PrismHR Help · Public documentation for Microsoft 365 Copilot
Official PrismHR user-guide PDFs extracted to text. These overlap the HTML help topics but are the compiled manuals.
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Ben-Admin.pdfBenefits Administration User Guide
Setup and administration of benefits 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 Benefits Administration User Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 17 Chapter 1 Setting Up Group Benefit Plans 18 Defining Types of Group Benefit Plans 18 Maintaining Group Benefit Plans 20 Actions 20 Establishing Basic Parameters for Group Benefit Plans 20 Insurance class panels 25 Maintaining Billing for Group Benefit Plans 25 Configuring Plan Provisions 28 Configuring Other Parameters 30 Maintaining Plan Networks 33 Configuring Online Enrollment 34 Listing States Where a Plan is Offered 36 Maintaining Coverage Amounts 37 Specifying the Age Reduction Schedule 38 Defining Guaranteed Issue Limits 39 Configuring Age Parameters 40 Associating Plan Types with a Plan 43 Setting Additional Options 44 Setting Paycheck & Taxes 45 Maintaining Carrier Codes 46 Configuring Reporting Options 47 Storing an Employee’s Benefits Per Hour 48
Benefits Administration User Guide © 2026 PrismHR 3 Table of Contents
Activating Pending Enrollments 48
Creating Benefit Rule Templates 50
Importing Benefit Rules 52
Creating the Benefit Rules Import File 52
Importing the Benefit Rules File 56
Setting Up Wellness Benefit Plans 56
Defining a Wellness Banded Benefit Plan 56
Entering Billing Rates 57
Entering Premium Rates 57
Changing the Wellness Status for Multiple Employees 57
Changing an Employee's Wellness Status 59
Viewing an Employee's Wellness Status History 60
Setting Premium Rates 60
Setting Health Plan Premium Rates 61
Setting Premium Rates Based on Network 63
Setting Premium Rates Based on Rate Group 65
Setting Premium Rates Based on Rate Group and Network 67
Setting Other Type Plan Rates 68
Setting Life Insurance Premium Rates 69
Setting Disability Insurance Premium Rates 71
Setting Disability Insurance Rates by Salary 72
Setting Disability Insurance Extended Precision Premium Rates 73
Setting Billing/Premium Rates for Bond Insurance/EPLI 74
Setting Family Rated Plan Premium Rates 76
Setting Family Rated Plan Premium Rates by Network 77
Setting Family Rated Plan Premium Rates by Rate Group 78
Setting Family Rated Plan Premium Rates by Rate Groups and Network 79
Copying Rates from Another Plan Type 80Benefits Administration User Guide © 2026 PrismHR 4 Table of Contents
Setting Insurance Billing Rates 81
Setting Health Plan Billing Rates by Rate Group 81
Setting Health Plan Billing Rates by Rate Group and Age 83
Setting Health Plan Billing Rates by Network 86
Setting Health Plan Billing Rates by Network and Age 88
Setting Health Plan Billing Rates by Rate Group and Network 90
Setting Billing Rates by Rate Group, Network, and Age 92
Setting Life Insurance Billing Rates 94
Setting Disability Insurance Billing Rates 96
Setting Disability Insurance Billing Rates by Salary 98
Setting Disability Insurance Extended Precision Billing Rates 99
Setting Bond/EPLI Insurance Billing Rates 101
Setting Other Type Billing Rates 102
Setting Family Rated Plan Billing Rates 103
Setting Family Rated Plan Billing Rates by Network 105
Setting Family Rated Plan Billing Rates by Rate Group and Network 106
Establishing Basic Parameters for Group Benefit Plans 108
Insurance class panels 113
Changing Benefit Groups for Multiple Employees 113
Brokers 114
Viewing Clients Assigned to a Benefit Plan 115
Copying a Benefit Plan 117
Maintaining Enrollment Details 117
Accessing Plan Enrollment Details 117
Defining Gap Coverage in Gap Plans 118
Defining Gap Coverage in Medical Plans 118
Enabling Beneficiary Information 119
Setting Dependencies in ADD and GTL Plans 119Benefits Administration User Guide © 2026 PrismHR 5 Table of Contents
Setting Dependencies in Disability Plans 119
Required Documentation Rulesets 120
Setting Benefit Network Locations 121
Updating ZIP Codes 121
Setting Up Eligible ZIP Codes 122
Updating ZIP Codes 122
Importing Network ZIP Codes 122
Updating ZIP Codes 123
Changing Benefit Plans for Multiple Employees 123Chapter 2 Setting Up Retirement Plans 126 Setting Up and Maintaining Retirement Plans 126 Setting Up Basic Information for a Retirement Plan 127 Using the Deemed ROTH Field 128 Setting Up Eligibility Requirements 130 Setting Up Plan Year Deferral Limits 130 Setting Up Deductions and Bill Codes Overrides 132 Setting Up Corporate Accounts 134 Establishing Retirement Plan Parameters 134 Chapter 3 HSA, FSA, and Section 125 Benefit Plans 136 Setting Up FSA Account Types and Year Limits 136 Setting Account Types 136 Setting the Plan Year Limit 138 Setting Up Section 125 Benefit Plans 139 Setting Parameters for a Section 125 Benefit Plan 139 Maintaining Flexible Spending Accounts 139 Setting Up Section 125 Plan Years 140 Defining Section 125 Plan Year Information 140 Defining Plan Year Reporting Periods 140
Benefits Administration User Guide © 2026 PrismHR 6 Table of Contents
Setting Up HSA Plans 141
Maintaining the HSA Plan ID 141
Establishing Flexible Spending Accounts 142
Setting Up HSA Plan Years 142
Flexible Spending Account Activity Statement Report 143
Flexible Spending Account Statement Message 144Chapter 4 Configuring the Client-Level Setup 145 Setting Up a Benefit Plan 145 Establishing Basic Information 145 Establishing Rate Information 150 Setting Up Fringe Benefit Pay Codes 155 Defining Risk Factors 156 Applying the Hawaii 1.5% Rule 157 Defining Participation Requirements at the Client Level 158 Establishing Eligibility Criteria 158 Specifying Whether to Include Pay Codes 161 Defining the HSA Contribution Amount and Frequency 162 Applying the Billing Wash Rule 164 New Hire Employees 165 Terminated Employees 165 Creating Group Benefit Auto Enrollment (Global) 166 Benefit Summary Statement Setup 167 Benefit Summary Statement 169 Setting Default Parameters for Client Benefit Plans 171 Setting up Benefit Plan Defaults 176 Using a Default Benefit Plan Template 178 Viewing Employees Assigned to a Benefit Plan 178 Maintaining Benefit Eligibility Groups 179
Benefits Administration User Guide © 2026 PrismHR 7 Table of Contents
Using the Actions Menu 181
Using the Employees Assigned To form 181
Establishing Eligibility by Benefit Group 181
Setting Up Employee Enrollment Conditions 183
Creating Benefit Rules 183
Setting Contribution Rules 190
Setting Rules for Medical, Dental, and Vision Plans 190
Setting Rules for Life, Disability, Bond/ELPI, or Other Benefit Plans 192
Setting Coverage Rules 193
Define Life Insurance Coverage Rules 193
Defining Disability Coverage Rules 194
Establishing Eligibility Rules 195
Calculating Life Insurance Coverage for Commissioned Employees 196
Copying a Rule to Another Benefit Group 197
Building the Benefit Rules XML Download 197
Benefit Utilities 198
Using the Manage Orphaned Benefit Records Utility 198
Using the SH2 Auto Enroll Utility 200
Using the Unarchive Enrollments Utility 202
Using the Auto Escalation Utility 203
Establishing Retirement Match Rules 205
Defining the Match Rules 205
Defining Basic Information About Match Rules 205
Defining the Maximum Matching Contribution 206
Setting Traditional Match Rules 206
Setting Layered Match Rules 207
Setting Other Match Rules 207
Displaying the Client Benefits Overview 208Benefits Administration User Guide © 2026 PrismHR 8 Table of Contents
Viewing the Benefit Plan Setup 209
Viewing Benefit Rules 209
Benefit Medical Rates Report 209
Setting Up Client Benefits 210
Establishing Employer Group Benefit Parameters 210
Selecting a Retirement Plan 212
Setting Up ACA Reporting 213
Setting Up Workers’ Compensation Insurance 213
Maintaining Enrollment Eligibility Criteria 214
Establishing Client Ownership 215
Creating Group Benefit Enrollments (Client) 215Chapter 5 Enrolling Employees in Benefit Plans 217 Manually Enrolling an Employee in a Benefit Plan 217 Maintaining Basic Enrollment Information 217 Establishing Coverage Details 221 Specifying Beneficiaries 225 Tracking Covered Dependents 225 Establishing Outstanding Billing 226 Establishing Billing History 227 Specifying Whether a Rate Guaranty Applies 228 Displaying Group-Term-Life Taxable Earnings 228 Displaying Employee Benefit History 229 Displaying an Employee’s Benefit Plans 230 Generate / Print COBRA Payment Coupons 234 Overriding a Client’s Eligibility Rules 234 Defining Cafeteria Plan Contributions 239 Displaying Enrollment History 240 Displaying Changes to a Benefit Plan 240
Benefits Administration User Guide © 2026 PrismHR 9 Table of Contents
Enrolling a COBRA Participant 240
Defining Coverage Details 241
Maintaining COBRA Participant Enrollment 241
Terminating COBRA Dependent Coverage 241
How Dates Are Determined When Terminating Dependent Coverage 245
Generate / Post COBRA Invoices 246
Generate / Print Election Notices 248
Printing COBRA General Notices 249
Resetting COBRA General Notices 250
Maintaining COBRA Participant Records 251
COBRA Participant Record 251
Billing History 253
COBRA Dates 254
COBRA Benefits 256
COBRA Dependent Participant Questions 258
COBRA Participant History Record 258
Purge COBRA Enrollees 259
Changing an Employee's Benefit Billing Record 260
New Benefit Adjustment 262
Edit an Existing Benefit Adjustment 266
Displaying Employee Benefit Premium Amounts 267Chapter 6 Importing Benefits 269 Setting Up the Data File 269 lrImporting Benefit Rates 269 Imports in Progress 270 Past Imports 272 Benefit Rates Import Setup & File Import 274 Using the New Import button 275
Benefits Administration User Guide © 2026 PrismHR 10 Table of Contents
What is the import template builder? 277
Obtaining, Editing, and Uploading the Billing Rates Template 278
Billing Rates Age Banded 282
Billing Rates Composite Rates 285
Billing Rates Gender Banded 287
Billing Rates Gender/Spouse Banded 290
Billing Rates Tobacco Rates 293
Billing Rates Vary By Network BOTH 295
Billing Rates Vary by Network 298
Billing Rates Wellness Rates 301
Premium Rates Age Banded 303
Premium Rates Composite Rates 306
Premium Rates Gender Banded 308
Premium Rates Gender/Spouse Banded 310
Premium Rates Rate Groups 313
Premium Rates Tobacco Rates 316
Premium Rates Vary by Network 319
Premium Rates Wellness Rates 322
Importing Employee Dependents 325
Required Fields Validation 327
Setting Benefit Import Parameters 328
Translation Tables 332
Importing Benefit Enrollments 333
Importing Benefit Adjustments 335
Importing Employee Dependents 337
Required Fields Validation 339
Importing Company Benefits 340
Creating the Company Benefits Import File 340Benefits Administration User Guide © 2026 PrismHR 11 Table of Contents
Importing Company Benefit Information 347
Client Benefit Plan Import Fields 347
Importing Benefit Rules 348
Benefit Rules Import Fields 349
Importing Offer Types 350
Importing Plan Comparison Data 351Chapter 7 Enrolling Employees in Retirement Plans 353 Retirement Plan Enrollment 353 Setting General Retirement Plan Enrollment Information 353 Defining Financial Details for Retirement Plan Enrollment 355 Establishing Election Details 355 Including and Excluding Pay Codes for Retirement Plan Enrollment 358 Defining Extra Contributions for Retirement Plan Enrollment 359 Defining Override and Deferral Limits for Retirement Plan Enrollment 360 Adding or Editing Employee Retirement Loans 360 Creating or Editing Retirement Register Adjustments 361 Changing Benefit Plans for Multiple Employees 362 Performing Bulk Changes to Retirement Plans 363 Changing an Employee’s Retirement Plan 364 Displaying Employee Retirement Plan Totals 366 Maintaining Employee Retirement Loans 367 Retirement Plan Termination 370 Step One: Terminate a Retirement Plan 370 Step Two: Mark Employee Retirement Enrollments Inactive 370 Chapter 8 Enrolling Employees in Flexible Spending Accounts 371 Enrolling Employees in Flexible Spending Accounts 371 Entering Employee Elections 372 Setting Up Override Calculations 373
Benefits Administration User Guide © 2026 PrismHR 12 Table of Contents
Defining Whether Account Balances Carry Forward 374
Viewing FSA Activity 374
Defining the Company Match 375
Employee Flexible Spending Accounts Inquiry 375
Entering an FSA Reimbursement 376Chapter 9 Using Benefit Billing Options 378 Benefit Billing Scenarios 378 Setting Up the Bill Code 379 Setting Up the Client Rebate Bill Code 380 Chapter 10 Using the Hawaii 1.5% Rule 381 Requirements 381 Calculation 381 Deduction Periods for Vacation Pay Vouchers 382 Setting Up Override Rates for Hawaii TDI Tax 382 Setting Up Deduction Start Dates 384 Changing Deduction Start Dates and Benefit Adjustments 384 Chapter 11 Setting Up Composite Medical, Dental, and Vision Benefit Plans 386 Settings in Group Benefit Plans 386 General Settings in Group Benefit Plans 386 Setting Up Web Enrollment Parameters 387 Setting Up Plan Types 387 Setting Up Premium Rates 388 Setting Up Billing Rates 388 Optional Settings 389 Settings in Group Benefit Plans Panel 389 Settings in Other Processing Parameters Panel 390 PCP Information Setting in the Web Enrollment Parameters Panel 391 Settings in States Offered In Panel 391
Benefits Administration User Guide © 2026 PrismHR 13 Table of Contents
Setting Up Eligible ZIP Codes 391Chapter 12 Setting Up Family Rated Medical, Dental, and Vision Benefit Plans 393 Settings in Group Benefit Plans 393 General Settings in Group Benefit Plans 393 Setting Up Other Processing Parameters for Family Rated Plans 394 Setting Up Web Enrollment Parameters 394 Setting Up Plan Types 394 Setting Up Premium Rates for Family Rated Plans 395 Setting Up Billing Rates for Family Rated Plans 396 Optional Settings 397 Settings in Group Benefit Plans Panel 397 Settings in Other Processing Parameters Panel 397 PCP Information Setting in the Web Enrollment Parameters Panel 399 Settings in States Offered In Panel 399 Setting Up Eligible ZIP Codes 399 Chapter 13 Setting Up Network Banded Medical, Dental, and Vision Benefit Plans 400 Settings in Group Benefit Plans 400 General Settings in Group Benefit Plans 400 Setting Up Other Processing Parameters for Network Banded Plans 401 Setting Up Web Enrollment Parameters 401 Setting Up Plan Types 402 Setting Up Plan Networks 402 Setting Up Benefit Network Locations 402 Required ZIP Code Validation 402 Network Zip Codes 403 Network ZIP Codes Import 403 Setting Up Premium Rates for Network Banded Plans 404 Setting Up Billing Rates for Network Banded Plans 405
Benefits Administration User Guide © 2026 PrismHR 14 Table of Contents
Optional Settings 405
Settings in Group Benefit Plans Panel 406
Settings in Other Processing Parameters Panel 406
PCP Information Setting in the Web Enrollment Parameters Panel 407
Settings in States Offered In Panel 408Chapter 14 Setting Up Age Banded Medical, Dental, and Vision Benefit Plans 409 Settings in Group Benefit Plans 409 General Settings in Group Benefit Plans 409 Setting Up Other Processing Parameters for Age Banded Plans 410 Setting Up Web Enrollment Parameters 410 Setting Up Plan Types 411 Setting Up Premium Rates for Age Banded Plans 411 Setting Up Billing Rates for Age Banded Plans 412 Optional Settings 413 Settings in Group Benefit Plans Panel 413 Settings in Other Processing Parameters Panel 413 PCP Information Setting in the Web Enrollment Parameters Panel 415 Settings in States Offered In Panel 415 Setting Up Eligible ZIP Codes 415 Chapter 15 Setting Up Gender Banded Medical, Dental, and Vision Benefit Plans 416 Settings in Group Benefit Plans 416 General Settings in Group Benefit Plans 416 Setting Up Other Processing Parameters for Gender Banded Plans 417 Setting Up Web Enrollment Parameters 417 Setting Up Plan Types 417 Setting Up Premium Rates for Gender Banded Plans 418 Setting Up Billing Rates for Gender Banded Plans 419 Optional Settings 420
Benefits Administration User Guide © 2026 PrismHR 15 Table of Contents
Settings in Group Benefit Plans Panel 420
Settings in Other Processing Parameters Panel 420
PCP Information Setting in the Web Enrollment Parameters Panel 422
Settings in States Offered In Panel 422
Setting Up Eligible ZIP Codes 422Chapter 16 Setting Up Tobacco Banded Medical, Dental, and Vision Benefit Plans 423 Settings in Group Benefit Plans 423 General Settings in Group Benefit Plans 423 Setting Up Other Processing Parameters for Tobacco Banded Plans 424 Setting Up Web Enrollment Parameters 424 Setting Up Plan Types 424 Setting Up Premium Rates for Tobacco Banded Plans 425 Setting Up Billing Rates for Tobacco Banded Plans 426 Optional Settings 426 Settings in Group Benefit Plans Panel 427 Settings in Other Processing Parameters Panel 427 PCP Information Setting in the Web Enrollment Parameters Panel 428 Settings in States Offered In Panel 428 Setting Up Eligible ZIP Codes 428
Benefits Administration User Guide © 2026 PrismHR 16 Benefits Administration User Guide
Intended Audience This guide is intended for users involved in benefits administration. Unless you have permission to access system-level features, you cannot set up global benefit plans. Before using this guide, you must set up all files, preferences, and information required for system and client administration. This guide assumes that you have some background knowledge of benefits administration and processing.
Benefits Administration User Guide © 2026 PrismHR 17 Chapter 1 Setting Up Group Benefit Plans
Chapter 1 Setting Up Group Benefit Plans When you set up benefit plans, you create sets of benefits for groups or categories of employees. In general, a group benefit plan contains: • States that offer the plan • Covered plan types (also called tiers) • Premium rates • Billing rates Before you define the benefit plans, you must define the group benefit plan types. You set up group benefit plans at the system level, but you can also administer them at the client level.
Defining Types of Group Benefit Plans Group benefit plans can cover more than one employee coverage situation. For example, an organization can use a benefit plan for single employees, employees who have one child, or employees with large families. Each situation is defined by a group benefit plan type (also called a tier). Each group benefit plan specifies the plan types it covers.
Before defining group benefit plans: l Use the Group Benefit Plan Types form to define the types of group benefit plans.
To define group benefit plan types: 1. Open the Group Benefit Plan Types form.
Use this option To define this
Type Code The code representing the benefit plan type (for example, ES).
You cannot enter a zero in the Type Code field on the Group
Benefit Plan Types form. If you do, you will get an error
message: Invalid Type Code. Click OK. The zero will be removed
from the Type Code field.Benefits Administration User Guide © 2026 PrismHR 18 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Type Description The description of the type code (for example, Employee +
Spouse).
Type Description (Spanish) The description of the type code in Spanish.
TPA Type Code The third-party type code that corresponds to the billing rate.
• Single
• Couple
• 1 Parent + 1 Child
• Parent + more than one child
• Family
Coverage Class The class that describes the insurance coverage.
• Single (employee) coverage
• Dual (employee + 1) coverage
• Family (employee + 2 or more) coverage
Cover Spouse Whether the plan can cover a spouse.
• Yes, Can Cover Spouse
• No, Cannot Cover Spouse
• Only Can Cover Spouse
Dependent Min/Max Type Whether the plan can cover the employee’s dependents.
• Regular Dependent
• Domestic Partner Children
• Both
Minimum Dependents The minimum number of dependents to include.
Maximum Dependents The maximum number of dependents to include.
Spouse Required Whether a spouse is required.
Domestic Partner Required Whether a domestic partner is required.To delete a group benefit plan type: Click Delete to delete the selected Type Code.
Benefits Administration User Guide © 2026 PrismHR 19 Chapter 1 Setting Up Group Benefit Plans
Note: If an existing Type Code is tied to any of the following, then you cannot delete it. The system displays an error message: There are records associated with (Plan Type). Code cannot be deleted:
l The Type Code field under the Plan Types section on the Group Benefit Plans form.
l An Effective Date field set up for the Plan Type on the Billing Rates or Premium Rates forms.
l The Plan Type field under the Contribution Rules section on the Benefit Rules form.
l The Plan type field under the Coverage Details section on the Employee Benefits Enrollment form.Maintaining Group Benefit Plans Use the Group Benefit Plans form to create and maintain group benefit insurance plans.
Actions You can access benefit-related features and settings using the Actions menu : • Audit • Benefits Enrollment Plan Detail: Refer to Benefits Enrollment User Guide • Billing Rates • Clients Assigned To • Copy Benefit Plan • Eligible ZIP Codes • Enrollment Details • Network ZIP Codes: see Setting Benefit Network Locations on page 121 • Payees (refer to the payroll user guides) • Premium Rates
Establishing Basic Parameters for Group Benefit Plans To establish the basic parameters of a group benefit plan, use the Group Benefit Plans panel.
To establish the basic parameters: 1. Open the Group Benefit Plans panel and complete the following:
Use this To define this option Benefit Plan ID A short description of a new or existing benefit plan Plan A more detailed description of the benefit plan. Description
Benefits Administration User Guide © 2026 PrismHR 20 Chapter 1 Setting Up Group Benefit Plans
Plan The plan description in Spanish. Description (Spanish) Insurance The type of coverage the plan provides (for example, Medical, Dental, Vision, Life Class Insurance, Long-Term Disability). This setting determines which panels open, what fields are available, and the calculation method the system uses to derive the premium for the benefit plan. See Insurance class panels on page 25. Payee ID The ID of the benefits provider that receives the deducted amounts. If you need to define a new payee for this benefit provider, open the Actions menu and select Payees. Auto Enroll Whether the employee can waive the benefit during an enrollment. (PrismHR Benefits Enrollment only.) This option must be used with other settings in the system. For more information, see “Setting Up Waive Options” in the Benefits Enrollment User Guide. Auto Enroll One of the following options: • No: The employee has the option to waive coverage in the benefit plan. • Yes: The employee automatically enrolls in the benefit plan and does not have the option to waive coverage. • Company Decision: The system determines the employee waive option based upon settings at the client level. COBRA Whether the benefit plan can be elected for COBRA coverage. Electable 3rd Party Enable this field to allow plans to be flagged when COBRA administration is COBRA handled by third party. State Specify a U.S. state or territory for state continuation of coverage or mini-COBRA Continuation offerings within the Benefit Plan. In PrismHR, this field is for informational purposes only. Marketplace partners retrieve this data from the PrismHR API and use it for state continuation or mini-COBRA offerings through their services.
Note: If you set a state in the State Continuation field, we recommend also
checking the COBRA Electable option located directly above the State
Continuation field. This ensures coordination with federal continuation, where
applicable.Carrier Set this option if the service provider is responsible for updating carrier eligibility Eligibility information such as enrollments, terms, coverage modifications, or other changes Management which may affect carrier eligibility. Once you flag the plans, you can use this information to create a report in Report Center showing a list of plans where the Carrier Eligibility Management option is set.
Benefits Administration User Guide © 2026 PrismHR 21 Chapter 1 Setting Up Group Benefit Plans
High Whether the benefit plan has a high deductible that may entitle the employee to Deductible participate in a health savings account (HSA). Plan Single Whether the benefit plan is employee-only. When this option is selected, the Coverage employee contribution must be defined as a percentage of the employee’s Gross Wages earnings when the employee contribution rules are set up in the Benefit Rules % form. This option must be enabled in System Parameters with the custom feature code SHOWSINGLEGROSSWAGE. Allow Gross Select this option to set the Percent of Gross Wages as the employee contribution Wage % towards a medical plan (employee premium only). Selecting this option displays a Contribution grid where you can enter an Effective Date and a Percent of Gross Wages, which Method is used as a default setting.
Note: To select the Allow Gross Wage % Contribution Method option you must
deselect the following options:
• Single Coverage Gross Wage %
• Do NOT Include In ACA Reporting
Additionally, you can select this option only if the Cost Basis field is set to either
Monthly, Quarterly, or Yearly.PEO Master Whether the Group Benefit Plan is one of the PEO’s Master Benefit Plans. Plan Client Whether the benefit plan is client-sponsored. Sponsored Rate Groups Whether premium rates are maintained separately for each rate group. For Premium Rates Offer Type Select the offer type that classifies the benefit plan. This ensures that the plan displays in the correct form in enrollment workflows. (PrismHR Benefits Enrollment only.) The Offer Type field only displays the list of compatible options based on the selection made for the Insurance Class field on this form. When you select an offer type other than Voluntary, the Insurance Class field is automatically assigned to the corresponding insurance class without any manual intervention.
Note: Offer Type is now a required field. The system displays a warning in the
following situations:Benefits Administration User Guide © 2026 PrismHR 22 Chapter 1 Setting Up Group Benefit Plans
• you enter a Benefit Plan ID with a blank Offer Type on the Group Benefit Plans
form
• you enter a Plan ID with a blank Offer Type on the Benefit Plan Setup form
Use the Offer Types Import Template in the Data Import Tool to update the Offer
Types field for existing Benefit Plan IDs on the Group Benefit Plans form.
There are seven insurance classes that you can assign to a Group Benefit Plan:
Insurance Class: Medical
• Medical (MED)
• Accident Benefits (ACC)
• Cancer Benefits (CAN)
• Critical Illness (CRI)
• Domestic Partner Medical (MDP)
• Gap Insurance (GAP)
• Identity Theft (IDT)
• Telehealth (TEL)
• Voluntary Benefits (VOL)
• Voluntary Hospitalization (HOS)
Insurance Class: Dental
• Dental (DEN)
• Domestic Partner Dental (DDP)
• Voluntary Benefits (VOL)
Insurance Class: Vision
• Vision (VIS)
• Domestic Partner Vision (VDP)
• Voluntary Benefits (VOL)
Insurance Class: Life Insurance
• Accidental Death and Dismemberment (ADD)
• Basic Life Extra (BLX)
• Critical Illness as Life (CRL)
• Group Term Life (GTL)
• Life Insurance - Basic (LIF)
• Life Insurance - Basic - Child Only (LIC)Benefits Administration User Guide © 2026 PrismHR 23 Chapter 1 Setting Up Group Benefit Plans
• Life Insurance - Basic - Spouse Only (LIS)
• Whole Life (WLI)
Insurance Class: Short-Term Disability
• Additional STD (SDA)
• Short Term Disability (STD)
• Voluntary Benefits (VOL)
Insurance Class: Long-Term Disability
• Additional LTD (LDA)
• Long Term Disability (LTD)
• Voluntary Benefits (VOL)
Insurance Class: Other
• Ancillary (ANC)
• Legal (LGL)
• Pet Benefits (PET)
• Voluntary Benefits (VOL)
Insurance Class: Bond
• Bond (BOND)
Note: When no Insurance Class is available, the Offer Type field displays --Select
One-- as the only option.
If an existing Offer Type in PrismHR is not compatible with the selected Insurance
Class, the system displays (Not Valid) next to the Offer Type name.EDI File Whether to include the group benefit plan in the EDI file feed.
Note: The system only uses this field for reporting and tracking purposes.Do Not Allow Informs the clients whether the plans are client-paid while setting up benefit rules. EE Contribution When you select this option, the system checks whether the plan is currently assigned to any clients. If so, the system displays a warning message asking whether you want to review the list of associated clients. Click Yes to open the Clients Assigned To form.
Note: When you select this option, a warning displays if the following
validations are not met for the Benefit Rules form:
• Under the Contribution Rules section, the Contribution Method field is
set to Percentage as the only valid option.Benefits Administration User Guide © 2026 PrismHR 24 Chapter 1 Setting Up Group Benefit Plans
• If the Contribution rule amounts made by Company or Employee field is
set to Employee, then the Contribution Amount and DEP Contribution
Amount field values must be 0.
• If the Contribution rule amounts made by Company or Employee field is
set to Company, then the Contribution Amount and DEP Contribution
Amount field values must be 100.
Similarly, on the Benefit Rules Import form, the above mentioned validation is
reviewed. If you select the Do Not Allow EE Contribution option, then the system
checks the import file data to ensure a valid setup is entered.Termination The date when plan coverage ends. After this date, no one can enroll in the plan. Date
Insurance class panels Different panels display based on the selected Insurance Class. Refer to the relevant panel descriptions for the plan you are editing. • Configuring Other Parameters (page 30) • Listing States Where a Plan is Offered (page 36) • Maintaining Plan Networks (page 33) • Configuring Online Enrollment (page 34) • Maintaining Coverage Amounts (page 37) • Defining Guaranteed Issue Limits (page 39) • Associating Plan Types with a Plan (page 43) • Setting Additional Options (page 44) • Setting Paycheck & Taxes (page 45) • Maintaining Carrier Codes (page 46) • Configuring Reporting Options (page 47)
Maintaining Billing for Group Benefit Plans Use the Billing panel to maintain billing settings for a group benefit plan.
To maintain billing: 1. In the Billing panel, complete the following:
Use this option To define this
Benefits Administration User Guide © 2026 PrismHR 25 Chapter 1 Setting Up Group Benefit Plans
Section 125 Eligible Whether the benefit is eligible for flexible spending plans.
Deduction/Bill Code The Deduction and Bill Code is displayed in a tabular format that represents the billing or deduction this benefit plan uses. This table has the following rows: • Deduction Code: Prepay benefit account numbers. If your organization does not require these prepay account numbers, these options do not display. • Deduction Code PrePay • 125 Deduction Code: This only displays if the Section 125 Eligible option is selected. • 125 Deduction Code PrePay: This option displays only if the Section 125 Eligible option is selected. • Bill Code: Represents the billing this benefit plan uses. This setting controls the accounting and invoicing to the client for this benefit. • PrePay Bill Code The table has the following columns for each of the Deduction or Bill Codes: • Code • Description • Deduction Type • Rebate Bill Code Please note the following validations with regard to the display of different deduction and bill codes: • On the System Parameters form, under the Global Accounting section, for the Require Prepay Benefit Account No. field, if you select Yes or Setup from the drop-down lists displayed then the table displays a row for each of the following Deduction/Bill Code options: • Deduction Code • Deduction Code Prepay • 125 Deduction Code • 125 Deduction Code Prepay • Bill Code • Prepay Bill Code
Benefits Administration User Guide © 2026 PrismHR 26 Chapter 1 Setting Up Group Benefit Plans
• On the System Parameters form, under the Global
Accounting section, for the Require Prepay Benefit Account
No. field, if you select No from the drop-down then the table
displays a row for each of the following Deduction/Bill Code
options:
• Deduction Code
• 125 Deduction Code
• Bill Code
Note: If you do not enter or select a Benefit Plan ID, then
clicking any of the deduction or bill codes hyperlink in the table
will display an error message: Benefit Plan ID is mandatory.Use Deductions Bill Code Whether to bill using the deduction’s bill code. This field is only displayed if the Bill Code has a value in the Deduction/Bill Code table. Debit Account The account to expense for this benefit plan. Credit Account The account that this benefit plan credits with the deduction amount. Typically, this is an accrued liability account payable to a third party. Arrears Whether to prevent deductions from going into arrears when the employee is not paid or has insufficient pay to cover the deduction. Options are: • Send to Arrears, Bill client EE contribution amount • Do not send to Arrears, Bill client EE contribution amount • Do not send To Arrears, Do not bill client EE contribution amount Zero Bill On Arrears Whether to bill zero to the client on arrears vouchers.
Note: When you select the Zero Bill On Arrears option and
then add a Bill Code to the plan, an error message displays: Bill
Code cannot be entered when "Zero Bill on Arrears" is selected.
This validation also applies when you try to add a Prepay Bill
Code.Suppress Flat Billing by Plan Type Whether this benefit plan should not be included when billing is based on a flat amount per benefit plan class. See “Unbundled Billing Rules” in the Billing User Guide. Suppress Flat Billing by Offer Whether this benefit plan should not be included when billing is Type based on a flat amount per offer type.
Benefits Administration User Guide © 2026 PrismHR 27 Chapter 1 Setting Up Group Benefit Plans
Apply Impounding Enables you to choose the plans that use impound functionality, which ensures that when employees are paid with a benefit plan that is included in the Offset Impounding Accounts the system separates it out in the ACH file, as is currently done for net pay, taxes, or retirement.
Configuring Plan Provisions Use the Plan Provisions panel to configure additional provisions such as carrier type, participant requirements, and the timing of enrollment and coverage.
To configure plan provisions: 1. In the Plan Provisions panel, complete the following:
Use this option To define this Cost Basis The cost basis associated with premiums and contribution amounts for the benefit plan. Refer to this field when changing premium rates or assigning employee overrides. Calculation Method How users enter the plan’s coverage and premiums. Clients may offer their employees a set amount of life insurance coverage and the option to buy more at the employee’s expense. The manual premium calculation enables you to manually enter the employee’s individual premium and contribution on the employee enrollment record. Manual premiums can also apply to some medical plans that do not have set premiums. Risk Factors Apply To Select one of the following options to which the risk factor applies to: • Premiums and Billing • Premiums Only • Billing Only Suppress Automatic Benefit If checked, automatic benefit adjustments are suppressed for Adjustment this plan only. If this box is blank, but Suppress Automatic Benefit Adjustments on the Client Details form is checked, then adjustments are applied to all plans, including this plan. Additionally, when the Suppress Automatic Benefit Adjustment
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field on the Group Benefit Plan Types (Back Office menu >
System|Change > System Parameters), automatic benefit
adjustments for all benefit plans in all companies are
suppressed.Domestic Partner Plan An associated domestic partner plan (if any) to link to this plan. The system reports the domestic partner as a dependent. If your organization uses Benefits Enrollment, the domestic partner plan requires that you set up a dependency. Carrier Type The carrier type (Aetna, Humana, Other). If Aetna is selected, select the (HMO, Non-HMO, Disability, Dental, Vision) from the list. Aetna Type This field only displays if you set Carrier Type to Aetna. Use Pay Date as Effective Date Whether to create new detail records using the pay date as the effective date. If not selected, during initialization, the system creates new detail records using the first of the month. Dates and Timing Open Enrollment Month The month (January - December) and day, if there is one. If you enter a month, you must select a day from the drop-down list. These values control the Open Enrollment workflow display of a specific plan. To display the plan in an online enrollment, the month and day must match the start date of coverage. Plan Renewal Month Allows you to provide a plan renewal date for a benefit plan. Select is the default option. Select the Date from the Day drop-down field. Based on the month that you select, the option in the Day drop-down list is validated. Mid-Month Coverage Dates Whether the benefit plan allows for mid-month coverage start and stop dates. If not selected, coverage starts on the first day of the month and ends on the last day of the month. Allow Mid-Month for Life Events When the benefit plan begins on the first of the month, whether to allow life events to have a mid-month start only. Max Days Back Dating The number of days prior to the current date that an effective enrollment or termination date can be back dated. Participant Requirement – Establishes participation requirements at the system level, ensuring that client and employee enrollments follow carrier guidelines. Start Date Select the date clients must meet the participation requirement.
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Percentage Enter the participation requirement percentage. The value must be a number from 1 to 100.
Configuring Other Parameters To configure other parameters of a group benefit plan, use the Other Processing Parameters panel.
To configure other parameters: 1. In the Other Processing Parameters panel, complete the following:
Use this option To define this Family Rated Whether this is a medical, dental, or vision plan that uses family rated premiums. Premiums If you select this option, a table displays where you can establish any age band/count combination for covered dependents. You can enter multiple lines when there are limits for more than one age band. Tobacco Whether this is a medical, dental, or vision plan that requires tobacco banded Banded Rates billing. Gender Banded Whether this is a medical, dental, or vision plan that requires gender banded Rates billing for the employee. When you select this option, the Spouse Gender Banded option becomes active. Spouse Gender Whether this is a medical, dental, or vision plan that requires gender banded Banded Rates billing for the employee’s spouse. Wellness Whether this is a medical benefit plan banded by wellness rates. When enabled, Banded Rates the following fields display: • Use Wellness Rates as Default – The wellness banded rates as the default for the benefit plan. • Assessment due – The days or months before or after the open enrollment effective date when the wellness assessment is due. For more information, see Setting Up Wellness Benefit Plans. Age Banded The age calculation information for a medical, dental, or vision plan that requires Medical Rates age-banded billing: • The Age Calc Month method used to calculate employees’ age for insurance premium calculations. • The Age Calc Day on which employees’ insurance premium ages are based. Coverage The coverage levels allowed for the plan. Options
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Broker Optional. Stores a broker contact at the plan level. Enter the Broker Id or click Broker to select an existing one. Use Extended Select this option to enable extended precision for the risk factors. This option Precision Risk enables you to enter more than two decimal places for the risk factor under the Factors Risk Factors panel of the Benefit Plan Setup form. If this setting is disabled, a Risk Factor can only have two decimal places (for example: 1.12). If this setting is enabled, you can enter a Risk Factor with four decimal places (for example: 1.1234). Risk Factors By Select this option if Risk Factors vary by network. This only applies to plans with Network networks. If enabled, the Risk Factor table on the Benefit Plan Setup form will have an extra column named Network where you can set a risk factor rate specific to each network. Pay Rate Month The month and day on which to base the pay rate for insurance coverage & Pay Rate Day calculations. If you select any value in the Month field, you must also select a value in the Day field. Some clients use an insurance coverage calculation (for example, for life insurance) based on the employee pay rate. If you enter a Pay Rate Month and a Pay Rate Day, the system bases the coverage calculation on the employee’s pay rate as of that month and day of the year. If you leave these fields empty, the system recalculates the premiums during every payroll initialization based on the employee’s pay rate at the time. Collect Network Whether the system collects network data on this plan. When you select this Information option, the Benefit Network Locations form becomes available in Actions menu . This form is where you can enter network ZIP codes. Premium Rates Whether premium rates are maintained separately for each network. Vary By Network Billing Rates How billing rates are set: Vary By • Yes: Bill rates are set by network. Network • No: Bill rates are set by rate group. • Both: Bill rates are set by network and rate group. Coverage Ends The date coverage ends when an employee is terminated. You can select a On specific date (for example, 16th of the Month) from the drop-down menu, or the following: • Employee’s Date of Termination: Coverage ends on the date the employee is terminated. • End of Month following Termination: Coverage ends at the end of the month in which the employee is terminated.
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• Employee's Term Date if prior to 15th of Month else End of Month: If the
employee's termination is before the 15th of the month, coverage ends on
the date the employee was terminated. If the employee's termination is on or
after the 15th of the month, coverage ends at the end of the month in which
the employee is terminated.Use Billing Whether the system applies the billing wash rule to the group benefit plan for all Wash Rule? the clients. The Use Billing Wash Rule? is a drop-down has two options: • Select Yes to enable it at the global level, and when enabled, the Wash Rule Date On/Before field displays. You can select for the system to apply the wash rule on or before the 10th Day of the Month through the 20th Day of the Month, or at End of Month. • Select No to not apply the wash rule at the global level. This is a global-level setting. It acts as the default unless there is an override at the client level (on the Benefit Plan Setup form). Flat Coverage Whether the plan provides a fixed amount of coverage for all benefit plan Amount participants. This amount overrides any existing rules. Typically, you would use this for life insurance plans. Premium Based Whether to base the short- or long-term disability plan on the employee’s salary on rather than coverage amount.
Note: If you select a benefit plan with Offer Type set to Short Term Disability
(STD), the Premium Based on field displays these options:
l Calculated Coverage – This is the default option.
l Rate x Weekly Salary – When you select this option, the conditional
Weekly Salary Limit field displays.
If you select a benefit plan with Offer Type as Long Term Disability (LTD), then
the value in the Premium Based on drop-down are:
l Calculated Coverage – This is the default option.
l Rate x Monthly Salary – When you select this option, the conditional
Monthly Salary Limit field displays.Weekly Salary If salary is the basis for LTD/STD premium calculation, the Weekly Salary Limit/Monthly Limit/Monthly Salary Limit (weekly for STD, monthly for LTD) to the salary Salary Limit amount used during the calculation. LTD/STD Rate Whether the premium rate table for this disability plan is banded by the Tables Banded employee’s annual salary rather than age. by Salary rather than Age
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LTD/STD Use For a short- or long-term disability benefit plan, whether to enter premium and Extended billing rates that can have any number of digits after the decimal place. If you do Precision Rates not select this option, the rates are fixed at four decimal places. See the Setting Insurance Billing Rates (page 81) and Setting Premium Rates (page 60) topics for more information on entering those rates. Life Calculation For a life insurance benefit plan, the type of premium calculation used. Type Employee DOB For a life insurance benefit plan, whether to use the employee’s date of birth for for Spouse Life life insurance premium calculations instead of the spouse’s date of birth.
Non-taxable For a life insurance benefit plan, the non-taxable limit if it is completely paid by Limit clients. Any coverage over that limit is taxed.
Note: You can view the Tax Rates for Taxable Life Coverage form by selecting
View Tax Rates.Dependent Life For a life insurance benefit plan, type of dependent premium calculation. Calc Type Dependent Life For a life insurance benefit plan, whether the life insurance calculation for the Age Banded dependent’s premium is age-banded based on the employee’s age. If not selected, the system calculates the premium using a single rate. Directly Carried For a life insurance benefit plan, whether the employees pay the full premiums and coverage over the limit should not be taxed.
Maintaining Plan Networks To establish the networks in which a group benefit plan is offered, use the Networks panel on the Maintaining Group Benefit Plans (page 20) form. Typically the benefit provider supplies this information.
Note: The Networks section is visible only when you select an existing Benefit Plan ID which has an Insurance Class setup as Medical, Dental, or Vision.
To maintain the networks in which a plan is offered: 1. Open the Networks panel.
Use this To define this option Collect Select this option to display other fields. Network Information
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Use this To define this option Premium Whether you want the premium
rates to vary based on network. Rates Vary By Network Billing Rates This
field has three drop-down options: Vary By • Rate Group • Network • Rate
Group and Network Risk Factors This field is displayed only if you
select Network or Rate Group and Network By Network options in the
Billing Rates Vary By drop-down field. Network ID The ID for the network
service area. Service Area A description of the service area for the
network. Service Area A description of the service area for the network
in Spanish. (Spanish) Zip Codes Whether zip codes exist in the system
for the network ID. If the field is blank, ZIP Exist codes have not been
set up for the network. You must set up ZIP codes in the Benefit Network
Locations form; see Setting Benefit Network Locations on page 121 for
more information. You can also set up ZIP codes using the Network ZIP
Codes Import. Note: If states are defined in the States Offered column
and at the same time if the ZIP Codes Exist column is flagged as Yes,
then a warning message displays upon saving: Benefit Plan
Configuring Online Enrollment To define how PrismHR processes open enrollment information for the benefit plan, use the Online Enrollment panel on the Group Benefit Plans form.
Note: This section only displays if you select the Enable Benefit Enrollment field on the Global Configuration form.
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To configure online enrollment parameters: 1. Open the Online Enrollment panel.
Use this To define this option Include in The plan is used for online enrollments. Online Enrollments Include in The plan is used in anytime enrollment workflows. Anytime Enrollment Workflow Approval Whether to automatically set an initial status of Pending in the Status field of the Required Employee Group Benefits form. Collect PCP Whether to collect primary care physician ( PCP) information if this plan requires Information employees to enter PCP information during enrollments. Typically these are health maintenance organization (HMO) medical plans, but some dental or voluntary benefit plans might also require this information. If selected, also specify a URL where employees can look up their PCP in the PCP Lists field in the Compare Benefits form. (PrismHR Benefits Enrollment only.) PCP Required This option becomes active only if you have enabled the above field. Select this option if PCP is required for the Benefit Plan ID. PCP This is a read-only field. If a PCP Validation Format is available for the selected Validation Benefit Plan ID, it displays here. Format Click the Edit link next to this field to access the Edit PCP Validation Format form, where you can define a validation format. Edit This becomes active only if the Collect PCP Information field is checked. Click Edit to open the Edit PCP Validation Format form, where you can enter or edit the format of the Primary Care Physician ID for the selected Benefit Plan ID. The Primary Care Physician ID format can have four types of characters on any position: • Alpha – Select this option for any position if that position needs to be an alphabet. • Numeric – Select this option for any position if that position needs to be a number. • Any Character – Select this option for any position if that position can be any character. • Literal – Select this option for any position if that position need have a specific value for example S.
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Note:
• On the Employee Benefits Enrollment form, the Doctor ID field validates the
value entered here if that Benefit Plan ID has a validation format set up here.
• Edit is not visible to users who only have Inquiry access to the Group Benefit
Plans form.Listing States Where a Plan is Offered To list the states in which a group benefit plan is offered, use the States panel on the Group Benefit Plans form.
To list states where a plan is offered: 1. Expand the States panel. 2. Complete the following information:
Use this option To define this Use Employee’s Work Enable the benefit plan for state where the employee performs the work, State? not where the employee resides. Define State eligibility Indicate whether the state is eligible for the benefit plan, which depends on by whether the employee resides in that state: • Include: Include state because employees reside in that state. • Exclude: Exclude state because employees do not reside in that state. (Selecting this option automatically changes the States Offered field name to States Excluded.)
States Offered Enter or select the state code for each state where the benefit plan is offered. The system automatically fills in the State Name. (Only the states
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entered or selected are deemed eligible.)
Note: When selecting States Offered,you can click Add All in the Select
States list to add all states at once.States Excluded Enter or select the state code for each state where the benefit plan is not offered. The system automatically fills in the State Name. (All states except the ones entered or selected are deemed eligible.)
Note: When selecting States Excluded,you can click Add All in the Select
States list to add all states at once.Plan Number The plan number for each state.
Note: When saving the form, if:
l states are defined in the States Offered column, and l the ZIP
Codes Exist column in the Plan Networks section is set to Yes, then a
warning message displays: Benefit Plan
Maintaining Coverage Amounts To maintain coverage amounts for a life insurance plan that covers employees, spouses, and dependents, use the Coverage Amounts panel and the Age Reduction Schedule panel on the Group Benefit Plans form.
To maintain coverage amounts for a life insurance plan that covers employees: 1. Open the Coverage Amounts panel:
Use this option To define this
Employee Life Coverage Start The start amount for the plan coverage. This field is required.
Amount
Employee Life Coverage End The Employee Life Coverage End Amount or Employee Salary
Amount or Employee Salary Multiplier. This field is required and cannot be less than the Employee
Multiplier Life Coverage Start Amount.
Note: The default rounding method, when set to select, rounds based
on the Coverage increment. For example, a 1,000 increment will round
to the nearest thousand, and a 10,000 increment rounds to the nearest
ten thousand.
Employee Life Coverage The increment amount. This field is required.
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To maintain coverage amounts for a life insurance plan that covers spouses: 1. Open the Coverage Amounts panel.
Use this option To define this
Spouse Life Coverage Start The start amount for the plan coverage. This field is required.
Amount
Spouse Life Coverage End The end amount for the plan coverage. This field is required and cannot
Amount be less than the Spouse Life Coverage Start Amount.
Spouse Life Coverage The increment amount. This field is required.
Increment amount
Percent for Spouse This option must be selected for spouse-only life insurance plans that
have the offer type set to Life Insurance - Basic - Spouse Only (LIS).
For Spouse Whether eligibility is independent of the employee.To maintain coverage amounts for a life insurance plan that covers dependents: 1. Open the Coverage Amounts panel.
Use this option To define this
Depens Life Coverage Start The start amount for the plan coverage. This field is required.
Amount
Depens Life Coverage End The end amount for the plan coverage. This field is required and cannot
Amount be less than the Spouse Life Coverage Start Amount.
Depens Life Coverage The increment amount. This field is required.
Increment
Percent for Dependents This option must be selected for dependent-only life insurance plans that
have the offer type set to Life Insurance - Basic - Child Only (CIS).
For Dependents Whether eligibility is independent of the employee.Specifying the Age Reduction Schedule If the amount of coverage varies by age, specify the percent of full coverage by age in the Age Reduction Schedule table.
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To specify the age reduction schedule: 1. Open the Age Reduction Schedule panel.
Use this option To define this
Age Provide the age that you want it to vary for amount of coverage.
Percent of Full Coverage The percent of full coverage if the amount of coverage varies by age. The
premium cost remains the same, but the coverage cost varies depending
on the age specified.
Minimum Reduced Coverage The minimum amount of coverage that may be offered for the age
specified. If the result of a coverage reduction calculation causes the
coverage amount to fall below the Minimum Reduced Coverage amount
specified for the age bracket, the Minimum Reduced Coverage amount is
applied by the system as the new coverage amount for the employee.
Reduce coverage and premium Whether both the coverage and premium amounts are reduced.
Reduce Whether both the coverage and premium amounts are reduced. From
the drop-down options, you can either select Coverage Only or Coverage
and Premium.
Dependent Spouse Age Allows you to include spouse age reduction behavior and schedule.
Reduction
This field has the following drop-down option:
l No
l Use Employee Schedule
l Separate Spouse Schedule
When you select the Separate Spouse Schedule option, then the system
displays a conditional dependent age reduction multi-value grid where
you can add Age and Percentage of Full Coverage for spouse.
Dependent Reduction Provision Content that you enter here will be displayed to the employees in online
Benefits Enrollment when dependents are selected to be covered.
Dependent Reduction Provision Enter the Dependent Reduction Provision content in Spanish.
(Spanish)Defining Guaranteed Issue Limits Use the Guaranteed Issue Limits panel to set limits for an employee, spouse, and dependents if a life insurance plan is guaranteed to be issued.
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To define guaranteed issue limits for a life insurance plan: 1. Open the Guaranteed Issue Limits panel:
Use this option To define this
Initial Eligibility Days The number of days required to determine a late entrant enrollee.
The initial period is the later of this number of days after the date
of hire or the effective date.
Newly Eligible Maximum Amount The maximum amount for a newly eligible employee, spouse, and
dependents.
Newly Eligible Salary Multiplier The salary multiplier to use instead of a flat amount. The plan uses
the lesser value of the two.
Currently Enrolled Step Amount The Currently Enrolled Step Amount for the employee, spouse, and
dependents.
Currently Enrolled Maximum Amount The Currently Enrolled Maximum Amount for the employee,
spouse, and dependents.
Currently Enrolled Salary Multiplier The salary multiplier to use instead of a flat amount. The plan uses
the lesser value of the two.
Currently Enrolled Step Amount The step amount for the employee, spouse, and dependents.
Late Entrant Maximum Amount The maximum amount for the employee, spouse, and dependents.
Late Entrant Salary Multiplier Enter the salary multiplier to use instead of a flat amount. The plan
uses the lesser value of the two.
GI Rounding Method The GI Rounding Method for the salary multipliers, if required.Configuring Age Parameters To establish the age parameters in which a group benefit plan is offered, use the Age Parameters panel on the Group Benefit Plans form.
Note: The Age Parameters panel only displays when you select an existing Benefit Plan ID which has an Insurance Class set up as Medical, Dental, Vision, Disability, or Life Insurance.
To configure the age parameters in which a plan is offered: 1. Open the Age Parameters panel.
Use this option To define this Age Calculation (Month/Day) • The Age Calculation Month method used to calculate
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Use this option To define this employees’ age for insurance premium calculations. • The Age Calculation Day on which employees’ insurance premium ages are based. The drop-down field only displays when you select a valid month (January- December). Dependent’s Age Limit The age at which the dependent is no longer eligible for coverage. If the dependent reaches that age limit before the plan effective date, the dependent is no longer eligible for coverage. The selected value determines when the dependent age limit becomes effective: • On Date of Birth (DOB): The dependent’s age limit becomes effective on the dependent’s birth date when the dependent reaches the age limit specified. For example, if the age limit specified is 25 and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 6, 2017. If this date falls before the plan’s effective date, the dependent is no longer eligible for coverage and cannot enroll. • End of DOB Year: The dependent’s age limit becomes effective on January 1st of the year the dependent reaches the age limit specified. For example, if the age limit specified is 25 and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on January 1, 2017. If this date is before the plan’s effective date, the dependent is longer eligible for coverage and cannot enroll. Therefore, the dependent is longer eligible for coverage in the benefit plan even though the dependent’s actual age has not yet reached the age limit specified. • End of DOB month: The dependent’s age limit becomes effective at the end of the month the dependent reaches the age limit specified. For example, if the age limit specified is 25 and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 30, 2017. If this date is before the plan’s effective date, the dependent is no longer eligible for coverage and cannot enroll. If the plan effective date falls before the date the dependent’s age limit becomes effective. For example, if the dependent age limit becomes effective on April 30,
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Use this option To define this 2017 and the plan effective date is April 25, 2017, the dependent is still considered eligible for coverage and is able to enroll even if the dependent’s actual age has reached the age limit specified. Disabled Dependent Eligible Whether disabled dependents who are above the age specified in the Disabled Alt Age Limit (who would otherwise be ineligible for coverage) are eligible for benefits. This field is displayed only if the Dependent’s Age Limit field has a value. Disabled Alt Age Limit If the dependent is disabled, specify the age limit. This field is visible only if the Disabled Dependent Eligible field is checked. Override Dependent Age Limits By Configure state level override(s) for Dependent Age Limits to State easily manage differences in plans at the state level. • Unchecked – (Default) The Dependent Age Limit State Overrides table remains hidden. • Checked – The Dependent Age Limit Override table is displayed with the following column headers: • States – Enter the state code or select from the Select States selector. • Dep Age Limit – Provide the dependent age limit. • Dep Age Calculation Method – Select how you want to calculate the dependent’s age from the drop- down options. The available options are: • On date of birth (DOB) • End of DOB year • End of DOB month • Disabled Dep? – Specify if the dependent is disabled. • Disabled Alt Age Limit – If the dependent is disabled, specify the age limit. This field is enabled only if you select Yes for the Disabled Dep? field. Please note the following: • If there are no states listed in this table, then upon saving the form an error message displays: No state listed in the dependent age limit override table.
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Use this option To define this • If you do not input any value in any of the rows in the table, then an error message displays upon saving: The [field name] for the state of [State value] is missing from the dependent age limit override table. • The system uses the State’s Dependent Age limit and its related Calculation Method and Disabled Eligibility Limit as an override for determining when the Dependent Age Limit becomes effective. If there is no override configured for a given state in the Dependent Age Limit Override table, then the system uses the existing Dependent Age Limit (and related fields’) values as default. Use Spouse DOB for Dependent Age Whether to use the spouse date of birth for medical, dental, and vision calculations. Use Current Year for Age Calculation Whether to use the current year for employee age calculations. Base Age Calculation on Coverage Whether to use the employee’s age at the time of the Start Date coverage start date if it is greater than the age calculated by the plan based on the plan settings. Age/Rate Date Fixed by Rate Whether the age and rate dates are fixed by guaranty. Guaranty When you select this field, if there are any Employee Benefit Enrollments records tied to the Benefit Plan that have a status of Active, then a message displays: There are active employees in this benefit plan. The Age/Rate Date Fixed by Rate Guaranty will not apply to employees enrolled prior to this flag being checked. The current coverage detail record for each employee will need to be saved or a new coverage detail record created in order to apply the Age/Rate Date Fixed by Rate Guaranty. Number of Years Guaranty The number of years guaranty for a medical, dental, or vision plan that requires age-banded billing.
Associating Plan Types with a Plan Medical, dental, and vision plans often have multiple types of plans (such as single employee or family plans) available. To associate benefit plan types with the group benefit plan, use the Plan Types panel.
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Before you begin: Set up group benefit plan types. See Defining Types of Group Benefit Plans on page 18.
To associate plan types with a group benefit plan: 1. Open the Plan Types panel.
Use this option To define this
Type Code Each type code plan applicable to this benefit plan. The system displays the
Plan Type Description. You can add only one Type Code that has its TPA
Type Code set up as Single. If you add more than one Type Code with this
setting, the system recognizes only the first Type Code entered. See
Defining Types of Group Benefit Plans on page 18 for more information
about this setting.
• If an existing Type Code under the Plan Types section on the Group
Benefit Plans form is tied to any of the following, then you cannot
delete it. An error message displays: There are records associated with
(Plan Type). Code cannot be deleted:
• If an Effective Date field is set up for the Plan Type field on the
Billing Rates or Premium Rates forms.
• The Plan Type field under the Contribution Rules section on the
Benefit Rules form.
• The Plan type field under the Coverage Details section on the
Employee Benefits Enrollment form.
• If an existing Type Code under the Plan Types section on the Group
Benefit Plans form is not tied to any of the above, then you can delete
it.
HDHP Max Contribution If the type code is for a high-deductible health plan, the maximum
contribution amount that can be made to the employee's HSA at this level
of coverage.
Carrier Code 1 Values used to track the plan.
Carrier Code 2
Type Obsolete After The date when the plan type expires, if any.Setting Additional Options To set additional options for the group benefit plan, use the Special Options panel on the Group Benefit Plans form.
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To set additional options: 1. Access the Special Options panel.
Use this option To define this
Commission Type Code Free-form text that distinguishes the benefit plan for
calculating commissions. When the code matches the code
entered for the commission plan in the Commission Plans
form, the commission calculation includes the benefit plan.
Allow Description Override Whether to allow changes to the plan description at the
client level.
For Bond/EPLI - Add Tips for Calculation Whether to include tips in calculations on bond insurance or
EPLI (employment practices liability insurance) benefit plans.
Risk Factors By Network Whether risk factors vary by network.
For STD: Calc as LTD/For Life: Limit For future development. Does not currently impact the
Rounding functionality of PrismHR.
Round Up Salary for Salary Basis LTD/STD Whether to round up short term and long term disability
Calc plan calculations.
Exclude Plan When Calculating Medical Whether to exclude the benefit plan from the Hawaii
Premium Limit medical contribution calculation.
Calculate Imputed Income On Dependent Whether to calculate imputed income on depended life
Life Coverage coverage. This option must be selected if this is an employer-
paid dependent coverage life plan.
Dependent Life Coverage De Minimus The Dependent Life Coverage De Minimus Amount. This is
Amount typically $2000 because anything greater than that amount is
taxable. Refer to IRS Publication 15-B.
Subtract De Minimus from Dependent Whether to deduct the de minimus amount from the taxable
Coverage Amount income before calculating the imputed income.Setting Paycheck & Taxes To set paycheck and tax options for the group benefit plan, use the Paycheck & Taxes panel on the Group Benefit Plans form.
To set paycheck & taxes options: 1. Access the Paycheck & Taxes panel.
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Use this option To define this
Pay Stub Name The name that prints on the pay stubs as the description of
this benefit plan.
Suppress Print On Check Whether to print the benefit plan on pay stubs.
Suppress All Processing On Arrears Whether processing is suppressed on arrears vouchers.
Vouchers
Report On Form W2 Whether to report this benefit plan on Form W-2.
Report Premium Cost On W2 Whether to report the premium cost, not premium billed, on
Form W-2 for this benefit plan.Maintaining Carrier Codes To maintain insurance carrier group benefit plan information, use the Carrier Code Maintenance panel on the Group Benefit Plans form.
To maintain insurance carrier information: 1. Expand the Carrier Code Maintenance panel.
Use this option To define this
Carrier Plan ID The carrier plan ID if it is different from the plan ID referenced by the
insurance carrier. This ID prints in some benefit reports.
Carrier Policy ID Policy ID number for the carrier.
Carrier Group The carrier-specific group number to use for tracking.
Number
Sub Division The carrier-specific Sub Division code for tracking.
Carrier Branch The carrier-specific Carrier Branch code for tracking.
Control No The control number the for this benefit plan.
National Plan Whether this benefit plan covers the country.
Suffix The Suffix used for the plan.
Carrier Zip File The name used by the benefit plan carrier.
Family Plan No The number to increment the family plan number from the employee plan
Increment number. For example, if the employee plan number is 101, the family plan
number is 101 plus the number entered here.Benefits Administration User Guide © 2026 PrismHR 46 Chapter 1 Setting Up Group Benefit Plans
Enter the carrier information for the benefit plan:
Use this option To define this Plan Number The internal Plan Number that relates to the specific insurance carrier’s plan number, account number, and so on. Carrier’s Plan The insurance Carrier’s Plan Number. Number Carrier’s Account The insurance Carrier’s Account Number. Number
Enter the carrier information:
Use this option To define this Carrier Code The Carrier Code for each of the benefit plan’s specific carrier exports. Description A Description of the carrier code.
Click Save.
Configuring Reporting Options To set or configure reporting options for the group benefit plan, use the Reporting panel on the Group Benefit Plans form.
To configure the reporting options for a group benefit plan: 1. Open the Reporting panel.
Use this option To define this Reconciliation Group A free-form code that identifies this benefit plan as part of a larger reconciliation group. Exclude from Form 5500 Reporting Whether to exclude this benefit from the Form 5500 Annual Benefit Report. Exclude from Eligibility Reports Whether to exclude the plan from printing on eligibility reports. Exclude from Billing Reports Whether to exclude the plan from printing on billing reports.
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Storing an Employee’s Benefits Per Hour Use the Benefits Per Hour form to store the employee’s benefits per hour record using the memo class of pay codes.
Note: The benefits per hour record created here has no impact on payroll, which continues to use the benefit per hour rate stored in the Employee Details form.
Note: If you enter a Pay Code that is not a memo pay code the following warning displays: Pay code must have a pay class of memo.
To access this form and store an employee’s benefits per hour: 1. Access the Employee Details form in the HR|Change menu. 2. Enter or select an employee. 3. Open the Actions menu and select Benefits Per Hour. The Benefits Per Hour form displays the selected employee’s ID in the Employee field. 4. Enter or select the Pay Code. The Description displays. 5. Set the Status as Active or Inactive. 6. Enter the benefits per hour Amount. 7. Click Save.
Activating Pending Enrollments After you define participation requirements and medical waiver reasons, employees can submit their enrollments, which are assigned to the posting queue as pending. The Participation Requirement Maintenance form enables you to activate pending enrollments.
To activate pending enrollments: 1. In the Back Office menu, go to Operations|Action > Participation Requirement Maintenance. 2. In the Participation Requirement Maintenance panel, complete the following fields:
Field Action
Benefit Plan ID Enter a plan ID or click the link to select from a list.
Participation • To view posted enrollments with the start date and percentage entered at
Requirement the system level on the Group Benefit Plans form, select System check.
Criteria
• To view posted enrollments with client overrides entered at the client level
on the Benefit Plan Setup form, select a Client ID check. The Client ID field
is disabled.
Client ID To filter between clients with system-level participation requirements, select a
client from the Client ID list.Benefits Administration User Guide © 2026 PrismHR 48 Chapter 1 Setting Up Group Benefit Plans
Click Search. The Search Results panel displays posted enrollments with effective dates on or before the Participation Requirement Start Date. The table includes:
Field Description Client The client ID number and name. Employee The employee name and ID number. Plan ID The plan ID. Effective Date The plan’s effective date. Status • Pending • Active • Waived • Terminated • Eligible
In the Participation Requirement Maintenance panel, information displays for posted enrollments. Enrollments currently in progress do not display.
Field Description Participation Requirement The total Participation Requirement percentage. Needed Estimated Participation Percentage = (Pending Employee count + Active Employee count) / Achieved (Total Employee count - Waived Employee count) Pending Employee count The number of employees with a Pending enrollment status. Active Employee count The number of employees with an Active enrollment status. Waived Employee count The number of employees with a Waived enrollment status. Terminated Employee The number of employees with a Terminated enrollment status. count Eligible Employee count The number of employees with an eligible benefit enrollment for this plan. Note that when adding the benefit plan after entering the employee into the system, the employee is eligible, but an eligible benefit enrollment does not exist. Total Employee count Total of all employee counts.
To activate enrollments displayed in the table, click Activate Pending Plans. A dialog displays confirming you want to change the pending enrollments to an active status.
To continue, click Yes. Or, click No to return to the Participation Requirement Maintenance form.
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Creating Benefit Rule Templates Use this form to create a benefit rule template that can then be assigned via Benefit Plan Setup. Use this template to calculate eligibility, coverage and employee contributions if there is no client or plan specific rule.
Note: This form does not use Client Access Group Security.
To access the form: 1. Click the Work Centers menu. 2. Under Onboarding & Benefits, select Benefit Plan Maintenance. 3. Under Group Benefit Plans (Global), select Benefit Rule Templates.
To create benefit rule templates: 1. In Template ID, select one of the following options: • To create a new template, enter a name. • To edit an existing template, click the link and select a template code from the Select Benefit Rules Template list. 2. In Eligibility Rules, specify the following information:
In this field Enter this
Employment Status Class Select the employee statuses associated with this benefit rules template:
• Active
• On leave
• Terminated
Employment Type Select the types of employment associated with this benefit rules template.
Minimum Days of Service The minimum days of service required to be eligible for this benefit.
Minimum Age The minimum age required to be eligible for this benefit.In Contribution Rules, specify the following information:
In this field Enter this Contribution rules amount Select Employee or Company. made by Contribution Method The calculation method for contribution amounts: • Percentage – The employee’s contribution towards the premium as well as the portion of the premium allocated for dependent coverage is calculated by percentage.
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In this field Enter this
• Fixed – The employee's contribution towards the premium as well as the
portion of the premium allocated for dependent coverage is a fixed
amount.
• Fixed EE, Percent DEP – The employee's contribution towards the
premium is a fixed amount, and the portion of the premium allocated
for dependent coverage is calculated by percentage.
• Percent EE, Fixed DEP – The employee's contribution towards the
premium is calculated by percentage and the portion of the premium
allocated for dependent coverage is a fixed amount.
Employee Contribution Using the Contribution Method, the total employee contribution per pay
Amount period.
Dependent Contribution The amount of the dependent contribution.
Amount
Exempt take on employees If selected, exempts imported employees from the minimum service
from minimum days of requirement.
service requirementIn Group Life/Disability Insurance, specify the following information:
Life Insurance - Enter this In this field Pay Multiplier If the amount of insurance coverage is equal to an amount multiplied by the employee’s annual base pay, annual pay multiplier. Enter 0 if a flat amount applies. If the amount of insurance coverage increases depending upon the employee’s years of service, Pay Multipliers can be entered based on Years of Service. Coverage The coverage maximum allowed under this plan. Maximum Coverage The flat coverage amount. Amount Rounding The rounding method to use to round calculated numbers to a whole number. Leave this Method field blank if you do not want to round off the calculated value. Disability Enter this Insurance - In this field Percent of Base The percent of base pay that is insured. If the benefit is not based on a percentage of the base, the value is 0.
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Life Insurance -
Enter this
In this field
Benefit Amount The benefit amount if the coverage is not calculated as a percentage of the base pay. If
the coverage is calculated as a percentage of the base pay, the maximum coverage
allowed.
Rounding The method used to round calculated numbers to a whole number. Leave this field blank
Method if you do not want to round off the calculated value.Importing Benefit Rules Use the following procedures to create the benefit rules import file and to import benefit rules information into PrismHR from a tab-delimited text file.
Note: You can download data import template files for importing benefit rules information. Log on to the Customer Resource Center and search for import template file for more information.
Creating the Benefit Rules Import File The following table shows the layout of the tab-delimited text file to use to import benefit rules. XLS Field Name Field # Type Length Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY.ID 2 A 7 R A valid COMPANY.MASTER item. C GROUP.ID 3 A 8 R Needs to be a valid BENEFIT.GROUPS item D PLAN.ID 4 A 8 R Needs to be a valid BENEFIT.PLANS item that is also set up with a COMPANY.BENEFITS item. E NETWORK.ID 5 A 8 O Must be a valid network ID for a Plan where Billing Rates vary by Network F EFF.DATE 6 D 10 R MM-DD-YYYY format
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XLS Field Name Field # Type Length Req? Description
G SEQ 7 N 5 R Numeric integer starting with 1 and incremented by 1 for each additional row. Columns 1 thru 6 need to be repeated for each sequence. H CONTRIB.BY 8 A 1 R • E - Employee • C - Client • Null Value
I TAKE.ON.XMPT 9 A 1 O Must be Y or N or Null value J CONTRIB.PLAN.ID 10 A 8 O Must be a valid BENEFIT.PLANS item K CONTRIB.RATE.GROUP 11 A 8 O Must be a valid Billing Rate Group RATE.GROUPS item L PLAN.TYPE 12 A 4 O • E1 - Employee + 1 • EC - Employee + Child • EE - Employee • FAM - Family
M CONTRIB.MTHD 13 A 2 O P - Percentage F - Fixed FP - Fixed (EE), Percent (DEP) PF - Family N CONTRIB.AMT 14 N 8 R Must be a valid amount greater than zero. O DEP.CONTRIB.AMT 15 N 8 R Must be a valid amount greater than zero. P ELIG.STATUS 16 A 3 O Must be a valid Employment Status Class: A - Active L - On Leave T - Terminated Q ELIG.AGE 17 N 2 O Must a numeric integer from 0 to 99
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XLS Field Name Field # Type Length Req? Description
R ELIG.TYPE 18 A 3 O Must be a valid Employee Type Code EMPLOYEE.TYPE.CODES item S ELIG.DAYS 19 N 3 O Must a numeric integer from 0 to 999 T ELIG.DAYS.FROM 20 A 1 O Must be ‘H’ or ‘S’ or a null value U ELIG.FLSA.STATUS 21 A 1 O Must be ‘E’ or ‘N’ or a null value V UPDATE.PLAN.TO.GROUP 22 A 1 0 Must be Y or N or a null value. W DAYS.OR.MONTHS 23 A 1 0 Indicates days or months service until employees are eligible for plan (defines ELIG.DAYS): D - Days M - Months Null value - Plan does not base eligibility on service days/months.. X ELIG.DATE.USED 24 A 1 0 Eligibility date used: O - If calculated date is the first of the month, use that date. Otherwise, use the first day of the following month. F - First of month after calculated date. C - Use calculated eligibility date. Null value - No eligibility date calculation used for plan. Y PLAN.APPLICATION.URL 25 The plan’s application URL.
Z PLAN.APPLICATION.DESC 26 The plan’s application description.
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XLS Field Name Field # Type Length Req? Description
AA MULTIPLIER 27 The pay multiplier.
AB ROUND.METHOD.120 28 The rounding method.
AC ROUND.TIMING 29 Round before or after.
AD COVERAGE.MIN 30 Coverage minimum. AE COVERAGE.MAX 31 Coverage maximum. AF COVERAGE.AMT 32 Coverage amount. AG ADD.TO.COV 33 Add to calculated coverage. AH LIFE.YOS 34 Years of service for life. AI LIFE.YOS.PAY.MULT 35 Pay multiplier for life.
AJ MULT.PAY.CODE 36 Multiplier pay basis. AK PERCENT.BASE.115 37 Percentage base. AL BENEFIT.AMT 38 The benefit amount. AM LTD.YOS 39 Years of service for long term disability. AN LTD.MAX.COVERAGE 40 Maximum coverage for long term disability. AO LTD.BASE.CALC 41 Alternate base calculation for long term disability. AP FROM.SALARY.D 42 From annual salary (for salary banded disability plans only). AQ TO.SALARY.D 43 To annual salary (for salary banded disability plans only). AR LTD.STD.COV 44 Coverage for short and long term disability (for salary banded disability plans only). AS NETWORK.STOP.DATE 45 Network availability stop date.
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Importing the Benefit Rules File Use the following procedure to import benefit rules information from a tab-delimited text file. See Importing Benefit Rules on page 348.
Setting Up Wellness Benefit Plans Some clients offer wellness benefits for employees. Wellness benefits can improve and motivate healthy behaviors in your employees while reducing their health care costs. Before approving employees for lower wellness benefit plan rates, they must pass a wellness assessment. In PrismHR, you can: 1. Define a medical benefit plan as wellness banded. 2. Enter the billing and premium rates. 3. Manage employee wellness statuses in bulk, or per employee. For more information, see Changing the Wellness Status for Multiple Employees or Changing an Employee’s Wellness Status. 4. View employee wellness status history. For more information, see Viewing an Employee’s Wellness Status History.
Defining a Wellness Banded Benefit Plan First, you must define a benefit plan as wellness banded on the Group Benefit Plans form. You can only define a Medical (MED) benefit plan as wellness banded.
To define a benefit plan as wellness banded: 1. Click Back Office. 2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens. 3. In Offer Type, select Medical (MED). 4. In the Other Processing Parameters panel, complete the following:
Use this option... To do this...
Wellness Banded Rates Define the medical benefit plan as wellness banded. The Use
Wellness Rates as Default and Assessment due fields display.
When enabling the Wellness Banded Rates option, the system
disables the following options:
• Family Rated Premiums
• Tobacco Banded Rates
• Gender Banded Rates
If these options are enabled on a benefit plan, the system shows a
confirmation dialog box indicating that they reset when enablingBenefits Administration User Guide © 2026 PrismHR 56 Chapter 1 Setting Up Group Benefit Plans
Use this option... To do this...
Wellness Banded Rates.
Use Wellness Rates as Default Set the wellness banded rates as the default for the benefit plan.
Assessment due Define the days or months before or after the open enrollment
effective date when the wellness assessment is due.Entering Billing Rates After defining a benefit plan as wellness banded, enter the billing rates on the Billing Rates form. For more information, see the following: • Setting Health Plan Billing Rates by Rate Group • Setting Health Plan Billing Rates by Rate Group and Age
Entering Premium Rates After defining a benefit plan as wellness banded, enter the premium rates on the Premium Rates form. For information, see the following: • Setting Health Plan Premium Rates • Setting Premium Rates Based on Rate Group • Setting Premium Rates Based on Network
Changing the Wellness Status for Multiple Employees To manage the wellness status for multiple employees, use the Bulk Change Wellness Status form.
To open the Bulk Change Wellness Status form: 1. In the Back Office menu, select Operations|Action > Bulk Change Wellness Status. The Bulk Change Wellness Status form displays. 2. To improve the response time for loading results, you can filter the results with the following criteria: • Control Group • Clients • Plans • Qualify Click Continue. To load all results without filtering, do not select any criteria and click Continue. The load time is longer than normal.
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Column Description
Ctrl Group A unique code describing the client control group. This value is defined
on the Client Details form on the Benefits tab.
Client ID The unique identifier for the client.
Client Name The name of the client.
EE ID The unique identifier for the employee.
EE Name The name of the employee.
Plan ID A unique identifier for the benefit plan.
Description A brief description of the benefit plan.
Hire Date The date the employee was hired. You can filter by date.
Enroll Status A unique code describing the enrollment status. For example, A for
active. This value is defined on the Employee Statuses form.
Qualify The employee's qualification status:
• No Value
• Qualifies
• Does Not QualifyApproving Assessments On the Employee Details form Personal tab, approving assessments: • Changes the employee qualification status to Qualifies • Updates the completion date • Sets the effective date of the change
To approve employee assessments: 1. While holding the Ctrl key, select multiple employees from the list. 2. Click Approve Assessments. The Approve Assessments dialog box displays. 3. In Assessment Completion Date, select a date to mark the employee assessment complete. 4. In Effective Date for Status Change, select a date for the employees’ enrollment in the wellness benefits plan to take effect. The effective date affects employee rates. 5. Click Continue. To view a report of the changes, click View Report. You can view and download the report at the time you make changes. You cannot access the report after viewing it the first time. To confirm and close the dialog box, click Done.
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Declining Assessments On the Employee Details form Personal tab, declining assessments: • Changes the employee qualification status to Does Not Qualify • Updates the completion date • Sets the effective date of the change
To decline employee assessments: 1. While holding the Ctrl key, select multiple employees from the list. 2. Click Decline Assessments. The Decline Assessments dialog box displays. 3. In Assessment Completion Date, select a date to mark the employee assessment complete. 4. In Effective Date for Status Change, select a date for the employees’ enrollment in the wellness benefits plan to take effect. The effective date affects employee rates. 5. Click Continue. To view a report of the changes, click View Report. You can view and download the report at the time you make changes. You cannot access the report after viewing it the first time. To confirm and close the dialog box, click Done.
Resetting Assessments In preparation for open enrollment, you must reset employee assessments every year. On the Employee Details form Personal tab, resetting assessments: • Resets the assessment completion date to blank • Updates the assessment due date based on the open enrollment date
To reset employee assessments: 1. While holding the Ctrl key, select multiple employees from the list. 2. Click Reset Assessments. The Reset Assessments dialog box displays. 3. In Enter the correlating OE effective date, select the open enrollment effective date. 4. Click Continue. To view a report of the changes, click View Report. You can view and download the report at the time you make changes. You cannot access the report after viewing it the first time. To confirm and close the dialog box, click Done.
Changing an Employee’s Wellness Status To change the wellness status for a single employee, use the Wellness Status Change form.
To change an employee’s wellness status: 1. Click the HR menu.
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From HR|Action, select Wellness Status Change. The Wellness Status Change form opens.
Complete the following:
Field Select Employee An employee ID. The Current Wellness Qualification Status field shows the employee’s current status. New Wellness Qualification A new wellness status: Status • Qualifies – Qualifies for the wellness benefit plan. • Does Not Qualify – Does not qualify for the wellness benefit plan.
Wellness Status Effective Date An effective date for the wellness benefit plan rates.
Click Save.
Viewing an Employee’s Wellness Status History To view the wellness status history of a single employees, use the Wellness Status History form.
To view an employee’s wellness status history: 1. Click the HR menu. 2. From HR|View, select Wellness Status History. The Wellness Status History form displays. 3. In Employee ID, select an employee ID. The following information displays.
Field Description
Date Effective Wellness status effective date.
Assessment Completion The date the employee completed the wellness assessment.
Date
Wellness Status Whether the employee qualifies for the wellness benefit plan.Setting Premium Rates The rates you enter in the Premium Rates form, accessed in the Actions menu in Group Benefit Plans, are the actual premium rates charged to your organization by the insurance carrier. The plan’s Insurance Class, as well as other settings established in the Other Processing Parameters panel in Group Benefit Plans, determine which version of the Premium Rates form displays. • Setting Health Plan Premium Rates (page 61) • Setting Premium Rates Based on Network (page 63) • Setting Premium Rates Based on Rate Group (page 65) • Setting Premium Rates Based on Rate Group and Network (page 67)
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• Setting Other Type Plan Rates (page 68) • Setting Life Insurance Premium Rates (page 69) • Setting Disability Insurance Premium Rates (page 71) • Setting Disability Insurance Rates by Salary (page 72) • Setting Disability Insurance Extended Precision Premium Rates (page 73) • Setting Billing/Premium Rates for Bond Insurance/EPLI (page 74) • Setting Family Rated Plan Premium Rates (page 76) • Setting Family Rated Plan Premium Rates by Network (page 77) • Setting Family Rated Plan Premium Rates by Rate Group (page 78) • Setting Family Rated Plan Premium Rates by Rate Groups and Network (page 79)
Setting Health Plan Premium Rates To enter the premium rates for a medical, dental, or vision group benefit plan, use the Premium Rates form. The rates you enter in the premium rate table relate to the Cost Basis field in the Group Benefit Plans form. For example, if the cost rate is Monthly, the rates represent monthly premium costs. Different fields display on the form when benefit plans are set up to have • different rates for tobacco users. • different rates by employee and spouse gender.
To maintain premium rates: 1. Open the Premium Rates form.
Use this To define this option Benefit The plan ID. It is populated from the Group Benefit Plan form. It is a read-only field. Plan ID Plan Type One of the plan types defined for the group benefit plan. Employee The employee’s gender. This option is available only when Gender Banded Rates is Gender selected in the Other Processing Parameters panel in Group Benefit Plans.
Spouse The employee spouse’s gender. This option is available only when Spouse Gender Gender Banded Rates is selected in the Other Processing Parameters panel in Group Benefit Plans. Effective The date when the rate goes into effect. Saving rates according to the effective date Date enables you to view previous rates. The system calculates premium costs using the premium rates with the most recent effective date.
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Use this option To define this From Age Enter the starting age and the upper age limit. Unless the To Age benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. Non-Tobacco Premium The amount billed to the client for the plan type and age group for non-tobacco using employees. Tobacco Premium The amount billed to the client for the plan type and age group for tobacco using employees. Dependents (Spouse Non-Tobacco) The cost associated with covering an employee’s non- tobacco using spouse for this plan type and age group. Dependents (Spouse Tobacco) If covered, the cost associated with covering an employee’s tobacco using spouse for this plan type and age group. Total Premium The amount billed to the client for the benefit rate level. If the benefit plan is not set up as tobacco banded, the Total Premium is the sum of the Employee Premium and Dependents Premium. When you enter two values, the third calculates automatically. For example, if you enter a Total Premium of 500 and an Employee Premium of 300, the system populates Dependents Premium with 200. Employee Premium The cost for the plan type and age group. Dependents Premium If covered, the cost associated with covering an employee’s dependents for this plan type and age group.
Use this To define this option From Age Enter the starting age and the upper age limit. Unless the benefit plan is also set up To Age as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. Wellness The amount billed to the client for the plan type and age group. Premium Non- The amount billed to the client for the plan type and age group.
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Use this To define this option Wellness Premium Dependent If covered, the cost associated with covering an employee’s dependent for this plan Premium type and age group.
Setting Premium Rates Based on Network To enter the premium rates for a medical, dental, or vision group benefit plan with multiple networks with various premium rates, use the Premium Rates form. The rates you enter in the premium rate table relate to the Cost Basis field in the Group Benefit Plans form. For example, if the cost basis is Monthly, the rates represent monthly premium costs. The fields shown in the form depend on whether the benefit plan is set up to have different rates for tobacco users or different rates by employee and spouse gender.
To maintain premium rates based on network: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Network ID The Network ID. It is displayed when Premium Rates Vary By
Network is selected in the Other Processing Parameters panel.
Note: When a benefit plan is set up to use networks (for billing,
premium or both) and a network is marked as Inactive, the
inactive network is now labeled (Inactive) in the Network ID
drop-down. All inactive networks filter to the bottom of the list
in the order that they appear on the networks grid. You cannot
modify or add new rates for Inactive networks. However, you
can view existing rates for Inactive networks. When an inactive
network is selected, a warning message displays: The selected
network is inactive. No modifications can be made.
Plan Type A list of plan types defined for the group benefit plan.
Employee Gender The employee's gender. This option is available only when GenderBenefits Administration User Guide © 2026 PrismHR 63 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Banded Rates is selected in the Other Processing Parameters
panel in Group Benefit Plans.
Spouse Gender The employee spouse's gender. This option is available only when
Spouse Gender Banded is selected in the Other Processing
Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.If the benefit plan is set up as tobacco banded:
Use this option To define this From Age The starting age and the upper age limit. Unless the benefit plan is To Age also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. Non-Tobacco Premium If the benefit plan is set up as tobacco banded, the amount billed to the client for the plan type and age group for non-tobacco using employees. Tobacco Premium If the benefit plan is set up as tobacco banded, the amount billed to the client for the plan type and age group for tobacco using employees. Dependents (Spouse Non-Tobacco) If the benefit plan is set up as tobacco banded, the cost associated with covering an employee’s non-tobacco using spouse for this plan type and age group. Dependents (Spouse Tobacco) If covered, enter the cost associated with covering an employee’s tobacco using spouse for this plan type and age group. Total Premium The amount billed to the client for the benefit rate level. If the benefit plan is not set up as tobacco banded, the Total Premium field is the sum of the Employee Premium and Dependents Premium. Once you enter two values, the third calculates automatically. For example, if you enter a Total Premium of 500 and an Employee Premium of 300, the system populates Dependents Premium with 200.
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Use this option To define this
Employee Premium The cost for the plan type and age group.
Dependents Premium If covered, the cost associated with covering an employee's
dependents for this plan type and age group.If the benefit plan is set up as wellness banded:
Use this option To define this From Age Enter the starting age and the upper age limit. Unless the benefit To Age plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. Wellness Premium The amount billed to the client for the plan type and age group. Non-Wellness Premium The amount billed to the client for the plan type and age group. Dependent Premium If covered, the cost associated with covering an employee’s dependent for this plan type and age group.
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Setting Premium Rates Based on Rate Group To enter the premium rates for a medical, dental, or vision group benefit plan where billing rates vary by rate group, use the Premium Rates form. The rates you enter in the premium rate table relate to the Cost Basis field in the Group Benefit Plans form. For example, if the cost rate is Monthly, the rates represent monthly premium costs. The fields shown in the form depend on whether the benefit plan is set up to have different rates for tobacco users or different rates by employee and spouse gender.
To maintain premium rates based on rate group: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.Benefits Administration User Guide © 2026 PrismHR 65 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Rate Group The rate group to which the premium rates apply.
Plan Type A list of plan types defined for the group benefit plan.
Employee Gender The employee's gender. This option is available only when Gender
Banded Rates is selected in the Other Processing Parameters
panel in Group Benefit Plans.
Spouse Gender The employee spouse's gender. This option is available only when
Spouse Gender Banded Rates is selected in the Other Processing
Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.If the benefit plan is set up as tobacco banded:
Use this option To define this From Age Enter the starting age and the upper age limit. Unless the benefit To Age plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. Non-Tobacco Premium The amount billed to the client for the plan type and age group for non-tobacco using employees. Tobacco Premium The amount billed to the client for the plan type and age group for tobacco using employees. Dependents (Spouse Non-Tobacco) The cost associated with covering an employee’s non-tobacco using spouse for this plan type and age group. Dependents (Spouse Tobacco) If covered, the cost associated with covering an employee’s tobacco using spouse for this plan type and age group. Total Premium The amount billed to the client for the benefit rate level. If the benefit plan is not set up as tobacco banded, the Total Premium field is the sum of the Employee Premium and Dependents Premium. Once you enter two values, the third calculates automatically. For example, if you enter a Total Premium of 500 and an Employee Premium of 300, the system populates Dependents Premium with 200.
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Use this option To define this
Employee Premium The cost for the plan type and age group.
Dependents Premium If covered, the cost associated with covering an employee's
dependents for this plan type and age group.If the benefit plan is set up as wellness banded:
Use this option To define this From Age Enter the starting age and the upper age limit. Unless the benefit To Age plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. Wellness Premium The amount billed to the client for the plan type and age group. Non-Wellness Premium The amount billed to the client for the plan type and age group. Dependent Premium If covered, the cost associated with covering an employee’s dependent for this plan type and age group.
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Setting Premium Rates Based on Rate Group and Network To enter the premium rates for a medical, dental, or vision group benefit plan where billing rates vary by rate group and network, use the Premium Rates form.
To maintain premium rates based on rate group and network: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Network An option that is shown when Premium Rates Vary By Network is
selected in the Other Processing Parameters panel.
Network ID The ID of the selected network.
Total Premium The amount billed to the client for the benefit rate level.Benefits Administration User Guide © 2026 PrismHR 67 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
If the benefit plan is not set up as tobacco banded, the Total
Premium is the sum of the Employee Premium and Dependents
Premium. When you enter two values, the third calculates
automatically. For example, if you enter a Total Premium of 500
and an Employee Premium of 300, the system populates the
Dependents Premium with 200.
Employee Premium The cost for the plan type and age group.
Dependents Premium If covered, the cost associated with covering an employee's
dependents for this plan type and age group.If the benefit plan is set up as tobacco banded:
Use this option To define this From Age The starting age and the upper age limit. Unless the benefit plan is To Age also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. Non-Tobacco Premium The amount billed to the client for the plan type and age group for non-tobacco using employees. Tobacco Premium The amount billed to the client for the plan type and age group for tobacco using employees. Dependents (Spouse Non-Tobacco) The cost associated with covering an employee’s non-tobacco using spouse for this plan type and age group. Dependents (Spouse Tobacco) If covered, the cost associated with covering an employee’s tobacco using spouse for this plan type and age group. Total Premium The amount billed to the client for the benefit rate level. Employee Premium The cost for the plan type and age group. Dependents Premium If covered, the cost associated with covering an employee’s dependents for this plan type and age group.
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Setting Other Type Plan Rates To enter the premium rates for an Other Type group benefit plan, use the Premium Rates form.
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The rates you enter in the premium rate table relate to the Cost Basis field in the Group Benefit Plans form. For example, if the cost basis is Monthly, the rates represent monthly premium costs.
To maintain other type plan rates: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates. The system
calculates premium costs using the premium rates with the most
recent effective date.
Cost per Employee The cost of the plan for each employee.Setting Life Insurance Premium Rates To enter the premium rates for a life insurance group benefit plan, use the Premium Rates form. The rates you enter in the premium rate table relate to the Cost Basis field in the Group Benefit Plans form. For example, if the cost basis is Monthly, the rates represent monthly premium costs.
To enter premium rates for a life insurance plan: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Network ID A field that is shown when Premium Rates Vary By Network is
selected in the Other Processing Parameters panel.
Plan Type A list of the plan types defined for the group benefits plan.
Employee Gender This option is shown when Gender Banded Rates is selected in the
Other Processing Parameters panel in Group Benefit Plans.
Spouse Gender This field is shown when Spouse Gender Banded is selected in the
Other Processing Parameters panel in Group Benefit Plans.Benefits Administration User Guide © 2026 PrismHR 69 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates. The system
calculates premium costs using the premium rates with the most
recent effective date.
Cost per Employee The cost of the plan for each employee.If the benefit plan is also set up as tobacco banded:
Use this option To define this From Age Enter the starting age and the upper age limit. Unless the benefit plan is also set up as age banded by selecting the Age Banded To Age Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. For a life insurance plan, typically you enter smoking and non- smoking rates. If the plan does not offer separate rates, enter the same rate for non-smoker and smoker. The rates are either per thousand dollars or a flat amount, depending on the Life Calculation Type defined for the Group Benefit Plan Non-Smoker Premium The amount billed to the client for the plan type and age group for an employee who does not use tobacco products. Smoker Premium The cost for an employee who is a tobacco user. NonSmoking Spouse Premium The cost for a spouse who does not use tobacco products. Smoking Spouse Premium The cost for a spouse who uses tobacco products. Dependents Premium If covered, the cost associated with covering an employee’s dependents for this plan type and age group. Total Premium The amount billed to the client for the benefit rate level. If the benefit plan is not set up as tobacco banded, the Total Premium field is the sum of the Employee Premium and Dependents Premium.
When you enter two values, the third calculates automatically.
For example, if you enter a Total Premium of 500 and an
Employee Premium of 300, the system populates Dependents
Premium with 200.
If the benefit plan is not set up as tobacco banded, the TotalBenefits Administration User Guide © 2026 PrismHR 70 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Premium field is the sum of the Employee Premium and
Dependents Premium. After you enter two values, the third
calculates automatically. For example, if you enter a Total
Premium of 500 and an Employee Premium of 300, the system
populates Dependents Premium with 200.
Employee Premium The cost for the plan type and age group.
Dependents Premium If covered, the cost associated with covering an employee's
dependents for this plan type and age group.Setting Disability Insurance Premium Rates To enter the premium rates for a short- or long-term disability group benefit plan by age, use the Premium Rates form. The rates you enter in the premium rate table refer to the Cost Basis field in the Group Benefit Plans form. For example, if the cost basis is Monthly, the rates represent monthly premium costs.
To set disability insurance rates: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates. The system
calculates premium costs using the premium rates with the most
recent effective date.
For short- or long-term disability benefit plans, the effective
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.
From Age The starting age and the upper age limit. If the plan's rates are the
To Age same regardless of the employee's age, enter an "all
encompassing" age range, for example, 0-99.Benefits Administration User Guide © 2026 PrismHR 71 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Rate The premium rate per ten dollars of coverage (short-term
disability) or hundred dollars of coverage (long-term disability).Setting Disability Insurance Rates by Salary To set the premium rates for a short- or long-term disability group benefit plan by salary, use the Premium Rates form. Disability insurance rates by salary are shown when the LTD/STD Rate Tables banded by Salary option is selected in the Other Processing Parameters panel. The rates you enter in the premium rate table relate to the Cost Basis field in the Group Benefit Plans form. For example, if the cost basis is Monthly, the rates represent monthly premium costs.
To set disability insurance rates based on salary: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Rate Group The rate group to which the premium rates apply.
Plan Type A list of plan types defined for the group benefit plan.
Employee Gender The employee's gender. This option is available only when Gender
Banded Rates is selected in the Other Processing Parameters
panel in Group Benefit Plans.
Spouse Gender The employee spouse's gender. This option is available only when
Spouse Gender Banded Rates is selected in the Other Processing
Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
For short- or long-term disability benefit plans, the effective dates
indicate whether the rate is set to standard or extended precision.
If you selected the LTD/STD Use Extended Precision Rates option
in the main form, you can only choose an effective date withBenefits Administration User Guide © 2026 PrismHR 72 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
extended precision, otherwise you can only select a date with
standard precision.
From Annual Salary The amount for the line. The first From Annual Salary value must
To Annual Salary be zero. Each subsequent value is one cent greater than the To
Annual Salary in the previous band.
Premium The premium amount for employees in this salary band.Setting Disability Insurance Extended Precision Premium Rates To enter the billing rates using extended precision rates for a short- or long-term disability group benefit plan, use the Premium Rates form. Extended precision rates allow you to enter any number of digits after the decimal place. The Disability Insurance Extended Precision Premium Rates settings display when the LTD/STD Use Extended- Precision Rates option is selected in the Other Processing Parameters panel. The rates you enter in the premium rate table refer to the Cost Basis field in the Group Benefit Plans form. For example, if the cost basis is Monthly, the rates represent monthly premium costs.
To set Disability Insurance Extended Precision Premium Rates: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates. The system
calculates premium costs using the premium rates with the most
recent effective date.
For short- or long-term disability benefit plans, the effective
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.
From Age For each age range, the starting age and the upper limit for theBenefits Administration User Guide © 2026 PrismHR 73 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
To Age age. If the plan's rates are the same regardless of the employee's
age, enter an "all encompassing" age range, for example, 0-99.
Employee Gender The employee's gender. This option is available only when Gender
Banded Rates is selected in the Other Processing Parameters
panel in Group Benefit Plans.
Spouse Gender The employee spouse's gender. This option is available only when
Spouse Gender Banded Rates is selected in the Other Processing
Parameters panel in Group Benefit Plans.Setting Billing/Premium Rates for Bond Insurance/EPLI Use these forms to enter the billing/premium rates for a bond insurance or EPLI (employment practices liability insurance) group benefit plans.
To set the billing rates for a bond insurance or EPLI plan:
Use this option To define this Benefit Plan ID This field is read only. The Benefit Plan ID displays here from the Group Benefit Plans form. Rate Group You can manually enter billing rate group or click Rate Group. The system displays a message: Search for rate groups already used for this plan? If you select: • Yes – Existing Rate Groups display on the right, from which you can select one billing rate group. • No – The Select Rate Group selector opens and you can select one billing rate group.
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Use this option To define this
Effective Date Enter the date from which this billing rate becomes effective. Rate/Hundred The billing cost for bond insurance expressed as an amount per hundred dollars of employee earnings. The rate relates to the Cost Basis field in the Group Benefit Plans form. For example, if the cost basis is Monthly, the rate represents monthly billing costs.
To set the premium rates for a bond insurance or EPLI plan:
Use this option To define this Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plans form. Effective Date The date when the rate goes into effect. Saving rates according to the effective date enables you to view previous rates. The system calculates premium costs using the premium rates with the most recent effective date. You can enter this manually or select one from the list of Existing Effective Dates on the right.
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Use this option To define this Rate/Hundred The premium cost for bond insurance expressed as an amount per hundred dollars of employee earnings. The rate relates to the Cost Basis field in the Group Benefit Plans form. For example, if the cost basis is Monthly, the rate represents monthly premium costs.
