS PAID #12 Check History Import PAY AMOUNT #12 Check History Import PAY CODE #13 Check History Import HOURS PAID #13 Check History Import PAY AMOUNT #13 Check History Import PAY CODE #14

Import Process Template Field Name Check History Import HOURS PAID #14 Check History Import PAY AMOUNT #14 Check History Import PAY CODE #15 Check History Import HOURS PAID #15 Check History Import PAY AMOUNT #15 Check History Import PAY CODE #16 Check History Import HOURS PAID #16 Check History Import PAY AMOUNT #16 Check History Import PAY CODE #17 Check History Import HOURS PAID #17 Check History Import PAY AMOUNT #17 Check History Import PAY CODE #18 Check History Import HOURS PAID #18 Check History Import PAY AMOUNT #18 Check History Import PAY CODE #19 Check History Import HOURS PAID #19 Check History Import PAY AMOUNT #19 Check History Import PAY CODE #20 Check History Import HOURS PAID #20 Check History Import PAY AMOUNT #20 Check History Import DEDUCTION CODE #1 Check History Import DEDUCTION AMOUNT #1 Check History Import DEDUCTION CODE #2 Check History Import DEDUCTION AMOUNT #2 Check History Import DEDUCTION CODE #3 Check History Import DEDUCTION AMOUNT #3 Check History Import DEDUCTION CODE #4 Check History Import DEDUCTION AMOUNT #4 Check History Import DEDUCTION CODE #5 Check History Import DEDUCTION AMOUNT #5 Check History Import DEDUCTION CODE #6 Check History Import DEDUCTION AMOUNT #6 Check History Import DEDUCTION CODE #7 Check History Import DEDUCTION AMOUNT #7 Check History Import DEDUCTION CODE #8

Import Process Template Field Name Check History Import DEDUCTION AMOUNT #8 Check History Import DEDUCTION CODE #9 Check History Import DEDUCTION AMOUNT #9 Check History Import DEDUCTION CODE #10 Check History Import DEDUCTION AMOUNT #10 Check History Import DEDUCTION CODE #11 Check History Import DEDUCTION AMOUNT #11 Check History Import DEDUCTION CODE #12 Check History Import DEDUCTION AMOUNT #12 Check History Import DEDUCTION CODE #13 Check History Import DEDUCTION AMOUNT #13 Check History Import DEDUCTION CODE #14 Check History Import DEDUCTION AMOUNT #14 Check History Import DEDUCTION CODE #15 Check History Import DEDUCTION AMOUNT #15 Check History Import DEDUCTION CODE #16 Check History Import DEDUCTION AMOUNT #16 Check History Import DEDUCTION CODE #17 Check History Import DEDUCTION AMOUNT #17 Check History Import DEDUCTION CODE #18 Check History Import DEDUCTION AMOUNT #18 Check History Import DEDUCTION CODE #19 Check History Import DEDUCTION AMOUNT #19 Check History Import DEDUCTION CODE #20 Check History Import DEDUCTION AMOUNT #20 Check History Import STATE CODE #1 Check History Import STATE TAX TYPE #1 Check History Import STATE TAX AMOUNT #1 Check History Import STATE CODE #2 Check History Import STATE TAX TYPE #2 Check History Import STATE TAX AMOUNT #2 Check History Import STATE TAX CODE #3 Check History Import STATE TAX TYPE #3 Check History Import STATE TAX AMOUNT #3 Check History Import STATE CODE #4

Import Process Template Field Name Check History Import STATE TAX TYPE #4 Check History Import STATE TAX AMOUNT #4 Check History Import STATE CODE #5 Check History Import STATE TAX TYPE #5 Check History Import STATE TAX AMOUNT #5 Check History Import STATE CODE #6 Check History Import STATE TAX TYPE #6 Check History Import STATE TAX AMOUNT #6 Check History Import STATE CODE #7 Check History Import STATE TAX TYPE #7 Check History Import STATE TAX AMOUNT #7 Check History Import STATE CODE #8 Check History Import STATE TAX TYPE #8 Check History Import STATE TAX AMOUNT #8 Check History Import STATE CODE #9 Check History Import STATE TAX TYPE #9 Check History Import STATE TAX AMOUNT #9 Check History Import STATE CODE #10 Check History Import STATE TAX TYPE #10 Check History Import STATE TAX AMOUNT #10 Check History Import MISC TAX CODE #1 Check History Import MISC TAX AMOUNT #1 Check History Import MISC TAX CODE #2 Check History Import MISC TAX AMOUNT #2 Check History Import MISC TAX CODE #3 Check History Import MISC TAX AMOUNT #3 Check History Import MISC TAX CODE #4 Check History Import MISC TAX AMOUNT #4 Check History Import MISC TAX CODE #5 Check History Import MISC TAX AMOUNT #5 Check History Import MISC TAX CODE #6 Check History Import MISC TAX AMOUNT #6 Check History Import MISC TAX CODE #7 Check History Import MISC TAX AMOUNT #7 Check History Import MISC TAX CODE #8

Import Process Template Field Name Check History Import MISC TAX AMOUNT #8 Check History Import MISC TAX CODE #9 Check History Import MISC TAX AMOUNT #9 Check History Import MISC TAX CODE #10 Check History Import MISC TAX AMOUNT #10 Check History Import EMPLOYER MATCH Check History Import NON-ELECTIVE MATCH Check History Import SAFE HARBOR TYPE 1 MATCH Check History Import SAFE HARBOR TYPE 2 MATCH Check History Import NON-TAXABLE PAY Check History Import GROSS RECEIPTS Check History Import 1099 CHECK? Check History Import SCHOOL DISTRICT CODE Check History Import FSA MEDICAL MATCH Check History Import HSA MATCH Check History Import FSA DEPENDENT MATCH Check History Import PERIOD START DATE Check History Import PERIOD END DATE

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New Employee Import User Guide

Source PDF: https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/New-Employee-Import.pdf
Original filename: New-Employee-Import.pdf
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New Employee Import User Guide

Importing New Employees in PrismHR PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.

Table of Contents New Employee Import User Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 5 Chapter 1 New Employee Import Overview 6 Employee Import Workflow 6 New Employee Import Screens 6 Import Wizard Steps Indicator 7 Using the New Employee Import Dashboard (Batch Management) 8 Viewing Imports in Progress 8 Viewing Past Imports 10 Managing Code Translations and Import Field Mappings 10 Code Translation Tables 10 Creating and Editing Import Mappings 12 Autodetect From File 12 Import Field Mapping Section 13 Editing Data in the Grid 16 Downloading a Spreadsheet 16 Setting Up the New Employee Import 17 Working with New Employee Import Data Mapping 18 Understanding Field Mappings 19 Reviewing New Employee Import 19 Reviewing and Fixing Data 20 Understanding Import Corrections 20 Adding New Codes 23 Code Categories 24

       Code Validation                                             24
    Understanding Company Import Information                       25
    Using Employee Exclusion Report                                25
       Download an Employees Excluded Report                       26
  Confirming New Employee Import                                   26

Chapter 1 New Employee Import Overview The New Employee (New Hire) Import feature provides a bulk import process that loads new employee data from a third party source into PrismHR. You are guided through the import process with an Import Wizard that leads you through the steps required to bring in your data.

Employee Import Workflow The new hire workflow operates like this: 1. The Service Provider (SP) receives new hire data from one of their clients. 2. The SP creates an import batch for a specific client. Data translation and file settings required for the import are assigned to the batch. 3. The SP uploads an import file (CSV or tab-delimited) with column headers. The only format you can import without column headers is one that matches the HRP-Expanded-TXT field mapping. 4. The SP confirms that data is mapped correctly between their data and PrismHR data. This data is mainly used for user-defined import templates. 5. Employee data is staged in a temporary work directory. 6. The SP is directed to the Review & Fix Data (Screen 3) form where they can make changes on the fly, which eliminates the need to adjust and re-import the file. 7. Employee data is converted and brought into the system.

New Employee Import Screens The forms used for New Employee Import include: • New Employee Import Dashboard - The entry point for the New Employee Import wizard. You can view import batches in progress as well as past imports that were completed successfully. Data Translations translate third-party codes into PrismHR codes set up in the system. Import Field Mapping creates custom templates for commonly imported file types.

Note: You do not need to use Data Translations unless the codes contained in the import file do not match the current codes set up for the client. The STD set is selected by default, but it does not contain any custom translations unless it is added by you (the SP).

• Import Setup - On Screen 1, you create the batch import name, apply the import field mapping, and upload the file you are importing. You can then see whether there are errors associated with the imported file. The application will let you know if the selected field mapping does not match the uploaded file, and if a field mapping exists that does match, the system will alert you. • Data Mapping - Screen 2 displays results of the import field mapping selected from imported data. It helps validate that the correct information was uploaded and the right settings were applied in Screen 1 of the Import Wizard. If required, select a Translation Code Set to translate any codes in the imported file to codes set up in the system. • Review & Fix Data - Screen 3 displays imported and translated employee data that you can edit directly in each cell of the data mapping table. Only the columns that contain errors are displayed. You can add new codes for: Department, Division, Position, Project, Shift Code, Work Group, and Worksite Location. • Import Complete - Screen 4 shows a summary of the employees loaded into the system and assigned either Employee IDs or prehire records that are created for OB.

Import Wizard Steps Indicator The Import Wizard Steps indicator helps you understand where you are in the import process. You can view how many more steps are required and also displays where you are when returning to a saved step. There are four steps in the wizard that appear across the top of the New Import dashboard. The active step in the import process is highlighted and the text is bold. For example, Data Mapping is the active step.

You can return to the previous step from Data Mapping and Review & Fix Data steps by clicking Previous. For example, you may need to go back to a previous step in the import process to change a parameter or to correct issues in the original import file by uploading a revised file. For convenience, the name of the import you are working with is shown on each screen of the process (Screens 2, 3, and 4).

When returning to the Import Setup step, the Import Name is read-only. You can change the Field Mapping selection or upload a new file. When you click Upload File you are notified that this action cannot be undone and are prompted for confirmation. Uploading a new file wipes all data associated with the import and restarts the import process.

Using the New Employee Import Dashboard (Batch Management) This form is the starting page for the New Employee Import feature. Batch management lets you view past import statistics, download reports or the original import file, and verify what was imported and perform troubleshooting (if required). You launch the New Employee Import wizard from this form. When you initially access this dashboard, it automatically filters imports in progress by your login ID.

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

To access the import dashboard:

Click .
From Operations|Action, click New Employee Import to access batch management. Options include: • Imports in Progress: Provides information on multiple import files that have started the import process. • New Import: Click to launch the New Employee Import wizard and access the Setting Up the New Employee Import (page 17) form. • Past Imports: Provides details on an import, such as the person who initiated the import. Also allows downloads of the original import file. • Import Format Management: Manages code translations and accesses Import Field mappings. See Managing Code Translations and Import Field Mappings

Option Description Status Current step in the import work flow. Steps are: 1. File Upload 2. Data Mapping 3. Review & Fix Data Status workflow changes operate as follows: • First time through the import, you click Next. The status for the import is updated to reflect the screen that the Next button directs you to. For example, if you go to Data Mapping, this results in a saved step of 2-Data Mapping. • If you return to a previous screen but do not make any changes, your currently saved step will not change. • If you return to the Setup screen and upload a new file or change the field mapping selection and then click Next, the step count resets. • If you return to Data Mapping and change the Code Set selection and then click Next, the system warns you that changes to the translation code set reverts all previously fixed errors. Clicking Yes dismisses the dialog, resets the import using the newly selected code set, and directs you to the Review screen. Clicking No dismisses the dialog and keeps you on Data Mapping. The step is set to 3 - Review and Fix Data. • The Close button has no impact on the status step for the import. Clicking Close on any screen returns you to Batch Management. Last Modified Date Date an import file was last modified. Last Modified User User that modified the import file. Actions Click the trash can icon to delete an import in progress. (Note: This action cannot be reversed.)

Viewing Past Imports Past imports provides a status on import files that have successfully completed the import process. Fields include:

Note: You must have permission to access specific clients in past imports, or you will not be able to import data into these client import files.

Managing Code Translations and Import Field Mappings You can use the Employee Import Code Translation Tables form to manage code translations and Import Field mappings.

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

Code Translation Tables Code set selections are made with Code Translation Tables. You can create, modify, or clone translation code sets; you can also make code sets obsolete. Code translation sets convert existing code values in the file to the codes that are created for the client within PrismHR.

Note: You do not have to enter translated codes if they exactly match the codes within PrismHR.

To create a new code set: 1. From the New Employee Import form, select Code Translation Tables to open the Employee Import Code Translation Tables form. 2. Select a Table. These are the code translation tables used by this process: • Client Master • Division • Department • Employee Status Codes • Employee Term Reasons • Employee Type Codes • Employer Master • Ethnic Codes • Position Codes • Location Codes • Project Codes • Shift • Pay Group • Citizenship Status • I9 Identification Document • I9 Eligibility Document • 2nd Form I-9 ID Document • 3rd Form I-9 ID Document 3. Enter a title for the new code set. 4. Enter an imported code and a PrismHR code. 5. Click Save for each table you add codes to (before switching to a different table). If you try to close the window without saving, the system warns you about unsaved changes.

Note: You do not need to set up any code translations for a client as the values can be edited on Screen 3. You would need a code translation set created only for values on the file that cannot be selected from existing records in PrismHR.

To manage existing code sets: 1. Select Code Translation Tables to open the Employee Import Code Translation Tables form. 2. Select a Table.

Click the Code Set link to open the Select Translation Table Code Set list and select a code set. Available code sets display in the form (the STD code set is always available). You can narrow the search by entering a keyword or filter by code set status (that is, All, Active, Obsolete). Reset the search field and filters if needed to start a new search. Note that code sets can specify translation values across all available tables.
Optional: Add an Imported Code and PrismHR code to the list.
After a code set and table are selected, the system displays Imported Codes on the left and equivalent PrismHR Codes on the right. You have these options: • Save: You can save a new code set, or save changes made to an existing code set. • Clone: Save changes to an existing code set and create a new code set. Name the new code set in the Code Set field. If a code already exists with that name, the system warns you with an error message. • Make Obsolete: Click to make the existing code set obsolete. You cannot perform this action on the STD code set. Imports in progress are able to use an obsolete code set if this code set was selected before it was made obsolete. If a code set is marked Obsolete, you cannot choose this value on the Apply Translation Code Set field on the Data Mapping screen. • Reactivate: This icon displays when you load an obsolete code set and you want to reactivate the code set. • Close: If changes are unsaved when you click Close, the system asks if you still want to close the window. Click Yes to delete unsaved changes and return to Batch Management, or click No to stay on the Employee Import Code Translation Tables form.

Creating and Editing Import Mappings Use the Import Field Mapping form to create or edit import mappings and map codes from your spreadsheet to PrismHR codes.

To access this form: From the Batch Management form, click Import Field Mapping (under Import Format Management). Or, from the Back Office menu, navigate to Operations|Action and click Import Field Mapping.

Autodetect From File File auto-detection provides a way to upload a sample file in the desired format (.csv or .txt) so the system can automatically detect how the file is set up.

Note: PrismHR recommends uploading a file and letting the auto-detect function assist with mapping.

When you upload the file, the system attempts to match up the incoming field names with PrismHR fields or pre-defined alternative field descriptions. This auto detection occurs during file upload and the system displays a process window that details the upload progress. Parameter values in File Settings are automatically selected based on the contents of the uploaded file. You can adjust these parameters and apply changes. The system flags these errors: • Duplicate column headers: You must change the duplicate header name and save changes. • No column headers: You must update column headers with names.

Once the file is uploaded and interpreted by the system, Column Mapping is updated to reflect how incoming field names match up with PrismHR fields. You can edit Imported Column Header and Prism Field to refine the field mapping.

File Settings Auto-detect parameters become active after a file is upload and includes these options: • Number of header lines to skip: This value controls how many rows in an uploaded spreadsheet are skipped before parsing it for values. Values range from 1-10, with a default of 1. • Delimiter: Available options are comma (default) and tab-delimited.

Import Field Mapping Section The Import Field Mapping section configures your settings to import field mappings into the system.

To set up the import field mapping: 1. Select a Type. Currently, the only available option is Employee; this field will be expanded to other types of imports in the future. 2. Select a Field Mapping ID (required) from the Select Field Mapping look-up table. Field mappings have been created that align with import spreadsheets: • Prism-Standard • Prism-Expanded (default) • HRP-Expanded These are based on the Expanded and Standard HRP import formats. They vary slightly from the originals in that they do not include blank or discontinued columns. The standard field mappings include PAY.GROUP, AUTO.PAY, and I9.FROM.OB in addition to the fields found in the HRP version of the import.

Note: Only spreadsheets that match the HRP-Expanded-TXT file can be imported without headers.

Enter a known field mapping ID or description in the Search Box. You can also filter results by status (All, Active, Obsolete).

Select an item from the results that display. The Import Field Mapping form displays with populated fields. For example:

Field/Control/Button Description Show Only Errors and Warnings Filters the status column so only errors and warnings are displayed. Filter by Required Filters the fields by their Required status. Options are: All, Yes, No, Conditional. Conditional fields are optional entries, such as Gender or Personal Email. Filter by Category Filters the field mappings by Category. Options are: All, Personal, Employment, Contact, Work Authorization, Pay, Tax, Benefits, Custom, I-9, Pay Allocations, HR. Status A green check mark indicates that a field match was found with the system. A red exclamation point indicates that the field was not recognized. A gold triangle means the autodetect function was not able to match the field with 100% accuracy and you need to check these fields to ensure they map to the correct PrismHR field. Imported Column Headers The headers (field names) in the import spreadsheet that are being mapped to the equivalent PrismHR fields. Prism Field You can enter PrismHR field codes manually, or click Prism Field

 Field/Control/Button                       Description
                                            to open the Select Field selector. This information should be
                                            checked against the list of existing PrismHR fields. After a field is
                                            validated, a Required? column is filled with Yes, No, or
                                            Conditional, which depends on Prism's standard requirement for
                                            a field. These labels are conditional, which indicates they are
                                            required under certain conditions: GENDER, HOME.STATE
                                            STATUS, EMAIL.ADDRESS, and AUTO.PAY.HOURS.

                                            If an added field is already in use, the system instructs you to
                                            remove the existing field if you want to associate it with a
                                            different column. If there is no matching Prism field against what
                                            is entered, the system says that no matching field is found. Blank
                                            cells with a value in the corresponding cell are validated when
                                            saving. The system warns there are one or more fields with no
                                            values in corresponding fields and to review and fix these errors
                                            before attempting to save again.
 Required                                   Indicates whether a field is required (Yes) or not (No). Global and
                                            Client field overrides are not displayed.
 Prism Field Description                    Friendly text description of the PrismHR field. For example, the
                                            code Client ID translates to Company ID.
 Category                                   Field category, such as Personal, Employment, Contact, and so
                                            on.
 Sample Data                                Displays a sample from the imported spreadsheet to assist in
                                            confirming the correct matching of fields. For example, First
                                            Name will display an employee name, such as John.
 Download Field Mapping Spreadsheet         Download an imported spreadsheet in a format that can be
                                            either TXT or CSV, depending on the file used to create the
                                            mapping via auto-detect. If a field mapping is created manually
                                            (not using auto-detect), the download file will be CSV.
 Save                                       You can save a new field mapping or save changes to a field
                                            mapping. The system flags any missing required fields, or it
                                            verifies that the definition was saved successfully.
 Clone                                       You can clone (copy) a field mapping, and then give the cloned
                                            field mapping a new ID and description (both fields are required).
                                            The system warns you if the ID already exists. If you make
                                            changes to a mapping before clicking Clone, the system asks
                                            whether you want to include any unsaved changes.

 Field/Control/Button                       Description
 Make Obsolete                               Click to make a field mapping obsolete. The system asks you to
                                            confirm that you want to perform this action. If you click Yes, the
                                            fields become read-only and the Make Obsolete button changes
                                            to Reactivate. If you click No, the system returns to the Import
                                            Field Mapping form. If you try to make a mapping obsolete while
                                            imports are in progress, the system warns you and does not
                                            perform this action.
 Reactivate                                 You can take an obsolete field mapping and reactivate it. The
                                            field mapping is then active and fields become editable once
                                            again
 Cancel                                     Click to clear the form.
 Note: There is a PrismHR default field mapping that uses the current expanded employee import
 spreadsheet called HRP-Expanded-CSV.

Enter a Description (required).
Click Save.

Editing Data in the Grid When working with data in the grid: • Click + to add a row at the bottom of the grid to add new field data. • Click > on any line in the grid to insert a row above that item. If you enter a value in Imported Column Header that matches a value in either UI LABEL, ORIGINAL EXP IMPORT CODE, or alternatives to the field name that the auto-detect routine recognizes, and then click or tab out of that cell, the system auto-fills the PrismHR Code field with the corresponding code.

Downloading a Spreadsheet The Download Field Mapping Spreadsheet button displays below the Field Mapping table, which lets you download a spreadsheet based on the saved field mapping that the system automatically generates. The imported column headers display in the first row, and in the second row, if a field is required, ‘Req.’ displays below the column header. For example:

To download a spreadsheet: 1. Set up your field mapping file as instructed in Import Field Mapping Section (page 13).

Click Download Field Mapping Spreadsheet and save to a local drive.

Setting Up the New Employee Import Use the New Employee Import page to indicate parameters that are used when importing new employees. This ensures that your imports are uploaded and fields are mapped correctly and enables you to see whether there are specific errors associated with the imported file. • When you either click or tab out of the import name field, the field mapping template is not changed to the first one in the drop down list. • If the data mapping template is selected before the import batch name is entered, the selection on the data mapping field is retained. • If you click Previous to return from Screen 2, the data mapping field retains the selected option.

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

To set up a new import:

Click Back Office .
From Operations|Action, click New Employee Import. The New Employee Import starting page appears.
Click New Import. The New Employee Import: Setup form opens.
Complete these fields:

Field Description Import Setup Import Name Enter a unique name for the import file (three characters or longer). You must fill in this field to activate the Next button. Special characters and trailing spaces are not allowed. • If the batch name contains a special character, the system displays the following warning: The Import Batch name cannot contain any special characters. • If the batch name contains one or more trailing spaces the system automatically removes them and saves the batch name. Field Mapping Select a field mapping for this import. The number of header rows to be skipped is also displayed. Click to select other import field mappings that align with the spreadsheet being imported. Active field mappings are listed in alphabetical order. Obsolete mappings do not appear in the drop-down.

 Field                                 Description
                                       Field mappings have been created that align with the import
                                       spreadsheet:
                                            •   Prism-Standard
                                            •   Prism-Expanded (default)
                                            •   HRP-Expanded

                                       Note: Only spreadsheets that match the HRP-Expanded file can be
                                       imported without headers.
 Header rows to be skipped:            Indicates the number of headers rows to be skipped during the
                                       import. Your import file needs to match this. This is read-only and
                                       the information is extracted from the settings on the selected field
                                       mapping field.
 Import File                           Click Upload File and select a file (.TXT or .CSV) from your local
                                       system to upload to PrismHR. After a file is uploaded, the file name
                                       appears next to the Upload File button as read-only text. If a new
                                       file is uploaded after one has already been uploaded, it replaces the
                                       existing file with the newer file.
                                       The file must contain headers and must match the field mapping
                                       format. If an incompatible format is uploaded, the system warns
                                       that the file is not .txt or .csv. Convert to the required format and try
                                       the upload again. If the uploaded file does not match the selected
                                       field mapping, the system will attempt to match it to an existing
                                       field mapping and confirm the selection.

Click Next. You are directed to Working with New Employee Import Data Mapping (page 18), Screen 2 in the Import Wizard.

Working with New Employee Import Data Mapping New Employee Import: Data Mapping is step 2 of the Import Wizard. This form displays the results of the import definition that you selected from imported data. It helps validate that the correct information was uploaded and the right settings were applied in Step 1 of the Import Wizard. This form has three panels: • Import Wizard Steps Indicator - Data Mapping is step 2 in the Import Wizard and the steps indicator highlights Step 2 Data Mapping to indicate where you are in the process. • Field Mapping - Determines the columns that appear in an import file and in what order. • Code Translations - Indicates the code set used for this import.

Understanding Field Mappings Field mappings determine what columns appear in your import file and in what order. If you are using a file downloaded from a third party, you might need to create a new field mapping to ensure that data is imported correctly. Note: All columns in this form are read-only, displayed for validation only. If the information looks incorrect, you may need to start over and select a different field mapping. Mapping columns include: • Column Letter - Corresponds to the column letter in the import file. • Imported Column Header - Title of the header specified in the import file. • Prism Field - Prism field code. For example, FIRST.NAME for First Name. • Prism Field Description - Friendly text description of the PrismHR field. For example, the code CLIENT.ID translates to Company ID. • Required - Indicates whether a field is required (Yes) or not (No). Global and Client field overrides are not displayed. • Sample Data - Displays a sample of what a field mapping generates for a specific code. For example, FIRST.NAME will display an employee name, such as John.

• Next - Opens the Enhanced Employee Import dialog and displays a list of import errors. Click Close to display Screen 3, Review and Fix Data (New Employee Import: Review). Click Report to view, download, or print a report of the import errors. • Previous - Returns to Step 1 in the Import Wizard. This lets you change a parameter or fix issues in the original import file by uploading a revised import file.

Reviewing New Employee Import The New Employee Import: Review form displays imported employee data that you can edit directly in each cell of the data mapping table. Only the columns that contain errors are displayed. This is Screen 3 of the New Employee Import Wizard and is not accessible through Search. The Import Overview dashboard displays: • Employees - Total number of employees in the import file • Companies - Total number of companies represented • Errors - Total of all errors (not rows with errors)

• Warnings - Total of all warnings (not rows with warnings) • Fixed - Total of all warnings and errors fixed by the user • Not Importing - The total of all employees either in the onboard process or selectively excluded from the import These totals are filters for the import file. As edits are made to the file, totals can change, such as the number of fixed items.

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

Reviewing and Fixing Data Imported data is translated into PrismHR codes. The data includes all columns that contain errors or warnings, which are highlighted in pink. These columns appear for all rows, even if those rows are free of errors. The columns that appear, regardless of spreadsheet order: • Status indicator (icons) - Hover over an icon for an employee to view a summary of errors or warnings. • First Name • Last Name • Company ID • Employee ID These columns do not horizontally scroll.

Understanding Import Corrections Erroneous data appears in the Import Corrections table, which is an editable inline grid. A red icon appears in rows containing erroneous data. For example, a zip code is highlighted because it does not contain 5 digits.

Editing Data You can correct data by entering it directly in the cell. If there is a code associated with the cell, a selector can be opened to select from a list of codes either by clicking on the look-up icon (magnifying glass) to the right of the data or by pressing Control+Enter in the highlighted cell. You can edit the text in all other fields, even those that do not contain errors. Use these keyboard shortcuts to navigate through the table: • Tab - Move right • Shift+Tab - Move left

• Up/Down Arrows - Move vertically.

Note: When you correct data and exit the field cell, the system automatically sends the entire Employee record back through the import engine to confirm if there are any additional errors.

Dates: You can either use the calendar date picker or enter the date manually. Quick date functions such as t for today’s date, or t-1 for yesterday’s date are supported. A horizontal scroll bar appears if the total width of all columns exceeds the overall table width. You can scroll by clicking the scroll arrows, or hold the Shift key while scrolling the mouse wheel. Note that the first four columns are frozen and do not scroll horizontally. Click the look-up icon (magnifying glass) to open the look-table associated with that field. The magnifying glass icon turns blue when you hover over it.

Hover over an error or warning icon to see this message:

Note the following: • If a row contains both a warning and an error, the error icon displays first. Once the error is cleared, the warning icon appears. Data with a warning flag can be edited. It is also possible to submit an import file with warnings. • A table cell with look-up icon indicates that a selector for that code type can be opened to make different selections. You can click on the icon or press Control+Enter to open the selector. Available selectors include: • Benefit Group • Cross Company EID • Department Code • Division

     •   Employer ID
     •   Employment Status/Type
     •   Ethnic Code
     •   Pay Group/Period
     •   Position Code
     •   Project
     •   Shift Code
     •   Work Group
     •   Worksite Location

• If inline help is displayed, you can still edit values in the table. • If the new value is correct, the pink background color is removed. • If you enter a non-existent code, the system tells you it does not exist. • If you remove a required code, the system tells you this code is required. • Filter counts displayed in the Import Overview Dashboard are updated when changes are made to the table. • You can assign selected employers to a particular worksite location for clients. If this occurs, you can only select that particular employer. If you are not assigning employers on the worksite location form, then the primary and alternate employers are shown on the lookup. • If an attribute value is an error for more than one employee, and the error is fixed either by entering it manually or selecting the value from a lookup table, the system asks whether you want to fix the other instances of this value. Similarly, if a value is cleared from a cell, and it appears in other cells, the system asks whether those other values should also be removed. If you correct errors by creating a new code, all cells with the same attribute are automatically corrected as well.

Note: All changes are automatically saved and a Changes Saved indicator displays.

Filtering Data One way to filter data is selecting options from the Show drop-down. You can show All employees, only errors or warnings, only employees in onboarding, or only employees not being imported. The number of employees filtered for an option appears in parentheses.

Sort Order Take note of the following for sorting information in the Import Corrections table:

•    The default sort order is first by employee last name, and second by employee first name. Sub-sorting
     within groups of identical fields is also employee last name with a secondary sort on employee first
     name.
•    Sorting is case-insensitive.
•    Status: First action is rows with errors, warnings, fixed, and then rows with no import errors (clear).
     Second action is the reverse of the first action.
•    Employee Fields: First action is an alphanumeric sort of 0-9, A-Z. The second action is a reverse
     alphanumeric sort of Z-A 9-0.
•    Date: First action is reverse chronological order, and the second action is the reverse of the first action.

Revalidation of Data When you click Submit on the Review screen, the system re-runs the import validation to determine whether any edits outside of the import workflow affect the data within the import. The Final Evaluation of Import Data screen opens with a system message saying it is evaluating the import data to ensure no associated data changes were made outside of the import. If no errors are found, the system proceeds with conversion. If errors are found, the system displays a message saying changes to client setup or codes were detected and that you need to review the data and fix any errors.

Adding New Codes You can add new codes for a client by clicking look-ups that are directly linked to the PrismHR form for that category.

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

To add a code (using Position as an example): 1. From Import Corrections on the Review form, click into a table cell with an error and press Control+Enter to launch the Select Position selector.

Click Create New Position to access the Select Position form for creating position codes. When new codes are created and saved, the system returns to the Review form. The table cell that triggered the code selector is updated with the new code.

Code Categories Code categories you can add with a Create New… link include: • Department Code - See Maintaining Departments. • Division - See Maintaining Divisions. • Position Code - See Defining Positions. • Project - See Maintaining Projects. • Shift Code - See Setting Company Shift Parameters. • Work Group - See Defining Work Groups. • Worksite Location - See Maintaining Worksite Locations.

Code Validation When you select a file to import, the system displays an error message if there are newly added codes that cause errors. You can then correct them and specify whether to include these new codes in the import. Codes can be added in the following ways:

• If a code was added from within the workflow import and it matches the imported or translated code, the system checks all rows for other instances of the same code. For all matching codes in the import, it clears the error highlighting on the table cell, updates the row icon and import dashboard to reflect the changes, and displays a message similar to this: 6 error(s) fixed with the addition of Position Code [BAR] • If a code was added from within the workflow import, it may differ from the imported or translated code because you changed the imported code while fixing an error. For example, you may have incorrectly entered BAT on the spreadsheet instead of BAR. In this case, the system checks all rows for other instances and if it finds any, it prompts you to specify whether to update all instances or only the highlighted cell. Based on your response, it clears the error highlighting on the relevant table cells, updates the row icon and import dashboard to reflect the changes, and displays a message similar to this: 6 error(s) fixed with the addition of Position Code [BAR] • If one or more codes are added outside of the workflow, you can correct them on the Review form. • If new errors are introduced, error counts on the table filter and dashboard are updated.

Understanding Company Import Information This panel displays Company ID, Company Name, and Import Options. This is data extracted from the import file and is read-only. The Import Options drop-down includes: • Auto-enroll employees in PTO and group benefits (default) • Do not auto-enroll

Note: PTO auto-enroll rules need to be set up and group benefit plans must be set to auto-enroll.

Employees are automatically added to the next payroll batch if one is available. Employees that are still in onboarding are not added to a payroll batch until they have completed onboarding.

Using Employee Exclusion Report Use this report to download a spreadsheet or report that includes all employees not imported to more easily review and address the issues that prevented importing and then upload them in a new import. The report lists excluded employees that were not imported (because either you or the application excluded the user), and creates a CSV file that includes all the columns for each employee. Data is not translated and edits made on the Review form are not included. An asterisk precedes each cell that contains an error and each row provides an additional column at the end that includes each error message. Tables on the Batch Management and Setup screens contain an Employees Not Included column and each row under the header includes a link to the file.

To exclude an employee: 1. From the Review & Fix Data form, click on the employee name, and in the pop-up, disable the Import Employee toggle. This is helpful when specific employee data cannot be addressed right away and is holding

up an import.

Uncheck the Import Employee box.

Note: If an employee is excluded, this appears as a filtering option in the Show drop-down. Employees in onboarding are automatically excluded from the import.

If an employee is excluded, the status icon changes to a Ban icon and the row’s background color changes

to light gray. After the import is submitted and converted, the system retains a record of excluded employees that you can download as a report. You can flip an employee’s status back to included, which returns any errors or warnings associated with that employee before they were excluded.

Download an Employees Excluded Report

To download this report: 1. From the Past Imports table on the New Employee Import dashboard, click a report link under the Employees Not Included column. The system downloads the file to your local drive. 2. Open the file for further analysis.

Confirming New Employee Import Use this form to confirm information for imports that have completed successfully (Step 4 in Employee Import Wizard). This form is not available using Search. You can also generate a report for the import and for the original import file so you can audit issues that arise post-import. Click Done once all information is checked and the import is finished; you are returned to the Batch Management screen.

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

The table that appears upon import completion displays: • Name - Name of the import file. Click the import file link to view a spreadsheet of imported employee data. Each successfully imported employee includes: • Client Name [ID] • Employer Name [ID] • Employee ID • Last Name • First Name • Job Title • Location • Department • Division • Project • Work Group • Shift • Original Hire Date • Pay Rate • Date Completed - Date the import was successfully submitted. • Processed by User - The person who submitted the import. • Number of Employees Imported - Number of employees successfully imported and converted. Does not include employees manually or automatically removed from the import. • Employees Not Imported - Text link displaying the number of employees manually or automatically removed from the import file. You can export this data as a report that helps review and fix issues that prevented importation and can later upload these employees in a new import file. • Original Import File - Name of the .txt or .csv file that was originally imported into Prism. Click the file link to view the unmodified, original file.

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PTO User Guide

Source PDF: https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/PTO-Guide.pdf
Original filename: PTO-Guide.pdf
Pages extracted: 135

PTO User Guide

Setup and administration of Paid Time Off on the PrismHR platform PrismHR 26.02.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.

Table of Contents PTO User Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Using the Time Off Setup Workflow Process 1 Getting Started 1 Understanding the Process Steps 2 Terminology Updates 2 Setting Up Time Off Plans 3 Using the Time Off Setup Workflow Form 3 Setting Up a Time Off Plan 4 Setting Time Off Plan Type 5 Understanding the Side Stepper 5 Setting the Time Off Type 6 Setting Up Employee Time Off 7 Navigating in the Set Up Plans Form 8 Setting Accrual Schedule 8 Setting Up Employee Accrual Time Off Plan 12 Defining Flat Amount by Hours Worked 16 Setting Pay Information 17 Setting Portal Configuration 18 Confirming Time Off Plan Settings 20 Navigating in the Confirmation Form 21 Finishing the Plan Setup 22 Understanding Time Off Setup Workflow Process Terminology 23 Accessing Time Off Setup Workflow Form 23 Terminology Updates 23

Chapter 2 Using the PTO Work Center 27 Accessing Leave Request Management Forms 28 Accessing PTO Adjustments and Maintenance Forms 29 Accessing PTO Plan Setup and Enrollment Forms 30 Accessing Forms 31 Accessing PTO Reporting Forms 32 Recalculating PTO Accruals 32 Chapter 3 Setting Up PTO Plans 35 Tracking Absences 35 Defining PTO Classes 36 Creating PTO Registers 37 Scheduling Holidays 41 Defining Intervals That Trigger an Accrual 42 Using Customized Accrual Subroutines 43 Learning About PTO Benefit Plans 43 Defining PTO Benefit Plans 44 Setting Up Flat Amount 47 Defining Months Worked 48 Defining Hours Worked (by Hours) 49 Defining Hours Worked (by Months) 51 Defining Hours Worked (by Position) 53 Defining Flat Amount by Hours Worked 54 Setting Up Flat Amount per Hours Worked Calculation Basis 56 Understanding Unlimited PTO Benefit Plans 60 Defining Unlimited PTO Plans 60 Defining First Year Prorated Amounts 61 Linking PTO Accrual Plans 62 Using Linked Accrual Plans Feature 63

       Setting Up the Linked Accrual Plans Feature                                64
       Understanding the Transfer Process                                         65
  Creating PTO Absence Codes                                                      65
    Defining Leave Requests                                                       66
  Specifying PTO Auto-enroll Rules                                                68
    Creating a PTO Auto-enroll Rule                                               69
    Controlling the Benefit Start Date                                            71
    Defining Multiple Rule Triggers                                               71
  Importing PTO Auto-enrollment Rules                                             74

Chapter 4 Setting Up Global PTO Plans 76 Background 76 Activating Global PTO Features 76 About the Features 77 Creating Global PTO Register Types 78 Creating Global Absence Codes 79 Creating Global PTO Benefit Plans 79 Opt-ins and Opt-outs 80 Opting Clients into Auto-enrollment and Accrual 80 Opting Employees out of Auto-enrollment and Accrual 80 Assigning PTO Plans on the State and Local Level 80 Deduction Logic 81 Reviewing Accrual Histories 83 Reviewing Global PTO Auto-Enrollments for a Payroll Batch 83 Configuring “Print On Check” Functionality 83 Setting Up Global PTO Register Types 84 Setting Up Basic Parameters 84 Optional Parameters 84 Maintaining Global PTO Benefit Plans 85

    Setting Up Basic Rules                                                        86
    Hourly Accrual and Accrual Thresholds                                         87
    Flat Amount per Hours Worked                                                  87
       Setting Maximum Accruals and Stopping Accruals                             87
       List of Options                                                            88
  Running the Global PTO Auto Enrollment Report                                   89
    Report Output                                                                 89

Chapter 5 Employee Portal Setup 90 PTO Approval Policies 90 Managers and Approvals 91 PTO in EP Menus 92 Chapter 6 Maintaining Employee PTO Information 94 Manually Enrolling Employees in PTO Register 94 About Benefit Start Dates 95 Understanding the Accrued Thru Date Field 95 Processing PTO Auto Register Enrollment 96 How PrismHR Uses the Accrued Thru Date for PTO Benefits 97 Entering Employee Absences 98 Adjusting Accrued or Carryover Hours for Employees 98 Importing PTO Adjustment Information 99 Auto-Enrolling Employees While Importing 101 Selecting Data 102 Tracking Employee Leaves of Absence 104 Actions Menu 105 Reactivating an Employee 105 Reviewing Status Type History 106 Deleting Mass Employee PTO Registers 106 Archiving Mass Employee PTO Registers 107

  Obtaining PTO Carryover Loss for Employees                          109

Chapter 7 Employee PTO Requests in EP 111 Log In and Access PTO 111 Request PTO 112 Cancel PTO Request 113 Inquiries 113 Viewing the Job Control Status Report 114 Performing an Employee PTO Register Inquiry 114 Viewing Employee PTO Register 118 Employee PTO Detail Report 119 Chapter 8 Managers and PTO in PrismHR 122 Working with Planned Time Off Requests 122 Viewing Planned Time Off Requests 122 Making Changes to an Employee’s PTO 122 Actions Menu 124 Approve or Deny PTO Requests 124 View or Cancel PTO Requests 125 Viewing Planned Time Off Requests 125 Making Changes to an Employee’s PTO 126

Chapter 1 Using the Time Off Setup Workflow Process The forms that you need to set up time off are available together in the Time Off Setup Workflow process, where you begin by selecting Time Off Setup Workflow on the Client|Change menu. When you access this menu option, the Time Off Setup Workflow form displays. For example:

Important! This process only applies to setting up new time off plans, not editing existing plans. (You can only edit existing plans in the legacy PTO Work Center. Click in the header area of the Time Off Setup Workflow form to access the legacy PTO Work Center. See Using the PTO Work Center on page 27.) Note the following: • The Time Off Setup Workflow feature is only available for service providers. • You can also access the Time Off Setup Workflow form either by entering the form name in the Search menu or by selecting Time Off Setup Workflow in the Plan Setup column, which you can access on the Work Centers Quick Access panel after selecting PTO Plan Setup and Enrollment.

Getting Started You can use the Time Off Setup Workflow form to continue setting up in-progress time off plans or create new time off plans. (See Setting Up Time Off Plans (page 3).) Note: To set up a new time off plan, click New Setup, which displays the Add Time Off Setup Batch form, where you can name the batch.

Understanding the Process Steps The Time Off Setup Workflow process provides access to the following: • Step 1, Time Off Type: Begin the time off setup process using the Time Off Type form, which you can access from the Time Off Setup Workflow form (see Setting Up Time Off Plans). In this step, you will set the type for the time off plan. (See Setting Time Off Plan Type.) • Step 2, Set Up Plans: Create or update the employee time off accrual schedule, plan, pay, and portal configuration. (See Setting Up Employee Time Off on page 7.) • Step 3, Time Off Confirmation: Review the saved information from steps 1 and 2 and make updates. (See Confirming Time Off Plan Settings on page 20.) • Finalizing the information: After confirming that the information is correct click Finish Setup, which commits the saved time off plans to the system. 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 PTO Work Center. A message displays, “After finishing the setup all future updates will take place outside of this workflow. Do you wish to continue?” Click Yes to continue the process. The Creating Time Off Setups progress window displays. Click Close to return to the Time Off Setup Workflow form. 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 forms: PTO Classes, PTO Register Types, PTO Benefit Plans, and PTO Absence Codes. Note: If you do not have access to a form in the Time Off Setup Workflow, it does not display in the list.

Terminology Updates To help familiarize yourself with the new Time Off Setup Workflow terminology, note the following terms now in use when compared to the legacy PTO Work Center terminology:

Legacy PTO Work Center Term Time Off Setup Workflow Process Term PTO Class Time Off Type PTO Register Type Accrual Schedule PTO Benefit Plan Time Off Plan PTO Absence Codes Time Off Pay

Note: For a detailed comparison of terminology changes, see Understanding Time Off Setup Workflow Process Terminology.

Setting Up Time Off Plans You can use the Time Off Setup Workflow form to continue setting up in-progress time off plans or create new time off plans. For example:

Important! You cannot update existing plans using the Time Off Setup Workflow process. Instead, you must edit existing plans in the legacy PTO Work Center. (Click in the header area of the Time Off Setup Workflow form to access the legacy PTO Work Center.) Note the following: • The Time Off Setup Workflow form is only available for service providers. For more information about the Time Off Setup Workflow process, see Using the Time Off Setup Workflow Process. • You can access the Time Off Setup Workflow form either by entering the form name in the Search menu or by selecting Time Off Setup Workflow in the Plan Setup column, which you can access on the Work Centers Quick Access panel after selecting PTO Plan Setup and Enrollment.

Using the Time Off Setup Workflow Form The Time Off Setup Workflow form contains two panels: • Client Time Off Setups in Progress: This panel lists the in-progress time off plans in numerical order, which you can Filter by User. The following information displays in this panel:

 Column                     Description
 Batch ID                   Displays the batch number that was assigned to the time off plan.
                            (Clicking the number in the Batch ID column displays the Time Off Type
                            form. You can edit the steps of the workflow and save any changes.)
 Name                       Displays the name of the time off plan.
 Status                     Displays the last step the user completed for the time off plan.

 Column                      Description
                             Note: Click the link in the Status column to proceed directly to the time
                             off plan's step in the Time Off Setup Workflow process.
 Time Off Type               Displays the time off plan type that was selected in the batch.
 Last Modified Date          Displays the date, in MM/DD/YYYY format, when the time off plan was
                             last modified.
 Last Modified User          Displays the user ID of the last user who modified the time off plan.
 Actions                     Select Delete (    ) to delete an in-progress time off plan.

• Past Setups: This panel displays time off plans created in the selected time period, so you can search for existing plans. (The date range defaults to a range of 30 days, where the To date (end date) displays as the current date.)

Setting Up a Time Off Plan You can create a new time off plan by selecting New Setup in the Client Time Off Setups in Progress panel. The Add Time Off Setup Batch form displays, where you can name the batch.

To set up a time off plan: 1. Click the Client menu. 2. From Client|Change, select Time Off Setup Workflow. The Time Off Setup Workflow form opens. 3. Complete the following as appropriate:

 Panel                              Description
 Client Time Off Setups in          Select New Setup to create a new time off plan. The Add Time
 Progress (required)                Off Setup Batch form displays where you can name the batch.
                                    (After naming the batch, that name displays back in the Time Off
                                    Setup Workflow form.)
                                    Note the following when using the Add Time Off Setup Batch
                                    form:
                                     •     The Batch ID is automatically named "NEW" after clicking
                                           Save.
                                     •     Each client starts a Batch ID at 1000, and every new batch
                                           they create increments from there.
                                     •     You must create a batch Name before clicking Save.

 Past Setups (optional)             Search for time off plans by entering or selecting the time period
                                    when the plan was created. The batches that meet the date

 Panel                              Description
                                    criteria display, where you can view the batch ID, batch name,
                                    when the batch completed, and the user who processed the
                                    batch.

Select the plan you just created. The Time Off Type form displays. To proceed in setting up a time off plan, follow the instructions in Setting Time Off Plan Type.

Setting Time Off Plan Type You can use the Time Off Type form to set the type for the time off plan. For example:

Note: The Time Off Type form displays as step 1 in the Time Off Setup Workflow process, which is accessible from the Time Off Setup Workflow form (see Setting Up Time Off Plans). (This form and its accompanying Add Time Off Type form cannot be accessed in the search menu and cannot be added to a user role. See Using the Time Off Setup Workflow Process.)

Understanding the Side Stepper The side stepper displays your position in the Time Off Setup Workflow process. As you move through the process, each completed step displays in green. For example, the step shown in green below, Time Off Type, confirms that the time off type was selected (step 1), so you need to complete step 2, Set Up Plans, the next step in the process, which is highlighted in black:

Note: Steps that display in gray are not complete.

Setting the Time Off Type You can use the Time Off Type form to set the type for a time off plan by either selecting a standard time off type in the list that displays (the type description displays in highlighted text with the type name displaying underneath) or creating a new type.

To set the type for a time off plan: 1. Click the Client menu. 2. From Client|Change, select Time Off Setup Workflow. The Time Off Setup Workflow form opens. 3. Select the time off plan in the Batch ID column where you need to set the type. The Time Off Type form displays. 4. Select the Time Off Type from the options that display (the type description displays in highlighted text with the type name displaying underneath) or select Add Type to add a new type. For example, you can create a new “Personal Holiday” time off type in the Add Time Off Type form that displays. (Both fields in the Add Time Off Type form are required.) Note the following: • You can only select one time off type. • You cannot duplicate existing time off types. Therefore, if you enter an existing Time Off Type Code the current description displays. If you update the current description, the system processes the updated description after you process the entire workflow. 5. Do one of the following:

a. Click        to advance to the Set Up Plans form, which is step 2 in the Time Off Setup Workflow process
   (see Setting Up Employee Time Off). (The         button is disabled if you did not select a time off type.)
   The system enables the Time Off Type step on the left side by displaying the step number in green,
   confirming that this step is complete.

b. Click              to save the time off type and return to the Time Off Setup Workflow form.

Note: You can edit existing time off types by clicking the pencil icon ( ), which opens the Add Time Off Type form where you can update the Type Description.

Setting Up Employee Time Off You can use the Set Up Plans form to create or update the employee time off accrual schedule, plan, pay, and portal configuration. Note: The Set Up Plans form displays as part of step 2 in the Time Off Setup Workflow process, which is accessible when you select a time off type in the Time Off Type form and click (see Setting Up Time Off Plans). (This form cannot be accessed in the search menu and cannot be added to a user role. See Using the Time Off Setup Workflow Process.) There are four panels in the Set Up Plans form:

You can do the following in these panels: • Setting Accrual Schedule: Use the Accrual Schedule panel to set when employees accrue time off. • Setting Up Employee Accrual Time Off Plan: Use the Plans panel to set up the plan that determines how much time off employees will accrue. • Setting Pay Information: Use the Pay panel to set the pay information for the time off type, which includes setting the Pay Code and Accrual Schedule. • Setting Portal Configuration: Use the Portal Configuration (Optional) panel to indicate whether an employee can submit a time off request in Employee Portal (EP). (All settings in this panel are optional.) Note the following when working in the Set Up Plans form:

• You cannot access the Set Up Plans form in the search menu and or add this form to a user role. • Clicking in the Time Off Type form incorporates the time off type’s description in the header that displays at the top of the Set Up Plans form (that is, Set Up Plans). For example, if you select the “PTO Accrual” type, the header displays as “Set Up PTO Accrual Plans.” • You can move through the panels without selecting any settings. However, you must complete all the required fields in the panels before moving on to step 3, the Confirmation form. (The button is disabled until you complete this step.)

Navigating in the Set Up Plans Form Use the buttons in the Set Up Plans form to do the following:

Click Action Opens a panel. Collapses an open panel. Saves the information in the current open panel, then closes that panel and returns to the panel above. Saves the information in the current open panel, then closes that panel and advances to the next panel in the form. For example, if you click in the Accrual Schedule panel, the Plans panel opens. (You can advance to the next panel even if all the fields in the open panel are not complete.) Returns to the Time Off Type form.

                 Advances to the Confirmation form, which is step 3 in the Time Off Setup
                 Workflow process.
                 Note: You must complete all the required fields in the panels before moving on to
                 step 3, the Confirmation form. (This button is disabled until you complete those
                 fields.)
                 Saves your information and returns to the Time Off Setup Workflow form.

Setting Accrual Schedule Use the Accrual Schedule panel to set when employees accrue time off. (This panel defaults to open.) For example:

Note the following when working in the Accrual Schedule panel: • You cannot change data after the system populates it in this panel. • Select Create New Schedule to remove populated data and create a new accrual schedule. • If you create a new time off plan (see Setting Up Time Off Plans (page 3)) and select an existing Schedule Code for the accrual schedule a warning displays, “is an existing Accrual Schedule and cannot be changed.”


To set the accrual schedule for a time off type: 1. Click the Client
menu. 2. From Client|Change, select Time Off Setup Workflow. The Time
Off Setup Workflow form opens. 3. Select the time off plan in the Batch
ID column where you need to set the accrual schedule. The Time Off Type
form displays. 4. Select the Time Off Type from the options that display
(the type description displays in highlighted text with the type name
displaying underneath) and click . The Set Up Plans form displays using
the title of the time off type you selected. For example, Set Up PTO
Accrual Plans. 5. Complete the following:
   Field                     Description
   Schedule Code             Enter a unique Schedule Code for this accrual schedule. For example, V
                             for vacation, S for sick, or P for personal time. (Required.)
                             Note: Click Create New Schedule to select a new accrual schedule for this
                             time off type.
   Description               Enter a description for the accrual schedule. (Required.)
   Plan Year Based On        Select the plan year that this accrual schedule tracks, such as Fiscal.
PTO User Guide © 2026 PrismHR 9  Chapter 1 Using the Time Off Setup
Workflow Process
   Field                     Description
                             (Required.)
   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 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 option.
                             •    Anniversary Month: Accruals calculate when the on option 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. The system
                                  triggers this accrual frequency when the on option crosses over the
                                  employee’s anniversary day.
                             •    End of Month: The system triggers this accrual frequency 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
                                  option.
                             •    End of Quarter: The system triggers this accrual frequency 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
                                  option.
                                 Note: A warning message displays when you select End of Quarter,
                                 "Warning: Flat amount is the only Plan Accrual Method supported by
                                 End of Quarter Accrual Frequency. The Year End Basis 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.
PTO User Guide © 2026 PrismHR 10  Chapter 1 Using the Time Off Setup
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   Field                    Description
                            •   First of Year: Employees receive a lump-sum accrual at the
                                beginning of the fiscal year. The First of Year trigger works exactly
                                the same as the End of Year trigger, 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: The system triggers this accrual frequency
                                when the pay period includes the first day of a month. Accruals
                                calculate for the previous month.
                            •   First of Current Month: The system triggers this accrual frequency
                                when the pay period includes the first day of a month. Accruals
                                calculate for the current month.
                            •   First of Quarter: The system triggers this accrual frequency when
                                the pay period includes the first day of a new quarter for employees
                                enrolled in a 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 on option. 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 the following:
                                •   A warning message displays when you select First of Quarter,
                                    "Warning: Flat amount is the only Plan Accrual Method
                                    supported for FQ Accrual Frequency." Click OK to continue.
                                •   You can only select Pay Date as the on option 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 (page 41).
                            •   Prior Year Accrual: The system triggers this accrual frequency in the
                                balance register to move the accrued time off from the accrual plan
                                to the balance plan. The system initializes the on option 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
                                Plan Year Based On field. (Either way, the transfer of hours happens
                                during the pay period in which that year-end date occurs.)
                            •   Custom Basic Routine: Select this accrual frequency when the
                                client’s trigger methodology is unique and requires a custom routine
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   Field                       Description
                                    to implement it. For more information, see Using Customized
                                    Accrual Subroutines (page 43).
                                •   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 (page 42).
                                    Note: This option is available only when you set the Plan Year Based
                                    On to Anniversary.
   on                          Select the date 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.
   Auto-enroll Thru Date is Select to force the accrued through date to be the day before the start
   Day Before Start Date    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 Select to display a warning during payroll initialization if an employee
   Hours Used Than         uses more hours than currently available.
   Available
   Obsolete                    Select if this accrual schedule is no longer used. The system will not
                               calculate accruals or update existing employee registers.
   Paid Absence                Select to indicate that this Accrual Schedule is for tracking paid absences.
                               (This option is for informational purposes only.)

Do one of the following:

Click in the Accrual Schedule panel to open the Plans panel and
complete those settings.
Click to save the accrual schedule settings and return to the
Time Off Setup Workflow form.


Setting Up Employee Accrual Time Off Plan Use the Plans panel to set
up how much time off employees accrue. (You can set up multiple plans,
such as a full-time plan and a part-time plan.) For example:
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Use the buttons in the Plans panel to do the following:
Click Action To create a new plan. A blank plan opens below the
current open plan. (This button is located at the bottom of the panel,
so you can easily add another plan without scrolling up to the button at
the top of the panel if you have many plans open.) To create a duplicate
plan of the current open plan (displays beneath it), so you can use that
plan’s selections to quickly set up another plan. To create a new plan,
which displays as a blank plan below the current open plan. (This button
is located at the top of the panel.) To delete the selected plan. After
clicking a warning message displays, “Are you sure you want to delete
this plan?” Click Yes to continue.
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To set up the employee accrual time off plan: 1. If the Plans panel
is not open, click the plus sign ( ) to open it. 2. Complete the
following:
   Field                              Description
   Plan Code                          Enter a unique code for this plan.
                                      Note: To reuse information from an existing plan, select Copy
                                      from another plan.
   Description                        Enter a description for this plan.
   Accrual Method                     Select the Accrual Method used to accrue paid time off.
                                      Additional fields become available based on this selection.
                                      Note: For more information about the Flat Amount by Hours
                                      Worked option, see Defining Flat Amount by Hours Worked.
   Add Hours To Balance On First      Enter a flat amount to add on the accrual balance when the first
   Accrual                            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.)
   Accrue On Arrear Voucher           Select if hours should accrue on arrearage vouchers.
   Annual Carryover                   Enter the maximum number of unused hours that employees can
                                      carry over from one year to the next.
                                      Note: If the client’s employees cannot carry over unused Time
                                      Off hours, enter 0 in the Annual Carryover field. If there is no
                                      maximum number of hours, enter 9999.99.
   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.
   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.
   Allow Negative Carryover           Select if employees’ negative hours can carry over from one year
                                      to the next.
   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
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   Field                               Description
                                       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        Enter the maximum use limit per register year that the employee
   Year                                can use.
   Display Payroll Warning When Select if the system must stop the calculation/initialization step
   Maximum Usage Limit Exceeded of the timesheet process when one or more employees exceed
                                the Max Usage Limit Per Plan Year.
   Display Used Amount on Pay          Select this setting to display, on the memo line of the employee
   Stub                                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 accrual schedule.
                                       Note the following:
                                        •   Most check formats support a maximum of four memo
                                            lines.
                                        •   Currently, this setting prints the Plan Description in the
                                            memo line. This will be corrected soon to use the value in
                                            the Description for Pay Stub field on the Accrual Schedule
                                            panel. If you need to use this feature in the meantime, we
                                            recommend updating the Plan Description field to match or
                                            resemble the Pay Stub Name.

   Suppress Pay Stub Printing 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.
   Obsolete Date                       Enter the plan expiration date. After this date, no paid time off
                                       accrues for this plan.

Do one of the following:

Click in the Plans panel to open the Pay panel and complete those
settings.


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b. Click              to save the plan settings and return to the Time Off Setup Workflow form.
Defining Flat Amount by Hours Worked Define Flat Amount by Hours
Worked as the Accrual Method for plans using the Flat Amount per Hours
Worked panel.
To define flat amount by hours worked: 1. In the Accrual Method field
in the Plans panel, select Flat Amount by Hours Worked to view the Flat
Amount per Hours Worked panel. 2. 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. 3. 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. 4. To indicate whether the system should
accrue a fraction of hours if the time off 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. 5. Complete the following:
 Use this option                           To do this
 Maximum Amount Accrual Per Year           Enter the maximum number of hours accrued per year.
 Apply Carryover Toward Maximum            Enable the Apply Carryover Toward Maximum Amount
 Amount Accrual Per Year                   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 time off when the
                                           carryover hours plus the accrued hours reach the Maximum
                                           Amount Accrual Per Year value.
 Stop Accrual if Balance Reaches           Enter the number of hours the system stops accruing hours.
 Apply Current Hours Taken Before          Subtract the hours used before applying a stop-balance
 Applying Stop-Balance Limits              limit. If you do not select this option, the system ignores the
                                           hours used.
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Setting Pay Information Use the Pay panel to set the pay information
for the time off type, which includes setting the Pay Code and Accrual
Schedule. (You must enable Updates Employee’s Time Off Bank to display
the Accrual Schedule field.) For example:
To set the pay information for a time off type: 1. If the Pay panel
is not open, click the plus sign ( ) to open it. 2. Complete the
following:
   Field                       Description
   Absence Code                Enter a brief, descriptive code that represents the absence type, such as
                               SICK for an employee illness.
                               Note: An error displays if you enter an existing Absence Code, "<Code>
                               is an existing Absence Code."
   Reason                      Enter a descriptive reason for the absence (required), such as Sickness.
                               This reason displays on the absence report.
   Updates Employee's Time Select whether to post the hours using this absence code to employee's
   Off Bank                time off bank.

                               Note: If the absence type accrues time, it will update the employee's
                               time off bank 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, may not update an employee's time off bank.
   FMLA Leave                  Select for an absence that is a Family Medical Leave Act event.
   Pay Code/Description        Enter a value that, when paid to employees, deducts the hours paid
                               from the employee's time off bank for this absence code. The Pay
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   Field                         Description
                                 Description displays. (These settings apply when users enter time on
                                 the timesheet or import them.)
                                 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                       If this absence updates an employee's time off bank, enter each of the
   Schedule/Description          relevant Accrual Schedules. The Description displays.
                                 The system automatically populates the Accrual Schedule field with the
                                 following data from the Schedule Code field on the Accrual Schedule
                                 panel:
                                 •    New Accrual Schedule: Data created for a new schedule using
                                      Create New Schedule.
                                 •    Existing Accrual Schedule: Data from an existing schedule using
                                      Use Existing Schedule. (Selecting this link opens the Select PTO
                                      Register Type list, where you can select an existing schedule for
                                      the time off plan.)
                                 Note the following:
                                 •    The system re-populates the Accrual Schedule field anytime you
                                      update the Schedule Code on the Accrual Schedule panel.
                                 •    All accrual schedules specified for an absence code must have the
                                      same Time Off Type.

   Time Off Type                 Displays system-level paid time off type for accrual schedule.

Do one of the following:

Click in the Pay panel to open the Portal Configuration
(Optional) panel and complete those settings.
Click to save the accrual schedule settings and return to the
Time Off Setup Workflow form.


Setting Portal Configuration Use the Portal Configuration (Optional)
panel to indicate whether an employee can submit a time off request in
Employee Portal (EP). (All settings in this panel are optional.) For
example:
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Note: These settings control how the absence code behaves in Employee
Portal (EP). (Absence codes are specialized reason codes that describe
the reason for employee absences.)
To set the portal configuration for a time off type: 1. If the Portal
Configuration (Optional) panel is not open, click the plus sign ( ) to
open it. 2. Enable the Can Request This Time Off Type in Portal field to
allow employees to request time off using Employee Portal (EP). 3.
Complete the following:
   Field                         Description
   Minimum Hours Per             Enter the minimum number of hours that employees can request in
   Request                       advance for this absence type.

   Maximum Hours Per             Enter the maximum number of hours that employees can request in
   Request                       advance for this absence type.
   Can Request This Many         Enter the maximum number of days into the future for which
   Days in Advance               employees can request this type of absence.
   May Request With a            Select if employees are allowed to submit leave requests when they
   Negative Balance              have a negative hours balance.
   Maximum Negative Hours        Enter the maximum amount of hours that an employee's balance is
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   Field                         Description
                                 allowed to be in the negative when a leave request is submitted.
   After Leave is Taken,         Specify how soon a leave request can be made after an employee has
   Requests Can Be Made          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)

   Suppress Notifications for    Select to suppress email notifications for leave request approvals.
   Leave Requests
   Auto-accept Leave             Select to have the system automatically accept approved leave
   Requests on Time Sheet        requests in the timesheet, which displays a green dot in the Leave
                                 Request column.
   Leave Pay Code                Enter or select the pay code that will reduce the relevant employe
                                 time off bank. The system also uses this code on the timesheet to pay
                                 leave hours.
   Pay Method                    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 eight hours under the associated Pay code, the system
                                      will reduce the number of REG timesheet hours to 32.

If you completed all the required fields in the panels, click to
access step 3, the Confirmation form. (See Confirming Time Off Plan
Settings on page 20.)

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:
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Note: If you need to make a change to the plan information, click to
return to the panels in the Set Up Plans form and make that update. Then
proceed to the Confirmation form by clicking . 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 Opens a panel. Collapses an open panel. Collapses the
panel details. Opens each panel and displays their details. Returns to
the panel in the Set Up Plans form, where you can make updates. Returns
to the Set Up Plans form, where you can make changes to plan
information.
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Click Action Proceeds to the Confirmation form, if you returned to
the Set Up Plans form to make a change. Completes step 3 by committing
the saved plan to the system. 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:
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 PTO Work Center. Click Yes
to commit the saved plan to the system. A progress window displays. For
example:
Click Close to return to the Time Off Setup Workflow form. 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.
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Understanding Time Off Setup Workflow Process Terminology The forms
that you need to set up time off are available together in the Time Off
Setup Workflow process, where you begin by selecting Time Off Setup
Workflow on the Client|Change menu. When you access this menu option,
the Time Off Setup Workflow form displays. Note: This feature is only
available for service providers. Important! This process only applies to
setting up new time off plans, not editing existing plans. (You can only
edit existing plans in the legacy PTO Work Center. Click in the header
area of the Time Off Setup Workflow form to access the legacy PTO Work
Center. See Using the PTO Work Center on page 27.)
Accessing Time Off Setup Workflow Form To ensure whether you have
access to the Time Off Setup Workflow form, update your setting on the
User Roles form. For example:
Terminology Updates To help familiarize yourself with the new Time
Off Setup Workflow terminology, note the following terms now in use when
compared to the legacy PTO Work Center terminology:
Legacy PTO Work Center Term Time Off Setup Workflow Process Term PTO
Class Time Off Type PTO Register Type Accrual Schedule PTO Benefit Plan
Time Off Plan PTO Absence Codes Time Off Pay
A comparison of the terminology used in the legacy PrismHR PTO Work
Center against its counterpart Time Off Setup Workflow process displays
below:
Legacy Form Legacy Field Name New Field Name PTO Class PTO Class Time
Off Type Code PTO Class Class Description Type Description PTO Register
Type PTO Type Code Schedule Code PTO Register Type Description
Description PTO Register Type Year End Basis Plan Year Based On
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Legacy Form Legacy Field Name New Field Name PTO Register Type Fiscal
End Month/Day Last Day of Fiscal Year
PTO Register Type Trigger Method Accrual Frequency PTO Register Type
Trigger Date On PTO Register Type Print On Check Print On Pay Stub PTO
Register Type Pay Stub Name Description for Pay Stub PTO Register Type
Inactive Register Obsolete PTO Register Type Auto-enroll Through-Date is
Day Before Auto-enroll Thru Date is Day Before Start Date Start Date PTO
Register Type Display a Warning if Employee Uses Payroll Warning if More
Hours More Hours Than Available Used Than Available PTO Benefit Plan PTO
Plan Plan Code PTO Benefit Plan Plan Description Description PTO Benefit
Plan Calculation Basis Accrual Method PTO Benefit Plan Annual Carryover
Annual Carryover PTO Benefit Plan Lifetime Maximum Carryover Lifetime
Carryover
PTO Benefit Plan Negative Carryover Alllow Negative Carryover PTO
Benefit Plan Carryover Expiration Carryover Expiration PTO Benefit Plan
Suppress Print Period Suppress Pay Stub Print For PTO Benefit Plan
Accrue on Arrears Accrue On Arrear Voucher PTO Benefit Plan Add to
Balance On First Accrual Add Hours To Balance on First Accrual PTO
Benefit Plan Plan Expires Obsolete Date PTO Benefit Plan Usage Waiting
Period Usage Waiting Period
PTO Benefit Plan Max Usage Limit Per Plan Year Maximum Usage Limit
Per Plan Year PTO Benefit Plan Stop Init If Exceed Limit Display Payroll
Warning when Maximum Usage Limit Exceeded PTO Benefit Plan Display Used
Amt on Check Stub Memo Display Used Amount on Pay Stub
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Legacy Form Legacy Field Name New Field Name PTO Absence Codes
Absence Code Absence Code PTO Absence Codes Reason Reason PTO Absence
Codes Updates PTO Register Updates Employee’s Time Off Bank
PTO Absence Codes FMLA Leave FMLA Leave PTO Absence Codes Global PTO
Not available in the Time Off Setup Workflow feature PTO Absence Codes
Pay Code Pay Code PTO Absence Codes Pay Description Pay Description PTO
Absence Codes Register Types Accrual Schedule PTO Absence Codes
Description Description PTO Absence Codes PTO Class Time Off Type PTO
Absence Codes Enable in Employee Portal Can Request This Time Off Type
in / Leave Request Portal Processing PTO Absence Codes Minimum Hours per
request Minimum Hours Per Request / Leave Request Processing PTO Absence
Codes Maximum hours per request Maximum Hours Per Request / Leave
Request Processing PTO Absence Codes Can request this many days in
advance Can Request This Many Days in / Leave Request Advance Processing
PTO Absence Codes May request with a negative balance May Request With a
Negative / Leave Request Balance Processing PTO Absence Codes Maximum
Negative Hours Maximum Negative Hours / Leave Request Processing PTO
Absence Codes After leave is taken, requests can be After Leave is
Taken, Requests Can / Leave Request made Be Made: Processing
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Legacy Form Legacy Field Name New Field Name PTO Absence Codes Up to
this many days in the past Up to this many days in the past / Leave
Request Processing PTO Absence Codes Don not allow requests that
occurred Do not allow requests that / Leave Request prior to the payroll
in progress occurred prior to the payroll in Processing progress PTO
Absence Codes At Any time At any time / Leave Request Processing PTO
Absence Codes Suppress Notifications for Leave Suppress Notifications
for Leave / Leave Request Requests Requests Processing PTO Absence Codes
Auto-accept Leave Requests on time Auto-accept Leave Requests on / Leave
Request sheet Time Sheet Processing PTO Absence Codes Leave Pay Code
Leave Pay Code / Leave Request Processing PTO Absence Codes Pay Method
Pay Method / Leave Request Processing PTO Absence Codes Leave Offset Pay
Code Leave Offset Pay Code / Leave Request Processing
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Chapter 2 Using the PTO Work Center The forms that you need to
perform a PTO process, change, or setup are available together in the
legacy PTO Work Center, which is accessible from the Work Centers Quick
Access panel. (Note: You can still access the individual PTO forms from
their respective menus on the menu bar.) Important! This original PTO
Workflow process has been replaced by the enhanced Time Off Setup
Workflow process (see Using the Time Off Setup Workflow Process), which
provides user-friendly forms to process employee time off plans for your
clients. However, you must use the PTO Work Center to edit existing PTO
processes. Note: The Time Off Setup Workflow feature is only available
for service providers. The following centers display in the PTO Work
Center:
Note: This feature is only available for service providers. However,
if you apply the service provider dashboard (HRPY.WORK_DASH or
HRPY.WORK_ENHANCED.DASH) to a worksite manager/worksite trusted advisor
role in the Global Configuration form, when you log in to one of the PTO
work centers as a WSM/WTA that has that center’s process ID added to
their user role the menu displays on the dashboard in the Quick Access
panel. The PTO Work Center provides access to the following:
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• Leave Request Management: Provides access to the forms where you
can process approved, backdated leave requests for salaried employees by
creating a manual check adjustment, and review and make changes to
employees’ time off (PTO) requests. (See Accessing Leave Request
Management Forms on page 28.) • PTO Adjustments and Maintenance:
Provides access to the forms where you can enter and maintain employee
absences and the PTO registers. (See Accessing PTO Adjustments and
Maintenance Forms on page 29.) • PTO Plan Setup and Enrollment: Provides
step-by-step access to the plan setup forms, and access to the PTO
enrollment forms. (See Accessing PTO Plan Setup and Enrollment Forms on
page 30.) • PTO Reporting: Provides access to all the PTO reports. (See
Accessing PTO Reporting Forms on page 32.) Note: If you do not have
access to a form in the PTO Work Center, it does not display in the
list. When you select a center, another window opens that displays the
forms you can access for that center. For example, selecting Leave
Request Management opens the following window:
After you select an option from a center, the form associated with it
displays. For example, if you select Backdated Leave Request Processing,
the following form displays:
You can obtain instructions on how to use the form by clicking
(Help). You can also use the option to open another form in the PTO Work
Center menu. For example, clicking on the Planned Time Off Requests form
opens the Leave Request Management Center.
Accessing Leave Request Management Forms The Leave Request Management
Center provides convenient access to the forms required to perform the
following functions: • Backdated Leave Request Processing: Use the
Backdated Leave Request Processing form to process approved, backdated
leave requests for salaried employees by creating a manual check
adjustment.
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Center
Note: This form is only available for service providers.
• Planned Time Off Requests: You can review and make changes to
employees’ time off (PTO) requests in the Planned Time Off Requests
form. Note: If you do not have access to a form in the Leave Request
Management Center, it does not display in the list. (See the Human
Resources User Guide for more information about these forms.)
To access the Leave Request Management Center: • On the Work Centers
panel, click Leave Request Management. • Select the form you want to
access. (You can still access the forms by entering the form name in the
Search menu or selecting it from the regular menus.)
To get detailed instructions for using the open form:
• Click (Help) in the header area.
To return to the Leave Request Management page: • Click in the header
area of the form.
Accessing PTO Adjustments and Maintenance Forms The PTO Adjustments
and Maintenance Center provides convenient access to the forms required
to perform the following functions:
Adjustments • Employee Absence: Use the Employee Absence form to
enter employee absences from work. This is time off that will affect the
employee’s PTO register. (See Entering Employee Absences on page 98.) •
Employee PTO Register Adjustment: Use the Employee PTO Register
Adjustment form to adjust an employee’s number of accrued hours or
carryover hours from a previous year. You can also adjust the accrued
through date. (See Adjusting Accrued or Carryover Hours for Employees on
page 98.) • PTO Register Adjustment Import: Use the PTO Register
Adjustment Import process to import PTO adjustment information and to
generate an error report and a transaction report. (See Importing PTO
Adjustment Information on page 99.) • PTO Accrual Recalculation: Use the
PTO Accrual Recalculation form to recalculate PTO accruals for the
selected PTO Class, Register Type, and PTO Benefit Plan for the current
plan year. (The date range automatically adjusts for each employee based
on the year-end date in their register.) This form is helpful in case
the initial setup was incorrect or you need to make a bulk adjustment.
However, you must first update the PTO benefit plan/register for a PTO
recalculation to appear. (See Recalculating PTO Accruals on page
32.)
Maintenance • Employee PTO Register: Use the Employee PTO Registers
form to view paid time off (PTO) for an employee, including the details
of time accrued and taken. (See Performing an Employee PTO Register
Inquiry on page
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Center
114.)
• Employee PTO Register Inquiry: Use the Employee PTO Register
Inquiry form to view an employee’s accrued paid time off and a list of
time taken. (See Viewing Employee PTO Register on page 118.) • Mass
Delete Employee PTO Registers: Use the Mass Delete Employee PTO
Registers form to delete PTO registers for multiple employees at once.
For example, you can use this process if your client restructures their
PTO (including the register) and wants to remove all terminated
employees’ bank records. (See Deleting Mass Employee PTO Registers on
page 106.) Note: If you do not have access to a form in the PTO
Adjustments and Maintenance Center, it does not display in the list.
To access the PTO Adjustments and Maintenance Center: • On the Work
Centers panel, click PTO Adjustments and Maintenance. • Select the form
you want to access. (You can still access the forms by entering the form
name in the Search menu or selecting it from the regular menus.)
To get detailed instructions for using the open form:
• Click (Help) in the header area.
To return to the PTO Adjustments and Maintenance page: • Click in the
header area of the form.
Accessing PTO Plan Setup and Enrollment Forms The following forms
display in the Time Off Dashboard after selecting PTO Plan Setup and
Enrollment on the Work Centers Quick Access panel:
Note: The legacy PTO Work Center Plan Setup steps display in the
Maintenance column.
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Accessing Forms The PTO Plan Setup and Enrollment Center provides
convenient access to the forms required to perform the following
functions:
Plan Setup • Time Off Setup Workflow: Use the Time Off Setup Workflow
form in the Time Off Setup Workflow process to continue setting up
in-progress time off plans or create new time off plans. (See Setting Up
Time Off Plans on page 3.) Note: The Time Off Setup Workflow form is
only available for service providers. For more information about the
Time Off Setup Workflow process, see Using the Time Off Setup Workflow
Process.
Maintenance • PTO Benefit Plans (Plan Setup Step 1): Use the PTO
Benefit Plan form to define PTO benefit plans that determine employee
paid time off accruals. (See Defining PTO Benefit Plans on page 44.) •
PTO Classes (Plan Setup Step 2): Use the PTO Classes form to restrict
the number of register types that can be assigned to an employee to
avoid employee PTO register duplication. (See Defining PTO Classes on
page 36.) • PTO Register Types (Plan Setup Step 3): Use the PTO Register
Types form to create or update a PTO register. (See Creating PTO
Registers on page 37.) • PTO Absence Codes (Plan Setup Step 4): Use the
PTO Absence Codes form to create codes for all absences, paid and
unpaid. (See Creating PTO Absence Codes on page 65.) • PTO Auto Enroll
Rules (Plan Setup Optional): Use the PTO Auto Enroll Rules form to
specify plans that automatically enroll new employees. (See Specifying
PTO Auto-enroll Rules on page 68.)
Enrollment • PTO Auto Register Enrollment: Use the PTO Auto Register
Enrollment form as a quick way to build up a list of employees in a plan
and assign them their first Accrued Thru Date. (See Processing PTO Auto
Register Enrollment on page 96.) • PTO Register Enrollment: Use the PTO
Register Enrollment form to manually enroll employees in paid time off
register and set the starting hours. (See Manually Enrolling Employees
in PTO Register on page 94.) Note: If you do not have access to a form
in the PTO Plan Setup and Enrollment Center, it does not display in the
list.
To access the PTO Plan Setup and Enrollment Center: • On the Work
Centers panel, click PTO Plan Setup and Enrollment. • Select the form
you want to access. (You can still access the forms by entering the form
name in the Search menu or selecting it from the regular menus.)
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To get detailed instructions for using the open form:
• Click (Help) in the header area.
To return to the PTO Plan Setup and Enrollment page: • Click in the
header area of the form. (Note: This option does not display on the PTO
Auto Register Enrollment form.)
Accessing PTO Reporting Forms The PTO Reporting Center provides
convenient access to the forms required to perform the following
functions:
Reporting • Eligible PTO Report: This report provides a listing of
employees’ hours worked and employment dates to determine PTO
eligibility. • Employee PTO Detail Report: This report provides
information about employees’ paid time off. • Employee PTO Summary
Report: This report summarizes various types of PTO for an employee. •
PTO Approval Report: This report displays a summary of all PTO requests
not yet approved, planned, or already taken for a given time for the
organization’s employees. • PTO Hours Taken Report: This report provides
a listing of paid time off taken per employee. • Pay Period PTO Report:
This report provides a listing of employees’ PTO by payroll and
year-to-date. Note: If you do not have access to a form in the PTO
Adjustments and Maintenance Center, it does not display in the list.
(See the Payroll Reports Guide for more information about these
reports.)
To access the PTO Reporting Center: • On the Work Centers panel,
click PTO Reporting. • Select the form you want to access. (You can
still access the forms by entering the form name in the Search menu or
selecting it from the regular menus.)
To get detailed instructions for using the open form:
• Click (Help) in the header area.
To return to the PTO Reporting page: • Simply close the form.
Recalculating PTO Accruals You can use the PTO Accrual Recalculation
form to recalculate PTO accruals for the selected PTO Class, Register
Type, and PTO Benefit Plan for the current plan year. (The date range
automatically adjusts for each employee based on the year-end date in
their register.)
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Important! The PTO Accrual Recalculation form does not work with
Global PTO. The PTO Accrual Recalculation form is helpful in case the
initial setup was incorrect or you need to make a bulk adjustment.
However, you must first update the PTO benefit plan/register for a PTO
recalculation to appear. For example:
Note: This feature is only available for service providers.
Important! At this time, a note displays stating that using the accrual
recalculation tool might adversely impact employees who have forced PTO
accrual on manual or special batches is a preparatory warning. The
system functionality to force PTO accruals on manual or special payrolls
will be included in a future release.
To recalculate PTO accruals: 1. Enter or select the PTO Class. 2.
Select the Register Type. 3. Enter or select the Benefit Plan. 4. Select
Preview. The system processes the PTO registers for that client,
register type, and PTO benefit plan for the current plan year. (The date
range automatically adjusts for each employee based on the year-end date
in their register.) For example:
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Enter a Comment on Adjustment that will display on the PTO
adjustment.
Click Process Recalculation. A window opens that displays the
processing steps.
Click Close. A message displays, “Update Completed.” Click OK to
continue.
Click Download Report to view the PTO accrual recalculation details
on-screen. (You can save the file by clicking XLS.) The report displays
on-screen. (You can also select Download Report to save this report.)
Note the following: • Each employee has one written absence journal
where the system writes the actual PTO register once with the adjustment
amount. • You can update accruals in the current plan year, but cannot
close out the plan year or reset the YTD hours taken. • This process
does not include carryover hours. • The adjustment effective date is
based on the recalculation date. • Users whose role is set to INQUIRY
for the PTO Accrual Recalculation form cannot access this form.

PTO User Guide © 2026 PrismHR 34  Chapter 3 Setting Up PTO Plans
Chapter 3 Setting Up PTO Plans Absence benefit plans are unique to
each client and can differ from the simple to the extremely complex.
Once you set up the absence benefit accrual files in PrismHR, the system
automatically accrues paid time off (PTO) benefits for each employee
according to the parameters you establish. Although it is important to
understand how to establish these files, the real key to setting up the
files correctly is understanding exactly how the client’s absence
benefit plan works. Use these instructions to learn how to: • Establish
the absence benefit plan, including carryover rules and accrual rates •
Determine how and when accrual calculations should occur • Set up codes
to identify PTO classes, register types, and absences
Tracking Absences PrismHR tracks paid absences automatically during
regular payroll processing. Users can manually enter unpaid absences and
review them at any time on a number of different absence reports.
PTO User Guide © 2026 PrismHR 35  Chapter 3 Setting Up PTO Plans

The system refers to the pay code record for each pay code entered
on an employee time sheet.
If there is an Absence Benefit Code associated with the pay code,
the system refers to the PTO Absence Code.
If the Paid Absence Code indicates that the PTO Register needs
updating, the system applies the hours from the time sheet to the
employee’s register.
If the number of absence hours is more than the total number of
hours available, the payroll processor is alerted. The system gives them
a warning, but lets the payroll processor continue.
Absences that are unpaid and other adjustments to the PTO register
are entered manually through the PTO Adjustment Entry. Unpaid absences
do not affect the PTO register totals, but may be referenced through
various reports and inquiries.

Defining PTO Classes Restrict the number of register types that can
be assigned to an employee to avoid employee PTO register duplication
with the PTO Classes form. You need to create only one of each paid time
off class (such as vacation or illness).
To set a PTO class: 1. Select the Client menu. 2. From Client|Change,
select PTO Classes. The PTO Classes form opens. 3. Complete the required
information in these fields.
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 Field             Description
 Class Code        Enter a brief PTO class code or select it by clicking the Class Code link. For example,
                   PTO for Paid Time Off.
 Class             Enter a PTO class description, such as Vacation or Illness.
 Description
 Linked            Enable this field to mark the selected PTO Class Code as a linked accrual (default is
 Accrual           disabled).
 Transfer To       Select a PTO Class Code to transfer to another PTO class. (This field only displays if
                   Linked Accrual is enabled.)
                   For example, if class A is linked/transferred to class B, class A does not display on the
                   Transfer To list for other classes to transfer to (effectively preventing anything from
                   transferring to it).

Click Save. To remove a selected Class Code, click Delete. The
following message displays, “Are you sure you want to delete this
record?” Click Yes to continue. 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 PTO Register
when the plan year is triggered. • If you set up a transfer to another
PTO class code more than once an error message displays, “Transfer to
 is already in use.” (You cannot have two PTO classes transferred
to the same PTO class because this is a 1:1 relationship.) • If you
enable Linked Accrual but do not select the Transfer To PTO class an
error message displays when you click Save, “Transfer To PTO Class is
required.” • The system tracks changes made to PTO Classes in the audit
log.

Creating PTO Registers Use the PTO Register Types form to create or
update a PTO register. PTO registers track the usable hours of PTO that
employees accrue over the course of the year. The events the trigger PTO
accrual, and the strict definition of “year,” are defined on this
form.
Note: The PTO Register Type indicates when employees accrue paid time
off. The PTO Benefit Plan indicates how much paid time off employees
accrue.
To create a PTO register: 1. Click the Client menu. 2. From
Client|Change, select PTO Register Types. The PTO Register Types form
opens. 3. Complete the following:
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 Field                      Description
 PTO Type Code              Enter a unique PTO Type Code for this register. For example, V for
                            vacation, S for sick, or P for personal time. (Required.)
                            Note: For new PTO Register Types, the Paid Absence option is enabled
                            by default.
 Description                Enter a register description. (Required.)
 PTO Class                  Enter the PTO Class that restricts the number of register types 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 registers end on the same day.
 Year End Basis             Select the Year End Basis that this register tracks. (Required.)
 Fiscal End Month/Day       If the Year End Basis is Fiscal, enter the Fiscal End Month/Day when
                            each fiscal year ends.
                            Note: The Trigger Method and Trigger Date fields work together to
                            determine when an accrual occurs and through which date the accrual
                            calculates.
 Trigger Method             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 Trigger Date.
                            •    Anniversary Month: Accruals calculate when the Trigger 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 Trigger 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 Trigger Date.
                            •    End of Quarter: This method triggers when the pay period crosses
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 Field                      Description
                                into a new quarter. Quarters are based on either the year-end or
                                employee’s anniversary date, depending on the Trigger 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 Trigger Method. The Year End Basis 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 trigger works exactly
                                the same as the End of Year trigger, 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 PTO
                                Benefit Plan that has a calculation basis of Flat Amount and who are
                                enrolled in a PTO register type with the First of Quarter trigger
                                method and the Pay Date trigger date. For example, if the first pay
                                date in Q4 occurs on 10/7/2024, PTO accrual occurs during that
                                payroll. (Quarters are typically calendar quarters: Q1 = January -
                                March, Q2 = April - June, Q3 = July - September, and Q4 = October -
                                December.)
                                Note the following:
                                •   A warning message displays when you select First of Quarter,
                                    "Warning: Flat amount is the only PTO Benefit Plan Calculation
                                    basis supported for First of Quarter Trigger Method." Click OK to
                                    continue.
                                •   You can only select Pay Date as the Trigger Date if you select
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 Field                      Description
                                    First of Quarter.
                            •    Holiday: Use the Scheduled Holidays panel to select one or more
                                 holidays when hours accrue. For more information, see Scheduling
                                 Holidays (page 41).
                            •    Prior Year Accrual: This method triggers the balance register to
                                 move the accrued PTO hours from the accrual plan to the balance
                                 plan. The system initializes the trigger 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 trigger
                                 methodology is unique and requires a custom routine to implement
                                 it. For more information, see Using Customized Accrual Subroutines
                                 (page 43).
                            •    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 (page 42).
                                Note: This option is available only when you set the Year-End Basis
                                to Anniversary.
 Trigger Date               Select the date through which the accrual calculation is triggered. The
                            options vary based on the selected Trigger Method.
 Print on Check             Select if balances for this register type should print on employees’ payroll
                            check stubs.
 Pay Stub Name              Enter a name to describe the PTO register type. This will appear on each
                            employee’s payroll check stub and certain reports.
 Inactive Register          Select if this register type is no longer used. The system will not calculate
                            accruals or update existing employee registers.
 Paid Absence               Select to indicate that this PTO register is for tracking paid absences. (This
                            option is for informational purposes only.)
 Auto-enroll Through-     Select to force the accrued through date to be the day before the start
 Date is Day Before Start date when auto-enrolling employees in plans for this register type. This
 Date                     can help to ensure that auto-enrolled employees do not lose accrual for
                          that day.
 Display a Warning If       Select to display a warning during payroll initialization if an employee
 Employee Uses More         uses more hours than currently available.
 Hours Than Available
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Click Save.

Scheduling Holidays This setting displays if you set the register
type Trigger Method to Holiday (see above). Use the Scheduled Holidays
panel to ensure that the PTO register accrues holiday-based PTO at the
appropriate time (determined by a “look ahead” period).
To schedule a holiday: 1. Click the Client menu. 2. From
Client|Change, select PTO Register Types. 3. In Trigger Method, select
Holiday. The Scheduled Holidays panel displays.

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 fills in.
Click Save.

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Defining Intervals That Trigger an Accrual To define intervals (in
months) that trigger an accrual, use the Scheduled Triggers panel.
To define an interval: 1. Click the Client menu. 2. From
Client|Change, select PTO Register Types. 3. In Year-End Basis, select
Anniversary. In Trigger Method, select Scheduled. The Scheduled Triggers
panel displays.

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
Intervals Define the regular interval (in months) when hours accrue
after an employee’s first year.
Click Save.

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Using Customized Accrual Subroutines If the client uses an accrual
method that differs from methods previously described, use a customized
accrual subroutine.
Note: Contact a systems professional to design a subroutine using the
parameters described here.
To design a subroutine: 1. Click the Client menu. 2. From
Client|Change, select PTO Register Types. 3. In Trigger Method, select
Custom Basic Routine. The Custom Basic Subroutines panel displays.

In Trigger Subroutine, enter a custom trigger method 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.

Learning About PTO Benefit Plans A PTO benefit plan, or absence
benefit plan, determines how much paid time off an employee can accrue.
The employee PTO register is the place where the system keeps track of
how much has been accrued and taken by the employee. The PTO Benefit
Plan establishes limits on the amount of paid time off that may be
earned. This is the number of hours that can be carried over from one
plan period to the next, or the number of hours the employee can earn.
Clients often have more than one PTO benefit plan, for example: •
Vacation
PTO User Guide © 2026 PrismHR 43  Chapter 3 Setting Up PTO Plans
•      Sick
•      Personal
•      Other plan types that represent time accrued and taken according to the client’s policy
You can also have more than one type of benefit plan, such as
multiple vacation plans. The Benefit Plan is assigned to an employee at
enrollment.
Note: The PTO Register Type indicates when employees accrue paid time
off. The PTO Benefit Plan indicates how much paid time off employees
accrue.
Defining PTO Benefit Plans To define PTO benefit plans that determine
employee paid time off accruals, use the PTO Benefit Plans form.
Note: The PTO Register is where the system tracks how much paid time
off the employees have accrued and taken. For more information, see
Creating PTO Registers (page 37).
Each PTO Benefit 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 PTO
benefit plan. For example: • Vacation • Sick • Personal • Other plan
types taken according to client policy that can represent time
accrued
Note: To copy a PTO plan from another client, use the Copy from
another plan option, and then edit the PTO plan information as
required.
To define a PTO benefit plan: 1. Click the Client menu. 2. From
Client|Change, select PTO Benefit Plans. The PTO Benefit Plans form
opens. 3. Complete the following:
 Field                                Description
 PTO Plan                             Enter a unique code for this benefit plan.
 Plan Description                     Enter a description for this plan.
 Calculation Basis                    Select the Calculation Basis used to accrue paid 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 PTO
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 Field                             Description
                                   hours, enter 0 in the Annual Carryover and Lifetime Maximum
                                   Carryover fields. If there is no maximum number of hours, enter
                                   9999.99.
 Annual Carryover                  Enter the maximum number of unused hours that employees can
                                   carry over from one year to the next.
 Lifetime Maximum 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
                                   Maximum 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.)
 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 Print Method             Suppress printing on pay stubs. Enter the number of days or
                                   months (from the PTO start date) to suppress printing the PTO
                                   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 Arrears                 Select if hours should accrue on arrearage vouchers.
 Add 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 PTO benefit
                                   plan.
                                   Note: This amount only applies to plans with a Calculation Basis
                                   of Flat Amount, Flat Amount by Hours Worked, or Months
                                   Worked. (Plans that use other Calculation Basis options will
                                   display Add To Balance On First Accrual as read-only.)
                                   Note the following:
PTO User Guide © 2026 PrismHR 45  Chapter 3 Setting Up PTO Plans
 Field                            Description
                                   •   If you enter a Add To Balance On First Accrual amount
                                       before selecting a Calculation Basis option, after selecting
                                       an option the system removes that amount.
                                   •   If a current PTO Benefit Plan contains a Add To Balance On
                                       First Accrual amount, when you access that plan and select
                                       an unsupported Calculation Basis option and click Save, the
                                       system removes that amount.

 Plan Expires                     Enter the PTO 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 PTO benefit 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.
 Max Usage Limit Per Plan Year    Enter the maximum use limit per register year that the employee
                                  can use.
 Stop Init If Exceed Limit        Select if the system must stop the calculation/initialization step
                                  of the time sheet process when one or more employees exceed
                                  the Max Use Limit per Register Year.
 Display Used Amt On Check Stub Select this setting to display, on the memo line of the employee
 Memo                           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 PTO Register Type.
                                  Note the following:
                                  •    Most check formats support a maximum of four memo lines.
                                  •    The system prints the Pay Stub Name from the PTO Register
                                       Type in the memo line, if it exists. Otherwise, the Plan
                                       Description displays here.

If you want to perform PTO adjustments for the selected employee,
select one of the following shortcuts:

PTO User Guide © 2026 PrismHR 46  Chapter 3 Setting Up PTO Plans
•    PTO Classes: Opens the PTO Classes form, where you can restrict the number of register types that can
     be assigned to an employee to avoid employee PTO register duplication. (You need to create only one of
     each paid time off class, such as vacation or illness.)
•    PTO Register Types: Opens the PTO Register Types form where you can create or update a PTO register.
     (PTO registers track the usable hours of PTO that employees accrue over the course of the year.)
•    PTO Absence Codes: Opens the PTO Absence Codes form where you can create codes for all absences,
     paid and unpaid. (Paid absence codes are associated with a PTO Register. Unpaid absence codes are
     not.)
•    PTO Auto Enroll Rules: Opens the PTO Auto Enroll Rules form where you can specify plans that
     automatically enroll new employees.
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
     PTO Classes form, the PTO Classes 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.

Setting Up Flat Amount To set up a flat amount for PTO benefit plans,
use the Flat Amount panel.
To set flat amounts: 1. Click the Client menu. 2. From Client|Change,
select PTO Benefit Plans. The PTO Benefit Plans form opens. 3. In
Calculation Basis, select Flat Amount. The Flat Amount panel
displays.

Complete the following:
Field Description Seniority Level For each seniority level:
                    •    Enter the After Months that employees must work to be eligible for each
                         level of seniority of this PTO benefit. You must set the After Months for the

PTO User Guide © 2026 PrismHR 47  Chapter 3 Setting Up PTO Plans
 Field                Description
                            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 PTO 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 PTO 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 PTO 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 PTO time 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 PTO Benefit Plan. If you do not enter a
                            Maximum Carryover for a Seniority Field level, the system uses the Annual
                            Carryover amount.
 Apply Current   Select to subtract the hours used before applying a stop-balance limit. If you do
 Hours Taken     not select this option, the system disregards the hours already used.
 before applying
 Stop-Balance
 limits

Click Save.

Defining Months Worked To define months worked for PTO benefit plans,
use the Months Worked panel.
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To define months worked: 1. Click the Client menu. 2. From
Client|Change, select PTO Benefit Plans. The PTO Benefit Plans form
opens. 3. In Calculation Basis, select Months Worked. The Months Worked
panel displays.

Complete the following:
Field Description Seniority Level For each seniority level:
                         •    Enter the After Months that employees must work to be eligible for
                              each level of seniority of this PTO benefit. 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 Select Apply Current Hours Taken before applying
Stop-Balance limits to Taken before subtract the hours used before
applying a stop-balance limit. If you do not applying Stop- select this
option, the system disregards the hours already used. Balance
limits
Click Save.

Defining Hours Worked (by Hours) To define Hours Worked (by Hours)
for PTO benefit plans, use the Pay Codes for Hourly Accrual and Hours
Worked panels.
To define hours worked (by hours): 1. Click the Client menu. 2. From
Client|Change, select PTO Benefit Plans. The PTO Benefit Plans form
opens
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In Calculation Basis, select Hours Worked (by Hours). The Pay
Codes for Hourly Accrual panel displays.
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 PTO accruals, you can leave this table
blank.
In the Hours Worked panel, complete the following:
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 PTO Benefit. 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 PTO benefit plan will
accrue for each hour either worked or paid (specified in the Hours Type
drop-down).

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 Field                        Description
                                 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    Select to subtract the hours used before applying a stop-balance limit.
 before applying Stop-        If you do not select this option, the system disregards the hours
 Balance limits               already used.
 Enforce Yearly Maximum By Select to enforce the yearly maximum for this type of accrual on a pay
 Pay Period                period basis (yearly max divided by pay periods per year). If you do
                           not select this option, the system ignores the yearly maximum.

Click Save.

Defining Hours Worked (by Months) Define Hours Worked (by Months) as
the Calculation Basis for PTO benefit plans with the Pay Codes for
Hourly Accrual and Hours Worked panels.
To define hours worked (by months): 1. Click the Client menu. 2. From
Client|Change, select PTO Benefit Plans. 3. Set Calculation Basis to
Hours Worked (by Months) to view the Pay Codes for Hourly Accrual, Hours
Worked, and Pay Period Accrual Threshold panels.

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).

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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
PTO accruals, leave this table blank.
Fill in the remaining Hours Worked fields as required.
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 PTO Benefit. 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 PTO benefit
                               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.

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   Field                    Description
   Apply Current Hours      Select to subtract the hours used before applying a stop-balance limit. If
   Taken before applying    you do not select this option, the system disregards the hours already
   Stop-Balance limits      used.
   Enforce Yearly        Select to enforce the yearly maximum for this type of accrual on a pay
   Maximum By Pay Period period basis (yearly max divided by pay periods per year). If you do not
                         select this option, the system ignores the yearly maximum, but not at the
                         pay period level.

Click Save.

Defining Hours Worked (by Position) To define Hours Worked (by
Position) as the Calculation Basis for PTO benefit plans, use the Pay
Codes for Hourly Accrual, Pay Period Accrual Thresholds, and Hours
Worked by Position panels.
To define hours worked (by position): 1. Click the Client menu. 2.
From Client|Change, select PTO Benefit Plans. The PTO Benefit Plans form
opens. 3. In Calculation Basis, select Hours Worked (by Position) to
view the Pay Codes for Hourly Accrual, Hours Worked by Position, and Pay
Period Accrual Threshold panels.

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 Thresholds panel, select a Pay Period
(weekly, bi-weekly, semi-monthly, monthly).
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
PTO accruals, leave this table blank.
For each position that must accrue PTO under this benefit plan,
complete the following:

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 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
                             PTO benefit 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.

Defining Flat Amount by Hours Worked Define Flat Amount by Hours
Worked as the Calculation Basis for PTO benefit plans with the Flat
Amount per Hours Worked panel.
To define flat amount by hours worked: 1. Click the Client menu. 2.
From Client|Change, select PTO Benefit Plans. The PTO Benefit Plans form
opens. 3. In Calculation Basis, select Flat Amount by Hours Worked to
view the Flat Amount per Hours Worked panel. For example:
Note the following:
•    The Flat Amount per Hours Worked panel only displays when the Calculation Basis is set to Flat
     Amount by Hours Worked. In addition, if you set the Calculation Basis to anything other than Flat
     Amount by Hours Worked, the system clears any values entered in this panel when you click Save.
•    The Calculation Basis 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.
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Accrue a flat (a) hours for every (b) hours worked:

Enter the flat number of hours that employees accrue.
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 PTO
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      Enable the Apply Carryover toward Maximum Accrual Per
 Accrual Per Year                    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    Subtract the hours used before applying a stop-balance
 applying Stop-Balance limits        limit. If you do not select this option, the system ignores the
                                     hours used.
 Maximum hours for a detail time     Enter the maximum number of hours that can be entered in
 sheet entry                         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 the Maximum Amount Accrued Per Year value Accrual if
Balance Reaches have the same value
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Maximum Amount Accrued Per Year value is the Stop Accrual if Balance
Reaches value greater than Stop Accrual if Balance Reaches value

Click Save.

Setting Up Flat Amount per Hours Worked Calculation Basis PTO benefit
plans support a flat amount per hours worked PTO accrual calculation
basis that complies with state-mandated paid sick leave laws.
Client PTO Benefit Plans To define the parameters that determine paid
time off accruals for employees, use the PTO Benefit Plans form.
To define paid time off accruals: 1. Click the Client menu. 2. From
Client|Change, select PTO Benefit Plans. The PTO Benefit Plans form
opens. 3. Complete the following:
 Use this option                To do this
 PTO Plan                       Enter or select the PTO plan code. Required.
 Plan Description               Enter the PTO plan description. Required.
 Calculation Basis              Select Flat Amount by Hours Worked.
 Annual Carryover                Enter the maximum number of unused hours that employees can
                                carry over from one year to the next.
 Lifetime Maximum Carryover Enter the maximum number of unused hours that employees can
                            carry over for the duration of their employment.
 Note: If employees of a client cannot carry over unused PTO hours, enter 0 in the Annual Carryover
 and Lifetime Maximum Carryover fields. If there is no maximum number of hours, enter 9999.99.
 Negative Carryover             Enable if the negative hours can carry over from one year to the
                                next
 Carryover Expiration           Enter the number of days or months after the beginning of a new
                                year that any unused carryover hours expire. Leave this field blank if
                                hours do not expire.
 Expiration Period              Select the expiration period (Days, Months, Pay-periods) for the
                                carryover expiration.
 Suppress Print Period          Suppress printing on pay stubs. Enter the number of days or months
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 Use this option                 To do this
                                 (from the PTO start date) to suppress printing the PTO balance of
                                 this plan on each payroll check stub and to suppress the display in
                                 Employee Portal. From the list, select Days or Months.
 Plan Expires                    Enter the PTO benefit plan expiration date. After this date, no paid
                                 time off accrues for this plan.
 Usage Waiting Period            Suppress accrued time off until a period after their original hire date.
                                 The accrued time off will not display as available on pay stubs or
                                 advices until that amount of time has passed.
 Max Use Limit Per Register      Enter the max use limit per register year an employee can use in one
 Year                            plan year.
 Stop Init If Exceed Limit       Enable if the system should stop the calculation step of the
                                 timesheet when one or more employees exceeds the Max Use Limit
                                 Per Register Year.

Click Save. Continue to the Flat Amount Per Hours Worked panel.

Flat Amount per Hours Worked

In the Flat Amount Per Hours Worked panel, complete the
following:
Use this option To do this Accrue a flat (a) hours for every Enter
the flat number of hours an employee will accrue for

hours worked. every number of hours worked. In the previous example,
the employee accrues 1 (a) hour of sick time for every 30 (b) hours
worked. If the actual hours worked are not Indicate whether the system
should accrue a fraction of PTO an even multiple of the hours hours if
the actual hours worked are not an even multiple of worked then accrue a
fraction of the hours worked based on the values in Step 1. the accrual
hours • Enabled: Accrues 1.00 hour for every 30 hours worked. For
example: 40 hours paid  30 hours worked = 1.33


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 Use this option                        To do this
                                             hours accrued.
                                        •    Disabled: Accrues whole numbers instead of fractional.
                                             For example: 40 hours paid \ 30 hours worked = 1.33. One
                                             hour will accrue, and the 10 remaining hours will carry
                                             over to the next payroll until the employee is paid an
                                             additional 20 hours.

 Maximum Amount Accrued Per             Enter the maximum amount accrued per year in hours.
 Year
 Stop Accrual if Balance Reaches        Enter the stop accrual if balance reaches amount in hours. The
                                        employee will not accrue PTO once they reach this amount.
 Apply Current Hours Taken              Enable before applying stop-balance limits to subtract the
                                        hours used in the payroll before applying a stop balance limit.
 Maximum hours for a detail time        Enter the maximum number of hours available to use to specify
 sheet entry                            the maximum hours available to use on employee check stubs.

Click Save. Continue to the Pay Codes For Hourly Accrual panel.
Setting Limits on Accruals

If the accruals should be limited to certain pay codes, enter Pay
Codes for hourly accruals. If this field is left blank, the system will
use all pay codes that are flagged as Pay Code is Used to Pay Productive
Work. Maximum Usage Limit Per Plan Year With Stop Init if Exceed Limit
enabled, if an employee uses more sick hours than allowed based on the
Max Usage Limit Per Plan Year, a payroll calculation error occurs.
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Maximum hours for a detail time sheet entry Entering an amount in the
Maximum hours for a detail time sheet entry field prints this amount
under the Paid Time Off section of the check stub. This amount appears
as Sick Available for Use and is used when the employee can accrue more
hours than they can use in the plan year.
Employee PTO Plan Enrollment PTO Benefit Plan Start Date When
enrolling employees in the Employee PTO Register, the Benefit Start Date
must be entered carefully. The Flat Amount by Hours Worked calculation
method will adjust automatically. If a past date is entered, on the
first calculated payroll, hours will accrue retroactively for all
payrolls since that date in the current register year. This will occur
regardless of the Calculated Through Date entered during the enrollment.
In the following example, if payroll is processed and dated 6/30/2019,
the employee will accrue sick time on all vouchers dated 4/8/19 to
6/30/19.
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When enrolling employees in the plan retroactively, no adjustment is
needed. On the first calculated payroll, PrismHR will calculate the
total hours worked from the benefit start date of the current year to
the payroll date and accrue in full. This calculation will occur with
each payroll. Since this plan will automatically adjust, PTO Register
adjustments are not possible when using this method. Any adjustment made
will be reversed on the next payroll, as the system will constantly
calculate back to the benefit start date of the current year and accrue
all hours. If YTD Calculated hours are entered during the enrollment, no
hours will accrue until the system calculates that the employee has
exceeded the accrual that was entered based on hours paid.
Understanding Unlimited PTO Benefit Plans The Employee PTO Registers
and Employee PTO 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 PTO 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 PTO hours in a posted payroll. Note the
following: • The Employee PTO Register Adjustment form does not allow
users to make adjustments to unlimited PTO plans. • During payroll
initialization, there are no warnings about PTO balances for employees
enrolled in an unlimited PTO plan. • Payroll vouchers for employees with
unlimited PTO plans show the hours used but not any calculated (accrued)
hours. • The Employee PTO Detail Report shows no information for
carryover, accrued, or available time.
Defining Unlimited PTO Plans Define Unlimited as the Calculation
Basis for PTO benefit 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
PTO Benefit Plan panel are disabled because plans that offered unlimited
PTO do not accrue hours.
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To define an unlimited PTO plan: 1. Click the Client menu. 2. From
Client|Change, select PTO Benefit Plans. The PTO Benefit Plans form
opens. 3. In Calculation Basis, select Unlimited.

Fill in fields as required for the unlimited PTO plan (see Defining
PTO Benefit Plans (page 44)). The system does not calculate hourly
accruals for employees enrolled in unlimited PTO plans, so completing
fields in the Pay Codes for Hourly Accrual, Pay Period Accrual
Thresholds, and Flat Amount per Hours Worked panels is not
required.
Click Save.

Defining First Year Prorated Amounts You can use the First Year
Prorated Amounts panel in the PTO Benefit Plans form to change the
number of hours employees will receive in their first year of
employment, which helps handle numerous PTO changes. For example, if a
client allows five hours of PTO 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: 1. Click the Client menu. 2.
From Client|Change, select PTO Benefit Plans. The PTO Benefit Plans form
opens.
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In Calculation Basis, select Flat Amount. The First Year Prorated
Amounts panel displays. For example:
Select the Month and enter the Flat Accrual Amount and Max Per
Year amount as required for the Flat Amount PTO plan (see Defining PTO
Benefit Plans (page 44)). 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 PTO hours they no longer accrue any more PTO
hours for that year.
Click Save.

Linking PTO Accrual Plans . You can use the Linked Accrual Plans
feature to accrue employee PTO hours for transfer once the plan year
ends. This feature consists of two PTO plans that you must set up so
employees can accrue time for a plan year in one register that they
cannot use until the plan year ends. After the plan year ends, the
accrued hours move to a new register where employees can use their PTO
hours. (Employees can have several different linked accrual plans, one
for sick time, one for vacation time, and so on.) Note the
following:
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• Employees must be enrolled in two PTO registers (one for accrual
and one for balance) to use this feature. If there is no Balance PTO
register associated with the linked class for the employee, then the
system does not move anything will from the Accrual register to the
Balance register. (The hours remain in the Accrual register.) • If the
Balance PTO Register has a yearly maximum set, the system moves prior
year balances from the Accrual register to the Balance register up to
the maximum amount. (The remaining amount in the accrual register is
lost.) • When the system transfers accrued hours from the Accrual
register to the Balance register, it places the hours in the Balance
register in the YTD Calculated column. • Accrual plans accrue for the
pay period and then transfer to the Balance plan.
Using Linked Accrual Plans Feature To use the Linked Accrual Plans
feature, you must set up two PTO plans in the PTO Benefit Plans form: •
Accrual plan: Accrues employee PTO time during the year. At the end of
the plan year, the system transfers the hours in the accrual plan to the
linked balance plan. (The Accrual plan resets to zero.) Employees can
now use the accrued hours in the Balance plan. • Balance plan: Contains
the transferred PTO accrual time. The following diagram demonstrates the
setup for Linked Accrual Plans:
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Note the following: • The employee’s accrual balance for the current
year is the year-to-date PTO hours accrued from the previous year. •
Employees carry over some hours in some cases, but most plans expire the
hours at the end of the plan year. • Most of these plans are set up as
anniversary plans, not by the plan year.
Setting Up the Linked Accrual Plans Feature
Set up the following: 1. PTO Class: Use the PTO Classes form to
define which PTO classes will be used in conjunction with each other,
consisting of a PTO class for the accrual and a PTO class for the
balance. (See the Client Administration Guide for details on defining
PTO classes.) For example: a. Create a PTO Class Code for the Balance
plan. For example, VACBAL. Note: Do not enable Linked Accrual. b. Create
a PTO Class Code for the Accrual plan. For example, VACACCR. c. Enable
Linked Accrual. d. In the Transfer To field, select VACBAL. Note: These
PTO classes are now linked and cannot be linked to other classes. 2. PTO
Register: Enable the Prior Year Accrual trigger method on the PTO
Register Types form to trigger the balance register to move the accrued
PTO hours from the accrual plan to the balance plan. (See the Client
Administration Guide for details on working with PTO registers.) For
example: a. Create a PTO Type Code register for the Balance plan. For
example, VACBAL. • PTO Class: VACBAL. • Year End Basis: Set Anniversary
or Fiscal, but should match the Accrual register. • Trigger Method:
Prior Year Accrual. • Trigger Date: Do not use. • Print on Check, Pay
Stub Name, Paid Absence, Absence Code: Set these fields for the Balance
register. b. Create a PTO Type Code register for the Accrual plan. For
example, VACACCR. • PTO Class: VACACCR. • Year End Basis: Set
Anniversary or Fiscal, but should match the Balance register. • Trigger
Method: Select any trigger method. • Trigger Date: Select any trigger
date.
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     •   Absence Code: Set this field for the accrual register. (It is not currently used, but it should be
         populated.)
     •   Print on Check, Pay Stub Name, Inactive Register, and Paid Absence: Do not use.

PTO Benefit Plan: Enroll employees in an Accrual plan and a Balance
plan on the PTO Benefit Plans form. The Accrual plan determines the PTO
time accrued. The system does not use the Balance plan to determine the
accruals, but employees must be enrolled in both plans for the transfer
to work correctly.

Create a PTO Benefit Plan for the Balance plan. For example, VACBAL.
(You must select a calculation basis, but the system does not use it to
calculate accruals.)
Create a PTO Benefit Plan for the Accrual plan. For example,
VACACCR. (This will hold the settings for the accruals.)


Understanding the Transfer Process When the system transfers accrued
PTO hours, the employee register displays the accrued amount in the
calculated column in the Balance register and displays an annotation,
“Accrual Transfer MM/DD/YY,” in the details. The system then zeroes out
the year-to-date accrual amounts in the employee Accrual register and
displays an annotation, “XX number of hours moved to linked plan.”
Creating PTO Absence Codes Absence codes are specialized reason codes
that describe the reason for employee absences. Use the PTO Absence
Codes form to create codes for all absences, paid and unpaid. Paid
absence codes are associated with a PTO Register.
Note: Define PTO Register Types before creating any Absence Codes.
(See Creating PTO Registers (page 37).)
Use the Absence Code panel to create codes for all absences.
To create an absence code: 1. Select Client. 2. From Client|Change,
select PTO Absence Codes. The PTO Absences Codes form opens. 3. 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 PTO                Select whether to post the hours under taken this absence code to employee
 Register                   PTO registers (PTO registers are associated with this absence code in the
                            Register Types table; see below).
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 Field                      Description
                            Note: If the absence type accrues time, it will update the PTO registers 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, may not
                            update a PTO register.
 FMLA Leave                 Select for an absence that is a Family Medical Leave Act event.
 Global PTO                 Displays the Global Register Types table instead of the Register Types table
                            (see below).
 Pay Code/Pay               Enter a value that, when paid to employees, deducts the hours paid from the
 Description                PTO Register 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.
 Register                   If this absence updates a PTO Register, enter each of the relevant Register
 Types/Description          Types. The Description displays.
                            Note: All register types specified for an absence code must have the same
                            PTO Class.
 Global Register            If you selected Global PTO above, this table replaces the Register Types table.
 Types/Description          Assign system-level paid sick leave register types 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: 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: 1. Select Client. 2. From Client|Change,
select PTO Absence Codes to view the Leave Request Processing panel. 3.
Fill in these fields as required.
 Field                                Description
 Enable in Employee Portal            Select to allow employees to request paid time off for this absence
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 Field                            Description
                                  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 Enter the maximum number of days into the future for which
 advance                       employees can request this type of absence.

 May request with a negative      Select if employees are allowed to submit leave requests when
 balance                          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   Specify how soon a leave request can be made after an employee
 can be made                      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)

 Suppress Notifications for       Select to suppress email notifications for leave request approvals.
 Leave Requests
 Auto-accept Leave Requests       Select to have the system automatically accept leave request hours
 on time sheet                    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      •   Be default this box is unchecked.
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 Field                         Description
 Balances                      •    Check this box if you want to Combine State and Local PTO
                                    Balances
                                    •   This checkbox will only display when the checkbox named
                                        Global PTO above is checked.
                                    •   This feature is not available to all. Custom Feature Code
                                        GLOBALPTO needs to be enabled.
 Leave Pay Code                Enter or select the pay code that will reduce the relevant
                               PTO register. The system also uses this code on the time sheet to
                               pay leave hours.
 Pay Method/Leave Offset Pay In this table, select the following:
 Code
                              • 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 PTO absence code, the
                                    system will reduce the number of REG time sheet hours to 32.
                               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.

Click Save.