Setting Family Rated Plan Premium Rates To set up premium rates based on the age of individuals covered by the plan, use the Premium Rates form. You must enter a premium for each specific age group. If the plan imposes a surcharge for individuals that are smokers, enter the surcharge in the Tobacco Surcharge column. If the plan does not impose a surcharge, that column blank or enter a zero. If individual rates are the same at the beginning or end of the age range, you do not need to enter individual age rates. For example, assume that the rates start at age 20 and end at 65. For individuals on the plan who are 19 years of age or younger, the system uses the age 20 rate. For individuals who are older than 65, the system charges the age 65 rate.
To set up family rated plan premium rates: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates. The system
calculates premium costs using the premium rates with the most
recent effective date.If Family Rated Premiums is selected in the Other Processing Parameters panel:
Use this option To define this From Age The first age. Premium The premium cost for the selected age. Tobacco Surcharge The surcharge for tobacco usage, if any. Note: Define this information (for each age. Click + or press Tab to create the next age row.
Click Save. The form clears so that you can enter the premiums for another plan type.
Click Close when you are finished.
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Setting Family Rated Plan Premium Rates by Network To set billing rates based on the age of the individuals covered and the billing rates for the network, use the Premium Rates form. You must enter a premium for each specific age group. If the plan imposes a surcharge for individuals that are smokers, enter the surcharge in the Tobacco Surcharge column, otherwise leave that column blank or enter a zero. If individual rates are the same at the beginning or end of the age range, you do not need to enter individual age rates. For example, assume that the rates start at age 20 and end at 65. For individuals on the plan who are 19 years of age or younger, the system uses the age 20 rate. For individuals who are older than 65, the system charges the age 65 rate.
To set Family Rated Plan Premium rates by network: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Network ID A field that is displayed when Premium Rates Vary By Network is
selected in the Other Processing Parameters panel.
Note: When a benefit plan is set up to use networks (for billing,
premium or both) and a network is marked as Inactive, the
inactive network displays in the Network ID drop-down with
‘(Inactive)’ next to it. All inactive networks filter to the bottom
of the list in the order that they appear on the networks grid.
You cannot modify or add new rates for Inactive networks.
However, you can view existing rates for Inactive networks.
When an inactive network is selected, a warning message
displays stating The selected network is inactive. No
modifications can be made.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.If Family Rated Premiums is selected in the Other Processing Parameters panel:
Use this option To define this From Age The first age. Premium The cost for the specified age. Tobacco Surcharge The surcharge for tobacco use.
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Use this option To define this
Employee Gender The employee's gender. This option is available only when Gender
Banded Rates is selected in the Other Processing Parameters
panel in Group Benefit Plans.
Note: Define this information (for each age. Click + or press Tab to create the next age row.Setting Family Rated Plan Premium Rates by Rate Group To set up premium rates based on the age of individuals covered by a plan with networks where billing rates vary by rate group, use the Premium Rates form. You must enter a premium for each specific age group. If the plan imposes a surcharge for individuals that are smokers, enter the surcharge in the Tobacco Surcharge column, otherwise leave that column blank or enter a zero. If individual rates are the same at the beginning or end of the age range, you do not need to enter individual age rates.
To set Family Rated Plan Premium rates by Rate Group: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Network ID A field that is displayed when Premium Rates Vary By Network is
selected in the Other Processing Parameters panel.
Rate Group The rates group to which the premium rates apply. This field
displays when Rate Groups For Premium Rates is selected in the
Group Benefit Plans panel.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.Benefits Administration User Guide © 2026 PrismHR 78 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
From Age The first age for which you are setting the premium rate..
Premium The premium cost for that age.
Tobacco Surcharge The surcharge for tobacco use, if any.Setting Family Rated Plan Premium Rates by Rate Groups and Network To set up premium rates based on the age of individuals covered by a plan with networks where billing rates vary by rate group and network, use the Premium Rates form. You must enter a premium for each specific age group. If the plan imposes a surcharge for individuals that are smokers, then enter the surcharge in the Tobacco Surcharge column, otherwise leave that column blank or enter a zero. If individual rates are the same at the beginning or end of the age range, you do not need to enter individual age rates. For example, assume that the rates start at age 20 and end at 65. For individuals on the plan who are 19 years of age or younger, the system uses the age 20 rate. For individuals who are older than 65, the system charges the age 65 rate.
To set family rated premium rates by rate groups and network: 1. Open the Premium Rates form.
Use this option To define this
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Network ID A field that is displayed when Premium Rates Vary By Network is
selected in the Other Processing Parameters panel.
Note: When a benefit plan is set up to use networks (for billing,
premium or both) and a network is marked as Inactive, the
inactive network displays in the Network ID drop-down with
‘(Inactive)’ next to it. All inactive networks filter to the bottom
of the list in the order that they appear on the networks grid.
You cannot modify or add new rates for Inactive networks.
However, you can view existing rates for Inactive networks.
When an inactive network is selected, a warning message
displays stating The selected network is inactive. No
modifications can be made.
Rate Group The rates group to which the premium rates apply. This field
displays when Rate Groups For Premium Rates is selected in the
Group Benefit Plans panel.Benefits Administration User Guide © 2026 PrismHR 79 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Network ID The Network field displays when you select Premium Rates Vary
By Network in the Other Processing Parameters panel.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.Enter the following information for each year of age. Click + or press Tab.to create an additional age row.
Use this option To define this From Age The first age for which you are setting the premium rate.. Premium The premium cost for that age. Tobacco Surcharge The surcharge for tobacco use, if any.
Click Close when you are finished.
Copying Rates from Another Plan Type When premium rates are defined for a plan, you can copy those rates to another plan in the same year using the Premium Rates form. For example, you can copy the rates for the employee and spouse plan to the family plan.
To copy plan rates from another plan type:
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Setting Insurance Billing Rates Insurance billing rates are the amounts billed to the client for each plan type. The plan’s Insurance Class, as well as other settings established in Group Benefit Plans, determine which version of the Billing Rates form displays. • Setting Health Plan Billing Rates by Rate Group (page 81) • Setting Health Plan Billing Rates by Rate Group and Age (page 83) • Setting Health Plan Billing Rates by Network (page 86) • Setting Health Plan Billing Rates by Network and Age (page 88) • Setting Health Plan Billing Rates by Rate Group and Network (page 90) • Setting Billing Rates by Rate Group, Network, and Age (page 92) • Setting Life Insurance Billing Rates (page 94) • Setting Disability Insurance Billing Rates (page 96) • Setting Disability Insurance Billing Rates by Salary (page 98) • Setting Disability Insurance Extended Precision Billing Rates (page 99) • Setting Bond/EPLI Insurance Billing Rates (page 101) • Setting Other Type Billing Rates (page 102) • Setting Family Rated Plan Billing Rates (page 103) • Setting Family Rated Plan Billing Rates by Network (page 105) • Setting Family Rated Plan Billing Rates by Rate Group and Network (page 106)
Setting Health Plan Billing Rates by Rate Group Use the Composite Billing Rates form to enter the billing rates for a medical, dental, or vision group benefit plan that charges different rates by rate group. The fields displayed in the form depend on whether the benefit plan is set up to have different rates for tobacco users or different rates by employee and spouse gender.
To set health plan billing rates by rate group: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. In the Actions menu , click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in theBenefits Administration User Guide © 2026 PrismHR 81 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form. This
is a read-only field.
Rate Group The rates that apply only to this rate group. This field that displays
when you select No in the Billing Rates Vary By Network list in
the Other Processing Parameters panel. Your organization might
charge different clients at different rates for the same benefit
plan. PrismHR allows you to define these different rates using rate
groups. You can use as many rate groups as needed; refer to the
Payroll User Guide.
Plan Type A list of the plan types defined for the group benefit plan.
Employee Gender The employee's gender. The Employee Gender list displays only
when Gender Banded Rates is selected in the Other Processing
Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.Define each year of age. If you need to create an additional age row, click + or press Tab.
Use this option To define this From Age The starting age for each line and the upper age limit. To Age Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields. For example, 0-99. Premium The premium cost for that age. Tobacco Surcharge The surcharge for tobacco use, if any.
If the benefit plan is set up as tobacco banded:
Use this option To define this Non-Tobacco Premium The amount billed to the client for the plan type and age group for non-tobacco using employees.
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Use this option To define this
Tobacco Premium The amount billed to the client for the plan type and age group
for tobacco using employees.
Dependents (Spouse Non-Tobacco) Enter the cost associated with covering an employee's non-
tobacco using spouse for this plan type and age group.
Dependents (Spouse Tobacco) If covered, enter the cost associated with covering an employee's
tobacco using spouse for this plan type and age group.If the benefit plan is not set up as tobacco banded:
Use this option To define this Total Bill Amount The total amount to bill to the client for the cost of this plan. The Total Bill Amount is the sum of the Employee Bill Amount and Dependents Bill Amount. When you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amount of 300, the system populates Dependents Bill Amount with 200. Employee Bill Amount The amount to bill the employee for this plan. Dependents Bill Amount The amount to bill the depending for this plan.
If the benefit plan is set up as wellness banded:
Use this option To define this Wellness Bill Amount The amount billed to the client for the plan type and age group. Non-Wellness Bill Amount The amount billed to the client for the plan type and age group. Dependents Bill Amount If covered, enter the cost associated with covering an employee’s dependent for this plan type and age group.
Click Save. The form clears so that you can enter billing rates for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Setting Health Plan Billing Rates by Rate Group and Age Use the Billing Rates form to enter the billing rates for a medical, dental, or vision group benefit plan that charges different rates by rate group and age. The form displays various fields depending on whether the benefit plan is set up to have different rates for tobacco users or different rates by employee and spouse gender.
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To set health plan billing rates by rate group and age: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Rate Group The rates that apply only to this rate group. This field that displays
when you select No in the Billing Rates Vary By Network list in
the Other Processing Parameters panel. Your organization might
charge different clients at different rates for the same benefit
plan. PrismHR allows you to define these different rates using rate
groups. You can use as many rate groups as needed; refer to the
Payroll User Guide.
Plan Type A list of the plan types defined for the group benefit plan.
Employee Gender The employee's gender. The Employee Gender list displays only
when Gender Banded Rates is selected in the Other Processing
Parameters panel in Group Benefit Plans.
Spouse Gender The employee spouse's gender. The Employee Gender list displays
only when Spouse Gender Banded is selected in the Other
Processing Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
The Effective Date must be entered in the Billing Rates form for
the Copy from Premium Rates option to display. An error displays
if there is no corresponding premium rate record.Define each year of age. If you need to create an additional age row, click + or press T AB row.
Use this option To define this From Age The starting age for each line and the upper age limit. Enter the age-range information for the benefit plan. You can enter this To Age information manually, or copy from the benefit plan’s corresponding Premium Rates record by clicking Copy from Premium Rates in the Actions menu.
Benefits Administration User Guide © 2026 PrismHR 84 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Unless the benefit plan is also set up as age banded by selecting
the Age Banded Medical Billing option in Group Benefit Plans,
you must enter a one-line "all encompassing" age range in the
From Age and To Age fields. For example, 0-99.If the benefit plan is set up as tobacco banded:
Use this option To define this Non-Tobacco Premium The amount billed to the client for the plan type and age group for non-tobacco using employees. Tobacco Premium The amount billed to the client for the plan type and age group for tobacco using employees. Dependents (Spouse Non-Tobacco) Enter the cost associated with covering an employee’s non- tobacco using spouse for this plan type and age group. Dependents (Spouse Tobacco) If covered, enter the cost associated with covering an employee’s tobacco using spouse for this plan type and age group.
If the benefit plan is not set up as tobacco banded:
Use this option To define this Total Bill Amount The total amount to bill to the client for the cost of this plan. The Total Bill Amount is the sum of the Employee Bill Amount and Dependents Bill Amount. When you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amount of 300, the system populates Dependents Bill Amount with 200. Employee Bill Amount The amount to bill the employee for this plan. Dependents Bill Amount The amount to bill the depending for this plan.
If the benefit plan is set up as wellness banded:
Use this option To define this Wellness Bill Amount The amount billed to the client for the plan type and age group. Non-Wellness Bill Amount The amount billed to the client for the plan type and age group. Dependents Bill Amount If covered, enter the cost associated with covering an employee’s dependent for this plan type and age group.
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Setting Health Plan Billing Rates by Network Use the Billing Rates form to enter the billing rates for a medical, dental, or vision group benefit plan with networks where billing rates vary by network. Different fields display in the form depending on whether the benefit plan is set up as tobacco banded by selecting Tobacco Banded Rates in the Other Processing Parameters panel in Group Benefit Plans.
To set health plan billing rates by network: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Network ID The Network field displays when Yes or Both is selected in the
Billing Rates Vary By Network list in the Other Processing
Parameters panel.
Note: When a benefit plan is set up to use networks (for billing,
premium or both) and a network is marked as Inactive, the
inactive network now displays in the Network ID dropdown with
‘(Inactive)’ next to it. All inactive networks filter to the bottom
of the list in the order that they appear on the networks grid.
You cannot modify or add new rates for Inactive networks.
However, you can view existing rates for Inactive networks.
When an inactive network is selected, the table is disabled. The
Save and Delete buttons are also disabled. A warning message
displays stating The selected network is inactive. No
modifications can be made. Click the OK button to acknowledge
the message.
Plan Type The list contains only the plan types defined for the group benefitBenefits Administration User Guide © 2026 PrismHR 86 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
plan.
Employee Gender: The list displays only when Gender Banded Rates is selected in
the Other Processing Parameters panel in Group Benefit Plans.
Spouse Gender: The gender of the employee's spouse's. The list displays only
when Spouse Gender Banded Rates is selected in the Other
Processing Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.Define each year of age. If you need to create an additional age row, click + or press Tab.
Use this option To define this From Age The starting age for each line and the upper age limit. To Age Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields. For example, 0-99.
If the benefit plan is set up as tobacco banded:
Use this option To define this Non-Tobacco Premium The amount billed to the client for the plan type and age group for non-tobacco using employees. Tobacco Premium The amount billed to the client for the plan type and age group for tobacco using employees. Dependents (Spouse Non-Tobacco) Enter the cost associated with covering an employee’s non- tobacco using spouse for this plan type and age group. Dependents (Spouse Tobacco) If covered, enter the cost associated with covering an employee’s tobacco using spouse for this plan type and age group.
If the benefit plan is not set up as tobacco banded:
Use this option To define this Total Bill Amount The total amount to bill to the client for the cost of this plan.
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The Total Bill Amount is the sum of the Employee Bill Amount
and Dependents Bill Amount. When you enter two values, the
third calculates automatically. For example, if you enter a Total
Bill Amount of 500 and an Employee Bill Amount of 300, the
system populates Dependents Bill Amount with 200.
Employee Bill Amount The amount to bill the employee for this plan.
Dependents Bill Amount The amount to bill the depending for this plan.Setting Health Plan Billing Rates by Network and Age Use the Billing Rates form to enter the billing rates for a medical, dental, or vision group benefit plan with networks where billing rates vary by network and age. Different fields display in the form depending on whether the benefit plan is set up as tobacco banded by selecting Tobacco Banded Rates in the Other Processing Parameters panel in Group Benefit Plans.
To set health plan billing rates by network and age: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Network ID The Network field displays when Yes or Both is selected in the
Billing Rates Vary By Network list in the Other Processing
Parameters panel.
Note: When a benefit plan is set up to use networks (for billing,Benefits Administration User Guide © 2026 PrismHR 88 Chapter 1 Setting Up Group Benefit Plans
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premium or both) and a network is marked as Inactive, the
inactive network now displays in the Network ID dropdown with
‘(Inactive)’ next to it. All inactive networks filter to the bottom
of the list in the order that they appear on the networks grid.
You cannot modify or add new rates for Inactive networks.
However, you can view existing rates for Inactive networks.
When an inactive network is selected, the table is disabled. The
Save and Delete buttons are also disabled. A warning message
displays stating The selected network is inactive. No
modifications can be made. Click the OK button to acknowledge
the message.
Plan Type The list contains only the plan types defined for the group benefit
plan.
Employee Gender: The list displays only when Gender Banded Rates is selected in
the Other Processing Parameters panel in Group Benefit Plans.
Spouse Gender: The gender of the employee's spouse's. The list displays only
when Spouse Gender Banded Rates is selected in the Other
Processing Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.Define each year of age. If you need to create an additional age row. click + or press Tab.
Use this option To define this From Age The starting age for each line and the upper age limit. To Age Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields. For example, 0-99.
If the benefit plan is set up as tobacco banded:
Use this option To define this Non-Tobacco Premium The amount billed to the client for the plan type and age group for non-tobacco using employees.
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Tobacco Premium The amount billed to the client for the plan type and age group
for tobacco using employees.
Dependents (Spouse Non-Tobacco) Enter the cost associated with covering an employee's non-
tobacco using spouse for this plan type and age group.
Dependents (Spouse Tobacco) If covered, enter the cost associated with covering an employee's
tobacco using spouse for this plan type and age group.If the benefit plan is not set up as tobacco banded:
Use this option To define this Total Bill Amount The total amount to bill to the client for the cost of this plan. The Total Bill Amount is the sum of the Employee Bill Amount and Dependents Bill Amount. When you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amount of 300, the system populates Dependents Bill Amount with 200. Employee Bill Amount The amount to bill the employee for this plan. Dependents Bill Amount The amount to bill the depending for this plan.
Click Save. The form clears so that you can enter billing rates for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Setting Health Plan Billing Rates by Rate Group and Network Use the Billing Rates form to enter the billing rates for a medical, dental, or vision group benefit plan that charges different rates by both rate group and network. Different fields display in the form depending on whether the benefit plan is set up as tobacco banded by selecting Tobacco Banded Rates in the Other Processing Parameters panel in Group Benefit Plans.
To set health plan billing rates by rate group and network: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
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Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Network ID The Network option displays when Both is selected in the Billing
Rates Vary By Network list in the Other Processing Parameters
panel.
Rate Group The Rate Group option displays when Both is selected in the
Billing Rates Vary By Network list in the Other Processing
Parameters panel.
Employee Gender Displays only when Gender Banded Rates is selected in the Other
Processing Parameters panel in Group Benefit Plans.
Spouse Gender The gender of the employee's spouse. The list displays only when
Spouse Gender Banded Rates is selected in the Other Processing
Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.Define each year of age. If you need to create an additional age row, click + or press Tab.
Use this option To define this From Age The starting age for each line and the upper age limit. To Age Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields. For example, 0-99.
If the benefit plan is set up as tobacco banded:
Use this option To define this Non-Tobacco Premium The amount billed to the client for the plan type and age group for non-tobacco using employees. Tobacco Premium The amount billed to the client for the plan type and age group
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for tobacco using employees.
Dependents (Spouse Non-Tobacco) Enter the cost associated with covering an employee's non-
tobacco using spouse for this plan type and age group.
Dependents (Spouse Tobacco) If covered, enter the cost associated with covering an employee's
tobacco using spouse for this plan type and age group.If the benefit plan is not set up as tobacco banded:
Use this option To define this Total Bill Amount The total amount to bill to the client for the cost of this plan. The Total Bill Amount is the sum of the Employee Bill Amount and Dependents Bill Amount. When you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amount of 300, the system populates Dependents Bill Amount with 200. Employee Bill Amount The amount to bill the employee for this plan. Dependents Bill Amount The amount to bill the depending for this plan.
Click Save. The form clears so that you can enter billing rates for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Setting Billing Rates by Rate Group, Network, and Age Use the Billing Rates form to enter the billing rates for a medical, dental, or vision group benefit plan that charges different rates by rate group, network, and age. Different fields display in the form depending on whether the benefit plan is set up as tobacco banded by selecting Tobacco Banded Rates in the Other Processing Parameters panel in Group Benefit Plans.
To set health plan billing rates by rate group, network, and age: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
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Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Network ID The Network field displays when Both is selected in the Billing
Rates Vary By Network list in the Other Processing Parameters
panel.
Rate Group The Rate Group field displays when Both is selected in the Billing
Rates Vary By Network list in the Other Processing Parameters
panel. Your organization might charge different clients at different
rates for the same benefit plan. PrismHR allows you to define
these different rates using rate groups. You can use as many rate
groups as needed; refer to the Payroll User Guide.
Plan Type A list of only the plan types defined for the group benefit plan.
Employee Gender The list displays only when Gender Banded Rates is selected in
the Other Processing Parameters panel in Group Benefit Plans.
Spouse Gender The gender of the employee's spouse. The list displays only when
Spouse Gender Banded Rates is selected in the Other Processing
Parameters panel in Group Benefit Plans.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.Enter the following information for each year of age. If you need to create an additional age row, click + or press Tab.
Use this option To define this From Age The starting age for each line and the upper age limit. To Age Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields. For example, 0-99.
If the benefit plan is set up as tobacco banded:
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Use this option To define this
Non-Tobacco Premium The amount billed to the client for the plan type and age group
for non-tobacco using employees.
Tobacco Premium The amount billed to the client for the plan type and age group
for tobacco using employees.
Dependents (Spouse Non-Tobacco) The cost associated with covering an employee's non-tobacco
using spouse for this plan type and age group.
Dependents (Spouse Tobacco) If covered, the cost associated with covering an employee's
tobacco using spouse for this plan type and age group.If the benefit plan is not set up as tobacco banded:
Use this option To define this Total Bill Amount The total amount to bill to the client for the cost of this plan. The Total Bill Amount is the sum of the Employee Bill Amount and Dependents Bill Amount. When you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amount of 300, the system populates Dependents Bill Amount with 200. Employee Bill Amount The amount to bill the employee for this plan. Dependents Bill Amount The amount to bill the depending for this plan.
Click Save. The form clears so that you can enter billing rates for another plan type.
Click Close when you are finished.
Setting Life Insurance Billing Rates Use the Billing Rates form to enter the billing rates for a life insurance group benefit plan.
To set life insurance billing rates: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copiedBenefits Administration User Guide © 2026 PrismHR 94 Chapter 1 Setting Up Group Benefit Plans
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for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Rate Group The Rate Group field displays when you select No or Both in the
Billing Rates Vary By Network list in the Other Processing
Parameters panel.
Your organization may charge different clients at different rates
for the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
The rates you enter apply only to this rate group. Your
organization might charge different clients at different rates for
the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.Define the following information for each year of age. If you need to create an additional age row, click + or press Tab.
Use this option To define this From Age The starting age for each line and the upper age limit. To Age Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields. For example, 0-99.
If the benefit plan is set up as tobacco banded, enter the following information:
Use this option To define this Non-Smoker Premium The amount billed to the client for the plan type and age group for non-tobacco using employees. Smoker Premium The amount billed to the client for the plan type and age group
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for tobacco using employees.
NonSmoking Spouse Premium The cost for covering an employee's non-tobacco using spouse for
this plan type and age group.
Smoking Spouse Premium The cost for a spouse who uses tobacco products.
Dependents Premium The cost for any dependents.Note: For a life insurance plan, typically you enter smoking and non-smoking rates. If the plan does not offer separate rates, enter the same rate for non-smoker and smoker. The rates are either per thousand dollars or a flat amount, depending on the Life Calculation Type defined for the Group Benefit Plan.
Setting Disability Insurance Billing Rates To enter the billing rates for a short- or long-term disability group benefit plan by age range, use the Billing Rates form.
To define disability insurance billing rates: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Rate Group The Rate Group field displays when you select No or Both in the
Billing Rates Vary By Network list in the Other Processing
Parameters panel.
Your organization may charge different clients at different rates
for the same benefit plan. PrismHR allows you to define theseBenefits Administration User Guide © 2026 PrismHR 96 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
The rates you enter apply only to this rate group. Your
organization might charge different clients at different rates for
the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
Saving rates according to the effective date allows you to view
previous rates for reference purposes. The system calculates
billing using the rates with the most recent effective date.
For short- or long-term disability benefit plans, the effective
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.Define the following information for each year of age. If you need to create an additional age row, click + or press Tab. You can enter this information manually, or copy from the benefit plan’s corresponding Premium Rates record by clicking Copy from Premium Rates in the Actions menu.
Use this option To define this From Age The starting age for each line and the upper age limit. To Age Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields. For example, 0-99. Premium Rate Enter the premium Rate per ten dollars of coverage (short-term disability) or hundred dollars of coverage (long-term disability). If the plan’s rates are the same regardless of the employee’s age, enter an “all encompassing” age range, for example, 0-99.
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
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Setting Disability Insurance Billing Rates by Salary To enter the billing rates for a short- or long-term disability group benefit plan by salary, use the Billing Rates form. The settings display when the LTD/STD Rate Tables banded by Salary option is selected in the Other Processing Parameters panel.
To define disability insurance billing rates by salary: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Rate Group The Rate Group field displays when you select No or Both in the
Billing Rates Vary By Network list in the Other Processing
Parameters panel.
Your organization may charge different clients at different rates
for the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
The rates you enter apply only to this rate group. Your
organization might charge different clients at different rates for
the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
Saving rates according to the effective date allows you to view
previous rates for reference purposes. The system calculates
billing using the rates with the most recent effective date.
For short- or long-term disability benefit plans, the effectiveBenefits Administration User Guide © 2026 PrismHR 98 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.Define each salary range.
Use this option To define this From Annual Salary The From Annual Salary amount. The first From Annual Salary value must be zero. To Annual Salary The To Annual Salary amount. Each subsequent value is one cent greater than the To Annual Salary in the previous band. Premium Enter the Premium amount for employees in this salary band.
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Setting Disability Insurance Extended Precision Billing Rates To enter the billing rates using extended precision rates for a short- or long-term disability group benefit plan, use the Billing Rates form Extended precision rates enable you to enter any number of digits after the decimal place. The settings display when the LTD/STD Rate Tables banded by Salary option is selected in the Other Processing Parameters panel.
To define disability insurance billing rates by salary: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates This option will be listed under the Actions menu on this form. If
you select this option, then Age-range information from the
Premium Rates record is copied for this benefit plan for Billing
Rates record. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in theBenefits Administration User Guide © 2026 PrismHR 99 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID This value is auto-populated from the Group Benefit Plan form.
Rate Group The Rate Group field displays when you select No or Both in the
Billing Rates Vary By Network list in the Other Processing
Parameters panel. The rates you enter apply only to this rate
group.
You can enter a Rate Group or click the Rate Group link. A dialog
box opens stating Search for rate groups already used for this
plan? If you select:
• Yes - A list of existing rate groups for this Plan ID is listed on
the form.
• No - The Select Rate Group dialog box opens and you can
select from there.
Your organization might charge different clients at different rates
for the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
If you have selected an existing rate group above, you will a list of
effective dates for that rate group on the form. You can select one
or enter a new one.
For short- or long-term disability benefit plans, the effective
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.Define the age range for each plan type:
Use this option To define this From Age The starting age for the rate. To Age The upper age limit for the rate.
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Rate Enter the premium Rate per ten dollars of coverage (short-term
disability) or hundred dollars of coverage (long-term disability).Note: If the plan’s rates are the same regardless of the employee’s age, enter an “all encompassing” age range, for example, 0-99.
Setting Bond/EPLI Insurance Billing Rates To set the billing rates for a bond insurance or EPLI (employment practices liability insurance) group benefit plan, use the Billing Rates form.
To set billing rates for a bond insurance or EPLI group benefit plan: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. In the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Rate Group An option that displays when you select No or Both in the Billing
Rates Vary By Network list in the Other Processing Parameters
panel.
The rates you enter apply only to this rate group. Your
organization might charge different clients at different rates for
the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.Benefits Administration User Guide © 2026 PrismHR 101 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
Saving rates according to the effective date allows you to view
previous rates for reference purposes. The system calculates
billing using the rates with the most recent effective date.
For short- or long-term disability benefit plans, the effective
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.
Rate/Hundred The billing rate for bond insurance expressed as an amount per
hundred dollars of employee earnings. The rate relates to the
Cost Basis field in the Group Benefit Plan form. For example, if the
cost basis is Monthly, the rate represents monthly billing rates.Setting Other Type Billing Rates To enter the billing rates for an Other type group benefit plan, use the Billing Rates form.
To set billing rates for benefit plan of type “other”: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.Benefits Administration User Guide © 2026 PrismHR 102 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Benefit Plan ID A value that is populated from the Group Benefit Plan form.
Rate Group An option that displays when you select No or Both in the Billing
Rates Vary By Network list in the Other Processing Parameters
panel.
The rates you enter apply only to this rate group. Your
organization might charge different clients at different rates for
the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
Cost per Employee The billing Cost per Employee.Note: Saving rates according to the effective date allows you to view previous rates for reference purposes. The system calculates billing using the rates with the most recent effective date.
Setting Family Rated Plan Billing Rates To set up billing rates for a family rated group benefit plan, use the Billing Rates form. Use this form when the Family Rated Premiums and Age Banded Medical Billing options are selected in the Group Benefit Plans form and billing is done by rate group.
To set billing rates for family rated plans: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates This option will be listed under the Actions menu on this form. If
you select this option, then Age-range information from the
Premium Rates record is copied for this benefit plan for BillingBenefits Administration User Guide © 2026 PrismHR 103 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
Rates record. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID This value is auto-populated from the Group Benefit Plan form.
Rate Group The Rate Group field displays when you select No or Both in the
Billing Rates Vary By Network list in the Other Processing
Parameters panel. The rates you enter apply only to this rate
group.
You can enter a Rate Group or click the Rate Group link. A dialog
box opens stating Search for rate groups already used for this
plan? If you select:
• Yes - A list of existing rate groups for this Plan ID is listed on
the form.
• No - The Select Rate Group dialog box opens and you can
select from there.
Your organization might charge different clients at different rates
for the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
If you have selected an existing rate group above, you will a list of
effective dates for that rate group on the form. You can select one
or enter a new one.
For short- or long-term disability benefit plans, the effective
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.Benefits Administration User Guide © 2026 PrismHR 104 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
From Age The first age.
Billing Amount The Premium cost for that age.
Tobacco Surcharge A Tobacco Surcharge, if anySetting Family Rated Plan Billing Rates by Network To set up billing rates for a family rated group benefit plan with networks where billing rates vary by network, use the Billing Rates form. You use this form when the Family Rated Premiums and Age Banded Medical Billing options are selected in the Group Benefit Plans form and billing is done by network.
To set family rated plan billing rates by network: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates This option will be listed under the Actions menu on this form. If
you select this option, then Age-range information from the
Premium Rates record is copied for this benefit plan for Billing
Rates record. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Network ID The ID of the network. The system displays the Network field
when Premium Rates Vary By Network is set in the Other
Processing Parameters panel.
Plan Type The list contains only the plan types defined for the group benefit
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Use this option To define this
Effective Date The date when the rate goes into effect. Saving rates according to
the effective date enables you to view previous rates for
reference purposes. The system calculates premium costs using
the premium rates with the most recent effective date.
Saving rates according to the effective date allows you to view
previous rates for reference purposes. The system calculates
billing using the rates with the most recent effective date.
For short- or long-term disability benefit plans, the effective
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.When Family Rated Premiums is selected in the Other Processing Parameters panel, define each age. If you need an additional row age, click + or press Tab.
Use this option To define this From Age The first age. Premium The Premium cost for that age. Tobacco Surcharge A Tobacco Surcharge, if any
If Gender Banded Rates is selected in the Other Processing Parameters panel in Group Benefit Plans:
Use this option To define this Employee Gender The employee’s gender Premium The Premium cost for that age. Tobacco Surcharge A Tobacco Surcharge, if any
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Setting Family Rated Plan Billing Rates by Rate Group and Network To set up billing rates for a family rated group benefit plan that charges different rates by both rate group and network, use the Billing Rates form. You use this form when the Family Rated Premiums and Age Banded Medical Billing options are selected in the Group Benefit Plans form and billing is done by rate group and network.
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To set family rated plan billing rates by group and network: 1. Start on the Group Benefit Plans form. 2. Enter the ID of the plan you want to edit. 3. On the Actions menu, click Billing Rates. 4. Set the following parameters.
Use this option To define this
Copy from Premium Rates Age-range information from the Premium Rates record is copied
for the benefit plan. An error displays if there is no corresponding
premium rates record. The Effective Date must be entered in the
Billing Rates form for the Copy from Premium Rates option to
display.
Benefit Plan ID The Benefit Plan ID. It is populated from the Group Benefit Plan
form.
Network ID The ID of the network. The system displays the Network field
when Premium Rates Vary By Network is set in the Other
Processing Parameters panel.
Rate Group The Rate Group for the plan. This field displays when No or Both
is selected in the Billing Rates Vary By Network list in the Other
Processing Parameters panel. The rates you enter apply only to
this rate group.
Your organization might charge different clients at different rates
for the same benefit plan. PrismHR allows you to define these
different rates using rate groups. You can use as many rate groups
as needed; refer to the Payroll User Guide.
Plan Type The list contains only the plan types defined for the group benefit
plan.
Employee Gender This option is available only when Gender Banded Rates is
selected in the Other Processing Parameters panel in Group
Benefit Plans.
Spouse Gender This option is available only when Spouse Gender Banded is
selected in the Other Processing Parameters panel in Group
Benefit Plans.
Effective Date The date when the rate goes into effect.
Saving rates according to the effective date allows you to view
previous rates for reference purposes. The system calculates
billing using the rates with the most recent effective date.Benefits Administration User Guide © 2026 PrismHR 107 Chapter 1 Setting Up Group Benefit Plans
Use this option To define this
For short- or long-term disability benefit plans, the effective
dates indicate whether the rate is set to standard or extended
precision. If you selected the LTD/STD Use Extended Precision
Rates option in the main form, you can only choose an effective
date with extended precision, otherwise you can only select a
date with standard precision.If Family Rated Premiums is selected in the Other Processing Parameters panel, define each age. If you need an additional row age, click + or press Tab.
Use this option To define this From Age The first age. To Age The upper age limit. Tobacco Surcharge A Tobacco Surcharge, if any.
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat these steps for each plan type.
Click Close when you are finished.
Establishing Basic Parameters for Group Benefit Plans To establish the basic parameters of a group benefit plan, use the Group Benefit Plans panel.
To establish the basic parameters: 1. Open the Group Benefit Plans panel and complete the following:
Use this To define this option Benefit Plan ID A short description of a new or existing benefit plan Plan A more detailed description of the benefit plan. Description Plan The plan description in Spanish. Description (Spanish) Insurance The type of coverage the plan provides (for example, Medical, Dental, Vision, Life Class Insurance, Long-Term Disability). This setting determines which panels open, what fields are available, and the calculation method the system uses to derive the premium for the benefit plan. See Insurance class panels on page 113.
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Payee ID The ID of the benefits provider that receives the deducted amounts. If you need to define a new payee for this benefit provider, open the Actions menu and select Payees. Auto Enroll Whether the employee can waive the benefit during an enrollment. (PrismHR Benefits Enrollment only.) This option must be used with other settings in the system. For more information, see “Setting Up Waive Options” in the Benefits Enrollment User Guide. Auto Enroll One of the following options: • No: The employee has the option to waive coverage in the benefit plan. • Yes: The employee automatically enrolls in the benefit plan and does not have the option to waive coverage. • Company Decision: The system determines the employee waive option based upon settings at the client level. COBRA Whether the benefit plan can be elected for COBRA coverage. Electable 3rd Party Enable this field to allow plans to be flagged when COBRA administration is COBRA handled by third party. State Specify a U.S. state or territory for state continuation of coverage or mini-COBRA Continuation offerings within the Benefit Plan. In PrismHR, this field is for informational purposes only. Marketplace partners retrieve this data from the PrismHR API and use it for state continuation or mini-COBRA offerings through their services.
Note: If you set a state in the State Continuation field, we recommend also
checking the COBRA Electable option located directly above the State
Continuation field. This ensures coordination with federal continuation, where
applicable.Carrier Set this option if the service provider is responsible for updating carrier eligibility Eligibility information such as enrollments, terms, coverage modifications, or other changes Management which may affect carrier eligibility. Once you flag the plans, you can use this information to create a report in Report Center showing a list of plans where the Carrier Eligibility Management option is set. High Whether the benefit plan has a high deductible that may entitle the employee to Deductible participate in a health savings account (HSA). Plan Single Whether the benefit plan is employee-only. When this option is selected, the Coverage employee contribution must be defined as a percentage of the employee’s Gross Wages earnings when the employee contribution rules are set up in the Benefit Rules % form.
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This option must be enabled in System Parameters with the custom feature code
SHOWSINGLEGROSSWAGE.Allow Gross Select this option to set the Percent of Gross Wages as the employee contribution Wage % towards a medical plan (employee premium only). Selecting this option displays a Contribution grid where you can enter an Effective Date and a Percent of Gross Wages, which Method is used as a default setting.
Note: To select the Allow Gross Wage % Contribution Method option you must
deselect the following options:
• Single Coverage Gross Wage %
• Do NOT Include In ACA Reporting
Additionally, you can select this option only if the Cost Basis field is set to either
Monthly, Quarterly, or Yearly.PEO Master Whether the Group Benefit Plan is one of the PEO’s Master Benefit Plans. Plan Client Whether the benefit plan is client-sponsored. Sponsored Rate Groups Whether premium rates are maintained separately for each rate group. For Premium Rates Offer Type Select the offer type that classifies the benefit plan. This ensures that the plan displays in the correct form in enrollment workflows. (PrismHR Benefits Enrollment only.) The Offer Type field only displays the list of compatible options based on the selection made for the Insurance Class field on this form. When you select an offer type other than Voluntary, the Insurance Class field is automatically assigned to the corresponding insurance class without any manual intervention.
Note: Offer Type is now a required field. The system displays a warning in the
following situations:
• you enter a Benefit Plan ID with a blank Offer Type on the Group Benefit Plans
form
• you enter a Plan ID with a blank Offer Type on the Benefit Plan Setup form
Use the Offer Types Import Template in the Data Import Tool to update the Offer
Types field for existing Benefit Plan IDs on the Group Benefit Plans form.
There are seven insurance classes that you can assign to a Group Benefit Plan:Benefits Administration User Guide © 2026 PrismHR 110 Chapter 1 Setting Up Group Benefit Plans
Insurance Class: Medical
• Medical (MED)
• Accident Benefits (ACC)
• Cancer Benefits (CAN)
• Critical Illness (CRI)
• Domestic Partner Medical (MDP)
• Gap Insurance (GAP)
• Identity Theft (IDT)
• Telehealth (TEL)
• Voluntary Benefits (VOL)
• Voluntary Hospitalization (HOS)
Insurance Class: Dental
• Dental (DEN)
• Domestic Partner Dental (DDP)
• Voluntary Benefits (VOL)
Insurance Class: Vision
• Vision (VIS)
• Domestic Partner Vision (VDP)
• Voluntary Benefits (VOL)
Insurance Class: Life Insurance
• Accidental Death and Dismemberment (ADD)
• Basic Life Extra (BLX)
• Critical Illness as Life (CRL)
• Group Term Life (GTL)
• Life Insurance - Basic (LIF)
• Life Insurance - Basic - Child Only (LIC)
• Life Insurance - Basic - Spouse Only (LIS)
• Whole Life (WLI)
Insurance Class: Short-Term Disability
• Additional STD (SDA)
• Short Term Disability (STD)Benefits Administration User Guide © 2026 PrismHR 111 Chapter 1 Setting Up Group Benefit Plans
• Voluntary Benefits (VOL)
Insurance Class: Long-Term Disability
• Additional LTD (LDA)
• Long Term Disability (LTD)
• Voluntary Benefits (VOL)
Insurance Class: Other
• Ancillary (ANC)
• Legal (LGL)
• Pet Benefits (PET)
• Voluntary Benefits (VOL)
Insurance Class: Bond
• Bond (BOND)
Note: When no Insurance Class is available, the Offer Type field displays --Select
One-- as the only option.
If an existing Offer Type in PrismHR is not compatible with the selected Insurance
Class, the system displays (Not Valid) next to the Offer Type name.EDI File Whether to include the group benefit plan in the EDI file feed.
Note: The system only uses this field for reporting and tracking purposes.Do Not Allow Informs the clients whether the plans are client-paid while setting up benefit rules. EE Contribution When you select this option, the system checks whether the plan is currently assigned to any clients. If so, the system displays a warning message asking whether you want to review the list of associated clients. Click Yes to open the Clients Assigned To form.
Note: When you select this option, a warning displays if the following
validations are not met for the Benefit Rules form:
• Under the Contribution Rules section, the Contribution Method field is
set to Percentage as the only valid option.
• If the Contribution rule amounts made by Company or Employee field is
set to Employee, then the Contribution Amount and DEP Contribution
Amount field values must be 0.
• If the Contribution rule amounts made by Company or Employee field is
set to Company, then the Contribution Amount and DEP Contribution
Amount field values must be 100.Benefits Administration User Guide © 2026 PrismHR 112 Chapter 1 Setting Up Group Benefit Plans
Similarly, on the Benefit Rules Import form, the above mentioned validation is
reviewed. If you select the Do Not Allow EE Contribution option, then the system
checks the import file data to ensure a valid setup is entered.Termination The date when plan coverage ends. After this date, no one can enroll in the plan. Date
Insurance class panels Different panels display based on the selected Insurance Class. Refer to the relevant panel descriptions for the plan you are editing. • Configuring Other Parameters (page 30) • Listing States Where a Plan is Offered (page 36) • Maintaining Plan Networks (page 33) • Configuring Online Enrollment (page 34) • Maintaining Coverage Amounts (page 37) • Defining Guaranteed Issue Limits (page 39) • Associating Plan Types with a Plan (page 43) • Setting Additional Options (page 44) • Setting Paycheck & Taxes (page 45) • Maintaining Carrier Codes (page 46) • Configuring Reporting Options (page 47)
Changing Benefit Groups for Multiple Employees To change the benefit group for multiple employees at one time, use the Bulk Change Benefit Group form.
Note: You must create benefit groups at the client level before you can move employees to another benefit group.
To change benefit groups for multiple employees: 1. On the CLIENT menu, select Client|Action > Bulk Change Benefit Group. The Bulk Change Benefit Group form opens. 2. To improve the response time for loading results, you can filter the results by benefit group. Click Continue. To load all results without filtering, do not select a benefit group and click Continue. The load time is longer than normal.
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Column Description
Client ID The unique identifier for the client.
Employee ID The unique identifier for the employee.
Employee Name The name of the employee.
Benefit Group The benefit group the employee is assigned.
Enrollment Status A unique code describing the enrollment status. For example, A for
active. This value is defined on the Employee Statuses form.
Enrollment Type A unique code describing the enrollment type. For example, FT for full-
time. This value is defined on the Employee Types form.
Position A unique code describing the position. For example, OPER for operator.
This value is defined on the Positions form.
Location A unique code describing the worksite location. For example, MA for
Massachusetts. This value is defined on the Worksite Locations form.
Division A unique code describing the division. For example, 1 for the First
Division. This value is defined on the Divisions form.
Department A unique code describing the department. For example, 300 for
Accounting. This value is defined on the Departments form.Brokers Use this form to search for existing brokers, update existing broker information or create new broker information for benefit plans.
To update an existing broker or add a new broker: 1. Under Work Centers, click Benefit Plan Maintenance. 2. Under Group Benefit Plans (Global), click Group Benefit Plans. 3. Select a Benefit Plan ID.
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From the Actions menu , click Brokers.
Fill in the following fields:
For this option Provide this information Broker Id The broker whose information you want to see. Either enter the broker ID here or click Broker Id to select one from the Search Brokers selector. New Record Click New Record to create a new broker. The system populates the Broker ID field with the next available sequential number. Broker Name The name of the broker. This field is mandatory. For an existing broker, this field will populate the broker’s name as it exists in the system. • You can edit/update an existing broker name here. • Enter the broker name here for a new broker. Address One Enter line 1 of the address of the broker here or update it for an existing broker.
Address Two Enter line 2 of the address of the broker here or update it for an existing broker.
ZIP Code Enter the ZIP code for the address of the broker here or update it for an existing broker. The system automatically displays the dependent’s City and State. You can also click ZIP Code to select one from the list. You can filter the selectable ZIP Codes by State. City This field is populated based on the selected ZIP Code. State This field is populated based on the selected ZIP Code. You can also click the State hyperlink to select it from the Select States selector. Email Address Enter the email address of the broker here or update it for an existing broker. Phone Enter the phone number of the broker here or update it for an existing broker.
Click Save to save the changes made on this form.
Viewing Clients Assigned to a Benefit Plan Use the Client Assigned To form to view the clients assigned to a benefit plan selected on the Group Benefit Plans form.
Note: Client Access Group Security is enabled on this form.
To access this form, first select a Benefit Plan ID on the Group Benefit Plans form. Then, on the Actions menu , click Clients Assigned To.
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This form displays the count of clients who have the selected benefit plan assigned to them in active status. The Status drop-down has the following options: • Active – This is the default option. This option shows a list of clients for whom the selected plan is assigned and is active. • Terminated – This option shows a list of clients for whom the selected plan is assigned but is terminated. • Never Implemented – This option shows a list of clients for whom the selected plan is assigned but was never implemented. • All – This option shows a list of all clients having the selected plan assigned to them in any of the above three statuses. The table includes the following columns. Click on a column header to sort the data accordingly. For example, if you click on Start Date, the data will be sorted based on the start date.
Column Description Client ID The ID of the client assigned the selected plan. If you click Client ID, the Benefit Plan Setup form displays in a modal with the Benefit Plan ID pre-populated along with all corresponding setup information for that Plan and client. Client Name The name of the client is assigned the selected plan.
Start Date The start date of the selected plan for the client.
Stop Date The stop date of the selected plan for the client. Status The status of the selected plan for the client. A=Active; T=Terminated; N=Never Implemented. Active Enrollments The number of active enrollments for the selected plan for the client.
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Click Report to run a report to view the exported data of the clients assigned to the relevant benefit plan ID. You can download this report into a XLS file on your system.
Copying a Benefit Plan To copy an existing group benefit plan to a new benefit plan ID, use the Copy Benefit Plan form, accessed in the Actions menu on the Group Benefit Plans form.
To copy a benefit plan: 1. In the Group Benefit Plans form, open the benefit plan you want to copy. 2. In the Actions menu , click Copy Benefit Plan.
Use this option To define this
Benefit Plan ID to Copy to A new plan ID for the copy of the benefit plan.Note: Validation to the Copy Benefit Plan feature is now in place to prevent copying a plan to itself. This prevents billing rates from being inadvertently deleted when the source and destination IDs are identical.
Maintaining Enrollment Details To perform the following functions, use the Plan Enrollment Details form. • Define gap coverage amounts in gap (GAP) benefit plans. • Enable employees to set up beneficiary information in life insurance plans during enrollments. • Set up dependencies in accidental death and dismemberment (ADD) or group term life (GTL) insurance plans that require employees to enroll in a basic life (LIF) insurance plan. • Establish settings in long term disability (LTD) or short term disability (STD) benefit plans that determine when an employee is required to submit an Evidence of Insurability (EOI) form.
Accessing Plan Enrollment Details The offer type for a benefit plan determines the options that are available in the Plan Enrollment Details form.
To access the Plan Enrollment Details form: 1. Click Back Office. 2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens.
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Defining Gap Coverage in Gap Plans The options that are available when you select a gap (GAP) benefit plan enable you to define the gap coverage amount for the plan. You can also restrict employees who are enrolled in health savings account (HSA) benefit plans from also enrolling in gap benefit plans.
Before you begin: • Set up the gap benefit plan to require a medical dependency at the plan level in the Plan Dependency tab in the Benefits Enrollment Plan Details form.
To define gap coverage in gap benefit plans: 1. Open the Plan Enrollment Details form.
Use this option To define this
Payment Cycle The frequency with which the employee's loan payment is
deducted. If the employee does not have a loan, leave the
Payment Cycle set to Pay Period.
Effective Date The effective date for the benefit plan to modify. A benefit plan
can have multiple effective dates with different settings that are
used for different enrollments. You can click New Effective Date to
create a new effective date for the benefit plan.
Gap Coverage Amount The amount of gap coverage.
HSA Enrollee Not Eligible Whether to restrict enrollees in HSA plans from also enrolling in
the gap benefit plan.Defining Gap Coverage in Medical Plans When you select a medical (MED) benefit plan, options are available for you to define the gap coverage maximum.
To define gap coverage maximum: 1. Open the Plan Enrollment Details form.
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Use this option To define this
Effective Date The effective date for the benefit plan to modify. A benefit plan
can have multiple effective dates with different settings that are
used for different enrollments. You can click New Effective Date to
create a new effective date for the benefit plan.
Gap Coverage Maximum The maximum amount of gap coverage. You cannot set gap
coverage maximum amounts on family-rated benefit plans.Enabling Beneficiary Information When you select a life insurance plan (LIF, GTL, ADD, LIS, LIC, WLI), the Require beneficiaries section option is available. Select this option if employees can enter beneficiaries during enrollments.
Setting Dependencies in ADD and GTL Plans When you select an additional life insurance plan (GTL or ADD), options are available for you to set up dependencies in life insurance plans that require employees to enroll in a basic life insurance plan (LIF). You can also use the Plan Enrollment Details form to set the plan to apply an aggregate spouse maximum. This limits the maximum coverage for the employee’s spouse so that it can never exceed the aggregate coverage amount of an employee’s basic and additional life selections.
To set dependencies in ADD and GTL benefit plans: 1. Open the Plan Enrollment Details form.
Use this option To define this
Effective Date The effective date for the benefit plan to modify. A benefit plan
can have multiple effective dates with different settings that are
used for different enrollments. You can click New Effective Date to
create a new effective date for the benefit plan.
Require beneficiaries section Whether to allow employees to enter beneficiaries during
enrollments.
Require Basic Life Enrollment Whether to require enrollment in a basic life insurance plan.Setting Dependencies in Disability Plans When you select a long term disability (LTD) or short term disability (STD) benefit plan, options are available for you to define settings that determine when an employee is required to submit an EOI form. Set up an LTD or STD
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benefit plan to require an EOI form at the plan level in the Documents tab on the Benefits Enrollment Plan Details form. Enrollments that include disability plans that require an EOI are automatically placed in Pending status and trigger an approval process in the Post Benefit Enrollments form.
To set up dependencies in disability benefit plans: 1. Open the Plan Enrollment Details form.
Use this option To define this
Effective Date The effective date for the benefit plan to modify. A benefit plan
can have multiple effective dates with different settings that are
used for different enrollments. You can click New Effective Date to
create a new effective date for the benefit plan.
Coverage Minimum The coverage minimum for the benefit plan.
Coverage Maximum The coverage maximum for the benefit plan.
Increments The increments to use for differing coverage levels. For example, if
the benefit plan is available in increments of $5,000, enter 5,000.
Guaranteed Issue Amount The maximum amount that an employee can receive without filing
an EOI. The employee is required to submit an EOI to receive
further coverage.
Guaranteed Issue Default Percentage The guaranteed issue default percentage if the benefit plan
determines the maximum amount that an employee can receive
without filing an EOI. It is based on a percentage of the employee's
salary.
Late Entrant GI Amount The maximum amount that a late entrant employee can receive
without filing an EOI. The employee is required to submit an EOI to
receive further coverage.
Late Entrant GI Default Percentage Whether the benefit plan determines the maximum amount (up to
100%) that a late entrant employee can receive without filing an
EOI based on a percentage of the employee's salary,Required Documentation Rulesets The Required Documentation Rulesets panel displays for some offer types. You can use this panel to assign one or more required documentation rulesets to a benefit plan. Employees who fit the conditions of the ruleset during enrollments must download and submit an additional form. For more information on Required Documentation Rulesets, see Assigning Documentation Rulesets.
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Setting Benefit Network Locations Use the Network Zip Codes form, accessed by selecting Network ZIP Codes in the Actions menu , to enter locations by ZIP code for benefit plans that have a network assigned. This form only displays in the Actions menu when the Collect Network Information option in the Other Processing Parameters panel is selected. You can also import multiple locations using the Import Network ZIP Codes import template. To quickly access this import template, select Import Network ZIP Codes. For more information, see Importing Network ZIP Codes on the next page.
To set benefit network locations: 1. On the Actions menu, click Network Zip Codes.
Use this option To define this
Benefit Plan ID This field is read only. This field auto populated with the benefit
plan ID that was entered on the Group Benefit Plans form.
Network ID The ID of the network to which the plan is assigned. This is
required.
Note: When a benefit plan is set up to use networks (for billing,
premium or both) and a network is marked as Inactive, the
inactive network now displays in the Network ID dropdown with
‘(Inactive)’ next to it. All inactive networks filter to the bottom
of the list in the order that they appear on the networks grid.
You cannot modify or add new rates for Inactive networks.
However, you can view existing rates for Inactive networks.
When an inactive network is selected, the table is disabled. The
Save and Delete buttons are also disabled. A warning message
displays stating The selected network is inactive. No
modifications can be made. Click the OK button to acknowledge
the message.
ZIP Codes The five-digit ZIP code where this benefit plan is offered. The City
& State display if the ZIP code exists in the system. You can enter
multiple ZIP Codes as needed by clicking + to add additional rows.
You can also click the Zip Code hyperlink and select the ZIP Codes
from the Select ZIP Codes selector that displays. On this selector,
you can filter the ZIP Codes according to State by using the State
drop-down filter.Updating ZIP Codes All ZIP codes must first be entered at the system-level to be attached to a benefit plan. ZIP code records that are in the system always display City & State information in the table. If city and state information does not display,
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the ZIP code record does not exist at the system-level. It is recommended that you review and update all ZIP code records in the Zip Codes form. When a ZIP code record is in the system, you can attach it to a benefit plan. For more information, refer to “ZIP Codes” in the System Administration Guide.
Setting Up Eligible ZIP Codes To enter eligible locations by ZIP code, use the Eligible ZIP Codes form. Use this form only for benefit plans that are not set up to collect network information.
Note: To access the Eligible ZIP Codes form, select Eligible Zip Codes on the Actions menu in the Group Benefit Plans form.
Only employee home locations that match the ZIP codes entered on the plan are eligible for enrollment. If no ZIP codes are entered for the benefit plan, employees can enroll regardless of home location. If the benefit plan is set up for networks (the Collect Network Information option in the Other Processing Parameters panel is selected) you must set up network ZIP codes in the Benefit Network Locations form.
Note: To quickly access the Eligible ZIP Codes import template, select Import Eligible ZIP Codes. You can use the Eligible ZIP Codes import template to import eligible ZIP codes for the client to reduce the amount of manual work required.
To enter eligible locations by ZIP code: 1. Open the Eligible ZIP Codes form. 2. Enter the ZIP Codes to attach to the benefit plan. The City and State displays. You can also click Zip Code and select the ZIP Codes from the Select ZIP Codes selector that displays. On this selector, you can filter the ZIP Codes according to State by using the State drop-down filter. 3. Click Save.
Updating ZIP Codes To attach ZIP codes to a benefit plan, you must first enter them at the system level. If you enter a ZIP code that is not in the system, an error message displays. You can correct this by entering the ZIP code in the Zip Codes form. When the ZIP code record is in the system, you can then attach it to the benefit plan for more information.
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.
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To upload and import ZIP codes, do the following: 1. Click Back Office, then select Data Import Tool on the Operations|Import Processing menu. 2. In the Data Import Tool form, select the Network ZIP 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 sample header file contains a single column header labeled “ZIP”.) The layout requirements are: Field Description Column Number The corresponding column number for the imported data. Category Description ZIP (required): The ZIP code(s) you are importing. Required? Indicates if the field is required.
Updating ZIP Codes Importing ZIP codes adds them to the benefit plan record, but it does not update the ZIP code records at the system-level. You must enter All ZIP codes at the system-level to attach them to a benefit plan. 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.
Changing Benefit Plans for Multiple Employees To migrate or terminate benefit plans for multiple employees at one time, use the Bulk Change Benefit Plan form.
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To change benefit plans for multiple employees: 1. On the Client menu, select Client|Action > Bulk Change Benefit Plan. The Bulk Change Benefit Plan form displays. 2. To improve the response time for loading results, you can filter the results with the following criteria: • Control Group • Clients • Benefit Plans Click Continue. To load all results without filtering, do not select any criteria and click Continue. The load time is longer than normal.
Column Description
Ctrl Group A unique code describing the client control group. This value is defined
on the Client Details form on the Benefits tab.
Client ID The unique identifier for the client.
Client Name The name of the client.
Employee ID The unique identifier for the employee.
Employee Name The name of the employee.
Benefit Group The benefit group the employee is assigned.
Benefit Plan ID A unique identifier for the benefit plan.
Benefit Plan Description A brief description of the benefit plan.
Coverage Type A unique code describing the benefit plan type. For example, FAM for
family. This value is defined on the Group Benefit Plan Types form.
Enrollment Status A unique code describing the enrollment status. For example, A for
active. This value is defined on the Employee Statuses form.Using the checkmarks, hold the CTRL key and select multiple employees from the list. The employees must have the same coverage type.
Complete the following:
Use this option… To do this… Migrate Benefit Plan To migrate employee enrollments to another benefit plan. 1. Click Migrate Benefit Plan. The Migrate Benefit Plan dialog box displays. 2. In Benefit plan to migrate to, select the benefit plan to migrate the selected employees.
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Use this option... To do this...
3. In Effective Date, select the date for the change to take
effect.
4. Click Continue. To view a report of the changes, click View
Report. You can view and download the report at the time
you make changes. You cannot access the report after
viewing it the first time. To confirm and close the dialog
box, click Done.
Terminate Benefit Plan To terminate employee enrollments from benefit plans.
1. Click Terminate Benefit Plan. The Terminate Benefit Plan
dialog box displays.
2. In Termination Date, select the date for the employee
enrollment to terminate.
3. (Optional) To increase performance of the process, select
Suppress the normal calculation of benefits adjustments.
to prevent the process from creating any benefit
adjustments.
4. Click Continue. To view a report of the changes, click View
Report. You can view and download the report at the time
you make changes. You cannot access the report after
viewing it the first time. To confirm and close the dialog
box, click Done.Benefits Administration User Guide © 2026 PrismHR 125 Chapter 2 Setting Up Retirement Plans
Chapter 2 Setting Up Retirement Plans Before you can define retirement plan years, you must set up the following information about the retirement plans using the Retirement Plan Enrollment form.
To open the Retirement Plan Enrollment form: 1. Click the HR menu. 2. From HR|Action select Retirement Plan Enrollment. The Retirement Plan Enrollment form opens. You can access additional information using the Actions menu: • Corporate Accounting: Corporate account information (available only if the global configuration is set to Corporate) • Payee Codes • Plan Years
Setting Up and Maintaining Retirement Plans Use the Retirement Plans form to set up and maintain retirement plans. • Retirement Plans: Retirement plan information (see Setting Up Basic Information for a Retirement Plan on the facing page) • Eligibility Requirements: see Setting Up Eligibility Requirements on page 130 • Plan Year Deferral Limits: see Setting Up Plan Year Deferral Limits on page 130 • Deduction or Bill Code Setup: see Setting Up Deductions and Bill Codes Overrides on page 132 You can access other information using the Actions menu : • Corporate/Staffing Accounting: Corporate account information (available only if the global configuration is set to Corporate/Staffing) • Payee Codes: Refer to Payroll User Guide • Plan Years: See Establishing Retirement Plan Parameters on page 134
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Setting Up Basic Information for a Retirement Plan To set up the basic information for a retirement plan, use the Retirement Plan panel on the Retirement Plans form.
To set up basic information for a retirement plan: 1. Open the Retirement Plans form: Work Centers|Onboarding & Benefits > Benefit Plan Maintenance > Retirement Plans. 2. Locate the Retirement Plan panel. 3. Set the following parameters.
Use this option To define this
Plan ID A brief but descriptive ID for the plan. For example, 401k.
Plan Name A descriptive name for the plan. For example, 401(k) Master Policy.
Payee ID The ID of the benefit provider
Auto Enroll Whether to automatically enroll any eligible employees in this
retirement plan.
Tax Class The tax class. This class affects the ability to define tax deductions.
Third-Party Administrator's Plan The number assigned by the third-party administrator if this plan
Number requires special reporting or media file creation.
Client Sponsored Plan Whether this is a client-sponsored retirement plan.
Employer Contribution Pay Stub Whether the employer's matching contribution prints on the
Description employee's pay stub.
Non-Elective Contribution Pay Whether the employer's non-elective matching contribution prints on
Stub Description the employee's pay stub.
Enforce Section 415 Funding Whether to apply Section 415 funding limits to this retirement plan.
Limit
Limit Safe Harbor Contribution Whether to suppress the safe harbor contribution prior to the match
Based On Match Date start date for this retirement plan.
Exempt take on employees from Allows the system to waive the waiting period the 401(k) employee
Minimum Days of Service contributions for take-on employees.
Requirement
Note: Please note the following:
• This is an optional field and the default is set to unchecked.
• This option is only functional when the last hire date and the PEOBenefits Administration User Guide © 2026 PrismHR 127 Chapter 2 Setting Up Retirement Plans
Use this option To define this
start date are not same.
Plan Anniversary Month and Day Allows you to add new anniversary Month and date to calculate the
Next Auto Escalation Date.
Deemed ROTH See Using the Deemed ROTH Field.Using the Deemed ROTH Field The Secure 2.0 Act includes a mandatory Roth catch-up requirement for Highly Paid Employees (HPE) participating in a 401(k), 403(b), or 457 retirement plan. For the 2026 tax year, employees with $150,000 in prior year, Social Security wages must contribute catch-up on a Roth basis, to the extent they have not previously made Roth contributions during the year. This field allows you to elect plans provision to force Pre-tax contributions to ROTH contributions, Pre-tax Catchup contributions to ROTH Catchup contributions, or both, regardless of whether the 402(g) limit has been met for Highly Paid Employees. Determining a Highly Paid Employee An employee is considered to be an HPE only if the corresponding Retirement Year is defined and the HPE Prior Year field is set to Yes in the Mandatory Roth Catch-up Participant table under the Other tab on the Employee Details form. This drop-down field has the following options: • -Select- – Same as the No (Default) option. • No (Default) – Pre-tax Catchup contributions is taken as pre-tax until total pre-tax contributions equals the 402(g) limit. Once the 402(g) limit is reached, no further Pre-tax or Pre-tax Catchup will be taken for contributions. For example, if an employee meets the HPE threshold for the prior year (Example: 2025), then the pre-tax contribution is limited to $23,500. Any elected ROTH and ROTH Catchup contributions will continue up to the limits. Any remaining pre-tax Catchup contributions will not be forced to ROTH Catchup contribution. • Pre-tax Catchup to ROTH Catchup after 402(g) limit – Pre-tax Catchup contributions may be taken up to the point when total pre-tax contributions equal the 402(g) limit. Any further catchup contributions will be taken as a ROTH catchup contribution. For example, if an employee meets the HPE threshold for the prior year (Example: 2025), then the pre-tax contribution is limited to $23,500 with any remaining Catchup contributions taken as ROTH Catchup contribution for the following year (Example: 2026). Please note the following: • If an HPE has a retirement Catchup deductions taken as Roth Catchup, the deduction is taken using the Roth Catch-Up Deduction Code assigned under the Deduction/Bill Code Overrides section on the
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Retirement Plans form. When there is no code on the Retirement Plans form, then the Roth Catch-up
Deduction Code assigned at the system level is used as default.
• When the deduction is taken using the Roth Catch-Up Deduction Code, the deduction displays as a
ROTH catchup on voucher and on the Employee Retirement Plan Register form.• Pre-tax Catchup to ROTH Catchup before 402(g) limit – Pre-tax Catchup contributions will be taken as a ROTH Catchup regardless of whether the total pre-tax contributions equal the 402(g) limit. For example, if an employee meets the HPE threshold for the prior year (Example: 2025), then the pre-tax contribution is limited to $23,500. However, all the pre-tax Catchup contributions are taken as ROTH Catchup contribution regardless of whether the total pre-tax contributions equals the 402(g) limit. Please note the following: • If an HPE has a retirement Catchup deductions taken as Roth Catchup, the deduction is taken using the Roth Catch-Up Deduction Code assigned under the Deduction/Bill Code Overrides section on the Retirement Plans form. When there is no code on the Retirement Plans form, then the Roth Catch-up Deduction Code assigned at the system level is used as default. • When the deduction is taken using the Roth Catch-Up Deduction Code, the deduction displays as a ROTH catchup on voucher and on the Employee Retirement Plan Register form. • Pre-tax to ROTH and Pre-tax Catchup to ROTH Catchup after 402(g) limit – Pre-tax and Pre-tax Catchup contributions may be taken up to the point when total pre-tax contributions equal the 402(g) limit. At this point, all pre-tax elections will be taken as ROTH and all Pre-tax Catchup will be taken as ROTH Catchup contributions. For example, if an employee meets the HPE threshold for the prior year (Example: 2025), then the pre-tax contribution is limited to $23,500 with any remaining pre-tax contributions taken as ROTH and pre-tax Catchup contributions taken as ROTH Catchup for the following year (Example: 2026). Please note the following: • If an HPE has a retirement pre-tax or Catchup deductions taken as Roth or Roth Catchup, the deduction is taken using the Roth and Roth Catch-Up Deduction Code assigned under the Deduction/Bill Code Overrides section on the Retirement Plans form. When there is no code on the Retirement Plans form, then the Roth or Roth Catch-up Deduction Code assigned at the system level is used as default. • When the deduction is taken using the Roth or Roth Catch-Up Deduction Code, the deduction displays as a Roth or Roth catchup on voucher and on the Employee Retirement Plan Register form. Please note that currently, the 402(g) limit is equal to the Contribution Limit defined on the Tax Year Limits Maintenance form. The Catch Up Limit is also defined on this form. Additionally, the 402(g) limit and the Catch Up limit can be overridden by defining limits under the Plan Year Deferral Limits section on the Retirement Plans form.
Note: When you check Prohibit Deductions for either of the following on the Retirement Plans form:
• Roth Post-Tax Deduction Code • Roth Catch-Up Deduction Code then, the following options are not displayed in the Deemed ROTH drop-down options: • Pre-tax Catchup to ROTH Catchup after 402(g) limit
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• Pre-tax Catchup to ROTH Catchup before 402(g) limit • Pre-tax to ROTH and Pre-tax Catchup to ROTH Catchup after 402(g) limit
Setting Up Eligibility Requirements To specify the qualifications for a retirement plan, use the Eligibility Requirements panel on the Retirement Plans form.
To configure eligibility requirements for a retirement plan: 1. Open the Retirement Plans form: Work Centers|Onboarding & Benefits > Benefit Plan Maintenance > Retirement Plans. 2. Locate the Eligibility Requirements panel. 3. Complete the following fields.
Use this option To define this
Minimum Age The minimum age required to be eligible for the retirement plan.
Minimum Days of Service The minimum days of service required to be eligible for this plan.
Minimum Annual Hours The minimum annual hours required to be eligible for this plan.
Eligibility Status Each eligibility status that is eligible for this plan.
If employees of all status classifications are eligible, you do not need to
select any statuses.
Employment Type Each employment type that is eligible for this plan.
If employees of all employment types are eligible, you do not need to
select any types.Setting Up Plan Year Deferral Limits To specify plan year limits that control the amount of money contributed to a retirement plan for each year, use the Plan Year Deferral Limits panel on the Retirement Plans form.
To configure plan year deferral limits on a retirement plan: 1. Open the Retirement Plans form: Work Centers|Onboarding & Benefits > Benefit Plan Maintenance > Retirement Plans. 2. Locate the Plan Year Deferral Limits panel. 3. Set the following parameters.
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Use this option To define this
Tax Year The tax year for this deferral limit.
Deferral Limit The deferral limit for the tax year.
Catch Up Limit The catch up limit for the tax year. When the Disable Accelerated
Catchup? field on the Client Details form is enabled, and when Catch
Up Limit is applied to this Retirement Plans form, under the Plan Year
Deferral Limits section, the regular contribution overrides Vertex but
not for Catch Up (can contribute higher for catchup but sheltered
limited at 7500).
60-63 Catch Up This field is optional. As a result of the Secure 2.0 Act of 2022, effective
1/1/2025, for employees who will turn 60, 61, 62 or 63 as of 12/31 of
the defined tax year, are permitted to contribute an additional amount
to their catch-up contribution. The increased contribution amount
should be entered in the 60-63 Catch Up field on the following forms
for the employee contribution to be treated as a pre-tax amount:
• Benefit Plan Maintenance / Retirement Plans / Retirement
Plans (under section Plan Year Deferral Limits)
• Benefit Plan Maintenance / Retirement Plans / Tax Year
Limits Maintenance
• The value entered in this field will be the total amount such
employees can contribute for the tax year.
• For tax year 2025, it is the greater of 150% of Catch-Up
Contribution limit OR $10,000.
• This field will only accept numerical values.
• The 60-63 Catch Up amount must be equal to or greater than the
value entered in the corresponding Catch Up Limit field. If not, you
will receive an error message stating Amount must be equal to or
greater than Catch Up Limit.
• The Catch Up Limit amount must be equal to or less than the value
entered in the corresponding 60-63 Catch Up field. If not, you will
receive an error message stating Amount must be equal to or less
than 60-63 Catch Up.
• If the Catch Up Limit field is empty, any value in the 60-63 Catch-
Up field will present an error stating 60-63 Catch-Up limits must be
defined.
Funding Limit The funding limit (Section 145) for the tax year.
Compensation Limit The compensation limit for the tax year.Benefits Administration User Guide © 2026 PrismHR 131 Chapter 2 Setting Up Retirement Plans
Use this option To define this
This field overrides the value entered at the system level (System
Parameters > Actions menu > Tax Year Limits).
Limit Flat Contribution to Basis Whether flat contributions are limited to calculated retirement
Earnings earnings.Setting Up Deductions and Bill Codes Overrides Use the Deduction/Bill Code Overrides panel on the Retirement Plans form to establish the deductions or bill codes. These are required for any pre-tax deductions and Roth contributions for a retirement plan. The Global Deduction Code Settings display for your reference. The system uses these global deduction code if no overrides are in place.
To set up deductions and bill codes: 1. Open the Retirement Plans form: Work Centers|Onboarding & Benefits > Benefit Plan Maintenance > Retirement Plans. 2. Locate the Deduction/Bill Code Overrides panel. 3. Set the following parameters for the Deduction Code in the Deduction Code table.
Use this option To define this
Employee Deferral Deduction Code The code used for pre-tax deductions for this retirement
plan.
Employee Catch-Up Deduction Code The code used for pre-tax catch-up deductions for this
retirement plan.
Employee Loan Deduction Code The code used for pre-tax loan deductions for this retirement
plan.
Employee Post-Tax Deduction Code The code used for post-tax deductions for this retirement
plan.
Roth Post-Tax Deduction Code The code used for Roth contributions for this retirement
plan.
Roth Catch-Up Deduction Code The code used for Roth catch-up contributions for this
retirement plan.Note: When you select the Prohibit Deductions option for any of the parameters mentioned above, then it will allow you to prevent employee Retirement Plan Enrollments from being created.
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Use this option To define this
Employer Match Billing Code The code used for the employer match of pre-tax deductions
for this retirement plan.Note: When you select the Prohibit Deductions option for the Billing parameter, then it will allow you to prevent employee Retirement Plan Enrollments from being created.
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Setting Up Corporate Accounts To specify the general ledger credit and debit accounts used within a company for employee retirement plans, use the Corporate Accounting form.
Note: The Corporate Accounting form is available only if the Product Version is set to Corporate in the Global Configuration.
To set up corporate credit and debit accounts for retirement plans: 1. Open the Corporate Accounting form. 2. Set the following parameters.
Use this option To define this
Match Debit Account The account to debit for employer contributions to employee retirement
accounts.
Match Credit Account The account to credit for employer contributions to employee retirement
accounts.Establishing Retirement Plan Parameters To maintain the retirement plan years and reporting periods for group benefit plans, use the Retirement Plan Years form.
To define information for a plan year: 1. Open the Retirement Plan Years form. 2. Set these fields as needed:
Use this option To define this
Plan ID The Plan ID that represents this retirement plan.
Plan Year Number The four-digit Plan Year Number, for example, 2016.
Plan Year Name The name that describes the plan year and differentiates it from others.Benefits Administration User Guide © 2026 PrismHR 134 Chapter 2 Setting Up Retirement Plans
Starting Date The date when this plan year goes into effect.
Ending Date The date after which this plan year is no longer available.
ERISA Plan# The Employee Retirement Income Security Act plan number. These usually
start at 501 and go up, depending on the number of plans that have been
filed with the IRS.
PEO Match Whether the PEO Match is available during this plan year to employees of
one or more clients that elect the PEO Match option. If you select this
option, users can select it at the detail level.
Match Percent The percent of employees' contributions the PEO will match.
Match Max Percent Enter the maximum match percentage of the employee's gross earnings
(retirement basis earnings).To maintain the periods used in plan year reports to your third-party administrator: 1. Open the Plan Year Reporting Periods panel. 2. Set these fields as needed:
Use this option To define this
Period An integer for the plan year Period to report. Typically, the reporting period
number is the number of a month or quarter within the plan year.
Period Description A description of the period. For example, Quarter 1 or March.
Thru Date The date when the reporting period ends. The start date of the first period
is the same as the plan year Starting Date. The date must be in the same
year as the Plan Year Number.Benefits Administration User Guide © 2026 PrismHR 135 Chapter 3 HSA, FSA, and Section 125 Benefit Plans
Chapter 3 HSA, FSA, and Section 125 Benefit Plans A health savings account (HSA) is a tax-exempt savings account that, when paired with a qualified high- deductible health plan (QHDHP), can be used to pay for certain medical expenses. Funds deposited are not taxed, nor are withdrawals for qualified expenses. A Flexible Spending Account (FSA) lets employees take home a larger paycheck by reducing their taxable income. Employees enrolled contribute tax-free dollars into an account that can be used throughout the year on qualified medical, dental and vision or qualified dependent care expenses — reducing out-of-pocket costs Section 125 plans enable participating employees to direct a portion of their pre-tax salary to be used to pay for approved premiums, health, dental, and vision care expenses and dependent care expenses. While you can establish FSA and HSA plans under Section 125 settings, PrismHR allows you to maintain your FSA and HSA benefit plans separately. The HSA Plans form is typically used when your FSA and HSA plan years differ.
Setting Up FSA Account Types and Year Limits To maintain flexible spending account (FSA) types, use the Flex Spend Account Types form. FSA plan types are also used in setting up health savings account (HSA) plans.
Setting Account Types To maintain flexible spending account (FSA) types: 1. Open the Flexible Spending Account Types form.
Use this option To define this
Account Code An alphanumeric Account Code for the FSA plan. If you are defining
a plan type for a health savings account (HSA) plan, the Account
Code must begin with the letters HSA, for example: "HSADEP."
Account Description A brief account description of the FSA plan.
Account Description (Spanish) A brief account description of the FSA plan in Spanish.
Plan Year Limit The maximum annual amount an employee can contribute to this
FSA plan. If a maximum amount does not apply, enter 0. The Plan
Year Limit is the default amount for all plan years. If nothing listedBenefits Administration User Guide © 2026 PrismHR 136 Chapter 3 HSA, FSA, and Section 125 Benefit Plans
Use this option To define this
in the Plan Year Limit panel, the system will use this.
Reimburse in Arrears Whether the employee can be reimbursed more than was
contributed to this FSA plan.
Reimbursement Detail Required Whether detailed expense information is required for a
reimbursement request.
Classify As Dependent Care Whether this FSA plan type is for dependent care. Dependent Care
FSA taxes vary for each state.
Classify As Health Care Whether this FSA plan type is for health care. There is an annual
maximum amount that can be sheltered from taxes.
Maximum Carry-forward Amount Whether amounts can carry over from one year to the next.
Plan Year Election is a Monthly Whether to calculate the election as a monthly amount. This
Amount requires additional processing; select this option only when
necessary.
Third Party Assigned Code Whether the third-party company uses a different account code for
this FSA account type.
Deduction Taken Post-tax Whether to take the plan deductions after calculating taxes.
Typically, FSA deductions are made pre-tax.
Offer Type Whether to include the benefit plan in benefits and open
enrollments in Benefits Enrollment. Offer types classify the benefit
plan and assure that the plan displays correctly in enrollment
workflows. (PrismHR Benefits Enrollment only.)
For an HSA plan, select HSA - Health Savings Account.
Stamp Date Used as Override Stop This field has the following drop-downs:
Date When EE is Terminated
• Select – This is the default setting. Select this option if you
want FSA/HSA enrollments for this Account Type to remain
active when the employee is terminated. Any Account Type
that earlier had the Stamp Term Date as Override Stop Date
At EE Term? field unchecked will be set to this option.
• Employee's Date of Termination – Select this option if you
want to apply the employee termination date as an override
stop date on Section 125 benefit plans. So the employee
termination date will populate on the Override Stop Date field
on the Employee Flexible Spending Accounts form. Any
Account Type that earlier had the Stamp Term Date as
Override Stop Date At EE Term? field checked will be set to
this option.Benefits Administration User Guide © 2026 PrismHR 137 Chapter 3 HSA, FSA, and Section 125 Benefit Plans
Use this option To define this
• End of Month following Termination Date – Select this option
if you want to apply the last date of the month during which
the employee was terminated as an override stop date. So the
last date of the month during which the employee was
terminated will populate on the Override Stop Date field on
the Employee Flexible Spending Accounts form.Setting the Plan Year Limit To maintain annual overrides of the amount an employee can contribute to a plan for each year that had an override amount, use the Plan Year Limit panel. This information is required in Benefits Enrollment.
To maintain annual overrides of the amount an employee can contribute to a plan: 1. Open the Plan Year Limit panel.
Use this option To define this
Plan Year The benefit Plan Year.
Plan Year Limit The maximum annual amount an employee can contribute to the
benefit plan.
Minimum Amount The minimum annual amount an employee must contribute to the
benefit plan (PrismHR Benefits Enrollment only.)
Max Individual Amount The maximum annual amount an employee can contribute as an
individual to the benefit plan (PrismHR Benefits Enrollment only.)
Max Household Amount The maximum annual amount an employee can contribute as a
Household to the benefit plan field
(PrismHR Benefits Enrollment
only.)
Catch-Up Limit (>55) The catch-up amount an employee who is age fifty-five or over can
contribute as a Household to the benefit plan in the Catch-Up Limit
(>55) field. (PrismHR Benefits Enrollment only.)
Note: This amount applies to employees age 54 if they turn 55
during the plan year. For example, an HSA plan year starts
01/01/2020 and ends 12/31/2020. In that year, an employee turns
55. The system lets the employee elect the additional Catch-Up
Limit amount when they are 54.Benefits Administration User Guide © 2026 PrismHR 138 Chapter 3 HSA, FSA, and Section 125 Benefit Plans
Setting Up Section 125 Benefit Plans To maintain benefit plans that fall under Section 125, use the Section 125 Benefit Plans form.
Before you begin: • You must set up Section 125 plans before you can define plan years. • You must set up deduction codes and pay codes before you can set up any flexible spending plan, including HSA plans.
Setting Parameters for a Section 125 Benefit Plan A Section 125 benefit plan enables employees to obtain tax savings when they elect a health plan. You need to establish the PrismHR parameters for a Section 125 benefit plan.
To set parameters for a Section 125 benefit plan: 1. Open the Section 125 Benefit Plans form.
Use this option To define this
Plan ID The Plan ID for this benefit plan.
Plan Name A name that describes the benefit plan.
Plan Name (Spanish) A name that describes the benefit plan in Spanish.
Disallow S-Corp Principal From HSA Whether S-Corp Principals cannot enroll in this plan.
Enrollment
Plan Termed On The date after which this plan is no longer in effect.Maintaining Flexible Spending Accounts To maintain flexible spending information for the Section 125 plan for each account type, use the Flexible Spending Accounts panel.
To maintain flexible spending accounts: 1. Open the Flexible Spending Accounts panel.
Use this option To define this
Account Code The flexible spending Account Code that is available for this plan.
The Account Description displays.
Deduction Code The Deduction Code used to make payroll deductions for thisBenefits Administration User Guide © 2026 PrismHR 139 Chapter 3 HSA, FSA, and Section 125 Benefit Plans
Use this option To define this
account type.
Pay Code The Pay Code used when reimbursing claimed expenses from this
account type
FSA Report Code The FSA Report Code.Setting Up Section 125 Plan Years To establish Section 125 benefit plan parameters, use the Section 125 Plan Years form.
Defining Section 125 Plan Year Information To define the Section 125 plan year information: 1. Open the Section 125 Plan Years form.
Use this option To define this
Plan ID The plan ID for this benefit plan.
Plan Year Number The four-digit plan year number, for example, 2015.
Plan Year Name The plan year name to describe the plan year and differentiate it
from others.
Starting Date The starting date when this plan year goes into effect.
Ending Date The ending date after which this plan year is no longer available.
ERISA Plan# The Employee Retirement Income Security Act plan number.Defining Plan Year Reporting Periods The Plan Year Reporting Periods panel establishes the month or quarter within the plan year that is reported to the third-party administrator.
To define the Section 125 plan year reporting periods: 1. Open the Plan Year Reporting Periods panel.
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Field Heading
Period An integer for the plan year period to report. Typically, the
reporting period number is the number of a month or quarter
within the plan year.
Period Description A description of the period. For example, Quarter 1 or March.
Thru Date When the reporting period ends. The start date of the first period
is the same as the plan year Starting Date. The date must be in the
same year as the Plan Year Number.Setting Up HSA Plans To set up health savings account (HSA) benefit plans, use the HSA Plans form. You typically use the HSA Plans form when your flexible spending account (FSA) and HSA plan years differ. This procedure is optional. You can administer HSA plans within the framework of Section 125 plans.
Note: If your organization maintains separate FSA and HSA plans, you must assign an HSA Plan ID in addition to the Section 125 Plan ID to each client company in the Benefits tab in Client Details.
Before you begin: • You must set up deduction codes and pay codes before you can set up any flexible spending plan, including HSA plans.
Maintaining the HSA Plan ID To maintain the HSA Plan ID: 1. Open the HSA Plans panel.
Use this option To define this
Plan ID The plan ID for this benefit plan.
Plan Name A name that describes the benefit plan.
Disallow S-Corp Principal From HSA Whether S-Corp Principals cannot enroll in this plan.
Enrollment
Plan Termed On The date on which the plan expires. After that date, users cannot
select this HSA plan.Benefits Administration User Guide © 2026 PrismHR 141 Chapter 3 HSA, FSA, and Section 125 Benefit Plans
Establishing Flexible Spending Accounts To establish the flexible spending accounts for each HSA plan: 1. Open the Flexible Spending Accounts panel.
Use this option To define this
Account Code The flexible spending Account Code. The Account Description
displays.
Deduction Code The Deduction Code to use for payroll deductions for the flexible
spending account type.
Pay Code The Pay Code used to reimburse claimed expenses from the
flexible spending account type.
FSA Report Code The FSA Report Code to use in uploads.Setting Up HSA Plan Years To establish health savings account (HSA) plan years in PrismHR, use the HSA Plan Years form.
To set up HSA plan years: 1. Open the HSA Plan Years form.
Use this option To define this
Plan ID The Health Savings Account plan ID.
Plan Year Number The plan year number, for example, 2016.
Plan Year Name A description of the HSA plan year to differentiate it from other
plan years.
Starting Date The date when this plan year goes into effect.
Ending Date The date on which this plan year is no longer available.Note: A plan year with a starting date of January 1st and an ending date of December 31st of the same year is considered a calendar year plan. If the Starting Date and Ending date fields contain dates that are outside of a normal calendar year, then the system considers the plan to be a mid-year plan. For example, if you enter 07/01/2021 in the Starting Date field and 06/30/2022 in the Ending Date field, the system considers the plan as a mid-year plan that spans the last half of the 2021 calendar year and the first half of the 2022 calendar
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year. When you set up a mid-year plan, the system must calculate a carryover deduction amount to assist with employee benefit deductions.
Flexible Spending Account Activity Statement Report Use this form to generate a global report that shows Flexible Spending Account activity.
Note: Does not use Client Access Group security - changes apply to all clients.
To access the form, on the Work Centers panel, under Onboarding & Benefits, click Benefit Plan Maintenance. Under the FSA & HSA Plans section, click Flexible Spending Account Activity Statement Report.
To generate the Flexible Spending Account Activity Statement Report: 1. Complete the following sections:
Field Name Description
Report Parameters Report Type Enter the type of report you want to generate from the following options: • Detail - For a detail report you need to specify a date range. Employees without any deductions on a voucher still show just a summary view report when run with detail dates. A subtotal line displays within the Detail Activity section of the report for each Account Type. The subtotal line includes subtotals for Deductions, Company Match, PEO Match, and Reimbursements based on the date range selected. • Summary - For a summary report you just need to indicate the year from the drop-down. The current year shows by default. You have the option of a 10 year look back from the current year. Starting Pay Date Enter the first pay date for the detail report. Ending Pay Date Enter the last pay date for the detail report. Plan Year Accept the default plan year shown or select a different plan year to include in the report. You can type or select the current year and up to 10 prior years. Statement Date This field is optional. Enter the statement date here. Forfeit Balance This field is optional. Check this box if you want the report to indicate that balances will be forfeited (at the end of the plan year). Else leave it unchecked.
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Field Name Description Include employees with match but no This field is optional. Check this box if you want the report to include election amount employees with match but no election amount. Else leave it unchecked.
Report Filters Client ID This field is optional. If you want to limit this report for some clients, enter the Client IDs here, or click the Client ID link and select them from the Select Client dialog box. The corresponding Client Name auto-populates. Employee ID This field is optional. If you want to limit this report for some employees, enter the Employee IDs here, or click the Employee ID link and select them from the Select dialog box. The corresponding Employee Name auto-populates.
Flexible Spending Account Statement Message Use this form to enter text that will appear on the Flexible Spending Account Activity Statement Report. It is a global message setup and applies to all clients and employees when that report is run.
Note: Client Access Group security is not enabled on this form. Changes made to this form applies to all clients.
To access the form, on the Work Centers panel, under Onboarding & Benefits, click Benefit Plan Maintenance. Under the FSA & HSA Plans section, click Flexible Spending Account Statement Message.
To set up the Flexible Spending Account Statement Message: 1. Enter the message text in the grid. You can increase or decrease the number of lines displayed. 2. Click Save to save the FSA Statement Message. This message will be displayed on the Flexible Spending Account Activity Statement Report for all clients. 3. Click Delete to delete the FSA Statement Message.
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Chapter 4 Configuring the Client-Level Setup You can configure client-level settings to override settings established at the system level.
Setting Up a Benefit Plan To maintain the client’s group benefit, retirement, flexible spending, employer match, and HSA match plans, use the Benefit Plan Setup form. Note: To quickly access the Client Benefit Plan Import form, select Import Client Benefit Plans. (Set the Plan Class to Group Benefit to view this quick link.) You can use the Client Benefit Plan Import form to import the client benefit plan. After that, you must set up a data file and a benefit import definition. Benefit plans must first be set up at the system level. When this is done, each plan offered by the client is established in Benefit Plan Setup.
Note: If your organization is using Benefits Enrollment, the forms for flexible spending plans will display in enrollments only if the plans are set up in Benefit Plan Setup and in the Benefits tab in Client Details. refer to the Client Administration User Guide for more information.
You can access benefit-related features and settings using the Actions menu: • Using a Default Benefit Plan Template (page 178) • Viewing Employees Assigned to a Benefit Plan • Maintaining Benefit Eligibility Groups (page 179) • Setting Up Employee Enrollment Conditions (page 183) • Establishing Eligibility by Benefit Group (page 181): Displays only when you select Flexible Spending in the Plan Class drop-down and select the Use Benefit Groups option. • Clone Benefits: Creates new benefit plans for this client based on the plans for another client.
Establishing Basic Information Establish the basic information for the plan in the Benefit Plan Setup panel.
Note: Different panels display on this form depending on the selected Plan Class. Refer to the appropriate panel descriptions for the plan you are editing.
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To establish basic information about a plan: 1. Open the Basic Plan Setup panel. 2. Set the following parameters.
Use this option To define this
Plan Class The plan class (required): this determines the other panels that display on
the form.
Plan ID The ID of the benefit plan you want to create or view (required). The system
displays the plan information on the rest of the form.
Note:
• You cannot delete a benefit plan using the Benefit Plan Setup form if
there are existing benefit rules for that Plan ID for the client as this will
orphan the associated benefit rules and can cause payroll errors along
with other issues. If you try to delete a benefit plan from the Benefit
Plan Setup form and if there are existing benefit rules for that Plan ID
for the client, you will receive an error stating There are Benefit Rules
assigned to this benefit plan. Please remove all rule references. You can
only delete a benefit plan from the Benefit Plan Setup form if there are
no existing benefit rules for that Plan ID for the client or after you have
removed all the benefit rules for that Plan ID for the client.
• You cannot delete a benefit plan using the Benefit Plan Setup form if
there are associated Employee Benefit Enrollment records for the client
for the selected Plan ID that have a status of Active, Terminated, or
COBRA as this will orphan the associated Employee Benefit Enrollment
records and can cause payroll errors along with other issues.
• If you try to delete a benefit plan from the Benefit Plan Setup form
and if there are associated Employee Benefit Enrollment records for
the client for the selected Plan ID that have a status of Active,
Terminated, or COBRA, you will receive an error stating This plan
cannot be deleted. There are employees assigned to this benefit plan
with enrollment history. Example: Employee Enrollment for Employee
ID [XXXXX] and Effective Date [XX/XX/XXXX].
• If you try to delete a benefit plan from the Benefit Plan Setup form
and if there are associated Employee Benefit Enrollment records for
the client for the selected Plan ID that have a status of Pending,
Waived, or Eligible, you will receive a warning stating There are
employees assigned to this benefit plan with an enrollment status of
pending, waived and/or eligible. Do you wish to continue?
• Click Yes to delete the selected Plan ID.Benefits Administration User Guide © 2026 PrismHR 146 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
• Click No to return to the Benefit Plan Setup form with the
selected Plan ID and associated data populated.
• You can only delete a benefit plan from the Benefit Plan Setup form if
there are no associated Employee Benefit Enrollment records for the
client for the selected Plan ID that have a status of Active, Terminated,
or COBRA.
Status The status of the selected plan (required).
Start Date The date when the plan becomes active (required).
Employees can enroll in the plan only with an effective date on or after this
date.
Stop Date The date when coverage under this plan ends. This applies only when the
plan is no longer offered.
Employees cannot enroll in the plan after this date.
Plan Anniversary Override Displays only if you select Plan Class as Retirement. This field allows users to
Month and Day override Plan Anniversary Month selection made for this field on the
Retirement Plans form.
Note: While using Plan Anniversary in the calculation of the Next Auto
Escalation Date, the system uses the value defined in the Plan Anniversary
Override Month and Day field on the Benefit Plan Setup form. If the plan
anniversary override value is not defined, then the system uses the value
defined in the Plan Anniversary Month and Day field on the Retirement
Plans form.
If both the above mentioned fields are left blank, then the system uses the
value defined in the Start Date field on the Benefit Plan Setup form as the
plan anniversary date.
Deemed ROTH Override Allow you to override Deemed ROTH selection made on the Retirement
Plans form. Additionally, the selection that you make in the Deemed ROTH
field on the Retirement Plans form is displayed as read-only next to the
Deemed ROTH Override field.
This drop-down field has the following options:
• -Select- - This option uses the same logic as the No (Default) option.
• No (Default) - Pre-tax Catchup contributions is taken as pre-tax until
total pre-tax contributions equals the 402G limit. Once the 402G limit is
reached, no further Pre-tax or Pre-tax Catchup will be taken for
contributions.
• Pre-tax Catchup to ROTH Catchup after 402(g) limit - This option will beBenefits Administration User Guide © 2026 PrismHR 147 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
available with the January release. Currently, this selection this option
uses the logic of No (default) option.
• Pre-tax Catchup to ROTH Catchup before 402(g) limit - Pre-tax Catchup
contributions will be taken as a ROTH Catchup regardless of whether the
total pre-tax contributions equal the 402G limit.
• Pre-tax to ROTH and Pre-tax Catchup to ROTH Catchup after 402(g) limit
- Pre-tax and Pre-tax Catchup contributions may be taken up to the point
when total pre-tax contributions equal the 402G limit. At this point, all
pre-tax elections will be taken as ROTH and all Pre-tax Catchup will be
taken as ROTH Catchup contributions.
TPA Plan ID Override If required, the TPA Plan ID Override code to associate with this benefit
plan.
Use Benefit Groups This field allows you to determine employee eligibility by benefit group.
Selecting this checkbox displays the Benefit Groups configured with
eligibility for the selected Plan ID. When this checkbox is selected, the
existing Eligibility Criteria section is not displayed on the form. Additionally,
you can access the Eligibility by Benefit Group modal form by clicking the
Eligibility by Benefit Group option under the Actions menu. This modal form
displays the same fields that are displayed in the Eligibility Criteria section.
This option is available only when Flexible Spending or HSA Contribution is
selected in the Plan Class list.
High Deductible Plan Indicates whether or not a plan is an HDHP plan.
Note: Please note the following:
• This field is displayed only when you select Plan Class as Group Benefit.
• The value displayed in this field will be based on the current setup
defined on the Group Benefit Plans form.
Additionally, please note the following validations:
• If on the Group Benefit Plans form, the Insurance Class is Medical and
the High Deductible Plan field is:
• Checked: then on the Benefit Plan Setup form, the High Deductible
Plan field displays Yes.
• Unchecked: then on the Benefit Plan Setup form, the High
Deductible Plan field displays No.
• If on the Group Benefit Plans form, the Insurance Class is set to any
option other than Medical, then on the Benefit Plan Setup form, theBenefits Administration User Guide © 2026 PrismHR 148 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
High Deductible Plan field displays N/A.
Insurance Class Indicates the Insurance Class of the Benefit Plan.
Note: Please note the following:
• This field is a read-only field and is displayed only when you select Plan
Class as Group Benefit.
• The value displayed in this field will be based on the current setup
defined on the Group Benefit Plans form.
Offer Type Indicates the Offer Type of the Benefit Plan.
Note: Please note the following:
• This field is a read-only field and is displayed only when you select Plan
Class as Group Benefit.
• The value displayed in this field will be based on the current setup
defined on the Group Benefit Plans form.
Exempt take on employees When you select Plan Class as:
from Minimum Days of
Service Requirement • Retirement: and you select the Exempt take on employees from
Minimum Days of Service Requirement checkbox, then the system
waives the waiting period for take-on employees.
• Employer Match: and you select the Exempt take on employees from
Minimum Days of Service Requirement checkbox, then the system
waives the waiting period for 401(k) employer match so that employees
can continue receiving contributions without interruption.
Note: Please note the following:
• This checkbox is an optional field and the default is set to unchecked.
• This option is only functional when the last hire date and the PEO start
date are not same.
• A read-only field named Global level Setting displays to inform you of
the Global level setup. Any Client level settings for the Exempt take on
employees from Minimum Days of Service Requirement field will
override the Global level setting.
• If this field is checked, then on the Calculate 401k Eligibility form, while
calculating the 401k eligibility, the logic to override the eligibility rules
for take-on employees so that they are eligible for their 401k
contributions and/or match as soon as they start with the new companyBenefits Administration User Guide © 2026 PrismHR 149 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
without requiring them to meet the defined waiting period is taken into
consideration.
• Similarly, on the Benefit Utilities form, while running the SH2 Auto Enroll
utility, the same logic as defined above is taken into consideration.
View Deduction/Bill Codes When you select the Group Benefit option in the Plan Class, along with
selecting the Plan ID and Status, selecting this link opens the Plan Deduction
and Billing Codes form. This read-only form displays the deduction and
billing codes used for the selected plan in a grid format. The column headers
include Code, Description, Deduction Type, and Rebate Bill Code.
In addition, this form displays whether the plan is set up as a Section 125
plan, which assists in determining the deduction code for most enrollees.
Note: The Section 125 Eligible field is enabled on the Group Benefit Plans
form.
View Benefit Rules Click this hyperlink to open the Benefit Rules modal form and view the list of
Benefit Rules and their effective dates for the Plan ID indicated on the
Benefit Plan Setup form.