Specifying PTO Auto-enroll Rules Specify plans that automatically
enroll new employees with the PTO Auto Enroll Rules form. Companies with
existing rules display information similar to this:
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Note the following: • If there are PTO Auto Enroll Rules available
for the active client and you delete all existing rules, the form
refreshes and the Save and Delete buttons no longer display. • When an
approval is approved for an applicable change, the system re-evaluates
PTO auto-enroll rules and executes enrollments in the PTO Auto Enroll
Rules form for current or past-dated Status/Type and Position changes.
If the change date matches the system date or a prior date the following
occurs: • If an employee meets the criteria for a rule and the rule is
set to archive in the prior PTO Register, the system archives existing
PTO Registers that share the same class as the PTO Register assigned to
the affected rule. Note: In this scenario a message displays, “A type
change has taken place that will archive this employee’s PTO plan.” • If
an employee meets the criteria for a rule and the rule is not set to
archive the prior PTO Register and no PTO Class conflicts exist with the
employee’s existing register, the system creates a new
enrollment/register for the employee’s new plan. • If an employee meets
the criteria for a rule and the rule is not set to archive the prior PTO
Register and a PTO Class conflict exists, the system does not update the
PTO Register. • If an employee does not meet the criteria for any rule,
the system does not update the PTO Register.
Creating a PTO Auto-enroll Rule To create an auto-enroll rule: 1.
Select Client. 2. From Client|Change, select PTO Auto Enroll Rules. 3.
Click New Rule to view the PTO Auto-Enrollment Rules Maintenance form.
For example:
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Select Include (default) or Exclude for each panel and complete
the information as required.
Field/Panel Description If appropriate, add values in the panels:
Employee Type, Location, Work Group, Position, Department, Pay Method,
Benefit Group ID, Division, and Pay Group. Only employees who have all
these conditions are enrolled in the plan. Note: The Variable Salary
option only displays in the Pay Method field if the VARSALMETHOD custom
feature code is enabled on the System Parameters form. PTO Register Type
/ PTO Benefit Plan Enter the qualifying register and plan in which to
automatically enroll employees who meet the conditions. Move this rule
to line # Enter the line number where you want the rule to display on
the form or leave this field blank to append it to the end of the list.
Date to use as the PTO Start Date After saving changes, select a date
for all rehired employees. Rehire Date is the date when an employee was
rehired, and Seniority Date is the manually entered date that qualifies
the employee for different benefits. (Note: The system uses the
Seniority Date as the default, if you do not make a selection.) If you
need to delete all the rules because the client does not offer automatic
enrollment in PTO plans any more, click Delete.

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Click Save.

Note: Users can enroll employees in the PTO plans using the PTO Auto
Register Enrollment feature, found in the HR menu under HR|Action.
Controlling the Benefit Start Date In association with the setting
that displays in this form’s Use Seniority Date or Hire/Rehire Date
column, you can control the date used as the Benefit Start Date on the
HR|Change|Employee PTO Register form for the selected PTO auto-enroll
rule.
To apply this setting: 1. Do the following:
 Field                      Description
 Line #                     Click the line number for the PTO Auto Enroll Rule you want to update. The
                            System|Change|PTO Auto-Enrollment Rules Maintenance form displays.
 Use Seniority Date or      Select one of the following settings:
 Hire/Rehire Date
                            •    Seniority Date: Displays as S after selecting
                            •    Hire Date: Displays as H after selecting

Click Save. The PTO Auto Enroll Rules form displays.
Click Save.

Defining Multiple Rule Triggers You can indicate which events trigger
the re-assessment of a rule and whether to automatically archive
existing PTO Registers when the rule is invoked by setting the options
listed below. Note: You cannot use a rule trigger option more than once.
If you try to reuse a trigger an error message displays, “Trigger
already listed for this rule.” Click OK to continue.
To define multiple triggers for a rule: 1. Complete the
following:
 Field                      Description
 Trigger Rule On            Select one of the following settings:
                            •    Status/Type Change: Rule triggers during an employee status/type change
                                 process and, if criteria are met, the system enrolls that employee in the
                                 indicated plan.
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 Field                      Description
                                When a PTO auto-enroll rule is configured with the Status/Type Change
                                setting and an employee status/type change occurs, the following happens:
                                If the change date matches or is prior to the system date and there are no
                                required approvals:
                                •   If the rule is set to archive the prior PTO Register:
                                    •     Any existing PTO Registers that share the same class as the PTO
                                          Register assigned to the affecting rule are archived.
                                    •     The system sends a notification about register archival to the user on
                                          the Status Type Change form.
                                    •     The system creates a new enrollment/register for the employee's new
                                          plan.
                                •   If the rule is not set to archive the prior PTO Register and no PTO Class
                                    conflicts exist with the employee's existing register, the system creates a
                                    new enrollment/register for the employee's new plan.
                                •   If the rule is not set to archive the prior PTO Register and a PTO Class
                                    conflict exists, the system does not update the PTO Register and does not
                                    make any changes.
                                The system does not update the PTO Register and does not make any
                                changes in the following scenarios:
                                •   If the change date matches or is prior to the system date and there are
                                    required approvals.
                                •   If the change date is future-dated and there are required approvals.
                                •   If the change date is future-dated and there are no required approvals.
                                Note: When multiple PTO auto-enroll rules for the same PTO class are set to
                                trigger during the Status/Type Change process, the system evaluates and
                                enforces the rules by Rule Number order. Therefore, if an employee meets the
                                criteria for a rule, the evaluation of all other rules for the same PTO class stops
                                and the process moves on to evaluate any other PTO classes represented in
                                the PTO auto-enroll rules.
                            •   Position Change: Rule triggers during an employee position change process
                                and, if criteria are met, the system enrolls that employee in the indicated
                                plan.
                                When a PTO auto-enroll rule is configured with the Position Change setting
                                and an employee position change occurs, the following happens:
                                If the change date matches or is prior to the system date and there are no
                                required approvals:
                                •   If the rule is set to archive the prior PTO Register:
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 Field                      Description
                                    •     Any existing PTO Registers that share the same class as the PTO
                                          Register assigned to the affecting rule are archived.
                                    •     The system sends a notification about register archival to the user on
                                          the Position Change form.
                                    •     The system creates a new enrollment/register for the employee's new
                                          plan.
                                •   If the rule is not set to archive the prior PTO Register and no PTO Class
                                    conflicts exist with the employee's existing register, the system creates a
                                    new enrollment/register for the employee's new plan.
                                •   If the rule is not set to archive the prior PTO Register and a PTO Class
                                    conflict exists, the system does not update the PTO Register and does not
                                    make any changes.
                                The system does not update the PTO Register and does not make any
                                changes in the following scenarios:
                                •   If the change date matches or is prior to the system date and there are
                                    required approvals.
                                •   If the change date is future-dated and there are required approvals.
                                •   If the change date is future-dated and there are no required approvals.
                                Note: When multiple PTO auto-enroll rules for the same PTO class are set to
                                trigger during the Position Change process, the system evaluates and enforces
                                the rules by Rule Number order. Therefore, if an employee meets the criteria
                                for a rule, the evaluation of all other rules for the same PTO class stops and
                                the process moves on to evaluate any other PTO classes represented in the
                                PTO auto-enroll rules.
                            Note the following:
                            •   You cannot use a rule trigger option more than once. If you try to reuse a
                                trigger an error message displays, "Trigger already listed for this rule." Click
                                OK to continue. In addition, you can view existing PTO Auto-enrollment rules,
                                but you cannot make any updates to them.
                            •   Using future-dated status/type changes and position changes triggers a re-
                                evaluation of the PTO auto-enroll rules and executes the enrollment based on
                                the employee's Status/Type Change or Position Change at the time the
                                change takes effect.

 Archive existing           Select Yes to archive existing PTO registers when the rule is invoked based on the
 register?                  re-assessment of the rule.
                            Note: You must select an option. Otherwise, an error message displays. Click OK to
                            continue.

Click Save. The PTO Auto Enroll Rules form displays.

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Click Save.

Importing PTO Auto-enrollment Rules Use the PTO Auto-Enrollment Rules
Import form to import multiple PTO auto-enrollment rules or update
existing rules. For example:
To access the form, click Back Office menu. Under Operations|Action,
click PTO Auto-Enrollment Rules Import.
To import PTO auto-enrollment rules: 1. In the Generate Import
Spreadsheet section, create an import spreadsheet by entering or
selecting the Client IDs. (You can select multiple clients from the
Select Clients list at once.) The Client Name displays next to each
client. (If left blank, the system selects all clients and bill codes.)
2. Select Download Spreadsheet. The system creates a spreadsheet that
displays in a separate window, which is suitable for editing. 3. In the
Import Data section, enter an Import Name. (This is a required field;
you cannot import a file without this information.) 4. Select Upload
File. Click Add Files and select the file to upload, then click Start
Upload. (This file must be in .csv format.) 5. Click Close. A separate
Downloads window displays the name of the .csv file that the system
created. (Click Open file to view the downloaded file.)
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Note: The first row in the downloaded file displays information about the first rule and the multi-value
fields, which are separated by a pipe delimiter (|).

Click Import. Processing steps describe the information saved and
include a date and time stamp. You can view this as a report or download
in PDF or XLS format by clicking Report.
Click Close.
Click Transaction Report to display a link to a report that contains
the PTO auto-enrollment rules transactions. Note: The Transaction Report
displays “Skipped” for any column in a row that has valid data but was
not imported because a required row contained invalid data. (All invalid
data displays in the Transaction Report.)
Click Error Report to display a link to a .csv file that details the
errors that occurred during the import. (The system does not import any
rows listed in the error file and only imports rows where all data in
the row is valid.) Note: The Error Report link only displays if errors
occurred during the import, which confirms that the system is unable to
perform the import. Note the following: • You can only select active
clients in the Client ID field. • If you enter an inactive client or a
client that you are not allowed to access the following error message
displays, “Invalid Client ID.” • You cannot move rules to a new sort
order. • You can make changes to existing rules. • New rules are marked
as “NEW” for the Rule Number in the import.

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Chapter 4 Setting Up Global PTO Plans You can use PrismHR to set up
PTO plans on the system level and automatically assign those plans to
employees based on work location.
Background As described in the PTO User Guide, the PrismHR PTO
features originally applied only to clients. This presented difficulties
for organizations that needed to track paid time off for employees who
regularly change location — such as those in the staffing industry. In
response to this challenge, PrismHR introduced support for Global PTO
plans that can track the accrual of employee paid time based on the
employee’s worksite location. These new features enable you to set up
discrete Global PTO plans and assign those to a state or even a specific
GeoCode range. This setup structure provides significant flexibility in
defining how and when employee paid time off accrues.
Activating Global PTO Features Note: Refresh your browser to see the
changes from this feature code.
If you want to enable the new global PTO features, you must first
apply the associated feature code.
To activate global PTO features: 1. Click Back Office and select
System|Change > System Parameters. 2. In the upper right corner of
the form, in the Custom Feature Codes table, create a new row. 3. Enter
GLOBAL.PTO in this new row (be sure to include the period between GLOBAL
and PTO). 4. Click Save. 5. Refresh your browser and then log in again,
if necessary. The Global PTO forms and fields are now accessible.
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Plans
About the Features With these features enabled: • You can establish
system-level PTO codes and plans, and then assign those at the state and
local levels using new fields on the State Rules form. • Next time you
run a payroll, PrismHR will detect any employees who work within the
specified state and GeoCode ranges. The system will automatically
perform the PTO accrual calculations associated with the specific PTO
plans assigned to those locations. Those calculated accruals will be
stored in a separate database record created for this purpose. • To
fine-tune the global PTO auto-enrollment and hour accrual, you can use
client-level opt-in settings and employee-level opt-out settings
(described below). • If you want to review PTO accruals to ensure that
they are set up accurately, you can use a new view option on the
Employee PTO Register Inquiry form. • New in June 2022: For staffing
customers, we now support global PTO plans for federal contractors. The
FG state code provides a grid for Global PTO plans but not GeoCodes, as
they are not necessary. If an employee PLACEMENT record indicates that
they are a federal contractor, the auto-enrollment and accrual logic
will assign them a PTO plan associated with FG. • New in June 2022: The
PTO “auto-enroll and accrue” logic also takes effect whenever you
perform a global PTO data import using the PTO Register Import form. •
New in June 2022: A new payroll report is available. This report
displays a list of employees who were auto-enrolled in global PTO plans
within the current payroll batch. You can run this report during payroll
processing or separately. See Reviewing Global PTO Auto-Enrollments for
a Payroll Batch (page 83). • New in June 2022: Several options are now
available for printing Global PTO register data on employee checks.
Instead of a binary yes/no option, you can select Always, Never
(default), or If Used/Accrued Only for any global PTO register. • New in
March 2024: Leave requests made in the Employee Portal that the system
pulls into timesheets using the red dot can be accepted there. • New in
September 2024: Previously, all Global PTO functionality for the
following forms were hidden unless the custom feature code GLOBAL.PTO
was enabled. All Global PTO functionality are now available on the
following forms without using the custom feature code GLOBAL.PTO. •
System / Change / Global PTO Benefit Plans • System / Change / Global
PTO Register Types • PTO Reporting / Reporting / Global PTO Auto
Enrollment Report
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     •   System / Change / State Rules (Global PTO Plans)
     •   Client / Change / Client Other (Enable Global PTO)
     •   PTO Plan Setup and Enrollment / Plan Setup / PTO Absence Codes (Global PTO Checkbox)
Note: The custom feature code is still required to calculate Global
PTO accruals. This requirement will be removed in an upcoming
release.
Creating Global PTO Register Types Use the Global PTO Register Types
form to set up PTO register types for plans that are not
client-specific. PTO registers track the usable hours of PTO that
employees accrue over the course of the year. The events the trigger PTO
accrual, and the strict definition of “year”, are defined on this form.
After setting up these rules, you can assign these codes using a
specialized Register Types table on the PTO Absence Codes form. See
Reviewing Accrual Histories.
To set up a global PTO register type: 1. Go to Back Office >
System|Change > Global PTO Register Types. 2. Enter or select a
Global PTO Type Code. 3. Enter a Description of the global PTO register
type. 4. Select the Year End Basis – the means by which the system
measures the end of a year (Anniversary or Fiscal). If you selected
Fiscal, specify a Fiscal End Month and Day. 5. In the Trigger Method
field, select Pay Period Accrual. 6. Set the other optional parameters,
as needed. You can find descriptions of these fields in the online help
for either the Global PTO Register Types form or the client-level PTO
Register Types form. Both forms use the same logic for these fields. See
Reviewing Accrual Histories. 7. Click Save.
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Creating Global Absence Codes In PrismHR, client-defined PTO absence
codes track the accumulation of PTO hours defined under a particular
category. PTO absence codes are associated with both pay codes (Back
Office > System > Change > Pay Codes) and PTO register types
(Client > Change > PTO Register Types).
To create a global PTO absence code: 1. Go to Client > Change >
PTO Absence Codes. 2. Enter an Absence Code identifier and a Reason. 3.
Enable the Updates PTO Register option. 4. Select Global PTO. The
Register Types table on the right-hand side of the form is replaced by a
Global Register Types table. 5. Assign the appropriate Pay Codes and
Global Register Types in those tables. 6. Fill out the Leave Request
Processing section as desired. For details about these fields, see
“Creating PTO Absence Codes” in Chapter 1 of the PTO User Guide. 7.
Click Save.
Creating Global PTO Benefit Plans Use the Global PTO Benefit Plans
form to set up and maintain the hour carryover and accrual rules related
to system-level PTO plans.
Note: In contrast to the client-level PTO Benefit Plans form, there
is no Calculation Basis option. Global PTO plans are designed to
automatically use the “Flat Amount By Hours Worked” calculation
basis.
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To configure a global PTO benefit plan: 1. Go to Back Office >
System|Change > Global PTO Benefit Plans. 2. Enter or select a Global
PTO Benefit Plan ID. Use the Copy from another plan option if you want
to use an existing plan as your template. 3. Enter a brief Plan
Description. 4. Specify the Global PTO Register Type, configured above,
that you will use to track accumulations and PTO usage under this
benefit plan. 5. Fill out the remaining fields as needed. For details
about these fields, review the online help documentation for Maintaining
Global PTO Benefit Plans. 6. Click Save.
Opt-ins and Opt-outs Opting Clients into Auto-enrollment and Accrual
You can use a setting on the Client Details form to enable global PTO
plans for that client. On the Client Details > Other tab, select
Global PTO Plan Auto Enroll & Accrue.
Opting Employees out of Auto-enrollment and Accrual You can use a
setting on the Employee Details form to opt employees out of global PTO
plan calculations. On the Employee Details > Other tab, select
Disable PTO Auto Enroll & Accrue.
Assigning PTO Plans on the State and Local Level Note: You cannot set
up GeoCode ranges for plans assigned to the FG state code (Federal
Government — use this code for the PTO plans of employees who are
federal contractors).
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On the System > Change > State Rules form, you can use the
Global PTO panel to specify the PTO plans to offer on both the state and
local level. • In the State Plan Id panel, enter the IDs of any global
PTO plans you want to offer to employees who work in that state. • Use
the other panel to offer local PTO plans to employees who work within
certain GeoCode ranges. You can use this to refine PTO accrual down to
worksite locations within a specific locality. Enter the Starting
GeoCode and Ending GeoCode to specify the range. Then, enter a Local
Plan Id that you want to offer within that range.
Note: Currently, local PTO benefit plans accrue hours in addition to
those of the state-level PTO plans.
Deduction Logic PrismHR uses the following process to select PTO
registers for time off deductions. Note that a local PTO plan is any
plan assigned to a GeoCode range on the State Rules form. The specific
GeoCode is determined by the worksite location associated with the PTO
hour payout.
The basic PTO deduction logic takes this form: 1. Deduct from the
local PTO plan that matches the worksite location GeoCode on State Rules
(if one exists). Repeat until hours run out in the register. If this
occurs, move on to the next step. 2. Continue deducting from any other
local PTO plans that match the GeoCode and are associated with the
employee. If none meet these criteria, proceed to the next step. 3. Look
for state-level global PTO registers (no GeoCode range) assigned on the
State Rules form. Deduct from any qualifying state PTO plans in order.
If PTO hours are still required after all these deductions, the system
generates a payroll failure or warning depending on the following
settings: • Max Usage Limit Per Plan Year (Global PTO Benefit Plans
form) • Stop Init If Exceed Limit (Global PTO Benefit Plans form)
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•    Display a Warning If Employee Uses More Hours Than Available (Global PTO Register Types form)
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Reviewing Accrual Histories There is a new Report View option on the
HR > View > Employee PTO Register Inquiry form, called Global PTO.
Select this option to review the Charge Date, Hours Worked, and Pay Rate
associated with an employee’s global PTO accruals, along with their
associated Pay Codes and Project assignments.
Reviewing Global PTO Auto-Enrollments for a Payroll Batch You can use
a new on-demand payroll batch report to review a list of employees who
were auto-enrolled in global PTO plans during batch processing.
To run the Employee PTO Auto Enrollment Report: 1. Click Work Centers
and then select Work Centers|PTO > Reporting > Global PTO Auto
Enrollment Report. Otherwise, select this report during payroll batch
processing. 2. Enter the batch number in the Batch ID field. 3. Click
Run and review the report output.
Configuring “Print On Check” Functionality You can adjust which
global PTO register hours display on employee checks, based on register
activity.
To update PTO register check printing settings: 1. Click Back Office
and then select System|Change > Global PTO Register Types. 2. Locate
the Print On Check option. 3. Select one of the following. Note that
–Select– is equivalent to “Never”. • Always – always print employee
global PTO register data on the check, no matter what • Never – default
option. Never print data from this register on the check. • If
Used/Accrued Only – only print on check if the employee used or accrued
hours under this register within the payroll batch
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Click Save.

Setting Up Global PTO Register Types Use the Global PTO Register
Types form to set up PTO register types for plans that are not
client-specific. For details about the Global PTO feature set, please
see Setting Up Global PTO Plans. PTO registers track the usable hours of
PTO that employees accrue over the course of the year. The events that
trigger PTO accrual, and the strict definition of “year”, are defined on
this form. After setting up these rules, you can assign these type codes
on the Register Types table, located on the PTO Absence Codes form. For
more information, see Creating PTO Absence Codes.
Setting Up Basic Parameters Note: You cannot set up a global PTO
register type code with the same ID as a client-level PTO register
type.
To set up a global PTO register type: 1. Click Back Office >
System|Change > Global PTO Register Types. 2. Enter a unique Global
PTO Type Code. 3. Enter a Description of the global PTO register type.
4. Select the Year End Basis – the means by which the system measures
the end of a year (Anniversary or Fiscal). 5. Specify a Fiscal End Month
and Day. 6. In the Trigger Method field, select Pay Period Acrrual. 7.
Set the optional parameters below, as needed. 8. Click Save.
Optional Parameters Set the following parameters as needed:
Field Description Trigger Date Select the date through which the
accrual calculation is triggered. The options vary based on the selected
Trigger Method.
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Field Description Print on Check Select whether to print balances for
this register type on employee check stubs from the following options: •
Always – The Global Register will always print on the employee check
when associated with the employee record. • Never - The Global Register
will never print on the employee check when associated with the employee
record. • If Used/Accrued Only – The Global Register will only print on
the employee check if • the employee is paid in a worksite that triggers
that Global Register or • a Pay Code linked to the absence code triggers
that Global Register (appearing on the PTO tab of the current payroll
voucher) Pay Stub Name Enter a descriptive name for the PTO register
type. This displays on each employee check stub and certain reports. If
no check stub name is entered then the Description of the PTO Register
prints. Inactive Register Select if this register type is no longer
used. The system will not calculate accruals or update existing employee
registers associated with this register type. Auto-enroll Through-Date
is Day Before Start Date When the system auto-enrolls employees in plans
for this register type, this option forces the PTO “accrued through
date” to be the day before the employee’s start date. This can help
ensure that auto-enrolled employees do not lose accrual for that day.
Display a Warning If Employee Uses More Hours Than Select to display a
warning during payroll initialization Available if an employee uses more
PTO hours than are available in the register.
Maintaining Global PTO Benefit Plans Use the Global PTO Benefit Plans
form to set up and maintain rules for PTO carryover and accrual on the
system level. You can then assign these plans to particular states or
GeoCode ranges on the State Rules form. For details about this process,
see the article on Setting Up Global PTO Plans.
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Setting Up Basic Rules This panel defines the general rules for
accruing and carrying over global PTO hours.
To configure a global PTO benefit plan: 1. Click Back Office >
System|Change > Global PTO Benefit Plans. 2. Enter or select a Global
PTO Benefit Plan ID. Use the Copy from another plan option if you want
to use an existing plan as your template. 3. Enter a brief Plan
Description. 4. Specify the Global PTO Register Type that will track
accumulations and PTO usage under this benefit plan. You cannot assign a
Global PTO Register Type to more than one global PTO benefit plan. For
more information, see Setting Up Global PTO Register Types. 5. Fill out
the remaining fields as needed. These settings behave like the ones on
the client-level PTO Benefit Plans form (see Defining PTO Benefit
Plans). Refer to the table for field-level guidance.
Field Description Annual Carryover Enter the maximum number of unused
hours that employees can carry over from one plan year to the next.
Lifetime Maximum 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 the employee start date. Negative
Carryover Select this option if negative hour amounts, as recorded in
the PTO register of the employee, can carry over from one year to the
next. Carryover Expiration If you want employee PTO hours to expire a
certain number of days, months or pay periods after the new year, enter
that time frame here. Leave this field blank if hours do not expire.
Expiration Period Define whether the Carryover Expiration field
specifies the number of days, months, or pay periods. Suppress Print
Method Use these fields if you want to suppress printing of PTO hours on
pay stubs. For the amount of time (days or months) specified in these
fields, the system will not print the PTO balance on any payroll check
stubs. The balance will not display in Employee Portal either. Add To
Balance On First Enter a flat amount to add to the accrual balance when
the first accrual Accrual triggers for any employee assigned to this PTO
benefit plan. Note: This amount only applies to plans with a Calculation
Basis of Flat Amount or Hours Worked (by Months). Plan Starts Enter the
date when employee paid time off begins accruing under this plan.
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Field Description Plan Expires Enter the PTO benefit expiration date.
After this date, no paid time off accrues for this plan. Usage Waiting
Period Specify the amount of time after an employee’s original hire date
during which the system will suppress PTO accrual. Using the text field
and the drop-down, enter the number of hours, days, or months until
employees can request time off, if appropriate for this PTO benefit
plan. The value must be a whole number. For the amount of time specified
here, accrued time off will not display as “available” on pay stubs /
advices. If an employee leaves the company and is then rehired, the
system uses the original hire date, not the rehire date. Max Usage Limit
Per Plan Enter the maximum number of PTO hours an employee can use in a
given plan Year year. This works in tandem with the Stop Init If Exceed
Limit setting.
Stop Init If Exceed Limit Select this option if you want the system
to stop time sheet calculation / initialization whenever one or more
employees on that time sheet exceed the Max Use Limit per Plan Year.

Continue to the next panel.

Hourly Accrual and Accrual Thresholds In order to accrue hours based
on hours worked, you must assign pay codes to the benefit plan. 7.
Complete the tables in this panel: • In the Pay Codes for Hourly Accrual
table, add each pay code on which to base the PTO hour accrual (such as
regular pay). You must add at least one pay code if you want PTO hours
to accrue under the plan. • In the Pay Period Accrual Thresholds table,
specify the maximum number of hours that employees in each pay period
can accrue. Leave this table blank if you do not limit hour accrual. 8.
Continue to the next panel (Flat Amount per Hours Worked). 9. Click Save
when finished.
Flat Amount per Hours Worked Use this panel to associate a certain
number of hours worked with the accrual of a certain amount of PTO
hours.
Setting Maximum Accruals and Stopping Accruals The following
conditions apply to the values in the Maximum Amount Accrued Per Year
and Stop Accrual if Balance Reaches fields: • If one of these fields is
blank, the system limits accrual based on the value stored in the other
field.
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•    If the value in both fields is the same, the system defaults to the value in the Maximum Amount
     Accrued Per Year.
•    If the "Maximum Value" value is greater than the "Stop Accrual" value, the system defaults to the Stop
     Accrual if Balance Reaches field.
List of Options Fill out the fields in this panel, as needed:
Field or Fields Description Accrue a flat X hours for every X =
number of PTO hours that employees can accrue after working a certain Y
hours worked. number of hours. For example, 1.00. Y = number of hours
that employees must work to accrue the value in X. For example, 40.00.
If the actual hours worked are Select this option to accrue a fraction
of PTO hours if employee hours not an even multiple of worked are not an
even multiple of the hours specified in the fields above. YY.YY hours
worked then accrue a fraction of the XX.XX hours (where X and Y are
defined in the field above) Maximum Amount Accrued Per Specify the
maximum number of PTO hours to accrue in a year. Year See the section
below for more information about the logic behind this field. Stop
Accrual if Balance Reaches Specify the number of accrued PTO hours after
which employees do not accrue any more. See the section below for more
information about the logic behind this field. Apply Carryover toward
When this field is checked, accruals will stop when Carryover Hours plus
the Maximum Accrual Per Year Accrued Hours reach the Maximum Amount
Accrued per Year. No additional accruals will be made for the remainder
of the year. For example, if the “Maximum Amount Accrued per Year” is 40
hours, and the Carryover Hours is 39 hours, the employee can only accrue
1 hour for the current year. Apply Current Hours Taken Select this
option to subtract the number of PTO hours used before applying before
applying Stop-Balance a stop-balance limit to employee hour accrual.
limits If you do not select this option, the system ignores any used PTO
hours when it stops new hour accrual for an employee. Maximum Hours That
Can Be Enter the maximum number of PTO hours that can be used in a
single block. Used in a Block
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Running the Global PTO Auto Enrollment Report Note: You must activate
the appropriate custom feature code to use global PTO features. For more
information, see the Setting Up Global PTO Plans task sheet or contact
PrismHR Customer Support.
Use the Global PTO Auto Enrollment Report to view a list of employee
auto-enrollments in global PTO plans for a given payroll batch. You can
also run this report directly during payroll batch processing. This
report can return data from initialized and posted batches. To run the
Global PTO Auto Enrollment Report: 1. Click Work Centers and select Work
Centers|PTO > PTO Reporting. In the PTO Reporting work center, select
Global PTO Auto Enrollment Report. 2. Enter or select a payroll Batch
ID. 3. Click Run.
Report Output The generated report includes the following data:
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Chapter 5 Employee Portal Setup Employees can submit paid time off
(PTO) requests using Employee Portal (EP). Your organization needs to
define a variety of settings to ensure that these process correctly.
PTO Approval Policies Your organization must set up approval policies
for paid time off. Set up system- and client-level approval policies as
needed. Select Leave Request from the Approval Type drop- down when
creating the policy. (This is different from leave of absence, which is
for absences that are not covered by any PTO register.)
Note the following: • If you do not assign a PTO approver to an
employee, all worksite managers/worksite trusted advisors with the H/R
Action Approver H/R Role will receive the leave request approval. • See
Global Approval Policies in the System Administration Guide or Approvals
Guide for details on setting up system-level approval policies. • See
Approval Policies in the Human Resources User Guide or Approvals Guide
for details on setting up client- level approval policies.
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Managers and Approvals If your organization wants worksite manager or
trusted advisor users to approve leave requests as employee managers,
there is some set up required. The user accounts must have the correct
employee IDs and roles, and employees need to have the correct
managers/supervisors assigned to them. 1. Set up the user account: Open
the Users form (found in the Back Office menu under System|Change). a.
Enter the User ID. b. Make sure the appropriate Employee ID is assigned
if the user is a worksite manager. c. Make sure the user has the Human
Resources Role of Employee’s Manager (Leave Requests Only). d. Click
Save. e. Repeat steps a through d for each user.

Assign managers/supervisors to the employees: Open Employee Details
(found in the HR under HR|Change).

Enter the Employee by either entering the name, Social Security
Number, or ID to display a pop-up list of matching employee records. You
can also click the field label or press Ctrl+Enter with your cursor in
this field to open the search window.
Select the Work tab.
Make sure the correct employee ID is entered in the Reports To
field. This employee must be active.
Click Save.
Repeat steps a through d for each employee at the client.


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Once employees make requests, the user reviews and approves them in
Approvals Pending, the same as any other approval.
Related Topics Editing a Worksite Manager User in System
Administration Guide Editing a Worksite Trusted Advisor in System
Administration Guide Employee Details Work Tab in Human Resources User
Guide Approvals Pending in Human Resources User Guide
PTO in EP Menus In order for employees to submit requests using
Employee Portal (EP), your organization needs to add the Time Off menu
item to the menus for EP, either at the system level in the ESS Default
Menu Builder in System Parameters or at the client level in the ESS Menu
Builder in Client Details.
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Related Topics ESS Default Menu Builder in System Administration
Guide ESS Menu Builder in Client Administration User Guide
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Chapter 6 Maintaining Employee PTO Information Your organization can
manually enroll employees in PTO plans, enter absences, and adjust PTO
registers.
Manually Enrolling Employees in PTO Register Use the PTO Register
Enrollment form to manually enroll employees in paid time off register
and set the starting hours. This is found in the HR menu under
HR|Action. Note: You can create a new enrollment even if an employee has
an archived register. Once you save the enrollment, PrismHR creates the
register for the employee based on the register type and benefit
plan.
Note: To make changes to the employee’s PTO register values, see
Adjusting Accrued or Carryover Hours for Employees on page 98
To manually enroll employees in a PTO register: 1. Enter the Employee
by either entering the name, Social Security Number, or ID to display a
pop-up list of matching employee records. You can also click the field
label or press Ctrl+Enter with your cursor in this field to open the
search window. 2. Enter the Register Type used to track paid time off
for this plan. 3. Enter the PTO Benefit Plan in which to enroll the
employee.
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Note: PrismHR uses the Benefit Start Date to calculate the number of
months the employee has worked for the client. The system uses this in
conjunction with the rules defined for a paid time off plan to determine
the number of hours the employee can earn during a given accrual period.
The default is the employee’s last hire date, but you can change
this.

Enter the Benefit Start Date. The system uses this date to calculate
the number of months that the employee has worked for the client. The
default is the employee’s last hire date, but you can edit it as needed.
See About Benefit Start Dates on page 95.
Enter the Carryover Hours, which is the number of hours carried over
from a previous accrual year. Typically, you would only enter this value
when setting up the register for the first time.
Enter the YTD Hours Calculated (+), which is the starting balance of
PTO hours accrued in the current year. Note: If you enroll an employee
in a PTO plan with an initial YTD Hours Calculated (+) (accrual amount)
that is greater than the Max Per Year in the PTO benefit plan, a warning
message displays in the PTO Register Enrollment form when you enter the
Calculated Thru Date, “Warning: no additional hours will be accrued
because the initial amount is greater than the maximum accrual of
 hours set up in the PTO benefit plan.” To continue, click
OK.
Enter the YTD Hours Taken (-), which is the number of PTO hours
already used in the current year.
Based on the entries, the YTD Hours Available (=) displays.
Enter the Year End Date for the current year. The default comes from
the plan’s setup.
Enter the Calculated Thru Date, the date through which PTO hours
have been accrued. See Understanding the Accrued Thru Date Field on page
95 for more information on entering the correct date.
Enter the Carryover Expires On date when the available carryover
hours expire, if applicable.

About Benefit Start Dates The Benefit Start Date field dictates the
calculation that the system uses. • You can only adjust the Benefit
Start Date for employees enrolled in fiscal year registers. You cannot
change it for anniversary-based registers. • When the eligibility for
PTO benefits is based on seniority level (the number of months worked),
the system uses its calculation based on this date to determine the
employee’s seniority level. • If the client’s PTO register uses
Anniversary Year End as the register type’s accrual calculation method,
the system uses the date to calculate the PTO register year-end
date.
Understanding the Accrued Thru Date Field If the employee has
accumulated PTO hours prior to the initialization of this PTO Register,
you must enter the number of PTO hours, any carryover hours available,
and the date through which the hours were accrued.
WARNING: If you do not enter the correct date in the Starting Accrued Thru Date field, PrismHR may
accrue excess hours for this employee.
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It is critical that you enter the correct “accrued through” date. The
system accrues any PTO time from this date forward, according to the
terms of the absence benefit plan and register type. To determine the
date correctly, it is important to understand the client’s PTO plan;
that is, does it accrue increments of PTO hours throughout the year, or
perhaps deposit the whole amount at one time? For example, an employee
has three vacation days available to her at the time you take on a
particular client. The employee is not scheduled to accrue any more
until January 1 of the following year. You must ensure the date you
enter in the Accrued Thru Date field is December 31. The next time the
register is triggered, whether the it is the next pay period, end of
month, or another time, PrismHR will calculate the number of days
between December 31 and the trigger date. During payroll processing,
PrismHR automatically updates the employee’s PTO register with any due
accruals.
If you are going to update PTO hours more frequently, such as when
increments of time are deposited each payroll period, ensure you
understand exactly what “accrued through” date the client used when they
submitted the employee’s PTO hours to you. Was it through the last day
of the payroll period or through the pay date? You must determine the
“accrued through” date with the client to ensure the employee’s PTO
register accrues correctly.
Processing PTO Auto Register Enrollment The PTO automatic enrollment
process tests every employee against the eligibility rules (set up for
the client in PTO Auto Enroll Rules, found in the Client menu) and
enrolls employees into absence benefits if they meet the eligibility
criteria. Use the PTO Auto Register Enrollment form as a quick way to
build up a list of employees in a plan and assign them their first
Accrued Thru Date. You would typically use this feature when you need to
enroll existing employees in a new PTO plan.
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If appropriate, enter the Benefit Start Date to override the
default. The system uses this date to calculate the number of months
that the employee has worked for the client. If you do not enter a date
in the field, the system automatically calculates the date on which it
would have begun for each employee. Note: The Benefit Start Date field
will not override on registers where the PTO Auto-Enroll Rule has either
Seniority Date or Hire Date selected on the Use Seniority Date or
Hire/Rehire Date? field.
In the Accrued Thru Date field, you should enter the date through
which paid time off benefits would have previously been accrued. • When
you enter a date, the system calculates each employee’s PTO benefits
from that date forward. • If you leave the date field blank, the system
calculates each employee’s benefits from their date of hire through to
today’s date. This is an extremely rare situation. Be sure that this is
what you need to do, as it can impact payroll. Read How PrismHR Uses the
Accrued Thru Date for PTO Benefits to learn more.
Click Run. The system enrolls eligible employees in the plan,
then displays a count of the employees who were enrolled. It also
displays a list of any employees who were not enrolled and why.
When you finish reviewing the information, click Close to exit
the form or Cancel to clear the form and use it to run another
enrollment process.

How PrismHR Uses the Accrued Thru Date for PTO Benefits When it is
time for payroll to send out paychecks, the system calculates PTO
benefits from the day after the last date through which the employee
accrued benefits (the “accrued through” date) up through the period end
date. For example, employees in the ABC Company are paid semi-monthly
and were last paid on May 15. When they are paid on June 1, the system
knows the accrued through date is May 15, so it calculates the PTO
benefits from May 16 through June 1. If your organization added ABC
Company to PrismHR on May 20, you would want to automatically enroll the
ABC employees in PTO benefits. The system has never calculated payroll
for these employees before, but its calculations require an “accrued
through” date. You define the accrued through date as May 15, so the
calculations result in a normal accrual cycle on June 1.
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Therefore, you use the PTO Auto Register Enrollment form to not only
automatically enroll the employees, you also define an Accrued Thru Date
date for the system. When payroll processes the paychecks, the system
determines the employees’ PTO benefits from the day after the date you
entered.
Entering Employee Absences Use the Employee Absence Entry form to
enter employee absences from work. This is time off that will affect the
employee’s PTO register. This is found in the HR menu under HR|Change.
You can: • Enter a paid absence: Sometimes salaried employees’ absences
are not paid out on a time sheet, but they need to be subtracted from
the PTO register. When you use an absence code associated with a PTO
register, the system applies the hours as well as any comments you
enter. • Enter an unpaid absence: Track absences for record-keeping
purposes. There are reports that list unpaid absences. • Adjust “hours
taken”: Adjust the total number of hours taken on the employee’s PTO
register. (To adjust the number of hours accrued or carried over, see
Adjusting Accrued or Carryover Hours for Employees below.)
Note: Absence Codes must exist before you can use the Employee
Absence form.
To enter employee absences: 1. Enter the Employee ID by either typing
the name or ID to display a pop-up list of matching employee records, or
by clicking the field label to open the search window. 2. Select the
Absence Code for this absence. 3. Enter the Date Absent, which is the
day the employee was absent or the start date of the absence period if
the absence spans multiple days. 4. Enter the total number of Hours
Absent. 5. Enter a Comment for this absence, if applicable. For example,
you can use this reference a specific voucher or event. 6. Click Save.
The system generates the Journal ID when you save the absence entry.
Adjusting Accrued or Carryover Hours for Employees You can use the
Employee PTO Register Adjustment form to adjust an employee’s number of
accrued hours or carryover hours from a previous year. You can also
adjust the accrued through date. This is found in the HR menu under
HR|Change.
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Note the following when using the Employee PTO Register Adjustment
form: • Absence Codes must exist before you can use the Employee PTO
Register Adjustment form. • When you archive a register, you cannot
adjust it. Therefore, to prevent you from making an adjustment to an
archived register, these register types do not display as an option in
the Register Type field.
Note: The system automatically assigns the Journal ID.
In addition, you can access the PTO Register Adjustment Import form
by clicking the Import icon ( ) that displays in this form. See
Importing PTO Adjustment Information on page 99 for more
information.
To adjust an employee’s number of hours, do the following: 1. Enter
the Employee by either entering the name, Social Security Number, or ID
to display a pop-up list of matching employee records. You can also
click the field label or press Ctrl+Enter with your cursor in this field
to open the search window. 2. Select the PTO Register Type for this
adjustment. 3. Enter the Effective Date, which is the day of the
adjustment or the start date of the adjustment period if the adjustment
spans multiple days. 4. Enter the Calculated Hours to add to the
employee’s PTO register. 5. Enter the Carry-Over Hours to add to the
employee’s PTO register. 6. Enter the Calculated Thru Date, which is the
date through which you want to update the employee’s accrued through for
the register type. Further accruals occur for payrolls with a pay date
after this date. If you want to adjust only the date, enter zeroes in
the hours fields. 7. Enter a Comment about the adjustment, if
applicable. For example, you can use this reference a specific voucher
or event. 8. Click Save.
Importing PTO Adjustment Information You can use the PTO Register
Adjustment Import process to import PTO adjustment information and to
generate an error report and a transaction report. The PTO adjustment
information is imported using a comma-delimited, tab-delimited, or
pipe-delimited text file that is created in Excel. Note: You can access
the related report, Employee PTO Detail Report. This report provides
information about employees’ paid time off.
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Before you begin: 1. In Excel, create a comma-delimited,
tab-delimited, or pipe-delimited text file that contains at least the
following adjustment information in the order shown: • Column 1 -
ClientID. • Column 2 - Employee ID. • Column 3 - Adjustment Type:
T-Taken, A-Accrued, and C-Carryover. • Column 4 - PTO Register Type. •
Column 5 - PTO Benefit Plan. (Note: Only required if Employee should be
enrolled in plan.) • Column 6 - PTO Absence Code. (Note: Only required
if Adjustment Type ‘T’ is selected.) • Column 7 - Effective Date
(MM/DD/YYYY). • Column 8 - Adjustment Hours. • Column 9 - Accrued
Through (optional). • Column 10 - Comment/Annotation (optional). (Note:
If you do not provide a comment, the default comment ‘Imported
Adjustment’ displays in the Annotation column in the Employee PTO
Register form.) 2. Save the Excel file as a comma-separated values (CSV)
file or plain text file. 3. Record the file name and where it was
saved.
To import PTO adjustment information, do the following:

Click (Back Office).
From Operations|Import Processing, select PTO Register Adjustment
Import. The PTO Register Adjustment Import page opens.
Fill in the form.
Option Description Upload File Click the link, click Choose File,
select the file you created, and then click submit. When you are
notified that the file was uploaded, click Close. Delimiter Select Auto,
Comma, Tab, or Pipe. If you select Auto, the system selects the
delimiter based on the file content. Qualifier Select None. First Lines
to Skip Select the number of lines to skip at the beginning of the file.
For example, the first three lines might provide instructions or
overview information. Download Sample Header File Click the link to
download an example of the Excel data file. (A file titled
PTOAdjustmentImport opens in Excel.) Preview Displays information about
each client to be included in the import.

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Click Import. A progress box displays the status. Note: Although
only a maximum of 100 records display, all records are actually
imported.
When the progress box shows that the process is complete, click
Close to return to the PTO Register Adjustment Import page or Report to
open the Job Control Status Report.

Auto-Enrolling Employees While Importing You can use the PTO Benefit
Plan column (column 5) in your Excel file to automatically enroll
employees while importing their PTO adjustments. Note: If you specify a
PTO benefit plan and that employee is not currently enrolled in a PTO
plan, the system automatically enrolls them during the import process. A
PTO absence code is only required if the adjustment is T (Taken). When
using this feature, observe the following guidelines:
Scenario Description Employee that is not • If you have an employee
who has a seniority date that is not already enrolled in a PTO equal to
the hire date and you add a valid PTO Benefit Plan to Benefit Plan
column E on the import, the system enrolls the employee in the PTO
Plan/Register on the file with a Benefit Start Date that equals the
Seniority date, and a Calculated Thru Date equal to the Benefit Start
Date and the Year End Date, which defaults to the appropriate date based
on the PTO setup. • If you have an employee that has a seniority date
equal to the hire date, and you add a valid PTO Benefit Plan to column E
on the import, the system enrolls the employee in the PTO Plan/Register
on the file with a Benefit Start Date that equals the Original Hire
Date, and a Calculated Thru Date equal to the Benefit Start Date and the
Year End Date, which defaults to the appropriate date based on the PTO
setup. • If you enter a PTO Benefit Plan on the file, but it does not
match any existing client PTO Benefit Plan codes, the Employee ID
displays the following message, “PTO Benefit Plan does not exist for
this client. Adjustment and enrollment skipped.” • If an employee is not
already enrolled in the PTO Register/Plan combination on the file and
the file contains a PTO Benefit Plan, but the employee is already
enrolled in a plan/register with the same PTO Class/Employee ID, you
cannot setup in more than one PTO Register of the same class.
(Adjustment and enrollment are skipped.) • When employees are
successfully enrolled along with their adjustments, a message displays
regarding the job progress, “PTO Register Enrollments completed:
.”
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Scenario Description • When employees are not successfully enrolled
and the file contains the PTO Benefit Plan field, a message displays
regarding the job progress, “PTO Register Enrollments skipped:
.” • The process assumes zero (0) hours for the enrollment in
the following situations: Accrued and Taken (adjustment for Carryover),
Carryover and Taken (adjustment for Accrued), Carryover and Accrued
(adjustment for Taken), and when the employee has multiple adjustment
types while any type is not represented on the file.
Employee that is already • When an employee in the adjustment import
includes a PTO enrolled in a PTO Benefit Benefit Plan in Column E and
the employee is already enrolled in Plan that PTO Plan/Register
combination, the import process performs as normal and makes the
adjustments while completely ignoring the enrollment. • The system does
not display a message regarding enrollments when a PTO Benefit plan is
included in column E and the employee is already enrolled in the same
PTO Plan/Register combination.
Employee that is already • If an employee is not already enrolled in
the PTO Register/Plan enrolled in a different PTO combination in the
file and the file contains a PTO Benefit Plan, Register that has the
same but that employee is already enrolled in a plan/register with the
PTO class same PTO Class, the following message displays, “Employee ID -
An employee may not be set up in more than one PTO Register of the same
class. Adjustment and enrollment skipped.” • A job progress window
displays this employee scenario failure in the number count of PTO
Register Enrollments and Adjustments skipped.
Selecting Data Many of the forms used in W-2 processing provide
linked data fields. Each linked field provides a table where you can
enter data to use. You can either enter the data manually or you can
click the link to display a list from which you can make a selection.
Your access privileges determine the items that are shown in the list.
This topic uses Employer ID as an example, although there are many other
linked fields from which you can select other types of data. Each data
item that you select is shown in a separate row in a table. You can
insert and delete rows in the following ways: • To insert a row at the
end of the table, click + next to the Employer ID link. • To insert a
row at the beginning of the table > next to the selected Employer ID.
• To delete a row, select it and click x.
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To manually select an employer: • Select a blank row and enter the
Employer ID. The system provides the Employer Name.
To select an employer using a linked field: 1. Select a blank row and
then click the Employer ID link. 2. In the list of results, select an
employer using the following navigational techniques. Since some lists
can be quite long, the system provides various navigation options for
you to find the information you want. The options are shown at the
bottom of each page in the list. The available options may differ
slightly depending on the data that you select.
 Option                       Description
 Select Row                   Enter the row number for the employer. It does not need to be visible on the
                              current page. The system populates the field with the selected Employer ID
                              and Employer Name. If an employer is already selected. the new selection
                              replaces it.
 Page (n) of (n)              Displays the current page number and the total number of pages. Click
                              Previous or Next to move one page back or forward.
 Select Page                  To display a different page, enter the page number and click Go to Page.
 Refine Search                Displays fields where you can enter specific search information and then click
                              Refine to narrow the results shown in the list. Click Reset to revert to the
                              default display.
To select all employers: • Click Load All Employers.
To remove an employer from the table: • Click the X in the applicable
row. If there are many rows and you need to clear them all, close the
page and then open a new page.
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Tracking Employee Leaves of Absence Use the Leave of Absence form to
track an employee’s leave of absence while maintaining the employee’s
status of employment at your company. This is used for absences that are
not covered by PTO registers.
Note: The PTO Accruals panel only displays when the following
conditions are met: • The entered or selected employee is enrolled in
one or more PTO registers. • You enter a Leave Effective Date that is
either the current day or a date before that day.
To track an employee’s leave of absence, do the following: 1. Enter
the Employee by either entering the name, Social Security Number, or ID
to display a pop-up list of matching employee records. You can also
click the field label or press Ctrl+Enter with your cursor in this field
to open the search window. The employee’s current status and type
display. 2. Select the Leave Employment Status for the employee. Note:
This field displays the full description of the status code, separated
by a dash (-) in front of the status code. 3. Enter the Leave Effective
Date. 4. Select the Reason Code for the leave of absence. 5. Enter the
Planned Return from Leave date when the employee plans to return to
work. 6. To stop PTO accruals for the employee, select the Stop PTO
Accruals field for the PTO Register Type. (The PTO Register Type and PTO
Benefit Plan columns display the PTO Register and Plan where the
employee is enrolled.) Note: After you save this selection and there is
a leave of absence approval policy in place, when the leave of absence
is approved this setting registers in the Stop PTO Accruals field on the
Employee PTO Register form. 7. Click Save.
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Note: Use Reactivation to return an employee to regular employment
status.
Actions Menu You can access information about the Employee’s Status
history by clicking Status Type History in the Actions menu. • Status
Type History
Reactivating an Employee You can reactivate an employee who was on a
leave of absence using the Reactivation form. Note: All the fields in
this form are mandatory, so make sure you complete all the fields before
saving the record.
Note: The PTO Accruals panel only displays when the following
conditions are met: • The entered or selected employee is enrolled in
one or more PTO registers. • You enter a Reactivation Date that is
either the current day or a date before that day.
To reactivate an employee, do the following: 1. Enter the Employee by
either entering the name, Social Security Number, or ID to display a
pop-up list of matching employee records. You can also click the field
label or press Ctrl+Enter with your cursor in this field to open the
search window. The employee’s current status and type display. 2. Select
the Reactivated Employment Status. Note: This field displays the full
description of the status code, separated by a dash (-) in front of the
status code. 3. Select the Reactivated Employment Type. Note: This field
displays the full description of the type code, separated by a dash (-)
in front of the type code.
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Enter the Reactivation Date.
Select the Reason Code the best describes the employee
reactivation.
To resume PTO accruals for the employee, deselect the Stop PTO
Accruals field for the PTO Register Type. (The PTO Register Type and PTO
Benefit Plan columns display the PTO Register and Plan where the
employee is enrolled.) Note: After you save this selection and there is
a reactivation approval policy in place, when the reactivation is
approved this setting registers in the Stop PTO Accruals field on the
Employee PTO Register form.
Click Save.

Reviewing Status Type History You can access the employee’s status
history by opening the Actions menu and selecting Status Type
History.
Deleting Mass Employee PTO Registers Use this feature to delete PTO
registers for multiple employees at once. For example, you can use this
process if your client restructures their PTO (including the register)
and wants to remove all terminated employees’ bank records.
Note the following when using the Mass Delete Employee PTO Registers
form: • This form is only available for service providers. • In addition
to accessing this form on the HR|Action menu, you can also enter bulk
delete in the search box to access it. • After you delete an employee
PTO register, the system permanently deletes a posted record of all
accrued, used, and carryover PTO for the employees in the PTO register
type, so those affected employees will no longer be enrolled for this
type of PTO.
To perform a mass deletion of employee PTO registers, do the
following: 1. Go to the Mass Delete Employee PTO Registers form on the
HR|Action menu and complete the following fields:
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 Field                       Description
 PTO Register Type           Enter or select the PTO register type for your active client. If you select
                             this field, the Select PTO Register Types form displays. You can either
                             select from the list that displays or search for a specific PTO register type
                             by entering it in the field. After you select one of the register types, the
                             form closes and it displays in the PTO Register Type field back in the
                             Mass Delete Employee PTO Registers form.
                             Note: The list of PTO register types that display are the same as those
                             available to the client in the PTO Type Code field on the PTO Register
                             Types form.
 PTO Benefit Plan            Enter or select the PTO benefit plan for your active client. If you select
                             this field, the Select PTO Benefit Plans form displays. You can either
                             select from the list that displays or search for a specific PTO benefit plan
                             by entering it in the field. After you select one of the benefit plans, the
                             form closes and it displays in the PTO Benefit Plan field back in the Mass
                             Delete Employee PTO Registers form.
                             Note: The list of PTO benefit plans that display are the same as those
                             available to the client in the PTO Plan field on the PTO Benefit Plans
                             form.

Select Find Employees. In the employee list that displays, you can
Select All employees or make individual selections from the list. Note:
If you select a different PTO register type or PTO benefit plan after
selecting Find Employees, the following message displays, “Selecting a
new PTO Register Type or PTO Benefit Plan will clear the current list of
employees. Do you wish to continue?” Click Yes to clear the list of
employees or No to cancel.
Click Delete Registers. A confirmation message displays, “You are
about to delete  employee PTO registers and all associated
records and enrollments. Do you want to continue?” Select one of the
following: • Yes: Deletes all PTO registers for the selected employees.
(Note: After you make this selection, the Employee PTO Register form no
longer contains any evidence of this record.) • No: Cancels the deletion
and returns to the form where the PTO register type and PTO benefit plan
selections still display. Note the following before clicking Delete
Registers: • If you click Delete Registers without selecting the PTO
register type or PTO benefit plan, the following message displays,
“Registers can only be deleted after selecting employees. Select a PTO
Register Type and PTO Benefit Plan to list employees.” • If you click
Delete Registers without selecting an employee, the following message
displays, “Select at least one employee register to delete.”

Archiving Mass Employee PTO Registers Use this feature to archive PTO
registers for multiple employees at once. For example:
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Note: The Mass Archive Employee PTO Registers form is only available
for service providers.
To perform a mass archive of employee PTO registers: 1. Go to the
Mass Archive Employee PTO Registers form on the PTO Adjustments and
Maintenance|Maintenance menu and complete the following fields:
 Field                      Description
 PTO Register Type          Enter or select the PTO register type for your active client. If you select
                            this field, the Select PTO Register Types form displays. You can either
                            select from the list that displays or search for a specific PTO register type
                            by entering it in the field. After you select one of the register types, the
                            form closes and it displays in the PTO Register Type field back in the
                            Mass Archive Employee PTO Registers form.
                            Note: The list of PTO register types that display are the same as those
                            available to the client in the PTO Type Code field on the PTO Register
                            Types form.
 PTO Benefit Plan           Enter or select the PTO benefit plan for your active client. If you select
                            this field, the Select PTO Benefit Plans form displays. You can either
                            select from the list that displays or search for a specific PTO benefit plan
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 Field                       Description
                             by entering it in the field. After you select one of the benefit plans, the
                             form closes and it displays in the PTO Benefit Plan field back in the Mass
                             Archive Employee PTO Registers form.
                             Note: The list of PTO benefit plans that display are the same as those
                             available to the client in the PTO Plan field on the PTO Benefit Plans
                             form.

Select Find Employees. In the employee list that displays, you can
Select All employees or make individual selections from the list. Note:
If you select a different PTO register type or PTO benefit plan after
selecting Find Employees, the following message displays, “Selecting a
new PTO Register Type or PTO Benefit Plan will clear the current list of
employees. Do you wish to continue?” Click Yes to clear the list of
employees or No to cancel.
Click Archive Registers. A confirmation message displays, “You are
about to archive  employee PTO registers and all associated
records and enrollments. Do you want to continue?” Select one of the
following: • Yes: Archives all PTO registers for the selected employees.
(Note: After you make this selection, the Employee PTO Register form no
longer contains any evidence of this record.) • No: Cancels the archive
and returns to the form where the PTO register type and PTO benefit plan
selections still display. Note the following before clicking Archive
Registers: • Archiving an employee’s PTO register permanently closes
this employee’s PTO Register Type, so you cannot make any changes once
the record is archived. (The employees will no longer be enrolled for
this type of PTO.) • Performing a mass archive does not include Global
PTO. • If you click Archive Registers without selecting the PTO register
type or PTO benefit plan, the following message displays, “Registers can
only be archived after selecting employees. Select a PTO Register Type
and PTO Benefit Plan to list employees.” • If you click Archive
Registers without selecting an employee, the following message displays,
“Select at least one employee register to archive.”

Obtaining PTO Carryover Loss for Employees You can use the Employee
Carryover Loss form to produce a report that displays PTO carryover lost
for each employee from the previous year. For example, if employees can
carryover up to 40 hours of PTO and an employee has 60 hours available
at the end of the year, the report would display 20 hours of lost PTO
carryover. Note: The report that the Employee Carryover Loss form
produces does not apply to global PTO.
To obtain PTO carryover lost for each employee: 1. On the Reports
menu, select Employee Loss Carryover under Payroll|Reports.
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Select the Register Type.
Select the PTO Benefit Plan.
Enter or select the As Of Date.
Click Run. The PTO Carryover Loss Report displays. For example:

The report columns are: • Employee ID: Employee ID. • Employee Name:
Employee name. • Register: The register type. • Benefit Plan: The PTO
benefit plan. • Carryover Lost: Amount of employee’s PTO carryover lost
since As Of Date.
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Chapter 7 Employee PTO Requests in EP Employees can view, submit, and
cancel PTO requests using Employee Portal (EP). They can access EP from
a computer, tablet, or smartphone.
Log In and Access PTO Employees log in to Employee Portal (EP) and
access the paid time off (PTO) features. Your organization determines
the menu set up when creating the EP menus; see PTO in EP Menus on page
92. The page displays: • The hours remaining, planned, and taken for
each PTO benefit plan offered by the client • Upcoming Planned Time Off
• The Time Off History Employees can request time off by clicking the
Request Time Off button, or delete unapproved requests by clicking the
Cancel button.
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Request PTO Employees can submit requests for time off by clicking
the button in the Time Off page. 1. In the Time Off page, click Request
Time Off. The Time Off Request form opens.
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In the Basic Info tab:

Select the Type of paid time off you want to request.
Enter the Start Date of the time you want to request.
Enter the End Date of the time you want to request. If you are
requesting only one day, enter the same date as the starting date.
You can enter a Comment regarding the request, if you want.

If you need to specify the number of hours, select the Edit Hours
tab and then enter the Hours for each day.
Click Submit.

Cancel PTO Request Employees can cancel PTO requests before they are
approved by clicking the button.
Inquiries You can use different features to review employee PTO
information.
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Viewing the Job Control Status Report When a process is complete, you
may have the option to access a Job Control Status report. This report
shows the Job Number, the date and time when it started and stopped, and
the job status. It also shows the date and time that each step in the
process was executed. To open the Job Control Status report, click
Report in the message that informs you that processing is complete. You
have the following options: • Navigate through multiple pages using
arrows to move forward, back, to the beginning, or to the end. • Go
directly to a page by typing the page number in the Page box. • Enter
search text in the Search box. Click Search Next to find the next
occurrence. • In the Actions menu, select Print, Convert to PDF, or
Print/PDF Pages. • Click XLS to export the report to Excel format and
save it in your Downloads folder.
Performing an Employee PTO Register Inquiry The Employee PTO Register
form displays paid time off (PTO) for an employee, including the details
of time accrued and taken. This form is found in the HR menu under
HR|Change. You can also delete or archive a PTO register for an employee
using this form. The PTO benefit plan determines how much PTO an
employee will accrue, and the PTO register type determines when the
employee accrues PTO. The employee’s PTO Register is where the system
keeps track of the PTO. It is a record of “credit” and “debit”
transactions, and shows a running balance. Each time PTO accrues, it is
posted (credited) to the employee’s register; each absence is subtracted
(debited) from the register. For example:
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To perform an employee PTO register inquiry: 1. Enter the Employee by
either entering the name, Social Security Number, or ID to display a
pop-up list of matching employee records. You can also click the field
label or press Ctrl+Enter with your cursor in this field to open the
search window. 2. Select the PTO Register Type. The drop-down lists only
the plans in which the employee is currently enrolled. Note: If an
employee is auto-enrolled in a PTO plan, “Employee Auto Enrolled”
displays. 3. Enter the PTO Benefit Plan. Existing information for this
employee displays in the form. • The rest of the top panel summarizes
the PTO benefit plan information. • The Paid Hours Absent Details panel
displays each absence taken. • The Hours Accrued/Carry-over Details
panel displays each accrual earned by the employee. Note: If you change
the PTO Benefit Plan during the plan year ending pay period, you may
need to make adjustments. 4. The Benefit Start Date displays the date
that was selected when the employee was enrolled. The system uses this
date to calculate the employee’s PTO for this plan. Note: If you need to
change this date, you can only change it for employees enrolled in PTO
with an Anniversary Year year-end basis plan in the following instances:
• When there are no payroll-generated accruals (calculated hours). •
When there are manually-entered accruals (calculated hours) or any other
manual adjustments in the Employee PTO Register Adjustment form, the PTO
Register Adjustment Import form, or the Employee Absence form, even if
the comment is identical to the format from payroll-generated accruals.
For example, “CALCULATED THRU 8-14-21.” • When there are no manual
adjustments on the employee’s register. Note: Currently, if the employee
is in a register that has a Fiscal Year End Basis, you are allowed to
update the Benefit Start Date at any time. You can correct errors made
in the PTO Benefit Plan Setup. (Originally, you had to delete the PTO
register and re-enroll the employees, if they were in an Anniversary
Year End Register.) Note: If you change the Benefit Start Date during
the plan year ending pay period, you may need to make manual
adjustments. When you make a change to the Benefit Start Date, the
following messages display depending on the situation:
 Situation                         Message/Action
 When there are no payroll-        "Updating the Benefit Start Date for this employee in an
 generated accruals                Anniversary Year End Basis requires the Year End Date to be
                                   updated to <Benefit Start Date - 1>. Do you want to continue with
                                   this change?"
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 Situation                         Message/Action
 If you select Yes                 The system updates to the date you entered or selected. Also, the
                                   Year End Date immediately updates to one day before the new
                                   Benefit Start month/day. (Selecting No reverts to the original
                                   date.)
 If an employee has payroll-       "The Benefit Start Date may not be amended after an accrual has
 generated accruals                been processed through payroll."

Note the following:
•    The Benefit Start Date update displays in the audit log. However, the Year End Date change displays as
     Rpt Plan with the data displaying as a Unidata date.
•    When a change to the Benefit Start Date causes an employee to move from one seniority level of
     accrual to another, the appropriate accrual takes place in the payroll and records to the PTO register.
•    The existing behavior for an employee in a Fiscal Year End basis Register Type remains unchanged.

To prevent an employee from receiving any PTO accruals for this
plan, select the Stop PTO Accruals field. A confirmation message
displays, “Are you sure you want to stop the employee from receiving
accrued PTO hours?” Click Yes to proceed. (Note: This setting does not
impact the employee’s Benefit Start Date and Accrued Thru Date and the
employee remains enrolled in the plan.) To restart an employee’s PTO
accruals for the plan, deselect this field. (PTO accruals for the
employee immediately begin again.) Note the following when using this
setting: • If an employee exists in more than one PTO register, enabling
this setting only applies to each register separately. • When this
setting is enabled, an employee in any plan or register type immediately
stops accruing hours on the payroll. • When the PTO accruals stop and
the employee is paid under conditions that would normally cause an
accrual, the employee’s voucher still displays the Paid Time Off Accrued
panel on the PTO tab with zero (0) hours accrued. Note: The Leave of
Absence form and the Reactivation form also allow users to stop or
resume PTO accruals for an employee by selecting or deselecting the Stop
PTO Accruals field. After making that selection or deselection and if
there is a leave of absence or reactivation approval policy in place,
when the leave of absence or reactivation is approved that setting
automatically registers here on the Employee PTO Register form in the
Stop PTO Accruals field. (See Tracking Employee Leaves of Absence (page
104) and Reactivating an Employee.)
If you want to perform PTO adjustments for the selected employee,
select one of the following shortcuts: • Add an Employee Absence: Opens
the Employee Absence form, where you can enter the employee’s absences
from work. This is time off that affects the employee’s PTO register.
(See Entering Employee Absences on page 98.)

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•    Make Employee PTO Adjustments: Opens the Employee PTO Register Adjustment form to adjust the
     employee's number of accrued hours or carryover hours from a previous year. You can also adjust the
     accrued through date. (See Adjusting Accrued or Carryover Hours for Employees on page 98.)
•    Manage Planned Time Off Requests: Opens the Planned Time Off Requests form, where you can review
     and make changes to employees’ time off (PTO) requests. (See Working with Planned Time Off Requests
     on page 122.)
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
     Employee Absence form, the Add an Employee Absence shortcut will not display. If you have no access
     or are denied access to both forms, the header and shortcuts do not display.
•    When you select a shortcut, the system automatically populates the selected employee in the form that
     opens.
•    After you make changes or adjustments in a form and click Save, when you close that form the
     adjustments immediately display in the Employee PTO Register if the form is open to the same plan and
     register for those adjustments.

If you want to terminate a PTO register for an employee click
Archive, which keeps an historical record of that register so you can
refer to this information when seeking answers about what was done in
the past. Note: You must select an Employee and Register Type to enable
the Archive button. When you click Archive a warning displays stating
that any pending PTO request that have not been approved need to be
manually removed using the Planned Time Off Requests form. Confirm this
warning by clicking OK. Note: Archiving a PTO register deletes the
register’s Audit Log, so it is no longer available. Another warning
displays stating that archiving a PTO register terminates the register
for the employee, so you cannot makes updates to the enrollment after
the register is archived. Click Yes to clear the fields on the form.
(Clicking No returns you to the form to make updates.) Note: After
archiving a PTO register, the plan no longer displays in Employee Portal
(EP) and the system no longer makes additional accruals. The system
places the archived register into an Archived folder as a read-only
record. You can review the archived register’s historical information,
including the Benefit End Date. However, you cannot make any adjustments
to the archived register. (At this time, the Save and Delete buttons are
disabled.) When you select the Register Type field for an archived
record, the list displays “Archived” at the end of the register type.
For example:

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Note the following:
•    The archived record's numbering is based on the client, not the employee. Therefore, each number is
     unique.
•    Archived records display at the bottom of the list beneath any active records.

Click Save.

Viewing Employee PTO Register The Employee PTO Register Inquiry form
allows you to view an employee’s accrued paid time off and a list of
time taken. This form is found in the HR menu under HR|View.
Note: This form is useful for worksite users to check employees’
accrued PTO. Users cannot make changes on this form.
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To view an employee’s accrued paid time off and a list of time taken:
1. Enter the Employee by either entering the name, Social Security
Number, or ID to display a pop-up list of matching employee records. You
can also click the field label or press Ctrl+Enter with your cursor in
this field to open the search window. 2. Select the Register Type. The
selected employee PTO register information displays. Note: If an
employee is auto-enrolled in a PTO plan, “Employee Auto Enrolled”
displays. 3. From the Report View drop-down, select the report you want
to review. The relevant information displays. 4. When you are finished,
click Cancel.
Employee PTO Detail Report This report provides information about
employees’ paid time off.
To run this report, do the following: 1. Enter the Selection
Parameters to determine what displays on the report. If left blank, all
employees display: • Enter the report filters to display on the
report:
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 Field                            Description
 Employee Status                  Enter the Employee Status. The Status Description displays.
 Register Type                    Enter the Register Type. The Class Description displays.

•    Select the Report Type to determine what information displays in the report:

 Report Type                             Description
 PTO YTD Detail Report                   Displays an employee's paid time off details in a year-to-date
                                         format.
 PTO Absence Summary Report              Displays a summary of absences.
 PTO Absence Summary Report by           Displays a summary of absences by department.
 Department
 PTO Absence Summary Report with         Displays a summary of absences, including accrual.
 Accrual Level
 PTO Absence Summary Report with         Displays a summary of absences by location, including accrual.
 Accrual Level by Location
 PTO Absence Summary Report with         Displays a summary of absences, including buyback.
 Buyback
 PTO Absence Summary Report with         Displays a summary of absences by department, including buyback.
 Buyback by Department
 PTO Absence Summary Report with         Displays a summary of absences by location, including buyback.
 Buyback by Location
 PTO Absence Summary Report with         Displays a summary of absences by pay group, including buyback.
 Buyback by Pay Group
 PTO YTD Absence Report by Hours         Displays year-to-date absences by hours.
 Used
 PTO Payroll Equivalent Report For       Displays PTO as payroll equivalent for the current year.
 Current Year
 PTO Payroll Equivalent Report For       Displays PTO as payroll equivalent for a previous year. Enter the
 Previous Year                           Report Year.

Enter or select the Year-End Date. (This field does not apply to the
PTO Payroll Equivalent Report For Current Year and PTO Payroll
Equivalent Report For Previous Year report types.)
Click Run. The report displays. For example:

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The report columns that display are based on the criteria specified
in the form: • Employee Name: Employee name displays as last name first.
• Employee: Employee ID. • Register Type: The paid time off type. •
Start Date: The date the paid time off starts. • Accrued Thru: The date
through which the paid time off is accrued. • Year End Date: The paid
time off year end date. • Plan Description: The paid time off plan
description. • Carryover: The amount of time carried over from a
previous year. • Accrued: The amount of time accrued during this plan
time frame. • Used: The amount of time used during this plan time frame.
• Available: The amount of time carryover added to accrued minus the
used time. • Register Type: Indicates the type of PTO employees accrue.
• Date Taken: The date the paid time off was used. • Day Taken: The day
the paid time off was used. • Reason: The reason given to use the paid
time off. • Hours Used: The amount of time used for that date. •
Location: The employee’s location description. • Accrual Level: The
accrual level entered. • Dept: The employee’s department description. •
Buyback Amount: The dollar amount the remaining paid time off is worth.
• Hourly Rate: The employee’s hourly rate. • Pay Group: The employee’s
pay group description.
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Chapter 8 Managers and PTO in PrismHR When an employee submits a PTO
request, the manager/supervisor will receive in-product and e-mail
notifications. The manager must log in to PrismHR (not Employee Portal
(EP)) to manage their employees’ time off requests. Worksite managers
and trusted advisors can view, approve, and cancel employee PTO
requests. Make sure everything is set up so that worksite users can
manage employee PTO requests. For more information, see Managers and
Approvals.
Working with Planned Time Off Requests You can review and make
changes to employees’ time off (PTO) requests in the Planned Time Off
Requests form. The form is found in the HR menu under HR|Action.
Viewing Planned Time Off Requests The requests in the list are for
employees at the active client who submitted them through Employee
Portal (EP).
To view the planned time off requests for the client, do the
following: 1. Go to the Planned Time Off Requests form. When the form
opens, the following message displays, “Please wait while we get the
leave requests.” (Note: This form defaults to the Display Pending and
Display Approved options, so the system will display those entries.) 2.
Use the filters at the top of the form to specify which requests to
display. 3. If there is more than one page of results, the total number
of pages displays above the results, and the Next Page and Previous Page
buttons display at the bottom of the page. Long comments or multiple
vouchers display additional lines on the form.
Note: Each page displays up to 20 leave requests.
Making Changes to an Employee’s PTO To make changes to an employee’s
PTO, you can: • Set an Approved request to Cancelled. • Set an Approved
request to Paid. If you select Paid, then it is removed from this list
and from any payrolls.
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• A yellow indicator displays next to the start date if it is before
the period end date of the last completed scheduled payroll batch for
the employee’s pay group. The system considers it to be a “back dated”
request. The different statuses affect the system as follows:
Status Description Pending The PTO request has not yet been approved,
cancelled, or paid by the employee’s manager. Note: The request does not
display on the timesheet in this status. Approved The PTO request is
approved and scheduled to be paid. Note the following: • If a manager
cancels a PTO request on this form and then the request is approved
later on this form, the leave request indicator in the Summary Time
Sheet Entry form is restored and the employee’s EP PTO landing page
displays the approved request. • The system does not record the user who
approves a PTO request as the leave approver in the Planned Time Off
Requests form. Instead, the system displays the approver from the
approval policy.
Cancelled The PTO request is cancelled. This cancels an employee’s
approved PTO in the EP that occurs in the future. Note the following: •
Canceling approved PTO that occurs in the future stops the PTO from
being applied to the timesheet when it is created. • Canceling approved
and applied PTO on the current timesheet does not remove the indicator
and the hours should be manually adjusted in the timesheet.
Paid The PTO request was previously paid and the employee’s PTO
register was updated. Only service providers can select this option.
Note: This status removes the leave request indicator from the timesheet
and removes the request from the employee’s EP or Employee Portal (EP)
PTO landing page. It also hides the request from the Planned Time Off
Requests form unless you choose to Display Paid.
Note: By default, worksite manager and trusted advisor users can only
access employees who report to them, as indicated in the Employee
Details Work tab. Users can be set to see all employees at the client
that they are allowed to access by giving them the PTO Administrator
account management role in the Users form. Note that if you want a user
to be able to view requests but not approve them, the user role must
have Inquiry permission for Planned Time Off Requests.
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To view a planned time off request’s changes, click the Audit Log
icon . The Audit Log Display opens, where you can click a log to display
its changes.
Actions Menu You can process approved, backdated leave requests for
salaried employees by selecting Backdated Leave Request Processing from
the Actions menu. See Backdated Leave Request Processing
Approve or Deny PTO Requests After receiving notification of an
employee’s request, managers can approve or deny the request from
PrismHR. 1. Log in to PrismHR. 2. Open Approvals Pending (found in the
Client menu under Client|Action).
Note: Users might find it handy to save the form as a favorite so it
is always easily accessible, or search for it when it is needed rather
than using the menu.

Open the request by clicking Leave Request.
Review the details of the request and then click the appropriate
button: • Approve: Approve the request. The request approval clears from
the Approvals Pending form, and the employee receives notification that
their request was approved. • Deny: Deny the request. You need to enter
a reason for the denial and then press Tab, then you can select the
checkbox and click the final Deny button. The reason you enter might be
included in the e-mail notification to the employee. • Close: Return to
the Approvals Pending form.

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Related Topics Approvals Pending in Human Resources User Guide
Approvals in Human Resources User Guide
View or Cancel PTO Requests You can review and make changes to
employees’ time off (PTO) requests in the Planned Time Off Requests
form. The form is found in the HR menu under HR|Action.
Viewing Planned Time Off Requests The requests in the list are for
employees at the active client who submitted them through Employee
Portal (EP).
To view the planned time off requests for the client, do the
following: 1. Go to the Planned Time Off Requests form. When the form
opens, the following message displays, “Please wait while we get the
leave requests.” (Note: This form defaults to the Display Pending and
Display Approved options, so the system will display those entries.) 2.
Use the filters at the top of the form to specify which requests to
display.
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If there is more than one page of results, the total number of pages
displays above the results, and the Next Page and Previous Page buttons
display at the bottom of the page. Long comments or multiple vouchers
display additional lines on the form.

Note: Each page displays up to 20 leave requests.
Making Changes to an Employee’s PTO To make changes to an employee’s
PTO, you can: • Set an Approved request to Cancelled. • Set an Approved
request to Paid. If you select Paid, then it is removed from this list
and from any payrolls. • A yellow indicator displays next to the start
date if it is before the period end date of the last completed scheduled
payroll batch for the employee’s pay group. The system considers it to
be a “back dated” request.
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The different statuses affect the system as follows:
Status Description Pending The PTO request has not yet been approved,
cancelled, or paid by the employee’s manager. Note: The request does not
display on the timesheet in this status. Approved The PTO request is
approved and scheduled to be paid. Note the following: • If a manager
cancels a PTO request on this form and then the request is approved
later on this form, the leave request indicator in the Summary Time
Sheet Entry form is restored and the employee’s EP PTO landing page
displays the approved request. • The system does not record the user who
approves a PTO request as the leave approver in the Planned Time Off
Requests form. Instead, the system displays the approver from the
approval policy.
Cancelled The PTO request is cancelled. This cancels an employee’s
approved PTO in the EP that occurs in the future. Note the following: •
Canceling approved PTO that occurs in the future stops the PTO from
being applied to the timesheet when it is created. • Canceling approved
and applied PTO on the current timesheet does not remove the indicator
and the hours should be manually adjusted in the timesheet.
Paid The PTO request was previously paid and the employee’s PTO
register was updated. Only service providers can select this option.
Note: This status removes the leave request indicator from the timesheet
and removes the request from the employee’s EP or Employee Portal (EP)
PTO landing page. It also hides the request from the Planned Time Off
Requests form unless you choose to Display Paid.
Note: By default, worksite manager and trusted advisor users can only
access employees who report to them, as indicated in the Employee
Details Work tab. Users can be set to see all employees at the client
that they are allowed to access by giving them the PTO Administrator
account management role in the Users form. Note that if you want a user
to be able to view requests but not approve them, the user role must
have Inquiry permission for Planned Time Off Requests.
To view a planned time off request’s changes, click the Audit Log
icon . The Audit Log Display opens, where you can click a log to display
its changes.
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Related Topics Inquiries (page 113)
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Time Off User Guide

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Time Off User Guide
Setup and administration of Time Off on the PrismHR platform PrismHR
26.07.0 Copyright notice The information in this document is subject to
change without notice. PrismHR shall not be liable for any technical or
editorial errors contained herein or for incidental or consequential
damages resulting from the performance, furnishing, or use of this
publication. The software described in this document is furnished under
license and may be used or copied only in accordance with the terms of
that license. No part of this documentation may be reproduced or
transmitted in any form or by any means, electronic or mechanical,
including (but not limited to) photocopying, recording, scanning, or
retrieval system, for any other than the purchaser’s personal use
without the express written permission of PrismHR. The company data
contained in the examples within this document are fictitious and any
resemblance to real people, places, or companies is purely coincidental.
PrismHR is a trademark of PrismHR. All other brand and product names are
trademarks or registered trademarks of their respective owners.
© August 2026 by PrismHR. All rights reserved.  Table of Contents
Table of Contents Time Off User Guide 1 Copyright notice 2 Table of
Contents 3 Chapter 1 Using the Time Off Setup Workflow Process 1 Getting
Started 1 Understanding the Process Steps 2 Terminology Updates 2
Setting Up Time Off Plans 3 Using the Time Off Setup Workflow Form 3
Setting Up a Time Off Plan 4 Setting Time Off Plan Type 5 Understanding
the Side Stepper 5 Setting the Time Off Type 6 Setting Up Employee Time
Off 7 Navigating in the Set Up Plans Form 8 Setting Accrual Schedule 8
Setting Up Employee Accrual Time Off Plan 12 Defining Flat Amount by
Hours Worked 16 Setting Pay Information 17 Setting Portal Configuration
18 Confirming Time Off Plan Settings 20 Navigating in the Confirmation
Form 21 Finishing the Plan Setup 22 Understanding Time Off Setup
Workflow Process Terminology 23 Accessing Time Off Setup Workflow Form
23 Terminology Updates 23
Time Off User Guide © 2026 PrismHR 3  Table of Contents
Chapter 2 Using the Time Off Work Center 32 Accessing Leave Request
Management Forms 33 Accessing Time Off Adjustments and Maintenance Forms
34 Accessing Time Off Plan Setup and Enrollment Forms 35 Accessing Forms
36 Accessing Time Off Reporting Forms 37 Recalculating Time Off Accruals
37 Chapter 3 Setting Up Time Off Plans 40 Tracking Absences 41 Defining
Time Off Types 41 Creating Time Off Accrual Schedules 43 Scheduling
Holidays 47 Defining Intervals That Trigger an Accrual 48 Using
Customized Accrual Subroutines 49 Learning About Time Off Plans 49
Defining Time Off Plans 50 Setting Up Flat Amount 54 Defining Months
Worked 55 Defining Hours Worked (by Hours) 56 Defining Hours Worked (by
Months) 58 Defining Hours Worked (by Position) 60 Defining Flat Amount
by Hours Worked 61 Setting Up Flat Amount per Hours Worked Accrual
Method 63 Understanding Unlimited Time Off Plans 67 Defining Unlimited
Time Off Plans 68 Defining First Year Prorated Amounts 69 Linking PTO
Accrual Plans 69 Using Linked Accrual Plans Feature 70
Time Off User Guide © 2026 PrismHR 4  Table of Contents
       Setting Up the Linked Accrual Plans Feature                                71
       Understanding the Transfer Process                                         72
  Creating Time Off Absence Codes                                                 72
     Defining Leave Requests                                                      73
  Specifying Time Off Auto-enroll Rules                                           75
     Creating a Time Off Auto-enroll Rule                                         76
     Controlling the Benefit Start Date                                           78
     Defining Multiple Rule Triggers                                              79
  Importing Time Off Auto-enrollment Rules                                        81
Chapter 4 Setting Up Global PTO Plans 84 Background 84 Activating
Global PTO Features 84 About the Features 85 Creating Global PTO
Register Types 86 Creating Global Absence Codes 87 Creating Global PTO
Benefit Plans 88 Opt-ins and Opt-outs 88 Opting Clients into
Auto-enrollment and Accrual 88 Opting Employees out of Auto-enrollment
and Accrual 88 Assigning PTO Plans on the State and Local Level 89
Deduction Logic 89 Reviewing Accrual Histories 91 Reviewing Global PTO
Auto-Enrollments for a Payroll Batch 91 Configuring “Print On Check”
Functionality 91 Setting Up Global PTO Register Types 92 Setting Up
Basic Parameters 92 Optional Parameters 92 Maintaining Global PTO
Benefit Plans 93
Time Off User Guide © 2026 PrismHR 5  Table of Contents
     Setting Up Basic Rules                                                             94
     Hourly Accrual and Accrual Thresholds                                              95
     Flat Amount per Hours Worked                                                       95
       Setting Maximum Accruals and Stopping Accruals                                   95
       List of Options                                                                  96
  Running the Global PTO Auto Enrollment Report                                         97
     Report Output                                                                      97
Chapter 5 Employee Portal Setup 98 PTO Approval Policies 98 Managers
and Approvals 99 PTO in EP Menus 100 Chapter 6 Maintaining Employee Time
Off Information 102 Manually Enrolling Employees in Time Off Register
102 About Benefit Start Dates 103 Understanding the Calculated Thru Date
Field 103 Processing Time Off Auto Register Enrollment 104 How PrismHR
Uses the Accrued Thru Date for Time Off Benefits 105 Entering Employee
Absences 106 Adjusting Accrued or Carryover Hours for Employees 107
Importing Time Off Adjustment Information 108 Auto-Enrolling Employees
While Importing 109 Selecting Data 111 Tracking Employee Leaves of
Absence 112 Actions Menu 113 Reactivating an Employee 113 Reviewing
Status Type History 114 Deleting Mass Employee Time Off Registers 114
Archiving Mass Employee Time Off Registers 116
Time Off User Guide © 2026 PrismHR 6  Table of Contents
  Obtaining Time Off Carryover Loss for Employees                           118
Chapter 7 Employee PTO Requests in EP 119 Log In and Access PTO 119
Request PTO 120 Cancel PTO Request 120 Inquiries 121 Viewing the Job
Control Status Report 121 Performing an Employee Time Off Register
Inquiry 121 Viewing Employee Time Off Register 125 Employee Time Off
Detail Report 126 Chapter 8 Managers and Time Off in PrismHR 130 Working
with Planned Time Off Requests 130 Viewing Planned Time Off Requests 130
Making Changes to an Employee’s Time Off 131 Actions Menu 133 Approve or
Deny PTO Requests 133 View or Cancel PTO Requests 134 Viewing Planned
Time Off Requests 135 Making Changes to an Employee’s Time Off 135
Time Off User Guide © 2026 PrismHR 7  Chapter 1 Using the Time Off
Setup Workflow Process
Chapter 1 Using the Time Off Setup Workflow Process The forms that
you need to set up time off are available together in the Time Off Setup
Workflow process, where you begin by selecting Time Off Setup Workflow
on the Client|Change menu. When you access this menu option, the Time
Off Setup Workflow form displays. For example:
Important! This process only applies to setting up new time off
plans, not editing existing plans. (You can only edit existing plans in
the legacy Time Off Work Center. Click in the header area of the Time
Off Setup Workflow form to access the legacy Time Off Work Center. See
Using the Time Off Work Center on page 32.) Note the following: • The
Time Off Setup Workflow feature is only available for service providers.
• You can also access the Time Off Setup Workflow form either by
entering the form name in the Search menu or by selecting Time Off Setup
Workflow in the Plan Setup column, which you can access on the Work
Centers Quick Access panel after selecting Time Off Plan Setup and
Enrollment.
Getting Started You can use the Time Off Setup Workflow form to
continue setting up in-progress time off plans or create new time off
plans. (See also Setting Up Time Off Plans on page 3.) Note: To set up a
new time off plan, click New Setup, which displays the Add Time Off
Setup Batch form, where you can name the batch.
Time Off User Guide © 2026 PrismHR 1  Chapter 1 Using the Time Off
Setup Workflow Process
Understanding the Process Steps The Time Off Setup Workflow process
provides access to the following: • Step 1, Time Off Type: Begin the
time off setup process using the Time Off Type form, which you can
access from the Time Off Setup Workflow form (see Setting Up Time Off
Plans on the next page). In this step, you will set the type for the
time off plan. (See also Setting Time Off Plan Type on page 5.) • Step
2, Set Up Plans: Create or update the employee time off accrual
schedule, plan, pay, and portal configuration. (See Setting Up Employee
Time Off on page 7.) • Step 3, Time Off Confirmation: Review the saved
information from steps 1 and 2 and make updates. (See Confirming Time
Off Plan Settings on page 20.) • Finalizing the information: After
confirming that the information is correct click Finish Setup, which
commits the saved time off plans to the system. 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. A message displays, “After finishing
the setup all future updates will take place outside of this workflow.
Do you wish to continue?” Click Yes to continue the process. The
Creating Time Off Setups progress window displays. Click Close to return
to the Time Off Setup Workflow form. 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
forms: PTO Classes, PTO Register Types, PTO Benefit Plans, and PTO
Absence Codes. Note: If you do not have access to a form in the Time Off
Setup Workflow, it does not display in the list.
Terminology Updates To help familiarize yourself with the new Time
Off Setup Workflow terminology, note the following terms now in use when
compared to the legacy Time Off Work Center terminology:
Legacy Time Off Work Center Term Time Off Setup Workflow Process Term
PTO Class Time Off Type PTO Register Type Accrual Schedule PTO Benefit
Plan Time Off Plan PTO Absence Codes Time Off Pay
Note: For a detailed comparison of terminology changes, see
Understanding Time Off Setup Workflow Process Terminology on page
23.
Time Off User Guide © 2026 PrismHR 2  Chapter 1 Using the Time Off
Setup Workflow Process
Setting Up Time Off Plans You can use the Time Off Setup Workflow
form to continue setting up in-progress time off plans or create new
time off plans. For example:
Important! You cannot update existing plans using the Time Off Setup
Workflow process. Instead, you must edit existing plans in the legacy
Time Off Work Center. (Click in the header area of the Time Off Setup
Workflow form to access the legacy Time Off Work Center.) Note the
following: • The Time Off Setup Workflow form is only available for
service providers. For more information about the Time Off Setup
Workflow process, see Using the Time Off Setup Workflow Process. • You
can access the Time Off Setup Workflow form either by entering the form
name in the Search menu or by selecting Time Off Setup Workflow in the
Plan Setup column, which you can access on the Work Centers Quick Access
panel after selecting Time Off Plan Setup and Enrollment.
Using the Time Off Setup Workflow Form The Time Off Setup Workflow
form contains two panels: • Client Time Off Setups in Progress: This
panel lists the in-progress time off plans in numerical order, which you
can Filter by User. The following information displays in this
panel:
 Column                          Description
 Batch ID                        Displays the batch number that was assigned to the time off plan.
                                 (Clicking the number in the Batch ID column displays the Time Off Type
                                 form. You can edit the steps of the workflow and save any changes.)
 Name                            Displays the name of the time off plan.
 Status                          Displays the last step the user completed for the time off plan.
Time Off User Guide © 2026 PrismHR 3  Chapter 1 Using the Time Off
Setup Workflow Process
 Column                          Description
                                 Note: Click the link in the Status column to proceed directly to the time
                                 off plan's step in the Time Off Setup Workflow process.
 Time Off Type                   Displays the time off plan type that was selected in the batch.
 Last Modified Date              Displays the date, in MM/DD/YYYY format, when the time off plan was
                                 last modified.
 Last Modified User              Displays the user ID of the last user who modified the time off plan.
 Actions                         Select Delete (    ) to delete an in-progress time off plan.
• Past Setups: This panel displays time off plans created in the
selected time period, so you can search for existing plans. (The date
range defaults to a range of 30 days, where the To date (end date)
displays as the current date.)
Setting Up a Time Off Plan You can create a new time off plan by
selecting New Setup in the Client Time Off Setups in Progress panel. The
Add Time Off Setup Batch form displays, where you can name the
batch.
To set up a time off plan: 1. Click the Client menu. 2. From
Client|Change, select Time Off Setup Workflow. The Time Off Setup
Workflow form opens. 3. Complete the following as appropriate:
 Panel                                  Description
 Client Time Off Setups in              Select New Setup to create a new time off plan. The Add Time
 Progress (required)                    Off Setup Batch form displays where you can name the batch.
                                        (After naming the batch, that name displays back in the Time Off
                                        Setup Workflow form.)
                                        Note the following when using the Add Time Off Setup Batch
                                        form:
                                         •     The Batch ID is automatically named "NEW" after clicking
                                               Save.
                                         •     Each client starts a Batch ID at 1000, and every new batch
                                               they create increments from there.
                                         •     You must create a batch Name before clicking Save.

 Past Setups (optional)                 Search for time off plans by entering or selecting the time period
                                        when the plan was created. The batches that meet the date
Time Off User Guide © 2026 PrismHR 4  Chapter 1 Using the Time Off
Setup Workflow Process
 Panel                              Description
                                    criteria display, where you can view the batch ID, batch name,
                                    when the batch completed, and the user who processed the
                                    batch.

Select the plan you just created. The Time Off Type form displays.
To proceed in setting up a time off plan, follow the instructions in
Setting Time Off Plan Type.

Setting Time Off Plan Type You can use the Time Off Type form to set
the type for the time off plan. For example:
Note: The Time Off Type form displays as step 1 in the Time Off Setup
Workflow process, which is accessible from the Time Off Setup Workflow
form (see Setting Up Time Off Plans). (This form and its accompanying
Add Time Off Type form cannot be accessed in the search menu and cannot
be added to a user role. See Using the Time Off Setup Workflow
Process.)
Understanding the Side Stepper The side stepper displays your
position in the Time Off Setup Workflow process. As you move through the
process, each completed step displays in green. For example, the step
shown in green below, Time Off Type, confirms that the time off type was
selected (step 1), so you need to complete step 2, Set Up Plans, the
next step in the process, which is highlighted in black:
Time Off User Guide © 2026 PrismHR 5  Chapter 1 Using the Time Off
Setup Workflow Process
Note: Steps that display in gray are not complete.
Setting the Time Off Type You can use the Time Off Type form to set
the type for a time off plan by either selecting a standard time off
type in the list that displays (the type description displays in
highlighted text with the type name displaying underneath) or creating a
new type.
To set the type for a time off plan: 1. Click the Client menu. 2.
From Client|Change, select Time Off Setup Workflow. The Time Off Setup
Workflow form opens. 3. Select the time off plan in the Batch ID column
where you need to set the type. The Time Off Type form displays. 4.
Select the Time Off Type from the options that display (the type
description displays in highlighted text with the type name displaying
underneath) or select Add Type to add a new type. For example, you can
create a new “Personal Holiday” time off type in the Add Time Off Type
form that displays. (Both fields in the Add Time Off Type form are
required.) Note the following: • You can only select one time off type.
• You cannot duplicate existing time off types. Therefore, if you enter
an existing Time Off Type Code the current description displays. If you
update the current description, the system processes the updated
description after you process the entire workflow. 5. Do one of the
following:
Time Off User Guide © 2026 PrismHR 6  Chapter 1 Using the Time Off
Setup Workflow Process
a. Click        to advance to the Set Up Plans form, which is step 2 in the Time Off Setup Workflow process
   (see Setting Up Employee Time Off). (The         button is disabled if you did not select a time off type.)
   The system enables the Time Off Type step on the left side by displaying the step number in green,
   confirming that this step is complete.

b. Click               to save the time off type and return to the Time Off Setup Workflow form.
Note: You can edit existing time off types by clicking the pencil
icon ( ), which opens the Add Time Off Type form where you can update
the Type Description.
Setting Up Employee Time Off You can use the Set Up Plans form to
create or update the employee time off accrual schedule, plan, pay, and
portal configuration. Note: The Set Up Plans form displays as part of
step 2 in the Time Off Setup Workflow process, which is accessible when
you select a time off type in the Time Off Type form and click (see
Setting Up Time Off Plans). (This form cannot be accessed in the search
menu and cannot be added to a user role. See Using the Time Off Setup
Workflow Process.) There are four panels in the Set Up Plans form:
You can do the following in these panels: • Setting Accrual Schedule:
Use the Accrual Schedule panel to set when employees accrue time off. •
Setting Up Employee Accrual Time Off Plan: Use the Plans panel to set up
the plan that determines how much time off employees will accrue. •
Setting Pay Information: Use the Pay panel to set the pay information
for the time off type, which includes setting the Pay Code and Accrual
Schedule. • Setting Portal Configuration: Use the Portal Configuration
(Optional) panel to indicate whether an employee can submit a time off
request in Employee Portal (EP). (All settings in this panel are
optional.) Note the following when working in the Set Up Plans form:
Time Off User Guide © 2026 PrismHR 7  Chapter 1 Using the Time Off
Setup Workflow Process
• You cannot access the Set Up Plans form in the search menu and or
add this form to a user role. • Clicking in the Time Off Type form
incorporates the time off type’s description in the header that displays
at the top of the Set Up Plans form (that is, Set Up
 Plans). For example, if you select the “PTO
Accrual” type, the header displays as “Set Up PTO Accrual Plans.” • You
can move through the panels without selecting any settings. However, you
must complete all the required fields in the panels before moving on to
step 3, the Confirmation form. (The button is disabled until you
complete this step.)
Navigating in the Set Up Plans Form Use the buttons in the Set Up
Plans form to do the following:
Click Action Opens a panel. Collapses an open panel. Saves the
information in the current open panel, then closes that panel and
returns to the panel above. Saves the information in the current open
panel, then closes that panel and advances to the next panel in the
form. For example, if you click in the Accrual Schedule panel, the Plans
panel opens. (You can advance to the next panel even if all the fields
in the open panel are not complete.) Returns to the Time Off Type
form.
                  Advances to the Confirmation form, which is step 3 in the Time Off Setup
                  Workflow process.
                  Note: You must complete all the required fields in the panels before moving on to
                  step 3, the Confirmation form. (This button is disabled until you complete those
                  fields.)
                  Saves your information and returns to the Time Off Setup Workflow form.
Setting Accrual Schedule Use the Accrual Schedule panel to set when
employees accrue time off. (This panel defaults to open.) For
example:
Time Off User Guide © 2026 PrismHR 8  Chapter 1 Using the Time Off
Setup Workflow Process
Note the following when working in the Accrual Schedule panel: • You
cannot change data after the system populates it in this panel. • Select
Create New Schedule to remove populated data and create a new accrual
schedule. • If you create a new time off plan (see Setting Up Time Off
Plans (page 3)) and select an existing Schedule Code for the accrual
schedule a warning displays, “ is an existing Accrual Schedule and
cannot be changed.”

To set the accrual schedule for a time off type: 1. Click the Client
menu. 2. From Client|Change, select Time Off Setup Workflow. The Time
Off Setup Workflow form opens. 3. Select the time off plan in the Batch
ID column where you need to set the accrual schedule. The Time Off Type
form displays. 4. Select the Time Off Type from the options that display
(the type description displays in highlighted text with the type name
displaying underneath) and click . The Set Up Plans form displays using
the title of the time off type you selected. For example, Set Up PTO
Accrual Plans. 5. Complete the following:
   Field                         Description
   Schedule Code                 Enter a unique Schedule Code for this accrual schedule. For example, V
                                 for vacation, S for sick, or P for personal time. (Required.)
                                 Note: Click Create New Schedule to select a new accrual schedule for this
                                 time off type.
   Description                   Enter a description for the accrual schedule. (Required.)
   Plan Year Based On            Select the plan year that this accrual schedule tracks, such as Fiscal.
Time Off User Guide © 2026 PrismHR 9  Chapter 1 Using the Time Off
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   Field                         Description
                                 (Required.)
   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 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 option.
                                 •    Anniversary Month: Accruals calculate when the on option 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. The system
                                      triggers this accrual frequency when the on option crosses over the
                                      employee’s anniversary day.
                                 •    End of Month: The system triggers this accrual frequency 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
                                      option.
                                 •    End of Quarter: The system triggers this accrual frequency 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
                                      option.
                                     Note: A warning message displays when you select End of Quarter,
                                     "Warning: Flat amount is the only Plan Accrual Method supported by
                                     End of Quarter Accrual Frequency. The Year End Basis 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.
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   Field                         Description
                                 •   First of Year: Employees receive a lump-sum accrual at the
                                     beginning of the fiscal year. The First of Year trigger works exactly
                                     the same as the End of Year trigger, 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: The system triggers this accrual frequency
                                     when the pay period includes the first day of a month. Accruals
                                     calculate for the previous month.
                                 •   First of Current Month: The system triggers this accrual frequency
                                     when the pay period includes the first day of a month. Accruals
                                     calculate for the current month.
                                 •   First of Quarter: The system triggers this accrual frequency when
                                     the pay period includes the first day of a new quarter for employees
                                     enrolled in a 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 on option. 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 the following:
                                     •   A warning message displays when you select First of Quarter,
                                         "Warning: Flat amount is the only Plan Accrual Method
                                         supported for FQ Accrual Frequency." Click OK to continue.
                                     •   You can only select Pay Date as the on option 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 (page 47).
                                 •   Prior Year Accrual: The system triggers this accrual frequency in the
                                     balance register to move the accrued time off from the accrual plan
                                     to the balance plan. The system initializes the on option 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
                                     Plan Year Based On field. (Either way, the transfer of hours happens
                                     during the pay period in which that year-end date occurs.)
                                 •   Custom Basic Routine: Select this accrual frequency when the
                                     client’s trigger methodology is unique and requires a custom routine
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   Field                         Description
                                      to implement it. For more information, see Using Customized
                                      Accrual Subroutines (page 49).
                                 •    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 (page 48).
                                     Note: This option is available only when you set the Plan Year Based
                                     On to Anniversary.
   on                            Select the date 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.
   Auto-enroll Thru Date is Select to force the accrued through date to be the day before the start
   Day Before Start Date    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 Select to display a warning during payroll initialization if an employee
   Hours Used Than         uses more hours than currently available.
   Available
   Obsolete                      Select if this accrual schedule is no longer used. The system will not
                                 calculate accruals or update existing employee registers.
   Paid Absence                  Select to indicate that this Accrual Schedule is for tracking paid absences.
                                 (This option is for informational purposes only.)

Do one of the following:

Click in the Accrual Schedule panel to open the Plans panel and
complete those settings.
Click to save the accrual schedule settings and return to the
Time Off Setup Workflow form.


Setting Up Employee Accrual Time Off Plan Use the Plans panel to set
up how much time off employees accrue. (You can set up multiple plans,
such as a full-time plan and a part-time plan.) For example:
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Use the buttons in the Plans panel to do the following:
Click Action To create a new plan. A blank plan opens below the
current open plan. (This button is located at the bottom of the panel,
so you can easily add another plan without scrolling up to the button at
the top of the panel if you have many plans open.) To create a duplicate
plan of the current open plan (displays beneath it), so you can use that
plan’s selections to quickly set up another plan. To create a new plan,
which displays as a blank plan below the current open plan. (This button
is located at the top of the panel.) To delete the selected plan. After
clicking a warning message displays, “Are you sure you want to delete
this plan?” Click Yes to continue.
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To set up the employee accrual time off plan: 1. If the Plans panel
is not open, click the plus sign ( ) to open it. 2. Complete the
following:
   Field                              Description
   Plan Code                          Enter a unique code for this plan.
                                      Note: To reuse information from an existing plan, select Copy
                                      from another plan.
   Description                        Enter a description for this plan.
   Accrual Method                     Select the Accrual Method used to accrue paid time off.
                                      Additional fields become available based on this selection.
                                      Note: For more information about the Flat Amount by Hours
                                      Worked option, see Defining Flat Amount by Hours Worked.
   Add Hours To Balance On First      Enter a flat amount to add on the accrual balance when the first
   Accrual                            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.)
   Accrue On Arrear Voucher           Select if hours should accrue on arrearage vouchers.
   Annual Carryover                   Enter the maximum number of unused hours that employees can
                                      carry over from one year to the next.
                                      Note: If the client’s employees cannot carry over unused Time
                                      Off hours, enter 0 in the Annual Carryover field. If there is no
                                      maximum number of hours, enter 9999.99.
   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.
   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.
   Allow Negative Carryover           Select if employees’ negative hours can carry over from one year
                                      to the next.
   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
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   Field                                Description
                                        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         Enter the maximum use limit per register year that the employee
   Year                                 can use.
   Display Payroll Warning When Select if the system must stop the calculation/initialization step
   Maximum Usage Limit Exceeded of the timesheet process when one or more employees exceed
                                the Max Usage Limit Per Plan Year.
   Display Used Amount on Pay           Select this setting to display, on the memo line of the employee
   Stub                                 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 accrual schedule.
                                        Note the following:
                                         •   Most check formats support a maximum of four memo
                                             lines.
                                         •   Currently, this setting prints the Plan Description in the
                                             memo line. This will be corrected soon to use the value in
                                             the Description for Pay Stub field on the Accrual Schedule
                                             panel. If you need to use this feature in the meantime, we
                                             recommend updating the Plan Description field to match or
                                             resemble the Pay Stub Name.

   Suppress Pay Stub Printing 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.
   Obsolete Date                        Enter the plan expiration date. After this date, no paid time off
                                        accrues for this plan.

Do one of the following:

Click in the Plans panel to open the Pay panel and complete those
settings.


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b. Click               to save the plan settings and return to the Time Off Setup Workflow form.
Defining Flat Amount by Hours Worked Define Flat Amount by Hours
Worked as the Accrual Method for plans using the Flat Amount per Hours
Worked panel.
To define flat amount by hours worked: 1. In the Accrual Method field
in the Plans panel, select Flat Amount by Hours Worked to view the Flat
Amount per Hours Worked panel. 2. 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. 3. 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. 4. To indicate whether the system should
accrue a fraction of hours if the time off 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. 5. Complete the following:
 Use this option                            To do this
 Maximum Amount Accrual Per Year            Enter the maximum number of hours accrued per year.
 Apply Carryover Toward Maximum             Enable the Apply Carryover Toward Maximum Amount
 Amount Accrual Per Year                    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 time off when the
                                            carryover hours plus the accrued hours reach the Maximum
                                            Amount Accrual Per Year value.
 Stop Accrual if Balance Reaches            Enter the number of hours the system stops accruing hours.
 Apply Current Hours Taken Before           Subtract the hours used before applying a stop-balance
 Applying Stop-Balance Limits               limit. If you do not select this option, the system ignores the
                                            hours used.
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Setting Pay Information Use the Pay panel to set the pay information
for the time off type, which includes setting the Pay Code and Accrual
Schedule. (You must enable Updates Employee’s Time Off Bank to display
the Accrual Schedule field.) For example:
To set the pay information for a time off type: 1. If the Pay panel
is not open, click the plus sign ( ) to open it. 2. Complete the
following:
   Field                         Description
   Absence Code                  Enter a brief, descriptive code that represents the absence type, such as
                                 SICK for an employee illness.
                                 Note: An error displays if you enter an existing Absence Code, "<Code>
                                 is an existing Absence Code."
   Reason                        Enter a descriptive reason for the absence (required), such as Sickness.
                                 This reason displays on the absence report.
   Updates Employee's Time Select whether to post the hours using this absence code to employee's
   Off Bank                time off bank.

                                 Note: If the absence type accrues time, it will update the employee's
                                 time off bank 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, may not update an employee's time off bank.
   FMLA Leave                    Select for an absence that is a Family Medical Leave Act event.
   Pay Code/Description          Enter a value that, when paid to employees, deducts the hours paid
                                 from the employee's time off bank for this absence code. The Pay
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   Field                          Description
                                  Description displays. (These settings apply when users enter time on
                                  the timesheet or import them.)
                                  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                        If this absence updates an employee's time off bank, enter each of the
   Schedule/Description           relevant Accrual Schedules. The Description displays.
                                  The system automatically populates the Accrual Schedule field with the
                                  following data from the Schedule Code field on the Accrual Schedule
                                  panel:
                                  •    New Accrual Schedule: Data created for a new schedule using
                                       Create New Schedule.
                                  •    Existing Accrual Schedule: Data from an existing schedule using
                                       Use Existing Schedule. (Selecting this link opens the Select Time
                                       Off Accrual Schedule list, where you can select an existing schedule
                                       for the time off plan.)
                                  Note the following:
                                  •    The system re-populates the Accrual Schedule field anytime you
                                       update the Schedule Code on the Accrual Schedule panel.
                                  •    All accrual schedules specified for an absence code must have the
                                       same Time Off Type.

   Time Off Type                  Displays system-level paid time off type for accrual schedule.

Do one of the following:

Click in the Pay panel to open the Portal Configuration
(Optional) panel and complete those settings.
Click to save the accrual schedule settings and return to the
Time Off Setup Workflow form.


Setting Portal Configuration Use the Portal Configuration (Optional)
panel to indicate whether an employee can submit a time off request in
Employee Portal (EP). (All settings in this panel are optional.) For
example:
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Note: These settings control how the absence code behaves in Employee
Portal (EP). (Absence codes are specialized reason codes that describe
the reason for employee absences.)
To set the portal configuration for a time off type: 1. If the Portal
Configuration (Optional) panel is not open, click the plus sign ( ) to
open it. 2. Enable the Can Request This Time Off Type in Portal field to
allow employees to request time off using Employee Portal (EP). 3.
Complete the following:
   Field                         Description
   Minimum Hours Per             Enter the minimum number of hours that employees can request in
   Request                       advance for this absence type.

   Maximum Hours Per             Enter the maximum number of hours that employees can request in
   Request                       advance for this absence type.
   Can Request This Many         Enter the maximum number of days into the future for which
   Days in Advance               employees can request this type of absence.
   May Request With a            Select if employees are allowed to submit leave requests when they
   Negative Balance              have a negative hours balance.
   Maximum Negative Hours        Enter the maximum amount of hours that an employee's balance is
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   Field                         Description
                                 allowed to be in the negative when a leave request is submitted.
   After Leave is Taken,         Specify how soon a leave request can be made after an employee has
   Requests Can Be Made          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)

   Suppress Notifications for    Select to suppress email notifications for leave request approvals.
   Leave Requests
   Auto-accept Leave             Select to have the system automatically accept approved leave
   Requests on Time Sheet        requests in the timesheet, which displays a green dot in the Leave
                                 Request column.
   Leave Pay Code                Enter or select the pay code that will reduce the relevant employe
                                 time off bank. The system also uses this code on the timesheet to pay
                                 leave hours.
   Pay Method                    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 eight hours under the associated Pay code, the system
                                      will reduce the number of REG timesheet hours to 32.

If you completed all the required fields in the panels, click to
access step 3, the Confirmation form. (See Confirming Time Off Plan
Settings on page 20.)