On the modal form that is displayed:
• If a benefit rule does not exist for the on the given Plan ID and Benefit
Group combo, then the Effective Date column displays Not Found.
• For effective dates greater than the current system date, the Effective
Date column displays the future date along with Future written next to
the date.
• Click the date in the Effective Date column to open the Benefit Rules
form to view the rule with the pre-populated data in the fields such as
Benefit Group, Benefit Plan, and the Effective Date.
• In the Effective Date column, click the Not Found hyperlink to open the
Benefit Rules form with the Benefit Group and Benefit Plan values pre-
populated so that you can enter a new rule for the given plan or the
group and add an effective date.
Click the Setup New Rule hyperlink to open the Benefit Rules form and view
the preselected Benefit Plan.
The View rules that are not found checkbox allows you to filter the benefit
group that has the value of Not Found in the Effective Date column.Establishing Rate Information To establish rate information for Group Benefit plans, use the Group Benefits Setup panel.
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To establish rate information for group benefit plans: 1. Open the Group Benefits Setup panel. 2. Set the following parameters.
Use this option To define this
Billing Rate Group The assigned Billing Rate Group for this plan, if it is a billing rate plan.
When you click the Billing Rate Group hyperlink, the selector will only
display the active billing rate groups assigned to the Plan on the Benefit
Plan Setup form.
Premium Rate Group The assigned Premium Rate Group for this plan, if it is a premium rate
plan. When you click the Premium Rate Group hyperlink, the selector
will only display the active premium rate groups assigned to the Plan
on the Benefit Plan Setup form.
Pending Rate Group The Pending Billing Rate Group for this plan, if appropriate. When you
click the Pending Rate Group hyperlink, the selector will only display
those billing rate groups assigned to the Plan on the Benefit Plan Setup
form which have an Effective Date tied to the Billing Rate Group.
• When the custom feature code named PENDING-BILL-RATE-
GLOBAL is NOT assigned to the System Parameters form for a
client, then on the Benefit Plan Setup form, under the Group
Benefits Setup section, the Pending Rate Group field will display as
Pending Billing Rate Group.
Pending Rate Group Effective The date when the pending billing rate group becomes effective.
Date • When the custom feature code named PENDING-BILL-RATE-
GLOBAL is NOT assigned to the System Parameters form for a
client, then on the Benefit Plan Setup form, under the Group
Benefits Setup section, the Pending Rate Group Effective Date field
will now display as Pending Rate Group Effective Date.
Pend Prem Rate Group The Pending Premium Rate Group for this plan, if appropriate. When
you click the Pend Prem Rate Group hyperlink, the selector will only
display those premium rate groups assigned to the Plan on the Benefit
Plan Setup form which have an Effective Date tied to the Premium Rate
Group.
• When the custom feature code named PENDING-BILL-RATE-
GLOBAL is assigned to the System Parameters form for a client,
then on the Benefit Plan Setup form, under the Group Benefits
Setup section, the Pend Prem Rate Group field will display as
Pending Premium Rate Group.
Pend Prem Rate Group Effective The date when the pending premium rate group becomes effective.Benefits Administration User Guide © 2026 PrismHR 151 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
Date • When the custom feature code named PENDING-BILL-RATE-
GLOBAL is assigned to the System Parameters form for a client,
then on the Benefit Plan Setup form, under the Group Benefits
Setup section, the Pend Prem Rate Group Effective Date field will
display as Pending Premium Rate Group Effective Date.
Rule Template The Rule Template to use to calculate eligibility, coverage, and
employee contributions if there is no client- or plan-specific rule.
One Month Prepay Whether to bill the client and deduct the amounts from the employees
for the next month in the current month. For example, bill and deduct
in July for August.
Add One Month For Prepay Whether the system should check for and use any new rates and rules
in the upcoming month. For example, during a July payroll, PrismHR
would check if there are rules and rates that go into effect in August.
• The field One Month Prepay must be flagged in order for you to flag
the Add One Month For Prepay field.
• If the One Month Prepay field is not flagged and you try to flag the
Add One Month For Prepay field, you will receive a warning
message stating One Month Prepay must be selected to use this
option.
• If the fields One Month Prepay and Add One Month For Prepay
were initially flagged and the field One Month Prepay is now
unflagged, you will receive a warning message stating Removing
One Month Prepay will automatically remove Add One Month For
Prepay.
• Click OK - Add One Month For Prepay field will get unflagged.
• Click Cancel - The One Month Prepay and Add One Month For
Prepay fields will remain as flagged.
Annual Periods The Annual Periods to use to calculate the employee deduction
amount, either 48 or 52 deduction periods.
Coverage Ends On The date coverage ends when an employee is terminated. You can
select a specific date (for example, 16th Day of the Month) from the
drop-down menu, or the following:
• Employee's Date of Termination: Coverage ends on the date the
employee is terminated.
• End of Month following Termination: Coverage ends at the end of
the month in which the employee is terminated.Benefits Administration User Guide © 2026 PrismHR 152 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
• Employee's Term Date if prior to 15th of Month else End of
Month: If the employee's termination is before the 15th of the
month, coverage ends on the date the employee was terminated. If
the employee's termination is on or after the 15th of the month,
coverage ends at the end of the month in which the employee is
terminated.
This field becomes a non-mandatory field if the Coverage Ends On field
is defined at the global level on the Group Benefit Plans form.
However, you can select any options to set the Coverage Ends On and
this will act as an override to the global level setting.
When you select any Coverage Ends On option on the Group Benefit
Plan form, then that option is displayed with a Default tag in
parenthesis in the Coverage Ends On field on the Benefit Plan Setup
form. This setting provides visibility to help you identify the setting that
is being used at the global or the system level.
Use Billing Wash Rule? Whether the system applies the billing wash rule to the group benefit
plan for new hires and terminated employees.
The Use Billing Wash Rule? is now a drop-down has two options:
• Select Yes to enable it, and when enabled, the Wash Rule Date
On/Before field displays. You can select for the system to apply the
wash rule on or before the 10th Day of the Month through the
20th Day of the Month, or at End of Month.
• Select No to not apply the wash rule at the global level.
When you select any option in the Use Billing Wash Rule? field on the
Group Benefit Plan form, then that option is displayed with a Default
tag in parenthesis in the Use Billing Wash Rule? field on the Benefit
Plan Setup form. This setting provides visibility to help you identify the
setting that is being used at the global or the system level.
For examples on applying the billing wash rule, see Applying the Billing
Wash Rule (page 164).
Cafe Plan Eligible Whether this benefit is eligible for the client's cafe plan. For example,
this option is selected if the client offers $1500 to cover benefit plans
and this plan qualifies.
Benefit Billing Frequency When plan billing occurs. If you select one of the monthly options,
PrismHR bills the client the whole portion at the beginning of the
month, and then gives credits for the other pay periods in that month.
If you do not make a selection, the system uses the pay period.
Payroll Deduction Frequency Whether to override the employee's normal pay period payrollBenefits Administration User Guide © 2026 PrismHR 153 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
deduction frequency. The standard is each pay period.
Payroll Deduction Frequency If instructed by the PrismHR Customer Support Team, the frequency for
calculating premiums.
Premium Calculation Month/Day The month and day to use to calculate plan premiums.
Client Plan Renewal Month/Day Allow you to provide a plan renewal date for a benefit plan. Select is
the default option in both the month and day drop-down lists. A tool-
tip is provided with a message stating This field will be used as an
override to the date specified on the Group Benefit Plans form. If one
exists for the Benefit Plan selected, the Group Benefit Renewal date will
be displayed. which explains the functionality of this field.
Note: Please note the following:
• This field is used as an override to the date specified on the Group
Benefit Plans form (if one exists for the Benefit Plan selected).
• On the Group Benefit Plans form, when you assign a value to the
Plan Renewal Month field, then that value is displayed as read-only
field to the right of the Client Plan Renewal Month/Day field with a
label named Group Benefit Renewal on the Benefit Plan Setup
form.
Network Selection Rule Network Selection Rule: For future development. Does not currently
impact the functionality of PrismHR.
Carrier Account A Carrier Account. It does not need to be one of those entered in
Group Benefit Plans, but if it is you must enter the same risk factors in
the Risk Factor panel.
Max Days Back Dating Client-level limit (in days) for back-dating coverage start/end dates.
Note: If the Max Days Back Dating field does not have a value defined
on the Benefit Plan Setup form, but has a value defined for this field on
the Group Benefit Plans form, then the system uses the value defined
on the Group Benefit Plans form as default.
Auto Enrollment Whether to enable automatic enrollment and set employee waive
options for this benefit plan.
This option depends upon other settings in the system.
• If selected, the employee auto enrolls in the benefit plan and does
not have the option to waive coverage.
• If not selected, the employee has the option to waive coverage inBenefits Administration User Guide © 2026 PrismHR 154 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
the benefit plan.
Note: Please note the following:
• On the Group Benefit Plans form, if you set Auto Enroll field to No,
and then if you select the Auto Enrollment checkbox then a warning
pop-up stating Benefit Plan <The selected Plan ID> is flagged as
Auto Enroll ‘No’ on the Group Benefit Plans form. This will override
the value assigned on the Benefit Plan Setup form. is displayed. A
warning message stating This plan is flagged as Auto Enroll ‘No’ on
the Group Benefit Plans form. This will override the value assigned
on the Benefit Plan Setup form. is also displayed below the selected
Plan ID.
• On the Group Benefit Plans form, if you set Auto Enroll field to
Yes, and then if you select the Auto Enrollment checkbox then a
message stating This plan is setup to auto enroll is displayed.
Suppress O/E Auto Term Whether to prevent the posting procedure from terminating
enrollments that are active in that benefit plan.
Suppress Benefit Adjustment on Whether the client wants to suppress benefit adjustments that would
Employee Termination normally have been created due to payroll timing if an employee is
terminated.
The Suppress Automatic Benefit Adjustment field in the Benefits tab
in the Client Details form overrides this field and must also be selected
for this setting to go into effect.
Default Network ID The Default Network ID that the system uses as a default for
employees who enroll in the plan.
Rule Date to Use for Take-On A date that is greater than the PEO start date. This avoids a PEO start
date that is less than the benefit rule date (causing employees to not
be offered benefits),
Earliest Premium Rate Date to The available premium and billing rate effective dates set up at the
Use system level for the group benefit plan. If the date you want is not
available in the list, set up the effective date and rates at the group
Earliest Billing Rate Date to Use benefit plan level.
If you have clients with multiple benefit plan billing and premium rates,
select these dates to offer those clients interim rates before the next
open enrollment date.Setting Up Fringe Benefit Pay Codes To treat a client-paid portion of this benefit as a fringe benefit, use The Fringe Benefit Pay Codes panel. The system automatically adds the pay code and amount to the Other Earnings section of the calculated regular pay
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vouchers.
To set up a fringe benefit pay code: 1. Open the Fringe Benefit Pay Codes panel. 2. Set the following parameters.
Use this option To define this
Fringe Benefit Pay Code Each Fringe Benefit Pay Code to add to the calculated regular pay
vouchers.
Add to Retirement Pay Whether to include the pay code in 401(k) wages when calculating
retirement benefits.
Only apply to S-Corp Principal Whether only S-Corp Principal employees will have the client benefit
Employees portion treated as a fringe benefit. Otherwise, this portion is treated
as a normal deduction.
Note the following:
• If you enable this field, on the Benefit Plan setup only employees
who the system designates as an S-Corp Principal employee will
have the client-paid portion of the benefit treated as a fringe
benefit through the payroll process. (If they are not an S-Corp
Principal employee then the employer portion is not treated as a
fringe benefit.)
• If you do not enable this field, on the Benefit Plan setup the
system performs as usual and treats the client-paid portion of
that benefit as a fringe benefit, assigning it to the defined fringe
benefit Pay Code through the payroll process.
• The system performs an additional validation during payroll
calculation, which checks each employee who is enrolled in the
benefit plan to determine if they are an S-Corp Principal.
Employees enrolled in the benefit plan who the system
designates as an S-Corp Principal must have the client paid
portion of that benefit assigned to the defined fringe benefit pay
code and listed in Other Payments on their payroll voucher.Defining Risk Factors To enter data about risk factors (if necessary), use the Risk Factor panel. The global settings determine whether the risk factor is standard or extended precision, and whether it applies to premiums, billing, or both.
To set up information about risk factors: 1. Open the Risk Factor panel. 2. Set the following parameters.
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Use this option To define this
Effective Date The date when the premium risk factor goes into effect.
Premium Risk Factor The Premium Risk Factor to use as a multiplier when calculating the
benefit premiums (both cost and billing) for each unique client/benefit
plan combination.
The Premium Risk Factor amount is applied to the calculated premium
for the benefit.
If the system uses standard risk factors, the system limits it to two
decimal places. (If you enter more, the system rounds it off to two
digits.)
Admin Surcharge Currently this field is suppressed to only allow a blank value. If a user
attempts to enter a value in this field, the system displays the
following message:
The Admin Surcharge feature is not available
in this release.
This field will be available in a future release.Applying the Hawaii 1.5% Rule Note: The Hawaii 1.5% Rule section will only display on the Benefit Plan Setup form for Plan Class selected as Group Benefit. For all other Plan Class, this section will not display on the Benefit Plan Setup form.
To apply Hawaii’s Prepaid Health Care Act 1.5% health insurance premium rate to selected benefit groups, use the Hawaii 1.5% Rule panel. Refer to “Using the Hawaii 1.5% Rule” in Benefits Administration for detailed information on how the system processes this calculation. This calculation is not available in Benefits Enrollment. You can select the Exclude Plan When Calculating Medical Premium Limit option in the Special Options panel in Group Benefit Plans to exclude benefit plans from the Hawaii medical contribution calculation at the system- level.
To apply Hawaii’s Prepaid Health Care Act 1.5% rate to selected benefit groups: 1. Open the Hawaii 1.5% Rule panel. 2. Set the following parameters.
Use this option To define this
Benefit Group Each Benefit Group to which the Hawaii 1.5% rule applies. The Group
Name displays.
HI 1.5% Rule Applies Whether to apply the Hawaii 1.5% rule to the selected benefit group,
otherwise select No.Benefits Administration User Guide © 2026 PrismHR 157 Chapter 4 Configuring the Client-Level Setup
Defining Participation Requirements at the Client Level To establish participation requirements ensuring that client and employee enrollments follow carrier guidelines at the client level, use the Participation Requirements panel.
To establish participation requirements criteria: 1. Select a Participation Requirement Option: • No • Yes: Enables the Participation Requirement Start Date and Participation Requirement Percentage fields. • Use System Default: Uses the values defined at the system level. See Defining Participation Requirements at the System Level. 2. In the Participation Requirement Start Date field, enter the date clients must meet the participation requirement. 3. Enter a Participation Requirement Percentage. The value must be a number from 1 to 100.
Establishing Eligibility Criteria To establish employment type and benefit eligibility requirements for Retirement, Flexible Spending, Employer Match, or HSA Match plans, use the Eligibility Criteria panel. If you are setting up a flexible spending plan and select the Use Benefit Groups option, this panel does not display. You must set up eligibility criteria in the Eligibility by Benefit Group form, accessible in the Actions menu.
To establish eligibility criteria: 1. Open the Eligibility Criteria panel. 2. Set the following parameters.
Use this option To define this
Employment Status Class Each employment Status Class that is eligible for this benefit plan. If
employees of all status classifications are eligible, you do not need to
select any statuses.
Employment Type(s) The employment type or types that are eligible for this plan. If
employees of all employment types are eligible, you do not need to
select any types.
Minimum Age The minimum age required to be eligible for this plan.
Minimum Days/Months of Service The minimum days/months of service required to be eligible for this
plan. Use the drop-down to select Days or Months.
Minimum Annual Hours The minimum annual hours of service required to be eligible for thisBenefits Administration User Guide © 2026 PrismHR 158 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
plan.
Eligibility Days From Whether to count eligibility days from the Hire Date or Status Date for
benefit rules calculation of the FSA/HSA Effective Date.
• Hire Date: The employee's original hire date.
If the Eligibility Days From option is set to Hire Date, and the life
event Source of Effective Date is set to Benefit Rules, the
employee eligibility date is based on the original hire date plus any
waiting period.
• Status Date: The Life Event Date.
If the Eligibility Days From option is set to Status Date, and the
life event Source of Effective Date is set to Benefit Rules, the
employee eligibility date is based on the original Life Event Date
plus any waiting period.
Note: If you select a Plan Class of either Retirement or Employer
Match, then the Eligibility Days From field will remain disabled.
Eligibility Date Used The Eligibility Date Used determines how the system calculates the
date employees meet eligibility requirements for this plan.
• Calculated Eligibility Date: The first day of calculated eligibility.
• First of Month after Calculated Date: The first of the month after
the date of calculated eligibility.
• First of Quarter after Calculated Date: The first day of the next
quarter after the date of calculated eligibility.
• First Semi-Annual after Calculated Date: The first of January or
first of July after the date of calculated eligibility.
• If Calculated is 1st of month, use that else next 1st of month: If
the calculated date is the first of a month, the system uses that. If
it is another day in the month, it uses the first of the following
month.
Auto Enrollment Whether to override the flag at the plan level. If you select this option,
you must enter the Auto Enrollment Percent. This field is disabled if a
retirement plan is configured with the Employee Deferral Deduction
Code flagged to Prohibit Deductions on the Retirement Plans form.
Note: The Auto Enroll option applies only to Retirement and
Employer Match plans.
Auto Enrollment Percent If automatic enrollment is enabled, this is the deferral percentage atBenefits Administration User Guide © 2026 PrismHR 159 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
which employees will be automatically enrolled. If you enter a value
which is NOT >=3 and <=10, and the Auto Escalator field below is
checked then you will get a warning message stating Auto Enrollment
Percent must be between 3%-10% when using Auto Escalator. This
field is disabled if a retirement plan is configured with the Employee
Deferral Deduction Code flagged to Prohibit Deductions on the
Retirement Plans form. However, if there is any existing value for the
prohibited retirement plan, then the value is displayed but the field
remains disabled.
Note: The Apply Enroll Percent option applies only to Retirement
and Employer Match plans.
Auto Escalator This field only displays if you enable the Auto Enrollment field for a
Retirement Plan.
Note the following:
• Unchecked (default): Plans will not automatically escalate
contributions annually.
• Checked: In addition to auto-enrollment at a default contribution
rate, plans will automatically escalate contributions by 1% each
year until they reach a predetermined rate by the employer
(between 10 and 15%).
Note: When you deselect the Auto Escalator field and save the
form, then the system checks for any active retirement plan
enrollment records that have the Auto Escalation? field enabled on
the Retirement Plan Enrollment form. Also, if there are any active
retirement plan enrollment records a warning message displays,
Auto escalator cannot be unchecked. There are employees using this
auto escalator with active enrollments. Example: Employee
Enrollment for Employee ID <Employee's ID> and Effective Date
<plan's effective date>.
Auto Escalator Max Percent Enter any value between 10-15 (including up to two decimal places),
which is the maximum predetermined benefit rate percentage
decided by the employer for that client.
Note: This field only displays if you enable Auto Enrollment. However,
you can only edit the Auto Escalator Max Percent after enabling the
Auto Escalator field.
Note the following:
• If you enable the Auto Escalator field, this field is mandatory. IfBenefits Administration User Guide © 2026 PrismHR 160 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
you do not enter a value an error message displays, Auto Escalator
Max Percent is required when using Auto Escalator.
• If you enter a value outside the permitted range a warning
message displays, Auto Escalator Max Percent must be between
10%-15% when using Auto Escalator.
Auto Escalate On Defines when the auto escalation must occur at the client level. This
field only displays if you enable Auto Escalator.
This field has the following drop-down options:
• --Select--: This option is automatically populated when you do
not select any other options.(This option operates the same as
Plan Anniversary After 12 Months (Default) option)
• Plan Anniversary After 12 Months (Default): When this option
is selected, then the calculated date for auto escalation should
be the next Plan Anniversary Date which is equal to or greater
than the Status Date (considered as Plan Anniversary date)
assigned to the enrollment record (found on the Retirement
Plan Enrollment form) plus 12 months.
• Plan Anniversary: This option is considered to be the Start
Date assigned to the Retirement Plan on the Benefit Plan
Setup form. The plan enrollment uses the next Plan
Anniversary Date as the calculated date for auto escalation.
• Employee Enrollment Anniversary: This option is considered to
be the Start Date assigned to the Employee’s retirement
enrollment plan.Specifying Whether to Include Pay Codes To indicate any pay codes that are a part of retirement earnings, use the Include/Exclude Pay Codes panel.
To indicate pay codes that are part of retirement earnings: 1. Open the Include/Exclude Pay Codes panel. 2. Set the following parameters.
Use this option To define this
Type Whether the pay codes are Included or Excluded as part of retirement
earnings. You can also leave this field blank (the default setting).
Pay Code Each Pay Code to include or exclude from the retirement deferral
calculations, as determined by the type. The Description displays.Benefits Administration User Guide © 2026 PrismHR 161 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
The pay code selected applies only if the employee deferral is a
percentage.Defining the HSA Contribution Amount and Frequency To establish the amount and frequency of the Health Savings Account client contribution, use the Company HSA Contribution panel. This is displayed only after you select Plan Class as HSA Contribution.
To set up the HSA contribution amount and frequency: 1. Open the Company HSA Contribution panel. 2. Set the following parameters.
Use this option To define this
Contribution Calculation Method The Contribution Calculation Method to use, if any. You can select
Standard, Tiered, Scheduled, or Fixed. The default is Standard. If you
select Tiered, Scheduled, or Fixed, the appropriate HSA Contribution
panel displays.
Standard:
• The HSA Contribution entered is an annual contribution, applied
at the frequency specified in the HSA Contribution Frequency
field.
• Select the Display Employer Amount in Online Enrollment check
box to display the employer contribution amount during benefit
enrollments, allowing employees to view the amount their
employer contributes to the plan.
Tiered:
• The Effective Date of the contribution line.
• The high-deductible Benefit Plan ID.
• The Plan Type (coverage tier).
• The Percent of Tier amount to contribute.
Scheduled:
• The actual Pay Date on which to calculate the scheduled
contribution amount.
• Either the Lump-Sum Amount to be contributed on the specified
pay date, or the Percent of Tier amount to contribute.
Fixed:Benefits Administration User Guide © 2026 PrismHR 162 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
• The Effective Date of the contribution line.
• The high-deductible Benefit Plan ID.
• The Plan Type (coverage tier).
• The Fixed Amount to contribute for the plan ID and plan type.
• The amount of the One TimeContribution if appropriate. This
option is available only if the Custom Feature Code ONE-TIME-
HSA-MATCH is set in System Parameters.
• Select the Display Employer Amount in Online Enrollment check
box to display the employer contribution amount during benefit
enrollments, allowing employees to view the amount their
employer contributes to the plan.
Dollar Match:
• The configuration of HSA contribution calculation that matches
one employer dollar for each employee dollar allocated to the HSA
plan.
• Selecting this option defaults the Contribution Applies To field to a
read-only Contributing Employees Only option.
Contribution Applies To To which employees the contribution applies to. You can select
Contributing Employees Only or All HDHP Employees. The default is
Select which means no option is selected.
• If you do not select any of the options, then any employee with an
HSA account added to their Flex Spending Account setup under
Elections for the current Plan Year will receive the employer
contribution.
• If you select Contributing Employees Only, then any employee
with an HSA account added to their Flex Spending Account setup
under Elections for the current Plan Year and contributing more
than $0.00, will receive the employer contribution.
• If you select All HDHP Employees, then the Account Type field is
enabled.
• Account Type: Select the Employee’s Employee Flexible
Spending Account setup configured on the given plan's FSA
types.
HSA Contribution The HSA Contribution amount that the client contributes for any
employee with a Health Savings Account. (If a different amount is
entered on an employee's account, that value overrides this amount.Benefits Administration User Guide © 2026 PrismHR 163 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
HSA Contribution Frequency The frequency of the HSA contribution. The system defaults to pay
period.
Maximum Contribution Amount Here, you can enter the maximum HSA contribution amount in dollar.
It is a conditional field and is displayed only when you select
Contribution Calculation Method to Dollar Match.Applying the Billing Wash Rule For group benefit plans in PrismHR, the billing wash rule determines whether the system charges plan premiums and deductions for a month. This is determined based on where the coverage start or end date falls in relation
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to the wash rule date. The wash rule applies to new hire and terminated employees. The following examples illustrate how the wash rules can affect the benefit deductions of new hire and terminated employees.
New Hire Employees
Scenario 1: No Wash Rule Applied On the Benefit Plan Setup form: • Use Billing Wash Rule? = Enabled • Wash Rule Date On/Before = 15th Day of the Month On the Employee Benefits Enrollment form: • Coverage Starts = 01/08/2021 • Deduction Starts = 02/01/2021 Result: The system performs a benefit adjustment for the full month of January since the employee’s start date (Jan 8) comes before the wash rule date (Jan 15). The system charges the employee their regular scheduled deductions.
Scenario 2: Wash Rule Applied On the Benefit Plan Setup form: • Use Billing Wash Rule? = Enabled • Wash Rule Date On/Before = 15th Day of the Month On the Employee Benefits Enrollment form: • Coverage Starts = 01/29/2021 • Deduction Starts = 02/01/2021 The Deduction Starts field shows Wash Rule applied for 202101. Result: The system does not perform a benefit adjustment for the full month of January since the employee’s start date (Jan 29) comes after the wash rule date (Jan 15). The system does not charge the employee.
Terminated Employees The following is an example of a scenario where the system does not apply the wash rule to a group benefit plan for a terminated employee.
Note: If the Coverage Ends On field is set to “End of Month Following Termination Date” and the Wash Rule date is set to “End of Month”, the wash rule is not applied. However, any other Coverage Ends On Option will result in a full month’s charge upon termination.
On the Benefit Plan Setup form: • Use Billing Wash Rule? = Enabled • Wash Rule Date On/Before = 15th Day of the Month
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On the Employee Benefits Enrollment form: • Coverage Starts = 01/22/2021 • Coverage Ends = 03/05/2021 • Deduction Starts = 02/01/2021 The Deduction Starts field shows Wash Rule applied for 202101. • Deduction Ends = 03/05/2021 The Deduction Ends field shows Wash Rule applied for 202103. Result: The system does not perform a benefit adjustment for the full month of January since the employee’s start date (Jan 22) comes after the wash rule date (Jan 15). The system does not charge the employee. Since the employee was terminated on March 5th (before the 15th day of the month), the system also applies the wash rule to the full month of March.
Creating Group Benefit Auto Enrollment (Global) Use the Group Benefit Auto Enrollment (Global) process to create group benefit enrollment records for active employees in all companies in all plans for which they are eligible. This process is run to create benefit enrollment records globally for all employees eligible for benefits based upon the client’s benefit eligibility rules. This process runs in the background and may be lengthy, depending on the number of employees and benefit plans. The system sends you an email notification when the process is complete.
Note: This process does not use Client Access Group security.
To access the form, in the Work Centers menu, under Work Centers|Onboarding & Benefits, click Benefit Enrollment Maintenance. Under Bulk Change Tools, click Group Benefit Auto Enrollment (Global).
To create benefit enrollments globally: 1. On the Work Centersmenu, under Work Centers|Onboarding & Benefits click Benefit Enrollment Maintenance > Bulk Change Tools> Group Benefit Auto Enrollment (Global). 2. Complete these fields as required:
Field Description
Suppress Benefit Adjustment? Select Yes to NOT generate benefit billing adjustments.
Select No to generate benefit billing adjustments.
Create Eligibility Records Only? Select Yes if you do not want to generate benefit billing
adjustments.
Select No if you want to generate benefit billing adjustments.
Benefit Plan ID If you want to limit the enrollment process to specific benefit
plans, click the Benefit Plan ID link and select the plans from the
multivalue selector. Click Done when complete to close theBenefits Administration User Guide © 2026 PrismHR 166 Chapter 4 Configuring the Client-Level Setup
Field Description
Select Benefit Plan list. The Plan Description auto-populates.
This field is a required field. If you click Create Enrollments
without entering at least one Benefit Plan ID, then you will
receive and error message stating Benefit Plan ID is required.
Note: On the Select Benefit Plan selector, the High Deductible
Plan (HDHP) filter and the HDHP column has been removed.
Also, it no longer limits benefit plans assigned to an Insurance
Class or that are only set up for Auto Enroll.
Override dates
Coverage Starts Overrides the coverage start date calculated by the system if the
specified date is later than the calculated date.
Deduction Starts Overrides the coverage deduction start date calculated by the
system if the specified date is later than the calculated date.Benefit Summary Statement Setup Use this form to define the parameters for running the mvQuery version of the benefit confirmation report.
Note: Client Access Group Security is enabled on this form.
To access the form, click the Back Office menu. Under System|Change, click Benefit Summary Statement Setup.
To set up the Benefits Summary Statement: 1. Complete the following:
Field Name Description
Formats section
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Field Name Description Formats Select one of the following radio buttons: • Client - and select the Client from the Select Client dialog box OR • Employer - and select the employer from the Select Employer dialog box.
Report Options section Display Short Term and Long Term This field is optional. Leave this box unchecked if you do not want to Disability Coverage? display Short Term and Long Term Disability Coverage. Check this box if you want to display Short Term and Long Term Disability Coverage. Display Client Contributions? This field is optional. Leave this box unchecked if you do not want to display Client Contributions. Check this box if you want to display Client Contributions. Display 401k and ROTH 401k This field is optional. By default, this checkbox is unchecked. Catch-Up Amounts? • Unchecked - When this checkbox is unchecked, no 401k Catch-Up amount or ROTH 401k Catch-Up Amount is displayed on the “Pay Period Cost” column or included in the “Total Pay Period Cost” in the Benefit Confirmation Statement. • Checked - If you check this box then, 401k Catch-Up amount and ROTH 401k Catch-Up Amount are displayed on the Pay Period Cost column and included in the Total Pay Period Cost when the Benefit Confirmation Statement is generated. Employee Status Code This field is optional. Leave this field blank to include all employee status codes. If you want to set this up for specific employee status codes, enter them here or click the Employee Status Code link and select them from the Select Employment Status dialog box. Employee ID This field is optional. Leave this field blank to include all employees. If you want to set this up for specific employees, enter the employee IDs here or click the Employee ID link and select them from the Select Employee dialog box. Benefit Plan This field is optional. Leave this field blank to set this up for all benefit plans. If you want to exclude specific benefit from the setup, enter them here or click the Benefit Plan link and select them from the Select Plan dialog box.
Benefit Summary Statement section
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Field Name Description Benefit Summary Statement This field is optional. Leave this field blank to display the default message at the bottom on the Confirmation Statement. If you enter a message text here it will override the default message. Each screen line corresponds to one line of text on form. A form line holds approximately 120 characters and will begin a new line if longer than the available space. If blank, will use the information entered at System/ Change/ Default Benefit Summary Message.
Print Options section (Enter the return address information as appropriate on the following fields. This will be the address of either the Client or the Employer as selected above.) Name Address ZIP Code Suffix City State Telephone Website
Benefit Summary Statement Use this form to generate a customizable Benefit Confirmation Statement that can be run for a single client and includes details related to benefits including: benefit enrollments, dependents, coverage amounts, premium amounts. This report uses the information from the Benefit Summary Statement Setup (page 167) form. The link to the Benefit Summary Statement Setup form is available on this form. This setup form needs to be completed for a client to run this report for the client.
Note: Client Access Group Security is enabled on this form.
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To access the form, in the Work Centers panel, under Onboarding & Benefits section, click Benefit Imports & Reporting. Under Benefit Reporting click Benefit Summary Statement.
To generate the Benefit Confirmation Statement: 1. Complete the following:
Field Name Description
Benefit Summary Statement Show all employees with coverages If you select this radio button, indicate the date effective on this date Show all employees whose coverage If you select this options, then provide a date range be providing a starts between Start Date and an End Date. Start Date - Coverage for all employees that start from this date. End Date - Coverage for all employees that is up to this date.
Plan Year - Enter Plan Year Start and End date for display on the report only. Start Date Indicate the Plan Year start date here. End Date Indicate the Plan Year end date here.
Following is a sample Benefit Confirmation Statement:
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Setting Default Parameters for Client Benefit Plans Use the Client Benefit Plan Defaults form to set default parameters and to copy them to the client level. When you copy default parameters to clients, you enter a Benefit Plan Start Date and select the client.
Note: Client Access Group Security is enabled on this form.
To access this form and set default parameters: 1. From the Work Centers panel, click Benefit Plan Maintenance. 2. From Group Benefit Plans, click Client Benefit Plan Defaults. 3. Complete the following steps to assign benefit plans to clients:
Field Name Description Saved Plan Defaults This field is optional. If you already have saved plan defaults that you want to apply to other clients, enter it here or you can click the Saved Plan Defaults hyperlink to open the Select Saved Benefit Plan Defaults dialog box and select one from there. Once a default plan is selected here the Last Updated date and time for the default plan template will display.
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Field Name Description Benefit Plan ID If you are using the Saved Plan Defaults field above, then this field will be pre-populated with the selected plans. You can make changes like add plans or delete them. The Save Plan Defaults button shown above will not display in this case, but the following buttons will display: • Save Changes - Select this button if you make further changes to the existing template. • Save as New - Select this button if you made changes to the existing template and want to save it as a different template. This will bring up the Save Benefit Plan Defaults form. • Delete - Select this button to delete the existing template. If not, then enter the Benefit Plan ID here or click the Benefit Plan ID hyperlink and select one or more plans from the Select Plan dialog box. The following details of all plan defaults selected will reflect on the right of the Client Benefit Plan Defaults form to provide an at a glance view of the numerous plans and their setups. In case there are more than three plans selected, you can scroll to view them all. • Benefit Plan ID • Plan Description • Billing Rate Group • Premium Rate Group • Rule Template ID • One Month Prepay : You cannot enable Prepay when Billing Wash Rule is used. • Add One Month for Prepay : You cannot enable Prepay when Billing Wash Rule is used. • Annual Periods • Use Billing Wash Rule : You cannot enable Billing Wash Rule when Prepay is used. • Wash Rule Date On/Before • Cafe Plan Eligible
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Field Name Description • Coverage Ends On • Benefit Billing Frequency • Pay Deduction Frequency Plan Description This field will auto-populate once the Plan ID is selected. Plan Defaults Click this hyperlink to open the Benefit Plan Defaults form for the selected plan. • Fields marked in red are required fields. • The Billing Rate Group and the Premium Rate Group selector will only populate with the Rate Groups that are set up for the selected Benefit Plan. You can make changes if necessary and save it. Note: Once you make any changes to any plan default, this will be the setting applied to all clients processed during the Client Benefit Plan Defaults update.
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Field Name Description Save Plan Defaults This button will only display if you are not using an existing default plan template above. After setting up default values for one or more plans, you can optionally save those plans and settings as a template for use in the future. Click the Save Plan Defaults button to bring up the Save Benefit Plan Defaults form.
Plan Default ID - Provide a unique ID for the Plan
Default. You cannot use an asterisk for this field. If you
try to use a Plan Default ID more than once, you will
receive an error.
Description for Plan Defaults - Provide a unique
description for the Plan Default.
Once you click Save, you will be returned to the Client
Benefit Plan Defaults form with the Plan Default ID
entered above displaying on the Saved Plan Defaults
field with the selections made. The Save Plan Defaults
button will not display anymore, but following buttons
now display:
• Save Changes - Select this button if you make
further changes to the existing template.
• Save as New - Select this button if you make
changes to the existing template and want to save
it as a different template. This will bring up the
Save Benefit Plan Defaults form.
• Delete - Select this button to delete the existing
template.
Note: You will get the above three buttons if you enter
an existing template in the Saved Plan Defaults field
above.
Click Cancel to exit the Save Benefit Plan Defaults
form and return to the Client Benefit Plan Defaults
form without saving the template.Benefits Administration User Guide © 2026 PrismHR 174 Chapter 4 Configuring the Client-Level Setup
Field Name Description Client ID Enter the Client ID for one or more clients to whom you want to assign the default plan(s) to or you can click the Client ID hyperlink and select one or more clients from the Select Client dialog box. Client Name This field auto-populates the client name once the above field is populated. Benefit Plan Start Date Enter the start date of the Plan that will display on the Benefit Plan Setup form. Apply to Selected Clients Once you select a plan or multiple plans, the client or clients that you want to assign it to and the Benefit Plan Start Date, then this button becomes selectable. When you click it you will get a prompt asking You have unsaved changes to selected plans and defaults. Are you sure you want to continue? • Yes - Select this option if you want to continue without saving this selection as a template. You will get a confirmation stating (from our example above) You have selected 1 Client with the default for 2 Plans. Do you want to continue? • Yes - Select this option if you want to continue with selections made. A job control opens showing the progress. On successful completion of the process click Close to close the job control window. In case or any errors, make the necessary corrections and redo the process. Once this process is completed you can go to the Benefit Plan Setup form for each of the clients selected and check that the default plans were added correctly to the client. • No - Select this option if you want to make more changes to this default setup. • No - Select this option if you want to save this selection as a template for future use. The Save Benefit Plan Defaults form opens. Cancel Click Cancel to clear the Client Benefit Plan Defaults form at any time.
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Setting up Benefit Plan Defaults Use this form to set up the benefit plan defaults for the selected plan. On the Client Benefit Plan Defaults form, click the Plan Defaults hyperlink for a Benefit Plan ID to open this form for the selected plan. You will not be able to find this form using normal search means.
To set up benefit plan defaults: 1. Complete the following fields:
Field Name Description Plan ID This field will be prepopulated. Plan Description This field will also be prepopulated. Billing Rate Group Enter a billing rate group for the selected benefit plan or click the Billing Rate Group selector to select it from the Select Rate Group dialog box which will only populate with Billing Rate Groups that are set up for the selected Benefit Plan. Premium Rate Group Enter a premium rate group for the selected benefit plan or click the Premium Rate Group selector to select it from the Select Rate Group dialog box which will only populate with Premium Rate Groups that are set up for the selected Benefit Plan. Rule Template ID This field is optional. Rule Template ID is used to calculate eligibility, coverage, and employee contributions in the absence of a client or plan specific rule. Enter a Rule Template ID for the selected benefit plan or click the Rule Template ID selector to select it from the Select Benefit Rule Template dialog box. One Month Prepay Check this box if one month prepay is required. You cannot enable Prepay when Billing Wash Rule is used. Add One Month for Prepay Check this box if one month prepay is required. You cannot enable Prepay when Billing Wash Rule is used.
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Field Name Description Annual Periods This setting calculates payroll deduction amounts for employee benefit contributions and affects the calculation of weekly, bi- weekly, semi-monthly, or monthly premiums. Select one of the following options: • 48 • 52 48 weeks is generally recommended because the total amount that gets deducted from the client and employee will always equal the same monthly premium (and invoice) from the insurance carrier. However, you can override this setting for any of your individual clients. Use Billing Wash Rule? Check this box if you want to use Billing Wash Rule. You cannot enable Billing Wash Rule when Prepay is used. Cafe Plan Eligible Check this box if this benefit plan is eligible for Cafe Plan. Coverage Ends On Specify the date when coverage ends by choosing one of the drop- downs. Benefit Billing Frequency Specify how often benefits are billed from the following options: • Pay Period • Monthly • Monthly, Start Deduction Period 2 • Monthly, Start Deduction Period 3 • Monthly, Start Deduction Period 4 Pay Deduction Frequency Specify how often benefits are deducted from payroll from the following options: • Pay Period • Monthly • Monthly, Start Deduction Period 2 • Monthly, Start Deduction Period 3 • Monthly, Start Deduction Period 4
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Using a Default Benefit Plan Template To have PrismHR automatically generate the Benefit Plan Setup based on the Company Benefit Defaults templates, use the Default Benefit form. The default templates are maintained in the backend system. 1. In the Benefit Plan Setup form, open the Actions menu and select Default Benefit. The system prompts you with a confirmation message. 2. Click Yes to continue. PrismHR creates benefit plans for the client based on the appropriate template. It checks the Cost Center in Client Details. • If there is a cost center set for the client, the system uses the Company Benefit Defaults template for that cost center. • If there is no cost center, it uses the ALL template.
Viewing Employees Assigned to a Benefit Plan Use the Employees Assigned To form to view the employees that are enrolled in the selected Benefit Plan on the Benefit Plan Setup form. To access this form, after you have selected a Plan Class on the Benefit Plan Setup form, under the Actions menu, click Employees Assigned To. You cannot find this form using normal search means. This form need to be added to your User Role to access this form.
Note: The Employee Assigned To option under the Actions menu is available only if the Plan Class field is set to Group Benefit on the Benefit Plan Setup form.
• The Active employee count displays the number of active employees based on the active Enrollment Status count. • The Enrollment Status filter displays total number of Active employees assigned to the selected Benefit Plan by default. You can change this to any one of the options from the drop-down. • The grid contains the following columns: • Employee ID: If you click on this hyperlink the Employee Benefits Enrollment modal form is displayed. The Employee and the Benefit Plan fields on the modal form is pre-populated and is in a read-only format. The Employee ID hyperlink is accessible only if you have Full or Inquiry access to that employee in the Employee Benefits Enrollment form. • Employee Name: The employee name is listed here. • Employment Status: The employment status of the employee will display here. • Enrollment Status: The enrollments status of the employee will display here. • Coverage Level: The insurance coverage level of the employee will display here. • You can sort this grid by any of the five headers noted above. • You can scroll to see all employees on a page. There are 11 employees listed per page. If there are more than 11 employees listed, then you can scroll to subsequent pages. • Click Close to close this form and return to the Benefit Plan Setup form.
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• Click Report to run a report for the Employees Assigned To. Once the report is run, you can export the data of the employees assigned to the relevant benefit plan. You can download this report into a XLS file on your system.
Maintaining Benefit Eligibility Groups Use the Benefit Groups form to create benefit groups for each group of employees who have the same benefit eligibility rules for a specified benefit. Each benefit group has the same benefit eligibility requirements and contribution rates. For example, the client may have a “standard” benefit group and an “executive” benefit group.
To create benefit eligibility groups: 1. From the Onboarding & Benefits work center, select Benefit Plan Maintenance|Group Benefit Plans (Client)|Benefit Groups. 2. Complete these fields:
Use this option To define this
Group The benefit group ID. If you are creating a new group, use something
brief but descriptive, for example, STD.
After entering a group, you can view the Employees Assigned To form.
See Using the Employees Assigned To form.
Note: The system automatically assigns the Primary Benefit Group
as "1," which cannot be changed. (This Benefit Group Name
automatically defaults to "PRIMARY," which can be changed.) If you
try to delete the Primary Benefit Group, an error message displays.
Group Name A descriptive name for the benefit group, for example, Standard.
Retirement Or Benefit Plans Only Whether the group applies to Retirement plans only, Benefit plans
only, or Both.
Stop New Use On The date after which this benefit group can no longer be added to new
benefit rules or new employees.
Stop All Use On The date after which this benefit group cannot be used.If a benefit group includes Eligible Benefits for Group Benefit Plans contribution:
Use this option To define this Benefit Plan ID Displays each benefit plan ID for which employees in the benefit group are eligible. Select a plan by clicking Benefit Plan ID. Plan Description A description of the Benefit Plan ID.
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Use this option To define this
Import Eligible Benefits A quick link to import eligible benefit plans. Select this quick link to
display the Eligible Benefits import template in the Data Import Tool.Note the following: • The Eligible Benefits - Group Benefit Plans panel enables you to select one or more Benefit Plan IDs only if you have selected Benefit Groups Restrict Eligibility option in the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. If you do not select this option, then you will not be able to select any Benefit Plan IDs. A conditional message, “Access to this section requires the Eligible Benefits Determinant to be set to Benefit Groups Restrict Eligibility on the Client Details form.” also displays in the Eligible Benefits - Group Benefit Plans panel. • If the Eligible Benefits panel is disabled and there is any existing data in this panel, then on saving the form, the system displays a message: “Do you wish to clear the existing Benefit Plan IDs in the Eligible Benefits section? Y/N”. • Click Yes to clear the existing Benefit Plans data listed in the Eligible Benefits panel and save the rest of the data on the form. • Click No to save all the data on the form. 4. If a benefit group includes a Cafeteria Plancontribution:
Use this option To define this
Effective Date The effective date for the flat company contribution amount.
Contribution Amount The employer's flat, monthly contribution amount. The system
automatically allocates the employer contributions.
EE First Dollar If the employee must pay the first dollars, the amount the employee
must pay.
EE Premium Only Whether the cafeteria plan contributes only towards the employee
portion of the premium (Yes or No).Note: • When using the API or an import, the system writes the benefit group to the employee’s record using the current date. A benefit group history record will be created immediately. • When using the Bulk Change utility, a benefit group history record will be created immediately. • All New Hire processes (manual entry, Onboarding, Import, API) will trigger record creation for a benefit group history record, using the Original Hire Date as the Effective Date assigned to the record.
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• When using the rehire process, the benefit group will be written to the employee record using the current system date as the Effective Date. If the Benefit Group was not changed when using the rehire process, the system still writes the benefit group to the employee’s record using the current date as the Effective Date.
Using the Actions Menu You can access other benefit group features using the Actions menu: • Employee Assigned To: Select this to view a list of employees at the company assigned to the benefit group.
Using the Employees Assigned To form After entering a benefit group, you can view the Employees Assigned To form under the Actions menu . Use this form to view all employees who are assigned to the selected benefit group for the client. The form displays two fields: • Active: The active employee count displays the number of active employees assigned to the selected benefit group regardless of the filter option selected for the Status. • Status: By default, this lists the total number of active employees assigned to the selected benefit group. You can change this to any one of the options from the drop-down. The grid includes these columns:
Column Name Description Employee ID When clicked, the Employee Details form opens for the employee. Employee Name The employee name is listed here. Employment Status The employment status of the employee will display here.
You can sort this grid by any of these three column headers. Click Report to run the Employees Assigned To report. After running the report, you can download the data as an XLS file.
Establishing Eligibility by Benefit Group Use the Eligibility by Benefit Group form to establish employment type and benefit eligibility requirements for flexible spending plans by benefit group.
To establish eligibility by benefit group: 1. Open the Eligibility by Benefit Group form.
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Use this option To define this
Group The benefit Group used to establish eligibility.
Employment Status Class Each Employment Status Class that is eligible for this benefit plan. If
employees of all status classifications are eligible, you do not need to
select any statuses.
Employment Type(s) The Employment Type(s) that are eligible for this plan. If employees of
all employment types are eligible, you do not need to select any types.
Minimum Age The Minimum Age required to be eligible for this plan.
Minimum Days/Months of Service The Minimum Days/Months of Service required to be eligible for this
plan. Use the drop-down to select Days or Months.
Minimum Annual Hours The Minimum Annual Hours of service required to be eligible for this
plan.
Eligibility Days From Uses employee's Hire Date for eligibility calculations. This field has two
drop-down options:
• Hire Date: The date on which employee was hired.
• Status Date: The date of defining employment status of the
employee.
Eligibility Date Used The date used to determine how the system calculates the date
employees meet eligibility requirements for this plan.
• Calculated Eligibility Date: The first day of calculated
eligibility.
• First of Month after Calculated Date: The first of the month
after the date of calculated eligibility.
• First of Quarter after Calculated Date: The first day of the
next quarter after the date of calculated eligibility.
• If Calculated is 1st of month, use that else next 1st of month:
Do not select this option. For future development: could cause
problems if you select it at this time.
Auto Escalator This field will only display if the Auto Enrollment field is checked for a
Retirement Plan.
• Unchecked - (Default) Plans will not automatically escalate
contributions annually.
• Checked - In addition to auto-enrollment at a default contribution
rate, plans will automatically escalate contributions by 1% each
year until they reach a predetermined rate by the employer
(between 10 and 15%).Benefits Administration User Guide © 2026 PrismHR 182 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
Auto Escalator Max Percent This field becomes visible only after the Auto Enrollment field is
checked. However, this field becomes editable only after the Auto
Escalator field is checked. Enter any value between 10-15 (including
up to 2 decimal places), which is the maximum predetermined benefit
rate percentage decided by the employer for that client.
• If the Auto Escalator field is checked, then this field is mandatory.
if you do enter a value, you will receive an error stating Auto
Escalator Max Percent is required when using Auto Escalator.
• If the value entered is outside the permitted range, you will
receive a warning message stating Auto Escalator Max Percent
must be between 10%-15% when using Auto Escalator.Setting Up Employee Enrollment Conditions Use the Benefit Rules form to establish the conditions that employees of a client must satisfy to enroll in a benefit plan. Note: To quickly access the Benefit Rules Import form, select Import Benefit Rules. You can use procedures to create the benefit rules import file and to import benefit rules information into PrismHR from a tab-delimited text file. You can also access benefit-related features and settings using the Actions menu: • Audit • Clone Another Rule: Creates Company Benefit Rules records with any benefits found on the company you select • Copy Rule to other Benefit Groups: Copies a benefit rule to another benefit group
Creating Benefit Rules You can define the benefit plan using the Benefit Rules form.
To create the benefit plan rules: 1. On the Work Centers menu, select Benefit Plan Maintenance, then Benefit Rules. 2. In Benefit Rules, specify the following information:
In this field Enter this
Benefit Group The Benefit Group ID. Select the benefit group to associate with this
rule.Benefits Administration User Guide © 2026 PrismHR 183 Chapter 4 Configuring the Client-Level Setup
In this field Enter this
Note: Any Benefit Groups that have been terminated (i.e., have a stop
date entered in the Stop All Use On field of the Benefit Group record)
show "(Terminated as of [Stop All Use On Date])" next to the list item.
If you select a terminated group on the Benefit Rules form, the Benefit
Plan and Effective Date selector fields are enabled. (This allows you to
select from these fields to retrieve and view any previously saved
Benefit Rule settings. However, saving benefit rule edits with a
terminated group selected is disallowed as all remaining fields on the
form are disabled and "read only".) Additionally, the Clone Another
Rule and Copy Rule to Other Benefit Rule Action menu items do not
display when a benefit rule has a terminated group.
Benefit Plan The Benefit Plan ID. The selected benefit plan determines which
panels display. Enter or select the Benefit Plan plan from the Select
Benefit Plan selector.
Note: When you select a Benefit Plan and the Effective Date, the
system checks if the Allow Gross Wage % Contribution Method field
has been flagged for the selected Benefit Plan on the Group Benefit
Plans form and also if the plan has a value in the Max Contribution
column, then a warning message stating, Benefit Plan <Benefit Plan
ID> had a Max Contribution previously assigned and is now setup to
use ‘Allow Gross Wage % Contribution Method’. This record must be
saved in order to resolve this conflict. is displayed.
Network ID If required, the Network ID for this plan.
Effective Date The date when the plan becomes effective.
• You cannot delete the sole Benefit Rule Effective Date for a Benefit
Group having a specified Benefit Plan if there associated Employee
Benefit Enrollment records for the Benefit Group and that
specified Benefit Plan with a status of Active or COBRA. This action
will orphan the associated records and can cause payroll errors
along with other issues. If you try to delete it, you will receive an
error message stating This benefit rule cannot be deleted. There
are employees using this benefit rule with active enrollments.
Example: Employee Enrollment for Employee ID [XXXXX] and
Effective Date [XX/XX/XXXX].
• If it is not the sole Benefit Rule Effective Date for that Benefit
Group having that Benefit Plan, OR there are no active
enrollments associated with the benefit rule, then you can delete
it.
Contribution rule amounts made The person who makes the contribution for the benefit defined by thisBenefits Administration User Guide © 2026 PrismHR 184 Chapter 4 Configuring the Client-Level Setup
In this field Enter this
by Company or Employee rule, either Employee or Company.
Exempt take on employees from If selected, exempts imported employees from the minimum service
Minimum Days of Service requirement.
Requirement
Alternate Contribution Plan The Alternate Contribution Plan if contributions are based on another
plan's billing rates. You can enter the benefit plan ID here or click the
Alternate Contribution Plan hyperlink to open the Benefit Plan
selector which displays the list of Group Benefit Plans offered by the
client. You can use the various filters on the Benefit Plan selector to
refine your search for example Plan ID or Name. You also use the
following additional filters:
• The default High Deductible Plan (HDHP) filter status is All. You
can choose any of the following options:
• All - The list will include both High Deductible Plans and
plans that are not High Deductible Plans.
• Yes - The list will include only those benefit plans which
are High Deductible Plans. It is indicated with a status Y in
the list.
• No - The list will include only those benefit plans which are
not High Deductible Plans. It is indicated with a status N in
the list.
• The default Status filter status is Active. You can choose any of
the following options:
• Active (Default) - The list will display only the active Group
Benefit Plans offered by the client.
• Terminated - The list will display only the terminated
Group Benefit Plans offered by the client
• Never Implemented - The list will display only the Group
Benefit Plans offered by the client but were never
implemented.
Alternative Contribution Rate The Alternative Contribution Rate Group if contribution calculations
Group are based on a rate group other than the one defined in the Alternate
Contribution Plan.
An Alternate Contribution Plan is required before selecting an
Alternative Contribution Rate Group. This information is also provided
as a tooltip for this field on the form. If you try to enter a value in the
Alternative Contribution Rate Group field when the AlternateBenefits Administration User Guide © 2026 PrismHR 185 Chapter 4 Configuring the Client-Level Setup
In this field Enter this
Contribution Plan is blank, then you will get an error message stating
An Alternate Contribution Plan has not been defined. The Alternative
Contribution Rate Group will be cleared out. Click OK to acknowledge
the message and you will be returned to the Benefit Rules form with
all previously entered data populated except for the value in the
Alternative Contribution Rate Group field which is cleared out.
• When selecting the Alternative Contribution Rate Group hyperlink,
the selector will only populate Rate Groups based on the Alternate
Contribution Plan defined.
• Any existing value in the Alternative Contribution Rate Group field
will remain visible regardless of whether an Alternate Contribution
Plan had been defined earlier or not. You can delete the existing
Alternative Contribution Rate Group value.
• If an Alternate Contribution Plan has been defined but you have
not entered any value in the Alternative Contribution Rate Group
field, upon Save, a message will display stating An Alternate
Contribution Plan has been defined which requires an Alternative
Contribution Rate Group to be selected. Click OK to acknowledge
the message and you will be returned to the Benefit Rules form to
enter a value in the Alternative Contribution Rate Group field.
Show Employees with Overrides A list of employees who override the client's regular benefit plan
eligibility rules.
Group Benefit Auto Enrollment A conditional field which is displays only if you have a plan labeled as
(Client) Auto-Enroll at the global or client level for you to easily enroll eligible
employees in the plan.
Note: While saving the form, if the plan is set to auto-enroll, an
additional routine is called to check for employees within the
selected client who meet the eligibility requirements of the plan but
are not enrolled. A message stating We have identified X eligible
employees who are not enrolled in this plan. Would you like to be
taken to the Group Benefit Auto Enrollment (Client) form to enroll
these employees? is displayed to notify you of the eligible
employees.
• Click Yes to save the changes made on the Benefit Rules form and
open the Group Benefit Auto Enrollment (Client) form.
• Click No to save the changes made on the Benefit Rules and
remain on the same form.
• Click Report to display the list of eligible employees who are not
enrolled and review them.Benefits Administration User Guide © 2026 PrismHR 186 Chapter 4 Configuring the Client-Level Setup
In Contribution Rules, specify the following information:
In this field Enter this Plan Type The Plan Type ID. For example, EE for Employee, ES for Employee + Spouse, EC for Employee + Child and FAM for Family. Contribution Method The calculation method for contribution amounts: • Percentage - The employee’s contribution towards the premium as well as the portion of the premium allocated for dependent coverage is calculated by percentage. • Fixed - The employee’s contribution towards the premium as well as the portion of the premium allocated for dependent coverage is a fixed amount. • Fixed EE, Percent DEP - The employee’s contribution towards the premium is a fixed amount, and the portion of the premium allocated for dependent coverage is calculated by percentage. • Percent EE, Fixed DEP - The employee’s contribution towards the premium is calculated by percentage and the portion of the premium allocated for dependent coverage is a fixed amount.
Note: When you select any Benefit Plan other than Insurance Class
of Medical, Dental, or Vision, then under the Contribution Rules
section if you have entered a value in the Contribution amount or
the DEP Contribution Amount field, then this field becomes a
mandatory field.
If you save the form without fulfilling the above criteria then an error
message displays stating Contribution Method is required..Contribution EE Bill The employee’s contribution amount towards the premium. This is either percentage or flat amount, depending on the Contribution Method. Contribution DEP Bill The employee’s contribution amount towards the portion of the premium allocated for dependent coverage. This is either a percentage or a flat amount, depending on the Contribution Method. Max Contribution ($) The monthly maximum contribution dollar amount that can be made by the employee or employer (as applicable based on the value shown in the Contribution rule amounts made by Company or Employee field of Benefit Rule setup). A maximum contribution amount can only be defined on age banded, Monthly cost basis plans with an insurance class of Medical.
Note: The Max Contribution ($) column displays but is disabledBenefits Administration User Guide © 2026 PrismHR 187 Chapter 4 Configuring the Client-Level Setup
In this field Enter this
with N/A shown in the column when any following conditions are
True:
l The plan is not a Medical Insurance Class plan with Age Banded
Medical Rates.
l The plan has a Cost Basis of Weekly, Quarterly or Yearly on the
Group Benefit Plans Premium Rates form.
l The Contribution Method for the Plan Type in the "Contribution
Rules" section of the Benefit Rules form = Fixed.
l The Cafe Plan Eligible checkboxes in the "Group Benefits Setup"
section of the Benefit Plan Setup form (Benefit Plan
Maintenance > Group Benefit Plans (Client) > Benefit Plan
Setup) is checked.
l The HI 1.5% Rule Applies column in the "Hawaii 1.5% Rule"
section of the Benefit Plan Setup form is set to Yes for the
Benefit Group.
l Any of the following checkboxes are checked in the "Other
Processing Parameters" section of the Group Benefit Plans form
(Benefit Plan Maintenance > Group Benefit Plans (Global) >
Group Benefit Plans):
o Premium Rates vary by Network
o Family Rated Premiums
o Tobacco Banded Rates
o Gender Banded Rates
o Spouse Gender Banded Rates
o Wellness Banded Rates
l The Billing Rates Vary by Network field in the "Other Processing
Parameters" section of the Group Benefit Plans form is set to
Yes or Both.
Show Billing Information Additional information (shown in the Billing Information panel) for
benefit plans that calculate an exact premium and billing amount:
• The Total Contribution is the total amount contributed.
• The Contribution is the amount contributed by the employer.
• The Total Billed is the total amount billed to the client for the
plan.
Note: When you select the Do Not Allow EE Contribution checkbox on the Group Benefit Plans form, then
under the Contribution Rules section, beside the Show Billing Information hyperlink, an informational text
stating, This plan is set to not allow employee contributions, please ensure the contribution rules meet thisBenefits Administration User Guide © 2026 PrismHR 188 Chapter 4 Configuring the Client-Level Setup
requirement. is displayed to notify you that the plan is set up to disallow employee contribution so that you
are aware while adding or updating the contribution rules.In Eligibility Rules, specify the following information:
In this field Enter this Employment Status Class Select the employee statuses associated with this benefit rule: • Active • On leave • Terminated Minimum Age The minimum age required to be eligible for this benefit.
Maximum Age This field allows to set the Maximum Age value for eligibility in a given plan. Minimum Days of Service The minimum days of service required to be eligible for this benefit. Eligibility Days From Whether to count benefit rule eligibility days from the Hire Date or Status Date. • Hire Date - Eligibility is based on the employee’s latest hire date, regardless of the employee type at that time. • Status Date - Eligibility based on the date reflected in the Status Date field on the Employee Details record. Eligibility Date Used The Eligibility Date Used determines how the system calculates the date employees meet eligibility requirements for this plan. • Calculated Eligibility Date: The first day of calculated eligibility. • First of Month after Calculated Date: The first of the month after the date of calculated eligibility. • First of Quarter after Calculated Date: The first day of the next quarter after the date of calculated eligibility. • If Calculated is 1st of month, use that else next 1st of month: If the calculated date is the first of a month, the system uses that. If it is another day in the month, it uses the first of the following month.
Note: When you select the Mid-Month Coverage Dates field on the
Group Benefit Plans (Global) form, then you can select only the
Calculated Eligibility Date option. The other two options will be
disabled with a tag, Not Valid next to the option names.Employment Type Select the types of employment associated with this benefit rule. Exempt/Non-Exempt The employee FLSA status required to be eligible for this benefit, or
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In this field Enter this
nothing if employees of all statuses are eligible.
Network Availability Stop Date An expiration date for the network attached to the benefit.Setting Contribution Rules You can set contribution rules for the following types of plans using the Contribution Rules panel: • Medical, Dental, and Vision Benefit Plans • Life, Disability, Bond/ELPI, or Other Benefit Plans
Setting Rules for Medical, Dental, and Vision Plans
To establish the contribution rules for medical, dental, and vision benefit plans: 1. Open the Contribution Rules panel. 2. Set the following parameters.
Use this option To define this
Percent of Gross Wages Displays the value that overrides the Gross Wage % value assigned on
the Group Benefit Plans form for medical plans.
Note: Please note the following:
• This field will only display if you have selected the Allow Gross
Wage % Contribution Method checkbox and defined the Effective
Date for that medical benefit plan on the Group Benefit Plans
form. If this criteria is not met then a message stating Not
applicable for this plan is displayed.Benefits Administration User Guide © 2026 PrismHR 190 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
• When the Percent of Gross Wages field is displayed, then the Max
Contribution ($) column is disabled.
Plan Type Each benefit coverage Plan Type. The Description displays. All plan
types set up in Employee Contribution Rules must also exist on the
benefit plan. Otherwise the employee will be determined to be
ineligible.
Contribution Method The calculation method for the contribution amounts:
• Percentage – The employee's contribution amount towards the
premium as well as the portion of the premium allocated for
dependent coverage is calculated by percentage.
• Fixed – The employee's contribution amount towards the
premium as well as the portion of the premium allocated for
dependent coverage to be a fixed amount.
• Percent EE, Fixed DEP – The employee's contribution amount
towards the premium is calculated by percentage and the portion
of the premium allocated for dependent coverage is a fixed
amount.
• Fixed EE, Percent DEP – The employee's contribution amount
towards the premium is a fixed amount, and the portion of the
premium allocated for dependent coverage is calculated by
percentage.
Contribution EE Bill The employee's contribution amount towards the premium. This is
either a percentage or a flat amount, depending on the Contribution
Method.
Contribution DEP Bill The employee's contribution amount towards the portion of the
premium allocated for dependent coverage. This is either a
percentage or a flat amount, depending on the Contribution Method.
Max Contribution ($) The monthly maximum contribution dollar amount that can be made
by the employee or employer (as applicable based on the value shown
in the Contribution rule amounts made by Company or Employee
field of Benefit Rule setup). A maximum contribution amount can only
be defined on age banded, Monthly cost basis plans with an insurance
class of Medical.
Note: The Max Contribution ($) column displays but is disabled
with N/A shown in the column when any following conditions are
True:Benefits Administration User Guide © 2026 PrismHR 191 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
l The plan is not a Medical Insurance Class plan with Age Banded
Medical Rates.
l The plan has a Cost Basis of Weekly, Quarterly or Yearly on the
Group Benefit Plans Premium Rates form.
l The Contribution Method for the Plan Type in the "Contribution
Rules" section of the Benefit Rules form = Fixed.
l The Cafe Plan Eligible checkboxes in the "Group Benefits Setup"
section of the Benefit Plan Setup form (Benefit Plan
Maintenance > Group Benefit Plans (Client) > Benefit Plan
Setup) is checked.
l The HI 1.5% Rule Applies column in the "Hawaii 1.5% Rule"
section of the Benefit Plan Setup form is set to Yes for the
Benefit Group.
l Any of the following checkboxes are checked in the "Other
Processing Parameters" section of the Group Benefit Plans form
(Benefit Plan Maintenance > Group Benefit Plans (Global) >
Group Benefit Plans):
o Premium Rates vary by Network
o Family Rated Premiums
o Tobacco Banded Rates
o Gender Banded Rates
o Spouse Gender Banded Rates
o Wellness Banded Rates
l The Billing Rates Vary by Network field in the "Other Processing
Parameters" section of the Group Benefit Plans form is set to
Yes or Both.
Show Billing Information Additional information (shown in the Billing Information panel) for
benefit plans that calculate an exact premium and billing amount:
• The Total Contribution is the total amount contributed.
• The Contribution is the amount contributed by the employer.
• The Total Billed is the total amount billed to the client for the
plan.Setting Rules for Life, Disability, Bond/ELPI, or Other Benefit Plans To establish the employee contribution rule for life, disability, bond/ELPI, and other benefit plans, use the Contribution Rules panel.
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To establish the contribution rules for life, disability, bond/ELPI, or other benefit plans: 1. Open the Contribution Rules panel. 2. Set the following parameters.
Use this option To define this
Contribution Method The calculation method for the contribution amounts.
Contribution Amount The employee's contribution amount towards the premium. This is
either a percentage or a flat amount, depending on the Contribution
Method.
DEP Contribution Amount The employee's contribution amount towards the portion of the
premium allocated for dependent coverage. This is either a
percentage or a flat amount, depending on the Contribution Method.Setting Coverage Rules If the same insurance coverage amount or calculation method applies to each employee regardless of benefit groups or rules, you can define it in Group Benefit Plans. Otherwise, use the Coverage Rules panel in Benefit Rules to define the rules for life insurance, short-term disability, and long-term disability plans.
Define Life Insurance Coverage Rules If you offer life insurance coverage for commission employees, see Calculating Life Insurance Coverage for Commissioned Employees on page 196.
To define life insurance coverage rules: 1. On the Benefit Rules form, locate the Coverage Rules panel. 2. Set the following parameters.
Use this option To define this
Multiplier Pay Basis The Multiplier Pay Basis to use when calculating insurance coverage.
If you do not make a selection, the system defaults to annualized pay.
Pay Multiplier If the amount of insurance coverage is equal to an amount multiplied
by the employee's annual base pay, annual Pay Multiplier. Enter 0 if a
flat amount applies.
If the amount of insurance coverage increases depending upon the
employee's years of service, Pay Multipliers can be entered based on
Years of Service.
Rounding Method The Rounding Method to use to round calculated numbers to a wholeBenefits Administration User Guide © 2026 PrismHR 193 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
number. Leave this field blank if you do not want to round off the
calculated value.
Round Before/After When to determine life insurance coverage:
• Before: The system rounds up before multiplying.
• After: The system rounds up after multiplying.
Coverage Maximum The Coverage Maximum allowed under this plan.
Coverage Minimum The Coverage Minimum allowed under this plan.
Coverage Amount The flat Coverage Amount.
Add to Calculated Coverage The flat amount to Add to Calculated Coverage.
Years of Service Years of Service as a full year value (for example, 1 for one year, 5 for
five years). You cannot enter a fraction (for example 5.5 for five and a
half years).
If the amount of insurance coverage increases depending upon the
employee's years of service, Pay Multiplier can be based on Years of
Service.Defining Disability Coverage Rules To establish the coverage rules for age-banded disability insurance plans, Use the Disability Coverage Rules panel (or the Disability Salary Band Rules panel for salary-banded disability insurance plans.
To define disability coverage rules: 1. Locate the Disability Coverage Rules or Disability Salary Band Rules panel. 2. Set the following parameters.
Use this option To define this
Percent of Base The Percent of Base pay that is insured. If the benefit is not based on
a percentage of the base, the value is 0.
Rounding Method The method used to round calculated numbers to a whole number. If
you do not want to round off the calculated value, select nothing.
Benefit Amount The Benefit Amount if the coverage is not calculated as a percentage
of the base pay. If the coverage is calculated as a percentage of the
base pay, the maximum coverage allowed.
Alternate Base Calculation The Alternate Base Calculation to use:Benefits Administration User Guide © 2026 PrismHR 194 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
• Average Last Calendar Year's Earnings
• Average Last Two Years' Earnings
• Average Prior Year Earnings
Maximum Coverage The maximum insurance coverage amount or an amount based on
Years of Service.
From Annual Salary The salary range covered by the rule.
To Annual Salary
Coverage The Coverage amount for the rule.Establishing Eligibility Rules To establish employee eligibility rules for this benefit, use the Eligibility Rules panel in Benefit Rules.
To establish employee eligibility rules: 1. On the Benefit Rules form, locate the Eligibility Rules panel. 2. Set the following parameters.
Use this option To define this
Employment Status Class Each Employment Status Class that is eligible for this benefit. The
Description displays. If employees of all status classifications are
eligible, you do not need to enter any statuses.
Minimum Age The Minimum Age required to be eligible for this benefit.
Maximum Age This field allows to set the Maximum Age value for eligibility in a given
plan.
Minimum Days or Whether employees must meet Minimum Days or Months Of Service
Months Of Service to be eligible for this benefit, and the number of days or months. For
example:
• An employee hired on 3/2/2026 whose eligibility date is set as the
first of the month on or following sixty days is eligible for this
benefit on 5/1/2026 because the sixty days requirement passes on
4/30/2026.
• An employee hired on 3/2/2026 whose eligibility date is set as the
first of the month on or following two months is eligible for this
benefit on 6/1/2026 because the two months requirement passesBenefits Administration User Guide © 2026 PrismHR 195 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
on 5/2/2026.
Eligibility Days From The day to use for calculating eligibility based on days of service: Hire
Date or Status Date.
• Hire Date - Eligibility is based on the employee's latest hire date,
regardless of the employee type at that time.
• Status Date - Eligibility is based on the earliest date when the
employee's status was active, considering the employee type (for
example, when the employee was also full- time).
Eligibility Date Used The date used to determine how to calculate the date when
employees meet eligibility requirements for this plan:
• 1st of the Month After Calculated Date – An employee hired
on 9/1/2026 with a two-month waiting period is eligible for
this benefit on 12/1/2026, the first of the month following two
months.
• If calculated date is the 1st of the month, use that, else next
1st of the month – An employee hired on 9/1/2026 with a
two-month waiting period is eligible for this benefit on
11/1/2026, the first of the month coinciding with or following
two months.
• Calculated Eligibility Date – An employee hired on 9/3/2026
with a two-month waiting period is eligible for this benefit on
11/3/2026, following two months.
Employment Type Each Employment Type that is eligible for this benefit. The
Description displays. If employees of all employment types are
eligible, you do not need to enter any types.
Exempt/Non-Exempt The employee FLSA status required to be eligible for this benefit, or
nothing if employees of all statuses are eligible.
Network Availability Stop Date An expiration date for the network attached to the benefit.Calculating Life Insurance Coverage for Commissioned Employees PrismHR has a process for automatically calculating life insurance coverage for employees who are paid on a commission basis or who have a zero pay rate. If the employee Pay Method is set to Commission or their Pay Rate is set to zero on the Pay tab of Employee Details, the system automatically calculates the life insurance coverage amount by extrapolating the year-to-date amounts paid in either the previous or current year. Otherwise, the calculation is based on the employee’s Annual Pay.
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If the employee was paid during the previous year, the system uses the amount paid during that year to extrapolate the employee’s annual pay: • If the employee was employed during the entire previous year, the system uses the amount that was paid in that year for the annual pay amount and the life insurance coverage calculation is based on that amount. • If the employee was paid during only part of the year, the system uses that amount to extrapolate the amount that would have been paid over the course of the whole year, and then the system uses that amount for the annual pay. For example, if the employee was paid $25,000 during the last six months of the previous year, the calculated annual pay amount would be $50,000. If the employee was not paid during the previous year, the amount paid year-to-date in the current year is used to calculate the annual pay. If the employee was paid $25,000 for the first six months of the year and that is the year-to-date amount, then the calculated annual pay amount is $50,000. If the employee was not paid in the current or previous year, the calculated annual pay is zero.
Copying a Rule to Another Benefit Group To copy a benefit rule to another benefit group, use the Copy Rule to other Benefit Groups form, which is accessible on the Actions menu in the Benefit Rules form.
To copy a benefit rule to another group: 1. In Benefit Rules, open the record for the benefit rule you want to copy, and then select Copy Rule to other Benefit Groups in the Actions menu and enter or select the following information:
Use this option To define this
Copy to Benefit Group ID The benefit group to which you want to copy the benefit rule.
Copy to Effective Date (Optional) An effective date, if needed.Building the Benefit Rules XML Download Use the Benefit Rules XML Download process to create an XML download of the benefit rules for a selected client or for all clients.
Note: This process does not use Client Access Group security.
To access the form, on the Work Centers panel, under Benefits, click Benefit Imports & Reporting. Under Benefit Reporting click Benefit Rules XML Download.
To build the benefit rules XML download: 1. Click Client ID and select the client. Leave the Client ID field blank to build the download for all clients. 2. Click Build. A progress window opens displaying the processing status. 3. Click Close to close the job progress window once the process completes.
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Benefit Utilities Use this form to manage Benefit related utilities.
To access this form to add a new benefit salary and update the effective date: 1. Click the Back Officemenu. 2. From Operations|Utility Processing, click Benefit Utilities. The form opens. 3. The form has the following filter: • Utility- This filter has the following drop-down options: • Select - This is the default option. • Manage Orphaned Benefit Records - Select this filter to display the Orphaned Record Type filter, which has the following drop-down options: • Select - This is the default option. • Benefit Plan Setup - The orphaned records due to missing Benefit Plan Setup records. • Group Benefit Plan Types - The orphaned records due to missing Plan Type. • Plan Types - The orphaned records due to missing Group Benefit Plan Types code. • Relationships - The orphaned records due to missing relationship code. • SH2 Auto Enroll - Select this filter to identify the existing employees that are eligible for Safe Harbor 2 Match that do not have an active Retirement Plan Enrollment record. • Unarchive Enrollments - Select this filter to identify the existing archived employees. • Auto Escalation - Select this filter to identify enrollments that are not flagged as Auto Escalation?. 4. Click Search to get the results based on your filter selection. 5. Click Cancel to clear this form at any time.
Using the Manage Orphaned Benefit Records Utility
To use and manage orphaned related benefit records utility: 1. From the Utility drop-down, select the Manage Orphaned Benefit Records option. The Orphaned Record Type drop-down displays. 2. Select Benefit Plan Setup, Group Benefit Plan Types, Plan Types, or Relationships from the drop-down list. The Report Filters section displays. 3. In the Report Filters section, fill in the following fields:
For this option Provide this information
Client ID This field is optional. Leave this field blank for this report to run for all clients. IfBenefits Administration User Guide © 2026 PrismHR 198 Chapter 4 Configuring the Client-Level Setup
For this option Provide this information
you want to restrict this report to run for selected clients, enter their Client IDs
here or click the Client ID link and select them from the Select Clients dialog box.
Client Name This field auto-populates when you select the Client ID.
Benefit Plan ID This field is optional. Leave this field blank for this report to run for all the benefit
plans. If you want to restrict this report to run for selected benefit plans, enter
the Benefit Plan IDs here or click the Benefit Plan ID link and select them from
the Select Benefit Plan dialog box.
Note: This field does not display for Relationships Orphaned Record Type.
Plan Description This field auto-populates when you select the Benefit Plan ID.Note: Based on your selection in the Orphaned Record Type drop-down filter, the results are displayed.
• If you select Benefit Plan Setup, then in the Results section, the list of orphaned records caused due to deleting Benefit Plan Setup records are displayed. • If you select Group Benefit Plan Types, then in the Results section the list of orphaned records due to missing Plan Type are displayed. • If you select Plan Types, then in the Results section the list of orphaned records caused by deleting the Group Benefit Plan Type code are displayed. • If you select Relationships, then in the Results section the list of orphaned records caused by deleting the Relationship Code are displayed. This Results section displays the following columns: • File Name • Employee ID • Employment Status Class • Client ID • Benefit Plan ID • Billing Rate Group • Premium Rate Group • Network ID • EE Gender • Effective Date • Plan Type • Orphaned Reason
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For Relationships, the Results section displays the following columns: • File Name • Employee ID • Employment Status Class • Client ID • Dependent ID • Dependent Name • Relationship Code • Orphaned Reason
Export using the Report button When you select Utility as Manage Orphaned Benefit Records, then for the options under the Orphaned Record Type drop-down, when you click Search to run the report filters, then under the Results section that is displayed, you can export the report of orphaned records for the selected orphaned record types by clicking the Report button.
Using the SH2 Auto Enroll Utility
To use SH2 Auto Enroll utility: 1. From the Utility drop-down, select SH2 Auto Enroll option. The Report Filters section displays.
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In the Report Filters section, fill in the following fields:
For this option Provide this information Employment Status This newly added filter has the following options: Class • All Classes • Active • On Leave • Terminated When the Results section is displayed a column for Employment Status Class also displays. The column displays the defined filter value for Employment Status Class filter. Client ID This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter their Client IDs here or click the Client ID link and select them from the Select Clients dialog box. Client Name This field auto-populates when you select the Client ID. Retirement Plan ID This field is optional. Leave this field blank for this report to run for all the retirement plans. If you want to restrict this report to run for selected retirement plans, enter the Retirement Plan IDs here or click the Retirement Plan ID link and select them from the Select Plan dialog box. Retirement Plan Name This field auto-populates when you select the Retirement Plan ID.
Click Search. A job control runs.
In the Results section, the list of eligible employees for Safe Harbor 2 Match that do not have an active Retirement Plan Enrollments records are displayed. This Results section displays the following columns: • Client ID • Employee Name • Employment Status Class • Retirement Plan ID • Status • Status Date • Eligible For Match • Match Starts On • Loan Payment Cycles • Retirement Benefit Group • Catch-Up Starts At Limit
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• Effective Date
Note: On the Employee Details form, under the Work tab, if the Retirement Benefit Group field is not assigned for an employee, then the Retirement Benefit Group column in the Results section of Benefit Utilities form is displayed as blank.
Updating Retirement Plan Enrollments
To update retirement plan enrollments for Safe Harbor 2 Match
eligible employees: 1. Select the clients from the Results section. 2.
Click Update. Based on the number of records you have selected, you will
be presented with a confirmation message stating,
Using the Unarchive Enrollments Utility The Unarchive Enrollments utility allows you to unarchive employees web enrollment configurations so that you can re-enable an online workflow that had previously been archived.
To use and manage unarchive enrollments utility: 1. From the Utility drop-down, select Unarchive Enrollments option. The Report Filters section displays. 2. In the Report Filters section, fill in the following fields:
For this option Provide this information
Starting Archive Date Select the archive start date. This is a mandatory field.
Ending Archive Date Select the archive end date. This is a mandatory field.
Client ID This field is optional. Leave this field blank for this report to run for all clients. If
you want to restrict this report to run for selected clients, enter their Client IDs
here or click the Client ID link and select them from the Select Clients dialog box.
Client Name This field auto-populates when you select the Client ID.Benefits Administration User Guide © 2026 PrismHR 202 Chapter 4 Configuring the Client-Level Setup
• Employee Name • Employment Status Class • Enrollment Type • Archive Date • WEO Status • Updated
Unarchiving an Archived Employee
To unarchive an employee: 1. Select the clients from the Results
section. 2. Click Unarchive. Based on the number of records you have
selected, you will be presented with a confirmation message stating,
Using the Auto Escalation Utility The Auto Escalation utility allows you to identify enrollments that are not flagged as Auto Escalation?.
To use and manage auto escalation utility: 1. From the Utility drop-down, select Auto Escalation option. The Report Filters section displays. 2. In the Report Filters section, fill in the following fields:
For this option Provide this information
Employment Status Select the employment status criteria.
Class
Enrollment History Select the type of enrollment history.
Client ID This field is optional. Leave this field blank for this report to run for all clients. If
you want to restrict this report to run for selected clients, enter their Client IDs
here or click the Client ID link and select them from the Select Clients dialog box.
Client Name This field auto-populates when you select the Client ID.
Retirement Plan ID This field is optional. Leave this field blank for this report to run for all the
retirement plans. If you want to restrict this report to run for selected retirement
plans, enter the Retirement Plan IDs here or click the Retirement Plan ID link and
select them from the Select Plan dialog box.
Retirement Plan Name This field auto-populates when you select the Retirement Plan ID.Benefits Administration User Guide © 2026 PrismHR 203 Chapter 4 Configuring the Client-Level Setup
Updating the Auto Escalation Enrollments
To update the auto escalation checkbox for the displayed result
records: 1. Select the clients from the Results section within a Batch.
2. Click Update. Based on the number of records you have selected, a
confirmation message stating,
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Establishing Retirement Match Rules To establish the matching rules used when the client or the PEO contributes to employees’ retirement plans, use the Retirement Benefits Plan form.
Defining the Match Rules To define match rules: 1. Open the Retirement Benefits Plan form.
Use this option To define this
Group The benefit Group ID. If you are creating a new group, use something
brief but descriptive, for example, STD.
Benefit Plan The Benefit Plan ID.
Network ID If required, the Network ID for this plan
Effective Date The date when the plan becomes effective.Defining Basic Information About Match Rules To define the basic parameters of the retirement benefit plan, use the Retirement Match Rules panel.
To define the basic parameters of the retirement benefit plan: 1. Open the Retirement Match Rules panel.
Use this option To define this
Benefit Group The benefit Group ID.
Retirement Plan Enter or select the Retirement Plan plan from the Select Plan selector.
Effective Date An existing Effective Date to edit existing match rules. Click New Date
to enter a date when new match rules go into effect.
Match Logic Type The Match Logic Type to use for calculations. All the types include the
Maximum Matching Contribution and Other Match Rules panels
• Traditional: Calculates a match based on the employees'
contributions, and limits the match to a flat amount or percentage
of the employees' earnings.
• Layered: Matches a different percentage for various levels of the
employees' contributions.Benefits Administration User Guide © 2026 PrismHR 205 Chapter 4 Configuring the Client-Level Setup
• Safe Harbor 1: Uses match rates for contributing employees only.
• Safe Harbor 2: Uses match rates for both contributing and non-
contributing employees.
The Traditional and Layered match logic types have additional panels.
Comments Descriptive Comments regarding the retirement plan match rules.Defining the Maximum Matching Contribution To define the maximum annual employee matching contributions for a calendar year, use the Maximum Matching Contribution Per Calendar Year (Per Employee) panel.
To define the maximum annual employee matching contributions for a calendar year: 1. Open the Maximum Matching Contribution Per Calendar Year (Per Employee) panel.
Use this option To define this
Regular Employer Match The Regular Employer Match or blank if there is no maximum.
Safe Harbor 1 Contribution The contribution amount.
Safe Harbor 2 Contribution
Safe Harbor 1 Rate Override The override amount to use if the client uses a retirement plan that
mirrors Safer Harbor 1 or Safe Harbor 2 rules, but uses another rate or
Safe Harbor 2 Rate Override percentage.
Safe Harbor 2 Flat Rate Override The amount to use for the calculated match. This overrides the Safe
Harbor Type 2 Match.
Non-Elective Contribution The non-elective contribution.Setting Traditional Match Rules If you selected Traditional as the Match Logic Type, the Traditional Match Rules panel displays.
To set traditional match rules logic: 1. Open the Traditional Match Rules panel.
Use this option To define this
The company's matching The company's matching contribution that is equal to the % of the
contribution employee's elective contribution to this retirement plan.Benefits Administration User Guide © 2026 PrismHR 206 Chapter 4 Configuring the Client-Level Setup
The maximum contribution to be The maximum contribution to be made by the company that is equal
made by the company to the % of the employee's retirement basis earnings.
The maximum contribution to be Enter a flat amount that is the maximum contribution to be made by
made by the company the company.
The basis for calculating the The basis for calculating the maximum matching contribution:
maximum matching contribution voucher earnings (default setting), year-to-date earnings, sheltered
earnings, or voucher percent divided by the year-to-date flat match.
Classify as Safe Harbor Match Whether this rule is a Safe Harbor Match (Type 1).Setting Layered Match Rules If you selected Layered as the Match Logic Type, the Layered Match Rules panel displays.
To set layered match rules: 1. Open the Layered Match Rules panel.
Use this option To define this
Percent Matched The Percent Matched. The Description indicates whether it is a
percent of the first percentage level (first row) or the next level
(subsequent rows).
Percentage Level The Percentage Level of the employees' retirement base earnings.
Safe Harbor Whether the layer is a Safe Harbor Match (Type 1),. This overrides the
value set in Classify as Safe Harbor Match.Setting Other Match Rules To specify other match rules that can apply to this retirement plan, use the Other Match Rules panel.
To set other match rules logic: 1. Open the Other Match Rules panel.
Use this option To define this
Maximum Matching Contributions The Maximum Matching Contributions per Week if there is a weekly
per Week limit on the calculated match.Benefits Administration User Guide © 2026 PrismHR 207 Chapter 4 Configuring the Client-Level Setup
Calculate Safe Harbor 2 Non- Whether to calculate the Safe Harbor 2 Non-Elective Contribution. If
Elective Contribution in addition not selected, the employer matching contribution is used.
Non-Elective Rate The rate that is typically used for profit sharing that accrues per pay
period.
Calculate PEO Match Whether to calculate an additional employer matching contribution,
funded by the PEO.
Vesting Code The Vesting Code used for vesting options. Vesting codes were
defined when the retirement plan and its reporting parameters were
set up.
Vesting Code-ProfShare The Vesting Code-ProfShare for profit sharing vesting options.
Suppress Match Print On Check Whether to prevent the retirement match from printing on pay stubs.
Exclude Catch Up Contribution Whether to exclude employees' catch-up contributions when the
from Match Calculation system calculates the matching contribution.Displaying the Client Benefits Overview To display the benefit plans that the client offers to its employees, use the Client Benefits Overview form. • Click the Plan ID to view the Benefit Plan Setup. • Click the Group/Rules date to view the Benefit Rules. • Enable the View rules that are not found to display the Group/Rules for which rules have not been set. • Enable the Include retirement only benefit groups field to filter Benefit Groups data that are flagged as Retirement only. • Enable the View benefit groups past stop all use on date field to filter and view the data of Benefit Groups past the Stop All Use On date. • Click Reload to refresh and pull the latest data. • Click Report to run a report on this form and export the data. This form has the following columns: l Plan ID l Plan Description l HDHP Plan l Rate Group l Group/Rules l Template l Start Date
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l End Date l Section 125 Eligible l Deduction Code - If Section 125 Eligible column is flagged with Y value, then the Deduction Code for that record will be displayed as 125 Deduction Code. However, if Section 125 Eligible column is flagged with N value, then the normal Deduction Code for that record will be displayed. l Rebate Bill Code - The value displayed in the Rebate Bill Code column is based on the value displayed for
125 Deduction Code or Deduction Code. If Rebate Bill Code is not assigned for a record, then the system
displays N/A.l Bill Code
Note: The form displays all the Primary Plan IDs in Bold format. Additionally, the form displays the Secondary Plan IDs in normal text format along with all the data for that Plan ID even when you click on a header to sort the data. The form displays the same format of Primary Plans in Bold and the Secondary Plans in normal text after you select the View plans past end date and the View rules that are not found checkboxes. Note: The header toggle icon allows you to customize the on-form report by showing or hiding specific columns. Additionally, the Enable All button is available in the column selector. This option appears when one or more columns are deselected, allowing you to quickly restore the full view.
Viewing the Benefit Plan Setup To view or edit the benefit setup plan: 1. In the Benefit Plan Setup form, review the plan information and make changes if needed. See “Benefit Plan Setup” for details. 2. Click Save.
Viewing Benefit Rules To view or edit the benefit rules: 1. In the Benefit Rules form, review the benefit rules and make changes if needed. See “Benefit Rules” for details. 2. Click Save to save any changes.
Benefit Medical Rates Report This report displays Premium Rates for all Benefit Plans assigned to the Medical Insurance Class.
Note: Client Access Group security is not enabled on this form.
To access the form, in the Work Centers panel, under Onboarding & Benefits section, click Benefit Imports & Reporting. Under Benefit Reporting click Benefit Medical Rates Report.
To generate the Benefit Medical Rates Report: 1. Complete the following:
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Field Name Description Rates to be Reported Select the rates to be reported from the following drop-down: • Premium Rates (This is only option available at this time)
This report shows the following columns: • Plan ID • Plan Description • Plan Type • Effective Date • From Age • To Age • Total Premium • Employee Premium • Dependent Premium
Setting Up Client Benefits Set up group benefits, workers’ compensation, and retirement plan information for clients with the Benefits tab in Client Details.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Benefits tab.
Establishing Employer Group Benefit Parameters Set employer group benefit plan parameters with the Group Benefits panel.
Note: If your organization uses Benefits Enrollment, the forms for flexible spending plans display in enrollments only if the plans are set up in Benefit Plan Setup and in the Benefits tab in Client Details.
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Use this
To define this
option
Section 125
Select an existing 125 plan or type in a plan name.
Plan
HSA Plan Select an existing HSA plan or type in a plan name.
Maintains Select if the client maintains a high deductible health plan. This suppresses the
Own HDHP system’s validation when setting up an employee HSA..
Eligible Select to make benefits available to an employee if the client makes different sets
Benefits of benefits available to their employees based on department, division, location, or
Determinant benefit group. The system checks what benefits employees are eligible for based on
the determinant.
The Eligible Benefits Determinant field should be set to appropriate restrict
eligibility to access the Eligible Benefits sections on the corresponding forms.
Suppress Select if the client does not want to automatically calculate benefit adjustments.
Automatic
Benefit
Adjustment
Control Group Acts as a master company for the control group, if any. Use control groups to
Client aggregate data when there are multiple clients that are treated as related entities
for Affordable Care Act (ACA) or retirement plan reporting purposes.
As an example, if an employee works 20 hours at company A and 20 hours at
company B, the system treats that employee as having worked 40 hours, for the
purposes of the ACA, and reports that for both companies A and B.
Auto Create Select to create employee web enrollment forms automatically.
Open
Enrollments
Auto Post Select to post employee web enrollment forms automatically.
Open
Enrollments
Include Select to Include Employer Cost in Employee Self-Service. (PrismHR Benefits
Employer Cost Enrollment only.)
in Employee
Self-Service
Employee The calculation method (Per Period, Per Month, or System Default) to use for
Calculation calculating employee costs during enrollments. (PrismHR Benefits Enrollment only.)
Based On
Disable Select one of the following options:
Accelerated • Unchecked - (Default) Catchup 60-63 option is available at the client levelBenefits Administration User Guide © 2026 PrismHR 211 Chapter 4 Configuring the Client-Level Setup
Use this
To define this
option
Section 125
Select an existing 125 plan or type in a plan name.
Plan
Catchup? • Checked - Catchup 60-63 option is disabled at the client level
• When disabled, the 60-63 Catch Up does not apply and functionality works
as it did before.
• When Catch Up Limit is applied at the system level on the Tax Year Limits
Maintenance form only, Vertex limits the sheltered amount based on IRS
limits.
• When Catch Up Limit is applied to the Retirement Plans form, under the
Plan Year Deferral Limits section, the regular contribution overrides Vertex
but not for Catch Up (can contribute higher for catchup but sheltered
limited at 7500)
• When limits are applied to the Employee Benefit Rule Overrides form,
then the regular and catch up overrides the Vertex limits and use the
employee enrollment limits for deferral and taxation.
Benefit Rules An expiration date for the benefit rules set up for the client. This setting is used in
Good Through the New Hire Suspension Process.
Date
Allow Auto Select to suspend auto-enrollments when an employee is hired.
Enroll
Suspension?
Cobra Plan For compliance with the American Rescue Plan Act. Select if the COBRA benefit
Client plan is sponsored by the client instead of the employer.
Sponsored
Allow Edit Allows employees to make changes to their dependents during the Onboarding
Dependents process and enrollment workflow.
in Enrollment
Workflow?Selecting a Retirement Plan To specify a retirement plan for the client: 1. Select one or more retirement plans that the client participates in from the Retirement Plans panel. 2. (Optional) Enter the TPA Plan ID for each plan if retirement plan information is reported to a third-party administrator.
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Note: Start and end dates are displayed for a plan if these dates are configured in Benefit Plan Setup.
Setting Up ACA Reporting Indicate whether a client is considered a large employer under Affordable Care Act (ACA) guidelines for each year with The ACA Reporting table. You can also set it so employees can access information in Employee Portal (EP).
To set up ACA reporting for each year: 1. Locate the ACA Reporting grid, which contains rows for each ACA year. 2. Create a new row for the current year, as needed. 3. Complete these fields as required.
Use this option To define this
ACA Large Employer Select 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 Select 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 Select the information to use in the Applicable Large Employer
Member fields on Form 1095-C:
• 1094c: Employer name and address from Form 1094-C
settings.
• Employer Master: Employer name and address from
Employer Details.Setting Up Workers’ Compensation Insurance Set workers’ compensation insurance parameters with the Workers’ Compensation Insurance panel. 1. Complete these fields as required.
Use this option To define this
Policy Select an existing policy or type in a workers' compensation policy that
covers the employees for a client.Benefits Administration User Guide © 2026 PrismHR 213 Chapter 4 Configuring the Client-Level Setup
Use this option To define this
Policy Effective Date Set a date for a client's coverage.
Use Rate Templates Select to use table-based rate templates instead of the traditional
method when calculating workers’ compensation.
1099 Contractors Covered Select if 1099 contractors are covered by the policy. Workers’
compensation calculates for 1099 employees as well as other
employees.
Calculation Options Use this option to calculate workers’ compensation accruals from the
following options:
• Time Sheet Location Based
• Resident State Based - When you select this option AND the
“Remote Location” is checked in the Worksite Locations form, the
employee is treated for WC purposes as the state of their resident
geocode and not the WC state assigned to the worksite location.
The employee override is not required if the worksite option is
selected.
Note: Use these options only if you understand how they impact
calculations. For example, the Resident State Based option works
only for employees who also have the Tax Geocode Override Option
option set to Override Work Geocode with Resident Geocode on
the Employee Details > Other tab.
Use Company/Mod Discount Select to use W/C accrual modifiers when calculating workers’
compensation liability for the policy. This overrides the global values
set for the policy.
This only affects the modifier or discount used for the accrual (cost)
calculation, not the client’s workers’ compensation billing
modifier/discount if this is a PEO client company.
Policy Sub ID Use this option if the policy has a sub-ID or sub-policy identifier. This
displays on the Client Details form and certain Benefits Enrollment
functionality. No pricing or processing variations are allowed based on
the sub-ID; it is merely a memo.Maintaining Enrollment Eligibility Criteria Filter employees who are not eligible for benefits enrollment from receiving enrollment notifications and access to online enrollments with the Benefits Enrollment Eligibility Criteria panel. Filters can also exclude ineligible employees from being included in the Client Enrollment Summary Report. If fields are left blank, the system uses client benefit rules to create an enrollment. If fields are completed, the selected parameters override the system default settings.
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Note: If you override the system default settings, it is recommended to complete all fields in the panel. (PrismHR Benefits Enrollment only.)
Complete these fields as required.
Use this option To define this Elig Status Code The employee status codes that are eligible for enrollment, such as A (Active), L (Leave of Absence), and so on. Required. Elig Type Code The employee type codes that are eligible for enrollment, such as FT (Full-Time), PT (Part-Time), and so on. Required. Minimum Age The minimum age you want to apply to benefits enrollment eligibility. Minimum Length of Service The minimum number of days you want to apply to benefits enrollment (Days) eligibility. The value entered must in days (for example, “30” for thirty days).
Click Save.
Establishing Client Ownership Set up information about the client owners with the Client Ownership panel. 1. Complete these fields as required.
Use this option To define this
Contact ID Select a Contact ID or type in an ID for each person associated with
ownership of the client.
Owner Name Enter the name of the owner
Owner Select whether the contact is an owner (Yes or No).
Percent Set the percentage of ownership that a contact has in a client.
Owner Group (Optional): Select the group a contact belongs to. Use this only when
more than one owner exists. For example, if two families own the
company, enter "1" or "2" to indicate the family to which the contact
belongs.
Owner Relation Set this in conjunction with Owner Group to indicate the contact
person's relationship to the owner. For example, Child of Owner.Creating Group Benefit Enrollments (Client) Use the Group Benefit Enrollment (Client) process to automatically enroll eligible employees in the group benefit plans that are set up for the client.
Benefits Administration User Guide © 2026 PrismHR 215 Chapter 4 Configuring the Client-Level Setup
Note: Client Access Group security is enabled on this form.
To access the form, in the Work Centers menu, under Work Centers|Onboarding & Benefits, click Benefit Enrollment Maintenance. Under Bulk Change Tools, click Group Benefit Auto Enrollment (Client).
To auto enroll an employee in group benefit plans for the specific
client: 1. Complete the following fields: Field Description Employee ID
Click the link and select the employee. Benefit Plan ID Click the link
and select the benefit plan from the Select Benefit Plan list. You
cannot manually enter a Benefit Plan that is not assigned to your
client. If you do, you will receive an error message stating Benefit
Plan
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Chapter 5 Enrolling Employees in Benefit Plans This section describes the requirements for enrolling employees in group benefit plans. Some of the features found in the Actions menu of Employee Benefits Enrollment are also available in other parts of the system.
Manually Enrolling an Employee in a Benefit Plan To manually enroll an employee in a benefit plan, use the Employee Benefits Enrollment form.
Note: If the employee qualifies for COBRA benefits, the system prompts you to specify whether you want to maintain the COBRA benefits. Click No if you want to edit non-COBRA benefits. Click Yes to edit the COBRA benefit information. The form is very similar to this one; see Enrolling a COBRA Participant on page 240 to learn about COBRA enrollees.
You can access detailed information about the employee’s benefits using the Actions menu : • Benefit Detail Audit (Audit Log) • Benefit Overview: See Displaying an Employee’s Benefit Plans on page 230 • Benefits Adjustment: See Changing an Employee’s Benefit Billing Record on page 260. • CAFE Contribution: See Defining Cafeteria Plan Contributions on page 239. • Dependents: Refer to Human Resources User Guide • Employee Details: Refer to Human Resources User Guide • Employee Flexible Spending Accounts: See Enrolling Employees in Flexible Spending Accounts on page 371. • Employee Flexible Spending Accounts Inquiry: See Employee Flexible Spending Accounts Inquiry on page 375. • Enrollment Audit: See Displaying Enrollment History on page 240. • History: See Displaying Employee Benefit History on page 229 • Retirement Plan Enrollment: See Retirement Plan Enrollment on page 353. • Rule Override: See Overriding a Client’s Eligibility Rules on page 234 • User Fields: Refer to Client Administration User Guide.
Maintaining Basic Enrollment Information To maintain the basic information for the employee and the plan, use the Benefits Enrollment panel.
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Note: Click Switch to COBRA Mode to view the Consolidated Omnibus Budget Reconciliation Act (COBRA) version of this form.
To maintain the basic information: 1. Open the Benefits Enrollment panel.
Use this
To define this
option
Employee The Employee for whom setup information is configured. Either type the name or ID to
display a list of matching employee s, or by click the field label to open the search window.
Next Pay Displays informational value for the Next Pay Date that helps you to quickly identify the next
Date regularly scheduled payroll batch date during the enrollment process.
Benefit Plan The Benefit Plan in which to enroll the employee. The selection determines what other
panels display.
Note: If the employee is currently enrolled in a medical plan, the system displays an alert.
Payee If carrier websites were set up in System > Change > Payees, available carrier website links
Websites display once you select a Benefit plan. Clicking a link launches the associated URL in a
separate browser tab.
Note: Depending on your configuration, when 1Password is used to store site credentials,
clicking a link may also simultaneously log you in to the site.
Status The benefit plan enrollment Status.
Note: The Terminated - COBRA data field displays when the employee moves from a
COBRA status to a Terminated status, indicating that the termination status is a
termination from COBRA.
If the employee is currently enrolled in a medical plan, and you change the Status to Active,
the system displays an alert that prompts you to confirm whether the new plan should
replace the old plan by clicking Yes or No.
• If you click Yes, the Employee Benefits Enrollment form displays the Plan to Replace
drop-down where you can select the medical benefit plan you want to replace. The
system enrolls the employee in the new plan and terminates the plan selected.
• If you click No, the system allows you to enroll the employee in the medical benefit
plan selected without terminating the old plan.
Section 125 Whether the employee elected this benefit as part of a section 125 plan.
Officer Link that displays for selected employees who are designated company officers. Selecting
Details the Officer Details link opens a read-only dialog where information about the employee
displays, including their assigned business entity type and whether they are an S-Corp
Principal, business owner, family member, or company officer.Benefits Administration User Guide © 2026 PrismHR 218 Chapter 5 Enrolling Employees in Benefit Plans
Use this
To define this
option
Note the following:
• The Officer Details link only displays if at least one of the four officer-type conditions
listed above is set to "Yes."
• This information is based on the selections on the Tax tab and the Work tab in the
Employee Details form for the selected employee.
Deduction Read-only field that indicates the deduction codes used in the employee's benefits
Code enrollment. (The system references these deduction codes from the Group Benefit Plans
form for the selected plan.)
Note: Enabling the Section 125 field displays the corresponding deduction code.
Coverage If required for the benefit plan, the date when coverage starts.
Starts
• If enrolling a new hire, the Coverage Starts date is always the first day of the month
unless the benefit plan supports mid-month coverage dates. The system defaults to the
next coverage date on which the employee is eligible for this benefit.
• If enrolling an open enrollment employee, you must overwrite the default and enter
the open enrollment's effective date as the Coverage Starts date.
Note: In this field, if you enter a date that is prior to the Current Date minus the value
defined for that benefit plan in the Max Days Back Dating field on the Group Benefit Plans
form, then an error message is displayed. However, if a client level override value is set for
Max Days Back Dating field on the Benefit Plan Setup form, then the input in the
Coverage Starts field takes the value setup on client level into consideration.
Coverage If the coverage status is Terminated, the date when the benefits coverage ends.
Ends
Note: When an Employee Benefits Enrollment record is terminated, the Max Days Back
Dating value is used to validate a benefit plan that is to be terminated. The Coverage Ends
date now accepts the value which equal to or greater than the current date minus the
Max Days Back Dating value assigned at the client level.
Deduction If required for the benefit plan, the date when the regular payroll deductions begin for this
Starts benefit plan, which is the first day of the month following the coverage start date, or
following the date of entry. For example, if the enrollment record is entered on January 15
with a coverage start date of February 15, the regular deduction schedule begins on
February 1.
You must select the Suppress Automatic Benefit Adjustment parameter in the System
Parameters form for this to be an active field. Otherwise, the Deduction Starts field is read-
only and populates with the date specified in the benefit plan.
See Setting Up Deduction Start Dates on page 384 for more information on how deductionBenefits Administration User Guide © 2026 PrismHR 219 Chapter 5 Enrolling Employees in Benefit Plans
Use this
To define this
option
start dates are set in PrismHR, and how to adjust them if needed.
Deduction If the coverage Status is Terminated, enter the date when payroll deductions stop for this
Ends benefit plan.
Carrier The number the insurance carrier uses to identify this employee . If the field is left blank, the
Employee ID system assumes the Social Security number is used.
Waive If the benefit was waived, the reason it was waived.
Reason
Plan If applicable, the plan number that associates codes that you need to report to some
Number insurance carriers.
Reported to Whether this employee's enrollment was reported to the insurance carrier.
Carrier
High Indicates whether or not a plan is an HDHP plan.
Deductible
Plan Note: Please note the following validations:
• If on the Group Benefit Plans form, the Insurance Class is Medical and the High
Deductible Plan field is:
• Checked: then on the Benefit Plan Setup form, the High Deductible Plan field
displays Yes.
• Unchecked: then on the Benefit Plan Setup form, the High Deductible Plan field
displays No.
• If on the Group Benefit Plans form, the Insurance Class is set to any option other than
Medical, then on the Benefit Plan Setup form, the High Deductible Plan field displays
N/A.
Doctor ID The ID of the primary care physician the employee sees to report a visit to insurance carrier.
Note: This ID needs to adhere to the PCP Validation Format under the Web Enrollment
Parameters section on the Group Benefit Plans form if any.
Current Check this box if the employee is a current patient of the doctor noted above.
Patient
Alt. Calc If required, enter the Alt. Calc Network ID to use to calculate premiums.
Network ID
PPO Dental The PPO Dental Plan No for dental coverage.
Plan NoBenefits Administration User Guide © 2026 PrismHR 220 Chapter 5 Enrolling Employees in Benefit Plans
Use this
To define this
option
Coverage The date used for downloads to report a different date to the insurance carrier.
End
OverrideNote: If the Maximum Age is set for the employee on the Benefit Rule or the Employee Benefit Rule Overrides form for a given Plan, then while enrolling the employee in a benefit plan on the Employee Benefits Enrollment form, a warning message is displayed if the employee’s actual age is greater than the Maximum Age. Additionally, when a rule for Maximum Age is defined on the Employee Benefit Rule Overrides form for a given Employee ID and Plan ID, the override rule takes precedence over any existing client rule for the field.
Establishing Coverage Details To establish the amount of coverage, premium rates, and other information, use the Coverage Detail panel.
To establish coverage details: 1. Open the Coverage Detail panel.
Use this option To define this
Select [the] Existing The date on which the selected plan becomes effective. This date must
Effective Date match the Coverage Starts date.
Enter [a] New Date You can change the Existing Effective Date as follows:
• Change the coverage Status to Active.
• Enter a new Coverage Starts date to match the new effective date.
• Click Enter New Date to enter the new Existing Effective Date. The
new effective date must match the original eligibility date or be a
future date. You cannot enter a date in the past.
Plan Type The Employee Premium, Dependents Premium, Employee Contribution,
and Employee Contribution amounts display. If the benefit plan is a medical,
dental, or vision plan with premium rate factors, Premium Rate Factors
display.
Note: A tooltip displays next to Employee Contribution or Employer
Contribution (as applicable based on the value shown in the Contribution
rule amounts made by Company or Employee field of Benefit Rule setup)
when a Max Contribution has been applied.
Employee Premium and Dependents Premium amounts are defined inBenefits Administration User Guide © 2026 PrismHR 221 Chapter 5 Enrolling Employees in Benefit Plans
Use this option To define this
Setting Health Plan Premium Rates (page 61). Employee Contributions are
defined in Setting Up Employee Enrollment Conditions (page 183).
Updated Carrier Whether the insurance carrier has been notified of any coverage changes.
Bill Code Read-only field that displays the related Bill Code for the selected Benefit
Plan for users to easily and accurately view what impact the pay period
premium will have on invoice billing.
Deduction Rebate Bill Code Read-only field that displays the related Deduction Rebate Bill Code for the
selected Benefit Plan for users to easily and accurately view what impact the
pay period premium will have on invoice billing.
Net Inv Effect Takes the Bill Code and Deduction Rebate Bill Code values into account and
accurately assess and calculates the Net Inv Effect. It is a read-only field.
Premium Rate Factors For enrollment in a medical benefit plan set up to use wellness banded
rates, information for the Qualifies for Wellness? option on the Employee
Details form Personal tab displays.
Percent of Gross Wages Indicates if an employee is enrolled in a medical plan which uses the Gross %
of Wages to calculate the employee's portion of the premium which displays
the Gross % of Wages value that is being used.
The value in the Percent of Gross Wages field that you assign on the
Employee Benefit Rules Overrides form is displayed here.
• If no value is assigned on the Employee Benefit Rules Overrides form,
then the value assigned on the Benefit Rules form is displayed.
• If no value is assigned on either the Employee Benefit Rule Overrides or
the Benefit Rules forms, then the value assigned on the Group Benefit
Plans form is displayed.
Note: This field will only display when an employee is enrolled in a
medical plan which uses the Gross % of Wages to calculate the Employee
portion of the premium. Also, this field does not display for COBRA plans.When establishing short- or long-term disability insurance coverage or life plan coverage, complete the following fields as applicable:
Use this option To define this Coverage The amount of Coverage for STD, LTD or Life insurance plans. There is a Coverage field in the Employee, Spouse and Dependents sections.
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Use this option To define this
• Employee Coverage - Enter the coverage amount up to the GI
limit.
• Spouse Coverage - Spouse coverage cannot exceed the
specified percentage of employee's coverage.
• Dependents Coverage - Dependent coverage cannot exceed
the specified percentage of employee's coverage.
The system displays a tool-tip to this field for Spouse if you select
Dependent Spouse Age Reduction as Use Employee Schedule or
Separate Spouse Schedule under the Age Reduction Schedule
section on the Group Benefit Plans form.
Age A system-calculated field used in coverage and premium
calculations.
The system displays a tool-tip to this field for Spouse if you select
Dependent Spouse Age Reduction as Use Employee Schedule or
Separate Spouse Schedule under the Age Reduction Schedule
section on the Group Benefit Plans form.
Coverage Basis Initial election amount used as the basis for calculating Coverage
prior to applying the Percent of Full Coverage defined within the
Age Reduction Schedule. This is a system-calculated field that only
displays for Life plans with an associated Age Reduction Schedule.
Note: The Coverage Basis field under the Spouse section is
conditionally displayed when:
• Spouse Coverage Basis is not equal to Spouse Coverage
Amount.
• Dependent Spouse Age Reduction field is set to Use Employee
Schedule or Separate Spouse Schedule on the Group Benefit
Plans form.
Additionally, a new attribute is now available in the data mapping
for EMPLOYEE.BEN.DETAIL for Spouse Coverage Basis. The system
reflect the current Spouse coverage amounts as the Spouse
Coverage Basis amount for existing Life Insurance records.
Guaranty Issue Overlimit Amount The Guaranty Issue Overlimit Amount if needed for the EE
(employee), SP (spouse), and DP (dependent). These fields are for
coverage amounts that are over the GI limit.Benefits Administration User Guide © 2026 PrismHR 223 Chapter 5 Enrolling Employees in Benefit Plans
• While creating an Employee Benefits Enrollment Detail record for an employee configured with Life Insurance plan for Spouse Age Reduction set as Use Employee Schedule, the system considers the following: • The system displays both the Spouse Coverage Basis and the reduced Spouse Coverage Amount in the Coverage Details section of the Employee Benefit Enrollment form. • If spouse coverage amount is entered then the Spouse Coverage Basis must be set equal to Spouse Coverage Amount. • If the spouse does not meet an age threshold for the reduction schedule and a Spousal Coverage Amount is entered, the Spouse Coverage Amount is stored as the initial coverage amount. • If the spouse meets age threshold for the reduction schedule and a Spousal Coverage Amount is entered, then: • the Spouse Coverage Basis is calculated to reflect the age reduction for the spouse’s age. For example, if spouse is 65 years and reduction to 80% is applied at 65, then for an election of $100,000, the calculated Coverage Basis is $125,000. • if an amount is entered that results in the coverage basis exceeding the Spouse Life Coverage End Amount then an error message is displayed. • While using the Benefits Import tool to import new Benefit Detail Record for Voluntary Life elections, if the Spouse Coverage Amount is imported and the spouse is at or above the first reduction age, then the Coverage Basis is calculated to reflect the appropriate reduction as defined on the plan setup. • If a plan is configured with Employee DOB for Spouse Life field enabled on the Group Benefit Plans form, then the above scenarios should use employee age instead of the Spouse age. • Similarly, the system considers the above scenarios while creating an Employee Benefits Enrollment Detail record for an employee configured with Life Insurance plan for Spouse Age Reduction set as Separate Spouse Schedule. When a spouse covered under an employee life plan crosses a configured Dependent Spouse Age Reduction threshold, then during the payroll process, the system automatically creates a new Life Insurance benefit detail record with the correct Effective Date and reduced coverage amount, using the existing employee age-reduction logic. Please note the following: l The above logic applies when spouse age is calculated from spouse Date of Birth (DOB) or, when configured, from the employee DOB, and continues to respect plans where Dependent Spouse Age Reduction is set to No under the Age Reduction Schedule section on the Group Benefit Plans form. l The Voluntary Life premium calculations now follows the logic that when a plan is configured to
ReduceCoverage and Premium and Dependent Spouse Age Reduction is enabled with either Use
Employee Schedule or Separate Spouse Schedule under the Age Reduction Schedule section on the
Group Benefit Plans form, then the spouse premiums are reduced in line with the spouse coverage
reduction for manual enrollments.
l Similarly, the Voluntary Life premium calculations include that when a plan is configured with
ReduceCoverage and Premium and Dependent Spouse Age Reduction is enabled with either Use
Employee Schedule or Separate Spouse Schedule under the Age Reduction Schedule section on the
Group Benefit Plans form, then the spouse premiums are reduced in line with the spouse coverageBenefits Administration User Guide © 2026 PrismHR 224 Chapter 5 Enrolling Employees in Benefit Plans
amount. Please note that when ReduceCoverage and Premium is not selected, then the spouse premiums
remain unreduced even when a spouse age reduction schedule is configured.Specifying Beneficiaries For some plans, you can specify one or more beneficiaries.
To specify beneficiaries: 1. Open the Beneficiaries panel.
Use this option To define this
ID The ID for each dependent who is a beneficiary of the employee's
benefit plan. The Last Name and First Name display.
Beneficiary Type Primary or Contingent.
Percent The Percent of the insurance proceeds to which the beneficiary is
entitled.
Precedence If this person is one of multiple contingent beneficiaries, the
beneficiary's order of Precedence.Tracking Covered Dependents To track the employee’s dependents who are covered by the benefit plan (if applicable), use the Covered Dependents panel.
To track covered dependents: 1. Open the Covered Dependents panel.
Use this option To define this
ID If this plan enables simply listing the covered dependents, each dependent's
ID. The Last Name, First Name, and Relation populate from the dependent's
record.
Click ID to list covered dependents. Each dependent's ID, Last Name, First
Name, and Relation. are displayed. This information is populated from the
dependent's record. EERT-1070Benefits Administration User Guide © 2026 PrismHR 225 Chapter 5 Enrolling Employees in Benefit Plans
Use this option To define this
ID Each dependent's ID. The Last Name, First Name, and Birth Date populate
from the dependent's record.
Network ID The Network ID.
Reported to Carrier Whether the dependent's coverage was reported to the insurance carrier.
Doctor ID The ID of the primary care physician the covered dependent needs to visit to
report a visit to insurance carrier.
Note: This ID needs to adhere to the PCP Validation Format under the Web
Enrollment Parameters section on the Group Benefit Plans form if any.
Current Patient Whether the covered dependent is a current patient of the primary care
physician noted above. Select:
• Yes
• No
Coverage Start Date The date when the benefits become effective.
Coverage End Date The date when the benefits coverage ends.
Override Coverage End The date used for downloads to report a different date to the insurance
carrier.Establishing Outstanding Billing To establish and review the plan’s scheduled deductions, arrears, and outstanding benefit adjustments for an employee’s benefits enrollment, expand the Outstanding Billing section.
To establish and review scheduled deductions, arrears, and outstanding benefit adjustments: 1. Expand the Outstanding Billing section. Under this section, the following sub-header displays: • Recurring Deduction: This grid displays the same information available on the Recurring Deductions form. Click this link to open the Recurring Deductions modal form. On the modal form that displays, the The Employee ID and the Cancel button is disabled. Please note the following: • If no data is available for the employee, then the Recurring Deductions grid displays a message stating, There are no existing Recurring Deduction records. • Clicking Save on the modal form saves the data and a message displays stating, The current record has been saved. • Click Close to return to the main form. • Benefits Adjustments: It is a hyperlink. This grid displays the list of outstanding benefit adjustments available on the Benefit Adjustments form. Click this link to open the Benefits Adjustments modal form. Please note the following:
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• If no data is available for the employee, then the Benefit Adjustments grid displays a message
stating, There are no existing billing adjustment records.
• The Employee ID and the Cancel button is disabled on the modal form.
• You can add and save new adjustment from the modal form.
• Click Close to return to the main form.
• Deduction Arrears: It is a hyperlink. This grid displays the same information available on the Employee
Deduction Arrears form. Click this link to open the Employee Deduction Arrears modal form.
Please note the following:
• If no data is available for the employee, then the Deduction Arrears grid displays a message stating,
There are no existing arrears records.
• The Employee ID and the Cancel button is disabled on the modal form.
• Clicking Save on the modal form saves the data and a message displays stating, You have made
changes to this record. Are you sure you want to continue? Yes/No.
• Click Close to return to the main form.Establishing Billing History To establish and view the billing history for a specific employee/plan along with the ability to select custom date range to review billing history, expand the Billing History section. 1. Expand the Billing History section. Under this section you can perform the following actions: Under the Selection Parameters section, the Defined Ranges drop-down field is available for you to select from a list of pre-defined date ranges or enter your own date range to review billing history. The Defined Ranges drop-down contains the following options: • Current Month (default)- The date range is displayed as the first day of current month and the last day of current month. For example, if the current system date is 6/15/2024, then the range definition for this selection will be 6/1/2024-6/30/2024. • Year-to-date- The date range is displayed as the first day of the current year till the current system date. For example, if the current system date is 6/15/2024, then the range definition displayed on this selection will be 1/1/2024-6/15/2024. • Prior Month- The date range is displayed as the first day of the previous month and the last day of the previous month. For example, if the current system date is 6/15/2024, then the range definition for this selection will be 5/1/2024-5/31/2024. • Prior 2 Months- The date range is displayed as the first day of the previous two months and the last day of the previous month. For example, if the current system date is 6/15/2024, then the range definition for this selection will be 4/1/2024-5/31/2024. • Prior 3 Months- The date range is displayed as the first day of the previous three months and the last day of the previous month. For example, if the current system date is 6/15/2024, then the range definition for this selection will be 3/1/2024-5/31/2024.
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• Prior Year- The date range is displayed as the first day of the previous year and the last day of the
previous year. For example, if the current system date is 6/15/2024, then the range definition for this
selection will be 1/1/2023-12/31/2023.
• Custom Date Range- You can choose dates in the Pay Date On Or After and the Pay Date On Or Before
fields.
• When you select Custom Date Range option from the drop-down, two fields, Pay Date On Or After
and the Pay Date On Or Before appears where you can specify a date range other than the one
listed above and successfully generate accurate report results.
Note: This Pay Date range for this drop-down option is limited to 6 months. If the date range
entered is longer than 6 months, then a warning message stating, Pay Date range is limited to 6
months. Please select a Pay Date which is greater than or equal to <selected date>. is displayed.
• Select Batch ID- You can select the Payroll Number.
Note: When you select Select Batch ID option from the drop-down, then a Payroll Voucher field,
which is a hyperlink appears where you can select a payroll number from the Select Payroll Number
selector that displays. You can also type in the payroll number in the Payroll Number field. If you
enter a payroll number that does not match with the data set available on the Select Payroll Number
selector, then an error is displayed stating, <entered payroll number value> is not a valid payroll
number for this action.Specifying Whether a Rate Guaranty Applies For life insurance plans, the system displays the rate guaranty for specific date ranges, if it applies to the plan. • The Rate Guaranty Start Date is the start of the guaranty period, and is the date used for Age and Rate. If the plan is an ongoing 5-year guaranty plan, ensure the list includes as many 5-year periods that can possibly apply. Once the employee is out of guaranty periods, the system resumes using the current date for all transactions. • After the final Rate Guaranty End Date passes, the system uses the current Age and Rate for any future calculations.
Displaying Group-Term-Life Taxable Earnings For life insurance plans, the system displays the group-term taxable earnings for the employee, if applicable. • The Benefit Start Date for YTD GTL Taxable is the start date for the employee’s group-term life taxable earnings. • The Tax Year displays the year in which taxable benefits accrued against this plan. • The Taxable Benefit Accrued displays the amount of taxable benefits that accrued against this plan.
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Displaying Employee Benefit History Use this form to display a history of various coverage periods for an employee. If an employee does not have a benefit history then the Employee Benefits Enrollment form will not have data. PrismHR has now implemented a common utility program to generate the employee benefit history records.
Note: You must DELETE the terminated record and create a new active, eligible, or waived record for the history to display. This will allow the record to reflect the accurate start date for the latest active record. Currently, COBRA enrollments & deletions are not being captured by this utility.
On the Employee Benefits Enrollment form, after you have selected an Employee and a Benefit Plan, under the Actions menu , click History to open the Employee Benefit History form. • The Employee Benefit History lists the following coverage history for the plan for the employee:
Column Description
Sequence The sequence number for the benefit history record. Users can click this
number to view more detailed information on an enrollment record. The detail
view for the record selected displays.
Status The benefit plan status.
Coverage Starts The coverage start date.
Coverage Ends The coverage end date.
Deduction Starts The deduction start date
Deduction Ends The deduction end date.• Click on the different Sequences to view the status in detail on the Employee Benefit History Detail form. This form lists detailed coverage history for the record selected:
Column Description
Effective Date The date the benefit plan became effective
Plan Type The plan type defined on the benefit plan
Employee Coverage The employee coverage defined on the benefit plan
Employee Premium The employee premium defined on the benefit plan
Spouse Coverage The spouse coverage defined on the benefit plan
Dependents Coverage The dependents coverage defined on the benefit plan
Dependents Premium The dependents premium defined on the benefit plan
Employer Contribution The employer contribution for the benefit planBenefits Administration User Guide © 2026 PrismHR 229 Chapter 5 Enrolling Employees in Benefit Plans
Displaying an Employee’s Benefit Plans Use the Employee Benefit Overview form to display a benefit summary for an employee.
To access this form and display an employee’s benefit overview: 1. Click the HR menu. 2. From HR|View, click Employee Benefit Overview. The form opens. 3. Enter an Employee ID or click the link and select an ID from the modal. General information such as the pay period and employee type displays, along with an overview table that provides plan details. The details that display are:
Field Description
Age Displays the employee's current age.
Hire Date Records the date the employee joined the organization.
Status Identifies the employee's current employment status.
Employee Type Specifies the employee's work classification.
Benefit Group Displays the employee assigned to a benefits eligibility group.
Pay Period Displays how often the organization pays the employee.
FLSA Exempt Indicates whether the employee qualifies for exemption from overtime
requirements under the Fair Labor Standards Act (FLSA).
Note: The FLSA Exempt field does not display any value if you do not select an
Employee ID or click the Cancel button.
Marital Status Records the employee's marital status.
Dependents Displays the number of dependents associated with the employee.Review the plan information in the Employee Benefit Overview table:
Field Description Plan ID The plan ID in which the employee is enrolled. Click a Plan ID to open the Employee Benefit Details form, which summarizes benefit plan details such as plan type code, lists employee dependents, and displays the coverage and billing history. Plan Name Name of the benefit plan, such as 120 Medical. Status Status for an employee with respect to the plan. Options are Eligible, Terminated, and Waived.
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Field Description
Pre Tax When checked, this indicates that deductions are taken out pre-tax for this
employee.
HDHP Indicates whether or not a plan is an HDHP plan.
Plan
Coverage Level Indicates who the plan covers, such as Employee or Family. An amount of
coverage can also be listed, which is the cap on coverage for this employee. It
displays the Type Code for any benefit plan that uses the group benefit plan
types.
It displays the Benefit Plan Type when you hover on the text. For example, if
there is a benefit plan using the Group Benefit Plan Types, then the hover text
displays the Type Code and Type Description (FAM - FAMILY). Similarly, for
other benefit plans, the hover text displays the Coverage Amount (25,000.00).
Coverage Start Date that benefit coverage starts.
Deduction Start Date that benefit deductions start.
Coverage End Date that benefit coverage ends.
Deduction End Date that benefit deductions stop.
Pending Ben Adj Displays the pending benefit adjustments count.
Note: If the column has a value greater than 0, then a hyperlink is available.
Click the count hyperlink to open the Benefit Adjustments modal form with
the selected Benefit Plan prepopulated in the Filter By Plan field.
Employee Contribution Dollar amount that an employee contributes for benefits.
Employer Contribution Dollar amount that an employer contributes for benefits.Note: The header toggle icon allows you to customize the on-form report by showing or hiding specific columns. Additionally, the Enable All button is available in the column selector. This option appears when one or more columns are deselected, allowing you to quickly restore the full view. 5. Review the plan’s scheduled deductions, arrears, and outstanding benefit adjustments for an employee’s benefits by expanding the Outstanding Billing section: • Recurring Deduction: This grid displays the same information available on the Recurring Deductions form. Click this link to open the Recurring Deductions modal form. On the modal form that displays, the Employee ID and the Cancel button is disabled. Please note the following: • If no data is available for the employee, then the Recurring Deductions grid displays a message stating: There are no existing Recurring Deduction records. • Clicking Save on the modal form saves the data. • Click Close to return to the main form.
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• Benefits Adjustments: This grid displays the list of outstanding benefit adjustments available on the
Benefit Adjustments form. Click this link to open the Benefits Adjustments modal form.
Please note the following:
• If no data is available for the employee, then the Benefit Adjustments grid displays a message
stating, There are no existing billing adjustment records.
• Unlike on the main Benefit Adjustments form, the Employee Benefit Overview option available
under the Actions menu is not displayed on the Benefit Adjustments modal form.
• The Employee ID and the Cancel button are disabled on the modal form.
• You can add and save new adjustment from the modal form.
• Click Close to return to the main form.
• Deduction Arrears: It is a hyperlink. This grid displays the same information available on the Employee
Deduction Arrears form. Click this link to open the Employee Deduction Arrears modal form.
Please note the following:
• If no data is available for the employee, then the Deduction Arrears grid displays a message stating,
There are no existing arrears records.
• The Employee ID and the Cancel button is disabled on the modal form.
• Clicking Save on the modal form saves the data after you confirm.
• Click Close to return to the main form.Benefits Administration User Guide © 2026 PrismHR 232 Chapter 5 Enrolling Employees in Benefit Plans
Note: This Pay Date range for this drop-down option is limited to 6 months. If the date range
entered is longer than 6 months, then a warning message displays.
• Select Batch ID – You can select the Payroll Number.
Note: When you select Select Batch ID option from the drop-down, then a Payroll Voucher field,
which is a hyperlink appears where you can select a payroll number from the Select Payroll Number
selector that displays. You can also type in the payroll number in the Payroll Number field. If you
enter a payroll number that does not match with the data set available on the Select Payroll
Number selector, then an error is displayed stating, <entered payroll number value> is not a valid
payroll number for this action.
• Click the Benefit Plan ID link if you want to select specific benefit plans for inclusion in the displayed
data.
• Click Download Report button to open the report results window for the Benefit Billing Detail Report
with existing parameters from the Billing History fields. The report displays the Offer Type indicator to
the right of the Plan ID.
Note: The Download Report button is disabled when there are no results for a defined date range.The following graphic illustrates the employee contributions chart. The legend displays an alphabetical list of plan names. Click the up and down arrows to view different pages in the legend.
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Generate / Print COBRA Payment Coupons Use this form to generate or print COBRA Payment Coupons. The COBRA Payment Coupons option provides qualified participants with information to assist with remitting payment for coverage. This process will print COBRA payment coupons for each month in a participant’s COBRA coverage period.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under Onboarding & Benefits section, click COBRA Processing. Under COBRA Processing click Generate / Print COBRA Payment Coupons.
To generate or print COBRA Payment Coupons for active participants: 1. Complete the following:
Field Name Description Participant ID Click the Participant ID link and select the code or identifier of an active COBRA participant from the Select Enrollee selector.
The COBRA Benefits Payment Report has the following columns for the particular Payment Due date: • Benefit Plan ID • Benefit Plan • Premiums • Employer Subsidies
Overriding a Client’s Eligibility Rules Use the Employee Benefit Rule Overrides form to override the client’s standard benefit plan eligibility rules for the selected employee.
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To override a client’s standard benefit plan eligibility rules: 1. Click the HR menu. 2. From HR|Change, select Employee Benefit Rule Overrides. 3. Complete these fields:
Use this option To define this
Employee The Employee for whom benefits are being overridden. Type the name or ID to
display a list of matching employee records or click Employee to open the
search window.
Benefit Plan The benefit plan which is being overridden for the employee. Enter or select
the Benefit Plan plan from the Select Benefit Plan selector.
Network ID The Network ID, if applicable.
Effective Date The date when the override goes into effect. If you accessed Rule Override
from the Employee Benefit Enrollment Actions menu , this is the only
information you need to enter. The remaining information in this panel
populates from the enrollment form.
Contribution rule The person who makes the contribution for the benefit defined by this rule,
amounts made by either Employee or Company.
Company or Employee
Exempt take on If selected, exempts imported employees from the minimum service
employees from requirement.
Minimum Days of Service
Requirement
Alternate Contribution The Alternate Contribution Plan if contributions are based on another plan's
Plan billing rates. You can enter the benefit plan ID here or click the Alternate
Contribution Plan hyperlink to open the Benefit Plan selector which displays
the list of Group Benefit Plans offered by the client. You can use the various
filters on the Benefit Plan selector to refine your search for example Plan ID or
Name. You also use the following additional filters:
• The default High Deductible Plan (HDHP) filter status is All. You can
choose any of the following options:
• All - The list will include both High Deductible Plans and plans that
are not High Deductible Plans.
• Yes - The list will include only those benefit plans which are High
Deductible Plans. It is indicated with a status Y in the list.
• No - The list will include only those benefit plans which are not
High Deductible Plans. It is indicated with a status N in the list.
• The default Status filter status is Active. You can choose any of theBenefits Administration User Guide © 2026 PrismHR 235 Chapter 5 Enrolling Employees in Benefit Plans
Use this option To define this
following options:
• Active (Default) - The list will display only the active Group Benefit
Plans offered by the client.
• Terminated - The list will display only the terminated Group
Benefit Plans offered by the client
• Never Implemented - The list will display only the Group Benefit
Plans offered by the client but were never implemented.
Alternative Contribution The Alternative Contribution Rate Group if contribution calculations are based
Rate Group on a rate group other than the one defined in the Alternate Contribution Plan.
An Alternate Contribution Plan is required before selecting an Alternative
Contribution Rate Group. This information is also provided as a tooltip for this
field on the form. If you try to enter a value in the Alternative Contribution
Rate Group field when the Alternate Contribution Plan is blank, then you will
get an error message stating An Alternate Contribution Plan has not been
defined. The Alternative Contribution Rate Group and the Contribution Rules
table (if applicable) will be cleared out.. Click OK to acknowledge the message
and you will be returned to the Benefit Rules form with all previously entered
data populated except for the value in the Alternative Contribution Rate
Group field and the values in the Employee Contribution Rules section below
(if applicable) which are cleared out.
• When selecting the Alternative Contribution Rate Group hyperlink, the
selector will only populate Rate Groups based on the Alternate
Contribution Plan defined.
• Any existing value in the Alternative Contribution Rate Group field will
remain visible regardless of whether an Alternate Contribution Plan had
been defined earlier or not. You can delete the existing Alternative
Contribution Rate Group value.
• If an Alternate Contribution Plan has been defined but you have not
entered any value in the Alternative Contribution Rate Group field, upon
Save, the value in the Alternative Contribution Rate Group field and the
values if any on the Employee Contribution Rules section will clear out. A
message will display stating An Alternate Contribution Plan has been
defined which requires an Alternative Contribution Rate Group to be
selected. Click OK to acknowledge the message and you will be returned to
the Benefit Rules form to enter a value in the Alternative Contribution
Rate Group field.
Show Employees with A list of employees who override the client's regular benefit plan eligibility
Overrides rules.Benefits Administration User Guide © 2026 PrismHR 236 Chapter 5 Enrolling Employees in Benefit Plans
In this field Enter this
Percent of Gross Wages The value assigned here overrides the Gross Wage % value assigned on
the Group Benefit Plans form and the Benefit Rules form (if applicable)
for Medical plans.
Note: This field will only display if you have selected the Allow Gross
Wage % Contribution Method option and defined the Effective Date
for that medical benefit plan on the Group Benefit Plans form. If this
criteria is not met then a message stating Not applicable for this plan
is displayed.
Plan Type The Plan Type ID. For example, EE for Employee, ES for Employee +
Spouse, EC for Employee + Child and FAM for Family.
Contribution Method The calculation method for contribution amounts:
• Percentage – The employee's contribution towards the premium
as well as the portion of the premium allocated for dependent
coverage is calculated by percentage.
• Fixed – The employee's contribution towards the premium as well
as the portion of the premium allocated for dependent coverage is
a fixed amount.
• Fixed EE, Percent DEP – The employee's contribution towards the
premium is a fixed amount, and the portion of the premium
allocated for dependent coverage is calculated by percentage.
• Percent EE, Fixed DEP – The employee's contribution towards the
premium is calculated by percentage and the portion of the
premium allocated for dependent coverage is a fixed amount.
Note: When you select any Benefit Plan other than Insurance Class
of Medical, Dental, or Vision, then under the Employee Contribution
Rules section if you have entered a value in the Contribution amount
or the DEP Contribution Amount field, then this field becomes
required.
If you save the form without fulfilling the above criteria then an error
message displays stating Contribution Method is required..
Contribution EE Bill The employee's contribution amount towards the premium. This is
either a percentage or a flat amount, depending on the Contribution
Method.
Contribution DEP Bill The employee's contribution amount towards the portion of the
premium allocated for dependent coverage. This is either a percentage
or a flat amount, depending on the Contribution Method.Benefits Administration User Guide © 2026 PrismHR 237 Chapter 5 Enrolling Employees in Benefit Plans
In this field Enter this
Total Contribution The total amount contributed for the employee.
Contribution The amount contributed by the employer for the employee.
Total Billed The total amount billed to the client for the plan for the employee.
Show Billing Information Click this to see additional information.In Coverage Rules, specify the following information:
In this field Enter this Multiplier Pay Basis The Multiplier Pay Basis to use when calculating insurance coverage. If you do not make a selection, the system defaults to annualized pay. Pay Multiplier If the amount of insurance coverage is equal to an amount multiplied by the employee’s annual base pay, annual Pay Multiplier. Enter 0 if a flat amount applies. Rounding Method The Rounding Method to use to round calculated numbers to a whole number. Select from the different options displayed in the drop-down. Leave this drop-down to Select if you do not want to round off the calculated value. Round Before/After When to determine life insurance coverage: • Before: The system rounds up before multiplying. • After: The system rounds up after multiplying. Coverage Maximum The Coverage Maximum allowed under this plan. Coverage Minimum The Coverage Minimum allowed under this plan. Coverage Amount The flat Coverage Amount. Add To Calculated Coverage The flat amount to Add to Calculated Coverage.
In Eligibility Rules, specify the following information:
In this field Enter this Employment Status Class Select the employee statuses associated with this benefit rule: • Active • On leave • Terminated Minimum Age The minimum age required to be eligible for this benefit.
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In this field Enter this
Maximum Age This field allows to set the Maximum Age value for eligibility in a given
plan.
Minimum Days of Service The minimum days of service required to be eligible for this benefit.
Eligibility Days From Whether to count benefit rule eligibility days from the Hire Date or
Status Date. Select the required option from the drop-down.
• Hire Date – Eligibility is based on the employee's latest hire date,
regardless of the employee type at that time.
• Status Date–- Eligibility is based on the earliest date when the
employee's status was active, considering the employee type (for
example, when the employee was also full- time).
Eligibility Date Used The Eligibility Date Used determines how the system calculates the
date employees meet eligibility requirements for this plan. Select the
required option from the drop-down.
• Calculated Eligibility Date: The first day of calculated eligibility.
• First of Month after Calculated Date: The first of the month after
the date of calculated eligibility.
• First of Quarter after Calculated Date: The first day of the next
quarter after the date of calculated eligibility.
• If Calculated is 1st of month, use that else next 1st of month: If
the calculated date is the first of a month, the system uses that. If
it is another day in the month, it uses the first of the following
month.
Employment Type Select the types of employment associated with this benefit rule.
Exempt/Non-Exempt The employee FLSA status required to be eligible for this benefit, or
nothing if employees of all statuses are eligible.The panels that display are based on the selected Benefit Plan and are the same as those in the Benefit Rules form. See Setting Up Employee Enrollment Conditions on page 183 and refer to the appropriate panel descriptions for the plan you are overriding. 7. Click Save to save the record.
Defining Cafeteria Plan Contributions A cafeteria plan is an employee benefit plan that enables employees to choose from a variety of pretax benefits. A cafeteria plan can also be referred to as a flexible benefit plan or Section 125 plan. To establish the contribution to an employee cafeteria plan, use the Cafeteria Plan Contribution form.
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To establish the contribution to an employee cafeteria plan: 1. In the Cafeteria Plan Contribution form, provide the following information:
Use this option To define this
Effective Date The date when the contribution amount goes into effect.
Contribution Amount The flat Contribution Amount for this cafeteria benefit plan. The system
allocates the company's contribution automatically.
Benefit Group Cafeteria It is a read-only section that displays the Cafeteria Plan Contributions set on
Plan Contributions the Benefit Groups form.
Benefit Group This link allows you to select available Benefit Groups.
The Benefit Group displayed is default to the employee’s assigned Benefit
Group as of today’s date.Note: On the Employee Benefits Enrollment form, if you do not select an employee and then try to access the CAFE Contribution from the Actions menu , then the system displays an error message.
Displaying Enrollment History To display the enrollment history for a benefit plan: • Click a Log ID to view the details. The Enrollment Audit form displays.
Displaying Changes to a Benefit Plan To display a history of edits made to the details of an employee’s benefit plan, use the Benefit Detail Audit form • Click a Log ID to see the details.
Enrolling a COBRA Participant To enroll a Consolidated Omnibus Budget Reconciliation Act (COBRA) participant in a benefit plan, use the Employee Benefits Enrollment (COBRA) form. Access this form by clicking Switch to Cobra Mode at the top of the Employee Benefits Enrollment form. With the exception of a few field labels, this is the same as the usual benefit enrollment form. COBRA enrollees are: • A terminated employee • An employee who no longer has benefits through the company (for example, they dropped from full- time to part-time) • A dependent of an employee
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Note: Click Switch to Employee Mode to view the non-COBRA version of this form.
To establish the amount of coverage, premium rates, and other information, use the Coverage Detail panel.
Defining Coverage Details To define the coverage details: 1. On the Employee Benefits Enrollment (COBRA) form, go to Coverage Detail panel.
Use this option To define this
Existing Effective Date The date on which the selected plan becomes effective. If this is a
new enrollment record, enter the same date as the Coverage
Starts date.
Plan Type The benefit plan type.
Updated Carrier Whether the insurance carrier has been notified of any coverage
changes.Maintaining COBRA Participant Enrollment This section covers COBRA Participant Enrollment maintenance and includes steps for performing actions such as terminating dependent coverage.
Terminating COBRA Dependent Coverage There are multiple methods for terminating COBRA dependent coverage depending on your practices AND depending on the circumstances under which dependent coverage is terminated. Some of the methods include: l Entering a Coverage End Date on the associated Coverage Detail record. l Adding a new Coverage Detail record for an existing COBRA participant with the same Coverage Effective Date/ Qualifying Event Date. l Adding a new Coverage Detail record for an existing COBRA participant with a new Coverage Effective
Date/Qualifying Event Date.l Adding a new Coverage Detail record for a new COBRA participant (where the dependent was previously
covered under an employer plan but NOT as a COBRA participant.)The method you choose can determine the way important dates (such as Qualifying Event Date, Coverage Effective Date, and Coverage End Date) are recorded in the system. For more details on how dates are derived and recorded based on the termination method used, see the “How Dates Are Determined When Terminating Dependent Coverage” section of this topic.
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To terminate COBRA dependent coverage: 1. On the Employee Benefits Enrollment form in the Coverage Detail panel, add a new Coverage Detail record (recommended) or update the Coverage End Date of an existing Coverage Detail record and then click Save on the Employee Benefits Enrollment form.
Note: You do not need to switch to COBRA view to perform these steps.
In our example, we are adding a new Coverage Detail record where the dependent already has an existing
COBRA participant record. We have clicked Enter New Date to add a different Coverage Effective Date,
and we have changed the Plan type from EMPLOYEE + CHILD to EMPLOYEE as we are terminating
dependent coverage for the child:
Then, in the "Covered Dependents" section, we removed the child dependent and clicked Save.
The following message displays:Benefits Administration User Guide © 2026 PrismHR 242 Chapter 5 Enrolling Employees in Benefit Plans
Note: The message verbiage varies slightly depending on whether the terminated dependent has an
existing COBRA Participant record. As previously mentioned, message dates may also vary depending on
the termination method used. Here is an example of the message you receive when the dependent is
not an existing COBRA Participant.
Additionally, if you are terminating multiple dependents, the message repeats for each dependent which
allows you to specify for each dependent whether to simply terminate their coverage by selecting No or
whether to terminate the existing coverage but then also promote new or updated coverage details to a
new or updated COBRA Participant record by selecting Yes.What do you want to do? l Select Yes if you want to add the new coverage details to a COBRA Participant record. This is the option you select when you are terminating dependent coverage in order to establish new or update coverage details. l Select No if you do not want to include the plan under new effective dates. This is the option you
select when you want to terminate coverage completely without promoting any new or updated
coverage details to a new or updated COBRA Participant record. The existing COBRA Participant
record is updated to reflect the Coverage End Date only.If you select Yes: l The COBRA Dependent Participant Questions form displays as shown in the image below:
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The system determines the Qualifying Event Date and Coverage End Date for you depending on the
scenario. In our example, the terminated dependent was already covered under an existing Coverage
Detail record. A new Coverage detail record with a new Coverage Effective Date was added.
Therefore, in our example above, the Qualifying Event Date is the same as the Coverage Effective
Date we entered, and the Coverage End Date is set as the day before the Coverage Effective Date.
l Select the Qualifying Event.
Note: If your access privileges allow, you can also edit the Social Security No. field. Updating the
Social Security No. field on the COBRA Dependent Participant Questions form also updates the
Social Security Number field on the Employee Dependents form (Benefit Enrollment Maintenance
> Benefit Enrollments > Employee Dependents).
l Click Save on the COBRA Dependent Participant Questions form.
A final confirmation message displays listing all dependents whose COBRA Participant records have
been added or updated:
l Click OK on the confirmation message.Benefits Administration User Guide © 2026 PrismHR 244 Chapter 5 Enrolling Employees in Benefit Plans
l The Employee Benefits Enrollment record is saved and the COBRA Participant record is updated or
added with the Coverage Effective Date, Qualifying Event, Qualifying Event Date and Coverage End
Date.
Note: In our example scenario, a new COBRA Participant Record is added because the new
Coverage Detail record Effective Date/ Qualifying Event Date is different on the previous
Coverage Detail record. If we had added new Coverage Details using the same Coverage Effective
Date/Qualifying Event Date, the existing COBRA Participant record associated with these coverage
details would have been updated.
If you select No: The Employee Benefits Enrollment record is saved. The process of terminating the
dependent is complete with no further action required. The prior Coverage Detail record that included the
terminated dependent(s) is updated with the Coverage End Date. The Coverage End Date is the day
before the new Coverage Detail record effective date and is displayed in the Coverage End Date column of
the "Covered Dependents" section on the Employee Benefits Enrollment record.How Dates Are Determined When Terminating Dependent Coverage
When Terminating Dependent Coverage By Entering an End Date on an Existing Coverage Detail Record: l Coverage End Date in the “Dependent [dependent’s full name] was covered before but will not be as of…” message that displays when you enter the End Date on the existing Coverage Detail record and click Save = Coverage End Date you entered on the Coverage Detail record + one day. l Coverage End Date in the “Covered Dependents” section of the Employee Benefits Enrollment record =
The Coverage End Date you entered on the existing Coverage Detail record.l New Qualifying Event Date/Coverage Effective Date on the COBRA Participant record (if applicable) =
Coverage End Date you entered on the existing Coverage Detail record.When Terminating Dependent Coverage By Adding a New Coverage Detail Record for an Existing COBRA Participant with the Same Qualifying Event Date l Coverage End Date in the “Dependent [dependent’s full name] was covered before but will not be as of…” message that displays when you add the new Coverage Detail record and click Save = Effective Date you entered on the new Coverage Detail record. l Coverage End Date in the “Covered Dependents” section of the Employee Benefits Enrollment record =
The date the coverage actually ended, which is the day before the new Coverage Detail record Effective
Date.l New Qualifying Event Date/Coverage Effective Date on the COBRA Participant record (if applicable) =
Effective Date you entered on the new Coverage Detail record.When Terminating Dependent Coverage By Adding a New Coverage Detail Record for an Existing COBRA Participant with a Different Qualifying Event Date l Coverage End Date = Effective Date you entered on the new Coverage Detail record. l Coverage End Date in the “Covered Dependents” section of the Employee Benefits Enrollment record = The date the coverage actually ended, which is the day before the new Coverage Detail record Effective
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Date.l New Qualifying Event Date/Coverage Effective Date on the COBRA Participant record (if applicable) =
Effective Date you entered on the new Coverage Detail record.
Note: There is no difference between the way the dates are determined when an existing COBRA
dependent is terminated by adding a new coverage detail record with the same OR different qualifying
event dates. The system uses this distinction to determine whether to create a new COBRA Participant
record or update the existing COBRA Participant record (if you selected the option to add the new
coverage details to a COBRA Participant record.)
New Qualifying Event Date = New COBRA Participant record. Same Qualifying Event Date = Updated
COBRA Participant record.When Terminating Dependent Coverage by Adding a New Coverage Detail Record for a New COBRA Participant l Coverage End Date = Effective Date you entered on the new Coverage Detail record. l Coverage End Date in the “Covered Dependents” section of the Employee Benefits Enrollment record = The date the coverage actually ended, which is the day before the new Coverage Detail record Effective Date. l New Qualifying Event Date/Coverage Effective Date (if applicable) = Effective Date you entered on the
new Coverage Detail record.Generate / Post COBRA Invoices Use this form to generate a report that summarizes COBRA billing data and monthly insurance invoice amounts.
Note: This form does not use Client Access Group Security.
To access the form, in the Work Centers panel, under Onboarding & Benefits section, click COBRA Processing. Under COBRA Processing click Generate / Post COBRA Invoices.
To generate and/or post COBRA Invoices: 1. Complete the following:
Field Name Description
Invoice Period section Months By default the current month is displayed. Select the month for which to generate COBRA invoices from the drop-down. Year By default the current year is displayed. Select the year for which to generate COBRA invoices from the drop-down which has a 10 year look back.
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Field Name Description Start Day Enter the day of the month to start the invoice period. Enrollees who have a bill day before this day will be skipped. End Day Enter the day of the month to end the invoice period. Enrollees who have a bill day after this day will be skipped. Reprint By default this box is unchecked. Only initial invoices for this time period will be printed. Check this box to reprint invoices that were already printed for this time periodt.
Optional Filters section Client ID This field is optional. Leave this field blank for this report to run for all clients. If you want to run this report for selected clients enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. Enrollee ID This field is optional. Leave this field blank for this process to run for all enrollees. If you want to generate invoices for just one participant, enter their Enrollee ID here or click the Enrollee ID link and select it from the Select Enrollee selector.
This report shows the following columns: l Client ID l Client Name l Participant ID l Participant Name l Billing Date l Plan Name l Premium Amount l Invoice Amount
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Generate / Print Election Notices Use this form to generate/print the government-mandated COBRA benefits notices. The election notice provides information about COBRA claim opportunities to an employee who experienced a qualifying event.
Note: This form does not use Client Access Group Security.
To access the form, in the Work Centers panel, under Onboarding & Benefits section, click COBRA Processing. Under COBRA Processing click Generate / Print Election Notices.
To generate and/or print Election Notices: 1. Complete the following:
Field Name Description Due Date Range Start Enter the start date to be used to select enrollees by the date their election notice is due. Due Date Range End Enter the end date to be used to select enrollees by the date their election notice is due.
Note: The system uses this range to select enrollees for notice printing,
based on the date their notice is due. Notices are due 14 days after the
qualifying event.Reprint (Y/N)? This field is optional. By default this box is unchecked. Check this box if you want to reprint notices.
Note: If you reprint a notice that was already printed, the notice will
show the original print date, but premiums will be calculated using
current rates.Report Filters section Client ID This field is optional. Leave this field blank for this report to run for all clients. If you want to run this report for selected clients enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. Client Name The names of the selected Clients auto populates here.
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This COBRA Continuation Notices Report has the following columns: • Client - Client ID • Employee ID • Eligible Person • Date Modified • Date Qualified • Benefits Expire • Plan Description • Monthly Premium
Printing COBRA General Notices Use the Print General Notices form to print COBRA General Notices, which contain information regarding the continuation coverage rights under COBRA for eligible benefit plans. This process will print initial notices of COBRA eligibility for employees who recently enrolled in COBRA-electable benefit plans.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under Onboarding & Benefits section, click COBRA Processing. Under COBRA Processing click Print General Notices.
To print general notices for COBRA participants: 1. Complete the following section:
Field Name Description Client ID This field is optional. Leave this field blank to print general notices for all clients. If you want to print general notices for selected clients, then enter the client IDs here or click the Client ID link and select them from the Select Clients dialog box. Client Name The corresponding client names appear here.
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The COBRA Initial Notices Report has the following columns: • Client ID • Participant ID • Participant Name • Benefit Plan ID • Benefit Plan Description • Due Date
Resetting COBRA General Notices Use the Reprint General Notices form to reset COBRA General Notices which contain information regarding the continuation coverage rights under COBRA for eligible benefit plans.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under Onboarding & Benefits section, click COBRA Processing. Under COBRA Processing click Reprint General Notices.
To reprint COBRA General Notices: 1. Complete the following:
Field Name Description Start Date Enter the start date for the date range. End Date Enter the end date for the date range. Client ID This field is optional. Leave this field blank to reprint COBRA general notices for employees of all clients. If you want to reprint COBRA general notices for employees of selected clients enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. Client Name The names of the selected Clients auto populate here. Employee ID This field is optional. Leave this field blank to reprint COBRA general notices for all employees. If you want to reprint COBRA general notices for just one employee, enter the Employee ID here or click the Employee ID link and select it from the Select Employee dialog box.
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Maintaining COBRA Participant Records Use the COBRA Participant Record form to maintain COBRA participants throughout the process including notify, enroll, terminate. This form allows the user to track important dates and notices as well as COBRA benefits. This form has the following sections: l COBRA Participant Record l Billing History l COBRA Dates l COBRA Benefits Note: l Client Access Group security is enabled on this form. l The steps in this topic detail how to manually maintain COBRA Participant records. Note, however, that COBRA Participant Records can also be manually updated and added as part of the process for terminating dependent coverage. The COBRA Dependent Participant Questions form is used during this process to collect the information necessary to create or update the form. See Enrolling a COBRA Participant on page 240 and See COBRA Dependent Participant Questions on page 258. To access the form, on the Work Centers panel, under Onboarding & Benefits, click COBRA Processing. Under the COBRA Setup section, click COBRA Participant Record.
To create or update an existing COBRA Participant Record: 1. Complete the following sections:
COBRA Participant Record Field Name Description Participant ID Click the Participant ID link and select the code or identifier from the Select Enrollee selector. The Select Enrollee selector contains the enrollee IDs for any participant who has an existing COBRA enrollee record. Using this form, you can manually create a new COBRA enrollee by entering an employee ID and adding the required information into the record. The name of the participant displays. If the participant/enrollee selected is a dependent, then the enrollee ID of the employee is reflected below. Client ID This field auto populates based on the above field.
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Field Name Description COBRA Status Select the appropriate COBRA enrollment status of the COBRA participant from the following drop-down: • Pending - A COBRA record is created with a status of “Pending” when a qualifying event happens to an employee. • Notified - Select this upon sending notifications to the employee. • Active - Select this when the enrollee is an active COBRA participant. • Declined - Select this option when the participant declines to accept COBRA benefits. • Expired - Select this option when the participant has expired. • Terminated - Select this option if COBRA benefits were terminated.
Note: If you select Terminated above, then a new section called
COBRA Termination Details will show up on the right. Complete the
following fields under this section:
• COBRA Coverage End Date - Enter the COBRA participant's
coverage end date. If the participant is enrolled in COBRA
benefits, this date will be used to terminate the COBRA benefit
coverage.
• Termination Reason - Select the appropriate termination reason
from the following options:
• Overdue Premiums
• Cancelled by Enrollee
• Acquired or Eligible for Other Coverage
• Eligibility Period Expired
• Ineligible or Cancelled
• Enrolled in Other CoverageStatus Date Enter the effective date for the COBRA Status entered above.
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Field Name Description Qualifying Event Select the qualifying event which makes this employee eligible for COBRA from the following drop-down: • Termination • Texas Termination • Reduction In Hours • Full Time to Part Time Status • Level of Coverage Change • Divorce • Death of Employee • Employee entitled to Medicare • Ineligibility of Dependent Child Bill on Day This field is optional. Enter the day of the month to bill this participant. If left blank will bill at the beginning of the month. Override Markup% This field is optional. If you want to charge a special admin fee for this person, enter the percentage here. Leave this field blank to use the global fee percentage. Subsidy Percent This field is optional. If you want to subsidize COBRA premiums for this enrollee, enter a subsidy percentage here. Leave this field blank to use the global subsidy percentage. You can change it to any number between 0-100. Subsidy Cycles This field is optional. Enter the number of billing cycles that the subsidy is to be applied for. If blank or zero, then the enrollee will not be subsidized. Billing Address This field is optional. Enter the first and second line of this participant’s mail address at the appropriate box. Or Use This field is optional. Select additional address options for participant’s mail address at the appropriate box. Billing City This field is optional. Enter the mailing city/town for this participant.
Billing State This field is optional. Enter the two digit postal code for the state.
Billing Zip Code This field is optional. Enter the zip code for the address.
Billing History This section is read only and displays any billing transactions for the participant. This section shows the following fields in a table:
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Field Name Description Date The date the transaction occurred.
Type The type of recorded transaction (Adjustment, Payment, Fee).
Amount The amount of the transaction.
Subsidy Given to Enrollee Any subsidy credit the employee received for this transaction.
Subsidy Credited Back to Employer Any subsidy credit the employer received for this transaction.
Date Credit Taken The date the subsidy credit was taken.
Check Number The check number if it was entered during transaction posting.
It also shows the following amounts as applicable:
Field Name Description Balance Due A calculated running total of all transactions that reflects any balance due from the participant. Total Subsidized to Enroll A calculated total of all subsidies the participant received.
Total Subsidies Credited Back to the A calculated total of all subsidies the employer received. Employer Partial Payments Pending Credit to Any partial payments pending credit to the employer. Employer
COBRA Dates Field Name Description Date of Qualifying Event Enter the date of the event which qualified this person for COBRA benefit eligibility. Administrator Notified Date This field is optional. This applies to ASO clients only. Enter the date the client notified the COBRA administrator of the qualifying event. Benefits Expiration Date Enter the date this person’s benefits will expire if not continued under COBRA. COBRA Coverage Period Starts This is the date when the COBRA continuation coverage period begins. The continuation coverage expiration date is calculated from this date.
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Field Name Description COBRA Coverage Period Ends Enter the date that the COBRA coverage period will end. This is dependent on the number of months of coverage, based on the qualifying event. Election Notice Due Date Enter the date the initial notification letter is due to be sent. Election Notice Sent Date This field is optional. Enter the date the Election Notice for COBRA continuation coverage was sent to this enrollee. Eligibility Cutoff Date This field is optional. Enter the date by which a decision to enroll must be made. After this date, COBRA benefit eligibility will no longer be active. ARPA Notice This field is optional. This field applies to ARPA notices that were required in 2021. If checked, ARPA-style election notices will generate for individuals whose COBRA coverage start date falls within the assigned start and stop date. If unchecked, the qualifying event date will be used. ARPA Election Notice Sent This field is optional. Enter the date when ARPA election notice was sent. ARPA Extension Notice Sent This field is optional. Enter the date when ARPA extension notice was sent. Continuation Coverage Accepted This field is optional, if the COBRA status is inactive. However, if the COBRA status is active, then this field is required. Enter the date that the participant elected to continue coverage under COBRA. First Premium Due Date This field is optional. Enter the date the first premium is due from this beneficiary. This is normally forty-five days from the date the person elects COBRA continuation coverage. First Premium Receipt Date This field is optional. Enter the date the first premium payment was received from the participant. Termination Notice Printed This field is optional. Applies to terminated enrollees. Certified Letter Reference Number This field is optional. Enter the reference number for the certified or registered initial notification letter sent to this person. Certified Letter Status This field is optional. Select the status of the certified letter sent to this person from the following: • Signed • Returned
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Field Name Description Certified Letter Status Date This field is optional. Enter the date the certified letter was signed or returned. Second Notification Due Date This field is optional. Enter the date by which the second notification should be sent to the COBRA Beneficiary. Second Notification Sent Date This field is optional. Enter the date the second notice was sent. Third Notification Due Date This field is optional. Enter the date by which the third notification should be sent to the COBRA Beneficiary. Third Notification Sent Date This field is optional. Enter the date the third notice was sent.
Click Recalculate Dates to recalculate the dates above.
COBRA Benefits Field Name Description Benefit Plan ID For an existing COBRA participant, you will find a list of COBRA- electable Benefit Plan IDs that were active on the day for the enrollee before the COBRA qualifying event. You can add a benefit plan associated with COBRA for this enrollee or delete one from this list. For a new COBRA participant, enter the benefit plan IDs associated with COBRA for this enrollee.
Note:
• You cannot add a COBRA-electable Benefit Plan if the status of the
participant is E (i.e., Expired). Go to Employee Benefits Enrollment
form and create an enrollment record with status "COBRA" or
"Terminated" for the COBRA-electable Benefit Plan for the
employee first. Be sure to enter the coverage details on the
benefit detail screen. Then you can add it to the participant's plan
list.
• You cannot add a benefit plan if the participant was never
enrolled in it. Go to Employee Benefits Enrollment form and
create an enrollment record with status "COBRA" or "Terminated"
for this plan for the employee. Be sure to enter the coverage
details on the benefit detail screen. Then you can add it to the
participant's plan list.Benefit Plan Name The name of the COBRA-electable benefit plan appears here.
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Field Name Description Covered Now This shows the benefit coverage status for the COBRA-electable Benefit Plan as on date. • Y - means covered • N - means not covered
Note: A link to Edit Cobra Participant Record is also provided on this form. This link takes you to the Employee Details modal form if the COBRA participant is an employee and not a dependent. If the participant is a dependent then only the following form opens.
• This form is not accessible by any other means.
• All the fields are editable except for the Participant ID field which you need to enter on the COBRA
Participant Record form to come here.
• Edit as necessary.
• The fields indicated in red are mandatory fields and cannot be left blank.
• The Social Security Number field is masked based on the option that you choose to mask SSN from the
SSN Mask Option field on the System Parameters form. The Social Security Number field is displayed as
a read-only field. However, you can edit the SSN by clicking Edit SSN. You will also receive specific error
messages for invalid formats or restricted number sequences to ensure data accuracy.• Click Save to save the record.
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COBRA Dependent Participant Questions The COBRA Dependent Participant Questions form is used to gather the information needed to add or update a COBRA Participant record for one or more terminated dependents. The system determines the Qualifying Event Date and Coverage End Date shown on the form depending on for you depending on how the dependent is being terminated. For example, if the terminated dependent was already covered under an existing Coverage Detail record and you are terminating dependent coverage by adding a new Coverage Detail record with a new Coverage Effective Date, the Qualifying Event Date is the same as the Coverage Effective Date and the Coverage End Date is set as the day before the Coverage Effective Date.
To complete the COBRA Dependent Participant Questions form: 1. Select the Qualifying Event. Note: If your access privileges allow, you can also edit the Social Security No. field. Updating the Social Security No. field on the COBRA Dependent Participant Questions form also updates the Social Security Number field on the Employee Dependents form (Benefit Enrollment Maintenance > Benefit Enrollments > Employee Dependents). 2. Click Save on the COBRA Dependent Participant Questions form. A final confirmation message displays listing all dependents whose COBRA Participant records have been added or updated:
3. Click OK on the confirmation message.
The Employee Benefits Enrollment record is saved and the COBRA Participant record is updated or added
as applicable.COBRA Participant History Record Use this form to review COBRA participant history records that may have been purged or deleted at some point. It is a view-only screen that includes the following sections: • COBRA Participant History Record
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• Billing History • COBRA Dates • COBRA Benefits
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under Onboarding & Benefits section, click COBRA Processing. Under COBRA Setup click Generate / Print COBRA Payment Coupons.
To view the COBRA Participant History Record: 1. Complete the following:
Field Name Description Participant ID Click the Participant ID link and select the code or identifier that has a history from the Select Enrollee selector. If there is no history records for the enrollee, a pop-up message will tell you so. The participant name and the COBRA history shows on screen. Navigate to the various sections to view the details. History Number If the participant record of the enrollee has never been modified, then it shows 1. If the participant record of the enrollee has been modified more than once, that number shows here in a drop-down. Once you change this number (if any), you will see the relevant changes made for that instance.
Purge COBRA Enrollees Use this form to permanently purge the selected COBRA participant record from the system.
WARNING: This process will delete enrollees from the COBRA.ENROLLEES file. This program allows you to
select individuals and deletes anyone you select. Make sure the people you select are ineligible for
COBRA.Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under Onboarding & Benefits section, click COBRA Processing. Under COBRA Processing click Generate / Print COBRA Payment Coupons.
To generate or print COBRA Payment Coupons for active participants: 1. Complete the following:
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Field Name Description Participant ID Click the Participant ID link and select the IDs of ineligible COBRA participant from the Select Enrollee selector. The Select Enrollee selector contains the enrollee IDs for any participant who has an existing COBRA enrollee record.
Participant Name This field auto-populates the participant name depending on the selections made above.
Click Run. The following warning message appears.
• Click Yes if you want to purge the selected enrollees. A job progress window appears. Click Close to close the job progress window. • Click No if you are not sure and go back to the form.
Click Clear to clear the form at any time.
Changing an Employee’s Benefit Billing Record To make changes to an employee’s benefit billing record, use the Benefit Adjustments form.
Note: To quickly access the Benefit Adjustments import template in the Data Import Tool, select Import Benefit Adjustments. You can use the Benefit Adjustments import template to import multiple benefit adjustments for multiple employees at once to reduce the amount of manual work required.
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To access this form and change an employee’s benefit billing record: 1. Click the HR menu. 2. From HR|Change, click Benefit Adjustments. The form opens. 3. Fill in the following fields:
For this option Provide this information
Employee The Employee whose benefit adjustments you want to see. Either enter the
employee name or Employee ID to display a list of matching employee records.
To search for an employee associated with this client, either click the Employee
hyperlink or press Ctrl+Enter with your cursor in this field to open the Employee
Search Results selector.
The system lists any existing adjustments. To sort the records by a column, click
the column header to toggle between ascending and descending order.
Next Pay Date: The employee's next regularly scheduled pay date displays if that payroll is in the
Ready state. (This field is for viewing purposes only.)
New Adjustment To add a new benefit adjustment for this employee, click the New Adjustment
hyperlink to open the Adjustment Details form.
Filter By Status Use this filter to list all benefit adjustments for the employee by their status. You
can choose one of the following dropdown options:
• All – To list all benefit adjustments for the employee.
• Outstanding – To list all benefit adjustments for the employee where Cycles
Billed is less than Cycles.
• Complete – To list all benefit adjustments for the employee where Cycles
Billed is equal to Cycles.
Filter By Plan Use this filter to list all benefit adjustments for the employee by Benefit Plan.
Enter or select the Benefit Plan plan from the Select Benefit Plan selector.A list appears showing the various benefit adjustments for the
selected employee as per selections made above. • An option is available
to the left of the header named Benefit Plan. Select this option to
select, in bulk, all benefit adjustments for the employee which have
zero Cycles Billed. Click Delete to delete all such adjustments in bulk.
• A checkbox is available to the left of each benefit adjustment for the
employee which have zero Cycles Billed. Select one or more and click
Delete to delete the selected benefit adjustment(s) only. • The Delete
button will by default remain disabled. It will get enabled only if you
try to either delete in bulk or delete selected benefit adjustments for
the employee which have zero Cycles Billed. Once you click Delete, you
will receive a confirmation stating
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• Click Yes to delete the selected adjustments and return to the Benefit Adjustments form with the
updated adjustment list.
• Click No to return to the Benefit Adjustments form without any changes. The selections remain.New Benefit Adjustment To enter a new benefit adjustment for a selected employee: 1. Click the New Adjustment hyperlink on the Benefits Adjustments form. The Adjustment Details form displays. 2. Complete these fields as required
For this
Provide this information
option
Benefit The Benefit Plan that requires an adjustment. You can enter it here or click the Benefit Plan ID
Plan ID hyperlink and select it from the Select Benefit Plan dialog box. Once you click the Benefit Plan ID
hyperlink, the Benefit Plan selector opens which displays the Group Benefit Plans offered by the
client. You can use the various filters on the Benefit Plan selector to refine your search for
example Plan ID or Name. You also use the following additional filters:
• The default High Deductible Plan (HDHP) filter status is All. You can choose any of the
following options:
• All – The list will include both High Deductible Plans and plans that are not High
Deductible Plans.
• Yes – The list will include only those benefit plans which are High Deductible Plans. It
is indicated with a status Y in the list.
• No – The list will include only those benefit plans which are not High Deductible
Plans. It is indicated with a status N in the list.
• The default Status filter status is Active. You can choose any of the following options:
• Active (Default) – The list will display only the active Group Benefit Plans offered by
the client.
• Terminated – The list will display only the terminated Group Benefit Plans offered by
the client
• Never Implemented – The list will display only the Group Benefit Plans offered by
the client but were never implemented.
Period The Period for the benefit plan in the format YYYYMM.
(yyym
m) For example, 201710 for October 2017. If a the pay date for a payroll batch is within this period,
the system processes the deduction from the employee's net earnings, after deducting taxes.
Start The start date of the period when this deduction goes into effect.
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For this
Provide this information
option
Bill The amount to bill to the client per pay cycle as a result of this adjustment.
Amount
Employ The amount to deduct from the employee's pay check per cycle. This amount is credited to the
ee client to offset the billing amount.
Contrib
ution
Insuran The premium cost associated with this adjustment.
ce Cost
Bill Read-only field that displays the related Bill Code for the selected Benefit Plan.
Code
Note: The value in this field is fetched from the corresponding Group Benefit Plan based on
the following criteria from the fields on the System Parameters and the Benefit Plan Setup
forms:
The Bill Code
System Parameters form (Require displayed on
Benefit Plan Setup form (One Month
Prepay Benefit the Benefit
Prepay field)
Account No. field) Adjustments
form
No Unchecked Bill Code
Setup Unchecked Bill Code
Yes Unchecked Bill Code
Prepay Bill
Yes Checked
Code
If the identified Bill Code field is empty in any of the scenarios above, then the Bill Code field on
the Adjustment Details modal form will display N/A as the value.
Deducti Read-only field that displays the related Deduction Rebate Bill Code for the selected Benefit
on Plan.
Rebate
Bill Note: The applicable deduction code value in this field is fetched from the Deduction Code in
use for the employee enrollment based on the following criteria from the fields on the System
Code
Parameters, Benefit Plan Setup, and Employee Benefits Enrollment forms:Benefits Administration User Guide © 2026 PrismHR 263 Chapter 5 Enrolling Employees in Benefit Plans
For this
Provide this information
option
The
Deduction
System Parameters
Employee Benefits Code
form (Require Prepay Benefit Plan Setup form
Enrollment (Section 125 displayed on
Benefit (One Month Prepay field) field) the Benefit
Account No. field)
Adjustments
form
Deduction
No Unchecked Unchecked
Code
Deduction
Setup Unchecked Unchecked
Code
125
No Unchecked Checked Deduction
Code
125
Setup Unchecked Checked Deduction
Code
Deduction
Yes Unchecked Unchecked
Code
125
Yes Unchecked Checked Deduction
Code
Deduction
Yes Checked Unchecked
Code Prepay
125
Yes Checked Checked Deduction
Code Prepay
If the identified Deduction Rebate Bill Code field is empty in any of the scenarios above, then
the Deduction Rebate Bill Code field on the Adjustment Details modal form will display N/A as
the value.
Net Inv Takes the Bill Code and Deduction Rebate Bill Code values into account and accurately assess
Effect and calculates the Net Inv Effect. This will be blank for a new adjustment.
The following table illustrates the calculation method based on the values fetched in the Bill
Code and the Deduction Rebate Bill Code fields:Benefits Administration User Guide © 2026 PrismHR 264 Chapter 5 Enrolling Employees in Benefit Plans
For this
Provide this information
option
Net Inv
Bill Code found? Deduction Rebate Bill Code found? Effect
Calculation
Bill Amount -
Yes N/A Employee
Contribution
(- EE
N/A Yes Contribution
)
N/A N/A 0.00
(Bill Amount
- Employee
Yes Yes Contribution
) - Employee
Contribution
Note: The calculation of Net Inv Effect is refreshed when you change the Adjust Cycles on the
Adjust Cycles pop-up window.
Comme Descriptive comments about this adjustment, typically something that would help someone
nt understand the benefit adjustment.
To view comments previously made in a manually created adjustment, either enter an employee
in the Employee field or click the field and select one from the list that displays. The previously
entered adjustment displays and also displays a comment if one was previously entered.
Adjust Click this hyperlink to change the number of cycles.
Cycles
Note: An informative text stating This action will divide the total of the original amounts by
the new number of cycles. is displayed on the pop-up displayed.
Also, this hyperlink is available only if there are no Cycles Billed for that benefit adjustment
record.
Cycles The number of future payroll cycles to apply this adjustment.
Cycles For a new adjustment this value will be zero.
Billed
B/R The B/R Adjustment to apply to the benefits reconciliation process of this adjustment.
Adjustm
ent
Retro Check this box if the adjustment applies to a retroactive enrollment. Pre-tax contributions
Enroll cannot fund any part of the premium for retroactive enrollments. Any Employee Contributions
for this adjustment will be taken post-tax.Benefits Administration User Guide © 2026 PrismHR 265 Chapter 5 Enrolling Employees in Benefit Plans
For this
Provide this information
option
Ref. This will be blank for a new adjustment.
NumberEdit an Existing Benefit Adjustment To edit an existing benefit adjustment for a selected employee: 1. Click the Benefit Plan hyperlink for the benefit adjustment that you want to edit on the Benefits Adjustments form. The Adjustment Details form opens up. • When a benefit adjustment is pulled via the payroll process and the Cycles Billed value is updated to the next number in the sequence, the following corresponding information is now listed in the new table on the right of the form: • Voucher # – You can click this hyperlink to open the Employee Voucher in a modal. You can navigate to the Benefits tab to view the adjustment details. • Pay Date – The Pay Date of the Employee Voucher. • Batch # – The Payroll Number of the Employee Voucher. • Bill Amount - The amount to bill to the client per pay cycle as a result of this 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. • Net Inv Effect – This will be blank for a new adjustment. • Total – The total values for the Bill Amount, Employee Contribution, and Net Inv Effect columns of the vouchers. 2. Complete these fields as required:
For this option Provide this information
Benefit Plan ID This field is pre-populated with the Benefit Plan ID. You cannot change it
Period (yyymm) The period for the benefit plan in the format YYYYMM.
For example, 201710 for October 2017. If a the pay date for a payroll batch is
within this period, the system processes the deduction from the employee's net
earnings, after deducting taxes.
Start Date The start date of the period when this deduction goes into effect.
Bill Amount The amount to bill to the client per pay cycle as a result of this adjustment.
Employee Contribution The amount to deduct from the employee's pay check per cycle. This amount isBenefits Administration User Guide © 2026 PrismHR 266 Chapter 5 Enrolling Employees in Benefit Plans
For this option Provide this information
credited to the client to offset the billing amount.
Insurance Cost The premium cost associated with this adjustment.
Net Inv Effect This field will be auto-populated.
Comment Descriptive comments about this adjustment, typically something that would
help someone understand the benefit adjustment.
To view comments previously made in a manually created adjustment, either
enter an employee in the Employee field or click the field and select one from
the list that displays. The previously entered adjustment displays and also
displays a comment if one was previously entered.
Adjust Cycles Click this hyperlink to change the number of cycles.
Cycles The number of future payroll cycles to apply this adjustment.
Cycles Billed This field will be auto-populated with the number of cycles billed. When an
adjustment record already has cycles billed, the Cycles Billed field for this
adjustment will be read only.
B/R Adjustment The B/R Adjustment to apply to the benefits reconciliation process of this
adjustment.
Retro Enroll Check this box if the adjustment applies to a retroactive enrollment. Pre-tax
contributions cannot fund any part of the premium for retroactive enrollments.
Any Employee Contributions for this adjustment will be taken post-tax.
Ref. Number This field will be auto-populated.Note: If the Cycles Billed field value is greater than 0 for a selected benefit adjustment record, then the Period (yyyymm), Bill Amount, Employee Contribution, and Insurance Cost fields become read-only. Also, the Adjust Cycles hyperlink is disabled in this scenario.
Displaying Employee Benefit Premium Amounts To display the total employee benefit premium amounts billed and deducted for a selected time period, use the Employee Benefits Register form.
To display the total employee benefit premium amounts: 1. Open the Benefits Register form.
Use this option To define this
Employee The Employee whose benefit premium amounts you want to see.Benefits Administration User Guide © 2026 PrismHR 267 Chapter 5 Enrolling Employees in Benefit Plans
Use this option To define this
Either type the name or ID to display list of matching employee
records, click Employee to open the search window. The system
lists any existing adjustments.
Benefit Plan ID The Benefit Plan ID.
Year Enter the benefit plan Year.
Month benefit plan Month (1-12).
The Premium Billed to Company, Premium Deducted from Employee Pay, and Client Contribution
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Chapter 6 Importing Benefits The Benefits Import Process enables you to enroll employees in group benefit plans using the information in an external data file. The process requires you to set up a data file and a benefit import definition.
Before you begin: • Set up company benefits and benefit rules. For more information, see the Benefits Administration User Guide.
Setting Up the Data File The data file must be either tab-delimited or comma-delimited. It must include the following columns of information, in any order: • Company ID • Employee ID, Employee SSN, or Employee Clock Number • Offer Type • Benefit Plan ID • Benefit Plan Type • Effective Date • Action Codes
lrImporting Benefit Rates Use this Benefit Rates Import form to initiate a new import or complete an existing import in progress of benefit rates (premium or billing) into PrismHR using a predefined benefit rates import template. You can also view completed benefit rates imports on this form. This benefit rates import process cannot be used to change or overwrite existing benefit rates.
Note: This form does not use Client Access Group Security.
To access the form, on the Work Centers panel, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Imports, click Benefit Rates Import.
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You can also search for this form on the search box in the main navigation search bar.
This form has the following two sections: • Imports in Progress • Past Imports
Imports in Progress When you access this form for the first time, all the tables will be blank and you should select the New Import button to proceed to the Benefit Rates Import Setup & File Import (page 274) screen to define and begin a new benefit rate import.
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User – This field is a dropdown. By default, the user id of the user who has logged in will display here. You can also select a different user from the drop-down. This section displays all benefit rate imports that are not completed successfully for the selected user. This section will display the last 7 imports in progress at a glance on-screen for the selected user. In case there are more than 7 imports in progress for the selected user, you will see a scroll bar on the right. Scroll to view all the imports in progress for the selected user. The information is displayed in a table that has the following columns: 1. Name – This is the import name that was provided for that benefit rate import. If you click one of the names, it will take you to the Benefit Rates Import Setup & File Import (page 274) screen for further action to complete the import. 2. Type – This is the benefit rate type that you are importing for the import. This will be: a. Premium Rates OR b. Billing Rates 3. Plan Used for Template – This is the Benefit Plan ID used for the import template. 4. Last Modified Date – This shows when this import was last worked upon. 5. Last Modified User – This shows the user id of the user who worked on the import last. 6. Status – This shows the status of the import in progress and can be any one of the following: a. Template Defined – When an import has been defined but no import file is uploaded. b. Ready for Import – When an import has been defined AND an import file is uploaded. c. Import Errors – When an import attempt has failed. This will produce a Benefit Rate Import Error Report 7. Error Report – When the Status above is either Template Defined or Ready for Import, this column will display a ‘-’ [dash]. When the Status above is Import Errors, then this column will display a link to open and view the error report for the corresponding import that was not successful. It provides a list of all the errors that this import encountered. You can correct these errors and try again to complete the import. Following is a sample Benefit Rate Import Error Report.
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New Import – If you want to initiate a new Benefit Rates Import using a predefined benefit rates import template, click this button which will take you to the Benefit Rates Import Setup & File Import (page 274) screen. All the fields will be blank on that screen. You will need to fill in the necessary fields to set up and complete the import.
Past Imports This section lists all the benefit rate imports completed successfully for the selected date range. By default, the date range is a calendar month ending on the current date. You can manually change the date range. This section will display the last 7 completed imports at a glance on-screen for the selected date range. In case there are more than 7 completed imports for the selected date range, you will see a scroll bar on the right. Scroll to view all the completed imports for the selected date range. Past Imports that are older than one year (since completion date) are automatically deleted and no longer display in the table. The completed imports are sorted first by Date Completed and then by Name. The latest imports are listed at the top.
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The information is displayed in a table that has the following columns: 1. Name – This is the import name that you had provided for that benefit rate import. 2. Type – This is the benefit rate type that you imported. This will be: a. Premium Rates OR b. Billing Rates 3. Plan Used for Template – This is the Benefit Plan ID used for the import template. 4. Date Completed – This is the date when the benefit rate was imported into PrismHR. 5. Processed by User – This is the user ID of the user who completed the benefit rate import. 6. Import File – This is the benefit rates import file that was used for the import. Following is a sample import file used for Billing Rates plan type:
The headers will vary depending on the plan type you are importing.
7. Import Report – This link will provide you with the Benefit Rates Import Success Report for the import
which shows a summary of Plans, records and line items imported that correlate with the total number
of successful records imported as reported in the toast message.Benefits Administration User Guide © 2026 PrismHR 273 Chapter 6 Importing Benefits
The following is an example of the Benefit Rates Import Success Report.Benefit Rates Import Setup & File Import Use this Benefit Rates Import Setup & File Import form to set up and import new benefit rates (premium or billing) into PrismHR using a predefined benefit rates import template. You also need to use this form to complete existing Imports in Progress. Note:
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• You can only access this form from the lrImporting Benefit Rates (page 269) form. From the Benefit Rates Import form: • You can click the New Import button to come to this form, OR, • You can click the Name link of an existing Import in Progress to come to this form.
Using the New Import button When you click the New Import button on the lrImporting Benefit Rates (page 269) form, you come to this form. All fields on this form will be blank. 1. Complete the following fields:
Field Description Import Name Give the import a unique name that does not already exist in PrismHR to identify it. • The name can have alpha-numeric characters but cannot contain special characters. • The import name cannot contain spaces. • Import names must contain at least 3 characters. Which Rate are you Importing? Select one of the following benefit rate types from the following: • Premium Rates OR • Billing Rates Plan ID This link only becomes active after you select a benefit rate type above. This defines the import template for the rest of the procedure. You can enter the Plan ID manually or click the Plan ID link and select a plan as your template builder based on pre-defined defaults and selectable filters.
Note: You cannot manually enter a Plan ID if the
Manual Calculation field is set to Coverage Entered
Manually in the Group Benefit Plans form for that
plan. Since these plans do not have rate tables,
there are no rates that can be imported in Group
Benefit Plans, and they cannot be supported in the
Benefit Rate Import. These plans will not show up
when you are using the Select Benefit Plan selector.Please note that: • If you manually enter a Plan ID and try to save the form without entering a benefit rate type, an error message displays.
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• You can only select an active plan for the import. • If the Family Rate Premiums field under the Other Processing Parameters section on the Group Benefit Plans form is enabled, then you must exclude family rates plans from the import. • Only Medical, Dental and Vision plans are currently supported. • Plans where the Manual Calculation field is set to Coverage & Premiums Entered Manually in the Group Benefits Plan form are excluded. • For Premium Rates import, the following is a sample selector which you can customize according to your needs:
• For Billing Rates import, the following is a sample selector which you can customize according to your needs:
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What is the import template builder? Based on the benefit plan that you enter in the Plan ID field, you can import numerous benefit plans that have the same setup. Example: If the Plan ID has Age Banded Medical Rates and Rate Groups for Premium Rates, then a plan with only Age Banded Medical Rates WOULD NOT be included in a Premium Rate Table but WOULD be included in a Billing Rate Table, since Rate Groups for Premium Rates is not used for Billing Rates. If BOTH plans do not have any values checked, then these are considered to match. If you enter an age banded medical plan, any medical, dental and vision plan that is age banded can be imported together. Please note that the benefit plans need to be an exact match. Using the prior example, it cannot be age banded and tobacco banded.
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Once you save your import template, the following section displays a list of all plans that match the setup as the selected Plan ID. This table is a reference for all the different possible setups. In the example above, we have selected a medical plan that is age banded, so that column is populated below.
Note: If you try to change the Plan ID at this point, the system displays a warning that this action may affect the plans that can be included in this import. If an import file has been uploaded, it will be removed. If you select Yes, then the Plan ID changes and the table of available plans that can be imported based on the plan selection also changes. This would affect what can be included in the import file.
• The updated Plan ID is saved to the import definition template. • The table of available plans is updated based on the newly selected Plan ID. • The Premium and Billing Rate Template available via the links in the Import Template Builder is updated based on the new Plan ID. • If there is an import file already uploaded, the file is removed from the import. • Since this is a change to the import, the Imports in Progress table on the Benefit Rate Import form is updated with Last Modified User and Last Modified Date.
Obtaining, Editing, and Uploading the Billing Rates Template In the example above, we are importing billing rates. In this case we would see a Billing Rates Template button.
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These are all the fields required for this import. These headers will be unique to a particular type of import.
Note: If you are importing Premium Rates, then a Premium Rates Template button displays. The headers in
the premium rates template are different from the billing rates template.
Once you click the Premium Rates Template button the .csv template file will be downloaded on your
system. Following is a sample premium rates composite rates template:Click Select File in the Upload Billing Rates section once you have created your import file.
Click Add Files in the Select files dialog box to select the relevant benefit rates import file for the import from your system.
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PrismHR provides the following import templates based on the selected Benefit Plan ID. For each type of
template the validations will vary and so will the error messages. Click on the template downloaded to see
the validations required to create your import file.
• Premium Rates Composite Rates
• Billing Rates Composite Rates (page 285)
• Premium Rates Age Banded (page 303)
• Billing Rates Age Banded (page 282)
• Premium Rates Vary by Network (page 319)
• Billing Rates Vary by Network (page 298)
• Premium Rates Gender Banded (page 308)
• Billing Rates Gender Banded (page 287)
• Premium Rates Gender/Spouse Banded (page 310)
• Billing Rates Gender/Spouse Banded (page 290)
• Premium Rates Rate Groups (page 313)
• Premium Rates Tobacco Rates (page 316)
• Billing Rates Tobacco Rates (page 293)
• Premium Rates Wellness Rates (page 322)
• Billing Rates Wellness Rates (page 301)
• Billing Rates Vary By Network BOTH (page 295)Benefits Administration User Guide © 2026 PrismHR 280 Chapter 6 Importing Benefits
Note: If you want to upload a different import file, click the recycle bin icon to delete the uploaded file.
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b. If the processing completes with errors, click Close to close the job progress window. The Benefit Rate
Import Error Report displays for the import, showing all the errors preventing a successful import. You
can correct all the listed errors in your import file, delete the existing import file on the system, upload
the corrected import file and continue.Note: Click Close to close this form at any time. If you close this form before successfully completing an import, then the import will be listed under the Imports in Progress section on the Benefit Rates Import form with the appropriate Status. You can click that import anytime to resume your import from where you left off.
Using the Name link under Imports in Progress If the Status of the Import is: • Template Defined – Continue from Step 1 in the procedure above. • Ready for Import – Continue from Step 5 in the procedure above. • Import Errors – Make necessary corrections to your import file and continue from Step 1 in the procedure above. To validate what was imported, go to the Group Benefit Plans form. Enter the Benefit Plan ID for which you had imported the rates. Select Actions and then select Premium Rates or Billing Rates whichever is applicable. Then complete the information on the form that matches what you imported.
Billing Rates Age Banded The following table provides at a glance the rate template for Age Banded Billing Rates.
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Group Benefit Plan Setup Rate Template (header) file & Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Rate Group Family Rated Premiums = No 3. Plan Type
Termination Date = [blank] OR Date > current date 4. Effective Date
Rate Group for Premium Rates = No 5. From Age 6. To Age Tobacco Banded Rates = No 7. Total Bill Amount Gender Banded Rates = No 8. Employee Bill Amount Spouse Gender Banded = No 9. Dependents Bill Amount Wellness Banded Rates = No Age Banded Medical Rates = Yes Billing Rates Vary By Network = No
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premiums field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premiums. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import. d. Plans where the Manual Calculation field is set
to Coverage & Premiums Entered Manually in the Group Benefits Plans
form are excluded. 2. The following are required values for this import.
[Benefit Plan ID, Plan Type, Effective Date, Total Premium, Employee
Premium]. If the import file is missing any required values, you will
see an error message stating {Import Field Name} is required. 3. If the
Benefit Plan ID on the import file a. does not exist in PrismHR, then
you will receive an error message stating Plan ID
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Benefits Administration User Guide © 2026 PrismHR 284 Chapter 6 Importing Benefits
b. If Dependent Bill Amount is blank on the import file, then Dependent Bill Amount will be imported as a
calculated amount. (Total Bill Amount minus Employee Bill Amount)Billing Rates Composite Rates The following table provides at a glance the rate template for Billing Rates Composite Rates.
Billing Rates Composite Rates
Group Benefit Plan Setup Rate Template (header) file & Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Rate Group Family Rated Premiums = No 3. Plan Type
Termination Date = [blank] OR Date > current date 4. Effective Date Tobacco Banded Rates = No 5. From Age (must be 0, will default to 0 if blank) Gender Banded Rates = No 6. To Age (must be 99, will default to 99 if Spouse Gender Banded = No blank) Wellness Banded Rates = No 7. Total Bill Amount Age Banded Medical Rates = No 8. Employee Bill Amount
Billing Rates Vary By Network = No 9. Dependents Bill Amount
Note: You must have access to the Billing Rates Groups to perform this action.
Please make a note of the following errors to avoid while preparing your import file using this template: 1. For Plan ID a. You can only select an active plan for the import. If you select a plan that is terminated you will get an error message stating Plan ID is Terminated. Not valid for Import. b. If the Family Rate Premiums field under the Other Processing Parameters section on the Group Benefit Plans form is checked, then exclude family rated plans from the import. If not you will get an error message stating Plan ID has Family Rated Premiums. Not supported for Import. c. Medical, Dental and Vision plans are currently supported. If you select any other insurance class plans, you will get an error message stating Plan ID is [NAME] Insurance Class. Not supported for Import. d. Plans where the Manual Calculation field is set to Coverage & Premiums Entered Manually in the Group Benefits Plan form are excluded.
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Benefits Administration User Guide © 2026 PrismHR 286 Chapter 6 Importing Benefits
Billing Rates Gender Banded The following table provides at a glance the rate template for Billing Rates Gender Banded.
Billing Rates Gender Banded
Group Benefit Plan Setup Rate Template (header) file & Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Rate Group (if applicable) Family Rated Premium = No 3. Network ID
Termination Date = [blank] OR Date > current date 4. Plan Type
Tobacco Banded Rates = No 5. Employee Gender 6. Effective Date Gender Banded Rates = Yes 7. From Age Spouse Gender Banded = No 8. To Age Wellness Banded Rates = No 9. Total Bill Amount Age Banded Medical Rates = Yes or No 10. Employee Bill Amount Billing Rates Vary By Network = Yes or No 11. Dependents Bill Amount
Note: You must have access to the Billing Rates Groups to perform this action.
Please make a note of the following errors to avoid while preparing your import file using this template: 1. For Plan ID
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a. You can only select an active plan for the import. If you select a plan that is terminated you will get an
error message stating Plan ID is Terminated. Not valid for Import.
b. If the Family Rate Premium field under the Other Processing Parameters section on the Group Benefit
Plans form is checked, then exclude family rated plans from the import. If not you will get an error
message stating Plan ID has Family Rated Premium. Not supported for Import.
c. Medical, Dental and Vision plans are currently supported. If you select any other insurance class plans,
you will get an error message stating Plan ID is [NAME] Insurance Class. Not supported for Import.
d. Plans where the Manual Calculation field is set to Coverage & Premium Entered Manually in the Group
Benefits Plan form are excluded.Benefits Administration User Guide © 2026 PrismHR 288 Chapter 6 Importing Benefits
iv. Initial From Age must be 0, otherwise the import will fail with an error message stating Initial From
Age must be 0.Benefits Administration User Guide © 2026 PrismHR 289 Chapter 6 Importing Benefits
b. If Dependent Bill Amount is blank on the import file, then Dependent Bill Amount will be imported as a
calculated amount. (Total Bill Amount minus Employee Bill Amount)Billing Rates Gender/Spouse Banded The following table provides at a glance the rate template for Billing Rates Gender/Spouse Banded.
Billing Rates Gender/Spouse Banded
Group Benefit Plan Setup Rate Template (header) file & Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Rate Group (if applicable) Family Rated Premium = No 3. Network ID (if applicable)
Termination Date = [blank] OR Date > current date 4. Plan Type
Tobacco Banded Rates = No 5. Employee Gender 6. Spouse Gender Gender Banded Rates = Yes 7. Effective Date Spouse Gender Banded = Yes 8. From Age Wellness Banded Rates = No 9. To Age Age Banded Medical Rates = Yes or No 10. Total Bill Amount Billing Rates Vary By Network = Yes, No or Both 11. Employee Bill Amount 12. Dependents Bill Amount
Note: You must have access to the Billing Rates Groups to perform this action.
Please make a note of the following errors to avoid while preparing your import file using this template: 1. For Plan ID a. You can only select an active plan for the import. If you select a plan that is terminated you will get an error message stating Plan ID is Terminated. Not valid for Import. b. If the Family Rate Premium field under the Other Processing Parameters section on the Group Benefit Plans form is checked, then exclude family rated plans from the import. If not you will get an error message stating Plan ID has Family Rated Premium. Not supported for Import. c. Medical, Dental and Vision plans are currently supported. If you select any other insurance class plans, you will get an error message stating Plan ID is [NAME] Insurance Class. Not supported for Import. d. Plans where the Manual Calculation field is set to Coverage & Premium Entered Manually in the Group Benefits Plan form are excluded. 2. The following are required values on the import. [Benefit Plan ID, Rate Group (if applicable), Network ID, Plan Type, Employee Gender, Spouse Gender, Effective Date, Total Bill Amount and Employee Bill Amount].
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If the import file is missing any required values, you will see an error message stating {Import Field Name} is
required.Benefits Administration User Guide © 2026 PrismHR 291 Chapter 6 Importing Benefits
import must be an active Rate Group under the Billing Rate Groups form i.e. the field Inactive must be
unchecked. Else you will get an error message stating Rate Group <Billing Rate Group> is inactive.Benefits Administration User Guide © 2026 PrismHR 292 Chapter 6 Importing Benefits
Billing Rates Tobacco Rates The following table provides at a glance the rate template for Billing Rates Tobacco Rates.
Billing Rates Tobacco Rates
Group Benefit Plan Setup Rate Template (header) file & Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Rate Group (if applicable) Family Rated Premium = No 3. Network ID (if applicable)
Termination Date = [blank] OR Date > current date 4. Plan Type
Tobacco Banded Rates = Yes 5. Employee Gender (if applicable) 6. Spouse Gender (if applicable) Gender Banded Rates = Yes or No 7. Effective Date Spouse Gender Banded = Yes or No 8. From Age Wellness Banded Rates = No 9. To Age Age Banded Medical Rates = Yes or No 10. Non-Tobacco Premium Billing Rates Vary By Network = Yes, No or Both 11. Tobacco Premium 12. Dependents (Spouse Non-Tobacco) 13. Dependents (Spouse Tobacco)
Note: You must have access to the Billing Rates Groups to perform this action.