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:
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Note: If you need to make a change to the plan information, click to
return to the panels in the Set Up Plans form and make that update. Then
proceed to the Confirmation form by clicking . 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 Opens a panel. Collapses an open panel. Collapses the
panel details. Opens each panel and displays their details. Returns to
the panel in the Set Up Plans form, where you can make updates. Returns
to the Set Up Plans form, where you can make changes to plan
information.
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Click Action Proceeds to the Confirmation form, if you returned to
the Set Up Plans form to make a change. Completes step 3 by committing
the saved plan to the system. 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:
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:
Click Close to return to the Time Off Setup Workflow form. 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.
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Understanding Time Off Setup Workflow Process Terminology The forms
that you need to set up time off are available together in the Time Off
Setup Workflow process, where you begin by selecting Time Off Setup
Workflow on the Client|Change menu. When you access this menu option,
the Time Off Setup Workflow form displays. Note: This feature is only
available for service providers. Important! This process only applies to
setting up new time off plans, not editing existing plans. (You can only
edit existing plans in the legacy Time Off Work Center. Click in the
header area of the Time Off Setup Workflow form to access the legacy
Time Off Work Center. See Using the Time Off Work Center on page
32.)
Accessing Time Off Setup Workflow Form To ensure whether you have
access to the Time Off Setup Workflow form, update your setting on the
User Roles form. For example:
Terminology Updates To help familiarize yourself with the new Time
Off Setup Workflow terminology, note the following terms now in use when
compared to the legacy Time Off Work Center terminology:
Legacy Time Off Work Center Term Time Off Setup Workflow Process Term
PTO Class Time Off Type PTO Register Type Accrual Schedule PTO Benefit
Plan Time Off Plan PTO Absence Codes Time Off Pay
A comparison of the terminology used in the legacy PrismHR Time Off
Work Center against its counterpart Time Off Setup Workflow process
displays below:
Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name Employee PTO Employee Time Off Register Type Accrual Schedule
Detail Report Detail Report Employee PTO Employee Time Off Class
Description Description Detail Report Detail Report
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Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name Employee PTO Employee Time Off PTO YTD Detail Report Time Off YTD
Detail Report Detail Report Detail Report Employee PTO Employee Time Off
PTO Absence Summary Time Off Absence Summary Detail Report Detail Report
Report Report Employee PTO Employee Time Off PTO Absence Summary Time
Off Absence Summary Detail Report Detail Report Report by Department
Report by Department Employee PTO Employee Time Off PTO Absence Summary
Time Off Absence Summary Detail Report Detail Report Report with Accrual
Level Report with Accrual Level Employee PTO Employee Time Off PTO
Absence Summary Time Off Absence Summary Detail Report Detail Report
Report with Accrual Level Report with Accrual Level by by Location
Location Employee PTO Employee Time Off PTO Absence Summary Time Off
Absence Summary Detail Report Detail Report Report with Buyback Report
with Buyback Employee PTO Employee Time Off PTO Absence Summary Time Off
Absence Summary Detail Report Detail Report Report with Buyback by
Report with Buyback by Department Department Employee PTO Employee Time
Off PTO Absence Summary Time Off Absence Summary Detail Report Detail
Report Report with Buyback by Report with Buyback by Location Location
Employee PTO Employee Time Off PTO Absence Summary Time Off Absence
Summary Detail Report Detail Report Report with Buyback by Report with
Buyback by Pay Pay Group Group Employee PTO Employee Time Off PTO YTD
Absence Report Time Off YTD Absence Report Detail Report Detail Report
by Hours Used by Hours Used Employee PTO Employee Time Off PTO Payroll
Equivalent Time Off Payroll Equivalent Detail Report Detail Report
Report For Current Year Report For Current Year Employee PTO Employee
Time Off PTO Payroll Equivalent Time Off Payroll Equivalent Detail
Report Detail Report Report For Previous Year Report For Previous Year
Employee PTO Employee Time Off PTO Register Type Accrual Schedule
Register Register Adjustment Adjustment
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Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name Employee PTO Employee Time Off PTO Benefit Plan Time Off Plan
Register Register Adjustment Adjustment Employee PTO Employee Time Off
PTO Absence Code Time Off Pay Code Register Register Adjustment
Adjustment Employee PTO Employee Time Off Register Type Accrual Schedule
Register Register Employee PTO Employee Time Off PTO Benefit Plan Time
Off Plan Register Register Employee PTO Employee Time Off Stop PTO
Accruals Stop Time Off Accruals Register Register Employee PTO Employee
Time Off PTO Date Time Off Date Register Register Employee PTO Employee
Time Off No PTO Details are No Time Off Details are Register Register
recorded for this recorded for this employee employee Employee PTO
Employee Time Off Register Type Accrual Schedule Register Inquiry
Register Inquiry Employee PTO Employee Time Off PTO Benefit Plan Time
Off Plan Register Inquiry Register Inquiry Employee PTO Employee Time
Off PTO Detail Time Off Detail Register Inquiry Register Inquiry
Employee PTO Employee Time Off PTO Plan Delimiter Time Off Plan Summary
Report Summary Report Employee Employee Voucher PTO Date Time Off Date
Voucher PTO Time Off Employee Employee Voucher Absence Code Time Off Pay
Voucher PTO Time Off Employee Employee Voucher Register Type Accrual
Schedule (taken time Voucher PTO Time Off off) Employee Employee Voucher
PTO Type Accrual Schedule (accrued Voucher PTO Time Off time off)
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Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name Employee Employee Voucher Trigger Method Accrual Frequency Voucher
PTO Time Off Mass Archive Mass Archive PTO Benefit Plan Time Off Plan
Employee PTO Employee Time Off Registers Registers Mass Archive Mass
Archive PTO Register Type Accrual Schedule Employee PTO Employee Time
Off Registers Registers Mass Delete Mass Delete PTO Register Type
Accrual Schedule Employee PTO Employee Time Off Registers Registers Mass
Delete Mass Delete PTO Benefit Plan Time Off Plan Employee PTO Employee
Time Off Registers Registers PTO Accrual Time Off Accrual PTO Class Time
Off Type Recalculation Recalculation PTO Accrual Time Off Accrual
Register Type Accrual Schedule Recalculation Recalculation PTO Accrual
Time Off Accrual Benefit Plan Time Off Plan Recalculation Recalculation
PTO Approval Time Off Approval PTO Status Time Off Status Report Report
PTO Approval Time Off Approval Display PTO Comments Display Time Off
Comments Report Report PTO Auto Enroll Time Off Auto Date to use as the
PTO Date to use as the Time Off Rules Enroll Rules Start Date Start Date
PTO Carryover Time Off Carryover Register Type Accrual Schedule Loss
Report Loss Report PTO Carryover Time Off Carryover PTO Benefit Plan
Time Off Plan Loss Report Loss Report PTO Classes Time Off Types Class
Code Time Off Type Code PTO Classes Time Off Types Class Description
Type Description
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Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name PTO Hours Taken Time Off Hours PTO Code Time Off Type Report Taken
Report PTO Register Type Time Off Accrual PTO Type Code Schedule Code
Schedules PTO Register Type Time Off Accrual Description Description
Schedules PTO Register Type Time Off Accrual PTO Class Time Off Type
Code Schedules PTO Register Type Time Off Accrual Year End Basis Plan
Year Based On Schedules PTO Register Type Time Off Accrual Fiscal End
Month/Day Last Day of Fiscal Year Schedules PTO Register Type Time Off
Accrual Trigger Method Accrual Frequency Schedules PTO Register Type
Time Off Accrual Trigger Date On Schedules PTO Register Type Time Off
Accrual Print On Check Print On Pay Stub Schedules PTO Register Type
Time Off Accrual Pay Stub Name Description for Pay Stub Schedules PTO
Register Type Time Off Accrual Inactive Register Inactive Register
Schedules PTO Register Type Time Off Accrual Paid Absence Paid Absence
Schedules PTO Register Type Time Off Accrual Auto-enroll Through-Date
Auto-enroll Thru Date is Day Schedules is Day Before Start Date Before
Start Date PTO Register Type Time Off Accrual Display a Warning if
Payroll Warning if More Schedules Employee Uses More Hours Used Than
Available Hours Than Available PTO Auto- Time Off Auto- PTO Register
Type Accrual Schedule Enrollment Rules Enrollment Rules Maintenance
Maintenance
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Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name PTO Auto- Time Off Auto- PTO Benefit Plan Time Off Plan Enrollment
Rules Enrollment Rules Maintenance Maintenance PTO Benefit Plans Time
Off Plans PTO Plan Plan Code PTO Benefit Plans Time Off Plans Plan
Description Description PTO Benefit Plans Time Off Plans Calculation
Basis Accrual Method PTO Benefit Plans Time Off Plans Annual Carryover
Annual Carryover PTO Benefit Plans Time Off Plans Lifetime Maximum
Lifetime Carryover Carryover PTO Benefit Plans Time Off Plans Negative
Carryover Alllow Negative Carryover PTO Benefit Plans Time Off Plans
Carryover Expiration Carryover Expiration PTO Benefit Plans Time Off
Plans Suppress Print Period Suppress Pay Stub Printing For PTO Benefit
Plans Time Off Plans Accrue on Arrears Accrue On Arrear Voucher PTO
Benefit Plans Time Off Plans Add to Balance On First Add Hours To
Balance on Accrual First Accrual PTO Benefit Plans Time Off Plans Plan
Expires Obsolete Date PTO Benefit Plans Time Off Plans Usage Waiting
Period Usage Waiting Period
PTO Benefit Plans Time Off Plans Max Usage Limit Per Plan Maximum
Usage Limit Per Year Plan Year PTO Benefit Plans Time Off Plans Stop
Init If Exceed Limit Display Payroll Warning when Maximum Usage Limit
Exceeded PTO Benefit Plans Time Off Plans Display Used Amt on Display
Used Amount on Pay Check Stub Memo Stub PTO Absence Time Off Pay Absence
Code Absence Code Codes PTO Absence Time Off Pay Reason Reason Codes
Time Off User Guide © 2026 PrismHR 28  Chapter 1 Using the Time Off
Setup Workflow Process
Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name PTO Absence Time Off Pay Updates PTO Register Updates Time Off
Register Codes PTO Absence Time Off Pay FMLA Leave FMLA Leave Codes PTO
Absence Time Off Pay Global PTO Use Global PTO Codes PTO Absence Time
Off Pay Pay Code Pay Code Codes PTO Absence Time Off Pay Pay Description
Pay Description Codes PTO Absence Time Off Pay Register Types Accrual
Schedule Codes PTO Absence Time Off Pay Description Description Codes
PTO Absence Time Off Pay PTO Class Time Off Type Codes PTO Absence Set
Up Plans (Portal Enable in Employee Portal Can Request This Time Off
Codes / Leave Configuration Type in Portal Request panel) Processing PTO
Absence Set Up Plans (Portal Minimum Hours per Minimum Hours Per Request
Codes / Leave Configuration request Request panel) Processing PTO
Absence Set Up Plans (Portal Maximum hours per Maximum Hours Per Request
Codes / Leave Configuration request Request panel) Processing PTO
Absence Set Up Plans (Portal Can request this many Can Request This Many
Days Codes / Leave Configuration days in advance in Advance Request
panel) Processing
Time Off User Guide © 2026 PrismHR 29  Chapter 1 Using the Time Off
Setup Workflow Process
Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name PTO Absence Set Up Plans (Portal May request with a May Request
With a Negative Codes / Leave Configuration negative balance Balance
Request panel) Processing PTO Absence Set Up Plans (Portal Maximum
Negative Hours Maximum Negative Hours Codes / Leave Configuration
Request panel) Processing PTO Absence Set Up Plans (Portal After leave
is taken, After Leave is Taken, Codes / Leave Configuration requests can
be made Requests Can Be Made: Request panel) Processing PTO Absence Set
Up Plans (Portal Up to this many days in Up to this many days in the
Codes / Leave Configuration the past past Request panel) Processing PTO
Absence Set Up Plans (Portal Don not allow requests Do not allow
requests that Codes / Leave Configuration that occurred prior to the
occurred prior to the payroll Request panel) payroll in progress in
progress Processing PTO Absence Set Up Plans (Portal At Any time At any
time Codes / Leave Configuration Request panel) Processing PTO Absence
Set Up Plans (Portal Suppress Notifications for Suppress Notifications
for Codes / Leave Configuration Leave Requests Leave Requests Request
panel) Processing PTO Absence Set Up Plans (Portal Auto-accept Leave
Auto-accept Leave Requests Codes / Leave Configuration Requests on time
sheet on Time Sheet Request panel) Processing
Time Off User Guide © 2026 PrismHR 30  Chapter 1 Using the Time Off
Setup Workflow Process
Legacy Form New Form Name Legacy Field/Option New Field/Option Name
Name PTO Absence Set Up Plans (Portal Leave Pay Code Leave Pay Code
Codes / Leave Configuration Request panel) Processing PTO Absence Set Up
Plans (Portal Pay Method Pay Method Codes / Leave Configuration Request
panel) Processing PTO Absence Set Up Plans (Portal Leave Offset Pay Code
Leave Offset Pay Code Codes / Leave Configuration Request panel)
Processing
Time Off User Guide © 2026 PrismHR 31  Chapter 2 Using the Time Off
Work Center
Chapter 2 Using the Time Off Work Center The forms that you need to
perform a Time Off process, change, or setup are available together in
the Time Off Work Center, which is accessible from the Work Centers
Quick Access panel. (Note: You can still access the individual Time Off
forms from their respective menus on the menu bar.) Important! This
original Time Off Workflow process has been replaced by the enhanced
Time Off Setup Workflow process (see Using the Time Off Setup Workflow
Process), which provides user-friendly forms to process employee time
off plans for your clients. (You can only edit existing plans in the
legacy Time Off Work Center. Click in the header area of the Time Off
Setup Workflow form to access the legacy Time Off Work Center.) Note:
The Time Off Setup Workflow feature is only available for service
providers. The following centers display in the Time Off Work
Center:
Note: This feature is only available for service providers. However,
if you apply the service provider dashboard (HRPY.WORK_DASH or
HRPY.WORK_ENHANCED.DASH) to a worksite manager/worksite trusted advisor
role in the Global Configuration form, when you log in to one of the
Time Off work centers as a WSM/WTA that has that center’s process ID
added to their user role the menu displays on the dashboard in the Quick
Access panel. The Time Off Work Center provides access to the
following:
Time Off User Guide © 2026 PrismHR 32  Chapter 2 Using the Time Off
Work Center
• Leave Request Management: Provides access to the forms where you
can process approved, backdated leave requests for salaried employees by
creating a manual check adjustment, and review and make changes to
employees’ time off (PTO) requests. (See Accessing Leave Request
Management Forms on page 33.) • Time Off Adjustments and Maintenance:
Provides access to the forms where you can enter and maintain employee
absences and the Time Off accrual schedules. (See Accessing Time Off
Adjustments and Maintenance Forms on page 34.) • Time Off Plan Setup and
Enrollment: Provides step-by-step access to the plan setup forms, and
access to the Time Off enrollment forms. (See Accessing Time Off Plan
Setup and Enrollment Forms on page 35.) • Time Off Reporting: Provides
access to all the Time Off reports. (See Accessing Time Off Reporting
Forms on page 37.) Note: If you do not have access to a form in the Time
Off Work Center, it does not display in the list. When you select a
center, another window opens that displays the forms you can access for
that center. For example, selecting Leave Request Management opens the
following window:
After you select an option from a center, the form associated with it
displays. For example, if you select Backdated Leave Request Processing,
the following form displays:
You can obtain instructions on how to use the form by clicking
(Help). You can also use the option to open another form in the Time Off
Work Center menu. For example, clicking on the Planned Time Off Requests
form opens the Leave Request Management Center.
Accessing Leave Request Management Forms The Leave Request Management
Center provides convenient access to the forms required to perform the
following functions:
Time Off User Guide © 2026 PrismHR 33  Chapter 2 Using the Time Off
Work Center
• Backdated Leave Request Processing: Use the Backdated Leave Request
Processing form to process approved, backdated leave requests for
salaried employees by creating a manual check adjustment. Note: This
form is only available for service providers. • Planned Time Off
Requests: You can review and make changes to employees’ time off (PTO)
requests in the Planned Time Off Requests form. Note: If you do not have
access to a form in the Leave Request Management Center, it does not
display in the list. (See the Human Resources User Guide for more
information about these forms.)
To access the Leave Request Management Center: • On the Work Centers
panel, click Leave Request Management. • Select the form you want to
access. (You can still access the forms by entering the form name in the
Search menu or selecting it from the regular menus.)
To get detailed instructions for using the open form:
• Click (Help) in the header area.
To return to the Leave Request Management page: • Click in the header
area of the form.
Accessing Time Off Adjustments and Maintenance Forms The Time Off
Adjustments and Maintenance Center provides convenient access to the
forms required to perform the following functions:
Adjustments • Employee Absence: Use the Employee Absence Entry form
to enter employee absences from work. This is time off that will affect
the employee’s Time Off register. (See Entering Employee Absences on
page 106.) • Employee Time Off Register Adjustment: Use the Employee
Time Off Register Adjustment form to adjust an employee’s number of
accrued hours or carryover hours from a previous year. You can also
adjust the accrued through date. (See Adjusting Accrued or Carryover
Hours for Employees on page 107.) • Time Off Register Adjustment Import:
Use the Time Off Register Adjustment Import process to import time off
adjustment information and to generate an error report and a transaction
report. (See Importing Time Off Adjustment Information on page 108.) •
Time Off Accrual Recalculation: Use the Time Off Accrual Recalculation
form to recalculate time off accruals for the selected Time Off Type,
Accrual Schedule, and Time Off Plan for the current plan year. (The date
range automatically adjusts for each employee based on the year-end date
in their register.) This form is helpful in case the initial setup was
incorrect or you need to make a bulk adjustment. However, you must first
update the Time off plan/register for a time off recalculation to
appear. (See Recalculating Time Off Accruals on page 37.)
Time Off User Guide © 2026 PrismHR 34  Chapter 2 Using the Time Off
Work Center
Maintenance • Employee Time Off Register: Use the Employee Time Off
Register form to view paid time off for an employee, including the
details of time accrued and taken. (See Performing an Employee Time Off
Register Inquiry on page 121.) • Employee Time Off Register Inquiry: Use
the Employee Time Off Register Inquiry form to view an employee’s
accrued paid time off and a list of time taken. (See Viewing Employee
Time Off Register on page 125.) • Mass Delete Employee Time Off
Registers: Use the Mass Delete Employee Time Off Registers form to
delete Time Off registers for multiple employees at once. For example,
you can use this process if your client restructures their time off
(including the register) and wants to remove all terminated employees’
bank records. (See Deleting Mass Employee Time Off Registers on page
114.) Note: If you do not have access to a form in the Time Off
Adjustments and Maintenance Center, it does not display in the list.
To access the Time Off Adjustments and Maintenance Center: • On the
Work Centers panel, click Time Off Adjustments and Maintenance. • Select
the form you want to access. (You can still access the forms by entering
the form name in the Search menu or selecting it from the regular
menus.)
To get detailed instructions for using the open form:
• Click (Help) in the header area.
To return to the Time Off Adjustments and Maintenance page: • Click
in the header area of the form.
Accessing Time Off Plan Setup and Enrollment Forms The following
forms display in the Time Off Dashboard after selecting Time Off Plan
Setup and Enrollment on the Work Centers Quick Access panel:
Time Off User Guide © 2026 PrismHR 35  Chapter 2 Using the Time Off
Work Center
Accessing Forms The Time Off Plan Setup and Enrollment Center
provides convenient access to the forms required to perform the
following functions:
Plan Setup • Time Off Setup Workflow: Use the Time Off Setup Workflow
form in the Time Off Setup Workflow process to continue setting up
in-progress time off plans or create new time off plans. (See Setting Up
Time Off Plans on page 3.) Note: The Time Off Setup Workflow form is
only available for service providers. For more information about the
Time Off Setup Workflow process, see Using the Time Off Setup Workflow
Process.
Maintenance • Time Off Plans (Plan Setup Step 1): Use the Time Off
Plans form to define time off plans that determine employee paid time
off accruals. (See Defining Time Off Plans on page 50.) • Time Off Types
(Plan Setup Step 2): Use the Time Off Types form to restrict the number
of register types that can be assigned to an employee to avoid employee
time off register duplication. (See Defining Time Off Types on page 41.)
• Time Off Accrual Schedules (Plan Setup Step 3): Use the Time Off
Accrual Schedules form to create or update a Time Off accrual schedule.
(See Creating Time Off Accrual Schedules on page 43.) • Time Off Pay
(Plan Setup Step 4): Use the Time Off Pay form to create codes for all
absences, paid and unpaid. (See Creating Time Off Absence Codes on page
72.) • Time Off Auto Enroll Rules (Plan Setup Optional): Use the Time
Off Auto Enroll Rules form to specify plans that automatically enroll
new employees. (See Specifying Time Off Auto-enroll Rules on page
75.)
Enrollment • Time Off Register Enrollment: Use the Time Off Register
Enrollment form as a quick way to build up a list of employees in a plan
and assign them their first Accrued Thru Date. (See Manually Enrolling
Employees in Time Off Register on page 102.) • Time Off Auto Register
Enrollment: Use the Time Off Register Enrollment form to manually enroll
employees in paid time off register and set the starting hours. (See
Processing Time Off Auto Register Enrollment on page 104.) Note: If you
do not have access to a form in the Time Off Plan Setup and Enrollment
Center, it does not display in the list.
To access the Time Off Plan Setup and Enrollment Center: • On the
Work Centers panel, click Time Off Plan Setup and Enrollment. • Select
the form you want to access. (You can still access the forms by entering
the form name in the Search menu or selecting it from the regular
menus.)
Time Off User Guide © 2026 PrismHR 36  Chapter 2 Using the Time Off
Work Center
To get detailed instructions for using the open form:
• Click (Help) in the header area.
To return to the Time Off Plan Setup and Enrollment page: • Click in
the header area of the form. (Note: This option does not display on the
Time Off Auto Register Enrollment form.)
Accessing Time Off Reporting Forms The Time Off Reporting Center
provides convenient access to the forms required to perform the
following functions:
Reporting • Eligible Time Off Report: This report provides a listing
of employees’ hours worked and employment dates to determine time off
eligibility. • Employee Time Off Detail Report: This report provides
information about employees’ paid time off. • Employee Time Off Summary
Report: This report summarizes various types of time off for an
employee. • Time Off Approval Report: This report displays a summary of
all time off requests not yet approved, planned, or already taken for a
given time for the organization’s employees. • Time Off Hours Taken
Report: This report provides a listing of paid time off taken per
employee. • Pay Period Time Off Report: This report provides a listing
of employees’ time off by payroll and year-to-date. Note: If you do not
have access to a form in the Time Off Adjustments and Maintenance
Center, it does not display in the list. (See the Payroll Reports Guide
for more information about these reports.)
To access the Time Off Reporting Center: • On the Work Centers panel,
click Time Off Reporting. • Select the form you want to access. (You can
still access the forms by entering the form name in the Search menu or
selecting it from the regular menus.)
To get detailed instructions for using the open form:
• Click (Help) in the header area.
To return to the Time Off Reporting page: • Simply close the
form.
Recalculating Time Off Accruals You can use the Time Off Accrual
Recalculation form to recalculate time off accruals for the selected
Time Off Type, Accrual Schedule, and Time Off Plan for the current plan
year. (The date range automatically adjusts for
Time Off User Guide © 2026 PrismHR 37  Chapter 2 Using the Time Off
Work Center
each employee based on the year-end date in their register.)
Important! The Time Off Accrual Recalculation form does not work with
Global PTO. The Time Off Accrual Recalculation form is helpful in case
the initial setup was incorrect or you need to make a bulk adjustment.
However, you must first update the Time Off plan/register for a time off
recalculation to appear. For example:
Note: This feature is only available for service providers.
Important! At this time, a note displays stating that using the accrual
recalculation tool might adversely impact employees who have forced time
off accrual on manual or special batches is a preparatory warning. The
system functionality to force time off accruals on manual or special
payrolls will be included in a future release.
To recalculate time off accruals: 1. Enter or select the Time Off
Type. 2. Select the Accrual Schedule. 3. Enter or select the Time Off
Plan. 4. Select Preview. The system processes the Time Off registers for
that client, accrual schedule, and Time Off plan for the current plan
year. (The date range automatically adjusts for each employee based on
the year- end date in their register.) 5. Enter a Comment on Adjustment
that will display on the time off adjustment. 6. Click Process
Recalculation. A window opens that displays the processing steps. 7.
Click Close. A message displays, “Update Completed.” Click OK to
continue.
Time Off User Guide © 2026 PrismHR 38  Chapter 2 Using the Time Off
Work Center

Click Download Report to view the time off accrual recalculation
details on-screen. (You can save the file by clicking XLS.) The report
displays on-screen. (You can also select Download Report to save this
report.) Note the following: • Each employee has one written absence
journal where the system writes the actual Time Off register once with
the adjustment amount. • You can update accruals in the current plan
year, but cannot close out the plan year or reset the YTD hours taken. •
This process does not include carryover hours. • The adjustment
effective date is based on the recalculation date. • Users whose role is
set to INQUIRY for the Time Off Accrual Recalculation form cannot access
this form.

Time Off User Guide © 2026 PrismHR 39  Chapter 3 Setting Up Time Off
Plans
Chapter 3 Setting Up Time Off Plans Absence plans are unique to each
client and can differ from the simple to the extremely complex. Once you
set up the absence accrual files in PrismHR, the system automatically
accrues paid time off benefits for each employee according to the
parameters you establish. Although it is important to understand how to
establish these files, the real key to setting up the files correctly is
understanding exactly how the client’s absence benefit plan works. Use
these instructions to learn how to: • Establish the absence benefit
plan, including carryover rules and accrual rates • Determine how and
when accrual calculations should occur • Set up codes to identify Time
Off types, accrual schedules, and absences
Time Off User Guide © 2026 PrismHR 40  Chapter 3 Setting Up Time Off
Plans
Tracking Absences PrismHR tracks paid absences automatically during
regular payroll processing. Users can manually enter unpaid absences and
review them at any time on a number of different absence reports. 1.
During Payroll calculation the system reviews the Pay Code record for
each Pay Code entered on an employee’s timesheet. 2. If the Pay Code on
the timesheet is associated with a Paid Absence Code and Updates Time
Off Register is checked, the system updates the employee’s Time Off
Register with the hours from the timesheet, deducting from the
employee’s available Time Off balance. 3. If the number of Time Off
hours exceeds the employee’s available Time Off balance, the system
alerts the payroll processor with a warning, but allows processing to
continue. 4. You can manually enter absences that are unpaid and other
adjustments to the employee’s Time Off Register in the Time Off
Adjustments form. Note: Unpaid absences do not affect the Employee’s
Time Off register totals, but they might be referenced in various
reports and inquiries.
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: 1. Select the Client menu. 2. From
Client|Change, select Time Off Types. The Time Off Types form opens. 3.
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).
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Plans

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 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  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.

Time Off User Guide © 2026 PrismHR 42  Chapter 3 Setting Up Time Off
Plans
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: 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: 1. Click the Client menu. 2.
From Client|Change, select Time Off Accrual Schedules. The Time Off
Accrual Schedules form opens. 3. 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:

 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.)
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 Field                           Description
                                 •   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
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Plans
 Field                           Description
                                     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 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 (page 47).
                                 •   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
                                     (page 49).
                                 •   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 (page 48).
                                     Note: This option is available only when you set the Plan Year Based
                                     On to Anniversary.
 On                              Select the date type through which the accrual calculation is triggered.
                                 The options vary based on the selected Accrual Frequency.
Time Off User Guide © 2026 PrismHR 45  Chapter 3 Setting Up Time Off
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 Field                           Description
 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 Select to force the accrued through date to be the day before the start
 Day Before Start Date    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 Select to display a warning during payroll initialization if an employee
 Hours Used Than         uses more hours than currently available.
 Available

Click Save.

Time Off User Guide © 2026 PrismHR 46  Chapter 3 Setting Up Time Off
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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: 1. Click the Client menu. 2. From
Client|Change, select Time Off Accrual Schedules. 3. In Accrual
Frequency, select Holiday. The Scheduled Holidays panel displays.

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.

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Defining Intervals That Trigger an Accrual To define intervals (in
months) that trigger an accrual, use the Scheduled Triggers panel.
To define an interval: 1. Click the Client menu. 2. From
Client|Change, select Time Off Accrual Schedules. 3. In Plan Year Based
On, select Anniversary. In Accrual Frequency, select Scheduled. The
Scheduled Triggers panel displays.

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 Define the regular interval (in months) when hours accrue
after an Months) employee’s first year.
Click Save.

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Using Customized Accrual Subroutines If the client uses an accrual
method that differs from methods previously described, use a customized
accrual subroutine.
Note: Contact a systems professional to design a subroutine using the
parameters described here.
To design a subroutine: 1. Click the Client menu. 2. From
Client|Change, select Time Off Accrual Schedules. 3. In Accrual
Frequency, select Custom Basic Routine. The Custom Basic Subroutines
panel displays.

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.

Learning About Time Off Plans A Time Off plan, or absence plan,
determines how much paid time off an employee can accrue. The employee
Time Off register is the place where the system keeps track of how much
has been accrued and taken by the employee. The Time Off plan
establishes limits on the amount of paid time off that may be earned.
This is the number of hours that can be carried over from one plan
period to the next, or the number of hours the employee can earn.
Clients often have more than one Time Off plan, for example: •
Vacation
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•      Sick
•      Personal
•      Other plan types that represent time accrued and taken according to the client’s policy
You can also have more than one type of benefit plan, such as
multiple vacation plans. The Benefit Plan is assigned to an employee at
enrollment.
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.
Defining Time Off Plans To define Time Off plans that determine
employee time off accruals, use the Time Off Plans form.
Note: The Time Off Register is where the system tracks how much paid
time off the employees have accrued and taken.
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: 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: 1. Click the Client menu. 2. From
Client|Change, select Time Off Plans. The Time Off Plans form opens. 3.
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
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 Field                           Description
                                 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         Define the maximum number of hours the plan is allowed to
 Balance                         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 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.

 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
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 Field                           Description
                                 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   Enter a flat amount to add on the accrual balance when the first
 Accrual                         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 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 unsupported Accrual 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.
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 Field                              Description
 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       Enter the maximum use limit per register year that the employee
 Year                               can use.
 Display Payroll Warning when Select if the system must stop the calculation/initialization step
 Maximum Usage Limit Exceeded of the time sheet process when one or more employees exceed
                              the Maximum Usage Limit Per Plan Year.
 Display Used Amount on Pay         Select this setting to display, on the memo line of the employee
 Stub                               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.
                                    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.

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.)

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•    Time Off Auto Enroll Rules: Opens the Time Off Auto Enroll Rules form where you can specify plans that
     automatically enroll new employees.
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.

Setting Up Flat Amount To set up a flat amount for Time Off plans,
use the Flat Amount panel.
To set flat amounts: 1. Click the Client menu. 2. From Client|Change,
select Time Off Plans. The Time Off Plans form opens. 3. In Accrual
Method, select Flat Amount. The Flat Amount panel displays.

Complete the following:
Field Description 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:

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 Field                Description
                                 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.
 Apply Current        Select to subtract the hours used before applying a stop-balance limit. If you do
 Hours Taken          not select this option, the system disregards the hours already used.
 before
 applying Stop-
 Balance limits

Click Save.

Defining Months Worked To define months worked for Time Off plans,
use the Months Worked panel.
To define months worked: 1. Click the Client menu. 2. From
Client|Change, select Time Off Plans. The Time Off Plans form opens. 3.
In Accrual Method, select Months Worked. The Months Worked panel
displays.
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Complete the following:
Field Description 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 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 Select Apply Current Hours Taken before applying
Stop-Balance limits to Taken before subtract the hours used before
applying a stop-balance limit. If you do not applying Stop- select this
option, the system disregards the hours already used. Balance
limits
Click Save.

Defining Hours Worked (by Hours) 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): 1. Click the Client menu. 2. From
Client|Change, select Time Off Plans. The Time Off Plans form opens. 3.
In Accrual Method, select Hours Worked (by Hours). The Pay Codes for
Hourly Accrual panel displays.
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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.
In the Hours Worked panel, complete the following:
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.

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 Field                           Description
                                   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       Select to subtract the hours used before applying a stop-balance limit.
 before applying Stop-           If you do not select this option, the system disregards the hours
 Balance limits                  already used.
 Enforce Yearly Maximum By Select to enforce the yearly maximum for this type of accrual on a pay
 Pay Period                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.

Defining Hours Worked (by Months) 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): 1. Click the Client menu. 2. From
Client|Change, select Time Off Plans. 3. Set Accrual Method to Hours
Worked (by Months) to view the Pay Codes For Hourly Accrual, Hours
Worked, and Pay Period Accrual Threshold panels.

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).

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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.
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.

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   Field                         Description
   Apply Current Hours           Select to subtract the hours used before applying a stop-balance limit. If
   Taken before applying         you do not select this option, the system disregards the hours already
   Stop-Balance limits           used.
   Enforce Yearly        Select to enforce the yearly maximum for this type of accrual on a pay
   Maximum By Pay Period 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.

Defining Hours Worked (by Position) 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): 1. Click the Client menu. 2.
From Client|Change, select Time Off Plans. The Time Off Plans form
opens. 3. 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.

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).
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:

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 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.

Defining Flat Amount by Hours Worked 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: 1. Click the Client menu. 2.
From Client|Change, select Time Off Plans. The Time Off Plans form
opens. 3. In Accrual Method, select Flat Amount by Hours Worked to view
the Flat Amount per Hours Worked panel. For example:
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:

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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     Enable the Apply Carryover toward Maximum Accrual Per
 Accrual Per Year                   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   Subtract the hours used before applying a stop-balance
 applying Stop-Balance limits       limit. If you do not select this option, the system ignores the
                                    hours used.
 Maximum hours for a detail time    Enter the maximum number of hours that can be entered in
 sheet entry                        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 the Maximum Amount Accrued Per Year value Accrual if
Balance Reaches have the same value Maximum Amount Accrued Per Year
value is the Stop Accrual if Balance Reaches value greater than Stop
Accrual if Balance Reaches value
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Click Save.

Setting Up Flat Amount per Hours Worked Accrual Method Time Off plans
support a flat amount per hours worked time off accrual method that
complies with state- mandated paid sick leave laws.
Client Time Off Plans To define the parameters that determine paid
time off accruals for employees, use the Time Off Plans form.
To define paid time off accruals: 1. Click the Client menu. 2. From
Client|Change, select Time Off Plans. The Time Off Plans form opens. 3.
Complete the following:
 Use this option                 To do this
 Plan Code                       Enter or select the Time Off plan code. Required.
 Description                     Enter the Time Off plan description. Required.
 Accrual Method                  Select Flat Amount by Hours Worked.
 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.
 Note: If employees of a client 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.
 Allow Negative Carryover        Enable if the negative hours can carry over from one year to the
                                 next.
 Carryover Expiration            Enter the number of days or months after the beginning of a new
                                 year that any unused carryover hours expire. Leave this field blank if
                                 hours do not expire.
 Expiration Period               Select the expiration period (Days, Months, Pay-periods) for the
                                 carryover expiration.
 Suppress Pay Stub Printing      Suppress printing on pay stubs. Enter the number of days or months
 For                             (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.
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 Use this option                 To do this
 Add Hours To Balance on         Enter a flat amount to add on the accrual balance when the first
 First Accrual                   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 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
                                      unsupported Accrual Method option and click Save, the system
                                      removes that amount.

 Obsolete Date                   Enter the time off 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         Enter the maximum use limit per register year an employee can use
 Plan Year                       in one plan year.
 Display Payroll Warning         Select if the system must stop the calculation/initialization step of
 when Maximum Usage Limit        the time sheet process when one or more employees exceed the
 Exceeded                        Maximum Usage Limit Per Plan Year.
 Display Used Amount on Pay Select this setting to display, on the memo line of the employee pay
 Stub                       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.
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 Use this option                 To do this
                                 To use this setting, you must have Print On Check enabled for the
                                 corresponding Time Off Register Type.
                                 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.

Click Save. Continue to the Flat Amount per Hours Worked panel.

Flat Amount per Hours Worked

In the Flat Amount per Hours Worked panel, complete the
following:
Use this option To do this Accrue a flat (a) hours for every Enter
the flat number of hours an employee will accrue for

hours worked. every number of hours worked. In the previous example,
the employee accrues 1 (a) hour of sick time for every 30 (b) hours
worked. If the actual hours worked are not Indicate whether the system
should accrue a fraction of time an even multiple of the hours off hours
if the actual hours worked are not an even multiple of worked then
accrue a fraction of the hours worked based on the values in Step 1. the
accrual hours • Enabled: Accrues 1.00 hour for every 30 hours worked.
For example: 40 hours paid  30 hours worked = 1.33 hours accrued. •
Disabled: Accrues whole numbers instead of fractional. For example: 40
hours paid  30 hours worked = 1.33. One hour will accrue, and the 10
remaining hours will carry over to the next payroll until the employee
is paid an additional 20 hours.

Maximum Amount Accrued Per Enter the maximum amount accrued per year
in hours.

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 Use this option                        To do this
 Year
 Stop Accrual if Balance Reaches        Enter the stop accrual if balance reaches amount in hours. The
                                        employee will not accrue time off once they reach this amount.
 Apply Current Hours Taken              Enable before applying stop-balance limits to subtract the
                                        hours used in the payroll before applying a stop balance limit.
 Maximum hours for a detail time        Enter the maximum number of hours available to use to specify
 sheet entry                            the maximum hours available to use on employee check stubs.

Click Save. Continue to the Pay Codes For Hourly Accrual panel.
Setting Limits on Accruals

If the accruals should be limited to certain pay codes, enter Pay
Codes for hourly accruals. If this field is left blank, the system will
use all pay codes that are flagged as Pay Code is Used to Pay Productive
Work. Maximum Usage Limit Per Plan Year With Display Payroll Warning
when Maximum Usage Limit Exceeded enabled, if an employee uses more sick
hours than allowed based on the Maximum Usage Limit Per Plan Year, a
payroll calculation error occurs, “Time off hours exceeded the maximum
for Employee ID , Absence Code , Time Off Accrual
Schedule . Please correct problem and re-run
initialization.” Maximum hours for a detail time sheet entry Entering an
amount in the Maximum hours for a detail time sheet entry field prints
this amount under the Paid Time Off section of the check stub. This
amount appears as Sick Available for Use and is used when the employee
can accrue more hours than they can use in the plan year.

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Employee Time Off Plan Enrollment Time Off Plan Start Date When
enrolling employees in the Employee Time Off Register, the Start Date
must be entered carefully. The Flat Amount by Hours Worked accrual
method will adjust automatically. If a past date is entered, on the
first calculated payroll, hours will accrue retroactively for all
payrolls since that date in the current register year. This will occur
regardless of the Calculated Through Date entered during the enrollment.
In the following example, if payroll is processed and dated 6/30/2019,
the employee will accrue sick time on all vouchers dated 4/8/19 to
6/30/19.
When enrolling employees in the plan retroactively, no adjustment is
needed. On the first calculated payroll, PrismHR will calculate the
total hours worked from the benefit start date of the current year to
the payroll date and accrue in full. This calculation will occur with
each payroll. Since this plan will automatically adjust, Time Off
Register adjustments are not possible when using this method. Any
adjustment made will be reversed on the next payroll, as the system will
constantly calculate back to the benefit start date of the current year
and accrue all hours. If YTD Calculated hours are entered during the
enrollment, no hours will accrue until the system calculates that the
employee has exceeded the accrual that was entered based on hours
paid.
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
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.
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• 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.
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: 1. Click the Client menu. 2.
From Client|Change, select Time Off Plans. The Time Off Plans form
opens. 3. In Accrual Method, select Unlimited. For example:

Fill in fields as required for the unlimited Time Off plan (see
Defining Time Off Plans (page 50)). 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.

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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: 1. Click the Client menu. 2.
From Client|Change, select Time Off Plans. The Time Off Plans form
opens. 3. In Accrual Method, select Flat Amount. The First Year Prorated
Amounts panel displays. For example:

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 (page 50)). 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.

Linking PTO Accrual Plans . You can use the Linked Accrual Plans
feature to accrue employee PTO hours for transfer once the plan year
ends. This feature consists of two PTO plans that you must set up so
employees can accrue time for a plan year in one register that they
cannot use until the plan year ends. After the plan year ends, the
accrued hours move to a new register where employees can use their PTO
hours. (Employees can have several different linked accrual plans, one
for sick time, one for vacation time, and so on.) Note the
following:
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• Employees must be enrolled in two PTO registers (one for accrual
and one for balance) to use this feature. If there is no Balance PTO
register associated with the linked class for the employee, then the
system does not move anything will from the Accrual register to the
Balance register. (The hours remain in the Accrual register.) • If the
Balance PTO Register has a yearly maximum set, the system moves prior
year balances from the Accrual register to the Balance register up to
the maximum amount. (The remaining amount in the accrual register is
lost.) • When the system transfers accrued hours from the Accrual
register to the Balance register, it places the hours in the Balance
register in the YTD Calculated column. • Accrual plans accrue for the
pay period and then transfer to the Balance plan.
Using Linked Accrual Plans Feature To use the Linked Accrual Plans
feature, you must set up two PTO plans in the PTO Benefit Plans form: •
Accrual plan: Accrues employee PTO time during the year. At the end of
the plan year, the system transfers the hours in the accrual plan to the
linked balance plan. (The Accrual plan resets to zero.) Employees can
now use the accrued hours in the Balance plan. • Balance plan: Contains
the transferred PTO accrual time. The following diagram demonstrates the
setup for Linked Accrual Plans:
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Note the following: • The employee’s accrual balance for the current
year is the year-to-date PTO hours accrued from the previous year. •
Employees carry over some hours in some cases, but most plans expire the
hours at the end of the plan year. • Most of these plans are set up as
anniversary plans, not by the plan year.
Setting Up the Linked Accrual Plans Feature
Set up the following: 1. PTO Class: Use the PTO Classes form to
define which PTO classes will be used in conjunction with each other,
consisting of a PTO class for the accrual and a PTO class for the
balance. (See the Client Administration Guide for details on defining
PTO classes.) For example: a. Create a PTO Class Code for the Balance
plan. For example, VACBAL. Note: Do not enable Linked Accrual. b. Create
a PTO Class Code for the Accrual plan. For example, VACACCR. c. Enable
Linked Accrual. d. In the Transfer To field, select VACBAL. Note: These
PTO classes are now linked and cannot be linked to other classes. 2. PTO
Register: Enable the Prior Year Accrual trigger method on the PTO
Register Types form to trigger the balance register to move the accrued
PTO hours from the accrual plan to the balance plan. (See the Client
Administration Guide for details on working with PTO registers.) For
example: a. Create a PTO Type Code register for the Balance plan. For
example, VACBAL. • PTO Class: VACBAL. • Year End Basis: Set Anniversary
or Fiscal, but should match the Accrual register. • Trigger Method:
Prior Year Accrual. • Trigger Date: Do not use. • Print on Check, Pay
Stub Name, Paid Absence, Absence Code: Set these fields for the Balance
register. b. Create a PTO Type Code register for the Accrual plan. For
example, VACACCR. • PTO Class: VACACCR. • Year End Basis: Set
Anniversary or Fiscal, but should match the Balance register. • Trigger
Method: Select any trigger method. • Trigger Date: Select any trigger
date.
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     •    Absence Code: Set this field for the accrual register. (It is not currently used, but it should be
          populated.)
     •    Print on Check, Pay Stub Name, Inactive Register, and Paid Absence: Do not use.

PTO Benefit Plan: Enroll employees in an Accrual plan and a Balance
plan on the PTO Benefit Plans form. The Accrual plan determines the PTO
time accrued. The system does not use the Balance plan to determine the
accruals, but employees must be enrolled in both plans for the transfer
to work correctly.

Create a PTO Benefit Plan for the Balance plan. For example, VACBAL.
(You must select a calculation basis, but the system does not use it to
calculate accruals.)
Create a PTO Benefit Plan for the Accrual plan. For example,
VACACCR. (This will hold the settings for the accruals.)


Understanding the Transfer Process When the system transfers accrued
PTO hours, the employee register displays the accrued amount in the
calculated column in the Balance register and displays an annotation,
“Accrual Transfer MM/DD/YY,” in the details. The system then zeroes out
the year-to-date accrual amounts in the employee Accrual register and
displays an annotation, “XX number of hours moved to linked plan.”
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: Define the Time Off Accrual Schedule before creating any
Absence Codes. (See Creating Time Off Accrual Schedules (page 43).)
Use the Time Off Pay panel to create codes for all absences.
To create an absence code: 1. Select Client. 2. From Client|Change,
select Time Off Pay. The Time Off Pay form opens. 3. 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
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 Field                           Description
                                 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                         If this absence updates a Time Off Accrual Schedule, enter each of
 Schedule/Description/Time       the relevant Accrual Schedule. The Description and Time Off Type
 Off Type                        displays.
                                 Note: All accrual schedules specified for an absence code must have
                                 the same Time Off Type Code.
 Global Register                 If you selected Use Global PTO above, this panel replaces the
 Types/Description               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: 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: 1. Select Client. 2. From Client|Change,
select Time Off Pay to view the Portal Configuration panel.
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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 Enter
the maximum number of days into the future for which advance employees
can request this type of absence.
May request with a negative Select if employees are allowed to submit
leave requests when balance 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 Specify how soon a leave
request can be made after an employee can be made 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)
Suppress Notifications for Select to suppress email notifications for
leave request approvals. Leave Requests Auto-accept Leave Requests
Select to have the system automatically accept leave request hours on
time sheet 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.

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 Field                           Description
 Combine State and Local PTO     Enable this field if you want to combine state and local PTO
 Balances                        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 In this panel, select the following:
 Code
                              • 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 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.

Click Save.

Specifying Time Off Auto-enroll Rules Specify plans that
automatically enroll new employees with the Time Off Auto Enroll Rules
form. Companies with existing rules display information similar to
this:
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Note the following: • If there are Time Off Auto Enroll Rules
available for the active client and you delete all existing rules, the
form refreshes and the Save and Delete buttons no longer display. • When
an approval is approved for an applicable change, the system
re-evaluates Time Off auto-enroll rules and executes enrollments in the
Time Off Auto Enroll Rules form for current or past-dated Status/Type
and Position changes. If the change date matches the system date or a
prior date the following occurs: • If an employee meets the criteria for
a rule and the rule is set to archive in the prior Time Off Register,
the system archives existing Time Off Registers that share the same
class as the Time Off Register assigned to the affected rule. Note: In
this scenario a message displays, “A type change has taken place that
will archive this employee’s Time Off plan.” • If an employee meets the
criteria for a rule and the rule is not set to archive the prior Time
Off Register and no Time Off Type conflicts exist with the employee’s
existing register, the system creates a new enrollment/register for the
employee’s new plan. • If an employee meets the criteria for a rule and
the rule is not set to archive the prior Time Off Register and a Time
Off Type conflict exists, the system does not update the Time Off
Register. • If an employee does not meet the criteria for any rule, the
system does not update the Time Off Register.
Creating a Time Off Auto-enroll Rule To create an auto-enroll rule:
1. Select Client. 2. From Client|Change, select Time Off Auto Enroll
Rules.
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Click New Rule to view the Time Off Auto-Enrollment Rules
Maintenance form. For example:
Select Include (default) or Exclude for each panel and complete
the information as required.
Field/Panel Description If appropriate, add values in the panels:
Employee Type, Location, Work Group, Position, Department, Pay Method,
Benefit Group ID, Division, and Pay Group. Only employees who have all
these conditions are enrolled in the plan. Note: The Variable Salary
option only displays in the Pay Method field if the VARSALMETHOD custom
feature code is enabled on the System Parameters form. Enroll them in
this type of Time Off Enter or select the qualifying Accrual Schedule
and Time Off Plan in which to automatically enroll employees who meet
the conditions: • Accrual Schedule: Select the schedule code that
determines when employees accrue time off. After making a selection, the
description displays. • Time Off Plan: Select the plan code that
determines how much time off employees will accrue. After making a
selection, the description displays.

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 Field/Panel                                       Description
 Move this rule to line #                          Enter the line number where you want the rule to display
                                                   on the form or leave this field blank to append it to the
                                                   end of the list.
 Date to use as the Time Off Start Date            After saving changes, select a date for all rehired
                                                   employees. Rehire Date is the date when an employee
                                                   was rehired, and Seniority Date is the manually entered
                                                   date that qualifies the employee for different benefits.
                                                   (Note: The system uses the Seniority Date as the default,
                                                   if you do not make a selection.)
 If you need to delete all the rules because the client does not offer automatic enrollment in Time
 Off plans any more, click Delete.

Click Save.

Note: Users can enroll employees in the Time Off plans using the Time
Off Auto Register Enrollment feature, found in the HR menu under
HR|Action.
Controlling the Benefit Start Date In association with the setting
that displays in this form’s Use Seniority Date or Hire/Rehire Date
column, you can control the date used as the Benefit Start Date on the
HR|Change|Employee Time Off Register form for the selected Time Off
auto-enroll rule.
To apply this setting: 1. Do the following:
 Field                           Description
 Line #                          Click the line number for the Time Off Auto Enroll Rule you want to update. The
                                 Time Off Auto-Enrollment Rules Maintenance form displays.
 Use Seniority Date or           Select one of the following settings:
 Hire/Rehire Date
                                 •    Seniority Date: Displays as S after selecting
                                 •    Hire Date: Displays as H after selecting

Click Save. The Time Off Auto Enroll Rules form displays.
Click Save.

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Defining Multiple Rule Triggers You can indicate which events trigger
the re-assessment of a rule and whether to automatically archive
existing Time Off Registers when the rule is invoked by setting the
options listed below. Note: You cannot use a rule trigger option more
than once. If you try to reuse a trigger an error message displays,
“Trigger already listed for this rule.” Click OK to continue.
To define multiple triggers for a rule: 1. Complete the
following:
 Field                           Description
 Trigger Rule On                 Select one of the following settings:
                                 •    Status/Type Change: Rule triggers during an employee status/type change
                                      process and, if criteria are met, the system enrolls that employee in the
                                      indicated plan.
                                     When a Time Off auto-enroll rule is configured with the Status/Type Change
                                     setting and an employee status/type change occurs, the following happens:
                                     If the change date matches or is prior to the system date and there are no
                                     required approvals:
                                     •   If the rule is set to archive the prior Time Off Register:
                                         •     Any existing Time Off Registers that share the same class as the Time
                                               Off Register assigned to the affecting rule are archived.
                                         •     The system sends a notification about register archival to the user on
                                               the Status Type Change form.
                                         •     The system creates a new enrollment/register for the employee's new
                                               plan.
                                     •   If the rule is not set to archive the prior Time Off Register and no Time Off
                                         Type conflicts exist with the employee's existing register, the system
                                         creates a new enrollment/register for the employee's new plan.
                                     •   If the rule is not set to archive the prior Time Off Register and a Time Off
                                         Type conflict exists, the system does not update the Time Off Register and
                                         does not make any changes.
                                     The system does not update the Time Off Register and does not make any
                                     changes in the following scenarios:
                                     •   If the change date matches or is prior to the system date and there are
                                         required approvals.
                                     •   If the change date is future-dated and there are required approvals.
                                     •   If the change date is future-dated and there are no required approvals.
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 Field                           Description
                                     Note: When multiple Time Off auto-enroll rules for the same Time Off type are
                                     set to trigger during the Status/Type Change process, the system evaluates
                                     and enforces the rules by Rule Number order. Therefore, if an employee meets
                                     the criteria for a rule, the evaluation of all other rules for the same Time Off
                                     type stops and the process moves on to evaluate any other Time Off types
                                     represented in the Time Off auto-enroll rules.
                                 •   Position Change: Rule triggers during an employee position change process
                                     and, if criteria are met, the system enrolls that employee in the indicated
                                     plan.
                                     When a Time Off auto-enroll rule is configured with the Position Change
                                     setting and an employee position change occurs, the following happens:
                                     If the change date matches or is prior to the system date and there are no
                                     required approvals:
                                     •   If the rule is set to archive the prior Time Off Register:
                                         •     Any existing Time Off Registers that share the same class as the Time
                                               Off Register assigned to the affecting rule are archived.
                                         •     The system sends a notification about register archival to the user on
                                               the Position Change form.
                                         •     The system creates a new enrollment/register for the employee's new
                                               plan.
                                     •   If the rule is not set to archive the prior Time Off Register and no Time Off
                                         Type conflicts exist with the employee's existing register, the system
                                         creates a new enrollment/register for the employee's new plan.
                                     •   If the rule is not set to archive the prior Time Off Register and a Time Off
                                         Type conflict exists, the system does not update the Time Off Register and
                                         does not make any changes.
                                     The system does not update the Time Off Register and does not make any
                                     changes in the following scenarios:
                                     •   If the change date matches or is prior to the system date and there are
                                         required approvals.
                                     •   If the change date is future-dated and there are required approvals.
                                     •   If the change date is future-dated and there are no required approvals.
                                     Note: When multiple Time Off auto-enroll rules for the same Time Off type are
                                     set to trigger during the Position Change process, the system evaluates and
                                     enforces the rules by Rule Number order. Therefore, if an employee meets the
                                     criteria for a rule, the evaluation of all other rules for the same Time Off type
                                     stops and the process moves on to evaluate any other Time Off types
                                     represented in the Time Off auto-enroll rules.
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 Field                           Description
                                 Note the following:
                                 •   You cannot use a rule trigger option more than once. If you try to reuse a
                                     trigger an error message displays, "Trigger already listed for this rule." Click
                                     OK to continue. In addition, you can view existing Time Off Auto-enrollment
                                     rules, but you cannot make any updates to them.
                                 •   Using future-dated status/type changes and position changes triggers a re-
                                     evaluation of the Time Off auto-enroll rules and executes the enrollment
                                     based on the employee's Status/Type Change or Position Change at the time
                                     the change takes effect.

 Archive existing                Select Yes to archive existing Time Off registers when the rule is invoked based on
 register?                       the re-assessment of the rule.
                                 Note: You must select an option. Otherwise, an error message displays. Click OK to
                                 continue.

Click Save. The Time Off Auto Enroll Rules form displays.
Click Save.

Importing Time Off Auto-enrollment Rules Use the Time Off
Auto-Enrollment Rules Import form to import multiple Time Off
auto-enrollment rules or update existing rules. For example:
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To access the form, click the Back Office menu. Under
Operations|Action, click Time Off Auto-Enrollment Rules Import.
To import Time Off auto-enrollment rules: 1. In the Generate Import
Spreadsheet section, create an import spreadsheet by entering or
selecting the Client IDs. (You can select multiple clients from the
Select Clients list at once.) The Client Name displays next to each
client. (If left blank, the system selects all clients and bill codes.)
2. Select Download Spreadsheet. The system creates a spreadsheet that
displays in a separate window, which is suitable for editing. 3. In the
Import Data section, enter an Import Name. (This is a required field;
you cannot import a file without this information.) 4. Select Upload
File. Click Add Files and select the file to upload, then click Start
Upload. (This file must be in .csv format.) 5. Click Close. A separate
Downloads window displays the name of the .csv file that the system
created. (Click Open file to view the downloaded file.) Note: The first
row in the downloaded file displays information about the first rule and
the multi-value fields, which are separated by a pipe delimiter (|). 6.
Click Import. Processing steps describe the information saved and
include a date and time stamp. You can view this as a report or download
in PDF or XLS format by clicking Report. 7. Click Close.
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Click Transaction Report to display a link to a report that contains
the Time Off auto-enrollment rules transactions. Note: The Transaction
Report displays “Skipped” for any column in a row that has valid data
but was not imported because a required row contained invalid data. (All
invalid data displays in the Transaction Report.)
Click Error Report to display a link to a .csv file that details the
errors that occurred during the import. (The system does not import any
rows listed in the error file and only imports rows where all data in
the row is valid.) Note: The Error Report link only displays if errors
occurred during the import, which confirms that the system is unable to
perform the import. Note the following: • You can only select active
clients in the Client ID field. • If you enter an inactive client or a
client that you are not allowed to access the following error message
displays, “Invalid Client ID.” • You cannot move rules to a new sort
order. • You can make changes to existing rules. • New rules are marked
as “NEW” for the Rule Number in the import.

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PTO Plans
Chapter 4 Setting Up Global PTO Plans You can use PrismHR to set up
PTO plans on the system level and automatically assign those plans to
employees based on work location.
Background As described in the Time Off User Guide (previously titled
PTO User Guide), the PrismHR PTO features originally applied only to
clients. This presented difficulties for organizations that needed to
track paid time off for employees who regularly change location — such
as those in the staffing industry. In response to this challenge,
PrismHR introduced support for Global PTO plans that can track the
accrual of employee paid time based on the employee’s worksite location.
These new features enable you to set up discrete Global PTO plans and
assign those to a state or even a specific GeoCode range. This setup
structure provides significant flexibility in defining how and when
employee paid time off accrues.
Activating Global PTO Features Note: Refresh your browser to see the
changes from this feature code.
If you want to enable the new global PTO features, you must first
apply the associated feature code.
To activate global PTO features: 1. Click Back Office and select
System|Change > System Parameters. 2. In the upper right corner of
the form, in the Custom Feature Codes table, create a new row. 3. Enter
GLOBAL.PTO in this new row (be sure to include the period between GLOBAL
and PTO). 4. Click Save. 5. Refresh your browser and then log in again,
if necessary. The Global PTO forms and fields are now accessible.
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About the Features With these features enabled: • You can establish
system-level PTO codes and plans, and then assign those at the state and
local levels using new fields on the State Rules form. • Next time you
run a payroll, PrismHR will detect any employees who work within the
specified state and GeoCode ranges. The system will automatically
perform the PTO accrual calculations associated with the specific PTO
plans assigned to those locations. Those calculated accruals will be
stored in a separate database record created for this purpose. • To
fine-tune the global PTO auto-enrollment and hour accrual, you can use
client-level opt-in settings and employee-level opt-out settings
(described below). • If you want to review PTO accruals to ensure that
they are set up accurately, you can use a new view option on the
Employee PTO Register Inquiry form. • New in June 2022: For staffing
customers, we now support global PTO plans for federal contractors. The
FG state code provides a grid for Global PTO plans but not GeoCodes, as
they are not necessary. If an employee PLACEMENT record indicates that
they are a federal contractor, the auto-enrollment and accrual logic
will assign them a PTO plan associated with FG. • New in June 2022: The
PTO “auto-enroll and accrue” logic also takes effect whenever you
perform a global PTO data import using the PTO Register Import form. •
New in June 2022: A new payroll report is available. This report
displays a list of employees who were auto-enrolled in global PTO plans
within the current payroll batch. You can run this report during payroll
processing or separately. See Reviewing Global PTO Auto-Enrollments for
a Payroll Batch (page 91). • New in June 2022: Several options are now
available for printing Global PTO register data on employee checks.
Instead of a binary yes/no option, you can select Always, Never
(default), or If Used/Accrued Only for any global PTO register. • New in
March 2024: Leave requests made in the Employee Portal that the system
pulls into timesheets using the red dot can be accepted there. • New in
September 2024: Previously, all Global PTO functionality for the
following forms were hidden unless the custom feature code GLOBAL.PTO
was enabled. All Global PTO functionality are now available on the
following forms without using the custom feature code GLOBAL.PTO. •
System / Change / Global PTO Benefit Plans • System / Change / Global
PTO Register Types • PTO Reporting / Reporting / Global PTO Auto
Enrollment Report
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     •    System / Change / State Rules (Global PTO Plans)
     •    Client / Change / Client Other (Enable Global PTO)
     •    PTO Plan Setup and Enrollment / Plan Setup / PTO Absence Codes (Global PTO Checkbox)
•    New in March 2026: The legacy PTO terminology is being updated to match the terminology used in the
     Time Off Setup Workflow feature introduced in an earlier release. Note that these updates will be done
     over several releases. (See the "Understanding Time Off Setup Workflow Process Terminology" article on
     the CRC, which provides a description of these updates.)
Note: The GLOBAL.PTO custom feature code is still required to
calculate Global PTO accruals. This requirement will be removed in an
upcoming release.
Creating Global PTO Register Types Use the Global PTO Register Types
form to set up PTO register types for plans that are not
client-specific. PTO registers track the usable hours of PTO that
employees accrue over the course of the year. The events the trigger PTO
accrual, and the strict definition of “year”, are defined on this form.
After setting up these rules, you can assign these codes using a
specialized Register Types table on the PTO Absence Codes form. See
Reviewing Accrual Histories.
To set up a global PTO register type: 1. Go to Back Office >
System|Change > Global PTO Register Types. 2. Enter or select a
Global PTO Type Code. 3. Enter a Description of the global PTO register
type. 4. Select the Year End Basis – the means by which the system
measures the end of a year (Anniversary or Fiscal). If you selected
Fiscal, specify a Fiscal End Month and Day. 5. In the Trigger Method
field, select Pay Period Accrual. 6. Set the other optional parameters,
as needed. You can find descriptions of these fields in the online help
for either the Global PTO Register Types form or the client-level PTO
Register Types form. Both forms use the same logic for these fields. See
Reviewing Accrual Histories. 7. Click Save.
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Creating Global Absence Codes In PrismHR, client-defined PTO absence
codes track the accumulation of PTO hours defined under a particular
category. PTO absence codes are associated with both pay codes (Back
Office > System > Change > Pay Codes) and PTO register types
(Client > Change > PTO Register Types).
To create a global PTO absence code: 1. Go to Client > Change >
PTO Absence Codes. 2. Enter an Absence Code identifier and a Reason. 3.
Enable the Updates PTO Register option. 4. Select Global PTO. The
Register Types table on the right-hand side of the form is replaced by a
Global Register Types table. 5. Assign the appropriate Pay Codes and
Global Register Types in those tables. 6. Fill out the Leave Request
Processing section as desired. For details about these fields, see
“Creating PTO Absence Codes” in Chapter 1 of the Time Off User Guide. 7.
Click Save.
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Creating Global PTO Benefit Plans Use the Global PTO Benefit Plans
form to set up and maintain the hour carryover and accrual rules related
to system-level PTO plans.
Note: In contrast to the client-level PTO Benefit Plans form, there
is no Calculation Basis option. Global PTO plans are designed to
automatically use the “Flat Amount By Hours Worked” calculation
basis.
To configure a global PTO benefit plan: 1. Go to Back Office >
System|Change > Global PTO Benefit Plans. 2. Enter or select a Global
PTO Benefit Plan ID. Use the Copy from another plan option if you want
to use an existing plan as your template. 3. Enter a brief Plan
Description. 4. Specify the Global PTO Register Type, configured above,
that you will use to track accumulations and PTO usage under this
benefit plan. 5. Fill out the remaining fields as needed. For details
about these fields, review the online help documentation for Maintaining
Global PTO Benefit Plans. 6. Click Save.
Opt-ins and Opt-outs Opting Clients into Auto-enrollment and Accrual
You can use a setting on the Client Details form to enable global PTO
plans for that client. On the Client Details > Other tab, select
Global PTO Plan Auto Enroll & Accrue.
Opting Employees out of Auto-enrollment and Accrual You can use a
setting on the Employee Details form to opt employees out of global PTO
plan calculations. On the Employee Details > Other tab, select
Disable PTO Auto Enroll & Accrue.
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Assigning PTO Plans on the State and Local Level Note: You cannot set
up GeoCode ranges for plans assigned to the FG state code (Federal
Government — use this code for the PTO plans of employees who are
federal contractors).
On the System > Change > State Rules form, you can use the
Global PTO panel to specify the PTO plans to offer on both the state and
local level. • In the State Plan Id panel, enter the IDs of any global
PTO plans you want to offer to employees who work in that state. • Use
the other panel to offer local PTO plans to employees who work within
certain GeoCode ranges. You can use this to refine PTO accrual down to
worksite locations within a specific locality. Enter the Starting
GeoCode and Ending GeoCode to specify the range. Then, enter a Local
Plan Id that you want to offer within that range.
Note: Currently, local PTO benefit plans accrue hours in addition to
those of the state-level PTO plans.
Deduction Logic PrismHR uses the following process to select PTO
registers for time off deductions. Note that a local PTO plan is any
plan assigned to a GeoCode range on the State Rules form. The specific
GeoCode is determined by the worksite location associated with the PTO
hour payout.
The basic PTO deduction logic takes this form: 1. Deduct from the
local PTO plan that matches the worksite location GeoCode on State Rules
(if one exists). Repeat until hours run out in the register. If this
occurs, move on to the next step.
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Continue deducting from any other local PTO plans that match the
GeoCode and are associated with the employee. If none meet these
criteria, proceed to the next step.
Look for state-level global PTO registers (no GeoCode range)
assigned on the State Rules form. Deduct from any qualifying state PTO
plans in order. If PTO hours are still required after all these
deductions, the system generates a payroll failure or warning depending
on the following settings: • Max Usage Limit Per Plan Year (Global PTO
Benefit Plans form) • Stop Init If Exceed Limit (Global PTO Benefit
Plans form) • Display a Warning If Employee Uses More Hours Than
Available (Global PTO Register Types form)

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Reviewing Accrual Histories There is a new Report View option on the
HR > View > Employee PTO Register Inquiry form, called Global PTO.
Select this option to review the Charge Date, Hours Worked, and Pay Rate
associated with an employee’s global PTO accruals, along with their
associated Pay Codes and Project assignments.
Reviewing Global PTO Auto-Enrollments for a Payroll Batch You can use
a new on-demand payroll batch report to review a list of employees who
were auto-enrolled in global PTO plans during batch processing.
To run the Employee PTO Auto Enrollment Report: 1. Click Work Centers
and then select Work Centers|PTO > Reporting > Global PTO Auto
Enrollment Report. Otherwise, select this report during payroll batch
processing. 2. Enter the batch number in the Batch ID field. 3. Click
Run and review the report output.
Configuring “Print On Check” Functionality You can adjust which
global PTO register hours display on employee checks, based on register
activity.
To update PTO register check printing settings: 1. Click Back Office
and then select System|Change > Global PTO Register Types. 2. Locate
the Print On Check option. 3. Select one of the following. Note that
–Select– is equivalent to “Never”. • Always – always print employee
global PTO register data on the check, no matter what • Never – default
option. Never print data from this register on the check. • If
Used/Accrued Only – only print on check if the employee used or accrued
hours under this register within the payroll batch
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Click Save.

Setting Up Global PTO Register Types Use the Global PTO Register
Types form to set up PTO register types for plans that are not
client-specific. For details about the Global PTO feature set, please
see Setting Up Global PTO Plans. PTO registers track the usable hours of
PTO that employees accrue over the course of the year. The events that
trigger PTO accrual, and the strict definition of “year”, are defined on
this form. After setting up these rules, you can assign these type codes
on the Register Types table, located on the PTO Absence Codes form. For
more information, see Creating Time Off Absence Codes.
Setting Up Basic Parameters Note: You cannot set up a global PTO
register type code with the same ID as a client-level PTO register
type.
To set up a global PTO register type: 1. Click Back Office >
System|Change > Global PTO Register Types. 2. Enter a unique Global
PTO Type Code. 3. Enter a Description of the global PTO register type.
4. Select the Year End Basis – the means by which the system measures
the end of a year (Anniversary or Fiscal). 5. Specify a Fiscal End Month
and Day. 6. In the Trigger Method field, select Pay Period Acrrual. 7.
Set the optional parameters below, as needed. 8. Click Save.
Optional Parameters Set the following parameters as needed:
Field Description Trigger Date Select the date through which the
accrual calculation is triggered. The options vary based on the selected
Trigger Method.
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Field Description Print on Check Select whether to print balances for
this register type on employee check stubs from the following options: •
Always – The Global Register will always print on the employee check
when associated with the employee record. • Never - The Global Register
will never print on the employee check when associated with the employee
record. • If Used/Accrued Only – The Global Register will only print on
the employee check if • the employee is paid in a worksite that triggers
that Global Register or • a Pay Code linked to the absence code triggers
that Global Register (appearing on the PTO tab of the current payroll
voucher) Pay Stub Name Enter a descriptive name for the PTO register
type. This displays on each employee check stub and certain reports. If
no check stub name is entered then the Description of the PTO Register
prints. Inactive Register Select if this register type is no longer
used. The system will not calculate accruals or update existing employee
registers associated with this register type. Auto-enroll Through-Date
is Day Before Start Date When the system auto-enrolls employees in plans
for this register type, this option forces the PTO “accrued through
date” to be the day before the employee’s start date. This can help
ensure that auto-enrolled employees do not lose accrual for that day.
Display a Warning If Employee Uses More Hours Than Select to display a
warning during payroll initialization Available if an employee uses more
PTO hours than are available in the register.
Maintaining Global PTO Benefit Plans Use the Global PTO Benefit Plans
form to set up and maintain rules for PTO carryover and accrual on the
system level. You can then assign these plans to particular states or
GeoCode ranges on the State Rules form. For details about this process,
see the article on Setting Up Global PTO Plans.
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PTO Plans
Setting Up Basic Rules This panel defines the general rules for
accruing and carrying over global PTO hours.
To configure a global PTO benefit plan: 1. Click Back Office >
System|Change > Global PTO Benefit Plans. 2. Enter or select a Global
PTO Benefit Plan ID. Use the Copy from another plan option if you want
to use an existing plan as your template. 3. Enter a brief Plan
Description. 4. Specify the Global PTO Register Type that will track
accumulations and PTO usage under this benefit plan. You cannot assign a
Global PTO Register Type to more than one global PTO benefit plan. For
more information, see Setting Up Global PTO Register Types. 5. Fill out
the remaining fields as needed. These settings behave like the ones on
the client-level PTO Benefit Plans form (see Defining Time Off Plans).
Refer to the table for field-level guidance.
Field Description Annual Carryover Enter the maximum number of unused
hours that employees can carry over from one plan year to the next.
Lifetime Maximum 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 the employee start date. Negative
Carryover Select this option if negative hour amounts, as recorded in
the PTO register of the employee, can carry over from one year to the
next. Carryover Expiration If you want employee PTO hours to expire a
certain number of days, months or pay periods after the new year, enter
that time frame here. Leave this field blank if hours do not expire.
Expiration Period Define whether the Carryover Expiration field
specifies the number of days, months, or pay periods. Suppress Print
Method Use these fields if you want to suppress printing of PTO hours on
pay stubs. For the amount of time (days or months) specified in these
fields, the system will not print the PTO balance on any payroll check
stubs. The balance will not display in Employee Portal either. Add To
Balance On First Enter a flat amount to add to the accrual balance when
the first accrual Accrual triggers for any employee assigned to this PTO
benefit plan. Note: This amount only applies to plans with a Calculation
Basis of Flat Amount or Hours Worked (by Months). Plan Starts Enter the
date when employee paid time off begins accruing under this plan.
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Field Description Plan Expires Enter the PTO benefit expiration date.
After this date, no paid time off accrues for this plan. Usage Waiting
Period Specify the amount of time after an employee’s original hire date
during which the system will suppress PTO accrual. Using the text field
and the drop-down, enter the number of hours, days, or months until
employees can request time off, if appropriate for this PTO benefit
plan. The value must be a whole number. For the amount of time specified
here, accrued time off will not display as “available” on pay stubs /
advices. If an employee leaves the company and is then rehired, the
system uses the original hire date, not the rehire date. Max Usage Limit
Per Plan Enter the maximum number of PTO hours an employee can use in a
given plan Year year. This works in tandem with the Stop Init If Exceed
Limit setting.
Stop Init If Exceed Limit Select this option if you want the system
to stop time sheet calculation / initialization whenever one or more
employees on that time sheet exceed the Max Use Limit per Plan Year.

Continue to the next panel.

Hourly Accrual and Accrual Thresholds In order to accrue hours based
on hours worked, you must assign pay codes to the benefit plan. 7.
Complete the tables in this panel: • In the Pay Codes for Hourly Accrual
table, add each pay code on which to base the PTO hour accrual (such as
regular pay). You must add at least one pay code if you want PTO hours
to accrue under the plan. • In the Pay Period Accrual Thresholds table,
specify the maximum number of hours that employees in each pay period
can accrue. Leave this table blank if you do not limit hour accrual. 8.
Continue to the next panel (Flat Amount per Hours Worked). 9. Click Save
when finished.
Flat Amount per Hours Worked Use this panel to associate a certain
number of hours worked with the accrual of a certain amount of PTO
hours.
Setting Maximum Accruals and Stopping Accruals The following
conditions apply to the values in the Maximum Amount Accrued Per Year
and Stop Accrual if Balance Reaches fields: • If one of these fields is
blank, the system limits accrual based on the value stored in the other
field.
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•    If the value in both fields is the same, the system defaults to the value in the Maximum Amount
     Accrued Per Year.
•    If the "Maximum Value" value is greater than the "Stop Accrual" value, the system defaults to the Stop
     Accrual if Balance Reaches field.
List of Options Fill out the fields in this panel, as needed:
Field or Fields Description Accrue a flat X hours for every Y X =
number of PTO hours that employees can accrue after working a certain
hours worked. number of hours. For example, 1.00. Y = number of hours
that employees must work to accrue the value in X. For example, 40.00.
If the actual hours worked are Select this option to accrue a fraction
of PTO hours if employee hours not an even multiple of YY.YY worked are
not an even multiple of the hours specified in the fields above. hours
worked then accrue a fraction of the XX.XX hours (where X and Y are
defined in the field above) Maximum Amount Accrued Per Specify the
maximum number of PTO hours to accrue in a year. Year See the section
below for more information about the logic behind this field. Stop
Accrual if Balance Reaches Specify the number of accrued PTO hours after
which employees do not accrue any more. See the section below for more
information about the logic behind this field. Apply Carryover toward
When this field is checked, accruals will stop when Carryover Hours plus
the Maximum Accrual Per Year Accrued Hours reach the Maximum Amount
Accrued per Year. No additional accruals will be made for the remainder
of the year. For example, if the “Maximum Amount Accrued per Year” is 40
hours, and the Carryover Hours is 39 hours, the employee can only accrue
1 hour for the current year. Apply Current Hours Taken Select this
option to subtract the number of PTO hours used before applying before
applying Stop-Balance a stop-balance limit to employee hour accrual.
limits If you do not select this option, the system ignores any used PTO
hours when it stops new hour accrual for an employee. Maximum Hours That
Can Be Enter the maximum number of PTO hours that can be used in a
single block. Used in a Block
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Running the Global PTO Auto Enrollment Report Note: You must activate
the appropriate custom feature code to use global PTO features. For more
information, see the Setting Up Global PTO Plans task sheet or contact
PrismHR Customer Support.
Use the Global PTO Auto Enrollment Report to view a list of employee
auto-enrollments in global PTO plans for a given payroll batch. You can
also run this report directly during payroll batch processing. This
report can return data from initialized and posted batches. To run the
Global PTO Auto Enrollment Report: 1. Click Work Centers and select Work
Centers|Time Off > Time Off Reporting. In the Time Off Reporting work
center, select Global PTO Auto Enrollment Report. 2. Enter or select a
payroll Batch ID. 3. Click Run.
Report Output The generated report includes the following data:
Time Off User Guide © 2026 PrismHR 97  Chapter 5 Employee Portal
Setup
Chapter 5 Employee Portal Setup Employees can submit paid time off
(PTO) requests using Employee Portal (EP). Your organization needs to
define a variety of settings to ensure that these process correctly.
PTO Approval Policies Your organization must set up approval policies
for paid time off. Set up system- and client-level approval policies as
needed. Select Leave Request from the Approval Type drop- down when
creating the policy. (This is different from leave of absence, which is
for absences that are not covered by any PTO register.)
Note the following: • If you do not assign a PTO approver to an
employee, all worksite managers/worksite trusted advisors with the H/R
Action Approver H/R Role will receive the leave request approval. • See
Global Approval Policies in the System Administration Guide or Approvals
Guide for details on setting up system-level approval policies. • See
Approval Policies in the Human Resources User Guide or Approvals Guide
for details on setting up client- level approval policies.
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Setup
Managers and Approvals If your organization wants worksite manager or
trusted advisor users to approve leave requests as employee managers,
there is some set up required. The user accounts must have the correct
employee IDs and roles, and employees need to have the correct
managers/supervisors assigned to them. 1. Set up the user account: Open
the Users form (found in the Back Office menu under System|Change). a.
Enter the User ID. b. Make sure the appropriate Employee ID is assigned
if the user is a worksite manager. c. Make sure the user has the Human
Resources Role of Employee’s Manager (Leave Requests Only). d. Click
Save. e. Repeat steps a through d for each user.

Assign managers/supervisors to the employees: Open Employee Details
(found in the HR under HR|Change).

Enter the Employee by either entering the name, Social Security
Number, or ID to display a pop-up list of matching employee records. You
can also click the field label or press Ctrl+Enter with your cursor in
this field to open the search window.
Select the Work tab.
Make sure the correct employee ID is entered in the Reports To
field. This employee must be active.
Click Save.
Repeat steps a through d for each employee at the client.


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Setup
Once employees make requests, the user reviews and approves them in
Approvals Pending, the same as any other approval.
Related Topics Editing a Worksite Manager User in System
Administration Guide Editing a Worksite Trusted Advisor in System
Administration Guide Employee Details Work Tab in Human Resources User
Guide Approvals Pending in Human Resources User Guide
PTO in EP Menus In order for employees to submit requests using
Employee Portal (EP), your organization needs to add the Time Off menu
item to the menus for EP, either at the system level in the ESS Default
Menu Builder in System Parameters or at the client level in the ESS Menu
Builder in Client Details.
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Setup
Related Topics ESS Default Menu Builder in System Administration
Guide ESS Menu Builder in Client Administration User Guide
Time Off User Guide © 2026 PrismHR 101  Chapter 6 Maintaining
Employee Time Off Information
Chapter 6 Maintaining Employee Time Off Information Your organization
can manually enroll employees in Time Off plans, enter absences, and
adjust Time Off registers.
Manually Enrolling Employees in Time Off Register Use the Time Off
Register Enrollment form to manually enroll employees in the Time Off
register and set the starting hours. This is found in the HR menu under
HR|Action. Note: You can create a new enrollment even if an employee has
an archived register. Once you save the enrollment, PrismHR creates the
register for the employee based on the accrual schedule and Time Off
plan.
Note: To make changes to the employee’s Time Off register values, see
Adjusting Accrued or Carryover Hours for Employees on page 107
To manually enroll employees in a Time Off register: 1. Enter the
Employee by either entering the name, Social Security Number, or ID to
display a pop-up list of matching employee records. You can also click
the field label or press Ctrl+Enter with your cursor in this field to
open the search window. 2. Enter the Accrual Schedule used to track time
off for this plan.
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Employee Time Off Information

Enter the Time Off Plan in which to enroll the employee.

Note: PrismHR uses the Benefit Start Date to calculate the number of
months the employee has worked for the client. The system uses this in
conjunction with the rules defined for a Time Off plan to determine the
number of hours the employee can earn during a given accrual period. The
default is the employee’s last hire date, but you can change this.

Enter the Benefit Start Date. The system uses this date to calculate
the number of months that the employee has worked for the client. The
default is the employee’s last hire date, but you can edit it as needed.
See About Benefit Start Dates on page 103.
Enter the Carryover Hours, which is the number of hours carried over
from a previous accrual year. Typically, you would only enter this value
when setting up the register for the first time.
Enter the YTD Hours Calculated (+), which is the starting balance of
Time Off hours accrued in the current year. Note: If you enroll an
employee in a Time Off plan with an initial YTD Hours Calculated (+)
(accrual amount) that is greater than the Max Per Year in the Time Off
plan, a warning message displays in the Time Off Register Enrollment
form when you enter the Calculated Thru Date, “Warning: no additional
hours will be accrued because the initial amount is greater than the
maximum accrual of  hours set up in the Time Off plan.” To
continue, click OK.
Enter the YTD Hours Taken (-), which is the number of Time Off hours
already used in the current year.
Based on the entries, the YTD Hours Available (=) displays.
Enter the Year End Date for the current year. The default comes from
the plan’s setup.
Enter the Calculated Thru Date, the date through which Time Off
hours have been accrued. See Understanding the Calculated Thru Date
Field on page 103 for more information on entering the correct
date.
Enter the Carryover Expires On date when the available carryover
hours expire, if applicable.

About Benefit Start Dates The Benefit Start Date field dictates the
calculation that the system uses. • You can only adjust the Benefit
Start Date for employees enrolled in fiscal year registers. You cannot
change it for anniversary-based registers. • When the eligibility for
Time Off benefits is based on seniority level (the number of months
worked), the system uses its calculation based on this date to determine
the employee’s seniority level. • If the client’s Time Off register uses
Anniversary Year End as the accrual schedule’s accrual calculation
method, the system uses the date to calculate the Time Off register
year-end date.
Understanding the Calculated Thru Date Field If the employee has
accumulated Time Off hours prior to the initialization of this Time Off
Register, you must enter the number of Time Off hours, any carryover
hours available, and the date through which the hours were accrued.
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WARNING: If you do not enter the correct date in the Calculated Thru
Date field, PrismHR may accrue excess hours for this employee.
It is critical that you enter the correct “accrued through” date in
the Calculated Thru Date field. The system accrues any Time Off hours
from this date forward, according to the terms of the absence Time Off
plan and accrual schedule. To determine the date correctly, it is
important to understand the client’s Time Off plan; that is, does it
accrue increments of Time Off hours throughout the year, or perhaps
deposit the whole amount at one time? For example, an employee has three
vacation days available to her at the time you take on a particular
client. The employee is not scheduled to accrue any more until January 1
of the following year. You must ensure the date you enter in the
Calculated Thru Date field is December 31. The next time the register is
triggered, whether the it is the next pay period, end of month, or
another time, PrismHR will calculate the number of days between December
31 and the trigger date. During payroll processing, PrismHR
automatically updates the employee’s Time Off register with any due
accruals.
If you are going to update Time Off hours more frequently, such as
when increments of time are deposited each payroll period, ensure you
understand exactly what “accrued through” date the client used when they
submitted the employee’s Time Off hours to you. Was it through the last
day of the payroll period or through the pay date? You must determine
the “accrued through” date with the client to ensure the employee’s Time
Off register accrues correctly.
Processing Time Off Auto Register Enrollment The Time Off automatic
enrollment process tests every employee against the eligibility rules
(set up for the client in Time Off Auto Enroll Rules, found in the
Client menu) and enrolls employees into absence benefits if they meet
the eligibility criteria. Use the Time Off Auto Register Enrollment form
as a quick way to build up a list of employees in a plan and assign them
their first Accrued Thru Date. You would typically use this feature when
you need to enroll existing employees in a new Time Off plan.
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To build up a list of employees in a plan and assign them: 1. If
appropriate, enter the Benefit Start Date to override the default. The
system uses this date to calculate the number of months that the
employee has worked for the client. If you do not enter a date in the
field, the system automatically calculates the date on which it would
have begun for each employee. Note: The Benefit Start Date field will
not override on registers where the Time Off Auto-Enroll Rule has either
Seniority Date or Hire Date selected on the Use Seniority Date or
Hire/Rehire Date? field. 2. In the Accrued Thru Date field, you should
enter the date through which time off benefits would have previously
been accrued. • When you enter a date, the system calculates each
employee’s Time Off benefits from that date forward. • If you leave the
date field blank, the system calculates each employee’s benefits from
their date of hire through to today’s date. This is an extremely rare
situation. Be sure that this is what you need to do, as it can impact
payroll. Read How PrismHR Uses the Accrued Thru Date for Time Off
BenefitsHow PrismHR Uses the Accrued Thru Date for Time Off BenefitsHow
PrismHR Uses the Accrued Thru Date for Time Off Benefits to learn more.
3. Click Run. The system enrolls eligible employees in the plan, then
displays a count of the employees who were enrolled. It also displays a
list of any employees who were not enrolled and why.

When you finish reviewing the information, click Close to exit the
form or Cancel to clear the form and use it to run another enrollment
process.

How PrismHR Uses the Accrued Thru Date for Time Off Benefits When it
is time for payroll to send out paychecks, the system calculates Time
Off benefits from the day after the last date through which the employee
accrued benefits (the “accrued through” date) up through the period end
date. For example, employees in the ABC Company are paid semi-monthly
and were last paid on May 15. When they are paid on June 1, the system
knows the accrued through date is May 15, so it calculates the Time Off
benefits from May 16 through June 1.
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If your organization added ABC Company to PrismHR on May 20, you
would want to automatically enroll the ABC employees in Time Off
benefits. The system has never calculated payroll for these employees
before, but its calculations require an “accrued through” date. You
define the accrued through date as May 15, so the calculations result in
a normal accrual cycle on June 1. Therefore, you use the Time Off Auto
Register Enrollment form to not only automatically enroll the employees,
you also define an Accrued Thru Date date for the system. When payroll
processes the paychecks, the system determines the employees’ Time Off
benefits from the day after the date you entered.
Entering Employee Absences Use the Employee Absence Entry form to
enter employee absences from work. This is time off that will affect the
employee’s Time Off register. This is found in the HR menu under
HR|Change. You can: • Enter a paid absence: Sometimes salaried
employees’ absences are not paid out on a time sheet, but they need to
be subtracted from the Time Off register. When you use an absence code
associated with a Time Off register, the system applies the hours as
well as any comments you enter. • Enter an unpaid absence: Track
absences for record-keeping purposes. There are reports that list unpaid
absences. • Adjust “hours taken”: Adjust the total number of hours taken
on the employee’s Time Off register. (To adjust the number of hours
accrued or carried over, see Adjusting Accrued or Carryover Hours for
Employees on the next page.)
Note: Absence Codes must exist before you can use the Employee
Absence form.
To enter employee absences: 1. Enter the Employee ID by either typing
the name or ID to display a pop-up list of matching employee records, or
by clicking the field label to open the search window. 2. Select the
Absence Code for this absence. 3. Enter the Date Absent, which is the
day the employee was absent or the start date of the absence period if
the absence spans multiple days. 4. Enter the total number of Hours
Absent. 5. Enter a Comment for this absence, if applicable. For example,
you can use this reference a specific voucher or event. 6. Click Save.
The system generates the Journal ID when you save the absence entry.
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Adjusting Accrued or Carryover Hours for Employees You can use the
Employee Time Off Register Adjustment form to adjust an employee’s
number of accrued hours or carryover hours from a previous year. You can
also adjust the accrued through date. This is found in the HR menu under
HR|Change. Note the following when using the Employee Time Off Register
Adjustment form: • Absence Codes must exist before you can use the
Employee Time Off Register Adjustment form. • When you archive a
register, you cannot adjust it. Therefore, to prevent you from making an
adjustment to an archived register, these accrual schedules do not
display as an option in the Accrual Schedule field.
Note: The system automatically assigns the Journal ID.
In addition, you can access the Time Off Register Adjustment Import
form by clicking the Import icon ( ) that displays in this form. See
Importing Time Off Adjustment Information on page 108 for more
information.
To adjust an employee’s number of hours, do the following: 1. Enter
the Employee by either entering the name, Social Security Number, or ID
to display a pop-up list of matching employee records. You can also
click the field label or press Ctrl+Enter with your cursor in this field
to open the search window. 2. Select the Time Off Accrual Schedule for
this adjustment. 3. Enter the Effective Date, which is the day of the
adjustment or the start date of the adjustment period if the adjustment
spans multiple days. 4. Enter the Calculated Hours to add to the
employee’s Time Off register. 5. Enter the Carry-Over Hours to add to
the employee’s Time Off register. 6. Enter the Calculated Thru Date,
which is the date through which you want to update the employee’s
accrued through for the accrual schedule. Further accruals occur for
payrolls with a pay date after this date. If you want to adjust only the
date, enter zeroes in the hours fields. 7. Enter a Comment about the
adjustment, if applicable. For example, you can use this reference a
specific voucher or event. 8. Click Save.
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Importing Time Off Adjustment Information You can use the Time Off
Register Adjustment Import process to import time off adjustment
information and to generate an error report and a transaction report.
The time off adjustment information is imported using a comma-delimited,
tab-delimited, or pipe-delimited text file that is created in Excel.
Note: You can access the related report, Employee Time Off Detail
Report. This report provides information about employees’ time off.
Before you begin: 1. In Excel, create a comma-delimited,
tab-delimited, or pipe-delimited text file that contains at least the
following adjustment information in the order shown: • Column 1 - Client
ID. • Column 2 - Employee ID. • Column 3 - Adjustment Type: T-Taken,
A-Accrued, and C-Carryover. • Column 4 - Accrual Schedule. • Column 5 -
Time Off Plan. (Note: Only required if Employee should be enrolled in
plan.) • Column 6 - Time Off Pay Code. (Note: Only required if
Adjustment Type ‘T’ is selected.) • Column 7 - Effective Date
(MM/DD/YYYY). • Column 8 - Adjustment Hours. • Column 9 - Accrued
Through (Optional). • Column 10 - Comment/Annotation (Optional). (Note:
If you do not provide a comment, the default comment ‘Imported
Adjustment’ displays in the Annotation column in the Employee Time Off
Register form.) 2. Save the Excel file as a comma-separated values (CSV)
file or plain text file. 3. Record the file name and where it was
saved.
To import time off adjustment information, do the following:

Click (Back Office).
From Operations|Import Processing, select Time Off Register
Adjustment Import. The Time Off Register Adjustment Import form
opens.
Complete the form.
Option Description Upload File Click the link, click Choose File,
select the file you created, and then click submit. When you are
notified that the file was uploaded, click

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 Option                                    Description
                                           Close.
 Delimiter                                 Select Auto, Comma, Tab, or Pipe. If you select Auto, the system
                                           selects the delimiter based on the file content.
 Qualifier                                 Select None.
 First Lines to Skip                       Select the number of lines to skip at the beginning of the file. For
                                           example, the first three lines might provide instructions or overview
                                           information.
 Download Sample Header File               Click the link to download an example of the Excel data file. (A file
                                           titled TimeOffAdjustmentImport opens in Excel.)
 Preview                                   Displays information about each client to be included in the import.

Click Import. A progress box displays the status. Note: Although
only a maximum of 100 records display, all records are actually
imported.
When the progress box shows that the process is complete, click
Close to return to the Time Off Register Adjustment Import form or
Report to open the Job Control Status Report.

Auto-Enrolling Employees While Importing You can use the Time Off
Plan column (column 5) in your Excel file to automatically enroll
employees while importing their time off adjustments. Note: If you
specify a Time Off plan and that employee is not currently enrolled in a
Time Off plan, the system automatically enrolls them during the import
process. A Time Off Pay Code is only required if the adjustment is T
(Taken). When using this feature, observe the following guidelines:
Scenario Description Employee that is not • If you have an employee
who has a seniority date that is not already enrolled in a Time equal to
the hire date and you add a valid Time Off Plan to Off Plan column E on
the import, the system enrolls the employee in the Time Off
Plan/Register on the file with a Benefit Start Date that equals the
Seniority date, and a Calculated Thru Date equal to the Benefit Start
Date and the Year End Date, which defaults to the appropriate date based
on the Time Off setup. • If you have an employee that has a seniority
date equal to the hire date, and you add a valid Time Off Plan to column
E on the import, the system enrolls the employee in the Time Off
Plan/Register on the file with a Benefit Start Date that equals the
Original Hire Date, and a Calculated Thru Date equal to the
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Scenario Description Benefit Start Date and the Year End Date, which
defaults to the appropriate date based on the Time off setup. • If you
enter a Time Off Plan on the file, but it does not match any existing
client Time Off Plan codes, the Employee ID displays the following
message, “Time Off Plan does not exist for this client. Adjustment and
enrollment skipped.” • If an employee is not already enrolled in the
Time Off Register/Plan combination on the file and the file contains a
Time Off Plan, but the employee is already enrolled in a plan/register
with the same Time Off Type/Employee ID, you cannot setup in more than
one Time Off Register of the same type. (Adjustment and enrollment are
skipped.) • When employees are successfully enrolled along with their
adjustments, a message displays regarding the job progress, “Time Off
Register Enrollments completed: .” • When employees are not
successfully enrolled and the file contains the Time Off Plan field, a
message displays regarding the job progress, “Time Off Register
Enrollments skipped: .” • The process assumes zero (0) hours for
the enrollment in the following situations: Accrued and Taken
(adjustment for Carryover), Carryover and Taken (adjustment for
Accrued), Carryover and Accrued (adjustment for Taken), and when the
employee has multiple adjustment types while any type is not represented
on the file.
Employee that is already • When an employee in the adjustment import
includes a Time Off enrolled in a Time Off Plan Plan in Column E and the
employee is already enrolled in that Time Off Plan/Register combination,
the import process performs as normal and makes the adjustments while
completely ignoring the enrollment. • The system does not display a
message regarding enrollments when a Time Off Plan is included in column
E and the employee is already enrolled in the same Time Off
Plan/Register combination.
Employee that is already • If an employee is not already enrolled in
the Time Off enrolled in a different Register/Plan combination in the
file and the file contains a Time Time off Register that has Off Plan,
but that employee is already enrolled in a plan/register the same Time
Off type with the same Time Off Type, the following message displays,
“Employee ID - An employee may not be set up in more than one Time Off
Register of the same class. Adjustment and enrollment skipped.”
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Scenario Description • A job progress window displays this employee
scenario failure in the number count of Time Off Register Enrollments
and Adjustments skipped.
Selecting Data Many of the forms used in W-2 processing provide
linked data fields. Each linked field provides a table where you can
enter data to use. You can either enter the data manually or you can
click the link to display a list from which you can make a selection.
Your access privileges determine the items that are shown in the list.
This topic uses Employer ID as an example, although there are many other
linked fields from which you can select other types of data. Each data
item that you select is shown in a separate row in a table. You can
insert and delete rows in the following ways: • To insert a row at the
end of the table, click + next to the Employer ID link. • To insert a
row at the beginning of the table > next to the selected Employer ID.
• To delete a row, select it and click x.
To manually select an employer: • Select a blank row and enter the
Employer ID. The system provides the Employer Name.
To select an employer using a linked field: 1. Select a blank row and
then click the Employer ID link. 2. In the list of results, select an
employer using the following navigational techniques. Since some lists
can be quite long, the system provides various navigation options for
you to find the information you want. The options are shown at the
bottom of each page in the list. The available options may differ
slightly depending on the data that you select.
 Option                              Description
 Select Row                          Enter the row number for the employer. It does not need to be visible on the
                                     current page. The system populates the field with the selected Employer ID
                                     and Employer Name. If an employer is already selected. the new selection
                                     replaces it.
 Page (n) of (n)                     Displays the current page number and the total number of pages. Click
                                     Previous or Next to move one page back or forward.
 Select Page                         To display a different page, enter the page number and click Go to Page.
 Refine Search                       Displays fields where you can enter specific search information and then click
                                     Refine to narrow the results shown in the list. Click Reset to revert to the
                                     default display.
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To select all employers: • Click Load All Employers.
To remove an employer from the table: • Click the X in the applicable
row. If there are many rows and you need to clear them all, close the
page and then open a new page.
Tracking Employee Leaves of Absence Use the Leave of Absence form to
track an employee’s leave of absence while maintaining the employee’s
status of employment at your company. This is used for absences that are
not covered by PTO registers.
Note: The PTO Accruals panel only displays when the following
conditions are met: • The entered or selected employee is enrolled in
one or more PTO registers. • You enter a Leave Effective Date that is
either the current day or a date before that day.
To track an employee’s leave of absence, do the following: 1. Enter
the Employee by either entering the name, Social Security Number, or ID
to display a pop-up list of matching employee records. You can also
click the field label or press Ctrl+Enter with your cursor in this field
to open the search window. The employee’s current status and type
display. 2. Select the Leave Employment Status for the employee. Note:
This field displays the full description of the status code, separated
by a dash (-) in front of the status code. 3. Enter the Leave Effective
Date. 4. Select the Reason Code for the leave of absence.
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Enter the Planned Return from Leave date when the employee plans to
return to work.
To stop PTO accruals for the employee, select the Stop PTO Accruals
field for the PTO Register Type. (The PTO Register Type and PTO Benefit
Plan columns display the PTO Register and Plan where the employee is
enrolled.) Note: After you save this selection and there is a leave of
absence approval policy in place, when the leave of absence is approved
this setting registers in the Stop Time Off Accruals field on the
Employee Time Off Register form.
Click Save.

Note: Use Reactivation to return an employee to regular employment
status.
Actions Menu You can access information about the Employee’s Status
history by clicking Status Type History in the Actions menu. • Status
Type History
Reactivating an Employee You can reactivate an employee who was on a
leave of absence using the Reactivation form. Note: All the fields in
this form are mandatory, so make sure you complete all the fields before
saving the record.
Note: The PTO Accruals panel only displays when the following
conditions are met: • The entered or selected employee is enrolled in
one or more PTO registers. • You enter a Reactivation Date that is
either the current day or a date before that day.
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To reactivate an employee, do the following: 1. Enter the Employee by
either entering the name, Social Security Number, or ID to display a
pop-up list of matching employee records. You can also click the field
label or press Ctrl+Enter with your cursor in this field to open the
search window. The employee’s current status and type display. 2. Select
the Reactivated Employment Status. Note: This field displays the full
description of the status code, separated by a dash (-) in front of the
status code. 3. Select the Reactivated Employment Type. Note: This field
displays the full description of the type code, separated by a dash (-)
in front of the type code. 4. Enter the Reactivation Date. 5. Select the
Reason Code the best describes the employee reactivation. 6. To resume
PTO accruals for the employee, deselect the Stop PTO Accruals field for
the PTO Register Type. (The PTO Register Type and PTO Benefit Plan
columns display the PTO Register and Plan where the employee is
enrolled.) Note: After you save this selection and there is a
reactivation approval policy in place, when the reactivation is approved
this setting registers in the Stop PTO Accruals field on the Employee
Time Off Register form. 7. Click Save.
Reviewing Status Type History You can access the employee’s status
history by opening the Actions menu and selecting Status Type
History.
Deleting Mass Employee Time Off Registers Use this feature to delete
Time Off registers for multiple employees at once. For example, you can
use this process if your client restructures their time off (including
the register) and wants to remove all terminated employees’ bank
records.
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Note the following when using the Mass Delete Employee Time Off
Registers form: • This form is only available for service providers. •
After you delete an employee Time Off register, the system permanently
deletes a posted record of all accrued, used, and carryover time off for
the employees in the Time Off accrual schedule, so those affected
employees will no longer be enrolled for this type of time off.
To perform a mass deletion of employee Time Off registers, do the
following: 1. Go to the Mass Delete Employee Time Off Registers form on
the HR|Action menu and complete the following fields:
 Field                           Description
 Accrual Schedule                Enter or select the Time Off accrual schedule for your active client. If you
                                 select this field, the Select Accrual Schedule form displays. You can
                                 either select from the list that displays or search for a specific Time Off
                                 accrual schedule by entering it in the field. After you select one of the
                                 accrual schedules, the form closes and it displays in the Accrual
                                 Schedule field back in the Mass Delete Employee Time Off Registers
                                 form.
                                 Note: The list of Time Off accrual schedules that display are the same as
                                 those available to the client in the Time Off Type Code field on the Time
                                 Off Accrual Schedules form.
 Time Off Plan                   Enter or select the Time Off plan for your active client. If you select this
                                 field, the Select Time Off Plans form displays. You can either select from
                                 the list that displays or search for a specific Time Off plan by entering it
                                 in the field. After you select one of the plans, the form closes and it
                                 displays in the Time Off Plan field back in the Mass Delete Employee
                                 Time Off Registers form.
                                 Note: The list of Time Off plans that display are the same as those
                                 available to the client in the Plan Code field on the Time Off Plans form.

Select Find Employees. In the employee list that displays, you can
Select All employees or make individual selections from the list. Note:
If you select a different Time Off accrual schedule or Time Off plan
after selecting Find Employees, the following message displays,
“Selecting a new Time Off Accrual Schedule or Time Off Plan will clear
the current list of employees. Do you wish to continue?” Click Yes to
clear the list of employees or No to cancel.
Click Delete Registers. A confirmation message displays, “You are
about to delete  employee Time Off registers and all associated
records and enrollments. Do you want to continue?” Select one of the
following: • Yes: Deletes all Time Off registers for the selected
employees. (Note: After you make this selection, the Employee Time Off
Register form no longer contains any evidence of this record.)

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•    No: Cancels the deletion and returns to the form where the Time Off accrual schedule and Time Off plan
     selections still display.
Note the following before clicking Delete Registers:
•    If you click Delete Registers without selecting the Time Off accrual schedule or Time Off plan, the
     following message displays, "Registers can only be deleted after selecting employees. Select a Time Off
     Accrual Schedule and Time Off Plan to list employees."
•    If you click Delete Registers without selecting an employee, the following message displays, "Select at
     least one employee register to delete."
Archiving Mass Employee Time Off Registers Use this feature to
archive Time Off registers for multiple employees at once. For
example:
Note: The Mass Archive Employee Time Off Registers form is only
available for service providers.
To perform a mass archive of employee Time Off registers: 1. Go to
the Mass Archive Employee Time Off Registers form on the Time Off
Adjustments and Maintenance|Maintenance menu and complete the following
fields:
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 Field                           Description
 Accrual Schedule                Enter or select the Time Off accrual schedule for your active client. If you
                                 select this field, the Select Accrual Schedule form displays. You can
                                 either select from the list that displays or search for a specific accrual
                                 schedule by entering it in the field. After you select one of the accrual
                                 schedules, the form closes and it displays in the Accrual Schedule field
                                 back in the Mass Archive Employee Time Off Registers form.
                                 Note: The list of accrual schedules that display are the same as those
                                 available to the client in the Time Off Type Code field on the Time Off
                                 Types form.
 Time Off Plan                   Enter or select the Time Off plan for your active client. If you select this
                                 field, the Select Time Off Plans form displays. You can either select from
                                 the list that displays or search for a specific Time Off plan by entering it
                                 in the field. After you select one of the Time Off plans, the form closes
                                 and it displays in the Time Off Plan field back in the Mass Archive
                                 Employee Time Off Registers form.
                                 Note: The list of Time Off plans that display are the same as those
                                 available to the client in the Plan Code field on the Time Off Plans form.

Select Find Employees. In the employee list that displays, you can
Select All employees or make individual selections from the list. Note:
If you select a different Time Off type or Time Off plan after selecting
Find Employees, the following message displays, “Selecting a new Time
Off Type or Time Off Plan will clear the current list of employees. Do
you wish to continue?” Click Yes to clear the list of employees or No to
cancel.
Click Archive Registers. A confirmation message displays, “You are
about to archive  employee Time Off registers and all associated
records and enrollments. Do you want to continue?” Select one of the
following: • Yes: Archives all Time Off registers for the selected
employees. (Note: After you make this selection, the Employee Time Off
Register form no longer contains any evidence of this record.) • No:
Cancels the archive and returns to the form where the Accrual Schedule
and Time Off Plan selections still display. Note the following before
clicking Archive Registers: • Archiving an employee’s Time Off register
moves this employee’s posted record of all accrued, used, and carryover
Time Off for employees in this accrual schedule. (The employees will no
longer be enrolled in this Accrual Schedule and Time Off Plan.) •
Performing a mass archive does not include Global PTO. • If you click
Archive Registers without selecting the Accrual Schedule or Time Off
plan, the following message displays, “Registers can only be archived
after selecting employees. Select an Accrual Schedule and Time Off Plan
to list employees.”

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•    If you click Archive Registers without selecting an employee, the following message displays, "Select at
     least one employee register to archive."
Obtaining Time Off Carryover Loss for Employees You can use the
Employee Carryover Loss form to produce a report that displays time off
carryover lost for each employee from the previous year. For example, if
employees can carryover up to 40 hours of time off and an employee has
60 hours available at the end of the year, the report would display 20
hours of lost time off carryover. Note: The report that the Employee
Carryover Loss form produces does not apply to global time off.
To obtain time off carryover lost for each employee: 1. On the
Reports menu, select Employee Loss Carryover under Payroll|Reports. 2.
Select the Accrual Schedule. 3. Select the Time Off Plan. 4. Enter or
select the As Of Date. 5. Click Run. The Time Off Carryover Loss Report
displays. For example:
The report columns are: • Employee ID: Employee ID. • Employee Name:
Employee name. • Accrual Schedule: The Time Off accrual schedule. • Time
Off Plan: The Time Off plan. • Carryover Lost: Amount of employee’s time
off carryover lost since As Of Date.
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Chapter 7 Employee PTO Requests in EP Employees can view, submit, and
cancel PTO requests using Employee Portal (EP). They can access EP from
a computer, tablet, or smartphone.
Log In and Access PTO Employees log in to Employee Portal (EP) and
access the paid time off (PTO) features. Your organization determines
the menu set up when creating the EP menus; see PTO in EP Menus on page
100. The page displays: • The hours remaining, planned, and taken for
each PTO benefit plan offered by the client • Upcoming Planned Time Off
• The Time Off History Employees can request time off by clicking the
Request Time Off button, or delete unapproved requests by clicking the
Cancel button.
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Request PTO Employees can submit requests for time off by clicking
the button in the Time Off page. 1. In the Time Off page, click Request
Time Off. The Time Off Request form opens.

In the Basic Info tab:

Select the Type of paid time off you want to request.
Enter the Start Date of the time you want to request.
Enter the End Date of the time you want to request. If you are
requesting only one day, enter the same date as the starting date.
You can enter a Comment regarding the request, if you want.

If you need to specify the number of hours, select the Edit Hours
tab and then enter the Hours for each day.
Click Submit.

Cancel PTO Request Employees can cancel PTO requests before they are
approved by clicking the button.
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Inquiries You can use different features to review employee PTO
information.
Viewing the Job Control Status Report When a process is complete, you
may have the option to access a Job Control Status report. This report
shows the Job Number, the date and time when it started and stopped, and
the job status. It also shows the date and time that each step in the
process was executed. To open the Job Control Status report, click
Report in the message that informs you that processing is complete. You
have the following options: • Navigate through multiple pages using
arrows to move forward, back, to the beginning, or to the end. • Go
directly to a page by typing the page number in the Page box. • Enter
search text in the Search box. Click Search Next to find the next
occurrence. • In the Actions menu, select Print, Convert to PDF, or
Print/PDF Pages. • Click XLS to export the report to Excel format and
save it in your Downloads folder.
Performing an Employee Time Off Register Inquiry The Employee Time
Off Register form displays paid time off for an employee, including the
details of time accrued and taken. This form is found in the HR menu
under HR|Change. You can also delete or archive a Time Off register for
an employee using this form. The Time Off plan determines how much time
off an employee will accrue, and the Time Off accrual schedule
determines when the employee accrues time off. The employee’s Time Off
register is where the system keeps track of the time off. It is a record
of “credit” and “debit” transactions, and shows a running balance. Each
time time off accrues, it is posted (credited) to the employee’s
register; each absence is subtracted (debited) from the register. For
example:
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To perform an employee Time Off register inquiry: 1. Enter the
Employee by either entering the name, Social Security Number, or ID to
display a pop-up list of matching employee records. You can also click
the field label or press Ctrl+Enter with your cursor in this field to
open the search window. 2. Select the time off Accrual Schedule. The
drop-down lists only the plans in which the employee is currently
enrolled. Note: If an employee is auto-enrolled in a Time Off plan,
“Employee Auto Enrolled” displays. 3. Enter the Time Off Plan. Existing
information for this employee displays in the form. • The rest of the
top panel summarizes the Time Off plan information. • The Paid Hours
Absent Details panel displays each absence taken. • The Hours
Accrued/Carry-over Details panel displays each accrual earned by the
employee. Note: If you change the Time Off Plan during the plan year
ending pay period, you may need to make adjustments. 4. The Benefit
Start Date displays the date that was selected when the employee was
enrolled. The system uses this date to calculate the employee’s time off
for this plan. Note: If you need to change this date, you can only
change it for employees enrolled in time off with an Anniversary Year
year-end basis plan in the following instances: • When there are no
payroll-generated accruals (calculated hours). • When there are
manually-entered accruals (calculated hours) or any other manual
adjustments in the Employee PTO Register Adjustment form, the PTO
Register Adjustment Import form, or the Employee
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     Absence form, even if the comment is identical to the format from payroll-generated accruals. For
     example, "CALCULATED THRU 8-14-21."
•    When there are no manual adjustments on the employee’s register.
Note: Currently, if the employee is in a register that has a Fiscal Year End Basis, you are allowed to update
the Benefit Start Date at any time.
You can correct errors made in the Time Off Plan Setup. (Originally, you had to delete the Time Off register
and re-enroll the employees, if they were in an Anniversary Year End Register.)
Note: If you change the Benefit Start Date during the plan year ending pay period, you may need to make
manual adjustments.
When you make a change to the Benefit Start Date, the following messages display depending on the
situation:

 Situation                         Message/Action
 When there are no payroll-        "Updating the Benefit Start Date for this employee in an
 generated accruals                Anniversary Year End Basis requires the Year End Date to be
                                   updated to <Benefit Start Date - 1>. Do you want to continue with
                                   this change?"
 If you select Yes                 The system updates to the date you entered or selected. Also, the
                                   Year End Date immediately updates to one day before the new
                                   Benefit Start month/day. (Selecting No reverts to the original
                                   date.)
 If an employee has payroll-       "The Benefit Start Date may not be amended after an accrual has
 generated accruals                been processed through payroll."

Note the following:
•    The Benefit Start Date update displays in the audit log. However, the Year End Date change displays as
     Rpt Plan with the data displaying as a Unidata date.
•    When a change to the Benefit Start Date causes an employee to move from one seniority level of
     accrual to another, the appropriate accrual takes place in the payroll and records to the Time Off
     register.
•    The existing behavior for an employee in a Fiscal Year End basis Accrual Schedule remains unchanged.

To prevent an employee from receiving any time off accruals for this
plan, select the Stop Time Off Accruals field. A confirmation message
displays, “Are you sure you want to stop the employee from receiving
accrued Time Off hours?” Click Yes to proceed. (Note: This setting does
not impact the employee’s Benefit Start Date and Accrued Thru Date and
the employee remains enrolled in the plan.) To restart an employee’s
time off accruals for the plan, deselect this field. (Time Off accruals
for the employee immediately begin again.) Note the following when using
this setting:

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•    If an employee exists in more than one Time Off register, enabling this setting only applies to each
     register separately.
•    When this setting is enabled, an employee in any plan or accrual schedule immediately stops accruing
     hours on the payroll.
•    When the time off accruals stop and the employee is paid under conditions that would normally cause
     an accrual, the employee's voucher still displays the Paid Time Off Accrued panel on the PTO tab with
     zero (0) hours accrued.
Note: The Leave of Absence form and the Reactivation form also allow users to stop or resume time off
accruals for an employee by selecting or deselecting the Stop Time Off Accruals field. After making that
selection or deselection and if there is a leave of absence or reactivation approval policy in place, when the
leave of absence or reactivation is approved that setting automatically registers here on the Employee Time
Off Register form in the Stop Time Off Accruals field. (See Tracking Employee Leaves of Absence (page 112)
and Reactivating an Employee.)

If you want to perform time off adjustments for the selected
employee, select one of the following shortcuts: • Add an Employee
Absence: Opens the Employee Absence form, where you can enter the
employee’s absences from work. This is time off that affects the
employee’s Time Off register. (See Entering Employee Absences on page
106.) • Make Employee Time Off Adjustments: Opens the Employee PTO
Register Adjustment form to adjust the employee’s number of accrued
hours or carryover hours from a previous year. You can also adjust the
accrued through date. (See Adjusting Accrued or Carryover Hours for
Employees on page 107.) • Manage Planned Time Off Requests: Opens the
Planned Time Off Requests form, where you can review and make changes to
employees’ time off requests. (See Working with Planned Time Off
Requests on page 130.) 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 Employee Absence form, the Add an Employee
Absence shortcut will not display. If you have no access or are denied
access to both forms, the header and shortcuts do not display. • When
you select a shortcut, the system automatically populates the selected
employee in the form that opens. • After you make changes or adjustments
in a form and click Save, when you close that form the adjustments
immediately display in the Employee Time Off Register if the form is
open to the same plan and register for those adjustments.
If you want to terminate a Time Off register for an employee click
Archive, which keeps an historical record of that register so you can
refer to this information when seeking answers about what was done in
the past. Note: You must select an Employee and Accrual Schedule to
enable the Archive button. When you click Archive a warning displays
stating that any pending Time Off request that have not been approved
need to be manually removed using the Planned Time Off Requests form.
Confirm this warning by clicking OK. Note: Archiving a Time Off register
deletes the register’s Audit Log, so it is no longer available.

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Another warning displays stating that archiving a Time Off register terminates the register for the employee,
so you cannot makes updates to the enrollment after the register is archived. Click Yes to clear the fields on
the form. (Clicking No returns you to the form to make updates.)
Note: After archiving a Time Off register, the plan no longer displays in Employee Portal (EP) and the system
no longer makes additional accruals.
The system places the archived register into an Archived folder as a read-only record. You can review the
archived register's historical information, including the Benefit End Date. However, you cannot make any
adjustments to the archived register. (At this time, the Save and Delete buttons are disabled.)
When you select the Accrual Schedule field for an archived record, the list displays "Archived" at the end of
the accrual schedule. For example:

Note the following:
•    The archived record's numbering is based on the client, not the employee. Therefore, each number is
     unique.
•    Archived records display at the bottom of the list beneath any active records.

Click Save.

Viewing Employee Time Off Register The Employee Time Off Register
Inquiry form allows you to view an employee’s accrued paid time off and
a list of time taken. This form is found in the HR menu under
HR|View.
Note: This form is useful for worksite users to check employees’
accrued time off. Users cannot make changes on this form.
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To view an employee’s accrued paid time off and a list of time taken:
1. Enter the Employee by either entering the name, Social Security
Number, or ID to display a pop-up list of matching employee records. You
can also click the field label or press Ctrl+Enter with your cursor in
this field to open the search window. 2. Select the Accrual Schedule.
The selected employee time off register information displays. Note: If
an employee is auto-enrolled in a Time Off plan, “Employee Auto
Enrolled” displays. 3. From the Report View drop-down, select the report
you want to review. The relevant information displays. 4. When you are
finished, click Cancel.
Employee Time Off Detail Report This report provides information
about employees’ paid time off.
To run this report: 1. Enter the Selection Parameters to determine
what displays on the report. If left blank, all employees display: •
Enter the report filters to display on the report:
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 Field                            Description
 Employee Status                  Enter or select the Employee Status. The Status Description displays.
 Accrual Schedule                 Enter or select the Accrual Schedule. The Description displays.

•    Select the Report Type to determine what information displays in the report:

 Report Type                             Description
 Time Off YTD Detail Report              Displays an employee's paid time off details in a year-to-date
                                         format.
 Time Off Absence Summary Report         Displays a summary of absences.
 Time Off Absence Summary Report         Displays a summary of absences by department.
 by Department
 Time Off Absence Summary Report         Displays a summary of absences, including accrual.
 with Accrual Level
 Time Off Absence Summary Report         Displays a summary of absences by location, including accrual.
 with Accrual Level by Location
 Time Off Absence Summary Report         Displays a summary of absences, including buyback.
 with Buyback
 Time Off Absence Summary Report         Displays a summary of absences by department, including buyback.
 with Buyback by Department
 Time Off Absence Summary Report         Displays a summary of absences by location, including buyback.
 with Buyback by Location
 Time Off Absence Summary Report         Displays a summary of absences by pay group, including buyback.
 with Buyback by Pay Group
 Time Off YTD Absence Report by          Displays year-to-date absences by hours.
 Hours Used
 Time Off Payroll Equivalent Report      Displays time off as payroll equivalent for the current year.
 For Current Year
 Time Off Payroll Equivalent Report      Displays time off as payroll equivalent for a previous year. Enter
 For Previous Year                       the Report Year.

Enter or select the Year-End Date. (This field does not apply to the
Time Off Payroll Equivalent Report For Current Year and Time Off Payroll
Equivalent Report For Previous Year report types.)
Click Run. The report displays. For example:

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The report columns that display are based on the criteria specified
in the form: • Employee Name: Employee name displays as last name first.
• Employee: Employee ID. • Accrual Schedule: The paid time off type. •
Start Date: The date the paid time off starts. • Accrued Thru: The date
through which the paid time off is accrued. • Year End Date: The paid
time off year end date. • Plan Description: The paid time off plan
description. • Carryover: The amount of time carried over from a
previous year. • Accrued: The amount of time accrued during this plan
time frame. • Used: The amount of time used during this plan time frame.
• Available: The amount of time carryover added to accrued minus the
used time. • Date Taken: The date the paid time off was used. • Day
Taken: The day the paid time off was used. • Reason: The reason given to
use the paid time off. • Hours Used: The amount of time used for that
date.
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•    Location: The employee's location description.
•    Accrual Level: The accrual level entered.
•    Dept: The employee's department description.
•    Buyback Amount: The dollar amount the remaining paid time off is worth.
•    Hourly Rate: The employee's hourly rate.
•    Pay Group: The employee's pay group description.
•    YTD Accrued: The total time off hours the employee has accrued from the start of the plan year through
     the report date.
•    Payroll Equivalent: The dollar value of the employee's YTD accrued time off hours, calculated as accrued
     hours multiplied by the employee's hourly pay rate.
•    YTD Used: The total time off hours the employee has taken from the start of the plan year through the
     report date.
•    Used Equivalent: The dollar value of the employee's YTD used time off hours, calculated as used hours
     multiplied by the employee's hourly pay rate.
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Chapter 8 Managers and Time Off in PrismHR When an employee submits a
Time Off request, the manager/supervisor will receive in-product and
e-mail notifications. The manager must log in to PrismHR (not Employee
Portal (EP)) to manage their employees’ time off requests. Worksite
managers and trusted advisors can view, approve, and cancel employee
Time Off requests. Make sure everything is set up so that worksite users
can manage employee Time Off requests. For more information, see
Managers and Approvals.
Working with Planned Time Off Requests You can review and make
changes to employees’ time off (PTO) requests in the Planned Time Off
Requests form. The form is found in the HR menu under HR|Action.
Important! The system circumvents leave approval security configurations
and workflows for users with access to this form, which can result in
unexpected behavior. Please note the following security used by this
form: • Users with the PTO Administrator H/R Role and access to Manage
Planned Time Off Requests can update leave for all employees in the
client regardless of their Data Security access or the assigned PTO
Approver. • Users without the PTO Administrator H/R Role and with access
to Manage Planned Time Off Requests can update leave only for employees
where the user has access via Data Security, regardless of the assigned
PTO Approver.
Viewing Planned Time Off Requests The requests in the list are for
employees at the active client who submitted them through Employee
Portal (EP).
To view the planned time off requests for the client, do the
following: 1. Go to the Planned Time Off Requests form. When the form
opens, the following message displays, “Please wait while we get the
leave requests.” (Note: This form defaults to the Display Pending and
Display Approved options, so the system will display those entries.) 2.
Use the filters at the top of the form to specify which requests to
display. 3. If there is more than one page of results, the total number
of pages displays above the results, and the Next Page and Previous Page
buttons display at the bottom of the page. Long comments or multiple
vouchers display additional lines on the form.
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Note: Each page displays up to 20 leave requests.
Making Changes to an Employee’s Time Off To make changes to an
employee’s time off, you can: • Set an Approved request to Cancelled. •
Set an Approved request to Paid. If you select Paid, then it is removed
from this list and from any payrolls. • A yellow indicator displays next
to the start date if it is before the period end date of the last
completed scheduled payroll batch for the employee’s pay group. The
system considers it to be a “back dated” request.
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The different statuses affect the system as follows:
Status Description Pending The Time Off request has not yet been
approved, cancelled, or paid by the employee’s manager. Note: The
request does not display on the timesheet in this status. Approved The
Time Off request is approved and scheduled to be paid. Note the
following: • If a manager cancels a Time Off request on this form and
then the request is approved later on this form, the leave request
indicator in the Summary Time Sheet Entry form is restored and the
employee’s EP Time Off landing page displays the approved request. • The
system does not record the user who approves a Time Off request as the
leave approver in the Planned Time Off Requests form. Instead, the
system displays the approver from the approval policy.
Cancelled The Time Off request is cancelled. This cancels an
employee’s approved Time Off in the EP that occurs in the future. Note
the following: • Canceling approved Time Off that occurs in the future
stops the Time Off from being applied to the timesheet when it is
created. • Canceling approved and applied Time Off on the current
timesheet does not remove the indicator and the hours should be manually
adjusted in the timesheet.
Paid The Time Off request was previously paid and the employee’s Time
Off register was updated. Only service providers can select this option.
Note: This status removes the leave request indicator from the timesheet
and removes the request from the employee’s EP or Employee Portal (EP)
Time Off landing page. It also hides the request from the Planned Time
Off Requests form unless you choose to Display Paid.
Note: By default, worksite manager and trusted advisor users can only
access employees who report to them, as indicated in the Employee
Details Work tab. Users can be set to see all employees at the client
that they are allowed to access by giving them the PTO Administrator
account management role in the Users form. Note that if you want a user
to be able to view requests but not approve them, the user role must
have Inquiry permission for Planned Time Off Requests.
To view a planned time off request’s changes, click the Audit Log
icon . The Audit Log Display opens, where you can click a log to display
its changes.
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Actions Menu You can process approved, backdated leave requests for
salaried employees by selecting Backdated Leave Request Processing from
the Actions menu . See Backdated Leave Request Processing
Approve or Deny PTO Requests After receiving notification of an
employee’s request, managers can approve or deny the request from
PrismHR. 1. Log in to PrismHR. 2. Open Approvals Pending (found in the
Client menu under Client|Action).
Note: Users might find it handy to save the form as a favorite so it
is always easily accessible, or search for it when it is needed rather
than using the menu.

Open the request by clicking Leave Request.
Review the details of the request and then click the appropriate
button: • Approve: Approve the request. The request approval clears from
the Approvals Pending form, and the employee receives notification that
their request was approved. • Deny: Deny the request. You need to enter
a reason for the denial and then press Tab, then you can select the
checkbox and click the final Deny button. The reason you enter might be
included in the e-mail notification to the employee. • Close: Return to
the Approvals Pending form.