Please make a note of the following errors to avoid while preparing your import file using this template: 1. For Plan ID a. You can only select an active plan for the import. If you select a plan that is terminated you will get an error message stating Plan ID is Terminated. Not valid for Import. b. If the Family Rate Premium field under the Other Processing Parameters section on the Group Benefit Plans form is checked, then exclude family rated plans from the import. If not you will get an error message stating Plan ID has Family Rated Premium. Not supported for Import. c. Medical, Dental and Vision plans are currently supported. If you select any other insurance class plans, you will get an error message stating Plan ID is [NAME] Insurance Class. Not supported for Import. d. Plans where the Manual Calculation field is set to Coverage & Premium Entered Manually in the Group Benefits Plan form are excluded. 2. The following are required values for this import. [Benefit Plan ID, Rate Group (if applicable), Network ID (if applicable based on plan setup), Plan Type, Employee Gender (if applicable), Spouse Gender (if applicable), Effective Date, Non-Tobacco Premium, Tobacco Premium, Dependents (Spouse Non-Tobacco) (if applicable), Dependents (Spouse Tobacco) (if applicable)]. If the import file is missing any required values, you will see an error message stating {Import Field Name} is required.
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Benefits Administration User Guide © 2026 PrismHR 294 Chapter 6 Importing Benefits
b. must be an active Rate Group under the Billing Rate Groups form i.e. the field Inactive must be
unchecked. Else you will get an error message stating Rate Group <Billing Rate Group> is inactive.Billing Rates Vary By Network BOTH The following table provides at a glance the rate template for Billing Rates Vary By Network BOTH.
Billing Rates Vary By Network BOTH
Group Benefit Plan Setup Rate Template (header) file & Import FieldsBenefits Administration User Guide © 2026 PrismHR 295 Chapter 6 Importing Benefits
A benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Network ID Family Rated Premium = No 3. Rate Group
Termination Date = [blank] OR Date > current date 4. Plan Type
Tobacco Banded Rates = No 5. Effective Date 6. From Age Gender Banded Rates = No 7. To Age Spouse Gender Banded = No 8. Total Bill Amount Wellness Banded Rates = No 9. Employee Bill Amount Age Banded Medical Rates = Yes or No 10. Dependents Bill Amount Billing Rates Vary By Network = Both
Note: You must have access to the Billing Rates Groups to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premium field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premium. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import. d. Plans where the Manual Calculation field is set
to Coverage & Premium Entered Manually in the Group Benefits Plan
form are excluded. 2. The following are required values for this import.
[Benefit Plan ID, Rate Group, Network ID, Plan Type, Effective Date,
Total Bill Amount, Employee Bill Amount]. If the import file is missing
any required values, you will see an error message stating {Import Field
Name} is required. 3. If the Benefit Plan ID on the import file: a. does
not exist in PrismHR, then you will receive an error message stating
Plan ID
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a. must be an existing Rate Group under the Billing Rate Groups form. Else you will get an error message
stating Rate Group <Billing Rate Group> does not exist.
b. must be an active Rate Group under the Billing Rate Groups form i.e. the field Inactive must be
unchecked. Else you will get an error message stating Rate Group <Billing Rate Group> is inactive.Benefits Administration User Guide © 2026 PrismHR 297 Chapter 6 Importing Benefits
Billing Rates Vary by Network The following table provides at a glance the rate template for Billing Rates Vary by Network.
Billing Rates Composite Rates
Group Benefit Plan Setup Rate Template (header) file & Import FieldsBenefits Administration User Guide © 2026 PrismHR 298 Chapter 6 Importing Benefits
A benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Network ID Family Rated Premium = No 3. Plan Type
Termination Date = [blank] OR Date > current date 4. Effective Date
Tobacco Banded Rates = No 5. From Age 6. To Age Gender Banded Rates = No 7. Total Bill Amount Spouse Gender Banded = No 8. Employee Bill Amount Wellness Banded Rates = No 9. Dependents Bill Amount Age Banded Medical Rates = Yes or No Billing Rates Vary By Network = Yes
Note: You must have access to the Billing Rates Groups to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premium field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premium. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import. d. Plans where the Manual Calculation field is set
to Coverage & Premium Entered Manually in the Group Benefits Plan
form are excluded. 2. The following are required values on the import.
[Benefit Plan ID, Network ID, Plan Type, Effective Date, Total Bill
Amount and Employee Bill Amount]. If the import file is missing any
required values, you will see an error message stating {Import Field
Name} is required. 3. If the benefit Plan ID on the import file; a. does
not exist in PrismHR, then you will receive an error message stating
Plan ID
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i. If the import file has more than one rate for the same Effective Date then you will receive an error
message stating Plan ID <Plan ID> is not setup as age banded. Therefore, only one age band is
allowed (0 to 99).
ii. If the From Age and To Age fields are on the import file, then the From Age must be 0 and To Age
must be 99. If any other value is entered, you will receive an error message stating From Age must
be 0. To Age must be 99.
iii. If the From Age and To Age fields are blank on the import file, then PrismHR will import the values of
0 for the From Age field and 99 for the To Age field.
b. If Age Banded Medical Rates = Yes, then multiple lines of age rates are allowed (For example: age 0 - 19,
20-39, 40-59, 60-99). However:
i. If import file is set up with overlapping From Age and To Age for same Effective Date combination,
you will receive an error message stating Age Bands cannot overlap.
ii. Import file should not have gaps between age bands. For example you cannot have age bands like 0-
19, 20-29, 31-39 since the To Age of 29 and From Age of 31 have a gap. If there are gaps, you will
receive an error message stating Age gaps are not permitted in Age Banded Rates.
iii. The From Age and To Age fields must be a whole number >=0, otherwise you will receive an error
message stating [From Age/To Age] must be a whole number >=0 From Age or To Age = whichever is
applicable to error.
iv. Initial From Age must be 0, otherwise the import will fail with an error message stating Initial From
Age must be 0.Benefits Administration User Guide © 2026 PrismHR 300 Chapter 6 Importing Benefits
a. Plan Type Coverage Class can be found in Group Benefit Plan Types in the Coverage Class field.
b. Plan Type <Plan Type> has Coverage Class Single. Employee Bill Amount must equal Total Bill Amount.Billing Rates Wellness Rates The following table provides at a glance the rate template for Billing Rates Wellness Rates.
Billing Rates Wellness Rates
Group Benefit Plan Setup Rate Template (header) file &
Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Rate Group Family Rated Premiums = No 3. Plan Type
Termination Date = [blank] OR Date > current date 4. Effective Date
Rate Group for Premium Rates = Yes or No 5. From Age 6. To Age Tobacco Banded Rates = N/A with Wellness, disabled when Wellness=Yes 7. Wellness Bill Amount Gender Banded Rates = N/A with Wellness, disabled when 8. Non-Wellness Bill Amount Wellness=Yes 9. Dependent Bill Amount Spouse Gender Banded = N/A with Wellness, disabled when Wellness=Yes Wellness Banded Rates = Yes Age Banded Medical Rates = Yes or No Premium Rates Vary By Network = Networks not supported with Wellness
Note: You must have access to the Billing Rates Groups to perform this action.
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Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premium field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premium. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import. d. Plans where the Manual Calculation field is set
to Coverage & Premium Entered Manually in the Group Benefits Plan
form are excluded. 2. The following are required values for this import.
[Benefit Plan ID, Rate Group, Plan Type, Effective Date, Wellness Bill
Amount, Non-Wellness Bill Amount, Dependent Bill Amount]. If the import
file is missing any required values, you will see an error message
stating {Import Field Name} is required. 3. If the benefit Plan ID on
the import file; a. does not exist in PrismHR, then you will receive an
error message stating Plan ID
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iii. The From Age and To Age fields must be a whole number >=0, otherwise you will receive an error
message stating [From Age/To Age] must be a whole number >=0 From Age or To Age = whichever is
applicable to error.
iv. Initial From Age must be 0, otherwise the import will fail with an error message stating Initial From
Age must be 0.Premium Rates Age Banded The following table provides at a glance the rate template for Age Banded Premium Rates.
Premium Rates Composite Rates
Group Benefit Plan Setup Rate Template (header) file & Import FieldsBenefits Administration User Guide © 2026 PrismHR 303 Chapter 6 Importing Benefits
A benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Plan Type Family Rated Premiums = No 3. Effective Date
Termination Date = [blank] OR Date > current date 4. From Age
Rate Group for Premium Rates = No 5. To Age 6. Total Premium Tobacco Banded Rates = No 7. Employee Premium Gender Banded Rates = No 8. Dependents Premium Spouse Gender Banded = No Wellness Banded Rates = No Age Banded Medical Rates = Yes Premium Rates Vary By Network = No
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premiums field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premiums. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import. d. Plans where the Manual Calculation field is set
to Coverage & Premiums Entered Manually in the Group Benefits Plans
form are excluded. 2. The following are required values for this import.
[Benefit Plan ID, Plan Type, Effective Date, Total Premium, Employee
Premium]. If the import file is missing any required values, you will
see an error message stating {Import Field Name} is required. 3. If the
Benefit Plan ID on the import file a. does not exist in PrismHR, then
you will receive an error message stating Plan ID
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a. If import file is set up with overlapping From Age and To Age for same Effective Date combination, you
will receive an error message stating Age Bands cannot overlap.
b. Import file should not have gaps between age bands. For example you cannot have age bands like 0-19,
20-29, 31-39 since the To Age of 29 and From Age of 31 have a gap. If there are gaps, you will receive an
error message stating Age gaps are not permitted in Age Banded Rates.
c. The From Age and To Age fields must be a whole number >=0, otherwise you will receive an error
message stating [From Age/To Age] must be a whole number >=0 From Age or To Age = whichever is
applicable to error.Benefits Administration User Guide © 2026 PrismHR 305 Chapter 6 Importing Benefits
Premium Rates Composite Rates The following table provides at a glance the rate template for Premium Rates Composite Rates.
Premium Rates Composite Rates
Group Benefit Plan Setup Rate Template (header) file & Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = medical, dental or vision 2. Plan Type Family Rated Premiums = no 3. Effective Date
Termination Date = [blank] OR Date > current date 4. From Age (must be 0, will default to 0 if blank) Rate Group for Premium Rates = no 5. To Age (must be 99, will default to 99 if Tobacco Banded Rates = no blank) Gender Banded Rates = no 6. Total Premium Spouse Gender Banded = no 7. Employee Premium Wellness Banded Rates = no 8. Dependents Premium
Age Banded Medical Rates = no Premium Rates Vary By Network = no
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premiums field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premiums. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import. d. Plans where the Manual Calculation field is set
to Coverage & Premiums Entered Manually in the Group Benefits Plan
form are excluded. 2. The following are required values for this import.
[Benefit Plan ID, Plan Type, Effective Date, Total Premium, Employee
Premium]. If the import file is missing any required values, you will
see an error message stating {Import Field Name} is required. 3. If the
Benefit Plan ID on the import file; a. does not exist in PrismHR, then
you will receive an error message stating Plan ID
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b. is more than 25 characters, you receive an error message stating Benefit Plan ID must be 25 characters
or less.
c. is NOT in the list of Benefit Plan IDs in the Template Builder you will receive an error message stating
Plan ID <Plan ID> is not in the Template Builder and cannot be included in this Rate Template.Benefits Administration User Guide © 2026 PrismHR 307 Chapter 6 Importing Benefits
• If Dependent Premium is blank on the import file, then the Dependent Premium will be imported as
a calculated amount. (Total Premium minus Employee Premium)Premium Rates Gender Banded The following table provides at a glance the rate template for Premium Rates Gender Banded.
Premium Rates Gender Banded
Group Benefit Plan Setup Rate Template (header) file & Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Network ID Family Rated Premiums = No 3. Plan Type
Termination Date = [blank] OR Date > current date 4. Employee Gender
Rate Group for Premium Rates = No 5. Effective Date 6. From Age Tobacco Banded Rates = No 7. To Age Gender Banded Rates = Yes 8. Total Premium Spouse Gender Banded = No 9. Employee Premium Wellness Banded Rates = No 10. Dependents Premium Age Banded Medical Rates = Yes or No Premium Rates Vary By Network = Yes or No
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing your import file using this template: 1. For Plan ID a. You can only select an active plan for the import. If you select a plan that is terminated you will get an error message stating Plan ID is Terminated. Not valid for Import. b. If the Family Rate Premiums field under the Other Processing Parameters section on the Group Benefit Plans form is checked, then exclude family rated plans from the import. If not you will get an error message stating Plan ID has Family Rated Premiums. Not supported for Import. c. Medical, Dental and Vision plans are currently supported. If you select any other insurance class plans, you will get an error message stating Plan ID is [NAME] Insurance Class. Not supported for Import.. d. Plans where the Manual Calculation field is set to Coverage & Premiums Entered Manually in the Group Benefits Plans form are excluded.
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Benefits Administration User Guide © 2026 PrismHR 309 Chapter 6 Importing Benefits
Premium Rates Gender/Spouse Banded The following table provides at a glance the rate template for Premium Rates Gender/Spouse Banded.
Premium Rates Gender/Spouse Banded
Group Benefit Plan Setup Rate Template (header) file & Import FieldsBenefits Administration User Guide © 2026 PrismHR 310 Chapter 6 Importing Benefits
A benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Network ID (if applicable) Family Rated Premiums = No 3. Plan Type
Termination Date = [blank] OR Date > current date 4. Employee Gender
Rate Group for Premium Rates = No 5. Spouse Gender 6. Effective Date Tobacco Banded Rates = No 7. From Age Gender Banded Rates = Yes 8. To Age Spouse Gender Banded = Yes 9. Total Premium Wellness Banded Rates = No 10. Employee Premium Age Banded Medical Rates = Yes or No 11. Dependents Premium Premium Rates Vary By Network = Yes or No
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premiums field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premiums. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import.. d. Plans where the Manual Calculation field is
set to Coverage & Premiums Entered Manually in the Group Benefits
Plans form are excluded. 2. The following are required values for this
import. [Benefit Plan ID, Network ID (if applicable based on plan
setup), Plan Type, Employee Gender, Spouse Gender Effective Date, Total
Premium, Employee Premium]. If the import file is missing any required
values, you will see an error message stating {Import Field Name} is
required. 3. If the Benefit Plan ID on the import file a. does not exist
in PrismHR, then you will receive an error message stating Plan ID
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Benefits Administration User Guide © 2026 PrismHR 312 Chapter 6 Importing Benefits
Updates cannot be imported. If a duplicate key exists on the import file, this validation will also present a
line error for the second record and any subsequent duplicate records attempted to be imported.Premium Rates Rate Groups The following table provides at a glance the rate template for Premium Rates Rate Groups.
Premium Rates Rate Groups
Group Benefit Plan Setup Rate Template (header) file & Import FieldsBenefits Administration User Guide © 2026 PrismHR 313 Chapter 6 Importing Benefits
A benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Network ID (if applicable) Family Rated Premiums = No 3. Rate Group
Termination Date = [blank] OR Date > current date 4. Plan Type
Rate Group for Premium Rates = Yes 5. Employee Gender 6. Spouse Gender Tobacco Banded Rates = No 7. Effective Date Gender Banded Rates = Yes or No 8. From Age Spouse Gender Banded = Yes or No 9. To Age Wellness Banded Rates = No 10. Total Premium Age Banded Medical Rates = Yes or No 11. Employee Premium Premium Rates Vary By Network = Yes or No 12. Dependents Premium
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premiums field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premiums. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import.. d. Plans where the Manual Calculation field is
set to Coverage & Premiums Entered Manually in the Group Benefits
Plans form are excluded. 2. The following are required values for this
import. [Benefit Plan ID, Network ID (if applicable based on plan
setup), Rate Group, Plan Type, Employee Gender (if applicable), Spouse
Gender (if applicable), Effective Date, Total Premium, Employee
Premium]. If the import file is missing any required values, you will
see an error message stating {Import Field Name} is required. 3. If the
Benefit Plan ID on the import file a. does not exist in PrismHR, then
you will receive an error message stating Plan ID
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Benefits Administration User Guide © 2026 PrismHR 315 Chapter 6 Importing Benefits
Premium Rates Tobacco Rates The following table provides at a glance the rate template for Premium Rates Tobacco Rates.
Premium Rates Tobacco RatesBenefits Administration User Guide © 2026 PrismHR 316 Chapter 6 Importing Benefits
Group Benefit Plan Setup Rate Template (header) file &
Import FieldsA benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Network ID (if applicable). Family Rated Premiums = No 3. Rate Group (if applicable)
Termination Date = [blank] OR Date > current date 4. Plan Type
Rate Group for Premium Rates = Yes or No 5. Employee Gender (if applicable) Tobacco Banded Rates = Yes 6. Spouse Gender (if applicable) Gender Banded Rates = Yes or No 7. Effective Date Spouse Gender Banded = Yes or No 8. From Age Wellness Banded Rates = N/A with Tobacco, will be grayed out 9. To Age when Tobacco=Yes 10. Non-Tobacco Premium Age Banded Medical Rates = Yes or No 11. Tobacco Premium Premium Rates Vary By Network = Yes or No 12. Dependents (Spouse Non- Tobacco) 13. Dependents (Spouse Tobacco)
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing your import file using this template: 1. For Plan ID a. You can only select an active plan for the import. If you select a plan that is terminated you will get an error message stating Plan ID is Terminated. Not valid for Import. b. If the Family Rate Premiums field under the Other Processing Parameters section on the Group Benefit Plans form is checked, then exclude family rated plans from the import. If not you will get an error message stating Plan ID has Family Rated Premiums. Not supported for Import. c. Medical, Dental and Vision plans are currently supported. If you select any other insurance class plans, you will get an error message stating Plan ID is [NAME] Insurance Class. Not supported for Import. d. Plans where the Manual Calculation field is set to Coverage & Premiums Entered Manually in the Group Benefits Plans form are excluded. 2. The following are required values for this import. [Benefit Plan ID, Network ID (if applicable based on plan setup), Rate Group (if applicable), Plan Type, Employee Gender (if applicable), Spouse Gender (if applicable), Effective Date, Non-Tobacco Premium, Tobacco Premium, Dependents (Spouse Non-Tobacco) (if applicable), Dependents (Spouse Tobacco) (if applicable)]. If the import file is missing any required values, you will see an error message stating {Import Field Name} is required. 3. If the Benefit Plan ID on the import file
Benefits Administration User Guide © 2026 PrismHR 317 Chapter 6 Importing Benefits
a. does not exist in PrismHR, then you will receive an error message stating Plan ID <Plan ID> does not
exist.
b. is more than 25 characters, you receive an error message stating Benefit Plan ID must be 25 characters
or less.
c. is NOT in the list of Benefit Plan IDs in the Template Builder you will receive an error message stating
Plan ID <Plan ID> is not in the Template Builder and cannot be included in this Rate Template.Benefits Administration User Guide © 2026 PrismHR 318 Chapter 6 Importing Benefits
a. does not exist under the section Plan Types on the Group Benefit Plans form, you will receive an error
stating Plan Type <Plan Type> does not exist on the Plan ID <Plan ID>.
b. has a Coverage Class of Single (employee) coverage on the Group Benefits Plan Types form and the
import file also has Dependents (Spouse Non-Tobacco) OR Dependents (Spouse Tobacco), you will
receive an error stating Dependent Premium is not allowed for an Employee Only Plan Type..Premium Rates Vary by Network The following table provides at a glance the rate template for Premium Rates Vary by Network.
Premium Rates Composite Rates
Group Benefit Plan Setup Rate Template (header) file & Import FieldsBenefits Administration User Guide © 2026 PrismHR 319 Chapter 6 Importing Benefits
A benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Network ID Family Rated Premiums = No 3. Plan Type
Termination Date = [blank] OR Date > current date 4. Effective Date
Rate Group for Premium Rates = No 5. From Age 6. To Age Tobacco Banded Rates = No 7. Total Premium Gender Banded Rates = No 8. Employee Premium Spouse Gender Banded = No 9. Dependents Premium Wellness Banded Rates = No Age Banded Medical Rates = Yes or No Premium Rates Vary By Network = Yes
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premiums field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premiums. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import.. d. Plans where the Manual Calculation field is
set to Coverage & Premiums Entered Manually in the Group Benefits
Plans form are excluded. 2. The following are required values for this
import. [Benefit Plan ID, Network ID, Plan Type, Effective Date, Total
Premium, Employee Premium]. If the import file is missing any required
values, you will see an error message stating {Import Field Name} is
required. 3. If the Benefit Plan ID on the import file a. does not exist
in PrismHR, then you will receive an error message stating Plan ID
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a. If Age Banded Medical Rates = No, then only one line of rate is allowed.
i. If the import file has more than one rate for the same Effective Date then you will receive an error
message stating Plan ID <Plan ID> is not setup as age banded. Therefore, only one age band is
allowed (0 to 99).
ii. If the From Age and To Age fields are on the import file, then the From Age must be 0 and To Age
must be 99. If any other value is entered, you will receive an error message stating From Age must
be 0. To Age must be 99.
iii. If the From Age and To Age fields are blank on the import file, then PrismHR will import the values of
0 for the From Age field and 99 for the To Age field.
b. If Age Banded Medical Rates = Yes, then multiple lines of age rates are allowed (For example: age 0 - 19,
20-39, 40-59, 60-99). However:
i. If import file is set up with overlapping From Age and To Age for same Effective Date combination,
you will receive an error message stating Age Bands cannot overlap.
ii. Import file should not have gaps between age bands. For example you cannot have age bands like 0-
19, 20-29, 31-39 since the To Age of 29 and From Age of 31 have a gap. If there are gaps, you will
receive an error message stating Age gaps are not permitted in Age Banded Rates.
iii. The From Age and To Age fields must be a whole number >=0, otherwise you will receive an error
message stating [From Age/To Age] must be a whole number >=0 From Age or To Age = whichever is
applicable to error.
iv. Initial From Age must be 0, otherwise the import will fail with an error message stating Initial From
Age must be 0.Benefits Administration User Guide © 2026 PrismHR 321 Chapter 6 Importing Benefits
Plan Types form, then Employee Premium must equal Total Premium, otherwise the import will fail with the
following error message:
a. Plan Type Coverage Class can be found in Group Benefit Plan Types in the Coverage Class field.
b. Plan Type <Plan Type> has Coverage Class Single. Employee Premium must equal Total Premium.Premium Rates Wellness Rates The following table provides at a glance the rate template for Premium Rates Wellness Rates.
Premium Rates Wellness Rates
Group Benefit Plan Setup Rate Template (header) file &
Import FieldsBenefits Administration User Guide © 2026 PrismHR 322 Chapter 6 Importing Benefits
A benefit plan setup as follows: 1. Benefit Plan ID Insurance Class = Medical, Dental or Vision 2. Rate Group (if applicable) Family Rated Premiums = No reset and disabled when 3. Plan Type Wellness=Yes 4. Effective Date Termination Date = [blank] OR Date > current date 5. From Age Rate Group for Premium Rates = Yes or No 6. To Age Tobacco Banded Rates = N/A with Wellness, disabled when 7. Wellness Premium Wellness=Yes 8. Non-Wellness Premium Gender Banded Rates = N/A with Wellness, disabled when 9. Dependent Premium Wellness=Yes Spouse Gender Banded = N/A with Wellness, disabled when Wellness=Yes Wellness Banded Rates = Yes Age Banded Medical Rates = Yes or No Premium Rates Vary By Network = Networks not supported with Wellness
Note: You must have access to premium rates form to perform this action.
Please make a note of the following errors to avoid while preparing
your import file using this template: 1. For Plan ID a. You can only
select an active plan for the import. If you select a plan that is
terminated you will get an error message stating Plan ID is Terminated.
Not valid for Import. b. If the Family Rate Premiums field under the
Other Processing Parameters section on the Group Benefit Plans form is
checked, then exclude family rated plans from the import. If not you
will get an error message stating Plan ID has Family Rated Premiums. Not
supported for Import. c. Medical, Dental and Vision plans are currently
supported. If you select any other insurance class plans, you will get
an error message stating Plan ID is [NAME] Insurance Class. Not
supported for Import. d. Plans where the Manual Calculation field is set
to Coverage & Premiums Entered Manually in the Group Benefits Plans
form are excluded. 2. The following are required values for this import.
[Benefit Plan ID, Rate Group (if applicable), Plan Type, Effective Date,
Wellness Premium, Non-Wellness Premium, Dependent Premium (if
applicable)]. If the import file is missing any required values, you
will see an error message stating {Import Field Name} is required. 3. If
the Benefit Plan ID on the import file a. does not exist in PrismHR,
then you will receive an error message stating Plan ID
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b. is more than 25 characters, you receive an error message stating Benefit Plan ID must be 25 characters
or less.
c. is NOT in the list of Benefit Plan IDs in the Template Builder you will receive an error message stating
Plan ID <Plan ID> is not in the Template Builder and cannot be included in this Rate Template.Benefits Administration User Guide © 2026 PrismHR 324 Chapter 6 Importing Benefits
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.Benefits Administration User Guide © 2026 PrismHR 325 Chapter 6 Importing Benefits
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.Benefits Administration User Guide © 2026 PrismHR 326 Chapter 6 Importing Benefits
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.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.
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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)
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 areBenefits Administration User Guide © 2026 PrismHR 328 Chapter 6 Importing Benefits
Field Description
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:
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.Benefits Administration User Guide © 2026 PrismHR 329 Chapter 6 Importing Benefits
Field Name Description Required
$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
$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 NoBenefits Administration User Guide © 2026 PrismHR 330 Chapter 6 Importing Benefits
Field Name Description Required
$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
$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
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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. 6. 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.
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Code Name Description 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. 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.
Importing Benefit Enrollments Use the Benefit Import process to enroll employees in group benefit plans using the information in an external data file. The process requires you to set up a data file and a benefit import definition. You can set up the data file either before you begin the import or from within the Benefits Import form. You must set up company benefits and benefit rules before using this process. See “Benefit Groups” and “Benefit Rules” in the Benefits Administration User Guide for more information.
To set up the data file: 1. Create an Excel spreadsheet that includes at least the following columns of information in the same order as in the template. The data file must be either tab-delimited or comma-delimited. • Action Code • Company ID • Employee ID, Employee SSN, or Employee Clock Number • Benefit Plan ID • Benefit Plan Type • Effective Date 2. Save the spreadsheet in either CVS or TXT format.
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To set up the import definition: XLS Field Name Field # Type Length Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY 2 A 7 R A valid Company ID C EMPLOYEE_ID 3 A 6 R A valid Employee ID D OFFER_TYPE 4 A 3 R A valid Offer Type. E EFFECTIVE_DATE 5 D 10 R MM-DD-YYYY format F PLAN_ID 6 A 10 R A valid Benefit Plan ID G PLAN_TYPE 7 A 2 R A valid Plan Type. H DEDN_START 8 N 10 O Deduction Start Date, MM-DD-YYYY format I DEDN_ENDS 9 D 10 O Deduction End Date, MM-DD-YYYY format J SECTION_125 10 D 1 O Indicate Section 125 Y/N? K NETWORK 11 A 10 R Network ID, if network plans are included L DOCTOR_ID 12 A 1O O Employee’s Primary Care Physician ID M DOCTOR_NAME 13 A 20 O Name of employee’s Primary Care Physician N EE_COVERAGE 14 N 10 O Employee Coverage Amount O SPS_COVERAGE 15 N 10 O Spouse Coverage Amount P DPN_COVERAGE 16 N 10 O Dependent Coverage Amount Q EE_GI_OVER 17 N 10 O Employee’s Guaranty Issue Overlimit Amount R SP_GI_OVER 18 N 10 O Employee Spouse’s Guaranty Issue Overlimit Amount S DP_GI_OVER 19 N 10 O Employee Dependent’s Guaranty Issue Overlimit Amount T PREMIUM 20 N 10 O Benefit Premium Amount U CONTRIB 21 N 10 O Employee Contribution Amount V DEPN_ID 22 N 4 R Dependent ID if covered
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XLS Field Name Field # Type Length Req? Description
W DEPN_DOCTOR_ID 23 A 10 O Dependent’s Primary Care Physician ID X DEPN_DOCTOR_NAME 24 A 20 O Dependent’s Primary Care Physician Name Y BENEF_ID 25 N 4 O Beneficiary ID Z BENEF_TYPE 26 A 1 O Beneficiary Type (P/C) AA BENEF_PCNT 27 N 6 O Percent of Beneficiary Coverage AB BENEF_PREC 28 N 6 O Beneficiary Precedence AC WAIVE_REASON 29 A 20 O Reason for waiving coverage AD ENROLL_STATUS 30 A 2 O Employee Enrollment Status AE COVRD_DATA 31 A 20 O Employee and Dependent IDs covered
To import benefit enrollments:
1. Click (Back Office).
2. From Operations|Import Processing, select Benefits Import.
3. In Import Definition Template, select the name of the benefit import template. The system shows the
field number and field label that must be included in the data file in the order shown.
4. If the data file was not already set up, create it using the instructions at the beginning of this topic.
5. Click Find File. The Upload a File window opens.
6. In Pick a file to upload, click Choose File, select the data file, and click submit. When you are notified that
the file was uploaded, click Close. You return to the Benefits Import page and the name of the selected
data file is shown in Filename.
7. Click Import. A progress box displays the status.
8. When the progress box shows that the process is complete, click Close to return to the Benefits Import
page or Report to open the Job Control Status Report.Note: While importing a benefit plan, the Max Days Back Dating value is used to validate a benefit plan that is to be terminated.
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.
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To upload and import benefit adjustments, do the following:
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. • 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.
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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 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.
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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.
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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.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.
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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 Company Benefits Use the following procedures to create the benefit import file and import benefits information into the system from a tab-delimited text file.
Note: The PrismHR Customer Support Team provides import file templates for Company Benefits, Group Benefit Plans, Flex Spending Plans, and Benefit Rules. To download these templates, search for Knowledge Base article Import Template for Company Benefits in the Customer Resource Center.
Creating the Company Benefits Import File You must create the Company Benefits Import file to convert your company benefits data. The following tables show the layout for the tab-delimited text file. You can use the field names listed in the tables as headers in the Benefits Import file: If you used the Definition ID NGBEPOST to import group benefit plans, use the field names provided in the following table. (PrismHR Benefits Enrollment only.) XLS Field Name Field # Type Length Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY 2 A 7 R A valid Company ID C EMPLOYEE_ID 3 A 6 R A valid Employee ID D OFFER_TYPE 4 A 3 R A valid Offer Type. E EFFECTIVE_DATE 5 D 10 R MM-DD-YYYY format F PLAN_ID 6 A 10 R A valid Benefit Plan ID
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XLS Field Name Field # Type Length Req? Description
G PLAN_TYPE 7 A 2 R A valid Plan Type. H DEDN_START 8 N 10 O Deduction Start Date, MM-DD-YYYY format I DEDN_ENDS 9 D 10 O Deduction End Date, MM-DD-YYYY format J SECTION_125 10 D 1 O Indicate Section 125 Y/N? K NETWORK 11 A 10 R Network ID, if network plans are included L DOCTOR_ID 12 A 1O O Employee’s Primary Care Physician ID M DOCTOR_NAME 13 A 20 O Name of employee’s Primary Care Physician N EE_COVERAGE 14 N 10 O Employee Coverage Amount O SPS_COVERAGE 15 N 10 O Spouse Coverage Amount P DPN_COVERAGE 16 N 10 O Dependent Coverage Amount Q EE_GI_OVER 17 N 10 O Employee’s Guaranty Issue Overlimit Amount R SP_GI_OVER 18 N 10 O Employee Spouse’s Guaranty Issue Overlimit Amount S DP_GI_OVER 19 N 10 O Employee Dependent’s Guaranty Issue Overlimit Amount T PREMIUM 20 N 10 O Benefit Premium Amount U CONTRIB 21 N 10 O Employee Contribution Amount V DEPN_ID 22 N 4 R Dependent ID if covered W DEPN_DOCTOR_ID 23 A 10 O Dependent’s Primary Care Physician ID X DEPN_DOCTOR_NAME 24 A 20 O Dependent’s Primary Care Physician Name Y BENEF_ID 25 N 4 O Beneficiary ID Z BENEF_TYPE 26 A 1 O Beneficiary Type (P/C) AA BENEF_PCNT 27 N 6 O Percent of Beneficiary Coverage AB BENEF_PREC 28 N 6 O Beneficiary Precedence AC WAIVE_REASON 29 A 20 O Reason for waiving coverage AD ENROLL_STATUS 30 A 2 O Employee Enrollment Status AE COVRD_DATA 31 A 20 O Employee and Dependent IDs covered
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If you used the Definition ID NGBEFSPOST to import flexible spending plans, use the field names provided in the following table. (PrismHR Benefits Enrollment only.) XLS Field Name Field # Type Lgth. Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY 2 A 7 R A valid Company ID C EMPLOYEE_ID 3 A 6 R A valid Employee ID D OFFER_TYPE 4 A 3 R A valid Offer Type. E EFFECTIVE_DATE 5 D 10 R MM-DD-YYYY format F PLAN_ID 6 A 10 R A valid Flex Plan ID G PLAN_TYPE 7 A 2 R A valid Plan Type. H PLAN_YEAR 8 N 4 O MM-DD-YYYY format I PLAN_OVERD_START_ 9 D 10 O MM-DD-YYYY format DATE J PLAN_OVERD_END_DATE 10 D 10 O MM-DD-YYYY format K ACCOUNT_TYPE 11 A 4 O MM-DD-YYYY format L ELECTION 12 N 10 O Employee election amount. M ACCOUNT_OVERD_ 13 D 10 O MM-DD-YYYY format START_DATE N ACCOUNT_OVERD_END_ 14 D 10 O MM-DD-YYYY format DATE O MATCH 15 N 10 R Employee match amount
If you used any other Definition ID, use the field names in the following table. XLS Field Name Field # Type Length Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY.ID 2 A 7 R A valid COMPANY.MASTER item.
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XLS Field Name Field # Type Length Req? Description
C PLAN.CLASS 3 A 1 R • G - Group • F - Flexible Spending • H - HSA Match • R - Retirement • M - Employer Match
D PLAN.ID 4 A 10 R Needs to be an existing Group Benefit Plan BENEFIT.PLANS item for Plan Class G. E STATUS 5 A 2 R A or T F START.DATE 6 A 10 R MM-DD-YYYY format G STOP.DATE 7 A 10 R MM-DD-YYYY format H COMPANY.BENE.TPA.OVER RIDE 8 A 10 O Allows a TPA code to be associated with a Plan at the COMPANY level, where needed. I RATE.GROUP 9 A 6 O Must be an existing rate group RATE.GROUPS item. J PEND.RATE.GROUP 10 A 6 O Must be an existing rate group RATE.GROUPS item. K PEND.RATE.GROUP.DATE 11 D 10 O MM-DD-YYYY format L BEN.TEMPL.ID 12 A 15 O Must be an existing Benefit Rule Template. M BENE.PREPAY 13 A 1 R Y or N N PREPAY.OFFSET 14 A 1 O Y, N, or null value O YRLY.DEDNS 15 N 2 R 48 or 52
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XLS Field Name Field # Type Length Req? Description
P BEN.COV.ENDS 16 A 3 R • T - Benefit coverage ends on termination date • E - Benefit coverage ends on the end of the month • D{99} - where 99 is day of the month coverage ends. (For example, if coverage ends on 14th of month, enter “D14”.) • X - If the employee’s termination date in on or before the 15th of the month, then coverage ends on the 15th, otherwise coverage ends at the end of the month (PrismHR only)
Q BENE.CAFE.ELIG 17 A 1 O Y, N, or null value
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XLS Field Name Field # Type Length Req? Description
R BENE.FIL.FREQ 18 A 2 O • P - Pay Period • M - Monthly • M2 - Monthly, Start Dedn Period 2 • M3 - Monthly, Start Dedn Period 3 • M4 - Monthly, Start Dedn Period 4
S DEDUCT.CYCLE 19 A 2 O • P - Pay Period • M - Monthly • M2 - Monthly, Start Dedn Period 2 • M3 - Monthly, Start Dedn Period 3 • M4 - Monthly, Start Dedn Period 4
T OVER.MONTH 20 N 2 O Must be in a range of 1 to 12. U OVER.DAY 21 N 2 O Must be in a range of 1 to 28. V FRINGE.PAY.CODE 22 A 10 O Must be a valid Fringe Benefit Pay Code W HI.MED.BASE.PLAN 23 A 8 O Must be an existing Medical Benefit Plan X BENE.GROUP.1 24 A 6 O Must be a valid Company Benefits Group Y HI.MED.CALC.1 25 A 1 O Must be Y or N
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XLS Field Name Field # Type Length Req? Description
Z BENE.GROUP.2 26 A 6 O Must be a valid Company Benefits Group AA HI.MED.CALC.2 27 A 1 O Must be Y or N AB BENE.GROUP.3 28 A 6 O Must be a valid Company Benefits Group AC HI.MED.CALC.3 29 A 1 O Must be Y or N AD BENE.GROUP.4 30 A 6 O Must be a valid Company Benefits Group AE HI.MED.CALC.4 31 A 1 O Must be Y or N AF BENE.GROUP.5 32 A 6 O Must be a valid Company Benefits Group AG HI.MED.CALC.5 33 A 1 O Must be Y or N AH BENE.GROUP.6 34 A 6 O Must be a valid Company Benefits Group
AI HI.MED.CALC.6 35 A 1 O Must be Y or N AJ PREM.RISK.FACTOR.DATE.1 36 A 10 O MM-DD-YYYY format AK PREM.RISK.FACTOR.1 37 A 10 O Must be Y or N AL PREM.RISK.FACTOR.DATE.2 38 A 10 O MM-DD-CCYY format AM PREM.RISK.FACTOR.2 39 A 10 O Must be numeric AN PREM.RISK.FACTOR.DATE.3 40 A 10 O MM-DD-CCYY format AO PREM.RISK.FACTOR.3 41 A 10 O Must be numeric AP PREM.RISK.FACTOR.DATE.4 42 A 10 O MM-DD-CCYY format AQ PREM.RISK.FACTOR.4 43 A 10 O Must be numeric AR PREM.RISK.FACTOR.DATE.5 44 A 10 O MM-DD-CCYY format AS PREM.RISK.FACTOR.5 45 A 10 O Must be numeric AT PREM.RISK.FACTOR.DATE.6 46 A 10 O MM-DD-CCYY format AU PREM.RISK.FACTOR.6 47 A 10 O Must be numeric
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XLS Field Name Field # Type Length Req? Description
AV PEND.PREM.RATE.GROUP 48 A 6 O Must be an existing rate group RATE.GROUPS item.
AW PEND.PREM.RATE.GROUP.DATE 49 D 10 O MM-DD-YYYY format
Importing Company Benefit Information Use the following procedure to import company benefit information from a tab-delimited text file that will populate the Company Benefits form.
To import the company benefits import file: 1. Go to Operations Management > Process > Import Processing > Benefit Import Processing > Company Benefits Import. The Company Benefits Import form opens.
Use this option To define this
Import Pc The path to the location where the import file is stored.
Folder
Import Pc The filename of the import file. It must be a tab delimited text file, including the
Filename file extension (.TXT).Client Benefit Plan Import Fields Before you can working with client benefit plan import fields, you must first you assign plans to the client. Then you can assign benefit rules to the client. For more information, see the Benefits Administration Guide. The import process includes the following fields:
Code Attribute Field Description ID PREMIUM.RATE.GROUP 88 The premium rate group BEN.COV.ENDS.DAY 5 Coverage ends on a certain day. USE.WASH.RULE 102 Use billing wash rule? WASH.RULE.DAY 103 Billing wash rule day. Used when USE.WASH.RULE is enabled. NETWORK.SELECT.RULE 77 Network selection rule.
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Code Attribute Field Description ID CARRIER.ACCT 80 Carrier account. DEFAULT.NETWORK 59 Default network ID. BEN.AUTO.ENROLL.DECISION 62 Auto enroll in benefits? OE.NO.AUTO.TERM 90 Suppress O/E Auto Term. PLAN.SUP.BENADJ 92 Suppress Benefit Adjustment on Employee Termination. RULE.DATE.TO.USE 97 Rule Date to Use for Take-On. MIN.PREMIUM.RATE.DATE 95 Earliest Premium Rate Date to Use. MIN.BILLING.RATE.DATE 96 Earliest Billing Rate Date to Use. ADD.TO.401K 91 Add to retirement pay. PREM.RISK.NETWORK.1 28.1 Risk factor with network. PREM.RISK.NETWORK.2 28.2 PREM.RISK.NETWORK.3 28.3 PREM.RISK.NETWORK.4 28.4 PREM.RISK.NETWORK.5 28.5 PREM.RISK.NETWORK.1 28.6 PARTICIPATION.REQ.OPTION 99 Participation requirement option. PARTICIPATION.REQ.DATE 100 Participation requirement start date. PARTICIPATION.REQ.PERC 101 Participation requirement percentage.
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.
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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.
Benefit Rules Import Fields Disability and life plans are supported with the following field codes:
Prism Code Attribute ID Field Description PLAN.APPLICATION.URL 79 The plan’s application URL PLAN.APPLICATION.DESC 80 The plan’s application description. MULTIPLIER 14 The pay multiplier. ROUND.METHOD.120 120 The rounding method. ROUND.TIMING 38 Round before or after. COVERAGE.MIN 57 Coverage minimum. COVERAGE.MAX 17 Coverage maximum. COVERAGE.AMT 18 Coverage amount. ADD.TO.COV 19 Add to calculated coverage. LIFE.YOS 73 Years of service for life. LIFE.YOS.PAY.MULT 74 Pay multiplier for life. MULT.PAY.CODE 37 Multiplier pay basis. PERCENT.BASE.115 115 Percentage base. BENEFIT.AMT 16 The benefit amount. LTD.YOS 75 Years of service for long term disability.
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Prism Code Attribute ID Field Description LTD.MAX.COVERAGE 76 Maximum coverage for long term disability. LTD.BASE.CALC 37 Alternate base calculation for long term disability. FROM.SALARY.D 41 From annual salary. TO.SALARY.D 42 To annual salary. LTD.STD.COV 43 Coverage for short and long term disability. NETWORK.STOP.DATE 72 Network availability stop date.
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:
Column Number The corresponding column number for the imported data.
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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.
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.
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To upload and import plan comparison data, do the following:
Click (Back Office), then select Data Import Tool on the Operations|Import Processingmenu.
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.
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Chapter 7 Enrolling Employees in Retirement Plans To enroll employees in retirement plans, use the Retirement Plan Enrollment form. When an employee is enrolled in a retirement plan, PrismHR automatically adds the deduction to the employee’s deduction form. You can access other information and settings using the Actions menu: • Loan Details: View information about the employee’s retirement loans. • Enrollment Audit: View information about the employee’s retirement plan enrollment. • Details Audit: View information about the employee’s retirement plan deductions.
Retirement Plan Enrollment Use the Retirement Plan Enrollment form to enroll employees in retirement plans. Once the employee is enrolled in a retirement plan, PrismHR automatically adds the deduction to the employee’s deduction form. Use the panels to specify the plan information for the employee: • Setting General Retirement Plan Enrollment Information (page 353) • Defining Financial Details for Retirement Plan Enrollment (page 355) • Establishing Election Details (page 355) • Including and Excluding Pay Codes for Retirement Plan Enrollment (page 358) • Defining Extra Contributions for Retirement Plan Enrollment (page 359) • Defining Override and Deferral Limits for Retirement Plan Enrollment (page 360) • Adding or Editing Employee Retirement Loans (page 360) • Creating or Editing Retirement Register Adjustments (page 361) You can access other information and settings using the Actions menu : • Enrollment Audit: View information about the employee’s retirement plan enrollment. • Details Audit: View information about the employee’s retirement plan deductions.
Setting General Retirement Plan Enrollment Information To set up general retirement plan information for an employee, use the Retirement Plan Enrollment panel in the Retirement Plan Enrollment form.
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A Quicklink to the Employee Retirement Plan Register form is on the top right of the Retirement Plan Enrollment form, which will display only after the Employee and the Retirement Plan fields are selected on the Retirement Plan Enrollment form. This provides ease of access to the Employee Retirement Plan Register form for the selected employee directly from the Retirement Plan Enrollment form. When you click the Quicklink to the Employee Retirement Plan Register form from the Retirement Plan Enrollment form. The Employee Retirement Plan Register form opens in a modal where: • The Employee ID field is auto-populated from the Retirement Plan Enrollment form. • The Plan ID drop-down field will have all the retirement plans for the employee selected on the Retirement Plan Enrollment form. You can select one of them. • The Employee Retirement Plan Register modal form behaves the same way as the regular Employee Retirement Plan Register form. You can select the other fields as necessary to view the relevant information.
Note: This Quicklink will not be visible if you do not have access to the Employee Retirement Plan Register form.
To set up general retirement plan information for an employee: 1. Open the Retirement Plan Enrollment form.
Use this option To define this
Employee The Employee for the retirement plan. Either type the name or ID
to display list of matching employee records, click Employee to
open the search window. If the employee is already enrolled in a
plan, that information displays.
Next Pay Date Displays informational value for the Next Pay Date that helps you
to quickly identify the next regularly scheduled payroll batch date
during the enrollment process.
Retirement Plan The retirement plan in which to enroll the employee. Employees
can enroll in only one retirement plan at a time. If you enter a
different plan from the one in which the employee is enrolled, the
system prompts you to confirm that you want to enroll the
employee in the new plan.
Status The status of the retirement plan enrollment.
Status Date The date on which the status becomes effective.
Eligible for Match Whether the employee is eligible for match, as determined by the
system. You can override this by enabling or clearing the option.
Match Starts On The date when the matching contribution begins. The system
calculates the default date based on the employee's eligibility.Benefits Administration User Guide © 2026 PrismHR 354 Chapter 7 Enrolling Employees in Retirement Plans
Defining Financial Details for Retirement Plan Enrollment To establish financial information for the retirement plan, use the Financial Details panel on the Retirement Plan Enrollment form.
To set up financial information for a retirement plan: 1. In the Financial Details panel.
Use this option To define this
Payment Cycle The frequency with which the employee's loan payment is
deducted. If the employee does not have a loan, leave the Loan
Payment Cycle set to Pay Period.
Retirement Benefit Group The retirement benefit group to which this employee belongs.
Defined on the Employee Details form Work tab. This is a read-only
field.
Take Flat on Supplemental Whether to deduct the elective amount from supplemental pay
vouchers. Flat elective amounts are not normally taken from
supplemental pay.
Catch-Up Starts at Limit Whether the employee’s catch-up contribution deduction should
start only after the regular deferral limit is reached.
Catch-Up Deduction Stop Date The date on which to stop catch-up contribution deductions (both
401(k) and Roth).
Beneficiary Designation Received Whether the company received a beneficiary designation for the
retirement plan.Establishing Election Details To establish retirement plan election information, use the Election Details panel in the Retirement Plan Enrollment form. The percent and amount settings in this panel are mutually exclusive. Define either a percentage or a flat amount, not both. You can set a maximum percent only for the Elective Amount field.
To set up general retirement plan information for an employee: 1. Open the Election Details panel.
Use this option... To define this...
Effective Date Whether to edit an existing effective date or establish a newBenefits Administration User Guide © 2026 PrismHR 355 Chapter 7 Enrolling Employees in Retirement Plans
Use this option... To define this...
effective date.
New Effective Date A new effective date. The new record populates with the
information entered in the Election Details panel on the previous
record.
Delete Effective Date icon Click this hyperlink to delete the enrollment details effective as of
the Effective Date for the employee.
Elective Percent / Elective Amount The elective percentage or amount in dollar that the employee
elects to defer on a pre-tax basis. They can select to choose the
amount between dollar or percent from the drop-down.
Auto Escalation? This field will display only if the Auto Escalator field is checked for
this retirement plan on the Benefit Plan Setup form.
• Unchecked – Auto Escalation does not apply.
• Checked – Auto Escalation applies to an Elective Percent.
You can select this checkbox only when:
• Elective Type has a value in the Amount field which is greater
than 0 and Percent is selected.
• Elective Type has a value in the Amount field which is greater
than 0 with Percent selected and additional values exist in the
Employee Contributions table.
Note: Additionally, when an employee is auto enrolled in a
retirement plan, the Auto Escalation? field is automatically
checked.
• When you flag the Auto Escalation? field then, the Payroll
Calculation process triggers a retirement auto enrollment
record to be created for eligible employees using the
calculated date with the defined auto enrollment percent
(between 3% - 10%) up to the maximum defined amount which
is set on the Benefit Plan Setup form.
• Also, when an existing retirement plan enrollment has the
Auto Escalation? field flagged and has a Next Auto Escalation
Date which is less than or equal to the calculated payroll, then
a new Election Detail is automatically created with an Effective
Date equal to the defined Next Auto Escalation Date. The
value in the Amount column for Elective Percent field reflects
the prior election amount in addition to the auto escalation
percent.Benefits Administration User Guide © 2026 PrismHR 356 Chapter 7 Enrolling Employees in Retirement Plans
Use this option... To define this...
Please note the following validations on the Retirement Plan
Enrollment form:
• For an existing Retirement Plan Enrollment record, when the
Auto Escalation? field is checked and if you change value in
any field which affects employee election amounts for
contributions, then while saving the form a warning message
displays.
• You cannot select the Auto Escalation? checkbox if you are
using Dollar as the value for Elective contribution method. If
you use the Dollar as the value and select the Auto Escalation?
checkbox, then a warning message displays.
Next Auto Escalation Date It is a read-only field which displays the next escalation date. This
field is displayed only if you have checked the Auto Escalation?
field.
Not to exceed this percent of If you have entered an elective amount, and you do not want that
retirement pay amount to exceed a certain percentage of retirement pay, enter it
here.
Catch-Up Percent The employee's elective contribution for catch-up contributions.:
Catch-Up Amount • The Catch-Up Percent that the employee elects to defer on a
pre-tax basis.
• The Catch-Up Amount that the employee elects to contribute
on a pre-tax basis.
Roth Percent Either of the following values:
Roth Amount • The Roth Percent the employee elects to contribute.
• The Roth Amount the employee elects to contribute.
Roth Catch-Up Percent The employee's elective contribution for Roth contributions. Either
of the following values
Roth Catch-Up Amount
• The Roth Catch-Up Percent the employee elects to contribute.
• The Roth Catch-Up Amount the employee elects to contribute.
Post-Tax Percent The post-tax contribution value. Either of the following values:
Post-Tax Amount • The Post-Tax Percent the employee elects to defer on a post-
tax basis.
• The Post-Tax Amount the employee elects for post-tax
contributions.Benefits Administration User Guide © 2026 PrismHR 357 Chapter 7 Enrolling Employees in Retirement Plans
Use this option... To define this...
Key Employee Whether the employee is a key employee for the purpose of 401(k)
plan discrimination testing and reporting.
Highly Compensated Whether the employee is highly compensated for the purpose of
401(k) plan discrimination testing and reporting.
Ownership Percent The Ownership Percent.
Mandatory Roth Catch-up Participant For a Highly Paid Employee (HPE), this read-only Mandatory Roth
Catch-up Participant panel tracks if the employee met or exceeded
the HPE threshold in the prior tax year. For example, for tax year
2024, if the employee met this threshold, then the Retirement
Year record would be entered as 2025 with the HPE Prior Year
option selected as Yes.
The table is displayed only when you select a plan and provide an
effective date and the data is fetched from the Other tab on the
Employee Details form.Note: When you create a new Retirement Election detail, if the Prohibit Deductions is checked for that Retirement Plan Deduction Code on the Retirement Plans form, then the corresponding Retirement Plan Enrollment Election Type field(s) is disabled. Also, if a previous election exists with values in the prohibited Election Type, the new effective date does not populate data in to the prohibited (now disabled) field.
Including and Excluding Pay Codes for Retirement Plan Enrollment To specify the included and excluded pay codes for an employee’s retirement plan, use the Exclude/Include Pay Codes panel in the Retirement Plan Enrollment form.
To define the included and excluded pay codes for an employee’s retirement plan: 1. Open the Exclude/Include Pay Codes panel.
Use this option To define this
Include/Exclude Pay Code drop-down Whether to include or exclude pay codes for the employee's
retirement plan.
Pay Code Each pay code that is included or excluded from the retirement
deferral calculation for the employee.Benefits Administration User Guide © 2026 PrismHR 358 Chapter 7 Enrolling Employees in Retirement Plans
Defining Extra Contributions for Retirement Plan Enrollment To establish extra retirement contributions for the employee, use the Extra Contributions panel in the Retirement Plan Enrollment form
To define extra retirement contributions: 1. Open the Extra Contribution panel. 2. Complete the following fields as needed:
Use this option To define this
Elective amount The elective amount contribution to deduct. The amount you enter
is fixed in Dollars only. You cannot change it to percent.
Roth amount The Roth amount contribution to deduct. The amount you enter is
fixed in Dollars only. You cannot change it to percent.
Elective Match The effective match amount contribution to deduct. Enter the
amount and select the type between dollars or percent that you
want to specify.
Non-Elective Contribution The non-elective contribution to deduct when the date and
voucher type criteria are met. Enter the amount in Dollars or
Percent.
Safe Harbor 1 Contribution The Safe Harbor 1 contribution to calculate. Enter the amount in
Dollars or Percent.
Safe Harbor 2 Contribution The Safe Harbor 2 contribution to calculate. Enter the amount in
Dollars or Percent.
Extra Voucher Types The extra voucher types on which to calculate the extra amounts,
either one or a combination of types.
Extra From Date When the system should process the extra amounts:
Extra Thru Date • To specify a one-time deduction, enter the Extra From Date.
This is the pay date on which to deduct the extra or match
amount; it must match a pay date for the employee.
• To deduct the extra amount for more than one pay period,
enter the Extra Thru Date when the deductions should stop.
Extra elective Net FICA Whether to subtract FICA from the extra elective or match
amountsBenefits Administration User Guide © 2026 PrismHR 359 Chapter 7 Enrolling Employees in Retirement Plans
Defining Override and Deferral Limits for Retirement Plan Enrollment To define an employee’s retirement plan deferral calculation limit amounts for a tax year, use the Employee Overrides/Deferrals panel in the Retirement Plan Enrollment form You might override the limit if you bring on a client where the employees were already contributing to a plan. For example, assume that an employee already contributed $6,000. Instead of taking the full $18,000, enter the $12,000 remaining for the current year.
To define override and deferral limits: 1. Open the Employee Overrides/Deferrals panel.
Use this option To define this
Tax Year The tax year associated with the retirement plan deferral limit
override for this employee.
Deferral Limit The deferral limit override amount for this employee.
Catch-Up Limit The catch-up limit override amount for this employee.Adding or Editing Employee Retirement Loans You can use this form to directly access existing employee retirement loan information for the selected Employee. If an employee has been in more than one retirement plan, only those Employee Retirement Loans that were processed for the selected Retirement Plan field will display. This section lists the employee retirement loans for the selected employee in an ascending order by Loan No. by default. This grid has the following columns: • Loan No. • Loan Amount • Loan Date • Deduction Start Date • Payment Amount • Pay Back Amount • Override Payment Amount • Override From Pay Date • Override To Pay Date • Paid Back To Date • Balance Due You can click on any of the column headers in the grid to sort the retirement loans as you choose.
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• Click a Loan No. from the list to open the loan details on the Employee Retirement Loans modal form with all corresponding data pre-populated that is tied to the Loan No. selected. • The Loan Number, Employee and the Retirement Plan fields are read only and populated from the Retirement Plan Enrollment form. • You can edit the other fields for this retirement loan. • Click Set up new loan to set up a new retirement loan for the selected employee on the Employee Retirement Loans modal form. • The Loan Number is pre-populated with a system generated number. You cannot edit this. • The Employee and the Retirement Plan fields are read only and auto-populated from the Retirement Plan Enrollment form You cannot edit this. • Enter the other required fields for this new retirement loan for this employee. • Click Save to save the new retirement loan for the employee. After saving the new retirement loan, it will appear in the list under the Employee Retirement Loans section on the Retirement Plan Enrollment form.
Creating or Editing Retirement Register Adjustments This section includes a Quicklink to the Import Retirement Plan Adjustment form. This provides ease of access to the Import Retirement Plan Adjustment form directly from the Retirement Plan Enrollment form. Once you import Retirement Plan Adjustments using this form, the imported transactions related to the selected employee for the selected client display in the Register Retirement Adjustments panel on the Retirement Plan Enrollment form. You can access existing employee retirement register adjustment information for the selected Employee, client, and Retirement Plan. If an employee has been in more than one retirement plan, only those Retirement Register Adjustments that were processed for the selected Retirement Plan field will display. By default, this section lists the existing employee retirement register adjustments in an ascending order by Transaction No.. This grid has the following columns: • Transaction No. • Transaction Date • Voucher Number • Annotation You can click on any of the column headers in the grid to sort the retirement register adjustments as you choose. • Click a Transaction No. from the list to open the retirement register adjustment details on the Retirement Register Adjustment modal form with all corresponding data tied to the Transaction No. • The Transaction, Employee, Employer ID and the Plan fields are read only and populated from the Retirement Plan Enrollment form. • You can edit the other fields for this retirement register adjustment. • Click New transaction to set up a new retirement register adjustment for the selected employee on the Retirement Register Adjustment modal form. • The Transaction is populated with a system generated number. You cannot edit this.
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• The Employee, Employer ID and the Plan fields are read only and auto-populated from the Retirement
Plan Enrollment form You cannot edit this.
• Enter the other required fields for this new retirement register adjustment for this employee.Changing Benefit Plans for Multiple Employees To migrate or terminate benefit plans for multiple employees at one time, use the Bulk Change Benefit Plan form.
To change benefit plans for multiple employees: 1. On the Client menu, select Client|Action > Bulk Change Benefit Plan. The Bulk Change Benefit Plan form displays. 2. To improve the response time for loading results, you can filter the results with the following criteria: • Control Group • Clients • Benefit Plans Click Continue. To load all results without filtering, do not select any criteria and click Continue. The load time is longer than normal.
Column Description
Ctrl Group A unique code describing the client control group. This value is defined
on the Client Details form on the Benefits tab.
Client ID The unique identifier for the client.
Client Name The name of the client.
Employee ID The unique identifier for the employee.
Employee Name The name of the employee.
Benefit Group The benefit group the employee is assigned.
Benefit Plan ID A unique identifier for the benefit plan.
Benefit Plan Description A brief description of the benefit plan.
Coverage Type A unique code describing the benefit plan type. For example, FAM for
family. This value is defined on the Group Benefit Plan Types form.
Enrollment Status A unique code describing the enrollment status. For example, A for
active. This value is defined on the Employee Statuses form.Benefits Administration User Guide © 2026 PrismHR 362 Chapter 7 Enrolling Employees in Retirement Plans
Use this option... To do this...
Migrate Benefit Plan To migrate employee enrollments to another benefit plan.
1. Click Migrate Benefit Plan. The Migrate Benefit Plan
dialog box displays.
2. In Benefit plan to migrate to, select the benefit plan to
migrate the selected employees.
3. In Effective Date, select the date for the change to take
effect.
4. Click Continue. To view a report of the changes, click View
Report. You can view and download the report at the time
you make changes. You cannot access the report after
viewing it the first time. To confirm and close the dialog
box, click Done.
Terminate Benefit Plan To terminate employee enrollments from benefit plans.
1. Click Terminate Benefit Plan. The Terminate Benefit Plan
dialog box displays.
2. In Termination Date, select the date for the employee
enrollment to terminate.
3. (Optional) To increase performance of the process, select
Suppress the normal calculation of benefits adjustments.
to prevent the process from creating any benefit
adjustments.
4. Click Continue. To view a report of the changes, click View
Report. You can view and download the report at the time
you make changes. You cannot access the report after
viewing it the first time. To confirm and close the dialog
box, click Done.Performing Bulk Changes to Retirement Plans Use the Bulk Change Retirement Plan form to perform a bulk change to retirement plan enrollment records from one plan to another. This operation updates the Plan ID on each employee’s plan enrollment record. Associated retirement plan loan records and standard deduction records are also updated with the new plan ID and deduction codes. You can run this process for all companies or for a single company.
Note: Client Access Group Security is enabled on this form.
To perform a bulk retirement plan change for a group of employees: 1. On the Back Office menu, select Operations|Action > Bulk Change Retirement Plan. 2. Click From Retirement Plan to select the plan ID you want to change.
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Changing an Employee’s Retirement Plan Use the Retirement Register Adjustment form to change an employee’s existing retirement plan information.
Note: To quickly access the Retirement Adjustments Import form, select Import Retirement Adjustments. You can use the Retirement Adjustments Import process to import 401(k) adjustment information and to generate an error report and a transaction report.
To change retirement plan information: 1. From the Benefit Enrollment Maintenance work center, select Retirement Enrollments|Retirement Register Adjustment. 2. Fill in these fields:
Use this option To define this
Transaction The Transaction ID of an existing transaction. Click New
Transaction to create a new adjustment.
Click Transaction to search and select an existing transaction.
Employee The employee whose retirement plan information is being
changed. Either type the name or ID to display a list of matching
employee records, or click Employee to open the search window.
Employer ID A valid employer ID for this employee. The default comes from the
Employee Details.
Plan The retirement plan for this transaction. The employee must be
enrolled in the plan.
Adjustment Date The adjustment date.
Annotation A note for this transaction for future reference.
ContributionsBenefits Administration User Guide © 2026 PrismHR 364 Chapter 7 Enrolling Employees in Retirement Plans
Use this option To define this
Retirement Earnings The amount of retirement earnings to update.
Employee Contribution The pre-tax elective retirement employee contribution.
Catch-up Contribution The pre-tax catch-up contribution adjustment amount.
Post Tax Contribution The post-tax contribution amount made by the employee.
ROTH Contribution The Roth contribution amount made by the employee.
ROTH Catch-up Contribution The Roth catch-up contribution adjustment amount.
Employer Contribution A employer contribution amount.
Non-Elective Contribution A non-elective contribution amount made on behalf of this
employee.
Safe Harbor Type 1 Contribution A Safe Harbor Type 1 contribution adjustment amount.
Safe Harbor Type 2 Contribution A Safe Harbor Type 2 contribution adjustment amount.
Successor Deferrals
Successor Retirement Deferral The amount of successor retirement deferral (pre-tax
contributions) made by the employee with a previous employer.
The system takes this amount into consideration when calculating
a deferral limit, but it is not reported to the third-party
administrator of the current plan.
Successor Catch-up Deferral The deferral amount (pre-tax catch-up contribution) made by this
employee with a previous employer.
Successor ROTH Deferral The Roth deferral amount (post-tax contribution) made by this
employee with a previous employer.
Successor ROTH Catch-up Deferral The Roth catch-up contribution amount (post-tax catch-up
contribution) made by this employee with a previous employer.
Note: The Successor Catch-up Deferral, Successor ROTH Deferral and Successor ROTH Catch-up Deferral
fields enable you to correct any previous retirement register adjustment entry amounts that caused the
employee to exceed the retirement deferral tax year limit. You can enter a negative amount for the
overage in the Successor Retirement Deferral field and a positive amount in the Successor Catch-up
Deferral field. Entering these values in the appropriate fields ensures that the desired tax year limits will
be referenced and applied.
Creating a new transaction with amounts on this form and then saving changes causes an adjustment
payroll voucher to be created. New successor deferral amounts are created in the Employee Tax Deferral
Register and then added to the payroll voucher at the bottom of the Benefits tab in the Retirement
amount display column. These amounts must match the amounts entered on the Retirement Register
Adjustment form:Benefits Administration User Guide © 2026 PrismHR 365 Chapter 7 Enrolling Employees in Retirement Plans
Use this option To define this
• Successor Catch-up Deferral
• Successor ROTH Deferral
• Successor ROTH Catch-up Deferral
Loan The loan ID against which to make a loan payment.
Loan Payment The loan payment amount.Displaying Employee Retirement Plan Totals To display employee retirement plan totals for the specified plan year and plan year period, use the Employee Retirement Plan Register form.
To display employee retirement plan totals: 1. Open the Employee Retirement Plan Register form.
Use this option To define this
Employee ID The Employee for the retirement plan. Either type the name or ID
to display list of matching employee records. Click Employee to
open the search window.
Plan ID Enter or select the Retirement Plan plan from the Select Plan
selector.
Plan Year The retirement plan year.
Plan Year Period The plan year period. The employee's current retirement plan
information displays.
Qualified Retirement Earnings The amount of qualified retirement earnings to update.
Elective Contributions (Pre-Tax) The pre-tax elective contribution amount of the employee.
Catch-Up Contributions (Pre-Tax) The pre-tax catch-up contribution amount of the employee.
Roth Contributions (Post-Tax) The post-tax Roth contribution amount of the employee.
Roth Catch-Up Contributions (Post- The post-tax Roth catch-up contribution amount of the employee.
Tax)
Employee Contributions (Post Tax) The post-tax elective contribution amount of the employee.
Employer Contribution The contribution amount made by the employer.Benefits Administration User Guide © 2026 PrismHR 366 Chapter 7 Enrolling Employees in Retirement Plans
Use this option To define this
Employer Non-Elective Contributions The non-elective contribution amount made by the employer.
Employer Safe Harbor Type 1 Employer's Safe Harbor Type 1 contribution amount.
Contribution
Employer Safe Harbor Type 2 Employer's Safe Harbor Type 2 contribution amount.
Contribution
Successor Retirement Deferral The amount of successor retirement deferral (pre-tax
contributions) made by the employee with a previous employer.
The system takes this amount into consideration when calculating
a deferral limit, but it is not reported to the third-party
administrator of the current plan.
Successor Catch-up Deferral The deferral amount (pre-tax catch-up contribution) made by this
employee with a previous employer.
Successor ROTH Deferral The Roth deferral amount (post-tax contribution) made by this
employee with a previous employer.
Successor ROTH Catch-up Deferral The Roth catch-up contribution amount (post-tax catch-up
contribution) made by this employee with a previous employer.
PEO Contribution The contribution made by the PEO.
Employee Retirement Loan Payments The retirement loan payments made by the employee.The form also displays an interactive bar charts to visualize employee earnings, contributions, and employer contributions against applicable IRS limits. Once you select an Employee ID, Plan ID, and Plan Year, then the new bar charts displays Year-to-Date totals up to four charts: l 401K Earnings vs. Annual Compensation l Employee Contributions l HPE Employee Contributions - It is displayed only for HPE employees only l Total EE & ER Contributions Each chart displays actual values alongside the applicable limit. You can hover over a section to view the detailed breakdown of all contribution types and totals. Selecting any bar opens a detail view with an itemized chart and access to the underlying voucher list.
Maintaining Employee Retirement Loans To set up or modify loans that employees can take against their retirement plans, use the Employee Retirement Loans form. The IRS governs the available loan amount, the term of the loan, and the repayment schedule for
Benefits Administration User Guide © 2026 PrismHR 367 Chapter 7 Enrolling Employees in Retirement Plans
principal and interest. Under certain conditions, the employee can access the loaned fund without incurring tax liability.
To create a new loan: 1. Open the Employee Retirement Loans form. 2. Click Set Up New Loan. The system generates a loan number and displays it in Loan Number.
Use this option To define this
Employee The Employee for whom the loan is being created. Either type the
name or ID to display a list of matching employee records, or click
Employee to open the search window. The system lists any existing
adjustments. The employee must have a retirement plan defined in
PrismHR.To edit an existing loan: 1. Open the Employee Retirement Loans form. 2. Click Loan Number and select the Loan ID. The form populates with the current information. 3. Make the changes. 4. Click Save.
To maintain the details of the loan: 1. On the Retirement Loans Details panel:
Use this option To define this
Retirement Plan The retirement plan on which to base the loan.
Loan Amount The total loan amount granted to the employee.
Loan Date The date of the loan. This is for reference only; the deduction
begins in the next payroll period, regardless of the date entered in
this field.
Reason for Loan The reason the company allowed the loan. For example, you might
want to make a note of the reasons or circumstances for the loan,
or other pertinent information.
Payment Amount The payment amount per pay period as detailed in the plan
administrator's schedule. The plan administrator should provide
you a loan amortization schedule that details the amount of the
loan payment and the total pay back amount.Benefits Administration User Guide © 2026 PrismHR 368 Chapter 7 Enrolling Employees in Retirement Plans
Use this option To define this
The frequency of the loan payment depends on the retirement
plan's Loan Payment Cycle.
Pay Back Amount The total amount the employee must pay back on this loan. The
value might not match the Loan Amount because it can include
principal and interest.
TPA Loan Identifier The TPA loan identifier. This information may be required for TPA
reporting.
Deduction Start Date The pay date when payroll deductions begin. If you leave this field
blank, deductions commence immediately.
The system calculates and displays the other values:
• Paid Back to Date: Amount received against the loan.
• Balance Due: Current balance due on the loan.To set up loan override payment information: 1. On the Override Payment panel:
Use this option To define this
Override Payment Amount The override payment amount.
Override From Pay Date The date the override begins.
Override To Pay Date The date the override ends.To view and enter paid back adjustments on the loan: 1. On the Adjustments panel:
Use this option To define this
Paid Back Adjustment The amount to apply to the current balance. The information in the
table updates automatically.
New Balance Equals The new balance amount. The system updates this balance
automatically based on the Paid Back Adjustment.Benefits Administration User Guide © 2026 PrismHR 369 Chapter 7 Enrolling Employees in Retirement Plans
• On Date: Date on which user saved the adjustment.
• At Time: Time at which the user saved the adjustment.
• Amount: Amount of the adjustment.Retirement Plan Termination In PrismHR, the process for terminating a retirement plan involves navigating to the Benefit Plan Setup and updating the plan to reflect the desired stop date. You must also make all employee retirement enrollments inactive to ensure that deductions cease. Currently, PrismHR does not offer a bulk method for making employee retirement enrollments inactive, and this task must be performed manually through the Retirement Plan Enrollment section on an individual employee basis.
Step One: Terminate a Retirement Plan To terminate a retirement plan: 1. Open the Benefit Plan Setup form (Benefit Plan Maintenance > Group Benefit Plans (Client) > Benefit Plan Setup) and display the plan you want to terminate by specifying a Plan Class of Retirement and then selecting the Plan.
Step Two: Mark Employee Retirement Enrollments Inactive To mark employee retirement enrollments Inactive: 1. Open the Retirement Plan Enrollment form (Benefit Enrollment Maintenance > Retirement Enrollments > Retirement Plan Enrollment) and display the employee whose retirement enrollments you want to make Inactive by selecting the Employee and the Retirement Plan. 2. Then, change the Status to Inactive Enrollment. (Your setup may vary. If you do not see an Inactive Enrollment option, select an equivalent option for “Inactive”.) 3. Click Save. 4. Repeat the above steps for each employee where you want to mark retirement enrollments Inactive.
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Chapter 8 Enrolling Employees in Flexible Spending Accounts This section describes the requirements to enroll employees in Flexible Spending Account (FSA) plans. The Employee Flexible Spending Accounts Inquiry form provides an overview of an employee’s flexible spending plan. To enter a Flexible Spending Account reimbursement for an employee, use the FSA Reimbursement form.
Enrolling Employees in Flexible Spending Accounts To enroll employees in Flexible Spending Account (FSA) plans, use the Employee Flexible Spending Accounts form. At the onset of participation in the plan, the employee must choose and commit to a total contribution amount. This amount funds either medical or dependent care expenses incurred by the employee within the plan year. When the employee is enrolled in a Flexible Spending Account plan, PrismHR automatically adds the deduction to the employee’s deduction form. The system calculates the deduction each payroll period. The system uses a calculation that ensures the employee’s deduction amount is always up-to-date, even if the employee switches payroll groups, misses a paycheck, and so on.
To set up basic FSA plan parameters for an employee: 1. Complete the following information as required in the Flexible Spending Accounts panel.
Use this option To define this
Employee The employee for whom basic information is being set up. Either type the
name or ID to display list of matching employee records, or click
Employee to open the search window. The system lists any existing
adjustments.
Plan Year The FSA Plan Year for which the accounts and elections apply. The system
tracks every plan year and their associated accounts, elections, and other
information. If the employee continues participation in the plan from one
year to the next, you must use this form to establish a new account with a
new committed total contribution amount for the next year.
HSA plan years must have the format HSXX, where XX is the year.Benefits Administration User Guide © 2026 PrismHR 371 Chapter 8 Enrolling Employees in Flexible Spending Accounts
Use this option To define this
Click Plan Year to display the available plan years in the Existing Plan
Years section. The system displays the starting date and ending date for
each plan. Click the name of a plan year from the list of plans to display
the details for that plan for the indicated employee.
Override Deduction Start Date The date when FSA plan deductions begin. The deduction applies to any
payrolls with a pay date on or after this date
Override Deduction Stop Date The date when FSA plan deductions cease. The system stops calculating
the deduction in any payrolls processed with a pay date after this date.
Next Pay Date A read-only field to view the employee’s next scheduled pay date on the
form.
Note: Please note the following:
• When you do not select any employee, then the value in this field is
blank.
• For the Next Pay Date field to be displayed, the payroll process must
be in timesheet entry state and the payroll must not be calculated. If
a payroll has been calculated and finalized then the Next Pay Date
field will display as expected.Entering Employee Elections To enter an employee’s elections for a plan, use the Elections panel.
To enter the employee’s elections: 1. Complete the following information as required in the Elections panel.
Use this option To define this
Account Code Each Flexible Spending Account Code for this FSA plan. The account
description displays.
Plan Year Election The amount the employee has committed to funding the flexibleBenefits Administration User Guide © 2026 PrismHR 372 Chapter 8 Enrolling Employees in Flexible Spending Accounts
Use this option To define this
spending account.
Plan Year to Date - Deductions Deductions that were taken from the employee's pay check.
Plan Year to Date - Reimbursements Reimbursements that have been paid.
Override Start Date The date on which to begin payroll deductions for this FSA plan.
Override Stop Date The date on which to end payroll deductions for this FSA plan.Note: When you enter an employee’s elections in the Elections panel, the Carryover Deduction column is blank. After completing the payroll process, the system will update the carryover column with the calculated carryover amount for an employee with a mid-year plan.
The following example illustrates the Elections panel for an employee with a mid-year plan.
Setting Up Override Calculations To set up override calculations for a flexible spending account, use the Override Calculations panel.
To set up override calculations: 1. Complete the following information as required in the Override Calculations panel.
Use this option To define this
Account Each account selected in the Elections panel.
Deduction Override The non-standard deduction override to deduct each pay period, if
the employee changed pay cycles, or was not enrolled for the
entire year.
Match Override The non-standard match override contributed by the company
each pay period.
Periods The alternate deduction period schedule when the deduction and
match override amounts apply, instead of applying them to all
deduction periods.
Over Date The pay date on which this override applies. If left blank, the
system applies the override amount for all pay dates. OverrideBenefits Administration User Guide © 2026 PrismHR 373 Chapter 8 Enrolling Employees in Flexible Spending Accounts
Use this option To define this
amounts will be used for all pay dates if the Over Date field is left
blank.
HDHP Not Required Whether the employee has a Health Savings Account (HSA) but is
not enrolled in a High Deductible Health Plan (HDHP). Usually,
HDHP enrollment is a requirement
Suppress Contribution Limits Whether to ignore the HSA Maximum Annual Contributions when
calculating deductions for this employee.
HSA PEO Match Override Enter an amount if you want to override the match set at the
system level in the back end.Defining Whether Account Balances Carry Forward To determine whether a flexible spending account allows the employee to carry a positive balance forward at the end of a calendar year into the next year, use the Account Balances panel. The Account Balances panel lists each Account selected in the Elections panel. It also displays the Funded Balance and the Elected Balance.
To define whether account balances carry forward to the next year: 1. Complete the information as required in the Account Balances panel. 2. For each account, indicate whether the FSA account balance will Carry Forward into the next calendar year. 3. Click Save.
Viewing FSA Activity To list the vouchers that include deductions and reimbursements, use the Flexible Spending Account Activity panel.
Note: This information is for reference only.
To list deductions and reimbursements: 1. Review the information that displays in the Flexible Spending Account Activity panel.
Column Description
Voucher No. The pay voucher where the transaction occurred.
Pay Date The date on the pay voucher.Benefits Administration User Guide © 2026 PrismHR 374 Chapter 8 Enrolling Employees in Flexible Spending Accounts
Column Description
Account Type The type of FSA account.
Account Description The description of the FSA account.
Deduction The deduction amount.
Reimbursement Amt. The reimbursement amount.
Reference No. The FSA Reference number for the reimbursed entry.Defining the Company Match To define the company’s annual match and view the match year-to-date amounts for the flexible spending account, use the Company Match panel. The Matched YTD is the amount paid by the company so far this year.
To define the company match: 1. Complete the following information as required in the Company Match panel. 2. For each account, enter the company’s Annual Match commitment to the employee. 3. Click Save.
Employee Flexible Spending Accounts Inquiry To see an overview of an employee’s flexible spending plan, use the Employee Flexible Spending Accounts Inquiry form.
To view an employee’s FSA plan: 1. Open the Employee Flexible Spending Accounts Inquiry form.
Use this option To define this
Employee The employee whose FSA plan to display. Either type the name or ID
to display a list of matching employee records, or click Employee to
open the search window.
Plan Year The FSA or HSA Plan Year to display. After selecting a plan year, the
system displays the year and date range for the plan.Benefits Administration User Guide © 2026 PrismHR 375 Chapter 8 Enrolling Employees in Flexible Spending Accounts
Entering an FSA Reimbursement To enter a flexible spending account (FSA) reimbursement for an employee, use the FSA Reimbursement form.
To enter a flexible spending account (FSA) reimbursement for an employee: 1. Open the FSA Reimbursement form.
Use this option To define this
Reference Number A reference number for this FSA reimbursement. Click this selector
to search an entry by Reference Number or Name. The system fills
in this number when you click New FSA Reimbursement Entry.
Employee The employee for the reimbursement. Either type the name or ID
to display a of matching employee records, or click Employee to
open the search window.
Note: When you select an existing record, the Employee field
displays as a read-only field. Additionally, on saving a new record,
the values in all the fields clears including the Employee ID.
Plan Year The FSA plan year against which to apply the reimbursement.
Account Type The FSA account type from which to draw this reimbursement.Benefits Administration User Guide © 2026 PrismHR 376 Chapter 8 Enrolling Employees in Flexible Spending Accounts
Use this option To define this
Amount to Reimburse The total amount to reimburse the employee.
Pending Reimbursement The pending reimbursement amount to be made.
Annotation Enter an annotation as required to document the FSA
reimbursement.To enter information about the FSA reimbursement: 1. Open the Expense Details panel.
Use this option To define this
Date Paid The date paid for the FSA reimbursement.
Paid To The recipient's name.
Reason for Payment The reason for payment. For example, if it is a medical expense,
the name of the person treated and the nature of the treatment.
Amount The amount of the FSA reimbursement.Benefits Administration User Guide © 2026 PrismHR 377 Chapter 9 Using Benefit Billing Options
Chapter 9 Using Benefit Billing Options This article describes how to use benefit billing and how to set up the necessary bill codes in PrismHR.
Benefit Billing Scenarios There are three common scenarios for benefit billing in PrismHR:
Scenario 1: PEO-sponsored benefit plan, used by the client • Description: The PEO sponsors a benefit plan which the client uses (alternately, the PEO manages the funds for the client’s provider). The PEO pays the full cost of the benefit plan to the plan provider, then bills the client for this payment. The PEO then deducts employee contributions to the benefit plan, and reimburses the client for this contribution. • Requirements: Do the following:
Action Description
Set up bill code You must set up a bill code on the benefit plan in the Group
Benefit Plans form. The bill code handles both billing the client for
the amount paid to the plan provider as well as reimbursement of
employee contributions to the client.
Set up standard deduction You must set up a standard deduction code in the Deduction
code Codes form to deduct employee contributions for the benefit plan.
Set up above deduction code You must set up the above deduction code with no value in the
with no value Client Bill Rate Code field. A deduction code that includes a value
would reimburse employee deductions twice to the client since
the bill code already handles both billing and reimbursement.Scenario 2: Client-sponsored benefit plan • Description: The client sponsors its own plan. The client pays the full cost of the benefit plan to the plan provider. Since the client pays for the benefit plan directly, the PEO does not bill the client for the cost of the benefit plan. The PEO deducts employee contributions, then reimburses the client for these contributions. • Requirements: Do the following:
Benefits Administration User Guide © 2026 PrismHR 378 Setting Up the Bill Code
Action Description
Do not set up bill code Since the client pays the plan provider directly, the PEO does not
bill the client for the amount owed the benefit provider;
therefore, you do not need to set up a bill code on the benefit
plan.
Set up special deduction code You must set up a special deduction code in the Deduction Codes
form to deduct employee contributions for the benefit plan.
Set up above deduction code You must set up the above deduction code with a value in the
with value Client Bill Rate Code field to reimburse employee contributions to
the client.Scenario 3: PEO-sponsored benefit plan • Description: The PEO has a benefit plan that the employee uses without any client involvement. Since the PEO sponsors the plan and the client is not involved, the PEO does not bill the client. The PEO pays the full cost of the benefit plan to the plan provider, then deducts and keeps the employee contribution. • Requirements: Do the following:
Action Description
Do not set up bill code Since this scenario does not involve billing or reimbursing the
client, you do not set up a bill code on the benefit plan.
Set up standard deduction You must set up a standard deduction code in the Deduction
code Codes form to deduct the employee’s contribution from the
employee’s pay.
Set up deduction code with no You must set up this deduction code with no value in the Client
value Bill Rate Code field.Setting Up the Bill Code The Bill Code field, located in the Group Benefit Plans panel on the Group Benefit Plans form, specifies the billing the benefit plan uses and controls the accounting and invoicing to the client for the benefit plan.
Benefits Administration User Guide © 2026 PrismHR 379 Setting Up the Client Rebate Bill Code
To set up the bill code, do the following: 1. Enter the Bill Code that represents the billing this benefit plan uses. • For PEO-sponsored benefit plans that are used by the client (scenario 1), you must select a Bill Code from the drop-down. • For client-sponsored benefit plans, or PEO-sponsored benefit plans that do not involve the client, (scenarios 2 and 3), you must leave the Bill Code field blank. 2. Click Save. If you have not selected a Bill Code, PrismHR displays an alert and prompts you to confirm that you do not want to specify a bill code on this benefit plan. 3. If you are defining a PEO-sponsored benefit plan that is used by the client (scenario 1), click Yes to finish saving. Otherwise, click No, select a Bill Code from the drop-down, and click Save.
Setting Up the Client Rebate Bill Code The Client Rebate Bill Code field, located in the Client Rebates panel in the Deduction Codes form, specifies the client rebate code used on the deduction.
Note: For more information about setting up deduction codes, refer to the Payroll Setup Guide.
To set up the client rebate bill code, do the following: 1. Enter the Client Rebate Bill Code this deduction uses to reduce a company’s bill amounts, if applicable. • For PEO-sponsored benefit plans that used by the client or that do not involve the client (scenarios 1 and 3), the Client Rebate Bill Code field must be left blank. • For client-sponsored benefit plans (scenario 2), you must select a value from the drop-down. 2. Click Save.
Benefits Administration User Guide © 2026 PrismHR 380 Chapter 10 Using the Hawaii 1.5% Rule
Chapter 10 Using the Hawaii 1.5% Rule In Hawaii, an employer can elect to pay the entire premium amount or share the cost with the employee. The employer must pay for at least one-half of the (single) premium cost, however, the employee’s contribution cannot exceed 1.5% of the employee’s monthly wages.
Requirements Within a payroll batch, the system processes this calculation for employees who meet the following requirements: • The employee’s resident state is Hawaii • The employee has not waived their right to medical coverage. You can set medical waiver information for employees on the Employee Details form Other tab. For more information, see the Human Resources User Guide. For the purpose of this calculation, a “wage” is defined as any pay code with a pay classification of Earnings.
Note: This assumption is based on the definition of wages found in the Hawaii Revised Statutes from the Hawaii Department of Labor, Chapter 388, which specifically states that wages do not include tips or gratuities of any kind.
Calculation The calculation uses the following information in all reports that cover employee premium contributions:
Field Description Employee Contribution The amount the employee is scheduled to contribute towards the cost of single coverage, based on the defined benefit rule. Employee Premium The pay period amount the employee is scheduled to contribute Contribution towards the cost of single coverage. Employee MTD The month-to-date amount contributed by the employee towards the Contribution cost of the benefit premium.
• The system processes the deductions for a regular batch, or special batch that is taking the place of a
regular batch.Benefits Administration User Guide © 2026 PrismHR 381 Deduction Periods for Vacation Pay Vouchers
• The system takes the deduction only from regular and vacation vouchers.
• The system then checks to make sure that the currently scheduled employee contribution for an active
medical plan does not exceed 1.5% of the employee’s current earnings. In doing this, it also calculates
month-to-date earnings and employee contributions, and makes adjustments to the employee’s
contribution either upward or downward throughout the month.For example, if the employee’s wages are low in the first two pay periods of the month, the system reduces the employee’s scheduled contribution so that the contribution does not exceed 1.5% of earnings. If the employee is given a large bonus in the third pay period of the month, the system increases the scheduled contribution on the current voucher up to the amount that equals 1.5% of month-to-date wages to make up for the shortfall in the first two periods. This adjustment is done on a monthly basis. The system does not carry over any shortfall or overage into the next month.
Note: To determine the scheduled month-to-date contributions at each pay period in the month, this calculation logic relies on the deduction periods. Be sure that the deduction periods defined in the payroll are defined correctly and in a linear fashion.
Deduction Periods for Vacation Pay Vouchers It is critical that if vacation is paid in future pay periods, the deduction periods for those vacation pay vouchers must be defined correctly. You can set deduction periods in the Vacation Pay Override form. For more information, see the Payroll Overrides Guide.
Setting Up Override Rates for Hawaii TDI Tax Use the Hawaii TDI Override Rates form to set up the override rates for Temporary Disability Insurance (TDI) tax for the state of Hawaii that is provided by the TDI insurance carrier. The state of Hawaii requires that employees and employers pay into the state’s temporary disability insurance fund. While this fund is not a tax in its truest form, as this is not a program administered by the state of Hawaii but rather a mandate by the state to use an applicable TDI insurance carrier like we see with Workers Compensation.
Note: Client Access Group security is not enabled on this form.
To access the form, click Back Office. Under System|Change, click Hawaii TDI Override Rates.
To set up the Hawaii TDI Override Rates: 1. Complete the Hawaii TDI Override Rates section using the following:
Field Name Description Bill Template ID This field is optional. Enter the Billing Template ID.
Weekly Maximum Earnings Enter the weekly taxable wage limit for the Hawaii TDI tax for clients assigned to this billing template. Bill Rate Enter the bill rate for the Hawaii TDI tax for clients assigned to this billing template.
Benefits Administration User Guide © 2026 PrismHR 382 Setting Up Override Rates for Hawaii TDI Tax
Field Name Description Employer ID This field is optional. Enter the employer IDs here or click the Employer ID link to select them from the Select Employer dialog box who will have Weekly Maximum Earnings Enter the weekly taxable wage limit for the Hawaii TDI tax for the selected employer. Accrual Rate Enter the accrual rate for the Hawaii TDI tax for the selected employer.
Field Name Description Client ID This field is optional. Leave this field blank if there is no exception for any client. If some clients have exceptions to Hawaii TDI Override Rates, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box. Suppress Re-direct of 12-21 This field is optional. This is regarding employee paid Hawaii Disability tax code 12-21. Select one of the following options: • Yes - To suppress the re-direct of 12-21 for the selected client. • No - To not suppress the re-direct of 12-21 for the selected client Calculate 12-26 This field is optional. This is regarding employer paid Hawaii Employment & Training Fund tax code 12-26. This override the suppression at the system level. Select one of the following options: • Yes - If you want to calculate 12-26. • No - If you do not want to calculate 12-26. Override TDI Rate This field is optional. If you want to override the standard rate for Hawaii TDI, then enter a percent here (For example enter 5.0000 for 5 percent). Enter 0 if you want the default rate. Override TDI Weekly Max This field is optional. Enter the override weekly max.
Benefits Administration User Guide © 2026 PrismHR 383 Setting Up Deduction Start Dates
Setting Up Deduction Start Dates When an employee enrolls in a benefit plan, the deduction typically starts on the first day of the following month. The system sets the start date in this way so the deduction amount associated with the benefit plan is always for a full month. For example, if an employee enrolls in the month of January, deductions begin on February 1st, and the company creates a benefit billing adjustment for January. The system adjusts the amount for the actual number of days that the employee was covered.
Note: Some plans allow mid-month enrollment, which means coverage may start on any day of the month.
Deduction start dates begin on the first day of the following month with benefit adjustments when either of the following are true: • The coverage start date for the benefit plan is before the current date. For example, if an employee enrolls on 01/11/2017 in a benefit plan that has a coverage start date of 01/01/2017, the system sets the deduction start date for the benefit plan to 02/01/2017. • A payroll batch has been created with a pay date that is after the coverage start date. For example, if an employee enrolls in a benefit plan that has a coverage start date of 01/01/2017, and a payroll batch is already created for the month of January, the system sets the deduction start date for the benefit plan to 02/01/2017. In both of these scenarios, benefit adjustments are created to cover the deductions for the month of January. Benefit adjustments are based on the pay period for benefit billing frequency and payroll deduction frequency, even if the plan has designated a monthly benefit billing frequency.
Changing Deduction Start Dates and Benefit Adjustments The recommended best practice is to enroll the employee in benefits prior to their effective date, and use the system defaults for deduction start date and benefit adjustments. You can, however, modify the deduction start date and/or benefit adjustments as follows:
To modify … Procedure The Employee Contribution For more information, see the Human Resources User Guide. amount or the deduction Start Date in the Benefit Adjustment form.
Benefits Administration User Guide © 2026 PrismHR 384 Changing Deduction Start Dates and Benefit Adjustments
To modify … Procedure The deduction start date when you • Go to Payroll Control and delete that batch. have already processed the first • Delete the employee’s benefit enrollment and re-enter it batch of the month. with the adjusted start date. • Re-create your batch. (This will have to be done for every plan for every employee.)
The deduction start date when you • Go to Employee Benefit Enrollment and delete the have not processed the first batch employee’s enrollment record. of the month. • Re-enter the employee’s enrollment with the status set to E for eligible instead of A for active. Set the coverage and deduction start dates to the dates you want to use. • Click Save to save the record. • Change the employee’s status from A to E and enroll as usual. (This will have to be done for every plan for every employee.)
Benefits Administration User Guide © 2026 PrismHR 385 Chapter 11 Setting Up Composite Medical, Dental, and Vision Benefit Plans
Chapter 11 Setting Up Composite Medical, Dental, and Vision Benefit Plans This section explains how to set up composite benefit plans for the medical, dental, and vision insurance classes at the system level in PrismHR. It is intended for users who have experience setting up benefit plans in Group Benefit Plans. Only those settings for composite benefit plans are covered in this section. Some settings are used only in Benefits Enrollment, and are labeled accordingly. For more information about using Benefits Enrollment, refer to in-product help or to the Benefits Enrollment User Guide.
Settings in Group Benefit Plans To create and maintain benefit plans, use the Group Benefit Plans form.
General Settings in Group Benefit Plans To establish the basic parameters of the group benefit plan, use the Group Benefit Plans form. The Offer Type is required if your organization uses Benefits Enrollment. 1. Enter the Benefit Plan ID. If you are creating a new plan, use an ID that briefly describes the plan. 2. Enter the Plan Description. 3. Select the Insurance Class (Medical, Dental, or Vision) that indicates the type of coverage this plan provides. This affects which panels display, what fields are available, and the calculation method the system uses in deriving the premium for the benefit plan. 4. Enter the Payee ID of the benefits provider that receives the deducted amounts. If you need to define a new payee for this benefit provider, open the Actions menu and select Payees. 5. Select the Cost Basis associated with any premiums and contribution amounts for this benefit plan. Refer to this field when changing premium rates or assigning employee overrides.
Note: Some companies offer their employees a set amount of life insurance coverage, and the option to buy more at the employee’s expense. The manual premium calculation allows you to manually enter the employee’s individual premium and contribution on the employee enrollment record. Manual premiums can also apply to some medical plans that do not have set premiums.
Benefits Administration User Guide © 2026 PrismHR 386 Setting Up Web Enrollment Parameters
Select the Manual Calculation method (Fully Automatic Calculation, Coverage & Premiums Entered
Manually, Coverage Entered Manually), which indicates how users enter the plan's coverage and premiums.Setting Up Web Enrollment Parameters To define how PrismHR processes open enrollment information for the benefit plan, use the Web Enrollment Parameters panel. 1. Select Include in Open Enrollments to use this plan for open enrollments. 2. Enter the Insurance Carrier URL, which is the link to the page that provides detail about the insurance carrier. 3. Enter the Plan Description URL, which is the link to the plan description page. 4. Select Approval Required to automatically set an initial status of Pending in the Status field of the Employee Group Benefits form. 5. Enter the Display Benefit Type, which is the code used for display grouping. 6. If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . (PrismHR Benefits Enrollment only.) For more information about other required PCP information settings in Benefits Enrollment, see Optional Settings (page 426). 7. In the table, enter each Process Attribute code that applies to the benefit plan. The code Description displays.
Setting Up Plan Types Medical, dental, and vision plans often have multiple types of plans available, such as single employee or family plans. To associate benefit plan types with the group benefit plan, use the Plan Types panel. First, you must set up group benefit plan types; For more information, refer to Group Benefit Plan Types in the Benefit Administration User Guide. 1. Enter each plan Type Code applicable to this benefit plan. The Plan Type Description displays. 2. If the type code is for a high-deductible health plan, enter the HDHP Max Contribution amount that can be made to the employee’s HSA at this level of coverage. 3. Enter the annual HSA Match amount for the coverage tier. 4. Enter Carrier Code 1 and Carrier Code 2 values to use to track the plan. 5. If the plan type expires, enter the Type Obsolete After date.
Benefits Administration User Guide © 2026 PrismHR 387 Setting Up Premium Rates
Setting Up Premium Rates You can access the Premium Rates form in the Actions menu of Group Benefit Plans. The rates you enter here are the actual premium rates charged to your organization by the insurance carrier. The fields that display vary depending on the plan’s Insurance Class and other options selected in Group Benefit Plans. The rates entered correspond to the Cost Basis field in the Group Benefit Plans form. For example, if the Cost Basis field is set to Monthly, the rates represent monthly premium costs.
To set up premium rates: 1. The Benefit Plan ID populates from the Group Benefit Plan form. 2. Select the Plan Type. The drop-down lists only the plan types defined for the group benefit plan. 3. Enter a new Effective Date, or select an existing one on the right (if any). Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99. 4. For each age range: • Enter the From Age for each line, which is the starting age. • Enter the To Age, which is the upper age limit. • Enter the Total Premium amount billed to the client for the benefit rate level. • Enter the Employee Premium cost for the plan type and age group. • If applicable, enter the Dependents Premium cost associated with covering an employee’s dependents for this plan type and age group. The Total Premium field is the sum of the Employee Premium and Dependents Premium. Once you enter two values, the third calculates automatically. For example, if you enter a Total Premium of 500 and an Employee Premium of 300, the system populates Dependents Premium with 200. 5. Click Save. The form clears so that you can enter the premiums for another plan type. 6. Repeat these steps for each plan type set up in the Plan Types panel in Group Benefits Plans. 7. Click Close when you are finished.
Setting Up Billing Rates To set up billing rates for a tobacco banded group benefit plan, use the Billing Rates form, accessed in the Actions menu in Group Benefit Plan. You can use the Copy from Premium Rates option, accessed in the Actions menu to copy age-range information from the Premium Rates record for the benefit plan. This option only displays when an Effective Date is entered in Billing Rates.
Benefits Administration User Guide © 2026 PrismHR 388 Optional Settings
Note: The Rate Group field displays when the Billing Rates Vary By Network drop-down in the Other Processing Parameters panel is set to No (the default setting).
Note: Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99.