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Off in PrismHR
Related Topics Approvals Pending in Human Resources User Guide
Approvals in Human Resources User Guide
View or Cancel PTO Requests You can review and make changes to
employees’ time off (PTO) requests in the Planned Time Off Requests
form. The form is found in the HR menu under HR|Action. Important! The
system circumvents leave approval security configurations and workflows
for users with access to this form, which can result in unexpected
behavior. Please note the following security used by this form: • Users
with the PTO Administrator H/R Role and access to Manage Planned Time
Off Requests can update leave for all employees in the client regardless
of their Data Security access or the assigned PTO Approver. • Users
without the PTO Administrator H/R Role and with access to Manage Planned
Time Off Requests can update leave only for employees where the user has
access via Data Security, regardless of the assigned PTO Approver.
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Off in PrismHR
Viewing Planned Time Off Requests The requests in the list are for
employees at the active client who submitted them through Employee
Portal (EP).
To view the planned time off requests for the client, do the
following: 1. Go to the Planned Time Off Requests form. When the form
opens, the following message displays, “Please wait while we get the
leave requests.” (Note: This form defaults to the Display Pending and
Display Approved options, so the system will display those entries.) 2.
Use the filters at the top of the form to specify which requests to
display. 3. If there is more than one page of results, the total number
of pages displays above the results, and the Next Page and Previous Page
buttons display at the bottom of the page. Long comments or multiple
vouchers display additional lines on the form.
Note: Each page displays up to 20 leave requests.
Making Changes to an Employee’s Time Off To make changes to an
employee’s time off, you can: • Set an Approved request to Cancelled. •
Set an Approved request to Paid. If you select Paid, then it is removed
from this list and from any payrolls. • A yellow indicator displays next
to the start date if it is before the period end date of the last
completed scheduled payroll batch for the employee’s pay group. The
system considers it to be a “back dated” request.
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Off in PrismHR
The different statuses affect the system as follows:
Status Description Pending The Time Off request has not yet been
approved, cancelled, or paid by the employee’s manager. Note: The
request does not display on the timesheet in this status. Approved The
Time Off request is approved and scheduled to be paid. Note the
following: • If a manager cancels a Time Off request on this form and
then the request is approved later on this form, the leave request
indicator in the Summary Time Sheet Entry form is restored and the
employee’s EP Time Off landing page displays the approved request. • The
system does not record the user who approves a Time Off request as the
leave approver in the Planned Time Off Requests form. Instead, the
system displays the approver from the approval policy.
Cancelled The Time Off request is cancelled. This cancels an
employee’s approved Time Off in the EP that occurs in the future. Note
the following: • Canceling approved Time Off that occurs in the future
stops the Time Off from being applied to the timesheet when it is
created. • Canceling approved and applied Time Off on the current
timesheet does not remove the indicator and the hours should be manually
adjusted in the timesheet.
Paid The Time Off request was previously paid and the employee’s Time
Off register was updated. Only service providers can select this option.
Note: This status removes the leave request indicator from the timesheet
and removes the request from the employee’s EP or Employee Portal (EP)
Time Off landing page. It also hides the request from the Planned Time
Off Requests form unless you choose to Display Paid.
Note: By default, worksite manager and trusted advisor users can only
access employees who report to them, as indicated in the Employee
Details Work tab. Users can be set to see all employees at the client
that they are allowed to access by giving them the PTO Administrator
account management role in the Users form. Note that if you want a user
to be able to view requests but not approve them, the user role must
have Inquiry permission for Planned Time Off Requests.
To view a planned time off request’s changes, click the Audit Log
icon . The Audit Log Display opens, where you can click a log to display
its changes.
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Off in PrismHR
Related Topics Inquiries (page 121)
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Approvals User Guide

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Approvals Guide
Setup and administration of approval policies at the global and
client level PrismHR 26.07.0 Copyright notice The information in this
document is subject to change without notice. PrismHR shall not be
liable for any technical or editorial errors contained herein or for
incidental or consequential damages resulting from the performance,
furnishing, or use of this publication. The software described in this
document is furnished under license and may be used or copied only in
accordance with the terms of that license. No part of this documentation
may be reproduced or transmitted in any form or by any means, electronic
or mechanical, including (but not limited to) photocopying, recording,
scanning, or retrieval system, for any other than the purchaser’s
personal use without the express written permission of PrismHR. The
company data contained in the examples within this document are
fictitious and any resemblance to real people, places, or companies is
purely coincidental. PrismHR is a trademark of PrismHR. All other brand
and product names are trademarks or registered trademarks of their
respective owners.
© August 2026 by PrismHR. All rights reserved.  Table of Contents
Table of Contents Approvals Guide 1 Copyright notice 2 Table of
Contents 3 Chapter 1 Approval Policy Setup 4 Setting Global Approval
Policies 4 Setting Approval Policies 6 Available Approval Types 6
Setting Up Approval Policies 10 Creating Custom HR Approval Roles 10
Using Client Payroll Processing Options 11 Establishing Payroll
Processing Options for the Client 11 Setting Up Payroll Approval 11
Setting Up a Client for Payroll Calculation Approvals 11 Setting Up an
Approval Policy for Payroll Posting 12 Setting Up a User as a Payroll
Approver 12 Defining Custom Message Templates for Approvals 13 Adjusting
Summary Time Sheet Columns 14 Changing Columns 14 Reordering Columns 15
Changing to a Different Type of Pay 15 Chapter 2 Using the Approval
Process 17 Working with Pending Approvals 17 Approvals Pending (Assigned
to You) 18 Approvals Pending (Available to You) 18 Reviewing Standard
Approvals 19 Reviewing Processed Approvals 20
Approvals Guide © 2026 PrismHR 3  Chapter 1 Approval Policy Setup
Chapter 1 Approval Policy Setup There are many places in PrismHR
where actions require approvals before they are finalized. You need to
set up approval policies as follows: • Ensure each approval policy
specifies who must approve an action before it is finalized • Override
global approval policies at the client level, and maintain policies for
various approval types • Create custom HR approval roles for an Account
Management (Service Providers) role or an HR Role (Worksite
Managers/Trusted Advisors) • Establish the client’s payroll processing
options
Setting Global Approval Policies There are many places in PrismHR
where actions require approvals before they are finalized. Examples of
this include new hires, pay rate changes, and client payroll approvals.
Approval policies are defined at the global or client level. to learn
about creating client-level approval policies. Each approval policy
specifies who must approve an action before it is finalized. There are
different approval levels. Client worksite personnel can approve actions
(for example, a pay rate change entered for an employee by a
departmental manager), and a service provider’s internal staff can
approve actions. Approval policies might also require approval from both
worksite and service provider users.
Note: Click View All Policies to view the policies defined for your
organization, and select one to edit.
At the global level, policies for each approval type can be defined
by service type. For example, you can define that all payroll approvals
for PEO clients must be approved by any client worksite user who has the
Payroll Authorizer role assigned to their user account.
Note: When service providers enter HR-related changes, those changes
go through without requiring approvals. Only payroll-related processes
made by service providers are subject to approval policies.
To set global approval policies: 1. Click Back Office. 2. Select
Global Approval Policies under System|Change. 3. Fill in the fields as
required.
Approvals Guide © 2026 PrismHR 4  Chapter 1 Approval Policy Setup
 Field                       Description
  Service Type               Select a service type. Some of the options available are Payroll Only and
                             Professional Employer.
 Approval Type               The type of action that requires approval. Some of the options available are Direct
                             Deposit Change, ACH Maximum, Late Payroll Posting, New Hire, Position
                             Change, and Leave of Absence. You can use the Payroll Approval (Multistep)
                             option to set up a multi-step payroll approval process. (See the PrismHR
                             Approvals Guide.)
                             Note: The ACH Maximum option is only available for service providers.
                             Note the following about the Approval Type options:
                             •   Selecting Direct Deposit Change requires approval at the client or global
                                 level to store direct deposit information in the employee details record.
                                 (After approval, the direct deposit follows the regular prenote process, if one
                                 is in place.)
                             •   Selecting Late Payroll Posting stops payrolls from being posted on or after
                                 the ACH Late Payroll Posting date and time during the finalization process,
                                 which prevents the payroll from finalizing until it is approved by a user in
                                 accordance with the applicable Approval Policy configuration.
                                 Note: To stop a payroll from finalizing, the client must have ACH billing
                                 configured on the Billing tab on the Client Details form by selecting one of the
                                 following statuses in the ACH Status field, Active, ACH by Division, or ACH by
                                 Location. In addition, the approval observes the positive or negative value in
                                 the Adjust to ACH Bill Day field, which adjusts the processing of the ACH if it
                                 is different from the employee pay date.
                             •   You can use the ACH Maximum option to create or update an ACH
                                 Maximum Approval policy at the client or global level.
                             Note: Service providers who have Inquiry access to the Approval Policies and
                             Global Approval Policies forms can view existing ACH Maximum Approval policies
                             in read-only format and cannot make updates to the policy setup.
 Step                        For each step, set one of the following:
                             •   Enter the User ID if the step requires that a specific user approves the action.
                             •   Specify the HR Role for worksite approvers.
                             •   Specify the A/M Role, which is the service provider account management
                                 role. When you include an A/M Role, select the A/M Filter from the drop-
                                 down as your organization’s security policy requires:
                                 •   All Users with designated A/M role: Any user with the account
                                     management role can see the approvals.
Approvals Guide © 2026 PrismHR 5  Chapter 1 Approval Policy Setup
 Field                       Description
                                •   Only A/M Assigned to Client: Only service provider users assigned to the
                                    client can see the approvals. The system checks the account assignment in
                                    the Client DetailsAccount tab for the specified A/M Role and displays the
                                    approval for only that user.

                             Note: PrismHR automatically assigns a number to each approval step you
                             select. The approvals are processed in that order.

Click Save.

Setting Approval Policies Even if you have global approval policies,
you can set approval policies at the client level. Using the Approval
Policies form, you can maintain policies for several approval types. See
also Global Approval Policies.
Note: You can click View All Policies in this form to view the
policies defined for your organization and select one to edit.
Available Approval Types The following approval types are available:
• Direct Deposit Change Approval Policy: This approval type uses the
Direct Deposit Change option to require approval at the client or global
level to store direct deposit information in the employee details
record. For example:
Important! There must be a client-level or global-level approval policy in place to use this feature. (Without
an approval policy, the system immediately records any changes and applies them to the employee record.)
In addition, the approval policy only applies when an employee changes, adds, or removes the Transit
Number or Account Number in the direct deposit information.
When an approval policy is defined for a client using the Direct Deposit Change option and an employee,
worksite manager, or worksite trusted advisor submits a new or updated direct deposit or deletes a direct
deposit, the system sets the update to Pending status and an approval is required. (After approval, the direct
deposit follows the regular prenote process, if one is in place.) However, if a service provider makes an
Approvals Guide © 2026 PrismHR 6  Chapter 1 Approval Policy Setup
update, the change does not go through an approval process and is immediately applied to the employee
record.
Note: The approval is submitted either from an employee making an update in Employee Portal or from a
worksite manager or worksite trusted advisor making an update in Employee Portal or in the Prism Core
application.
When an approval is pending and a worksite manager or worksite trusted advisor tries to make a change,
the following occurs on the Deposit tab in the Employee Details form:
•    "Approval Pending" displays next to the Direct Deposit Information panel header.
•    If they select Save or Save & Close a message displays, "A prior direct deposit change is waiting for
     approval. Your updates will discard the previous changes. Do you wish to continue?" Click Yes to discard
     the previous update.
• Late Payroll Posting Approval Policy: This approval type stops
payrolls from being posted on or after the Late Payroll Posting date and
time during the finalization process, which prevents the payroll from
finalizing until it is approved by a user in accordance with the
applicable Approval Policy configuration. Note: To stop a payroll from
finalizing, the client must have ACH billing configured on the Billing
tab on the Client Details form by selecting one of the following
statuses in the ACH Status field, Active, ACH by Division, or ACH by
Location. In addition, the approval observes the positive or negative
value in the Adjust to ACH Bill Day field, which adjusts the processing
of the ACH if it is different from the employee pay date. • ACH Maximum
Approval Policy: This approval type uses the ACH Maximum option, which
you can configure using the Approval Policies form for a service
provider. For example:
Note: The ACH Maximum option is only available for service providers.
You can use the ACH Maximum option to create or update an ACH Maximum Approval policy at the client or
global level.
Note: Service providers who have Inquiry access to the Approval Policies and Global Approval Policies forms
can view existing ACH Maximum Approval policies in read-only format and cannot make updates to the
policy setup.
• Approval Policy: This approval type uses the Payroll Calculation
and Payroll Finalization options, which you can configure using the
Approval Policies form for a specific user, such as an HR Role (worksite
manager or worksite trusted advisor) or AM Role (service provider). For
example:
Approvals Guide © 2026 PrismHR 7  Chapter 1 Approval Policy Setup
Note: If you do not assign a PTO approver to an employee, all worksite managers/worksite trusted advisors
with the H/R Action Approver H/R Role will receive the leave request approval.
• Client Detail and User HR Role (Standard): This approval type uses
the Payroll Calculation option, which you can configure as follows: •
Control tab on the Client Details form: Select Standard in the Worksite
Payroll Approval field for a worksite manager or worksite trusted
advisor. For example:
•    Human Resource Roles panel on the Users form: Set up a Payroll Approver role for a worksite manager
     or worksite trusted advisor. For example:

Note: These approvals are not processed using regular approval policies.
Approvals Guide © 2026 PrismHR 8  Chapter 1 Approval Policy Setup
• Client Control and Approval Policy (multistep): This approval type
uses the Payroll Calculation option, which you can configure as follows:
• Control tab on the Client Details form: Select Multistep in the
Worksite Payroll Approval field. For example:
•    The following message displays:

•    After clicking OK and then Save, the following message displays:

•    After clicking Yes, the Approval Policies form displays. Configure a Payroll Approver for the Payroll
     Approval (Multistep) approval type. For example:

Note: For more information, see the Processing Multistep Payroll Approval task sheet in the Customer
Resource Center.
Each approval policy specifies who must approve an action before it
is finalized. There are different levels of approvals:
Approvals Guide © 2026 PrismHR 9  Chapter 1 Approval Policy Setup
• Client worksite personnel can approve actions (for example, a pay
rate change entered for an employee by a departmental manager). • The
internal staff of the service provider can approve actions. • Approval
policies can also require approval from both worksite and service
provider users.
Note: When service providers enter HR-related changes, those changes
go through without requiring approvals. Only payroll-related processes
made by service providers are subject to approval policies.
Setting Up Approval Policies To set approval policies at the client
level: 1. Go to the Approval Policies form on the HR|Change menu. 2.
Select the Approval Type, which is the type of action that requires
approval. 3. For each step, set one of the following: • Enter the
PrismHR User ID, if the step requires that a specific user approve the
action. • Specify the HR Role for worksite approvers. • Specify the A/M
Role, which is the service provider account management role. When you
include an A/M Role, you should select the A/M Filter from the drop-down
as your organization’s security policy requires: • All Users with
designated A/M role: Any user with the account management role can see
the approvals. • Only A/M Assigned to Client: Only service provider
users assigned to the client can see the approvals; the system checks
the account assignment in the Client Details Account tab for the
specified A/M Role and displays the approval for only that user.
Note: PrismHR automatically assigns a number to each approval step
you select. The approvals are processed in that order.

Click Save.

Creating Custom HR Approval Roles Create custom HR approval roles for
Account Management (Service Providers) or HR Role (Worksite
Managers/Trusted Advisors) with the Custom HR Approval Roles form.
To create a custom approval role: 1. Click Back Office. 2. Select
Custom HR Approval Roles under System|Change. 3. Create a Role ID and
enter a Description.
Approvals Guide © 2026 PrismHR 10  Chapter 1 Approval Policy
Setup
Custom approval roles are available on the Approval Policies form and the Global Approval Policies form,
where you can add the custom A/M Role or HR Role to the appropriate Approval Type. Once you create a
new custom HR approval role, you must assign it to a user.

Click Save.

Using Client Payroll Processing Options Establishing Payroll
Processing Options for the Client You can establish the client’s payroll
processing options using the information in this section. Worksite Time
Sheet Entry is in the Client Details Control tab. Self-Service Payroll
and Self-Service Restrictions are in the Client Details Payroll tab.
Description Worksite Time Sheet Self-Service Payroll Self-Service
Entry Restrictions No time sheet entry Not selected Not selected (not
applicable) Time sheet entry only Selected Not selected (not applicable)
Time sheet entry and calculation Not selected Selected Finalize &
Print Time sheet entry, calculation, and Not selected Selected Print
finalization Time sheet entry, calculation, Not selected Selected
–Select– finalization, and printing (full self- service payroll)
Setting Up Payroll Approval Your organization can set up the system
so that the client can see the invoice and approve the payroll before it
is complete. You can set approvals for both the initialization and
finalization steps of the process.
Setting Up a Client for Payroll Calculation Approvals You do not need
to define an approval policy to set the client to approve their
payrolls.
To set up a client for payroll calculation approvals, do the
following: 1. Go to the Client Details form (found in the Client menu
under Client|Change). 2. Select the Control tab. 3. Select the Worksite
Payroll Approval option to send an approval email after a payroll is
calculated (initialized).
Approvals Guide © 2026 PrismHR 11  Chapter 1 Approval Policy
Setup

If appropriate, you can also specify that a Payroll Finalization
Notification should be sent by email and, if so, who should receive
those emails other than the payroll approver. This sends an email after
the payroll is posted (finalized).

Note: This is simply a notice that the payroll was posted. It is not
related to any approval policies for payroll finalization that your
organization has defined at either the system level or for the
client.

Click Save.

Setting Up an Approval Policy for Payroll Posting
To set up an approval policy for payroll posting, do the following:
1. You can set up approval policies for all clients or for the specific
client. • To set up a system-level policy, go to the Global Approval
Policies form. ( Click Back Office. Select System|Change.) • To set up a
policy for the client, go to the Approval Policies form (found in the HR
menu under HR|Change). Ensure that the correct client is selected. 2. If
you are setting up a system-level policy, specify the Service Type. If
you are setting up a client-level policy, continue to the next step. 3.
From the Approval Type drop-down, select Payroll Finalization. 4. Define
each of the users who need to approve the payroll when it is posted.
(For example, you might specify the HR Role of Payroll Approver.) 5.
Click Save.
Setting Up a User as a Payroll Approver
To make a user the client’s payroll approver, do the following: 1. Go
to the Users form. (Click Back Office. Select System|Change.) 2. Enter
the User ID of the user who will approve payrolls. If you are creating a
new user account, enter the other information as needed. See the online
help for the form or refer to the System Administration Guide for
detailed instructions. 3. In Human Resources Roles, select Payroll
Approver.
Approvals Guide © 2026 PrismHR 12  Chapter 1 Approval Policy
Setup
 You should also make sure that the Active User option is selected, that the user has access to the client, and
 that the user role assigned to the user has full access to the approval forms.

Click Save.

After you complete this setup, when a payroll processor calculates
and reviews the next payroll, the user will receive an email with the
invoice details and a link to payroll approval in PrismHR.
Defining Custom Message Templates for Approvals You can set up
message templates to send for each kind of payroll approval for your
organization to use instead of the system default. This allows you to
customize the message.
To create a message template, do the following: 1. Go to the Message
Templates form. (Click Back Office. Select System|Change.) 2. Enter a
unique Message ID for the template, for example, PAYCALCAPP. 3. Enter a
Description of the template, for example, Payroll Calculation Approval.
4. Select the Content Type: TEXT or HTML. 5. Enter the Subject line for
emails that use this template. 6. Enter the Body of the message. You can
incorporate HTML in the body of the message if you select the HTML
format. 7. Click Save.
To use the template for approvals or finalization notices, do the
following: 1. Go to the System Parameters form. (Click Back Office.
Select System|Change.) 2. Open the Actions menu and then select Email
Services. 3. Click + to add a new row.
Approvals Guide © 2026 PrismHR 13  Chapter 1 Approval Policy
Setup

Select the appropriate email Template Type: • Payroll Approval: The
email to send for approvals after the payroll is calculated. • Payroll
Finalization: The email to send after the payroll is posted.
Click Save in Email Services.
Click Save in System Parameters.

Related Topics See System Administration Guide See Payroll User Guide
See System Administration Guide See System Administration Guide See
System Administration Guide or Approvals Guide See Human Resources User
Guide or Approvals Guide
Adjusting Summary Time Sheet Columns Users specify the Summary Time
Sheet Pay Codes in the Client Details Time Sheet tab. This determines
the pay columns that display in Summary Time Sheet Entry.
Note: Client Details is found in the Client menu under
Client|Change.
You can change or reorder the columns as needed and the system
displays messages to alert you to the impact that your edits will have.
Use one of the following procedures to change or reorder the columns and
get the results you want: • Changing Columns (page 14) • Reordering
Columns (page 15) • Changing to a Different Type of Pay (page 15)
Changing Columns You can change the column from one pay code to
another with the same earning type (such as cash). 1. In the Time Sheet
tab of Client Details, edit one of the Pay Codes to change it to one for
the same type of pay (for example, REG1 to REG2). 2. In the message
“This action will replace pay code [REG1] with pay code [REG2] for all
current summary time sheet records. These changes will occur when this
form is saved. Do you wish to continue?” click the Yes button to
reassign the values to the new pay code (for example, REG2).
Note: If you click No, the system does not change the pay code.

Click Save.

Approvals Guide © 2026 PrismHR 14  Chapter 1 Approval Policy
Setup
Reordering Columns If you want to rearrange the columns and,
ultimately, keep the current hours assigned to the same pay codes they
were before you changed the columns, follow these steps. 1. In the Time
Sheet tab of Client Details, edit one of the Pay Codes to change it to
one for the same type of pay (for example, REG3 to REG4). 2. In the
message “This action will replace pay code [REG3] with pay code [REG4]
for all current summary time sheet records. These changes will occur
when this form is saved. Do you wish to continue?” click the Yes button
to (temporarily) reassign the values to the new pay code (for example,
REG4).
Note: If you click No, the system does not change the pay code.

Enter the original pay code (for example, REG3) in a new
column.
In the message, “You previously stated that you would like to
replace [REG3] pay code on active time sheets with [REG4]. Do you still
wish to do this [Yes], or move the values associated with the [REG3] to
this new position [No]?”: • Click Yes to leave any values assigned to
the new pay code (REG4). • Click No to assign any values back to the
original pay code (REG3).
Click Save.

Changing to a Different Type of Pay If you need to change a pay code
from one type of pay to another, you can only do so if there are no
values entered in an active payroll. Examples are when you change to a
pay code with a different calculation method or pay reason. • If there
are no values, you can simply change the pay code. • When there are
values in an active payroll, the system displays a message informing you
that you need to use Payroll Control to delete and recreate the payroll.
If that is what you need to do: 1. Open Payroll Control (found in the
Payroll menu under Payroll|Change). 2. Enter the Payroll Number of the
active payroll. 3. Click Delete. 4. In the confirmation message, click
Yes. 5. Click Yes in the message to create a replacement payroll for the
one you just deleted. 6. Return to the Client Details Time Sheet tab and
change the pay code. 7. Users can proceed to enter data in the time
sheet for the new pay code.
Note: If there are only a few values in the time sheet, you can
simply delete them from the time sheet rather than deleting the entire
payroll and creating a new one.
Approvals Guide © 2026 PrismHR 15  Chapter 1 Approval Policy
Setup
Related Topics “Entering Time Sheets” in the Payroll User Guide
Approvals Guide © 2026 PrismHR 16  Chapter 2 Using the Approval
Process
Chapter 2 Using the Approval Process When events take place that
could potentially require an approval, such as a new hire or a payroll,
PrismHR determines if there is a policy in place for the particular
approval type. • If there is no policy definition, then the system
immediately updates the database with the new hire or other information.
• If there is an approval policy, then the system generates an approval
event. If the first step for the approval is assigned to a particular
user, then an e-mail is sent to that user. In addition, when the user
logs in, the dashboard alerts the user of any pending approvals.
Approvals Pending is found in the Client menu under Client|Action.
Working with Pending Approvals The Approvals Pending form lists any
pending approvals that are assigned or available to you. • An approval
that is assigned to a particular user can only be acted upon by that
user. • Approvals are available to a user if one of the user’s roles
matches the role applicable to the current approval step. Note: Click
the Refresh button to remain on the same form or report while refreshing
the window to display new entries. Note the following when working with
pending approvals: • Existing employees and newly-entered new hires who
have a preferred name display that name on the Approvals Pending form
and associated approval forms. In this situation, the system uses the
employee’s assigned preferred name instead of their legal first name. •
If the employee does not have a preferred name, the system uses their
first name, last name. • I-9 Section 2 and Pay Card approvals, or any
approval associated with a pre-hire, display the employee’s legal first
and last name even if a preferred name is available. • For Late Payroll
Posting Approval Policies (see Setting Approval Policies and Setting
Global Approval Policies for information about this policy): • When a
Late Payroll Posting pending approval is approved: • The associated
payroll batch status updates from POSTPEND > INITCOMP. • The Approval
status is Approved.
Approvals Guide © 2026 PrismHR 17  Chapter 2 Using the Approval
Process
     •    Starting Payroll Finalization again after receiving the approval completes the finalization process
          without disruption, assuming there are no changes to the timesheet or recalculations have occurred
          in the payroll.
     •    If you update the timesheet or recalculate the payroll, the approval must be resubmitted.
•    When a Late Payroll Posting pending approval is denied:
     •    The associated payroll batch status updates from POSTPEND > INITCOMP.
     •    The Approval status is Denied.
     •    When you attempt Payroll Finalization again after the approval is denied, the system generates a
          new Late Payroll Posting Approval for the payroll.
• For ACH Maximum Approval Policies (see Setting Approval Policies
for information about this policy): • When the pending approval is
approved and the client is set to Disabled in the Worksite Payroll
Approval field on the Control tab in the Client Details form, the
associated payroll status updates from INITPEND to INITCOMP and the
Approval status changes to Approved. • When the pending approval is
denied, regardless of the client’s setting in the Worksite Payroll
Approval field on the Control tab in the Client Details form, the
associated payroll status updates from INITPEND to TSOKCOMP and the
Approval status changes to Denied. • When the pending approval is
approved and the client is set to Standard or Multistep in the Worksite
Payroll Approval field on the Control tab in the Client Details form,
the associated payroll status updates from INITPEND to AP.PEND and the
Approval status changes to Approved.
Approvals Pending (Assigned to You) You can act on approvals listed
in the Approvals Pending (Available to You) panel. • Standard Approvals:
see Reviewing Standard Approvals on the facing page • Payroll Approvals:
see the Payroll Processing Guide • I-9 Approvals: see the Payroll
Processing Guide
Approvals Pending (Available to You) To act on an approval that is
available to you, “grab” the approval. The system assigns the approval
to you. 1. Within the Approvals Pending (Available to You) panel, click
the desired Approval Type. The Approval form opens. You can click Show
Audit History to display the history of users involved in processing the
action. 2. Click Grab. The selected approval type now appears in the
Approvals Pending (Assigned to You) panel. There are two methods
available to process an approval: • Click the Approve icon (blue
checkmark) for the Approval Type you want to approve. Click Yes in the
confirmation message that displays to continue with the approval. An
approval confirmation displays at the top of the form. • “Grab” the
approval:
Approvals Guide © 2026 PrismHR 18  Chapter 2 Using the Approval
Process
1. Within the Approvals Pending (Available to You) panel, click the desired Approval Type. The Approval
   form opens.
     You can click Show Audit History to display the history of users involved in processing the action.
2. Click Grab. The selected approval type now appears in the Approvals Pending (Assigned to You) panel.
Note: You can open the pending approval in Approvals Pending
(Assigned to You) panel and click Return to Queue. The approval pending
item is then returned to the Available to You queue for you or another
user to access later.
Reviewing Standard Approvals For standard approvals, click the
Approval Type to review the information. The Approval form opens. Note
the following when working with approvals: • Existing employees and
newly-entered new hires who have a preferred name display that name on
the Approvals Pending form and associated approval forms. In this
situation, the system uses the employee’s assigned preferred name
instead of their legal first name. • If the employee does not have a
preferred name, the system uses their first name, last name. • I-9
Section 2 and Pay Card approvals, or any approval associated with a
pre-hire, display the employee’s legal first and last name even if a
preferred name is available. For example, the following information
displays when you select a Rehire approval:
Approvals Guide © 2026 PrismHR 19  Chapter 2 Using the Approval
Process
Note: You can scroll up or down to view all the information. Note the
following about rehire approvals: • The information in the Personal
Information, Employment Details, and Pay Details panels in the Rehire
form do not update in the employee’s record until the rehire approval
has been approved. • When you select Launch E-Verification for this
rehire (without onboarding or benefits enrollment) for an employee in
the Rehire form, the E-Verify process does not start until the rehire is
approved. • Onboarding and Benefits Enrollment processes are not
launched until the rehire approval is completed based on selections made
on the Rehire form.
To review standard approvals, do the following: 1. Review the
information on the Approval form. • You can click Show Audit History to
display the history of users involved in processing the action. • If
relevant, you can click Employee to view the Employee Details. 2. After
reviewing the information, click one of the following: • Approve: Click
Yes in the confirmation message that displays to continue with the
approval. The action is approved. The system checks if there is another
approver, as defined in the approval policy. If there is, the system
sends the approval to that user. In the figure above, for example, we
are on step 1 of 2, and approving the action would send it to users with
the appropriate role for step 2. If it were the final step, then the
action would go through and be finalized in the system. • Deny: After
you click Deny, you must enter your reason for denying the action in the
Deny Approval form and then press Tab. A checkbox displays; select it,
and then click Deny. Please note that this reason will be stored in the
system and might be visible to the user who submitted the request for
your approval. • Return to Queue: The approval returns to the queue of
the current step. Return to Queue does not remove prior approval
steps.
Note: Return to Queue displays only for approval steps that are
“grabbed” from AM or HR roles.
Reviewing Processed Approvals Use the Approvals Processed form to
review all approvals processed for the client during a specific date
range.
Approvals Guide © 2026 PrismHR 20  Chapter 2 Using the Approval
Process
To review processed approvals: 1. Go to the Approvals Processed form
on the Client|Action menu. 2. Enter the Start Date and End Date that
occurs within one year (for example, 01/01/2022 to 12/31/2022). Note:
Starting with the year 2023, you can enter a date range to display
processed approvals more than one year in the past. However, if you
enter a range of more than one year (for example, 01/01/2023 to
01/01/2024), the “Date range entered must be within one year” message
displays. 3. Click Submit. The system displays all approvals that
occurred during that date range. 4. To view the details of an approval,
click the Approval Type. The Approval form displays, including the
history of the people who created the item that required approval action
and the person or people who approved it.
Approvals Guide © 2026 PrismHR 21
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COVID-19 Features Guide

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COVID-19 Features Guide
Setup of COVID-19 Features in PrismHR PrismHR 26.07.0 Copyright
notice The information in this document is subject to change without
notice. PrismHR shall not be liable for any technical or editorial
errors contained herein or for incidental or consequential damages
resulting from the performance, furnishing, or use of this publication.
The software described in this document is furnished under license and
may be used or copied only in accordance with the terms of that license.
No part of this documentation may be reproduced or transmitted in any
form or by any means, electronic or mechanical, including (but not
limited to) photocopying, recording, scanning, or retrieval system, for
any other than the purchaser’s personal use without the express written
permission of PrismHR. The company data contained in the examples within
this document are fictitious and any resemblance to real people, places,
or companies is purely coincidental. PrismHR is a trademark of PrismHR.
All other brand and product names are trademarks or registered
trademarks of their respective owners.
© August 2026 by PrismHR. All rights reserved.  Table of Contents
Table of Contents COVID-19 Features Guide 1 Copyright notice 2 Table
of Contents 3 Chapter 1 Introduction 1 Background 1 Families First
Coronavirus Response Act (FFCRA) 1 PrismHR Features 1 CARES Act 2
Paycheck Protection Program 2 PPP Loan Forgiveness 2 August 8 Executive
Order 2 2021: Extensions to the CARES Act and the FFCRA 3 Response and
Interpretation 3 Important Setup Procedures 3 Important Notes About Tax
Reporting 5 2021: Updates to Tax Credit Caps 5 Updating Medicare and
Social Security Tax Credit Settings 5 New Tax Codes 6 About Tax Code
00-86 7 Passing Tax Credits Into MasterTax 7 PrismHR Solution Options 8
Recording Education Loan Payments Under the CARES Act 9 Background 10
Solution 10 Chapter 2 Setting Up Core Features 12 Before You Begin
12
COVID-19 Features Guide © 2026 PrismHR 3  Table of Contents
     Background                                                                               12
     Setting Up Billing Codes for COVID-19-Related Leave                                      12
     Setting Up Billing Events for COVID-19-Related Leave                                     13
     Setting Up Pay Codes for COVID-19-Related Leave                                          13
     Exempting Pay Codes from Social Security Tax                                             14
  Setting Up Access to the New Forms                                                          14
  Setting Up CARES Act Compliance                                                             14
     Important Notes                                                                          15
     Procedure                                                                                15
  Using the COVID-19 Leave Estimate Report                                                    16
     Analyzing the Report                                                                     16
  Configuring System-Level Parameters                                                         17
     Setting Up Pay Codes and Billing Events                                                  17
     Establishing Tax Credit Caps and Other Settings (Updated for 2021)                       18
       CARES Act Employer Retention Credit Rules                                              18
       2021 FFCRA Credit Rules                                                                18
       2020 FFCRA Credit Rules                                                                18
       Default Wage Cap Logic                                                                 19
       Default Tax Credit Cap Logic                                                           19
       Default Suppress Client Rebate                                                         19
       Default Client Tax Credit Rebate Cap Logic                                             19
       Default Calculate Health Care Credit                                                   20
       Medicare Credit Limited to Tax Amount                                                  20
       Exclude EE S125 Contributions                                                          20
       COVID-19 Scheduled Wage Allocation                                                     20
       Use Bill Amount for Taxes                                                              21
       Bill to Highest COVID Wages                                                            21
       COVID19 Wages on W2                                                                    21
COVID-19 Features Guide © 2026 PrismHR 4  Table of Contents
       COVID-19 Processing Stop Date                                        21
     System-Level PPP Reporting Settings                                    21
       Exclude NRAs from PPP Reporting                                      21
       Exclude Owners from PPP Reporting                                    21
       Use Billing for Healthcare on PPP Report                             22
       Simplified Method for FTE                                            22
       Look Back Options for FTE                                            22
       Show Health Care Credits                                             22
       Exclude FTE Pay Code                                                 22
       Include Owner Health and Retirement                                  22
     ARPA Configuration                                                     22
     COBRA Settings                                                         23
     2021 W-2 Box 14 Settings                                               23
  Setting Up Client-Specific Overrides                                      24
  Deferring Employer Social Security Taxes                                  24
  Tracking Healthcare Payment Credits                                       24
     Logic                                                                  24
     Setup                                                                  26
  Configuring Employee-Level Settings                                       27
Chapter 3 Other Useful Features 28 Recalculating COVID-19 Tax Credits
& Client Rebates 28 Viewing Refund Data 29 Adding an Entry 29
Editing an Entry 30 Generating a Form 7200 in MasterTax 30 Viewing
Payroll Batch Calculation Variables 31 What do these variables mean? 32
Setting up System-level COBRA Parameters 33
COVID-19 Features Guide © 2026 PrismHR 5  Table of Contents
  Generating COBRA Subsidy Credits Automatically                                                      33
  Manually Creating Client-level COBRA Subsidy Credits                                                34
  Reporting ARPA COBRA Subsidy Credits on the Employer Level of PTS and RTS Files                     35
Chapter 4 Processing Form 941 36 Introduction and Background 36 About
MasterTax RTS 39 through 42 36 Important Changes in Version 42 37
Important Changes in Version 41 37 Important Changes in Version 40 37
Important Changes in Version 39 37 MasterTax RTS 42: Calculations and
Workarounds 39 Background 39 Guide to Acronyms and Tax Codes 39 PrismHR
Logic and Workarounds 40 PrismHR Solutions 42 Use tax code 00-87 to
determine SS credit within MasterTax? 43 Use COVID Credits as post March
31? 43 Alternative Approaches 43 1. Associating all Q2 Leave with Dates
After March 31 43 2. Using 00-87 Credits to Calculate Statistic 1 44 3.
Handling Issues with Statistic 2 44 4. Taking a More Granular Approach
Toward Statistic 5 of 00-80 and 00-81 45 941 Quarterly Return Worksheet
Report 47 Important Notes 47 Running the Report 47 About this Report 47
Mid-2021 Additions: About the Pre-March and Post-April Categories 47
COVID-19 Features Guide © 2026 PrismHR 6  Table of Contents
Chapter 5 Reports 52 COVID-19 Credit Tracking Report 52 Report
Columns 53 Refund columns 54 Examples 54 Paycheck Protection Program
Reports 57 Known Issues/Things to Know 57 Background 58 Before You Begin
58 Full-Time Equivalent Analysis Report 58 Report Background 58 Running
the Report 59 Analyzing the Report 59 Payroll Cost Report 61 Report
Background 61 Running the Report 61 Analyzing the Report 61 Salary
Reduction Report 63 Report Background 63 Running the Report 63 Analyzing
the Report 64 COVID-19 941 Over-Limit Error Report 66 Background 66
Running the Report 66 Analyzing the Report 66 Employee Retention Credit
Recalc Report 67 Running the Report 67 Report Output 67
COVID-19 Features Guide © 2026 PrismHR 7  Chapter 1 Introduction
Chapter 1 Introduction Background Coronavirus Disease 2019 (COVID-19)
is a 2019-2021 pandemic caused by the virus SARS-CoV-2. In March of
2020, the United States government began passing legislation to help
mitigate the economic effects of the viral outbreak. From March onward,
PrismHR began introducing features to help service providers comply with
these new legislative requirements.
Note: The information in this section is included to help place the
new COVID-19 features in their proper context. This section is not an
exhaustive summary of these federal acts and their provisions.
Families First Coronavirus Response Act (FFCRA) The first legislative
initiative took effect on April 1, 2020 and applies to employers with
fewer than 500 employees, with some exceptions. It establishes special
expansions to family medical leave and paid sick leave for employees
affected by the COVID-19 outbreak. These payments can all be rebated, up
to certain limits, by the federal government. The PrismHR COVID-19
features include logic that helps determine how these rebate credits
accrue.
PrismHR Features Using the new, system-level COVID-19 Emergency
Processing Parameters form, you can designate special pay codes and
billing events to track COVID-related employee sick and medical leave.
When you run a payroll batch that includes these pay codes, the system
calculates the accrued (and remaining) rebate credits for each type of
leave. It creates Client Bill Pending items associated with each type of
rebate credit and, if any credits remain after the client rebate is
applied, the system stores these credits in a carry-forward bill pending
entry. The underlying logic can be adjusted at the system level. You can
also view and adjust these bill pending entries in the system, if
needed. Please note the following characteristics of the new Families
First feature set: • Creditable wages paid under the sick leave and FMLA
pay codes accrue under the following tax deduction codes: 00-80 (FMLA)
and 00-81 (Sick time, self-care and dependent-care). The system uses
these codes to track tax credits associated with these wages. • Medicare
taxes associated with these creditable wages accrue under tax deduction
code 00-82. Employers are entitled to a credit on all employer-side
medicare taxes associated with these creditable wages.
COVID-19 Features Guide © 2026 PrismHR 1  Chapter 1 Introduction
•    The system uses payroll warnings and hard stops to enforce wage cap limits, credit cap limits, and auto-
     rebate logic based on your configuration.
CARES Act The CARES (Coronavirus Aid, Relief, and Economic Security)
Act was also passed by the United States government in response to the
2019-2020 coronavirus pandemic. It provides financial support to both
individuals and businesses affected by the pandemic. This support
includes payments to taxpayers, expanded unemployment benefits, and
payroll tax credits for businesses (see the section below). Businesses
can claim tax credit on 50% of employee wages paid between March 13 and
December 31, 2020. There is a cap of $5,000 credit per employee
(equivalent to $10,000 in wages paid between these dates). Additional
legislation at the beginning of 2021 updated these values to 70% of
employee wages and $7000 credit per employee. This currently applies
between 1/1/2021 and 7/1/2021. Both acts also establish rebates
associated with healthcare-related payments. The system records rebate
credits under tax deduction code 00-83 for this piece of
legislation.
Paycheck Protection Program The CARES Act also implemented the
Paycheck Protection Program (PPP), which provides 100% federally
guaranteed loans, backed by the Small Business Administration, to small
businesses with financial need. It provides an incentive for small
businesses to retain their employees during coronavirus-influenced
economic turbulence. Businesses can use the PPP to cover payroll and
employee benefit costs (up to $100,000 in payroll expenses per
employee), as well as mortgage interest payments, rents, and utility
costs, to a certain extent. From this loan program, small businesses can
claim 2.5 times their 2019 monthly average payroll costs OR 10 million
dollars (whichever is less). Seasonal employers calculate their average
monthly costs using one of two lookback periods: • February 15, 2019 –
June 30, 2019 • March 1, 2019 – June 30, 2019
PPP Loan Forgiveness To qualify for full PPP loan forgiveness,
businesses must demonstrate that their full-time equivalency count did
not decrease when compared to a provided lookback period. They must also
indicate their use of loan funds for payroll and other costs.
August 8 Executive Order On August 8, President Trump authorized
“Memorandum on Deferring Payroll Tax Obligations in Light of the Ongoing
COVID-19 Disaster,” which instructs the Treasury to provide guidance on
employee deferral of Social Security taxes between September 1 and
December 31, 2020. PrismHR implemented basic functionality to support
this deferral. You can use Paycheck Protection Program Reports in
PrismHR to determine your clients’ loan forgiveness details. One report
breaks down your PPP-related payroll costs. Another displays a breakdown
of your monthly full-time equivalents.
COVID-19 Features Guide © 2026 PrismHR 2  Chapter 1 Introduction
2021: Extensions to the CARES Act and the FFCRA In late 2020 and
early 2021, Presidents Trump and Biden authorized legislation extending
the benefits of the CARES Act and the FFCRA, respectively. The first
round of legislation emerged from the Bipartisan-Bicameral Omnibus COVID
Relief Deal and extended the expiration of CARES Act credits until March
31, 2021. The second round, passed in March 2021 as the American Rescue
Plan Act of 2021, extended the expiration of FFCRA credits and expanded
their original caps. It also implemented some extensions to the CARES
Act’s Employee Retention Credit and introduced new benefits for affected
workers, such as fully-subsidized COBRA coverage for employees who lost
their insurance during the pandemic.
Response and Interpretation PrismHR’s development approach was based
around the following assumed requirements: • Reset COVID-19 wage,
credit, and hour caps, such that on April 1 2021, any employee who
previously used qualified sick leave would once again be able to claim
the full amount of hours/wages allotted by the act. • Add support for a
new employer Social Security tax credit. • Orient credit calculation
toward charge dates. In other words, the prior legislation’s rules and
limits would apply to sick leave taken on March 31, regardless of pay
date. For example, if an employee took sick leave that was charged for
March 31, but that employee was not paid until April 10th, they should
accumulate sick leave credits under the old legislation because the
charge date falls before April 1.
Important Setup Procedures
COVID-19 Features Guide © 2026 PrismHR 3  Chapter 1 Introduction
Use Case Suggestion Explanation Required Fix Medicare Credit End Date
You must set the Medicare Credit End Date field to 12/31/21 to ensure
that 00-82 credits continue to accrue. Currently, its default value is
03/31/21. Handling Split payrolls based on These new features assume
that the legislative changeover will payrolls whether charge dates fall
emphasize charge dates, rather than pay dates, for credit within the
before or after April 1, and calculation purposes. Recall that the new
SS Credit Start Date field refers to pay dates, not charge dates. (The
Medicare Credit changeover strategically adjust the new End Date field
also applies to pay dates, but is not relevant to period. start/stop
dates to ensure this example). proper credit calculation. If you will be
paying employees in a single batch with a pay period that extends
between March and April, you may be able to perform the following steps:
1. Separate the payroll into two pay periods: one containing March
charge dates and the other containing April charge dates. 2. Adjust the
SS Credit Start Date to be sometime later in April. 3. Run the payroll
for your March pay period. This will ensure that tax credits calculate
correctly on March (pre-ARPA) charge dates. 4. Finally, reset the start
and end dates to their appropriate values and run your April batch to
begin compliance with the new legislation. This strategy is especially
useful if your first April charge dates will fall significantly later
than April 1, as it will provide more time for you to make the
appropriate calculations and wrap up your pre-ARPA payrolls without
worrying about the April 1 deadline.
Finally, we suggest that you use each pay code’s Conditional Rules to
create a new custom payroll warning. Associate these warnings with both
your old and new COVID-19 pay codes during the changeover period (see
the example below). This can help raise the profile of these pay codes
for payroll staff and serve as a reminder that the changeover is in
progress.
COVID-19 Features Guide © 2026 PrismHR 4  Chapter 1 Introduction
Important Notes About Tax Reporting The COVID-19 legislation defines
the ways in which businesses can claim tax credits for wages paid as
coronavirus-related sick/medical leave. PrismHR uses several
system-defined tax deduction codes to track the accumulation of these
“qualified” wages, taxes calculated on based on those wages, and
associated benefit plan costs.
2021: Updates to Tax Credit Caps The new COVID-19 legislation resets
the accumulation of tax credits for coronavirus-related paid leave; in
PrismHR, this means the caps will reset for the following system-defined
tax deduction codes: • 00-81 (COVID-19 Paid Sick Leave — Wage credit) •
00-82 (Credit for Medicare tax on qualified wages) • 00-84 (Benefit plan
costs associated with COVID-19 Paid Sick and Family Leave) PrismHR will
begin accumulating the tax credits against this reset cap for all charge
dates from April 1, 2021 onward. The new 00-80 tax credit cap will also
be increased to $12,000 from $10,000 as specified by the legislation.
Please note that, unlike the credits listed above, the accumulation of
this credit will not reset to $0 on April 1.
Updating Medicare and Social Security Tax Credit Settings When the
new regulations take effect on April 1, our understanding is that there
will be a new credit for Social Security tax, which can be associated
with employee qualifying wages. Because of variations in interpretation,
PrismHR also allows you to specify a pay date upon which 00-82 (Medicare
tax) credits will stop accruing. To set this date, use the new Medicare
Credit End Date field on the COVID-19 Emergency Processing Parameters
form.
PrismHR also implemented a new tax deduction code: 00-87. This code
will track the accumulation of the new Social Security tax credit on
payroll vouchers. You can set up a SS Credit Start Date and a SS Credit
Billing Event on the COVID-19 Emergency Processing Parameters form. The
start and end dates are based on pay dates, not
COVID-19 Features Guide © 2026 PrismHR 5  Chapter 1 Introduction
charge dates; this will allow service providers to organize their
payroll batches and pay them in such a way that pre- and post-ARPA
credit accumulations are handled separately.
Note: Previously, the instructions below specified that the new pay
codes should have a tax exemption set up for Medicare tax. This has now
changed. Do not apply any tax exemptions to these pay codes.
Finally, service providers will need to set up new pay codes from
which the tax credits will be calculated. You can add these pay codes to
the existing tables on the COVID-19 Emergency Processing Parameters
form. The Emergency Paid Sick Leave (Self-Care) Pay Code table now
supports multiple values to accommodate this. The new pay codes you
create should be exact replicas of the old ones, except with no tax
exemptions. As with the previous pieces of COVID-19 legislation, some of
these features and descriptions are subject to change as further
guidance becomes available.
New Tax Codes The system uses the following new tax deduction codes
to track the various COVID-19 rebate credits. Note that benefit cost
credits are distributed between two tax deduction codes corresponding to
the Families First Act and the CARES Act.
Tax Code Description 00-80 Families First Act FMLA Wage Credit 00-81
Families First Act Sick Leave Wage Credit 00-82 Medicare Tax Credit
00-83 CARES Act/Emergency Employee Retention Wage Credit 00-84 Families
First Act Benefit Cost Credit 00-85 CARES Act Benefit Cost Credit
COVID-19 Features Guide © 2026 PrismHR 6  Chapter 1 Introduction
Tax Code Description 00-86 Social Security Tax Deferral 00-87 Social
Security Tax Credit (replaces 00-82 under the newer American Rescue Plan
Act).
These tax deduction codes populate on the MasterTax PTS download. You
can also apply tax adjustments to them in the system. As with all other
federal tax deduction codes, the system tracks these at the employer
level. This is a purposeful decision to align the tax credits with their
Form 941 tax liability. However, Families First tax credits will apply
to — and will ultimately be reported at — the client level. According to
IRS Form 7200, all PEOs with clients claiming tax credit must complete
Schedule R (client-by-client breakdown) with their Form 941 return.
Additionally, the CARES Act permits certain distressed businesses to
defer their employer-side OASDI (Social Security tax) payments.
Statutory language clearly establishes this is a client-level election,
despite PEO reporting at the employer level.
About Tax Code 00-86 To comply with the August 8th Executive Order,
“Memorandum on Deferring Payroll Tax Obligations in Light of the Ongoing
COVID-19 Disaster,” PrismHR introduced tax deduction code 00-86 to track
employee Social Security tax deferrals, which are permitted under the
order between September 1 and December 31, 2020. For all employees who
defer this tax on payrolls between these dates, the system generates a
00-86 entry. The entry is equal to the negative of the employee’s 00-12
tax value. Values stored under 00-86 accrue on either the client federal
entity or employer tax register, whichever is used to store other
federal tax data. The system also reports this data on the MasterTax PTS
file under an E or F code, as appropriate.
Passing Tax Credits Into MasterTax Note: Under our traditional PEO
configuration, credits accrue in MasterTax on the employer level. This
means that aggregate client credits will reduce the PEO employer’s 941
liability and deposits. This could result in billing and deposit
inconsistencies on a payroll-to-payroll basis. You will also be unable
to track these credits appropriately in MasterTax.
MasterTax created three new core tax deduction codes to support the
Families First and CARES Acts: • FE0000-116 Federal - Employer Sick
Leave Wages Credit • FE0000-117 Federal - Employer Family Leave Wages
Credit • FE0000-118 Federal - Employer Employee Retention Credit
MasterTax users must map the three PrismHR tax deduction codes to the
MasterTax deduction codes as follows:
COVID-19 Features Guide © 2026 PrismHR 7  Chapter 1 Introduction
PrismHR Mapping Code 00-80 FE0000-117 00-81 FE0000-116 00-82, 00- Can
currently be mapped to either of the above. Our RTS file structure will,
for reporting and 84 reconciliation purposes, break out the Medicare tax
portion (00-82) to correspond with its associated wage credit. 00-83,
00- FE0000-118 85
Note: Please contact MasterTax with any questions about setting up
00-87 in that application.
Within MasterTax, users can toggle whether individual clients defer
employer Social Security payments under the CARES act. However, under a
traditional PEO configuration, the applicable federal tax data will not
exist at the client level. As a result, users will be unable to leverage
this setting. We recommend the following two solutions to this
issue:
PrismHR Solution Options
Use SBEA Certified PEO Setup In PrismHR, you can enable our CPEO
functionality, which was developed to support Schedule R reporting under
the Small Business Efficiency Act (SBEA). This configuration enables you
to: • Break out federal taxes by client, by employer. • Pass this
federal tax data to MasterTax on that level. • Accrue and track credits
on the client level and deposit accordingly. • Flag clients in MasterTax
for employer-side OASDI deferral. This is the preferred approach if you
want the most accurate, consistent, and automated tax management and
reporting.
Note: Before you start, please note that it will take time to set up
these features. You can consult the PrismHR Customer Support Team and
the SBEA User Guide for details about enabling SBEA-compliant
functionality. You can find a COVID-specific SBEA setup guide by
searching for “SBEA User Guide” in the PrismHR Customer Resource
Center.
If you decide to use this solution and you are a non-certified PEO,
or if you want to start leveraging this configuration mid-year, we
strongly recommend setting the Limit testing on Employer Register flag
immediately after flagging the employer as a CPEO.
COVID-19 Features Guide © 2026 PrismHR 8  Chapter 1 Introduction
Self-Manage Tax Settings Users who opt not to leverage CPEO Schedule
R functionality can elect to preserve the employer-level configuration
within MasterTax and pass these tax credits on that level.
Alternatively, users opting not to leverage CPEO Schedule R
functionality, who nonetheless want to preserve a client-centric
approach in MasterTax, must then self-manage this process. To prevent
certain tax deduction codes from flowing into MasterTax, you can enable
the Suppress Reporting to MasterTax setting as shown in the images
below. Neither of these options will organically generate a Schedule R
through MasterTax. However, to better support all users, including
MasterTax users, PrismHR also developed the 941 Quarterly Return
Worksheet Report to provide some insight into the COVID-19/Form 941
reporting process.
Recording Education Loan Payments Under the CARES Act Use the
following guidance to provide support for qualifying education loan
payments made to (or on the behalf of) employees, as defined under the
CARES Act and as extended under the 2021 Consolidated Appropriations
Act.
COVID-19 Features Guide © 2026 PrismHR 9  Chapter 1 Introduction
Background The CARES Act (2020) expanded the IRS definition of
“educational assistance” to include qualifying payments made by
employers toward employee educational loans, specifically between March
27, 2020 and January 1, 2021. In early 2021, the Consolidated
Appropriations Act extended this time period through January 1, 2025.
The maximum qualifying contribution, per employee per year, is $5250.
These payments do not increase the gross taxable income of the employee.
This article provides a helpful history and summary of these
provisions.
Solution To provide support for this legislative requirement in
PrismHR, create a new pay code exempt from all federal taxes and with an
annual maximum of $5250.00.
To track these education loan payments in PrismHR: 1. Click the Back
Office menu and select System|Change > Pay Codes. 2. Fill out the
required form fields, as appropriate for the type of education payment
you need to track. 3. Set the pay code maximum: click Actions menu >
Maximums. 4. In the table, set the Basis to Annual. 5. Set the Maximum
Earnings amount to 5250.00. 6. Click Save to return to the Pay Codes
form. 7. Finally, exempt the pay code from all federal taxes: click
Actions menu > Tax Exemptions. 8. Specify the following tax exemption
settings in the table. When you finish, click Save to return to the Pay
Codes form.
COVID-19 Features Guide © 2026 PrismHR 10  Chapter 1 Introduction
Tax ID S-Corp Principals Only? Tax Exempt States 0 - Federal Income
Tax No FG 1 - FUTA Employee No FG 2 - FUTA Employer No FG 3 - Social
Security Employee No FG 4 - Social Security Employer No FG 6 - Medicare
Employee No FG 7 - Medicare Employer No FG

Click Save on the Pay Codes form.

Revision 01
COVID-19 Features Guide © 2026 PrismHR 11  Chapter 2 Setting Up Core
Features
Chapter 2 Setting Up Core Features This chapter demonstrates how to
configure the primary COVID-19 processing utilities in PrismHR. Please
carefully read the introductory sections to ensure proper system
preparation.
Before You Begin Before configuring any COVID-19-specific settings,
ensure that you have set up all the appropriate pay codes, billing
codes, and billing events.
Note: You do not need to set up any new PTO plans for these features.
But if you want to do so, you can.
Background In order to claim and properly account for the tax credits
specified under the Families First/CARES Acts and the ARPA, you need to
create spaces in the system to track each component of the payments and
their credits: • Billing Event Codes: for tracking client-level credit
rebates on invoices. • Billing Events: to trigger the recording of
qualified wage and tax credits, for invoicing purposes. • Pay Codes: for
paying any COVID-related wages that qualify for tax credits. •
Accounting Settings (not addressed in this document). After creating pay
codes for the different types of COVID-19 qualified wages, you should
also mark them as exempt from employer-side Social Security taxes (tax
deduction code 00-16).
Setting Up Billing Codes for COVID-19-Related Leave You must set up
billing codes to track coronavirus-related credits. We recommend using
the same setup as the standard tax billing code.
To set up a COVID-19 billing code: 1. Open the Back Office menu. 2.
Select Billing Codes under System|Change. 3. Enter a unique Bill Code
ID, such as COVID19. 4. If you want, enter a Bill Description. 5. Save
the record.
COVID-19 Features Guide © 2026 PrismHR 12  Chapter 2 Setting Up Core
Features

Repeat for the second bill code.

Setting Up Billing Events for COVID-19-Related Leave You must also
set up billing events and associate them with the new billing codes.
These events are assigned on the system-level COVID-19 parameters,
described later.
To set up a COVID-19 billing event: 1. Open the Back Office menu. 2.
Select Billing Events under System|Change. 3. Enter a unique Bill Event
Code, such as COVID19. 4. If you want, enter a Description. 5. Select
the appropriate Bill Code to associate with this event. 6. Save the
record. 7. Repeat for the second billing event.
Setting Up Pay Codes for COVID-19-Related Leave You must set up pay
codes to track COVID-19 “qualified” wages. If you have pay codes for
state-mandated sick leave in your system, we recommend using those as a
model. The procedure below provides general setup information for an
example pay code.
To create pay codes specific to COVID-19 leave: 1. Open the Back
Office menu. Select Pay Codes under System|Change. 2. On the Pay Codes
form, enter a new Pay Code ID, such as COVIDSELF. 3. Enter a Pay
Description. 4. Set the Pay Type to Regular. 5. Set the Pay Class to
Earnings. 6. For Cash/Non-Cash, select Cash. 7. Set the Calculation
Method to Standard. 8. Set the Pay Reason to Hours. 9. For Subject to
Work Comp, select Yes, This Pay Code is Subject to W/C. 10. Enter the
appropriate Factor. We recommend 0.67. 11. For the Bill Code, enter 000
(Gross Wages). 12. Save the record. Repeat this procedure for all the
other pay codes.
COVID-19 Features Guide © 2026 PrismHR 13  Chapter 2 Setting Up Core
Features
Exempting Pay Codes from Social Security Tax You can configure tax
exemptions on the Pay Codes form in PrismHR. Under the FFCRA, COVID-19
qualified wage pay codes needed to have a tax exemption for Social
Security tax. Under the ARPA, however, this requirement goes away. You
do not need to apply any tax exemptions to ARPA-related pay codes.
Important: This exemption still applies after you go over the wage
limits. This can be highly problematic. Use extreme caution to avoid
exceeding the mandated wage caps.
Setting Up Access to the New Forms As usual, you must configure user
role access to the new COVID-19 forms. This is an example list to get
you started, but please ensure that you have granted access to all
COVID-19 forms appropriately even if they are absent from this list. On
the User Role Maintenance form, these forms have the following Process
IDs:
Form Process ID System-level settings GLOBAL.PARAMSCOVID19.MAINT
Client Overrides GLOBAL.PARAMSCOVID.CLIENT.MAINT Leave Estimate
Report HRPY.WORKCOVID19.LEAVE.EST.RPT.ENTRY CARES Act Parameters
CLIENT.XREFCOVID19.CARE.MAINT Credit Tracking Report
HRPY.WORKCOVID19.CREDIT.TRACK.RPT.ENTRY COVID-19 Refunds
CLIENT.BILL.PENDINGCOVID19.REFUNDS.INQ PPP Reports
HRPY.WORK*COVID19.PPP.RPT.ENTRY
Add any other Process IDs, as needed. Please contact the PrismHR
Customer Support Team if you need help with this process.
Setting Up CARES Act Compliance Note: If you are a large employer as
defined by the act, you must set up separate pay and billing codes to
pay employees who otherwise would not be paid. See the steps above for
details on this setup. If you are a small employer, you can use your
standard pay codes to track CARES Act credits. You only need to set up a
new billing code and billing event and then assign the billing event at
the system level.
COVID-19 Features Guide © 2026 PrismHR 14  Chapter 2 Setting Up Core
Features
Important Notes Please note the following about this feature: • You
can use this form to assign CARES Act-specific pay codes to the client.
• Tax credits will accrue on employees who are paid with the specified
pay codes. • They stop accruing once they reach the $5,000 employee
limit. • Medicare tax is not credited. • These tax deduction codes
populate on both the employer registers and (if SBEA functionality is
enabled) the client federal entity registers. • Wage and credit limits
are not applied. • If you select the 941 Liability rebate option on the
system-level COVID-19 settings, CARES Act credits will be rebated along
with Families First Act credits. All these credits are compared with the
client’s 941 liability during rebate calculation. • If you assign pay
codes with a non-Standard Calculation Method, the system uses Hours Paid
(instead of Hours Worked) to calculate CARES Act credits for that
employee. • Credit limits were adjusted to conform with new legislation.
• Use the ERC Exclusion Dates to disable credit accrual for one or more
date ranges. • The COVID-19 Credit Recalculation Utility also respects
ERC Exclusion Dates. It zeros out any CARES credits on vouchers found
within those date ranges. • The system no longer calculates employer
retention credits on employees flagged as business owners. If you still
want to perform these calculations, you can enable the Calculate ERC for
Owners setting.
Procedure To configure the system for CARES Act compliance: 1. On the
system-level COVID-19 settings, assign a billing event to the new
Emergency Employee Retention Credit Billing Event field. 2. Click Client
and select Client Details under Client|Change. 3. Click the Actions menu
and select COVID-19 Client Parameters. 4. In the Emergency Retention
Credit Pay Codes list, select all pay codes you set up to track CARES
Act compliance. 5. If you need to disable 00-83 and 00-85 credit accrual
for certain date ranges (for example, your organization took out a PPP
loan), enter the appropriate date ranges in the ERC Exclusion Start and
End Date fields. Set the Category for each date range to Cares. 6. Save
the record.
COVID-19 Features Guide © 2026 PrismHR 15  Chapter 2 Setting Up Core
Features
Using the COVID-19 Leave Estimate Report This report retrieves
employee hours and payment information to help you set up emergency paid
leave that complies with the Families First Coronavirus Response
Act.
To run this report: 1. If you want to filter by Employee Type or Pay
Method, select the appropriate option(s). 2. If you want to filter by
employee, select the appropriate Employee(s). 3. Click Run. The report
generates.
Analyzing the Report For each employee, the report returns: • General
employee information (employee number, name, type, pay method, and hire
date). • Hours Worked (total and two-week average). Does not include
sick time hours. • Standard Hours (2 weeks). Uses the Standard Hours
value on Employee Details > Pay, adjusted based on the employee’s pay
method. For example, the value for employees on a monthly pay cycle
is:
•    Sick Leave Hours (Suggested, Actual, Taken, and Remaining). Suggested hours default to 80 for full-
     time employees. For part-time employees, the value is their two-week average unless the employee was
     hired within the last 6 months. In that case, the value is just the employee's Standard Hours on
     Employee Details > Pay. You can override the Actual Sick Leave Hours value using a new field on
     Employee Details > Other, called COVID-19 Paid Sick Max Hours.
•    Rates of Pay and 2/3 these values, in compliance with the legislation. The Standard value pulls from
     Employee Details. The Average (Last Pay Period) value is calculated using data from the last pay period.
     The system divides wages by hours, adjusted according to any FLSA settings on the employee's pay
     codes. If no FLSA settings exist, the system simply divides all gross payments to the employee by the
     number of hours.
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Configuring System-Level Parameters Note: We strongly recommend
setting your Default Wage Cap Logic and Default Tax Credit Cap Logic to
the same value. Using different settings can cause serious
irregularities.
If you completed the steps in the previous sections, you have already
created pay codes and billing events to track coronavirus-related leave,
and you also understand how client rebate credits accrue under the new
tax deduction codes. Use the settings below to associate those pay codes
and billing events with the appropriate leave type. You can also
configure your wage and credit capping logic, along with many other
global COVID-19 calculation and reporting settings. To access this form,
click the Back Office menu and then select System Parameters >
Actions menu > COVID-19 Emergency.
Setting Up Pay Codes and Billing Events The system uses the pay codes
and billing events entered here to track COVID-19-related tax credits
and calculate client rebates for these credits. You must create unique
pay codes and billing events for each field on this form.
Field Description Emergency Tax Credit Billing event you set up to
track COVID-19 paid leave credits. Rebate Billing Event Emergency
Medicare Credit Billing event to track employer-side Medicare tax credit
rebates for COVID-19 Rebate Billing Event leave. Emergency Employee
Billing event to track credits accrued in compliance with the CARES Act.
Retention Credit Billing Event Employer Social Security Billing event to
track credits for deferred employer Social Security taxes. Deferral
Credit Billing Event Families First Health Care Billing event to track
credits for healthcare-related benefits payments allocated Credit
Billing Event under the Families First Coronavirus Response Act. CARES
Act Health Care Billing event to track credits for healthcare-related
benefits payments allocated Billing Event under the CARES Act. COVID-19
Emergency Paid One or more pay codes to use for COVID-19-related sick
leave payments when Sick Leave (Self-Care) Pay the employee takes time
off to care for themselves. Code Emergency Paid Sick Leave One or more
pay codes to use for COVID-19-related sick leave payments when
(Dependent-Care) Pay Code the employee takes time off to care for a
dependent.
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Field Description Emergency FMLA Pay Code One or more pay codes to
use for COVID-19-related FMLA payments. For example, you can enter one
pay code with a Factor of 1.00 and another with a Factor of 0.67.
Establishing Tax Credit Caps and Other Settings (Updated for 2021)
You can configure credit cap settings according to your organizational
needs. Refer to the following table for descriptions of the fields and
their settings. See the sections below for an outline of the FFCRA’s tax
credit limits.
CARES Act Employer Retention Credit Rules Please note the following
important details about the Employer Retention Credit under the CARES
Act: • In 2020, the CARES Act allowed businesses to claim tax credit on
50% of employee wages and healthcare benefit costs paid between March 13
and December 31, 2020. The cap per employee was $5,000 (equivalent to
$10,000 in wages paid between these dates). • In 2021, new legislation
updated these values to 70% of employee wages and $7000 total. The
system performs these calculations automatically for 2021 pay dates,
while 2020 pay dates retain the calculation logic described above. The
system also tracks credits related to health care benefit payments and
employer-side Social Security tax deferrals. For more information, see
the field-level descriptions below, as well as the sections below called
Deferring Employer-Side Social Security Taxes and Note About Health Care
Credits.
2021 FFCRA Credit Rules In March 2021, the legislation governing
FFCRA credits was extended. Beginning on April 1, 2021, the system will
respect the following qualified wage caps: • FMLA: $12,000 (credit
accumulation does not reset) • Sick (Dependent-Care): $2000 or $5110
minus credits from Sick (Self-Care), whichever is less • Sick
(Self-Care): $5110 minus credits from Sick (Dependent-Care)
2020 FFCRA Credit Rules
Aggregate • FMLA: $10,000 • Sick (Dependent-Care): $2000, or $5110
minus credits from Sick (Self-Care), whichever is less • Sick
(Self-Care): $5110, minus tax credits associated with Sick
(Dependent-Care) • If an employee works 8 hours or fewer in a day, there
is a cap of $200 per day
Daily (2020) • FMLA: $200 per time sheet line item • Sick
(Dependent-Care): $200 per time sheet line item
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•    Sick (Self-Care): $511 per time sheet line item
Default Wage Cap Logic COVID-19 legislation specifies the legal
extent to which employers must compensate workers for coronavirus-
related leave. Employers can pay employees more than the specified
amounts, but they will only receive credit up to the defined limits.
Select whether to Cap Aggregate Limits Only or to Cap Daily and
Aggregate Limits, both of which are specified in the legislation (see
the summaries above). These settings reduce employee pay to the
appropriate limits if it exceeds those limits. While we strongly
recommend against using this setting in general, you can also select No
Limits if you don’t want employee pay reduced in this way.
Default Tax Credit Cap Logic Select whether to enforce the federally
defined tax credit caps. You can limit based on either the daily and
aggregate or daily cap. You should use the same setting as Default Wage
Cap Logic.
Default Suppress Client Rebate The client’s tax credit rebate is
reflected as a separate Client Bill Pending entry in an invoice line
item. The line item shows the total credits accumulated this pay period,
along with the client rebate associated with this invoice. If the entire
rebate is not owed at once, the system tracks rebates that are owed and
that can presently be taken, based on the limit logic you defined in the
above fields. If you don’t want the system to automate the rebate
process as described above, select this option. Otherwise, leave this
field alone and select an option for Default Client Tax Credit Rebate
Cap Logic below.
Default Client Tax Credit Rebate Cap Logic Use this setting to
determine the logic the system employs when calculating client credit
rebates rebates. There are three options: No Limits, Cap at Client QTD
941 Liability, and Cap at Payroll Batch 941 Liability. The first option
simply applies the full rebate to the client. However, we recommend
using one of the other two settings. These settings only rebate clients
up to their 941 liability (either quarter-to-date or for the current
payroll batch). In other words, the amount available to rebate for a
payroll = 941 Liability minus system-generated rebates, for the quarter
or batch. Medicare tax calculation is included in the total client 941
liability, but is rebated separately. If the rebate for a payroll batch
is higher than the 941 limit, the system creates a client bill pending
entry with a date of 10/14/2241 for the amount left over after reaching
the limit. The choice of date is meant to completely prevent the entry
from being pulled into the next payroll run. • No Limits: Rebate the
client for the full claimable credit amount for this payroll. The rebate
is not reduced according to any rules or restrictions. • Cap at Client
QTD 941 Liability: The system will only rebate the client up to the
amount calculated for their 941 liability (quarter-to-date).
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•    Cap at Payroll Batch 941 Liability: The system only rebates the client up to the amount calculated as
     941 liability for that payroll batch.
For example, if you select the third option and you have $1,000 in
creditable wages/ $50 in Medicare tax for a payroll and, in this
payroll, you have $2,000 in un-rebated 941 liability, you can rebate the
full $1,000 for the payroll because there is enough liability to rebate
against. The $50 Medicare rebate is deducted separately.
Default Calculate Health Care Credit Select this option if you want
the system to calculate healthcare credits for all clients as defined by
the CARES Act.
Medicare Credit Limited to Tax Amount This option is enabled by
default. Select this option if you want the system to calculate Medicare
tax credits (00-82) as either 1.45% of the accrued Families First
credits OR the actual employer Medicare tax amount on the associated
voucher (whichever is less). This is the default system logic.
If you do not select this option, the system calculates this credit
only using the first strategy, taking the credits accrued under 00-80
and 00-81 and multiplying them by 1.45%. This is the logic implied by
the draft Form 941.
Exclude EE S125 Contributions If enabled, the system does not include
employee-side contributions to Section 125 plans when determining the
healthcare credit.
Note: If you select this option, the system also excludes
employee-side FSA plan contributions from the healthcare credit
calculation. If you want to include these contributions (the standard
system logic), leave this option unselected.
COVID-19 Scheduled Wage Allocation
Note: This logic also applies when you run the COVID-19 Recalculation
tool (see Recalculating COVID-19 Credits Retroactively).
In the system, 00-80 and 00-81 credits accrue on sheltered wages.
This can affect the values in boxes 5a(i) and 5a(ii) of Form 941,
potentially implying that the employee went over the tax limit when they
did not. You can use this option to determine how the system handles
sheltered wages related to COVID-19 payments. Select None if you want to
preserve previously described system behavior and continue including
sheltered wages in these calculations. Otherwise, select one of the
other options below. • Cap Wage Credits if Sheltered: This option caps
COVID-19 wage credits at qualified wages by limiting the credit to 00-12
taxable wages. Generally, this may result in a reduction for Sheltered
Earnings. More specifically, the system first takes employee COVID wages
and compares them to taxable earnings on the employee voucher. The
lesser of these two values becomes the new 00-81 credit amount. The
system then subtracts the employee’s 00-81 credits from their taxable
earnings and compares this value to their 00-80 credits. The lesser of
these two values becomes the new value for 00-80. For 00-83
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     credits, the system subtracts the employee's 00-80 and 00-81 credits from their taxable earnings and
     multiplies this value by 0.5. If this value is less than the employee's current 00-83 credits, it replaces that
     value as the 00-83 credit.
•    Cap and Allocate to Health Care: The same calculation as described above, but the system also takes
     the amount reduced from the qualified wages above and adds that amount to the newly calculated 00-
     84 and 00-85 values, as appropriate (e.g. the Families First credit adjustment is added to 00-84 and the
     CARES credit adjustment is added to 00-85).
Use Bill Amount for Taxes Select this option if you want to use the
value in the Bill Amount column (under the Billing Voucher Payroll Tax
tab) when displaying taxes on the Payroll Cost Report. Otherwise, the
system uses the tax liability as displayed on the employee voucher.
Bill to Highest COVID Wages Select this option if you want the system
to assign COVID-related bill pending items to the worksite
location/division/department that has the most COVID-related wages,
instead of the location with the most wages in general.
COVID19 Wages on W2 Select this option if you want to display labeled
00-80 and 00-81 qualified wages in Box 14 of employee Forms W-2. The
values for 00-81 are further broken down and labeled depending on
whether they are associated with dependent care or self care. If you
create employee Forms W-2 with this option enabled, the system first
checks the pay code parameters above to determine which pay codes
correspond to self care leave and dependent care leave. The system then
checks the employee’s pay history for the year. If the employee was paid
under both pay codes, the system allocates the employee’s pay
proportionally on the W-2. If the employee was only paid under one of
the pay codes, all 00-81 wages are allocated to the appropriate 00-81
category.
COVID-19 Processing Stop Date Enter the date when you want to the
system to stop calculating COVID-19-related credits. The system default
is December 31, 2021. Additionally, when FFCRA pay codes are used on
charge dates following 09/30/21, the system will generate payments and
credits of $0, by default. Payroll warning will also reflect this.
System-Level PPP Reporting Settings Exclude NRAs from PPP Reporting
Select this option if you want to exclude non-resident aliens from the
Paycheck Protection Program reports.
Exclude Owners from PPP Reporting Select this option to exclude
business owners from the Payroll Cost Report.
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Note: There are special rules related to business owner PPP
calculations. These calculations involve data not stored in PrismHR,
such as last year’s profits. We therefore recommend excluding owners
from PPP reports and performing these calculations outside the system.
If you do include the owner, you may need to adjust their data on the
PPP reports.
Use Billing for Healthcare on PPP Report Select this option if you
want to use the benefit plan Premium Amount (reflective of the Bill
Rate) to calculate the Health Care Costs column in the Payroll Cost
Report. Otherwise, the system uses the Premium Cost to calculate this
value. In either case, the system subtracts the employee contribution
from this value to determine the health care cost.
Both these values refer to columns in the Benefits tab of employee
Payroll Vouchers.
Simplified Method for FTE Select your global preference for FTE
calculation on the PPP Forgiveness - FTE Analysis Report: • Option to
use simplified method: Display the simplified method as a toggle on the
report setup form. • Always use simplified method: Default to the
simplified calculation. No toggle displays on the report setup form. •
Never use simplified method: Default to the standard FTE calculation as
described in the report documentation. No toggle displays on the report
setup form.
Look Back Options for FTE Select whether or not you want to display
the custom lookback period fields on the FTE Report setup form.
Show Health Care Credits Select whether you want to display 00-84
credits (including tax adjustments) on the PPP Payroll Cost Report.
Exclude FTE Pay Code In this table, enter any pay codes you want to
exclude from the calculations of the PPP Full-Time Equivalent Analysis
Report.
Include Owner Health and Retirement Select this option if you want to
include on the PPP Payroll Cost Report any health and retirement
contributions made by owners.
ARPA Configuration Note: The date that automatically populates in the
Medicare Credit End Date field is incorrect. Please set this field to
12/31/21.
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The 2021 American Rescue Plan Act seems to state that employers can
claim credit on Social Security taxes that were paid on COVID-19
qualified wages. In PrismHR, these credits are tracked under tax
deduction code 00-87. Use this section to set up dates and billing
events associated with the provisions of this act. The two date fields
are designed to increase your flexibility when handling payrolls that
extend across the April 1 changeover date. You can adjust these dates as
needed to ensure that the proper credits calculate on the proper payroll
vouchers. For details, please review the suggestions and workarounds in
the Introduction.
Setting Description Medicare On any pay dates after the date entered
here, the system will no longer calculate 00-82 credits for Credit End
Medicare tax associated with FFCRA qualified wages. The default value is
03/31/21, but this is Date incorrect. To ensure compliance with the
provisions of the ARPA, PrismHR strongly recommends setting this field
to 12/31/21.
            Note: To avoid field validation errors, enter a value in the SS Credit Start Date field before you
            change the date in this field.
SS Credit On any pay dates after the date entered here, the system
will start accruing 00-87 credits for Start Date Social Security tax
associated with FFCRA qualified wages. The system will not calculate
00-87 credits when this field is blank. SS Credit Specify the billing
event you want to associate with the new Social Security tax credit. If
you do Billing not have a billing event for this credit, you can create
one on the Billing Events form. Event
COBRA Settings See See Setting up System-level COBRA Parameters on
page 33 and See Manually Creating Client-level COBRA Subsidy Credits on
page 34
2021 W-2 Box 14 Settings Note: To use these fields, you must enable
the COVID-19 Wages on W-2 option (see above).
In 2021, the American Rescue Plan Act introduced a split in COVID-19
credit rules based around April 1, 2021. As a result, credits accrued
prior to this date must display separately from credits accrued after
this date, in Box 14 of the 2021 Form W-2. Box 14 includes extra space
for identifying the “other” amounts included there. Use the 2021 Sick
and FMLA Box 14 Entry fields to enter custom identifiers for each of
these credits. If you leave these fields blank, the system inserts
preset, default text labels instead.
Note: If you enter more than 12 characters in these fields, the
remaining text will be cut off during in-house printing.
If you do perform in-house printing, PrismHR highly recommends
performing test prints to ensure that all Box 14 entries display
correctly, especially if you override the default text.
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Setting Up Client-Specific Overrides Use the COVID-19 Emergency
Processing Parameters Client Overrides form to establish client-specific
settings, if necessary. These fields mimic the system-level fields for
COVID-19 credit logic.
Note: If you are not calculating health benefit credits at the system
level, but you do want to track them at the client level, go to the
appropriate client/company(s) and select Yes under Calc Health Care.
To set up client overrides:

On the COVID-19 Emergency Processing Parameters form, select the
Actions menu .
Select Client Overrides. A new form displays.
Add clients to this form as needed. To add clients, enter the Client
ID. The Client Name populates automatically.
Select the appropriate options for each client override parameter.
These are identical to the system-level settings.
When you finish, click Save.

Deferring Employer Social Security Taxes You can use a new table on
the Client Overrides form to defer employer-side Social Security taxes.
To track deferrals, you must set up a unique billing code and a billing
event. You must then assign that billing event on the COVID-19 system
parameters form.
Note: If you set up this feature for a client with no rebate cap
logic set, all employer-side Social Security tax deferrals for that
client are rebated back using a client bill pending entry. Alternatively
if you set up this feature and the client has a 941-based rebate cap
set, the client’s rebate will exclude deferred employer-side Social
Security tax. In other words, the client rebate = the client 941
liability minus Social Security deferrals.
To set up employer-side Social Security tax deferrals: 1. Ensure that
you are on the COVID-19 Emergency Processing Parameters Client Overrides
form. 2. Locate the CARES Act Employer Social Security Deferral table.
3. Select a Client ID for each applicable client. 4. Enter the
appropriate start and end dates for each client. The system will defer
employer-side social security taxes for any client payroll batches that
have a pay date in this range. 5. Save the record.
Tracking Healthcare Payment Credits Logic PrismHR uses two tax
deduction codes to track healthcare credits:
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•    00-84: Families First Act healthcare credits
•    00-85: CARES Act healthcare credits
Because these credits accrue under two different pieces of
legislation, the system uses special logic to calculate and allocate
them: 1. Calculates standardized healthcare costs and hours across a
given payroll. 2. Adds FSA plan costs for that payroll to the
standardized value. 3. Determines the percentage of hours worked under
each act (vs. Standard Hours) and allocates credits to the appropriate
tax deduction codes, according to these percentages.
The table below includes descriptions of each calculation step, along
with the credit cap logic for each act. Note that aspects of this
calculation may be impacted by the settings you configured on the
system-level COVID-19 parameters form (see above).
Calculation Description Element (Step 1) The system compiles all
monthly billing-side costs of any employee plans with an insurance
Standardized class of Medical, Dental, Vision, Life Insurance, and
Short/Long-Term Disability. Healthcare If the plan is flagged as a
Section 125 plan, the system includes the full billing amount Cost
(employee-side and employer-side). Otherwise, the system only uses the
employer Calculation contribution. It then multiplies this sum by 12 to
get an annual standardized cost, and then, to get a per- batch cost,
divides this value by the number of pay cycles per year for that
employee (for example, 52 for a weekly employee or 26 for a biweekly
employee). (Step 2) This value is not standardized. Instead, it is
handled on a batch-by-batch basis. FSA Plans For a given payroll batch,
if the employee has an FSA plan flagged as a healthcare plan, the system
takes the standardized healthcare cost (calculated above) and adds the
FSA plan’s cost for that payroll (both employer and employee
contributions). (Step 3) The system calculates the percent to allocate
to each tax deduction code, based on the hours Allocating worked under
Families First pay codes and CARES Act pay codes. Costs to the
Appropriate Tax Codes For each act, the system divides the hours worked
under that act’s pay codes by the employee’s Standard Hours (found on
Employee Details). The resulting fraction is multiplied by the total
healthcare costs for the payroll, and that amount is allocated to the
appropriate act’s tax deduction code.
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Calculation Description Element Cap Logic For tax deduction code
00-84 (Families First healthcare credit), there is no cap on the amount
(Families First of healthcare credits you can accrue. However,
healthcare credits stop accruing once you Act) reach the employee’s wage
cap as defined under the act.
Cap Logic Healthcare credits stop accruing once the combined amounts
in tax deduction codes 00-83 (CARES Act) and 00-85 reach the $5000 limit
($7000 in 2021). Note that this limit includes accrued healthcare
credits.
Setup To set up healthcare credit tracking: 1. Create two unique
billing codes and billing events for this feature (one for Families
First and one for the CARES Act). 2. Navigate to the COVID-19 Emergency
Processing Parameters form. 3. Assign the billing event to the Families
First Health Care Credit Billing Event field. 4. Assign the other
billing event to the CARES Act Health Care Credit Billing Event field.
5. Select the Default Calculate Health Care Credit option. If you want
to set this up client-by-client, you can set the corresponding setting
on the COVID-19 client override form. 6. Click Save.
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Configuring Employee-Level Settings The system-level and client-level
settings may not apply to all employees. Specifically, you may want to
cap employee paid sick leave at a value other than the default 80 hours.
A new field on the Employee Details > Other tab allows you to
configure this setting.
Note: The default value for COVID-19 Paid Sick Leave Max Hours is 80.
If the value in this field is reached during payroll initialization, the
system displays a payroll warning.
To configure employee-level COVID-19 settings: 1. Click HR and then
select HR|Change > Employee Details. 2. Enter the appropriate
Employee ID. 3. Select the Other tab. 4. In the Miscellaneous panel,
enter the employee’s COVID-19 Paid Sick Leave Max Hours. This overrides
any client-level settings or system-level defaults. This value also
displays in the Actual Sick Leave Hours column of the COVID-19 Leave
Estimate Report. 5. Save the record.
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Chapter 3 Other Useful Features This section explains some of the
other useful COVID-19 features, including Refunds form and the
Recalculation Tool.
Recalculating COVID-19 Tax Credits & Client Rebates Use this form
to cycle through a client’s payroll batches starting with any payroll
batch that contains the selected Starting Pay Date and recalculate the
appropriate sick hours, credit accruals and tax credits for each such
selected payroll batch. This process will add or remove tax codes from
employee payroll vouchers.
Warning! We recommend familiarizing yourself with this functionality
first before running on live client data.
Note: Client Access Group Security is enabled on this form.
To access this form, click Back Office. Under Operations|Utility
click Recalculate COVID-19 Tax Credits & Client Rebates.
To Recalculate COVID-19 Tax Credits & Client Rebates: 1. Complete
the following fields:
Field Name Description Client ID Enter the client ID for whom you
want to recalculate COVID-19 Tax Credits & Client rebates or click
the Client ID link and select it from the Select Client dialog box.
Start Date Enter the starting pay date of the date range. End Date The
end date will auto-populate appropriately. Include in recalculation:
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Field Name Description Billing (Rebates) Check this box if you want
to recalculate all COVID related billing events. However, if you select
this option, a warning displays. CARES Retention Check this box if you
want to recalculate tax codes associated with the CARES Act tax credit.
Sick & Family Leave Check this box if you want to recalculate tax
codes associated with COVID- 19 sick and family leave credits. Families
First Check this box if you want to recalculate tax codes associated
with COVID- 19 Families First credits. Medicare Check this box if you
want to recalculate tax codes associated with COVID- 19 Emergency
Medicare Tax credits.

Click Run to Recalculate COVID-19 Tax Credits & Client Rebates.
A job progress window appears showing the processing. A pop-up box
indicates that recalculation is complete

Viewing Refund Data The COVID-19 Refunds form displays a breakdown of
all COVID-19-related client rebate credits. More specifically, this form
reflects all COVID-19-related Client Bill Pending entries. It also
allows you to add and edit existing entries to correctly account for
COVID-19-related leave.
Note: For reporting purposes, you can enter new data on this form
without creating an associated client bill pending entry. To do this,
enter all appropriate data except for the Billing Event.
To access this form, go to Client Details > Actions menu >
COVID-19 Refunds. The form displays the total client bill Pending Amount
at the top.
Adding an Entry To add a new client bill pending entry: 1. Click Add.
The COVID-19 Refunds Maintenance form displays. 2. Enter the Bill Date.
3. Select the Type of COVID-19 credit for this entry. 4. If you want to
create a Bill Pending entry, enter the appropriate Billing Event Code.
If you only want this data to display on reports without creating a true
bill pending item, leave this field blank. 5. Select a Location to
associate with the entry. 6. Enter the Amount of the entry. 7. Click
Save.
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Editing an Entry To edit an entry in this list: 1. Select the
Bill/Pay Date of the item you want to edit. The COVID-19 Refunds
Maintenance form displays. 2. Update the credit Type and Amount as
needed. 3. Click Save, then Save again.
Generating a Form 7200 in MasterTax Service providers who use
MasterTax and who have Form 941 liability carryover can generate a Form
7200 in MasterTax for this liability amount. If you choose to do this,
PrismHR recommends taking the following steps to ensure most accurate
reporting:
To configure the system after creating a Form 7200 in MasterTax: 1.
Note the Bill Pending Amount at the top of the form. Record this value
(write it down if necessary) and then delete it. 2. Click Add to add a
new line item. 3. Set a Bill Date and Location as appropriate. 4. Set
the Type to Form 7200 Credit. 5. Do not select “Bill” as this is a
non-billed line item. 6. Set the Amount equal to the Pending Amount you
deleted in step 1. 7. Click Save and then Save again.
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Viewing Payroll Batch Calculation Variables You can view each
COVID-19 variable used in payroll batch calculations.
To display this form: 1. Click the Payroll menu and select Payroll
Control under Payroll|Change. 2. Select a Payroll Number. 3. Open the
Actions menu and select COVID Rebate Audit.
The form displays a breakdown of COVID-19 credits and Form 941
liabilities, including the Pending Rebate amount displayed at the top of
the COVID-19 Refunds form. Below these totals, the form displays all the
major variables used to calculate the client rebate and carryover amount
for the batch. Finally, it displays the total calculated rebate, any
change to the pending rebate amount, and the final pending rebate
amount.
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What do these variables mean? Variable Description Form 941 Equal to
the Tax Liability total displayed by the client Quarterly Tax Summary
form. Tax Liability 941 tax liability = the tax amounts stored under the
following codes: 00-10 (Federal Income Tax), 00-11 (FICA - Medicare),
00-12 (FICA - OASDI), 00-15 (Medicare - Employer side) and 00-16 (OASDI
- Employer side). Batch 941 The sum of employee federal income tax,
employee & employer Social Security tax, and Tax Liability employee
& employer Medicare tax for the given payroll batch. You can view
these deductions on the Payroll Check Journal Report. Batch Value stored
in tax deduction code 00-82. Equal to COVID wages multiplied by 0.0145
(unless Medicare altered by some other system-level calculation
setting). Credit Batch Family Value stored in tax deduction codes 00-80
and 00-81. First Payroll Credit Batch CARES Value stored in tax
deduction code 00-83. Credit Equal to 50% of qualified wages as
determined by the IRS. These qualified wages are paid through pay codes
specified in the COVID-19 CARES Act Parameters form. Batch Family Value
stored in tax deduction code 00-84. First Health Credit Batch CARES
Value stored in tax deduction code 00-85. Health Credit Total Credit The
total of all credit amounts above. AMT QTD Form The Form 941 Tax
Liability plus the Batch 941 Tax Liability, minus any quarter-to-date
Medicare 941 Tax credit. Liability QTD Rebate Quarter-to-date tax rebate
total. Batch This value can also be found on the Payroll Check Journal
Report. Employer OASDI
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Variable Description Pending Calculation (with current payroll
amount) of what is not yet rebated. Rebate Available to Pending rebate
minus tax liabilities. Rebate Calculated The total available rebate.
Gross Rebate Calculated The amount that should be added to the Pending
Rebate. This value varies depending on the Add to Default Tax Credit Cap
Logic, which is set on the COVID-19 Emergency Processing Parameters
Pending form. Calculated The amount that will be added to the carry-over
bill pending line item (the item with the date Carry Over 10/14/2241).
CARES Credit Social Security credit based on COVID-19 qualified wage
payments. Rebate
Setting up System-level COBRA Parameters Use the Cobra Credit
Parameters form, located off the menu of the System Parameters form, to
configure system-level COBRA settings in compliance with the American
Rescue Plan Act (ARPA).
To configure system-level COBRA parameters for ARPA compliance: 1.
Click Back Office. 2. Under System|Change, select System Parameters. 3.
Click the Actions menu and select COBRA Credit Parameters. 4. Set your
Cobra Billing Event Code, which will track 00-19 credits as they accrue.
5. In the Creditable Clients table, specify all the clients to whom you
want to provide a billing refund of 00-19 credits. 6. Click Save.
Generating COBRA Subsidy Credits Automatically You can still create
00-19 tax adjustments manually, if necessary. But you can also configure
the system-level COBRA settings and Participant Record settings so that
the system automatically generates 00-19 credits when you create COBRA
invoices.
To use these new features: 1. Go to COBRA Administration > File
> COBRA Global Setup Record.
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Select F9-Subsidy. The COBRA Subsidy Set-up form displays.
Enter a Start Date of 4/1/2021 and a Stop Date of 9/30/2021.
Enter 100 in the Subsidy Percent field.
Click F2-Save.
Next, go to COBRA Administration > File > Participant
Record.
Enter the appropriate Participant ID.
Set Subsidy Percent to 100 and click F2-Save.
Repeat for all applicable participants.

Next time you create COBRA invoices, the system will automatically
generate 00-19 tax adjustments for all the affected participants who
have this setup, and will then create a corresponding invoice line item
to reflect the subsidy.
Manually Creating Client-level COBRA Subsidy Credits You can use the
COBRA Premium Credit Entry form to create new COBRA benefit cost credits
for employees, in compliance with the provisions of the American Rescue
Plan Act (ARPA). When you save a new COBRA credit, the system creates a
Tax Adjustment voucher for tax deduction code 00-19, which tracks the
accumulation of COBRA credits. If you select Credit Client? the system
also creates a client bill pending record for the credit, for refund
purposes.
Note: You can configure creditable clients on the Cobra Credit
Parameters form, available from the Actions menu on System
Parameters.
To create a new COBRA credit: 1. To access the form, select the
Client menu and go to Client|Change > Client Details. 2. Open the
Actions menu and select Cobra Credit Entry. 3. Click New Adjustment. 4.
Select the Employee to associate with this credit. 5. Enter the Credit
Date. 6. Select the Employer to associate with this credit. 7. Enter the
COBRA Credit Amount as a positive value. This amount will accumulate as
a negative value under tax code 00-19. If you enter a negative value in
this field, a positive entry will accumulate under 00-19 and on the bill
pending entry. 8. Select Credit Client? if you want to create a Bill
Pending entry for this client. 9. If you selected Credit Client, you can
also enter a Credit Billing Date to associate with the newly created
client bill pending entry. 10. Click Save. The system creates the new
COBRA credit under the specified employee and employer.
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Reporting ARPA COBRA Subsidy Credits on the Employer Level of PTS and
RTS Files You can use MasterTax interface settings to determine whether
ARPA-related COBRA subsidy credits (tracked under tax deduction code
00-19) report on the employer level or the client level. By default, the
system displays these credits on the F-code/client/client federal entity
level of these files. You can use the procedure below to override
this.
To report 00-19 credits on the employer level of the RTS and PTS
files: 1. Click the Work Centers menu and select MasterTax Processing
under Work Centers|Tax. 2. Under Setup Forms, select MasterTax Interface
Parameters. 3. Locate the SBEA Tax Code Reporting Override panel. 4. In
the next available row of the SBEA Tax Codes table, select 00-19. 5.
Click Save.
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Chapter 4 Processing Form 941 Certain changes were made to IRS Form
941 in 2020 and 2021, to aid in COVID-19 reporting. PrismHR includes
several features that can assist you with completing these forms.
Introduction and Background The changes implemented under the
Families First and CARES Acts significantly altered the tax reporting
structure of the 2020 Form 941. In the weeks and months following these
acts, PrismHR began planning features to track the associated wage and
tax credits so they can populate on employers’ quarterly Forms 941. The
draft version of Form 941 also evolved over this same period as its
instructions became clearer and more precise. New features in PrismHR,
developed according to these guidelines, can help service providers pass
this new tax information into MasterTax and ensure that their 941
calculations comply with the new legislation. These features include: •
Master Tax RTS File v. 39, which introduced file updates directly
related to COVID-19 data transfer between PrismHR and MasterTax. • A
Form 941 Worksheet report, designed to help employers fill out their tax
forms in accordance with IRS calculations. • A Schedule R report,
designed to help employers detail their client by client tax data. You
can find documentation for these features in the following sections.
About MasterTax RTS 39 through 42 To provide support for
COVID-19-related changes to the 2020 Form 941, PrismHR developed support
for versions 39 and 40 of the MasterTax RTS file. Version 39 of the file
includes updates designed to streamline the passage of COVID-19-related
data from PrismHR into MasterTax. Support for MasterTax RTS version 40
was released in October 2020. Support for version 41 was initially
released in March 2021 and expanded in May 2021. Support for version 42
was released in July 2021.
To enable version 42 of the RTS file: 1. Click the Work Centers menu
and select MasterTax Processing under Work Centers|Tax. Then, under
Setup Forms, select MasterTax Interface Parameters. 2. Set MasterTax RTS
Import File Version to 42.
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If you are a Certified PEO or you leverage the PrismHR SBEA
features, select Schedule R Breakout.
Click Save.

Important Changes in Version 42 • The file no longer includes 00-87
data. • The file now includes 00-19 data as a positive value, instead of
a negative value. • For each 00-19 value in a 500 record, the system
creates a corresponding 501 record. Statistic 4 of this record reflects
the number of employees who contributed to the 00-19 value in the 500
record. • The file now splits 00-80 and 00-81 data into “Accrual Before
April 1” and “Accrual After March 31” categories. Accrual Before April 1
reports under Statistic 2 of the 501 record while Accrual After March 31
reports under Statistic 1. • The file splits 00-84 data similarly. It
now reflects pre-April 1 values in statistic 5 of the 501 record . The
501 record displays under code FE0000-116H for sick leave health care
expenses, and under FE0000- 117H for family leave health care expenses.
The file reports these values employee by employee.
Important Changes in Version 41 • The gross taxable over limit value
for New Jersey unemployment tax (31-24) is now reported in statistic 4.
• The system creates 600 and 601 records for any employee who paid
Eugene, Oregon local tax for the quarter. • The system creates records
for any employee who paid taxes to support Connecticut Paid Family
Leave.
Important Changes in Version 40 This version of the RTS file includes
several minor updates. The most important change is the addition of a
new Statistic, which adds support for year-to-date values in the 501
records for 00-80 and 00-81 credits.
Important Changes in Version 39 Version 39 includes the following
updates: • Data stored under tax deduction codes 00-80, 00-81, 00-83,
00-84, and 0-85 are passed as positive values, even if they are negative
in PrismHR. • Data under 00-82 is not passed and does not appear on the
file. MasterTax uses the data from 00-80 and 00- 81 to calculate the
Medicare tax credit, so passing this data would result in double
accounting. • Tax deduction code 00-84 (Families First healthcare
credits) does not appear on the file because this tax deduction code
reflects a secondary credit which is dependent on the values in 00-80
and 00-81. Instead, it is divided into two separate tax deduction codes,
according to the proportion of sick leave vs. FMLA wages: • FE0000-117H
- FMLA component of 00-84 credits. • FE0000-116H - Sick Leave component
of 00-84 credits.
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• On 500 records, CARES Act/Retention credits are recorded under both
Quarter-to-Date (positions 95-108) and Year-to-Date (109-122) metrics.
The taxable values for these credits are equal to twice the tax amount
stored under the credit. For example, if the tax amount under 00-83 was
$100.00, the taxable amount in the 500 record is $200.00. This is
because MasterTax performs its own calculation on CARES Act creditable
wages. • For Q2 only, the RTS file also accounts for Q1 retention
credits and passes them into the new tax deduction codes listed below.
Quarter-to-Date taxable values (positions 109-122) are double the credit
values, for the same reason as described above. • FE0000-178 - Q1 values
for 00-83. • FE0000-178H - Q1 values for 00-85. • The system creates 501
records for tax deduction codes 00-80 and 00-81. The format resembles
that of 501 records for tax deduction code 00-10. MasterTax uses the
values in this record to populate boxes 5a(i) and 5a(ii) on Form 941
(capped by the difference between employee and employer Social Security
tax). This means that these boxes should reflect only employee-side
taxable wages for COVID-19 sick and medical leave, without generating
additional tax on over-limit wages. • Offshoot federal codes are also
added to these tax deduction codes, when applicable. For example GU is
added for Guam.
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MasterTax RTS 42: Calculations and Workarounds Background The
American Rescue Plan Act took effect on April 1, 2021 and made multiple
changes to earlier coronavirus- related legislation. One major change
was the end of the employee-side Social Security tax credit for COVID-19
qualified leave wages, which PrismHR calculated and accrued under tax
code 00-87. The elimination of this tax credit entails major differences
in tax reporting for the later quarters of 2021. Please note that, in
accordance with the federal guidance provided under the ARPA, the new
version of the MasterTax RTS file supports: • Its own internal
calculation logic for the value that PrismHR associates with tax code
00-87. • Pre-April 1 and post-March 31 credit divisions in the
statistics of the 501 records for the following tax codes: 00-80, 00-81,
and the health care credit codes FE0000-116H and FE0000-117H. PrismHR
uses its own logic to determine the value of 00-87 and to break up the
credit reporting under the 501 statistics. In addition, we recognize
that clients adopted varying approaches to ARPA compliance. This
document provides some basic workaround recommendations, assuming
certain system settings were configured in accordance with previous
PrismHR guidance. In September 2021, PrismHR released new RTS build
settings to automate some of this calculation logic. See PrismHR
Solutions for more information.
Guide to Acronyms and Tax Codes Acronym or Tax Code Meaning
FFCRA Families First Coronavirus Response Act (2020) ARPA American
Rescue Plan Act (2021, often called “The ARP” in official documents)
00-12 Employee-side Social Security tax 00-16 Employer-side Social
Security tax 00-80 Qualifying wage credits for COVID-19 FMLA leave under
the FFCRA 00-81 Qualifying wage credits for COVID-19 Sick Leave under
the FFCRA 00-84 Qualifying healthcare-related expenses associated with
FFCRA payments 00-87 Social Security Tax Credits on qualified wages
under the FFCRA FE0000-116H MasterTax code for the portion of 00-84
associated with 00-80 wages FE0000-117H MasterTax code for the portion
of 00-84 associated with 00-81 wages
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PrismHR Logic and Workarounds To accommodate the split between
pre-April and post-March COVID-19 credits, PrismHR implemented logic
that divides entire vouchers (not their individual credits) into those
two categories, based on whether the voucher Pay Period End Date falls
before or after April 1. However, we recognize that many customers are
using their own configurations to comply with this credit reporting
split, so this logic will not be a perfect fit for every use case. We
have identified two major alternative or workaround approaches: • Treat
all COVID-19 credits on these vouchers as “post-March” credits. This
simpler approach is popular with some customers. • Opt for a more
granular COVID-19 credit breakdown. This requires additional manual
calculation.
About the RTS Statistics On version 42 of the MasterTax RTS file, in
the 501 record for tax codes 00-80 and 00-81, there are three important
statistic definitions.
Statistic Description Calculation Logic 1 Social Security taxable
amount for All 00-80 and 00-81 credits associated with payroll vouchers
the period after 3/31/21 that have Pay Period End Dates on or after
4/1/21. 2 Social Security taxable amount for The difference between the
values stored under 00-12 and the period before 4/1/21 00-16, up to the
total amount of the applicable FFCRA credits.
5 All creditable wages under the tax All 00-80 and 00-81 credits
associated with payroll vouchers code, for the period before 4/1/21 that
have Pay Period End Dates on or before 3/31/21.
Note: The FE0000-116H and -117H codes use their own “Statistic 5”
value, discussed below.
The values you submit in these statistics will vary depending on your
approach toward ARPA compliance, as described below.
Statistic 5 Under FE0000-116H and -117H These credits break down the
value stored in tax code 00-84. In the RTS file, their 501 records have
a unique Statistic 5 value representing pre-April 1 health care tax
credits. In other words, Statistic 5 displays a subset of the total
value stored under 116H or 117H. The “excluded” amounts correspond to
any 00-84 credits accrued on vouchers with pay period end dates that
fall on or after April 1. PrismHR calculates this value
voucher-by-voucher, pulling healthcare credits from any vouchers that
meet these criteria. It then divides this amount into sub-values for
Sick Leave and FMLA. If you want to treat all credits as accruing after
April 1, you can set Statistic 5 to 0 for these credit records.
Note: There are extra considerations for customers who want a more
granular data breakdown. Because healthcare credit calculations are
period-based, it is difficult to obtain a precise day-by-day analysis of
credit
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accruals. Instead, we recommend apportioning employee 00-84 credits
based on percentages of the whole wages paid under FMLA vs. Sick Leave
pay codes, even if this is an approximation.
Understanding Previous System Setup Guidance If you followed previous
PrismHR setup guidance as specified in our Support Office Hours and the
corresponding documentation, the statistic values on your RTS file
should be accurate. If not, you may need to perform some manual
calculations and adjustments to the file. When this document refers to
“previous guidance”, this means: • Removing the Social Security tax
exemption from any COVID-19 sick leave/FMLA pay codes after April 1, or
creating new pay codes without this tax exemption for the “post-March”
payments. • Creating separate payrolls for COVID-19 sick leave/FMLA
payments associated with pay periods before March 31. • (In some cases)
Ensuring that no employee received COVID-19 sick or FMLA wages that
exceeded their Social Security taxable wage limit prior to taking this
COVID-19 leave. The workaround sections below will specify when this
requirement must be satisfied.
How does this affect Form 941? PrismHR is implementing the same logic
across both the RTS file generation features and our Form 941 reports.
Therefore, if you need to make adjustments to the Form 941 report
output, you can use the exact same workarounds described here.
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PrismHR Solutions In September 2021, PrismHR released two new
MasterTax RTS build settings to help automate some credit reporting
calculations for 2021. On the MasterTax RTS File Build form, you can
select the following two options: • Use tax code 00-87 to determine SS
credit within MasterTax? • Use COVID Credits as post March 31?
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Use tax code 00-87 to determine SS credit within MasterTax? If you
select this option, the system performs the following calculation during
the RTS build: (00-87 tax amount associated with line item) / (0.062).
After computing this value, the system uses this value to fill in
Statistic 1 of the 501 record for tax code 00-81, up to the value
reported under 00-81 on the 500 record. If any amount remains after
reaching the 00-81 reporting value, the system enters the remainder into
Statistic 1 of the 501 record for tax code 00-80.
Use COVID Credits as post March 31? Select this option to consider
any COVID-19 credits accrued in Q2 2021 as “post-March 31” credits,
which means they were accrued subject to the American Rescue Plan Act.
These credits will be reported accordingly on the RTS file. On the file
itself, this means: • On 501 records for 00-80 and 00-81, the full value
under these tax codes populates under statistic 1. • On FE0000-116H and
FE0000-117H records, statistic 1 is set to 0.
Alternative Approaches This section documents workarounds for this
issue that we recommended before we released the solutions outlined
above. They are included here for your reference.

Associating all Q2 Leave with Dates After March 31

Note: If you calculated COVID-19-related healthcare credits and
decide to use this approach, you must zero out Statistic 5 on the
MasterTax records for those credits (FE0000-116H and FE0000-117H).
If no employee who took COVID-19 leave exceeded their Social Security
taxable wage limit prior to, or while taking, that leave: 1. In the RTS
file, set Statistic 1 equal to the full value of 00-80 or 00-81 as
appropriate. 2. Set Statistic 2 equal to 0. 3. Set Statistic 5 equal to
0. 4. Repeat for all applicable clients or employers.
The example below illustrates the 500 and 501 records associated with
tax code 00-81. The statistics on the right are separated by plus signs.
Note that Statistic 1 is the same for both records, while every other
statistic in the 501 record is zeroed out.
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If you think some employees exceeded their Social Security wage
limit, but you still used our recommended setup for calculating 00-87
accurately: 1. See the section below on using 00-87 to calculate
Statistic 1. 2. Set Statistic 2 equal to 0. 3. Set Statistic 5 equal to
0. 4. Repeat for all applicable clients or employers.

Using 00-87 Credits to Calculate Statistic 1

Note: Beginning in PrismHR 1.24.0, the system features an option to
perform this process automatically. You will receive a prompt during RTS
file generation: select Yes to automatically allocate values to
Statistic 1 of the 501 records using the procedure below.
MasterTax performs its own calculation to determine the value of
“00-87”, based on data from tax codes 00-80 and 00-81. Therefore, in RTS
version 42, PrismHR no longer passes 00-87 data into MasterTax. Instead,
you have the option to run this process automatically or perform the
manual calculations and adjust the file as needed. You can use this
approach even if you have employees who exceeded their Social Security
taxable wage limit for the quarter.
To calculate Statistic 1: 1. Take the 00-87 tax amount for the
quarter and divide it by 0.062. This is the exact inverse of what
MasterTax does in their own program. This ensures proper conversion
between our calculated values and the calculation logic implemented by
MasterTax. 2. Enter the resulting value in Statistic 1 of the 501 record
for 00-81 or 00-80, as appropriate. 3. Repeat this process for any other
clients or employers, as needed.
To calculate Statistic 2: If none of your employees went over their
Social Security tax limit, and your pay codes were configured
appropriately to exempt Social Security tax only on pre-ARPA COVID
leave, then Statistic 2 most likely calculated correctly. For this
calculation, PrismHR uses the difference between employer-side and
employee-side Social Security tax for the quarter. It enters that value
in Statistic 2, capped by the total amount of FFCRA credits associated
with that record.

Handling Issues with Statistic 2 FFCRA qualified wages are only
exempt from Social Security tax prior to the start of the ARPA (before
April 1, 2021). After that date, this type of payment is no longer
exempt. As in previous quarters, PrismHR relies on the presence of
employer-level Social Security tax exemptions as an indicator of major
tax-related changes in a particular quarter. If you left the tax
exemption enabled on your FFCRA pay codes, the RTS file statistics will
reflect those wages as accruing before April 1 even if this is not
the

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case. The system cannot tell that these are post-April 1 credits
because they still have the employer-level tax exemption. You must use
tax adjustments to correct this data issue. You have the option of using
either major workaround strategy here: • Counting all credits as
accruing after April 1, or • Taking a more detailed approach to your
credit calculations
To resolve this issue using the “post-April 1” workaround strategy:
1. First, ensure that you calculated Statistic 1 correctly and zeroed
out statistic 2. 2. Create a tax adjustment to apply the 00-87 credit to
the employee record. 3. Set the credit value equal to the difference
between the 00-16 and 00-12 accruals for the employee (this should be a
negative value). 4. Repeat for all employees who took COVID-19 leave,
regardless of whether they exceeded their Social Security tax limit.
To resolve this issue using a more granular approach: • You can try
using the COVID-19 Recalculation Utility to recalculate your Social
Security tax credits for April 1 and beyond. Please note that this
strategy assumes you still used distinct pay codes for FFCRA and ARPA
wages, even though you did not remove the tax exemption on the latter. •
You can perform manual calculations to adjust this data. This option
will be highly case-specific. Please contact customer support if you
need to take this approach and have further questions.

Taking a More Granular Approach Toward Statistic 5 of 00-80 and
00-81 If you need an even more granular approach than those outlined
above (for example, you want to define your credit split based on charge
dates), your system-generated Statistic 5 value may be underestimated.
To calculate Statistic 5 (sum of all pre-April creditable COVID-19
wages), PrismHR currently uses the voucher- level pay period end date
break described previously. If you want to count all your credits as
accrued after March 31, you must set this statistic to 0 as described
previously.

Workarounds You may need to take some manual steps to determine your
data in this case.
Scenario Workaround No employees who took COVID-19 leave went over
their Social Set Statistic 5 equal to Statistic 2. Security taxable wage
limit AND you correctly calculated Statistic 2.
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Scenario Workaround Employees did go over their Social Security limit
AND your You might be able to use pay code data, COVID-19 pay code data
aligns perfectly with the credit values broken out by charge date. for
the quarter. In other words, the credits were not reduced by any tax
sheltering or similar features. You need to take an even more granular
approach (COVID-19 In this case, manual calculation is probably
qualified wages are further modified by one or more factors).
necessary.
                                                             Note: If this describes your situation, make
                                                             sure you also make the corresponding
                                                             modifications to Statistic 5 for your
                                                             healthcare credits (FE000-116H and -117H).
If you need further guidance on this process, please feel free to
contact the PrismHR Customer Support Team.
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941 Quarterly Return Worksheet Report This report displays the
system-recommended values to enter in Form 941, using the calculation
instructions provided by the Form 941 worksheet.
Important Notes • If you use Quarterly Express Plus (QEP), you need
to leverage and rearrange the data on your Form 941. Do not provide the
SBEA/CPEO version of this download to QEP.
Running the Report To run the report: 1. Click the Work Centers menu
and select Quarterly Tax Processing under Work Centers|Tax. Then, under
Quarterly Tax Reports, select 941 Quarterly Report. 2. Specify whether
you want this build to include the specified employer, all clients, one
of the other options. Click the question mark icons for details. 3.
Select an Employer ID, Year, and Tax Quarter. 4. For Schedule B Format,
select Post COVID-19. 5. Click Build.
About this Report This report displays suggested values for each box
of the 2020 Form 941. It also includes FEIN and employee count
information. The following table describes the new and updated report
line items, along with their system calculation logic.
Mid-2021 Additions: About the Pre-March and Post-April Categories The
Q3 2021 additions to Form 941 subdivide COVID-19 credits even more
finely than before, requiring updates to the PrismHR reporting logic.
For reporting purposes, the system now divides “Sick and Family Leave”
credits into two categories: • Credits accrued on charge dates falling
before April 1 (pre-April credits) • Credits accrued on charge dates
falling after March 31 (post-March credits) The pre-April category is
determined using the following calculation: • For any vouchers with pay
period start and end dates prior to April 1, include all 00-80, 00-81,
00-82, 00- 84, and 00-87 credits in this category. • For any vouchers
with pay period start dates before April 1 and pay period end dates on
April 1 or later (but with the pay date in Q1), determine the ratio of
COVID pay codes used on pre-April charge dates versus on post-March
charge dates. Multiply this ratio by the values of any 00-80, 00-81,
00-82, 00-84, and 00-87 credits on the voucher, and place each portion
of each credit in the corresponding category.
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     For example, if 80% of the COVID credits are associated with charge dates before April 1, then this
     category receives (0.8 * sum of total COVID credits). The post-March category would then receive the
     remaining 20%.
The post-March category contains the credits remaining after these
calculations, plus credits from any vouchers with pay period start/end
dates after March 31.
Number Title Calculation Logic 5a Taxable Social Security Wages
Employee Social Security (00-12) Net Taxable amount minus the values in
5a(i) and 5a(ii). 5a(i) Qualified Sick Leave Wages The system uses the
lesser of these two values (calculated employee-by-employee): •
Accumulated 00-81 credits for the quarter • Difference between employee
(00-12) and employer (00-16) Social Security tax costs for the quarter.
5a(ii) Qualified Family Leave Wages The system uses the lesser of these
two values (calculated employee-by-employee): • Accumulated 00-80
credits for the quarter • Difference between employer (00-16) and
employee (00-12) Social Security tax costs, minus the value in 5a(i),
for the quarter. 7 Adjustment for Fraction of Cents Displays the
difference between taxes calculated from payrolls and taxes calculated
for Form 941. 11a Qualified R&D Credits 0
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Number Title Calculation Logic 11b Nonrefundable Portion of Credit
for Only using credits from the “pre-April” Qualified Sick and Family
Leave Wages for category (see section above). Leave Taken Before April
1, 2021 0 for Q3 and Q4 of 2021. For previous quarters, uses the lesser
of the following two values: • Total credits accrued under 00-80, 00-
81, 00-82, and 00-84. • Employer Social Security Cap: This corresponds
to line 1l of the 941 Worksheet. Equal to the sum of the values in boxes
5a and 5b, times 0.5. This calculated value is also used to calculate
the value in box 11c. 11c Nonrefundable Employee Retention Credit The
lesser of the following two values: from Worksheet 1 • The Employer
Social Security Cap value calculated above minus the value in 11b. • The
sum of the credits accrued under 00-83 and 00-85. If this report is run
for Quarter 2 of 2020, the Q1 00-83 and 00-85 are also added. 11d
Nonrefundable Portion of Credit for The lesser of the following:
Qualified Sick and Family Leave wages for • Credits stored under the
post-April Leave Taken After March 31, 2021 category. • 0.5 × line 5c
value (employer Medicare tax) 11e Nonrefundable Portion of COBRA Premium
Client-level 00-19 amount, capped at the Assistance Credit amount of
remaining employer-side Medicare tax. 11f Number of Individuals Provided
COBRA Number of employees who have a 00-19 tax Premium Assistance
adjustment voucher associated with the reporting entity. 11g Total
Nonrefundable Credits 11a + 11b + 11c + 11d + 11e + 11f. 12 Total Taxes
After Adjustments & 10 minus 11g. Nonrefundable Credits
COVID-19 Features Guide © 2026 PrismHR 49  Chapter 4 Processing Form
941
Number Title Calculation Logic 13a Total Deposits for Quarter 0 13b
Deferred Amount of ER and EE SS Value stored under tax deduction code
00-86. 13c Refundable Portion of Employee Retention 0 for Q3 and Q4 of
2021. For previous Credit for Qualified Sick and Family Leave quarters,
uses the remainder of the credits in Wages for Leave Taken After April
1, 2021 the pre-April category, after the calculations for line 11b. 13d
Refundable Portion of Employee Retention Quarterly credits accrued under
00-83 and 00- Credit 85, minus the value in box 11c. The Quarter 2 2020
report also includes credits from Quarter 1. 13e Refundable Portion of
Employee Retention Remainder of credits in the post-March Credit for
Qualified Sick and Family Leave category, after the calculations for
line 11d. Wages for Leave Taken After March 31, 2021 13f Refundable
Portion of COBRA Premium Any 00-19 credits remaining after the
Assistance Credit calculation of 11e (including all employer- associated
00-19 credits). 13g Total Deposits, Deferrals, and Refund 13a + 13b +
13c + 13d + 13e + 13f. Credits 13h Form 7200 Advances 0 13i Deposits,
Deferrals, and Refundable 13g minus 13h. Credits Less Advances 19 Health
Plan Expenses Allocable to Sick Applies only to credits in the pre-April
Leave Wages (Pre-April) category. 00-81 credit amount divided by ((00-80
+ 00- 81 credits) × 00-84 credit amount). 20 Health Expenses Allocable
to Family Leave Applies only to credits in the pre-April Wages
(Pre-April) category. Total 00-84 credits minus the value in box 19. 21
Wages for Employee Retention Credit Double the 00-83 credits. 22 Health
Plan Expenses Allocable to Line 21 Double the 00-85 credits. 23 Sick
Leave Wages for Leave Taken After 00-81 values in the post-March
category. March 31 24 Health Plan Expenses Allocable to Line 21 Same
logic as line 19, applied to credits in the post-March category.
COVID-19 Features Guide © 2026 PrismHR 50  Chapter 4 Processing Form
941
Number Title Calculation Logic 25 CBA Sick Leave 0 26 Family Leave
Wages for Leave Taken After 00-80 values in the post-March category.
March 31 27 Health Plan Expenses Allocable to Line 26 Same logic as line
20, applied to credits in the post-March category. 28 CBA Family Leave
0
COVID-19 Features Guide © 2026 PrismHR 51  Chapter 5 Reports
Chapter 5 Reports Use the reports in this section to track COVID-19
credits and Paycheck Protection Program loan forgiveness.
COVID-19 Credit Tracking Report Use the COVID-19 Credit Tracking
Report to view accrued tax credits, refunds or deferrals associated with
COVID-19 paid leave. To access this form, click Reports. Under
Operations|Report, click COVID-19 Credit Tracking Report.
To generate the COVID-19 Credit Tracking Report: 1. Complete the
following fields:
Field Description Name Start Pay This field is optional. If you want
to limit your report to a specific pay date range, enter the Date
starting pay date here. End Pay This field is optional. However, if you
have entered the starting pay date above, then enter the Date ending pay
date here. Report Select the type of report you want to generate from
the following options: Type • Employee Report • Client Summary (Client
Totals Only) Break Out This field is optional. Select this option if you
want to include the break out of the 941 Liability 941 Total in your
report. Liability Total Breakout This field is optional. Select this
option if you want to include the break out of the total for the Tax Tax
Credits Accrued under tax deduction codes 00-80 to 00-85 in your report.
In the report Credits parameters, this column is further divided into
totals for each tax deduction code, as well as the Accrued FMLA
Medicare, FMLA Healthcare, Sick Leave Medicare, and Sick Leave
Healthcare components. Total
COVID-19 Features Guide © 2026 PrismHR 52  Chapter 5 Reports
Field Description Name Include This field is optional. Select this
option if you want to only include clients with credits of deferrals
Only in your report, which is the employer-side Social Security Tax
Deferred plus Tax Credits Accrued. Clients with Credits or Deferrals
Include This field is optional. You can only select this option for the
Client Summary (Client Totals Only) Refunds Report. Select this option
if you want to only include those clients with refunds in your report.
Client Ids This field is optional. If you want to limit your report to
specific clients only, you can enter the Client IDs here or click the
Client Ids hyperlink and select them from the Client Master Search
selector.