Note: The Total Bill Amount field is the sum of the Employee Bill Amount and Dependents Bill Amount. Once you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amount of 300, the system populates Dependents Bill Amount with 200.
c. Enter the Total Bill Amount to bill to the client for the cost of this plan.
d. Enter the Employee Bill Amount for this plan.
e. Enter the Dependents Bill Amount for this plan.Optional Settings The following are common optional settings for medical, dental, and vision plans in Group Benefit Plans.
Settings in Group Benefit Plans Panel Use settings described below to establish whether the plan is: • Section 125 Electable if this benefit can be elected for flexible spending plans. If you select this option, you must also enter the prepay benefit account numbers in the 125 Deduction Code field. • COBRA Electable if this benefit plan can be elected for COBRA coverage. • A High Deductible Plan (HDHP) if this health benefit plan has a high deductible which might entitle the employee to participate in a health savings account (HSA).
Benefits Administration User Guide © 2026 PrismHR 389 Settings in Other Processing Parameters Panel
Settings in Other Processing Parameters Panel Use these settings to establish: • Dependent age limits • Disability coverage eligibility • Mid-month coverage
Dependent Age Limit and Disabled Dependent Eligibility Enter the Dependent’s Age Limit; if the dependent reaches that age limit before the plan effective date, the dependent is no longer eligible for coverage. The value selected in the drop-down determines when the dependent age limit actually becomes effective: • On Date of Birth (DOB): The dependent’s age limit becomes effective on the dependent’s birth date when the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 6, 2017. If this date falls before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll. • End of DOB Year: The dependent’s age limit becomes effective on January 1st of the year the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on January 1, 2017. If this date is before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll.
Note: This means that the dependent will no longer be eligible for coverage in the benefit plan even though the dependent’s actual age has not yet reached the age limit specified.
• End of DOB month: The dependent’s age limit becomes effective at the end of the month the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on
Benefits Administration User Guide © 2026 PrismHR 390 PCP Information Setting in the Web Enrollment Parameters Panel
April 6, 2017, the dependent age limit becomes effective on April 30, 2017. If this date is before the plan's
effective date, the dependent is no longer eligible for coverage and cannot enroll.Note: If the plan effective date falls before the date the dependent’s age limit becomes effective (for example, if the dependent age limit becomes effective on April 30, 2017 and the plan effective date is April 25, 2017) the dependent will still be considered eligible for coverage and will be able to enroll even if the dependent’s actual age has reached age limit specified.
• Select Disabled Dependent Eligible and specify a Disabled Alt Age Limit to establish benefit eligibility for disabled dependents who are above the age specified in the Dependent’s Age Limit field and who would otherwise be ineligible for coverage.
Mid-Month Coverage Setting • Select Mid-Month Coverage Dates if the benefit plan allows for mid-month coverage start/stop dates. Otherwise, coverage starts on the first day of the month and ends on the last day of the month.
PCP Information Setting in the Web Enrollment Parameters Panel If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . Typically these are health maintenance organization (HMO) medical plans, but some dental plans might also require this information. (PrismHR Benefits Enrollment only.) If selected, you must also specify a URL where employees can look up their PCP in the PCP Lists field in the Benefits Enrollment Plan Details form; For more information, refer to Benefits Enrollment Plan Details in the Benefits Enrollment User Guide. (PrismHR Benefits Enrollment only.)
Settings in States Offered In Panel A medical, dental, or vision benefit plan that is state banded is only offered in certain states. To list the states in which this type of benefit plan is offered, you can use the States Offered In panel. 1. In the States Offered column, enter the two-character state codes for each state where this benefit plan is offered. The State Name displays. 2. Enter the Plan Number for each state.
Setting Up Eligible ZIP Codes To enter eligible locations by ZIP code, use the Eligible ZIP Codes form.
Note: This form is accessed by selecting Eligible ZIP Codes in the Actions menu in Group benefit Plans, and is used only for benefit plans that are not set up to collect network information.
Only those employee home locations that match the ZIP codes on the plan will be eligible for enrollment. If no ZIP codes are entered for the benefit plan, employees will be able to enroll regardless of home location. 1. Enter the ZIP Codes you want to attach to the benefit plan. The City and State displays. 2. Click Save.
Benefits Administration User Guide © 2026 PrismHR 391 Setting Up Eligible ZIP Codes
Required ZIP Code Validation All ZIP codes must first be entered at the system-level to be attached to a benefit plan. If you enter a ZIP code that is not in the system, an error message displays. You can correct this by entering the ZIP code at the system-level in the Zip Codes form. Once the ZIP code record is in the system, you can then attach it to the benefit plan. For more information, refer to ZIP Codes in the System Administration Guide.
Benefits Administration User Guide © 2026 PrismHR 392 Chapter 12 Setting Up Family Rated Medical, Dental, and Vision Benefit Plans
Chapter 12 Setting Up Family Rated Medical, Dental, and Vision Benefit Plans This section describes setting up family rated benefit plans for the medical, dental, and vision insurance classes at the system level in PrismHR. It is intended for users who have experience setting up benefit plans in Group Benefit Plans. Only those settings for family rated benefit plans are covered in this section. Some settings are used only in Benefits Enrollment, and are labeled accordingly. For more information about using Benefits Enrollment, refer to in-product help or to the Benefits Enrollment User Guide.
Settings in Group Benefit Plans To create and maintain benefit plans, use the Group Benefit Plans form.
General Settings in Group Benefit Plans To establish the basic parameters of the group benefit plan, use the Group Benefit Plans form. The Offer Type is required if your organization uses Benefits Enrollment. 1. Enter the Benefit Plan ID. If you are creating a new plan, use an ID that briefly describes the plan. 2. Enter the Plan Description. 3. Select the Insurance Class (Medical, Dental, or Vision) that indicates the type of coverage this plan provides. This affects which panels display, what fields are available, and the calculation method the system uses in deriving the premium for the benefit plan. 4. Enter the Payee ID of the benefits provider that receives the deducted amounts. If you need to define a new payee for this benefit provider, open the Actions menu and select Payees. 5. Select the Cost Basis associated with any premiums and contribution amounts for this benefit plan. Refer to this field when changing premium rates or assigning employee overrides.
Note: Some companies offer their employees a set amount of life insurance coverage, and the option to buy more at the employee’s expense. The manual premium calculation allows you to manually enter the employee’s individual premium and contribution on the employee enrollment record. Manual premiums can also apply to some medical plans that do not have set premiums.
Benefits Administration User Guide © 2026 PrismHR 393 Setting Up Other Processing Parameters for Family Rated Plans
Select the Manual Calculation method (Fully Automatic Calculation, Coverage & Premiums Entered
Manually, Coverage Entered Manually), which indicates how users enter the plan's coverage and premiums.Setting Up Other Processing Parameters for Family Rated Plans To set up the benefit for family rated premiums, and to establish additional parameters in group benefit plans as needed, use the Other Processing Parameters panel. 1. To set the benefit plan up as family rated, select Family Rated Premiums. This setting applies only to medical, dental, or vision plans. When you select this option, a table displays, where you must set up age band/count combinations for covered dependents. You can enter multiple lines if there are limits for more than one age band.
Setting Up Web Enrollment Parameters To define how PrismHR processes open enrollment information for the benefit plan, use the Web Enrollment Parameters panel. 1. Select Include in Open Enrollments to use this plan for open enrollments. 2. Enter the Insurance Carrier URL, which is the link to the page that provides detail about the insurance carrier. 3. Enter the Plan Description URL, which is the link to the plan description page. 4. Select Approval Required to automatically set an initial status of Pending in the Status field of the Employee Group Benefits form. 5. Enter the Display Benefit Type, which is the code used for display grouping. 6. If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . (PrismHR Benefits Enrollment only.) For more information about other required PCP information settings in Benefits Enrollment, see Optional Settings (page 426). 7. In the table, enter each Process Attribute code that applies to the benefit plan. The code Description displays.
Setting Up Plan Types Medical, dental, and vision plans often have multiple types of plans available, such as single employee or family plans. To associate benefit plan types with the group benefit plan, use the Plan Types panel. First, you must set up group benefit plan types; For more information, refer to Group Benefit Plan Types in the Benefit Administration User Guide. 1. Enter each plan Type Code applicable to this benefit plan. The Plan Type Description displays.
Benefits Administration User Guide © 2026 PrismHR 394 Setting Up Premium Rates for Family Rated Plans
Setting Up Premium Rates for Family Rated Plans You can access the Premium Rates form in the Actions menu of Group Benefit Plans. The rates you enter here are the actual premium rates charged to your organization by the insurance carrier. The fields that display vary depending on the plan’s Insurance Class and other options selected in Group Benefit Plans. The rates entered correspond to the Cost Basis field in the Group Benefit Plans form. For example, if the Cost Basis field is set to Monthly, the rates represent monthly premium costs. You must enter a premium for each specific age group. If the plan imposes a surcharge for individuals that are smokers, then enter the surcharge in the Tobacco Surcharge column, otherwise leave that column blank or enter a zero. If individual rates are the same at the beginning or end of the age range, you do not need to enter individual age rates. In the following example, the rates start at age 20 and end at 65. For individuals on the plan who are 19 years of age or younger, the system uses the age 20 rate. Likewise, for individuals who are older than 65, the system charges the age 65 rate.
,To set up premium rates for family rated plans: 1. The Benefit Plan ID populates from the Group Benefit Plan form.
Benefits Administration User Guide © 2026 PrismHR 395 Setting Up Billing Rates for Family Rated Plans
Saving rates according to the effective date allows you to view previous rates for reference purposes. The
system calculates premium costs using the premium rates with the most recent effective date.Note: The table displays when you select Family Rated Premiums in the Other Processing Parameters panel.
To enter the information for years of age:
Use this option… To do this… From Age Enter the starting age. Premium Enter the cost for the From Age. Tobacco Surcharge Enter a tobacco surcharge.
You can click + to create the next age row, or press Tab. The system creates a new row for the next year of age. Repeat the procedure for each age in the plan.
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat steps 2 through 4 for each plan type.
Click Close.
Setting Up Billing Rates for Family Rated Plans To set up billing rates for a tobacco banded group benefit plan, use the Billing Rates form, accessed in the Actions menu in Group Benefit Plans. To copy age-range information from the Premium Rates record for the benefit plan, use the Copy from Premium Rates option, accessed in the Actions menu. This option only displays when an Effective Date is entered in Billing Rates. 1. The Benefit Plan ID populates from the Group Benefit Plan form.
Note: The Rate Group field displays when the Billing Rates Vary By Network drop-down in the Other Processing Parameters panel is set to No (the default setting).
Note: Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99.
Benefits Administration User Guide © 2026 PrismHR 396 Optional Settings
Enter the age-range information for the benefit plan. You can enter this information manually, or copy from the benefit plan’s corresponding Premium Rates record by clicking Copy from Premium Rates in the Actions menu. The table below displays when you select Family Rated Premiums in the Other Processing Parameters panel: To enter the information for years of age:
Use this option… To do this… From Age Enter the starting age. Premium Enter the cost for the From Age. Tobacco Surcharge Enter a tobacco surcharge.
You can click + to create the next age row, or press Tab. The system creates a new row for the next year of age. Repeat the procedure for each age in the plan.
Click Save. The form clears so that you can enter the premiums for another plan type.
Repeat these steps for each plan type set up in the Plan Types panel in Group Benefits Plans.
Click Close.
Optional Settings The following are common optional settings for medical, dental, and vision plans in Group Benefit Plans.
Settings in Group Benefit Plans Panel Use settings described below to establish whether the plan is: • Section 125 Electable if this benefit can be elected for flexible spending plans. If you select this option, you must also enter the prepay benefit account numbers in the 125 Deduction Code field. • COBRA Electable if this benefit plan can be elected for COBRA coverage. • A High Deductible Plan (HDHP) if this health benefit plan has a high deductible which might entitle the employee to participate in a health savings account (HSA).
Settings in Other Processing Parameters Panel Use these settings to establish: • Dependent age limits • Disability coverage eligibility • Mid-month coverage
Benefits Administration User Guide © 2026 PrismHR 397 Settings in Other Processing Parameters Panel
Dependent Age Limit and Disabled Dependent Eligibility Enter the Dependent’s Age Limit; if the dependent reaches that age limit before the plan effective date, the dependent is no longer eligible for coverage. The value selected in the drop-down determines when the dependent age limit actually becomes effective: • On Date of Birth (DOB): The dependent’s age limit becomes effective on the dependent’s birth date when the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 6, 2017. If this date falls before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll. • End of DOB Year: The dependent’s age limit becomes effective on January 1st of the year the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on January 1, 2017. If this date is before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll.
Note: This means that the dependent will no longer be eligible for coverage in the benefit plan even though the dependent’s actual age has not yet reached the age limit specified.
• End of DOB month: The dependent’s age limit becomes effective at the end of the month the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 30, 2017. If this date is before the plan’s effective date, the dependent is no longer eligible for coverage and cannot enroll.
Note: If the plan effective date falls before the date the dependent’s age limit becomes effective (for example, if the dependent age limit becomes effective on April 30, 2017 and the plan effective date is April 25, 2017) the dependent will still be considered eligible for coverage and will be able to enroll even if the dependent’s actual age has reached age limit specified.
Benefits Administration User Guide © 2026 PrismHR 398 PCP Information Setting in the Web Enrollment Parameters Panel
• Select Disabled Dependent Eligible and specify a Disabled Alt Age Limit to establish benefit eligibility for disabled dependents who are above the age specified in the Dependent’s Age Limit field and who would otherwise be ineligible for coverage.
Mid-Month Coverage Setting • Select Mid-Month Coverage Dates if the benefit plan allows for mid-month coverage start/stop dates. Otherwise, coverage starts on the first day of the month and ends on the last day of the month.
PCP Information Setting in the Web Enrollment Parameters Panel If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . Typically these are health maintenance organization (HMO) medical plans, but some dental plans might also require this information. (PrismHR Benefits Enrollment only.) If selected, you must also specify a URL where employees can look up their PCP in the PCP Lists field in the Benefits Enrollment Plan Details form; For more information, refer to Benefits Enrollment Plan Details in the Benefits Enrollment User Guide. (PrismHR Benefits Enrollment only.)
Settings in States Offered In Panel A medical, dental, or vision benefit plan that is state banded is only offered in certain states. To list the states in which this type of benefit plan is offered, you can use the States Offered In panel. 1. In the States Offered column, enter the two-character state codes for each state where this benefit plan is offered. The State Name displays. 2. Enter the Plan Number for each state.
Setting Up Eligible ZIP Codes To enter eligible locations by ZIP code, use the Eligible ZIP Codes form.
Note: This form is accessed by selecting Eligible ZIP Codes in the Actions menu in Group benefit Plans, and is used only for benefit plans that are not set up to collect network information.
Only those employee home locations that match the ZIP codes on the plan will be eligible for enrollment. If no ZIP codes are entered for the benefit plan, employees will be able to enroll regardless of home location. 1. Enter the ZIP Codes you want to attach to the benefit plan. The City and State displays. 2. Click Save.
Required ZIP Code Validation All ZIP codes must first be entered at the system-level to be attached to a benefit plan. If you enter a ZIP code that is not in the system, an error message displays. You can correct this by entering the ZIP code at the system-level in the Zip Codes form. Once the ZIP code record is in the system, you can then attach it to the benefit plan. For more information, refer to ZIP Codes in the System Administration Guide.
Benefits Administration User Guide © 2026 PrismHR 399 Chapter 13 Setting Up Network Banded Medical, Dental, and Vision Benefit Plans
Chapter 13 Setting Up Network Banded Medical, Dental, and Vision Benefit Plans This section outlines setting up network banded benefit plans for the medical, dental, and vision insurance classes at the system level in PrismHR. It is intended for users who have experience setting up benefit plans in Group Benefit Plans. Only those settings for network banded benefit plans are covered in this section. Some settings are used only in Benefits Enrollment, and are labeled accordingly. For more information about using Benefits Enrollment, refer to in-product help or to the Benefits Enrollment User Guide.
Settings in Group Benefit Plans To create and maintain benefit plans, use the Group Benefit Plans form.
General Settings in Group Benefit Plans To establish the basic parameters of the group benefit plan, use the Group Benefit Plans form. The Offer Type is required if your organization uses Benefits Enrollment. 1. Enter the Benefit Plan ID. If you are creating a new plan, use an ID that briefly describes the plan. 2. Enter the Plan Description. 3. Select the Insurance Class (Medical, Dental, or Vision) that indicates the type of coverage this plan provides. This affects which panels display, what fields are available, and the calculation method the system uses in deriving the premium for the benefit plan. 4. Enter the Payee ID of the benefits provider that receives the deducted amounts. If you need to define a new payee for this benefit provider, open the Actions menu and select Payees. 5. Select the Cost Basis associated with any premiums and contribution amounts for this benefit plan. Refer to this field when changing premium rates or assigning employee overrides.
Note: Some companies offer their employees a set amount of life insurance coverage, and the option to buy more at the employee’s expense. The manual premium calculation allows you to manually enter the employee’s individual premium and contribution on the employee enrollment record. Manual premiums can also apply to some medical plans that do not have set premiums.
Benefits Administration User Guide © 2026 PrismHR 400 Setting Up Other Processing Parameters for Network Banded Plans
Select the Manual Calculation method (Fully Automatic Calculation, Coverage & Premiums Entered
Manually, Coverage Entered Manually), which indicates how users enter the plan's coverage and premiums.Setting Up Other Processing Parameters for Network Banded Plans To set up the benefit for network banded premium and billing rates, use the Other Processing Parameters panel. 1. Select Collect Network Information to have the system collect network data on this plan.
Note: When you select this option, the Benefit Network Locations form becomes available in Actions menu . This form is where you can enter network ZIP codes.
Setting Up Web Enrollment Parameters To define how PrismHR processes open enrollment information for the benefit plan, use the Web Enrollment Parameters panel. 1. Select Include in Open Enrollments to use this plan for open enrollments. 2. Enter the Insurance Carrier URL, which is the link to the page that provides detail about the insurance carrier. 3. Enter the Plan Description URL, which is the link to the plan description page. 4. Select Approval Required to automatically set an initial status of Pending in the Status field of the Employee Group Benefits form. 5. Enter the Display Benefit Type, which is the code used for display grouping. 6. If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information. (PrismHR Benefits Enrollment only.) For more information about other required PCP information settings in Benefits Enrollment. 7. In the table, enter each Process Attribute code that applies to the benefit plan. The code Description displays.
Benefits Administration User Guide © 2026 PrismHR 401 Setting Up Plan Types
Setting Up Plan Types Medical, dental, and vision plans often have multiple types of plans available, such as single employee or family plans. To associate benefit plan types with the group benefit plan, use the Plan Types panel. First, you must set up group benefit plan types; For more information, refer to Group Benefit Plan Types in the Benefit Administration User Guide. 1. Enter each plan Type Code applicable to this benefit plan. The Plan Type Description displays. 2. If the type code is for a high-deductible health plan, enter the HDHP Max Contribution amount that can be made to the employee’s HSA at this level of coverage. 3. Enter the annual HSA Match amount for the coverage tier. 4. Enter Carrier Code 1 and Carrier Code 2 values to use to track the plan. 5. If the plan type expires, enter the Type Obsolete After date.
Setting Up Plan Networks To establish the networks in which this group benefit plan is offered, use the Plan Networks panel. Typically the benefit provider supplies this information. 1. Enter the Network ID for the network service area, for example, NE or DFW. 2. Enter a description of the Service Area for this network, for example, Northeast or Dallas/Fort Worth. 3. If ZIP Codes Exist in the system for the network ID, Yes displays.
Note: If the field is blank, ZIP codes have not been set up for the network. You must set up ZIP codes in the Benefit Network Locations form. You can also set up ZIP codes using the Network ZIP Codes Import.
Setting Up Benefit Network Locations When you select the Collect Network Information option in the Other Processing Parameters panel, the Benefit Network Locations form becomes available and can be accessed by selecting Network ZIP Codes in Actions menu . This is where you can manually enter network ZIP codes for the benefit plan. You can also use the Network ZIP Codes Import to import multiple ZIP codes to benefit plans that have a network assigned.
Required ZIP Code Validation All ZIP codes must first be entered at the system-level to be attached to a benefit plan. ZIP code records that are in the system will always display City & State information in the table. If city and state information does not display, it means the ZIP code record does not exist at the system-level. Users should also note that the Network ZIP Codes Import adds ZIP codes to the benefit plan record, but it does not update the ZIP code records at the system-level.
Benefits Administration User Guide © 2026 PrismHR 402 Network Zip Codes
The import form will allow you to save the imported record without error, but when you view the benefit plan’s networks in the Benefit Network Locations form by selecting the Network ID, the system will display the error message “Warning - Key [ZIP code] is not valid for ZIP codes” for each ZIP code that cannot be validated. It is recommended that you review and update all ZIP code records in the Zip Codes form, either manually or by using the import. Once a ZIP code record is in the system, you can attach it to a benefit plan. For more information, refer to ZIP Codes in the System Administration Guide.
Network Zip Codes To enter locations by ZIP code for benefit plans that have a network assigned, use the Network Zip Codes form, accessed by selecting Network ZIP Codes in the Actions menu from the Group Benefit Plans form. This form only displays in the Actions menu when the Collect Network Information option in the Other Processing Parameters panel is selected. Users can also import multiple locations using the Network ZIP Code Import form.
To set up locations for a benefit plan with an assigned network: 1. The Benefit Plan ID is prepopulated from the Group Benefit Plans form. 2. Select a Network ID from the drop-down. This is required. 3. In the ZIP Codes column, enter the five-digit ZIP code where this benefit plan is offered. The City & State will display if the ZIP code exists in the system. You can enter multiple ZIP Codes as needed: click + to add additional rows. 4. Click Save.
Network ZIP Codes Import To import ZIP codes to benefit plans that have a network assigned, use the Network ZIP Codes Import form. The imported file must be a comma-delimited (.CSV) file and include headers that describe the contents of each column. 1. Enter the Plan ID for the benefit plan. 2. Select the Network to which you want to import the ZIP codes. 3. Click Start Import. The Upload window displays. 4. Click Choose File, and select the file to upload. 5. Click Submit. The imported data displays. If the file contains invalid information, an error report displays in the form. • To view the data in the form, click Done with Errors. • To scroll through the report as needed, click Next Page and Previous Page. • To discard the data, click Cancel at any time. 6. To complete the import, click Post Data. The imported ZIP codes will display in a table.
Benefits Administration User Guide © 2026 PrismHR 403 Setting Up Premium Rates for Network Banded Plans
Setting Up Premium Rates for Network Banded Plans You can access the Premium Rates form in the Actions menu of Group Benefit Plans. The rates you enter here are the actual premium rates charged to your organization by the insurance carrier. The fields that display vary depending on the plan’s Insurance Class and other options selected in Group Benefit Plans. The rates entered correspond to the Cost Basis field in the Group Benefit Plans form. For example, if the Cost Basis field is set to Monthly, the rates represent monthly premium costs.
To set up premium rates for network banded plans: 1. The Benefit Plan ID populates from the Group Benefit Plan form. 2. Select the Network ID. The Network ID field displays when the Premium Rates Vary By Network option in the Other Processing Parameters panel is selected. 3. Select the Plan Type. The drop-down lists only the plan types defined for the group benefit plan.
Note: Saving rates according to the effective date allows you to view previous rates for reference purposes. The system calculates premium costs using the premium rates with the most recent effective date.
Benefits Administration User Guide © 2026 PrismHR 404 Setting Up Billing Rates for Network Banded Plans
Setting Up Billing Rates for Network Banded Plans To set up billing rates for a tobacco banded group benefit plan, use the Billing Rates form, accessed in the Actions menu in Group Benefit Plans. You can use the Copy from Premium Rates option, accessed in the Actions menu to copy age-range information from the Premium Rates record for the benefit plan. This option only displays when an Effective Date is entered in Billing Rates. 1. The Benefit Plan ID populates from the Group Benefit Plan form.
Note: The Network field displays when the Billing Rates Vary By Network drop-down in the Other Processing Parameters panel is set to Yes, or to Both to use both rate group and network.
Note: Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99.
Note: The Total Bill Amount field is the sum of the Employee Bill Amount and Dependents Bill Amount. Once you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amount of 300, the system populates Dependents Bill Amount with 200.
c. Enter the Total Bill Amount to bill to the client for the cost of this plan.
d. Enter the Employee Bill Amount for this plan.
e. Enter the Dependents Bill Amount for this plan.Optional Settings The following are common optional settings for medical, dental, and vision plans in Group Benefit Plans.
Benefits Administration User Guide © 2026 PrismHR 405 Settings in Group Benefit Plans Panel
Settings in Group Benefit Plans Panel Use settings described below to establish whether the plan is: • Section 125 Electable if this benefit can be elected for flexible spending plans. If you select this option, you must also enter the prepay benefit account numbers in the 125 Deduction Code field. • COBRA Electable if this benefit plan can be elected for COBRA coverage. • A High Deductible Plan (HDHP) if this health benefit plan has a high deductible which might entitle the employee to participate in a health savings account (HSA).
Settings in Other Processing Parameters Panel Use these settings to establish: • Dependent age limits • Disability coverage eligibility • Mid-month coverage
Benefits Administration User Guide © 2026 PrismHR 406 PCP Information Setting in the Web Enrollment Parameters Panel
Dependent Age Limit and Disabled Dependent Eligibility Enter the Dependent’s Age Limit; if the dependent reaches that age limit before the plan effective date, the dependent is no longer eligible for coverage. The value selected in the drop-down determines when the dependent age limit actually becomes effective: • On Date of Birth (DOB): The dependent’s age limit becomes effective on the dependent’s birth date when the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 6, 2017. If this date falls before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll. • End of DOB Year: The dependent’s age limit becomes effective on January 1st of the year the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on January 1, 2017. If this date is before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll.
Note: This means that the dependent will no longer be eligible for coverage in the benefit plan even though the dependent’s actual age has not yet reached the age limit specified.
• End of DOB month: The dependent’s age limit becomes effective at the end of the month the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 30, 2017. If this date is before the plan’s effective date, the dependent is no longer eligible for coverage and cannot enroll.
Note: If the plan effective date falls before the date the dependent’s age limit becomes effective (for example, if the dependent age limit becomes effective on April 30, 2017 and the plan effective date is April 25, 2017) the dependent will still be considered eligible for coverage and will be able to enroll even if the dependent’s actual age has reached age limit specified.
• Select Disabled Dependent Eligible and specify a Disabled Alt Age Limit to establish benefit eligibility for disabled dependents who are above the age specified in the Dependent’s Age Limit field and who would otherwise be ineligible for coverage.
Mid-Month Coverage Setting • Select Mid-Month Coverage Dates if the benefit plan allows for mid-month coverage start/stop dates. Otherwise, coverage starts on the first day of the month and ends on the last day of the month.
PCP Information Setting in the Web Enrollment Parameters Panel
If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . Typically these are health maintenance organization (HMO) medical plans, but some dental plans might also require this information. (PrismHR Benefits Enrollment only.)
Benefits Administration User Guide © 2026 PrismHR 407 Settings in States Offered In Panel
If selected, you must also specify a URL where employees can look up their PCP in the PCP Lists field in the Benefits Enrollment Plan Details form; refer to “Benefits Enrollment Plan Details” in the Benefits Enrollment User Guide for more information. (PrismHR Benefits Enrollment only.)
Settings in States Offered In Panel A medical, dental, or vision benefit plan that is state banded is only offered in certain states. You can use the States Offered In panel to list the states in which this type of benefit plan is offered. 1. In the States Offered column, enter the two-character state codes for each state where this benefit plan is offered. The State Name displays. 2. Enter the Plan Number for each state.
Benefits Administration User Guide © 2026 PrismHR 408 Chapter 14 Setting Up Age Banded Medical, Dental, and Vision Benefit Plans
Chapter 14 Setting Up Age Banded Medical, Dental, and Vision Benefit Plans This section is a guide to setting up age banded benefit plans for the medical, dental, and vision insurance classes at the system level in PrismHR. It is intended for users who have experience setting up benefit plans in Group Benefit Plans. Only those settings for age banded benefit plans are covered in this section. Some settings described are used only in Benefits Enrollment, and are labeled accordingly. For more information about using Benefits Enrollment, refer to in-product help or to the Benefits Enrollment User Guide.
Settings in Group Benefit Plans To create and maintain benefit plans, use the Group Benefit Plans form.
General Settings in Group Benefit Plans To establish the basic parameters of the group benefit plan, use the Group Benefit Plans form. The Offer Type is required if your organization uses Benefits Enrollment. 1. Enter the Benefit Plan ID. If you are creating a new plan, use an ID that briefly describes the plan. 2. Enter the Plan Description. 3. Select the Insurance Class (Medical, Dental, or Vision) that indicates the type of coverage this plan provides. This affects which panels display, what fields are available, and the calculation method the system uses in deriving the premium for the benefit plan. 4. Enter the Payee ID of the benefits provider that receives the deducted amounts. If you need to define a new payee for this benefit provider, open the Actions menu and select Payees. 5. Select the Cost Basis associated with any premiums and contribution amounts for this benefit plan. Refer to this field when changing premium rates or assigning employee overrides.
Note: Some companies offer their employees a set amount of life insurance coverage, and the option to buy more at the employee’s expense. The manual premium calculation allows you to manually enter the employee’s individual premium and contribution on the employee enrollment record. Manual premiums can also apply to some medical plans that do not have set premiums.
Benefits Administration User Guide © 2026 PrismHR 409 Setting Up Other Processing Parameters for Age Banded Plans
Select the Manual Calculation method (Fully Automatic Calculation, Coverage & Premiums Entered
Manually, Coverage Entered Manually), which indicates how users enter the plan's coverage and premiums.Setting Up Other Processing Parameters for Age Banded Plans , Use the Other Processing Parameters panel to set up the benefit for age banded premium and billing rates. • To set up the benefit plan for age banded billing, select Age Banded Medical Billing, then enter the age calculation information: • Select the Age Calculation Month method used to calculate the age for insurance premium calculations. • Enter the Age Calculation Day on which the insurance premium age is based. The system works as follows:
If And Then Age Calculation Month is Age Calculation Day The rate calculates every January 1st. The January is 1 system calculates the premium based on the most recent January 1st. The system does not look to the next year.
Setting Up Web Enrollment Parameters To define how PrismHR processes open enrollment information for the benefit plan, use the Web Enrollment Parameters panel. 1. Select Include in Open Enrollments to use this plan for open enrollments. 2. Enter the Insurance Carrier URL, which is the link to the page that provides detail about the insurance carrier. 3. Enter the Plan Description URL, which is the link to the plan description page. 4. Select Approval Required to automatically set an initial status of Pending in the Status field of the Employee Group Benefits form. 5. Enter the Display Benefit Type, which is the code used for display grouping. 6. If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . (PrismHR Benefits Enrollment only.) For more information about other required PCP information settings in Benefits Enrollment, see Optional Settings on page 426. 7. In the table, enter each Process Attribute code that applies to the benefit plan. The code Description displays.
Benefits Administration User Guide © 2026 PrismHR 410 Setting Up Plan Types
Setting Up Plan Types Medical, dental, and vision plans often have multiple types of plans available, such as single employee or family plans. To associate benefit plan types with the group benefit plan, use the Plan Types panel. First, you must set up group benefit plan types; For more information, refer to Group Benefit Plan Types in the Benefit Administration User Guide. 1. Enter each plan Type Code applicable to this benefit plan. The Plan Type Description displays. 2. If the type code is for a high-deductible health plan, enter the HDHP Max Contribution amount that can be made to the employee’s HSA at this level of coverage. 3. Enter the annual HSA Match amount for the coverage tier. 4. Enter Carrier Code 1 and Carrier Code 2 values to use to track the plan. 5. If the plan type expires, enter the Type Obsolete After date.
Setting Up Premium Rates for Age Banded Plans You can access the Premium Rates form in the Actions menu of Group Benefit Plans. The rates you enter on this form are the actual premium rates charged to your organization by the insurance carrier. The fields that display vary depending on the plan’s Insurance Class and other options selected in Group Benefit Plans. The rates entered correspond to the Cost Basis field in the Group Benefit Plans form. For example, if the Cost Basis field is set to Monthly, the rates represent monthly premium costs.
To set up premium rates for age banded plans: 1. Select the Plan Type. The drop-down lists only the plan types defined for the group benefit plan. 2. Enter a new Effective Date from the date picker, or select an existing one from the Existing Effective Dates list. 3. Enter the age-range information for the benefit plan. For each age range: • Enter the From Age for each line, which is the starting age. • Enter the To Age, which is the upper age limit.
Benefits Administration User Guide © 2026 PrismHR 411 Setting Up Billing Rates for Age Banded Plans
• Enter the Total Premium amount billed to the client for the benefit rate level.
• Enter the Employee Premium cost for the plan type and age group.
• If applicable, enter the Dependents Premium cost associated with covering an employee's dependents
for this plan type and age group.
The Total Premium field is the sum of the Employee Premium and Dependents Premium. Once you enter
two values, the third calculates automatically. For example, if you enter a Total Premium of 500 and an
Employee Premium of 300, the system populates Dependents Premium with 200.Setting Up Billing Rates for Age Banded Plans Use the Billing Rates form, accessed in the Actions menu in Group Benefit Plans, to set up billing rates for a tobacco banded group benefit plan. You can use the Copy from Premium Rates option, accessed in the Actions menu to copy age-range information from the Premium Rates record for the benefit plan. This option only displays when an Effective Date is entered in Billing Rates. 1. The Benefit Plan ID populates from the Group Benefit Plan form.
Note: The Rate Group field displays when the Billing Rates Vary By Network drop-down in the Other Processing Parameters panel is set to No (the default setting).
Benefits Administration User Guide © 2026 PrismHR 412 Optional Settings
Note: The Total Bill Amount field is the sum of the Employee Bill Amount and Dependents Bill Amount. Once you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amountof 300, the system populates Dependents Bill Amount with 200.
c. Enter the Total Bill Amount to bill to the client for the cost of this plan.
d. Enter the Employee Bill Amount for this plan.
e. Enter the Dependents Bill Amount for this plan.Optional Settings The following are common optional settings for medical, dental, and vision plans in Group Benefit Plans.
Settings in Group Benefit Plans Panel Use settings described below to establish whether the plan is: • Section 125 Electable if this benefit can be elected for flexible spending plans. If you select this option, you must also enter the prepay benefit account numbers in the 125 Deduction Code field. • COBRA Electable if this benefit plan can be elected for COBRA coverage. • A High Deductible Plan (HDHP) if this health benefit plan has a high deductible which might entitle the employee to participate in a health savings account (HSA).
Settings in Other Processing Parameters Panel Use these settings to establish: • Dependent age limits • Disability coverage eligibility • Mid-month coverage
Benefits Administration User Guide © 2026 PrismHR 413 Settings in Other Processing Parameters Panel
Dependent Age Limit and Disabled Dependent Eligibility Enter the Dependent’s Age Limit; if the dependent reaches that age limit before the plan effective date, the dependent is no longer eligible for coverage. The value selected in the drop-down determines when the dependent age limit actually becomes effective: • On Date of Birth (DOB): The dependent’s age limit becomes effective on the dependent’s birth date when the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 6, 2017. If this date falls before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll. • End of DOB Year: The dependent’s age limit becomes effective on January 1st of the year the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on January 1, 2017. If this date is before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll.
Note: This means that the dependent will no longer be eligible for coverage in the benefit plan even though the dependent’s actual age has not yet reached the age limit specified.
• End of DOB month: The dependent’s age limit becomes effective at the end of the month the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 30, 2017. If this date is before the plan’s effective date, the dependent is no longer eligible for coverage and cannot enroll.
Note: If the plan effective date falls before the date the dependent’s age limit becomes effective (for example, if the dependent age limit becomes effective on April 30, 2017 and the plan effective date is April 25, 2017) the dependent will still be considered eligible for coverage and will be able to enroll even if the dependent’s actual age has reached age limit specified.
Benefits Administration User Guide © 2026 PrismHR 414 PCP Information Setting in the Web Enrollment Parameters Panel
• Select Disabled Dependent Eligible and specify a Disabled Alt Age Limit to establish benefit eligibility for disabled dependents who are above the age specified in the Dependent’s Age Limit field and who would otherwise be ineligible for coverage.
Mid-Month Coverage Setting • Select Mid-Month Coverage Dates if the benefit plan allows for mid-month coverage start/stop dates. Otherwise, coverage starts on the first day of the month and ends on the last day of the month.
PCP Information Setting in the Web Enrollment Parameters Panel If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . Typically these are health maintenance organization (HMO) medical plans, but some dental plans might also require this information. (PrismHR Benefits Enrollment only.) If selected, you must also specify a URL where employees can look up their PCP in the PCP Lists field in the Benefits Enrollment Plan Details form; For more information, refer to Benefits Enrollment Plan Details in the Benefits Enrollment User Guide. (PrismHR Benefits Enrollment only.)
Settings in States Offered In Panel A medical, dental, or vision benefit plan that is state banded is only offered in certain states. To list the states in which this type of benefit plan is offered, you can use the States Offered In panel. 1. In the States Offered column, enter the two-character state codes for each state where this benefit plan is offered. The State Name displays. 2. Enter the Plan Number for each state.
Setting Up Eligible ZIP Codes To enter eligible locations by ZIP code, use the Eligible ZIP Codes form.
Note: This form is accessed by selecting Eligible ZIP Codes in the Actions menu in Group benefit Plans, and is used only for benefit plans that are not set up to collect network information.
Only those employee home locations that match the ZIP codes on the plan will be eligible for enrollment. If no ZIP codes are entered for the benefit plan, employees will be able to enroll regardless of home location. 1. Enter the ZIP Codes you want to attach to the benefit plan. The City and State displays. 2. Click Save.
Required ZIP Code Validation All ZIP codes must first be entered at the system-level to be attached to a benefit plan. If you enter a ZIP code that is not in the system, an error message displays. You can correct this by entering the ZIP code at the system-level in the Zip Codes form. Once the ZIP code record is in the system, you can then attach it to the benefit plan. For more information, refer to ZIP Codes in the System Administration Guide.
Benefits Administration User Guide © 2026 PrismHR 415 Chapter 15 Setting Up Gender Banded Medical, Dental, and Vision Benefit Plans
Chapter 15 Setting Up Gender Banded Medical, Dental, and Vision Benefit Plans This section is a guide to setting up gender banded benefit plans for the medical, dental, and vision insurance classes at the system level in PrismHR. It is intended for users who have experience setting up benefit plans in Group Benefit Plans. Only those settings for gender banded benefit plans are covered in this section. Some settings are used only in Benefits Enrollment, and are labeled accordingly. For more information about using Benefits Enrollment, refer to in-product help or to the Benefits Enrollment User Guide.
Settings in Group Benefit Plans To create and maintain benefit plans, use the Group Benefit Plans form.
General Settings in Group Benefit Plans To establish the basic parameters of the group benefit plan, use the Group Benefit Plans form. The Offer Type is required if your organization uses Benefits Enrollment. 1. Enter the Benefit Plan ID. If you are creating a new plan, use an ID that briefly describes the plan. 2. Enter the Plan Description. 3. Select the Insurance Class (Medical, Dental, or Vision) that indicates the type of coverage this plan provides. This affects which panels display, what fields are available, and the calculation method the system uses in deriving the premium for the benefit plan. 4. Enter the Payee ID of the benefits provider that receives the deducted amounts. If you need to define a new payee for this benefit provider, open the Actions menu and select Payees. 5. Select the Cost Basis associated with any premiums and contribution amounts for this benefit plan. Refer to this field when changing premium rates or assigning employee overrides.
Note: Some companies offer their employees a set amount of life insurance coverage, and the option to buy more at the employee’s expense. The manual premium calculation allows you to manually enter the employee’s individual premium and contribution on the employee enrollment record. Manual premiums can also apply to some medical plans that do not have set premiums.
Benefits Administration User Guide © 2026 PrismHR 416 Setting Up Other Processing Parameters for Gender Banded Plans
Select the Manual Calculation method (Fully Automatic Calculation, Coverage & Premiums Entered
Manually, Coverage Entered Manually), which indicates how users enter the plan's coverage and premiums.Setting Up Other Processing Parameters for Gender Banded Plans To set up the benefit for gender banded premium and billing rates, use the Other Processing Parameters panel. 1. To set up the benefit plan for gender banded billing, select Gender Banded Rates. When you select Gender Banded Rates, the Spouse Gender Banded option becomes active. 2. Select Spouse Gender Banded if the benefit plan also requires gender banded billing for the employee’s spouse.
Setting Up Web Enrollment Parameters To define how PrismHR processes open enrollment information for the benefit plan, use the Web Enrollment Parameters panel. 1. Select Include in Open Enrollments to use this plan for open enrollments. 2. Enter the Insurance Carrier URL, which is the link to the page that provides detail about the insurance carrier. 3. Enter the Plan Description URL, which is the link to the plan description page. 4. Select Approval Required to automatically set an initial status of Pending in the Status field of the Employee Group Benefits form. 5. Enter the Display Benefit Type, which is the code used for display grouping. 6. If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . (PrismHR Benefits Enrollment only.) For more information about other required PCP information settings in Benefits Enrollment, see Optional Settings on page 426. 7. In the table, enter each Process Attribute code that applies to the benefit plan. The code Description displays.
Setting Up Plan Types Medical, dental, and vision plans often have multiple types of plans available, such as single employee or family plans. To associate benefit plan types with the group benefit plan, use the Plan Types panel. First, you must set up group benefit plan types; For more information, refer to Group Benefit Plan Types in the Benefit Administration User Guide. 1. Enter each plan Type Code applicable to this benefit plan. The Plan Type Description displays.
Benefits Administration User Guide © 2026 PrismHR 417 Setting Up Premium Rates for Gender Banded Plans
Setting Up Premium Rates for Gender Banded Plans You can access the Premium Rates form in the Actions menu of Group Benefit Plans. The rates you enter here are the actual premium rates charged to your organization by the insurance carrier. The fields that display vary depending on the plan’s Insurance Class and other options selected in Group Benefit Plans. The rates entered correspond to the Cost Basis field in the Group Benefit Plans form. For example, if the Cost Basis field is set to Monthly, the rates represent monthly premium costs.
To set up premium rates for gender banded plans: 1. The Benefit Plan ID populates from the Group Benefit Plan form. 2. Select the Plan Type. The drop-down lists only the plan types defined for the group benefit plan. The Employee Gender drop-down displays only when you select Gender Banded Rates in the Other Processing Parameters panel in Group Benefit Plans. 3. Employee Gender: The employee’s gender (Male, Female). The Employee Gender drop-down displays only when you select Souse Gender Banded in the Other Processing Parameters panel in Group Benefit Plans. 4. Spouse Gender: The employee spouse’s gender (Male, Female). 5. Enter a new Effective Date, or select an existing one on the right (if any).
Note: Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99.
Benefits Administration User Guide © 2026 PrismHR 418 Setting Up Billing Rates for Gender Banded Plans
The Total Premium field is the sum of the Employee Premium and Dependents Premium. Once you enter
two values, the third calculates automatically. For example, if you enter a Total Premium of 500 and an
Employee Premium of 300, the system populates Dependents Premium with 200.Setting Up Billing Rates for Gender Banded Plans Use the Billing Rates form, accessed in the Actions menu in Group Benefit Plans, to set up billing rates for a tobacco banded group benefit plan. You can use the Copy from Premium Rates option, accessed in the Actions menu to copy age-range information from the Premium Rates record for the benefit plan. This option only displays when an Effective Date is entered in Billing Rates. 1. The Benefit Plan ID populates from the Group Benefit Plan form.
Note: The Rate Group field displays when the Billing Rates Vary By Network drop-down in the Other Processing Parameters panel is set to No (the default setting).
Note: The Employee Gender drop-down displays only when you select Gender Banded Rates in the Other Processing Parameters panel in Group Benefit Plans.
Note: The Spouse Gender drop-down displays only when you select Spouse Gender Banded in the Other Processing Parameters panel in Group Benefit Plans.
Note: Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99.
Benefits Administration User Guide © 2026 PrismHR 419 Optional Settings
b. Enter the To Age, which is the upper age limit.Note: The Total Bill Amount field is the sum of the Employee Bill Amount and Dependents Bill Amount. Once you enter two values, the third calculates automatically. For example, if you enter a Total Bill Amount of 500 and an Employee Bill Amount of 300, the system populates Dependents Bill Amount with 200.
c. Enter the Total Bill Amount to bill to the client for the cost of this plan.
d. Enter the Employee Bill Amount for this plan.
e. Enter the Dependents Bill Amount for this plan.Optional Settings The following are common optional settings for medical, dental, and vision plans in Group Benefit Plans.
Settings in Group Benefit Plans Panel Use settings described below to establish whether the plan is: • Section 125 Electable if this benefit can be elected for flexible spending plans. If you select this option, you must also enter the prepay benefit account numbers in the 125 Deduction Code field. • COBRA Electable if this benefit plan can be elected for COBRA coverage. • A High Deductible Plan (HDHP) if this health benefit plan has a high deductible which might entitle the employee to participate in a health savings account (HSA).
Settings in Other Processing Parameters Panel Use these settings to establish: • Dependent age limits • Disability coverage eligibility • Mid-month coverage
Benefits Administration User Guide © 2026 PrismHR 420 Settings in Other Processing Parameters Panel
Dependent Age Limit and Disabled Dependent Eligibility Enter the Dependent’s Age Limit; if the dependent reaches that age limit before the plan effective date, the dependent is no longer eligible for coverage. The value selected in the drop-down determines when the dependent age limit actually becomes effective: • On Date of Birth (DOB): The dependent’s age limit becomes effective on the dependent’s birth date when the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 6, 2017. If this date falls before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll. • End of DOB Year: The dependent’s age limit becomes effective on January 1st of the year the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on January 1, 2017. If this date is before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll.
Note: This means that the dependent will no longer be eligible for coverage in the benefit plan even though the dependent’s actual age has not yet reached the age limit specified.
• End of DOB month: The dependent’s age limit becomes effective at the end of the month the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 30, 2017. If this date is before the plan’s effective date, the dependent is no longer eligible for coverage and cannot enroll.
Note: If the plan effective date falls before the date the dependent’s age limit becomes effective (for example, if the dependent age limit becomes effective on April 30, 2017 and the plan effective date is April 25, 2017) the dependent will still be considered eligible for coverage and will be able to enroll even if the dependent’s actual age has reached age limit specified.
Benefits Administration User Guide © 2026 PrismHR 421 PCP Information Setting in the Web Enrollment Parameters Panel
• Select Disabled Dependent Eligible and specify a Disabled Alt Age Limit to establish benefit eligibility for disabled dependents who are above the age specified in the Dependent’s Age Limit field and who would otherwise be ineligible for coverage.
Mid-Month Coverage Setting • Select Mid-Month Coverage Dates if the benefit plan allows for mid-month coverage start/stop dates. Otherwise, coverage starts on the first day of the month and ends on the last day of the month.
PCP Information Setting in the Web Enrollment Parameters Panel If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . Typically these are health maintenance organization (HMO) medical plans, but some dental plans might also require this information. (PrismHR Benefits Enrollment only.) If selected, you must also specify a URL where employees can look up their PCP in the PCP Lists field in the Benefits Enrollment Plan Details form; For more information, refer to Benefits Enrollment Plan Details in the Benefits Enrollment User Guide. (PrismHR Benefits Enrollment only.)
Settings in States Offered In Panel A medical, dental, or vision benefit plan that is state banded is only offered in certain states. To list the states in which this type of benefit plan is offered, you can use the States Offered In panel. 1. In the States Offered column, enter the two-character state codes for each state where this benefit plan is offered. The State Name displays. 2. Enter the Plan Number for each state.
Setting Up Eligible ZIP Codes To enter eligible locations by ZIP code, use the Eligible ZIP Codes form.
Note: This form is accessed by selecting Eligible ZIP Codes in the Actions menu in Group benefit Plans, and is used only for benefit plans that are not set up to collect network information.
Only those employee home locations that match the ZIP codes on the plan will be eligible for enrollment. If no ZIP codes are entered for the benefit plan, employees will be able to enroll regardless of home location. 1. Enter the ZIP Codes you want to attach to the benefit plan. The City and State displays. 2. Click Save.
Required ZIP Code Validation All ZIP codes must first be entered at the system-level to be attached to a benefit plan. If you enter a ZIP code that is not in the system, an error message displays. You can correct this by entering the ZIP code at the system-level in the Zip Codes form. Once the ZIP code record is in the system, you can then attach it to the benefit plan. For more information, refer to ZIP Codes in the System Administration Guide.
Benefits Administration User Guide © 2026 PrismHR 422 Chapter 16 Setting Up Tobacco Banded Medical, Dental, and Vision Benefit Plans
Chapter 16 Setting Up Tobacco Banded Medical, Dental, and Vision Benefit Plans This section is a guide to setting up tobacco banded benefit plans for the medical, dental, and vision insurance classes at the system level in PrismHR. It is intended for users who have experience setting up benefit plans in Group Benefit Plans. Only those settings for tobacco banded benefit plans are covered in this section. Some settings are used only in Benefits Enrollment, and are labeled accordingly. For more information about using Benefits Enrollment, refer to in-product help or to the Benefits Enrollment User Guide.
Settings in Group Benefit Plans To create and maintain benefit plans, use the Group Benefit Plans form.
General Settings in Group Benefit Plans To establish the basic parameters of the group benefit plan, use the Group Benefit Plans form. The Offer Type is required if your organization uses Benefits Enrollment. 1. Enter the Benefit Plan ID. If you are creating a new plan, use an ID that briefly describes the plan. 2. Enter the Plan Description. 3. Select the Insurance Class (Medical, Dental, or Vision) that indicates the type of coverage this plan provides. This affects which panels display, what fields are available, and the calculation method the system uses in deriving the premium for the benefit plan. 4. Enter the Payee ID of the benefits provider that receives the deducted amounts. If you need to define a new payee for this benefit provider, open the Actions menu and select Payees. 5. Select the Cost Basis associated with any premiums and contribution amounts for this benefit plan. Refer to this field when changing premium rates or assigning employee overrides.
Note: Some companies offer their employees a set amount of life insurance coverage, and the option to buy more at the employee’s expense. The manual premium calculation allows you to manually enter the employee’s individual premium and contribution on the employee enrollment record. Manual premiums can also apply to some medical plans that do not have set premiums.
Benefits Administration User Guide © 2026 PrismHR 423 Setting Up Other Processing Parameters for Tobacco Banded Plans
Select the Manual Calculation method (Fully Automatic Calculation, Coverage & Premiums Entered
Manually, Coverage Entered Manually), which indicates how users enter the plan's coverage and premiums.Setting Up Other Processing Parameters for Tobacco Banded Plans To set up the benefit plan for tobacco banded billing, select Tobacco Banded Rates in the Other Processing Parameters panel.
Setting Up Web Enrollment Parameters To define how PrismHR processes open enrollment information for the benefit plan, use the Web Enrollment Parameters panel. 1. Select Include in Open Enrollments to use this plan for open enrollments. 2. Enter the Insurance Carrier URL, which is the link to the page that provides detail about the insurance carrier. 3. Enter the Plan Description URL, which is the link to the plan description page. 4. Select Approval Required to automatically set an initial status of Pending in the Status field of the Employee Group Benefits form. 5. Enter the Display Benefit Type, which is the code used for display grouping. 6. If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . (PrismHR Benefits Enrollment only.) For more information about other required PCP information settings in Benefits Enrollment, see Optional Settings (page 426). 7. In the table, enter each Process Attribute code that applies to the benefit plan. The code Description displays.
Setting Up Plan Types Medical, dental, and vision plans often have multiple types of plans available, such as single employee or family plans. To associate benefit plan types with the group benefit plan, use the Plan Types panel. First, you must set up group benefit plan types; For more information, refer to Group Benefit Plan Types in the Benefit Administration User Guide. 1. Enter each plan Type Code applicable to this benefit plan. The Plan Type Description displays. 2. If the type code is for a high-deductible health plan, enter the HDHP Max Contribution amount that can be made to the employee’s HSA at this level of coverage. 3. Enter the annual HSA Match amount for the coverage tier.
Benefits Administration User Guide © 2026 PrismHR 424 Setting Up Premium Rates for Tobacco Banded Plans
Setting Up Premium Rates for Tobacco Banded Plans You can access the Premium Rates form in the Actions menu of Group Benefit Plans. The rates configured on this form are the actual premium rates charged to your organization by the insurance carrier. The fields that display vary depending on the plan’s Insurance Class and other options selected in Group Benefit Plans. The rates entered correspond to the Cost Basis field in the Group Benefit Plans form. For example, if the Cost Basis field is set to Monthly, the rates represent monthly premium costs.
To set up premium rates for tobacco banded plans: 1. The Benefit Plan ID populates from the Group Benefit Plan form. 2. Select the Plan Type. The drop-down lists only the plan types defined for the group benefit plan. 3. Enter a new Effective Date, or select an existing one on the right (if any). Organizing saving rates by Effective Date allows you to view previous rates for reference purposes. The system calculates billing using the rates with the most recent effective date.
Note: Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99.
Benefits Administration User Guide © 2026 PrismHR 425 Setting Up Billing Rates for Tobacco Banded Plans
Setting Up Billing Rates for Tobacco Banded Plans To set up billing rates for a tobacco banded group benefit plan, use the Billing Rates form, accessed in the Actions menu in Group Benefit Plans. You can use the Copy from Premium Rates option, accessed in the Actions menu to copy age-range information from the Premium Rates record for the benefit plan. This option only displays when an Effective Date is entered in Billing Rates. 1. The Benefit Plan ID populates from the Group Benefit Plan form.
Note: The Rate Group field displays when the Billing Rates Vary By Network drop-down in the Other Processing Parameters panel is set to No (the default setting).
Note: Unless the benefit plan is also set up as age banded by selecting the Age Banded Medical Billing option in Group Benefit Plans, you must enter a one-line “all encompassing” age range in the From Age and To Age fields, for example, 0-99.
Optional Settings The following are common optional settings for medical, dental, and vision plans in Group Benefit Plans.
Benefits Administration User Guide © 2026 PrismHR 426 Settings in Group Benefit Plans Panel
Settings in Group Benefit Plans Panel Use settings described below to establish whether the plan is: • Section 125 Electable if this benefit can be elected for flexible spending plans. If you select this option, you must also enter the prepay benefit account numbers in the 125 Deduction Code field. • COBRA Electable if this benefit plan can be elected for COBRA coverage. • A High Deductible Plan (HDHP) if this health benefit plan has a high deductible which might entitle the employee to participate in a health savings account (HSA).
Settings in Other Processing Parameters Panel Use these settings to establish: • Dependent age limits • Disability coverage eligibility • Mid-month coverage
Dependent Age Limit and Disabled Dependent Eligibility Enter the Dependent’s Age Limit; if the dependent reaches that age limit before the plan effective date, the dependent is no longer eligible for coverage. The value selected in the drop-down determines when the dependent age limit actually becomes effective: • On Date of Birth (DOB): The dependent’s age limit becomes effective on the dependent’s birth date when the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 6, 2017. If this date falls before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll.
Benefits Administration User Guide © 2026 PrismHR 427 PCP Information Setting in the Web Enrollment Parameters Panel
• End of DOB Year: The dependent’s age limit becomes effective on January 1st of the year the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on January 1, 2017. If this date is before the plan’s effective date, the dependent will no longer be eligible for coverage and will not be able to enroll.
Note: This means that the dependent will no longer be eligible for coverage in the benefit plan even though the dependent’s actual age has not yet reached the age limit specified.
• End of DOB month: The dependent’s age limit becomes effective at the end of the month the dependent reaches the age limit specified. For example, if the age limit specified is 25, and the dependent turns 25 on April 6, 2017, the dependent age limit becomes effective on April 30, 2017. If this date is before the plan’s effective date, the dependent is no longer eligible for coverage and cannot enroll.
Note: If the plan effective date falls before the date the dependent’s age limit becomes effective (for example, if the dependent age limit becomes effective on April 30, 2017 and the plan effective date is April 25, 2017) the dependent will still be considered eligible for coverage and will be able to enroll even if the dependent’s actual age has reached age limit specified.
• Select Disabled Dependent Eligible and specify a Disabled Alt Age Limit to establish benefit eligibility for disabled dependents who are above the age specified in the Dependent’s Age Limit field and who would otherwise be ineligible for coverage.
Mid-Month Coverage Setting • Select Mid-Month Coverage Dates if the benefit plan allows for mid-month coverage start/stop dates. Otherwise, coverage starts on the first day of the month and ends on the last day of the month.
PCP Information Setting in the Web Enrollment Parameters Panel If this is a benefit plan which requires employees to enter primary care physician (PCP) information during enrollments, select Collect PCP Information . Typically these are health maintenance organization (HMO) medical plans, but some dental plans might also require this information. (PrismHR Benefits Enrollment only.) If selected, you must also specify a URL where employees can look up their PCP in the PCP Lists field in the Benefits Enrollment Plan Details form; For more information, refer to Benefits Enrollment Plan Details in the Benefits Enrollment User Guide. (PrismHR Benefits Enrollment only.)
Settings in States Offered In Panel A medical, dental, or vision benefit plan that is state banded is only offered in certain states. To list the states in which this type of benefit plan is offered, you can use the States Offered In panel. 1. In the States Offered column, enter the two-character state codes for each state where this benefit plan is offered. The State Name displays. 2. Enter the Plan Number for each state.
Setting Up Eligible ZIP Codes To enter eligible locations by ZIP code, use the Eligible ZIP Codes form.
Benefits Administration User Guide © 2026 PrismHR 428 Setting Up Eligible ZIP Codes
Note: This form is accessed by selecting Eligible ZIP Codes in the Actions menu in Group benefit Plans, and is used only for benefit plans that are not set up to collect network information.
Only those employee home locations that match the ZIP codes on the plan will be eligible for enrollment. If no ZIP codes are entered for the benefit plan, employees will be able to enroll regardless of home location. 1. Enter the ZIP Codes you want to attach to the benefit plan. The City and State displays. 2. Click Save.
Required ZIP Code Validation All ZIP codes must first be entered at the system-level to be attached to a benefit plan. If you enter a ZIP code that is not in the system, an error message displays. You can correct this by entering the ZIP code at the system-level in the Zip Codes form. Once the ZIP code record is in the system, you can then attach it to the benefit plan. For more information, refer to ZIP Codes in the System Administration Guide.
Benefits Administration User Guide © 2026 PrismHR 429
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Ben-Enroll.pdfBenefits Enrollment User Guide
Setup and administration for Benefits Enrollment on the PrismHR platform Benefits Enrollment 2.41.1 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 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 Benefits Enrollment User Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 11 Chapter 1 Configuring System Settings 12 Assigning Offer Types 12 Maintaining Enrollment Details 12 Accessing Plan Enrollment Details 13 Defining Gap Coverage in Gap Plans 13 Defining Gap Coverage in Medical Plans 14 Enabling Beneficiary Information 14 Setting Dependencies in ADD and GTL Plans 14 Setting Dependencies in Disability Plans 15 Required Documentation Rulesets 16 Assigning Documentation Rulesets 16 Setting Up Documentation Rulesets 16 Evaluating Documentation Rulesets 17 Evaluating Dependent Eligibility 17 Evaluating Documentation Ruleset Eligibility 17 Uploading and Tagging Documents 18 Evaluating Dependent Eligibility 18 Evaluating Documentation Ruleset Eligibility 18 Setting Up Waive Options 20 Setting Enrollment Options 22 Assigning Dependents to Group Plans 23 Configuring Web Enrollment 24
Benefits Enrollment User Guide © 2026 PrismHR 3 Table of Contents
Assigning Administrative Roles 24
Requiring Approvals 24
Setting Proxy Enrollments 24
Editing Metadata 25Chapter 2 Configuring Client Settings 26 Chapter 3 Setting Up Benefit Plan Information 30 Defining Enrollment Plans 30 Defining Offer Type Setup 30 Defining Employee Options 31 Defining Dependencies 32 Defining Plan Level Setup 33 Defining Plan Details 34 Attaching Documents 35 Setting Up Plan Dependencies 35 Defining Terms and Conditions 36 Managing Underwriting Questions 37 Importing Benefits 38 Setting Up the Data File 38 Setting Benefit Import Parameters 39 Translation Tables 43 Importing Benefit Enrollments 44 Importing Company Benefits 46 Creating the Company Benefits Import File 46 Importing Company Benefit Information 53 Importing Benefit Rules 53 Importing Plan Comparison Data 54 Viewing Employee Benefit Confirmation Statements 55
Benefits Enrollment User Guide © 2026 PrismHR 4 Table of Contents
Chapter 4 Setting Up Forms and Workflows 57 Planning Enrollment Workflow Components 57 Managing Documents, Forms, and Workflows 58 Managing Versions and Revisions 58 Managing Documents 59 Uploading a Single Document 59 Uploading Multiple Documents 60 Creating the .ZIP File 60 Uploading the .ZIP File 61 Importing the metadata.csv File 62 Editing a Document 62 Searching and Filtering Documents 63 Managing Forms 64 Creating Forms from Prebuilt Forms 64 Using Prebuilt Forms 66 Creating a Welcome Form 66 Creating a Benefit Summary Form 67 Creating a Confirmation Form 68 Creating a Custom Form 70 Working with Substitution Variables 71 Adding Field Options 74 Managing the Workflow Library 78 Creating a Workflow 78 Defining the Process 79 Adding Forms 80 Creating Notifications and Submitting the Workflow 80 Deactivating Workflows 81 Bulk Launch Benefit Workflow 82
Benefits Enrollment User Guide © 2026 PrismHR 5 Table of Contents
Security 83
Pre-Filtering Bulk Launch Benefit Workflows 84
Changing Benefit Workflows for Multiple Employees 84
Review Workflow Request 85
Downloading Bulk Workflow Results 86
Bulk Launch Life Event 86Chapter 5 Setting Up Notifications 87 Setting Up an Enrollment User 87 Setting Up Templates and Recipients 88 Managing Notifications 88 Handling Undelivered Notifications 88 Tracking Notifications 88 Setting Up Notification Templates 88 Setting Up Notification Recipients 91 Using the Notification Control Panel 93 Setting Up Benefits Enrollment Notification Controls 94 Restarting the Notification Control Panel 95 Chapter 6 Maintaining Life Event Codes 96 Configuring Required System Settings 96 Viewing Life Event Codes and Clients 96 Viewing Codes 97 Changing Predefined Life Event Codes 97 Displaying Client Code Asssignments 98 Creating a New Life Event 99 Specifying General Settings 100 Selecting Offer Type Rules 101 Selecting Forms 101 Selecting Notifications 102
Benefits Enrollment User Guide © 2026 PrismHR 6 Table of Contents
Selecting Clients for Notifications 102
Initiating a Life Event in the Employee Portal 103
Editing a Workflow Code 104Chapter 7 Assigning Workflows to Enrollments 105 Assigning Workflows at the System Level 105 Creating a Workflow Assignment 105 Copying a Workflow Assignment 106 Assigning Workflows at the Client Level 107 Creating a Workflow Assignment 108 Copying a Workflow Assignment 109 Assigning Life Event Workflows 109 Chapter 8 Setting Up Anytime Enrollment 111 Including a Benefit Plan in an Anytime Enrollment Workflow 111 Setting Up an Anytime Enrollment Notification Template 111 Setting Up Anytime Enrollment Notification Recipients 112 Creating an Anytime Enrollment Workflow 112 Adding an Anytime Enrollment Workflow to the System Workflow Grid 113 Adding an Anytime Enrollment Workflow to the Client Workflow Grid 113 Adding Anytime Benefits to Employee Portal 114 Chapter 9 Maintaining Web Enrollments 115 Viewing Web Enrollment History 115 Changing an Enrollment Period 116 Assigning a New Workflow 117 Archiving Enrollment Records 118 Changing Start and End Dates 119 Updating the Employee Name and Address Case 119 Viewing Posting Information 120 Logging in as an Employee 120
Benefits Enrollment User Guide © 2026 PrismHR 7 Table of Contents
Tracing Benefit Enrollment 121
Suspended Employee Enrollment Process 122
Suspending Benefit Enrollments 123
Viewing the Enrollment Suspended Until Date 124
Manually Running the Suspended Employee Enrollment Process 124
Viewing the Suspended Enrollment Employee Report 124Chapter 10 Post Benefit Enrollments 125 Viewing Unposted Batches 125 Viewing Batch Details 126 Viewing the Enrollment Summary 127 Viewing the Employee Enrollment Detail 128 Creating a New Batch 131 Reviewing a Batch 132 Reviewing Errors that Can Occur When Posting a Batch 133 Reviewing Changes Made When Fixing Errors 133 Change Report Output 133 Posting a Batch 134 Posting Enrollments Automatically 134 Creating Benefits Enrollment Statements 134 Chapter 11 Using the Dashboard 137 Displaying Tasks and Their Status 137 Displaying Benefit Enrollments by Type 138 Chapter 12 Generating Reports 140 Benefit Plans Report 140 Benefit Reconciliation Report 141 Benefit Summary Statement 142 Benefit Summary Statement Setup 144 Client Enrollment Status by Workflow 146
Benefits Enrollment User Guide © 2026 PrismHR 8 Table of Contents
EDI History Report 147
Enrollment Status by Workflow/Client 149
Employee Benefit Register Report 150
Employee Enrollment Progress 152
Global FSA/HSA Deduction Report 153
Life Insurance Reconciliation Report 154
Client Enrollment Summary 157
Notification Audit 157
Global Dependent Information Report 158
Report Output 159
Global Employee Benefit Detail Report 160
Report Output 161
Global Employee Deduction Setup Report 162
Report Output 163
Global Employee Garnishment by Date Report 164
Report Output 164
Global Employee Garnishment Setup Report 165
Report Output 166
Global Payroll Deduction by Date Report 167
Report Outputs 168
Global Voucher Liability Report 171
Report Outputs 172
Overage Dependents Report 175
Overage Enrollees Report 176
Pending Benefit Self-Billing Report 177
Pending COBRA Participants Report 178
Suspended Employee Enrollment 179
Retirement Adjustment Transaction Audit Report 180Benefits Enrollment User Guide © 2026 PrismHR 9 Table of Contents
Retirement Auto Enrollment Report 181Benefits Enrollment User Guide © 2026 PrismHR 10 Intended Audience The contents are for users who are: • Using Benefits Enrollment • Involved in setting up benefit enrollments • Familiar with the use of an internet browser
Note: Unless you have permission to access System Administration features, you cannot set global benefit plans on the system.
Your organization should already have set up the initial defaults, files, and preferences required for system administration, as well as client information. This user guide assumes that you already have a certain amount of knowledge about benefits administration. Before you can set up benefits and open enrollments, you must set up benefit plans at the system level. You must also set up benefit groups and benefit rules for clients, including eligibility and coverage rules, and employee contributions. The procedures for setting up benefits can be very complex, and it is beyond the scope of this user guide to cover them in detail. These subjects are covered in the Benefit Administration User Guide. Explaining industry-specific topics other than the use of this software product is outside the scope of this document.
Benefits Enrollment User Guide © 2026 PrismHR 11 Chapter 1 Configuring System Settings
Chapter 1 Configuring System Settings The following sections describe system-level settings that are specific to setting up benefits and open enrollments. You must define these settings for benefit plan information to display correctly during enrollments.
Assigning Offer Types You must assign an offer type to each benefit plan offered to employees during benefit enrollments. The offer type classifies the benefit plan according to type (for example, Medical, Dental, Vision) and assures that the benefit plan displays in the correct form during benefit enrollments. If benefit plans are not assigned offer types, you cannot include them in benefits enrollment.
To assign offer types on group benefit plans: 1. Click Back Office. 2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens.
To assign offer types on flexible spending account (FSA), health saving account (HSA), and commuter (COM) benefit plans: 1. Click Back Office. 2. From System|Change, select Flex Spend Account Types. The Group Benefit Plans form opens. Refer to the Benefit Administration User Guide for more information about settings in the Group Benefit Plans and Flex Spend Account Types forms.
Maintaining Enrollment Details To perform the following functions, use the Plan Enrollment Details form. • Define gap coverage amounts in gap (GAP) benefit plans. • Enable employees to set up beneficiary information in life insurance plans during enrollments. • Set up dependencies in accidental death and dismemberment (ADD) or group term life (GTL) insurance plans that require employees to enroll in a basic life (LIF) insurance plan. • Establish settings in long term disability (LTD) or short term disability (STD) benefit plans that determine when an employee is required to submit an Evidence of Insurability (EOI) form.
Benefits Enrollment User Guide © 2026 PrismHR 12 Chapter 1 Configuring System Settings
Accessing Plan Enrollment Details The offer type for a benefit plan determines the options that are available in the Plan Enrollment Details form.
To access the Plan Enrollment Details form: 1. Click Back Office. 2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens. 3. Select a Benefit Plan ID. 4. Click the Actions menu and select Enrollment Details. The Plan Enrollment Details form opens. You cannot search for this form by normal means. 5. Here, the Benefit Plan ID is auto-populated based on the benefit plan you select on the Group Benefit Plans form. It is a read-only form. 6. Make the required updates on the form and click Save.
Defining Gap Coverage in Gap Plans The options that are available when you select a gap (GAP) benefit plan enable you to define the gap coverage amount for the plan. You can also restrict employees who are enrolled in health savings account (HSA) benefit plans from also enrolling in gap benefit plans.
Before you begin: • Set up the gap benefit plan to require a medical dependency at the plan level in the Plan Dependency tab in the Benefits Enrollment Plan Details form.
To define gap coverage in gap benefit plans: 1. Open the Plan Enrollment Details form.
Use this option To define this
Payment Cycle The frequency with which the employee's loan payment is
deducted. If the employee does not have a loan, leave the
Payment Cycle set to Pay Period.
Effective Date The effective date for the benefit plan to modify. A benefit plan
can have multiple effective dates with different settings that are
used for different enrollments. You can click New Effective Date to
create a new effective date for the benefit plan.
Gap Coverage Amount The amount of gap coverage.
HSA Enrollee Not Eligible Whether to restrict enrollees in HSA plans from also enrolling in
the gap benefit plan.Benefits Enrollment User Guide © 2026 PrismHR 13 Chapter 1 Configuring System Settings
Defining Gap Coverage in Medical Plans When you select a medical (MED) benefit plan, options are available for you to define the gap coverage maximum.
To define gap coverage maximum: 1. Open the Plan Enrollment Details form.
Use this option To define this
Effective Date The effective date for the benefit plan to modify. A benefit plan
can have multiple effective dates with different settings that are
used for different enrollments. You can click New Effective Date to
create a new effective date for the benefit plan.
Gap Coverage Maximum The maximum amount of gap coverage. You cannot set gap
coverage maximum amounts on family-rated benefit plans.Enabling Beneficiary Information When you select a life insurance plan (LIF, GTL, ADD, LIS, LIC, WLI), the Require beneficiaries section option is available. Select this option if employees can enter beneficiaries during enrollments.
Setting Dependencies in ADD and GTL Plans When you select an additional life insurance plan (GTL or ADD), options are available for you to set up dependencies in life insurance plans that require employees to enroll in a basic life insurance plan (LIF). You can also use the Plan Enrollment Details form to set the plan to apply an aggregate spouse maximum. This limits the maximum coverage for the employee’s spouse so that it can never exceed the aggregate coverage amount of an employee’s basic and additional life selections.
To set dependencies in ADD and GTL benefit plans: 1. Open the Plan Enrollment Details form.
Use this option To define this
Effective Date The effective date for the benefit plan to modify. A benefit plan
can have multiple effective dates with different settings that are
used for different enrollments. You can click New Effective Date to
create a new effective date for the benefit plan.Benefits Enrollment User Guide © 2026 PrismHR 14 Chapter 1 Configuring System Settings
Require beneficiaries section Whether to allow employees to enter beneficiaries during
enrollments.
Require Basic Life Enrollment Whether to require enrollment in a basic life insurance plan.Setting Dependencies in Disability Plans When you select a long term disability (LTD) or short term disability (STD) benefit plan, options are available for you to define settings that determine when an employee is required to submit an EOI form. Set up an LTD or STD benefit plan to require an EOI form at the plan level in the Documents tab on the Benefits Enrollment Plan Details form. Enrollments that include disability plans that require an EOI are automatically placed in Pending status and trigger an approval process in the Post Benefit Enrollments form.
To set up dependencies in disability benefit plans: 1. Open the Plan Enrollment Details form.
Use this option To define this
Effective Date The effective date for the benefit plan to modify. A benefit plan
can have multiple effective dates with different settings that are
used for different enrollments. You can click New Effective Date to
create a new effective date for the benefit plan.
Coverage Minimum The coverage minimum for the benefit plan.
Coverage Maximum The coverage maximum for the benefit plan.
Increments The increments to use for differing coverage levels. For example, if
the benefit plan is available in increments of $5,000, enter 5,000.
Guaranteed Issue Amount The maximum amount that an employee can receive without filing
an EOI. The employee is required to submit an EOI to receive
further coverage.
Guaranteed Issue Default Percentage The guaranteed issue default percentage if the benefit plan
determines the maximum amount that an employee can receive
without filing an EOI. It is based on a percentage of the employee's
salary.
Late Entrant GI Amount The maximum amount that a late entrant employee can receive
without filing an EOI. The employee is required to submit an EOI to
receive further coverage.
Late Entrant GI Default Percentage Whether the benefit plan determines the maximum amount (up to
100%) that a late entrant employee can receive without filing an
EOI based on a percentage of the employee's salary,Benefits Enrollment User Guide © 2026 PrismHR 15 Chapter 1 Configuring System Settings
Required Documentation Rulesets The Required Documentation Rulesets panel displays for some offer types. You can use this panel to assign one or more required documentation rulesets to a benefit plan. Employees who fit the conditions of the ruleset during enrollments must download and submit an additional form. For more information on Required Documentation Rulesets, see Assigning Documentation Rulesets.
Assigning Documentation Rulesets To assign one or more required documentation rulesets to a benefit plan, use the Required Documentation Rulesets panel in the Plan Enrollment Details form. Benefits Enrollment provides the following rulesets: • Domestic Partner • Dependents with Different Last Names • Disabled Dependents • Disabled Over-Age Dependents (Florida residents) • Disabled Over-Age Dependents (New York residents) • Florida Contract Benefit Plans
Setting Up Documentation Rulesets To set up required documentation and dependent eligibility rulesets, use the Required Documentation Rulesets panel in the Plan Enrollment Details form. This panel displays only for offer types that might require special documents.
To set up required document and dependent eligibility rulesets: 1. Click Back Office. 2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens. 3. Click the Actions menu and select Enrollment Details. 4. In the Required Documentation Rulesets panel, select the effective date for the benefit plan to modify. A benefit plan can have multiple effective dates with different settings, which are then used for different enrollments. You can click New Effective Date to create a new effective date. 5. Enter the Domain and Ruleset for the ruleset to attach to the benefit plan. You must manually enter these exactly as follows:
Benefits Enrollment User Guide © 2026 PrismHR 16 Chapter 1 Configuring System Settings
Rule Domain Ruleset
Domestic Partner PRISMHR-BE DOCUMENT-PARTNER
Dependents with Different Last Names PRISMHR-BE DOCUMENT-LASTNAME
Disabled Dependents PRISMHR-BE DOCUMENT-DIS
Disabled Over-Age Dependents (Florida PRISMHR-BE DOCUMENT-FLO
residents)
Disabled Over-Age Dependents (New York PRISMHR-BE DOCUMENT-NYO
residents)
Florida Contract Benefit Plans PRISMHR-BE DOCUMENT-FLCTEnter the Domain and Ruleset for the Dependent Eligibility rule. You must manually enter these exactly as follows:
Rule Domain Ruleset Dependent Eligibility PRISMHR-BE DEPEN-ELIGIBILITY
This rule is required. Before evaluating an employee’s dependents for the benefit plan’s rulesets, the system checks the employee’s dependents’ eligibility for the benefit plan. This check runs only if the Dependent Eligibility rule is set up.
PCP Required: For future development. Does not currently impact the functionality of PrismHR.
Click Save.
Evaluating Documentation Rulesets The following sections explain how the system evaluates and applies documentation rulesets.
Evaluating Dependent Eligibility Before evaluating an employee’s dependents for the benefit plan’s rulesets, the system checks the employee’s dependents’ eligibility for the benefit plan. This check runs only if the domain and ruleset are set up for the Dependent Eligibility rule. If the domain and ruleset are not set up for the Dependent Eligibility rule, the benefit plan does not display in the enrollment, and the system does not apply any of the documentation rulesets.
Evaluating Documentation Ruleset Eligibility When the Dependent Eligibility rule determines that the employee’s dependents are eligible for a benefit plan, the benefit plan displays in the employee’s enrollment. The system then evaluates the employee’s dependents to see whether they satisfy the conditions for the required documentation rulesets that are set up in the benefit plan. If a required documentation ruleset applies
Benefits Enrollment User Guide © 2026 PrismHR 17 Chapter 1 Configuring System Settings
to the dependent (for example, if the employee includes a domestic partner as a dependent in the enrollment), the system triggers the required document for the employee to complete.
Uploading and Tagging Documents You must upload required documents to the Document Repository and tag them correctly. Documents attached to a benefit plan display in the employee’s Benefit Summary when the enrollment is complete.
Evaluating Dependent Eligibility If the Dependent Eligibility rule is set up, the system evaluates dependent eligibility for the benefit plan before determining whether the employee’s dependents satisfy the conditions for the required documentation rulesets. If the dependent is a domestic partner or has a different last name, the system proceeds to the next step and determines whether the dependent satisfies the required documentation ruleset eligibility conditions. If the dependent does not satisfy these conditions, one of the following sets of conditions must apply for the dependent to be determined to be eligible for the benefit plan.
Condition Set Conditions Condition Set #1 • The dependent is set up with the Relationship Type Dependent in the Employee Dependents form. • The dependent is a Florida resident, as determined by the dependent’s state (if the dependent has no state entered, the system defaults to the employee’s state). • The benefit plans is either a medical (MED) or gap (GAP) plan, and the dependent’s age is less than 30.
Condition Set #2 • The dependent is set up with the Relationship Type Dependent in the Employee Dependents form. • The benefit plan is a Florida-contracted national plan, indicated by the National Plan in the Carrier Code Maintenance panel in Group Benefit Plans. • The benefit plan is either a medical (MED) or gap (GAP) plan, and the dependent’s age is less than 30.
Condition Set #3 • The dependent is set up with the Relationship Type Dependent in the Employee Dependents form, and the dependent is disabled.
Evaluating Documentation Ruleset Eligibility After the system determines dependent eligibility, it evaluates the employee’s dependents to see whether they satisfy the conditions for the required documentation rulesets. If a dependent satisfies the conditions, the
Benefits Enrollment User Guide © 2026 PrismHR 18 Chapter 1 Configuring System Settings
system triggers the required document for the employee to complete.
Rule Conditions Domestic Partner • The dependent is set up with the Relationship Type Dependent (DOCUMENT-PARTNER) and has the Relation set to Domestic Partner in the Employee Dependents form. The Relationship Code Domestic Partner must also be set in the Relationships form with the Domestic Partner Relationship Type. • Your organization must set up the required document with the File Tag DP in the Document Repository.
Dependents with Different Last Names • The dependent is set up with the Relationship Type Dependent (DOCUMENT-LASTNAME): but does not have the Relation set to Domestic Partner in the Employee Dependents form. • The dependent’s last name is different from the employee’s last name. • Your organization must set up the required document with the File Tag LN in the Document Repository.
Disabled Dependents • The dependent is set up with the Relationship Type Dependent (DOCUMENT-DIS) and Is Disabled is selected in the Employee Dependents form. • The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit. The point at which the Dependent’s Age Limit becomes effective is defined in the list. • Your organization must set up the required document with the File Tag DIS in the Document Repository.
Over-Age Dependents (Florida • The dependent is set up with the Relationship Type Dependent residents) and does not have Is Disabled selected in the Employee (DOCUMENT-FLO) Dependents form. • The dependent is a Florida resident, as determined by the dependent’s state (if the dependent has no state entered, the system defaults to the employee’s state). • The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list. • Your organization must set up the required document with the File Tag FLO in the Document Repository.
Benefits Enrollment User Guide © 2026 PrismHR 19 Chapter 1 Configuring System Settings
Rule Conditions Over-Age Dependents (New York • The dependent is set up with the Relationship Type Dependent residents) and does not have Is Disabled selected in the Employee (DOCUMENT-NYO) Dependents form. • The dependent in a New York resident, as determined by the dependent’s state (if the dependent has no state entered, the system defaults to the employee’s state). • The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list. • Your organization must set up the required document with the File Tag NYO in the Document Repository.
Florida Contract Benefit Plans • The dependent is set up with the Relationship Type Dependent (DOCUMENT-FLCT) and does not have Is Disabled in the Employee Dependents form. • The benefit plan is a Florida-contracted national plan, indicated by the National Plan in Group Benefit Plans. • The dependent’s age is greater than the carrier-based age limit, defined in Group Benefit Plans by the Dependent’s Age Limit, and less than 30. The point at which the Dependent’s Age Limit becomes effective is defined in the list. • Your organization must set up the required document with the File Tag FLC in the Document Repository.
Setting Up Waive Options Organizations can establish whether employees have the option to waive coverage for benefit plans during enrollment using settings at both the system and client level in PrismHR. (PrismHR Benefits Enrollment only.) The system runs the following checks to determine whether to display the employee option to waive coverage during enrollments. • When you set up benefit plan information for the offer type for the benefit plan in the Comparison Fields tab in the Benefits Enrollment Plan Details form, you can select Allow Waive in Benefit Enrollment to establish the waive setting at the system level. This setting overrides the default waive logic of the system and allows the waive option to always display for the offer type.
Benefits Enrollment User Guide © 2026 PrismHR 20 Chapter 1 Configuring System Settings
When the option is
Then ...
...
Selected The option to waive coverage displays in all benefit plans assigned the offer type.
This setting overrides all other settings.
Not Selected The option to waive coverage is not set up at the system level for the offer type.
The system checks the employee's contribution to determine employee waive
options.• The system determines the employee’s contribution for the benefit plan, as defined in Group Benefit Plans. Typically, benefit plans that are 100% paid for by the employer do not include the option to waive.
When the employee’s
Then ...
contribution is ...
Greater than $0 The employee has the option to waive coverage in the benefit plan.
$0 The option to waive coverage is not set up for the benefit plan. The
system checks the Auto Enroll setting on the benefit plan to determine
employee waive options.• The system checks the Auto Enroll setting for the benefit plan in Group Benefit Plans.
When the option is set
Then ...
to ...
N for No The employee has the option to waive coverage in the benefit plan.
Y for Yes The employee auto enrolls in the benefit plan and does not have the option to
waive coverage.
Company Decision The system checks the Auto-Enrollment setting on the benefit plan at the client
level to determine employee waive options.• The system checks whether Auto Enrollment is selected for the benefit plan in Benefit Plan Setup. This sets up auto-enrollment in the benefit plan at the client level.
When the option
Then ...
is ...
Selected The employee auto enrolls in the benefit plan and does not have the option to waive
coverage.
Not selected The employee has the option to waive coverage in the benefit plan.Benefits Enrollment User Guide © 2026 PrismHR 21 Chapter 1 Configuring System Settings
The employee waive option displays in the form for the benefit plan offer type during enrollment. If settings on even one benefit plan included in an offer type establish that employees can waive coverage, the option to waive displays in the form for the offer type and employees can waive coverage.
Setting Enrollment Options Enter medical waive reasons and employee cost calculations and determine whether to display employer costs for benefit plans during enrollments with the Enrollment Options form. Click Close to close this form at any time. All unsaved changes will be lost.
To enter enrollment options: 1. Click Back Office. 2. From System|Change, select System Parameters. 3. Click the Actions menu and select Enrollment Options. The Enrollment Options form opens.
Use this option To define this
Medical Waive Reasons Reasons for waiving medical insurance (such as other group medical coverage or
covered by Medicare) that display in a list when the employee waives
healthcare benefits for a spouse.
Medical Waive Reasons Reasons for waiving medical insurance in Spanish.
(Spanish)
Valid Waiver Reason Indicates whether the reason is valid (Yes or No (default). When activating
pending enrollments, all waiver reasons (valid or invalid) are included in the
total waived employee count.
Life Events - Documents The documents to use for life event enrollments. Documents entered in this
Required panel are shown in the Specify Document(s) list in Life Event Maintenance
where they can be selected to include in life event workflow codes.
Life Events - Documents The documents to use for life event enrollments in Spanish.
Required (Spanish)
Include Employer Costs Enables viewing of employer benefit plan contributions by employees during
in Employee Self-Service enrollment periods. You can override this setting at the client level in the Client
DetailsBenefits tab.
Employee Calculation Basis for calculating employee costs (Per Month, Per Period). This setting
Based on determines how the system calculates employee costs to display for the benefit
plan. You can override this setting at the client level in the Client
Details>Benefits tab.
Note: For employees who are paid weekly and who have selected a weekly
cost-basis benefit plan, the Employee Calculation Based On must be set to
Per Month.Benefits Enrollment User Guide © 2026 PrismHR 22 Chapter 1 Configuring System Settings
Use this option To define this
Require Approval for Enables the requirement for administrative approval on proxy enrollments in
Proxy Enrollments Benefits Enrollment (PrismHR Benefits Enrollment only.)
Auto post BE/OE Allows the system to automatically create open enrollment records for
enrollments when employees who already have a benefit enrollment record that overlaps with
overlap with OE open enrollment.
Allow Actions on Restrict access to actions on the dashboard to only allow service providers to
Dashboard for Service access the Actions menu.
Provider Users Only
Allow Edit Dependents Allows employees to make changes to their dependents during the Onboarding
in Enrollment Workflow process and enrollment workflow.
Archive unsubmitted Allows clients to automatically archive enrollment workflows after the
enrollment workflows X designated time period. When this option is enabled, records from employees in
days after worfklow end all employment statuses are archived automatically.
dateAssigning Dependents to Group Plans You must add validation on group benefit plan types by assigning them to the relationship codes that represent employee dependent relationships. You must also define the age limit for dependents and when the dependent’s age limit takes effect. These settings allow the correct cost for the offered benefit plans, based on the employee’s dependent selection, to display during enrollments. You must define the following settings. Refer to the Benefit Administration User Guide for more information about settings in the Group Benefit Plan Types and Group Benefit Plans forms. See the System Administration User Guide for more information about the Relationships form. • In the Group Benefit Plan Types form, set up the Minimum Dependents and Maximum Dependents. If the benefit plan type requires that the employee’s spouse be set as a dependent, select Spouse Required or Domestic Partner Req’d on each Type Code. Indicate whether the plan covers the employee’s regular dependents, the domestic partner’s children, or both using the Dependent Min/Max Type list. • In the Group Benefit Plans form, define the Dependent’s Age Limit and select when the benefit plan imposes an age limit from the list. • In the Relationships form, assign group benefit Plan Types to each Relationship Code.
Benefits Enrollment User Guide © 2026 PrismHR 23 Chapter 1 Configuring System Settings
Configuring Web Enrollment Use the following settings in the Group Benefit Plans Web Enrollment Parameters panel when setting up enrollments. Some medical and dental benefit plans enable or require employees to enter information about their primary care provider (PCP) during enrollment. • To offer the benefit plan in open enrollments, select Include in Open Enrollments. If you do not select this option, the benefit plan is not included. • To give employees the option to enter PCP information, select Collect PCP Information. When you select this option, PCP Required becomes active. • To require employees to enter PCP information, select PCP Required. You must also specify a URL where employees can look up their PCP in PCP Lists in the Details tab in the Benefits Enrollment Plan Details form.
Assigning Administrative Roles There are many places in PrismHR that require administrator actions. For more information, see the System Administration Guide, Human Resources User Guide, or Approvals Guide.
Requiring Approvals When setting up workflows for enrollments, you have the option to require that an administrator approve all enrollments. If you choose to do this, you must have at least one user or worksite trusted advisor for each of these roles. • If the user is a service provider, assign the role Benefit Manager in the Users form. • If the user is a worksite manager or worksite trusted advisor, assign the role Benefit Approver in the Users form. You must also set up approval policies. Each approval policy specifies who must approve an action before it is finalized. • Use the Global Approval Policies form to define approval policies at the system level. • Use the Approval Policies form to override global approval policies at the client level.
Setting Proxy Enrollments You can set up the following proxy enrollments: • Worksite Managers and Worksite Trusted Advisors who are set up with the Enrollment Proxy user role can act as an employee and execute the employee’s enrollment selections using the Proxy Login form. • Worksite Managers and Worksite Trusted Advisors who are set up with the Onboarding Proxy user role can read employees’ full onboarding workflows. (Note: The system bypasses any field-level security when using this role.)
Benefits Enrollment User Guide © 2026 PrismHR 24 Chapter 1 Configuring System Settings
Worksite Managers and Worksite Trusted Advisors who are set up with the Enrollment Proxy user role can act as an employee and execute the employee’s enrollment selections using the Proxy Login form. Note: If the user is a Worksite Manager or Worksite Trusted Advisor, assign the Enrollment Proxy and Onboarding Proxy roles in the Users form.
Editing Metadata The Metadata Editor form is used to edit the metadata for Benefits Enrollment and Onboarding documents. This metadata can be used to optimize document organization and search results.
Benefits Enrollment User Guide © 2026 PrismHR 25 Chapter 2 Configuring Client Settings
Chapter 2 Configuring Client Settings The following client-level settings are specific to Benefits Enrollment. You must define them for the benefit plan information to display correctly during enrollments. Client-level settings override settings established at the system level. The client-level settings for Benefits Enrollment are in the Benefits and Control tabs in Client Details form. Refer to the Benefits Administration User Guide for more information.
To set up group benefits, workers’ compensation, and retirement plan information: 1. Select the Client menu. 2. From Client|Change select Client Details. The Client Details form opens. 3. On the Benefits tab, in the Group Benefits panel, select a Benefit Plan ID.
Use this
To define this
option
Section 125 The Section 125 Plan in which the client participates.
Plan
HSA Plan The HSA Plan in which the client participates.
Maintains Whether the client maintains a high deductible health plan. This suppresses the system’s
Own HDHP validation when setting up an employee HSA.
Eligible Whether to make benefits available to an employee if the client makes different sets of
Benefits benefits available to their employees based on department, division, location, or benefit
Determinant group. The system determines the benefits employees are eligible for based on the
determinant.
Suppress Whether the client wants to suppress automatic benefit adjustment calculations.
Automatic
Benefit
Adjustment
Control Group The control group client that acts as a master company for the control group, if any. Use
Client control groups to aggregate data when multiple clients are treated as related entities for
Affordable Care Act (ACA) or retirement plan reporting purposes.Benefits Enrollment User Guide © 2026 PrismHR 26 Chapter 2 Configuring Client Settings
Use this
To define this
option
For example, if an employee works 20 hours at company A and 20 hours at company B,
the system treats that employee as having worked 40 hours for the purposes of the ACA,
and reports that for both companies A and B.
Auto Create Whether to create employee web enrollment forms automatically.
Open
Enrollments
Auto Post Whether to post employee web enrollment forms automatically.
Open
Enrollments
Include Whether to include employer cost in employee self-service. (PrismHR Benefits Enrollment
Employer Cost only.)
in Employee
Self-Service
Employee The method (Pay Period, Per Month, or System Default) for calculating employee costs
Calculation during enrollments. (PrismHR Benefits Enrollment only.)
Based OnTo set up new hires and employees: 1. Select Client in the menu bar. 2. From Client|Change select Client Details. The Client Details form opens. 3. Click the Control tab. 4. Access the New Hire/Employee Detail Controls and complete these fields as required:
Use this
To define this
option
Employee A unique number that identifies the employee.
Numbers
Used
Auto Whether to automatically assign an employee number to new hires.
Employee
Number
Next The next employee number to use.
Employee
NumberBenefits Enrollment User Guide © 2026 PrismHR 27 Chapter 2 Configuring Client Settings
Use this
To define this
option
Allow First Whether users of the New Hire form can enter prorated hours for the new employee for
Period Hours the client if their start date is in the middle of a pay period. This is typically used for
salaried employees who have auto time sheet hours. This list displays if your organization
selected Enable New Hire First Period Hours in System Parameters.
• System Default: The New Hire form displays the First Pay Period Hours only if Enable
New Hire First Period Hours is selected in System Parameters.
• Enabled: The First Pay Period Hours is available in the New Hire form, regardless of
the setting in System Parameters.
• Disabled: The New Hire form does not display the First Pay Period Hours, regardless of
the setting in System Parameters.
Department The department required for time sheets and labor allocation.
Required
Shift The shift required for time sheets and labor allocation.
Required
Work Group The work group required for the employee.
Required
Division The division required for time sheets and labor allocation.
RequiredTo configure enrollment and onboarding controls: 1. Select Client in the menu bar. 2. From Client|Change select Client Details. The Client Details form opens. 3. Click the Control tab. 4. Access the Enrollment/Onboarding Controls and complete these fields as required:
Use this option To define this
Electronic Enable this field to complete enrollment in Benefits Enrollment.
Enrollment
Electronic Whether new employees use Electronic On-boarding:
On-Boarding • Always: Employees always do their own onboarding online.
• Never: Employees never do their own onboarding. Instead, administrators enter
employee information in the New Hire form.Benefits Enrollment User Guide © 2026 PrismHR 28 Chapter 2 Configuring Client Settings
Use this option To define this
• Prompt: The New Hire form prompts the user to indicate whether the employee
will complete the onboarding process online, or whether an administrator will
enter the information in the New Hire form.
Electronic Whether rehire employees use Electronic On-boarding:
On-Boarding for • Always: Employees always do their own onboarding online.
Rehires
• Never: Employees never do their own onboarding. Instead, administrators enter
employee information in the New Hire form.
• Prompt: The New Hire form prompts the user to indicate whether the employee
will complete the onboarding process online, or whether an administrator will
enter the information in the New Hire form.
I-9 Business Whether the system should use the Employer address or the Client (DBA) address
Address with the doing-business-as name. This list displays if the If Onboarding Module is set
to PrismHR.
Complete All How employees are added to payroll:
Forms to Activate • System Default: The system defaults to adding employees to payroll after they
Payroll submit their Form I-9 Section 1 (and the manager completes the Form I-9 Section
2) and Employee Information form
• Enabled: Prevents employees from being added to payroll until all of their
onboarding forms are complete
• Disabled: Does not prevent employees from being added to payroll until all of
their onboarding forms are complete
Enable Benefit How employees access their benefit enrollment workflow:
Enrollment After • System Default: Uses the configuration of the Enable Benefit Enrollment After
Final Submit Final Submit option on the Onboarding Options form. For more information, see
the System Administration User Guide.
• Enabled: Enable employees to access their benefit enrollment workflow through
Onboarding after submitting all onboarding related forms.
• Disabled: Disable employees from accessing their benefit enrollment workflow
through Onboarding after submitting all onboarding related formsBenefits Enrollment User Guide © 2026 PrismHR 29 Chapter 3 Setting Up Benefit Plan Information
Chapter 3 Setting Up Benefit Plan Information To set up information about available benefit plans, use the Benefits Enrollment Plan Details form. For example, you can set up costs for employee contributions, co-payments, deductibles), attach detailed benefit plan summaries and other supporting documents, and set up benefit plan dependencies. You can enter benefit plan information fields manually in the Comparison Fields tab in the Benefits Enrollment Plan Details form. You can also use the Plan Offer Type Import form to import multiple benefit plan information fields.
Defining Enrollment Plans To set up information about available benefit plans for new hires and employees to view during their enrollments, upload required documents, and set up benefit plan dependencies, use the Benefits Enrollment Plan Details form.
To select what to do: 1. Click Back Office. 2. From System|Change, select Benefits Enrollment Plan Details. 3. In What would you like to do today? select an option: • Define Offer Type Level Setup. For more information, see Defining Offer Type Setup (page 30). • Define Plan Level Setup. For more information, see Defining Plan Level Setup (page 33). The system opens the selected tab, but you can switch to another tab as needed. If you do this, the system prompts you to save or discard any unsaved changes.