Click Run to generate the selected report with the selected
parameters on screen. If you are running this report for all employees,
it might take a while for the system to complete.
Click Close to close this form at any time.

Report Columns This report is organized by clients, then by
employers, then by employees. For each employee, the report
displays:
Report Description Column Total 941 Liability associated with tax
deduction codes 00-10, 00-11, 00-12, 00-15, and 00-16. Liability If you
select Break Out 941 Liability Total in the report parameters, this
column is further divided into totals for the above tax deduction codes
(income tax, employer-side Medicare tax, employee-side Medicare tax,
employer-side Social Security tax, and employee-side Social Security
tax). Employer The employer-side Social Security tax liability that
accrued between the dates specified in the Social Cares Act Employer
Social Security Deferral table and between the dates specified in the
report Security setup parameters. Tax Deferred
COVID-19 Features Guide © 2026 PrismHR 53  Chapter 5 Reports
Report Description Column Tax Credits Tax credits accrued under tax
deduction codes 00-80 to 00-85. Accrued If you select Break Out Tax
Credits Accrued Total in the report parameters, this column is further
divided into totals for each tax deduction code, as well as the FMLA
Medicare, FMLA Healthcare, Sick Leave Medicare, and Sick Leave
Healthcare components. Total Tax Employer-side Social Security Tax
Deferred plus Tax Credits Accrued. Credits and Deferrals Net Current
Total 941 Liability minus Total Tax Credits and Deferrals. 941
Liability
The report also displays client totals for each of these values.
Refund columns If you select Include Refund, the report includes
these columns:
Rebate Column Description Credit Refund Total credit rebates. Form
7200 COVID credits rebated under Form 7200. Defer Refund Refunded
employer-side Social Security taxes. UnRefund SS Intended Social
Security tax deferrals MINUS the actual rebate. UnRefund CR Total
credits minus Credit Refunds and Form 7200 Refunds. Pending Future-dated
bill pending items. This total displays at the top of the COVID-19
Refunds form.
                 Please see Viewing Refund Data.
Examples Following is the first page of a sample COVID-19 Credit
Tracking Report for employees from 10/1/2021 to 12/31/2021. As you can
see there are 659 pages in this report.
COVID-19 Features Guide © 2026 PrismHR 54  Chapter 5 Reports
Following is the first page of a sample COVID-19 Credit Tracking
Report for employees from 10/1/2021 to 12/31/2021 limited to two clients
with all options selected. As you can see there are 3 pages in this
report.
Following is the first page of a sample COVID-19 Credit Tracking
Report for Client Summary from 10/1/2021 to 12/31/2021. As you can see
there are 14 pages in this report.
COVID-19 Features Guide © 2026 PrismHR 55  Chapter 5 Reports
Following is a sample COVID-19 Credit Tracking Report for Client
Summary from 10/1/2021 to 12/31/2021 for two clients with all options
selected. As you can see there is data for only one client as the other
one did not have refunds and so was omitted from this report.
COVID-19 Features Guide © 2026 PrismHR 56  Chapter 5 Reports
Paycheck Protection Program Reports Note: Several settings on the
COVID-19 Emergency Processing Parameters form can influence the output
of these reports. Please review the descriptions of these settings to
better understand how you can customize the outputs of the reports.
You can use these reports to assist with Paycheck Protection Program
(PPP) loan forgiveness. The Payroll Cost Report helps you determine
payroll-related costs incurred over the loan forgiveness period. The
Full-Time Equivalent Analysis report helps you determine whether your
loan forgiveness will be decreased due to workforce reductions.
Known Issues/Things to Know 57 Background 58 Before You Begin 58
Full-Time Equivalent Analysis Report 58 Report Background 58 Running the
Report 59 Analyzing the Report 59 Payroll Cost Report 61 Report
Background 61 Running the Report 61 Analyzing the Report 61 Salary
Reduction Report 63 Report Background 63 Running the Report 63 Analyzing
the Report 64
Known Issues/Things to Know This section describes aspects of the
reports that may cause unexpected outputs. Some of these will be fixed
and others are consequences of the reports themselves. Please keep this
information in mind when you run and analyze your reports. • The Cash
Compensation column includes payments flagged as Reported Tips. • The
FTE Simplified report sometimes does not complete for very large
clients. However, the standard calculation now works for clients of all
sizes.
COVID-19 Features Guide © 2026 PrismHR 57  Chapter 5 Reports
Background Loans received through the Paycheck Protection Program are
forgivable up to 100%, but this value can vary based on several factors:
• The loan can only be forgiven for payroll costs over a specified
period. • If a client’s full-time equivalent (FTE) count decreases over
this period, the loan forgiveness percentage also decreases. • The
forgiveness amount can also decrease based on employee compensation
reductions. The Payroll Cost Report provides insight into the first
bullet point above. The FTE Analysis Report provides insight into the
second.
Before You Begin These reports use a new field on the CARES Act
Parameters form, called Paycheck Protection Program Loan Start Date.
Before you run any of the reports, navigate to Client Details >
Actions menu > CARES Act Parameters and enter the appropriate date in
this field. If you do not enter a date in this field, you can enter it
in the field that displays on the report setup form.
Full-Time Equivalent Analysis Report Note: You can now exclude
specific pay codes from the FTE report logic. On the COVID-19 Emergency
Processing Parameters form, enter these pay codes in the new Exclude FTE
Pay Code table.
This report includes all employees with hours that fall within the
appropriate PPP window. It also calculates the number of full-time
equivalents employed during the given time frame and provides insight
into whether, and to what extent, a FTE reduction occurred (see the
Reduction Quotient description below). Employee hours are based on
charge dates within the associated time frame. The system then divides
these hours by the number of days in that period to return a daily hours
amount, and multiplies this value by 7 to return a weekly hours amount.
Finally, the report divides this value by 40 to return a Full-Time
Equivalency value, capped at 1.0 and rounded to the nearest tenth.
Report Background This report displays a breakdown of employees who
have hours in the system within two lookback periods and a Covered
Period (specified during report setup). The two lookback periods are: •
February 15, 2019 – June 30, 2019 • January 1, 2020 – February 29, 2020
Additionally, please note the following:
COVID-19 Features Guide © 2026 PrismHR 58  Chapter 5 Reports
•    For all employees, the system calculates hours using the total Hours Paid under Standard-type hourly
     pay codes and the total Hours Worked for any other pay codes.
•    The report does not include employees with 0 hours.
•    The report does not include 1099 contractors or business owners.
•    The report does not include pay codes with the Exclude from ACA Reporting option enabled.
Finally, this report calculates several total values: Total FTE and a
calculated Reduction Quotient, which indicates whether an FTE reduction
occurred during any of the time frames. The Reduction Quotient equals
the Covered Period total FTEs divided by the total FTEs for the
appropriate Lookback Period. See Analyzing the Report for a description
of these calculations.
Running the Report
Note: While the report now runs for very large clients, the
Simplified FTE method does not always finish calculating for clients of
this size. The standard (non-Simplified) report does run completely for
large clients.
To run the COVID-19 PPP Forgiveness Report: 1. Select Reports menu
and then select COVID-19 PPP Forgiveness Report under HR|Report. 2. In
the Report field, choose Full Time Equivalent Analysis. 3. Enter a
Covered Period Start Date if one does not populate. 4. Select whether
you want to run the report for 8 weeks, 24 weeks, or until a Custom End
Date. 5. If you want to filter the report results by location, select a
Worksite Location. 6. If the option displays, select whether you want to
use the Simplified Method for FTE calculation. See the description of
the system-level parameter in the Cap and Credit settings table of
Configuring System-Level Parameters 7. If the option displays, enter
your custom start and end dates for Lookback Periods 1 and 2. 8. Click
Run. The report generates.
Analyzing the Report The report includes the following columns for
each employee: Table 1: FTE Report Columns Column Title Description
Employee No, Name, ID, Current Status, Status All these values can be
found on the corresponding Date, Current Type Class, Type Date, Original
Employee Details > Name tab, in the Employment panel. Hire Date, and
Last Hire Date
COVID-19 Features Guide © 2026 PrismHR 59  Chapter 5 Reports
Column Title Description Covered Period (Full-Time Equivalency)
Full-time equivalent value for the employee over the selected time
period, beginning with the Loan Start Date.
                                                    Calculation: employee's weekly hours during the covered
                                                    period divided by 40 and capped at 1.0 and rounded to the
                                                    nearest tenth.

                                                    Simplified Method: Active full-time employees receive 1/7th
                                                    of a unit per day worked. Active part-time employees
                                                    receive 1/14th of a unit.
Lookback Option 1 Average weekly employee hours between February 15,
2019 and June 30, 2019, divided by 40 and capped at 1.0 and rounded to
the nearest tenth.
                                                    Simplified Method: Active full-time employees receive 1/7th
                                                    of a unit per day worked. Active part-time employees
                                                    receive 1/14th of a unit.
Lookback Option 2 Average weekly employee hours between January 1,
2020 and February 29, 2020, divided by 40 and capped at 1.0 and rounded
to the nearest tenth.
                                                    Simplified Method: Active full-time employees receive 1/7th
                                                    of a unit per day worked. Active part-time employees
                                                    receive 1/14th of a unit.
The report also provides several Average Hours Analysis columns
(Excel output only): Table 2: Average Hours Analysis Column Title
Description Covered Total Hours Employee’s total hours starting from the
loan start date and ending after the selected number of days. Covered
Weekly Covered Total Hours divided by the number of days, multiplied by
7. Average Lookback 1 Total Hours Total employee hours between February
15, 2019 and June 30, 2019. Lookback 1 Weekly Lookback 1 Total Hours
divided by 136 days, then multiplied by 7. Average Lookback 2 Total
Hours Total employee hours between January 1, 2020 and February 29,
2020. Lookback 2 Weekly Lookback 2 Total Hours divided by 60 days, then
multiplied by 7. Average
COVID-19 Features Guide © 2026 PrismHR 60  Chapter 5 Reports
Finally, the report includes the following totals, displayed for both
lookback periods: Table 3: FTE Report Totals Total Name Description
Total Total FTEs for the column. Reduction Covered Period column value
divided by total FTEs for the appropriate time frame. Quotient (Lookback
periods only) A value greater than or equal 1.0 indicates that no
workforce reduction occurred during that period. A value less than 1.0
indicates that there was some reduction in FTEs compared to this
period.
Payroll Cost Report Report Background This report uses the value
entered in the new Paycheck Protection Program Loan Start Date field. If
you have not configured this field yet, please see the Before You Begin
section above. The report displays payroll costs over the 8-week,
24-week, or user-entered time period, beginning with the loan start
date. The report includes any employee who has existing data for any of
the payroll cost columns (defined further in Analyzing the Report
Running the Report
To run the COVID-19 Payroll Cost Report: 1. Select Reports menu and
then select COVID-19 PPP Forgiveness under HR|Report. 2. In the report
setup field, choose Payroll Cost Report. 3. Enter a Covered Period Date
if one does not populate. 4. Select whether you want to run the report
for 8 weeks, 24 weeks, or until a Custom End Date. 5. Select whether you
want to use the Simplified FTE calculation method, as with the FTE
Analysis Report. 6. Select a Worksite Location if you want to limit the
report results to only that location. 7. If you want the report to
include health and retirement contributions made by owners, select
Include Owner Health and Retirement. 8. Click Run. The report
generates.
Analyzing the Report Values for Employee Wages and all subsequent
report columns are based on data from any payroll batches with pay dates
that fall within the chosen time period, as specified by the PPP Loan
Start Date value you entered. The report does not include 1099
contractors, but it currently does include non-resident alien employees
owners. If you do not want to include non-resident aliens on the
reports, go to the COVID-19 Emergency
COVID-19 Features Guide © 2026 PrismHR 61  Chapter 5 Reports
Processing Parameters and select Exclude NRAs from PPP Reporting. If
you want to exclude owners from the report, select Exclude Owners from
PPP Reports on the same form. The report includes the following columns
for each employee: Table 4: Payroll Cost Report Columns Column Title
Description Employee No, All these values can be found on the
corresponding Employee Details > Name tab, in the Employee Employment
panel. Name, Employee ID Estimated Table Whether the employee is
expected to fall under either Table 1 or Table 2 in the Schedule A Type
Worksheet of the PPP Loan Forgiveness Application. If the employee is
the owner, this column populates an O. Subtotals for both table types
also display.
                  An employee is considered "Table 2" if their 2019 earnings and reported tips, divided by
                  their active days in 2019 and multiplied by 365, is greater than $100,000
                  OR
                  If the employee has annual pay at a rate of $100,000 or more for more than one day at any
                  point in 2019.
Full Time Full-time equivalent calculation for this employee based on
their hours. This is the same Equivalency value as the one found in the
Covered Period Column in the FTE Analysis Report. Owners display in this
column as an O. Total Cash Any employee cash compensation (including
Earnings and Reported Tips) recorded under Compensation pay dates within
the selected time period.
Allowable Cash The value in Total Cash Compensation, minus any COVID
FMLA/Sick Leave pay codes, and Compensation capped at $15,385. Health
Care Employer premium contributions toward plans flagged as Medical,
Dental, and Vision, minus Expenses employee contributions toward these
plans.
                  Healthcare-related FSA plans are also included. For these plans, the report just uses the
                  employer contribution.

                  This column does not include any plans where the Do NOT Include in ACA Reporting option
                  is selected.
Retirement The total of all employer match amounts (including Regular
Employer Match, Safe Harbor 1 Contributions Match, Safe Harbor 2 Match,
and Non-Elective Match). Employer State All employer-side tax liability,
except for Federal Government (00-XX) tax deduction codes and Local
Taxes and tax deduction codes for U.S. territories, such as Guam and the
Virgin Islands (52-XX and above).
COVID-19 Features Guide © 2026 PrismHR 62  Chapter 5 Reports
Column Title Description Total Payroll Allowable Cash Compensation +
Health Care Expenses + Retirement Contributions + State Costs and Local
Taxes.
Salary Reduction Report The PPP Salary Reduction Report provides
information about COVID-19-related employee pay reductions during the
specified PPP covered period. It includes comparison calculations
between pre-pandemic pay rates and covered period pay rates, along with
indications about whether the employee’s pay was restored according to
PPP guidelines.
Report Background The SBA’s Paycheck Protection Program Loan
Forgiveness Application describes the calculations you need to complete
in order to determine your PPP loan forgiveness eligibility. Forgiveness
eligibility is based on several factors, including the use of the loan
funds and maintaining PPP staffing requirements. This report is designed
to help you quantify your compliance with those staffing requirements.
In Table 1 of the Schedule A worksheet, you must specify each employee’s
“Salary/Hourly Wage Reduction” if their pay during the loan’s Covered
Period was at least 25% lower than their pay during the reference
Lookback Period. You must also take into account whether the employee’s
pay reductions qualified for any PPP safe harbor provisions before
determining the final salary reduction. This report provides: •
Calculated employee pay rates for both the Covered Period and the
Lookback Period. • A fractional comparison between the two rates. • A
determination of whether the employee’s pay rate was restored by the
date of submission of the loan forgiveness application. • An estimated
final total for the employee’s pay reduction.
Running the Report
Note: Depending on how your organization keys in payroll data, you
may need to adjust the report setup dates so that you can capture data
from full pay periods. In other words, report calculations may be “off”
if you enter the correct covered period start and end dates, because
they may not capture the entirety of the pay period data from the
beginning or end of the covered period.
To run the report: 1. Select Reports menu and then select COVID-19
PPP Forgiveness under HR|Report. 2. In the report setup field, choose
Salary Reduction Report. 3. Enter Covered Period start and end date
information as you would for the other PPP reports. 4. Enter the SBA
Loan Forgiveness Application Submission Date. The report uses this date
in its calculations (see below). If you leave this field blank, the
system uses today’s date OR December 31, 2020 (whichever is
earlier).
COVID-19 Features Guide © 2026 PrismHR 63  Chapter 5 Reports

The report breaks out employees as either “Salaried” or “Hourly”
based on certain factors. If you want the system to group “Commission”
employees as Salaried, select the Treat Commissioned as Salaried? field.
(“Commission employees” = employees whose Pay Method on Employee Details
is set to Commission).
If you need to use a custom lookback period, enter the Lookback 1
Start Date and End Date.
Click Run. The report generates.

Analyzing the Report
Employee Information The report sorts employees based on two
criteria: • Estimated Table Type (1 or 2) • Salaried/ Hourly The second
category is based on the employee’s Pay Method on the Employee Details
form. “Hourly” and “Driver” employees are considered Hourly (H).
“Salary” employees are considered Salaried (S). “Commission” employees
are grouped based on whether or not you selected the Treat Commissioned
as Salaried? field on the report setup form.
Covered Period Average Annualized Salary/Hourly Rate The Covered
Period begins and ends on the dates specified in the report setup
parameters.
The calculation involves the following steps: 1. Calculate employee
compensation using charge dates within the Covered Period (paid under
pay codes flagged as Earnings or Tips). 2. Divide compensation by other
figures, depending on Pay Method: • Salaried: Compensation / Active Days
* 365 • Hourly: Compensation / Hours, where Hours = hours paid if the
pay code is set to Standard and Hourly. Otherwise, hours worked is used.
Hours worked are also used if the Pay Reason is set to Units. • The
system excludes any pay codes flagged for exclusion for ACA or PPP
purposes.
Lookback Period Average Annualized Salary/Hourly Rate This is
calculated using the same logic as in the section above, but in this
case the Covered Period is replaced by the period from Jan 1 through Mar
31, 2020, unless an override period is entered in the report setup
parameters.
Lookback Period Average Hours Worked This column value = (hours
worked in the lookback period/ number of days in the lookback period) *
7
COVID-19 Features Guide © 2026 PrismHR 64  Chapter 5 Reports
Reduction Comparison This column value = Covered Period Average
Annualized Rate/ Lookback Period Average Annualized Rate
Feb 15 Rate Restored by: [DATE] [DATE] = Application Submission Date
entered during report setup. If you left this field blank, the report
defaults to either today’s date or December 31, 2020 (whichever is
earlier). The value in this column can be Y, N, or NA. The system prints
NA if: • The Reduction Comparison calculation ≥ 0.75. • There is no
employee compensation data for February 15, 2020. • The employee is not
active on the Application Submission Date. The system prints Y if: • The
Reduction Comparison calculation is less than 0.75 • AND • The
employee’s annualized pay on the Application Submission Date ≥ their
annualized pay on 2/15/20. Otherwise, the system prints N.
Estimated Step 3 Reduction Amount This is the final system estimation
of the employee’s Schedule A, Table 1 pay reduction amount. The report
prints 0 if the Reduction Comparison calculation ≥ 0.75 The report also
prints 0 if the value in the Feb 15 Rate Restored by: [DATE] column is
Y. Otherwise, the report uses the following formula: ((Lookback Average
* 0.75) - Covered Period Average), and then adjusts that value based on
whether the employee is hourly or salaried: • For Hourly (H) employees,
multiply by Lookback Period Average Hours Worked, then multiply by 8
(weeks) OR 24 (weeks), depending on the length of the covered period.
Any covered period longer than 8 weeks is treated as 24 weeks. • For
Salaried (S) employees, divide by 52 (weeks), then multiply by either 8
or 24 weeks, according to the same logic described above.
COVID-19 Features Guide © 2026 PrismHR 65  Chapter 5 Reports
COVID-19 941 Over-Limit Error Report Use this report to identify
employees affected by the employee vs. employer-side Social Security tax
over-limit issue.
Background Because COVID-19 credits (00-80 and 00-81) are exempt from
employer-side Social Security tax, an employee who was paid
COVID-19-related wages in 2020 may have a higher 00-12 (Employee SS Tax)
value compared to their 00-16 (Employer SS Tax) value, for that quarter.
If this employee later reached the $137,700 Social Security tax
threshold under 00-12, the system continued to accrue Social Security
tax on the employer side, since the 00-16 value had not yet reached the
limit. This behavior is incorrect and can have significant downstream
effects. This issue was corrected in the October release and 00-16 now
stops accruing as soon as 00-12 reaches the Social Security tax limit.
That release also introduced this report, which can help you identify
any employees affected by this issue and provide data to help you fix
the issue for them.
Running the Report To run the COVID-19 941 Over-Limit Error Report:
1. Click the Back Office menu. 2. Under Operations|Report, select
COVID-19 OverLimit Report. The setup form displays. 3. Enter a Year and,
if necessary, a Quarter. 4. Select an Employer if you want to run the
report for that employer. To run the report for all employers, leave
this field blank. 5. Click Run. The report generates.
Analyzing the Report Note: This over-limit issue was corrected in the
October release. If none of your employees reached the Social Security
tax limit before this release, this report may not pull any data as the
issue will not exist for them.
This report returns information about the differences between
employer-side and employee-side Social Security tax. It displays the Net
Taxable amount, the actual tax amount, and the “over limit” amount for
both the employer and employee components of the tax, along with
calculated differences between these two components. You can then use
this information to correct the records of the affected employees. (Note
that employee information was cropped out of the left-hand side of this
screenshot). The report provides client-level and employer-level totals
for these values (in bold).
COVID-19 Features Guide © 2026 PrismHR 66  Chapter 5 Reports
Employee Retention Credit Recalc Report Note: When applying Employee
Retention Credit (ERC) “caps” or limits, both this report and the
COVID-19 Recalculation Utility will take into account the fact that the
2020 credit limit was raised for 2021 (from $5000 per employee to $7000
per employee).
In December 2020, the CARES Act legislation was updated, introducing
the possibility for businesses to have periods wherein they do not
qualify for 00-83 or 00-85 credit accumulation (remember: 00-83 tracks
the wage component of the Employer Retention Credit and 00-85 tracks the
benefit cost component). Other scenarios are also possible: businesses
might retroactively discover that their ERC credit dates overlap with
their PPP forgiveness period. In this case, they would need to make
adjustments to their reporting periods in order to claim both benefits
to the fullest extent possible. To support these changes, there are new
exclusion date setup fields on the COVID-19 Client Parameters form (see
Setting Up CARES Act Compliance). This new ERC exclusion date feature
significantly impacts three parts of the system: • Payroll - ERC credits
will not calculate on any pay dates within the specified period. •
COVID-19 Recalculation Utility - As noted elsewhere, running this
utility after setting up the ERC exclusion dates will cause the utility
to zero out ERC credits if those credits are associated with pay dates
falling within the exclusion range. • ERC Recalc Report - This report
was created to provide more insight into the behavior of this feature.
The Employee Retention Credit Recalc Report can help you independently
determine any retroactive calculations related to ERC credits. If you
need to test several date ranges to maximize your PPP loan forgiveness
and ERC credit claims, you can run this report multiple times while
adjusting the date range. Compare the outputs of these test reports and
use your observations to inform any decisions about your reporting
period dates. Alternatively, you can use the report to preview the
effects of the COVID-19 Recalculation Utility. PrismHR highly recommends
doing this if you plan to run the utility after setting up your
exclusion dates.
Running the Report To run the Employee Retention Recalc Credit
Report: 1. Click Reports menu and select ERC Recalc Report under
HR|Report. A setup form displays containing the name and ID of the
selected client. 2. Click Run. The report generates.
Report Output The report data is displayed by employee. It lists the
employee’s name, ID, associated Employer ID, and associated Client
entity ID. After this general information, the report displays quarterly
before and after calculations for both 00-83 and 00-85 credits,
extending from Q1 2020 to the current quarter.
COVID-19 Features Guide © 2026 PrismHR 67
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COVID SBEA Guide

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SBEA Guide to COVID-19 Legislation
Small Business Efficiency Act compliance with COVID-19 legislation
PrismHR 26.07.0 Copyright notice The information in this document is
subject to change without notice. PrismHR shall not be liable for any
technical or editorial errors contained herein or for incidental or
consequential damages resulting from the performance, furnishing, or use
of this publication. The software described in this document is
furnished under license and may be used or copied only in accordance
with the terms of that license. No part of this documentation may be
reproduced or transmitted in any form or by any means, electronic or
mechanical, including (but not limited to) photocopying, recording,
scanning, or retrieval system, for any other than the purchaser’s
personal use without the express written permission of PrismHR. The
company data contained in the examples within this document are
fictitious and any resemblance to real people, places, or companies is
purely coincidental. PrismHR is a trademark of PrismHR. All other brand
and product names are trademarks or registered trademarks of their
respective owners.
© August 2026 by PrismHR. All rights reserved.  Table of Contents
Table of Contents Copyright notice 2
 Table of Contents                                                   3
System-Level Setup 1
 SBEA/COVID-19 Setup                                                 1

 Enabling the SBEA Feature Set                                       1

 Flagging Employers as Certified PEOs                                2

    Limit Testing on Employer Register                               2

 Creating Client Federal Entities                                    3

    Federal Entity IDs                                               3

    Using the Create Client Federal Entities Utility                 3

    Checking Client Federal Entity Information                       4

       Client Details                                                4

       Client Federal Entities                                       4

    Special Considerations                                           4

 Updating Vouchers with SBEA Information                             5

    SBEA Wage Codes                                                  5

    Checking Voucher Information                                     5

 About Client Federal Entity Tax Registers                           6

 Rebuilding Client Federal Tax Registers                             7

 Setting MasterTax Interface Parameters                              8

 MasterTax Files                                                   15

    PTS File                                                       15

       Important MasterTax Interface Settings                      15

    RTS File                                                       16
SBEA Guide to COVID-19 Legislation © 2026 PrismHR 3  Table of
Contents
       About the File                                       16

    CPEO e-Filing                                           19

    e-Filing with Quarterly Express Plus                    20
SBEA Guide to COVID-19 Legislation © 2026 PrismHR 4  System-Level
Setup
System-Level Setup To use the SBEA features in the system, you must
first configure a range of settings. Please note that many of these
setup procedures are best performed on days where there is no active
payroll, because they impact the behavior of payroll processing.
SBEA/COVID-19 Setup Even if you are not a Certified PEO, these
settings can help you comply with the 2020 coronavirus legislation by
breaking out your MasterTax data on the client level. While the
procedures in this guide are very similar to those in the standard SBEA
User Guide, some COVID-19-specific changes were added:
•   In Step 2: important notes about CPEO Start Date and Limit Testing on Employer Register
•   In Step 4: important note about SBEA Wage Codes for non-CPEO providers
•   In Step 6: COVID-19-specific instructions regarding MasterTax interface parameters
•   In the MasterTax Files section, added new information about the PTS, RTS, and SBEA Certified
    Relationship files.
This guide also includes documentation provided by MasterTax so you
can ensure that both applications are set up to properly handle these
new legislative requirements.
Enabling the SBEA Feature Set To begin setting up SBEA features in
PrismHR, you must enable SBEA functionality on the global level. After
enabling these settings, the system adds new fields to the Employer
Details form. Use these fields to designate an employer as certified and
set up basic SBEA reporting information.
To enable the SBEA features in PrismHR:
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Click Back Office.
Under System|Change, select Global Configuration.
Select the Enable SBEA Feature Set option. This turns on the
features that support SBEA compliance.
Click Save.

Flagging Employers as Certified PEOs After you enable SBEA features,
you can designate employers as certified PEOs and specify a range of
dates for collecting SBEA-related tax information. After you indicate
that an employer is SBEA-certified, you must complete the setup process
to run any payrolls that include a client or employee assigned to this
employer — either as primary or alternate.
To designate an employer as a CPEO: 1. Click Back Office. 2. Under
Employer|Change, select the Employer Details form. 3. Enter the Employer
ID. Employer information populates the form. 4. Select Certified PEO.
This indicates that the employer is certified as a PEO by the IRS. 5.
Enter the Certified Start Date. This is the date the certification went
into effect. SBEA tracking begins with payrolls where the pay date is on
or after this date. 6. If the certification expires, you can also enter
the Certified End Date. 7. Click Save.
Limit Testing on Employer Register After you enable the SBEA feature
set, the system automatically performs limit testing using data from the
client federal entity tax registers. However, if an employee works for
multiple clients under the same employer, the limit testing does not
take this into account. Use the Limit Testing on Employer Register field
to adjust this behavior so that the system checks the employer register,
rather than the client federal entity register, during this testing.
Consider the following example:
 •   John Doe works for both Client A and Client B, both under Employer 1.
 •   John's federal tax cutoff is $7000.
 •   John earns $5000 at Client A and $5000 at Client B.
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The portion of John’s taxed income will depend on which register the
system checks. This depends on how you have set up the system: Employer
is Not Marked as a CPEO If Certified PEO is not selected, the system
calculates taxes for all $5000 of John’s Client A wages and only $2000
of John’s Client B wages, or $7000 total. This is the correct tax limit.
Employer is a CPEO, Limit Testing on Employer Register is Disabled If
Certified PEO is selected and Limit Testing on Employer Register is not
selected, John pays taxes on all $5000 from both clients. The system
does not consider Client B’s wages along with Client A’s wages because
they are stored in different client federal entity tax registers.
Therefore, the system does not take into account that John has reached
his tax limit. Employer is a CPEO and Limit Testing on Employer Register
is Enabled If Certified PEO and Limit Testing on Employer Register are
both selected, the system calculates taxes for all $5000 of John’s
Client A wages and $2000 of John’s Client B wages, or $7000 total, the
same as if Certified PEO were not selected.
Creating Client Federal Entities After you flag the employers that
are SBEA certified, you can use the Create Client Federal Entities
feature to create the client federal entity records for all clients of
your certified employers.
Note: To accrue taxes properly and report SBEA information, you must
create client federal entity IDs and assign them to the clients. You
must also have the client federal entity information set up before
running payrolls so that the system includes the client federal entity
ID on the payroll vouchers.
Federal Entity IDs After an employer is flagged as a Certified PEO on
the Employer Details form, a new Federal Entity ID field displays on the
Client Details form for each client serviced by that employer. You must
assign a Federal Entity ID to each client. If you do not assign this ID
to each client federal entity (CFE), your payroll will fail with a
“hard” error because this causes severe issues later in the SBEA
reporting process. The Create Client Federal Entities utility performs
this task for each client automatically.
Using the Create Client Federal Entities Utility To create client
federal entities:
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Setup

Click Work Centers, then go to Tax > SBEA Processing > Setup
> SBEA Auto Create Client Federal Entities.
Select an Employer ID (the employer must be a Certified PEO).
Enter a Certified Relationship Start Date, which is the date the
contract was signed. This controls the SBEA wage code. Wage code A will
be on any voucher after this start date. If the date is left blank, Wage
code C is used.
Click Run. A report displays with the processing steps, number of
records created, and the date and time the process ran.

Checking Client Federal Entity Information Client Details
You can confirm that a client federal entity ID was assigned to a
client on the Client Details form: 1. Open Client Details (found under
Client|Change). 2. In the Contract panel, locate the Federal Entity ID
field. 3. If this field contains a value, the system assigned a CFE ID
successfully.
Client Federal Entities
You can view other details about client federal entities on the
Client Federal Entities form: 1. Click Back Office. 2. Under
Employer|Change, open Client Federal Entities. 3. Enter or select an
Entity ID. All information about the CFE populates on the form. 4.
Review this information and click Save if you made any changes.
Special Considerations In some special cases, manual adjustments to
the client federal entity records are required:
 •   If any of the clients of the employer(s) share an FEIN, you need to manually edit the client
     records. This is because the system creates separate federal entity records for each of those
     clients and assigns those different federal entity IDs to the clients. You must edit the clients and
     set them all to the same client federal entity ID in the Client Details Detail tab.
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•   If any of the clients’ worksite locations operate under different FEINs than the client, you need to
    assign a unique client federal entity ID to those locations in the Worksite Locations Other
    Parameters panel. If the entity does not exist, you must first create it in Client Federal Entities.
Updating Vouchers with SBEA Information The SBEA Voucher Update
Utility takes the federal taxes that were previously tracked and accrued
at the employer level and associates them with client federal entities.
It adjusts previously processed payroll vouchers by flagging them with
the client federal entity ID that the employees worked for. It also
marks each voucher with the appropriate SBEA wage code.
Note: Run the SBEA Voucher Update Utility during off hours. Do not
rebuild tax registers while processing payroll. This process can take a
while. Federal taxes must be associated with the client federal entity
to ensure correct client tax Schedule R reporting for SBEA purposes.
Your organization needs to use this utility if:
•   You did not complete SBEA setup before your certification start date. The most common
    example is to accommodate a retroactive certification.
•   You are making adjustments mid-year or backdating start dates.
SBEA Wage Codes Note: If you are not a CPEO, you do not need to worry
about SBEA Wage Codes.
The voucher update utility adds two pieces of information to each
voucher: client federal entity ID and SBEA wage code. You created and
assigned CFE IDs in the previous step. The system determines which wage
code to post. There are three options:
•   A - The client is in a certified relationship with the employer.
•   B - The client opts to use the 95% rule for a particular worksite exclusion.
•   C - The client is not in a certified relationship with the employer.
Checking Voucher Information You can confirm that the utility posted
the CFE ID and SBEA wage code to each voucher on the Payroll Voucher
form.
To check the SBEA information on a specific payroll voucher: 1. Open
the Payroll Voucher form, found under Payroll|View.
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Enter or select a Voucher Number. The form populates with
information.
Check the values in the Client Fed. Entity and SBEA Wage Code
fields.
Repeat for any other vouchers you want to check.

About Client Federal Entity Tax Registers Client federal entity tax
registers track tax information for a specific federal entity, for SBEA
reporting purposes. PrismHR supports SBEA requirements for updating the
client federal entity tax registers. These features are not covered in
this document, as they are not necessarily part of the SBEA workflow.
You can learn more about these features in the dedicated payroll
documentation.
• The Transfer Tax Basis and Transfer Tax Basis Import utilities
support the SBEA feature set. These tools adjust employee tax bases and
amounts, and they account for successor wages and the adjustment data
flows to the client federal entity. • Transfer Tax Basis Entry is in the
Payroll menu under Payroll|Change. • Transfer Tax Basis Import (From
Successor) is in the Back Office menu under Operations|Import
Processing. • Tax Adjustment Entry also adjusts client federal entity
registers, correctly apportioning the changes. This form is in the
Payroll menu under Payroll|Change.
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Setup
Rebuilding Client Federal Tax Registers If one or more employers in
your organization are SBEA-certified and you use MasterTax, you need to
have payroll vouchers stamped with the A, B, or C designation. The
system has a utility for updating existing vouchers from 2017 and later.
When you enable the SBEA feature set, the system stamps all new vouchers
appropriately.
Note: Rebuild tax registers during off hours. Do not rebuild tax
registers while processing payroll. This process can take a while.
To perform a rebuild: 1. On the Work Centers panel, click Tax >
SBEA Processing > Setup > SBEA Rebuild Client Federal Entity Tax
Register. 2. Enter a tax Year. 3. Optional: Select an Entity ID to limit
rebuilds to one or more clients. If left blank, the rebuild is performed
for all clients. 4. Click Run. The system deletes the register, sorts
vouchers, and takes each voucher and runs them through a payroll posting
routine that rewrites the tax registers. PrismHR recommends performing
the 941 tax register rebuild.
Note: You receive an email notification when the Rebuild Client
Federal Entity Tax Register process has completed or failed.
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Setup
Setting MasterTax Interface Parameters For MasterTax reporting, you
must ensure that the parameters are set to RTS version 36 or later. The
most current supported version is 41.
To set MasterTax interface parameters in PrismHR: 1. On the Work
Centers panel, click MasterTax Processing > Setup Forms >
Mastertax Interface Parameters. 2. Complete these fields as required:
Field Description
Mastertax Interface Activates the MasterTax interface. Enable this to
have the system Active write transactions to the TAX.JOURNAL file
automatically during batch posts, voucher reversals, or tax adjustment
posts.
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Field Description
Mastertax PTS Select the appropriate version of the PTS import file.
PrismHR setting Import File Version this to Version 29, the most recent
supported version. If you are running a version of the MasterTax PTS
Import File that is version 28 or older, you will receive and the
following error message:
                        Position 57-58 on the header record Line 1 in 000 record will reflect
                        “29”.

                        Note: MasterTax PTS has required updates for Alabama
                        withholding overtime wage reporting changes in record 500 -
                        starting in Q1 2024. PrismHR now supports this when using version
                        28 in the MasterTax PTS Import File Version field in the MasterTax
                        Interface Parameters form. These changes should only appear
                        when using Version 28 in the MasterTax PTS Import File Version
                        field. If you are using Version 20 or earlier, you will not see the
                        updates.

                        •    For both SBEA and non-SBEA clients, the MasterTax v29 PTS will
                             include Work Out of State Flag which is either Y or N in position
                             15 for the 210 and 500 records for PA resident tax codes not
                             including Philadelphia. This does not apply to Philadelphia
                             residents and this position will remain blank for Philadelphia and
                             all other locality taxes. For example:
                             •   If an employee has a resident address and the Courtesy EIT is
                                 withheld for Lancaster, PA - position 15 for the tax code
                                 39711930-31 will report Y for all records.
                             •   If an employee has a resident and work address in Lancaster,
                                 PA - position 15 for the tax code 39711930-31 will report N
                                 for all records.
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Field Description
Include Dashes on Enable this option to include dashes in both
federal and client federal all Eins and Feins entity Employer
Identification Numbers (EINs) on the PTS file.
                        Note: You cannot enable this field if Include Dashes on Non
                        Federal Eins Only is already enabled.
Include Dashes on Enable this option to include dashes only in the
EINs of client federal Non Federal Eins entities (F codes) on the PTS
file. The file will not print dashes in any Only FEINs.
                        Note: You cannot enable this field if Include Dashes on all Eins
                        and Feins is already enabled.
Provide SBEA Payroll Enable this option to create F codes on the PTS
file for clients that are Breakout under a certified employer. This
includes creating tax liabilities, by client, for federal taxes.
SBEA Breakout Start Date when the SBEA payroll breakout occurs.
Date
Include Certified Enable this item to create 210 records for the F
codes. The 210 record Relationship Setups is required to set up company
and pay agent linking in MasterTax.
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Field Description
Mastertax RTS Select the MasterTax RTS file version used by your
system. PrismHR Import File Version recommends setting this to the
highest possible value, which corresponds to the most recent supported
version. Presently, MasterTax RTS is updated to V48 in PrismHR. • If the
MasterTax RTS Import File Version field is set to Version 47 or earlier,
you will receive the following error message when you are running the
RTS: You are running an older version of the mastertax RTS file download
[]. You must be on version 48 in order to generate the
RTS file out of Prism. Your current version can be edited on the
Mastertax Interface Parameters. The header on the MasterTax RTS file now
also reflects 48 in Line 1 in 000 record in positions 57-58, with or
without the Schedule R Breakout field selected. • For both SBEA and
non-SBEA clients, the MasterTax v47 RTS will include Work Out of State
Flag which is either Y or N in position 15 for the 500, 501, 601, and
616 records for PA resident tax codes not including Philadelphia. This
does not apply to Philadelphia residents and this position will remain
blank for Philadelphia and all other locality taxes. For example: • If
an employee has a resident address and the Courtesy EIT is withheld for
Lancaster, PA - position 15 for the tax code 39711930-31 will report Y
for all records. • If an employee has a resident and work address in
Lancaster, PA - position 15 for the tax code 39711930-31 will report N
for all records.
Schedule R Breakout Enable this item to display F code information
for the RTS file.
Suppress Audit Enable this item to suppress audit reports when you
run the Summary & Detail MasterTax RTS file build. Rpts
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Field Description
Mastertax MTS Select the MasterTax MTS file version used by your
system. PrismHR Import File Version recommends setting this to the
highest possible value, which corresponds to the most recent supported
version.
Mastertax File ID Enter the unique three-digit file identifier
provided by MasterTax.
Mastertax Customer Optional: Enter the Access ID provided by
MasterTax. ID
Mastertax Group Use this code to differentiate PTS files when you
save them in Code multiple accounts. The structure of the code is:
MTAXPTS-XXXX-YYYYMMDD
                        where XXXX is the account or directory where you saved the PTS file.
Mastertax Account Optional: Enter a prefix that appears in company
and employer IDs in ID the MasterTax download files. This prefix
differentiates between clients and employers that have matching IDs
across different databases.
Send Company Tax Enable this item to include a company 210 record in
the PTS file. Record In PTS File Send Company If you are a PEO managing
multiple client accounts, you can now Accounting Record populate the
Company General Ledger record 105 within the PTS file in PTS file for
both SBEA and non-SBEA clients.
                        •    This field is unchecked by default.
                        •    Check this field to report the 105 record within the PTS. Once
                             checked the following two fields display:
                             •   MasterTax Chart of Account Code - Enter the 2 digit
                                 alphanumeric code used to identify the company's G/L chart
                                 of accounts.
                             •   MasterTax G/L Payroll Code - the only drop-down option
                                 available at this time is Sub Cost Center.
Mastertax Wage Optional: Enable this item to use the MasterTax Wage
Reporting Reporting Utilized module. If this item is not enabled, the
system does not send employee detail records with the RTS file.
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Field Description
Build FUTA Taxable Enable this item to build FUTA taxable wage
records by state (tax Register by State code XX-17). This was used for
the FUTA credit for the federal government after the recession. If left
unchecked, register records are built at the end of the year.
Override Payment Select the appropriate method: Method • No Override
Payment Method • Check • EFT Credit • EFT Debit (sent in positions
123-124 on the PTS 210 record)
Additional Medicare This option is only intended for organizations
that have encountered Calc Method issues reconciling Additional Medicare
taxes for employees who worked under multiple employers, but a single
Client Federal Entity.
                        If this describes your use case, enable this setting to implement
                        alternative Additional Medicare tax calculation logic, specifically
                        designed to avoid this issue.
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Field Description Include This field is optional. This field is a
checkbox. It is selected by default. Pennsylvania Work State Flag (Y/N)
• Checked: • The MasterTax (v47 and above) RTS will include the Work Out
of State Flag as a Y or N in position 15 for the 500 (Reconciliation
Amounts), 501 (Employee Statistics), 601 (Employee Wage), and 616
(Employee State and Local W-2) records for Pennsylvania resident tax
codes not including Philadelphia. • The MasterTax (v29 and above) PTS
will include the Work Out of State Flag as a Y or N in position 15 for
the 210 (Company Tax), 500 (Payroll Tax Detail) records for Pennsylvania
resident tax codes not including Philadelphia. This does not apply to
Philadelphia residents, and the position will remain blank for
Philadelphia and all other locality taxes. • Unchecked: • The MasterTax
(v47 and above) RTS will NOT include the Work Out of State Flag in the
download. • The MasterTax (v29 and above) PTS will NOT include the Work
Out of State Flag in the download.
                        Note: This will apply for both SBEA and non-SBEA clients.
Write PTS/RTS Files Note: This parameter does not apply to cloud
customers. To Mastertax Enable to write generated files to the MasterTax
directory on the Directory PrismHR database server.
Employer Options Select an Employer ID; the Employer Name displays.
Fill in the Employer Options field with alphanumeric values up to 20
characters.
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Field Description
FUTA Credit Displays the year in which a FUTA credit reduction was
taken and the Reduction state where it was taken. Maintenance FUTA
credit reductions occur when a state borrows money from the Federal
Unemployment Trust Fund to pay unemployment insurance benefits for its
residents. If a state has outstanding loan balances, this lowers the
credit rate by 0.3% for each year in arrears until these loans are
repaid.
SBEA Tax Code If you use Schedule R reporting (the client-by-client
report Reporting Override breakdown), you can use this setting to
override client-level tax reporting. In this table, specify any tax
codes that you want to report on the employer level of the MasterTax RTS
and PTS files.

Click Save.

MasterTax Files Customers who enabled the SBEA feature set can also
use the MasterTax PTS and RTS files to report their tax data in
accordance with the act. When properly configured, the system will
create F codes on the MasterTax reporting files, identifying the federal
tax data based on the associated client federal entity.
Note: Before submitting your files with MasterTax, you must alert
MasterTax Support that you are a PrismHR customer and that you are
planning to submit SBEA files. If you do not, you could be charged
additional fees by MasterTax.
PTS File The PTS file breaks out federal tax data by client. If the
client is associated with multiple CPEO employers, the client will be
associated with multiple F codes on the reporting files. This helps to
link voucher data based on the common pay agent (the employer).
Important MasterTax Interface Settings • Provide SBEA Payroll
Breakout: If this field is enabled, the PTS file will break out the
federal tax basis and liability amounts by client federal entity.
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•   Include Certified Relationship Setups: If this field is enabled, the PTS file output will include
    the 210 (company setup) records that link the client federal entity to the employer. The system
    creates the 210 record specifically for employers. On the 210 record for each employer, position
    45 indicates the EIN Type. When this value is P (as shown below) it indicates that the employer is
    a common pay parent.
•   The 9-digit number after the P is the employer FEIN.
•   Likewise, on the 210 record for the client federal entity (F code), position 45 will be a C, which
    denotes the client as a common pay child. The next 9 digits are the EIN for the associated
    employer.
Note: In order for the system to associate the 210 records with the F
codes, you must enable Send Company Tax Record in PTS File on the
MasterTax Interface Parameters. Activating this setting can cause issues
in MasterTax if the FEIN and Unemployment ID numbers in PrismHR do not
match the FEIN and unemployment IDs in Mastertax. If this describes your
situation, PrismHR recommends using the SBEA Relationship file instead
of performing company setup on your daily PTS file (see below).
RTS File The MasterTax RTS (reconciliation tax summary) file
accommodates client federal entities for 941 R reporting.
Note: PrismHR is working with MasterTax to support the 940 R;
MasterTax does not support the 943 R.
To support the RTS file, you must set your MasterTax RTS version to
36 or higher. see Setting MasterTax Interface Parameters for more
information.
About the File Effective January 2020, SBEA employers can enable the
Build W-2 Records? parameter to break out Form W-2 reporting records on
the RTS download. The Build FUTA Exempt records? field can only be used
with MasterTax versions 37 and above.
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To build the RTS file: 1. On the Work Centers menu and select
MasterTax Processing. Then, under File Exports, select Mastertax RTS
File Build. 2. Complete these fields as required:
                               Tax-Related Fields and Descriptions
Field Description
Tax Year Tax year for this build.
Tax Quarter Tax quarter for this build.
Limit to Employer Filters so that the file generated only contains
tax information for a specific employer.
Include client reportable taxes for PEO Client-reported taxes that
are under the client’s clients FEIN or unemployment ID. This only
displays when the Limit to Employer field has a set value.
Limit to Client Client ID that this build is limited to. This only
applies to client SUTA reporting states.
Build FUTA Exempt Records This only applies when running an RTS build
for the fourth quarter. Exclude Pennsylvania local taxes when Enable to
exclude PA local taxes if no tax has been no tax has been withheld
withheld. Include zero taxable wages for Ohio Enable to include zero
taxable wages for Ohio non-resident local tax non-resident local tax.
Limit to ASO/ASA/PAY service types Enable to limit this build to
ASO/ASA/PAY service types. Build SBEA certified relationship file Enable
to build an SBEA certified relationship file. Use tax code 00-87 to
determine SS Note: This setting applies to 2021 COVID-19 credit within
MasterTax? tax reporting.
                                                If selected, the system performs the following
                                                calculation during the RTS build: (00-87 tax
                                                amount associated with line item) /
                                                (0.062).
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                               Tax-Related Fields and Descriptions
Field Description After computing this value, the system uses this
value to fill in Statistic 1 of the 501 record for tax code 00-81, up to
the value reported under 00-81 on the 500 record. If any amount remains
after reaching the 00-81 reporting value, the system enters the
remainder into Statistic 1 of the 501 record for tax code 00- 80. For
more details about these tax codes, see the COVID-19 Feature Guide. Use
COVID Credits as post March 31? Note: This setting applies to 2021
COVID-19 tax reporting.
                                                The federal government makes a distinction, for
                                                reporting purposes, between COVID-19 credits
                                                accrued before and after April 1 2021, since this is
                                                the date the American Rescue Plan Act (ARP or
                                                ARPA) took effect.
                                                Select this option to consider any COVID-19
                                                credits accrued in Q2 2021 as "post-March 31"
                                                credits, which means they were accrued subject to
                                                the American Rescue Plan Act. These credits will
                                                be reported accordingly on the RTS file.
                                                On the file itself, this means:

                                                    •   On 501 records for 00-80 and 00-81, the
                                                        full value under these tax codes populates
                                                        under statistic 1.
                                                    •   On FE0000-116H and FE0000-117H
                                                        records, statistic 1 is set to 0.
                                                For more details about reporting COVID-19 tax
                                                credits, see the COVID-19 Feature Guide.
RTS File History You can save and download historical files with the
following information:
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                               Tax-Related Fields and Descriptions
Field Description
                                                •   The date and time the process was started
                                                •   The user who started the process
                                                •   A hyperlink to download the file
                                                •   SBEA Relationship file
                                                •   RTS file summary report
                                                •   RTS file detail report
Configuration Information Displays the MasterTax version number. You
cannot build an RTS file unless you are using MasterTax Version 39 or
greater.

Click Build. A progress window displays. You can download an RTS
file, or view an audit detail or summary report.

Note: The SBEA Certified Relationship File includes only the 100,
200, and 210 records. The file has the payroll codes for the client
federal entity (a, b, or c designation) as well as all federal tax
codes, including AG codes.
CPEO e-Filing Note: To file your 940/941 Schedule R correctly,
MasterTax now requires Federal Withholding and Unemployment tax data at
the client level.
To file as a CPEO in MasterTax, you must contact MasterTax Support to
verify that you have a MasterTax PEO license. If you do not, you will
need to convert your MasterTax license to a MasterTax PEO license.
MasterTax will make every attempt to ensure your invoice does not
increase as a result of switching to this new license type. Please have
the following information ready when you contact MasterTax Support:
• Number of Employer/PEO companies • Number of total employees •
Number of clients. MasterTax will provide you with the new monthly fee
(if it is not the same as your existing monthly fee) and the additional
client setup fee associated with adding new clients to MasterTax.
SBEA Guide to COVID-19 Legislation © 2026 PrismHR 19  System-Level
Setup
The PTS import file creates the requisite client structure within
MasterTax. The import assigns new client payroll codes (which begin with
the letter F) to existing clients that were previously set up within
MasterTax, and creates new companies for clients that have not been set
up. A client company record would typically already be set up in
MasterTax for any client in a client reporting state. The file will also
create the Common Pay Agent link to link the Employer to the Client for
Federal tax codes so that when MasterTax creates the 941 Schedule R for
the Employer, it will have the appropriate client information. Before
importing this file into MasterTax, we strongly recommend reviewing your
current configuration within MasterTax by navigating to Company View,
selecting a Company, and clicking the FEIN link under the Company
tab
Note the following implications of the import: • All new client
payroll codes on the file with the same FEIN will link together under a
single company record within MasterTax; • This company record will have
a Common Pay Agent link to 1 employer; • If a client company with the
same FEIN already exists in MasterTax, any new client payroll code(s)
with that FEIN will link under this existing client company record; • If
a client company with the same FEIN does not already exist in MasterTax,
any new client payroll code(s) with that FEIN will create and link under
a new client company record.
e-Filing with Quarterly Express Plus As an alternative to e-filing
with MasterTax, PrismHR offers the ability to e-file your Schedule R
Form 941 return with Quarterly Express Plus (QEXPlus).
To export and process the QEX Plus 941 file: 1. On the Work Centers
panel, click Work Centers|Tax > Quarterly Tax Processing, and under
3rd- Party Exports select 941 File Processing. 2. Complete these fields
as required:
Field Description
Employer ID Click the link and select the ID of the employer whose
information is being uploaded and processed.
Year Year for the tax information.
Quarter Quarter of the year for this tax information. For example, 1
indicates first quarter, and so forth.
SBEA Guide to COVID-19 Legislation © 2026 PrismHR 20  System-Level
Setup
Field Description
Include Schedule R? Generates a third, optional file that breaks out
federal taxes by client. Enabling this field displays the Schedule R
Report field.
Deposit Schedule Specifies the frequency at which the employer makes
deposits. Options are Monthly and Semi-Monthly.
941 Worksheet Builds the Form 941 worksheet.
941 Schedule B Builds Form 941 Schedule B.
Schedule R Report Builds the Schedule R report.

Click Build.

To use this download for future Schedule R Form 941 filings, contact
N. Wayne Lewis of Lewis Software Associates, LLC.
• Email: nlewis@qexplus.com • Phone: 1-877-854-0100 • Company
Website: www.qexplus.com
SBEA Guide to COVID-19 Legislation © 2026 PrismHR 21
========================================================================
Report Center Editor Guide

Source PDF:
https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/Report%20Center%20Editor%20Guide.pdf
Original filename:
Report Center Editor Guide.pdf
Pages extracted: 79


Copyright notice The information in this document is subject to
change without notice. PrismHR shall not be liable for any technical or
editorial errors contained herein or for incidental or consequential
damages resulting from the performance, furnishing, or use of this
publication. The software described in this document is furnished under
license and may be used or copied only in accordance with the terms of
that license. No part of this documentation may be reproduced or
transmitted in any form or by any means, electronic or mechanical,
including (but not limited to) photocopying, recording, scanning, or
retrieval system, for any other than the purchaser’s personal use
without the express written permission of PrismHR. The company data
contained in the examples within this document are fictitious and any
resemblance to real people, places, or companies is purely coincidental.
PrismHR is a trademark of PrismHR. All other brand and product names are
trademarks or registered trademarks of their respective owners.
© November 2025 by PrismHR. All rights reserved.
Report Center Editor Guide © 2025 PrismHR 2 Table of Contents
Copyright notice 2
 Table of Contents                                  3
Chapter 1 Introduction 1
 Accessing Report Center                            2

    Accessing from the PrismHR Dashboard            2

 Workbooks                                          3
Chapter 2 Navigating the Reports Page 4
 Searching for reports                              5

 Accessing Views                                    6

 Opening a report                                   7
Chapter 3 Viewing Reports 8
 Selecting Pages on the Report                      8

 Resetting a Report                                 8

 Controlling Parameters on a Report                 9

 Controlling Columns on the Report                 11

 Controlling Visualizations                        13

 Exporting Reports                                 14
Chapter 4 Explore Mode 15
 Accessing Explore Mode                            15

 Using Explore Mode                                15

 Worksheets                                        16

    Worksheet Tab                                  16

    Creating Data Elements                         16

       Creating a Data Element from a New Source   17
Report Center Editor Guide © 2025 PrismHR 3  Creating a Data Element
from a Current Source 17
       Creating a Data Element from an Existing Element via the Editor Panel   18

       Creating a Data Element from an Existing Element via the Canvas         18

    Data Elements                                                              18

    UI Elements                                                                20

    Control Elements                                                           20

       Types of Controls                                                       22

       Convert an Existing Filter to a Control                                 24

       Synchronizing Controls                                                  25

    Identifying and Editing Data Sources                                       25

    The Formula Bar                                                            26

       The Function Index                                                      26

    Configuration Panel                                                        27

    Creating Tables                                                            29

       Columns and Cells                                                       30

       Groups and Groupings                                                    32

       Subtotals                                                               32

       Summaries                                                               32

       Applying Conditional Formatting                                         33

    Creating Pivot Tables                                                      34

       Defining Aggregates                                                     35

       Applying Conditional Formatting                                         35

    Joining Tables                                                             36

       Types of Joins                                                          40

    3rd Party Import Process                                                   41

       Joining 3rd Party Import Data                                           42
Report Center Editor Guide © 2025 PrismHR 4  Visualizations 44
    Customizing Visualizations               44

    The Element Properties Panel             45

    The Element Format Panel                 45

    Formatting Visualizations                45

    Bar Charts                               46

    Line Charts                              48

    KPI Charts                               50

    Area Charts                              52

    Scatter Plot                             53

    Combo Charts                             55

    Box and Whisker Charts                   56

    Pie and Donut Charts                     57

    Sankey Diagrams                          58

    Funnel Charts                            59

    Gauge Charts                             60

    Maps                                     61

    Geography Maps                           62

 Views                                       62

    Revisiting Recent Configurations         64
Chapter 5 Creating and Publishing Workbooks 65
 Ad hoc Data Exploration                     65

 Drafts and Publishing                       65

 Creating a Report From Scratch              66

    Report Builder Overview                  66

    Elements                                 68
Report Center Editor Guide © 2025 PrismHR 5  Adding Elements to a
Page 68
    Desktop and Mobile Layouts                                             71

 Creating a Report From Existing Report                                    71

 Scheduling Reports                                                        72

       How to Schedule a Report                                            72

       Schedule Section Details                                            72

       Adding a Server Destination                                         73

       How to Edit, Send, Pause, Duplicate, or Delete a Scheduled Export   73
Report Center Editor Guide © 2025 PrismHR 6  Chapter 1
Introduction
Chapter 1 Introduction Report Center is a centralized and
consolidated reporting tool. It comes with many predefined reports that
you can use as is or that you can quickly customize to meet the specific
requirements of your organization. You can also easily define the
presentation of the output and change it at any time as your
requirements change.
Report Center Editor Guide © 2025 PrismHR 1  Chapter 1
Introduction
Accessing Report Center Service Providers and Worksite Managers can
access Report Center from the PrismHR Dashboard or from Employee Portal.
See your administrator if you do not have the access you require.
Accessing from the PrismHR Dashboard A service provider or worksite
manager can access Report Center from the PrismHR Dashboard.
To access Report Center from the Work Centers panel: 1. Open the
PrismHR Dashboard. 2. On the Work Centers panel, click Report Center in
the Reporting section.
To access Report Center by searching: 1. Open the PrismHR Dashboard.
2. In the Search box, type Interactive Reports. 3. Click Report Center
in the list of results.
Report Center Editor Guide © 2025 PrismHR 2  Chapter 1
Introduction
Workbooks In Report Center, reports are defined with three key terms:
workbooks, pages, and datasets. A workbook refers to the entire report,
such as the ACH History report or the Employee General Info report. A
page on a report refers to a specific view for the report, including the
columns that will display and any additional visualizations. A dataset
refers to the category of information collected in the system. Each
report pulls information from one or more data sets and displays them as
pages based on selected settings. These terms are analogous to a
spreadsheet program, with the workbook referring to the spreadsheet
file, the page being a tab in that file, and the dataset as hidden
information that was used to generate that spreadsheet. These terms are
important when viewing Sigma help documentation and guides, but are not
used extensively throughout this documentation.
Report Center Editor Guide © 2025 PrismHR 3  Chapter 2 Navigating the
Reports Page
Chapter 2 Navigating the Reports Page On the Reports page, the list
of reports shows only the reports to which your administrator has given
you access. There are two basic types of reports. l System reports come
with Report Center and are predefined. You can temporarily configure a
system report based on your requirements. l An administrator can modify
a copy of a system report and save it as a new custom report. An
administrator can also modify a custom report and save it as a new
report. If the administrator shares a custom report with your role, that
report is shown in your list of reports. The list of reports on your
Reports page depend on your security settings.
Report Center Editor Guide © 2025 PrismHR 4  Chapter 2 Navigating the
Reports Page
Searching for reports You can search for reports by entering text in
the Search box on the home page. Searches are case insensitive for
partial or full matches in the report name or description. For example,
searching for tax presents a list of reports where the word tax appears
anywhere in the report name or description. In the following example,
the search results contain reports whose names or descriptions include
the word “tax.”
Report Center Editor Guide © 2025 PrismHR 5  Chapter 2 Navigating the
Reports Page
Accessing Views On the Reports page, you can access a list of views
available for a report. The views that are available on a report depend
upon your security settings.
To access the views for a report from the Home page: 1. Launch Report
Center. 2. Scroll through the list (or search) and click the report
panel. The Report Details panel displays. Alternatively, select the
Views link below the report name to display a list of views. Select a
view to open the report to that Page View.
Report Center Editor Guide © 2025 PrismHR 6  Chapter 2 Navigating the
Reports Page
Opening a report The list of reports shows only the reports to which
you have been given access. See your system administrator if you have
questions or need access to additional reports. You can open a report
from the Report Center Home page or from within another report that you
have open.
To open a report from the Home page: 1. Launch Report Center. 2.
Scroll through the list (or search) and click the report name.
Report Center Editor Guide © 2025 PrismHR 7  Chapter 3 Viewing
Reports
Chapter 3 Viewing Reports Reports are displayed in tables which are
similar to spreadsheets, with individual pages that display data and
visualizations. Report Editors can customize the columns that display on
a report, as well as create visualizations and tables to help analyze
data more efficiently.
Selecting Pages on the Report Each report contains one or more pages.
The page properties determine which columns and visualizations display
to the viewer. Pages are displayed near the top of the screen. Select a
page to view the report using that page’s specific configuration. The
pages you can access for each report depend on your security
settings.
Resetting a Report As you specify parameters, sort columns, or adjust
visualizations, you may want to restore the report to its default state.
After making any changes to your current view on a report, you can
select Reset in the upper-right corner to restore the report to the
default view.
Report Center Editor Guide © 2025 PrismHR 8  Chapter 3 Viewing
Reports
Controlling Parameters on a Report Parameters can be used to control
what data displays on the report. The available parameters display near
the top of the page, underneath the Page selection. When you select
parameters to include on the report, the report results are immediately
filtered according to your selection.
Using parameters, you can quickly filter results, clear selections,
or search for specific values to instantly update the displayed report
data.
To filter results by a parameter: 1. Select an available parameter
from the available fields. 2. Select the check mark to include one or
more individual parameters. When you select one or more options, only
records with those options display on the report. If the parameter is a
date field, you can select specific dates to include on the report,
select a range of dates, or select time frames. For example, you could
include the 2nd and 9th of January, all dates from the 1st of May to the
1st of June, or the last ninety days.
Report Center Editor Guide © 2025 PrismHR 9  Chapter 3 Viewing
Reports
To clear selections from a parameter: 1. Select the x icon to clear
the parameter selection. Once cleared, the parameter is set to include
all results.
To search for values in a parameter: 1. Select an available parameter
from the available fields. 2. Enter search criteria in the search bar
that displays at the top of the selection menu. The selection menu is
immediately updated with search results, which can be selected to filter
the report data. In addition, you can sort the values for the parameter
to expedite your search. Select the Sort icon to sort by ascending or
descending order.
Report Center Editor Guide © 2025 PrismHR 10  Chapter 3 Viewing
Reports
Controlling Columns on the Report Each report page comes with a set
of columns that display data. Much like a spreadsheet, columns display
individual entries as cells. Each column represents either a set of data
or a calculation performed on data sets. These columns can be organized
by sorting the report based on an individual column’s data.
To sort the data in a column: 1. Select the Dropdown icon on a
column. 2. Select the Ascending icon to sort the data in ascending
order, or select the Descending icon to sort the data in descending
order. The report can also be sorted according to multiple columns in
sequence by defining a custom sort. For example, a report could be
sorted by Column A in descending order, followed by Column C in
ascending order.
To create a custom sort: 1. Select the Dropdown icon on a column. 2.
Select the Custom Sort icon. The Sort form displays. On the Sort form,
you can define sort orders for multiple columns. The Sort form is
applied in descending order. 3. In the first row, select the Column name
to pick a column to sort. 4. Select an ascending or descending order in
the Sort order field. 5. In the Nulls field, select whether null values
should be considered first or last in a list, or leave the field on
default settings. The default selection places null values last. 6. To
add an additional row to the Sort form, click + Add new. 7. Repeat the
selection process for each row you add. 8. Once all options are
selected, click Apply. The Custom Sort will sort the report according to
all rows included on the Sort form in sequential order. For example, you
could create three rows and select Entity ID, Pay Date, and Journal ID.
The
Report Center Editor Guide © 2025 PrismHR 11  Chapter 3 Viewing
Reports
entire report would be sorted by Entity ID, then data for each entity ID would be sorted by Pay Date,
and the rows for each pay date would be arranged by Journal ID.
Some columns can be expanded to display additional rows of data for
individual items contained within the column. For instance, the year
column in a summary report could be expanded to show a row for each
month.
To expand a column: 1. Select the Plus icon next to the column name.
Additional data displays. 2. Select the Minus icon to minimize the
column. Columns can be summarized to display an overview of the data for
that specific column. This overview includes statistics such as the most
frequently occurring values, the row count, the average, the median, and
the variance.
To display a summary of a column: 1. Click the Dropdown icon on a
column. 2. Select Column details. The Column Details form displays. The
name and equation for the column appear in the About section. The Top
Values section displays the most frequently-occurring values in that
column. The Summary section shows the number of rows, number of null
items, and number of distinct values. The Statistics section shows the
average, median, maximum, minimum, and other statistics.
Note: The Column Details section also displays the Unidata attributes
for the report, which allows users to learn exactly which Prism fields
correspond to the data.

When you are finished reviewing the details, click the X icon to
close the Column Details form.

Report Center Editor Guide © 2025 PrismHR 12  Chapter 3 Viewing
Reports
Controlling Visualizations Visualizations are graphical
representations of data, such as charts and graphs. Visualizations can
be used to see patterns, trends, correlations, and outliers for data
sets in a focused and easily understandable format. In addition,
visualizations can be examined for further information on a report to
see the underlying data.
To view a visualization’s data: 1. Right click on the visualization.
2. Select Show underlying data. A table of data displays, which includes
all the data for the selected visualization.
To drill down to a visualization’s data: 1. Double click on a
visualization to drill down to its data.
To expand a visualization: 1. Hover the cursor over a visualization.
A small menu displays in the upper-right corner. 2. Click the Expand
icon to expand the visualization. The visualization is maximized to
encompass the entire page.
To minimize an expanded visualization: 1. Hover the cursor over a
visualization. A small menu displays in the upper-right corner. 2. Click
the Minimize icon to minimize the visualization. The visualization is
reverted to its default size.
Report Center Editor Guide © 2025 PrismHR 13  Chapter 3 Viewing
Reports
Exporting Reports Reports can be exported for presentations, further
calculations, or archiving. Reports can be exported into several
formats, including CSV, XLS, and PDF.
Note: The export function is linked to security settings for
individual user accounts. Editors and Explorers can typically export all
files, while some Viewers can be granted export access on a case-by-
case basis.
To export the current page of a report: 1. Select the (Additional
Options) icon on a column. 2. Select Export. 3. Select a file format.
Selecting PDF provides the option for Portrait layout or Landscape
layout. Once a format is selected, the report will be downloaded as the
selected file type.
Report Center Editor Guide © 2025 PrismHR 14  Chapter 4 Explore
Mode
Chapter 4 Explore Mode Explore mode provides an isolated environment
that allows you to perform unrestricted ad-hoc analysis without
affecting saved workbook versions. You can use Explore mode when you
need quick answers to specific business questions, but you don’t need to
retain the analysis for future use or sharing.
Note: Changes made to a report using Explore Mode can be saved as
Views. Unsaved explorations are available in the Recents page for 30
days. Making permanent changes to a report or creating new reports
requires the Editor role.
Accessing Explore Mode The Explorer user type grants access to
Explore mode, which can be enabled directly from a report. You can
freely toggle between View mode and Explore mode on each individual
report.
To enable Explore mode: 1. Open a report. 2. Scroll through the list
(or search) and click the report icon or the information icon. The
Report Details panel displays.
Using Explore Mode You can perform ad hoc analysis in Explore mode.
Like Edit mode, this includes the following functionality: l Create,
modify, and delete content such as pages and elements
l Edit the workbook layout
l View, filter, and sort underlying data
Report Center Editor Guide © 2025 PrismHR 15  Chapter 4 Explore
Mode
l View and change the data source of a workbook
l View the workbook lineage
l View custom SQL logic
l Export workbook pages or element data
Worksheets Dataset worksheets allow you to structure and manipulate
its data. You can create calculations, group data, apply filters and
formats, add parameters, etc. A dataset’s worksheet must contain at
least one data source. Examples of data sources include tables from your
organization’s data warehouse, uploaded CSVs, and even other
datasets.
Worksheet Tab
Each worksheet page is divided into several parts. Worksheet pages
are designed with a similar appearance and functionality to spreadsheets
to make it easier to review, analyze, and manipulate your data.
Creating Data Elements Each workbook can contain multiple elements
sourced from a variety of data sources. You can pull in new data sources
at any time and are not restricted to a single source per workbook or
workbook page. An element’s data can be sourced from cloud data
warehouse (CDW) tables, Sigma datasets, uploaded CSVs, written SQL, or
other workbook data elements.
Report Center Editor Guide © 2025 PrismHR 16  Chapter 4 Explore
Mode
Note: Creating data elements is a feature only available to Editors.
Uploading CSVs and writing custom SQL are features only available to
organization Administrators.
Creating a Data Element from a New Source While in Edit mode, you can
create a data element from a source that is not currently in use in the
current workbook.
To create a data element from a new source: 1. Select Add New. The
Add New panel displays. 2. In the Data Elements section, select the
desired element type. These include Table, VIZ, or Pivot Table. 3. In
the Select source for Table section, select the New tab. 4. Select the
source type. For most users, this will be Tables and Datasets. The
Select source form displays. 5. In the Select source section, select a
table or dataset from the available options. 6. Click Done. The new
element displays on the editor panel and is available to customize.
Creating a Data Element from a Current Source While in Edit mode, you
can create a data element from a source currently in use in the current
workbook to save time and set up new elements more efficiently.
To create a data element from an in-use source: 1. Select Add New.
The Add New panel displays. 2. In the Data Elements section, select the
desired element type. These include Table, VIZ, or Pivot Table. 3. In
the Select source for Table section, select the In Use tab. A list of
sources currently in use on the page displays. 4. On the In Use tab,
select a workbook element or dataset from the available options. 5.
Click Done. The new element displays on the editor panel and is
available to customize.
Report Center Editor Guide © 2025 PrismHR 17  Chapter 4 Explore
Mode
Creating a Data Element from an Existing Element via the Editor Panel
Using this option, you can create a new element from an existing element
on the workbook using the editor panel. For example, you could create a
table for additional calculations that pulls information from an
existing data table.
To create a data element from an existing element: 1. Select Add New.
The Add New panel displays. 2. In the Data Elements section, select the
desired element type. These include Table, VIZ, or Pivot Table. 3. In
the Select source for Table section, select the Page Elements tab. A
list of elements on the page displays. 4. On the Page Elements tab,
select an element from the available options. 5. Click Done. The new
element displays on the editor panel and is available to customize.
Creating a Data Element from an Existing Element via the Canvas Using
this option, you can create a new element from an existing element on
the workbook using the page’s canvas. Using this method, you can select
the source immediately at the start to quickly get results, which can be
helpful for reports with a long list of elements.
To create a data element from an existing element via the canvas: 1.
Hover the mouse over the element you would like to use as a source. The
Context menu displays in the upper-right corner. 2. In the Context menu,
select the (Create child element) icon. 3. Select the desired element
type. These include Table, VIZ, or Pivot Table. The new element displays
on the editor panel and is available to customize.
Data Elements Workbooks typically contain a collection of elements on
a single page and/or distributed across multiple pages. There are three
element types: data elements, UI elements, and control elements. Each
has a unique function, and they collectively allow you to display,
interact with, and provide additional context to your data. Workbook
editors define elements and can individually configure them for viewer
interaction.
Report Center Editor Guide © 2025 PrismHR 18  Chapter 4 Explore
Mode
Data elements include tables, pivot tables, and visualizations built
directly from a data source. A workbook can contain a variety of data
elements derived from multiple data sources.
Note: An Editor license is required to create data elements and
tables. Explorers can still create visualizations.
This section describes the data elements available on a report page
in more detail. l Tables. Tables are a data element with a
spreadsheet-like interface for structuring and manipulation of data in a
familiar environment. Tables support much of a traditional spreadsheet’s
functionality, like creating calculations and applying filters and
formats. They also support a variety of other features such as data
grouping and summaries. Unlike a spreadsheet, data in tables is managed
on a column level rather than individual cells. Calculations and
formatting changes are applied to every cell in a column. l
Visualizations. Visualizations are graphical data elements that add
visual context to your analysis. They allow you to create, explore, and
view your data in a more focused and digestible format. By adding
visualizations to a workbook, you can reveal patterns, trends, outliers,
and correlations crucial to creating a compelling data narrative.
Visualizations include bar charts, line charts, KPI charts, Area charts,
scatter plots, combo charts, box charts, pie charts, sankey diagrams,
funnel charts, gauge charts, region maps, point maps, and geography
maps. l Pivot Tables. Pivot tables are specialized data tables which can
be used to calculate, summarize, and analyze data to find trends and
patterns. Select a Pivot Row or Pivot Column, then add additional
columns to the Value field. Columns added to the Value field are
aggregated automatically according to the type of column. l Input
Tables. Input tables are dynamic workbook elements that support
structured data entry. They allow you to integrate new data points into
your analysis and augment existing data to facilitate rapid prototyping,
advanced modeling, forecasting, what-if analysis, and more— without
overwriting source data. l Linked Input Tables. Linked input tables
support data entry alongside existing datasets, or data elements in the
same workbook. As a child element, a linked input table includes one or
more columns that reference source columns in the parent element. This
includes a primary key column, which provides row identifiers that
define the input table’s granularity and link manually entered data to
existing data in the parent element. Maintaining the data relationship
between the input table and parent element requires the primary key
column to reference static data in the parent element. All other linked
columns can reference variable data, which is continually updated in the
input table to reflect live data from the root source.
Report Center Editor Guide © 2025 PrismHR 19  Chapter 4 Explore
Mode
UI Elements Workbooks typically contain a collection of elements on a
single page and/or distributed across multiple pages. There are three
element types: data elements, UI elements, and control elements. UI
elements include buttons, dividers, images, spacers, embeds, and text
used to add context and/or workbook styling. This section describes the
UI elements available on a report page in more detail. l Text. Text UI
elements allow you to add titles and captions to your workbook pages.
You can choose the size, style, and font. The text can include dynamic
content from formulas. For more information see Text Elements. l Images.
You can add an image to your workbook page by uploading or referencing a
URL. You can use images settings to change how images fit within the
dashboard container, and reference control variables within the image
embed URL to customize images on a per-dashboard basis. l Buttons. A
button directs users to an external website URL or a different Sigma
page. You can choose whether the link opens in a new browser tab, and
you can optionally add control values. There are also customization
options for button title and style. l Embedded Element. An embed element
adds a webpage, video, or other Sigma workbook to a page. Any
iFrame-enabled URL can be embedded. Use control variables within your
embed URL to customize what content is displayed according to different
inputs. l Dividers. A Horizontal divider visually partitions elements or
groups of elements on a page. A spacer creates empty visual space on the
page canvas, pushing elements up, down, to the left, or to the right. l
Plugins. You can add plugin elements to workbooks, to support custom
functionality. You only have access to plugins registered with your
organization. Plugins are third-party applications built to add
additional functionality into an existing product. For example, a
software developer in your organization may create a plugin that lets
you display your data in a chart type not otherwise supported in the
report builder. l PDF Export Elements. The Page Break element can
manually set a page break for PDF exports onto the report.
Control Elements Control elements (controls) and data elements
combine together on reports. Data elements display the data, and
controls manipulate the displayed data by filtering and/or using
parameters. Controls are basically filters, and sometimes the
terminology is interchangeable. Any field can be turned into a
Report Center Editor Guide © 2025 PrismHR 20  Chapter 4 Explore
Mode
control element, and editors add controls to a workbook to manipulate
the workbook’s data based on user input.
Note: Control elements fulfill the same role as the parameters in the
legacy report system.
When a user views an existing workbook and does not have permissions
or the need to edit the report, control elements can provide a way to
customize the data that displays. The user can change the value of a
control element to update the displayed data in any elements targeted by
that control. For example, a List control shows the filter values from
which you can select:
The targeted data element updates to show the filtered results:
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To create a control: 1. If you are not in Edit mode, select Edit
mode. 2. In the editor panel, click + Add Element. 3. Select a control
type. The new control element displays on the page. 4. In the Settings
panel, select configuration settings for the control. 5. In the Targets
panel, select the element to be controlled.
Types of Controls You define a control by setting its type, settings,
and target data. The following control types are provided: l List. A
list presets a set of options, and the user can select which values on
the list are included. All other values are excluded. Lists can be used
to control Text, Numbers, or Dates columns. A maximum of 200 values can
be displayed on a single list. l Text. The text control allows the user
to search for full or partial matches for an input text string. The
input can be set to Contains, Starts with, Ends with, or Like. This
option can be used to control Text columns.
l Number or Number Range. A Number control uses a single value, while
a Number Range provides a range between two numbers. This option can be
used to control Numbers columns.
l Date. The Date control uses a single date as a parameter value.
Only values with the matching date are included in the data. This
control supports both fixed and relative dates. This option can be used
to control Dates columns.
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l Date Range. The Date Range control can be used to specify two
dates, and only values within the specified range are included in the
data. This control supports both fixed and relative dates. This option
can be used to control Dates columns.
l Top N. The Top N filter can be used to only display the top # of
columns on a report, such as the highest three values or the top five
earners. This control can be customized to display the Top N, Bottom N,
Top Percentile, or Bottom Percentile. This option can be used to control
Text, Numbers, and Dates columns.
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l Drill Down. The Drill Down control allows users to view pre-defined
layers of data. The editor defines a drill path by selecting a value
source. When the user views the item, they can select the values from
the drill path to drill down to that data. This option can control Text,
Numbers, Dates, and Boolean columns.
l Switch. The Switch control is a binary toggle which can be used to
switch between True and False values.
Convert an Existing Filter to a Control When performing an ad-hoc
filter on a report, you can convert the filter you have created directly
into a control. The original data element is automatically added as a
target for the control. The control can then be customized with
additional targets or settings using the editor panel.
Note: When you create a control from an element filter, the existing
filter remain accessible. Changing the input value of the filter updates
the input value in the control and vice versa.
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To convert an existing filter to a control: 1. If you are not in Edit
mode, select Edit mode. 2. Click the (Filter) icon for the corresponding
element. The Filters menu displays. 3. Click the (Additional Options)
icon. The Additional Options menu displays. 4. Select Convert to page
control. The filter is converted into a control, and the editor panel
displays with the control’s configurable settings.
Synchronizing Controls Synced controls are workbook control elements
that have identical, synchronized copies. Both filter controls and
parameters support synced copies. For example, a report could show the
entire organization’s sales data on one page, and focus on individual
regions on a second page. The Date controls for the pages could be
synchronized so that you can quickly compare overall and regional sales
data without reentering the date range.
To synchronize controls: 1. Select the control to copy and
synchronize. 2. Hover the cursor over the element and select (Additional
Options). 3. Select Create a synced copy. A copy of the control is added
to the page. 4. Hover the cursor over the copy and select (Additional
Options). 5. Select Move to to move the copied element to a new page.
The synchronized copy is moved to the new page. 6. In the Targets panel,
select the element on the new page to be controlled by the synchronized
copy.
Identifying and Editing Data Sources While in Edit mode, you can
select an element to quickly identify and edit its data source. You can
use this feature to inspect data sources, make changes to existing
elements without recreating them, and help construct new elements.
To identify an element’s data source: 1. While in Edit mode, select
the element. An element’s data source is listed at the bottom of the
editor panel when the element is selected.
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To edit an element’s data source: 1. While in Edit mode, select the
element. 2. Click the (Dropdown) icon. 3. Select Change source. The Edit
source panel appears. 4. Make selections on the Edit source panel to
choose a different source. These options include a new source not in use
on the workbook, a source currently in use, or a page element.
The Formula Bar Each worksheet has a formula bar positioned near the
top of the page.
Custom calculations can be created using the Formula bar. You can
create custom columns by entering a mathematical formula that can employ
data elements from one or more data sets. Formulas are applied to
columns, not cells. When a formula is applied to a column, it is applied
to all rows in that column. Every column has a formula, including those
that directly reference data from your data source. To view a column’s
formula, select the column and its formula will automatically appear in
the formula bar.
To create a custom calculation: 1. While in Explore or Edit mode,
select New Column. 2. With the new column selected, select the Formula
bar at the top of the edit panel. 3. Enter the formula in the Formula
bar. The system automatically generates suggestions to complete function
names and column names. 4. Once the formula is complete, press Enter.
The formula calculation is applied to the new column, and the calculated
data displays.
The Function Index The formula bar includes the (Function Index) icon
located to the left of the calculation section. Selecting this icon
opens the Function Index in a new window. The Function Index is a
comprehensive list of functions that are usable in Sigma. You can browse
the index to brainstorm ideas of how you can calculate your data, or
investigate specific functions to get further information about a
calculation. The Function Index is an essential tool for expanding your
knowledge of functions to perform complex analysis of your data.
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Configuration Panel The Configuration Panel is used to add, review,
and modify elements on a worksheet page.
The Configuration Panel options depend on which element is selected
on a page. These options include: Add Element: Select this panel to add
a new element to a page, including tables, visualizations, and pivot
tables. For more information, refer to the corresponding element type.
The Editor license is required to create certain elements. Page
Overview: Select this panel to display an overview of all elements on
the page in a list format. Using this list, you can select and edit
elements quickly and efficiently, without having to locate them on the
page itself.
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Element Properties: Select this panel to customize the properties of
an element, such as the groupings and columns of a data table or the
layout of a visualization.
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Note: The icon for the Element Properties panel changes depending on
the type of element currently selected.
Element Format: Select this panel to customize the appearance of an
element, such as fonts, text size and color, background color, stylistic
details of charts and graphs, and other features. The options available
in this panel depend on the type of element selected.
Actions: This feature is currently in beta. This panel can be used to
define custom actions on reports. For example, you can define an action
so that clicking an icon at the end of the report immediately scrolls
the page back to the top.
Creating Tables Tables support much of a traditional spreadsheet’s
functionality, like creating calculations and applying filters and
formats. They also support a variety of other features such as data
grouping and summaries.
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To create a table: 1. If you are not in Edit mode, select Edit mode.
2. In the Editor panel, click + Add Element. 3. In the Data Elements
section, select Table. 4. In the Select source for Table section, select
the a data source. The table is created using the columns available in
the data source.
Columns and Cells While tables are similar to spreadsheets, data is
managed at the column level rather than on individual cells. This means
actions such as calculations and formatting changes are applied to every
cell in a column. Managing data at the column level ensures consistency
and accuracy, and prevents common errors, across large and ever-growing
sets of data.
To add a new column to a table: 1. If you are not in Edit mode,
select Edit mode. 2. In the Editor panel, click Add Column. Additional
options display.
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Select Add new column. The new column is created, and the cursor
moves to the Formula Bar.
Enter a formula in the Formula Bar to create a new column.

To search for a column to add to a table: 1. In the Editor panel,
click Add Column. Additional options display. 2. Select Add column via.
3. Select Lookup. The Add Lookup panel displays, where you can search
for a column. 4. In the Select element field, select a data source. 5.
In the Column to add field, select which column should be included. 6.
To create an aggregate of this field, select an aggregate type in the
Aggregate field. 7. In the Map two elements section, select two columns
with matching values to use as keys for comparison. For instance, if you
are pulling a column from payroll data to add to a table using sales
data, and both data sets have a Client ID field, the Client ID could be
used as a key to match the new column to the current data set. 8. Click
Done. The new column is added to the table.
To search for a column to add to a table: 1. In the Editor panel,
click Add Column. Additional options display. 2. Select Add column via.
3. Select elect Period over period comparison. The Add Comparison panel
displays, where you can search for a column. 4. Select the main value to
use in the Compare field field. 5. To create an aggregate of this field,
select an aggregate type in the Aggregate field. 6. In the Using date
column field, select a date period for the comparison. 7. In the
Comparison time frame field, select a time frame. 8. Make selections in
the Output fields to customize the final column. 9. Click Done. The new
comparison column is added to the table.
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To add a column from current sources: 1. In the Editor panel, click
Add Column. Additional options display. 2. Select Add source columns. A
list of all columns on data sources currently in use on the page
displays. 3. Select one or more columns using the check boxes to add to
the table.
Groups and Groupings Groups and groupings, which are unique to
tables, are an excellent tool for comparative analysis. They allow you
to analyze rows of data based on shared values within a single column.
Any column in a table can be used to define a grouping. When used to
define a grouping, the column becomes a grouping key. Its individual
rows merge into single cells based on their distinct values.
Subsequently, the rows of data to the right of the key column in the
table are bundled into groups based on each unique value in the key
column. Group aggregates can then be calculated based on the cell values
within each row in the group.
To add a group to a table: 1. While in Edit mode, select the table.
2. In the Element Properties panel, select the column to use as the
grouping key and drag the column to the Groupings section. The column is
added as a grouping key for the table.
Subtotals Subtotals are aggregate values of a single column.
Subtotals can be defined on a column-by-column basis to total up
specific sections of data.
To create a summary of a data table: 1. In Edit mode, select the menu
icon of a column. 2. On the Editor panel, select Show totals.
Summaries Summaries are single-value column aggregates that are
calculated at a table’s highest aggregation level. Summaries can be
created in Edit mode.
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To create a summary of a data table: 1. In Edit mode, select the data
table. The editor panel displays. 2. Select Summary in the table footer.
3. Click the (Add Summary) button. The Summary menu displays. 4. Select
one of the following summary options: l New Summary: Select this option
to create a blank summary column and display the formula bar. Type in a
custom formula to create the summary. l Row Count: Select this option to
create a summary of the total number of rows in the table. If the table
includes groupings, this calculation will match the total number of rows
in the highest grouping. l Aggregate Column: Select a column or search
for a column in the Aggregate Column section to create a summary
aggregate, such as Sum or Count. The new summary displays at the bottom
of the table. To customize the summary, select the summary field and
click the (Menu Dropdown) icon. Using this menu, you can customize the
summary just like an ordinary column.
Applying Conditional Formatting Tables can be formatted with
conditions to highlight certain values. These conditions are created as
rules in the Table formatting.
To apply conditional formatting: 1. Select the Table. 2. Select the
(Element Format) icon. 3. Select Conditional Formatting. 4. Select + Add
rule. A new rule is created, which can then be defined with additional
options. 5. In the Apply to field, select a variable for the rule, or
select All columns to apply the rule to all columns in the table. 6.
Select a format for the rule to apply. These options include: l Single
Color: If the rule in the Formatting rule field is true, the color is
applied to the cell.
l Color Scale: The selected color scale is applied to the variable
based on its relative value. This color can be applied to the cell or
characters based on the selection in the Apply field.
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l Data Bars: Each cell displays a bar of the selected color with a
width depending on its relative value. A customized number range can be
defined using the Customize Domain field.
Creating Pivot Tables Pivot tables are specialized data tables which
can be used to calculate, summarize, and analyze data to find trends and
patterns.
To create a pivot table: 1. If you are not in Edit mode, select Edit
mode. 2. In the editor panel, click + Add Element. 3. In the Data
Elements section, select Pivot Table. 4. In the Select source for Table
section, select the a data source. 5. In the Pivot Rows section, select
one or more variables to be added as rows of the pivot table. If
multiple variables are defined, each variable is grouped in sequential
order. In the example above, Store Region is the first variable and
forms the primary group, with Store State as the second variable. 6. In
the Pivot Columns section, select one or more variables to be added as
rows of the pivot table. If multiple variables are defined, each
variable is grouped in sequential order.
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In the Values section, select the values to be shown in the Pivot
Table cells. If multiple variables are added, the order of the variables
can be defined by changing their position in the Values section.

Note: Pivot tables can be expanded and collapsed by both rows and
columns if multiple variables are added to the Pivot Rows or Pivot
Columns sections.
Defining Aggregates Variables added to the Value section are
aggregated by default. Aggregation type (e.g. Sum vs Count) is dependent
on the original column’s value type (e.g. text, number, date, etc).
Aggregations can be changed to customize the Pivot Table.
To change the aggregation of a value on a pivot table: 1. In the
Editor panel, hover over the variable in the Values section and click
the menu icon. 2. Select Set aggregate. 3. Select the type of aggregate
to use for the variable.
Applying Conditional Formatting Pivot tables can be formatted with
conditions to highlight certain values. These conditions are created as
rules in the Pivot Table formatting.
To apply conditional formatting: 1. Select the Pivot Table. 2. Select
the (Element Format) icon. 3. Select Conditional Formatting. 4. Select +
Add rule. A new rule is created, which can then be defined with
additional options. 5. In the Apply to field, select a variable for the
rule. The options available include the variables in the Pivot Rows,
Pivot Columns, and Values. 6. Select a format for the rule to apply.
These options include: l Single Color: If the rule in the Formatting
rule field is true, the color is applied to the cell.
l Color Scale: The selected color scale is applied to the variable
based on its relative value. This color can be applied to the cell or
characters based on the selection in the Apply field. l Data Bars: Each
cell displays a bar of the selected color with a width depending on its
relative value. A customized number range can be defined using the
Customize Domain field.
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Joining Tables Editors can join data between warehouse tables or
datasets to expand the scope of their custom reports and analyze data in
unique ways. Joining data takes multiple data sets and combines them
together using a join key, or a key piece of data shared by both sets.
For example, you might join a set of employee insurance records and a
set of employee retirement records. Each data set contains the Employee
ID field. By using the Employee ID as the join key, the two tables can
be combined together, with each employee’s insurance and retirement
records being organized by their Employee ID.
To create a table join from scratch: 1. Click the + Add Element
button. 2. Select Table. 3. On the Element Properties panel, select Join
in the New column.
The Select source panel displays. The Select source panel includes the New, In Use, and Page
Elements tabs, as well as a list of suggestions for similar sources.

Select a source by clicking on a suggested source or searching for
the source on the available tabs.

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Click Select.
The Create Join window displays. On this window, you can add
additional sources and determine how the sources are joined.
Add additional sources to the Join by clicking the + icon in the
Sources column. The Select source panel displays again, where you can
select additional sources. By selecting any source beyond the first in
the Sources column, the Join With section displays on the Create Join
window. Using this section, you can select how the additional source is
joined to the first source.
Verify that the proper sources are being joined using the Join
with field and the Selected source field. These fields should show the
first source on the list and the source you selected in the Sources
column.
Select a Join Type in the Join Type field. For more information
about join types, see the section below or click the question
icon.
Make selections in the Join keys fields. l Select a Row ID from
the first source.

l Select = if the two rows are equivalent. For more complex table
joins, choose other operators.
l Select a Row ID from the second source.
 The Create Join window displays a comparison between the two Row IDs, including the total key
 count, keys with no matches, and keys with multiple matches. Selecting matching keys is essential
 to joining the data accurately.
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Select Preview Output.
The Create Join window displays a visual mapping displaying the table
join and a preview of the joined table columns.
Make selections in the Columns section to choose which columns
are included in the table join.
Click Done. The Joined Table is updated on the report and the
Create Join panel closes.

To create a table join on an existing table: 1. Select a table to
join with an additional data source.
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In the Element Properties panel, click the (Down Arrow) icon next
to the name of the data source.
Select Join. If the table already has a data join, select Edit
Join.

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The Select source panel displays. Select a source by searching for the sources in the Shared with
me section.

Click Select. The Create Join window displays. Follow the procedures
from step.

Types of Joins
Lookup: Lookup returns all of the rows in the current data and data
from the matching rows in the joined data while maintaining the number
of rows in the current data. If Sigma finds more than one match for the
current data in the joined data, it returns a * in the corresponding
row. Lookup functions like a VLOOKUP function in spreadsheets.
Inner Join: The inner join returns the rows that exist in both the
current data and the joined data. Removes all rows that do not have data
in both the current data and joined data.
Left Outer Join: The left outer join returns all of the rows in the
current data, and all the data from the matching rows in the joined
data. It adds rows when there is more than one match. This can result in
an expanded row count.
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Right Outer Join: The right outer join returns all of the rows from
the joined data, and the data from the matching rows in the current
data. It adds rows when there is more than one match. When the current
data has more than one row that matches to joined data, all of the
matches rows are retained.
Outer Join: A full outer join returns all of the rows from the
current data and all of the rows in the joined data, making matches
where possible.
3rd Party Import Process Editors can use the new 3rd Party Import
process to import a CSV file from outside sources to be used in reports.
After importing the file, the data is implemented as a grid implement
within the report, which can be manipulated like other data sources,
including sorting, filtering, grouping, pivoting, and creating
visualizations.
Note: This feature is only available for editors. Once the data has
been imported by an editor, the workbook can be shared with other
users.
Note: For security purposes, access to the 3rd Party Import process
requires specific permission for each individual. Administrators can
grant access to this feature.
To import 3rd Party Data: 1. In the report workbook, enter Edit mode
by selecting Edit. 2. Click the (Add Element) icon to add a new
element.
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In the Data Elements section, select CSV. The Upload CSV form
displays.
Drag a file into the Upload CSV section or click Browse to locate
the file.
Use the Parsing Options section to configure the headers,
delimiters, and other separators if necessary. A preview of the table
displays on the Results tab. The system automatically attempts to match
headers to column names and values to each attribute type, but the
editor can override the values to make corrections to the import.
Once the table has been verified, click Save. The data is saved as a
new data table element and displayed on the workbook. The data can then
be manipulated and used for visualizations just like any other
table.
Rename the table. By default, the table is named New Input Table,
but the editor can immediately rename the table to any appropriate
name.

Note: CSV files are limited to 200 MBs for this feature. To import
larger data sources, editors should split the file into several CSVs and
merge the tables together.
Joining 3rd Party Import Data While data from the 3rd Party Import
process can be manipulated directly, some editors may wish to join the
table with information that already exists in the system. The import
process does not create a dataset, and therefore the data can’t be
combined with a table join. However, the data can be merged into a
single element using the lookup feature.
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To merge 3rd party data with an existing source: 1. In Edit mode,
click the Down Arrow icon on the column name. An options menu displays.
2. Select Add New Column > Via Lookup. The Add lookup window
displays. 3. In the Select element field, select the data tables to
merge into the current element. 4. In the Column(s) to add field, select
the columns to merge into the existing data. 5. In the Map two elements
section, select two columns with matching values to use to join the two
tables together, much like selecting join keys to join tables. 6. Verify
that the match will work properly using the KEYS WITH MATCHES section,
then click Done. The selected columns are merged into the selected data
table.
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Visualizations Visualizations are graphical data elements that add
visual context to your analysis. They allow you to create, explore, and
view your data in a more focused and digestible format. By adding
visualizations to a workbook, you can reveal patterns, trends, outliers,
and correlations crucial to creating a compelling data narrative. The
following kinds of visualizations are available: l Bar Chart
l Line Chart
l KPI Chart
l Area Chart
l Scatter Plot
l Combo Chart
l Box Chart
l Pie Chart
l Sankey Diagram
l Funnel Chart
l Gauge Chart
l Region Maps
l Point Maps
l Geography Maps
Customizing Visualizations Visualizations feature various properties
and formatting options that determine how your data is represented. With
a wide range of customizable configurations, you can enhance your
visualizations and ensure they present meaningful and actionable
information.
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To customize the properties of a visualization: 1. Access a report in
Explore Mode. 2. Select the visualization on the report.

Select the (Element Properties) icon to customize the functionality
of the visualization. The Element Properties panel displays.
Make changes on the Element Properties panel to customize the
visualization. The changes are applied automatically.
Select the (Element Format) icon to customize the appearance of the
visualization. The Element Format panel displays.
Make changes on the Element Format panel to customize the
visualization. The changes are applied automatically.

The Element Properties Panel The Element Properties panel requires
you to select a visualization type and configure source columns to
define chart properties, including axis categories, metrics, colors, and
tooltips. You can convert data value types, change the data aggregation
or truncation, and customize chart markers and tooltips. Depending on
the visualization type selected, you may also have options to change the
chart orientation, modify data stacking, and add trellis rows and
columns.
The Element Format Panel The Element format panel allows you to
customize the appearance of various components, including the
visualization title’s content, size, and alignment. Depending on the
visualization type selected, you may also be able to format the
background, axes, legend, data labels, reference marks, trend lines, and
more.
Formatting Visualizations The Element format panel allows you to
customize the appearance of various components, including the
visualization title’s content, size, and alignment. Depending on the
visualization type selected, you may also be able to format the
background, axes, legend, data labels, reference marks, trend lines, and
more.
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Bar Charts Bar charts are typically used to compare values across
categories or groups of data. Create basic single- series bar charts, or
build advanced charts to compare multiple variables, measure values
against reference marks, evaluate parts of a whole, and more. Bar charts
contain the following variables: l X-Axis: This variable controls the
horizontal axis of the graph. To add a variable, click (Add column).
Then, select Add new column. l Y-Axis: This variable controls the
vertical axis of the graph. To add a variable, click (Add column). Then,
select Add new column. You can define multiple variables on a bar chart
by adding multiple columns on the Y axis. You can customize the
orientation of the bar chart using the Element Properties panel. The
following options display directly below the Visualization selection
menu:
   Orientation
   Vertical: Categorize data on the x-axis and measure
   values on the y-axis to create vertical bar marks.

   Horizontal: Categorize data on the y-axis and measure
   values on the x-axis to create horizontal bar marks.
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In addition, you can customize the stacking of the bar chart using
the Element Properties panel. The following options display directly
below the Visualization selection menu:
   No Stacking: Plot multiple data series as separate bars
   within categories. Compare values across and within
   categories in the resulting clustered bar chart.

   Stacked: Plot multiple data series as cumulative bar
   segments. Compare subcategory contributions to each
   category’s total sum value in the resulting stacked bar
   chart.

   Stacked 100%: Plot multiple data series as stacked
   bars totaling 100% of each category’s total sum value.
   Compare subcategory distribution in the resulting
   percent stacked bar chart.
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Line Charts Line charts are typically used to assess how values
change over time. Create basic single-line charts to spot trends and
identify anomalies in your dataset. You can also build advanced
multi-line charts to analyze and compare multiple variables over the
same period of time. Line charts contain the following variables: l
X-Axis: controls the horizontal axis of the graph. To add a variable,
click (Add column). Then, select Add new column. l Y-Axis: controls the
vertical axis of the graph. To add a variable, click (Add column). Then,
select Add new column. You can define multiple variables on a line chart
by adding multiple columns on the Y axis. On the Element Format panel,
you can define different line styles for your line chart.
Straight Create straight lines between data points.
Smooth Create a curved line that runs through data points.
Step Create a step up or down between data points, with the vertical
line occurring at the midpoint.
Step Create a step up or down between data points, with the (Before)
vertical change occurring before the horizontal line.
Step Create a step up or down between data points, with the (After)
vertical change occurring after the horizontal line.
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In addition, you can customize how null data points are displayed on
the line chart.
Zero Plot null values as zero-value data points.
Interpolate Disregard null values and continue the line path between
non-null data points.
Hide Omit line paths through null data points.
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KPI Charts Key performance indicator (KPI) charts highlight single
metric values typically used to measure performance or progress toward
goals. Create a KPI chart to summarize the total value of a metric for a
specific period, or include additional data to compare the metric’s
value over time and measure it against a benchmark or target value. KPI
charts include the following variables: l Value: This variable
determines that value that will be used to gauge performance.
l Timeline: If a timeline is enabled, the Value will be displayed
over a reporting period.
l Comparison: If a comparison is enabled, the Value is compared to
either a static metric or a sequential metric. KPI charts include
several variations, which can be configured by including and defining
properties for the Timeline and Comparison elements.
Name Summary Image
Summary Summarize the metric’s global value to Value understand
overall performance or magnitude. Requires a defined Value.
Benchmark Summarize a metric’s global value against a Summary
benchmark or target value. Assess relative Comparison performance and
gain insight into patterns, relationships, and correlations. Requires a
defined Value and a Comparison with Column selected.
Period Value Measure a metric’s period value to analyze performance
during a specific time interval (like week, month, or year). Requires a
defined Value and a Timeline.
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Period Measure a metric’s value in one period (a week, Comparison
month, or year) against another to perform a sequential or
period-over-period comparison. Requires a defined Value, a Timeline, and
a Comparison with Period selected.
Benchmark Compare a metric’s period value against a Period benchmark
or target to assess relative Comparison performance and gain insight
into patterns, relationships, and correlations. Requires a defined
Value, a Timeline, and a Comparison with Column selected.
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Area Charts Area charts are typically used to assess how values
change over time. Create basic area charts to spot trends and identify
anomalies in your dataset. You can also build multi-area charts to
analyze and compare multiple variables over the same period of time.
Area charts contain the following variables: l X-Axis: This variable
controls the horizontal axis of the graph. To add a variable, click (Add
column). Then, select Add new column. l Y-Axis: This variable controls
the vertical axis of the graph. To add a variable, click (Add column).
Then, select Add new column. You can define multiple variables on an
area chart by adding multiple columns on the Y axis. On the Element
Format panel, you can define different area styles for your area
chart.
No Stacking Areas start from the X axis and might overlap. Stacked
Areas stack on top of each other. Stacked 100% All areas add up to 100%
of the area.
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Scatter Plot Scatter plots are typically used to demonstrate a
correlation (or lack thereof) between two different variables. Create
basic scatter plots to assess patterns, trends, and outliers in your
dataset. You can also build advanced charts to include additional
variables, plot trend lines, and display data points across quadrants.
Scatter plots contain the following variables: l X-Axis: This variable
controls the horizontal axis of the graph. To add a variable, click (Add
column). Then, select Add new column. l Y-Axis: This variable controls
the vertical axis of the graph. To add a variable, click (Add column).
Then, select Add new column. You can define multiple variables on a
scatter plot by adding multiple columns on the Y axis. On the Element
Format panel, you can define different styles for your scatter plot.
Single For each data series, enter a hex code or select an option
Color from the color palette or color picker.
By Select a source column to define color categories, then Category
select or customize a color palette for the resulting multiple
series.
By Scale Select a source column to define a color scale, then select
a color range to apply to the marks.
You can use the Size tab to define the size of each point on the
scatter plot. You can use the Point Style section to define the shape of
the points, including circles, squares, crosses, diamonds, and
triangles.
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Conditional Formatting When you select Single Color for the scatter
plot, you can configure formatting rules that determine colors according
to value-based conditions. This creates exceptions to the single-color
selection, allowing you to highlight values that meet specific
conditions. For example:
Rule Formatting Result
Reference Marks On the Element Format panel, you can define reference
marks for your scatter plot.
Reference Create vertical and horizontal lines to divide the chart
into Line four segments.
Reference Create vertical and horizontal bands to differentiate Band
segments by color.
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Combo Charts Combo charts are a type of visualization that uses a
mixture of chart types. Sigma combo charts support bars, lines, areas
and scatter plots. Combo charts contain the following variables: l
X-Axis: This variable controls the horizontal axis of the graph. To add
a variable, click (Add column). Then, select Add new column. l Y-Axis:
This variable controls the vertical axis of the graph. To add a
variable, click (Add column). Then, select Add new column. You can
define multiple variables on a bar chart by adding multiple columns on
the Y axis. On the Element Format panel, you can define different styles
for your combo plot.
Bar The variable uses the Bar Chart configuration options. Line The
variable uses the Line Chart configuration options. Area The variable
uses the Area Chart configuration options. Scatter The variable uses the
Scatter Chart configuration options.
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Box and Whisker Charts Box and whisker charts display the
distribution of a set of values along an axis. They are also commonly
known as box plots. Box and Whisker charts contain the following
variables: l X-Axis: This variable controls the horizontal axis of the
graph. To add a variable, click (Add column). Then, select Add new
column. l Y-Axis: This variable controls the vertical axis of the graph.
To add a variable, click (Add column). Then, select Add new column. You
can define multiple variables on a bar chart by adding multiple columns
on the Y axis. l Split By: If this optional variable is defined, it
creates a second grouping under the first grouping defined on the
X-axis. On the Element Format panel, you can customize the Box and
Whisker chart to display vertically or horizontally.
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Pie and Donut Charts Pie and Donuts Charts are used to visualize data
as a percentage of a total, displayed as a circular area. Pie and donut
charts contain the following variables: l Color: This variable defines
the color scheme used by the pie or donut chart.
l Value: This variable defines the column that is aggregated to
create the plot. The aggregation is automatically set to Sum or Count
depending on the source column’s value type. On the Element Format
panel, you can define different certain elements for your pie and donut
charts. Tooltip: Choose columns to show when hovering over points in the
chart. Trellis: select columns to serve as trellis rows or columns to
split the chart.
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Sankey Diagrams Sankey diagrams are typically used to assess the flow
and change of data between stages in a process or system. Create simple
Sankey diagrams to demonstrate data distribution, workflows, networks,
and more, or build advanced multi-level diagrams to analyze complex data
relationships and identify changes in variables across stages,
categories, or periods. Sankey diagrams contain the following variables:
Stage: This variable configures the stage categories using distinct
values in a source column or custom formula. This source data can be
optionally categorized in the following ways: l Truncate Date:
Categorize date values by an interval or unit of measure, such as week
or month.
l Transform: Convert the column to another data value type.
l Format: Display data labels in the selected format.
Variable: This configures the source column to use as the data path.
The column data is automatically aggregated. This source data can be
optionally categorized in the following ways: l Set Aggregate: Calculate
values based on the selected aggregation method.
l Transform: Convert the column to another data value type.
l Format: Display data labels in the selected format.
On the Element Format panel, you can define different styles for your
Sankey diagram. l To rename a source column, double-click the column
name in the Stage or Value property, then enter a new name. l To edit
the chart title, double-click the title in the visualization, then enter
a new title.
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Funnel Charts Funnel charts are typically used to measure values
across sequential stages in a linear process. Create funnel charts to
evaluate inputs across each stage and discover potential issues and
bottlenecks in a workflow.
Note: When your data source includes a single column with stage names
as values, use the Stage property. Alternatively, if the data source
breaks down each stage as a distinct column of data, aggregate the
individual stage columns in the Value property.
Funnel charts contain the following variables: Stage: This variable
generates stages for the levels of the funnel chart. Value: This
variable configures the source column to use as the data path. The
column data is automatically aggregated. This source data can be
optionally categorized in the following ways: l Set Aggregate: Calculate
values based on the selected aggregation method.
l Transform: Convert the column to another data value type.
l Format: Display data labels in the selected format.
On the Element Format panel, you can define different line styles for
your funnel chart.
By If only one source column is configured in the Value Category
property, the chart defaults to categorical colors that represent
stages.
By If multiple source columns are configured in the Value Category
property, the chart defaults to stacked series with (Multiple)
categorical colors that represent each of those columns.
By Scale Select a source column to define a scaled color variable,
then select a color range to apply to the marks.
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Gauge Charts Gauge charts are typically used to display a measurable
value against a radial scale. Create gauge charts to evaluate growth,
assess performance, or track progress toward a goal. Gauge charts
contain the following variables: Value: This variable determines the
column or calculation used for the values on the gauge chart. Minimum:
This variable determines the minimum value on the gauge. Maximum: This
variable determines the maximum value on the gauge. Target: This
optional variable adds a target value to the gauge. On the Element
Format panel, you can define different line styles for your gauge
chart.
Single Enter a hex code or select a color for the gauge fill (the
area that color extends from the minimum value to the measurable
value).
By Select a color scale to apply to the gauge. Scale
Conditional Formatting When you select Single Color for the gauge
chart, you can configure formatting rules that determine colors
according to value-based conditions. This creates exceptions to the
single-color selection, allowing you to highlight values that meet
specific conditions. For example, you can define the variable colors at
different percentages so that anything less than 25% shows in red,
25-75% shows in yellow, and 75% and higher shows in green. You can also
define conditions based on the Value field. For example, if the value
field has met a threshold, the gauge could show in green, but if the
value is beneath the threshold, the gauge displays in red.
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Maps Maps are visualizations and can be created via the PAGE ELEMENTS
section of your workbook’s editor panel or directly from an existing
data element. Workbooks support three distinct map types: Region, Point
and Geography. You should choose your map type based on your available
data and the results you wish to see. For example, if you want to map a
text column [State] with cell values like “Colorado” and “California”,
you should choose a Region map type. Region maps contain the following
variables: Region: This variable requires a text column indicating the
region. The following region types are supported: l Countries (defined
by name, formal name, acronym, or ISO 3166-1 indication)
l US States (defined by name or shortcode)
l US Counties (defined in “Name, State” format, or by FIPS code)
l US Zip Codes
l Canada Provinces (defined by name or shortcode)
Point maps contain the following variables: Latitude: This variable
requires a number column containing the latitude coordinates. Longitude:
This variable requires a number column containing the longitude
coordinates.
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Geography Maps Geography maps (Map - Geography visualization type)
support datasets with geography data (WKT format) or variant data
(GeoJSON format) and are typically used to illustrate geospatial objects
on a map. You can create a connection map to display spatial networks,
correlations, and relationships, or build a choropleth map to identify
variability and patterns across distinct geographic areas.
Views The Views feature allows users to save the changes made to a
workbook for later viewing. Views are only visible to their creator. In
addition, the Views feature saves snapshots of recent explorations on a
report, so even if a user forgets to create a view, they can go back to
the report later and see their previous changes. For example, if you set
the date and location controls on a workbook to display results for the
last three month in a specific region, you could save a view to quickly
view the workbook with those exact conditions again. The Views menu can
be accessed by clicking the Views button or the (Views) icon.
To create a View: 1. On a workbook page, make changes using controls
or the Explore mode. 2. Click the (Views) icon. The Views menu displays.
3. Select Save as new view. A new view is created for the current
view.
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To load a View on a workbook: 1. Click the (Views) icon. The Views
menu displays. 2. Select Saved views. A list of all your views displays.
3. Click the name of the view. The workbook updates with the view
configuration.
To delete a View: 1. Load a view on the current workbook using the
procedure above. 2. Click the (Views) icon. The Views menu displays. 3.
On the view to clear, select the (Options) menu. 4. Select Delete. The
view is deleted.
To manage Views: 1. Click the (Views) icon. The Views menu
displays.

Select Manage saved views. The Views panel displays with a list of
all your saved views and custom views. On the Views panel, you can set a
view as your default, edit the name of a view, or delete the view.

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Revisiting Recent Configurations The Views feature saves snapshots of
recent explorations on a report for up to thirty days. These display on
the Explorations tab of the Views panel, with timestamps indicating when
the change took place. You can load a recent exploration by selecting a
timestamp from this panel. In addition, you can click the arrow icon
next to the timestamp to view details about what changes were made.
To view recent changes on a report: 1. Click the (Views) icon. The
Views menu displays. 2. Select Manage saved views. The Views panel
displays. 3. Select the Custom views tab. A list of recent views
displays. These are snapshots of recent changes made on the report,
arranged according to their timestamps. 4. Select a timestamp to load
the recent view.
Report Center Editor Guide © 2025 PrismHR 64  Chapter 5 Creating and
Publishing Workbooks
Chapter 5 Creating and Publishing Workbooks Workbooks have three
states: explore, draft, and publish. When you create a workbook, it is
in an explore state until you actively save the first version. You can
keep a workbook in the explore state and never save it. For example, you
may need conduct ad hoc data exploration and analysis that is only
needed in the current moment, and you don’t want to clutter folders with
one-off documents. Unsaved workbooks are called explorations and are
available in the Recents page for 30 days. You can save a workbook for
continuing your analysis and setting up reporting. If you decide to
share your exploration with your colleagues, you can publish the
workbook.
Ad hoc Data Exploration New, unsaved workbooks are also referred to
as explorations. Explorations are ideal for ad hoc analysis, when you
want to explore your data and move on without saving your work for
future use. To save an exploration as a published workbook, click Save
as in the exploration’s header.
Drafts and Publishing Edits made to a workbook are automatically
saved as a shared, live draft. Multiple editors can collaborate on a
single draft in real time. All active editors see a list of other users
currently in Edit mode and the element they each have selected. Clicking
Publish publishes all drafted changes to the workbook. This includes
changes drafted by all editors on the live draft.
Note: After publishing, the creator and administrators have
permission to access the new workbook. Permissions must be granted to
other individuals or user roles.
Report Center Editor Guide © 2025 PrismHR 65 Creating a Report From
Scratch Editors can create brand-new reports from scratch in Report
Center to present and analyze data in new ways. Using the report
builder, you can create a new workbook in the system, select one or more
datasets for the report, and customize which elements appear on screen.
This feature gives you complete control over reports on any dataset you
can access, as well as the ability to share these customized reports
with other users.
To begin creating a new report: 1. Access the Report Center home
screen. 2. Click New. The New Workbook form displays. 3. In the Workbook
Name field, enter a name for the new report. 4. Click Create. The new
report is saved into the system, and the report builder opens.
Report Builder Overview The Report Builder is a comprehensive tool
that allows an editor to compose the elements that display on each
workbook page. Each workbook page provides a canvas and standard element
manipulation tools that make it easier for you to design and compose the
visualizations you need, especially when a page is to be used as a
dashboard.
Report Center Editor Guide © 2025 PrismHR 66 The Report Builder is
divided into the following sections.