Defining Offer Type Setup In the Define Offer Type Level Setup panel, use the Comparison Fields and Offer Type Dependency tabs to set up benefit plan details at the offer type level. The system prompts you to select the offer type to set up and opens the selected tab. You can switch to another tab as needed. Before you switch to the other tab, the system prompts you to save or discard any unsaved settings.
Use this tab To do this Comparison Define the benefit plan information options employees can view for the offer type.
Benefits Enrollment User Guide © 2026 PrismHR 30 Chapter 3 Setting Up Benefit Plan Information
Use this tab To do this Fields Corresponding plan specific information is set up in Plan Details. Offer Type Set up dependencies at the offer type level. The system prompts you to select an Dependency offer type from the list. It applies the settings you define to all benefit plans that have that offer type selected.
Defining Employee Options To define the benefit plan information options employees can view in all plans that have the selected offer type during enrollments, use the Comparison Fields tab. After you set up the options, you can set up the values in each individual benefit plan using the Details tab in the Define Plan Level Setup panel. An employee can review this benefit plan information, including costs for employee and dependents, co-pays, deductibles, and so on. An employee can also compare information for up to three benefit plans within the offer type during enrollment.
To define the benefit options available to employees: 1. Click Back Office. 2. From System|Change, select Benefits Enrollment Plan Details. 3. In What would you like to do today? select Define Offer Type Level Setup > Comparison Fields. 4. Select the Offer Type for the benefit plan to configure. The Comparison Fields tab displays. A table is shown where you can enter the options for the information to include. You can enter as many options as needed. You can also import multiple fields using the Plan Offer Type Import form. 5. Specify how to display the benefit plan information options.
Use this
To define this
option
Display How to display the benefit plan information options.
Comparison
Fields
...even if All options entered are displayed, even if there is no corresponding value entered
empty in all for them at the plan level in the Details tab in the Define Plan Level Setup panel.
plans This is the default setting.
...only if filled The only options displayed are those that have a corresponding value entered for
in all plans them at the plan level in the Details tab in the Define Plan Level Setup panel.
Allow Waive The option is allowed to waive coverage to display in all benefit plans that have the
in Benefit offer type selected.
Enrollment
See Setting Up Employee Waive Options for more information about other system
and client-level settings that affect employee waive options.Benefits Enrollment User Guide © 2026 PrismHR 31 Chapter 3 Setting Up Benefit Plan Information
Enter the following information for each benefit plan:
Use this option To define this Description The field name to display during enrollments. Required.
Display Summary option Whether to include the field in the Display Summary during enrollments. Display Comparison Whether to include the field in the Display Summary during option enrollments.
• To modify the name of an option, click (Edit). • To remove an option, click (Delete). • To rearrange options, click and hold (Rearrange) for an option and then drag the option higher or lower in the list. Note that when an option is moved, the values defined for the option on the Details tab of the Define Plan Level Setup panel do not move with the option and must be updated manually. For more information, refer to Defining Plan Level Setup.
Select one of the following options: • To save settings, click Save. • To save settings and close the tab, click Save and Close. • To close the tab without saving settings, click Cancel. • To delete the record, click Delete.
Defining Dependencies To set up dependencies at the offer type level, use the Offer Type Dependency tab. For example, if plans with the offer type Domestic Partner Medical (MDP) require the employee to enroll in a dependency plan with the offer type Medical (MED), the employee can select any available plan that has the MED offer type. Tier-based dependencies further limit which benefit plans are available to employees during enrollments. The option to set up additional dependencies is available only in offer types that use tiers. It is not available in life insurance or disability benefit plans, which use coverage levels rather than tiers.
To set up dependencies for offer types: 1. Open the Offer Type Dependency tab. 2. Select the offer type to use as a dependency, and then click Add. The Offer Type Dependency is shown in the table. • You can add as many dependencies as needed. The type being viewed in the form requires enrollment in one of the specified dependencies. • To remove a dependency, click (Delete). 3. If necessary, specify an additional tier-based dependency.
Benefits Enrollment User Guide © 2026 PrismHR 32 Chapter 3 Setting Up Benefit Plan Information
Tier Description
Exact Dependency plans must have a tier level that is an exact match for the tier or coverage
Tier level selected in the plan that requires the dependency.
Limited Dependency plans can have a tier level that includes the tier or coverage level selected
Tier in the plan that requires the dependency.Defining Plan Level Setup In the Define Plan Level Setup panel, you can use the following tabs to set up benefit plan details for specific benefit plans offered during enrollments.
Use this tab To do this Plan Details Enter plan specific information to go with the options set up in Comparison Fields for the benefit plans you offer to employees during enrollments. Documents Attach a Summary of Benefits Document and additional Supporting Documents to the benefit plan record. Plan Set up dependencies at the plan level. Dependency Terms & Enter content for terms and conditions that the user must acknowledge. This Conditions content displays for all confirmation forms
To set up plan details: 1. Click Back Office. 2. From System|Change, select Benefits Enrollment Plan Details. 3. In What would you like to do today? select Define Plan Level Setup > Plan Details. 4. Select the Offer Type, Plan Description, and Effective Date for the benefit plan to configure. You can enter multiple effective dates as needed for the benefit plan selected in the Plan Description list. Each effective date creates a new record, allowing you to enter contribution information on the same benefit plan for different enrollment periods. You also have the following options: • To enter a new effective date for the plan, click New Date.
Benefits Enrollment User Guide © 2026 PrismHR 33 Chapter 3 Setting Up Benefit Plan Information
• To copy all settings to a new effective date and create a duplicate record, click Copy Date.Defining Plan Details To enter plan specific information for the benefit plans offered to employees during enrollments, use the Details tab.
To enter specific information about a benefit plan: 1. Select the Details tab.
For this
Define this information
option
Field The benefit plan information options for the offer type set up in the Comparison Fields
tab in the Define Offer Type Level Setup panel.
Value Corresponding information about the options.
Additional Plan Details displays the following options:
Option Description
PCP Lists If benefit plans require primary care physician (PCP) information, the URL where
employees can look up their PCP. Typically, these are health maintenance
organization (HMO) medical plans, but some dental or voluntary benefit plans
might also require this information.
This list is shown only for benefit plans that have the Collect PCP Information
option enabled in the Web Enrollments Parameters panel on the Group Benefit
Plans form.
Participation How to track carrier plan participation requirements at the system level to ensure
Requirement client and employee enrollments abide by carrier guidelines. Percentages must be
from 1 to 100%.
Plan At the system level, you can enable employees to complete a carrier plan
Application application through Benefits Enrollment, enter a website URL to a carrier
application. When defined, the Plan Application link displays in the Required
forms section of the benefit plan tile. When an employee clicks the link, the
application opens in a new browser window.
Note: This feature is only for the Medical (MED), Dental (DEN), and Vision (VIS)
offer types.
Description Enter a description for the plan application link.
Text
Use aggregate Whether the maximum coverage for the employee's spouse should not exceed theBenefits Enrollment User Guide © 2026 PrismHR 34 Chapter 3 Setting Up Benefit Plan Information
Option Description
spouse aggregate coverage amount of an employee’s basic and additional life insurance
maximum plan selections.
You must select Require Basic Life Enrollment if you select Use Aggregate Spouse
Maximum.Attaching Documents To attach a Summary of Benefits document and additional supporting documents to the benefit plan record, use the Documents tab. Life insurance and disability plans display an additional option to attach an Evidence of Insurability (EOI) form. If you attach an EOI form, you must also enter an Evidence of Insurability Message to display during enrollments.
Before you begin: • Upload files you plan to attach to the benefit plan to the Document Repository.
To attach documents to a benefit plan: 1. Select the Documents tab. 2. In Summary of Benefits Document, click Add and select a document from the search list that opens. 3. In Supporting Documents, click Add and select a document to attach from the search list that opens. You can repeat this step to include additional supporting documents. The names of the selected documents display in Summary of Benefits Document and Supporting Documents. • To update an attached file, click (Edit), make changes if necessary, and then click Upload New Version. • To remove an attached file, click (Delete).
Setting Up Plan Dependencies To set up dependencies at the plan level, use the Plan Dependency tab. For example, a domestic partner medical plan that you select might require the employee to enroll in a specific medical benefit plan as well. If this dependency is set up at the plan level, you can specify which benefit plans are required. The employee can select only those benefit plans.
To set up plan dependencies: 1. Select the Plan Dependency tab. 2. In Offer Type, select the offer type. 3. In Plan Description, select the benefit plan to use as a dependency. 4. Click Add. The specified plan displays as a dependency in the table.
Benefits Enrollment User Guide © 2026 PrismHR 35 Chapter 3 Setting Up Benefit Plan Information
• You can add as many dependencies as needed. The benefit plan being viewed in the form requires
enrollments in one of the specified dependencies.
• To remove a dependency, click (Delete).You can specify an additional tier-based dependency as needed. Tier-based dependencies further limit which benefit plans are available to employees during enrollments: The option to set up additional dependencies is available only in offer types that use tiers. It is not available in life insurance or disability benefit plans, which use coverage levels rather than tiers.
Tier Description
Exact Dependency plans must have a tier level that is an exact match for the tier or coverage
Tier level selected in the plan that requires the dependency.
Limited Dependency plans can have a tier level that includes the tier or coverage level selected in
Tier the plan that requires the dependency.Defining Terms and Conditions In Benefits Enrollment, employees cannot submit their enrollment without affirming the terms and conditions. If they decline, a warning message displays indicating what they must do to proceed. After submitting their enrollment, the affirmation displays on the Benefit Confirmation Statement. To enter content asking employees to affirm or decline the terms and conditions provided, use the Terms & Conditions tab. This content displays for all confirmation forms, based on the plan offerings. 1. Click the Terms & Conditions tab. Complete the following:
Use this option To define this
Display Terms and The Terms and Conditions as defined by the carrier for the plan.
Conditions
Acknowledgment The employee and proxy question to show with the acknowledgment check box.
Question • Example employee question: Have you read and understand the Terms and
Conditions?
• Example proxy message: Have you reviewed the Terms and Conditions with the
employee?
You can edit the default text in the text boxes.
Acknowledgment The employee and proxy affirmation and declination messages.
Response • Example employee affirmation: I have read and understand the terms and
conditions.
• Example proxy affirmation: I have reviewed the terms and conditions with the
employee.Benefits Enrollment User Guide © 2026 PrismHR 36 Chapter 3 Setting Up Benefit Plan Information
Use this option To define this
• Example employee declination: I either do not understand or am unable to
review the terms and conditions at this time.
• Example proxy declination: The employee either did not understand the terms
and conditions or I was not able to review the content with the employee at this
time.Managing Underwriting Questions In some cases, insurance companies require employees to complete underwriting questions to enroll in benefit plans. Underwriting questions determine whether an employee can enroll in a benefit plan based on the response. For example, when enrolling in a benefit plan, the system could ask an employee, “Does this coverage replace or change any existing insurance?” Based on the response, the system could deny employee enrollment. To configure required questions for enrollment, use the Underwriting Questions option when defining plan level setup. Underwriting Questions are only available for the following offer types:
• LTD - Long Term Disability • ACC - Accident Benefits • STD - Short Term Disability • HOS - Voluntary Hospitalization • LDA - Additional LTD • IDT - Identity Theft • SDA - Additional STD • LGL - Legal • CRI - Critical Illness • TEL - Telehealth • CAN - Cancer Benefits • WLI - Whole Life
To add underwriting questions: 1. On the Underwriting Questions tab, click Add. The Add/Edit Underwriting Questions dialog box displays. 2. Complete the following:
Benefits Enrollment User Guide © 2026 PrismHR 37 Chapter 3 Setting Up Benefit Plan Information
Use this
To define this
option
Question The underwriting question. The character limit is 500 characters.
Response The type of response:
Type • Yes/No: The employee selects Yes or No.
• Multiple Choice: The employee selects a multiple choice option. To add multiple
choice options, click . To delete multiple choice options, click .
Disclaimer A disclaimer statement. The character limit is 500 characters.Click Save. After adding underwriting questions, you can:
• Click to move the question in the order of the list.
• Click to delete the question. • Click to edit the question. After adding underwriting questions to a benefit plan in PrismHR, they display in a BE workflow when electing plan coverage. The BE benefit plan tiles now have an Underwriting tab where employees can answer any necessary questions. If a benefit plan requires employees to answer underwriting questions, they cannot elect coverage until they answer. After an employee answers underwriting questions for an elected benefit plan and submits their enrollment, the questions and responses display on the Benefit Confirmation Statement. The questions and responses also display on the employee benefits enrollment record in PrismHR. You can view this information on the Employee Benefits Enrollment form.
Importing Benefits The Benefits Import Process enables you to enroll employees in group benefit plans using the information in an external data file. The process requires you to set up a data file and a benefit import definition.
Before you begin: • Set up company benefits and benefit rules. For more information, see the Benefits Administration User Guide.
Setting Up the Data File The data file must be either tab-delimited or comma-delimited. It must include the following columns of information, in any order: • Company ID • Employee ID, Employee SSN, or Employee Clock Number
Benefits Enrollment User Guide © 2026 PrismHR 38 Chapter 3 Setting Up Benefit Plan Information
• Offer Type
• Benefit Plan ID
• Benefit Plan Type
• Effective Date
• Action CodesSetting 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:
enrollment is terminated. • Suppress COBRA prompts when a benefitBenefits Enrollment User Guide © 2026 PrismHR 39 Chapter 3 Setting Up Benefit Plan Information
Field Description
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.Benefits Enrollment User Guide © 2026 PrismHR 40 Chapter 3 Setting Up Benefit Plan Information
Field Name Description Required
$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
$PLAN_OVRD_START_DATE Plan Override Start Date NoBenefits Enrollment User Guide © 2026 PrismHR 41 Chapter 3 Setting Up Benefit Plan Information
Field Name Description Required
$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.
Benefits Enrollment User Guide © 2026 PrismHR 42 Chapter 3 Setting Up Benefit Plan Information
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.
Benefits Enrollment User Guide © 2026 PrismHR 43 Chapter 3 Setting Up Benefit Plan Information
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.
Importing Benefit Enrollments Use the Benefit Import process to enroll employees in group benefit plans using the information in an external data file. The process requires you to set up a data file and a benefit import definition. You can set up the data file either before you begin the import or from within the Benefits Import form. You must set up company benefits and benefit rules before using this process. See “Benefit Groups” and “Benefit Rules” in the Benefits Administration User Guide for more information.
To set up the data file: 1. Create an Excel spreadsheet that includes at least the following columns of information in the same order as in the template. The data file must be either tab-delimited or comma-delimited. • Action Code • Company ID • Employee ID, Employee SSN, or Employee Clock Number • Benefit Plan ID • Benefit Plan Type • Effective Date 2. Save the spreadsheet in either CVS or TXT format.
To set up the import definition: XLS Field Name Field # Type Length Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY 2 A 7 R A valid Company ID
Benefits Enrollment User Guide © 2026 PrismHR 44 Chapter 3 Setting Up Benefit Plan Information
XLS Field Name Field # Type Length Req? Description
C EMPLOYEE_ID 3 A 6 R A valid Employee ID D OFFER_TYPE 4 A 3 R A valid Offer Type. E EFFECTIVE_DATE 5 D 10 R MM-DD-YYYY format F PLAN_ID 6 A 10 R A valid Benefit Plan ID G PLAN_TYPE 7 A 2 R A valid Plan Type. H DEDN_START 8 N 10 O Deduction Start Date, MM-DD-YYYY format I DEDN_ENDS 9 D 10 O Deduction End Date, MM-DD-YYYY format J SECTION_125 10 D 1 O Indicate Section 125 Y/N? K NETWORK 11 A 10 R Network ID, if network plans are included L DOCTOR_ID 12 A 1O O Employee’s Primary Care Physician ID M DOCTOR_NAME 13 A 20 O Name of employee’s Primary Care Physician N EE_COVERAGE 14 N 10 O Employee Coverage Amount O SPS_COVERAGE 15 N 10 O Spouse Coverage Amount P DPN_COVERAGE 16 N 10 O Dependent Coverage Amount Q EE_GI_OVER 17 N 10 O Employee’s Guaranty Issue Overlimit Amount R SP_GI_OVER 18 N 10 O Employee Spouse’s Guaranty Issue Overlimit Amount S DP_GI_OVER 19 N 10 O Employee Dependent’s Guaranty Issue Overlimit Amount T PREMIUM 20 N 10 O Benefit Premium Amount U CONTRIB 21 N 10 O Employee Contribution Amount V DEPN_ID 22 N 4 R Dependent ID if covered W DEPN_DOCTOR_ID 23 A 10 O Dependent’s Primary Care Physician ID X DEPN_DOCTOR_NAME 24 A 20 O Dependent’s Primary Care Physician Name Y BENEF_ID 25 N 4 O Beneficiary ID
Benefits Enrollment User Guide © 2026 PrismHR 45 Chapter 3 Setting Up Benefit Plan Information
XLS Field Name Field # Type Length Req? Description
Z BENEF_TYPE 26 A 1 O Beneficiary Type (P/C) AA BENEF_PCNT 27 N 6 O Percent of Beneficiary Coverage AB BENEF_PREC 28 N 6 O Beneficiary Precedence AC WAIVE_REASON 29 A 20 O Reason for waiving coverage AD ENROLL_STATUS 30 A 2 O Employee Enrollment Status AE COVRD_DATA 31 A 20 O Employee and Dependent IDs covered
To import benefit enrollments:
1. Click (Back Office).
2. From Operations|Import Processing, select Benefits Import.
3. In Import Definition Template, select the name of the benefit import template. The system shows the
field number and field label that must be included in the data file in the order shown.
4. If the data file was not already set up, create it using the instructions at the beginning of this topic.
5. Click Find File. The Upload a File window opens.
6. In Pick a file to upload, click Choose File, select the data file, and click submit. When you are notified that
the file was uploaded, click Close. You return to the Benefits Import page and the name of the selected
data file is shown in Filename.
7. Click Import. A progress box displays the status.
8. When the progress box shows that the process is complete, click Close to return to the Benefits Import
page or Report to open the Job Control Status Report.Note: While importing a benefit plan, the Max Days Back Dating value is used to validate a benefit plan that is to be terminated.
Importing Company Benefits Use the following procedures to create the benefit import file and import benefits information into the system from a tab-delimited text file.
Note: The PrismHR Customer Support Team provides import file templates for Company Benefits, Group Benefit Plans, Flex Spending Plans, and Benefit Rules. To download these templates, search for Knowledge Base article Import Template for Company Benefits in the Customer Resource Center.
Creating the Company Benefits Import File You must create the Company Benefits Import file to convert your company benefits data. The following tables show the layout for the tab-delimited text file. You can use the field names listed in the tables as headers in the Benefits Import file:
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If you used the Definition ID NGBEPOST to import group benefit plans, use the field names provided in the following table. (PrismHR Benefits Enrollment only.) XLS Field Name Field # Type Length Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY 2 A 7 R A valid Company ID C EMPLOYEE_ID 3 A 6 R A valid Employee ID D OFFER_TYPE 4 A 3 R A valid Offer Type. E EFFECTIVE_DATE 5 D 10 R MM-DD-YYYY format F PLAN_ID 6 A 10 R A valid Benefit Plan ID G PLAN_TYPE 7 A 2 R A valid Plan Type. H DEDN_START 8 N 10 O Deduction Start Date, MM-DD-YYYY format I DEDN_ENDS 9 D 10 O Deduction End Date, MM-DD-YYYY format J SECTION_125 10 D 1 O Indicate Section 125 Y/N? K NETWORK 11 A 10 R Network ID, if network plans are included L DOCTOR_ID 12 A 1O O Employee’s Primary Care Physician ID M DOCTOR_NAME 13 A 20 O Name of employee’s Primary Care Physician N EE_COVERAGE 14 N 10 O Employee Coverage Amount O SPS_COVERAGE 15 N 10 O Spouse Coverage Amount P DPN_COVERAGE 16 N 10 O Dependent Coverage Amount Q EE_GI_OVER 17 N 10 O Employee’s Guaranty Issue Overlimit Amount R SP_GI_OVER 18 N 10 O Employee Spouse’s Guaranty Issue Overlimit Amount S DP_GI_OVER 19 N 10 O Employee Dependent’s Guaranty Issue Overlimit Amount T PREMIUM 20 N 10 O Benefit Premium Amount U CONTRIB 21 N 10 O Employee Contribution Amount
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XLS Field Name Field # Type Length Req? Description
V DEPN_ID 22 N 4 R Dependent ID if covered W DEPN_DOCTOR_ID 23 A 10 O Dependent’s Primary Care Physician ID X DEPN_DOCTOR_NAME 24 A 20 O Dependent’s Primary Care Physician Name Y BENEF_ID 25 N 4 O Beneficiary ID Z BENEF_TYPE 26 A 1 O Beneficiary Type (P/C) AA BENEF_PCNT 27 N 6 O Percent of Beneficiary Coverage AB BENEF_PREC 28 N 6 O Beneficiary Precedence AC WAIVE_REASON 29 A 20 O Reason for waiving coverage AD ENROLL_STATUS 30 A 2 O Employee Enrollment Status AE COVRD_DATA 31 A 20 O Employee and Dependent IDs covered
If you used the Definition ID NGBEFSPOST to import flexible spending plans, use the field names provided in the following table. (PrismHR Benefits Enrollment only.) XLS Field Name Field # Type Lgth. Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY 2 A 7 R A valid Company ID C EMPLOYEE_ID 3 A 6 R A valid Employee ID D OFFER_TYPE 4 A 3 R A valid Offer Type. E EFFECTIVE_DATE 5 D 10 R MM-DD-YYYY format F PLAN_ID 6 A 10 R A valid Flex Plan ID G PLAN_TYPE 7 A 2 R A valid Plan Type. H PLAN_YEAR 8 N 4 O MM-DD-YYYY format I PLAN_OVERD_START_ 9 D 10 O MM-DD-YYYY format DATE J PLAN_OVERD_END_DATE 10 D 10 O MM-DD-YYYY format K ACCOUNT_TYPE 11 A 4 O MM-DD-YYYY format L ELECTION 12 N 10 O Employee election amount. M ACCOUNT_OVERD_ 13 D 10 O MM-DD-YYYY format START_DATE
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XLS Field Name Field # Type Lgth. Req? Description
N ACCOUNT_OVERD_END_ 14 D 10 O MM-DD-YYYY format DATE O MATCH 15 N 10 R Employee match amount
If you used any other Definition ID, use the field names in the following table. XLS Field Name Field # Type Length Req? Description
A ACTION 1 A 6 R Enter the action code for this import (Add, Change, or Term only). B COMPANY.ID 2 A 7 R A valid COMPANY.MASTER item. C PLAN.CLASS 3 A 1 R • G - Group • F - Flexible Spending • H - HSA Match • R - Retirement • M - Employer Match
D PLAN.ID 4 A 10 R Needs to be an existing Group Benefit Plan BENEFIT.PLANS item for Plan Class G. E STATUS 5 A 2 R A or T F START.DATE 6 A 10 R MM-DD-YYYY format G STOP.DATE 7 A 10 R MM-DD-YYYY format H COMPANY.BENE.TPA.OVER RIDE 8 A 10 O Allows a TPA code to be associated with a Plan at the COMPANY level, where needed. I RATE.GROUP 9 A 6 O Must be an existing rate group RATE.GROUPS item.
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XLS Field Name Field # Type Length Req? Description
J PEND.RATE.GROUP 10 A 6 O Must be an existing rate group RATE.GROUPS item. K PEND.RATE.GROUP.DATE 11 D 10 O MM-DD-YYYY format L BEN.TEMPL.ID 12 A 15 O Must be an existing Benefit Rule Template. M BENE.PREPAY 13 A 1 R Y or N N PREPAY.OFFSET 14 A 1 O Y, N, or null value O YRLY.DEDNS 15 N 2 R 48 or 52 P BEN.COV.ENDS 16 A 3 R • T - Benefit coverage ends on termination date • E - Benefit coverage ends on the end of the month • D{99} - where 99 is day of the month coverage ends. (For example, if coverage ends on 14th of month, enter “D14”.) • X - If the employee’s termination date in on or before the 15th of the month, then coverage ends on the 15th, otherwise coverage ends at the end of the month (PrismHR only)
Q BENE.CAFE.ELIG 17 A 1 O Y, N, or null value
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XLS Field Name Field # Type Length Req? Description
R BENE.FIL.FREQ 18 A 2 O • P - Pay Period • M - Monthly • M2 - Monthly, Start Dedn Period 2 • M3 - Monthly, Start Dedn Period 3 • M4 - Monthly, Start Dedn Period 4
S DEDUCT.CYCLE 19 A 2 O • P - Pay Period • M - Monthly • M2 - Monthly, Start Dedn Period 2 • M3 - Monthly, Start Dedn Period 3 • M4 - Monthly, Start Dedn Period 4
T OVER.MONTH 20 N 2 O Must be in a range of 1 to 12. U OVER.DAY 21 N 2 O Must be in a range of 1 to 28. V FRINGE.PAY.CODE 22 A 10 O Must be a valid Fringe Benefit Pay Code W HI.MED.BASE.PLAN 23 A 8 O Must be an existing Medical Benefit Plan X BENE.GROUP.1 24 A 6 O Must be a valid Company Benefits Group Y HI.MED.CALC.1 25 A 1 O Must be Y or N
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XLS Field Name Field # Type Length Req? Description
Z BENE.GROUP.2 26 A 6 O Must be a valid Company Benefits Group AA HI.MED.CALC.2 27 A 1 O Must be Y or N AB BENE.GROUP.3 28 A 6 O Must be a valid Company Benefits Group AC HI.MED.CALC.3 29 A 1 O Must be Y or N AD BENE.GROUP.4 30 A 6 O Must be a valid Company Benefits Group AE HI.MED.CALC.4 31 A 1 O Must be Y or N AF BENE.GROUP.5 32 A 6 O Must be a valid Company Benefits Group AG HI.MED.CALC.5 33 A 1 O Must be Y or N AH BENE.GROUP.6 34 A 6 O Must be a valid Company Benefits Group
AI HI.MED.CALC.6 35 A 1 O Must be Y or N AJ PREM.RISK.FACTOR.DATE.1 36 A 10 O MM-DD-YYYY format AK PREM.RISK.FACTOR.1 37 A 10 O Must be Y or N AL PREM.RISK.FACTOR.DATE.2 38 A 10 O MM-DD-CCYY format AM PREM.RISK.FACTOR.2 39 A 10 O Must be numeric AN PREM.RISK.FACTOR.DATE.3 40 A 10 O MM-DD-CCYY format AO PREM.RISK.FACTOR.3 41 A 10 O Must be numeric AP PREM.RISK.FACTOR.DATE.4 42 A 10 O MM-DD-CCYY format AQ PREM.RISK.FACTOR.4 43 A 10 O Must be numeric AR PREM.RISK.FACTOR.DATE.5 44 A 10 O MM-DD-CCYY format AS PREM.RISK.FACTOR.5 45 A 10 O Must be numeric AT PREM.RISK.FACTOR.DATE.6 46 A 10 O MM-DD-CCYY format AU PREM.RISK.FACTOR.6 47 A 10 O Must be numeric
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XLS Field Name Field # Type Length Req? Description
AV PEND.PREM.RATE.GROUP 48 A 6 O Must be an existing rate group RATE.GROUPS item.
AW PEND.PREM.RATE.GROUP.DATE 49 D 10 O MM-DD-YYYY format
Importing Company Benefit Information Use the following procedure to import company benefit information from a tab-delimited text file that will populate the Company Benefits form.
To import the company benefits import file: 1. Go to Operations Management > Process > Import Processing > Benefit Import Processing > Company Benefits Import. The Company Benefits Import form opens.
Use this option To define this
Import Pc The path to the location where the import file is stored.
Folder
Import Pc The filename of the import file. It must be a tab delimited text file, including the
Filename file extension (.TXT).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.
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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.
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.Benefits Enrollment User Guide © 2026 PrismHR 54 Chapter 3 Setting Up Benefit Plan Information
Field Description
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.Viewing Employee Benefit Confirmation Statements Use the Employee Confirmation Statements form to view an employee’s benefit confirmation statement for an employee’s enrollment. For example:
Note: The option to email confirmation statements to employee is availability, but must be activated first in Email Services, accessed in the Actions menu in System Parameters. Once activated, you can click the Email icon to email the statement to the employee.
For example:
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Chapter 4 Setting Up Forms and Workflows A workflow is essentially a wizard—a script that presents employees with a series of forms to guide them through well-defined and highly customizable steps during onboarding and benefit enrollments. In the Form Library, you can create custom versions of the forms or use the prebuilt versions provided with their default language and settings. Prebuilt forms are shown in bold. If you plan to include any media items (such as documents or images) in forms or workflows, upload them to the Document Repository before you create the forms in the Form Library. After you create the forms, you can use them as components to create workflows in the Workflow Library.
Planning Enrollment Workflow Components A typical enrollment workflow might begin with an optional Welcome form and then present forms for medical, dental, and vision plans; long-term and short-term disability plans; and so on. You can organize forms into categories for easier navigation. The final forms in a workflow include the following required forms:
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• A Benefits Summary form that summarizes the employee's benefit selections and provides the
opportunity to make changes.
• A Confirmation form where the employee submits benefit selections and completes the enrollment
process.A Welcome form is recommended for workflows, but optional. The Benefit Summary and Confirmation forms are required for enrollments to process correctly.
Before you begin: • Plan the organization of the information blocks to present during enrollments so that the process flows well and makes sense.
Managing Documents, Forms, and Workflows Use the following libraries to manage documents, forms, and workflows for enrollments.
Library Description Document Repository Upload and maintain documents to use when creating forms (graphic files for logos, PDF files containing benefit information, and so on). Form Library (Enrollments) Build the forms, typically using documents from the Document Repository. PrismHR provides prebuilt forms that you can use as templates to create new forms, as well as templates for the Welcome and Confirmation forms. You can also build your own custom forms. Workflow Library Create workflows using forms from the Forms Library as (Enrollments) components.
Managing Versions and Revisions The Form Library and Workflow Library both maintain multiple versions and revisions for forms and workflows. Revisions are set automatically when you submit a new form or workflow or modify an existing one. • When you create a new form or workflow, the Version automatically sets to 1.0. • If you change a form or workflow and select the option to have the changes go into effect immediately, the system adds a revision number after the decimal point in the version number (1.1, 1.2, and so on). The system also immediately sets the Status to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any previous active version to Inactive and sets the current date as its end date. • If you change a form or workflow and select the option to have the changes go into effect at a future date, the version number automatically sets to the next number in the sequence, and the revision number resets to zero (2.0, 3.0, and so on).
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The system sets the new version's status to Active on the start date, which you assign when you submit the
form or workflow. Since there can only be one active version, the system changes the status of any previous
active version to Inactive and sets the current date as its end date.You can view and compare different versions and revisions in both libraries by clicking the form ID or workflow ID in the table. The Versions form opens, displaying all existing versions and revisions. • To modify a form or workflow version or revision, click the ID. • To compare two versions or revisions of a form or workflow, select the two you want to compare and click Compare. The Comparison panel opens below the main table in the form (you must scroll down to view data) and displays settings for both.
Managing Documents Use the Document Repository to upload and manage documents. You can upload pdf, jpg, jpeg, tif, tiff, png, and gif files. When uploaded, you can use the files to create forms for enrollments in the Form Library. Benefits Enrollment users can attach documents to benefit plan records in the Comparison Fields tab in the Benefits Enrollment Plan Details form.
Uploading a Single Document You can upload a single document to the Document Repository. You can also upload a .ZIP file containing multiple documents. You must assign uploaded documents unique names within their selected security level. The system displays an error message if you assign a document the same name and security level as an existing document in the Document Repository.
To upload a document: 1. Click Back Office. 2. From System|Change, select Upload a Document. The Document Upload dialog box opens.
For this option Define this information
File Label The label to display when you include the document in forms
(for example, Blue Cross Blue Shield PPO Benefit Summary).
The file label is optional. If you do not enter a file label, the
name of the file displays by default (for example, BCBS_
PPO.pdf).
Description A description of the document. Required.
File Classification A classification for the form. Required.
File Tags One or more tags to categorize the file (Medical, Dental,
Forms, Images, and so on). File tags are shown in the
Document Repository and are used to organize files so that
users can find them easily. At least one file tag is required.Benefits Enrollment User Guide © 2026 PrismHR 59 Chapter 4 Setting Up Forms and Workflows
For this option Define this information
File Version A version number for the file if you plan to maintain different
versions of it. The system does not update file versions. If you
upload a later version of the file, you must manually enter the
new version number.
Select level for saving file A level for the file to determine who can access the document.
• Public - All users can access the document.
• Client - The system prompts you to enter the Client ID. All
employees who work for the client you specify can access
the document.
• Employee - The system prompts you to enter both Client
and Employee IDs. Only the employees that you specify
will be able to access the document.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.
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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. 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).
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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.
Editing a Document You can modify file settings to maintain and organize your files.
To edit a document: 1. Click Back Office.
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Searching and Filtering Documents PrismHR provides various ways to search and filter files in the Document Repository. The total number of documents displays in the lower left-hand corner of the Document Repository.
Search Option Description Select documents to display Displays a specific set of documents. • Public and Client—The set contains all public and client documents. This is the default. • Employee for Client ID—The set contains all employee documents for the selected client ID. The set does not contain public and client documents. Search Searches for files in the Document Repository. Start typing to search, or narrow the search by Name, Description, Tags, and Label. Classification Filters your view using the list. Only documents assigned the selected classification display. Tags Filters your view by selecting one or more file tags. Only the documents assigned to the selected file tags display. Filters your view based on the columns you select or clear. Columns with the icon display in the table. Columns with the icon do not display. Sort Ascending, Sort Descending Sorts files in ascending or descending order for the column header (Name, Date, Label, Version, Description) that you click. To hide a column from view, select Hide Column.
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Managing Forms To create and maintain forms, use the Form Library. These forms include Benefit Summary forms and Confirmation forms, which are required for enrollments to process correctly, as well as optional Welcome forms. PrismHR provides prebuilt forms that can be used with minimal customization and the ability to create custom forms for additional enrollment options.
To open the Form Library: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library displays.
Field Description Name The name of the form. ID The ID assigned to the form when the form was created on the Create New Custom Form form. Version The version number of the form. Form Type • Default: This indicates that the form is a prebuilt form. • Custom: This indicates that the form was created manually.
Workflow • Enrollment: This indicates that the form is used in Benefits Enrollment. Type • Onboarding: This indicates that the form is used in Onboarding.
Status • Active: This indicates that the form is available for use in a workflow. • Draft: This indicates that the form has been saved as a draft and can be viewed or edited. • Inactive: This indicates form is not available use.
Creation The date the form was created. Date Start Date The date the form was made available for use.
Creating Forms from Prebuilt Forms You can create a new form in the Form Library using one of the prebuilt forms that Benefits Enrollment provides. Using this option, you can edit the default text in the headers and footers. The rest of the content is prebuilt for you. It is best practice to use a consistent convention for naming forms. When you submit a form, the system sets its version and revision numbers.
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To create a new form based on a prebuilt form: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library opens. 3. In the row of the prebuilt form to use (medical, dental, vision, life insurance, and so on), select Duplicate. The Duplicate Form displays. 4. Enter a New ID and New Name for the form. 5. Click Duplicate. The Customize Prebuilt Form form opens. 6. On the General tab Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only.
Use this option To define this
Form ID A unique ID for the new form.
Form Name The name of the form. Editable and Required.
Description A description of the form. Editable and Required.On the Layout tab, click Header and Footer to expand the Header/Footer Detail panel. The Field ID and Field Type are read-only.
Use this option To define this Field Default Value The default value for the option. Insert Link For future development. Does not currently impact the functionality of PrismHR.
If necessary, select one of the following options: • To preview the form before saving, click Preview Form. • To return to the Form Library without saving changes, click Back to Forms Library.
Click Save. The Submit Form dialog box prompts you to select one of the following options:
Option Description Immediately The system sets the form status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date. Future Date You are prompted to enter a Start Date. The system sets the form status to Inactive, changing it to Active on the start date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date.
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Option Description
Save as Draft The form status is set to Draft. The system does not set a Start Date nor does it set
version or revision numbers for the form.Using Prebuilt Forms Benefits Enrollment provides special templates in the Form Library, similar to the prebuilt forms. You can use the templates to create Welcome and Confirmation forms for enrollments. The Form Library also provides a prebuilt Benefits Summary form that works in conjunction with the Confirmation form.
Note: A Welcome form is recommended for workflows, but optional. The Benefit Summary and Confirmation forms are required for enrollments to process correctly.
You can filter the list of forms and find the template or prebuilt form you need by entering a Name, Date of Creation, Status, or Workflow Type, and clicking Filter.
Creating a Welcome Form The Welcome form introduces the employee to the enrollment process and the workflow. It is recommended but optional. It can include introductory material or a message, including documents, images, and other media. The Welcome Form template includes a header and a series of prebuilt options that you can modify as needed. When you submit a form, the system sets the form’s version and revision numbers.
To create a new Welcome form: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library opens. 3. On the Welcome Form template, click Name. The Welcome Form Template opens. 4. Click the form ID to edit the form. The Customize Prebuilt Form form opens. General Tab In the General tab, the Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only.
For this option Define this information
Form ID A unique ID for the new form. Required.
Form Name The editable name of the form. Required.
Description The editable description of the form. Required.Benefits Enrollment User Guide © 2026 PrismHR 66 Chapter 4 Setting Up Forms and Workflows
Layout Tab 1. Click Header and Footer to expand the Header/Footer Detail panel and customize the Field Default Value as needed. The Field ID and Field Type are read-only. You can click any of the prebuilt paragraph fields to expand the Field Details panel and customize the Field Default as needed. The Field Type and Field ID are read-only. 2. Configure fields as needed until you have built the form. 3. Select one of the following options: • To preview the form before saving, click Preview Form. • To return to the Form Library without saving changes, click Back to Forms Library . 4. Click Save. The Submit Form dialog box prompts you to select an option.
Option Description
Immediately The system sets the form status immediately to Active, and sets the
current date as the Start Date. Since there can be only one active
version of the form, the system changes the status of any prior active
version to Inactive and sets the current date as its End Date.
Future Date You are prompted to enter a Start Date. The system sets the form
status to Inactive, changing it to Active on the start date. Since there
can be only one active version of the form, the system changes the
status of any prior active version to Inactive and sets the start date for
the new version as its End Date.
Save as Draft The form status is set to Draft. The system does not set a Start Date
nor does it set version or revision numbers for the form.Creating a Benefit Summary Form The Benefit Summary form summarizes the employee’s benefit selections and enables the employee to review and make changes to benefit selections during enrollments. It can include introductory material, a message, documents, images, and other media. The Benefit Summary and Confirmation forms are required for enrollments to process correctly. The prebuilt Benefit Summary form includes a header and footer that you can modify as needed. The rest of the content is prebuilt for you. The Benefit Summary form works in conjunction with the Confirmation form. The employee must click Next on the Benefit Summary form during an enrollment to access the Confirmation form, submit benefit selections, and complete the enrollment process. When you submit a form, the system sets the form’s version and revision numbers.
To create a new Benefit Summary form: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library opens.
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General Tab In the General tab, the Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only.
For this option Define this information
Form ID A unique ID for the new form. Required.
Form Name The editable name of the form. Required.
Description The editable description of the form. Required.Layout Tab 1. Click Header and Footer to expand the Header/Footer Detail panel and customize the Field Default Value as needed. The Field ID and Field Type are read-only. Insert Link: For future development. Does not currently impact the functionality of PrismHR. 2. Click ConfirmHeader, ConfirmFooter, ProxyHeader, and ProxyFooter and modify as needed. 3. Select one of the following options: • To preview the form before saving, click Preview Form. • To return to the Form Library without saving changes, click Back to Forms Library. 4. Click Save. The Submit Form dialog box prompts you to select an option.
Option Description
Immediately The system sets the form status immediately to Active, and sets the
current date as the Start Date. Since there can be only one active
version of the form, the system changes the status of any prior active
version to Inactive and sets the current date as its End Date.
Future Date You are prompted to enter a Start Date. The system sets the form
status to Inactive, changing it to Active on the start date. Since there
can only be one active version of the form, the system changes the
status of any prior active version to Inactive and sets the start date for
the new version as its End Date.
Save as Draft The form status is set to Draft. The system does not set a Start Date
nor does it set version or revision numbers for the form.Creating a Confirmation Form The Confirmation form is where the employee submits benefit selections and completes the enrollment process during enrollments. It can include a message, documents, images, and other media.
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The Confirmation Form template includes a header and a series of prebuilt fields that you can modify as needed. The Confirmation form works in conjunction with the Benefit Summary form, the previous form in the workflow. The employee can access the Confirmation form only after clicking Next on the Benefit Summary form. This summarizes the employee’s benefit selections and lets the employee review and make changes to benefit selections. The Benefit Summary and Confirmation forms are both required for benefits and open enrollments to process correctly. When you submit a form, the system sets the form’s version and revision numbers.
To create a new Confirmation form: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library opens. 3. Click the Name on the Confirmation Form template. The Confirmation Form Template opens. 4. Click the form ID to edit the form. The Edit Custom Form form opens.
General Tab The Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read-only.
For this option Define this information
Form ID A unique ID for the new form. Required.
Form Name The editable name of the form. Required.
Description The editable description of the form. Required.Layout Tab 1. Click Header and Footer to expand the Header/Footer Detail panel and customize the Field Default Value as needed. The Field ID and Field Type are read-only. 2. Configure fields as needed until you have built the form. You can click any of the prebuilt paragraph fields to expand the Field Details panel and customize the Field Default as needed. The Field Type and Field ID are read-only. 3. In Confirmation Verbiage, set up a confirmation statement to display above the e-signature field during enrollments. The Field Default Value displays the default verbiage but you can change it. The Confirmation Verbiage is required and you cannot delete it. 4. Select one of the following options: • To preview the form before saving, click Preview Form. • To return to the Form Library without saving changes, click Back to Forms Library.
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Click Save. The Submit Form dialog box prompts you to select an option.
Option Description Immediately The system sets the form status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date. Future Date You are prompted to enter a Start Date. The system sets the form status to Inactive, changing it to Active on the start date. Since there can only be one active version of the form, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date. Save as Draft The form status is set to Draft. The system does not set a Start Date nor does it set version or revision numbers for the form.
Click Submit Form.
Creating a Custom Form You can create a custom form in the Form Library. If you use this option, you are building the form from scratch and must add and configure all of the fields you want to include.
To create a custom form: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library opens. 3. Click Create New Form. The Create New Custom Form opens.
For this option Define this information
New Form ID The ID for the new form. Required.
Form Name A name for the form. Required. PrismHR recommends using spaces,
not hyphens. Hyphenated words do not wrap correctly in Benefits
Enrollment.
Description A description of the form.
Workflow Type Benefit Enrollment. Required.
Onboarding For Onboarding only.Benefits Enrollment User Guide © 2026 PrismHR 70 Chapter 4 Setting Up Forms and Workflows
General Tab The New Form ID, Version, Revision, Status, Start Date, End Date, Workflow Type, and Offer Type are read- only. The system populates Form Name and Description with the information entered on the previous form, but you can edit it as needed.
Layout Tab 1. In Fields, select the type of field to include (Text, Inline Image, Checkbox, and so on). Enter the number of fields to include, then click Add New Field. The form displays the new fields. 2. Expand the field and click Field ID to configure content. The Field Details panel opens. The parameters vary, depending on the field type selected. 3. For File Hyperlink and Inline Image, click Add File to attach documents, images, or other media to the field. 4. Add and configure fields as needed until you have built the form. • To preview the form before saving, click Preview Form. • To return to the Form Library without saving changes, click Back to Forms Library. 5. Click Save. The Submit Form dialog box prompts you to select an option.
Option Description
Immediately The system sets the form status immediately to Active, and sets the
current date as the Start Date. Since there can be only one active
version of the form, the system changes the status of any prior active
version to Inactive and sets the current date as its End Date.
Future Date You are prompted to enter a Start Date. The system sets the form
status to Inactive, changing it to Active on the start date. Since there
can be only one active version of the form, the system changes the
status of any prior active version to Inactive and sets the start date for
the new version as its End Date.
Save as Draft The form status is set to Draft. The system does not set a Start Date
nor does it set version or revision numbers for the form.Working with Substitution Variables Substitution variables are tags you can use as placeholder text when building content in custom forms and notifications in Benefits Enrollment. When generating the output, the system replaces the variable with data pulled from PrismHR. Substitution variables are similar to the mail merge fields used in word processing programs: they give content a more personal impact while also making it easier to customize and reuse content for multiple employees, clients, and workflows. For example, you might set up a form for a workflow that includes text using the substitution variable for the employee’s name:
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Welcome, <
Field Substitution VariableEnrollment Effective Date <
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Field Substitution VariableLocation Name <
Users can include the following variables in notifications only. The fields pulled by these variables are set up at the system level in Employer Details. For more information, see the System Administration Guide. If these fields are not set up, the substitution variable uses system defaults.
Field Substitution Variable ESS URL Employer Override
<
Users can include the following variables in custom forms only.
Field Substitution Variable Service Provider Name
<
Client Address <
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Field Substitution Variable Workers Comp Carrier Name
<
Workers Comp Policy Number <
Note: To determine the value
for this variable, the system
first checks the worksite
location. If the worksite
location includes a Workers
Comp policy override, then the
system uses that value for the
<<WC_POLICY_NUMBER>>
substitution variable. If the
worksite location does not
include a Workers Comp policy
override, then the system pulls
the value for the <<WC_
POLICY_NUMBER>>
substitution variable from the
Client Master.Adding Field Options The Form Library is where you create and manage forms by adding field options to them. You use forms to create workflows in the Workflow Library. Some options use the images or documents uploaded in the Documents Repository form.
To add fields to a custom form:
Parameter Description Field ID Enter a new Field ID. It must begin with an alphabetic character, contain at least two characters, and have no spaces.
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Parameter Description Field Type Select the field type from the list. Field Label Enter the field label to display in the form to indicate what the user should enter in the field (for example, Last Name for a Text field). Field Group For future development. Does not currently impact the functionality of PrismHR.
The following table describes the types of fields available in the Form Library and describes any additional parameters required for each field.
Field Description Text Area A field where employees can enter multiple lines of information. Additional Parameters:
Field Constraints The constraints for the data in the field: .
Field Default Value The default value to display in the field.
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.Textfield A field where employees can enter a valid e-mail address. Additional Parameters:
Field Constraints The constraints for the data in the field: .
Field Default Value The default value to display in the field.
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.E-mail A field where employees can enter a valid e-mail address. Additional Parameters:
Field Default Value The default value to display in the field.
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.Benefits Enrollment User Guide © 2026 PrismHR 75 Chapter 4 Setting Up Forms and Workflows
Field Description Password A field where employees can enter a password. Additional Parameters:
Field Constraints The constraints for the data in the field: .
The minimum and maximum number of characters to enter in
Min, Max
the field.
Field Default Value The default value to display in the field.
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.Radio Button A field where employees can select one option from a set of related options. You can enter as many radio buttons as needed. Additional Parameters:
Field Options Click Add Option to add radio buttons as needed. Enter labels for
each item in the fields provided.
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.Checkbox A field where employees can select more than one option from a set of related options. You can enter as many checkboxes as needed. Additional Parameters:
Field Options Click Add Option to add check boxes as needed. Enter labels for
each item in the fields provided.
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.Drop-Down List A field where employees can select one option from a list of related options. You can add as many items to the listas needed. Additional Parameters:
Field Options Click Add Option to add check boxes as needed. Enter a label for
each item in the fields provided.
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.Benefits Enrollment User Guide © 2026 PrismHR 76 Chapter 4 Setting Up Forms and Workflows
Field Description Date A field where employees can enter a date or select one from the calendar that opens. Additional Parameters:
Field Default Value The default value to display in the field.
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.Time A field where employees can enter a time. Additional Parameters:
Required Whether data is required for the field. Yes or No.
Disabled Whether the field is disabled. Yes or No.Paragraph A block of text to display in the form (for example, instructions on how to use the form). Enter a separate field for each paragraph you want to include. Paragraph cannot include HTML formatting. If you want to use HTML (for example, to create a bold heading) you must select Markdown. Additional Parameter:
Field Default Value The default value to display in the field.Markdown Text that includes markdown or HTML formatting (for example, a bold heading) to display in the form. You can select Paragraph if you do not need to use markdown or HTML formatting. Additional Parameter:
Field Default Value The default value to display in the field.E-Signature A field where the employee can submit an electronic signature. Additional Parameter:
Required Whether data is required for the field. Yes or No.File Hyperlink A hyperlink to a file in the Document Repository.
Inline Image An image from the Document Repository (for example, a logo). Video A video. Videos must be hosted on an external server. Additional Parameters:
Video Source URL The source URL for the video to display in the form.
The video aspect ratio to use: 16x9 or 4x3. Aspect ratio is the
Video Aspect Ratio
ratio between the width and the height of a picture.Benefits Enrollment User Guide © 2026 PrismHR 77 Chapter 4 Setting Up Forms and Workflows
Field Description URL A field where the Field Label links to a website on the Internet. The Field Label is a universal parameter. Additional Parameters:
Video Source URL The URL for the website to link from the Field Label. Employees
can access the website by clicking the link during enrollments.Managing the Workflow Library Use the Workflow Library to create workflows for enrollments. A typical enrollment workflow might begin with an optional Welcome form, then present forms for medical, dental, vision plans, long-term and short-term disability plans, and so on. You can organize forms into categories for easier navigation. The final forms in a workflow include a Benefits Summary form (which summarizes the employee’s benefit selections and allows the opportunity to make changes), and a Confirmation form (where the employee submits benefit selections and completes the enrollment process). These are required.
Before you begin: • Plan the organization of the information to present during enrollments so that the process flows efficiently and makes sense.
To view workflows used for Benefits Enrollment: 1. Click Back Office. 2. From System|Change,select Workflow Library. The Workflow Library opens. 3. In Workflow Type, select Enrollment. You can sort the table view by clicking the column headings.
Creating a Workflow To create workflows for enrollments, use the Workflow Library form. You can also use this form to add notifications to send to employees or groups during enrollments. As you create the workflow, you are also building the workflow’s navigation menu structure that the employee views during the enrollment. The forms in the workflow display in the navigation menu in the same order in which you arrange them.
To create a custom workflow for enrollments: 1. Click Back Office. 1. From System|Change, select Workflow Library. The Workflow Library opens. 2. Click Create New Workflow. The Create New Workflow form displays.
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For this option Define this information
ID A unique workflow ID. Required.
Name A unique name for the workflow. Required.
Workflow Type Enrollment. The type of enrollment. The Onboarding workflow type is used
only to create workflows in Onboarding
Start Date, End Date Inactive. You set these dates when you submit the workflow.To create a custom workflow for enrollments based on an existing form: 1. Click Back Office. 2. From System|Change, select Workflow Library. The Workflow Library opens. 3. Click Duplicate on the form to clone. The Duplicate Form form displays.
For this option Define this information
ID A unique workflow ID. Required.
Name A unique Name for the workflow. Required.
Version Select the version of the form to be duplicated. Required.Defining the Process The lists displayed in the Process tab are for the Welcome, Benefits Summary, and Confirmation forms. You can click (Edit) next to the list to edit the form’s display name.
To define the process: 1. Select the Process tab. 2. Select the form to use from each list. You can clear the I-9 option if you do not want to include the I-9 forms in the workflow. 3. Select Approve Every Employee Enrollment if an administrator must approve all enrollments. You must set up a user as a Benefit Approver (if the user is a worksite manager) or Benefit Manager (if the user is a service provider) for this option to be available. You must also set up an approval policy at the system level. 4. Select HSA Request to inform employees that they must complete certain forms when selecting a high deductible health plan and provide a link to download the forms. Then, enter a message in the Title field and
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the Message field. Options are available for both English and Spanish. To add documents for employees to
download, click Add to select a document to upload.Adding Forms You can add forms to the workflow by dragging them from the Forms Available panel to the Forms Selected panel and organizing them in the appropriate order. Forms in bold are prebuilt forms. You can organize forms into categories. This is especially helpful for workflows that include many forms. The category displays in the navigation menu, and the included forms for each category display as sub-menu items.
To add forms: 1. Select the Forms tab. 2. Click Add Category in the Forms Selected panel. The Category Name dialog box opens. 3. Enter the Category Name and click Save. The category displays in the Forms Selected panel. 4. Click and drag forms into the Form Selected panel and arrange in categories in the appropriate order. You can change the name of a category or form by clicking (Edit). To remove a category or form from the Forms Selected panel, click x.
Creating Notifications and Submitting the Workflow You must create notifications and set up recipients for them to be available to assign to workflows. See Notification Templates (Enrollments) for more information about creating notification templates. See Notification Recipients (Enrollments) for more information assigning notification recipients. When you submit a workflow, the system sets the workflow’s version and revision numbers.
To create notifications and submit the workflow: 1. Select the Notifications tab. 2. Select Enabled for each notification to attach to the workflow. 3. Click Save. The Submit Workflow dialog box opens. 4. Select one of the following options:
Option Description
Immediately The system sets the workflow status immediately to Active, and sets the current
date as the Start Date. Since there can be only one active version of the workflow,
the system changes the status of any prior active version to Inactive and sets the
current date as its End Date.
Future Date You are prompted to enter a Start Date. The system sets the workflow status to
Inactive, changing it to Active on the start date. Since there can be only one active
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Option Description
to Inactive and sets the start date for the new version as its End Date.
Save as Draft The workflow status is set to Draft. The system does not set a Start Date nor does it
set version or revision numbers for the workflow .Deactivating Workflows On the Workflow Library form, you can deactivate unused workflows giving them an inactive status. You can only deactivate active workflows.
To deactivate workflows: 1. Click Back Office. 2. From System|Change, select Workflow Library. The Workflow Library opens. 3. Using the checkmarks next to workflows in the list, select one or more workflows to deactivate. The system enables the Deactivate button.
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If the workflow is in use, a dialog box displays indicating why you cannot deactivate the workflow. For
example, the workflow is in a draft state, it is in use on the Client Workflow Grid, it is a prebuilt or default
workflow, and so on.
If the workflow is in use on one or more of the following grids, you must remove the workflow from the grid
before deactivating:
• System Workflow Grid
• Client Workflow Grid
• Systen Onboarding Workflow Grid
• Client Onboarding Workflow Grid
After deactivating a workflow, it does not show in the system as an available option for configuration.Bulk Launch Benefit Workflow This new form is a new bulk creation tool that can create enrollment records simultaneously, so information no longer needs to be added one record at a time. This is especially helpful for take-on clients. Service providers also now have the ability to launch life events in bulk. The form is called Bulk Launch Benefit Workflow and provides these options: • Employee record check boxes where you can select a single or multiple employees. You can also Select All employees with a check box. • Column sorting and filtering. • A record counter at the bottom of the table that displays the total number of items, the number of items displayed that are based on filtering, and the number of items selected or checked. • Data displayed in the table is pulled from the Employee Detail record. • Pre-filtering options for clients, employment type, and employment status. • Two action buttons exist on this form: Launch Life Event and Launch Benefit Enrollment. • View and download reports associated with benefit enrollment changes. • These columns of data are included in the table:
Column Name Description Filter Type Client ID Name of the client. None Employee ID ID for an employee. Type ahead search Employee Name Name of an employee. Type ahead search
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Column Name Description Filter Type Hire Date The last hire date for this employee. Search range, from - through. Format is MM/DD/YYYY. Employer Start Date The date the employee started with Search range, this employer. from - through. Format is MM/DD/YYYY. Benefit Group Description of an employee’s benefit Drop-down group. search Employment Status Status of an employee’s employment. Drop-down search Employment Type Type of employment. Drop-down search Active Workflow Displays the existing workflow ID. If Modal search there is no existing workflow, select None. Enrollment Type Displays the type of enrollment, either Drop-down Benefit Enrollment (BE), Anytime search Enrollment (AE), Open Enrollment (OE), or Life Event (LE).
Note: You can turn column display on or off by selecting the column name from the drop-down menu next to Enrollment Type.
Employee Considerations For employees displayed in the table: • Employees are the same employees listed on the Web Enrollment Configuration form. • All eligible employees are listed, including employees without a workflow enrollment record and employees with a workflow enrollment record. • All employee statuses are displayed except Terminated.
Security Security restrictions require enforcement on this form, and Service Providers, Worksite Managers, and Worksite Trusted Advisers need access. Security measures determine the companies that these users can view, as well as other data such as department, location, division, and so forth. It also determines what table data these users can see.
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Pre-Filtering Bulk Launch Benefit Workflows Before launching the Bulk Launch Benefit Workflow form, pre-filtering options display that let you select specific criteria (clients, employhment type, employment status) to narrow results, which improves response time. None of these filters are required.
To set a pre-filter: 1. Select one or more pre-filter options. You can specify Client(s), Employment Type(s), and Employment Status. 2. Click Continue to complete pre-filtering. The main Bulk Launch Benefit Workflow form displays.
Note: You can return to pre-filtering by clicking Return To The Pre-Filter Selections Page.
Changing Benefit Workflows for Multiple Employees Use the Bulk Launch Benefit Workflow form to launch benefit workflows for multiple employees at a time.
To access this form and change benefit workflows for multiple employees: 1. Click Back Office. 2. From Operations|Action, select Bulk Launch Benefit Workflow. Or, from Work Centers, select Benefit Enrollment Maintenance|Bulk Change Tools|Bulk Launch Benefit Workflow. 3. Select one or more pre-filter options (optional). You can specify Client(s), Employment Type(s), and Employment Status. 4. Click Continue to complete pre-filtering. The main Bulk Launch Benefit Workflow form displays.
Note: The form is also available in the Benefit Enrollment Maintenance work center under Bulk Change Tools > Bulk Launch Workflows.
Select one or more employees from the list by clicking the check box next to their names. The employees must be in the same benefit group.
You can narrow the displayed items by filtering or searching for specific items using these column headings:
Column Description Client ID The unique identifier for the client. Click the link to open a multi-select search modal. Employee ID The unique identifier for the employee. Employee Name The name of the employee. Hire Date Date the employee was hired (from - through) Employer Start Date The date the employee started with this employer.
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Column Description
Benefit Group The benefit group the employee is assigned to.
Employment Status A text string describing an employment status. For example, A for
active. This value is defined on the Employee Statuses form.
Employment Type A text string describing the employment type. For example, FT for full-
time. This value is defined on the Employee Types form.
Active Workflow Displays an existing workflow ID. Search for an ID or select it from the
drop-down. If there is no existing workflow, select None.
Enrollment Type Displays the type of enrollment. Search for an enrollment type or select
it from the drop-down. If left blank, it displays all enrollment types.
Options are Benefit Enrollment (BE), Anytime Enrollment (AE), Life
Event (LE), or OE (Open Enrollment).Review Workflow Request The Review Workflow Request form builds workflow information and populates it with data. You can review and make updates for selected employees.
To access this form: 1. From the main Bulk Launch Workflows form, click Launch Benefit Enrollment. The Review Workflow Request form opens. 2. Select one or more employees by checking the box next to the Client ID. 3. Change the workflow, effective date, start date, or end date. Client ID, Employee ID, and Employee Name are read-only. 4. Click Continue to archive existing workflows and to create benefit enrollment workflows.
Note: If you have blank fields, the system outlines them in red and the process does not occur.
You can run the process and then view the results or download the results to a CSV file (on Bulk Workflow Results). Once you leave this report view without downloading, the report is no longer available.
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Downloading Bulk Workflow Results You can download these results as a CSV file by clicking Download Results. The downloaded report name is Launch Benefit Enrollment Results. The Bulk Workflow Results form provides a way to validate and track bulk changes. You can download these results as a CSV file.
To access this form: 1. From the Review Workflow Request form, click Continue. The Bulk Workflow Request form opens. The system displays this message:Launch request results are available as a CSV download. Download Results option will not be available after leaving this screen.
Note: Benefit workflow launch results that are successful displays a Status of Success in the results table.
Bulk Launch Life Event Use the Bulk Launch Life Event form to make bulk life event changes for multiple employees and eliminate the administrative burden of launching individual life event workflows.
To perform bulk life event changes: 1. Navigate to the Bulk Launch Benefit Workflow form. 2. Pre-filter clients, employment types, and employment statuses, then click Continue. See Pre-Filtering Bulk Launch Benefit Workflows on page 84for more information. 3. Select the desired client and employees (they must have an active workflow). 4. Click the Launch Life Event button. .The Active Workflows(s) Detected form opens. 5. Click Continue. The Launch Life Event form opens. 6. Select a life event from the Select Life Event drop-down (all life event codes are available for selection). For example, changing from Part Time to Full Time. 7. Select a Life Event Date from the calendar picker. For example, the date when employees become Full Time employees. 8. Select a notification date from the Date Notified calendar picker. 9. Click Continue to commit changes. The system runs a process that archives existing workflows (if any) and creates life event workflows. The Bulk Workflow Results form opens and displays a success message if the process completed correctly. 10. Click Download Results to download the report as a CSV file (the report name is Launch Life Event Results). You cannot access the report after viewing it the first time.
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Chapter 5 Setting Up Notifications To set up notifications to send during enrollments, use the Notification Templates and Notification Recipients forms.
Before you begin: • Set up Email Services. See the System Administration Guide for more information.
To access the Notification Templates form: 1. Click Back Office. 2. From System|Change, select Notification Templates. The Notification Templates form opens.
To access the Notification Recipients form: 1. Click Back Office. 2. From System|Change, select Notification Recipients. The Notification Recipients form opens.
To access the Notification Control Panel: 1. Click Back Office. 2. From Operations|Action, select Notification Control Panel. The Notification Control Panel opens.
Setting Up an Enrollment User You must set up an enrollment user in PrismHR with the User ID called Enrollment. See the System Administration Guide for more information. The Enrollment user serves as the administrator and sender for all notifications. The email address set up on the user account displays in From for all notifications sent to employees and new hires. If this user account is not set up, the notifications engine does not send notifications. The User ID must be as follows, spelled correctly, and with no punctuation: Enrollment
To test the Enrollment user: 1. In the Notification Templates form, set up a test notification template recipient. 2. In the Notification Recipients form, set up a test recipient.
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Setting Up Templates and Recipients After you set up the Enrollment user, you can set up content for notifications in the Notification Templates form. You can designate recipients for notifications in the Notification Recipients form. The notifications that you create are available in the Workflow Library where you can add them to workflows.
Managing Notifications To specify how often the system should send the notifications and to start the notifications engine, use the Notification Control Panel. You can run the Notification Audit Report to review notifications sent to all recipient types (for example, employees, generic recipients, message groups). Messages are also stored in the Messages center in PrismHR. You can also set up your SMTP server to retain a copy of every email sent.
Handling Undelivered Notifications There are two possible circumstances that can result in notifications not reaching their recipient. • The email address is not entered correctly. For example, it is entered as @example.com instead of jsmith@example.com. PrismHR logs this error but it is not accessible to the user. Users should contact the PrismHR Customer Support Team. • The email address is entered correctly, but is otherwise not deliverable (for example, the email address is no longer active). In this case, PrismHR simply sends the email. There is no error log, and in most cases there is no way to know that it was not received. Many email servers are configured not to send notifications of undeliverable emails.
Tracking Notifications To track notifications, set up the Notification Recipients form to send copies of all notifications to an administrator in your organization. This also enables you to forward notifications as needed.
Setting Up Notification Templates The Notification Templates form is used to create templates for the notifications that are sent to employees or groups during benefit enrollments, open enrollments, anytime enrollments, or life event enrollments. Each template specifies the content that is included in the notification, such as the subject and message body, as well as the criteria for sending the notification and the communication method used to send the notification.
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When defining notification content, substitution variables can be used to replace generic information with specific information from PrismHR. Once the template has been created, the Notification Recipients form can be used to define the recipients who receive the notification. In addition, the notifications can be added to a workflow using the Workflow Library.
Note: Notification templates that have been attached to a workflow or a notification recipient record cannot be deleted.
To set up a notification template: 1. Click Back Office. 2. From System|Change, select Notification Templates. The Notification Templates form displays. 3. In the Notification Templates panel, complete the following fields:
Field Action
Template Id To modify an existing template, enter a template ID or click Template Id to
display a list of existing templates.
To create a new template, click Create a New Template. An available template
ID is entered in the Template Id field.
Name Enter a name for the template. This name identifies the template and displays
in the list of available templates when assigning notification recipients.
Description Enter a description of the template.
Language Default For future development. Does not currently impact the functionality of
PrismHR.
Subject Enter a subject for notifications sent using the template.
Note: Do not use square brackets ([ or ]) in this field as doing so will prevent
recipients from receiving notifications sent using this template.
Message Body Enter the body text for the notifications sent using the template.
SMS Body For future development. Does not currently impact the functionality of
PrismHR.In the Workflow Type panel, select the type of enrollment during which to send notifications using this template.
In the Notification Triggers panel, complete the following fields:
Field Action Trigger Type Select a notification trigger type. • Time Based: Notifications are sent a specific number of days before the
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Field Action
workflow's start date or due date.
If the notification engine is set up to check in the morning, the notifications
are sent in the morning. If the notification engine is set up to check every
other day, the notifications are sent every other day. Notification engine
settings are defined using the Notification Control Panel.
• Event Based: Notifications are sent when a specific event occurs, such as
when a benefits enrollment workflow is completed.
The notification engine runs in the background and periodically checks to
see whether there are notifications to send and sends event-based
notifications when they turn up during the check.
Trigger Condition If Time Based is selected in the Trigger Type drop-down, the following options
are available:
• X Days before start date
For a new hire, the start date is when the new hire is entered into PrismHR.
The Benefits Enrollment workflow is launched when entering the employee
(unless suspended ENH occurs).
For open enrollment, the start date is when the open enrollment period
begins based on the workflow grid.
For a life event, the start date is when the sponsor or employee launches
the life event.
• X Days before due date
For a new hire, the due date is calculated by adding the new hire's start
date plus the entry in the BE Open Window Length field defined on the
workflow grid.
For open enrollment, the due date is when the open enrollment window
ends based on the workflow grid.
For a life event, the due date is calculated by adding the new hire's start
date plus the entry defined for the life event code using the Window
Length field on the Life Event Maintenance form.
• X Days before hire date
For a new hire, the hire date is the date the employee is registered in the
system as a hired employee. This date may be different from the start date.
• X Days after hire date
For a new hire, the hire date is the date the employee is registered in the
system as a hired employee. This date may be different from the start date.Benefits Enrollment User Guide © 2026 PrismHR 90 Chapter 5 Setting Up Notifications
Field Action
If Event Based is selected in the Trigger Type drop-down, the following options
are available:
• Employee submits workflow, no approval
• Employee submits workflow, approval required
• Employee submits form
• Approver confirms
• Approver rejects
• Workflow open window overlap
This trigger type is used to send notifications to employees who have an
overlap in a benefits enrollment and open enrollment. To be triggered
correctly, this notification must be added to the overlapping enrollment
workflow that would be completed first by the employee.
• Overlap Posting Failure
This trigger type is only used to send a notification when Auto post BE/OE
enrollments when overlap with OE is activated in the Enrollment Options
form.
Number of Days Enter the number of days before the workflow's start date or due date at which
to send the notification.
Note: This field is only available if Time Based is selected in the Trigger Type
drop-down.Note: The Send SMS option is for future development and does not currently impact the functionality of PrismHR.
Setting Up Notification Recipients To set up recipients for enrollment notifications created using the Notification Templates form, use the Notification Recipients form. This form can also be used to modify or delete existing notification recipient records. However, recipient records that are currently associated with a notification template cannot be deleted.
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To set up notification recipients: 1. Click Back Office. 2. From System|Change, select Notification Recipients. The Notification Recipients form opens. 3. Complete the following fields:
Field Action
Notification ID Enter an existing notification ID, or click Setup a new
Notificationcreate a new notification.
Name Enter a name for the notification recipient group. The name
displays on the Workflow Library form in the list of notification
users you can add to workflows.
Description (Optional) Enter a description for the notification.Benefits Enrollment User Guide © 2026 PrismHR 92 Chapter 5 Setting Up Notifications
Panel Description
To Group Recipients Primary recipients for the notification, organized by group (for
example, Internal Employees, Managers, and so on).
To set up groups, use the Message Center Groups form. See
the System Administration User Guide for details.
Note: Message groups that include client records cannot be
used in notification recipient records.
To Generic Primary recipients for the notification, organized by
role: Employee, Client Benefit Rep, Human Resources, Client
Manager, I-9 Section 2 Approver.
The Client Benefit Rep, Human Resources, and Client
Manager roles can be assigned to users using the Users form.
The I-9 Section 2 Approver role is specific to Onboarding and is
not used in Benefits Enrollment.
CC Group Recipients Additional recipients to copy publicly, organized by group.
CC Generic Additional recipients to copy publicly, organized by role.
BCC Group Recipients Additional recipients to copy privately, organized by group.
BCC Generic Additional recipients to copy privately, organized by role.Using the Notification Control Panel Use the BE Notify section in the Notification Control Panel to: • Start or stop the notifications engine during enrollments • Determine the frequency at which the notifications engine sends notifications
Note: Settings are at the system level. You can also access the New Message form in the Actions menu .
Notifications are added to workflows in the Workflow Library. During enrollments, the system sends out event and time-based notifications attached to the workflows to the notification recipients specified.
Note: The system sends notifications only for organizations that have the Enabled Benefits Enrollment option selected in Global Configuration. If the option is not checked, the Notification Control Panel does not send notifications. You can turn notifications off at the client-level in the Client Workflow Grid.
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• Open enrollment notifications are sent once a day (typically at midnight). • Benefits enrollment notifications are sent at the interval specified. • Approval notifications are sent immediately.
Note: The background process automatically runs BE Notify, Payday Notify, ACH Processing, and Payroll Reminders. However, if BE Notify is turned off, the other processes continue to run.
Setting Up Benefits Enrollment Notification Controls The PrismHR Customer Support Team recommends that you set up open enrollment workflows at least one day before the window opens.
To set up benefits enrollment notification controls: 1. Click Back Office. 2. From Operations|Action, select Notification Control Panel. The Notification Control Panel opens.
For this
Define this information
option
BE Notify The number of minutes to use for the current benefits enrollment interval. This interval
Interval determines how often the system checks for new hires and sends the notifications
(mins) specified in the benefits enrollment workflow. You can enter a number from 5 to 1440
minutes.
Note: The OB Notify Interval (mins) and OB Notify Date options in the OB Notify
section are used only in Onboarding and do not affect Benefits Enrollment.
OE The most recent date when the system sent notifications for open enrollment. It
Notify populates automatically. By default, the notifications engine sends notifications for open
Date enrollment every day.
If you need to manually resend a notification for an enrollment (for example, if the
notification was not received by employees, or if there is a change to the notification
template), delete the displayed date, and then click Submit. The system resends
notifications using the current date. When the process completes, the current date
displays.
Note: The OB Notify Interval (mins) and OB Notify Date options in the OB Notify
section are used only in Onboarding and do not affect Benefits Enrollment.
Client Whether to restrict notifications to one specified client. This is typically done only for
testing notifications using a test client (for example, when you test to confirm that the
enrollment user works correctly). Leave this field blank to apply settings at the system
level.Benefits Enrollment User Guide © 2026 PrismHR 94 Chapter 5 Setting Up Notifications
Click this in
the BE
To do this
Notify
section
Status Check whether the notifications engine is running or not running. The status displays
the process ID (PID) number.
Stop Stop the system from sending notifications. The Stop option changes to Start and the
status changes to not running.
The request to stop notifications takes effect immediately. However, it can take a few
minutes for the updated status to display correctly.
Note: The Stop button in the OB Notify section is used only in Onboarding and does
not affect Benefits Enrollment.
Start Start the notifications engine without changing settings. The Start option changes to
Stop and the status changes to running. If you stop and then restart the notifications
engine, the PID number resets and a new PID displays.
Cancel Close without changing settings.Restarting the Notification Control Panel If you are re-sending a time-based notification, the trigger condition must match today’s date for the system to send the notification. For example, to re-send the open enrollment (OE) welcome notification to employees, the start date of the OE enrollment period on the Workflow Grid must be today’s date.
Before you restart the notification control panel: • Verify that the grid date is the current date.
To restart the Notification Control Panel: 1. Click Back Office. 2. From Operations|Action, select Notification Control Panel. The Notification Control Panel opens. 3. Click BE Stop. The message SHUTDOWN REQUESTED displays. 4. Click Status. The status displays NOT RUNNING. 5. To restart notifications, select BE Start. 6. Click Save. The current date populates the OE Notify Date. 7. Click Status. The status displays RUNNING.
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Chapter 6 Maintaining Life Event Codes To set up workflow codes for employee life events such as marriage, divorce, and birth, use the Life Event Maintenance form. Benefits Enrollment provides predefined life event codes that your organization can configure as needed, but you can also create your own as needed. After you set up the life event workflow, administrators can assign the life events to employees in the Life Event form. After you save the life event assignment, the system generates an enrollment workflow and the employee can complete the life event workflow in EP.
Configuring Required System Settings You must set up the following settings before creating a new life event record: • Set up all benefit plans to include in the life event workflow. Assign them the correct Offer Type to include in the offer type forms assigned to the workflow. • In the Client Workflow Grid, assign a benefit enrollment workflow that corresponds to the effective date to use for the life event workflow. The life event workflow is based on this pre-existing benefit enrollment workflow, and the life event code settings serve as overrides. • Set up Benefit Summary and Confirmation forms to use in the life event workflow in the Forms Library. You can also set up an optional Welcome form. You can customize these forms as needed for the life event. • Set up the notifications to send for each life event. The notification templates must have the Workflow Type Life Event selected, and must be set up with recipients for the notifications to be available. • If you want the system to automatically approve every employee enrollment for the life event, set up a global approvals policy. See the System Adminstration Guide or Approvals Guide.
Viewing Life Event Codes and Clients The Life Event Maintenance form is divided into two tabs, Codes and Clients. Existing life event work codes display in the main table in the Codes tab, and client information displays in the main table in the Clients tab. You can: • Sort your view of the tables in the Codes and Clients tabs by clicking the column headers and selecting Sort Ascending, Sort Descending, or Hide Column. • Use the Search box to search for a specific record as needed.
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• Use the View list to select the number of records to view in either table (25, 50, 100). • Use the navigation arrows to scroll through records. If you edit settings, the settings change for all clients, not just the client you are viewing. If you want to change settings for just one client, create an alternate life event workflow code.
To access the Life Event Maintenance form: 1. Click Back Office. 2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens. The Codes tab is displayed by default.
Viewing Codes The Codes tab displays information about the event workflow codes. The main table list all codes you created, as well as the pre-defined life event codes provided in Benefits Enrollment.
Changing Predefined Life Event Codes The system provides the following predefined codes. You can modify them as needed. Predefined codes have default settings, but you need to reconfigure them base on the settings your organization requires. Review and modify the settings as needed before you use them for life events.
Code Life EventMRG Marriage DP Domestic partnership BTH Birth or adoption ADPT Placement for adoption DIV Dissolution of marriage SDTH Death of spouse DDTH Dependent’s Death DLE Dependent Ceases to Satisfy Eligibility DDIS Dependent becomes disabled SGC Spouse becomes employed LCOV Loss of existing coverage PF Part Time to Full-Time LFT Loss of full-time status (20-29 hours per week)
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Code Life Event
BLOA Begin unpaid leave (30+ days) RLOA Return from unpaid leave (30+ days) COR Change of Residence
To customize the pre-defined codes: 1. Click Back Office. 2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens. 3. Select the Codes tab.
For this option Define this information
Life Event The name of the life event workflow code.
Code The code for the life event workflow.
Override Code In some instances, you might create a version of a life event workflow code to
override another existing code for a specific client or group of clients. The
overridden code displays in this column.
Client List The clients who are assigned the life event code.
Offer Type The offer types included in the life event workflow code. You can click Show All
to display the offer type icons, or click Show Less to display only the number of
offer types.
Action Click Remove to delete the life event workflow code. Click Edit to modify the life
event workflow code's settings.Displaying Client Code Asssignments The Clients tab displays information about clients and lists the codes assigned to them. You can also view details on individual clients as needed.
To view clients and the codes assigned to them: 1. Click Back Office. 2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens. 3. Select the Clients tab. The following information is shown about each client.
Column Description
Client ID The client's ID.Benefits Enrollment User Guide © 2026 PrismHR 98 Chapter 6 Maintaining Life Event Codes
Column Description
Client Name The name of the client.
Codes Assigned The life event workflow codes assigned to the client. You can click Show All to
display the code icons, or click Show Less to display only the number of codes.
Action You can click View Details for a detailed view of the codes assigned to the client.
The View Details form displays.
• You can select any code and view its settings as needed. The code settings
display in read-only format.
• All code information is read-only with the exception of the Omit Code option.
You can select this option to remove a life event workflow code for the client.
• If you need to edit settings for the code, you can click Go To [Code] Life
Event Details. The Edit Life Event form opens, where you can edit settings.Creating a New Life Event You can create a new life event workflow code, modify a predefined code, or modify a code that you created. After you save the life event workflow code, the Code is read-only and you cannot modify it. If you are editing a predefined life event code, you cannot change the value in the Code field.
To create a life event workflow code: 1. Click Back Office. 2. From System|Change, select Life Event Maintenance. The Life Event Maintenance form opens. 3. Select the Codes tab and click Add Life Event. The Add Life Event form opens.
For this option Define this information
Life Event Name The name of the life event workflow code. Required
Code The code for the life event workflow. RequiredTo modify a life event workflow code: • Select the life event and click Edit in the Action column.
To remove a life event workflow code: • Select the life event and click Remove in the Action column.
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Specifying General Settings To specify general settings for the workflow, use the General tab in the Add Life Event form. For example, you can specify the required documents, effective date, and the window length for the enrollment. • In the Add Life Event form, select the General tab.
For this option Define this information
Doc Required Whether supporting documents are required for the life event. For example, if
the life event code is for the birth or adoption of a child, the employee might
need to upload a birth certificate or adoption papers during the life event
enrollment.
If you select Yes, the Specify Document(s) list displays. Document options that
display in the list are set up in the Enrollment Options form.
Select the document to use and click . The document name displays below the
list. You can specify as many documents as necessary. You can click to delete a
selection.
Window Length The number of days from the Effective Date during which an employee can
complete the life event enrollment.
Days to Notify The number of days from the date of the life event itself that the employee must
notify the employer of the life event to be eligible for the life event enrollment.
Initiated By Who can initiate or assign the life event (Sponsor/Client, Employee, Either).
If you select Sponsor/Client, an administrator assigns the life event in the Life
Event form only.
If you select Employee or Either, you must also set up the components the
employee can access in EP in the Employee Portal Components tab.
• If you select Employee, the employee assigns the life event in EP only.
• If you select Either, an administrator can assign the life event in the Life Event
form or the employee can assign it in EP.
Source of Effective How the system determines the effective date for the life event when coverage
Date changes (Date Notified, Life Event Date, Use Benefit Rule).
• Coverage for the employee might be affected by the rules in the benefit plan
itself. For example, if a selected benefit plan does not allow mid-month
enrollment, coverage might be delayed, even if you specify Life Event Date.
• If a benefit rule should determine the effective date for the life event, you
must set up the benefit rule for the clients. See the Benefits Administration
User Guide.
When Use Benefit Rule is selected in this field, the Eligibility Date Used From
Override field displays. This field can be used a selected date in place of theBenefits Enrollment User Guide © 2026 PrismHR 100 Chapter 6 Maintaining Life Event Codes
For this option Define this information
benefit rule's eligibility date.
ACA Workflow Optional. Select this option to indicate that this life event is used for an ACA
workflow.
Calculate End Date Optional. Select this option to calculate the end date for coverage from the date
from Life Event of the life event.
Override Offer Type Optional. This option only displays if Use Benefit Rule is selected in the Source of
Rules by Payee ID Effective Date field. When the option is selected, eligibility is overridden from
benefit rules or group benefit plans at the Offer Type level for selected Payees.
Select which date is used in the Eligibility Date Used From Override field.Selecting Offer Type Rules To select and view the offer types included in the life events workflow, use the OFFER TYPE RULES tab. You can also view what the employee can do during the enrollment in the Actions Allowed panel. The actions vary depending on the offer type.
To view offer rules: 1. In the Add Life Event form, select the Offer Rules tab. 2. Under Codes Assigned, select an assigned code. 3. Select the OFFER TYPE RULES tab. 4. Select an Offer Type. The offer type displays below the list, and the offer type’s settings display in the Actions Allowed panel. These settings show the enrollment options that are allowed for the employee for the offer type in the life event enrollment.
Selecting Forms To select the Welcome, Summary, and Confirmation forms to use in the life event workflow, use the Process tab in the Add Life Event form. The forms you select in the Welcome, Summary, and Confirmation lists override the forms that are set up in the benefit enrollment workflow that is being used as the basis for the life event workflow. For example, if you do not select a Welcome form, no welcome form displays in the life event workflow, even if one is set up in the original benefit enrollment workflow.
To select the forms to use in the workflow: 1. In the Add Life Event form, select the Process tab. 2. Select the Welcome form to use. This form is optional. 3. Select the benefit Summary form to use. This form works in conjunction with the Confirmation form and is required.
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Selecting Notifications To select the notifications to use for the life event workflow, use the Notifications tab in the Add Life Event form. The notifications you select override the notifications that are set up in the benefit enrollment workflow that is being used as the basis for the life event workflow. If you do not enable a notification for the life event workflow in this tab, it is not sent, even if it is set up in the original benefit plan workflow. You must set up notifications before they can be assigned to a life event workflow. The notification’s template must have the Workflow Type Life Event selected, and must be set up with recipients to display in the table and be available for life events.
To select notifications: 1. In the Add Life Event form, select the Notifications tab. 2. In the Enabled column, select each notification to use for the life event workflow. You can select as many as needed.
Option Description
Notification Template The name of the notification template.
Type The Trigger Type specified in the notification template.
Condition The Trigger Condition specified in the notification template.
Days If the Type is Time-based, the number of days applied to the
Trigger Condition in the notification template displays.
Otherwise, the table displays N/A.
Recipients The Notification ID for the notification recipient record attached
to the notification.Selecting Clients for Notifications To apply notifications to clients, use the Client List tab in the Add Life Event form.
To make notifications available to clients: 1. In the Add Life Event form, select the Client List tab.
For this option Define this information
Apply to All Clients Whether the life event available in the Life Event form is available to allBenefits Enrollment User Guide © 2026 PrismHR 102 Chapter 6 Maintaining Life Event Codes
For this option Define this information
clients at the system level.
Apply to Selected Client(s) Whether the life event is available to a specific client or a selected list
of clients. If selected, the client selection settings display.
Select a client from the Available Clients panel and use the arrows to
move it to the Selected Client(s) panel. You can add as many clients as
needed. Selected clients can access the life event in the Life Event
form.
You can use the Search box to search for a specific client.
Override Existing Code Whether the life event code is meant to replace an existing code. For
example, you might create an alternate Birth life event code with
different settings that are intended for a specific client. In such a case,
select Override Existing Code and select the existing Birth code to
override for the client selected from the list.Initiating a Life Event in the Employee Portal If you want the employee to be able to initiate the life event in EP, select the components the employee can access in the Employee Portal Components tab in the Add Life Event form.
Note: The Initiated By option in the General tab must be set to either Employee or Either for the life event available in EP.
You can add as many components as needed and use Search to find a specific component in the list. The available components are: • Address • Contact Info • Direct Deposit • Emergency Contacts • Personal Info • Tax Withholding
To enable employees to initiate a life event in the employee portal: • Select the components to include from the Available Components panel and use the arrows to move them to the Selected Components panel.
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Editing a Workflow Code After you create and save a life event workflow code it displays in the table, where you can click Edit to modify it. The Audit tab displays in the Edit Life Event form if you edit the workflow code. This tab displays any changes that were made.
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Chapter 7 Assigning Workflows to Enrollments Use the System Workflow Grid and Client Workflow Grid forms to assign the workflows to use for enrollments at the system or client levels.
Assigning Workflows at the System Level To assign workflows to use for enrollments at the system level, use the System Workflow Grid form. You can also assign workflows at the client level. Settings defined at the client level override global settings. For more information, see Assigning Workflows at the Client Level (page 107). The Min # of Overlap days 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. This option is used only in an enrollment workflow overlap scenario. • If the start date is the date the first workflow is submitted, 4/25/19, the system checks the Min # of Overlap days on the grid and adds that number of days to the Start Date Window. It then calculates a date of 4/27/19. The system then checks the End Date Window on the grid. • If the calculated date is greater than the end date on the grid, the system uses the calculated date. • If the end date is in the past, 4/23/19, the system uses the calculated date of 4/27/19 for the workflow end date. • If the dates are equal, 4/27/19, the system uses the calculated date of 4/27/19 for the workflow end date. • If the end date is in the future, 5/3/19, the workflow end date is 5/3/19. • If the Min # of Overlap days is left blank, the system uses the current logic of same length as window dates - the length between start date window and end date window. • Use the Filter Records panel to filter system-level workflows by entering the OE Start Date and OE End Date, then clicking Search. • Use First, Prev, Next, and Last to navigate through the workflow history. • View the total number of records, shown in the lower right-hand corner.
Creating a Workflow Assignment To create a new workflow assignment to use during enrollments: 1. Click Back Office.
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From System|Change, select System Workflow Grid. The System Workflow Grid form opens.
Click Add Row. The Add a New Record panel opens.
Use this To define this option Effective The date that the benefits that are offered in the workflow become effective for an Date employee. For example if the enrollment elections start coverage on 06/01/2018,enter that date. Required. BE The BE Workflow to use for benefit enrollments. The list displays all active workflows Workflow in the Workflow Library.System Onboarding Workflow Grid BE Open The number of days from the Effective Date during which an employee can enroll in Window benefits. Length Min # of The Min # of Overlap days designates the limited amount of time an employee has to Overlap complete the open enrollment workflow when the workflow start date plus the Min # days of Overlap days extends beyond the open enrollment window. This option is used only in an enrollment workflow overlap scenario. AE The Anytime Enrollment workflow. Workflow OE The OE Workflow to use for open enrollments. The list displays all active workflows in Workflow the Workflow Library. OE Start The start and end dates to use for open enrollments. The OE Start Date is the first day Date and that employees can review and make elections during the Open Enrollment period. OE End The OE End Date is the last day that the employees can submit elections. Date The OE Start Date and OE End Date must fall before the workflow Effective Date. WF End The last day that benefits are active and cover the employee. If the Effective Date for Date the benefits is 06/01/2018, the WF End Date is 05/31/2019, the End Effective Date. This option is required and cannot be earlier than the OE End Date.
Audit Click to display audit logs. The system displays a message if no logs are available.
Click Save. The record displays in the records table.
If needed, assign additional workflows.
Click Save.
Copying a Workflow Assignment You use an existing workflow assignment as the basis of a new one by copying it and assigning a new effective date. For example, you can copy the information from a previous year to use for the current year.
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To copy a workflow assignment: 1. In the System Workflow grid, click Copy New. The Copy an Existing Record panel opens. 2. Enter the Effective Date for the record to copy. 3. Enter the New Effective Date for the record to create. 4. Click Save. The record maintains the settings from the original record and displays the new effective date in the Records panel.
Assigning Workflows at the Client Level Use the Client Workflow Grid form to assign, at the client level, the workflows to use during enrollments. You create enrollment workflows in the Workflow Library. You can also assign workflows at the system level. Settings you define at the client level override system-level settings. The Min # of Overlap days 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. This option is used only in an enrollment workflow overlap scenario. • If the start date is the date the first workflow is submitted, 4/25/19, the system checks the Min # of Overlap days on the grid and adds that number of days to the Start Date Window. It then calculates a date of 4/27/19. The system then checks the End Date Window on the grid. • If the calculated date is greater than the end date on the grid, the system uses the calculated date. • If the end date is in the past, 4/23/19, the system uses the calculated date of 4/27/19 for the workflow end date. • If the dates are equal, 4/27/19, the system uses the calculated date of 4/27/19 for the workflow end date. • If the end date is in the future, 5/3/19, the workflow end date is 5/3/19. • If the Min # of Overlap days is left blank, the system uses the current logic of same length as window dates; the length between start date window and end date window. • Use the Filter Records panel to filter system-level workflows by entering the OE Start Date and OE End Date, and then clicking Search. • Use First, Prev, Next, and Last to navigate through the workflow history. • View the total number of records, which displays in the lower right-hand corner. • Use the Filter Records panel to filter system-level workflows by entering the OE Start Date and/or OE End Date, then clicking Search. • Use First, Prev, Next, and Last to navigate through the workflow history in the records table. • View the total number of records, which displays in the lower right-hand corner.
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Creating a Workflow Assignment To create a new workflow assignment to use during enrollments: 1. Click Back Office. 2. From System|Change, select Client Workflow Grid. The Client Workflow Grid form opens. 3. Click Add Row. The Add a New Record panel opens.
Use this option To define this
Client ID The Client ID. Required. You can hover over a Client ID
to view the corresponding Client Name.
Effective Date The date that the benefits that are offered in the
workflow become effective for an employee. For
example if the enrollment elections start coverage on
06/01/2018,enter that date. Required.
BE Workflow The BE Workflow to use for benefit enrollments. The
list displays all active workflows in the Workflow
Library.
BE Open Window Length The number of days from the Effective Date during
which an employee can enroll in benefits.
Min # of Overlap days The Min # of Overlap days 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. This option is used only in an
enrollment workflow overlap scenario.
AE Workflow The Anytime Enrollment workflow.
OE Workflow The OE Workflow to use for open enrollments. The list
displays all active workflows in the Workflow Library.
OE Start Date and OE End Date The start and end dates to use for open enrollments.
The OE Start Date is the first day that employees can
review and make elections during the Open Enrollment
period. The OE End Date is the last day that the
employees can submit elections.
The OE Start Date and OE End Date must fall before
the workflow Effective Date.
WF End Date The last day that benefits are active and cover the
employee. If the Effective Date for the benefits isBenefits Enrollment User Guide © 2026 PrismHR 108 Chapter 7 Assigning Workflows to Enrollments
Use this option To define this
06/01/2018, the WF End Date is 05/31/2019, the End
Effective Date. This option is required and cannot be
earlier than the OE End Date.
Enable Notifications The Enable Notifications option to use for the record.
You must set up notifications to enable notifications on
workflows.
• All OFF: Disable notifications for all enrollment
types
• BE Only: Turn on notifications only for benefit
enrollments
• OE Only: Turn on notifications only for open
enrollments
• AE Only: Turn on notifications only for anytime
enrollments
• All ON: Enable notifications for all enrollment typesCopying a Workflow Assignment You use an existing workflow assignment as the basis of a new one by copying it and assigning a new effective date. For example, you can copy the information from a previous year to use for the current year.
To copy a workflow assignment: 1. In the System Workflow grid, click Copy New. The Copy an Existing Record panel displays. 2. Enter the Client ID for the workflow to copy. 3. Enter the Effective Date for the record to copy. 4. Enter the New Effective Date for the record to create. 5. Click Save. The record maintains the settings from the original record and displays the new effective date in the Records panel.
Assigning Life Event Workflows Use the Life Event form to assign life event workflows to employees. When you assign the workflow, the system creates a web enrollment record for the employee, and the employee can complete the enrollment in EP. You create life events in Life Event Maintenance.
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To assign life event workflows to employees: 1. Click the HR menu. 2. From HR|Action, select Life Event. The Life Event form opens. 3. Complete these fields as required:
Field Description
Employee Click Employee to open an Employee selector. Select from the displayed list, or type in a
search term to refine the search results.
Life Events Select a life event to apply to the employee. Life events include items such as Marriage or
Change in Spouse Employment.
Life Event Select a date when the life event occurred from the calendar picker.
Date
Date Select a notification date for the life event from the calendar picker.
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Chapter 8 Setting Up Anytime Enrollment Anytime Enrollment enables employees to enroll in Anytime Benefits at any point during a plan year. A date or event does not trigger the Anytime Enrollment process — you can enroll in Anytime Benefits at any time. One example of an Anytime Benefit plan is pet insurance. If you acquire a pet and want to enroll in a pet insurance benefit plan, you can do so at any time outside of annual enrollment restrictions. To set up Anytime Enrollment, you must: 1. Configure a benefit plan to include in an Anytime Enrollment workflow 2. Set up a notification template 3. Set up notification recipients 4. Create an Anytime Enrollment workflow 5. Add the workflow to the system or client workflow grids To begin, you must configure an Anytime Benefit plan to include in an Anytime Enrollment workflow.
Including a Benefit Plan in an Anytime Enrollment Workflow To include a benefit plan in an Anytime Enrollment workflow, use the Group Benefit Plans form.
To include a benefit plan in an Anytime Enrollment workflow: 1. Click Back Office. 2. From System|Change, select Group Benefit Plans. The Group Benefit Plans form opens. 3. Configure a benefit plan for Anytime Enrollment or use the Benefit Plan ID link to select a plan from the list. 4. In the Web Enrollment Parameters panel, enable Include in Anytime Enrollment Workflow. 5. Click Save. After configuring a benefit plan to include in an Anytime Enrollment workflow, you must set up a notification template.
Setting Up an Anytime Enrollment Notification Template To set up a notification template for an Anytime Enrollment workflow, use the Notification Templates form.
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To set up a notification template for an Anytime Enrollment workflow: 1. Click Back Office. 2. From System|Change, select Notification Templates. The Notification Templates form opens. 3. Configure a notification template for Anytime Enrollment or use the Template Id link to select a template from the list. 4. In the Workflow Type panel, enable Anytime Enrollment. You can combine with other workflow types except for Onboarding. 5. Click Save. After configuring a notification template for an Anytime Enrollment workflow, you must set up notification recipients.
Setting Up Anytime Enrollment Notification Recipients To set up notification recipients for an Anytime Enrollment workflow, use the Notification Recipients form.
To set up notification recipients for an Anytime Enrollment workflow: 1. Click Back Office. 2. From System|Change, select Notification Recipients. The Notification Recipients form opens. 3. To configure notification recipients for Anytime Enrollment, click Setup a new Notification. Or, to select a recipient group from the list, use the Notification Id link. 4. In the Notification Template panel, to assign the recipient group to a template configured for Anytime Enrollment, click Template Id. For more information, see Setting Up an Anytime Enrollment Notification Template (page 111). If you select a notification template configured for Anytime Enrollment, the Workflow Type and Message Delivery Method panels are disabled. 5. Click Save. After configuring notification recipients for an Anytime Enrollment workflow, you must create the workflow.
Creating an Anytime Enrollment Workflow To create an Anytime Enrollment workflow, use the Workflow Library form.
To create an Anytime Enrollment workflow: 1. Click Back Office. 2. From System|Change, select Workflow Library. The Workflow Library form opens. 3. In the Type list, select Enrollment.
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Adding an Anytime Enrollment Workflow to the System Workflow Grid To add an Anytime Enrollment workflow to the system workflow grid, use the System Workflow Grid form.
To add an Anytime Enrollment workflow to the system workflow grid: 1. Click Back Office. 2. From System|Change, select System Workflow Grid. The System Workflow Grid form opens. 3. In the Anytime Enrollment column, select a workflow from the list to add it to the workflow grid. You can also click Add Row to add another row to the workflow grid. In the Add a New Record section, you can select an Anytime Enrollment workflow from the AE Workflow list. 4. Click Submit Changes. After submitting your changes, the workflow is now available at the system level. You can also assign the workflow at the client level using the Client Workflow Grid form. Client-level settings override system-level settings.
Adding an Anytime Enrollment Workflow to the Client Workflow Grid To add an Anytime Enrollment workflow to the client workflow grid, use the Client Workflow Grid form.