The (Folder Options) icon is used to access the main menu for the
report. This menu can be used to rename, move, delete, send, save,
schedule exports, or browse documents for the report.
The (Add New Element) icon is used to add a new element to the
page. Elements include data tables, visualizations, pivot tables, input
tables, linked input tables, text, images, buttons, embedded elements,
dividers, plugins, and control elements.
The (Page Overview) icon is used to access the Page Overview,
which displays a list of all elements on the page. You can use the Page
Overview to duplicate, copy, move, rename, and delete elements, as well
as change the source data for an element.
When an element on the grid has been selected, the (Element
Properties) icon can be used to display the Select source for table
menu, which can be used to change the data set used by the selected
element.
The Undo and Redo buttons can be used to quickly undo actions or
redo actions that have been undone.
The Add/Delete Grid Rows slider can be used to resize a selected
element.

Report Center Editor Guide © 2025 PrismHR 67  7. The Design Grid is
the canvas on which all elements for the page display. The grid uses a
simple snap-to-position feature to allow elements to be easily
positioned on the page. When composing a report, you arrange the
elements on the grid to determine the visual composition of your report.
8. The Editing menu can be used to customize how you are currently
viewing the report. Using this menu, you can choose to see the desktop
or mobile version of the report. In addition, you can preview the report
as an explorer or viewer, view the currently published version of a
report, and discard the draft. 9. When the report is complete, you can
use the Publish button to publish the report and make it available for
viewing.
Elements Workbooks typically contain a collection of elements on a
single page and/or distributed across multiple pages. There are three
element types: data elements, UI elements, and control elements. For
more information about data elements, refer to Data Elements. For more
information about UI elements, refer to UI Elements. For more
information about control elements, refer to Control Elements.
Adding Elements to a Page You can add elements to the report using an
easy drag-and-drop interface. Elements snap to the grid for simple
positioning, and can be resized and adjusted to achieve the desired
layout.
Report Center Editor Guide © 2025 PrismHR 68 To add an element to a
page: 1. Click the (Add New Element) icon. The Add New Element menu
displays. 2. On the Add New Element menu, select the desired element and
drag it onto the page. Drag it above or below an existing element to
position it above or below the content, or drag it to the side of an
existing element to arrange the two elements side-by-side. The element
is added to the page, and the Properties panel for that element
displays. 3. If the element displays data, select data sources for the
element from the available options. l The New tab can be used to select
from new data sources, including tables and datasets for the
organization, creating a new join table from existing data, or creating
a union of multiple data sources. l The In Use tab displays data sets
already in use on this workbook for convenient selection.
l The Page Elements tab allows you to select existing tables and
visualizations from this workbook to use as data sources for additional
elements. For example, you could create a new join table from existing
data sets that displays in table format, then create a visualization
that uses that table as its source data. Once a data source has been
selected, the Element Properties menu displays. 4. Make selections in
the Element Properties menu to determine the content of the element. For
example, you can select the columns which display in a table, or
determine the background color and alignment of a text box. Once you
have added the element to the page and selected its properties, you can
make adjustments to the element directly on the canvas or from its
Element Properties menu.
To customize the element on the page: l To reposition the element,
you can drag the element across the canvas and snap it into place.
l To resize the element, you can use the corner icons of the element
to change its height and width. l To create a new element directly from
an existing element, click the (Create Child Element) icon. Select
Visualization, Table, Pivot table, or Linked input table to generate an
element of the selected type with the data source already set to the
parent element. l To revise the data source for an element, scroll to
the bottom of the Element Properties menu and select the element name.
Select Change source to display the data source selection menu again,
where a new data source can be configured.
Report Center Editor Guide © 2025 PrismHR 69  l Click the (Additional
Options) icon next to the element to display a menu allowing you to
duplicate, copy and paste, move, or delete the element.
Report Center Editor Guide © 2025 PrismHR 70 Desktop and Mobile
Layouts Workbook pages have two different modes: desktop layout and
mobile layout. In addition, these modes can be synched or unsynched. By
default, the synced mobile layout automatically rearranges the elements
to stack on top of each other to better fit the narrow dimensions, based
on the ordering in the desktop layout from top left element going to the
right and down. You can choose to edit the mobile layout and create a
custom mobile layout that is not synced with the desktop layout’s order
of elements. The unsynched mobile layout will have its own design, which
can be customized independently of the desktop layout. You can change
the size of your browser to see the design in desktop or mobile sizes.
The breakpoint for mobile is 600 pixels canvas width (note the browser
size is larger than the canvas size when you are designing, due to the
elements panel).
Creating a Report From Existing Report Editors can create a new
report from an existing report to set up a modified version more
quickly. Creating an existing report will save a new version with a new
name, and you can edit the new report with the same tool set used to
create a report from scratch.
To create a report from an existing report: 1. Open an existing
report. 2. Select Save As. The Save a Copy form displays. 3. In the Name
field, enter a name for the new report. 4. In the Destination section,
select a destination where the report will be saved. 5. Click Save. The
new report is saved to the destination and opens in edit mode. The
existing elements of the report are populated into the editor, where you
can make changes just like creating a report from scratch.
Report Center Editor Guide © 2025 PrismHR 71 Scheduling Reports How
to Schedule a Report Clients can schedule reports using the dedicated
Scheduling button on each workbook.
To schedule a report: 1. Select a report to schedule for export. 2.
Click Schedule. The Schedule Exports form displays. 3. Click New. The
New Scheduled Export form displays. 4. In the Name field, enter a name
for the scheduled report. 5. In the Destination field, select a server
destination for the report. If the destination has not be added to the
system, see the Adding a Server Destination section. 6. In the Remote
Directory field, enter the file directory destination for the export. 7.
In the View field, select which view to use for the export. 8. In the
Page Element to Export field, select which element will be exported.
Only one element can be included in each export, but multiple exports
can be created for the same workbook. 9. In the Export File Name field,
enter a file name for the exported CSV file. 10. In the Schedule
section, select a schedule for the export. The Daily, Weekly, Monthly,
and Custom options each include separate selections to support different
schedules. In addition, you can select which time zone to use for
displayed times in this section. 11. Click Save.
Schedule Section Details When scheduling a new export, the selection
in the Repeat Every field determines the fields that display to provide
customization for different schedules. The options are as follows: l
Repeat Every Day: Select the interval for how frequently the report is
scheduled. Options include Daily, Week, Month, and Custom. l Daily:
Select Once in the Frequency field to schedule the report once per day
at a specific time of day. Select Multiple times to display fields
allowing the schedule to repeat by hours or minutes. To have the report
only run multiple times during a certain interval, select Between in the
Interval field, then select the time period for the report to run. For
example, a report can be run every hour at the 30 minute mark between 8
AM and 5 PM.
Report Center Editor Guide © 2025 PrismHR 72  l Week: Select the days
of the week on which the report will run. Select Once in the Frequency
field to schedule the report once per day at a specific time of day.
Select Multiple times to display fields allowing the schedule to repeat
by hours or minutes. To have the report only run multiple times during a
certain interval, select Between in the Interval field, then select the
time period for the report to run. l Month: Select the day of the month
on which the report will run. In the Frequency field, select the time of
day when the report will be run. l Custom: Enter a custom schedule code
to determine the report’s schedule. For more information about custom
codes, select the link directly below the field.
Adding a Server Destination On the New Scheduled Export form, clients
can add a server destination, set up a user name, and enter either a
password or private key to provide access to this server.
Note: To send a report to your SFTP server, you will need to
configure your server to whitelist the following IP addresses:
18.189.25.215 , 18.189.24.76 , 18.216.45.20, 18.116.126.247,
18.216.89.32, 3.21.84.175.
To add a server destination: 1. On the New Scheduled Export form,
select the Destination field. 2. Scroll down in this menu and select +.
The New Destination panel displays. 3. In the Destination Name field,
enter the server name. 4. In the Host field, enter the host name or IP
address that supports the sftp:// protocol. 5. In the Port field, enter
the port number. 6. If the server uses a password, select Password in
the Authentication field. Enter your User Name and Password in the
corresponding fields. - or - If the server uses a private key, select
Private Key in the Authentication field. Enter your User Name and
Private Key in the corresponding fields. Please note that the private
key must follow the legacy PEM format. Select the ? tooltip for more
information. 7. To verify the connection to the server, click Test
Connection. 8. Click Create.
How to Edit, Send, Pause, Duplicate, or Delete a Scheduled Export
Clients can make changes to a scheduled report using the Schedule
Exports form. By selecting the action menu for the report, the client
can access the following options:
Report Center Editor Guide © 2025 PrismHR 73  l Edit: Select this
option to display the Edit Scheduled Export form and edit the
export.
l Send Now: Select this option to run the scheduled export
immediately.
l Pause: Select this option to pause the export and prevent it from
being run in the future.
l Resume: Select this option on a paused export to resume the normal
schedule.
l Duplicate: Select this option to duplicate the scheduled export and
edit the copy. This is recommended for exporting multiple elements from
a workbook using multiple exports. l Delete: Select this option to
delete the scheduled export.
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Report Center Explorer Guide

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Chapter 1 Report Center Sigma Implementation Guide
Chapter 1 Report Center Sigma Implementation Guide Welcome to the
next generation Report Center. This implementation task sheet will
outline the four steps that needed to be taken to setup this platform
for your beta testers. This process will require five different steps to
activate your environment: l Providing access to the Next Generation
platform in Prism.
l Accessing Next Generation System.
l Syncing your user roles.
l Distributing access to Reports.
l Selecting your license types.
© 2025 PrismHR 1  Chapter 1 Providing Access to Next Generation
Report Center
Chapter 1 Providing Access to Next Generation Report Center We
recommend for beta the users are set up as Report Center User
Administrators under the user role. Based upon client request, the
security model has been updated so that any user that is configured as a
Report Center User Administrator is automatically granted access to all
workbooks. Client Access Group security will remain in place for
individuals that are set up as administrators.
To assign user roles: 1. Select Change > User Roles. 2. Enter the
Role ID or click the field title and select the role from a list. The
form populates with specific information on that role..
© 2025 PrismHR 2  Chapter 1 Providing Access to Next Generation
Report Center 3. In the Forms section, locate Report Center (New), which
is found in the Work Centers Type and Reporting Category. 4. In the
Access field, set the access for Report Center (New) to Full. 5. Click
Save.
© 2025 PrismHR 3  Chapter 1 Accessing Next Gen System
Chapter 1 Accessing Next Gen System When the access is provided, the
user will now see the new menu available under the work centers.
Selecting this item on the menu signs the user in to the next generation
Report Center platform and links to the home screen.
Note: The previous version of Report Center has been renamed Report
Center (Legacy).
To access the new Report Center: 1. Navigate to the Enhanced
Dashboard. 2. Under Work Centers, select Report Center (New). Users that
are set up as Report Center Administrators in Prism will automatically
see all reports and an administration icon in the upper right hand
corner. For users that are not administrators, the screen will
© 2025 PrismHR 4  Chapter 1 Accessing Next Gen System appear blank
unless the administrator has provided access to reports for their
assigned user role. If you do see a blank screen, please contact your
administrator and request access to reports.
Note: Beta version does not have column level security (Restricted
Fields) in place. This will be available prior to our go live.
© 2025 PrismHR 5  Chapter 1 Syncing Your User Roles
Chapter 1 Syncing Your User Roles When you first access Report
Center, you will need to sync your user roles from Prism to Report
Center. This will need to be accomplished by a report center user
administrator. To complete this task, click on the Administration button
in the upper right hand corner. The Administration form displays. Then,
click the Sync Roles button.
© 2025 PrismHR 6  Chapter 1 Distributing Reports
Chapter 1 Distributing Reports If some users performing beta testing
are not report center administrators, these users must be granted
permission to access the reports by an administrator. To distribute
access, simply click on the Edit Multiple Reports button.
To distribute access to reports: 1. Navigate to the Report Center
home screen. 2. Click Edit Multiple Reports. Check marks display next to
the report names.
© 2025 PrismHR 7  Chapter 1 Distributing Reports 3. Select the
reports to be distributed. The Edit Multiple Reports side bar
displays.
© 2025 PrismHR 8  Chapter 1 Distributing Reports 4. Click Add Roles.
The Add Role Access form displays.

Select one or more roles to grant access to the selected
reports.
Click Add Access. The selected roles are granted access to the
reports and the form closes.

© 2025 PrismHR 9  Chapter 1 Selecting License Types
Chapter 1 Selecting License Types For next gen platform, there will
be three different user types (Viewer, Explorer, Editor). During beta
testing, all users will be assigned the Viewer license type. This can be
updated by any report center administrator. Viewer - User is allowed to
generate reports they have been assigned access to, but lack the ability
to customize the report. Explorer – User has ability to completely
customize the report to their specifications. This includes adding
removing columns, grouping, creating visualizations and pivot tables,
creation of dashboards, ability to edit the joins within the report.
This will also allow them to save the customizations as bookmarks
(Formally Report Views). The user also has all capabilities of the
Viewer type. Editor – User has complete access to create or manipulate
reports for all users to see, as well as all capabilities of the Viewer
and Explorer types.
Note: During the beta, clients are limited to three editor
licenses.
To adjust the license type, the user must log into the system to
create their User ID. After this is completed, the administrator can
access the administration center and change the user’s license type. Do
note the User ID must be sent to the data warehouse for it to appear on
the user tab, so it may take several minutes for the user to appear to
the administrator.
To assign user roles: 1. On the Report Center home screen, click
Administration.
© 2025 PrismHR 10  Chapter 1 Selecting License Types 2. Select the
Users tab.

Select the User ID that requires a license change. The User
Detail form displays.
In the License Type section, click Edit.
Select the new license type for the user.
If the user requires additional permissions for sharing reports
or exporting data, select them under Additional Permissions. Editors
have access to these features automatically.
Click Save. The license for the User ID is changed to the
selected type.

© 2025 PrismHR 11
========================================================================
Report Center Viewer Guide

Source PDF:
https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/Report%20Center%20Viewer%20Guide.pdf
Original filename:
Report Center Viewer Guide.pdf
Pages extracted: 16


Copyright notice The information in this document is subject to
change without notice. PrismHR shall not be liable for any technical or
editorial errors contained herein or for incidental or consequential
damages resulting from the performance, furnishing, or use of this
publication. The software described in this document is furnished under
license and may be used or copied only in accordance with the terms of
that license. No part of this documentation may be reproduced or
transmitted in any form or by any means, electronic or mechanical,
including (but not limited to) photocopying, recording, scanning, or
retrieval system, for any other than the purchaser’s personal use
without the express written permission of PrismHR. The company data
contained in the examples within this document are fictitious and any
resemblance to real people, places, or companies is purely coincidental.
PrismHR is a trademark of PrismHR. All other brand and product names are
trademarks or registered trademarks of their respective owners.
© November 2025 by PrismHR. All rights reserved.
Report Center Viewer Guide © 2025 PrismHR 2 Table of Contents
Copyright notice 2
 Table of Contents                          3
Chapter 1 Introduction 1
 Accessing Report Center                    2

    Accessing from the PrismHR Dashboard    2

 Workbooks                                  3
Chapter 2 Navigating the Reports Page 4
 Searching for reports                      5

 Accessing Views                            6

 Opening a report                           7
Chapter 3 Viewing Reports 8
 Selecting Pages on the Report              8

 Resetting a Report                         8

 Controlling Parameters on a Report         9

 Controlling Columns on the Report         11

 Controlling Visualizations                13

 Exporting Reports                         14
Report Center Viewer Guide © 2025 PrismHR 3  Chapter 1
Introduction
Chapter 1 Introduction Report Center is a centralized and
consolidated reporting tool. It comes with many predefined reports that
you can use as is or that you can quickly customize to meet the specific
requirements of your organization. You can also easily define the
presentation of the output and change it at any time as your
requirements change.
Report Center Viewer Guide © 2025 PrismHR 1  Chapter 1
Introduction
Accessing Report Center Service Providers and Worksite Managers can
access Report Center from the PrismHR Dashboard or from Employee Portal.
See your administrator if you do not have the access you require.
Accessing from the PrismHR Dashboard A service provider or worksite
manager can access Report Center from the PrismHR Dashboard.
To access Report Center from the Work Centers panel: 1. Open the
PrismHR Dashboard. 2. On the Work Centers panel, click Report Center in
the Reporting section.
To access Report Center by searching: 1. Open the PrismHR Dashboard.
2. In the Search box, type Interactive Reports. 3. Click Report Center
in the list of results.
Report Center Viewer Guide © 2025 PrismHR 2  Chapter 1
Introduction
Workbooks In Report Center, reports are defined with three key terms:
workbooks, pages, and datasets. A workbook refers to the entire report,
such as the ACH History report or the Employee General Info report. A
page on a report refers to a specific view for the report, including the
columns that will display and any additional visualizations. A dataset
refers to the category of information collected in the system. Each
report pulls information from one or more data sets and displays them as
pages based on selected settings. These terms are analogous to a
spreadsheet program, with the workbook referring to the spreadsheet
file, the page being a tab in that file, and the dataset as hidden
information that was used to generate that spreadsheet. These terms are
important when viewing Sigma help documentation and guides, but are not
used extensively throughout this documentation.
Report Center Viewer Guide © 2025 PrismHR 3  Chapter 2 Navigating the
Reports Page
Chapter 2 Navigating the Reports Page On the Reports page, the list
of reports shows only the reports to which your administrator has given
you access. There are two basic types of reports. l System reports come
with Report Center and are predefined. You can temporarily configure a
system report based on your requirements. l An administrator can modify
a copy of a system report and save it as a new custom report. An
administrator can also modify a custom report and save it as a new
report. If the administrator shares a custom report with your role, that
report is shown in your list of reports. The list of reports on your
Reports page depend on your security settings.
Report Center Viewer Guide © 2025 PrismHR 4  Chapter 2 Navigating the
Reports Page
Searching for reports You can search for reports by entering text in
the Search box on the home page. Searches are case insensitive for
partial or full matches in the report name or description. For example,
searching for tax presents a list of reports where the word tax appears
anywhere in the report name or description. In the following example,
the search results contain reports whose names or descriptions include
the word “tax.”
Report Center Viewer Guide © 2025 PrismHR 5  Chapter 2 Navigating the
Reports Page
Accessing Views On the Reports page, you can access a list of views
available for a report. The views that are available on a report depend
upon your security settings.
To access the views for a report from the Home page: 1. Launch Report
Center. 2. Scroll through the list (or search) and click the report
panel. The Report Details panel displays. Alternatively, select the
Views link below the report name to display a list of views. Select a
view to open the report to that Page View.
Report Center Viewer Guide © 2025 PrismHR 6  Chapter 2 Navigating the
Reports Page
Opening a report The list of reports shows only the reports to which
you have been given access. See your system administrator if you have
questions or need access to additional reports. You can open a report
from the Report Center Home page or from within another report that you
have open.
To open a report from the Home page: 1. Launch Report Center. 2.
Scroll through the list (or search) and click the report name.
Report Center Viewer Guide © 2025 PrismHR 7  Chapter 3 Viewing
Reports
Chapter 3 Viewing Reports Reports are displayed in tables which are
similar to spreadsheets, with individual pages that display data and
visualizations. Report Editors can customize the columns that display on
a report, as well as create visualizations and tables to help analyze
data more efficiently.
Selecting Pages on the Report Each report contains one or more pages.
The page properties determine which columns and visualizations display
to the viewer. Pages are displayed near the top of the screen. Select a
page to view the report using that page’s specific configuration. The
pages you can access for each report depend on your security
settings.
Resetting a Report As you specify parameters, sort columns, or adjust
visualizations, you may want to restore the report to its default state.
After making any changes to your current view on a report, you can
select Reset in the upper-right corner to restore the report to the
default view.
Report Center Viewer Guide © 2025 PrismHR 8  Chapter 3 Viewing
Reports
Controlling Parameters on a Report Parameters can be used to control
what data displays on the report. The available parameters display near
the top of the page, underneath the Page selection. When you select
parameters to include on the report, the report results are immediately
filtered according to your selection.
Using parameters, you can quickly filter results, clear selections,
or search for specific values to instantly update the displayed report
data.
To filter results by a parameter: 1. Select an available parameter
from the available fields. 2. Select the check mark to include one or
more individual parameters. When you select one or more options, only
records with those options display on the report. If the parameter is a
date field, you can select specific dates to include on the report,
select a range of dates, or select time frames. For example, you could
include the 2nd and 9th of January, all dates from the 1st of May to the
1st of June, or the last ninety days.
Report Center Viewer Guide © 2025 PrismHR 9  Chapter 3 Viewing
Reports
To clear selections from a parameter: 1. Select the x icon to clear
the parameter selection. Once cleared, the parameter is set to include
all results.
To search for values in a parameter: 1. Select an available parameter
from the available fields. 2. Enter search criteria in the search bar
that displays at the top of the selection menu. The selection menu is
immediately updated with search results, which can be selected to filter
the report data. In addition, you can sort the values for the parameter
to expedite your search. Select the Sort icon to sort by ascending or
descending order.
Report Center Viewer Guide © 2025 PrismHR 10  Chapter 3 Viewing
Reports
Controlling Columns on the Report Each report page comes with a set
of columns that display data. Much like a spreadsheet, columns display
individual entries as cells. Each column represents either a set of data
or a calculation performed on data sets. These columns can be organized
by sorting the report based on an individual column’s data.
To sort the data in a column: 1. Select the Dropdown icon on a
column. 2. Select the Ascending icon to sort the data in ascending
order, or select the Descending icon to sort the data in descending
order. The report can also be sorted according to multiple columns in
sequence by defining a custom sort. For example, a report could be
sorted by Column A in descending order, followed by Column C in
ascending order.
To create a custom sort: 1. Select the Dropdown icon on a column. 2.
Select the Custom Sort icon. The Sort form displays. On the Sort form,
you can define sort orders for multiple columns. The Sort form is
applied in descending order. 3. In the first row, select the Column name
to pick a column to sort. 4. Select an ascending or descending order in
the Sort order field. 5. In the Nulls field, select whether null values
should be considered first or last in a list, or leave the field on
default settings. The default selection places null values last. 6. To
add an additional row to the Sort form, click + Add new. 7. Repeat the
selection process for each row you add. 8. Once all options are
selected, click Apply. The Custom Sort will sort the report according to
all rows included on the Sort form in sequential order. For example, you
could create three rows and select Entity ID, Pay Date, and Journal ID.
The
Report Center Viewer Guide © 2025 PrismHR 11  Chapter 3 Viewing
Reports
entire report would be sorted by Entity ID, then data for each entity ID would be sorted by Pay Date,
and the rows for each pay date would be arranged by Journal ID.
Some columns can be expanded to display additional rows of data for
individual items contained within the column. For instance, the year
column in a summary report could be expanded to show a row for each
month.
To expand a column: 1. Select the Plus icon next to the column name.
Additional data displays. 2. Select the Minus icon to minimize the
column. Columns can be summarized to display an overview of the data for
that specific column. This overview includes statistics such as the most
frequently occurring values, the row count, the average, the median, and
the variance.
To display a summary of a column: 1. Click the Dropdown icon on a
column. 2. Select Column details. The Column Details form displays. The
name and equation for the column appear in the About section. The Top
Values section displays the most frequently-occurring values in that
column. The Summary section shows the number of rows, number of null
items, and number of distinct values. The Statistics section shows the
average, median, maximum, minimum, and other statistics.
Note: The Column Details section also displays the Unidata attributes
for the report, which allows users to learn exactly which Prism fields
correspond to the data.

When you are finished reviewing the details, click the X icon to
close the Column Details form.

Report Center Viewer Guide © 2025 PrismHR 12  Chapter 3 Viewing
Reports
Controlling Visualizations Visualizations are graphical
representations of data, such as charts and graphs. Visualizations can
be used to see patterns, trends, correlations, and outliers for data
sets in a focused and easily understandable format. In addition,
visualizations can be examined for further information on a report to
see the underlying data.
To view a visualization’s data: 1. Right click on the visualization.
2. Select Show underlying data. A table of data displays, which includes
all the data for the selected visualization.
To drill down to a visualization’s data: 1. Double click on a
visualization to drill down to its data.
To expand a visualization: 1. Hover the cursor over a visualization.
A small menu displays in the upper-right corner. 2. Click the Expand
icon to expand the visualization. The visualization is maximized to
encompass the entire page.
To minimize an expanded visualization: 1. Hover the cursor over a
visualization. A small menu displays in the upper-right corner. 2. Click
the Minimize icon to minimize the visualization. The visualization is
reverted to its default size.
Report Center Viewer Guide © 2025 PrismHR 13  Chapter 3 Viewing
Reports
Exporting Reports Reports can be exported for presentations, further
calculations, or archiving. Reports can be exported into several
formats, including CSV, XLS, and PDF.
Note: The export function is linked to security settings for
individual user accounts. Editors and Explorers can typically export all
files, while some Viewers can be granted export access on a case-by-
case basis.
To export the current page of a report: 1. Select the (Additional
Options) icon on a column. 2. Select Export. 3. Select a file format.
Selecting PDF provides the option for Portrait layout or Landscape
layout. Once a format is selected, the report will be downloaded as the
selected file type.
Report Center Viewer Guide © 2025 PrismHR 14
========================================================================
Legacy Report Center
Administration Guide

Source PDF:
https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/Legacy%20Report%20Center%20Administration%20Guide.pdf
Original filename:
Legacy Report Center Administration Guide.pdf
Pages extracted: 303


Report Center Administration Guide
A guide to setting up and administering Report Center PrismHR 2.6.1
Copyright notice The information in this document is subject to change
without notice. PrismHR shall not be liable for any technical or
editorial errors contained herein or for incidental or consequential
damages resulting from the performance, furnishing, or use of this
publication. The software described in this document is furnished under
license and may be used or copied only in accordance with the terms of
that license. No part of this documentation may be reproduced or
transmitted in any form or by any means, electronic or mechanical,
including (but not limited to) photocopying, recording, scanning, or
retrieval system, for any other than the purchaser’s personal use
without the express written permission of PrismHR. The company data
contained in the examples within this document are fictitious and any
resemblance to real people, places, or companies is purely coincidental.
PrismHR, HRPyramid, and HRPyramid Web Edition are trademarks of PrismHR.
All other brand and product names are trademarks or registered
trademarks of their respective owners.
© December 2024 by PrismHR. All rights reserved.  Table of
Contents
Table of Contents Report Center Administration Guide 1
 Copyright notice                                                        2

 Table of Contents                                                       3

 Getting started                                                         1

 Configuring access to Report Center                                     1

    Adding the Process ID                                                1

    Adding Report Center to the Employer Portal Template                 3

 Configuring access to administration functions                          5

 Administration home page                                                5
Chapter 2 Managing report security 7
 Viewing the Roles tab                                                   7

 Granting access to reports                                              8

 Granting access to restricted fields                                  10
Chapter 3 Managing report features 13
 Viewing the Reports tab                                               13

 Managing categories                                                   16

 Managing tags                                                         17

 Maintaining custom reports                                            18

    Creating and editing custom reports                                18
Chapter 4 Managing views 23
 Reports vs. views                                                     23

 When to use views                                                     24

 Types of views                                                        25

 Administering views                                                   27
Report Center Administration Guide © 2024 PrismHR 3  Table of
Contents
    Best practices for naming views                                    27

    Saving a view                                                      27

    Entering basic information                                         28

    Configuring sharing                                                29

    Limiting sharing by client                                         30

    Listing all views for a report                                     31

    Saving changes to a view                                           33

    Deleting a view                                                    33

    Changing the default view                                          33

 Views example                                                         34
Chapter 5 Scheduling Reports 36
 Viewing Scheduled Jobs                                                36

 Adding a Scheduled Job                                                37

    Selecting Parameters and Configuring the Report                    38

    Setting up Secure FTP Transfers for a Scheduled Job                39

    Selecting the Schedule for a Scheduled Job                         40

 Setting Up a Secure FTP Using the Raw Key Text Protocol               41

    PPK to an Unencrypted RSA Private Key                              42
Chapter 6 The New Data Warehouse 45
 Report Migration                                                      45

 User-Created Reports and Customization                                46

 Migration of User-Defined Reports and Views                           46

 Security                                                              46
Chapter 6 Release Notes 47
       Enhancements                                                    47

       Enhancements                                                    57
Report Center Administration Guide © 2024 PrismHR 4  Table of
Contents
       April Enhancements                                   58

       February Enhancements                                70

       January Enhancements                                 71

       Fixes                                                75

       July Enhancements                                    75

       Fixes                                                82

       July 2024                                            82

       Additional Editor Roles                              82

       Delete User-Created Reports                          82

       Display Owner on Shared Reports                      82

       Favorites Tab for Reports                            83

       View Role Details                                    83

       Reports Added                                        83

       June Enhancements                                    83

       Fixes                                                95

       March Enhancements                                   95

       May Enhancements                                     98

       Fixes                                               112

       Enhancements                                        113

       Enhancements                                        115

       Enhancements                                        119

       Fixes                                               119

       Fixes                                               120

       Known Issues                                        121

       Enhancements                                        121

       Fixes                                               123
Report Center Administration Guide © 2024 PrismHR 5  Table of
Contents
       Enhancements                                                     123

       Fixes                                                            123

       Enhancements                                                     124

       Fixes Feb MR 1                                                   126

       Enhancements                                                     126

       Enhancements                                                     127

       Fixes                                                            129

       Known Issues                                                     129

       Enhancements                                                     130

       Enhancements                                                     130

       Fixes                                                            131

       Enhancements                                                     132

       Fixes                                                            133

       Enhancements                                                     133

       Enhancements                                                     135

       Enhancements                                                     137

       Enhancements                                                     141

       Enhancements                                                     145

       Known Issues                                                     146

       Fixes                                                            147

       Known Issues                                                     147

       Enhancements                                                     147

       Client Profitability Analysis Overview Calculations              148

       Fixes                                                            150

       Enhancements                                                     150

       Enhancements                                                     153
Report Center Administration Guide © 2024 PrismHR 6  Table of
Contents
       Enhancements                                                                    154

       Enhancements                                                                    155

       Fixes                                                                           157

       Enhancements                                                                    157

       Enhancements                                                                    159

       Date Selection for Scheduling Reports Does Not Enforce Date Format              160

       Error When Adding Report to Expired Job                                         160

       Running Reports Created By Another User Shows Error                             160

       Pivot Reports without Scheduling Appearing in Content List                      161

       Job Editor Showing Restricted Fields Without Data                               161

       Save and Run Job Without Parameters                                             161

       Enhancements                                                                    161

       Fixes                                                                           170

       Enhancements                                                                    170

       Fixes                                                                           174

       Enhancements                                                                    174

       Known Issues                                                                    180

       Enhancements                                                                    180

       Fixes                                                                           182

       Enhancements                                                                    182

       Enhancements                                                                    186

       Enhancements                                                                    187

       Fixes                                                                           189

       Known Issues                                                                    190

       Enhancements                                                                    190

       Enhancements Aug MR                                                             193
Report Center Administration Guide © 2024 PrismHR 7  Table of
Contents
       HRP reports available in Report Center              193

       Enhancement                                         193

       Fixes                                               195

       Known Issues                                        195

       Enhancements                                        195

       Fixes                                               198

       Enhancements                                        198

       Fixes                                               208

       Enhancements                                        208

       Fixes                                               214

       Known Issues                                        215

       Release Features                                    215

       Enhancements                                        220

       Fixes                                               224

       Known Issues                                        224

       Enhancements                                        225

       Fixes                                               232

       Known Issues                                        232

       Enhancements                                        233

       Fixes                                               240

    Fixes                                                  240

    Known Issue                                            240

    Fixes                                                  241

    Known Issue                                            241

    Enhancements                                           241

       Restricted Fields                                   241
Report Center Administration Guide © 2024 PrismHR 8  Table of
Contents
       Reports Added                                       245

       Edited Reports and Fields                           251

    Fixes                                                  253

    Enhancements                                           253

       Pivot Functionality                                 254

       Grid Changes                                        255

       Added Reports                                       257

       Edited Reports and Fields                           268

    Fixes                                                  270

    Enhancements                                           271

       Templated Reports                                   271

       Administration                                      272

       Icons for Custom Reports                            274

       Reports Added                                       274

       Edited Fields                                       275

    Fixes                                                  276

    Known Issues                                           277

    Enhancements                                           277

       Integration with Work Centers Panel                 277

       Integration with Employee Portal                    277

       Administration                                      277

       Security                                            278

       Categories                                          278

       Tags                                                279

       Home Page                                           279

       Reports Added                                       283
Report Center Administration Guide © 2024 PrismHR 9  Table of
Contents
       Field Changes                                       286

    Fixes                                                  289

    Fixes                                                  290

    Known Issues                                           291

    Known Issues                                           292

    Known Issues                                           293
Report Center Administration Guide © 2024 PrismHR 10 Getting started
This guide provides the information you need to administer Report Center
reports. The reports provide capabilities that let your users easily
report on data that is relevant for your organization. It is intended
for the user responsible for the administration and support of Report
Center. To get started, you need to perform a few simple setup tasks to
grant users the appropriate access to Report Center and individual
reports.
Configuring access to Report Center Providers and Worksite Managers
can access Report Center from the PrismHR Dashboard or directly from
Employee Portal. As the administrator you need to configure the
appropriate type of access for each user role. • For both types of
access, the logged on user must have HRPY.WORK*INFRC added to the user’s
role. • An additional requirement for access from Employee Portal is to
add Report Center to the template.
Adding the Process ID In order for Service providers and Worksite
Managers to access Report Center from the Work Centers panel on the
PrismHR Dashboard, you need to grant their roles access to the
HRPY.WORK*INFRC Process ID.
To add the HRPY.WORK*INFRC Process ID: 1. From the PrismHR dashboard,
click (Back Office). The list of Back Office items opens. 2. From
System|Change, select User Roles. The User Role Search page opens. 3.
Click Role ID. The User Role Search page opens. 4. In Show Type, select
Service Provider or Worksite Manager.
Report Center Administration Guide © 2024 PrismHR 1 5. Select a role.
The User Roles page shows the role name and description. 6. Click Add.
The User Role Maintenance page opens. 7. Scroll through the list and
select The Work Centers type, the Reporting category, and the
HRPY.WORK*INFRC Process ID.

Click Save. The selected type and category are added to the User
Roles page. Report Center is now available from the Work Centers panel
on the PrismHR Dashboard.

Report Center Administration Guide © 2024 PrismHR 2 9. Click
Save.
Adding Report Center to the Employer Portal Template Employee Portal
managers can see the Report Center menu only if BOTH of the following
conditions exist: • The logged on manager must have the
HRPY.WORKINFRC Process ID added to the manager’s user role. See the
preceding section for instructions about how to add HRPY.WORKINFRC
to the manager’s user role. • Report Center must be added to the
template. If either condition is missing, the manager does not see the
Report Center menu.
To add Report Center to the Employee Portal menu: 1. Click the WORK
CENTERS menu. 2. From the Employee Experience Work Center, click
Employee Experience Configuration. The Employee Experience Configuration
form opens. 3. Click Configuration Templates. The Configuration Template
form opens. 4. Click the Name of the template to edit. 5. Click the Menu
tab. 6. To enter a top-level menu item, click . The new item is shown in
the menu.
Report Center Administration Guide © 2024 PrismHR 3 7. Complete the
following steps:
 For this option                                Do this
 Title                                          Enter Report Center.
 Hover Text                                     Enter Report Center.
 Navigation Actions                             Enable Component and select Report Center from the
                                                list.
 Icon                                           Select an icon to display for the menu item. This option is
                                                for top level menu items only.

To apply the change to all clients using the template, click Save.
To apply the changes to specific clients, click Apply to Client(s). In
the Client Search, select the clients to use the template and click
Apply. After saving, the Report Center menu is shown on the Employee
Portal Dashboard.

Report Center Administration Guide © 2024 PrismHR 4 Configuring
access to administration functions Each user who will administer Report
Center needs to have the Report Center User Administrator role.
To designate the service provider user administrator: 1. Log on to
PrismHR as SUPERUSER or the equivalent role. 2. In the menu bar, click
(Back Office). 3. In System|Change, select Users. 4. In User ID, enter
the user name or click the link to find the user. 5. In Account
Management Roles, select Report Center User Administrator.

Click Save. When a Report Center User Administrator opens Report
Center, the Administration icon is shown in the header area of the
Report Center home page.

Administration home page The Administration page is your starting
point for performing the following administrative functions: • Provide
access to individual reports. • Grant access to restricted fields within
the reports. • Create categories and tags for each report so that users
can filter the list of reports based on them. • Filter the list of
reports based on their datasets. • Manage custom reports.
Report Center Administration Guide © 2024 PrismHR 5 • Edit metadata
for any report, including the Name and Description (for custom reports
only), tags, categories, and roles. • Delete reports. To open the
Administration home page, click the Administration icon on the Report
Center home page. Administrators can see all reports (including custom
and private reports) in the Administration area. This enables them to
have an end user experience without cluttering the home page with
private reports. However, on the Report Center home page, users and
administrators see only reports that were explicitly shared with them
(where they are a member of at least one role that the report is shared
with) and private reports that they created.
The Administration page provides a Reports tab and a Roles tab. The
following sections provide detailed information about how to use each
tab.
Report Center Administration Guide © 2024 PrismHR 6  Chapter 2
Managing report security
Chapter 2 Managing report security As a Report Center Administrator,
you are responsible for ensuring that users can access only the
information they need. This includes access to reports and access to
restricted fields in those reports.
Note: Some reports are predefined as Service Provider Only. If you
try to assign or share these reports, a warning is shown. If non-SP
users previously had access to a report that is now predefined as
Service Provider Only, they no longer see that report on their home
page. Any custom reports that are based on a Service Provider Only
system report are also designated as Service Provider Only reports.
Viewing the Roles tab The Administration > Roles tab provides a
list of roles that shows the role name, ID, role type, and the number of
reports and restricted fields accessible for each role. You can filter
the list by searching for a role or by selecting a role type. You can
see a list of reports or restricted fields by clicking the number in the
Report Access or Restricted Field Access column.
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Managing report security
Granting access to reports By default, users cannot access reports
until you grant one role to which they belong access to each report that
they need. To get started, select the Roles tab on the Administration
page. You can grant access to Service Provider Only reports only to
service providers.
For each role, the following information is displayed: • The Role
Name column lists all roles by default. To filter the list, enter text
in the Search box. To sort the list of roles, click the arrow in the
column header. Sorting toggles between ascending and descending
alphabetical order. • The ID column displays the internal role ID. • The
Role Type column displays the type of each role. Roles of all types are
displayed by default. To filter, expand the Role Type list, select one
or more types, and then click Done. You can select or clear all roles by
clicking Select All or Clear All. Combine search text and role type
filters to further narrow the list. • The Report Access column displays
the number of reports to which the role has access. • The Restricted
Fields column displays the number of restricted fields to which the role
has access. You can add or delete access to reports for a selected
role.
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To add access to one or more reports: 1. On the Roles tab, select a
role. The system opens the selected role and displays Reports and Fields
tabs. 2. Select the Reports tab, if it is not already selected. • If the
role does not have access to any reports, you are prompted to add a
report. Click Add or the Add Report link. • If the role already has
access to some reports, the reports are listed. Click Add. The Select
Reports window opens. It shows the name of each report to which the role
does not have access and the tags associated with it. Reports to which
the role already has access are not shown.

Select the reports to make accessible to the role. You can filter
the list of reports by entering text in the Search box. Messaging helps
prevent you from accidentally granting WSM users access to reports that
contain sensitive information (such as internal cost information). If
the role to which you are assigning reports is not a Service Provider,
the following warning message is displayed. This is a Worksite Manager
role. Do not select any report that contains Service Provide
confidential information (such as internal cost data) .
Click Add. The report is added to the list of reports that the role
can access.
Click Save. A message informs you that the role was successfully
updated and the number of reports the role can access is shown on the
Administration > Roles tab.

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To delete access to one or more reports: 1. On the Administration
> Roles tab, select the role. The Reports tab displays the reports to
which the selected role has access. 2. Click (Remove) for the report. 3.
Click Save. A message informs you that the role was successfully
updated.
Granting access to restricted fields In Report Center, fields that
contain sensitive information are predefined as restricted. By default,
restricted fields are not visible to users, even when they have access
to reports that contain those fields. To grant users access to a
restricted field you must add to each role the restricted fields that
users in that role should be able to access. You also need to add and
update access for roles when required. Each restricted field may appear
on multiple reports. Field security and report access work together to
provide two layers of data security. To see a restricted field on a
report, the user needs access to both the report AND the restricted
field. If a user does not have access to a restricted field, the field
does not appear in the columns list or the Add filter list on any
report. To that user, it looks as if the field does not exist. You
cannot edit role details such as role name, description, or the users
who belong to each role in Report Center. You need to do that in
PrismHR. To get started, select the Roles tab on the Administration
page.
The information in restricted fields falls into the following
categories:
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• Personal Identification Information (PII) • Banking • Employee
Pay
Note: If a user exports a report that contains sensitive information,
other users may be able to see and access exported data that they don’t
have access to in Report Center. Be sure that your users understand this
and be prepared to help them regarding the proper safeguarding of
sensitive information.
To provide access to restricted fields: 1. On the Administration
page, click the Roles tab and select a role. 2. Select the Fields tab. •
If the role does not have access to any fields, you are prompted to add
a field. Click Add or the Add Fields link. • If the role already has
access to some fields, the fields are listed. Click Add. The Select
Fields page opens. The Column Type column shows the type of data that
the field contains.

Select the fields to make accessible to the role. You can filter the
list of fields by entering text in the Search box or by making a
selection in the Category box.
Click Add.

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Click Save. A message informs you that the role was successfully
updated and the fields the role can access are shown on the Fields
tab.

To delete access to restricted fields: 1. On the Roles tab, select
the role. 2. Click (Remove) for the fields. 3. Click Save. A message
notifies you that the role was successfully updated.
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Managing report features
Chapter 3 Managing report features As an administrator, you can
configure a number of ease-of-use features for your organization’s
reports.
Viewing the Reports tab The Administration > Reports tab provides
a list of reports that shows the name, category, tags, and dataset for
each report. By default, all reports, categories, and tags are shown.
You can filter the list of reports by searching or by selecting tags or
datasets. You can also organize the list based on selected categories.
In the following example, reports were filtered by the Benefits and
Payroll tags.
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There are two basic types of reports. • The predefined reports that
come with Report Center are called system reports. • As an
administrator, you can also create custom reports based on system
reports or on other custom reports. See Maintaining custom reports for
details. The custom report icons are hollow versions of the system
report icons that visually distinguish custom reports from system
reports. These icons are used to identify custom reports in the list of
reports on the Home page and in the Administration area.
Icon       Report Type
           Custom - Grid

           Custom - Chart

           Custom - Map
When you open either a system or custom report from the
Administration > Reports list, the report details page displays the
following information: • The report description. • The category and tags
for the report. • The name of the report owner and the creation date and
time. • The dataset on which the report is based. • Roles that are able
to view the report. • View configurations for the report.
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For custom reports only, the report details page also displays a
Report Name field where you can rename the report. The following example
shows details for a custom report.
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Managing categories Categories are analogous to file folders in which
related reports are organized. By assigning reports to categories, you
enable your users to view the list of reports based on some commonality
that makes sense for your organization. For example, you might create a
category called Tax and assign various tax reports to it. You can assign
a report to only one category.
To create a new category and add it to a report: 1. On the
Administration > Reports tab, select the report. 2. In the Category
box, type the name of the category. If this is a new category, the
system displays the following link: No matching category, Add? 3. Click
the link. The Add Category dialog box displays the name that you
entered. 4. Either accept the name as is or change it, and then click
Apply. 5. Click Save. The system adds the category to the report.
To select an existing category for a report: 1. On the Administration
> Reports tab, select the report. 2. In the Category list, select the
category. 3. Click Save. The system adds the category to the report.
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To add, edit, or delete a category: 1. On the Administration >
Reports tab, select the report. 2. Click Manage next to the Category
box. • To create a new category, click Add and type its name in the
blank row that opens.
•   To edit the name of a category, select it, click    (Edit), and type the new name over the existing
    name.
•   To delete a category, select it and click  (Delete). This permanently deletes the category. It
    also removes it from any reports currently assigned to the category.

Click Save. If you created a new category, you can now add it to the
report.

Managing tags Tags are similar to keywords that let your users filter
the list of reports based on various types of information. For example,
you can create a tag called Internal and assign it to reports intended
for internal Service Provider use only. A report can be associated with
multiple tags. When you create a tag, you select a color that identifies
it to users in the list of tags. The Tags column displays the tags
assigned to each report.
To create a new tag and add it to a report: 1. On the Administration
> Reports tab, select the report. 2. In the Tags box, type the name
of the tag. If this is a new tag, the system displays the following
link: No matching tag, Add? 3. Click the link. The Add Tag dialog box
displays the name that you entered. 4. Either accept the name and color
or type a new name and select a different color, and then click Apply.
5. Click Save. The system adds the tag to the report.
To select existing tags for a report: 1. On the Administration >
Reports tab, select the report. 2. In the Tags list, select the tags
from the list that pops up. 3. Click Save. The system adds the tags to
the report.
To add, edit, or remove a tag: 1. On the Reports tab, select the
report. 2. Click Manage next to the Tag box.
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•   To create a new tag, click Add and type the name of the tag in the blank row that opens.

•   To edit the name of a tag, select it, click       (Edit) and type the new name over the existing
    name.

•   To change the color of a tag, select it, click       (Edit), and select a color.
•   To delete a tag, select it and click        (Remove). This removes it from the report.

Click Save. If you added a new tag, you can now add it to the
report.

Maintaining custom reports The predefined reports that come with
Report Center are called system reports. Although you can temporarily
change their settings based on your current requirements, you cannot
save changes to a system report. However, as an administrator, you can
create a new custom report based on a grid, chart, or map system report
or on another custom report. The current settings of the source report
are used as the new report’s default view settings, including columns,
column order, sorting, grouping, aggregates, summary/details, and
filters. See Managing views for complete details.
Note: If the system report on which a custom report is based was
predefined as Service Provider Only, you can share it only with Service
Providers.
Creating and editing custom reports If you are a Report Center
administrator, when you open a report from the Home page, the toolbar
contains a Save icon. • When you click Save from a system report, Save
as report and Save as View options are available. When you select Save
as report, the Save As Report dialog box appears. • When you click Save
from a custom report, Save, Save as report, and Save as View options are
available. If you select Save, the Save Report dialog box opens. If you
select Save as Report, the Save As Report dialog box opens. See Managing
views for complete details about how to create and manage views.
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To create a new custom report: 1. On the Home page, open the system
or custom report to use as the source for the new custom report. 2. On
the toolbar, click Save > Save as report. The Save As Report dialog
box opens.

Enter the following information:
Option Description Report Name A name that identifies the report.
Description If necessary, change the description that the system
supplies for the data in the report and the source of the data. Category
Select a category for the report.
Tags Select the tags for the report.
Sharing Select one of the following options: • Private (only you can
see) - The report will be available only to you and other Report Center
administrators. • Share with others - Follow the detailed instructions
in To share a report:.

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Click Save. After saving, the dialog box closes and a success
message that contains a link to the new report is displayed. If errors
occur during saving, an error message is displayed. The source report is
not changed.

To share a report: 1. In the Save as report dialog box select Share
with others. The In these roles area opens, showing any roles that
already share the report. Each role is shown in a separate rectangle
(“bubble”).
You can delete access to a report by clicking the X in the role's bubble.

Click within the In these roles area. The system displays a list
of roles.
Select the role you want to share the report with in either of
the following ways: • Scroll through the list. • In the text box, type
one or more letters in the description, name, or type of the role. The
list display starts with the first description, name, or type that
matches your search criteria. The following example shows where the list
starts when ken is entered in the text box.
Note: If the system report on which a custom report is based was
predefined as Service Provider Only, you can share it only with Service
Providers.

To edit a custom report: 1. On the Home page, open the custom report
that you need to edit. 2. Set up the report the way you want users to
see it by default. If you want to keep the existing default view, apply
the Report Default view from the Views menu before saving. 3. On the
toolbar, click Save > Save. The Save Report dialog box opens.
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Change the following information as needed:
Option Description Report Name A name that identifies the report.
Description The description of the report Category A category for the
report.
Tags The tags for the report.
Sharing Select one of the following options: • Private (only you can
see) - The report will be available only to you and other Report Center
administrators. • Share with others - Follow the detailed instructions
in To share a report:.
Click Save. After saving, the dialog box closes and a success
message is displayed. If errors occur during saving, an error message is
displayed. Your changes overwrite the report that you edited and the
report’s Report Default view is replaced with the settings applied to
the report at the time you saved it.

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To delete a custom report 1. From the Administration > Reports
page, open the custom report you want to delete. 2. In the header area,
click (Delete). The system notifies you that deleting this report
permanently removes it from the system. 3. Click Yes, delete. A message
informs you that the report was successfully deleted. Deleting a custom
report also deletes all of its views. You cannot delete system
reports.
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Managing views
Chapter 4 Managing views Report Center grid reports include a
collection of data that is usually presented in a large number of
columns. Typically, you use the same report for many different tasks and
share it with many different clients. Using views, you can save
frequently used report configurations for a specific purpose or client
so that you can quickly switch between variations of the same report
based on your current requirements. For example, you can save a view
that filters a different set of data than the default, or that hides
columns that are not needed for a particular situation. Views can also
help to prevent cluttering your Report Center home page with multiple
copies of the same report with only slight variations. As an
administrator, you can create views for each report and share them with
other users. You can also create private views that are not shared. Your
starting point for working with views is the Views menu that is
available on each report. Both administrators and other users can create
views, but administrators have additional options that are not available
to other users. Notes: • Views apply only to grid reports. Templated,
Chart, and Map reports do not support views. • You cannot include pivots
in views. • You cannot copy or migrate views from one report to another.
• You cannot change the default view from the Administration area. See
Changing Your Default View for details.
Reports vs. views The following table describes some differences
between reports and views.
Report View Appears as a separate entity on the Report Center home
page with its own Belongs to a specific name and description.
report.
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Report View Sharing is by PrismHR user role. Sharing is by user type
or client. Easy to share with groups that have separate PrismHR roles
(for example, Easy to share with specific internal departments).
specific types of users and clients (for example, worksite managers at a
single client).
Report sharing and view sharing work together. A user must have
access to the report to see its views. Views honor client access groups
and restricted fields security. For instance, if you share a view that
has the Employee SSN column visible with all Service Provider users,
users who do not have access to the SSN field do not see it.
When to use views Views can be especially helpful in the following
circumstances: • You frequently use the same report for several
different tasks, and you want to be able to quickly switch between
formats optimized for each task. • You want your own personal preferred
view for a report, and you don’t want to or don’t have permission to
change the report’s default view. • Different clients want their own
version of the same report with different columns, grouping, and other
parameters. • You need to export similar data in different formats for
different providers. For example, assume that you want to share 401k or
benefits data with different carriers, where the underlying data is
basically the same, but every carrier wants it formatted differently.
You can create a single “401k export” report, set up a different view
for each carrier, and then toggle between them to export). It may make
more sense to create a new report in the following circumstances: • You
need to be able to share based on different PrismHR roles. For example,
you may need to share one report with your Payroll department, and a
different report with your Benefits department. • The purpose of a
report is different enough from other reports to require its own title
and description on the home page. • A report needs to have different
tags and categories on the home page.
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Managing views
Types of views When you expand the Views menu, you can set up
different types of views that are based on your organization’s
requirements. A description of each numbered option is provided
following the screenshot.
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Managing views
The maximum number of views shown in the Switch views area is 4. The
following sections describe the information shown in the Views menu.
1 - View heading The View heading shows the currently selected view
area.
2 - Currently selected view A check mark identifies the currently
selected view (shown if not the client or your view).
3 - Client view Client views (sometimes called “client default
views”) associate views with clients. They are intended to fill many of
the same needs as Client Parameters in PrismHR payroll reports. Client
views are helpful when many clients need basically the same report, but
they want it formatted differently. Without views, you would need to
create a different copy of the report for each client, which could make
your report list very crowded. With client views, you can share the same
report with all of your clients, and then create a client view for each
client who wants different special formatting. The client view is shown
as follows: • When a single client is selected in the global client
selector, and the client has a designated client view, it is shown as
Client view (Name). If the name is too long to fit in the menu, it is
truncated. If the selected client does not have a designated client
view, nothing is shown. • When a client view is selected, the selected
view area shows “View: Client view (name)” with a check mark next to the
name. If the view settings were changed, the selected view area appends
(edited) to the client view name. Selecting the view from the menu
reapplies it and shows it as selected. • When multiple clients are
selected, the following message is shown at the top of the menu “Client
view (select a single client to enable).” • When switching clients, the
selected view does not change, but the client view for the new client
becomes available in the Views menu. The previously selected view still
shows as selected in the selected view area and its name view moves to
the top of the Views menu. You can select the new client view but it is
not automatically applied. • Worksite managers see their client view
applied by default when they visit a report for the first time. If you
have a single client selected and that client has a client view
assigned, the client view is shown in the Views menu for quick
selection. When you have more than one client selected, no client views
are shown.
4 - Your view “Your View” enables users to have their own preferred
view for each report. Setting a view as “Your View” adds it as a
shortcut in the Switch Views area of the Views menu so that it is easy
to apply. This is useful when you frequently use the same view,
especially when you don’t have permission to or don’t
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want to change the Report Default view. Both administrators and other
users can have their own “Your View” for each report.
5 - Report default Each report has a Report Default view. For system
reports, the Report Default is built in and cannot be changed. However,
you can create additional views and configure them however you like. For
custom reports, the Report Default view is set by the report creator.
The settings applied to the source report at the time of report creation
become the Report Default view. The report creator or an administrator
can change the Report Default view by making changes and then re-saving
the report.
Administering views As an administrator, you can create views for
each report and share them with other users. You can also create your
own private views that are not shared. Your starting point for working
with views is the Views menu that is available on each report. Views
administration is not available in the Administration area. Both
administrators and other users can create views but administrators have
additional options that are not available to other users. For example,
users can create private views but they cannot share them.
Best practices for naming views Developing a consistent naming
convention for views will help users find and work with them effectively
and efficiently. Some suggestions follow. • For optimal usability, name
views based on either their purpose (such as Reconciliation or Monthly
summary) or their display characteristics (such as Grouped by
Department). • Do not include specific client names in views for the
following reasons: • The same view may be associated with multiple
clients. • Users may be confused about whether they’re looking at a view
name or a client name. • Names longer than about 50 characters are
truncated in some areas of the user interface.
Saving a view You can save the current report settings as a new view
using the Save as a new view option on the Views menu. When saving
views, be conscious of the filters you have applied, as they will be
saved with the view. For instance, it is better to save a view with a
relative date of “Pay Date in past 90 days” than with an absolute date
such as “Pay Date: After 1/1/2021” because the relative date continues
to work whenever it is applied.
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You can save a new view by opening the report, configuring the report
parameters, and then selecting Save as new view from the Views menu or
Save as view from the Save toolbar. You can change an existing view by
applying the existing view, making changes, and then selecting Save
changes from the Views menu. This opens the Save As View dialog box,
which contains the Basic Info, Sharing, and Limit Sharing for Client
tabs.
Note: Only Report Center administrators can see the Sharing and Limit
Sharing by Client tabs. All other users see only the contents of the
Basic Info tab.
Each client can have only one client view, so if a client view is
already selected for client A, and then you save a new view and select
Default view for client for client A, the new one becomes the client
view.
To save a new view: 1. Open the report. 2. Select one of the
following options: • On the Views menu, select Save as a new view. • On
the toolbar, click (Save) and then select Save as view. The Save As View
dialog box opens. The following sections explain how to use each
tab.
Entering basic information The Basic Info tab displays the report
parameters that will be saved as part of the view, including filters,
columns, groups, aggregates, and sorting. It also provides a text box
where you enter a name for the view. If you select Make this your view,
the view is designated as your preferred view for this report. You can
have multiple saved views for a report, but you can designate only one
at a time as Your View . Saving a second view as Your View replaces the
previous designation . This option is available for all types of users
and views. If you accidentally replace your view, select All Views, edit
the previous view, and select Make this your view.
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To configure basic information: 1. On the Save As View dialog box,
select the Basic Info tab if it is not already selected.

Type a name for the view.
If you want this to be your preferred view, select Make this your
view.

Configuring sharing The Sharing tab specifies who can access this
view. The sharing settings enable you to easily share views with
specific kinds of users at specific clients. Sharing is based on the
User Type of the logged in user. This is set in the Users page in
PrismHR. A user must have access to a report to see its views. If you
select Private, only you and other administrators can see the view. If
you select Shared, the view is shared with specific kinds of users at
specific clients. Sharing is based on the User Type of the logged in
user, which is configured in the Users page in PrismHR. The following
options are available. You must select at least one option to share the
view. Leaving all options cleared is the same as selecting Private. •
Service Providers • Worksite Managers • Trusted Advisors
Note: Some reports are predefined in Report Center as Service
Provider Only. If you try to share such a report with another type of
user, a warning is displayed. If a user previously had access to a
report
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that is now marked as Service Provider Only, the user no longer sees
any data within the report and the system returns a 403 Access Forbidden
message. Any custom reports that were created from a system report that
is marked as Service Provider Only will also be a Service Provider Only
report.
To configure sharing: 1. On the Sharing tab, select Private or
Shared. 2. If you select Shared select the types of users who will share
the view (Service Providers, Worksite Managers, or Trusted
Advisors).
Limiting sharing by client The Limit Sharing by Client tab enables
you to share the view only with users who have access to the clients
selected in the Client Name list. By default, the client list is empty,
indicating that the view is shared with users at any client. Adding one
or more clients limits sharing to the selected clients. You can narrow
the selection list by entering text in the Add client box. As you select
clients, the cursor remains in the list so that can continue selecting
additional clients without clicking Save after each addition. When you
add a client to the list, you can specify whether this view should be
the default client view for each client. You can also remove a client by
clicking (Delete). The settings on the Sharing and Limit Sharing by
Client tabs work together. tabs work together. The Limit Sharing by
Client tab is used to set up both client sharing and client views. The
list of clients in the Limit Sharing by Client tab controls who has
access to this view (who can see it in the All Views dialog box). If
Default view for client is selected, this is the (default) client view
for users at this client.
To limit sharing to specific clients: 3. On the Limit Sharing by
Client tab, select the clients who will share the view.
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Click Save.

Listing all views for a report You can see a list of all the views
that you have permission to see.
To list all views for a report: 1. Open the report. 2. On the Views
menu, select All views. The All Views for this Report dialog box
opens.
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For administrators, the list includes all public or private views for
this report for any user. You can search for specific views or filter
the list to views that are the default client view for selected clients.
You can also apply views that do not appear in the shortcut Switch Views
area of the Views menu. Icons are available for you to delete a view.
The following information is shown.
Column Description View Name The name assigned to the view by the
user who created it.
Your View? Shows a check mark if the view is selected as Your
view.
Sharing For a private view, displays Private. For a shared view,
shows a comma-separated list of user types with access to the view.
Shared with Clients Shows the number of clients whose users can
access the view.
Client Default View For Shows a comma-separated list of clients for
whom this is the default view.
Apply When clicked, performs these actions: • Applies the view to the
report, using the currently selected client(s). • Closes the Manage
Views dialog box. • Shows the view as selected in the Selected Views
area. • If this is not Your View or the client view for the selected
client, adds an entry for the selected view
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Column Description at the top of the Switch Views area in the Views
menu. The next time the view switches, this entry is removed.
                                           Enables you to edit the view.

                                           Permanently deletes the view.
Saving changes to a view The (edited) label indicates that the
currently applied view was changed and needs to be saved. You can save
changes to a view by updating it with the currently applied settings or
by changing the sharing settings. You can also change the name if
necessary . 1. Open a view and, on the Views menu, click Edit view
settings. 2. Make the necessary changes. 3. Click Save. If you do not
click Save, the (edited) label indicates that the currently applied view
was changed and needs to be saved. Save the view to remove the (edited)
label.
Deleting a view You may need to delete a view as your requirements
change.
To delete a view: • On the Views menu, click All views and then click
(Delete ) for the view you want to delete.
Changing the default view Only an administrator or the report owner
can change a default view. This is because they are the only ones who
see Save on the toolbar. The report’s default view is part of the
report’s settings so you cannot edit and save the default view from the
Views menu as you can with other views.
To change the default view: 1. Open the report and configure it as
you want it for the default view. It may help to apply the “Report
default” view from the Views menu first, and then make any necessary
changes.
Report Center Administration Guide © 2024 PrismHR 33  Chapter 4
Managing views

Click Save in the toolbar and then select Save changes from the list
of options.
In the Save changes dialog box, confirm that the report metadata
(tags, category, sharing settings) are correct.
Click Save. The metadata is saved, and the default view is changed
to the settings that were applied when you saved the changes.

Views example The following example shows how reports and views work
together. Assume that you have a payroll report that you provide to all
of your clients. Most of your clients are happy with the default
settings, but you have several clients (A, B, and C) who want their own
formatting.
To solve this problem: 1. Create a custom report by opening an
existing report and saving it as a new report. 2. Configure the report
as most of your clients want to see it by default. 3. Make this the
default view by clicking Save > Save Changes on the report, and then
clicking Save in the dialog box. In the following example, a filter was
added to the Pay Code Detail report to create a customized report called
Pay Code Detail General.

Configure the Pay Code Detail General report using the parameters
and formatting Client A requested, then select Save as view on the Views
menu.

Report Center Administration Guide © 2024 PrismHR 34  Chapter 4
Managing views
•   On the Basic Info tab, give the view a name. See Administering views for a few suggestions.
•   On the Limit Sharing by Client tab, add Client A and select Default View for Client.
•   Click Done.
Repeat this step for clients B and C. The following All Views for this Report example shows three
views of the Pay Code Detail General report.

Share the report will all of your WSM roles. Now all of your
Worksite Managers see the custom Pay Code Detail General report in the
list of reports on the Report Center home page. When worksite managers
from Clients A, B, and C open the report for the first time, they see
their own client views by default. Worksite managers from other clients
see the Report Default view.

Report Center Administration Guide © 2024 PrismHR 35  Chapter 5
Scheduling Reports
Chapter 5 Scheduling Reports As an administrator, you can schedule
reports to run at specified times or certain intervals. By creating a
scheduled job, you can specify when a report will run, what parameters
to use, and which configuration to display. Multiple scheduled jobs can
be assigned to a report, each with its own frequency and configuration.
In addition, files can be uploaded to a Secure FTP site. Scheduled jobs
are available for parameter-driven reports throughout Report Center.
Note: In order to schedule reports, it may be necessary to whitelist
the following public IP addresses on your secure FTP server:
l 18.189.25.215
l 18.189.24.76
l 18.189.34.145
l 18.216.45.20
Viewing Scheduled Jobs Administrators can access the Scheduled Jobs
form by selecting the Schedule button on the toolbar of a
parameter-driven report.
The Scheduled Jobs form displays a list of all jobs scheduled for the
specific report. Each job can be assigned an individual name and
description to assist organizing your jobs. Jobs can be assigned to one
or more clients to meet customer needs. In addition, this form displays
the jobs current status, including jobs that are scheduled to run later,
jobs currently queued to run, jobs that are running at this moment in
the background, and jobs that have been disabled.
Report Center Administration Guide © 2024 PrismHR 36  Chapter 5
Scheduling Reports
Scheduled jobs can be edited from this screen by selecting the Edit (
) icon. Using this option, you can change the job’s parameters,
configuration, schedule, or other details. The next time the job is run,
it will use the edited specifications. You can run a job directly by
pressing the Run ( ) icon. The job will run in the background, and you
can display the report once it is finished.
Adding a Scheduled Job On the Scheduled Jobs form, you can add a new
scheduled job for the specified report.
To add a Scheduled Job: 1. In Report Center, select a
parameter-driven report. 2. Click Schedule. The Scheduled Job form
displays. 3. Click Add Job. The Add Scheduled Job form displays.

Complete the following steps:

Report Center Administration Guide © 2024 PrismHR 37  Chapter 5
Scheduling Reports
 For this option                                Do this
 Job Name                                       Enter a name for the scheduled job. This can be any name,
                                                and should be used to help organize your scheduled jobs.
 Description                                    Enter a description for the job. This can be any description,
                                                and should be used to help organize your scheduled jobs.

Click Save. The job is saved in the system, and the job details form
displays.

Using the job details form, you can edit a job’s parameters,
configure how the report displays, specify file transfer actions, and
set up the job schedule.
Note: To change information on the job details form for an existing
job, simply click the Edit button for the job on the Scheduled Jobs
form.
Selecting Parameters and Configuring the Report The Parameters for
Job Runs tab displays parameters to use on the report. You can select
the same parameters that are available when running the report directly
in Report Center. When entering information in date fields, you can use
keywords to add relative dates. For example, enter Today-1M to have the
report run data from one month before the job is scheduled to run. By
using relative dates, you can maintain timely data sets for reports that
will run in the future.
Report Center Administration Guide © 2024 PrismHR 38  Chapter 5
Scheduling Reports
The Configure Report tab can be used to select columns and aggregates
for the report. You can customize how the scheduled job displays the
report, allowing you to set up different scheduled jobs for different
information.
Note: You can add groups to the report to change how your report
displays on the Configure Report tab, but the groups are not saved when
the report is exported. This follows the same export functionality as
when running the report manually.
Setting up Secure FTP Transfers for a Scheduled Job When you schedule
a report to run, you must add a secure file transfer to the job. When
the report finishes running, a document will be securely transferred to
a specified destination. You must set up your own Secure FTP protocol
for this function to work. For more information about Secure FTPs, see
Setting Up a Secure FTP Using the Raw Key Text Protocol.
To add a secure file transfer protocol: 1. Click the Edit icon on the
scheduled job you would like to modify, or create a new scheduled job.
The job details form displays. 2. Click the Plus icon on the Actions tab
and select SFTP - Secure File Transfer. The SFTP - Secure File Transfer
form displays.

Enter the host URL in the Host field.
Enter the port number in the Port field.

Report Center Administration Guide © 2024 PrismHR 39  Chapter 5
Scheduling Reports

To place the file in a specific folder, enter a file path in the
Remote Directory.
Select an Authentication Mode.
Enter a Username. In addition, enter a Password or Raw Key text
based on the selected authentication mode. Note: Path to Key is not
currently available, and is scheduled for a future release.
Click Test Connection to test the connection to the host URL.
Make selections in the Files to Upload section to modify the file.
Click the format selection to select a CSV format, Excel format, or PDF
format. Select Configure to display the Attachment form, where the file
name and formatting can be modified. To add a new file, click the Add
button. To delete a file, click the Delete icon.
To add a condition to sending the file, select Run on a condition
and select a report and number of records in the options that display.
Conditions allow you to specify that the file should only be transferred
if there are a minimum number of records on the report.
Click Done to save the SFTP information.

Selecting the Schedule for a Scheduled Job You can schedule a job to
run the report once in the future, or on a recurring basis.
To add a schedule to a job: 1. Click the Edit icon on the scheduled
job you would like to modify, or create a new scheduled job. The job
details form displays. 2. Click the selection in the Schedule tab. The
Schedule form displays.
Report Center Administration Guide © 2024 PrismHR 40  Chapter 5
Scheduling Reports

Select the Enabled option to enable the scheduled job.
Using the Interval option, select an interval for the scheduled
job.
Make selections in the date fields based on the selected interval.
For example, select days of the week on a Weekly interval, or specify a
date or day of the month on a Monthly interval.
Select a day to start the schedule in the Start Date field.
Select a day to end the schedule in the End Date field, or leave the
option blank to make the schedule continuous. The dates of the next
scheduled runs for the report display in the Next runs section.
When the schedule is finalized, click Done to save the
schedule.

Setting Up a Secure FTP Using the Raw Key Text Protocol When setting
up a Scheduled Report with the Send to FTP Job Action, two SFTP protocol
options are available. l Password
l Raw Key text
For Raw Key text options, Report Center requires an unencrypted RSA
Private Key.
Report Center Administration Guide © 2024 PrismHR 41  Chapter 5
Scheduling Reports
These keys are often generated in Public Private Key (PPK) format by
the SFTP vendor and need to be converted to a usable format. Keys can
also be created from scratch and provided to the SFTP vendor.
PPK to an Unencrypted RSA Private Key The following guide provides
instructions for creating a PPK and converting it to the PEM format (RSA
Private Key). If a PPK is already on hand, skip to the “Load” step
below. This guide uses a free tool called PuTTYgen, which is available
here: https://www.puttygen.com/
To create and convert a PPK: 1. In PuTTYgen, select Key.

Select SSH-2 RSA key.
Click Generate.
Follow the instructions to move your mouse cursor and generate
random numerical data.
Select File and Save private key.

Report Center Administration Guide © 2024 PrismHR 42  Chapter 5
Scheduling Reports
  A warning will display, indicating that the key does not have a passphrase. Select Yes.

Select a target location and name for the resulting .ppk
file.
Load the recently created PPK file.
Select Conversions and Export OpenSSH key.
A warning will display, indicating that the key does not have a
passphrase. Select Yes.

Report Center Administration Guide © 2024 PrismHR 43  Chapter 5
Scheduling Reports

Choose a target location and name the file, adding an extension
.pem.
Open the .pem file with a text editor. The key header and body
should be in base 64, using numbers and letters.
Paste the Raw Key text into the Report Center SFTP Job Action or
point Report Center to the path of the .pem file.
The Public key within PuTTYgen may then be shared with the SFTP
Vendor if they have requested a corresponding public key.

Report Center Administration Guide © 2024 PrismHR 44  Chapter 6 The
New Data Warehouse
Chapter 6 The New Data Warehouse The Report Center Data Warehouse is
a data platform designed specifically for cloud computing, with modular
architecture that hybridizes traditional database storage with virtual
computation for query processing. The resulting Data Warehouse offers
the simplicity and security for storing data in traditional shared-disk
architectures, while retaining the speed and flexibility of cloud
computing. This guide provides information about the integration between
Report Center and the Data Warehouse structure. It covers the advantages
of the Data Warehouse, the transition process from Elastic to the Data
Warehouse, and common questions users might have about their own
customizations to Report Center. Report Center will be migrating its
data storage and processing from the Elastic database to the Data
Warehouse in a series of phases. This migration will improve the core
Report Center experience in a number of ways. The Data Warehouse
structure provides improved performance, especially for customers
running reports on significantly large data sets. In addition, the
migration to the Data Warehouse will allow Report Center to incorporate
data from the entire Prism family of applications in the future,
including Client Space and Time and Labor Management.
Report Migration Reports will be migrated to the Data Warehouse
architecture as smoothly and seamlessly as possible. This rollout will
occur during our standard release cycle which is biweekly on Wednesdays
and Thursdays. The report center teams are prioritizing the reports for
migration that are both commonly run and resource-intensive to maximize
the benefits of using the Data Warehouse’s architecture and provide the
greatest performance improvements as soon as possible.
Each report that is migrated to the Data Warehouse will be tagged,
and Prism Default reports that pull from the Data Warehouse will be
denoted by a specific icon (as seen above).
Report Center Administration Guide © 2024 PrismHR 45  Chapter 6 The
New Data Warehouse
The Elastic version of a report will still be available after the
report has been transitioned to the Data Warehouse. Users can run either
version of the report to compare differences, verify that the transition
proceeded smoothly, and provide feedback. In addition, the report that
is generated out of elastic will also now have a tag that will show the
date when the elastic report will be removed from the system. One month
after a report has been migrated to the Data Warehouse, the HRP version
of the report will be disabled. In addition, one month after the
migration to the Data Warehouse, the Elastic version of the report will
also be removed.
User-Created Reports and Customization Just like the Prism default
reports, each user-created report that is derived from a report
generated out of the Data Warehouse will automatically have the Data
Warehouse tag added to the report for tracking.
Migration of User-Defined Reports and Views The most powerful feature
in Report Center is the ability to create reports and views. We are
currently working to build a script that will migrate these user defined
reports and views to generate using the data stored in this new data
warehouse. l When the migration script is run, any user defined reports
& views built off the query will automatically be created in the
Data Warehouse. l In order to ease the change management process, any
users that had access to these reports and views in Elastic will now
have access to them in the Data Warehouse. l Important Note: Given the
schema differences between the new and old data warehouses, it is
possible that some columns may not be visible on the report after the
migration script is generated. PrismHR will be providing a list of data
attributes that will not be included on these custom reports and
views.
Security The following steps will be taken during the Data Warehouse
migration process: l The Report Center administrator must distribute
access to the PHR Default reports that have been migrated to the new
data warehouse.
Report Center Administration Guide © 2024 PrismHR 46  Chapter 6
Release Notes
l Field security cannot be transferred from the Elastic reports to
the Data Warehouse reports. If a user was given access to restricted
fields on a report, an admin will need to give them access to those
fields on the Data Warehouse version. l If an Elastic version of a
report was tagged as a favorite, the Data Warehouse version will also be
tagged as a favorite. l All user-defined reports and views will be
copied from the Elastic version of a report over to the Data Warehouse
version. Users will receive a prompt indicating that the view will be
recreated in the Data Warehouse version of the report when the original
version is set to be removed. l Scheduled Jobs will be copied from the
Elastic version of a report approximately one month after the report has
been migrated to the Data Warehouse.
Chapter 6 Release Notes This section provides copies of previous
release notes.
Enhancements This section describes the enhancements included in the
second Report Center release for April 2024.
Reports Added
The following reports have been converted to Sigma Workbooks:
Benefit Rules Report The Benefit Rules report displays information
regarding benefit rules for clients in the system. Datasets Used
BENEFIT_RULES BENEFIT_GROUPS BENEFIT_PLANS CLIENT_MASTER
COMPANY_BENEFITS
Report Center Administration Guide © 2024 PrismHR 47  Chapter 6
Release Notes
Filter N/A Group N/A Sort Client Name Benefit Group Name Benefit Plan
Description Benefit Rules Effective Date
Aggregates N/A
Fields Displayed
Client ID Contribution Rule Amounts By Employment Type Description
Client Name Exempt Take-On Employees from Min Days Minimum Age Benefit
Group Code Plan Type Code Minimum Service Benefit Group Name Plan Type
Minimum Service Interval Benefit Plan ID Contribution Method Eligible
Days From Benefit Plan Description Contribution EE Bill Eligibility Date
Used Benefit Rules Effective Date Contribution Dependent Bill Exemption
Status Cost Basis Employment Status Class Network Availability Stop
Network ID Date Employment Type Code
JIRA # RDC-1994
Billing Rules Report The Billing Rules report displays information
about billing rules per client, such as rates, price codes, and bundled
tiers. Datasets Used
BUNDLED_BILLING_RULES CLIENT_MASTER DEPARTMENT_CODES
Filter N/A
Report Center Administration Guide © 2024 PrismHR 48  Chapter 6
Release Notes
Group N/A Sort Client Name Bundled Rule Number
Aggregates N/A
Fields Displayed
Client ID Special Bundled Rate Bundled Tiers - Department Code
Description Client Name Special Bundled Rate To Date Bundled Tiers - Pay
Code Bundled Rule Number Bundled Tiers - Maximum Pay Level Bundled Tiers
- Pay Code Bundled WC Code Description Bundled Tiers - Department
Bundled Price Code Code Bundled Rate
JIRA # RDC-2165
BLS Multiple Worksite (Client) Report The BLS Multiple Worksite
(Client) report displays information regarding multiple worksites used
by a client for the Bureau of Labor Statistics reports. Datasets
Used
Custom SQL dataset
Filter N/A Group N/A Sort N/A Aggregates N/A
Fields Displayed
Client ID Client Reporting Start Date Location ZIP Code Client Name
Client Reporting End Date Number of Employees
Report Center Administration Guide © 2024 PrismHR 49  Chapter 6
Release Notes
Client Address 1 Worksite Location Code (Month 1) Client Address 2
Location Name Number of Employees (Month 2) Client City Location Address
One Number of Employees Client State Location Address Two (Month 3)
Client ZIP Code Location City Quarterly Wages of Client UI Number
Location State Worksites
JIRA # RDC-1598
BLS Multiple Worksite (Employer) Report The BLS Multiple Worksite
(Employer) report displays information regarding multiple worksites used
by employer for the Bureau of Labor Statistics reports. Datasets
Used
Custom SQL dataset
Filter N/A Group N/A Sort N/A Aggregates N/A
Fields Displayed
Employer ID Contact Person Phone Number of Employees (Month 1)
Employer Name Worksite Location Code Number of Employees Employer UI
Number Location Name (Month 2) Employer Address Location Address One
Number of Employees Employer City Location Address Two (Month 3)
Employer State Location City Quarterly Wages of Worksites Employer
ZIP Code Location State Contact Person Name Location ZIP Code
Report Center Administration Guide © 2024 PrismHR 50  Chapter 6
Release Notes
JIRA # RDC-1599
Client Group Benefit Plan Setup Report The Client Group Benefit Plan
Setup report displays benefit plan setup information by client, such as
time frames, billing groups, and benefit plan IDs. Datasets Used
COMPANY_BENEFITS CLIENT_MASTER
Filter N/A Group N/A Sort Client Name Benefit Plan Start Date
Aggregates N/A
Fields Displayed
Client ID Rule Template Carrier Account Client Name One Month Prepay
Default Network ID Benefit Plan Start Date Add One Month for Prepay Auto
Enrollment Benefit Plan ID Annual Periods Suppress O/E Auto Term Benefit
Plan Status Use Billing Wash Rule Suppress Benefit Adjustment on
Employee Termination Benefit Plan Stop Date Cafe Plan Eligible Fringe
Benefit Pay Code TPA Plan ID Override Benefit Billing Frequency Add to
Retirement Pay Pending Billing Rate Group Payroll Deduction Frequency
Premium Risk Factor Pending Billing Rate Group Premium Calculation
Effective Date Month/Day Risk Factor Effective Date
JIRA # RDC-2043
Employee Direct Deposit Info Report The Employee Direct Deposit Info
report displays information about employee direct deposits for each
client. Datasets Used
Report Center Administration Guide © 2024 PrismHR 51  Chapter 6
Release Notes
EMPLOYEE_ACH
Filter N/A Group N/A Sort Client ID EE ID Deposit Type
Aggregates N/A
Fields Displayed
Client ID EE Work Email Deposit Method Client Name Deposit Type
Deposit Amount EE ID Deposit Transit Number Deposit Limit Employee Name
Account Number Deposit Account Status EE Deposit Status Deposit Pay Type
Last Pay Date EE Personal Email Address
JIRA # RDC-2153
Employee FMLA Events Report The Employee FMLA Events report displays
information about Family Medical Leave Act events for clients. Datasets
Used
FMLA_EVENTS CLIENT_MASTER EMPLOYEE
Filter N/A Group N/A Sort Client Name EE Name
Report Center Administration Guide © 2024 PrismHR 52  Chapter 6
Release Notes
                  FMLA Event Number
Aggregates N/A
Fields Displayed
Client ID FMLA Event Description Date Medical Certification Requested
Client Name FMLA Event Reason FMLA Event Expiration EE ID
Intermittent/Reduced Scheduled Leave FMLA Year EE Name Medical
Certification Required FMLA Fiscal Month FMLA Event Number FMLA Fiscal
Day
JIRA # RDC-2156
Employee Loans Report The Employee Loans report displays
comprehensive information regarding employee loan amounts, paybacks, and
vouchers. Datasets Used
EMPLOYEE_LOANS EMPLOYEE_LOANS_ EMPLOYEE PAYMENTS CLIENT_MASTER
Filter N/A Group N/A Sort Client Name Employee Name Paid Date
Aggregates $usd amount fields
Fields Displayed
Client ID Loan Number Paid Date
Report Center Administration Guide © 2024 PrismHR 53  Chapter 6
Release Notes
Client Name Loan Date Amount Paid EE ID Loan Amount Paid Voucher
Employee Name Payback Amount
JIRA # RDC-2157
Employee Portal Alerts Activity Report The Employee Portal Alerts
Activity report displays information about Employee Portal alerts for
clients. Datasets Used
EMPLOYEE CLIENT_MASTER ALERTS ALERTS_ACTIVITY_LOG
Filter N/A Group Alert Name Sort Alert Name Employee Name Activity
Name
Aggregates Event Status (Count)
Fields Displayed
Alert Name User Type Event Status Row Count Activity Name Count Event
Status Employee Name Activity Date EE Status
JIRA # RDC-2144
Insurance Census (by Date) Report The Insurance Census (by Date)
report displays insurance participation and dependent information for a
specific point in time. Datasets Used
Report Center Administration Guide © 2024 PrismHR 54  Chapter 6
Release Notes
EMPLOYEE_PER EMPLOYEE_HISTORY_PAY EMPLOYEE_HISTORY_TYPE_ STATUS
EMPLOYEE CLIENT_MASTER EMPLOYEE_HISTORY_ EMPLOYEE_BEN
EMPLOYEE_BEN_DETAIL POSITION
Filter N/A Group N/A Sort Client Name Insured Name Employee or
Dependent Last Name First Name Middle Name Offer Type Plan
Description
Aggregates N/A
Fields Displayed
Client ID State - Resident Employee Premium Client Name ZIP Code
Dependent Premium Insured Name Location State Code Employer Contribution
Employee or Dependent Location Zip Code Employee Contribution Offer Type
SSN - Masked Current Annual Pay Rate Plan Type Birthdate Benefits Salary
EE ID Gender Original Hire Date Last Name Current EE Status Class Last
Hire Date First Name Current EE Type GI Overlimit Amount Middle Name
Coverage Start Coverage
Report Center Administration Guide © 2024 PrismHR 55  Chapter 6
Release Notes
Relation Plan ID Age as of Effective Date Dependent Relation Plan
Description Waive Reason
JIRA # RDC-1574
Position Codes Report The Position Codes report displays information
about position codes, classifications, EEO positions, and FSLA
exemptions. Datasets Used
POSITION_CODES
Filter N/A Group N/A Sort Client Name Position Description
Aggregates N/A
Fields Displayed
Client ID Position Classification EEO Position Class Code Client Name
FLSA Exempt EEO Position Class Description Position Code EEO Position
Group Code Supervisory Position Description EEO Position Group
Description
JIRA # RDC-2158
Datasets Added
The following datasets are now available for custom reports:
Dataset Dataset Name
Insurance Census (by Date) SQL INSURANCE_CENSUS_BY_DATE_SQL
Report Center Administration Guide © 2024 PrismHR 56  Chapter 6
Release Notes
Dataset Dataset Name
Multiple Worksite (PEO) SQL MULTIPLE_WORKSITE_PEO_SQL
Multiple Worksite (Client) SQL MULTIPLE_WORKSITE_CLIENT_SQL
Employee Loans EMPLOYEE_LOANS
FMLA Events FMLA_EVENTS
Benefit Rules Report SQL BENEFIT_RULES_REPORT_SQL
EEO Position Groups EEO_POSITION_GROUPS
Pay Grades PAY_GRADES
Employee ACH EMPLOYEE_ACH
Employee Loan Payments EMPLOYEE_LOANS_PAYMENTS
Employee ACH Accounts EMPLOYEE_ACH_ACCOUNTS
Position Classifications POSITION_CLASSIFICATIONS_BASE
Bundled Billing Rules BUNDLED_BILLING_RULES
JIRA # RDC-2131, RDC-2133, RDC-2134, RDC-2216, RDC-2235, RDC-2236,
RDC-2355, RDC-2259, RDC-2280, RDC-2360, RDC- 2366, RDC-2376,
RDC-2377
Enhancements This section describes the enhancements included in the
third Report Center release for April 2024.
Status Column for User Administration
The Status column has been added to the Users tab on the
Administration form. In addition, the Status field displays on the User
Details sidebar when a user is selected.
Report Center Administration Guide © 2024 PrismHR 57  Chapter 6
Release Notes
Administrators can use this field to verify whether users are active
or deactivated to properly manage license allocation for a client.
Note: The ability to change this status will be added in an upcoming
release.
JIRA # RC-5706
April Enhancements This section describes the enhancements included
in the Report Center release for April 2024.
Status Column for User Administration
The Status column has been added to the Users tab on the
Administration form. In addition, the Status field displays on the User
Details sidebar when a user is selected.
Report Center Administration Guide © 2024 PrismHR 58  Chapter 6
Release Notes
Administrators can use this field to verify whether users are active
or deactivated to properly manage license allocation for a client.
Note: The ability to change this status will be added in an upcoming
release.
JIRA # RC-5706
Reports Added
The following reports have been converted to Sigma Workbooks:
Benefit Rules Report The Benefit Rules report displays information
regarding benefit rules for clients in the system. Datasets Used
BENEFIT_RULES BENEFIT_GROUPS BENEFIT_PLANS CLIENT_MASTER
COMPANY_BENEFITS
Filter N/A Group N/A Sort Client Name Benefit Group Name Benefit Plan
Description
Report Center Administration Guide © 2024 PrismHR 59  Chapter 6
Release Notes
                  Benefit Rules Effective Date
Aggregates N/A
Fields Displayed
Client ID Contribution Rule Amounts By Employment Type Description
Client Name Exempt Take-On Employees from Min Days Minimum Age Benefit
Group Code Plan Type Code Minimum Service Benefit Group Name Plan Type
Minimum Service Interval Benefit Plan ID Contribution Method Eligible
Days From Benefit Plan Description Contribution EE Bill Eligibility Date
Used Benefit Rules Effective Date Contribution Dependent Bill Exemption
Status Cost Basis Employment Status Class Network Availability Stop
Network ID Date Employment Type Code
JIRA # RDC-1994
Billing Rules Report The Billing Rules report displays information
about billing rules per client, such as rates, price codes, and bundled
tiers. Datasets Used
BUNDLED_BILLING_RULES CLIENT_MASTER DEPARTMENT_CODES
Filter N/A Group N/A Sort Client Name Bundled Rule Number
Aggregates N/A
Fields Displayed
Report Center Administration Guide © 2024 PrismHR 60  Chapter 6
Release Notes
Client ID Special Bundled Rate Bundled Tiers - Department Code
Description Client Name Special Bundled Rate To Date Bundled Tiers - Pay
Code Bundled Rule Number Bundled Tiers - Maximum Pay Level Bundled Tiers
- Pay Code Bundled WC Code Description Bundled Tiers - Department
Bundled Price Code Code Bundled Rate
JIRA # RDC-2165
BLS Multiple Worksite (Client) Report The BLS Multiple Worksite
(Client) report displays information regarding multiple worksites used
by a client for the Bureau of Labor Statistics reports. Datasets
Used
Custom SQL dataset
Filter N/A Group N/A Sort N/A Aggregates N/A
Fields Displayed
Client ID Client Reporting Start Date Location ZIP Code Client Name
Client Reporting End Date Number of Employees (Month 1) Client Address 1
Worksite Location Code Number of Employees Client Address 2 Location
Name (Month 2) Client City Location Address One Number of Employees
Client State Location Address Two (Month 3)
Client ZIP Code Location City Quarterly Wages of Worksites Client UI
Number Location State
Report Center Administration Guide © 2024 PrismHR 61  Chapter 6
Release Notes
JIRA # RDC-1598
BLS Multiple Worksite (Employer) Report The BLS Multiple Worksite
(Employer) report displays information regarding multiple worksites used
by employer for the Bureau of Labor Statistics reports. Datasets
Used
Custom SQL dataset
Filter N/A Group N/A Sort N/A Aggregates N/A
Fields Displayed
Employer ID Contact Person Phone Number of Employees (Month 1)
Employer Name Worksite Location Code Number of Employees Employer UI
Number Location Name (Month 2) Employer Address Location Address One
Number of Employees Employer City Location Address Two (Month 3)
Employer State Location City Quarterly Wages of Worksites Employer
ZIP Code Location State Contact Person Name Location ZIP Code
JIRA # RDC-1599
Client Group Benefit Plan Setup Report The Client Group Benefit Plan
Setup report displays benefit plan setup information by client, such as
time frames, billing groups, and benefit plan IDs. Datasets Used
COMPANY_BENEFITS CLIENT_MASTER
Report Center Administration Guide © 2024 PrismHR 62  Chapter 6
Release Notes
Filter N/A Group N/A Sort Client Name Benefit Plan Start Date
Aggregates N/A
Fields Displayed
Client ID Rule Template Carrier Account Client Name One Month Prepay
Default Network ID Benefit Plan Start Date Add One Month for Prepay Auto
Enrollment Benefit Plan ID Annual Periods Suppress O/E Auto Term Benefit
Plan Status Use Billing Wash Rule Suppress Benefit Adjustment on
Employee Termination Benefit Plan Stop Date Cafe Plan Eligible Fringe
Benefit Pay Code TPA Plan ID Override Benefit Billing Frequency Add to
Retirement Pay Pending Billing Rate Group Payroll Deduction Frequency
Premium Risk Factor Pending Billing Rate Group Premium Calculation
Effective Date Month/Day Risk Factor Effective Date
JIRA # RDC-2043
Employee Direct Deposit Info Report The Employee Direct Deposit Info
report displays information about employee direct deposits for each
client. Datasets Used
EMPLOYEE_ACH
Filter N/A Group N/A Sort Client ID
Report Center Administration Guide © 2024 PrismHR 63  Chapter 6
Release Notes
                  EE ID
                  Deposit Type
Aggregates N/A
Fields Displayed
Client ID EE Work Email Deposit Method Client Name Deposit Type
Deposit Amount EE ID Deposit Transit Number Deposit Limit Employee Name
Account Number Deposit Account Status EE Deposit Status Deposit Pay Type
Last Pay Date EE Personal Email Address
JIRA # RDC-2153
Employee FMLA Events Report The Employee FMLA Events report displays
information about Family Medical Leave Act events for clients. Datasets
Used
FMLA_EVENTS CLIENT_MASTER EMPLOYEE
Filter N/A Group N/A Sort Client Name EE Name FMLA Event Number
Aggregates N/A
Fields Displayed
Client ID FMLA Event Description Date Medical Certification
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Release Notes
Client Name FMLA Event Reason Requested EE ID Intermittent/Reduced
Scheduled FMLA Event Expiration Leave EE Name FMLA Year Medical
Certification Required FMLA Event Number FMLA Fiscal Month FMLA Fiscal
Day
JIRA # RDC-2156
Employee Loans Report The Employee Loans report displays
comprehensive information regarding employee loan amounts, paybacks, and
vouchers. Datasets Used
EMPLOYEE_LOANS EMPLOYEE_LOANS_ EMPLOYEE PAYMENTS CLIENT_MASTER
Filter N/A Group N/A Sort Client Name Employee Name Paid Date
Aggregates $usd amount fields
Fields Displayed
Client ID Loan Number Paid Date Client Name Loan Date Amount Paid EE
ID Loan Amount Paid Voucher Employee Name Payback Amount
JIRA # RDC-2157
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Release Notes
Employee Portal Alerts Activity Report The Employee Portal Alerts
Activity report displays information about Employee Portal alerts for
clients. Datasets Used
EMPLOYEE CLIENT_MASTER ALERTS ALERTS_ACTIVITY_LOG
Filter N/A Group Alert Name Sort Alert Name Employee Name Activity
Name
Aggregates Event Status (Count)
Fields Displayed
Alert Name User Type Event Status Row Count Activity Name Count Event
Status Employee Name Activity Date EE Status
JIRA # RDC-2144
Insurance Census (by Date) Report The Insurance Census (by Date)
report displays insurance participation and dependent information for a
specific point in time. Datasets Used
EMPLOYEE_PER EMPLOYEE_HISTORY_PAY EMPLOYEE_HISTORY_TYPE_ STATUS
EMPLOYEE CLIENT_MASTER EMPLOYEE_HISTORY_ EMPLOYEE_BEN
EMPLOYEE_BEN_DETAIL POSITION
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Release Notes
Filter N/A Group N/A Sort Client Name Insured Name Employee or
Dependent Last Name First Name Middle Name Offer Type Plan
Description
Aggregates N/A
Fields Displayed
Client ID State - Resident Employee Premium Client Name ZIP Code
Dependent Premium Insured Name Location State Code Employer Contribution
Employee or Dependent Location Zip Code Employee Contribution Offer Type
SSN - Masked Current Annual Pay Rate Plan Type Birthdate Benefits Salary
EE ID Gender Original Hire Date Last Name Current EE Status Class Last
Hire Date First Name Current EE Type GI Overlimit Amount Middle Name
Coverage Start Coverage Relation Plan ID Age as of Effective Date
Dependent Relation Plan Description Waive Reason
JIRA # RDC-1574
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Release Notes
Position Codes Report The Position Codes report displays information
about position codes, classifications, EEO positions, and FSLA
exemptions. Datasets Used
POSITION_CODES
Filter N/A Group N/A Sort Client Name Position Description
Aggregates N/A
Fields Displayed
Client ID Position Classification EEO Position Class Code Client Name
FLSA Exempt EEO Position Class Description Position Code EEO Position
Group Code Supervisory Position Description EEO Position Group
Description
JIRA # RDC-2158
Datasets Added
The following datasets are now available for custom reports:
Dataset Dataset Name
Insurance Census (by Date) SQL INSURANCE_CENSUS_BY_DATE_SQL Multiple
Worksite (PEO) SQL MULTIPLE_WORKSITE_PEO_SQL
Multiple Worksite (Client) SQL MULTIPLE_WORKSITE_CLIENT_SQL
Employee Loans EMPLOYEE_LOANS
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Release Notes
Dataset Dataset Name
FMLA Events FMLA_EVENTS
Benefit Rules Report SQL BENEFIT_RULES_REPORT_SQL
EEO Position Groups EEO_POSITION_GROUPS
Pay Grades PAY_GRADES
Employee ACH EMPLOYEE_ACH
Employee Loan Payments EMPLOYEE_LOANS_PAYMENTS
Employee ACH Accounts EMPLOYEE_ACH_ACCOUNTS
Position Classifications POSITION_CLASSIFICATIONS_BASE
Bundled Billing Rules BUNDLED_BILLING_RULES
JIRA # RDC-2131, RDC-2133, RDC-2134, RDC-2216, RDC-2235, RDC-2236,
RDC-2355, RDC-2259, RDC-2280, RDC-2360, RDC- 2366, RDC-2376,
RDC-2377
Fields Added
The following fields were added as Unidata attributes.
Client Invoice Register The following fields were added to the Client
Invoice Register data set: l Voucher List l Unique Voucher List JIRA #
RCRT-4443, RCRT-4444
Benefit Plans The following fields were added to the Benefit Plans
data set: l Carrier Policy ID JIRA # RCRT-4448
Absence Codes The following fields were added to the Absence Codes
data set: l Combine State Local Bal JIRA # RCRT-4449
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Release Notes
Benefits Adjustments The following fields were added to the Benefits
Adjustments data set: l Voucher ID JIRA # RCRT-4450
Client Master The following fields were added to the Client Master
data set: l Suppress Delivery Sheet l Disable Tax Lock l Enable Security
For Messages l Cobra Plan Client Sponsored l Global PTO Plan Auto Enroll
and Accrue l On Demand Checks Issue Account Code l Allow Only Entire
Remaining Balance Option Code l Allow Only Entire Remaining Balance
Option l External PTO Used l No Invoice Message l Allow 1099 Income Tax
Withholding l Days Until Prenote Auto Activate l Prenote on Next Pay
Date Code l Prenote on Next Pay Date l Allow Edit Dependents in
Enrollment Workflow Code l Allow Edit Dependents in Enrollment Workflow
l Enable I9 Remote Verification JIRA # RCRT-4452
February Enhancements This section describes the enhancements
included in the Report Center release for February 2024.
Fields Added
The following fields were added as Unidata attributes.
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Release Notes
Employee Payroll Vouchers The following fields were added to the
Employee Payroll Vouchers data set: l TS Charge W3 Date JIRA #
RCRT-4288
Fields Changed
The following fields were changed on Data Warehouse reports.
Employee General Info
Field Change
Union Eligible Days This field is now a numeric column.
JIRA # RCRT-4308
January Enhancements This section describes the enhancements included
in the second Report Center release for January 2024.
New Alert Activity Log Fields
The following fields were added to alerts on the Alerts_Activity_Log
data set: l MODIFIED_BY_USER_NAME
l MODIFIED_BY_USER_ACTIVE
l MODIFIED_BY_USER_CLIENT_ACCESS_GROUP
l MODIFIED_BY_USER_EMAIL_ADDRESS
l MODIFIED_BY_USER_TITLE
l USER_NAME
l USER_ID_ACTIVE
l USER_ID_CLIENT_ACCESS_GROUP
l USER_ID_EMAIL_ADDRESS
l USER_ID_TITLE
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Release Notes
JIRA # RCRT-4237, RCRT-4238
New Public Tables
Additional public tables have been created for use on new reports.
The following new tables have been created: l public.epv_ot_exempt: This
table includes exemption overtime information to comply with the new
Alabama exemption overtime regulation. l
public.client_invoice_commissions: This table includes Client Invoice
commissions information.
l public.employee_loans_payments: This table normalizes employee loan
information so that data is presented with one entry per row. l
public.config_templates: This table includes configuration template
information for client overrides in Employee Portal. All new tables will
be shared with Advanced Data Access customers on the last day of every
month. JIRA # RCRT-4246, RCRT-4264, RCRT-4265, RCRT-4268
Fields Added
The following fields were added to Data Warehouse reports.
Employee Action Register The following fields were added to the
Employee Action Register data set, which is used to record employee
actions for security purposes: l Action Type Code
l Action Type
l Entry User Name
l Entry User Active
l Entry User Client Access Group
l Entry User Email Address
l Entry User Title JIRA # RCRT-4161
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Release Notes
Employee Pay Report The following fields were added to the Employee
Pay data set, which is found on reports such as the Employer Tax
Liability report, Invoice Billing Code Register report, and Gross-to-Net
Register report: l Remote I9 Verify
l Alternate ID JIRA # RCRT-4240
Benefit Plans Report The following fields were added to the Employee
Payroll Vouchers Report: l Master Plan JIRA # RCRT-4257
Public Client Invoice Report The following fields were added to the
Employee Payroll Vouchers Report: l Client Sort Code
l Client Break Level
l ACH Key
l Branch Company
l Client Accounting Template
l Invoice Month
l Invoice Quarter
l Invoice Year
l In Process
l Bill to Client ID
l Reverses Invoice
l Pre ACH Key
l Process Changed JIRA # RCRT-4261
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Release Notes
Bundled Billing Rules Report The following fields were added to the
Employee Payroll Vouchers Report: l Pay Description JIRA # RCRT-4263
Employee Loans Report The following fields were added to the Employee
Payroll Vouchers Report: l Paid Dates
l Installment Amounts
l Paid Vouchers JIRA # RCRT-4266
Client Master Reports The following fields were added to the Client
Master ACH Billing, Client Master Billing, and Client Master General
Info reports: l Configuration Template
l Configuration Template Override
l Configuration Template Override Enabled JIRA # RCRT-4267
Fields Changed
The following fields were added to Data Warehouse reports.
Benefit Rules Reports The following fields were modified on reports
that use the Benefits Rules data set: l Contribution Plan Type has been
renamed Contribution Plan Type Code.
l A new field, Contribution Plan Type, has been added. This field
provides a description of the contribution plan type code that is
listed. l The Benefits Plan Description column has been updated to
flatten the column and include one entry per row. JIRA # RCRT-4240
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Release Notes
Fixes The Report Center release for January 2024 includes the
following fixes.
Jira # Issue Summary Resolution
RCRT-4248 Employee Benefits reports did not This is fixed. display a
row if the data did not contain a valid bill code, even if other data
was available.
July Enhancements This section describes the enhancements included in
the Report Center release for July 2024.
Additional Editor Roles
During the initial beta for the Next Gen Report Center, clients were
limited to a total of three Editor roles in their organization. That
limitation has now been removed, and additional Editor roles can now be
allocated to users on the system. Please note that allocating more than
three Editor roles does change the license subscription plans. If
another Editor role is assigned, a notification displays, instructing
the administrator that this change will require an additional Editor
license. JIRA # RC-5892
Delete User-Created Reports
User-created reports can now be deleted by their owners. The Report
Details on the Report Center home screen now includes a Delete button,
which can be used to permanently delete the user-created report. This
button only displays when editing a single workbook, and only for the
user who is designated as the owner of the report.
Note: Core reports cannot be deleted.
JIRA # RC-5675
Display Owner on Shared Reports
Shared reports now display the owner of the report on the Report
Details panel. When any user with access to the report displays the
report details, they can now determine who owns the selected report.
JIRA # RC-5692
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Release Notes
Favorites Tab for Reports
Users can now designate reports as favorites be selecting the (Star)
icon on a report. Once added as a favorite, these reports can be easily
accessed using the new Favorites tab on the Report Center home
screen.
Using this new tab, users can quickly navigate to their most commonly
used reports to access information more efficiently. JIRA # RC-5519,
RC-5520
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Release Notes
View Role Details
Administrators can now review more detailed information for user
roles in the system using the new Role Details form. From the Roles tab
on the Administration form, select a role in the Role Description column
to access the Role Details form.
On this form, administrators can review details about a role’s
access, permissions, and license type. In addition, the license type can
be switched from this form by selecting the Edit button. JIRA # RC-5921,
RC-5925
Reports Added
The following reports have been converted to Sigma Workbooks:
FSA and HSA Plan Enrollments Report The FSA and HSA Plan Enrollments
report displays information about flexible savings account and health
savings account enrollments. Datasets Used
EMPLOYEE_FLEX_ EMPLOYEE_FLEX_ACCOUNTS EMPLOYEE ACCOUNTS_ELECTIONS
CLIENT_MASTER FSA_TYPES
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Filter N/A Group N/A Sort Client Name Employee Name Plan Year Account
Code
Aggregates N/A
Fields Displayed
Client ID Override Deduction Stop Date Play Year to Date -
Reimbursements Client Name Account Code Override Start Date Employee ID
Account Description Override Stop Date Employee Name Plan Year Election
Funded Balance Plan Year Deduction Carryover Elected Balance Status Code
Plan Year to Date - Deductions Annual Match Override Deduction Start
Date Matched Year to Date
JIRA # RDC-2329
Gross-to-Net Register Report The Gross-to-Net Register report
displays information about gross income and net income for clients.
Datasets Used
EMPLOYEE_PAYROLL_ CLIENT_MASTER EMPLOYEE VOUCHERS
GROSS_TO_NET_SQL
Filter N/A Group N/A
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Release Notes
Sort Client Name Aggregates $USD columns
Fields Displayed
Client ID Gross Cash Earnings Line Item Description Employee ID
Non-Cash Earnings Line Item Type Employee Name Deduction Amount Hours
Payroll Number Taxes Units Voucher Number Net Pay Rate Gross Wages Pay
Date Hours Paid Expense Reimbursement Line Item Code Units Paid Gross
Earnings
JIRA # RDC-1970
Reports Removed
The PrismHR Live Dashboarding Session workbook has been removed. This
workbook was created only for demonstration purposes. JIRA #
RDC-2492
Datasets Added
The following datasets are now available for custom reports:
Dataset Dataset Name EMPLOYEE_FLEX_ACCOUNTS Employee Flex Accounts
EMPLOYEE_FLEX_ACCOUNTS_ Employee Flex Accounts Elections ELECTIONS
EMPLOYEE_FLEX_ACCOUNTS_HISTORY Employee Flex Accounts History
EMPLOYEE_PAYROLL_VOUCHERS_ Employee Payroll Vouchers Memo MEMO
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Dataset Dataset Name FSA_TYPES FSA Types FSA_TYPES_PLAN_YEAR_LIMITS
FSA Types Plan Year Limits
GROSS_TO_NET_SQL Gross to Net SQL PAYROLL_CONTROL_EMPLOYEE Payroll
Control (Employee) PAYROLL_CONTROL_PAY_GROUPS Payroll Control (Pay
Groups) PLAN_YEARS Plan Years PLAN_YEARS_PERIOD Plan Years Period
PLAN_YEAR_XREF Plan Year XREF SHIFT_CODES Shift Codes
SUTA_RATES_BILLING SUTA Rates Billing SUTA_RATES_CLIENT SUTA Rates
Client WC_MODS_BILLING WC Mods Billing WC_MODS_CLIENT WC Mods Client
JIRA # RDC-1971, RDC-2260, RDC-2262, RDC-2263, RDC-2416, RDC-2417,
RDC-2470, RDC-2473, RDC-2480, RDC-2481, RDC- 2500, RDC-2510, RDC-2511,
RDC-2512, RDC-2516, RDC-2536, RDC-2537
Fields Added
The following fields have been added to the Checking Accounts
dataset.
Field
OFFSET_REFERENCE SAME_DAY_PROCESSING SAME_DAY_CUTOFF_TIME
IMPND_IMPNDFUNDTYPE IMPND_IMPNDBANKACCT
JIRA # RCRT-4676
The following fields have been added to the Configuration Templates
dataset.
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Release Notes
Field
CAN_EMPLOYEE_CANCEL_PTO HIDE_PTO_ESTIMATOR
SHOW_PRISMONE_MOBILE_APP
JIRA # RCRT-4723, RCRT-4732
The following fields have been added to the Insurance Census (by
Date) dataset.
Field
Override Exception for this SQL Dataset*
JIRA # RDC-2357
The following fields have been added to the Tax Deduction Codes
dataset.
Field
Tax Authority ID Tax Identifier Tax Authorities Row ID Tax
Identifiers Row ID
JIRA # RDC-2476
The following fields have been added to the Worksite Locations
dataset.
Field
Remote Location Enable Remote Verification for this Location EEO
Federal Contractor EEO Unique Entity ID NAICS Code
JIRA # RDC-2515
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Release Notes
Views Added
Additional views have been added for the following workbooks:
Workbook View Name
Client Invoice Register Client Invoice Register Sales Tax Employee
Benefits Detail Employee Benefits Detail Beneficiaries
Plan Years Plan Years Period
JIRA # RCRT-4537, RCRT-4643, RCRT-4682
Fixes The Report Center release for July 2024 includes the following
fixes.
Jira # Issue Summary Resolution
RCRT-4739 The Public Employee Flexible Accounts This is fixed.
Elections Funded Balance field was calculated differently than the
corresponding field in PrismHR.
July 2024 This section briefly describes the enhancements included in
the Report Center release for July 2024.
Additional Editor Roles Organizations are no longer limited to three
Editor roles and can obtain additional Editor licenses for users.
Delete User-Created Reports User-created reports can now be deleted
by their owners.
Display Owner on Shared Reports Shared reports now display the owner
of the report on the Report Details panel.
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Release Notes
Favorites Tab for Reports Users can now designate reports as
favorites be selecting the (Star) icon and access these reports on the
new Favorites tab on the Report Center home screen.
View Role Details Administrators can now review more detailed
information for user roles in the system using the new Role Details form
on the Administrator form.
Reports Added l FSA and HSA Plan Enrollments Report
l Gross-to-Net Register Report
June Enhancements This section describes the enhancements included in
the Report Center release for June 2024.
Activate and Deactivate Users
Administrators can now activate and deactivate users from the Users
tab on the Administration form. To deactivate a current user, select
Deactivate in the Actions column. To reactivate a user, select Activate
in the Actions column. In addition, users can be activated and
deactivated on the User Details form. Click a user name to display this
page, and then select Activate or Deactivate in the Status field.
Note: When a user is deactivated, details cannot be changed on the
User Details form, except to reactive the user.
Note: When a deactivated user attempts to log in to the Next Gen
Report Center, they are notified that their user ID is deactivated in
the system.
JIRA # RC-5695, RC-5696, RC-5823, RC-5837, RC-5838, RC-5873
Bulk Edit Roles
Administrators can now edit roles in bulk on the Roles tab of the
Administration form. Select multiple roles to display the Edit Multiple
Roles sidebar, where workbooks can be added to all selected roles
simultaneously.
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Release Notes
With multiple roles selected, select Add Workbooks to display the Add
Workbooks form, where you can search for and select workbooks and
permission levels. Once selected, click Add to add the workbooks with
the selected permissions to all the selected roles. JIRA # RC-5705
Control Restricted Fields
Administrators can now control access to restricted fields for user
roles. By controlling access to these fields, administrators can
determine which users can view sensitive information on reports. To
allocated restricted fields for a user role, select the Roles tab on the
Administration form. Select a user role to display the User Role
sidebar. The Fields tab on this sidebar displays a list of the
restricted fields that users assigned this role can view. Click Add to
display the Add Fields form, where fields can be added to the list.
Click the (trashcan) icon to remove a field from this list. A message
displays to confirm that the field should be removed. Changes to this
sidebar are saved automatically. JIRA # RC-5472, RC-5517
Display Last Login on Users Tab
The Users tab on the Administration form now displays the last time
each user logged in to the system. In addition, the tab can be sorted by
Last Login. Using this field, administrators can determine if any users
have not logged in to the system in a significant period of time, which
can help determine which user accounts may require deactivation. JIRA #
RC-5824
Display Ownership of a User’s Workbooks
The a user creates a custom workbook, that user now displays as the
Owner of the workbook in their Edit Workbook Access form. Administrators
can display this form by selecting the Users tab in Administration,
select a user, and selecting Edit on the user sidebar. On this form, any
custom workbook created by the user displays Owner in the Permissions
field and Ownership in the Has Access Via field. JIRA # RC-5847
Review Usage Breakdown
Administrators can now review a breakdown of usage statistics on the
Administrator form. These charts display counts of how many users logged
into the system by License Type and for total Prism users.
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Release Notes
Using these statistics, administrators can determine the utilization
rate of the Next Gen Report Center by their organization to help
allocate license types and role access. JIRA # RC-5877, RC-5878,
RC-5880
Session Timeout Increased
The time it takes for a session in the new Report Center to timeout
has been increased to three hours. In addition, the timeout logs the
user out of the system, rather than simply displaying a notification
that the session has expired. JIRA # RC-5865
Share Workbooks for Managers and Advisers
Users with sharing permissions can now share workbooks with Worksite
Managers and Trusted Advisers, and managers can share reports with other
users. When a user with access to sharing selects the Share button on a
workbook, managers are now included in the user search results for
sharing. When a manager selects the Share button, they can share the
workbook with certain restrictions. Managers can always share a workbook
with Service Provider users, but can only share with other Worksite
Managers if they have at least one Client ID in common with that
manager. When the report is shared, managers can only see data for their
assigned Client IDs, and other managers who do not have any Client IDs
in common do not show up in their search results. JIRA # RC-5525
Dashboards Added
The following dashboards are now available in the next generation
Report Center: Client Profitability Analysis Overview - Summary Tab:
Provides key performance indicators for clients, including employees,
average profit per employee, and profit categories. Client Profitability
Analysis Overview - By Industry Tab: Provides key performance indicators
organized by types of industries. Client Profitability Analysis Overview
- Client SummaryTab: Provides key performance indicators organized by
specific clients. Client Profitability Analysis Overview - By Geography
Tab: Provides key performance indicators organized by state. JIRA #
RDC-2464, RDC-2465, RDC-2466, RDC-2467
Reports Added
The following reports have been converted to Sigma Workbooks:
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Release Notes
Client Commissions Report The Client Commissions report displays
information regarding salesperson commissions. Datasets Used
CLIENT_MASTER COST_CENTERS EMPLOYER_MASTER PAYROLL_CONTROL
Filter N/A Group N/A Sort Salesperson Computer Date Client Name
Aggregates Commission Gross Wages Admin Fee Basis Amount (Commission)
Amount Adjustment Total
Fields Displayed
Salesperson Commission Gross Wages Commission Type Code Computer Date
Admin Fee From Date Client ID Commission Group Amount Client Name Basis
Adjustment Invoice Number Basis Amount Total Invoice Date Commission
Rate
JIRA # RDC-2163
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Release Notes
Client Profitability Analysis Overview Report The lient Profitability
Analysis Overview report displays information about overall client
profitability. Datasets Used
Custom SQL
Filter N/A Group N/A Sort Client Name Aggregates All $USD columns
Fields Displayed
Client ID Net Profit - SUTA Total Profit Client Name Net Profit -
Workers’ Comp Gross Margin (Invoiced) FT Employees Paid Net Profit -
Insurance Total Commissions PT Employees Paid Net Profit - Misc Total
Profit Less Commissions Total Amount Invoiced Net Profit - Adjustments
Gross Margin Less Net Profit - Gross Wages Net Profit - WC Adjustments
Commissions Net Profit - Admin Fees Net PRofit - Not Included In Client
Cost Center Profit Net Profit - FICA Total Cost Net Profit - FUTA
JIRA # RDC-2023
Client Profitability Analysis Summary Report The Client Profitability
Analysis Summary report displays summary information about overall
client profitability. Datasets Used
CLIENT_INVOICE_BILL_INFO
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Release Notes
Filter N/A Group Client ID Invoice Number
Sort Client Name Invoice Date Group
Aggregates All $USD columns
Fields Displayed
Client ID Invoice Cost Center Net Profit - Adjustments Invoice Number
Total Amount Invoiced Net Profit - WC Adjustments Client Name Net Profit
- Gross Wages Billed - Not Included In Profit Employer ID Net Profit -
Admin Fees Total Cost Invoice Date Net Profit - FICA Total Profit
Employees Paid Net Profit - FUTA Total Commissions Gross Margin
(Invoiced) Net Profit - SUTA Total Profit Less Commissions Gross Margine
Less Net Profit - Workers’ Comp Commissions Net Profit - Insurance
Client Cost Center Net Profit - Misc
JIRA # RDC-2022
Client Profitability Analysis Detail Report The Client Profitability
Analysis Detail report displays profitability information details for
specific clients. Datasets Used
CLIENT_INVOICE CLIENT_INVOICE_BILL_INFO CLIENT_MASTER
Filter Client ID is not Null
Report Center Administration Guide © 2024 PrismHR 88  Chapter 6
Release Notes
                  Invoice Number is not Null
Group Client ID Client Name Invoice Number ?Invoice Date Bill Code
Bill Description
Sort Client Name Bill Description Invoice Date
Aggregates All $USD columns
Fields Displayed
Client ID Invoice Cost Center Billed - Insurance Client Name Total
Amount Invoiced Billed - Misc Employer ID Billed - Gross Wages Billed -
Adjustments Invoice Number Billed - Admin Fees Billed - WC Adjustments
Invoice Date Billed - FICA Billed - Not Included in Profit Bill Code
Billed - FUTA Total Cost Bill Code Description Billed - SUTA Total
Profit Employer ID Billed - Workers’ Comp Client Cost Center
JIRA # RDC-2021
Client Workers’ Comp Modifiers Report The Client Workers’ Comp
Modifiers report displays information about modifiers and overrides to
client worker’s comp claims. Datasets Used
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Release Notes
CLIENT_MASTER LOCATION_CODES WC_MODS
Filter N/A Group N/A Sort Client Name State Code Effective Date
Aggregates N/A
Fields Displayed
Client ID Location Code Override WC Class Code Client Name Location
Override Billing Rate Rate Type Discount/Debit Override Billing Method
State Code Modifier Override Accrual Rate Effective Date Effective
Rate
JIRA # RDC-2044
Month End Pay Period Accrual Report The Month End Pay Period Accrual
displays information about total wages and accrued wages on pay periods.
Datasets Used
EMPLOYEE_BILLING_ EPV_COMTAX COST CENTERS VOUCHERS CLIENT_MASTER
EMPLOYEE EPV EMPLOYER_MASTER
Filter N/A Group N/A Sort Employer Name
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Release Notes
                  Client Name
                  Voucher Number
Aggregates All $USD columns
Fields Displayed
Employer ID Period End Date Accrued Wages Employer Name Accrual
Percent Accrued P/R Tax Client ID Total Gross Wages Accrued Work Comp
Client Name Total P/R Tax Accrued Benefits Voucher Number Total Work
Comp Accrued Admin Fee Pay Date Total Benefits Total Accrued Period
Start Date Total Admin Fee
JIRA # RDC-2141
Payroll Scheduling Report The Payroll Scheduling report displays
information about payrolls, start times, end dates, and statuses.
Datasets Used
BATCH_CONTROL CLIENT_MASTER HRP_USERS
Filter N/A Group N/A Sort Payroll Processor User ID Client Name Pay
Date
Aggregates N/A
Fields Displayed
Payroll Processor User ID Pay Group Code Remote Cutoff Date
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Release Notes
Client ID Payroll Number Delivery Date Client Name Payroll Type
Client Cost Center Original Pay Date Payroll Status Pay Group EE Count
Scheduled Pay Date Period End Date
JIRA # RDC-2173
Payroll Tax Billing Report The Payroll Tax Billing report displays
information about taxes on client payrolls. Datasets Used
CLIENT_MASTER EMPLOYEE LOCATION_CODES CODE_OVERRIDES EMPLOYER_MASTER
TAX_DEDUCTION_CODES EBV EPV_TAX_CODE
Filter N/A Group N/A Sort Tax Deduction Code Client Name Client ID
Employee Name EE ID
Aggregates All $USD columns
Fields Displayed
Client ID Employee Name Over Limit Wages Client Name Gross Taxable
Earnings Over Limit Tax Amount Tax Deduction Code Gross Tax Amount
Billed Amount Tax Description Sheltered Wages Employer Net Taxable
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Tax Name Sheltered Tax Amount Employer Tax Accrued EE ID
JIRA # RDC-2145
Datasets Added
The following datasets are now available for custom reports:
Dataset Dataset Name
CLIENT PROFIT OVERVIEW SQL Client Profit Overview SQL
CODE_DESCRIPTION_OVERRIDES Code Description Overrides
EMPLOYEE_401K_PLANS Employee 401k Plans GL_DISTRIB_DEFN GL Distribution
Definitions
GL_TEMPLATES GL Templates MONTH_END_PAY_PERIOD_ACCRUAL_ Month End Pay
Period Accrual SQL SQL
PAYROLL_SCHEDULES Payroll Schedules PAYROLL+SCHEDULIN_SQL Payroll
Scheduling SQL
PAYROLL_TAX_BILLING_SQL Payroll Tax Billing SQL QTRLY_TAX_RECON_SQL
Quarterly Tax Reconciliation SQL STATE_CODES State Codes
WC_MODS_CLIENT_SQL Client Workers’ Comp SQL WC_POLICIES Workers’ Comp
Policies
JIRA # RDC-1631, RDC-1908, RDC-2056, RDC-2213, RDC-2243, RDC-2244,
RDC-2245, RDC-2254, RDC-2394, RDC-2410, RDC- 2418, RDC-2441,
RDC-2471
New Tables Added to Public Schema
The following tables have been added to the Data Warehouse public
schema, and are now available for advanced data access:
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Release Notes
Table
EBV_WC (Employee Payroll Vouchers - Workers’ Comp)
JIRA # RCRT-4594
Fields Added
The following fields have been added to the EMPLOYER_MASTER
dataset.
Field
SUTA Entity End Date SIT Entity End Date
PTM Identifier Number
JIRA # RCRT-4567
The following fields have been added to the HRP_Users file.
Field
PrismOne ID GUID
JIRA # RCRT-4566
The following fields have been added to the
PUBLIC.TAX_DEDUCTION_CODES dataset.
Field
Tax Authority ID Tax Identifier Tax Authorities Row ID Tax
Identifiers Row ID
JIRA # RCRT-4574
The following fields have been added to the SUTA_RATES dataset.
Field
State Misc 2 Employee Rate
JIRA # RCRT-4568
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Release Notes
Fields Removed
The following fields have been removed from the indicated
dataset.
Field Dataset
W/C Bill Amount Billing Vouchers EMPLOYEE_PAYROLL_VOUCHERS_WC
JIRA # RCRT-1575
Fixes The Report Center release for June 2024 includes the following
fixes.
Jira # Issue Summary Resolution
RC-5867 The Share icon displayed even if the This is fixed. user did
not have access to sharing as an explorer.
RCRT-4571 Certain columns in the PAYROLL_ This is fixed.
CONTROL_PAY_GROUPS dataset did not use the correct field type. RCRT-4573
The ACCRUE_LABOR_EXPENSE column This is fixed. in the
PAYROLL_CONTROL_PAY_ GROUPS dataset was mislabeled.
March Enhancements This section describes the enhancements included
in the first Report Center release for March 2024.
Limit Number of Editor Licenses
Organization are restricted to three editor licenses to comply with
contract agreements. Administrators can now only save changes that make
a user an editor on the License Type form if they are within the three
license limit on that cloud environment. If the administrator attempts
to add a fourth editor license, an error message displays. JIRA #
RC-5677
Save and Cancel Buttons Moved
The Save and Cancel buttons on the License Type form have been moved
to the upper right on the screen to increase their visibility and inform
users that information needs to be saved to finalize license
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Release Notes
changes. JIRA # RC-5638
Fields Added
The following fields were added as Unidata attributes.
Alerts Activity Log The following fields were added to the Alerts
Activity Log data set: l Employee ID
l User Type Code
l User Type
l Client Master Row ID
l Employee Row ID JIRA # RCRT-4402
Company Benefits The following fields were added to the Company
Benefits data set: l Suppress Benefit Adjustment
l Suppress OE Auto Term JIRA # RCRT-4421, RCRT-4354
Employee Loans The following fields were added to the Employee Loans
data set: l Payback Amount JIRA # RCRT-4412
Fields Changed
The following fields were changed on Data Warehouse reports.
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Release Notes
Employee Loan Payments
Field Change
Row ID Now matches PEO Row ID EPV Row ID Now matches Client Voucher
Row ID
Employee Loans Row ID Now matches Client Loan Row ID
JIRA # RCRT-4353
Employee Pay Tax Forms
Field Change
Tax Form Handled This field now displays “Yes” if true and “No” if
false.
JIRA # RCRT-4355
Position Codes
Field Change
Hazardous Material This field now includes a description of the
Unidata attribute it decodes. Cost Bill Pay Code Description This field
now includes a description of the Unidata attribute it decodes.
Equivalent Worked Pay Code This field now includes a description of
the Description Unidata attribute it decodes.
Required Skill This field now includes a description of the Unidata
attribute it decodes.
JIRA # RCRT-4374
Public ACH Accounts
Field Change
Row ID This column now displays the array index number.
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Release Notes
JIRA # RCRT-4403
Employee ACH Accounts
Field Change
Row ID This column now displays the array index number.
JIRA # RCRT-4404
Deprecated Tables
The following tables are now marked as deprecated, and should no
longer be used: l Billing Rules Bundled
l Billing Rules Unbundled JIRA # RCRT-4345
May Enhancements This section describes the enhancements included in
the first Report Center release for May 2024.
Dashboards Now Available
Dashboards are now available for the first set of reports in the next
generation Report Center. Dashboards offer overviews of report
information as pre-built tabs within the corresponding workbook.
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Release Notes
The following dashboards are now available: Benefit Billing Detail:
Provides summary and detailed information for your various insurance
plans. Data is pulled from the employee’s payroll vouchers. Pay Code
Detail: View breakouts of earning information from high level summaries
to individual positions, departments, divisions, and projects. Payroll
Check Register Reports: Easily view which checks are Outstanding,
Voided, or Reconciled by bank accounts or by payee. Client Master
General: View analyses of your clients by their industry, geographical
locations, and payroll workflows. JIRA # RDC-2175, RDC-2182, RDC-2183,
RDC-2184, RDC-2185, RDC-2186, RDC-2192, RDC-2193, RDC-2194, RDC-2195,
RDC- 2196, RDC-2197, RDC-2232, RDC-2361, RDC-2362, RDC-2367, RDC-2368,
RDC-2389, RDC-2390, RDC-2391, RDC-2392
Enhancements to Audits for Next Gen Report Center
Additional events have been added as audits in the new report center
to improve security and accountability for clients. When an
administrator changes a user’s license type on the User Detail form, an
audit log is now created. This audit records the PEO, User ID, time
stamp, previous license type, new license type, and the ID of the
administrator making the change. When a user accesses a report from the
home page, a record is saved of the event. JIRA # RC-5728, RC-5729
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Release Notes
Reports Added
The following reports have been converted to Sigma Workbooks:
Billing Rules (Unbundled) Report The Billing Rules report displays
information about billing rules per client, including pay groups,
benefit plans, and offer types. Datasets Used
UNBUNDLED_BILLING_ PAY_GROUPS GP_OFFER_TYPE_CODES RULES
POSITIONS_CODES BENEFIT_PLANS CLIENT_MASTER WORKSITE_LOCATIONS
EMPLOYEE
Filter N/A Group N/A Sort Client Name Unbundled Rule Number
Aggregates N/A
Fields Displayed
Client Name Rule End Date Special Rate End Rule Number Voucher Types
Pay Class Equal To Rule Description Batch Types Pay Class Not Equal To
Rate Pay Period Pay Code Equal To Based On Special Rate Pay Code Not
Equal To Rule Start Date Special Rate Start
JIRA # RDC-2166
Employee Education Report The Employee Education report displays
information about employee educational backgrounds, such as schools,
degrees, and years graduated.
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Release Notes
Datasets Used
CLIENT_MASTER EMPLOYEE
Filter EE Status Class Active
Group N/A Sort Client Name Employee Name
Aggregates N/A
Fields Displayed
Client ID School Year Graduated Client Name Years Degree EE ID
Graduated Comment Employee Name
JIRA # RDC-2154
Employee Onboarding Report The Employee Onboarding report displays
information about employees going through the onboarding process.
Datasets Used
PREHIRES EMPLOYEE HRP_USERS CLIENT_MASTER
Filter Workflow Last Completed is Empty, Workflow Status is empty
Group N/A Sort Onboarding Due Date Aggregates Onboarding Due Date Form
Due Date
Fields Displayed
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Release Notes
Client ID Middle Name Onboarding Due Date Client Name Employer Start
Date Form ID Last Name Onboarding Template Count First Name
JIRA # RDC-1974
Employer Workers’ Comp Accrual Modifiers Report The Employer Workers’
Comp Accrual Modifiers report displays information about workers’
compensation modifiers, including discounts, debits, rates, and policy
codes. Datasets Used
WC_MODS EMPLOYER_MASTER
Filter N/A Group N/A Sort Employer Name WC Modifier State Code
Aggregates N/A
Fields Displayed
Employer ID Discount/Debit Override W/C Policy Employer Name Modifier
Override W/C Discount/Debit WC Modifier State Code Effective Rate
Override W/C Modifier WC Modifier Effective Date Override W/C Policy
Code
JIRA # RDC-2045
G/L Chart of Accounts Report The G/L Chart of Accounts report
displays a list of GL Account numbers in the system. Datasets Used
GL_COA
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Release Notes
Filter N/A Group N/A Sort GL Account Number Aggregates N/A
Fields Displayed
GL Account Number GL Account Description
JIRA # RDC-2152
G/L Setup Report The G/L Setup report displays information about G/L
templates, including accounts, amears, and GL codes. Datasets Used
GL_DISTRIB_DEFN GL_DISTRIB_DEFN_SQL
Filter N/A Group N/A Sort GL Template GL Type Item Description
Aggregates N/A
Fields Displayed
GL Template Suspense Account Associated Bill Code GL GL Type Debit
Arrears Associated Deduction Code Item Code Credit Arrears Associated
Deduction Code GL Item Description Premium Debit Account Associated 125
Deduction Debit Account PEO Match Debit Account Code
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Credit Account PEO Match Credit Account Associated 125 Deduction Code
GL Prepaid Debit Account Debit ACH Account Tax ID (Tax GL Type) Prepaid
Credit Account Associated Bill Code
JIRA # RDC-2172
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Release Notes
NAPEO White Paper Report NAPEO’s White Paper series aims to help the
general public and small business owners better understand the economic
impact and value of the PEO industry and the ways working with a PEO can
help businesses grow and thrive. The ‘NAPEO White Paper’ report provides
a direct export meeting the requirements requested for the 2024 edition
of the NAPEO White Paper series, for NAPEO members using PrismHR and
NextGen Report Center. This report is used to answer the following
questions, as guided by NAPEO (for non- Prism customers): A. Select all
businesses that were clients of your PEO on 1/1/2023 AND were still
clients on 1/1/2024. 1. For all those businesses combined, how many
total employees were employed on 1/1/2023? 2. For all those businesses
combined, how many total employees were employed on 1/1/2024? 3. How
many different client businesses were used for those calculations?
B. Select all businesses that were clients of your PEO for all of
January 2024 (or for any other recent month of your choosing). 1. For
all those businesses combined, how many total employees were employed on
the 1st day of the month? 2. For all those businesses combined, how many
employees from the 1st day of the month were no longer employed on the
last day of the month (or you can use the 1st day of the next month if
that is easier to calculate)? 3. What month/year data are provided?
    4. How many different client businesses were used for those calculations?
C. Two additional optional– but still extremely helpful – items! 1.
If you are able to easily calculate items B1 to B3 above for additional
months, we would happily welcome up to 12 months of data (reported
separately by month). 2. What percentage of your PEO clients fall into
each of the following size categories? (Total should add to 100%.) l 1
to 4 employees
           l   5 to 9
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Release Notes
           l   10 to 19

           l   20 to 49

           l   50 to 99

           l   100 to 499

           l   500+
Note: PrismHR customers can access a formatted report for these
specifications using the export tab.
Datasets Used
CLIENT_MASTER NAPEO_REPORT_YEAR_SQL NAPEO_REPORT_MONTH_ SQL
Filter N/A Group N/A Sort Client Name Aggregates N/A
Fields Displayed
NAPEO Member Client Name NAICS Code Name Reporting for Month Of
Client Active Since SIC Code Name Total Employees (Previous Employee
Count (Previous Business Entity Type Year) Year) State Total Employees
(Current Employee Count (Current Service Type Year) Year) NAPEO Size
Category Sort Client ID NAPEO Size Category
JIRA # RDC-2380
Quarterly Tax Reconciliation Report The Quarterly Tax Reconciliation
report displays information about quarterly tax totals for
employers.
Note: The Tax Year text input on this report should be a four digit
number.
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Datasets Used
Custom SQL
Filter N/A Group Employer ID Employer Name Tax Deduction Codes Tax
Names
Sort Employer Name Aggregates Tax Gross Wages Tax Gross Earnings
Taxable Basis Tax Amount
Fields Displayed
Employer ID Tax Name Taxable Basis Employer Name Tax Gross Wages Tax
Amount Tax Deduction Code Tax Gross Earnings
JIRA # RDC-2171
Revenue Activity with Headcount Report The Revenue Activity with
Headcount report displays information about revenue from specific cost
centers. Datasets Used
client_invoice_register employer_master client_status_codes
client_master sic_codes employee_billing_vouchers cost_centers
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Filter N/A Group N/A Sort Invoice Cost Center Client Name
Aggregates N/A
Fields Displayed
Invoice Cost Center ID Admin Fees Employer Certified Invoice Cost
Center Employer ID Client Cost Center ID Client ID Employer Name Client
Sub Cost Center Client Name Client Status Client Sales Rep User ID FT EE
Count Client SIC Code Client Broker Rep User ID PT EE Count insert
Client Sub Cost Center ID Total EE Count Client Cost Center Client
Payroll Rep User ID Total Billed Earnings Client Status Code Client
Benefits Rep User ID Invoice Total Client Status Date Client SIC Code
Name
JIRA # RDC-2142
State Unemployment (SUTA) Rates by Client Report The State
Unemployment (SUTA) Rates by Client report displays information about
state unemployment rates for each client. Datasets Used
SUTA_RATES CLIENT_MASTER EMPLOYER_MASTER
Filter N/A Group N/A Sort Client Name SUTA State
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                  Rate Type
                  Location Code
Aggregates N/A
Fields Displayed
Client ID Client Service Type State Misc 2 Rate Client Name Effective
Date State Misc 3 Rate SUTA State SUTA Rate Wage Base Override Location
Code Officer SUTA Rate State Misc 3 Employee Rate Rate Type State Misc 1
Rate
JIRA # RDC-2146
State Unemployment (SUTA) Rates by Employer Report The The State
Unemployment (SUTA) Rates by Employer report displays information about
state unemployment rates for each Datasets Used
SUTA_RATES EMPLOYER_MASTER
Filter N/A Group N/A Sort SUTA State Employer Name
Aggregates N/A
Fields Displayed
Employer ID Officer SUTA Rate State Misc 3 Employee Rate Employer
Name SDI Rate Employer Licensed SUTA State State Misc 1 Rate Employer
State Taxpayer ID
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SUTA Rate Effective Date State Misc 2 Rate State Tax Number SUTA Rate
State Misc 3 Rate
JIRA # RDC-2147
Workers’ Comp Template Rates Report The Workers’ Comp Template Rates
report displays information about workers’ compensation templates,
including rates, classes, and taxes. Datasets Used
wc_template_rates wc_templates wc_class_codes
Filter N/A Group W/C Rate Template W/C State Code W/C Rate Effective
Date
Sort W/C Rate Template Name W/C State Code W/C Effective Date
Aggregates N/A
Fields Displayed
WC Rate Template WC Class Description WC Tax Rate (EE) WC Rate
Template Name WC Gross Rate WC Tax Rate (ER) WC State Code WC Published
Rate WC Weekly Max Reported WC Rate Effective Date WC Rate Per Hour
JIRA # RDC-2162
Datasets Added
The following datasets are now available for custom reports:
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Release Notes
Dataset Dataset Name
EMPLOYEE_EDUCATION Employee Education
GL_COA G/L COA
GL_DISTRIB_DEFN_SQL G/L Distribution Definitions SQL
NAPEO_REPORT_MONTH_SQL NAPEO Report Month SQL
NAPEO_REPORT_YEAR_SQL NAPEO Report Year SQL
REVENUE_ACTIVITY_WITH_ Revenue Activity with Headcount HEADCOUNT_SQl
SUTA_RATES_BY_CLIENT_SQL SUTA Rates by Client SQL
SUTA_RATES_EMPLOYER SUTA Rates Employer
UNBUNDLED_BILLING_RULES Unbundled Billing Rules WC_MODS_EMPLOYER
Workers’ Compensation Mods Employer WC_RATE_TEMPLATES Workers’
Compensation Rate Templates
WC_TEMPLATE_RATES Workers’ Compensation Template Rates
JIRA # RDC-2261, RDC-2264, RDC-2300, RDC-2335, RDC-2378, RDC-2379,
RDC-2381, RDC-2386, RDC-2387, RDC-2414, RDC- 2422, RDC-2423
New Tables Added to Public Schema
The following tables have been added to the Data Warehouse public
schema, and are now available for advanced data access:
Table
CLIENT_BILL_PENDING EMPLOYEE_BEN_HISTORY
EMPLOYEE_FLEX_ACCOUNTS OTHER_EARN SCHEDULED_PAYMENTS
JIRA # RCRT-4338, RCRT-4473, RCRT-4474, RCRT-4507
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Fields Added
The following fields have been added to the LOCATION_CODES data
set.
Field
Remote Location Remote Verification Federal Contractor
Unique Entity ID
NAICS Code
JIRA # RCRT-4517
Fields Renamed
The following fields have been renamed.
Original Name New Name
Overtime Tax Deduction Amount Overtime Tax Exempt Amount
Overtime Tax Deduction Hours Overtime Tax Exempt Hours
JIRA # RCRT-4511
Fixes The Report Center release for May 2024 includes the following
fixes.
Jira # Issue Summary Resolution
RCRT-4526 The Status_Date column on the Client This is fixed. History
table was not defined as a date in the system. RCRT-4544 When a report
was built using the This is fixed. transform.sum_array function, the
values were inconsistent with other calculations.
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Release Notes
Jira # Issue Summary Resolution
RCRT-5749 When a user had share access for a This is fixed. report
but was not a Report Center administrator, and the user attempted to
share the report, an error occurred.
RC-5763 Users with the account management This is fixed. Users with
the account role and the Viewer license type were management role can
now only able to share workbooks. share workbooks if they have the
Explorer or Editor license.
Enhancements This section describes the enhancements included in the
first Report Center release for April 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
Employee History Report The Employee History report includes
historical employee information, including status, type, annual pay, and
position.
Filter N/A Group N/A Sort Client Name Employee Name EE Status Code EE
Type Code
Aggregates N/A
Fields Displayed
Client ID EE Type Code as of Effective Historic Pay Effective Date
Date Client Name Position Code as of Effective Historical EE Status/Type
Date EE ID
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Release Notes
Employee Name Effective Date Historic Position Effective Date
Original Hire Date Annual Pay as of Effective Date EE Status Code as of
Effective Date
JIRA # RDC-1166
Fields Added
The following fields were added to Data Warehouse reports.
Employee Benefits Eligibility l Waive Reason
l Project JIRA # RDC-1203
Insurance Census (by Date) l Waive Reason Code
l Waive Reason JIRA # RDC-1214
Fields Changed
The following fields were changed on Data Warehouse reports.
Workers’ Comp Liability
Original Name New Name
WC Accrual Amount WC Accrual Amount (Voucher) WC Accrual Modifier WC
Accrual Modifier (Voucher)
WC Accrual Discount WC Accrual Discount (Voucher)
WC Bill Amount (Billing Vouchers) WC Bill Amount (Billing
Voucher)
WC Bill Amount (Payroll Vouchers) WC Bill Amount (Voucher)
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Release Notes
Original Name New Name WC Bill Mod WC Bill Modifier (Voucher) WC Bill
Discount WC Bill Discount (Voucher) EE Address 1 EE Address 1 - Resident
(Voucher) EE Address 2 EE Address 2 - Resident (Voucher) “EE SSN” EE
SSN
JIRA # RDC-1327
Tax Liability Reports These changes impact the Tax Liability Detail
Journal, Federal Tax Liability Detail, State Tax Liability Detail, Local
Tax Liability Detail, and Employer Tax Liability Detail reports.
Original Name New Name
EE Address 1 EE Address 1 - Resident (Voucher) EE Address 2 EE
Address 2 - Resident (Voucher) EE SSN - Unmasked EE SSN
JIRA # RDC-1323
Enhancements This section describes the enhancements included in the
second Report Center release for April 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
Employee Deductions Report The Employee Deductions report includes
information about employee pay deductions, including pay dates, pay
rates, deduction codes, and deduction amounts.
Filter N/A Group N/A Sort Client Name
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Release Notes
                  Employee Name
                  Pay Date
Aggregates N/A
Fields Displayed
Client ID EE SSN - Masked Default Hourly Pay Rate Client Name Pay
Date Deduction Code EE ID Check Number Deduction Amount Employee
Name
JIRA # RDC-1140
Employee I-9 Report The Employee I-9 report includes information
about employee I-9 documents.
Filter “I9 Renewal Date: is in next 90 days” Group N/A Sort Client
Name Renewal Date
Aggregates N/A
Fields Displayed
Client ID Last Hire Date Alien Registration Expiration Client Name I9
Renewal Date Name (HR Rep) EE ID Form I9 Filed Name (Payroll Rep)
Employee Name Alien Registration Number EE Status Classification
JIRA # RDC-1145
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Release Notes
Client Master Billing Report The Client Master Billing report
includes information about billing codes and categories from the client
master records.
Filter N/A Group N/A Sort Client Name Aggregates N/A
Fields Displayed
Client ID Client Status Code Bill Format Code Client Name Bill
TEmplate Bundled Worksite TS Entry (Y/N) Client Legal Name Bill Template
Code Worksite TS Entry By
JIRA # RDC-1156
Invoice Accounting Detail Report The Invoice Accounting Detail report
includes information from client invoice register records.
Filter N/A Group N/A Sort Client Name Invoice Date Cost Center
Aggregates Credit Amount
Fields Displayed
Client ID Invoice Number Bill Code Description Client Name Invoice
Total GL Code Invoice Date Bill Code Credit Amount Cost Center
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Release Notes
JIRA # RDC-1161
Payroll Voucher Report The Payroll Voucher report includes
information from the payroll voucher records, including totals for hours
paid, gross wages, taxes, deductions, and net pay.
Filter N/A Group N/A Sort Client Name Employee Name Pay Date
Aggregates Hours Paid Gross Wages Tax Amount Deduction Amount Net Pay
Net Check Amount ACH Deposit Amount
Fields Displayed
Client ID Voucher Number Net Pay Client Name Check Number Net Check
Amount EE ID Hours Paid ACH Deposit Amount Employee Name Gross Wages
Electronic Pay Stub Pay Date Tax Amount Manual Check Payroll Number
Deduction Amount
JIRA # RDC-1182
Employee Retirement Loans Report The Employee Benefits Eligibility
report includes loan amount and balance information from the Employee
Retirement Loans form.
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Release Notes
Filter N/A Group N/A Sort Client Name Loan Date Employee Name
Aggregates N/A
Fields Displayed
Client ID Loan Number Pay Back Amount Client Name Loan Date Paid Back
to Date Retirement Plan ID Deduction Start Date Balance Due EE ID Loan
Amount Reason for Loan Employee Name Payment Amount (Per Period) Loan
Deduction Code EE SSN - Masked Override Payment Active
JIRA # RDC-1237
Enhancements This section describes the enhancements included in the
first Report Center release for April 2023.
Sync User Roles With New Button
Administrators can use the new Sync Roles button to manually
synchronize user roles. When the administrator creates a new user role,
they can synchronize to make them available to be assigned to their
users. Previously, this process was performed automatically when the
users logged in individually to Report Center, which could create
performance issues. To synchronize a newly created role with all users,
simply click the Sync Roles button on the Administration form. A message
displays indicating that the roles were synchronized successfully. JIRA
# RC-4958
Fixes The Report Center release for April 2023 includes the following
fixes.
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Release Notes
Jira # Issue Summary Resolution
RC-4982 When entering details on a scheduled This is fixed. report,
the Next Run field displays incorrect information. RC-5067 When
exporting a report for a user in a This is fixed. time zone that is less
than Eastern Time, dates in the grouped columns in summary mode would
all display one less than their actual value. RC-5090 When exporting a
Worksite Location This is fixed. report using the Data Warehouse,
incorrect or null information would display in the City Tax Rate,
Minimum Cash Wage, Minimum Cash Wage (Minor), Minimum Wage, Minimum Wage
(Minor), and City Tax Authority fields.
RC-5128 When displaying a Data Warehouse This is fixed. report or
exporting the report as a csv or pdf file, the date in certain fields
would be off by one.
RC-5096 When running the ACH History report This is fixed. in Data
Warehouse and using a group or pivot, the Deposit Date would be off by
one.
RC-5102 When a user created a pivot view in a This is fixed. Data
Warehouse report, then made changes to the view in Pivot Settings, an
error would display.
RC-5103 When a user attempted to export a This is fixed. Data
Warehouse report that had groupings, an error would display.
Fixes The Report Center release for April 2023 includes the following
fixes.
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Release Notes
Jira # Issue Summary Resolution
RDC-974 When clients ran the PTO Register This is fixed. History
report, the Lost Hours column did not use the carryover balance
limitations in its calculation, and could return negative results.
Known Issues The following sections describe the known issues in this
release.
Exports with Groups and Many Rows Yielding Incorrect Results
When a client exports a report that is grouped in summary mode, data
beyond 5000 rows is truncated, and the exported report displays
incorrect information. This truncation only occurs when the report is
grouped and run in summary mode, and the data displays correctly when
the report is run on screen. This issue will be fixed in an upcoming
release. JIRA # RCRT-3521, RC-5098
Enhancements This section describes the enhancements included in the
first Report Center release for August 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
Client Contacts Report The Client Contacts report includes contact
information for clients, including titles, email addresses, and
ownership information.
Filter N/A Group N/A Sort Client Name Contact Name
Aggregates N/A
Fields Displayed
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Client ID Contact Type Is Owner Client Name Primary Email Address
Owner Relationship Contact ID Work Phone Owner Group Contact Name Work
Phone Ext Owner Percent Contact Title Cell Phone Comments
JIRA # RDC-1439
Invoice Register Report The Invoice Register report includes
information for GL companies, as well as invoice numbers, dates, and
totals.
Filter N/A Group N/A Sort Client Name Invoice Date
Aggregates N/A
Fields Displayed
GL Company Client Name Invoice Number Client ID Invoice Date Invoice
Total
JIRA # RDC-1160
Fields Changed
The following fields were changed on Data Warehouse reports.
Employee General Info
Original Name New Name
Home Locn Address 1 Address 1 - Worksite Location Home Locn Address 2
Address 2 - Worksite Location
JIRA # RDC-834
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Fixes The Report Center release for August 2023 includes the
following fixes.
Jira # Issue Summary Resolution
RC-5315 When users selected a date as the This is fixed. Maximum Date
in Pivot View on reports, the data would move back one day.
Enhancements This section describes the enhancements included in the
first Report Center release for December 2023.
Fields Added
The following fields were added to Data Warehouse reports.
Employee Terminations with Benefits l Client Federal EIN l Employer
Federal EIN JIRA # RDC-2004
Re-enabled Reports
When the multiple worksite report were converted to generate from the
data warehouse, the format was changed to a grid-style report. Based
upon customer feedback, the templated version that matches the BLS 3020
form has been re-enabled in Report Center. JIRA # RDC-2016
Fixes The Report Center release for December 2023 includes the
following fixes.
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Jira # Issue Summary Resolution
RDC-2034 On the Worksite Locations report, the This is fixed. WC
Modifier Location Code and WC Modifier Location Name fields displayed
incorrectly if the worksite location name contained special characters
or numbers.
Enhancements This section describes the enhancements included in the
first Report Center release for February 2023.
The New Data Warehouse
The Report Center Data Warehouse is a data platform designed
specifically for cloud computing, with modular architecture that
hybridizes traditional database storage with virtual computation for
query processing. The resulting Data Warehouse offers the simplicity and
security for storing data in traditional shared-disk architectures,
while retaining the speed and flexibility of cloud computing. Report
Center will be migrating its data storage and processing from the
Elastic database to the Data Warehouse in a series of phases. This
migration will improve the core Report Center experience in a number of
ways. The Data Warehouse structure provides improved performance,
especially for customers running reports on significantly large data
sets. In addition, the migration to the Data Warehouse will allow Report
Center to incorporate data from the entire Prism family of applications
in the future, including Client Space and Time and Labor Management.
Report Migration Reports will be migrated to the Data Warehouse
architecture as smoothly and seamlessly as possible. This rollout will
occur during our standard release cycle which is biweekly on Wednesdays
and Thursdays. The report center teams are prioritizing the reports for
migration that are both commonly run and resource-intensive to maximize
the benefits of using the Data Warehouse’s architecture and provide the
greatest performance improvements as soon as possible.
Each report that is migrated to the Data Warehouse will be tagged,
and Prism Default reports that pull from the Data Warehouse will be
denoted by a specific icon (as seen above).
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The Elastic version of a report will still be available after the
report has been transitioned to the Data Warehouse. Users can run either
version of the report to compare differences, verify that the transition
proceeded smoothly, and provide feedback. In addition, the report that
is generated out of elastic will also now have a tag that will show the
date when the elastic report will be removed from the system. One month
after a report has been migrated to the Data Warehouse, the HRP version
of the report will be disabled. In addition, one month after the
migration to the Data Warehouse, the Elastic version of the report will
also be removed.
User-Created Reports and Customization Just like the Prism default
reports, each user-created report that is derived from a report
generated out of the Data Warehouse will automatically have the Data
Warehouse tag added to the report for tracking.
Migration of User-Defined Reports and Views The most powerful feature
in Report Center is the ability to create reports and views. We are
currently working to build a script that will migrate these user defined
reports and views to generate using the data stored in this new data
warehouse. l When the migration script is run, any user defined reports
& views built off the query will automatically be created in the
Data Warehouse. l In order to ease the change management process, any
users that had access to these reports and views in Elastic will now
have access to them in the Data Warehouse. l Important Note: Given the
schema differences between the new and old data warehouses, it is
possible that some columns may not be visible on the report after the
migration script is generated. PrismHR will be providing a list of data
attributes that will not be included on these custom reports and
views.
Security The following steps will be taken during the Data Warehouse
migration process: l The Report Center administrator must distribute
access to the PHR Default reports that have been migrated to the new
data warehouse. l Field security cannot be transferred from the Elastic
reports to the Data Warehouse reports. If a user was given access to
restricted fields on a report, an admin will need to give them access to
those fields on the Data Warehouse version. l If an Elastic version of a
report was tagged as a favorite, the Data Warehouse version will also be
tagged as a favorite.
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Release Notes
l All user-defined reports and views will be copied from the Elastic
version of a report over to the Data Warehouse version. Users will
receive a prompt indicating that the view will be recreated in the Data
Warehouse version of the report when the original version is set to be
removed. l Scheduled Jobs will be copied from the Elastic version of a
report approximately one month after the report has been migrated to the
Data Warehouse.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release: l ACH Direct Deposit report
l Employee Contact Info report
l Employee Benefit Eligibility report
l Employee Tax Liability Detail report
l Federal Tax Liability Detail report
l Local Tax Liability Detail report
l State Tax Liability Detail report
l Tax Liability Detail Journal report
l Workers’ Comp Liability report
l FSA & HSA Deduction History report
l Client Profitability Analysis Summary report
l Worksite Location report
For more information about the migration to the Data Warehouse,
consult the Data Warehouse chapter in the Report Center Admin Guide.
JIRA # RDC-1144, RDC-1138, RDC-1162, RDC-1199, RDC-842, RDC-780,
RDC-781, RDC-782, RDC-783, RDC-784, RDC-786, RDC-787
Fixes Feb MR 1 Delete this text and replace it with your own
content.
Enhancements This section describes the enhancements included in the
second Report Center release for February 2023.
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Release Notes
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release: l Pay Code Detail report
l Employee General Info report
For more information about the migration to the Data Warehouse,
consult the Data Warehouse chapter in the Report Center Admin Guide.
JIRA # RDC-1139, RDC-1142
Enhancements This section describes the enhancements included in the
Report Center release for January 2023.
Insurance Census Enhancements
The Insurance Census Report has been updated to display all
employees. Previously, an employee required an active or terminated
Benefit Enrollment status to display on this report. Users can now
select EE Status Classification Codes and Benefit Status when running
the report to restrict results to certain statuses. JIRA # RDC-1148
Field Additions
The following sections describe fields that were added in this
release.
Insurance Census Report The following fields were added to the
Insurance Census Report. l Last Pay Date JIRA # RDC-1092
Employees with Unhandled Taxes Report The following field was added
to the Employees with Unhandled Taxes Report. l Last Hire Date
l Status Date JIRA # RDC-904
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Employee Benefit Eligibility Report The following fields were added
to the Employee Benefit Eligibility Report. l Address 1 -
Residential
l Address 2 - Residential
l City, State, ZIP - Residential
l Address 1 - Mailing
l Address 2 - Mailing
l City - Mailing
l State - Mailing
l ZIP Code - Mailing
l ZIP Suffix - Mailing JIRA # RDC-1023
Client Contact Report The following fields were added to the Client
Contact Report. l Name (Payroll Rep)
l Contact Email (Payroll Rep)
l Name (HR Rep)
l Contact Email (HR Rep)
l Name (Benefits Rep)
l Contact Email (Benefits Rep)
l Name (Risk Management)
l Contact Email (Risk Management)
l Name (Sales Rep)
l Contact Email (Sales Rep)
l Name (Client Coordinator)
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l Contact Email (Client Coordinator)
l Name (Broker)
l Contact Email (Broker)
l Name (I9 Approver)
l Contact Email (I9 Approver) JIRA # RDC-388
Fixes The Report Center release for January 2023 includes the
following fix.
Jira # Issue Summary Resolution
RDC-1082 When reviewing a Tax Liability report This is fixed. with a
Tax Adjustment voucher, the earnings amounts did not display.
Known Issues The following sections describe the known issues in this
release.
Pivot View is Limited to 500 Rows
Clients have reports issues where the Pivot View on their reports
only displays 500 rows of information. This is due to a performance
setting which can be changed on individual reports. To change this
setting, click Pivot View, and select the Settings icon ( ). Select
Performance, and enter a specified number of rows in the Limit Rows
field. Click Apply, and the new limit is applied to the report. JIRA #
RCRT-3437
Snowflake Reports Display Dates One Day Off
When viewing a report that uses the Snowflake database, dates
displayed on screen are off by one day. For example, a date that should
display as 3/14/22 displays as 3/13/22. This does not impact reports
that are exported, and exported files display dates properly. This issue
will be resolved in a future release. JIRA # RC-5028
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Enhancements This section describes the enhancements included in the
first Report Center release for June 2023.
Data Warehouse Reports
The following changes have been made to Data Warehouse reports for
this release:
Fields Added
The following fields were added to Data Warehouse reports.
Payroll Check Register l Void Replaced By JIRA # RDC-1382
Benefit Rules l Billing Rate Group l Premium Rate Group l Pending
Billing Rate Group l Pending Billing Rate Group Effective Date l Benefit
Plan Status JIRA # RDC-1486
Enhancements This section describes the enhancements included in the
second Report Center release for June 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
Benefit Billing Detail Report The Benefit Billing Detail report
includes insurance premiums, amount billed, and employee deductions to
determine net amounts billed.
Filter N/A Group N/A
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Sort Employer ID Client Name Employee Name Plan Description Pay
Rate
Aggregates Billed Amount EE Deduction Amount Net Billed Amount in
Defaults
Fields Displayed
Client Name Payroll Number Net Billed Amount Employer ID Voucher
Number Business Owner Employee Name Billed Amount Family Member Plan
Description EE Deduction Amount Company Officer Pay Date Adjustment Ref
Number
JIRA # RDC-1132, RDC-1449, RDC-1451, RDC-1436
Fields Added
The following fields were added to Data Warehouse reports.
Client Master General Info l Client Federal Entity Address l Client
Federal Entity City l Client Federal Entity State l Client Federal
Entity ZIP JIRA # RDC-1234
Fixes The Report Center release for June 2023 includes the following
fixes.
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Release Notes
Jira # Issue Summary Resolution
RDC-1473 The Employees Paid field on the Client This is fixed.
Profitability Summary Detail report displayed different results for the
Parameter and Data Warehouse versions of the report. RDC-1508 On the
Workers Comp Liability report, This is fixed. the EE Current Annual Pay
Rate field did not display the proper dollar sign, and the EE Current
Hourly Rate displayed only two decimal places.
Enhancements This section describes the enhancements included in the
third Report Center release for June 2023.
Data Warehouse Reports
The following report has been added to the Report Center Data
Warehouse for this release:
Master Report List Report The Master Report List report includes
shows all available reports accessible by the current service provider’s
account. This is a Service Provider Only report, which is intended to
allow a Report Center Administrator or internal staff to reconcile all
available reports created on the account. In addition, this report
includes categories, tags, assigned user roles, and restricted fields,
which display as arrayed fields. This report is intended to be exported
as a CSV files for ease-of-use.
Filter N/A Group N/A Sort Query Name Report Name
Aggregates N/A
Fields Displayed
Report Name Owner User Roles Assigned
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Report Type Categories Restricted Fields Available Query Name Tags
Account Code
JIRA # RDC-1488
Fields Added
The following fields were added to Data Warehouse reports.
Employee Onboarding l I9 Additional Information JIRA # RDC-1497
Payroll Tax Billing The following fields have been added to allow a
user to build the Wage Billing by State report from HRP. l Home Location
(Voucher) l Home Location Description l WC State l Home Location State
(Voucher) JIRA # RDC-1527
Fixes The Report Center release for June 2023 includes the following
fixes.
Jira # Issue Summary Resolution
RDC-1500 The Insurance Census by Date report This is fixed. would
report dependents on plans that did not have dependents.
Enhancements This section describes the enhancements included in the
first Report Center release for March 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
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ACH Reconciliation Net Report The ACH Reconciliation Net report
displays net ACH amounts for payroll, invoices, and third-party pay data
from ACH History records.
Filter N/A Group N/A Sort N/A
Aggregates Invoice [Total] and Total Net Amount Any USD in column
selector
Fields Displayed
ACH Checking Account Client Name Bank Account Number Code Employee
Name Account Type ACH Checking Account Transit Number Total Net Amount
Name Deposit Date
JIRA # RDC-1147
Client Master General Info Report The Client Master General Info
report displays legal names, business descriptions, addresses, and
internal representative user names from Client Master records.
Filter N/A Group N/A Sort Client Name
Aggregates N/A
Fields Displayed
Client ID Business Description Name (Client Coordinator) Client Name
Client Address 1 Name (HR Rep) Legal Name Client Address 2 Name (I9
Approver)
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Client Status Code Client City Name (Payroll Rep) Federal Tax ID
Number Client State Name (Risk Management) Contract Date Client ZIP Code
Name (Sales Rep) Termination Reason Client ZIP Suffix Name (Broker)
Category Code Name (Benefits Rep)
JIRA # RDC-1154
Enhancements This section describes the enhancements included in the
second Report Center release for March 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
Payroll Check Register Report The Payroll Check Register report
includes payroll information, including check numbers, types, dates,
statuses, payees, and amounts.
Filter N/A Group N/A Sort Check Number Aggregates Amount in Defaults
(Sum)
Fields Displayed
Check Number Payee Employee Name Check Type Client ID Check Amount
Check Date Client Name Positive Pay File ID Check Status EE ID
JIRA # RDC-1153
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Allocated Tips Report The Allocated Tips report displays information
about allocated tips from payroll vouchers, including allocated tips
percentage, gross receipts, direct tips, and employee shortfall.
Filter N/A Group N/A Sort Client Name Employee Name Pay Date
Aggregates Allocated Tips Tips Gross Receipts Allocated Tips Gross
Receipts Allocated Tips Total Direct Tips Allocated Tips Employee
Shortfall in Defaults (Sum all)
Fields Displayed
Client ID Payroll Number Tips Gross Receipts Client Name Voucher
Number Allocated Tips Gross Receipts EE ID Check Number Allocated Tips
Total Direct Employee Name Allocated Tips Tips Pay Date Allocated Tips
Percentage Allocated Tips Employee Shortfall
JIRA # RDC-1190
Insurance Census By Date Report The Insurance Census By Date report
displays insurance information for specific client IDs, including
employee and dependent information, as well as offer types and
coverages.
Filter N/A
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Group N/A Sort Client Name Insured Name Employee or Dependent Last
Name First Name Middle Name Offer Type
Aggregates Count distinct on EE ID
Fields Displayed
Client ID State Plan Description Client Name ZIP Code Employee
Premium Insured Name Location State Code Dependent Premium Employee or
Dependent Location Zip Code Employer Contribution Offer Type SSN -
Masked Employee Contribution Plan Type Birthdate Current Annual Pay Rate
EE ID Age as of Effective Date Benefits Salary Last Name Gender Original
Hire Date First Name Current EE Status Class Last Hire Date Middle Name
Current EE Type GL Overlimit Amount Relation Coverage Start Coverage
Dependent Relation Plan ID
JIRA # RDC-968
Enhancements This section describes the enhancements included in the
first Report Center release for May 2023.
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Release Notes
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
ACH History Report The ACH History report includes detail and summary
views of the ACH File History.
Filter N/A Group N/A Sort ACH Checking Account Code Deposit Date File
ID Client Name Employee Name Payroll Number
Aggregates On all $USD values
Fields Displayed
ACH Checking Account File ID Total Credit Amount (Child Name Support)
Total Credit Amount (Invoice) ACH Checking Account Total Credit Amount
Total Credit Amount (Payroll) Code (Payroll-Cachet) Deposit Date
JIRA # RDC-1146
ACH File Cash Receipt Audit Report The ACH File Cash Receipt Audit
report displays details of ACH cash receipt transactions.
Filter Cash Batch ID is not empty Group N/A Sort File ID
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                  Deposit Date
                  Client Name
                  ACH Debit or Credit
Aggregates Debit Amount Credit Amount
Fields Displayed
File ID Client Name Transit Number Deposit Date Cash Batch ID Bank
Account Number ACH Debit or Credit Invoice Number Debit Amount Client ID
Account Type Credit Amount
JIRA # RDC-1189
ACH Resubmission by Transmit Date Report The ACH Resubmission by
Transmit Date report displays details of ACH resubmission
transactions.
Filter Reprocessed From is not empty Group N/A Sort Reprocess
Transmit Date Reprocess Date Client Name Employee Name
Aggregates Depsoit Amount Add On Fee
Fields Displayed
Reprocess Transmit Date ACH Class Account Type Reprocessed From ACH
Status Deposit Amount
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Name (ACH Reprocessor) Client Name Add On Fee Reprocess Date Employee
Name
JIRA # RDC-1194
Invoice Billing Code Detail Report The Invoice Billing Code Detail
report includes invoice dates, bill codes, and bill amounts from client
invoice register records.
Filter N/A Group N/a Sort Client Name Invoice Date Bill Code
Aggregates Bill Amount Bill Discount Total Bill Amount
Fields Displayed
Client ID Bill Code Bill Discount Client Name Bill Code Description
Total Bill Amount Invoice Date Bill Amount
JIRA # RDC-1157
Fields Added
The following fields were added to Data Warehouse reports.
Insurance Census (by Date) l Doctor ID
l Doctor Name
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Release Notes
l Seen by Doctor
l Reported to Carrier JIRA # RDC-1149
Enhancements This section describes the enhancements included in the
second Report Center release for May 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
Benefit Billing Detail Report The Benefit Billing Detail report
includes insurance premiums, amounts billed, and employee deductions to
determine net amounts billed.
Filter N/A Group N/A Sort Employer ID Client Name Employee Name Plan
Description Pay Date
Aggregates Billed Amount EE Deduction Amount Net Billed Amount in
Defaults
Fields Displayed
Client Name Pay Date Billed Amount Employer ID Payroll Number EE
Deduction Amount Employee Name Voucher Number Net Billed Amount Plan
Description
JIRA # RDC-1132
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Client Profitability Analysis Detail Report The Client Profitability
Analysis Detail report includes client profitability by specific bill
codes.
Filter N/A Group Client ID Invoice Number Bill Code
Sort Client Name Bill Code Description Invoice Date
Aggregates Total Amount Invoiced Total Gross Wages Total Admin Fees
Total FICA Total FUTA Total SUTA Total Workers’ Comp Total Insurance
Total Misc Total Adjustments Total WC Adjustments Total Not Included in
Profit Total Cost Total Profit in Defaults (Sum)
Fields Displayed
Client ID Total Amount Invoiced Total Misc Client Name Total Gross
Wages Total Adjustments
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Employer ID Total Admin Fees Total WC Adjustments Invoice Number
Total FICA Total Not Included in Profit Invoice Date Total FUTA Total
Cost Bill Code Total SUTA Total Profit Bill Code Description Total
Workers’ Comp Client Cost Center Profitability Column Total Insurance
Invoice Cost Center
JIRA # RDC-1158
Client Profitability Analysis Summary Report The Client Profitability
Analysis Summary report includes client profitability by invoice.
Filter N/A Group Client ID Sort Client Name Invoice Date
Aggregates Total Amount Invoiced Total Gross Wages Total Admin Fees
Total FICA Total FUTA Total SUTA Total Workers’ Comp Total Insurance
Total Misc Total Adjustments Total WC Adjustments Total Not Included in
Profit Total Cost
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                 Total Profit
                 Total Commissions
                 Total Profit Less Commissions in Defaults (Sum)
Fields Displayed
Client ID Net Profit - FICA Total Cost Client Name Net Profit - FUTA
Total Profit Employer ID Net Profit - SUTA Gross Margin Invoice Number
Net Profit - Workers’ Comp Total Commissions Invoice Date Net Profit -
Insurance Total Profit Less Commissions Employees Paid Net Profit - Misc
Gross Margin Less Total Amount Invoiced Net Profit - Adjustments
Commissions Net Profit - Gross Wages Net Profit - WC Adjustments Client
Cost Center Net Profit - Admin Fees Total Not Included in Profit Invoice
Cost Center
JIRA # RDC-1159
Fields Added
The following fields were added to Data Warehouse reports.
12th of the Month Flag Tax reports now include the 12th of Month
field, which flags vouchers which were paid on the Pay Period containing
the 12th of the month. This information can be used to comply with
regulations for the Bureau of Labor Statistics and state unemployment
agencies. The 12th of Month field displays on the following reports: l
Employer Tax Liability Detail report
l Local Tax Liability Detail report
l Federal Tax Liability Detail report
l State Tax Liability Detail report
l Tax Liability Detail Journal
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Release Notes
l Payroll Voucher Summary
l Employee Hours by Month
l Retirement Contributions
l Allocated Tips
l Monthly Employees Paid JIRA # RDC-1437, RDC-1438
Benefits Billing Detail Report The following fields were added to the
Benefits Billing Detail Report: l EE Deduction Amount
l Business Owner
l Family Member
l Company Officer JIRA # RDC-1449, RDC-1451
Enhancements This section describes the enhancements included in the
first Report Center release for November 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
G/L Setup Report The G/L Setup report includes a global view of the
general ledger setup with associated accounts.
Filter N/A Group N/A Sort GL Template GL Type Item Description
Aggregates N/A
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Fields Displayed
GL Template Suspense Account Associated Bill Code GL GL Type Debit
Arrears Associated Deduction Code Item Code Credit Arrears Associated
Deduction Code GL Item Description Premium Debit Account Associated 125
Deduction Debit Account PEO Match Debit Account Code Credit Account PEO
Match Credit Account Associated 125 Deduction Prepaid Debit Account
Debit ACH Account Code GL
Prepaid Credit Account Associated Bill Code Tax ID (Tax GL Type)
JIRA # RDC-1424
Fields Added
The following fields were added to Data Warehouse reports.
Tax Liability Reports The following field as added to the Employer,
Federal, Local, and State Tax Liability Detail reports, as well as the
Tax Liability Detail Journal and Quarterly Tax Reconciliation reports. l
EE Middle Name l MasterTax F-Code
l MasterTax F-Code + SBEA Wage Code
The MasterTax F-Code fields use the current federal tax entity, not
the federal tax entity at the time the record was created. JIRA #
RDC-2009, RDC-1622
Known Issues The following sections describe the known issues in this
release.
Report Builder Option Displaying Incorrectly
The Report Builder SSO menu option can display in the Work Centers
home panel, but the option has no functionality. In addition, the
Process ID option can display on both the User Role Maintenance form
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Release Notes
and the User Roles form, though it currently has no functionality.
Both of these items provide support for upcoming features, and are
displaying incorrectly at this time. This issue will be fixed in an
upcoming production wave. JIRA # RC-5500
Fixes The Report Center release for October 2023 includes the
following fixes.
Jira # Issue Summary Resolution
RDC-1849 When a user ran the Employee This is fixed. When the
Eligible for Retirement Elections report, the Match Match option is
selected on the Start Date field displayed no data. Retirement Plan
Enrollment form, the Match Start Date displays.
Known Issues The following sections describe the known issues in this
release.
Retirement Plan Enrollment Form and Missing Dates
When a user saves information on the Retirement Plan Enrollment form
and the Eligible for Match option is not selected, a retirement match
date will display, but not be saved. When the user accesses this
information in other forms in Prism or runs the Employee Retirement
Elections report, the Match Start Date field displays no data. This
issue will be fixed in an upcoming release. JIRA # RDC-1849
Enhancements This section describes the enhancements included in the
Report Center release for September 2023.
Data Warehouse Reports
The following reports have been converted to the Report Center Data
Warehouse for this release:
Client Profitability Analysis Overview Report The Client
Profitability Analysis Overview report includes details on client
profitability by Client ID. In addition, this report can be used to view
Sales, Cost, and Net values on a per-client basis, with calculations
that account for both full-time and part-time employees. This report was
designed to more closely mimic the report contained in HRP
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Release Notes
After running a report, the results will display with one row per
Client ID, no matter the date range that is selected. In addition, This
report includes additional attributes (such as the NAICS and SIC
descriptions) and additional values from the client details form to
allow for more analytic opportunities. In addition, the Profit column on
Client Profitability Detail and Summary versions of this report has been
updated to match the HRP version.
Filter N/A Group N/A Sort Client Name
Aggregates On all Net columns
Fields Displayed
Client ID Net Profit - FUTA Total Cost Client Name Net Profit - SUTA
Total Profit Included Invoices Net Profit - Workers’ Comp Gross Margin
FT Employees Paid Net Profit - Insurance Total Commissions PT Employees
Paid Net Profit - Misc Total Profit Less Commissions Total Amount
Invoiced Net Profit - Adjustments Gross Margin Less Net Profit - Gross
Wages Net Profit - WC Adjustments Commissions Net Profit - Admin Fees
Total Not Included in Profit Client Cost Center Net Profit - FICA
Client Profitability Analysis Overview Calculations Certain fields on
this report are calculated based upon multiple other fields. You can
verify the calculations used in these fields below.
                            (Total Gross Wages + Total Admin Fees + Total FICA + Total FUTA + Total
                            SUTA + Total Workers' Comp + Total Insurance + Total Misc + Total
Total Profit Adjustments + Total WC Adjustments) - (Cost Gross Wages
+ Cost Admin Fees + Cost FICA + Cost FUTA + Cost SUTA + Cost Workers’
Comp + Cost Insurance + Cost Misc + Cost Adjustments + Cost WC
Adjustments) Total Profit Less Total Profit - Total Commissions
Commissions
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Gross Margin (Invoiced) (Total Profit * 100) / Total Gross Wages
Gross Margin Less (Total Profit Less Commissions * 100) / total Gross
Wages) Commissions JIRA # RDC-1223
Quarterly Tax Reconciliation Report The Quarterly Tax Reconciliation
report includes tax liability details, and is optimized to assist with
tax reconciliation. This report is only available for Service
Providers.
Filter N/A Group Voucher Month Employer ID Tax Authority Tax
Identifier
Sort Employer Name Client Name Employee Name
Aggregates On all USD fields
Employer ID Taxable Basis MasterTax F-Code + SBEA Wage Code Employer
Name Tax Amount Tax Deduction Code Tax Authority EE ID Tax Authority
Code Tax Identifier Employee Name EE SSN (Masked) Tax Name Client ID Tax
Source Tax Gross Wages Client Name Tax Entry Tax Gross Earnings Tax
Type
JIRA # RDC-1552
Fields Changed
The following fields were changed on Data Warehouse reports.
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Release Notes
Payroll Tax Billing Report The Employer Tax Accrued value on this
report has been adjusted to match the calculation used in the HRP
version of the report. This change makes the Payroll Tax Billing report
comparable to the HRP version for the sunsetting transition from HRP to
the Data Warehouse. JIRA # RDC-1553
Fixes The Report Center release for September 2023 includes the
following fix.
Jira # Issue Summary Resolution
RDC-1621 For the BLS Multiple Worksite This is fixed. (Employer) and
(Client) reports, employees working the 12 of the month could be counted
incorrectly.
Enhancements This section describes the enhancements included in the
first Report Center release for August 2022.
Reports Added
This section describes reports that were added in this release.
Bank Accounts Report The Bank Accounts report displays setup
information from the Bank Accounts system form, including account IDs,
numbers, and employers.
Filter N/A Group N/A Sort Bank Account Reference Aggregates N/A
Fields Displayed
Bank Account ID Check Title Min. ACH Window Bank Account Reference
Uses Positive Pay Max. Void ACH Days
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Release Notes
Bank Account Name One Check Counter Post Cutoff Time Bank Account
Number Employer ID ACH Options Bank Account Address mvQuery Signature
Filepath Use for Garnishment Only Bank Account CSZ Bank Account PC File
Name Inactive Account Bank Account Transit Bank Account ACH Originator
ID
JIRA # RDC-698
Employees with Unhandled State Taxes Report The Employees with
Unhandled State Taxes report displays successfully onboarded employees
with unhandled state and federal tax forms.
Filter Tax Form Handled Group N/A Sort Client Name Tax ID EE Name
Aggregates N/A
Fields Displayed
Client ID EE Pay Group Code Entry Time Client Name Tax ID Last Pay
Date EE ID Tax Tag Next Pay Date EE Name Tax Value Entered Tax Form
Handled EE Status Class Entry Date
JIRA # RDC-655
Benefit Rules Report The Benefit Rules report displays information
from the client benefit groups, including benefit plan IDs, cost basis,
and plan types.
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Filter N/A Group N/A
Sort Client Name Benefit Group Name Benefit Plan Description Benefit
Rules Effective Date
Aggregates N/A
Fields Displayed
Client ID Contribution Rule Amounts Employment Type Code By Client
Name Employment Type Exempt Take-On Employees Description Benefit Group
Code from Min Days Minimum Age Benefit Group Name Plan Type Code Minimum
Service Benefit Plan ID Plan Type Minimum Service Interval Benefit Plan
Description Contribution Method Eligible Days From Benefit Rules
Effective Date Contribution EE Bill Eligibility Date Used Cost Basis
Contribution Dependent Bill Exemption Status Network ID Employment
Status Class Network Availability Stop Date
JIRA # RDC-687, RDC-762
Field Changes
The following sections describe fields that were edited in this
release.
Tax Liability Detail Reports The Client Federal Entity ID field has
been changed to pull from the precise value at the time the given
voucher was issued, instead of the client’s current entity ID. JIRA #
RDC-682
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Release Notes
Enhancements This section describes the enhancements included in the
second Report Center release for August 2022.
Reports Added
This section describes reports that were added in this release.
Billing Events Report The Billing Events report displays information
about the entries on the Billing Events form in PrismHR, including bill
codes, descriptions, prices, and costs.
Filter N/A Group N/A Sort Bill Event Description Aggregates N/A
Fields Displayed
Bill Event Code Bill Code Description Bill Pending Standard Cost Bill
Event Description Show Detailed Bill Event Obsolete Date Bill Code
Standard Price
JIRA # RDC-685
Billing Codes Report The Billing Codes report displays information
based on the Billing Codes form in PrismHR, including codes,
descriptions, report columns, and redirects.
Filter N/A Group N/A Sort Bill Description Aggregates N/A
Fields Displayed
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Bill Code Invoice Revenue Analysis Annualized on Profit Report Bill
Code Description Sales Tax State Code TX Franchise Report Profitability
Report Column Bill Redirect Code Accumulator Invoice Sales Report Column
Bill Redirect Company Bill Code Obsolete Date Memo Client Account
Only
JIRA # RDC-705, RDC-790
Enhancements This section describes the enhancements included in the
first Report Center release for December 2022.
Benefit Plan ID Parameter
The Benefit Rules report now includes the Benefit Plan ID parameter.
Enter a full or partial Benefit Plan ID into this parameter to filter
results on the report for the specified ID. JIRA # RDC-937
Field Additions
The following sections describe fields that were added in this
release.
Client Contact Report The following fields were added to the Client
Contact Report.
Name (Payroll Rep) Contact Email (Payroll Rep) Name (HR Rep) Contact
Email (HR Rep)
Name (Benefits Rep) Contact Email (Benefits Rep)
Name (Risk Management) Contact Email (Risk Management)
Name (Sales Rep) Contact Email (Sales Rep)
Name (Client Coordinator) Contact Email (Client Coordinator)
Name (Broker) Contact Email (Broker)
Name (I9 Approver) Contact Email (I9 Approver)
JIRA # RDC-828
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Release Notes
Field Changes
The following sections describe fields that were changed in this
release.
Benefit Rules Report The Benefit Rules Effective Date on or greater
than field has been renamed Benefit Rules Effective Date as of. If the
user enters a date, this field returns the maximum effective date row
without exceeding the entered date. JIRA # RDC-937
Enhancements This section describes the enhancements included in the
Report Center release for January 2022.
Parameters Tab for Parameter-Driven Reports
Managers can now define parameters for parameter-driven reports that
are used each time the report is scheduled to run. JIRA # RC-3664,
RC-4430
Reset Report Settings to Default
Admins, service providers, and managers can now clear their own user
settings, resetting reports to the default view. The profile dropdown
menu now includes the Reset report to defaults option. Select this
option to open a dialogue box, where a report can be selected to reset
to default settings. Saved views are still preserved when restoring a
report to default settings. JIRA # RC-4179
Reports Added
This section describes reports that were added in this release.
Benefit Billing Detail Report The Benefit Billing Detail report
includes insurance premiums, amounts billed, and employee deductions to
determine the net amounts billed. Data for this parameter-driven report
comes from the employee payroll vouchers records data set.
Filter N/A Group N/A
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Release Notes
Sort Employer ID Client Name Employee Name Plan Description Pay
Date
Aggregates Billed Amount EE Deduction Amount Net Billed Amount
Fields Displayed
Net Billed Amount Location Project Payroll Number Employee Number WC
Job Class Code Bundled Benefit Division Code Pay Method Code Exclude
from Billing Reports Division Pay Method Department Code Position Code
Invoice Department Position Location Code Project Code
JIRA # RC-4274
Revenue Activity with Headcount Report The Revenue Activity with
Headcount report includes information for the cost of payrolls compared
to the amount invoiced to the client, included running totals by cost
center or client, administrative fees billed, and pay rates for
full-time and part-time employees.
Filter Invoice Date Range Group N/A Sort Cost Center ID Client
Name
Aggregates FT EE Count
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                  PT EE Count
                  Total EE Count
                  Total Billed Earnings
                  Invoice Total
                  Admin Fees
Fields Displayed
Invoice Cost Center ID FT EE Count Total Billed Earnings Invoice Cost
Center PT EE Count Invoice Total Client ID Total EE Count Admin Fees
Client Name
JIRA # RC-163
Fixes The Report Center release for January 2022 includes the
following fixes.
Jira # Issue Summary Resolution
RCRT-2841 If a report is run for new hires added, This is fixed.
employees hired on the last day of the date range are not included on
the report.
RC-4481 Parameter-driven reports do not accept This is fixed. a date
range that only includes the current day.
Enhancements This section describes the enhancements included in the
Report Center release for July 2022.
Reports Added
This section describes reports that were added in this release.
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Tax Deduction Code Setup Report The Tax Deduction Code Setup report
displays configuration information for tax deductions, including codes,
authorities, and tax identifiers.
Filter N/A Group N/A Sort Tax Authority Tax Identifier Tax Deduction
Code
Fields Displayed
Tax Deduction Code Suppress Reporting to Tax Client Reporting End
MasterTax Date Tax Authority Suppress from RTS if No Wages Tax Bill Code
Substitute Tax Identifier in Quarter Tax Overlimit Bill Code Tax
Description SUTA Component Tax Bundle Overlimit Credit Tax Paid By
Calculate/Report at Client Level Bill Code Tax Authority EFW2 Code (PEO
Only) Tax Shelter Bill Code Tax Pay Stub Name Tax Client Reporting Start
Date
JIRA # RDC-534
Fields Added and Updated
This section lists the fields that were updated to some reports in
this release.
Workers’ Comp Liability The WC Bill Amount field has been updated to
only include payroll vouchers, and an additional field has been added
for billing vouchers. The following field was updated on the Employee
Recurring Deductions report: • WC Bill Amount (Payroll Vouchers) The
following field was added on the Employee Recurring Deductions report: •
WC Bill Amount (Billing Vouchers) JIRA # RDC-674
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Release Notes
Enhancements This section describes the enhancements included in the
second Report Center release for July 2022.
Reports Added
This section describes reports that were added in this release.
Pay Code Setup Report The Pay Code Setup report displays setup
information from the Pay Codes configurations form, including pay codes,
descriptions, and uses.
Filter N/A Group N/A Sort Pay Type Pay Class Pay Code
Fields Displayed
Pay Code Factor Include when Calculating Shift Diff Pay Pay
Description Time Sheet Heading Include in Certified Pay Pay Type Print
on Paystub Detail Pay Class Pay Stub Name Include in Certified Pay
Cash/Non-Cash Retirement Earnings Fringe Summary
Calculation Method Subject to Workers’ Comp Exclude from ACA Hours
Calculation Pay Reason Used to Pay Productive Work Bill Code Rate Class
Used to Pay Cash Wage for Tipped EEs Bill Code Job Rate May Fund
Voluntary Deductions Used to Pay EEs for Charged Non-Cash Rebate Bill
Code Tips Exclude from Payroll Obsolete Date OT Recalc Include
Hours/Amount Paid in OT Calc
JIRA # RDC-532
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Benefit Groups Report The Benefit Groups report displays information
from the Benefit Groups form, including client IDs, benefit group codes,
and eligible benefit plan IDs.
Filter N/A Group N/A Sort Client Name Benefit Group Name
Fields Displayed
Client ID Benefit Group Name Eligible Benefits - Plan Description
Client Name Retirement or Benefit Plans Stop New Use On Benefit Group
Code Eligible Benefits - Plan ID
JIRA # RDC-686
Date Selection for Scheduling Reports Does Not Enforce Date Format
Users can enter dates without using the proper format in the Scheduling
Reports date selection fields. Dates should be entered following the
same format as parameters, with day, month, and year. For example,
10/20/2022. JIRA # RC-4668
Error When Adding Report to Expired Job If a user attempts to add a
new report to a job with an expiration date set in the past, an error
will occur. New reports should only be added to jobs that have not
expired. JIRA # RC-4742
Running Reports Created By Another User Shows Error If an employee
modifies the report created by another user and attempts to run the
report, an error displays. At present, only the owner of the scheduled
job should edit the report. JIRA # RC-4753
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Release Notes
Pivot Reports without Scheduling Appearing in Content List The
Schedule content drop down menu displays pivot view reports, which do
not support scheduled secure file transfers. If a pivot view report is
selected, the job will not run. JIRA # RC-4771
Job Editor Showing Restricted Fields Without Data Restricted fields
for the Payroll Voucher Summary report display in the Job Editor window
column names for users who do not have access to those fields. The data
does not display, and the columns display as empty for users without the
proper access. This only applies to the Job Editor, and not while
running the Payroll Voucher Summary report directly. JIRA # RC-4775
Save and Run Job Without Parameters When scheduling a report, the job
can be saved without required parameters. If the report is scheduled
without required parameters, the job will not run. JIRA # RC-4780
Enhancements This section describes the enhancements included in the
Report Center release for June 2022.
Note: As enhanced versions of HRPyramid and PrismHR reports become
available in Report Center, the corresponding HRPyramid reports are
retired. In some cases, a single Report Center report replaces multiple
HRPyramid reports. See Retired Reports for a complete list.
Scheduled Reports
Report Center administrators can now schedule reports to run at set
times and intervals in Report Center. A scheduled job processes the
report using the parameters you set at a future time, either as a
one-time report or a recurring event. Scheduling is available for
parameter-driven reports. Using the scheduling feature, administrators
can create job schedules, specify report parameters, configure how the
report displays, and set a one-time or recurring schedule for their
report. You can set common reports to run on regular intervals, schedule
reports to be uploaded to a Secure FTP site, plan reports to run well in
advance of when they’re needed, and edit your scheduled details at any
time. To schedule a report, open the report and select the Schedule
button on the report toolbar. The Scheduled Jobs form displays.
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Release Notes
The Scheduled Jobs form displays a list of jobs for the report,
including status, client, and schedule. If the job contains a recurring
schedule, the time of the next run and the status of the previous run
display.
Select the Edit icon to edit an existing job. Parameters can be
changed to apply to the next time the job is run. Select the Run icon to
run the job immediately. Select the Delete icon to delete the scheduled
job. To create a new scheduled job, click the Add Job button. The Add
Scheduled Job form displays.
Click Save to create a new scheduled job, including a name and
description. Save the job to open the job details form, where you can
select parameters, configure the report, select a schedule, and enable
secure file transfers.
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Release Notes
From the job details form, select the report name to display the
Parameters for Job Runs tab. You can enter parameters for the report the
same way you would run the report in Report Center. Select the Configure
Report tab to customize how the report displays, including columns,
groups, and aggregates. The report will use the specified parameters
each time it is scheduled to run. Select Schedule to set up a one-time
or recurring schedule for the report.
Schedules can be configured different time intervals, ranging from
hourly to yearly. Reports can be schedule for individual days of the
month, calendar intervals, and date ranges.
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Release Notes
Secure file transfers can be added to a regularly scheduled report,
allowing you to send a spreadsheet or pdf of the report to a specified
secure location. Select Actions to add a secure file transfer action to
the report and display the SFTP - Secure File Transfer form. Using this
form, you can specify a destination, add authentication such as a
username and password or path to key, and choose the format of the file
to send. JIRA # RC-179
Improved Performance for Admin and Home Screens
To reduce loading times, the Columns selection is now restricted to
individual report forms, and no longer appears on the admin screen or
the home screen. The Columns selection only loads the list of available
columns on its specified screen, reducing loading time and improving
performance. JIRA # RC-4616
Improved Error Messages for Reports
When an employee encounters an error in Report Center which prevents
the report from being processed, the system displays a clearer message
about the event. The new error message informs the employee that an
error prevented the report from processing, and directs the employee to
contact support. JIRA # RDC-640
Deduction Code Setup Report Parameters
The default parameters on the Deduction Code Setup report have been
changed to work similarly to the Pay Code Setup report in Report Center.
The new report parameters show all deduction codes in the system,
including obsolete codes. These parameters can be changed to hide
obsolete codes or codes from a certain date range. JIRA # RDC-640
Reports Added
This section describes reports that were added in this release.
Payroll Tax Billing Report The Payroll Tax Billing report displays
taxable wages for an employee, including taxable earnings, sheltered
wages, and over-limit wages. The report can be sorted by tax code and by
employees for a specified date range.
Filter Pay Date Range
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Release Notes
Group N/A Sort Tax Code Client Name Client ID Employee Name EE ID
Aggregates Currency fields
Fields Displayed
Client Name EE ID Over Limit Wages Client ID Gross Taxable Earnings
Over Limit Tax Amount Tax Deduction Code Gross Tax Amount Billed Amount
Tax Code Name Sheltered Wages Employer Net Taxable Tax Name Sheltered
Tax Amount Employer Tax Accrued Employee Name
JIRA # RDC-478
Pay Code Setup Report The Pay Code Setup report displays information
about pay codes used throughout the system. This report is only
available to service providers.
Filter N/A Group N/A Sort Pay Type Pay Class Pay Code
Fields Displayed
Pay Code Print on Paystub May Fund Voluntary
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Pay Description Pay Stub Name Deductions Pay Type Retirement Earnings
Exclude from Payroll OT Recalc Pay Class Subject to Workers’ Comp
Include in Certified Pay Cash/Non-Cash Used to Pay Productive Detail
Work Calculation Method Include in Certified Pay Used to Pay Cash Wage
for Pay Reason Fringe Summary Tipped EEs Rate Class Exclude from ACA
Hours Used to Pay EEs for Charged Calculation Factor Tips Bill Code Time
Sheet Heading Include Hours/Amount Paid in OT Calc Bill Code Job Rate
Include when Calculating Non-Cash Rebate Bill Shift Diff Pay Code
Obsolete Date
JIRA # RDC-532
Deduction Code Setup Report The Deduction Code Setup report displays
information about deduction codes used throughout the system. This
report is only available to service providers.
Filter N/A Group N/A Sort Deduction Type Deduction Code
Fields Displayed
Deduction Code Default Deduction Periods Pay Stub Name Deduction Code
Description Mandatory Third Party Required Deduction Type Time Sheet
Heading To Arreras Calculation Method Print on Paystub Obsolete Date
Default Deduction Amount
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JIRA # RDC-533
Employee History Report The Employee History report displays
historical employee information, including status, type, annual pay, and
position. This report can be used to determine the employee population
of a client for a specific date range.
Filter N/A Group N/A Sort Client Name Employee Name Status Code as of
Input Date Type Code as of Input Date
Fields Displayed
Client ID EE Status Code as of Input Hourly Rate as of Input Date
Date Client Name EE Type Code as of Input Historic Pay Effective Date EE
ID Date Position Code as of Input Employee Name Historic EE Status/Type
Date Original Hire Date Effective Date Historic Position Effective
Annual Pay as of Input Date Date
JIRA # RDC-312
Tax Liability Summary Report The Tax Liability Summary report is a
streamlined report for reviewing tax reporting and offers a lighter
version of the Tax Liability Detail Journal report.
Filter N/A Group Employer ID Tax Authority Tax Identifier
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Release Notes
Sort N/A Aggregates All USD$ fields
Fields Displayed
Employer ID Tax Name EE ID Employer Name Total Gross Wages Employee
Name Voucher Number Tax Gross Earnings Client ID Pay Date Taxable Basis
Client Name Tax Authority Tax Amount Tax Type Tax Identifier
JIRA # RDC-400
Unpaid Employees Report The Unpaid Employees report displays a list
of employees not receiving pay during a specified date range.
Filter N/A Group N/A Sort Client Name Employee Name EE Status Code
(ascending)
Fields Displayed
Client ID EE Personal Email Client Employer ID Client Name EE Home
Phone HR Rep User ID EE ID EE Mobile Phone HR Rep Email Employee Name
Last Day Worked Ben Rep User ID EE Status Code Last Pay Date Ben Rep
Email Total Gross Wages
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Release Notes
JIRA # RDC-458
Field Changes
The following sections describe fields that were added, removed, or
edited in this release.
Client Invoices The following fields were added to the client
invoices data set and is now available to add as a column to reports,
and are now available in the client invoices data set. • Current Balance
• Close Period • Invoice Due Date • AR Account Number JIRA # RDC-127
Pay Code Detail Report The following field was added to the Pay Code
Detail report, and can be used to determine if and when codes displayed
on the report were made obsolete. • Obsolete Date - Pay Code JIRA #
RDC-365
Workers Comp Liability Report The following fields were added to the
Workers Comp Liability report. • Client Service Type Code • Client
Service Type JIRA # RDC-408
Renamed Fields The following table lists the previous field names and
the current field names.
Reports Previous Field Names Current Field Names EE Census Report
Status Class Status Class Code
JIRA # RC-2597
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Fixes The Report Center release for June 2022 includes the following
fixes.
Jira # Issue Summary Resolution
RC-4642 When an Employer ID is assigned to a This is fixed. Worksite
managers and user ID to view parameterized reports, trusted advisors can
no longer view worksite managers and trusted the Employer ID. advisors
could view the employer ID of the associated Employer ID.
Enhancements This section describes the enhancements included in the
Report Center release for March 2022.
PDF Improvements for Parameterized Reports
PDF documents for parameterized reports now display the report name
at the top of the report and the footer of each page. In addition,
parameters and their values are displayed on the second line of the
header. JIRA # RC-4476
Reports Added
This section describes reports that were added in this release.
Available Fields in Report Center Report The Available Fields in
Report Center report displays a list of available reports and fields for
Report Center. Clients can use this report to view and search for fields
that are available for Parameterized reports.
Filter N/A Group N/A Sort Report Name
JIRA # RDC-397
Revenue Activity with Headcount Report The Revenue Activity with
Headcount report displays running totals for a selected invoice date
range by client and cost center, as well as bills, administrative fees,
and headcounts.
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Release Notes
Filter On records/rows with Invoice Date range (selected by user)
Group N/A Sort Cost Center ID Client Name
Aggregates Currency BA Notes
Fields Displayed
Invoice Cost Center ID FT EE Count Total Billed Earnings Invoice Cost
Center PT EE Count Invoice Total Client ID Total EE Count Admin Fees
Client Name
JIRA # RC-163
Benefit Billing Detail Report The Benefit Billing Detail report
replaces the Voucher Benefit Audit report with improved functionality.
This parameterized report includes insurance premiums, amounts billed,
and employee deductions to determine the net amount billed for
benefits.
Filter N/A Group N/A Sort Employer ID Client Name Employee Name Plan
Description Pay Date
Fields Displayed
Net Billed Amount Location Project Code
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Payroll Number Employee Number Project Bundled Benefit Division Code
WC Job Class Code Exclude from Billing Reports Division Pay Method Code
Department Code Position Code Pay Method Department Position Invoice
Location Code
JIRA # RC-4274
ACH Direct Deposit Report The ACH Direct Deposit report is now
available as a parameterized report. Select settings for the report to
customize the information displayed.
Filter N/A Group N/A Sort Client Name Employee Name Pay Date
Fields Displayed
Client Name Pay Date Account Number Client ID Payroll Number Deposit
Status Employee Name Voucher Number Deposit Amount EE ID Transit
Number
JIRA # RDC-12
Fields Added
This section lists the fields that were added to some reports in this
release.
Employee Recurring Deductions The following fields were added to the
Employee Recurring Deductions report:
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Release Notes
• Pay Stub Name • Deduction Code Name • Description JIRA #
RC-4012
Employee General Info The following fields were added to the Employee
General Info data set: • Submit to E-Verify • E-Verify Case No •
E-Verify Case Status JIRA # RC-3821
Pay Code The following fields were added to the Pay Code data set: •
Pay Code Name • Pay Code Description JIRA # RDC-135
Workers’ Comp Liability The following fields were added to the
Workers’ Comp Liability report: • WC Sheltered Earnings JIRA #
RC-4228
Tax Code The following fields were added to the Tax Code data set: •
Tax Code Name • Tax Name JIRA # RDC-136
Field Changes
The following sections describe fields that were added, removed, or
edited in this release.
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Release Notes
Employee Tax Code The WC Total Hours field in the epv_tax_code data
set now displays as a decimal. In addition, the value can not be
totaled. JIRA # RC-4082
Payroll Check Register The Check Type field now displays ‘Third
Party’ when the Check Type Code = C. ‘Cutback Checks’ are now referred
to as ‘Third Party Checks’. JIRA # RC-2889
Removed Fields The following table lists the fields that were removed
and the data set from which they were removed.
Reports Data Set Benefits Adjustment Report epv_wc
JIRA # RC-4252
Fixes The Report Center release for March 2022 includes the following
fixes.
Jira # Issue Summary Resolution
RCRT-2913 The Multiple Worksite (Client- This is fixed. Reporting)
report, Multiple Worksite (All Companies) report, and Multiple Worksite
(Employer) report were renamed in release 1.25.0, but this update did
not change the name in all environments.
Enhancements This section describes the enhancements included in the
first Report Center release for November 2022.
Search for Views from Home Page
Managers can now use the search bar on the Report Center home page to
search for report views. Enter search criteria to filter reports with a
matching report name or view name.
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The number of matching views displays next to the Views link. Click
the Views link to display a matching list of views for the report. JIRA
# RC-4835
Documentation Consolidated to Single Icon
Documentation, release notes, resources, and feedback have been
consolidated under a single icon in Report Center. Simply click the
Question Mark icon to access these resources from any form in Report
Center.
The fields that display in this menu are based on the user’s security
settings. Administrators can use the menu to access the Admin guide and
the release notes, and other employees can use the menu to access the
User guide. JIRA # RC-4819
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Release Notes
Reports Added
This section describes reports that were added in this release.
Employee Events Report The Employee Events report displays employee
event information based on the Employee Events form.
Filter N/A Group N/A Sort Client Name Employee Name EE Event Date
Aggregates N/A
Fields Displayed
Client ID Employee Name EE Event Description Client Name EE Event
Date EE Event Action Date EE ID EE Event Code Comment
JIRA # RDC-653
Project Codes Report The Project Codes report displays project
information, including Certified Payroll information from the Projects
form.
Filter N/A Group N/A Sort Client Name Project Description
Aggregates N/A
Fields Displayed
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Client ID Project GL Segment Code Other WC Coverage In Place Client
Name Track Phases Union Project Project Code Project Class Project Union
Code Project Description Project Class Description Project Union Name
Certified Payroll Project
JIRA # RDC-728
Client Profitability Analysis Detail Report The Client Profitability
Analysis Detail report displays profitability by Bill Code based on the
Profitability Rpt Column on the Billing Codes form.
Filter N/A Group Client ID Invoice Number Bill Code
Sort Client Name Bill Code Description Invoice Date
Aggregates N/A
Fields Displayed
Client ID Total Amount Invoiced Total Misc Client Name Total Gross
Wages Total Adjustments Employer ID Total Admin Fees Total WC
Adjustments Invoice Number Total FICA Total Not Included in Profit
Invoice Date Total FUTA Total Cost Employees Paid Total SUTA Total
Profit Bill Code Total Works’ Comp Client Cost Center
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Bill Code Description Total Insurance Invoice Cost Center
Profitability Column
JIRA # RDC-657
Department Codes Report The Department Codes report displays
information from the Departments form, including department names,
codes, GL segments, and eligible benefit plans.
Filter N/A Group N/A Sort Client Name Department Name
Aggregates N/A
Fields Displayed
Client ID Per Diem Percent Union Eligible Days Client Name GL Segment
1 Eligible Benefit Plan ID Department Code GL Segment 2 Eligible Benefit
Plan Description Department Name Department Obsolete
JIRA # RDC-708
Client Group Benefit Plan Setup Report The Client Group Benefit Plan
Setup report displays information from the Benefit Plan Setup form, and
filter this information to only show group benefit plans.
Filter Benefit Plan Class is Group Benefit Group N/A Sort Client Name
Benefit Plan Start Date
Aggregates N/A
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Fields Displayed
Client ID Rule Template Carrier Account Client Name One Month Prepay
Default Network ID Benefit Plan Start Date Add One Month for Prepay Auto
Enrollment Benefit Plan ID Annual Periods Suppress O/E Auto Term Benefit
Plan Status Use Billing Wash Rule Suppress Benefit Adjustment on
Employee Benefit Plan Stop Date Cafe Plan Eligible Termination TPA Plan
ID Override Benefit Billing Frequency Fringe Benefit Pay Code Pending
Billing Rate Group Payroll Deduction Frequency Add to Retirement Pay
Pending Billing Rate Group Premium Calculation Risk Factor Effective
Date Effective Date Month/Day Premium Risk Factor
JIRA # RDC-777
Client Workers’ Comp Modifiers Report The Client Workers’ Comp
Modifiers report displays accrual and billing modifier information from
the W/C Accrual Modifiers form and the W/C Billing Modifiers form.
Filter N/A Group N/A Sort Client Name WC Modifier State Code WC
Modifier Effective Date
Aggregates N/A
Fields Displayed
Client ID WC Modifier Effective Date Discount/Debit Client Name WC
Modifier Location Code Modifier WC Modifier Rate Type WC Modifier
Location Name Effective Rate WC Modifier State Code
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JIRA # RDC-822
Fields Removed
The following fields were removed from the Client Profitability
Analysis report. • Gross Margin (Invoiced) • Total Commissions • Total
Profit Less Commissions • Gross Margin Less Commissions JIRA #
RDC-879
Known Issues The following sections describe the known issues in this
release.
Data Omitted When Exporting Reports as Pivot Table
When reports are exported as a pivot table with a significant number
of rows, some of the rows are omitted in the exported file. This is
caused by the client number exceeding the amount of allowed rows in the
performance settings for the report. Customers can change their row
limit by selecting the Settings icon, selecting Limit, and increasing
the number of rows in the Limit Rows field. JIRA # RCRT-3376
Enhancements This section describes the enhancements included in the
second Report Center release for November 2022.
Reports Added
This section describes reports that were added in this release.
Billing Rules (Bundled) Report The Billing Rules (Bundled) report
displays bundled billing rule information based on global entries on the
Billing Rules (Bundled) form.
Filter N/A Group N/A Sort Client Name
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                  Bundled Rule Number
Aggregates N/A
Fields Displayed
Client ID Bundled Rate Bundled Tiers - Department Code Client Name
Special Bundled Rate Bundled Tiers - Bundled Rule Number Special Bundled
Rate From Department Code Date Bundled WC Code Description Special
Bundled Rate To Bundled Price Code Bundled Tiers - Pay Code Date Bundled
Tiers - Pay Code Bundled Tiers - Maximum Description Pay Level
JIRA # RDC-707
Workers’ Comp Template Rates Report The Workers’ Comp Template Rates
report displays Workers’ Compensation Rates by template and state based
on the global settings on the Classification Rates form.
Filter N/A Group Template State Effective date
Sort WC Rate Template Name WC State Code WC Rate Effective Date
Aggregates N/A
Fields Displayed
WC Rate Template WC Class Code WC Rate Per Hour WC Rate Template Name
WC Class Description WC Tax Rate (EE)
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WC State Code WC Gross Rate WC Tax Rate (ER) WC Rate Effective Date
WC Published Rate WC Weekly Max Reported
JIRA # RDC-823
Reason Codes Report The Reason Codes report displays global
information from the Reason Codes form.
Filter Report Filter - Obsolete On: Empty (displays records that do
not have an obsolete_on data set) Group N/A Sort Reason Description
Reason Code
Aggregates N/A
Fields Displayed
Reason Code TPA Separation Code Obsolete On Reason Description Show
on Web Termination Type Valid Actions (Reason Code)
JIRA # RDC-712
Fixes The Report Center release for the second release of November
2022 includes the following fixes.
Jira # Issue Summary Resolution
RDC-907 The Employee FMLA Events Report This is fixed. would
sometimes display duplicate entries for employees with multiple employee
benefit detail records.
Enhancements This section describes the enhancements included in the
first Report Center release for October 2022.
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Reports Added
This section describes reports that were added in this release.
PTO Register History Report The PTO Register History report displays
information about current and historic PTO register balances, as well as
additional fields used to review PTO balances.
Note: Additional report views will be added to this report in
subsequent releases to expand its functionality.
Filter N/A Group Client ID, EE ID, PTO Benefit Plan ID Sort Client
Name Employee Name PTO Register Type Code Type Code PTO Benefit Plan
ID
Aggregates N/A
Fields Displayed
Accrual Date PTO Register Type Code Current PTO Register Balance
Client ID PTO Benefit Plan ID Hourly Pay Rate as of End Client Name PTO
Benefit Plan Date EE ID PTO Register Balance as of Lost Hours as of End
Date End Date Employee Name Lost Hours as Wages EE Type Code
JIRA # RDC-114
Employee Direct Deposit Info Report The Employee Direct Deposit Info
report displays direct deposit information from the Employee Details
screen, along with additional filtering capabilities.
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Filter N/A Group N/A Sort Client ID EE ID Deposit type
Aggregates N/A
Fields Displayed
Client ID EE Work Email Deposit Method Client Name Deposit Type
Deposit Amount EE ID Deposit Transit Number Deposit Limit Employee Name
Account Number Deposit Account Status EE Deposit Status Deposit Pay Type
Last Pay Date EE Personal Email
JIRA # RDC-107
Division Codes Report The Division Codes report displays information
based on the Divisions form on a global level.
Filter N/A Group N/A Sort Client Name Division Name
Aggregates N/A
Fields Displayed
Client ID Division GL Segment 2 Division Garnish Check Account Client
Name Division GL Segment 3 Division ACH Status
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Division Division Eligible Benefit Plan Division ABA/Routing IDs
Number Division Name Division Eligible Benefit Plan Division Bank
Account Division Obsolete Descriptions Number Division GL Segment 1
Division Check Issue Division Checking/Savings Account Division ACH
Issue Account
JIRA # RDC-726
Field Additions
The following sections describe fields that were added in this
release.
Workers Comp Liability Report The Client State, WC Hours Worked, WC
Total Pay, and WC Bill Amount fields have been added to this report.
JIRA # RDC-835
Tax Liability Summary Report The Tax Deduction Code, Tax Authority
Code, SSN Masked, Tax Source, and Tax Entity fields have been added to
this report. JIRA # RDC-730
Field Changes
The following sections describe fields that were edited in this
release.
Employee Onboarding Report The Last Completed Date field has been
renamed Workflow Last Completed Date. The Last Completed Time field has
been renamed Workflow Last Completed Time. In addition, the report
filter for Form Completed Date has been replaced with the filter Last
Completed Date. JIRA # RDC-798
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Enhancements This section describes the enhancements included in the
second Report Center release for October 2022.
Reports Added
This section describes reports that were added in this release.
GL Chart of Accounts Report The GL Chart of Accounts report displays
a global list of GL account numbers from the GL Chart of Account
Maintenance form, which can be used to identify invalid account numbers
generated by the auto-build mode.
Filter N/A Group N/A Sort GL Account Number Aggregates N/A
Fields Displayed
GL Account Number GL Account Description
JIRA # RDC-642
Employer Workers Comp Accrual Modifiers Report The Employer Workers
Comp Accrual Modifiers report displays information about employer
accrual and billing modifiers, including discounts, modifiers, effective
rates, and overrides.
Filter N/A Group N/A Sort Employer Name WC Modifier State Code
Aggregates N/A
Fields Displayed
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Employer ID Discount/Debit Override WC Policy Description Employer
Name Modifier Override Discount/Debit WC Modifier State Code Effective
Rate Override Modifier WC Modifier Effective Date Override WC Policy
JIRA # RDC-821
Enhancements This section describes the enhancements included in the
Report Center release for September 2022.
Note: As enhanced versions of HRPyramid and PrismHR reports become
available in Report Center, the corresponding HRPyramid reports are
retired. In some cases, a single Report Center report replaces multiple
HRPyramid reports. See Retired Reports in the online help documentation
for a complete list.
New Report Side Bar for Report Details
When selecting one or more reports, a side bar now displays report
details. When a single report is selected, the side bar displays
information about the report, including its description, category, tags,
and roles with access. Users can edit the description, add categories
and tags, and manage the roles which can access the report directly from
the side bar without opening the report.
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When multiple reports are selected, the user can perform bulk actions
on the selected reports. Users can add roles, change categories, and add
tags to all reports simultaneously, as well as select individual reports
to add or remove from the list.
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Note: When multiple reports are selected, the Roles with Access
section does not display, since different reports can have different
roles associated with them. Viewing the roles with access to each report
while multiple reports are selected is planned for a future release.
JIRA # RC-4733, RC-4735
Fixes The Report Center release for September 2022 includes the
following fixes.
Jira # Issue Summary Resolution
RC-4742 If the user attempts to add a new This is fixed. An error
message now report to an expired scheduled job with displays, indicating
that scheduled an expiration date set in the past, a jobs cannot be
added if the blank job would be saved. expiration date has already
passed. RC-4759 When a scheduled job failed to run due This is fixed.
Scheduled job errors to an indexing error, the status of the are now
flagged appropriately, and job would still be set to successful. the
user can review the reason for these jobs failing should an error
occur.
RC-4761 In the Scheduling Job List and the Job This is fixed. Users
can no longer see Editor, users could see user names and names or IDs to
which they do not IDs which they did not have access to, have security
access. though no PII was displayed.
RC-4778 Scheduled jobs displayed time zones This is fixed. Time zones
are now inaccurately depending on the server’s displayed consistently
throughout time zone. Scheduled Reports.
RC-4780 When adding scheduled reports to a This is fixed. A message
now displays job, required parameters for the report indicating that
parameters are were not enforced. Users could add a required, and the
job cannot be report without parameters, which could scheduled without
entered produce an error. parameters.
RC-4783 When creating a scheduled job, the This is fixed. Files now
default to the default format for the export file was XLS format.
incorrect.
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Known Issues The following sections describe the known issues in this
release.
Scheduled Reports Must Run Before Continuing Steps
After entering parameters for a scheduled job on the Parameters for
Job Runs form, you must click the Run button to run the report once
before additional options can be configured. This will be addressed in a
future release, so that lengthy reports do not need to be run once
before they can be fully configured as a scheduled job. JIRA #
RCRT-3264
Enhancements This section describes the enhancements included in the
first Report Center release for September 2022.
Reports Added
This section describes reports that were added in this release.
Tax Authorities Report The Tax Authorities report displays
information from the Tax Authorities form, including federal, state, and
local tax codes. This report can be used to review authority names and
types, EFW2 codes, filing statuses, and other tax code information.
Filter N/A Group N/A Sort Tax Authority Type State Code
Aggregates N/A
Fields Displayed
Tax Authority Tax Authority Status Tax Authority Min Wage Description
Minor Tax Authority Name Tax Authority Vertex Status Tax Authority Min
Cash State Code ID Wage Minor Tax Authority Type
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Tax Authority EFW2 Code Tax Authority Min Wage Minor as any Person
Effective Date Under the Age of Tax Authority City Code Tax Authority
Min Wage Do Not Default City Tax Tax Authority Filing Status Rate
Allowance Tax Authority Min Cash Wage
JIRA # RDC-715
Position Code Report The Position Code report displays information
from the Positions form, creating a comprehensive report of position
code information. This report includes position codes and
classifications, EEO information, pay codes, pay rates, and specific
information for certain occupations, states, and legal statuses.
Filter N/A Group N/A Sort Position Description Position Code ADA
Review Date
Aggregates N/A
Fields Displayed
Position Code G/L Segment Code 1 Last Updated Position Description
G/L Segment Code 2 ADA Review Date Client ID G/L Segment Code 3 ADA
Reviewer’s Name Position Classifications Union Code Override Pay Code
Cost Bill FLSA Exempt PR Chauffeur Tax Applies Pay Code Cost Description
EEO Position Group Code Indirectly Tipped Pay Rate EEO Position Group
Description Alaska Position Code Bill Rate EEO Position Class Code SOC
Code Override Method
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EEO Position Class Description Indiana Seasonal Employee G/L Pay Code
Code Supervisory Override G/L Account Prevailing Wage Hierarchy Tier
Skill Code Price Code Pay Grade Skill Description Per Diem Percent Pay
Grade Description Competency Level W/C Time Sheet Loc Based Special
Requirements Recertify Days Obsolete Probation Days Pay Code Suppress
Work State Tax Sales Position Pay Description Default Benefit Group
Tipped Position Hours Material Code D.O.T. Requirements Agricultural
Worker Material Name
JIRA # RDC-706
Employee FMLA Events Report The Employee FMLA Events report contains
information from the FMLA Events form for one or more clients. This form
displays FMLA events, descriptions, reasons, and legal and fiscal
information.
Filter N/A Group N/A Sort Client Name Employee Name FMLA Event
Number
Aggregates N/A
Fields Displayed
Client ID FMLA Event Reason FMLA Event Expiration Client Name
Intermittent/Reduced FMLA Year Basis Scheduled Leave EE ID FMLA Fiscal
Month Medical Certification EE Name FMLA Fiscal Day
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FMLA Event Number Required Date Medical Certification Requested
JIRA # RDC-693
Enhancements Aug MR This section describes the enhancements included
in the Report Center Maintenance Release (MR) for August 2021.
HRP reports available in Report Center HRP reports that are now
available in Report Center are appended with a label called Now in
Report Center that links to Report Center. You are strongly encouraged
to use Report Center for these enhanced reports for the following
reasons: • The user experience has been streamlined for ease of use. •
You can customize the reports based on your specific requirements. • In
many cases, a single Report Center report replaces several different
reports in HRP. On premise clients do not see the Now in Report Center
labels. JIRA # RC-4026
Enhancement The Maintenance Release (MR) of Report Center for January
2021 includes the following enhancement.
Messaging when adding reports to a WSM role
Messaging was added to help prevent administrators from granting
reports that contain sensitive information (such as internal cost
information) to WSM users. In the Report Center Administrator Role
detail page, a warning message is shown at the top of the Select Reports
dialog box if the role to which you are assigning reports is not a
Service Provider. Since you are likely to use tags to identify reports
that contain sensitive information, a column was added to display the
tags on each report. A tags filter was also added. The look and feel and
behavior of tags is identical to other pages (such as the Administrator
Reports List).
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JIRA # RC-3311
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Fixes The Maintenance Release (MR) of Report Center for January 2021
includes the following fix.
Jira # Issue Summary Resolution
RC-2321 When using the Delete Unused Employee The warning message is
no longer utility, an incorrect warning message was shown. shown.
Known Issues The Maintenance Release (MR) of Report Center for
January 2021 includes the following known issues. We are working to
resolve these issues in future releases: • Access is available on Prod
and Corp sites. Demo sites will be activated at a later date. • Data is
from 1/1/19 to current. All data for the previous 7 years will be loaded
at a later date. • Client and WSE records that are deleted are not
reflected at this time. • The time it takes for data to appear from
PrismHR in Report Center varies by report. • Users may experience Excel
export timeouts if grouping large amounts of data. It is recommended to
select Summary Only before exporting or use the Pivot View to apply
groups for export. • User Roles who have Report Center processes
assigned, but who have NEVER logged on to Report Center, will need to
assign reports to the role again in Report Center Administration.
Enhancements This section describes the enhancements included in the
Report Center maintenance release for July 2021.
Restricted Fields The following Personal Identifying Information
(PII) fields have been designated as restricted. To allow a manager to
access these fields, they must be added to their user role. • Personal
email address • Benefits email address • Home phone number • Mobile
phone number • Drivers license number • License plate number • Birth
date
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• Bank account number • Social Security number • Payee bank account
number • I9 Eligibility Doc No. • I9 Eligibility Doc Expiration • I9 ID
Doc No. • I9 ID Doc Expiration • 2nd I9 Id Doc No. • 3rd I9 Doc No. •
Alien Registration No. • Alien Registration Expiration JIRA #
RC-3852
Added Multi-Factor Authentication to Report Center Direct Login
Users accessing Report Center through a direct login are now prompted
to request an authorization. The system sends a code to the cell phone
shown in the User record., after which the user enters the code to
access Report Center. This authentication applies to each device people
use to access PrismHR. JIRA # RC-4039
Added Service-Provider-Only Banner to Edit View Settings
A new banner displays on the Edit View Settings window when a report
is restricted to Service Providers.
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Service Providers can use this field to quickly verify that a report
cannot be viewed by trusted advisors or worksite managers. The report
can only be viewed by or shared with other service providers. JIRA #
RC-3727
Fields Added
This section lists the fields that were added to some reports in this
release.
Retirement Contributions The following fields were added to the
Retirement Contributions report: • Total Retirement • Total Retirement
Deferrals
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• Total Retirement Match JIRA # RC-3861, RC-4007
Fixes The Report Center release for July 2021 includes the following
fixes.
Jira # Issue Summary Resolution
RCRT-2654 The Form ID Filter on the Employee The Form ID filter now
loads Onboarding Report failed to load. correctly. RC-3727 When a Report
Center administrator This is an intended behavior to created a View to
Share from a service- prevent service-provider only provider-only
dataset and selected a datasets from being viewed by worksite manager or
trusted advisor as worksite managers or trusted the recipient, the Save
button was advisors. disabled without citing a reason. A new message has
been added to indicate that Views cannot be shared with worksite
managers or trusted advisors when the report is marked “Service Provider
only.”
Enhancements This section describes the enhancements included in the
Report Center Quarterly Release (QR) for June 2021.
Show Only Selected Columns and Clients
The Show selected items only option was added to the Columns search
box and the Clients search box. When this option is selected, only items
selected for the report are displayed in the search box. This option
works in tandem with the search bar, so that performing a search with
the option selected will display only the selected columns that match
the search criteria. JIRA # RC-3845, RC-2677
Review Available Columns on Reports
The Report Center Home Page has been enhanced with a list of how many
columns are available on a report and an option to review each column.
The Available Columns field shows a hyperlink indicating
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Release Notes
how many columns are available on each report. Clicking this link
opens the Available Columns screen, which displays the types of data
which can be included on the report.
This option can be used to examine a report and determine which
columns would be most useful for a report view. Views can be customized
with the data on this list to create customized versions of reports.
JIRA # RC-2813, RC-2814, RC-2677, RC-3865
Report Details Page
The Report Details page was enhanced to provide a single location
where a Report Center administrator can manage categories, tags, roles,
and views. JIRA # RC-2466, RC-3612, RC-3613, RC-3614, RC-3615
Browse and Save Views Directly
The Views menu has been enhanced with several options to browse,
save, and manage views more easily. A Save option has been added to save
changes to a view directly from a report. This option displays when
changes have been made to the view, is available to administrators and
the owner of the specific view.
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The Edit view settings option can be used to access the Edit View
Settings window, where the current view can be renamed, selected as a
default, and shared. The All views… option can be used to access the All
Views for this Report window, where administrators can review and edit
the views available for the report, as well as assign default views.
JIRA # RC-3625
Replace View Settings With Applied Changes
The Replace view settings with currently applied option was added to
the Edit View Settings window. When this option is selected, the view’s
formatting settings will be overwritten with the settings currently
applied to the report when the settings are saved.
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The view settings which will be overwritten are displayed in the View
Settings box directly adjacent to this option. The View Name and sharing
settings will always be saved and are unaffected by this option. JIRA #
RC-3652
Deleting Categories and Tags
If an administrator removes a category or tag from a report, it is
completely removed from the system instead of removing it from the
report only. To clarify this, tooltips were added to the action icons as
follows. In Manage Categories • The following tooltip was added to the
Delete icon: “Delete category permanently”
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• The following tooltip was added to the Edit icon: “Edit category” •
When you click the Delete icon, the following message is shown:
“Deleting this category will permanently remove it from the system. Any
reports that belong to this category will become uncategorized.” In
Manage Tags • The following tooltip was added to the Delete icon:
“Delete tag permanently” • The following tooltip was added to the Edit
icon: “Edit tag” • When you click the Delete icon, the following message
is shown: “Deleting this tag will permanently remove it from the system.
The tag will be removed from any reports that currently have it
assigned.” JIRA # RC-3197
Added Banners for Service Provider-Only Reports
A new banner will display when a report is restricted to Service
Providers.
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Service Providers can use this field to quickly verify that a report
cannot be viewed by Trusted Advisors or Worksite Managers. The report
can only be viewed by or shared with other Service Providers. In
addition, banners have been added to the Share Views tab and Save As New
Report tab for these reports to indicate that the reports can only be
shared with other Service Providers. JIRA # RC-3856, RC-3727
Reports Added
This section describes reports that were added in the June 2021
Quarterly Release.
Employee Terminations with Benefits The Employee Terminations with
Benefits report includes Entry Date, Benefit Plan ID and Description,
Effective Date and User ID, Employee Status History - EE Status Class,
Benefit Status, Benefit Coverage Start and End Dates. Data is provided
from the employee action register. Report Views
Filter Type = “T” Benefit Status = A, T, W (Excludes “E”) Group N/A
Sort Benefit Plan Description Client Name Employee Name Aggregates
N/A
Fields Displayed
Entry Date Employee Name Employee Status History - EE Status Class
Benefit Plan Description EE ID Benefit Status Benefit Plan ID SSN
(Masked) Benefit Coverage Starts Client Name Effective Date Benefit
Coverage Ends Client ID Entry User ID
Add Birth Date and and SSN (unmasked) ???? JIRA # RC-3656
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Accounting Journal The Accounting Journal is an employer level report
that shows all records, regardless of the client selector. Client
security and Client Access Group security do not work for this report.
The report includes Pay Date, Post Date GL Period, GL Account Number,
Debit and Credit Amounts. Data is provided from the payroll account
journal.
Note: This is a Service Provider Only report.
Report Views
Filter Pay Date in the past 30 days Group N/A Sort Entity ID Pay Date
Journal ID Aggregates Debit Amount Credit Amount Net Amount
Fields Displayed
Entity ID GL Period Credit Amount Pay Date GL Account Number Net
Amount Journal ID Debit Amount Post Date Annotation
JIRA # RC-1683
AR Cash Posted The AR Cash Posted report can be used to review
accounts receivable invoices, including customers, amounts, deposit
information, and GL accounts. Data is provided from the AR cash
register.
Note: This is a Service Provider Only report.
Report Views
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Filter N/A Group N/A Sort Bank Code Post Deposit ID Customer Name
Aggregates Invoice Amount Paid Invoice Current Balance
Fields Displayed
Bank Code Deposit Type Invoice Date Post Deposit ID Deposit Reference
Invoice Due Date Deposit Date Invoice Number Misc GL Account Customer
Name Invoice Amount Paid ACH Journal ID Customer ID Invoice Current
Balance
JIRA # RC-1221
EP Alerts Activity The EP Alerts Activity report can be used to
review employee activity on alerts, including specific employees,
activity times, and event statuses. Data is provided from the EP Alerts
Log. Report Views
Filter N/A Group Alert Name Employee Name User Type Activity Name
Activity Date Event Status Sort Alert Name
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                  Employee Name
                  Activity Name
Aggregates Event Status Count
Fields Displayed
Alert Name Activity Name EE Status Employee Name Activity Date User
Type Event Status
JIRA # RC-3941, RC-3837
Fields Added
This section lists the fields that were added to some reports in this
release.
Employee General Info The following fields were added to the Employee
General Info report: • Cell Phone (masked as a phone number) - the Phone
Number field was renamed to Home Phone • Federal Filing Multiple Jobs
(returns Yes or No) • Federal Filing Claim Dependents Amount • Federal
Filing Other Income Amount • Federal Filing Deductions Amount • Gender
Designation • Gender Designation Code • Preferred Pronoun • Preferred
Pronoun Code JIRA # RC-2534, RC-3690, RC-3797
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Client Master General Info The following field was added to the
Client Master General Info report: • Client Benefits Representative JIRA
# RC-3691
Employee Loan The following fields were added to the Employee Loan
report: • EE Type Code • EE Type Class • EE Type • EE Type Abbrev JIRA #
RC-2910
Accounting Journal The following fields were added to the Accounting
Journal report: • Client Cost Center Name • Client Sub Cost Center Name
• Employer Cost Center Name • Employer Sub Cost Center Name • Client
Employer Cost Center Name • Client Employer Sub Cost Center Name JIRA #
RC-2840
State and Local Tax Fields The following fields were added to the
employee general data set and are now available to add as columns to
reports, including the Employee Census, Employee Contact Info, Employee
General Info, and Employee I-9 reports: • State Tax Filing State • State
Tax Filing Status • State Tax Primary Allowances • State Tax Secondary
Allowances • State Tax Alternative Calculation Code • State Tax Exempt
Amount
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• State Tax Supplemental Exemption • State Tax Override Type • State
Tax Override Amount • State Tax Multiple Jobs • State Tax Dependents •
State Tax Other Income • State Tax Deductions • Local Tax Authority ID •
Local Tax Filing Status • Local Tax Non-Residency Certificate • Local
Tax Primary Allowances • Local Tax Additional Withholding JIRA #
RC-3831
Fixes The Report Center Quarterly Release for June 2021 includes the
following fixes.
Jira # Issue Summary Resolution
RCRT-2555, Worksite manager usernames did not The username field now
displays RCRT-2351 display properly in the EP Username properly for both
worksite managers column. and trusted advisors.
Enhancements This section describes the enhancements included in the
Report Center Quarterly Release (QR) for March 2021.
Service Provider Only Reports
Some reports that come with Report Center are predefined as Service
Provider Only. If you try to assign or share custom reports based on
them with other types of users, a warning is shown. If non-SP users
previously had access to a report that is now predefined as Service
Provider Only, they no longer see that report on their home page. Any
custom reports that are based on a Service Provider Only system report
are also designated as Service Provider Only reports. The following
table lists the Service Provider Only reports and their corresponding
datasets.
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Report Dataset Client Master ACH Billing client_master Client Master
Billing Client Master General Info Client Commissions client_commissions
Invoice Billing Code Detail client_profitability Client Bill Pending
client_bill_pending Employer State Tax Setup employer_master
Invoice Accounting Detail invoice_accounting
JIRA # RC-3493
HRP Reports
Tags called Now in Report Center were added to HRP menus for reports
that are now available in Report Center. You are strongly encouraged to
use Report Center for these enhanced reports for the following reasons:
• The user experience has been streamlined for ease of use. • You can
customize the reports based on your specific requirements. • In many
cases, a single Report Center report replaces several different reports
in HRP. On premise clients do not see the Now in Report Center labels.
JIRA # PORT-1146, RC-3634
Options Menu
The Clear User Settings option was removed from the Options menu and
replaced by the Views functionality. To reset the report to its default
settings, select the Report Default view from the Views menu. JIRA #
RC-3507
Payroll Voucher Summary
To improve accuracy, the Payroll Summary report was renamed to
Payroll Voucher Summary. JIRA # RC-3602
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Designating Favorites
In both Card and Compact views, each report in the list of reports is
shown with a star. A report that is a favorite is shown with a solid
gold star. A report that is not a favorite is shown with a hollow star.
Click the star to toggle between adding or removing a report as a
favorite. In the following example, Allocated Tips and Client Contacts
are designated as favorites. If you click the gold star, the report is
removed from favorites.
JIRA # RC-2874
Filtering by Favorites
A Favorites filter icon was added to the toolbar in both card and
compact views.
This icon acts as a toggle for Favorites only mode.
• To filter the list of reports to your favorites, click (Show
favorites only). In card view, favorites appear under their category
headers when filtered. • To show all reports, click (Show all reports).
JIRA # RC-2932
Global Client Selector
Report Center is now consistent with the way PrismHR displays the
label for the Global Client Selector. • When logged in as a Worksite
Manager or Worksite Trusted Advisor, the Global Client Selector label is
Company(s). • When logged in as a Service Provider the Global Client
Selector label is Client(s). JIRA # RC-3499
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Reports Added
This section describes reports that were added in this release.
Client Multiple Worksite This release includes a Client Multiple
Worksite templated report. To generate the report, you define the
following parameters: Client ID (required), State Code, Year, Quarter,
Report Type. A sample report follows:
JIRA # RCRT-2305
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Client Bill Pending The Client Bill Pending report provides
information that includes Bill Date, Bill Code, Event Code, Bill Rate,
and Bill Amount. Additional fields from and related to employee billing
voucher records are also available. Report Views
Filter Bill Date in the past 30 days Group N/A Sort 1) A - Client
Name, 2) D - Bill Date, 3) A - Bill Code Aggregates Total: Bill
Amount
Fields Displayed
Client Name Bill Code Description EE ID Client ID Payroll Number Bill
Units Client Cost Center Description Event Code Bill Rate Bill Date
Event Code Description Bill Amount Bill Code Employee Name
Reasons/Comments
JIRA # RC-1281
Employee Terminations The Employee Terminations report includes
terminated employees by entry date or effective date. Data is provided
from the employee action register. Report Views
Filter Type = “T” Group N/A Sort Client Name Employee Status History
- Effective Date, Employee Name Aggregates N/A
Fields Displayed
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Client ID Employee Status History - EE Division Home Status Reason
Client Name Department Home Employee Status History - EE Employee Status
Date History - Days of Service Status Reason Code Effective Date
Employee Pay History - Employee Position History - Employee Name Annual
Pay Position EE ID Location Home
JIRA # RC-2975
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Fixes The Report Center Quarterly Release for March 2021 includes the
following fixes.
Jira # Issue Summary Resolution
RCRT-2286 The Invoice Billing Code Detail Report A calculated field
called Total Bill did not display Bill Amounts for Bill Amount contains
the sum of bill Code 006D. amount and bill discount.
RCRT-2287 Employee reports referenced the Middle Initial was replaced
with Middle Initial column name, although Middle Name in the list of
columns there is no reference or restriction to for the following
employee based middle initial anywhere in PrismHR. reports: This was
inconsistent with the Middle • Employee Census Name field in Employee
Details. • Employee Recurring Deductions • Employee Deductions •
Employee Contact Info Employee General Info • Employee Education •
Employee Skills
RCRT-2413 Amounts between PrismHR reports and The WC Bill Premium
column was the Workers’ Comp Liability report formatted as currency with
a dollar were incorrect when an employee was sign and two decimal
points. paid overtime. RCRT-2373 The Client Master General Info report
The field type was changed from was incorrectly using a thousands
integer to keyword. separator in the Main Telephone Extension
column.
RC-3407 On the Administration Roles tab, the The helper text was
modified as helper text did not accurately reflect follows: the page
actions. Use roles to control access to reports and sensitive fields. To
make changes to users and roles, edit them in PrismHR.
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Jira # Issue Summary Resolution
RC-3479 When applying a filter to the Gross To Counts are not shown
when Net report, the counts that appear for applying a filter. the
available items in the filter were per line item and were not
accurate.
Known Issues The following sections describe the known issues in this
release.
Exporting to Excel
A Gateway 504 timeout error occurs when trying to export to Excel.
The following workarounds are recommended: • Create a pivot view and
export from there. • Select Summary View before exporting. JIRA #
RC-3587
Service Provider Only Reports
Reports that are predefined as Service Provider Only are no longer
available to other types of users and do not appear in their reports
lists on the home page in card or compact view. However, they are shown
in the report drop down list. When users try to access these reports, a
404 access error is shown. JIRA # RC-3584
Release Features The Report Center Quarterly Release (QR) for March
2021 includes the following release features.
Report Views
Views enable you to save different sets of report parameters that
contain selected information for a specific purpose or client. For
example, you can save a view that filters a different set of data than
the default, or that hides columns that are not needed for a particular
situation. A view can contain anything that changes the display of the
report, including: • Currently applied filters • Currently applied sorts
(including multiple sorts) • Columns hidden/shown • Column order •
Applied groups + group order/hierarchy
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• Aggregates • Column formats • Column Number, Date, or Time formats
Views do not include Pivots. They also do not include clients. That is,
you can use any view with any combination of clients. See the Report
Center User’s Guide for detailed information about working with
views.
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When to use views Views can be especially helpful in the following
situations: • You frequently use the same report for several different
tasks and you want to be able to quickly switch between formats
optimized for each task. • You want your own personal preferred view for
a report and you don’t want to or don’t have permission to change the
report’s default view. • Different clients want their own version of the
same report with different columns, grouping, and other parameters. Many
clients want a report with basically the same data but they want
slightly different formatting. • You need to export similar data in
different formats for different providers. For example, you can share
401k or benefits data with different carriers, where the underlying data
is basically the same, but every carrier wants it formatted differently.
JIRA # RC-3534
Using the Views menu Each report provides a Views menu. Expand the
menu to see various options for working with views. In the following
example, a check mark identifies the selected view.
Saving a view You can save a new view of a report by opening the
report, configuring the report parameters, and selecting Save as new
view from the Save toolbar or from the Views menu. This opens the Save
As
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View dialog box, where you can define the following information. Some
of these functions are available only to administrators. • Display the
report parameters and assign a name to the view. You can also specify
whether to make the view your preferred view (called Your View). •
Specify who can access the view. If the view is Private, only you or a
Report Center Administrator can see it. If the view is Shared, you can
share it with selected roles. • Share the view only with users who have
access to selected clients and specify whether it should be the default
view for each client. • Change a view and save it with the existing name
or a new name.
Listing views The Views menu provides a quick way to see a list of
suggested views. You can see a complete list of all the views to which
you have access by clicking All views on the Views menu. This opens the
All views for this Report dialog box, which shows the following
information for each view that you have permission to see. • The name
that the user who created the view assigned to it. • Whether the view is
selected as your preferred view (Your view). • Sharing options for the
view. • The clients whose users can access the view. • The clients for
whom the view is the default view. You can also display the report using
these view settings or delete it.
Online Help
Report Center now provides online help for both users and
administrators. Your role determines which topics you can access.
To open the help system click (Help) next to the Global Client
Selector.
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Using the toolbar Use the toolbar to perform these actions. A tooltip
is available for each icon.
• Browse to the previous or next topic. • Print the current topic. •
Expand or collapse the table of contents in the left panel. • Remove
highlighting from topics that you opened from search results.
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Searching for topics To find specific topics, type text in the Search
box and click .
The list of results contains all topics that include the specified
text in their titles or content. For example, if you type Summary, the
results list includes a link to each topic whose title or content
contains the word Summary. It shows the total number of matches and
displays the text in bold if it is in the topic title. You can also find
topics by navigating through the Table of Contents. Just expand and
collapse sections until you find what you are looking for.
Submitting documentation feedback Each topic in the help system
provides an option for you to send feedback about that topic. Your input
goes directly to the PrismHR documentation team and will be promptly
answered.
Note: The Send us feedback option is intended for comments about the
documentation.
• To send product/release feature requests, submit a PrismHR Idea.
Alternately, you can click the following icon at the lower right hand
corner of the Report Center home page and use the Feedback option to
send feedback directly to our product team.
• For bug reports, submit a support case. JIRA # RC-2578
Enhancements The Report Center Monthly Release (MR) for May 2021
includes the following enhancements.
Log out option
A Profile icon and a Log out option were added to the Report Center
header area. When you click the Profile icon, a Log out option is
available.
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When you click Log out, the following message is shown: You have been
logged out of Report Center. You can log in again through PrismHR. JIRA
# RC -3798
Reports Added
This section describes reports that were added in this release.
Multiple Worksite For Client Report This release includes a Multiple
Worksite For Client templated report. This report is similar to the
Multiple Worksite report but is generated for a specific client instead
of for all clients. It replaces the following HRPyramid report:
Company/Reports/Payroll/Client Tax (PEO Only) Reports/Client Quarterly
Paid Wages (SUTA) Reports/Client Multiple Worksite Report. To generate
the report, you define the following parameters: • Client • State Code •
Year • Quarter • Report Type The following example shows a sample
report:
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The report contains the following information for the specified
client:
U.I. Number NAICS Quarter Ending Number of Employees (by month)
Employer Name and Mailing Address Quarter Wages Contact Person Federal
E.I.N Worksite Telephone JIRA # RCRT-2260
Multiple Worksite by Employer Report This release includes a Multiple
Worksite by Employer templated report. This report is similar to the
Multiple Worksite report but is generated for a specific employer. This
report is available only for
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Service Providers. It replaces the following HRPyramid report:
Employer Administration/Report/Tax Reports/Quarterly and Year end Tax
Reports/Multiple Worksite by Employer Report. To generate the report,
define the following parameters. All are required. • Employer ID • Year
• Quarter • State Code • Report Type (All Employees, Officers Only.
Non-Officers Only) The following example shows a sample report.
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The report contains the following information for the specified
client:
U.I. Number NAICS Quarter Ending Number of Employees (by month)
Employer Name and Mailing Address Quarter Wages Contact Person Federal
E.I.N Worksite Telephone JIRA # RCRT-2304
Fixes The Report Center Monthly Release for May 2021 includes the
following fixes.
Jira # Issue Summary Resolution
RCRT-2560 Exported reports to CSV format did not Exported reports now
include any include columns that were added after columns that were
added after the the initial export. initial export.
RC-2134 Filters were not applied when exporting When exporting the
Monthly Gross the Monthly Gross Wages chart. Wages chart, filters are
now applied.
RC-3407 On the Administration Roles tab, the The helper text was
changed to helper text did not accurately reflect more accurately
reflect the function the page actions. of the Roles tab as follows: Use
roles to control access to reports and sensitive fields. To make changes
to users and roles, edit them in PrismHR.
RC-3584 Reports predefined as Service Provider Service Provider Only
reports are no Only were shown in the drop-down list longer shown in the
drop-down list of reports. However, when users tried that is available
for selecting a to access them, a 404 access error was different report.
shown.
RC-3587 A Gateway 504 timeout error occurred Exporting to Excel no
longer when trying to export to Excel. produces an error.
Known Issues The following section describes a known issue in this
release.
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Multiple Worksite Reports
An error occurs on the following reports if there are only negative
wages for all worksites on a report: • Multiple Worksite Report (Company
Based) • Multiple Worksite Report (Employer Based) • Client Multiple
Worksite Report We are actively working on resolving this issue as
quickly as possible. The report runs normally with a mixture of negative
and positive wages, and if all wages are positive. JIRA # RCRT-2578
Enhancements The Report Center Quarterly Release (QR) for November
2021 includes the following enhancements.
Reports Renamed
The following reports have been renamed for consistency.
Current Report New Report Name Name
AR Cash Posted AR Cash Posted Report Accounting Journal Accounting
Journal Report Benefit Adjustment Benefit Adjustment Report Client
Multiple Multiple Worksite (Client-Reporting) Worksite Report Multiple
Worksite Multiple Worksite (All Companies) Report (Company Based)
Multiple Worksite Multiple Worksite (Employer) Report (Employer
Based)
JIRA # RC -2776
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Reports Added
This section describes reports that were added in this release.
FSA & HSA Deduction History Report The FSA & HSA Deduction
History report includes pay information for FSA and HSA accounts.
Filter Pay Date - for last 30 days FSA/HSA Plan = Yes
Group N/A
Sort Client Section 125 Plan Client HSA Plan Client Name Employee
Name Pay Date
Aggregates N/A
Fields Displayed
Client Section 125 Plan EE ID Check Number Client HSA Plan SSN -
Masked Loan Docket No Employer ID Employee Name Deduction Amount Client
ID Pay Date Flex Spending Match Client Name Voucher Number Retirement
PEO Match Amount
JIRA # RC-4164
Employee Hours by Month Report The Employee Hours by Month report
includes hours worked and paid, as well as a pivot view of column
groupings for each month.
Filter Pay Date - on or after Year_Begin
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Group Pay Date (Month) Employee Name
Sort Pay Date: descending Employee Name: descending
Aggregates N/A
Fields Displayed
Pay Date Hours Paid - Total Days Worked - Total Employee Name Hours
Worked - Total Weeks Worked - Total
JIRA # RC-4061
Insurance Census (by Date) Report The Insurance Census (by Date)
report includes census information for employees for insurance purposes.
This parameter-driven report can include a wide variety of data
depending on the selected columns..
Filter N/A
Group N/A
Sort Client Name Insured Name Employee or Dependent Last Name First
Name Middle Name Offer Type Plan Description
Aggregates N/A
Fields Displayed
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Age EE ID Middle Name Benefit Salary Employee Contribution Offer Type
Birthdate Employee Premium Original Hire Date Client ID Employee or
Dependent Plan Description Client Name Employer Contribution Plan ID
Coverage First Name Plan Type Coverage Start Gender Relation Current
Annual Pay Rate Insured Name SSN - Masked Current EE Status Class Last
Hire Date State Current EE Type Last Name ZIP Code Dependent Premium
Location State Dependent Relation Location Zip Code
Additional fields are available from the employee_per,
employee_history_position, employee_com, employee_history_type_status,
and employee_history_pay databases. JIRA # RC-4213
Employee Retirement Elections Report The Employee Retirement
Elections report includes which employees are enrolled in retirement
plans, as well as details of their elective contributions.
Filter N/A Group N/A Sort Client Name Employee Name
Aggregates N/A
Fields Displayed
Client Name Retirement Plan Status Retirement Roth Percent Employee
Name Retirement Pre-Tax Percent Retirement Roth Amount
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Employee Status Class Retirement Pre-Tax Amount Key EE EE ID
Retirement Catch-Up Highly Compensated Percent Birthdate Effective Date
Retirement Catch-Up Age Enroll Date Amount Retirement Plan Name Match
Date Retirement Roth Catch-Up Retirement Plan ID Percent Retirement Roth
Catch-Up Amount
In addition, this parameter-driven report can include fields from the
plan_year, client_master, employee_per, employee_com, and employee_pay
data sets. JIRA # RC-4172
Month End Pay Period Accrual Report The Month End Pay Period Accrual
report includes accrue payroll amounts that span monthly general ledger
periods. The report can be used to create a general ledger entry for
billings that were billed in one GL period, but paid in another.
Filter N/A Group N/A Sort Employer Name Client Name Voucher
Number
Aggregates Accrual Percent Total Gross Wages Total P/R Tax Total Work
Comp Total Benefits Total Admin Fee Accrued Wages
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                  Accrued P/R Tax
                  Accrued Work Comp
                  Accrued Benefits
                  Accrued Admin Fee
Fields Displayed
Employer Name Accrued Wages 1099 EE Employer ID Accrued Admin Fee EE
Status Code Client ID Total Accrued EE Type Code Client Name Client Cost
Center ID Position Code Voucher Number Client Cost Center Department
Code Pay Date Client Sub Cost Center ID Division Code Period Start Date
Client Sub Cost Center Union Code Period End Date Payroll Number Project
Code Accrual Percent Voucher Type Client Category Total Gross Wages Pay
Group Code Client GL Template Total P/R Tax WC State Client NAICS Code
Total Work Comp WC Policy ID Client Group Code Total Benefits EE ID
Client Legal Name Total Admin Fee Employee Name Client Control Group
Accrued P/R Tax Location Code Client SIC Code Accrued Work Comp Posted
Date Client Service Type Code
JIRA # RC-4263
Client & Employee Activity Report The Client & Employee
Activity report includes a summary of client and employee additions and
terminations, full and part-time employee counts, and new hires and
terminations over a date range.
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Filter N/A Group N/A Sort Client Name Aggregates EEs Starting EEs
Added EEs New Client Added EEs Termed EEs Termed Client EEs Ending EEs
Net Change EE Net Change % EE Turnover % Client Starting Client Added
Client Termed Client Ending Client Net Change Invoice Amount Gross
Wages
Fields Displayed
Client Name EEs Net Change Invoice Amount Client ID EE Net Change %
Gross Wages EEs Starting EE Turnover % Client Contract Date EEs Added
Client Starting Client Term Date EEs New Client Added Client Added
Client Term Reason Code EEs Termed Client Termed Client Term Reason
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EEs Termed Client Client Ending Client Address State EEs Ending
Client Net Change
JIRA # RC-4258
Fixes The Report Center Quarterly Release for November 2021 includes
the following fixes.
Jira # Issue Summary Resolution
RCRT-2809 On the Employer Tax Liability report, This is fixed.
Federal Tax Liability report, Local Tax Liability report, State Tax
Liability report, and Tax Liability Journal report, the “Tax Over Limit
Amount” column displayed incorrect data. RCRT-2791 The Report Center
Payroll Check This is fixed. Register did not display all open checks on
the report. RC-4273 On the Employee Retirement Elections This is fixed.
report, if there was no amount in certain columns, the column would be
blank instead of displaying $0.
Known Issues The following sections describe the known issues in this
release.
Payroll Data Prior to 1/1/2019
Reports built off of client invoices and employee payroll vouchers do
not support data prior to 1/1/2019. Information for 2018 and prior years
is not available for these reports. These reports run normally for data
after 1/1/2019. JIRA # RC-3587
Client & Employee Activity Report-Added Count
If a report is run for new hires added, employees hired on the last
day of the date range are not included on the report.
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We are actively working on resolving this issue as quickly as
possible. JIRA # RCRT-2841
Enhancements This section describes the enhancements included in the
Report Center Quarterly Release (QR) for December 2024.
Parameter-Driven Reports
Parameter-driven reports are now available in Report Center, which
can be run using parameters selected on the report screen. These reports
have been designed based on user feedback to show point-in-time
information. Parameter-driven reports are identified by the ( )
icon.
Enter criteria for the report parameters and click Run Report to
generate the report using the selected settings. After the report is
complete, the other report icons become available. Once generated, these
reports populate the traditional grid format and can be managed just
like a normal report. Data from the last report is saved and available
when the report is reopened. To update the report with the most recent
data, refresh the report or re-run it.
Note: Select Run in background to minimize the report and continue
working in Report Center. A progress wheel indicates the progress of the
report running in the background, and a notification appears when the
report is complete.
JIRA # RC-4011
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Review Available Columns in Administration
The Administration screen has been enhanced with a list of how many
columns are available on a report and an option to review each column.
The Available Columns field shows a hyperlink indicating how many
columns are available on each report. Clicking this link opens the
Available Columns screen, which displays the types of data which can be
included on the report. JIRA # RC-3865
Indicator Added When Client Selector Not Available
When viewing a report shows results from all clients, the Client(s)
field is not available. A tooltip has been added to indicate the field
is not available for the current report.
JIRA # RC-3862
Tooltips Added to Category and Tag Management
In Administration, the Manage Category and Manage Tags tabs have been
enhanced with tooltips for the edit and delete icons, indicating that
these options affect the whole system. In addition, a confirmation
message displays when selecting the delete icon to verify the action.
JIRA # RC-3197
Reports Added
This section describes reports that were added in the September 2021
Quarterly Release.
ACH History The ACH History report includes detail and summary views
of the ACH file history. Report Views
Filter Filter - Last 7 days
Group ACH Checking Account Code
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                  ACH Checking Account Name
                  Deposit Date
                  File ID
                  Client ID
                  Client Name
                  Payroll Number
                  Employee Name
                  Transit Number
                  Account Number
                  Account Type
Sort ACH Checking Account Code Deposit Date File ID Client Name
Payroll Number Employee Name
Aggregates Credit Amount Debit Amount
Fields Displayed
ACH Checking Account Code Client Name Account Number ACH Checking
Account Name Payroll Number Account Type Deposit Date Employee Name
Credit Amount File ID Invoice Number Debit Amount Client ID Transit
Number
JIRA # RC-1213
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State Unemployment (SUTA) Rates The State Unemployment (SUTA) Rates
report includes state unemployment bill, cost, and accrual rates for all
accounts. Report Views
Filter N/A Group N/A Sort Client Name SUTA State Rate Type Effective
Date
Aggregates N/A
Fields Displayed
Client Name State Misc 1 Rate Effective Date Tax Rate Client ID State
Misc 2 Rate Rate Client Service Type State Misc 3 Rate Officer SUTA Rate
SUTA State State Misc 3 Employee Rate Wage Base Override Rate Type
JIRA # RC-1213
ACH File Cash Receipt Audit The ACH File Cash Receipt Audit report
shows information from ACH cash receipt transactions, including deposit
dates, debits or credits, client IDs, and invoice numbers. Report
Views
Filter Deposit Date in last 30 days Cash Batch ID not empty
Group N/A Sort File ID
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                  Deposit Date
                  Client Name
                  ACH Debit or Credit
Aggregates Debit Amount Credit Amount
Fields Displayed
File ID Client Name Transit Number Deposit Date Cash Batch ID Account
Number ACH Debit or Credit Invoice Number Debit Amount Client ID Account
Type Credit Amount
JIRA # RC-4096
ACH Resubmission By Transmit Date The ACH Resubmission by Transmit
Date report includes details of ACH resubmission transactions, including
reprocessing information, client identification information, and deposit
amounts. Report Views
Filter Reprocessed From is not empty
Group N/A Sort Reprocess Transmit Date (descending) Reprocess Date
(descending) Client Name Employee Name
Aggregates N/A
Fields Displayed
Reprocess Transmit Date ACH Class Account Type Reprocessed From
Client Name Deposit Amount
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Reprocess User ID Employee Name Add On Fee Reprocess Date
JIRA # RC-4084
ACH Reconciliation Net The ACH Reconciliation Net report includes
details about ACH reconciliation grouped by ACH class codes. This report
can be run for specific transaction date ranges or for specific ACH file
IDs. Report Views
Filter Deposit Date in last 30 days Group N/A Sort ACH Checking
Account Code Deposit Date Client Name Employee Name
Aggregates Credit Amount Debit Amount
Fields Displayed
ACH Checking Account Name Client Name Account Type ACH Checking
Account Code Employee Name Net Amount Deposit Date Transit Number ACH
Class Account Number
JIRA # RC-4083
Field Changes
The following sections describe fields that were added, removed, or
edited in this release.
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Employee General Information The following field was added to the
employee general data set and is now available to add as a column to
reports, including the Employee Census, Employee Contact Info, Employee
General Info, and Employee I-9 reports: • Client Benefits Rep JIRA #
RC-3691
Employee Payroll Voucher The following field as added to the employee
payroll voucher data set and is now available to add as a column to
reports, including the Payroll Voucher Summary, Retirement
Contributions, Employee Hours by Month, Allocated Tips, and Monthly
Employees Paid reports. • EE Resident City JIRA # RC-3930
Voucher Tax Fields The following field was added to the voucher tax
data set and is now available to add as a column to reports, including
the Employer Tax Liability, Federal Tax Liability, Local Tax Liability,
State Tax Liability, and Tax Liability Journal reports. • MasterTax F
Code JIRA # RC-3796
Renamed Fields The following table lists the previous field names and
the current field names.
Reports Previous Field Names Current Field Names Benefits Adjustment
Report EE Phone EE Home Phone EE Email Address EE Personal Email Client
Address Zip Code Client Address ZIP Code Client Address Zip Suffix
Client Address ZIP Suffix Client Federal Tax Client Federal ID Number EE
W-2 Zip EE W-2 ZIP EE Zip EE ZIP
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Reports Previous Field Names Current Field Names EE Zip Suffix EE ZIP
Suffix Client Risk Manager Client Risk Manager Rep User ID Client
Salesperson Client Sales Rep User ID
JIRA # RC-3889
Fixes The Report Center release for July 2021 includes the following
fixes.
Jira # Issue Summary Resolution
RCRT-2673 The Monthly Payroll Count Report The Monthly Payroll Count
Report returned incorrect results if gross now returns correct results.
wages equaled zero.
Version 1.5.2 February 2020
Fixes The MR of Report Center for February 2020 includes the
following fix.
Jira # Issue Summary Resolution
IRP-1798 Clicking Clear all in the Client(s) list cleared all
Clicking Clear all clears only visible items instead of only visible or
filtered items. or filtered items instead of all items. This is
consistent with the behavior of Select all.
Known Issue The MR of Report Center for February 2020 includes the
following known issue.
Jira # Issue Summary
IRP-674 When exporting to Excel, the file is flattened and groups and
aggregates are removed.
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Version 1.5.1.0 January 2020
Fixes The MR of Report Center for January 2020 includes the following
fixes.
Jira # Issue Summary Resolution
IRP-1719 Exporting a report that contains no If a report contains no
data, the Export icon is now data to CSV format produces a 404 disabled
(shown in gray) and the following tooltip is error. shown when you
position the pointing device over it: No records to export
IRP-1894 When rebuilding the General Report Center does not include
the Accounting Ledger Detail file from HRP, a GL Detail Report so the
erroneous message was message warns that the interactive removed. report
needs to be rebuilt and instructs the user to contact Support.
Known Issue The MR of Report Center for January 2020 includes the
following known issue.
Jira # Issue Summary
IRP-674 When exporting to Excel, the file is flattened and groups and
aggregates are removed.
Version 1.19.0 June 2020
Enhancements The Report Center Quarterly Release (QR) for June 2020
includes the following enhancements.
Restricted Fields In Report Center, certain fields are pre-defined as
restricted. Currently, the information those fields contain falls into
the following categories: • Personal Identification Information
(PII)
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Release Notes
• Banking By default, restricted fields are not visible to users,
even when they have access to the reports that contain those fields.
They are not available in the Columns list or displayed in reports. To
grant users access, a Service Provider User Administrator must select
the fields that should be accessible to role members. This is a two-step
process: 1. In PrismHR, a user with the SUPERUSER or equivalent role
designates each user who will administer access to restricted fields as
a Service Provider User Administrator. This is an initial step that is
typically performed only once. 2. In Report Center, the Service Provider
User Administrator adds the restricted fields to each role that needs to
access them. This step may need to be repeated for regular maintenance.
For example, roles may be added or additional restricted fields may
become available. See the Report Center Administration Guide for
complete details for performing each task.
Note: If a user exports a report that contains sensitive information,
other users may be able to see and access exported data that they don’t
have access to in Report Center. Contact your system administrator with
any questions regarding the proper safeguarding of sensitive
information.
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Release Notes
The following table lists the fields that are restricted in each
report.
Report Restricted Fields Client Master ACH Billing Account Number
Client Master Billing Client Master General Info
Employee Benefits Detail SSN Birthday
Employee Garnishments SSN
Employee Onboarding EE Birth Date SSN Employee Benefits Eligibility
SSN
Employee Education Birth Date
Employee Loans SSN
Employee Skills Birth Date Allocated Tips EE Birth Date Payroll
Summary Bank Account - Checking Retirement Contributions SSN Workers’
Comp Liability SSN EE Birth Date - Current Employee Census EE Birth Date
Employee Contact Info Bank Account - Checking Employee General Info SSN
Employee I-9 I-9 SSN PrismHR Users Birthdate
Payroll Check Register Account SSN ACH Direct Deposit Account
Number
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Report Restricted Fields
Employee Deductions Checking Account - Garnishment Garn Payment Bank
Acct SSN
Pay Code Detail Bank Account - Checking EE Birth Date Employer Tax
Liability Bank Account - Checking Federal Tax Liability Checking Account
- Garnishment Local Tax Liability SSN State Tax Liability EE Birth Date
Worksite Location Info ACH Account Number Worksite Locations Bank
Account - Garnishment EFT Bank Account - ACH Bank Account - Checking
Bank Account - Garnishments
JIRA # IRP-2502
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Release Notes
Reports Added This section describes reports that were added in this
release.
Benefit Adjustment Report
The Benefit Adjustment report displays employee benefit adjustment
information including Bill Amount, EE Contribution, Insurance Cost, and
Net Amount Billed. Additional fields from and related to benefit
adjustment records are available. Report Views
Filter Start Date in past 12 months Group N/A Sort 1) A - Client Name
2) A - Employee Name 3) D - Period Aggregates Total: Bill Amount, EE
Contribution, Insurance Cost, Net Amount Billed
Fields Displayed
Client Name Period Insurance Cost Client ID Bill Amount Reference
Number Employee Name EE Contribution Cycles Billed EE ID Cycles Planned
Net Amount Billed Plan ID Start Date
JIRA # IRP-1229
Employee Benefits Detail
The Employee Benefits Detail report provides employee benefit
information including Plan, Effective Date, Coverage Date, Premium, and
Contributions. Additional fields from and related to employee benefits
records are available. Report Views
Filter Effective Date on or after YEAR_AGO Group N/A Sort 1) A -
Client Name 2) A - Employee Name Aggregates Totals on Premium EE,
Premium Dependent, EE Contribution
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Fields Displayed
Client Name Benefit Plan Status Premium Dependent Client ID Effective
Date EE Contribution Employee Name Coverage Start Date Client
Contribution EE ID Plan Type Client Benefit Rep ID Status Coverage
Client Payroll Rep ID Plan Premium EE
JIRA # IRP-181
Employee Education
The Employee Education report displays information including School,
Year Graduated, and Degree. Additional fields from and related to
employee education records are available. Report Views
Filter Status Class = A Group N/A Sort 1) A - Client Name 2) A -
Employee Name Aggregates N/A
Fields Displayed
Client Name School Year Graduated Client ID Years Degree Employee
Name Graduated Comment EE ID
JIRA # IRP-2606
Employee Garnishments
The Employee Garnishments report includes Issuing Authority, Receipt
Date, Docket ID, Payee Name, and Amount Paid. Additional fields from and
related to employee garnishment records are available. Report Views
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Filter Receipt Date in past 30 days Group N/A Sort 1) A - Client Name
2) A - Employee Name 3) D - Receipt Date Aggregates N/A
Fields Displayed
Client Name Receipt Date Withholding Amount (Flat Amount) Client ID
Docket ID Percent Of Employee Name Payee Name Percent NET SSN - Masked
Total Garnishment Amount Paid (Paid to Date) Issuing Authority
JIRA # IRP-1445
Employee Loans
The Employee Loans report provides both grid and pivot views. In grid
view, it displays Loan Number, Loan Date, Loan Amount, Payback Amount,
and Paid Amount. In pivot view, it displays total Amount Paid per Loan.
Additional fields from and related to employee loan records are
available. Grid Report Views
Filter Paid Date in past 30 days Group N/A Sort 1) A - Client Name 2)
A - Employee Name 3) D - Paid Date Aggregates Total: Paid Amount
Grid Fields Displayed
Client Name Loan Number Paid Date Client ID Loan Date Paid Amount
Employee Name Loan Amount Paid Voucher EE ID Payback Amount
Pivot Report Views
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Filter Defaults to same as Grid view Layout Tabular Rows See Pivot
Rows Displayed Columns N/A
Values Amount Paid (Total aggregate)
Blocked Unblocked
Pivot Rows Displayed
Client Name Loan Number Payment Freq Client ID Loan Date Loan Amount
Employee Name Reason for Loan Payback Amount EE ID
JIRA # IRP-1437
Employee Onboarding
The Employee Onboarding report displays information including ER
Start Date, Onboarding Template, Onboarding Due Date, and Form ID.
Additional fields from and related to prehire records are available. The
default is pivot view. For more detail, switch to grid view. Pivot
Report Views (Default)
Filter Form Status = P Layout Tabular Rows Client Name, Client ID,
Last Name, First Name, Middle Name, ER Start Date, Onboarding Template,
Onboarding Due Date (day) Columns Form ID
Values N/A
Grid Report Views
Filter Form Status = P
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Group N/A Sort 1) A - Onboarding Due Date
Aggregates Min and Max: Onboarding Due Date, Form Due Date
Grid Fields Displayed
Client Name Middle Name Onboarding Due Date Client ID EE ID Form ID
Last Name ER Start Date Form Due Date First Name Onboarding Template
JIRA # IRP-2607
Employee Skills
The Employee Skills report displays information including Skill,
Competency Level, Date Certified, and Renewal Date. Additional fields
from and related to employee skill records are available. Report
Views
Filter Status Class = A, Renewal Date in next 90 days Group N/A Sort
1) A - Client Name 2) A - Employee Name 3) A - Skill Code 4) D - Renewal
Date Aggregates N/A
Fields Displayed
Client Name Skill Code Comments Client ID Skill Date Certified
Employee Name Competency Level Renewal Date EE ID
JIRA # IRP-1465
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Monthly Employees Paid
The Monthly Employees Paid report is shows Total Gross Wages over a
specified date range, It is displayed as a bar chart. You can drill down
to view additional information.
Report Type Interactive Dashboard/Charts/Trend Chart
Filter Pay Date in the Past 12 Months
Series Series Name - Distinct EEs Paid Series Chart Type - Line
Dataset - EPV Gen Date Field - Pay Date Value Field - Count Distinct EE
ID Missing Values - Treat as zero Split by Field - Client ID Number of
Sub-Groups to Show - 30
Settings Interval - Month
JIRA # IRP-2549
Payroll Check Register
The Payroll Check Register report displays information including
Check Number, Check Type, Date, Status, Payee, and Account. Additional
fields from and related to payroll check register records are available.
Report Views
Filter Date in past 30 days Group N/A Sort 1) A - Check Number
Aggregates Total: Amount
Fields Displayed
Check Number Payee EE ID
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Release Notes
Check Type Client Name Amount Date Client ID Positive Pay ID Status
Employee Name
IRP-1641
PrismHR Users
The PrismHR Users report provides user information including User
Type, ID, Name, Last Password Update, Group ID, System Role ID, Service
Provider Role ID, and Manager Role ID. Additional fields from and
related to PrismHR user records are available. Report Views
Filter Active = Yes Group N/A Sort N/A Aggregates N/A
Fields Displayed
Type Email Group ID ID Title System Role ID User Name Phone - Mobile
Service Provider Role ID Active Phone - Work Manager Role ID Last
Password Update Phone - Work Ext
JIRA # IRP-2167
Edited Reports and Fields This section describes reports and fields
that were modified.
Employee Details
The Portal ID and Portal User ID fields were removed. The EP Username
field was added. For WSM or Employee users only this field indicates
whether the employee is registered on the EP product. This field will be
empty for WTA and WSP users.
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Release Notes
JIRA # IRP-2629
SSN - Masked Field
The SSN - Masked field was added to the following reports. In this
field, only the last four digits of the SSN are shown. This field is
accessible to any user who has access to the report that includes it. •
Workers Comp Liability • Allocated Tips • Payroll Summary • Retirement
Contributions • Employer Tax Liability • Federal Tax Liability • Local
Tax Liability • State Tax Liability • Employee Benefits Eligibility JIRA
# IRP-535
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Fixes The QR of Report Center for June 2020 includes the following
fixes.
Jira # Issue Summary Resolution IRP-2515 Exports did not work as
expected: The problems were resolved. IRP-2541 l Aggregates were missing
in XLS and PDF. IRP-765 l Applied sort orders were not shown or did not
match what was shown on screen in PDF, XLS and CSV. l Formatting of text
(bold, underline) was not shown in PDF and XLS. l Columns added and
ordered (then filtered or grouped) were not shown in PDF and were not
ordered properly. l Export options differed for different reports. l
Summary view export to PDF generated an error. l For some reports, an
Internal Server Error occurred for groups exported to XLS in Summary
view for some reports. l For CSV export only the comma (,) delimiter
worked. l XLS files did not open properly. l PEO ID appears in XLS, CSV,
and PEOID but was populated only in PDF. l Filters were not applied to
chart exports ( IRP-765 PEN ) l Map and chart column order was different
when exported than it was on screen.
Version 1.6.0 .0 March 2020
Enhancements The Report Center Quarterly Release (QR) for March 2020
includes the following enhancements.
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Release Notes
Pivot Functionality Pivot View functionality is now incorporated into
Report Center grid reports. Unlike a static report, a pivot table
provides an interactive view of data that lets you look at the same data
from many different perspectives. You can group data into categories,
break it down into years and months, and filter it to include or exclude
categories. You can transform rows into columns and columns into rows.
And, best of all, you don’t need to write formulas or start over every
time you want to organize or summarize the data in a different way.
The toolbar for grid reports provides a Pivot View ( ) icon that you
can click to go into Pivot mode, where you have the following options: •
Select rows, columns, and values. • Start over by clearing the current
settings. • Configure pivot settings and specify whether to display or
hide a preview of your selections. • Return to grid view. In Pivot View,
the toolbar changes to one appropriate for pivots with two options:
• If you click (Grid View), you return you to the standard
grid/columnar view. If you click (Pivot View) again, you return to the
previously configured pivot.
• If you click (Export), you can export the report to a CSV file.
JIRA # IRP-156 JIRA # IRP-2019
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Grid Changes This section describes enhancements to grid reports.
Column
The following enhancements were made to the expanding menu on the
column header: • A Hide option was added to immediately hide the column.
This is equivalent to clicking the Columns icon in the menu bar and
clearing the column. • The column name is displayed in a header area at
the top of the menu. JIRA # IRP-2265
Group and Aggregate Exports
You can export grid reports that include groups and aggregates to
CSV, PDF, or Excel. • If the report contains no groups, the system
exports detail data. • If the report contains groups and aggregates, the
system exports it with all groups expanded and shows the aggregate type
stacked under each group. • If the report is in Summary only view and it
contains groups and aggregates, the system exports summary data only and
shows each aggregate in its own column. JIRA # IRP-1837
When exporting to PDF. the system automatically expands all groups
and shows the aggregate type (Count, Distinct Count, Average. Maximum,
Minimum, or Total). JIRA # IRP-1809
Grouped Grid Aggregates • A persistent footer is always visible. •
Different settings are used when all columns have totals or nothing or
at least one column has more aggregates than just totals. When even one
column breaks the aggregates out into sub-cells, all columns follow the
same behavior to avoid confusion. • In the “split into sub-cells” case,
you can move the column names for columns that don’t have aggregates to
the top row so that the main column headers are on the same row across
the grid. • All numeric columns, including counts. use comma separators.
JIRA # IRP-1807
Group Changes • Adding a new group retains sort specifications for
the grid. • A notification message displays when a session times
out.
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• Positioning the pointing device over a truncated column heading
displays a tooltip that shows the full name. JIRA # IRP-1806
Footer Display
The footer was modified as follows: l The Show All option and the As
of date/time stamp were removed from the footer. l The Page size option
was moved to the footer. l Large numbers are now shown with comma
separators in the footer. JIRA # IRP-1803
Row and Font Size
l   The font size was changed to 13px Open Sans.
l   The row height was increased to its previous setting.
JIRA # IRP-1800
Summary View Toggle
A summary view of columns with aggregates is available. This feature
provides a more concise view of the data by hiding any columns that do
not contain aggregates. The setting toggles between viewing and hiding
columns with aggregates. When you export a grid report that is in
“Summary only” view and that contains groups and aggregates, the system
exports summary data only and shows each aggregate in its own column.
JIRA # IRP-1811
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Release Notes
Added Reports This section describes reports that were added in this
release.
Payroll Summary
The Payroll Summary report lists all payments made in a payroll batch
and provides access to individual payroll voucher details.
Report Views
Filter Pay Date in past 30 days Group N/A Sort 1) ascending by Client
Name 2) ascending by Employee Name 3) descending on Pay Date Aggregates
• Total Hours Paid • Total Gross Wages • Total Tax Amount • Total
Deduction Amount • Total Net Pay • Total Net Check Amount • Total ACH
Deposit Amount
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Fields Displayed
Client Name Voucher Number Total Net Pay Client ID Check Number Total
Net Check Amount Employee Name Total Hours Paid Total ACH Deposit Amount
EE ID Total Gross Wages Electronic Pay Stub Pay Date Total Tax Amount
Manual Check Payroll Number Total Deduction Amount
JIRA # IRP-2112
ACH Direct Deposit
The ACH Direct Deposit report provides a listing of employees’
automated clearing house (ACH) direct deposit information.
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Report Views
Filter Pay Date in past 30 days Group N/A Sort 1) ascending by Client
Name 2) ascending by Employee Name 3) descending on Pay Date Aggregates
Total on all Amount
Fields Displayed
Client Name Pay Date (previously Check Date) Account Number (shows
only last 4 digits) Client ID Payroll Number Status Employee Name
Voucher Number Amount EE ID Transit Number
JIRA # IRP-2118
Retirement Contributions
The Retirement Contributions report shows contributions made to
employee retirement accounts. You can run the report using calculated
and posted payrolls. If you use a date range, only posted vouchers
display in the output.
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Report Views
Filter Pay Date in past 30 days Group N/A Sort 1) ascending by Client
Name 2) ascending by Employee Name 3) descending on Pay Date Aggregates
Total on all Currency fields
Fields Displayed
Client Name Retirement Catch Up Amount Retirement Post Tax Amount
Client ID Retirement Roth Amount Retirement Roth Catch Up Amount
Employee Name Check Number Retirement Match EE ID Retirement Plan
Retirement Match Non Elective Pay Date Retirement Earnings Retirement
Loan Payroll Number Retirement Pre Tax Amount Retirement PEO Match
Voucher Number
JIRA # IRP-2117
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Worksite Location Info
The Worksite Location Info report shows information about worksite
locations and additional fields related to location records.
Report Views
Filter N/A Group N/A Sort 1) ascending by Client Name, 2) ascending
by Location Code Aggregates N/A
Fields Displayed
Client Name Location Address 2 Location Zip Suffix Client ID Location
City Location County Location Code Location State Union Location
Location Address 1 Location Zip EEO Override Location Client WC Location
Calc Option
JIRA # IRP-2113
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Allocated Tips
The Allocated Tips report displays the tip information for employees
in a payroll batch, providing users with the data they need to check for
any shortfall based on total receipts and direct tips for that
payroll.
Report Views
Filter Pay Date in past 30 days Group N/A Sort 1) ascending by Client
Name 2) ascending by Employee Name 3) descending on Pay Date Aggregates
Total on the following columns:
                    •    Total Tips Gross Receipts
                    •    Allocated Tips Gross Receipts
                    •    Allocated Tips Total Direct Tips
                    •    Allocated Tips Employee Shortfall
                    •    Total Allocated Tips
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Fields Displayed
Client Name Payroll Number Allocated Tips Gross Receipts Client ID
Voucher Number Allocated Tips Total Direct Tips Employee Name Check
Number Allocated Tips Employee Shortfall EE ID Allocated Tips Percentage
Total Allocated Tips Pay Date Total Tips Gross Receipts
JIRA # IRP-2114
Payroll Summary
The Payroll Summary report works in conjunction with the Payroll
Summary form, which lists all payments made in a payroll batch and
provides access to individual payroll voucher details.
Report Views
Filter Pay Date in past 30 days Group N/A Sort 1) ascending by Client
Name 2) ascending by Employee Name 3) descending on Pay Date Aggregates
Total on all Total fields
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Release Notes
Fields Displayed
Client Name Voucher Number Total Net Pay Client ID Check Number Total
Net Check Amount Employee Name Total Hours Paid Total ACH Deposit Amount
EE ID Total Gross Wages Electronic Pay Stub Pay Date Total Tax Amount
Manual Check Payroll Number Total Deduction Amount
JIRA # IRP-2112
Employee Benefits Detail
The Employee Benefits Detail report shows the benefit plans in which
employees are enrolled. Additional fields related to employee benefits
records are available.
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Release Notes
Report Views
Filter Effective Date on or after YEAR_AGO Group N/A Sort 1)
ascending by Client Name 2) ascending by Employee Name Aggregates •
Totals on Premium EE • Premium Dependent • EE Contribution • Client
Contribution
Fields Displayed
Client Name Benefit Plan Status Premium Dependent Client ID Effective
Date EE Contribution Employee Name Coverage Start Date Client
Contribution EE ID Plan Type Client Benefit Rep ID Status Coverage
Client Payroll Rep ID Plan Premium EE
JIRA # IRP-181
Payroll Control Status
The Payroll Control Status report displays information for processing
payroll batches in PrismHR. There are three types of payroll batches
that users can process: regularly scheduled, manual, and
special/unscheduled batches. You determine the batch type using the
Payroll Type field.
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Report Views
Filter Pay Date on or after TODAY Group N/A Sort 1) ascending by Pay
Date, 2) ascending by Client Name Aggregates • Count on Total Check
Count • Total Voucher Count
Fields Displayed
Client Name Payroll Control Name Total Check Count Client ID Payroll
Type Total Voucher Count Pay Date Payroll Control Status Processor
Payroll Number
JIRA # IRP-1233
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Workers’ Comp Liability
Report Views
Filter Pay Date last 30 days Group N/A Sort 1) ascending by WC Policy
Name, 2) ascending by Employer ID, 3) ascending by WC Class Code
Aggregates • WC Hours Worked • Total Voucher Earnings • Non-Taxable Pay
• WC Premium Wages • WC Total Pay • WC Sheltered Amount • WC Taxable Pay
• WC Straight Pay • Calc Premium
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                    •     WC TRIA Amount
                    •     WC Premium
Fields Displayed
WC Policy Name WC Class Code WC Premium Wages (Agg: Total) Employer
ID WC Gross Rate WC Total Pay (Agg: Total) Client Name WC Accrual Mod WC
Sheltered Amount (Agg: Total) Client ID WC Accrual Discount WC Taxable
Pay (Agg: Total) Employee Name WC Hours Worked (Agg: Total) WC Straight
Pay (Agg: Total) EE ID Total Voucher Earnings (Agg: Total) Calc Premium
(Agg: Total) Pay Date Non-Taxable Pay (Agg: Total) WC TRIA Amount (Agg:
Total) WC Premium (Agg: Total)
JIRA # IRP-1032
Edited Reports and Fields This section describes reports and fields
that were modified.
Removed Internal Fields
Fields not needed by end users (such as PEO ID) were removed from the
list of available columns. JIRA # IRP-1721
Tax Credit Eligible
A new field called Tax Credit Eligible was added to the tax reports:
• Employer Tax Liability • Federal Tax Liability • Local Tax Liability •
State Tax Liability JIRA # IRP-1788
Employee General Information
The Tax Credit Eligible field was added to the Employee General
Information report.
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JIRA # IRP-1789
Employee Census
The Age field was added to the Employee Census report. JIRA #
IRP-1734
Monthly Gross Wages
The following fields were renamed in the Monthly Gross Wages
chart:
Previous Field Name New Field Name Client Id Client ID Other Earn
Other Earnings Employee Id EE ID Employer Id Employer ID Timesheet Earn
Timesheet Earnings Address One Address 1 Address Two Address 2
The data type of the following fields was changed to currency: l
Gross Wages l Other Earnings l Timsheet Earnings JIRA # IRP-1723
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Fixes The QR of Report Center for March 2020 includes the following
fixes.
Jira # Issue Summary Resolution
IRP-1875 For Informer versions older than 5.1.2- For Informer,
columns with no data are prism.2019-11-26, columns with no data properly
refreshed when the Append were not shown when the Append data data to
Dataset switch is on or the to Dataset switch was on. update mode is
Append or Upsert. For newer Informer versions, columns with no data were
not shown when the dataset update mode was Append or Upsert.
IRP-1823 Columns were not autosizing by default. Autosizing works as
follows: • The system autosizes columns by default when a report is
initially loaded. • The system does not autosize columns when fields,
filters, or groups are added or removed. • You can autosize columns
individually or all together by clicking (Expand) in a column heading
and selecting on option.
IRP-1808 When sorting by group and creating an Groups are always
implied to be the additional sort, the group sort sequence primary sort
sequence. was renumbered. Adding or removing sorts does not clear
Applying a new group cleared all the all existing sorts. existing
sorts.
IRP-1805 For a column with only one total, the word When a column has
only a total (and no Total was displayed unnecessarily. other
aggregates), the word Total is not displayed. The Aggregates bar
switched to a different gray color on the far right of the The color of
the Aggregates bar is the last column. same on all rows.
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Jira # Issue Summary Resolution
IRP-1946 Trying to export the Benefits Billing Detail The report is
successfully exported. report to CSV, Excel, or PDF with all clients
selected and data showing on the screen generated an error.
IRP-674 When exporting to Excel, the file was When exporting to
Excel, groups and flattened and groups and aggregates aggregates are not
removed. were removed.
Version 1.21.0 November 2020
Enhancements The Report Center Quarterly Release (QR) for November
2020 includes the enhancements described in the following sections.
Templated Reports This release includes a new report type called
Templated. Unlike other types of reports, you configure templated
reports by entering parameters that produce a standard output. To
generate the report, you define the following parameters: • The client.
Terminated clients are shown in italics and followed by a T. The client
selected in the global client selector is shown by default. If multiple
clients are selected, the first one selected in shown. To search for a
different client, expand the Client list. • A payroll date or payroll
date range • The field to use as the employee unique identifier: • The
employee ID that is defined in PrismHR • The employee number that the
worksite manager assigns • The employee clock number defined by the time
clock After you generate the report, you can group the results. You can
also export the results to PDF format.
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Release Notes
This release includes a Gross-to-Net Register templated report. The
following example shows a partial report.
Administration In this release, the Administration functions were
enhanced so that administrators can make copies of the system reports
that come with Report Center, edit them, and save them as custom
reports. Administrators can also edit copies of custom reports and save
them as new custom reports.
Creating a Custom Report
As an administrator, you can create a new custom report based on
three report types (grid, chart, and map). The current settings of the
source system report are used as the new report’s default view settings,
including columns, column order, sorting, grouping, aggregates,
summary/details, and filters. When you open a report from the Home page,
the toolbar contains a Save icon. • When you click Save from a system
report, a Save as new report option is available. When this option is
selected, the Save Report dialog box appears. • When you click Save from
a custom report, both Save and Save as new report options are available.
Depending on the selected option, either the Save Report dialog box or
the Save As New Report dialog box opens.
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In both dialog boxes, you provide the following information about the
new report: • Report Name • Description • Category • Tags • Sharing -
specifies whether the new report will be private to the administrator or
shared with other users in selected roles. After saving, the dialog box
closes and a success message that contains a link to the report is
displayed. If errors occur during saving, an error message is displayed.
JIRA # RC-3078, RC-3079
Administration Area for Save As
The report list page provides the following enhancements: • A Dataset
column displays the name of the dataset on which the report is based. •
A Filter was added for the dataset name. When you open a report from the
list, the report details page provides the following enhancements: • A
Name field was added for custom reports ONLY (not system reports). The
name is saved when the page is submitted. • A Created By field was added
for all reports (both system and custom). It shows the name of the
report owner and the creation date. • A Dataset field was added for all
reports (both system and custom). JIRA # RC-3092
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Deleting a Custom Report
When you open a custom report from the Administration page, the title
area provides a Delete icon. Clicking Delete triggers a confirmation
popup. • Selecting Yes, delete permanently removes the report from the
system and the list page displays a message that the report was deleted.
• Selecting Cancel displays the list page and no changes are made.
System reports cannot be deleted. JIRA # RC-3109
Icons for Custom Reports If your administrator shared any custom
reports with your role, those reports are shown in your report list
along with the system reports. The custom report icons are hollow
versions of the system report icons that visually distinguish custom
reports from system reports.
Icon    Report Type
        Grid

        Chart

        Map
JIRA # RC-3085
Reports Added This section describes reports that were added in this
release. See Templated Reports for information about the Gross-to-Net
report included in this release.
Tax Liability Journal
The Tax Liability Journal displays information including Employer ID,
Tax Authority, Pay Date, Posted Date, Backdated Voucher, and Tax Amount.
Data from payroll voucher tax records is also available.
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Report Views
Filter N/A Group N/A Sort 1) A - Employer Name, 2) A - Tax Authority,
3) D - Pay Date Aggregates Total: Tax Amount (only aggregates on Tax
Amount, same as other Tax reports)
Fields Displayed
Tax Source Tax Deduction Code Voucher Number Employer Name Tax Name
Reversed Voucher Number Employer ID Pay Date Tax Gross Earnings Client
Name Posted Date Taxable Amount Client ID Backdated Voucher Tax Amount
Tax Authority
JIRA # RC-1669
Edited Fields The following sections describe fields that were added
or removed in this release.
Added Field
A new field called Backdated Voucher was added. • In records with a
null Post Date, the Backdated Voucher field contains No. • In records
where Pay Date is less than Post Date, the Backdated Voucher field
contains Yes. • In records where Pay Date is equal to or greater than
Post Date, the Backdated Voucher field contains No. JIRA # RC-3024
Removed Fields
The following fields were removed (epv_tax dataset) and will be
available in the employer_master dataset. They are no longer available
in the Column selector.
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l Employer State ID
l Employer State Tax Number
l Employer Taxpayer ID UI Account JIRA # RCRT-2265
Version 1.2.0.1 October 2020
Fixes The Maintenance Release (MR) of Report Center for October 2020
includes the following fixes.
Jira # Issue Summary Resolution RCRT-2198 Fields labeled with
“Charged-Home” were The “Charged” label was removed from RCRT-2238
confusing. They are what is on the EEs home fields. record, not what was
charged on the time sheet. Report(s): Workers’ Comp Liability
RCRT-2199 Pay Period End Date reflected the wrong data The Pay Period
End Date and WC Week on the Workers’ Comp Liability Report. End Date
columns now display the correct data.
RC-3125 PrismHR User roles with a single quotation You can now assign
reports to roles that mark (’) in the ID caused reports to not load.
contain quotation marks and remove reports from roles that contain
quotation marks.
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Release Notes
Known Issues The Maintenance Release (MR) of Report Center for
October 2020 includes the following known issues. We are working to
resolve these issues in future releases: • Access is available on Prod
and Corp sites. Demo sites will be activated at a later date. • Data is
from 1/1/19 to current. All data for the previous 7 years will be loaded
at a later date. • Client and WSE records that are deleted are not
reflected at this time. • The time it takes for data to appear from
PrismHR in Report Center varies by report. • Users may experience Excel
export timeouts. This will be resolved in the Q4 release. It is
recommended to use CSV instead. • User Roles who have Report Center
processes assigned, but who have NEVER logged on to Report Center, will
need to assign reports to the role again in Report Center
Administration. Version 1.20.0 September 2020
Enhancements The Report Center Quarterly Release (QR) for September
2020 includes the enhancements described in the following sections.
Integration with Work Centers Panel The Report Center menu is
accessible to Service Providers from the Work Centers panel on the
PrismHR dashboard. See the Report Center Administration Guide for
details about how to configure Report Center service provider access
from the Work Centers panel.
Integration with Employee Portal The Report Center menu is accessible
to managers in Employee Portal. The menu is not shown for users or
employees. See the Report Center Administration Guide for details about
how to configure Report Center manager access from Employee Portal. JIRA
# RC-3110
Administration Previously, the Report Center Administration role was
tied to Prism User / Account Management Role / Service Provider User
Administrator. Since it may not be appropriate for the Service Provider
User Administrator to also be the Report Center User Administrator, the
two roles are now separate. When a user with the Report Center User
Administrator role opens Report Center, the Administration icon is
available on the home page to access administrative functions.
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See the Report Center Administration Guide for details about how to
assign the Report Center User Administrator role. JIRA # RC-2816
Security This following sections describe the security enhancements
included in this release. See the Report Center Administration Guide for
details about how to configure field level and report level
security.
Field Level Security
When a Report Center administrator selects restricted fields, the
following field names are shown instead of the field alias. • Bank
Account Number - Unmasked • SSN - Unmasked • Birth Date JIRA #
RC-2869
Report Level Security
Report-level security is now available in Report Center and was
removed from PrismHR to avoid confusion. Report Center reports are no
longer searchable in PrismHR. JIRA # RC-3038
Categories Administrators can define categories that provide a way to
organize reports and access them as a group. See the Report Center
Administration Guide for details about maintaining categories. See the
Report Center User Guide for details about how to use categories.
Creating a Report Category
An administrator can create categories on the Report Details page in
Report Center Administration or directly from the list of existing
categories. Entering a new category opens the Add Category dialog box
where you enter a category name. Adding a new category automatically
applies it to the selected report and the new category appears in all
relevant category lists. JIRA # RC-3056
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Managing Categories
An administrator can add, edit, and delete categories using the new
Manage Categories dialog box. To open this dialog box, click the Manage
Categories link on the Report Details page. • To add a category click
Add. • To edit a category click (Edit). • To delete a category click
(Delete). Changes are saved immediately. JIRA # RC-3057
Tags Administrators can define tags that provide a way to access
reports based on the tags that are assigned to them. See the Report
Center Administration Guide for complete details about maintaining tags.
See the Report Center User Guide for details about how to use tags.
Creating Tags
An administrator can add, edit, and delete tags using the new Manage
Tags dialog box. To open this dialog box, click the Manage Tags link on
the Report Details page. You enter a name and choose a color for the
tag. Adding a new tag automatically applies it to the report. Tag
changes are saved when you click Save on the main Report edit page. JIRA
# RC-2702
Managing Tags
An administrator can add, edit, and delete tags using the new Manage
Tags dialog box. To open this dialog box, click the Manage Tags link on
the Report Details page. • To add a tag click Add. • To edit a tag click
(Edit). • To delete a tag click (Delete). Changes are saved immediately.
JIRA # RC-2912
Home Page The following sections describe the home page enhancements
included in this release.
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Compact View
Grid View was renamed to Compact View and enhanced as follows: •
Preview capability was added. • View toggle controls were moved next to
Sort. The selected view is encircled in gray. • The icons for view
toggle controls were changed. • Sort was removed in compact view (sort
is handled by table column headers). • Table and columns resize
automatically when the window is resized. JIRA # RC-1718
Viewing and Filtering by Categories
Categories are displayed as follows: • In card view, reports are
displayed under their associated categories. That is, categories are
used as headers. • In compact view, a column was added to display the
category. You can filter by one or more selected categories. By default,
Categories: All is selected in the filter list and no filters are
applied. Standard Search, Select all | Clear all, and Done options are
available. When you search for a report, results are displayed under
their category names. JIRA # JIRA # RC-2712
Viewing and Filtering by Tags
Tags are displayed as follows: • In card view, each card displays the
tags associated with the report. • In compact view, a column was added
to display the tag. You can filter by one or more selected tags in both
card and compact view. Standard Search, Select all | Clear all, and Done
options are available. JIRA # IRA # RC-622
Standardized Report Descriptions
To help Service Providers determine which reports they can assign to
their clients (WSM and WTA user types), report descriptions were
enhanced to identify which reports contain cost information (for
example, data from: payroll voucher records) and unbundled billing
information (for example, data from: billing voucher records). The
descriptions were changed as shown in the following table.
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Report Description ACH Direct Deposit Includes Transit Number,
Account Number, Status, and Amount. Data from: payroll voucher ACH
records. Allocated Tips Includes Allocated Tips Percentage, Gross
Receipts, Direct Tips, and Employee Shortfall. Data from: general
payroll voucher records. Benefit Adjustment Includes Bill Amount, EE
Contribution, Insurance Cost, and Net Amount Billed. Data from: benefit
adjustment records.
Client Commissions Includes Basis, Basis Amount, Rate, Type, Amount,
Adjustment, and Total. Data from: client invoice register records.
Client Contacts Includes Contact Title, Contact Type, Email Address,
and Owner Relationship. Data from: client contact records.
Client Master ACH Billing Includes ACH Status, Accounts, ABA Number,
Account Number, and Account Type. Data from: client master records.
Client Master Billing Includes Category Code, Bill Template Bundled
(Y/N), Bill Template, and Bill Format. Data from: client master
records.
Client Master General Info Includes Legal Name, Business Description,
Address, and internal Rep User Names. Data from: client master
records.
Employee Benefits Detail Includes Plan, Effective Date, Coverage
Date, Premium, and Contributions. Data from: employee benefit detail
records.
Employee Benefits Eligibility Includes Enrollment Status, Date
Eligible, Benefit Group, and Plan info. Data from: employee benefit
records.
Employee Census Includes Birth Date (restricted by security), Age,
Marital Status, and Gender. Data from: general employee records such as
company, pay, and personnel.
Employee Contact Info Includes Last Name, First Name, Email Address,
Phone Number, and Mailing Address. Data from: general employee records
such as company, pay, and personnel.
Employee Deductions Includes SSN - Masked, Pay Date, Default Hourly
Pay Rate, Deduction Code, and Deduction Amount. Data from: payroll
voucher deduction records.
Employee Education Includes School, Year Graduated, and Degree. Data
from: employee skill records.
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Report Description
Employee Garnishments Includes Issuing Authority, Receipt Date,
Docket ID, Payee Name, and Amount Paid. Data from: employee garnishment
records.
Employee General Info Includes Last Hire Date, Termination Reason, WC
State, 1099 EE, and Drivers License detail. Data from: general employee
records such as company, pay, and personnel.
Employee I-9 Includes Renewal Date, Doc Expiration, Alien
Registration Number, and Client HR Rep . Data from: general employee
records such as company, pay, and personnel.
Employee Loans Loan Number, Loan Date, Loan Amount, Payback Amount,
and Paid Amount. Data from: employee loan records. Default grid and
pivot views.
Employee Onboarding Includes ER Start Date, Onboarding Template,
Onboarding Due Date, and Form ID. Data from: prehire records. Default
grid and pivot views.
Employee Recurring Includes Deduction, Type Code, Amount, and
Deduction Periods. Deductions Data from: employee deduction records.
Employee Skills Includes Skill, Competency Level, Date Certified, and
Renewal Date. Data from: employee skill records.
Employer Tax Liability Includes Employer ID, Tax Code, Tax Entity,
Taxable Basis, Tax Rate, and Tax Amount. Data from: payroll voucher tax
records.
Federal Tax Liability Includes Tax Source, Tax Name, Employer ID,
Taxable Basis, and Tax Amount. Data from: payroll voucher tax
records.
Invoice Accounting Detail Includes Cost Center, Bill Code, GL Code,
and Credit Amount. Data from: client invoice register records.
Invoice Billing Code Detail Includes Invoice Date, Bill Code, and
Bill Amount. Data from: client invoice register records. Default grid
and pivot views.
Invoice Register Includes GL Company, Invoice Date, Invoice Number,
and Invoice Total. Data from: client invoice register records.
Local Tax Liability Includes Tax Source, Tax Name, Employer ID,
Taxable Basis, and Tax Amount. Data from: payroll voucher tax
records.
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Report Description
Monthly Employees Paid Includes EE ID, Client Name, and Pay Date by
month. Data from: (chart) payroll voucher general records. Click the
chart to view data.
Monthly Gross Wages (chart) Includes Gross Wages and Pay Date by
month. Data from: payroll voucher records. Click the chart to view
data.
Pay Code Detail Includes Pay Description, Pay Amount, and
Hours/Units. Data from: payroll voucher pay code records.
Payroll Check Register Includes Check Number, Check Type, Date,
Status, Payee, and Account. Data from: payroll check register
records.
Payroll Control Status Includes Payroll Control Name, Type, Status,
Check Count, Voucher Count, and Processor. Data from: the payroll
control records.
Payroll Summary Includes Total Hours Paid, Total Gross Wages, Total
Taxes, Total Deductions, and Total Net Pay. Data from: payroll voucher
general records.
Retirement Contributions Includes Plan, Earnings, Pre Tax, Post Tax,
Roth, Catch Up, Match, and Loan amounts. Data from: payroll voucher
general records.
State Tax Liability Includes Tax Source, Tax Name, Employer ID,
Taxable Basis, and Tax Amount. Data from: payroll voucher tax
records.
Workers’ Comp Liability Includes WC Policy, Class Code, Rate, Mod,
Discount, Hours, Wages, and Premium. Data from: payroll voucher workers’
compensation records.
Worksite Location Info Includes Location Code, Address, and Union
Location. Data from: location code records.
Worskite Locations (map) Includes Location info with Google Map and
Highcharts (color- coded) map. Data from: location code records. Click
the Location State map to view data.
JIRA # RC-2737
Reports Added This section describes reports that were added in this
release.
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Release Notes
Client Commissions
The Client Commissions report displays information including Basis,
Basis Amount, Rate, Type, Amount, Adjustment, and Total. Additional
fields from and related to client invoice register records are
available. Report Views
Filter Compute Date in the last 1 month Group N/A Sort 1) A -
Salesperson, 2) D - Compute Date, 3) A - Client Name Aggregates Total:
Gross Wages, Admin Fee, Basis Amount, Amount, Adjustment, Total
Fields Displayed
Salesperson Gross Wages Type Compute Date Admin Fee From Date Client
Name Group Amount Client ID Basis Adjustment Invoice Number Basis Amount
Total (calculated field: Amount + Adjustment) Invoice Date Rate
JIRA # RC-2586
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Invoice Accounting Detail
The Invoice Accounting Detail report displays information including
Cost Center, Bill Code, GL Code, and Credit Amount. Data from client
invoice register records is also available. Report Views
Filter Invoice Date in the past 30 days Group N/A Sort 1) A - Client
Name, 2) D - Invoice Date, 3) A - Cost Center Aggregates Total: Invoice
Total, Credit Amount
Fields Displayed
Client Name Invoice Number Bill Code Name Client ID Invoice Total GL
Code Cost Center Bill Code Credit Amount Invoice Date
JIRA # RC-1309
Invoice Billing Code Detail
The Invoice Billing Code Detail report is provided in both grid and
pivot views. It includes Invoice Date, Bill Code, and Bill Amount. Pivot
view displays total Bill Amount per Bill Code Name for each Invoice
Number per Client. Additional fields from and related to client invoice
register records are available. . This report is currently not available
to WSM or WTA user roles. Grid Report Views
Filter Invoice Date in the past 30 days Group N/A
Sort 1) A - Client Name, 2) D - Invoice Date, 3) A - Bill Code
Aggregates Total: Bill Amount
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Release Notes
Grid Fields Displayed
Client Name Invoice Date Bill Code NameBill Amount Client ID Bill
Code
Pivot Report Views
Filter Invoice Date in the past 30 days (defaults to same as Grid
view)
Layout Tabular Rows Client Name, Client ID, Invoice Number, Invoice
Date (Day) Columns Bill Code Values Bill Amount (Total agg)
JIRA # RC-2588
Invoice Register
The Invoice Register report displays information including GL
Company, Invoice Date, Invoice Number, and Invoice Total. Additional
fields from and related to client invoice register records are
available. This report is currently not available to WSM or WTA user
roles. Report Views
Filter Invoice Date in the past 30 days Group N/A Sort 1) A - Client
Name, 2) D - Invoice Date Aggregates Total: Invoice Total
Fields Displayed
GL Company Client ID Invoice Number Client Name Invoice Date Invoice
Total
JIRA # RC-2587
Field Changes The following sections describe fields that were added,
removed, or edited in this release.
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Added Fields
The following table lists the fields that were added and the reports
to which they were added.
Reports Fields Added Allocated Tips Client Service Type Payroll
Summary Gross Earnings Retirement Contributions Expense Reimbursement
Monthly Employees Paid (chart) Employer Tax Liability Tax Identifier
Type Federal Tax Liability Tax Authority Code Local Tax Liability Total
Gross Earnings State Tax Liability Workskite Location Info Worksite
Location Name Worksite Locations (map) Workers’ Comp Liability Total
Gross Earnings Total Expense Reimbursements Total Time Sheet Earnings
Total Other Earnings Employee Deductions Total Gross Earnings
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Removed Fields
The following table lists the fields that were removed and the report
from which they were removed.
Report Removed Fields
Employee Deductions To Arrears records, previously listed in Filter
Source column
Renamed Fields
The following table lists the previous field names, the current field
names, and the reports in which they are used.
Reports Previous Field Names Current Field Names Allocated Tips Total
Gross Wages Gross Wages Payroll Summary Total Cash Wages Cash Earnings
Retirement Contributions Total Non Cash Wages Non Cash Earnings Monthly
Employees Paid (chart) Total Time Sheet Wages Time Sheet Earnings Total
Other Earnings Other Earnings Pay Code Detail Gross Wages Total Gross
Wages Total Cash Wages Total Cash Earnings Total Non Cash Wages Total
Non Cash Earnings Employer Tax Liability Gross Wages Tax Gross Wages
Federal Tax Liability Total Voucher Earnings Total Gross Wages Local Tax
Liability Gross Earnings Tax Gross Earnings State Tax Liability Workers’
Comp Liability Total Voucher Earnings Total Gross Wages Employee
Deductions
JIRA # RC-2915, RCRT-2174, RCRT-2179, RCRT-2129, RCRT-2177,
RCRT-2180, RCRT-2176, RCRT-2135, RCRT-2143
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Fixes The Report Center Quarterly Release for March 2021 includes the
following fixes.
Jira # Issue Summary Resolution
RCRT-2287 Employee reports referenced the Middle Initial was replaced
with Middle Initial column name, although Middle Name in the list of
columns there is no reference or restriction to for the following
employee based middle initial anywhere in PrismHR. reports: This was
inconsistent with the Middle • Employee Census Name field in Employee
Details. • Employee Recurring Deductions • Employee Deductions •
Employee Contact Info Employee General Info • Employee Education •
Employee Skills
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Fixes The Report Center Quarterly Release for September 2020 includes
the following fixes.
Jira # Issue Summary Resolution
RC-2942 Exporting reports with over 26,000 records Excel exports have
increased to failed with a Gateway 504 error. allow 65,000 records.
Timeouts may still occur. See known issues below. See Known Issues
RCRT-2128 Client Master reports (ACH, Billing, and The columns were
updated as Master) included Worksite Timesheet Entry follows: columns
twice and each had a different alias WorksiteTSE = Worksite TS
(WorksiteTSE and dataEntryBy), Entry (Y/N) - display as Yes or No
dataEntryBy = Worksite TS Entry By RCRT-2150 The data in the Client
Master General Info The data in the W/C Classes & report in the
column labeled Client WC Authorized W/C Classes fields is Codes was not
the data from the consistent with what is visible in Authorized W/C
Classes screen. Prism The data in the column labeled Client WC Codes was
associated with several other fields and was related to the WC Codes
entered for Bundled Billing Rules. RCRT-2168 Retirement Start Date and
Retirement End Retirement start and end dates Date were not populated
with data. are populated from company benefits. Client Details /
Benefits did not have dates correlating to Retirement info. RC-2652 The
Workers’ Comp Liability report did not Complete and accurate data is
include the WC Class Code. provided. RCRT-2142 No SSN or SSN Masked data
was shown in SSN and SSN Masked data is the Employee Deductions report.
shown.
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Release Notes
Known Issues Note the following known issues in the Q2 2020 release.
We are working to resolve these issues in future releases: • Access is
available on Prod and Corp sites. Demo sites will be activated at a
later date. • Data is from 1/1/19 to current. All data for the last 7
years will be loaded at a later date. • Client and WSE records that get
deleted will not be reflected at this time. • The time needed for data
to appear from PrismHR in Report Center varies by report. • The Global
Client Selector may open slowly and you cannot search by Client ID. •
Some reports export all columns instead of just displayed columns. • The
Text filter is not displaying as expected when clicking Select all. •
The Retirement Contributions report pivot view does not display data. •
User Process IDs for the following reports are not enabled at this time:
• Accounting G/L Detail • Benefits Billing Detail • Client Bill Pending
• Client Commissions • Employee Recurring Deductions • Invoice Billing
Code Detail • Invoice Register
Security follows PrismHR Role security for Clients and WSEs. If
access to a report is granted to a role, all fields in that report are
available to that role.
Note: Due to the above security limitations, at this time it is
highly recommended to grant Report Center access to only the Service
Provider User Type and associated roles.
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Release Notes
Known Issues Note the following known issues in the Q3 2020 release.
We are working to resolve these issues in future releases: • Access is
available on Prod and Corp sites. Demo sites will be activated at a
later date. • Data is from 1/1/19 to current. All data for the previous
7 years will be loaded at a later date. • Not all Client and WSE records
that are deleted are reflected at this time. • The time it takes for
data to appear from PrismHR in Report Center varies by report. • User
Roles who have Report Center processes assigned, but who have NEVER
logged on to Report Center, will need to assign reports to the role
again in Report Center Administration.
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Release Notes
Known Issues Note the following known issues in the Q3 2020 release.
We are working to resolve these issues in future releases: • Access is
available on Prod and Corp sites. Demo sites will be activated at a
later date. • Data is from 1/1/19 to current. All data for the previous
7 years will be loaded at a later date. • Not all Client and WSE records
that are deleted are reflected at this time. • The time it takes for
data to appear from PrismHR in Report Center varies by report. • User
Roles who have Report Center processes assigned, but who have NEVER
logged on to Report Center, will need to assign reports to the role
again in Report Center Administration.
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========================================================================
Legacy Report Center User
Guide

Source PDF:
https://tech-docs.prismhr.com/SP_help/Content/Resources/UserGuidePDFs/Legacy%20Report%20Center%20User%20Guide.pdf
Original filename:
Legacy Report Center User Guide.pdf
Pages extracted: 62


Report Center User Guide
A guide to using and customizing Report Center PrismHR 2.6.1
Copyright notice The information in this document is subject to change
without notice. PrismHR shall not be liable for any technical or
editorial errors contained herein or for incidental or consequential
damages resulting from the performance, furnishing, or use of this
publication. The software described in this document is furnished under
license and may be used or copied only in accordance with the terms of
that license. No part of this documentation may be reproduced or
transmitted in any form or by any means, electronic or mechanical,
including (but not limited to) photocopying, recording, scanning, or
retrieval system, for any other than the purchaser’s personal use
without the express written permission of PrismHR. The company data
contained in the examples within this document are fictitious and any
resemblance to real people, places, or companies is purely coincidental.
PrismHR, HRPyramid, and HRPyramid Web Edition are trademarks of PrismHR.
All other brand and product names are trademarks or registered
trademarks of their respective owners.
© December 2024 by PrismHR. All rights reserved.  Table of
Contents
Table of Contents Report Center User Guide 1
 Copyright notice                                                 2

 Table of Contents                                                3
Chapter 1 Introduction 6
 Accessing Report Center                                          7

    Accessing from the PrismHR Dashboard                          7

    Accessing Report Center Using Employee Portal                 8

 Getting Help                                                     9

    Using the toolbar                                             9

    Searching for topics                                        10

    Submitting documentation feedback                           10
Chapter 2 Navigating the home page 11
 Designating favorites                                          14

 Searching for reports                                          15

 Selecting tags                                                 15

 Selecting categories                                           17

 Selecting clients                                              18

    Selecting a client in PrismHR                               18

    Selecting clients in Report Center                          19

    Searching for specific clients                              20

 Previewing reports                                             21

 Opening a report                                               22
Chapter 3 Grid reports 23
 Configuring columns                                            25
Report Center User Guide © 2024 PrismHR 3  Table of Contents
    Pinning a column                              25

    Moving a column                               26

    Resizing columns                              26

    Formatting a column                           27

 Grouping data                                    28

 Viewing summary data                             29

 Aggregating data                                 29

 Filtering data                                   32

    Selecting columns                             33

    Fine tuning a filter                          34

 Sorting columns                                  37

 Showing the database name                        38

 Displaying rows                                  38

 Creating a pivot table                           39
Chapter 4 Working with views 41
 Using the Views menu                             42

 Saving a view                                    44

 Saving changes to a view                         45

 Listing all views for a report                   46
Chapter 5 Chart and map reports 48
 Monthly Gross Wages report                       48

    Setting preferences                           50

 Worksite Locations report                        51

    Viewing the Location map                      52

    Viewing the Location State map                52
Chapter 6 Templated reports 54
Report Center User Guide © 2024 PrismHR 4  Table of Contents
Chapter 7 Exporting reports 56
 Exporting grid reports                                          57

 Exporting grid reports with groups and aggregates               57

 Exporting chart reports                                         57

 Exporting data in chart or map reports                          58

 Exporting custom reports                                        58

 Exporting templated reports                                     58

 Examples                                                        59
Chapter 8 Resetting reports to defaults 61
Chapter 9 Parameter-Driven Reports 62
Report Center User Guide © 2024 PrismHR 5  Chapter 1 Introduction
Chapter 1 Introduction Report Center is a centralized and
consolidated reporting tool. It comes with many predefined reports that
you can use as is or that you can quickly customize to meet the specific
requirements of your organization. You can also easily define the
presentation of the output and change it at any time as your
requirements change. Report access is role-based. Only the reports for
which your role has access privileges are available in Report Center.
Before you can begin using Report Center, an administrator must grant
you access to Report Center and to any report to which members of your
role require access. Report Center applies PrismHR user role security.
See your administrator if you need to change your access privileges.
Report Center User Guide © 2024 PrismHR 6  Chapter 1 Introduction
Accessing Report Center Service Providers and Worksite Managers can
access Report Center from the PrismHR Dashboard or from Employee Portal.
See your administrator if you do not have the access you require.
Accessing from the PrismHR Dashboard A service provider or worksite
manager can access Report Center from the PrismHR Dashboard.
To access Report Center from the Work Centers panel: 1. Open the
PrismHR Dashboard. 2. On the Work Centers panel, click Report Center in
the Reporting section.
Report Center User Guide © 2024 PrismHR 7  Chapter 1 Introduction
To access Report Center by searching: 1. Open the PrismHR Dashboard.
2. In the Search box, type Interactive Reports. 3. Click Report Center
in the list of results.
Accessing Report Center Using Employee Portal A manager can access
Report Center using Employee Portal.
To access Report Center: 1. Open Employee Portal. 2. In the menu
list, select Report Center.
Report Center User Guide © 2024 PrismHR 8  Chapter 1 Introduction
Getting Help Report Center provides online help for both users and
administrators. Your role determines which topics you can access.
Click (Help) next to the Global Client Selector to open the help
system.
Using the toolbar Use the toolbar to perform these actions. A tooltip
is available for each icon.
• Browse to the previous or next topic. • Print the current topic. •
Expand or collapse the TOC. • Remove highlighting from topics that you
opened from search results.
Report Center User Guide © 2024 PrismHR 9  Chapter 1 Introduction
Searching for topics To find specific topics, type text in the Search
box and click .
The list of results contains all topics that include the text in
their titles or content. For example, if you type Summary, the results
list includes a link to each topic whose title or content contains the
word Summary. It shows the total number of matches and displays the text
in bold if it is in the topic title. You can also find topics by
navigating through the Table of Contents (TOC). Just expand and collapse
sections until you find what you are looking for.
Submitting documentation feedback Each topic in the help system
provides an option for you to send feedback about that topic. Your input
goes directly to the PrismHR documentation team and will be promptly
answered.
Note: The Send us feedback option is intended for comments about the
documentation.
• To send product/release feature requests, submit a PrismHR Idea.
Alternately, you can click the following icon at the lower right hand
corner of the Report Center home page and use the Feedback option to
send feedback directly to our product team.
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Chapter 2 Navigating the home page On the Home page, the list of
reports shows only the reports to which your administrator has given you
access. There are two basic types of reports. l System reports come with
Report Center and are pre-defined. You can temporarily configure a
system report based on your requirements. l An administrator can modify
a copy of a system report and save it as a new custom report. An
administrator can also modify a custom report and save it as a new
report. If the administrator shares a custom report with your role, that
report is shown in your list of reports. For both system and custom
reports, any changes that you make to report formatting persist the next
time you open the same report. However, the system does not permanently
change the report. The list of reports on your Home page may contain
some or all of the following types of reports. Each report type is
described in detail later in this guide.
 Icon       Report Type                    Description
            System - Grid                  The data in grid reports is shown in rows and columns.
                                           The system provides many options for you to modify the
                                           display of grid reports. For example, you can add, edit, or
                                           move columns.
            System - Chart                 The data in chart reports is shown as a graph. You can
                                           view a different type of graph, select an interval for the
                                           graph, select a field to separate the data, and specify
                                           how to stack the data.
            System - Map                   A map report shows a Location (Google) map and a
                                           Location State map. On the Location State map, the
                                           states where clients are located are color coded.
            System - Templated             Unlike other types of reports, you configure templated
                                           reports by entering parameters that produce a standard
                                           output. After you generate the report, you can group the
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Icon        Report Type                    Description
                                           results. You can also export the results to PDF format.
            Custom - Grid                  These reports are listed if your administrator created a
                                           custom grid, chart, or map report and gave your role
                                           access to it. The settings of the source system report are
            Custom - Chart                 used as the custom report's default view settings.
                                           Any formatting changes that you make persist the next
            Custom - Map                   time you open the same report but the changes are not
                                           permanently saved.
You can view the report list in Card view or Compact view. You select
the view in the header area.
To select Card view, click in the header area. Card view shows fewer
reports per page than Compact view. To help you determine what
information may be available in each report, report descriptions
identify default fields and the source of the data (for example, data
from: payroll voucher records). Each category is shown as a separate
heading for the reports assigned to it.
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To select Compact view, click in the header area. Compact view is
intended for users who are already familiar with the reports and just
want to see as many as possible at once. It does not show report
descriptions. Categories and tags are shown in separate columns.
In both Card and Compact view, you have the following options: • Use
the breadcrumb bar to show where the current page fits into the site
hierarchy and navigate between levels. For instance, if you start on
Benefits Adjustment Report and jump directly to Worksite Locations, the
breadcrumb shows Home > Worksite Locations. • See whether each report
was designated as a favorite and toggle the display between showing all
reports or only favorites. See Designating favorites. • Change the
client selected in PrismHR or select additional clients in Report
Center. See Selecting clients. • Use the Search box to enter text for
finding reports. See Searching for reports. • Use the Tags list to
filter the list by predefined tags (keywords). See Selecting tags. • Use
the Categories list to display only reports in selected categories. See
Selecting categories. • Click to preview a report. See Previewing
reports. • Open a report. See Opening a report.
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Designating favorites In both Card and Compact views, each report in
the list of reports is shown with a star. A report that is a favorite is
shown with a solid gold star. A report that is not a favorite is shown
with a hollow star. Click the star to toggle between adding or removing
a report as a favorite. In the following example, Allocated Tips and
Client Contacts are designated as favorites. If you click the gold star,
the report is removed from favorites. If you click a hollow star, the
report is designated as a favorite.
The toolbar contains a Favorites filter icon in both card and compact
views.
This icon acts as a toggle for Favorites only mode.
• To filter the list of reports to your favorites, click (Show
favorites only). In card view, favorites appear under their category
headers when filtered. • To show all reports, click (Show all
reports).
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Searching for reports You can search for reports by entering text in
the Search box on the home page. Searches are case insensitive for
partial or full matches in the report name or description. For example,
searching for tax presents a list of reports where the word tax appears
anywhere in the report name or description. In the following example,
the search results contain reports whose names or descriptions include
the word “tax.”
Selecting tags Tags are similar to keywords that enable you to narrow
the list of reports specifically to reports that contain one or more
tags that your administrator defined for them. The selected tags are
color-coded based on the color your administrator selected for them.
To filter the list of reports by tags: • In the Tags list, click the
arrow and select the tags associated with the reports to display. By
default, All is selected.
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In card view, each card displays the tags associated with the
report.
In compact view, tags are displayed in columns.
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Selecting categories Categories are similar to folders that your
administrator can assign to each report to organize it. You can display
reports based on the categories to which they were assigned. The
selected categories are color-coded based on the color your
administrator selected for them.
To list reports based on their categories: • In the Categories list,
click the arrow and select the categories associated with the reports to
display. By default, All is selected. In card view each card displays
the categories associated with the report.
In compact view, categories are displayed in columns.
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Selecting clients When you launch Report Center, the client selected
in the PrismHR Home page is selected by default in Report Center but you
can delete it or select additional clients in Report Center.
Selecting a client in PrismHR You can select only a single client in
PrismHR. This client is selected by default in PrismHR but you can
delete it or select additional clients in Report Center.
To change the selected client in PrismHR: 1. Click the client name in
the header bar.
The Search All Companies page opens.

Select a company using the following techniques: • Scroll through
the list by selecting a row, navigating to the previous or next page, or
going to a specific page. • If you need to filter the list of companies
enter a Company ID, Company Name, Legal Name, Telephone, P/R, or Current
Status and then click Refine.
Close the Search All Companies page. The selected client is shown in
the header bar.

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Selecting clients in Report Center The Global Client Selector is
shown on the Report Center Home page and on all reports. • When logged
in as a Worksite Manager or Worksite Trusted Advisor, the client
selector label is Company(s). • When logged in as a Service Provider the
client selector label is Client(s). Your PrismHR user roles determine
which clients are available in the Global Client Selector. The client
selected in the PrismHR Home page is selected by default but you can
change the client selection by clicking (Expand) to display the list of
clients and search for specific clients. The client selection persists
to other reports in Report Center until changed. Searching is case
insensitive. When you select clients and then search for more clients,
the original clients remain selected even if you can’t see them. You can
specify whether to list all clients, active clients, or inactive
clients. For Active clients, the client name is followed by the Client
ID.
Inactive clients are shown in italics and the client name is followed
by the Client ID and a Status icon. If you hover over the Status icon, a
tooltip displays the complete status. • T - Terminated • C - Cancel
Pending • P - Pending • I - Inactive
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If you hover over the Global Client Selector, a tooltip displays a
list of the selected clients.
Searching for specific clients You can find specific clients by
entering text in the Global Client Selector Search box. Searches are
case insensitive.
Click Select all or Clear all to select or clear all matching
clients. You can also select or clear clients individually.
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Previewing reports By previewing reports, you can quickly see what
they contain without opening each one individually.
To preview a report, map, or chart: 1. On the Home page, locate the
report. 2. Select (Preview) next to the report. The preview overlays the
list of reports.
Example The following example shows a preview of the Employer Census
report.
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Opening a report The list of reports shows only the reports to which
you have been given access. See your system administrator if you have
questions or need access to additional reports. You can open a report
from the Report Center Home page or from within another report that you
have open.
To open a report from the Home page: 1. Launch Report Center. 2.
Scroll through the list (or search) and click the report icon or report
name.
To open a report from within another open report: 1. Click to expand
the existing report title:

Scroll through the list and select the report. Type ahead search is
also available.

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Chapter 3 Grid reports The data in grid reports is shown in rows and
columns. The system provides many options for you to customize grid
reports. For example, you can add, edit, or move columns. The system
saves any changes that you make to report formatting and shows them the
next time you open the same report. In the following image, numbers
identify various components of grid reports. Each component is described
in a table that follows the image.
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The following table describes each component,
Identifier Component Description 1 Client Selector Provides a list of
clients from which you can make a selection. See Selecting clients.
2 Help Opens the online help system. Your logon ID determines the
topics that you see. See Getting Help. 3 Report Name Displays the name
of the open report and enables you to select a different report. See
Opening a report. 4 Toolbar Enables you to select a function to perform
or to specify preferences for displaying reports. 5 Search box Lists
reports that contain text that you enter. See Searching for reports. 6
Filter bar Displays filters that are currently active on the report. See
Filtering data.
7 View menu Displays options for listing and configuring views. See
Working with views. 8 Group bar Displays groups that are currently
applied to the report. See Grouping data.
9 Summary only toggle Toggles between displaying or hiding summary
information only. See Viewing summary data,
10 Group information Displays group information. This column appears
only when Summary only view is disabled. See Grouping data.
11 Sort sequence Indicates that the column is sorted in ascending (up
arrow) or descending (down arrow) order. See Sorting columns.
12 Column headers Displays the selected fields as column headings.
You can also access a shortcut menu by clicking the column header menu (
) for a column. See Configuring columns.
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Configuring columns You can select the fields that appear as columns
on a report from a list of available fields. Each report comes with a
set of columns that are shown by default. Open the Columns list to see
whether additional columns are available.
To select columns: 1. Open a report.

Click (Columns) in the toolbar.
Use the check boxes to select or clear columns individually or click
Select all or Clear all.
To search for particular columns, type all or part of the column
name in the Search box. In the search results, you can select or clear
individual columns or all columns. Selected columns remain selected even
if they are currently not visible in the search results. Searches are
case insensitive.

Pinning a column You can pin a column to fix it in place and prevent
it from scrolling out of view.
To pin a column: 1. Click the column header menu and then select Pin.
2. Select one of the following options: • Pin Left - Pins the column to
the leftmost position. • Pin Right - Pins the column to the rightmost
position. • No Pin - Unpins the column. If you move a pinned column, the
system automatically unpins it.
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Moving a column You can move a column either by dragging it to a new
location or by selecting Move from the column header menu.
To move a column by dragging: 1. Click and drag the column header.
The cursor changes to a drag icon.

Drag the column to the position you want.

To move a column using the column header menu: 1. Click the column
header menu and then select Move. 2. Select one of the following
options: • To the beginning - Moves the column to the beginning of the
report. • To the end - Moves the column to the end of the report. • To
after column - Displays a list of available columns from which you can
select the column after which the column will be inserted.
Resizing columns You can resize one or more columns. For example, you
can change the width of columns to accommodate the width of the data
they contain.
To resize columns: Open a column header menu and then select one of
the following options: • Autosize all columns - Automatically resizes
all columns. • Autosize this column - Automatically resizes the selected
column. • Lock column width - Locks the current width of the column. You
cannot resize a locked column. • Unlock column width - Unlocks the
current width of the column. so that it can be resized. You can also
double-click a column heading divider and then drag it to resize a
column.
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Formatting a column You can choose various ways to format a column.
The options that are available depend on whether the column contains
text, a number, or a date.
To format a text column: 1. Click the column header menu for a text
column and then select Format.
 Select this option            To define this

 Alignment                     Left, Center, or Right alignment.

 Style                         Bold, Italics, or Underline style.
 Width                         A custom width and unit (pixels or characters) for the column.

 CSS                           The stylesheet to use to format the column.

Click Apply to save your changes, Cancel to cancel your changes, or
Use Default to revert to the default settings.

To format a number column: 1. Click the column header menu for a
number column and then select Number options.
 Select this option                    To define this

 Special style                         The special style to use for numbers: None (the default), Bytes, or
                                       Percentage.

 Decimal Places                        The number of digits to show to the right of the decimal point.
                                       The default value is 2.
 Negative Values                       How to display negative numbers. Select an option from the list.

 Use thousands separator               Whether to use a thousands separator (such as a comma).
 Sample                                A preview of the selected number options.

Click Apply to save your changes, Cancel to cancel your changes, or
Use Default to revert to the default settings.

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To format a date column: 1. Click the column header menu for a date
column and then select Date options. The system displays a list of
available options. 2. Make a selection from the list. 3. Click Apply to
save your changes, Cancel to cancel your changes, or Use Default to
revert to the default settings.
Grouping data You can create groups to group rows together based on
the value in a specific column, and then provide subtotals and other
aggregates. For example, a benefits administrator can see all clients
who have a specific carrier grouped together, with subtotals for each
carrier. Groups are the first implied sorts. Each group is shown in the
group bar for the report. The system displays totals for currency fields
and subtotals for those fields if you add a group. Grouping in
Interactive Reports is similar to “sort” in the PrismHR standard on
demand reports. Both functions group data together by a single field,
with headers and totals. After you create at least one group, you can
create additional groups from the group bar. You can remove a group by
clearing the check box in the Group toolbar menu or by clicking the X to
the right of the group name in the group bar. In the following example,
data is grouped by Client Name, Employee Name, and Deduction Code.
To create a group using the toolbar:

On the toolbar, click (Group).
Select the columns to include in the group. You can find specific
columns by entering text in the Search box. A column does not need to be
visible in the report to be available for grouping. You can ungroup a
grouped column by clearing the check box or by clicking the X to the
right of the group name in the group area.

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To create a group from the group bar: 1. Create at least one group.
2. In the Group bar, click Add Group and select the columns to group.
You can find specific columns by entering text in the Search box.
To create a group from an existing column: • Open the column header
menu and select Group.
To expand groups: • Click the first level group and continue
expanding sub-groups.
Viewing summary data When a group is applied to a report, a Summary
only option is available on the group toolbar. It displays groups and
aggregates and hides all other fields from the display.
A summary view of columns with aggregates provides a more concise
view of the data by hiding any columns that do not contain aggregates.
The setting toggles between viewing and hiding columns with
aggregates.
Aggregating data Using aggregates, you can combine data in various
ways. For example, a report can contain aggregate values such as
average, count, distinct count, maximum, minimum, and total for any
numeric or currency value. You can create aggregates only for columns
that are currently visible on the report.
To aggregate data from the toolbar:

On the toolbar, click (Aggregate) and select a column. Each column
is listed with an icon that indicates its data type.
Select a column and then select an aggregation option.

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To aggregate data from a column: • Open the column header menu, click
Aggregates, and select an aggregation option. Each column is listed with
an icon that indicates its data type. The aggregate options that are
available depend on the data type of the selected column.
Data type Icon Option Description Text Count The number of rows that
contain a value for the column. For example, if a report contains 402
rows with a value for EE ID, the count is 402. Distinct The number of
distinct (or unique) values for the column. For example, if a report
contains only 7 distinct (unique) EE ID values, the distinct count is 7.
Currency or Number Total The total of all values in the column. Average
The average of the values shown in the column.
                                      Max              The highest value out of all those in the column.
                                      Min              The lowest value out of all those in the column.
                                      Count            The number of rows that contain a value for the
                                                       column. For example, if a report contains 300 rows
                                                       with a value for Age, the count is 300.

                                      Distinct         The number of distinct (or unique) values for the
                                                       column. For example, if a report contains 300 rows
                                                       with a value for date but 100 people are age 25, 100
                                                       are age 35, and 100 are age 45, the distinct count is 3.
Date Max The highest value out of all those in the column.
                                      Min              The lowest value out of all those in the column.

                                      Count            The number of rows that contain a value for the
                                                       column. For example, if a report contains 30 rows
                                                       with a value for Start Date, the count is 30.
                                      Distinct Count   The number of distinct (or unique) values for the
                                                       column. For example, if a report contains 30 rows
                                                       with a value for Start Date, but half of the employees
                                                       have a start date of January 1 and the others have a
                                                       start date of February 1, the distinct count is 2.
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Examples In the following example, aggregates are applied to two
columns.
Column Aggregation Value Option Deduction Total $64,015.06 Amount
Employee Name Count 126
In the following example, aggregates are applied to three
columns.
Column Aggregation Value Option Employee Name Distinct 126 Pay Date
Distinct 15
Pay Amount Max $950.36
                       Min            $50.00

                       Total          $64,015.06
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Filtering data By creating filters, you can narrow the scope of the
information displayed in a report to your specific requirements.
Filtering reduces the number of rows displayed. For example, in a report
related to Benefits, you may want to narrow down the report to see only
rows related to medical plans (and not dental, vision, and other plans).
You can fine tune filters to display very specific information. The
filter options vary depending on the type of data in the column. Filters
are cumulative and applied in order. They act like a funnel where each
successive filter further narrows down the results of the previous
filters. For instance, if one filter is already applied and you apply a
distinct filter as your second filter, the list displays only the
distinct values remaining after you apply the first filter, not all of
the values in the entire data set. Filters are shown in the filter bar
of the report. Some reports have filters applied by default.
You can filter the data on a report in the following ways: • Enter
search text • Filter based on the values in one or more columns After
you create a filter, you have more advanced options for fine tuning it.
See Fine tuning a filter.
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Searching is case-sensitive. As you type, the system filters the
result list to contain only the characters that you enter. The system
filters the report and adds the filter to the filter bar.
To create a filter by entering search text: 1. In Search fields, type
the text you want to find and then make a selection from the search
results. The system adds the filter to the filter bar and filters the
report to your specification. 2. If you want to specify match criteria,
click the filter in the filter bar. The Filter by Query String displays
your query text.

Click (Options) > Match behavior and specify the conditions for
finding data. This option is available only for text searches. • Match
exact words • Starts with value • Contains the value (default)

Selecting columns Another way to create a filter is by selecting a
column.
To create a filter by selecting column values: 1. In the filter bar,
click the Filter icon.

Select a column from the list. The filtering panel opens
automatically.

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Fine tuning a filter You can fine tune a filter that is shown in the
filter bar.
To fine tune a filter: 1. In the filter bar, click the filter. The
filtering panel opens and displays the default values for the selected
data type. The filtering panel opens automatically if you are creating a
filter by selecting a column. 2. Select the information to display. The
options that are available depend on the data type. The following table
describes the options for each data type.
Data Type Options
Text • Distinct values - This is the default. The system displays a
list of all distinct values in the report with selection check boxes.
You can select one or more values to show only rows that contain those
values in the selected column. • Like -Use ’*’ to match any character
sequence. Use ‘?’ to match a single letter or number. • Enter value -
Displays an Enter value box where you can specify the values to find.
Click + and - to add and delete rows. • Is Empty - Displays rows where
the value is empty. • Is Not Empty - Displays rows where the value is
not empty. • Sort - Provides options to sort by count or by distinct
values.
Currency • Number range - Displays Range boxes where you can enter
the minimum and maximum values to find. This is the default. • Number
range slider - Display a slider where you can enter the minimum and
maximum values to find. • Enter value - Displays an Enter value box
where you can specify the exact values to find. Click + and - to add and
delete rows. • Is Empty - Displays rows where the value is empty. • Is
Not Empty - Displays rows where the value is not empty.
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Data Type Options
Date • Date range - Displays From and To areas where you can either
type the beginning and ending dates for the range or select them by
clicking the calendar. This is the default. • Distinct values - Displays
only exact matches. The system displays a list from which you can select
check boxes. • Date relative to now - Displays boxes where you can
specify a date relative to the current date. You select Past or Next,
enter the number, and select a unit (days, weeks, months, or years). For
example, if the current date is January 1 and you specify Next 30 days,
the system finds all rows with a date of January 30. • Date keyword -
Displays an area where you can specify a date using keywords such as
YESTERDAY or MONTH_END. Click (Help) for a complete list of valid
keywords, modifiers, date formats, and examples. • Is Empty - Displays
rows where the value is empty. • Is Not Empty - Displays rows where the
value is not empty.
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Text filter example
Date filter example
Numeric filter example
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Report example In the following example, the report data is filtered
by Pay Date, Pay Code, and Pay Amount.
Sorting columns Report Center provides many ways for you to sort the
columns in your reports. Sorting toggles one or more columns between
ascending and descending order. An arrow is shown in the column heading
to indicate the direction of the sort.
To sort a column: • Open the column header menu and click Sort.
To specify the sort sequence: • Open the column header menu and click
Sort > Sort ascending or Sort descending.
To sort by multiple columns: • Shift+click each column header. A
number in the column header indicates the sequence for the sort. The
system assigns sequence numbers based on the order in which you select
columns for sorting. After you assign the first sort sequence, you can
sort additional columns by opening the column header menu and clicking
Sort > Add sort ascending or Add Sort descending.
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To remove sorting for a column: • Open the column header menu and
click Sort > Remove sort. In the following example, the report is
first sorted by Client Name, then by Pay Date, and finally by Employee
Name. If you remove sorting from the Pay Date column, the Employee Name
column sequence changes to 2. The sort sequence for a column does not
change if you move it to another location.
Showing the database name Using the Options menu, you can specify
whether to show the database name (field alias) under the column
heading.
To show or hide the database name: • In the toolbar, click (Options)
> Show field alias or Hide field alias. The option toggles between
showing and hiding the database column name under the column heading.
The default option is to hide the field alias.
Displaying rows The footer area for each grid report shows the number
of rows displayed.
To select the number of rows to show: 1. Click the current row option
shown in the footer area at the bottom of the grid. The default setting
is Show all rows. A list of available options opens. 2. Select one of
the following options: • Show all rows (default) - Displays all rows so
that you can scroll continuously through the report without waiting for
the next page to load. •  rows per page - Displays rows in
pages of 50, 100, 500, 1,000, or 10,000, based on the selected setting.
Pagination controls are provided at the bottom of the page to navigate
through the pages.
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Creating a pivot table Unlike a static report, a pivot table provides
an interactive view of your data that lets you look at the same data
from many different perspectives. You can group data into categories,
break down data into years and months, and filter data to include or
exclude categories. You can transform rows into columns and columns into
rows. And, best of all, you don’t need to write formulas or start over
every time you want to organize or summarize the data in a different
way.
To enter pivot mode or return to your last pivot:
• On the toolbar, click (Pivot View).
To exit pivot mode:
• Click (Grid View). Pivots are saved when you exit.
In Pivot mode, you have the following options. • Export the pivot to
a CSV file. • Select rows, columns, and values. • Start over by clearing
the current settings.
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If you click (Settings), you have additional options. You may need to
hide the preview to see them. • Select a layout: Tree, Tabular, or
Tabular with subtotals. • Choose how columns are ordered: Values
descending, Values ascending, Group headers ascending, Group headers
ascending. • Enable drill-down to view data. • Select an option for
displaying aggregates: Total, Average, Minimum, Maximum, Count. Distinct
count. • Change the default column header. • Select options for
formatting numbers and setting color ranges. • Limit the number of rows
and columns. • Display or hide a preview of your selections.
Report Center User Guide © 2024 PrismHR 40  Chapter 4 Working with
views
Chapter 4 Working with views Report Center reports include a
collection of data that is usually presented in a large number of
columns. Typically, you use the same report for many different tasks.
Using views, you can save frequently-used report configurations for a
specific purpose so that you can quickly switch between variations of
the same report based on your current requirements. For example, you can
save a view that filters a different set of data than the default, or
that hides columns that are not needed for a particular situation. Views
can also help to prevent cluttering your Report Center home page with
multiple copies of the same report with only slight variations. Each
report provides a menu of views that you can access. You can create a
private view that is accessible only to you or your administrator can
create views and share them with you. A view can contain anything that
changes the display of the report, including the following parameters: •
Filters (excluding selected clients and data rows) • Columns
hidden/shown • Column order • Sorting • Groups • Summary yes/no •
Aggregates • Column formatting (under Text Format, Number Format, Date
Format in the column header menu)
Notes: • Views apply only to grid reports. Templated, Chart, and Map
reports do not support views. • You cannot include pivots in views. •
You cannot copy or migrate views from one report to another.
Report Center User Guide © 2024 PrismHR 41  Chapter 4 Working with
views
Using the Views menu Depending on your requirements, you can use the
Views menu to configure various types of views. Only administrators can
create views that are shared with multiple users. Non-administrators can
only create private views, which are visible only to the creator and
administrators. You can create as many views as you want, but only a few
are shown as shortcuts in the Views menu at any given time. You can
access the other views by selecting Views > All views. From there you
can apply or edit the other views.
The menu heading (1) shows the currently selected view. Expand it to
show the Switch views area, which provides a maximum of 4 views that act
as shortcuts. The following table describes each type of view.
Number Option Description 2 Current view Shows the name of the
currently selected view with a check mark, if not the Client view or
Your view.
Report Center User Guide © 2024 PrismHR 42  Chapter 4 Working with
views
Number Option Description Shown if not the client or your view. 3
Client view (name) Client views (sometimes called “client default
views”) associate views with clients. They are intended to fill many of
the same needs as Client Parameters in PrismHR payroll reports. Your
administrator may create client views for the client(s) you work with.
Worksite managers see their client view applied by default when they
visit a report for the first time. Shown if there is one for the current
client. 4 Your view Your View enables you to have your own preferred
view for each report. Setting a view as Your View adds it as a shortcut
in the Switch Views area of the Views menu so that it is easy to apply.
This is useful when you frequently use the same view. Shown if the
current user has one. 5 Report default Each report has a Report Default
view. Only administrators can change the Report Default view. Always
shown.
Only administrators can create views that are shared with multiple
users. Non-administrators can only create private views, which are
visible only to the creator and administrators. Client views are shown
as follows: • When a single client is selected in the global client
selector, and the client has a designated client view, the client view
is shown in the menu as Client view (Name). If the name is too long to
fit in the menu, it is truncated. If the selected client does not have a
designated client view, nothing is shown. • When a client view is
selected, the view area shows “View: Client view (name)” with a check
mark next to the name. • When multiple clients are selected, the
following message is shown at the top of the menu “Client view (select a
single client to enable).” Although no client views are shown in the
Views menu, the views are still available to be applied from the All
Views dialog box. • When switching clients, the selected view does not
change, but the client view for the new client becomes available in the
Views menu .
Report Center User Guide © 2024 PrismHR 43  Chapter 4 Working with
views
Saving a view You can save the current report settings as a new
private view using the Save as a new view option on the Views menu. When
saving views, be conscious of the filters you have applied, as they will
be saved with the view. For instance, it is better to save a view with a
relative date of “Pay Date in past 90 days” than with an absolute date
such as “Pay Date: After 1/1/2021” because the relative date continues
to work whenever it is applied. You can change an existing view by
opening the existing view and then selecting Edit view settings from the
Views menu. This opens the Edit View Settings dialog box, which displays
the report parameters that will be saved as part of the view, including
filters, columns, groups, aggregates, and sorting. It also provides a
text box where you enter a name for the view. Following are some best
practices for naming views: • For optimal usability, name views either
based on their purpose (such as Reconciliation or Monthly summary) or
their display characteristics (such as Grouped by Department). • Do not
name views after specific clients for the following reasons: • The same
view may be associated with multiple clients. • Other users may be
confused about whether they’re looking at a view name or a client name.
Names longer than about 50 characters will be truncated in some areas of
the user interface.
Note: Only Report Center administrators can share views.
To save a new view: 1. Open the report. 2. Select one of the
following options: • On the Views menu, select Save as a new view. • On
the toolbar, click (Save) and then select Save as view. The Save As View
dialog box opens.
Report Center User Guide © 2024 PrismHR 44  Chapter 4 Working with
views

In View Name, type a name for the view.
If you want this view to be your preferred view, select Make this
your view.
Click Save.

Saving changes to a view You can change the settings, name, or your
view option for the currently applied view and overwrite the existing
view or save the changes as a new view. The (edited) label indicates
that the currently applied view was changed and needs to be saved. You
can save changes to a view by updating it with the currently applied
settings. The (edited) label indicates that the currently applied view
was changed and needs to be saved.
To change a view: 1. Open the view and make your changes. The
(edited) label indicates that the view was changed and needs to be
saved.

Select one of the following options:

Report Center User Guide © 2024 PrismHR 45  Chapter 4 Working with
views
•   If you want to save your changes to the existing view, on the Views menu, click Save changes.
•   If you want to save your changes as a new view, on the Views menu, click Save as new view and
    type a new name.
The Save As View dialog box opens.

Click Save. The view becomes your selected view.

Listing all views for a report You can see a list of all the views
that you have permission to see.
To list all views for a report: 1. Open the report. 2. On the Views
menu, select All views. The All Views for this Report dialog box
opens.
The list includes your private views and any other views that an
administrator shared with you. You can search for specific views or
filter the list to views that are shared with selected clients. You can
also apply views that do not appear in the Switch Views area of the
Views menu. The following information is shown.
Report Center User Guide © 2024 PrismHR 46  Chapter 4 Working with
views
Column Description View Name The name assigned to the view by the
user who created it.
Your View? Shows a check mark if the view is selected as Your
view.
Sharing For a private view, displays Private. For a shared view,
shows a comma-separated list of user types with access to the view.
Shared with Clients Shows the number of clients whose users can
access the view.
Client Default View For Shows a comma-separated list of the clients
for whom this is the default view.
Apply • Applies the view, using the currently selected client(s). •
Closes the Manage Views dialog box. • Shows the view as selected in the
Selected Views area.
                                      Deletes the view. You can delete only views that you
                                      created. The icon is not available for views that an
                                      administrator shared with you.
Report Center User Guide © 2024 PrismHR 47  Chapter 5 Chart and map
reports
Chapter 5 Chart and map reports This section describes the chart and
map reports.
Monthly Gross Wages report The Monthly Gross Wages Report shows the
total gross wages for a client over a specified date range. The default
is 12 months, filtered by month and year.
Report Center User Guide © 2024 PrismHR 48  Chapter 5 Chart and map
reports
The following procedures use a bar graph as an example but you can
also use them with other types of graphs.
To display a tooltip showing the total gross wages for the selected
month: • Click a bar to display a tooltip that shows the gross
wages.
To drill down to more detail: Double-click a bar, select Drilldown
by, and select an option.
To view data: 1. Double-click a bar and select View data. 2. If
necessary, click (Download) to export the data and select the data
format (CSV, Excel, or PDF) from the list that opens. See Exporting
reports for details. 3. To close the window, click (Close)
Report Center User Guide © 2024 PrismHR 49  Chapter 5 Chart and map
reports
Setting preferences A Chart Preferences toolbar is shown at the
bottom of each report so that you can select options for how the chart
is displayed.
To view a different type of chart: 1. In the Chart Preferences
toolbar, click (Change chart type). 2. Select a type of chart: Column,
Bar, Area, Line, Spline, Area Spline,
To select a different interval for the chart: 1. In the Chart
Preferences toolbar, click (Interval). 2. Select the interval: Year,
Quarter, Quarter of Year, Month, Month of Year, Week, Week of Year, Day,
Day, of Week, Hour, Minute, Second.
To select a field by which to separate the data: 1. In the Chart
Preferences toolbar, click (Change series). 2. Select a field by which
to split the chart. For example, if you select Employee Name, the chart
will show the data for each employee in a separate color.
To specify how to stack the data: • In the Chart Preferences toolbar,
(Change stack). This option appears only when you have a split applied.
• Select a stack option for the data: None, Percent, Normal.
Report Center User Guide © 2024 PrismHR 50  Chapter 5 Chart and map
reports
Worksite Locations report The Worksite Locations report shows a
Location (Google) map and a Location State map. On the Location State
map, the states where clients are located are color coded. The following
options are available for both maps:
To view a map full screen • Click , (Full screen). This expands the
map to take up the full page and hides the other map. To exit from Full
screen display, click (Small).
To zoom in or zoom out • Click + (Zoom in) or - (Zoom out).
Report Center User Guide © 2024 PrismHR 51  Chapter 5 Chart and map
reports
Viewing the Location map The Location (Google) map provides the
standard Google map options.
To show worksite markers: • On the Location map, click (Change marker
type) and select Markers.
The map shows the worksite location markers. The markers for
locations with multiple worksites show the number of worksites. If you
click a multiple worksite marker, the map zooms to display individual
worksite markers. If you click an individual worksite marker, a shortcut
menu provides the following options: • View details opens a window that
shows details about the client. • View map opens street view. You can
also open street view by dragging (Pegman) to a location
on the map.
To set the zoom ratio for the Location map: • Click (Zoom) and move
the slider up or down. This option applies only to the Location map.
Viewing the Location State map The following options are available
for the Location State map.
To view the number of worksites in a particular state: • On the
Location State map, hover over the state. A tooltip displays the number
of worksites in that state.
Report Center User Guide © 2024 PrismHR 52  Chapter 5 Chart and map
reports
To view data about the clients in a selected area: 1. On the Location
State map, click the state and select View data. The following example
shows only a partial report. Many additional columns are available by
scrolling,.

If necessary, click (Download) to export the data to CSV, Excel, or
PDF formats. See Exporting reports for details.
To close the window, click (Close).

To show worksite markers: • Click the state and select View map. The
Location map opens and shows the markers for the selected state.
To view details about a specific client: 1. On the Location State
map, click the state and select View map. The Location map opens showing
the markers. 2. If necessary, click a multiple worksite marker to show
individual worksite markers. 3. Click an individual worksite marker and
select View details.
Report Center User Guide © 2024 PrismHR 53  Chapter 6 Templated
reports
Chapter 6 Templated reports You define the output of templated
reports by entering parameters that produce a standard output. You can
run templated reports for only a single client at a time. Columns and
aggregates are pre- defined. After you generate the report, you can
change the parameters, group the results, or export the results to PDF
format. This topic uses the Gross-To-Net Register as an example of a
templated report. Parameters may vary slightly from one report to
another but some parameters are common to most reports.
To run the Gross-To-Net Register templated report: 1. On the Home
page, open the report. The Set Report Parameters dialog box opens. 2.
Specify the parameters for the report.
 Parameter                            Description
 Client                               The client selected in the global client selector is selected by
                                      default. If multiple clients are selected in the global client selector,
                                      the first one selected in shown. To search for a different client,
                                      expand the Client list and search for a different client. Terminated
                                      clients are shown in italics and followed by a T.
 Payroll or Date Range                To generate the report based on a specific payroll, enter the payroll
                                      number.
                                      To generate the report based on a date range, select the date range
                                      from the popup calendar.
 Field to Use as Employee             Select the field to use as the unique identifier for each employee:
 Unique Identifier
                                      •   The employee ID that is defined in PrismHR
                                      •   The employee number that the worksite manager assigns.
                                      •   The employee clock number defined by the time clock.
Report Center User Guide © 2024 PrismHR 54  Chapter 6 Templated
reports

Click Run Report. The system displays the report and provides a
toolbar that you can use to perform the following functions: • Click
Parameters to change the parameters for the report. The system quickly
reruns the report with the new parameters. • Click Group to create a
group. See Grouping data for details. • Click Detail Sort to select a
sorting option: Employee Name (the default), Employee Unique ID, or
Voucher Number. • Click Export to export the report to PDF format. See
Exporting reports for details. The following example shows part of a
report.

Report Center User Guide © 2024 PrismHR 55  Chapter 7 Exporting
reports
Chapter 7 Exporting reports Report Center provides many options for
exporting the data in your reports. • You can export grid reports,
including those in Summary only view, to CSV, PDF, or Excel formats. In
Pivot view, you can export to CSV only. • You can export chart reports
to PNG, HTML, JPEG, or PDF formats. • The export options for custom
reports depend on the type of system report on which they are based. •
You can export templated reports to PDF format. • When you select View
data in charts or maps, you can export that data to CSV, Excel, and PDF
formats You also have various options for formatting the exported
report. The formatting options that are available depend on the report
type: • When exporting to CSV or PDF, the Apply formatting option is
available to apply the configured type formatting options from the grid.
When this option is selected, certain number options can cause numbers
to appear as strings. When cleared, dates are strings in ISO-8601
standard format (for example, 2014-05-17T17:00:00.000Z). • When
exporting to Excel, the Format dates for recognition in Excel option is
available. When this option is selected, the system ignores grid
formatting and attempts to format dates so that Excel recognizes them
(values are in UTC format). When the option is cleared, dates are
strings formatted as they appear in the grid.
Note: Although the data exported has security restrictions, the file
itself does not. Depending on where you choose to store the exported
files, exporting data may result in the creation of additional temporary
and permanent files on your computer. If the exported files contain
sensitive data, people may be able to see and access exported reports
and data that they don’t have access to in Report Center. Contact your
system administrator with any questions regarding the proper
safeguarding of sensitive information.
Report Center User Guide © 2024 PrismHR 56  Chapter 7 Exporting
reports
Exporting grid reports You can export grid reports (including those
in Summary only view) to CSV, Excel, or PDF format. In Pivot view, you
can export to CSV only.
To export a grid report:

Open the report and click (Export) in the toolbar.
Select the output format. • If necessary, change the file name that
the system supplies. • If you select CSV or PDF, specify whether to
apply formatting. • If you select Excel, specify whether to format dates
for recognition in Excel, and enter the worksheet name.
Click EXPORT. The system converts the report and saves it in your
Downloads folder (or you may be prompted for the download location). You
can click CANCEL to cancel the export.

Exporting grid reports with groups and aggregates You have the
following options for exporting grid reports that include groups and
aggregates: • If the report contains no groups, the system exports
detail data. • If the report contains groups and aggregates, the system
exports it with all groups expanded and shows the aggregate type stacked
under each group. • If the report is in Summary only view and it
contains groups and aggregates, the system exports summary data only and
shows each aggregate in its own column. See Viewing summary data.
Exporting chart reports You can export charts to PNG, HTML, JPEG, and
SVG formats. When you select View data in charts, you can export that
data to CSV, Excel, and PDF formats.
To export a chart report:

Open the report and click (Export) in the toolbar.
Select the output format. The system converts the report and saves
it in your Downloads folder (or you may be prompted for the download
location).

Report Center User Guide © 2024 PrismHR 57  Chapter 7 Exporting
reports
Exporting data in chart or map reports When you select View data in
charts or maps, you can export that data to CSV, Excel, and PDF
formats.
To export the data in a chart or map report:

Double-click a bar (or other data point) in the chart and click
(Export).
Select the output format. • If necessary, change the file name that
the system supplies. • If you select CSV or PDF, specify whether to
apply formatting. • If you select Excel, specify whether to format dates
for recognition in Excel, and enter the worksheet name.
Click EXPORT. The system converts the report and saves it in your
Downloads folder (or you may be prompted for the download location). You
can click CANCEL to cancel the export or RUN IN BACKGROUND to run it in
background mode.

Exporting custom reports You can export a custom grid, map, or chart
report to PDF, XLS, or CSV format. The available formats depend on
whether it is based on a grid, chart, or map report.
To export a custom report:

Open the report and click (Export) in the toolbar.
Select the output format. The system converts the report and saves
it in your Downloads folder (or you may be prompted for the download
location).

Exporting templated reports You can export a templated report to PDF
format.
To export a templated report:

Open the report and click (Export) in the toolbar.
Select the output format. The system converts the report and saves
it in your Downloads folder (or you may be prompted for the download
location).

Report Center User Guide © 2024 PrismHR 58  Chapter 7 Exporting
reports
Examples The following example shows part of a report with groups and
aggregates that was exported to Excel with Summary only enabled.
Report Center User Guide © 2024 PrismHR 59  Chapter 7 Exporting
reports
The following example shows part of a report that was exported to PDF
with Summary only disabled. Aggregate subtotals are stacked under each
group.
Report Center User Guide © 2024 PrismHR 60  Chapter 8 Resetting
reports to defaults
Chapter 8 Resetting reports to defaults Administrators, service
providers, and managers can reset reports to their default settings.
When a report returns an error such as “Access to this page is
restricted”, resetting the user settings for the report can restore the
default view. Saved views are still preserved when restoring a report to
the default settings.
To restore a report to the default settings: • In the Profile
dropdown menu, click Reset report to defaults. The Reset Report to
Defaults dialogue box displays.
• In the Select Report dropdown menu, select a report to reset. •
Click Reset Selected Report to restore the report to default
settings.
Report Center User Guide © 2024 PrismHR 61  Chapter 9
Parameter-Driven Reports
Chapter 9 Parameter-Driven Reports You define parameters for
parameter-driven reports at the time the report is run. These settings
can be changed each time the parameter-driven report is generated to
show point-in-time information. Parameter-driven reports are identified
by the ( ) icon.
Enter criteria for the report parameters and click Run Report to
generate the report using the selected settings. After the report is
complete, the other report icons become available. Once generated, these
reports populate the traditional grid format and can be managed just
like a normal report. Data from the last report is saved and available
when the report is reopened. To update the report with the most recent
data, refresh the report or re-run it.
Note: Select Run in background to minimize the report and continue
working in Report Center. A progress wheel indicates the progress of the
report running in the background, and a notification appears when the
report is complete.
Report Center User Guide © 2024 PrismHR 62