To add an Anytime Enrollment workflow to the client workflow grid: 1. Click Back Office. 2. From System|Change, select Client Workflow Grid. The Client Workflow Grid form opens. 3. In the Anytime Enrollment column, select a workflow from the list to add it to the workflow grid. You can also click Add Row to add another row to the workflow grid. In the Add a New Record section, you can select an Anytime Enrollment workflow from the AE Workflow list. 4. In Enable Notifications, you can select the following specific to Anytime Enrollment workflows:
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• All OFF: Disable notifications for all enrollment types. Applies only if you combine multiple workflow
types on the notification template.
• AE Only: Enable notifications only for Anytime Enrollment
• All ON: Enable notifications for all enrollment types. Applies only if you combine multiple workflow
types on the notification template.Adding Anytime Benefits to Employee Portal In Employee Portal (EP), you can add a widget displaying available Anytime Benefits enabling employees to enroll directly from EP. A link from EP opens directly to an Anytime Enrollment workflow (through SSO) where they can enroll in any of the available benefit plans. For more information on creating the widget, see Adding Anytime Benefits to Employee Portal (EP) on the Customer Resource Center.
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Chapter 9 Maintaining Web Enrollments You maintain web enrollments using the following forms: • To view an employee’s enrollment activity during enrollments, use the Web Enrollments History form. • To extend the end date in an enrollment for an employee who needs more time to enroll, use the Web Enrollment Configuration form. • To create a custom enrollment period for an employee, use the Web Enrollment Configuration form. • To assign a new workflow to active enrollments, use the Web Enrollments Bulk Update form. • To modify the start and end dates on active enrollment workflows, use the Web Enrollments Date Update form. • To create enrollment batches and post benefit enrollments, use the Post Benefit Enrollments form.
Viewing Web Enrollment History To view an employee’s enrollment activity during enrollments, use the Web Enrollments History form. The information you can view includes: • The dates and times the employee viewed a workflow, as well as each form in the workflow. • The effective dates, plan types (tiers), premium rates, and coverage details for each benefit plan viewed by the employee. • The benefit plans the employee selected. • Whether the employee waived benefits individually or for a spouse. • If the employee waived benefits for a spouse, the waive reason the employee selected.
To view an employee’s enrollment activity: 1. Select HR in the menu bar. 2. From HR|View, select Web Enrollments History. The Web Enrollments History form opens. 3. Enter the Employee ID. 4. Click Load. A detailed record of the employee’s enrollment activity displays in the table. You can click Next or Previous to navigate multiple screens of data.
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Changing an Enrollment Period Use the Web Enrollment Configuration form to extend or customize an employee’s enrollment period. For example, you may need to extend the date for an employee who needs more time to enroll.
To extend or customize an employee’s enrollment period: 1. On the HR menu, select Web Enrollment Configuration on the HR|Change menu. The Web Enrollment Configuration form opens.
For this option... Define this information...
Employee The ID of the employee. If there is a current enrollment, the
enrollment Effective Date, Start Date, End Date, and Workflow
name display. Otherwise, these fields remain blank.
• If there is a current enrollment, you can change its end date and
extend the enrollment period for the employee. All other fields
are read-only.
• If there is no current benefits or open enrollment, you can create
a custom enrollment period for the employee.
Enrollment Type The Enrollment Type (Benefits Enrollment, Open Enrollment,
Anytime Enrollment, or Life Event) the employee can access from
the list.
If no workflow is assigned for the enrollment type, an error message
displays. If a workflow is assigned, the Effective Date and the
Workflow name display. The Workflow list displays all workflows
available for the client. Service providers can view all workflows.
Effective Date The effective date of the enrollment workflow, which varies based on
the Enrollment Type, as follows:
• Benefits Enrollment: Employee's hire date.
Note: The employee's hire date consists of the following:
• Take-on employee: Client Start Date or Employer Start Date,
whichever date is the greater of the two dates (usually the
Employer Start Date).
• Rehired employee: The Last Hire Date.
• Open Enrollment: Effective date on the Open Enrollment grid.
• Anytime Enrollment: Current date.
• Life Event: Date life event occurred.Benefits Enrollment User Guide © 2026 PrismHR 116 Chapter 9 Maintaining Web Enrollments
For this option... Define this information...
Start Date, End Date A custom Start Date and End Date.
Workflow The employee's benefits enrollment workflow.
The following information shows:
Field Description
Status Code The status of a web enrollment, such as Ready to Post.
Confirmation # The confirmation number for a web enrollment.
Approval Id The approval ID for a web enrollment
Batch # The batch number for a web enrollment.
Next Overlap Effective Date The Effective Date of the Next Overlapping Open Enrollment, if
applicable.Assigning a New Workflow To assign a new workflow to active enrollments, use the Web Enrollments Bulk Update form. You can apply this change to one client, or to all clients. Employees who have already completed enrollments do not receive workflow updates made in this form. If you want these employees to enroll again using the new workflow, you must manually assign the new workflow to them using the Web Enrollment Configuration form.
To assign a new workflow to active enrollments: 1. Click Back Office. 2. Select System|Change > Web Enrollments Bulk Update. The Web Enrollments Bulk Update form opens.
For this option Define this information
Client ID The Client ID. If blank, the update applies to all clients.
Enrollment Type The Enrollment Type for the workflow to replace (Benefits
Enrollment, Open Enrollment).Benefits Enrollment User Guide © 2026 PrismHR 117 Chapter 9 Maintaining Web Enrollments
For this option Define this information
In Progress Workflow The In Progress Workflow to replace. The list includes active
workflows assigned the Enrollment Type selected.
Replacement Workflow The Replacement Workflow. The list includes all active
workflow revisions in your workflow library.Archiving Enrollment Records To view enrollment records that have passed their end date and archive them as needed, use the Web Enrollments Bulk Archive form.
To sort the records displayed in the table: • Click the column headings.
To select columns to display or hide: • Click (Toggle Filter).
To select records to archive: 1. Click Back Office. 2. Select System|Change > Web Enrollment Bulk Archive. The Web Enrollments Bulk Archive form opens. 3. Select the records to archive in any of the following ways: • To select records individually, click the check mark in the column next to each record. • To select more than one record, press the Ctrl or Shift key. • To select or clear all records, click the check mark in the header area. 4. Click Archive Selected Enrollments. The system displays an alert and prompts you to confirm. 5. Click Yes or No. • If you click Yes, the system archives the record(s). • If you click Archive Selected Enrollments but no enrollments are selected to archive, the system displays the No Enrollments Selected alert. Click OK to return to the form.
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Changing Start and End Dates To modify the start and end dates on active enrollment workflows, use the Web Enrollments Date Update form. You can limit the update to one client or apply it to all clients. You can also limit the update to workflows with a specific start and end date, or select a specific workflow to update.
To change enrollment workflow start and end dates: 1. Click Back Office. 1. Select System|Change > Web Enrollments Date Update. The Web Enrollments Date Update form opens.
For this option Define this information
Client ID The Client ID. If blank, the update applies to all clients.
Workflow The Workflow to modify. The list includes all active workflows.
If blank, the system applies the update to all active workflows
for the client or, if the Client ID is blank, to all clients.
Start Date and End Date The Start Date and End Date to further filter workflows if
needed. The system limits the update to only the active
workflows with the specified Start Date and End Date.
Replace matches with The Start Date and End Date to use in place of the original
values.
If the updated workflow is for a benefits enrollment,
employees whose effective dates are later than the
replacement end date are not affected by the update. If the
updated workflow is for an open enrollment, employees
whose effective dates are earlier than the replacement end
date are not affected by the update.Updating the Employee Name and Address Case This process converts employee names and/or addresses to either all upper case or proper case (the first letter of each word is in upper case). The data changed depends on the New Hire Proper Case Conversion setting in System Parameters. You can change the case for Employee Name, Employee Address, or both fields.
Note: This form does not use Client Access Group Security.
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To update the case of the employee name and address: 1. Click Back Office. 2. From System|Action, select Update Employee / Name Address Case. 3. Click Update Case. The following occurs: • If set to Employee Name, the system converts all Employee Names to uppercase. • If set to Employee Address, the system converts all Employee Addresses to uppercase. • If set to Both Name and Address, the system converts all Employee Names and Addresses to uppercase. 4. The system displays a job progress window and processes the required employees. It lists a running count of the number of employees processed. For example, Processing 1/500 employees. 5. Click Close when complete.
Viewing Posting Information To view posting information for Benefits Enrollment, use the Enrollment Posting Logs form.
This form is intended for high-level Service Provider users only. Contact the PrismHR Customer Support Team before using this feature.
To view posting information: 1. Click Back Office. 1. Select System|View > Enrollment Posting Logs. 2. Enter the required information.
For this option Define this information
Show Logs The logs to view (from batch, with job #, for client, with EE ID).
Logs The log to view.
Display The number of rows to display.
Delete Log Whether to delete the log.Logging in as an Employee Service providers, worksite managers, and worksite trusted advisors who are set up with the appropriate user role can use the Proxy Login form to access Benefits Enrollment and Onboarding on behalf of an employee. Access to an employee’s Benefits Enrollment requires the Enrollment Proxy user role, and access to an employee’s Onboarding requires the Onboarding Proxy user role.
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Note: User roles are assigned using the User Roles form. By acting as a proxy for the employee, users acknowledge that they have received authorization to view the employee’s data and, for Benefits Enrollment, to make elections on the employee’s behalf.
To log in as an employee: 1. On the HR menu, select HR|Action > Proxy Login. Alternatively, access the Employee Details form, click the Actions menu , and select Proxy Login. The Proxy Login form displays. Note: You can also proxy login as a worksite manager/worksite trusted advisor by selecting Worksite Manager Proxy on the Actions menu . When the Proxy Login form displays, the system automatically displays the Worksite Manager/Trusted Advisor option in the Activity field and the selected employee’s username displays in the User ID field. 2. Complete the following fields as appropriate:
Field Description
Activity Select whether to access Benefits Enrollment or Onboarding as an
employee (Benefits Enrollment) or a user (Worksite Manager/Trusted
Advisor).
Employee ID/User ID Enter the ID number of the employee or user as whom to log in.
Alternatively, click the link to select an employee or user from a list.
Note: The Employee ID field automatically changes to the User ID field
if you select the Worksite Manager/Trusted Advisor option in the
Activity field.
Date Enter the date the proxy login is being performed. This must be the
current date or a previous date.
Proxy approval received by Select the method used to obtain the employee's approval for the proxy
login.
Proxy Reason Enter the reason for the proxy login.Note: When Onboarding is accessed using the Proxy Login form, changes to the forms included in the workflow can be made, but changes cannot be saved and forms cannot be submitted.
Tracing Benefit Enrollment When an employee logs in and begins the enrollment process, the system determines the benefit plans to display and calculates the employee costs for each benefit plan by applying a series of checks on each form in the workflow. You can view a record of these checks in the Benefits Enrollment Trace form.
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The Tracing tool is especially useful for troubleshooting and finding errors when you set up benefits and open enrollments. If a user made an error in setting up a workflow or a benefit plan, tracing provides a way to find the error. You can then make any needed corrections to enable employees to access the correct benefit plans and view correct calculations for the costs of the available plans. The Benefit Enrollment Trace form displays data only for a form that is currently open and active in an enrollment. It can display details for only one form at a time.
Note: You must be logged in to an enrollment using the correct employee credentials. Also, the form whose details you want to view must be open and active to use this tool.
Before you begin: • Verify that the correct client record is shown near the top of the form. If it is not, click it and then select the correct client. If the correct client is not selected, the system cannot access system checks for the client’s enrollments. • Log in to the enrollment using the employee’s login credentials, and open the form to view. The form opens in the enrollment.
To trace benefit enrollment: 1. On the HR menu, select HR|View > Benefits Enrollment Trace. 2. Enter the Employee ID and click Reload. 3. The system checks (for the form that is open and active in the enrollment) are shown in the table. You can click Download to save a text file of the trace log.
Suspended Employee Enrollment Process To manually suspend benefit enrollments for new hires if the benefits setup is not yet finalized for the client, use the Suspended Employee Enrollment Process form.
Note: The New Hire Suspension Process runs automatically once a day; this form allows you to run it on demand.
This process updates employee records, removes the suspended status for employees who are now eligible, and displays the results.
Note: On the System Parameters form, your organization must enter the SUSPENDENH custom feature code for this manual process to work. For more information, see Suspending Benefit Enrollments (page 123).
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To launch the suspended employee update process: 1. Enter the Client for which you want to launch the New Hire Suspension Process. If you leave this field blank, the system runs the process for all clients. 2. Click Run. When the process is finished, the results display in a form.
Suspending Benefit Enrollments The new hire suspension process lets organizations suspend benefit enrollments for new hires if the benefits setup is not yet finalized for the client. The purpose is to ensure that new hires are not offered benefits based on obsolete settings. (PrismHR Benefits Enrollment only.) The new hire suspension process works as follows: • On the System Parameters form, the organization enters the SUSPENDENH custom feature code. This code activates the new hire suspension process at the system level. • On the Client Details form Benefits tab, administrators setting up benefits for a client define the Benefits Rules Good Through Date to indicate the date up to which the current enrollment offerings for new hires is valid. • When the validity date passes, the system initiates the new hire suspension process to prevent benefits from being offered online to new hires. • The system runs the new hire suspension process automatically once a day when the first administrator logs on to a SCORPEO or HRP.ADMIN account and applies the suspension to any new hires. (PrismHR customers must log on to their HRP.ADMIN account every day for this process to run). Administrators can also manually run the process once a day (at any time) using the Suspended Employee Enrollment Process form. • A benefits administrator then reviews and updates the benefits offered, and adjusts the Benefits Rules Good Through Date when the benefit offerings are ready for new enrollments. As long as the enrollment workflow has the notification enabled, employees receive a notification that they can now enroll online. • Users can run the Suspended Enrollment Employee Report to view employees whose benefits enrollments are suspended or on hold. • The Benefits Good Thru Date cannot be blank if the client had a Good Thru Date at any time in their record.
To enable the new hire suspension process at the system level: 1. Click Back Office. 2. From System|Change, select System Parameters. The System Parameters form opens. 3. Click the Custom Feature Codes link. From the list, select SUSPENDENH.
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To indicate the latest validity date for enrollment offerings for new hires: 1. Click the Client menu. 2. From Client|Change, select Client Details. The Client Details form opens. 3. On the Benefits tab, enter a date in Benefits Rules Good Through Date. When this date passes, the system initiates the new hire suspension process. If the system finds that an employee’s earliest potential eligibility date exceeds the Benefits Rules Good Through Date, it suspends the employee’s enrollment.
Viewing the Enrollment Suspended Until Date On the Employee Details form Other tab, you can view records for employees whose enrollments are suspended. They display a date in the Enrollment Suspended Until field. This date indicates the next date that the new hire suspension process will review the record again. The date automatically advances by one day each time the process determines that the record should remain suspended. For more information, see the Human Resources User Guide.
Manually Running the Suspended Employee Enrollment Process The system runs the New Hire Suspension Process automatically once a day and applies the suspension to any new hires. If needed, administrators can use the Suspended Employee Enrollment Process form to manually suspend benefit enrollments for new hires at any time.
Viewing the Suspended Enrollment Employee Report You can also run the Suspended Enrollment Employee Report to view employees whose benefits enrollments are suspended. For more information, see Suspended Employee Enrollment (page 179).
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Chapter 10 Post Benefit Enrollments Use the Post Benefit Enrollments form to view, create, review, and post benefit enrollments in Benefits Enrollment.
To work with the Post Benefit Enrollments form: 1. Click Back Office. 1. Select Operations|Action > Post Benefit Enrollments. 2. Enter the required information.
Option Description
Batch Number Limits posting to a specified batch.
Display Posted Batches Only Includes only posted batches.
Start New Batch Starts a new batch based on your specifications.
• Batch Number
• Batch Filters
• Client ID - You can select multiple Client IDs using the selection modal.
• Effective On or After/Effective On or Before
• Name Starting/Name Ending
• Enrollment Type
• Status Class
• Benefit Group
• Pay GroupViewing Unposted Batches Before you can post benefit enrollments, you must organize the enrollment records to include into batches. By default, the Post Benefit Enrollments form displays a list of batches that are not yet posted.
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• The number of enrollments that are not included in a batch displays in parentheses next to the Start New Batch link. You can click Start New Batch to create a new batch using these available enrollments. • You can view batches that were successfully posted by selecting Display Posted Batches Only. The table lists information about each batch in the following columns.
Column Description
Batch Name The batch's name. Click to open the Batch Detail View.
Batch Number The batch's number. Click to open the Batch Detail View.
Status The batch status.
Date Created The date the batch was created.
Last Updated The date of the latest change made to the batch.
Enrollments The number of enrollments included in the batch.
Needs Review The number of enrollments in the batch that need to be
reviewed before posting. You can view the enrollments in the
Batch Detail View.Viewing Batch Details To view a specific batch and the enrollments it includes, enter the Batch Number and press Enter. You can also access the Batch Detail View by clicking the Batch Name or Batch Number of a batch displayed in the batch list. The Batch Detail View displays information about the batch selected and lists the included enrollments.
Column Description
Confirm # The confirmation number for the enrollment record. You can
click this link to view the enrollment details in the Employee
Enrollment Summary in the Benefit Enrollment Detail Inquiry
form.
Client Name The client name.
Client ID The client ID.
Employee Name The employee name.
Employee ID The employee ID.
Enrollment Type The enrollment type (Open Enrollment or New Hire
Enrollment).
Start Date The enrollment start date.
End Date The enrollment end date.Benefits Enrollment User Guide © 2026 PrismHR 126 Chapter 10 Post Benefit Enrollments
Column Description
Effective Date The enrollment effective date.
Enrollment Status The enrollment status.
• If the status is Ready to Post for all enrollments in the
batch, you can post the batch.
• If the status for any included enrollment is Ready to
Review, the batch was not reviewed for posting. You must
review the batch before you can post.
• If the status for any included enrollment is Review Failed,
the review process found a problem in the enrollment
record. You must fix the enrollment record and run the
review process again, or remove the enrollment from the
batch before you can post.
• You can remove an enrollment from the batch by clicking
(Remove). Once removed, the enrollment is returned to
the list of available enrollments.In batches where they are available, you can view the Benefit Enrollment Review Error Report and the Benefit Enrollment Review Change Report for the batch by clicking Error Report and Change Report.
Viewing the Enrollment Summary To view the enrollment summary: 1. In the Post Benefit Enrollments form, select a batch and click the Confirm # link. The Employee Enrollment Summary form opens. The form displays the following information:
Column Description
Employee Name The employee name.
Company The name of the company.
Confirmation # The confirmation number of the enrollment record.
Employee ID The employee ID.
Workflow The name of the enrollment workflow.
Enrollment Type The enrollment type (Open Enrollment, Benefits
Enrollment).
Post Status The posting status for the enrollment.Benefits Enrollment User Guide © 2026 PrismHR 127 Chapter 10 Post Benefit Enrollments
Column Description
Status Date The date the post status was updated.
Effective Date The enrollment effective date.
Start Date The start date for the enrollment.
End Date The end date for the enrollment.
The employee's benefit elections display in the main table.
Column Description
Offer Description The type of benefit plan and the benefit plan's offer type.
You can click this field to view the enrollment details in the
Employee Enrollment Detail in the Benefit Enrollment
Detail Inquiry form.
Elected The name of the benefit plan elected.
Elected Description A description for the benefit plan elected.
Plan Type The benefit plan type.
Waived Whether the employee waived coverage (Yes or No).
Plan Eff Date The benefit plan effective date.
Flex Plan Whether the plan is a flexible spending plan (Yes or No).
Flex Year The coverage year for the flexible spending plan.
Offer Status The status for the benefit plan.
Status Date The date the offer status was updated.Viewing the Employee Enrollment Detail The Employee Enrollment Detail in the Benefit Enrollment Detail Inquiry form displays information about the employee’s enrollment for a specific offer type. The form displays the following information in the Employee Enrollment Detail panel.
Column Description
Employee Name The employee name.
Company The name of the companyBenefits Enrollment User Guide © 2026 PrismHR 128 Chapter 10 Post Benefit Enrollments
Column Description
Confirmation # The confirmation number of the enrollment record.
Employee ID The employee ID.
Workflow The name of the enrollment workflow.
Enrollment Type The enrollment type (Open Enrollment, Benefits
Enrollment).
Post Status The posting status for the enrollment.
Status Date The date the post status was updated.
Effective Date The enrollment effective date.
Start Date The start date for the enrollment.
End Date The end date for the enrollment.The form displays the following information in the Offer Type panel.
Column Description
Offer Type The Offer Type and the Post Status display at the top of
the panel.
Offered Plans All plans offered in the enrollment for the selected offer
type.
Description The plan description.
Effective Date The plan's effective date
Selected The plan selected by the employee displays in bold with a
checkmark in this column.The following additional information can display depending on the type of benefit plan selected and its settings.
Column Description
Plan Type Enrolled In The plan type used for the enrollment in the plan.
Employee Contribution Rate The employee's contribution.
PCP ID The ID for the employee's primary care physician.
PCP Name The name of the employee's primary care physician.
Plan Guaranteed Issue Amount The guaranteed issue (GI) amount for a life insurance or
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Column Description
Coverage The amount of coverage provided for the employee up to
the GI limit in a life insurance or disability plan. Coverage
amounts for spouse and dependents display depending on
plan type.
Per Period Premium The per pay period premium (up to GI amount) for the
corresponding portion of the coverage paid by the
employee for a life insurance or disability plan. Premium
amounts for spouse and dependents display depending on
plan type.
This column does not display if the Employee pay period is
equal to the plan's cost basis.
(Cost Basis) Premium The total cost basis premium for the corresponding
portion of the coverage.
GI Overage The amount of coverage that is over the GI limit. This
column displays the coverage amount pending EOI. The
premium for this pending amount is not included in the
Per Period column.The form displays the following information in the Covered Dependents panel.
Column Description
ID The dependent's ID.
Name The dependent's name.
Relation The dependent's relationship to the employee.
DOB The dependent's date of birth.
Age The dependent's age.
Disabled Whether the dependent is disabled.
Tobacco User Whether the dependent is a tobacco user.
Student Whether the dependent is a student.
PCP ID The ID for the dependent's primary care physician.
PCP Name The name of the dependent's PCP.The form displays the following information in the Beneficiaries panel.
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Column Description
ID The beneficiary's ID.
Name The name of the beneficiary.
Relation The beneficiary's relationship to the employee.
Primary The percentage allocated by the employee for primary
beneficiaries.
Contingent The percentage allocated by the employee for contingent
beneficiaries.Creating a New Batch To create a new batch for posting, use the Post Benefit Enrollment form. Once created, the new batch displays in the table. You can then review the batch. After all enrollments pass review and their status display as Ready to Post, you can post the batch. 1. Click Back Office. 2. From Operations|Action, select Post Benefit Enrollments. The Post Benefit Enrollments form opens. 3. Click Start New Batch. The New Batch View displays, where you can filter and select the enrollments to include. 4. Use Batch Filters to filter the list and narrow the view to only those enrollments you want to include. The Batch Filters panel includes:
Column Description
Client ID The Client ID for the client whose enrollments to display. You can also click a
Client ID listed in the table to populate this field. Additionally, you can select
multiple Client IDs using the selection modal.
Effective On or After A date to view enrollments that are on or after that date.
Effective On or A date to view enrollments that are on or before that date.
Before
Name Starting Letters from the start of an employee's name to filter enrollments and
locate a specific employee.
Name Ending Letters from the end of an employee's name to filter enrollments and locate
a specific employee.
Enrollment Type Whether to filter enrollments by (OE) Open Enrollments or (BE) Benefit
Enrollments.
Status Class The status of the employee. You can select from Active, On Leave, orBenefits Enrollment User Guide © 2026 PrismHR 131 Chapter 10 Post Benefit Enrollments
Column Description
Terminated.
Life Event The life event code and description.
Benefit Group A benefit group by which to filter enrollments.
Pay Group A pay group by which to filter enrollments.Reviewing a Batch Click Review to review a batch when its status is Ready to Review. When the review is complete, the Batch Detail View displays. If the review process finds no errors in an enrollment, it returns the enrollment status Ready to Post. The enrollment can now be posted.
Note: All enrollments included in the batch must have the Ready to Post enrollment status to successfully post.
If the review process finds errors in any of the enrollment records: The system displays the following alert: Would you like to move the enrollments that failed review to a new batch so you can continue to post this batch? and prompts you to click Yes or No. • If No, the system displays the following message Please review the Error Report, fix any errors, and review this batch again before attempting to post. The system returns you to the batch and displays the enrollment status Review Failed. Records that failed to post are not removed from the batch. The Error Report and Change Report options display at the bottom of the batch table: • Click Error Report to run the Benefit Enrollment Review Error Report to review specific enrollment errors in the batch. • Click Change Report to run the Benefit Enrollment Review Change Report to review the changes and fixes made to the enrollments. • If Yes, the system prompts you to enter a batch name and to confirm that you want to proceed. The system displays the following message: Failing enrollments have been moved to a new batch [Batch Name] [Batch Number]. The system moves the Benefit Enrollment Review Error Report and the Benefit Enrollment Review Change Report for these enrollments to the new batch where you can view them without doing another
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review. The system allows you to remain in the original batch where you can then post the batch with
the remaining enrollment records.You must fix all enrollment errors before the enrollment can be posted with a batch. You can remove an enrollment from the batch at any time by clicking selecting one or more enrollments and clicking Remove. When you remove an enrollment, it returns to the list of available enrollments. After you fix the enrollment errors, review the batch again until the errors are fixed. Each time you review, the Benefit Enrollment Review Error Report and the Benefit Enrollment Review Change Report are updated. You can review the batch as many times as needed before posting.
Reviewing Errors that Can Occur When Posting a Batch Use the Benefit Enrollment Review Error Report to review errors in the enrollment records that can occur when posting a batch in the Post Benefit Enrollments form. You must fix all errors for the system to successfully post the enrollment record. The following information is shown for each error. • Company: The client ID. • Employee: The employee ID. • Employee Name: The employee name. • Offer Type: The offer type for the benefit plan that generated the error message. • Error Message: The error message.
Reviewing Changes Made When Fixing Errors After posting a batch on the Post Benefit Enrollments form and correcting any errors, you can use the Benefit Enrollment Review Change Report to review changes made to the enrollment records during that process.
Change Report Output The following information is displayed on the report: • Company: The client ID. • Employee: The employee ID. • Employee Name: The employee name. • Offer Type: The offer type for the benefit plan that generated the error message. • Plan ID: The plan ID for the benefit plan. • Plan Name: The name of the benefit plan. • Type: The plan type or tier selected for the benefit plan. • Action: A description of the change that was made to the enrollment.
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Posting a Batch When all enrollments in the batch are reviewed and display the Ready to Post enrollment status, you can post the batch by clicking Post. The system runs a final check on the enrollments included in the batch. • If any enrollments contain errors, the posting process stops. You must fix the errors or remove the failed enrollments from the batch before you can post the batch. The system prompts you to specify whether to save the failed enrollments to a new batch. • If posting is successful, the Batch Detail View of the form displays with the Enrollment Status Post Complete.
Posting Enrollments Automatically When your organization selects Auto post BE/OE enrollments when overlap with OE in the Enrollment Options form, the system automatically posts any new enrollment records created for employees during an active open enrollment period. If the enrollment posts successfully, a new enrollment record is automatically created for the employee for the active open enrollment. If posting for this new enrollment record fails, the posting batch that includes the new enrollment does not post but remains in the posting queue in the Post Benefit Enrollments form. The enrollment record displays the status Review Failed. In such a case, you must manually fix all errors in the enrollment before it can post.
Creating Benefits Enrollment Statements Benefits Enrollment Statements contain employee election data required to complete enrollment with an insurance carrier. To generate and download Benefits Enrollment Statements, use the Create Enrollment Statements form and the Download Enrollment Statements form. These statements can also be viewed, downloaded, and printed using the Manage Documents form if the user’s role has been granted access to the Benefits Enrollment Statements document category. Benefits Enrollment Statements are for Service Providers only.
Note: You can only create and download enrollment statements for batches posted on June 13th, 2020, and later.
To add the document category to your user role: 1. Click Back Office. 2. From System|Change, select User Roles. The User Roles form opens. 3. In Role ID, select your user role. 4. Click Actions menu and select Document Security. The Document Security form displays. 5. Click Add. The Document Security Selection form displays. 6. From the list, select Benefits Enrollment Statements and click Accept. The document category displays on the Document Category Security form. 7. Click Save.
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After adding the document category to your user role, you can create and download employee enrollment statements.
To create enrollment statements: 1. Click Back Office. 2. From Operations|Action, select Create Enrollment Statements. The Create Enrollment Statements form opens. 3. Complete the following:
Use this option To do this
Start Date Select a start date. Required. Date cannot be in the future.
End Date Select an end date. Required. Date cannot be in the future.
Batch ID Select a posted batch number from the selected date range.To download enrollment statements: 1. Click Back Office. 2. From Operations|Action, select Download Enrollment Statements. The Create Enrollment Statements form opens. 3. In Select Batch Id, select the posted batch number to download enrollment statements. 4. Click Get Employees. The list shows employees with generated PDF enrollment statements. 5. Click Download Statements. The statements download to your machine in a compressed zip file.
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Chapter 11 Using the Dashboard The PrismHRDashboard provides quick access to company information and relevant features. The information shown in the Chart and List sections of the Perspective panel reflects the client selected. To view onboarding tasks within Benefits Enrollment, in the Chart section of the Perspective panel, select Benefit Enrollments by Status from the list.
Displaying Tasks and Their Status The chart in the Perspective panel displays enrollment tasks and their statuses. You can use the type list to filter the type of enrollment to view in the Dashboard (All Types, Benefit Enrollment Only, Open Enrollment Only,
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Life Event Only, Anytime Enrollment Only). When you select an enrollment type, the system displays the number of employee enrollments available.
Status Description In Progress The employee has either not started, or has started but not yet completed the enrollment. Waiting for Approval The employee has submitted the enrollment, and the enrollment is awaiting approval. Ready to Review The employee’s enrollment is approved, and in the posting queue. At this point, the enrollment might be included or not yet included in a batch. Ready to Post The employee’s enrollment is in a batch, has passed review, and is ready to post. Post/Review Failure The employee’s enrollment is in a batch, but has either not passed review or failed to post. OE Eligible Employees included in this status are eligible for open enrollment. OE eligibility is determined as follows: • Benefits Enrollment Enabled must be selected in the Global Configuration form. • If the client restricts eligible benefit plans (by Department, Benefit Group, Division, or Location) using the Eligible Benefits Determinant in Client Details, the system checks list of Eligible Benefits at the restriction level to see if the benefit plans are active and the employee is OE eligible. If no list of Eligible Benefits is entered at the restriction level, the system excludes the employee’s benefit group and the employee is not OE eligible. • If the client lists the employee’s status as eligible in the Benefits Enrollment Eligibility Criteria panel in the Client Details form, the employee is OE eligible. If the client has not listed eligible statuses in this panel, the system excludes terminated employees from being OE eligible. Employees who are not terminated are OE eligible. • If the client lists the employee’s type as eligible in the Benefits Enrollment Eligibility Criteria panel in the Client Details form, the employee is OE eligible. If the client has not listed eligible types in this panel, the employee’s type must have Eligible For On-line Benefit Enrollment selected at the system-level in Employee Types for the employee to be OE eligible.
Displaying Benefit Enrollments by Type The List section displays the individual benefit enrollment records for the type selected. You can further filter benefit enrollment records that display in the list by clicking a status in the pie chart. The list updates, and the colored dot that displays next to each item matches the color in the pie chart section.
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The table displays the following columns.
Column Description Employee Name The employee’s name. Employee ID The employee’s ID. Start Date The start date for the enrollment workflow. End Date The end date for the enrollment workflow. Effective Date The enrollment effective date. Workflow The name of the enrollment workflow. Status The status for the enrollment.
Actions An action to perform for a specific enrollment record. The following options are available: • Archive: Archives the enrollment record. The system displays an informative message and prompts you to confirm Yes or No. If you click Yes, the system archives the record and displays a confirmation message when complete. Click OK to close.Click OK to close. • Extend: Changes the enrollment End Date and extends the enrollment period for the employee. The system displays a dialog box where you can enter the new end date and click Extend to save. • Proxy: Performs a proxy enrollment in the Proxy Login form. • View Web Enrollment: Displays the enrollment record in the Web Enrollment Configuration form.
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Chapter 12 Generating Reports You can generate reports about benefit enrollments in Benefits Enrollment.
Benefit Plans Report Use this form to generate a report that is run at the system level of all group benefit plans in the system. The report includes important plan setup information with the option to include specific G/L account information.
Note: This form does not use Client Access Group Security.
To access the form, click Reports menu. Under System|Report, click Benefit Plans Report.
To generate the Benefit Plans Report: 1. Complete the following:
Field Name Description Termination Date Above or Equal Enter the date from which you want to run this report. to G/L Template ID If you want G/L account numbers on the report, enter a G/L template here or click the G/L Template ID link and select it from the Select G/L Template dialog box.
This report shows the following columns: • Benefit Plan ID • Benefit Plan Description • Insurance Class • Reconciliation Group
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• Cost Basis • Auto Enroll • Section 125 • COBRA Eligible • Report on W2 • Deduction Code • 125 Deduction Code • Bill Code • Debit G/L Account ID • Credit G/L Account ID • Termination Date • Client Sponsored • Doesn’t Meet Participation Requirements
Benefit Reconciliation Report Use this form to generate a report to show benefit collections per coverage period based on benefits registers.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, either: • Click Reports. Under Benefits|Report, click Benefit Reconciliation Report OR • Under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting, click Benefit Reconciliation Report.
To generate the Benefit Reconciliation Report: 1. Complete the following:
Field Name Description Coverage Year Select the coverage year to report on from the drop-down. The default is the current year with a 10 year look back option.
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Field Name Description Coverage Month Select the coverage month to report on from the drop-down. The default is the month of January. Benefit Plan ID This field is optional. Leave this field blank for this report to run for all benefit plans. If you want to restrict this report to run for selected benefit plans, enter the benefit plan IDs here or click the Benefit Plan ID link and select them from the Select Benefit Plan dialog box. Client ID This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box.
This report displays the following columns: • Plan ID • Plan Name • Client ID • Client Name • Employee ID • Employee Name • Billed • Deducted • Arrearage
Benefit Summary Statement Use this form to generate a customizable Benefit Confirmation Statement that can be run for a single client and includes details related to benefits including: benefit enrollments, dependents, coverage amounts, premium amounts. This report uses the information from the Benefit Summary Statement Setup (page 144) form. The link to the Benefit Summary Statement Setup form is available on this form. This setup form needs to be completed for a client to run this report for the client.
Note: Client Access Group Security is enabled on this form.
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To access the form, in the Work Centers panel, under Onboarding & Benefits section, click Benefit Imports & Reporting. Under Benefit Reporting click Benefit Summary Statement.
To generate the Benefit Confirmation Statement: 1. Complete the following:
Field Name Description
Benefit Summary Statement Show all employees with coverages If you select this radio button, indicate the date effective on this date Show all employees whose coverage If you select this options, then provide a date range be providing a starts between Start Date and an End Date. Start Date - Coverage for all employees that start from this date. End Date - Coverage for all employees that is up to this date.
Plan Year - Enter Plan Year Start and End date for display on the report only. Start Date Indicate the Plan Year start date here. End Date Indicate the Plan Year end date here.
Following is a sample Benefit Confirmation Statement:
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Benefit Summary Statement Setup Use this form to define the parameters for running the mvQuery version of the benefit confirmation report.
Note: Client Access Group Security is enabled on this form.
To access the form, click the Back Office menu. Under System|Change, click Benefit Summary Statement Setup.
To set up the Benefits Summary Statement: 1. Complete the following:
Field Name Description
Formats section Formats Select one of the following radio buttons: • Client - and select the Client from the Select Client dialog box OR • Employer - and select the employer from the Select Employer dialog box.
Report Options section
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Field Name Description Display Short Term and Long Term This field is optional. Leave this box unchecked if you do not want to Disability Coverage? display Short Term and Long Term Disability Coverage. Check this box if you want to display Short Term and Long Term Disability Coverage. Display Client Contributions? This field is optional. Leave this box unchecked if you do not want to display Client Contributions. Check this box if you want to display Client Contributions. Display 401k and ROTH 401k This field is optional. By default, this checkbox is unchecked. Catch-Up Amounts? • Unchecked - When this checkbox is unchecked, no 401k Catch-Up amount or ROTH 401k Catch-Up Amount is displayed on the “Pay Period Cost” column or included in the “Total Pay Period Cost” in the Benefit Confirmation Statement. • Checked - If you check this box then, 401k Catch-Up amount and ROTH 401k Catch-Up Amount are displayed on the Pay Period Cost column and included in the Total Pay Period Cost when the Benefit Confirmation Statement is generated. Employee Status Code This field is optional. Leave this field blank to include all employee status codes. If you want to set this up for specific employee status codes, enter them here or click the Employee Status Code link and select them from the Select Employment Status dialog box. Employee ID This field is optional. Leave this field blank to include all employees. If you want to set this up for specific employees, enter the employee IDs here or click the Employee ID link and select them from the Select Employee dialog box. Benefit Plan This field is optional. Leave this field blank to set this up for all benefit plans. If you want to exclude specific benefit from the setup, enter them here or click the Benefit Plan link and select them from the Select Plan dialog box.
Benefit Summary Statement section Benefit Summary Statement This field is optional. Leave this field blank to display the default message at the bottom on the Confirmation Statement. If you enter a message text here it will override the default message. Each screen line corresponds to one line of text on form. A form line holds approximately 120 characters and will begin a new line if longer than the available space. If blank, will use the information entered at System/ Change/ Default Benefit Summary Message.
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Field Name Description
Print Options section (Enter the return address information as appropriate on the following fields. This will be the address of either the Client or the Employer as selected above.) Name Address ZIP Code Suffix City State Telephone Website
Client Enrollment Status by Workflow The Client Enrollment Status by Workflow Report shows how many employees have either completed or not yet begun the enrollment process. (PrismHR Benefits Enrollment only.) You can run the report for a specific client or workflow as needed. You can also limit the report to enrollments with a specific starting, ending, or effective date. If the start, end, or effective dates are missing from a record, one or more of the employees included either has an enrollment assigned that is missing this information or does not have an enrollment assigned. You must fix this by either creating a custom enrollment for employees who do not have an enrollment assigned or by updating their existing enrollments with the correct dates. You can run the Enrollment Status by Workflow/Client report to identify the employees who require this update.
To run the Client Enrollment Status by Workflow report: 1. Click Reports. 2. From Benefits|Report, select Client Enrollment Status by Workflow. The Client Enrollment Status by Workflow form opens.
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Use this option To define this
Starting Date The start date for enrollments to include in the report.
Ending Date The ending date for enrollments to include in the report.
Effective Date The effective date for enrollments to include in the report.
Client ID The client to include in the report. Required.
Workflow Type The workflow type to include in the report. Required.
• Enrollment: The workflow is for benefits enrollments (BE), open
enrollments (OE), or life event enrollments.
• Onboarding: For future development. Does not currently impact the
functionality of PrismHR.
Workflow ID The workflow to include in the report. The Version/Revision list populates.
Version/Revision The version or revision of the selected workflow to include in the report. If not
specified, the report includes all versions and revisions of the workflow.Click Run. The report displays information in the following columns.
Column Description Workflow The workflow for the enrollment. Client The client for the enrollment. Start Date The start date for the enrollment. End Date The end date for the enrollment. Effective Date The effective date for the enrollment. Not Started The number and percentage of the client’s employees who have not started the enrollment process. In Progress The number and percentage of the client’s employees whose enrollments are currently in progress. Completed The number and percentage of the client’s employees whose enrollments are completed. Total Employees Total number of the employees whose enrollments are not started, in progress, or completed.
EDI History Report more of an audit report to compare the employee bill rate to the actual premium rate being paid to the carrier and see the variance if any. This is not a billing reconciliation report based on actual payroll data and generates
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the billed vs. premium amounts from the Group Benefit Plan Billing and Premium rates.
Note: This form does not use Client Access Group Security.
To access the form, click Reports. Under Operations|Report, click EDI History Report.
To generate the EDI History Report: 1. Complete the following:
Field Name Description EDI File ID This field is optional. Leave it blank for the report to run for all EDI files. If you want to run it for a particular EDI file, enter it here. Original Client ID This field is optional. This is the original billed Client ID. This would normally be blank for a test download. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for a selected client, enter the Client ID here or click the Original Client ID link and select it from the Select Client dialog box. Process Date On or After This is the date the invoice was processed. This field is optional. Leave this field blank for the report to run for all EDI process dates. If you want to restrict this report to run from a particular EDI process date, enter it here. Process Date On or Before This is the date the invoice was processed. This field is optional. Leave this field blank for the report to run for all EDI process dates. If you want to restrict this report to run up to a particular EDI process date, enter it here. Invoice Date On or After This is the invoice date for the item being submitted through EDI. This field is optional. Leave this field blank for the report to run for all invoice dates. If you want to restrict this report to run from a particular invoice date, enter it here. Invoice Date On or Before This is the invoice date for the item being submitted through EDI. This field is optional. Leave this field blank for the report to run for all invoice dates. If you want to restrict this report to run up to a particular invoice date, enter it here. EDI Agent ID Enter the EDI Agent ID here.
This Detail report shows the following columns: • EDI File ID
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• Invoice Date • Original Client Name • Cill to Client ID • EDI Amount • Invoice Number • Location Code • Agent Type • Agent ID
Enrollment Status by Workflow/Client The Enrollment Status by Workflow/Client Report lists the enrollment status for employees participating in an enrollment. (PrismHR Benefits Enrollment only.) You can run the report for a specific client, employee, or workflow. You can also limit the report to enrollments with a specific starting, ending, or effective date. If the start, end, or effective dates are missing from a record, one or more of the employees included either has an enrollment assigned that is missing this information or does not have an enrollment assigned. You must fix this by either creating a custom enrollment for employees who do not have an enrollment assigned or by updating their existing enrollments with the correct dates. You can run the Enrollment Status by Workflow/Client report to identify the employees who require this update.
To run the Enrollment Status by Workflow/Client report: 1. Click Reports. 2. From Benefits|Report, select Enrollment Status by Workflow/Client. The Enrollment Status by Workflow/Client form opens.
Use this option To define this
Starting Date The start date for enrollments to include in the report.
Ending Date The ending date for enrollments to include in the report.
Effective Date The effective date for enrollments to include in the report.
Client ID The client to include in the report. Required.
Workflow Type The workflow type to include in the report. Required.
• Enrollment: Tthe workflow is for benefits enrollments (BE), open
enrollments (OE), and life event enrollments.
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Use this option To define this
functionality of PrismHR.
Workflow ID The workflow to include in the report. The Version/Revision list populates.
Version/Revision The version or revision of the selected workflow to include in the report. If not
specified, the report includes all versions and revisions of the workflow.Click Run. The report displays information in the following columns.
Column Description Workflow The workflow name and ID. Client The client’s name and ID. Employee ID The employee’s name and ID. Start Date The start date for the enrollment. End Date The end date for the enrollment. Effective Date The effective date for the enrollment. Status The employee’s enrollment status (Eligible, Not Started, In Progress, Completed). • If the enrollment is In Progress, information about the step that is in progress displays. • If the enrollment is Completed, the enrollment confirmation ID displays.
Employee Benefit Register Report Use this form to generate a report to show the various employee benefit registers for a client. You can also view this report for the various employee benefit registers broken out by worksite location codes.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting, click Employee Benefit Register Report.
To generate the Employee Benefit Register Report: 1. Complete the following:
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Field Name Description Enrollment Status Codes Enter the status of the benefit plans for the employee that you want to report on. Select one or more from the following options: • Eligible Unenrolled • Active Enrollment • Terminated Enrollment • COBRA Enrollment • Waived Enrollment Benefit Plan ID Enter the Benefit Plan ID that you want to report on. Leave this field blank to include all benefit plans. Deduction Start Day Enter the desired deduction start date in number of days. Default value is (Day of the Month) 31 which means the last day of the month. Worksite Location Enter the location codes to be included in this report or select them from the Worksite Location dialog box. Leave this filed blank to include all location codes. Sort By You can generate the report sorted by one of the following options: • Employee Name (Default) • Location Code
The Report has the following columns: • Location/Description • Employee Name/Title • Group - Benefit Group • Plan ID • Network ID • St - Enrollment Status Codes • Cov Eff Date - Coverage Effective Date • Type • EE/SP/DE Cov • Premium Amount
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• Company Contribution
• Employee Contribution
• HI 1.5% - Hawai 1.5% Benefit PlanEmployee Enrollment Progress The Employee Enrollment Progress Report lists the enrollment progress for employees participating in an enrollment. This enables you to review which workflow steps in an employee’s enrollment are complete, and which are still pending. (PrismHR Benefits Enrollment only.) You can run this report for a specific client, employee, or workflow as needed. You can also limit the report to enrollments with a specific starting, ending, or effective date. If the start, end, or effective dates are missing from a record, one or more of the employees included either has an enrollment assigned that is missing this information or does not have an enrollment assigned. You must fix this by either creating a custom enrollment for employees who do not have an enrollment assigned or by updating their existing enrollments with the correct dates. You can run the Enrollment Status by Workflow/Client report to identify the employees who require this update.
To run the Employee Enrollment Progress report: 1. Click Reports. 2. From Benefits|Report, select Employee Enrollment Progress Report. The Employee Enrollment Progress Report form opens.
Use this option To define this
Starting Date The start date for enrollments to include in the report.
Ending Date The ending date for enrollments to include in the report.
Effective Date The effective date for enrollments to include in the report.
Client ID The client to include in the report. Required.
Workflow Type The workflow type to include in the report. Required.
• Enrollment: Tthe workflow is for benefits enrollments (BE), open
enrollments (OE), and life event enrollments.
• Onboarding: For future development. Does not currently impact the
functionality of PrismHR.
Workflow ID The workflow to include in the report. The Version/Revision list populates.
Version/Revision The version or revision of the selected workflow to include in the report. If not
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Use this option To define this
Employee ID The employee to include in the report. If blank, the report includes all
employees.Click Run. The report displays information in the following columns.
Column Description Workflow The workflow ID.
Client The client’s name and ID. Employee ID The employee’s name and ID. Start Date The start date for the enrollment. End Date The end date for the enrollment. Effective Date The effective date for the enrollment. Progress Step The step number and name in the workflow. Status The employee’s enrollment status (Eligible, Not Eligible, Pending, Waived, Completed) for the specified step.
Global FSA/HSA Deduction Report Use this form to generate a report that displays the liability for FSA and HSA deductions and contributions.
Note:
• Only service providers can access the form. • Uses Client Access Group security. To access the form, click Reports. Under Benefits|Report, click Global FSA/HSA Deduction Report.
To generate the Global FSA/HSA Deduction Report: 1. Complete the following:
Field Name Description Starting Pay Date Enter or select the Starting Pay Date (required) for the pay date range for which you want to run this report. Ending Pay Date Enter or select the Ending Pay Date (required) for the pay date range for which you want to run this report.
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Field Name Description Employer ID This field is optional. Leave this field blank for this report to run for all employers. If you want to restrict this report to run for selected employers, enter the employer IDs here or click the Employer ID link and select them from the Select Employer list. Client ID This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the client IDs here or click the Client ID link and select them from the Select Clients list. Section 125 Plan ID This field is optional. Enter or select the Section 125 Plan ID for the benefit plan that falls under Section 125. HSA Plan ID This field is optional. Enter or select the HSA Plan ID for the health savings account (HSA).
This report displays the following columns: • Employer ID • Client ID • Client Name • Employee ID • Employee SSN • Employee Name • Plan Type • Deduction • Match • PEO Match
Life Insurance Reconciliation Report Use this form to generate a report to reconcile life insurance policy information for age banded life insurance plans.
Note: Client Access Group Security is enabled on this form.
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To access the form, under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting, click Life Insurance Reconciliation Report.
To generate the Life Insurance Reconciliation Report: 1. Complete the Report Period using one of the following:
Field Name Description Coverage Effective As of Enter the date for which to report effective coverages. For OPEN ENROLLMENT verification use one day after the effective date OR Coverage Starts Between Start Date - Enter the beginning date of the report period. End Date - Enter the ending date of the report period.
Field Name Description Report Type Select the report type that you want to generate from the following options: • Detail - this is the default option. • Summary
Field Name Description Age as of Date Enter the date to be used to calculate participant ages.
Status Class This field is optional. Select the employee employment status class for whom you want to run this report. Leave this field blank to run for all employee employment status classes or select one from the following options: • Active • On Leave • Terminated Covered Participant Select the participant group that you want this report for from the following options: • Employees - this is the default option. • Spouses • Dependents
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Field Name Description Benefit Plan ID Enter the code for the benefit plans for which you want to set the dates or click on the Benefit Plan ID link and select the ones from Select Plan Dialog box.
The detail report shows the following columns: • Client ID • Department • Plan ID • Cost Center • Band • Smoker Status • Employee ID • Employee Name • Coverage • Rate • Employee Premium Amount
The summary report shows the following columns: • Client ID • Plan ID • Cost Center • Band - Age Band for example age 54 to 54 as on the As of Date. • Smoker Status • Number of Employees - Number of employees in that age band for that Client ID. • Coverage • Rate • Employee Premium Amount
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Client Enrollment Summary The Client Enrollment Summary Report displays a summary of all enrollments for clients using Benefits Enrollment. It displays the percentage of employees who have not started, have enrollments in progress, or have completed their enrollments.
To run the Client Enrollment Summary report: 1. Click Reports. 2. From Operations|Report, select Client Enrollment Summary Report. The Client Enrollment Summary Report form opens. The report displays information in the following columns.
Column Description
Client ID The client's ID number. If needed, you can view more detail by
clicking the link to run the Client Enrollment Status by
Workflow Report.
Client Name The client's name.
Enrollment Type The enrollment type (New Hires, Open Enrollment, or both).
Not Started (%) The percentage of employees whose enrollments are not yet
started.
In Progress(%) The percentage of employees whose enrollments are in
progress.
Completed (%) The percentage of employees whose enrollments are
completed.Notification Audit The Notification Audit Report provides a listing of notifications sent to all recipient types (for example, employees, generic recipients, message groups). You can run the report for a specific client and employee or for all clients and employees.
Note: The Notification Audit Report form contains client and employee-level security. Only clients and employees you have access to display in the report.
To run the Notification Audit report: 1. Click Reports. 2. From Benefits|Report, select Notification Audit Report. The Notification Audit Report form opens. 3. Enter the Client ID for the report. If you leave the Client ID blank, the report runs for all clients. The Employee ID field displays.
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If you want to run the report for a specific employee, enter an Employee ID. If you leave Employee ID blank, the report runs for all employes.
Select the Start Date and the End Date from the respective date pickers. Please ensure that the date range you provide in these fields must be a range within a year. These two fields are mandatory.
Click Run. The report displays information in the following columns.
Column Description Client ID The client ID.
Employee ID The employee ID. Notification Type The notification trigger type specified in the template. Notification Date The date the notification was sent. Notification Time The time the notification was sent. Triggering Workflow The ID that is created when new messages are triggered. Notification Template ID The Notification template sent, including information on language (for example, en_US) and the template ID number. Notification template name The name of the notification template for you to understand the nature of the notification sent to users. Recipients Recipients for the notification. Recipient Email Email of the recipients where the notification is to be sent. Message ID Message ID generated by the engine that identifies the notification sent.
Global Dependent Information Report Use the Global Dependent Information Report form to generate a report for one or more clients to produce a detailed output of all employees who have a listed dependent.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Benefits|Report, click Global Dependent Information Report.
To generate the Global Dependent Information Report: 1. Complete the following field:
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Field Name Description Client ID This field is not mandatory. Leave this field blank to select all clients. If you want to run this report for specific clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients list. The corresponding Client Name displays.
Report Output The Global Dependent Information Report is sorted by Client ID and displays the following columns: • Client ID • Client Name • Employee Last Name • Employee First Name • Dependent Last Name • Dependent First Name • Relation • Soc-Sec-Num For example:
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Global Employee Benefit Detail Report Use the Global Employee Benefit Detail Report form to generate a report that provides benefit enrollment detail for multiple clients including the effective date, plan information, and coverage information. Information can be reported based on the payroll processor assigned to a group of clients.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Benefits|Report, click Global Employee Benefit Detail Report.
To generate the Global Employee Benefit Detail Report: 1. Complete the following field:
Field Name Description Client ID This field is not mandatory. Leave this field blank to select all clients. If you want to run this report for specific clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients list. The corresponding Client Name displays.
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Report Output The Global Employee Benefit Detail Report is sorted by Payroll Rep, provides a Record Count on the last page, and displays the following columns: • Payroll Rep. • Client ID • Client Name • Employee Name • Plan Name • Effective Date • Coverage Start Date • Coverage Amount • Toral Premium • Employee Contrib. • Client Contrib. For example:
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Global Employee Deduction Setup Report Use the Global Employee Deduction Setup Report form to generate a global report on employee deductions set up for all employees. This report provides a global list of deductions set up by employee. The report can be customized by Client, Deduction Code, and employee Status Class.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Operations|Report, click Global Employee Deduction Setup Report.
To generate the Global Employee Deduction Setup Report: 1. Complete the following fields:
Field Name Description Client ID This field is optional. Leave this field blank to include all clients for your report. If you want to run this report for a specific clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box.
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Field Name Description Deduction Code This field is optional. Leave this field blank to include all deduction codes in PrismHR for your report. If you want to run this report for a specific deduction codes, enter them here or click the Deduction Code link and select them from the Select Deduction Codes dialog box. Status Class This field is optional. Select from the following options: • All - This is the default form option. Select this option to include all employee statuses in PrismHR in your report. • Active - Select this option to include only active employees in PrismHR in your report. • Terminated - Select this option to include only terminated employees in PrismHR in your report. • Leave of Absence - Select this option to include only employees who are leave of absence in PrismHR in your report.
Report Output The Global Employee Deduction Setup Report displays the following columns:
Columns • Employee ID • Employee Name • Deduction Code • Type • Method • Description • Amount • Periods
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Global Employee Garnishment by Date Report Use the Global Employee Garnishment by Date Report form to generate a report for one or more employers and a specified pay date range of all garnishments during the period including the pay date, garnishment type, docket information, and amount.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Operations|Report, click Global Employee Garnishment by Date Report.
To generate the Global Employee Garnishment by Date Report: 1. Complete the following fields:
Field Name Description Starting Pay Date Enter the starting pay date of the reporting period.
Ending Pay Date Enter the ending pay date of the reporting period. Employer ID This field is not mandatory. Leave this field blank to select all employers. If you want to run this report for specific employers, enter the Employer IDs here or click the Employer ID link and select them from the Select Employer list. The corresponding Employer Name displays.
Report Output The Global Employee Garnishment by Date Report is sorted by Employer ID and displays the following columns: • Employer ID • Employee Name • Soc-Sec-Num • Pay Date • Voucher • Check No. • Type • Issue Authority • Docket ID • Amount Garnished
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For example:
Global Employee Garnishment Setup Report Use the Global Employee Garnishment Setup Report form to generate a global report of employee garnishments with amount paid to date. This report will show the garnishments that are set up across clients based on selected employee status in PrismHR.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Operations|Report, click Global Employee Garnishment Setup Report.
To generate the Global Employee Garnishment Setup Report: 1. Complete the following fields:
Field Name Description Employee Status This field is optional. Leave this field blank to report for all employee statuses.
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Field Name Description Include Inactive Garnishments This field is optional. By default this box is unchecked, and will report garnishments that are active in PrismHR on the day this report is run. Check this box if you also want to include inactive garnishments in your report.
Report Output The Global Employee Garnishment Setup Report displays the following columns:
Columns • Client ID • Client Name • Employee ID • Employee Name • Issuing Authority • Soc-Sec-Num • Receipt Date • Docket No. • Payee ID • Payee Name • Total Amount • Flat Amount • Base Code • Pct • Amount Paid
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Global Payroll Deduction by Date Report Use the Global Payroll Deduction by Date Report form to generate a report on employee deductions for all or selected clients by a pay date range.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Operations|Report, click Global Payroll Deduction by Date Report.
To generate the Global Payroll Deduction by Date Report: 1. Complete the following fields:
Field Name Description Pay Date From Enter the first date of the pay date range for your report. Pay Date To Enter the first date of the pay date range for your report. Include Cost Center This field is optional. By default this field is unchecked. Check this field is you want to your report to show cost centers. Cost Center This field is optional. Leave this field blank to include all cost centers for your report. If you want to run this report for a specific cost center, enter it here or click the Cost Center link and select it from the Select Cost Center dialog box. Employer ID This field is optional. Leave this field blank to include all employers for your report. If you want to run this report for a specific employer, enter the Employer ID here or click the Employer ID link and select it from the Select Employer dialog box. Client ID This field is optional. Leave this field blank to include all clients for your report. If you want to run this report for a specific client, enter the Client ID here or click the Client ID link and select it from the Select Client dialog box. Deduction Code This field is optional. Leave this field blank to include all deduction codes for your report. If you want to run this report for a specific deduction codes, enter them here or click the Deduction Code link and select them from the Select Deduction Codes dialog box.
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Field Name Description Report Type Select the report type that you want to generate from the following options: • Summary - This is the default option. This report provides an employee wise total amount for all deduction codes for an employee. • Detail - This report provides a further breakdown of the deduction amount of each employee by individual deduction codes.
Report Outputs The Global Payroll Deduction by Date Report displays the following columns:
Report Name Columns Summary Report • Cost Center • Employee Name • Pay Date • Check Number • Deduct Amount • Status • Client ID • Client Name • Deduction Code This report also provides you with: • a total deduction amount for each employee, • a total deduction amount for each cost center and • a Report Totals on the last page.
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Report Name Columns Detail Report • Cost Center • Client ID • Client Name • Employee ID • Employee Name • Pay Date • Check Number • Deduction Code • Deduct Amount (for the deduction code) This report also provides you with: • a total amount for each deduction code for an employee, • a total deduction amount for each employee, • a total deduction amount for each cost center and • a Report Totals on the last page.
Example of Summary Report:
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Example of Detail Report:
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Global Voucher Liability Report Use the Global Voucher Liability Report form to generate a report to produce a detailed or summary output of payroll voucher gross pay, net pay, taxes, and deductions for a subset of clients by date range. You can also run a grand totals report that will total the list of clients and vouchers.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Operations|Report, click Global Voucher Liability Report.
To generate the Global Voucher Liability Report: 1. Complete the following fields:
Field Name Description Starting Pay Date Enter the starting pay date of the reporting period.
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Field Name Description Ending Pay Date Enter the ending pay date of the reporting period. Client ID This field is not mandatory. Leave this field blank to select all clients. If you want to run this report for specific clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients list. The corresponding Client Name displays. Report Type Select the type of report that you want to generate from the following options: • Summary (Default) • Detail • Grand Total
Report Outputs The Global Voucher Liability Report for clients displays the following columns:
Report Name Columns Summary Report • Client ID • Client Name • Gross Pay • Net Pay • Employee Taxes • Deductions • Employer Taxes • Report Totals
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Report Name Columns Detail Report • Client ID • Client Name • Gross Pay • Net Pay • Employee Taxes • Deductions • Employer Taxes • Total for Client ID (Each Client ID) • Report Totals Grand Total Report • Gross Pay • Net Pay • Employee Taxes • Deductions • Employer Taxes • Report Totals
Example of Summary Report:
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Example of Detail Report:
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Example of Grand Total Report:
Overage Dependents Report Use this form to generate a report of any dependents associated with a COBRA benefit plan whose age is greater than the dependent age limit defined on the benefit plan.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Benefits|Report, click Overage Dependents Report.
To generate the Overage Dependents Report: 1. Complete the following:
Field Name Description Client ID This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box.
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This report shows the following columns: Client ID Employee ID Employee Name Dependent ID Dependent Name Birth Date Age Benefit Plan ID Benefit Plan Name Cutoff Age
Overage Enrollees Report Use this form to run a report of overage enrollees for benefit plans where Maximum Age has been defined in the Benefit Rules eligibility criteria.
Note:
• Client Access Group Security and Data Entity security is enabled on this form.
To access this form and run the report: 1. Click Reports. 2. From Benefits|Report, select Overage Enrollees Report. The Overage Enrollees Report form opens. 3. Under the Selection Criteria section, enter the Client ID for the report. If you leave the Client ID blank, the report runs for all clients. 4. Click Run to generate the report. The report shows up on screen. 5. Click Clear to clear the form at any time. 6. Click Close to close this form.
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This report shows the following columns: • Client ID • Employee ID • Employee Name • Birth Date • Age • Benefit Plan ID • Benefit Plan Name • Cutoff Age
Pending Benefit Self-Billing Report Use this form to show benefit enrollment billing and liability data, with counts by plan and coverage to report to insurance carriers.
Note: Client Access Group Security is enabled on this form.
To access the form, under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting, click Pending Benefit Self-Billing Report.
To generate the Pending Benefit Self-Billing Report: 1. Complete the following:
Field Name Description As Of Date Enter the effective date of this report. Client ID Enter the client ID for which you want to run this report or click the Client ID link and select one from the Select Client dialog box. This field is optional. Leave it blank to run for all clients. Cost Center Enter the Cost Center code for which you want to run this report or click the Cost Center link to select one from the Select Cost Centers dialog box. This field is optional. Leave it blank to run for all cost centers. Sort by Network Check this box is you want to sort this report by Network ID. By default this box is unchecked wherein the report sorts by Benefit Plan ID. Benefit Plan ID Enter the benefit Plan IDs for which you want to run this report or click the Benefit Plan ID link and select from the Select Plan dialog box. This field is optional. Leave it blank to run for all applicable benefit plans.
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This report displays the following information: • Plan ID • Plan Name • Employee ID • Employee Name • Employee Social Security Number • Employer ID • Cost Center • Plan Type • Plan Status • Employee Coverage • Spouse Coverage • Depends Coverage - Dependent’s Coverage • Coverage Start Date • Coverage End Date • Billed Premium • Insurance Premium • Variance
Pending COBRA Participants Report Use this form to generate a report of pending COBRA participant records with the date of the qualifying event and the status and status date.
Note: Client Access Group Security is enabled on this form.
To access the form, under Work Centers, under Onboarding & Benefits, click COBRA Processing. Under COBRA Reports, click Pending COBRA Participants Report.
To generate the Pending COBRA Participants Report: 1. Complete the following:
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Field Name Description Client ID This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box.
This report shows the following columns: • Qualifying Event Date • Status • Status Date • Employee ID • Employee Name • Client ID • Client Name
Suspended Employee Enrollment The Suspended Employee Enrollment Report lists all employees whose enrollments are currently suspended or on hold. (PrismHR Benefits Enrollment only.)
To run the Suspended Employee Enrollment report: 1. Click Reports. 2. From Benefits|Report, select Suspended Employee Enrollment Report. The Suspended Employee Enrollment Report form opens. 3. Enter the Client ID. 4. Click Run. The report displays information in the following columns.
Column Description
Client ID The client ID.
Client Thru Date The date through which the client's benefits are available.
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Column Description
Employee Thru Date The next date when the system will review the employee's
suspension. This date automatically advances by one day each
time the system determines that the employee record should
remain suspended.
Plan ID The benefit plan in which the employee was enrolled.
Coverage Start Date The date the employee is first eligible for coverage.
Type The enrollment type (NextGen or OnHRP).Retirement Adjustment Transaction Audit Report Use this form to generate an audit report for all transactions relating to retirement plan adjustments.
Note: Client Access Group Security is enabled on this form.
To access the form, under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting click Retirement Adjustment Transaction Audit Report.
To generate the Retirement Adjustment Transaction Audit Report: 1. Complete the following:
Field Name Description Adjustment Date On or After Enter the start date of your report period.
Adjustment Date On or Before Enter the end date of your report period.
Client ID This field is optional. Leave it blank to run for all clients. Enter the client IDs for which you want to run this report or click the Client ID link and select the ones from the Select Client dialog box.
This report shows the following columns: • Client ID • Transaction ID • Entry Date • Entry Time
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• User Name • Employee ID • Employee Name • Adjustment Date • Plan Year • Period • Retirement Earnings • Employee Contribution • Catch-up Contribution • Post Tax Contribution • ROTH Contribution • ROTH Catch-up Contribution • Employer Contribution • Non-Elect Contribution • Loan Payment • Safe Harbor Type 1 Contribution • Safe Harbor Type 2 Contribution • Successor Retirement Deferral • Successor Catch-up Deferral • Successor ROTH Deferral • Successor ROTH Catch-up Deferral
Retirement Auto Enrollment Report Use this form to generate a report to show the list of employees auto enrolled for a retirement plan based on their following auto enrollment statuses: • Active – This report shows retirement enrollments for active employees who were automatically enrolled in the system. Their status on the Retirement Plan Enrollment form is Active Enrolled. • Eligible – This report shows new hire employees who were automatically enrolled into a retirement plan upon hire, but their status on the Retirement Plan Enrollment form is still Eligible Unenrolled. This is the status of all new hire employees retirement enrollment until they are calculated in a payroll. The payroll calculation will automatically apply the Benefit Plan Setup Auto Enrollment Percent, and change the status to Active Enrolled. These employees will appear on this report until the status is changed to Active Enrolled.
Note: If the Auto Enrollment Percent on the Benefit Plan Setup form is not set up, the employee does not change to Active Enrolled upon payroll calculation.
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Note: Client Access Group Security is enabled on this form.
To access the form, under Work Centers, under Onboarding & Benefits, click Benefit Imports & Reporting. Under Benefit Reporting click Retirement Auto Enrollment Report.
To generate the Retirement Auto Enrollment Report: 1. Complete the Report Type using the following:
Field Name Description Auto Enrolled Status Select the auto enrollment status of the employee for whom you want to run this report from the following options: • Active - this is the default option • Eligible
Field Name Description Updated on or After Enter the date from which you want to report on.
Updated on or Before Enter the date up to which you want to report on.
This report shows the following fields: • Client ID • Client Name • Employee ID • Employee Name • Start Date
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Human-Resources.pdfHuman Resources User Guide
Setup and administration of Human Resources 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 Human Resources User Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Setting Up System-Level Human Resources Codes 13 Maintaining EEO Ethnic Codes 13 Maintaining EEO Class Codes 14 Maintaining EEO Position Group Codes 15 Maintaining Position Classifications 15 Maintaining Employee Statuses 16 Establishing Employee Types 18 Maintaining Employee Suffixes 19 Creating Reason Codes 20 Maintaining Relationship Codes 20 Establishing OSHA Event Codes 21 Setting New Hire Questions 22 Chapter 2 Setting Up Client-Level Human Resources Codes 24 Establishing Codes for Event Types 24 Creating Events to Display in ESS 25 Creating or Editing an Event 25 Attaching Event Documents 26 Defining Hazardous Materials 26 Establishing Employee Ratings 27 Maintaining Skill Codes 27 Setting Training Course Codes 28 Overriding Global Required New Hire and Employee Dependent Fields 29 Setting Approval Policies 31
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Available Approval Types 31
Setting Up Approval Policies 35Chapter 3 Understanding Human Resources Roles 36 Chapter 4 Defining Employee Positions 38 Defining Positions 38 Defining Position Information and Requirements 39 Defining Codes and Other Pay Information 40 Tracking Hazardous Materials 42 Working with Miscellaneous GL Segments 42 Maintaining ADA Parameters 43 Defining Position Code Cost/Bill Information 43 Defining Skills 43 Defining Hours Worked 44 Accessing Additional Information from the Actions Menu 44 Chapter 5 Maintaining Employee Details 45 Submitting Employee Information 45 Why do I see Onboarding options? 46 Using Options on the Actions Menu 46 Defining Employee Name and Contact Information 47 Maintaining an Employee’s Personal Information 49 Listing Personal Information 49 Listing Veteran and Health Status Information 49 Maintaining License and Automobile Information 51 Listing Emergency Contacts 51 Listing Testing Information 52 Establishing and Maintaining Employee Address Information 53 Overriding Geocode for Employee Residence 57 Assigning School District GeoCodes 58
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Maintaining Work-related Employee Information 58
Maintaining Employee Hiring Status Information 58
Defining Employee Assignments 59
Establishing Employment Verification 66
Submitting E-Verify Request 67
Maintaining Resident Alien Information 67
Maintaining Employee Identification Information 68
Establishing and Maintaining Employee Pay Information 70
Tracking Employee Compensation Information 70
Tracking Employee Performance Review Information 73
Indicating Employee Allocations 73
Importing Labor Allocation Data 74
Establishing Alternate Pay Rates 75
Establishing Employee Tax Information 75
Maintaining Employee Federal Tax Information 75
Cumulative Versus Annualized Tax Calculations 78
Establishing Employee's State Tax Information 79
Establishing Employee's Local Tax Information 81
Setting Up Special Tax Rules 81
Setting Up Local Authority Information 82
Maintaining Miscellaneous Tax Information 82
Depositing All or Part of Employee's Net Payment 83
Setting Direct Deposit Status 84
Maintaining Direct Deposit Account Information 84
Setting Exclusion Amounts 87
Storing Account Information for Pay On-demand Processing 88
Tracking Employee Skills and Education 89
Tracking Employee Property 92Human Resources User Guide © 2026 PrismHR 5 Table of Contents
Listing the Employee's Property 92
Listing the Employee's Vehicle 92
Maintaining the Employee's License Information 92
Maintaining Employee's Auto Insurance Policy Information 93
Tracking Other Employee Information 93
Maintaining Miscellaneous Employee Information 93
Tracking Employee Medical Waiver Information for Hawaiian Residents 96
Viewing Employee Termination Explanation 97
Tracking Employee Retirement W2 Status 97
Tracking Employee Retirement HPE Status 97
Using the Employee Details Action Menu 98
Changing an Employee's User Password 98
Attaching Files to Employee Records 98
Maintaining Employee Notes 99
Viewing all Garnishments for an Employee 100
Viewing Loans for Selected Employee 101
Reviewing Employee Events 102
Viewing an Organization Chart 102
Reporting Qualified Overtime and Tips 103
Printing an Employee's W-2 Form 104
Identifying Employee Gender Designation and Preferred Pronouns 105Chapter 6 Performing Employee Fields Import 107 Understanding Employee Fields Import Workflow 107 Importing Employee Data 109 Generating and Downloading an Import Spreadsheet 109 Fields Import Format Changes 112 Updating Employee Fields from an Import File 112 Important Notes About the 2020 Form W-4 112
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Information about this import file 112
Other Notes 112
File specifications 113
Multi-Selectors and Dynamic Filtering 128
Fields to Update (Select Field Selector) 128
Employees to Update (Select Employee Selector) 130
Saving the Spreadsheet as a Template 132
Employee Fields Transaction Report 132
Downloading the eFlex by Pay Date File 134Chapter 7 Managing Employees’ Dependents and FMLA Events 135 Maintaining Employee Dependents 135 Updating or Creating Employee Dependent 135 Maintaining Dependent Details 135 Tracking Student Details 137 Maintaining Address Details 138 Creating COBRA Participant 139 FMLA Events 140 Hours Adjustment 141 Event History 141 Chapter 8 Defining Job Applicants and New Hires 142 Job Candidate Status Codes 142 Maintaining Job Candidates Information 142 Establishing Information About a Candidate 142 Indicating the Candidate’s Status 145 Maintaining the Candidate’s Skills 146 Entering Notes About the Candidate 146 Maintaining the Candidate’s Education History 146 Maintaining the Candidate’s Affirmative Action Requirements 146
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Recording the Candidate's Prior Address 147
Recording the Candidate's Prior Name 147
Hiring the Candidate 147
Setting Up New Hire Information 148
Identifying Employee Type 148
Defining Personal Information 149
Maintaining Resident Address and Emergency Contact 151
Defining Employment Details 152
Establishing Pay Details 154
Defining Identity and Employment Eligibility Information 156
Providing I-9 Miscellaneous Information 157
Establishing Account Information 158
Establishing Federal Tax Filing Information 159
Defining 2020 Form W-4 Details 159
Defining Work and Resident State Form W-4 Details 159
Saving the New Hire Information 159
Importing New Hires from Employee Portal 160
Entering New Hire Notes 164
New Hire Download Processing 165
New Hire and Termination Reporting Center 165
Clearing New Hire Reporting Dates 166
Clearing Employee SSN Verification Reporting Dates 167
Setting a New Hire Reporting Date 167
Previewing New Hire Reporting 168
Termination Reporting 170Chapter 9 Defining OSHA and Workers’ Compensation Case Files 172 Creating and Updating OSHA Case Files 172 OSHA Case 172
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Injury/Illness 173
Claim 173
OSHA Form 101 Detail 174
OSHA Other Detail 174
Setting Up Workers' Compensation Cases 175
Workers’ Compensation Case 175
Contacts 176
Reserved/Paid-to-Date Information 176
Adding Workers' Compensation Case Notes 177Chapter 10 Updating Employee Records 178 Changing an Employee’s Department 179 Changing an Employee’s Division 180 Changing an Employee’s Location 180 Changing an Employee’s Project 181 Changing an Employee’s Work Group 182 Changing an Employee’s Work Shift 182 Making a Location Change for Multiple Employees 183 Making a Pay Rate Change for an Employee 185 Working with the Actions Menu 186 Making a Pay Rate Change for Multiple Employees 186 Changing an Employee’s Position 188 Accessing Employee’s Status History 188 Manually Enrolling Employees in Time Off Register 188 About Benefit Start Dates 190 Understanding the Calculated Thru Date Field 190 Processing Time Off Auto Register Enrollment 191 How PrismHR Uses the Accrued Thru Date for Time Off Benefits 192 Processing PTO Approver Reassignments 192
Human Resources User Guide © 2026 PrismHR 9 Table of Contents
Working with Planned Time Off Requests 194
Viewing Planned Time Off Requests 194
Making Changes to an Employee's Time Off 195
Actions Menu 197
Correcting a Duplicate Employee Record 197
Terminating Employee Record with Incorrect SSN 197
Editing the Terminated Employee Record 197
Obtaining Tax Totals for Tax Adjustments 199
Adjusting Taxes 199
Deleting Tax Refunds 200
Verifying Taxes Adjusted Correctly 200
Entering Employee Absences 201
Tracking Employee Leaves of Absence 201
Actions Menu 203
Processing Mass Employee Changes 203
Viewing an Employee's Status History 203
Performing Mass Employee Actions 204
Reassigning Pending Approvals for Terminated Employees 206
Inactivating Mass Employee Direct Deposit Records 207
Performing Mass Employee Direct Deposit Inactivation 207
Working with Backdated Leave Requests 207
Viewing Pending Actions 208
Reactivating an Employee 209
Reviewing Status Type History 210
Terminating an Employee 210
Status Type History 214
Terminating Mass Inactive or Between Placement Employees 214
Creating Records for Terminated Employees 219Human Resources User Guide © 2026 PrismHR 10 Table of Contents
Terminated Take On Employee Maintenance 221
Terminated Take On Employee Maintenance Audit 222
Rehiring a Terminated Employee 223
Submitting Rehire Information 224
Reviewing Status Type History 229
Performing Status Type Changes 229
Actions Menu 231
Setting up Changes to an Employee's Benefit Group 231
Updating or Deleting the Future Effective Date of an Employee's Benefit Group Change 232
Performing Employer Reassignment 234
Resetting Blocked Filing Status 235
Using the Approval Process 236
Working with Pending Approvals 236
Approvals Pending (Assigned to You) 237
Approvals Pending (Available to You) 237
Managing Pending Approvals 238
Reviewing Standard Approvals 240
Reviewing Processed Approvals 242Chapter 11 Updating Employees’ Historical Information 244 Division History Adjustment 244 Location History Adjustment 245 Changing Effective Date for Employee Pay Rate Changes 245 Position History Adjustment 246 Changing Employee Statuses 247 Adjusting Accrued or Carryover Hours for Employees 249 Department History Adjustment 250 Benefit Salary Maintenance 250 Changing the Current and Future Benefit Salary Dates 251
Human Resources User Guide © 2026 PrismHR 11 Table of Contents
Importing 401(k) Adjustment Information 254
Importing Time Off Adjustment Information 255
Auto-Enrolling Employees While Importing 257Chapter 12 Accessing Employee Information 259 Viewing Department Updates for Employees 260 Viewing Division Updates for Employees 260 Viewing Location Updates for Employees 260 Viewing Position Updates for Employees 260 Viewing Project Updates for Employees 261 Changing Project Updates for Employees 261 Viewing Shift Updates for Employees 262 Changing Shift Updates for Employees 262 Viewing Work Group Updates for Employees 262 Changing Work Group Updates for Employees 263 Viewing an Employee’s Pay History 263 Viewing Employment Status Updates for Employees 264 Performing an Employee Time Off Register Inquiry 264 Viewing Employee Time Off Register 268 Viewing W/C Policy History 269 Deleting Mass Employee Time Off Registers 270 Archiving Mass Employee Time Off Registers 272
Human Resources User Guide © 2026 PrismHR 12 Chapter 1 Setting Up System-Level Human Resources Codes
Chapter 1 Setting Up System-Level Human Resources Codes This chapter guides you in setting up codes that your organization can use to administer human resources functions throughout the system.
Maintaining EEO Ethnic Codes 13 Maintaining EEO Class Codes 14 Maintaining EEO Position Group Codes 15 Maintaining Position Classifications 15 Maintaining Employee Statuses 16 Establishing Employee Types 18 Maintaining Employee Suffixes 19 Creating Reason Codes 20 Maintaining Relationship Codes 20 Establishing OSHA Event Codes 21 Setting New Hire Questions 22
Maintaining EEO Ethnic Codes Use the EEO Ethnic Codes form to maintain race and ethnicity classifications for reporting to the Equal Employment Opportunity Commission.
To maintain EEO ethnic codes: 1. Click the Back Office menu and select EEO Ethnic Codes under System|Change. 2. Complete the following fields:
Human Resources User Guide © 2026 PrismHR 13 Chapter 1 Setting Up System-Level Human Resources Codes
Field Description
Ethnic Code Enter or select the Ethnic Code for the race and ethnic identification, as
defined by the Equal Employment Opportunity Commission.
Description (English) Enter the Ethnic Group, in English, represented by the code.
Description (Spanish) Enter the Ethnic Group, in Spanish, represented by the code.
EEO Report Code Select the EEO Report Code to display on the EEO-1 report. Select one of the
following options:
• Black / African American
• White / Caucasian
• Hispanic / Latino
• American Indian / Alaska Native
• Asian
• Native Hawaiian / Pacific Islander
• Middle Eastern / North African
• Two or More Races
• Some Other RaceMaintaining EEO Class Codes Use the EEO Class Codes form to maintain position classifications for reporting to the Equal Employment Opportunity Commission and similar state-level entities.
To maintain EEO class codes: 1. Click the Back Office menu and select EEO Class Codes under System|Change. 2. Complete the following fields:
Field Description
Class Code Enter or select the EEO Class Code.
Description Enter a Description for the code.Human Resources User Guide © 2026 PrismHR 14 Chapter 1 Setting Up System-Level Human Resources Codes
Maintaining EEO Position Group Codes Use the EEO Position Groups form to maintain the employee position groups that can appear in the EEO-1 reporting file.
To maintain EEO position group codes: 1. Click the Back Office menu and select EEO Position Groups from the System|Change menu. 2. Complete the following fields:
Field Description
Group Code Enter or select a position Group Code. If you are creating a new group, use
something brief but descriptive. For example: EXEC or LABOR.
Description Enter a Description of the position group, such as Executive or Laborer.
EEO Class Enter or select the EEO Class associated with this EEO position group. These are
defined on the EEO Class Codes form.Maintaining Position Classifications You can maintain position class information, which can span multiple states, using the Position Classifications form.
To maintain position class information, do the following: 1. Click the Back Office menu and select Position Classifications from the System|Change menu. 2. Complete the following fields:
Field Description
Position Classification Enter or select a unique Position Classification ID.
Description Description of the position classification. For example, the job title.
EEO Position Group Enter or select the appropriate group. PrismHR automatically displays the EEO
Position Class based on the EEO position group entered.
Special Requirements Select this option to indicate that this position classification involves special
physical or mental requirements; the position must be closely monitored for
ADA compliance when applications are accepted for any positions with this
classification.Human Resources User Guide © 2026 PrismHR 15 Chapter 1 Setting Up System-Level Human Resources Codes
Field Description
The Americans with Disabilities Act of 1990 (ADA) prohibits employers from
discriminating against qualified individuals with disabilities. Not including a
particular person in the applicant pool for a certain job is nondiscriminatory
only if that person does not meet any physical or mental requirements that
have been identified as a essential functions of the position.
FLSA Exempt Select this option to exempt this position from the provisions of the Fair Labor
Standards Act, which defines the workers who must be paid for overtime.
FLSA Type Select the type that best describes this FLSA exempt position. If the position
classification is not FLSA exempt, do not select an FLSA type.
• Standard Duties Test: The position satisfies standard duties test, or is
exempt from duties test but still subject to standard salary test.
• Exempt Executive Duties: The position satisfies the highly compensated
duties test only.
• Exempt Professional Duties: The position is exempt from the duties and
salary tests (such as teachers, doctors, and lawyers).
State For each state:
• Enter or select the state abbreviation. 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.
• Enter or select the W/C Class Code applicable to the state for this
position classification. The W/C Class Description displays.Maintaining Employee Statuses You can maintain employee status codes and define how the employee’s status affects various pay functions using the Employee Status form. Statuses indicate whether an employee is active, on leave, or terminated.
To maintain employee status information, do the following: 1. Click the Back Office menu and select Employee Statuses from the System|Change menu. 2. Complete the following fields:
Field Description
Employee Status Code Enter the one- or two-character Employee Status Code, for example, A forHuman Resources User Guide © 2026 PrismHR 16 Chapter 1 Setting Up System-Level Human Resources Codes
Field Description
active or L for on leave.
Full Description Enter a Full Description of this employee status code, for example, Active or
Leave of Absence.
Abbreviated Description Enter an Abbreviated Description of this employee status code, for example,
Act or Leave.
Status Classification Select the Status Classification for this employee status code.
Allowed Action Codes For the Allowed Action Codes, select each of the Allowed HR Actions. When
users perform those associated human resource actions, this status is
available.
For example, if you want to allow terminated employees to be rehired, select
Rehire for a Terminated employee status. Users can enter terminated
employees in the Rehire form. If you do not select Rehire for Active or On
Leave employee statuses, then only terminated employees can be rehired.
Suppress Auto Pay Select Suppress Auto Pay to suppress the automatic creation of time sheets
or other payments for employees with this employment status.
Suppress Time Sheets Using the Suppress Time Sheets drop-down, indicate whether to suppress
the selection of time sheets for payment for employees with this
employment status, or to display a warning before allowing users to proceed.
Suppress Other Pay Select Suppress Other Pay to suppress the other payments to employees
with this employment status.
Obsolete Select Obsolete if this employee status code is no longer used. If you do not
want this status to be available in HR action forms, you must also remove the
Allowed Action Codes.
Selectable By Service Select Selectable By Service Provider Only to hide the Employee Status Code
Provider Only from Worksite Managers.
Skip EE Eligibility Test For the Skip EE Eligibility Test option, when the benefit rule calculates
eligibility based on the status date and an employee changes eligibility
statuses, the Skip EE Eligibility Test option calculates eligibility based on their
original status date.
For employees with leave of absence statuses due to COVID-19, this option
calculates the correct open enrollment Benefit Effective Date.Human Resources User Guide © 2026 PrismHR 17 Chapter 1 Setting Up System-Level Human Resources Codes
Establishing Employee Types You can establish employee types in PrismHR that are used to define employee employment type, such as full time or part time, using the Employee Type form.
To establish employee type information, do the following: 1. Click the Back Office menu and select Employee Types from the System|Change menu. 2. Complete the following fields:
Field Description
Employee Type Enter or select the one- or two-character Employee Type that represents
the employee type; for example, F for full-time or P for part-time.
Full Description Enter a Full Description of the employee type, for example, Full-Time
Employee or Part-Time Seasonal.
Abbreviated Description Enter an Abbreviated Description of the employee type, for example, Full or
Season.
Type Classification Select the employee Type Classification.
Tax Exemption This field is optional. You can enable a specified form of income tax
suppression for the selected Employee Type instead of setting income tax
suppression at an employee level. You can select one of the following
options:
• --Select One-- - No income tax suppression happens for the selected
Employee Type.
• Suppress All But Federal Income Tax - All income tax except Federal
Income Tax is suppressed for the selected Employee Type.
• Suppress All But State Income Tax - All income tax except State Income
Tax is suppressed for the selected Employee Type.
Note: This Tax Exemption field has field level security. It is set to DENY by
default. You can add this field to a user role and set it to Enable, Disable or
Hidden.
• Enable - This field setting allows you to make changes.
• Disable - This field setting allows you to see the data in the field but not
change the data.
• Hidden - This field setting will not display this Tax Exemption field on the
Employee Types form for you.Human Resources User Guide © 2026 PrismHR 18 Chapter 1 Setting Up System-Level Human Resources Codes
Field Description
Allowed Action Codes For the Allowed Action Codes, select the Allowed H/R Actions, which are
the human resource actions that users can take when an employee has this
status. For example, you might not want to allow users to enter an
extended leave of absence for part-time seasonal employees.
Seasonal Select Seasonal if this is a seasonal employee type. Some states use this
information for quarterly tax reporting.
Note: If you select Statutory Employee, there will be a check mark in the
Statutory Employee checkbox on Form W-2.
Statutory Employee Select Statutory Employee if this employee type is for statutory employees
as defined by the IRS.
Eligible For On-line Benefit Select Eligible For On-line Benefit Enrollment if this employee type can use
Enrollment Benefits Enrollment.
Auto Term Ineligible Select Auto Term Ineligible Benefits if the system should cancel ineligible
Benefits benefits when employees of this type are terminated.
Auto Enroll Eligible Benefits Select Auto Enroll Eligible Benefits to automatically enroll employees of this
type in eligible benefit plans and in time off.
Obsolete Select Obsolete if this employee type code is no longer used.
Selectable By Service Select Selectable By Service Provider Only if you want to hide the
Provider Only Employee Type field from users with the Worksite Manager or Worksite
Trusted Advisor user role in any form that requires an employee type.Maintaining Employee Suffixes You can maintain suffixes that can follow employees’ name using the Employee Suffix form.
To maintain employee suffixes, do the following: 1. Click the Back Office menu and select Employee Suffix from the System|Change menu. 2. Complete the following field:
Human Resources User Guide © 2026 PrismHR 19 Chapter 1 Setting Up System-Level Human Resources Codes
Field Description
Suffix List To add a new suffix, click + to add a new line to the end of the Suffix List and enter the
suffix.
You can also edit an existing suffix directly in the field.Creating Reason Codes You can create codes that represent actions that Human Resources can take using the Reason Codes form. When a user performs a human resources action, such as a pay rate or position change, the system prompts you for a reason code.
To create a reason code, do the following: 1. Click the Back Office menu and select Reason Codes from the System|Change menu. 2. Complete the following fields:
Field Description
Reason Code Enter or select the Reason Code for this action. If you are creating a new reason,
use something brief but descriptive, such as MI or PRO.
Reason Description Enter the Reason Description, such as Merit Increase or Promotion.
Valid Actions Select one or more Valid Actions to which this reason applies. For example,
Promotion could apply to both Pay Rate Change and Job Change.
TPA Separation Code Enter a TPA Separation Code if this reason code is for actions, typically
terminations, used by a third-party when your organization reports the action.
Show on Web Select Show on Web to display the reason code in Employee Portal (EP).
Obsolete On Date Enter the Obsolete On Date when this reason code is no longer valid.
Termination Type If this reason applies to termination, select the Termination Type.Maintaining Relationship Codes You can maintain the codes that represent dependents’ relationships to employees using the Relationships form.
Note: If your organization is an Aetna reporting PEO, you must use the two-digit code supplied by Aetna for the Relationship Code.
Human Resources User Guide © 2026 PrismHR 20 Chapter 1 Setting Up System-Level Human Resources Codes
To maintain a relationship code, do the following: 1. Click the Back Office menu and select Relationships from the System|Change menu, OR under Work Centers, under the Onboarding & Benefits section click Benefit Plan Maintenance. Under Group Benefit Plans (Global) click Relationships. 2. Complete the following fields:
Field Description
Relationship Code Enter or select a Relationship Code that briefly represents the
dependent's relation to the employee. This field is required.
Relationship Description Enter a description of the Relationship between a dependent and an
employee.
Relationship Description Enter a description of the relationship in Spanish.
(Spanish)
Relationship Type Specify the Relationship Type you want to use for the relationship. This
field is required. Benefits Enrollment uses this setting when selecting
dependents to enroll in benefit plans that include those relationships.
Plan Types The plan types connected to the relationship allow the system to show
the correct cost for employees based on the dependents specified
during benefits and open enrollments. (PrismHR Benefits Enrollment
only.)
Obsolete Select Obsolete if the relationship is no longer used. This hides the
relationship so it cannot be selected by employees during enrollments.
(PrismHR Benefits Enrollment only.)Establishing OSHA Event Codes You can establish codes that describe events that might be tracked by the Occupational Safety & Health Administration (OSHA) using the OSHA Events form.
Human Resources User Guide © 2026 PrismHR 21 Chapter 1 Setting Up System-Level Human Resources Codes
Note: To see a list of all existing OSHA events, open the Actions menu and select View OSHA Event Codes.
To establish an OSHA event code, do the following: 1. Click the Back Office menu and select OSHA Events from the System|Change menu. 2. Complete the following fields:
Field Description
Event Code Enter or select an Event Code that represents an OSHA event. Use something brief
but descriptive, such as PHL for permanent hearing loss.
Type Select the Type of event, either Illness or Injury.
Event Description Enter a short Event Description, such as Permanent Hearing Loss.
OSHA Illness Type Select the OSHA Illness Type used for reporting purposes. If the Type is Illness, this
is required.Setting New Hire Questions You can create new hire employee questions using the New Hire Questions form. These questions can be assigned to a specific work location state with the New Hire Wizard.
Note: You can submit a maximum of 30 questions. For more information about assigning new hire questions, see the System Administration Guide.
Human Resources User Guide © 2026 PrismHR 22 Chapter 1 Setting Up System-Level Human Resources Codes
To do this Perform these steps Creating a New Hire Question 1. Click Back Office. 2. Select New Hire Questions from the System|Change menu. 3. Click New Question. The Question ID field populates with NEW, and the system generates an ID when you save the new question. 4. Enter the Question Text to display in the New Hire Wizard. 5. Select the Field Type to define the format for the answer to the question. • If you select Dropdown, the system prompts you to enter the values for the drop-down. • If you select Radiobutton, the system prompts you to enter the default value (No = unselected, Yes = selected) as well as the description of the radio button. Only one option can be set to Yes. 6. Select Mandatory if users must answer the question. 7. Click Save. Editing a New Hire Question 1. Enter the Question ID. 2. Change the Question Text and Field Type, if needed. 3. Click Save. Assigning New Hire Questions The PrismHR administrator assigns questions to specific states using the State Rules form. The system then presents the question to new employees on the Additional State Questions page of the New Hire Wizard during the new hire process.
Human Resources User Guide © 2026 PrismHR 23 Chapter 2 Setting Up Client-Level Human Resources Codes
Chapter 2 Setting Up Client-Level Human Resources Codes There are codes that your organization must set up to administer human resources functions for clients.
Establishing Codes for Event Types 24 Creating Events to Display in ESS 25 Defining Hazardous Materials 26 Establishing Employee Ratings 27 Maintaining Skill Codes 27 Setting Training Course Codes 28 Overriding Global Required New Hire and Employee Dependent Fields 29 Setting Approval Policies 31
Establishing Codes for Event Types You can establish codes for the types of events held by the client using the Events form.
To establish codes for the client’s event types, do the following: 1. Go to the Events form on the Client|Change menu and complete the following fields:
Field Description
Event Enter or select an Event code that represents a type of client event.
When creating a new code, use something brief but descriptive, for
example, TR.
Event Classification Enter an Event Classification that describes the type of event, for
example, Training.Human Resources User Guide © 2026 PrismHR 24 Chapter 2 Setting Up Client-Level Human Resources Codes
Creating Events to Display in ESS You can create events that display in Employee Portal (EP) using the Client Events form. The form lists existing events.
To filter the list of events, do the following: Go to the Client Events form on the Client|Change menu and specify the filters as desired:
Field Description Organizer Select the Organizer user name to view events by a specific organizer. From Date/Thru Date Enter or select the From Date and Thru Date to view events within a specific set of dates.
To maintain events, do the following: Go to the Client Events form on the Client|Change menu and do the following:
Button/Field Description Add Click Add to create a new event. The Company Events editor displays. Event Title Click an Event Title to edit an existing event.
Creating or Editing an Event After clicking Add in the Client Events form, you can create or edit an event in the Company Events editor form that displays.
To create an event, do the following: 1. In the Company Events editor form, complete the following fields:
Field Description
Event Title Enter the Event Title.
Event Date Enter or select the Event Date.
Start Time/End Time Enter the Start Time and End Time. You can enter the time by
including AM or PM, or enter it in 24-hour format. For example, if you
enter 10:00 or 10:00AM, the system displays 10:00AM. If you enter
14:00 or 2:00PM, the system displays 02:00PM.
Organizer The Organizer field displays the name of the user who created the
event.Human Resources User Guide © 2026 PrismHR 25 Chapter 2 Setting Up Client-Level Human Resources Codes
Field Description
Details Enter the Details of the event.
At this time, you can only upload documents to an existing event. If
you are creating a new event and want to attach a document, you
need to save it and reopen it.Attaching Event Documents You can attach documents to a new event or an existing event. 1. In the Company Event panel, click Upload Documents. 2. In the Upload a File window, click Choose File. 3. Navigate to the file that you want to upload, and then click Open. 4. Click Submit in the Upload a File form. 5. In the Confirm Document form, the Document Name field populates with the file name. 6. Enter any Document Notes. 7. Click Accept. You return to the Company Event panel.
Once a document displays in the Documents list: • Click the Document Name to download the document. • Click the next to a document to remove it from the event record. • Select ESS to share the document on Employee Portal (EP).
Defining Hazardous Materials You can specify hazardous material information used by a company with the Hazardous Materials form.
To define hazardous materials, do the following: 1. Go to the Hazardous Materials form on the Client|Change menu and complete the following fields:
Human Resources User Guide © 2026 PrismHR 26 Chapter 2 Setting Up Client-Level Human Resources Codes
Field Description
Material Code Enter or select the hazardous material code.
Material Name Enter the name of the material, which is found on the product label.
Manufacturer Enter the product's manufacturer name.
Emergency Phone Enter a phone number to call if there is a hazardous material
emergency.
SDS On File Select if there is a Safety Data Sheet on file.
Date Prepared Enter the date the Safety Data Sheet was prepared for this material.
SDS Location Enter the physical location of the Safety Data Sheet.
Course Code/Retake Days For each course that instructs employees in hazardous material
handling:
• Enter a code for each safety course that employees must take
before handling this hazardous material.
• If the course must be completed periodically, enter the number
of days between completion.Establishing Employee Ratings You can establish employee performance ratings using the Ratings form. To access user-defined fields, click the Actions menu and select User Fields.
To establish employee performance ratings: 1. Go to the Ratings form on the Client|Change menu and complete the following fields:
Field Description
Rating Code Enter or select the unique Rating Code.
Rating Description Enter the Rating Description.Maintaining Skill Codes You can maintain skill codes and related information using the Skills form.
Human Resources User Guide © 2026 PrismHR 27 Chapter 2 Setting Up Client-Level Human Resources Codes
To maintain skill codes and related information, do the following: 1. Go to the Skills form on the Client|Change menu and complete the following fields:
Field Description
Skill Code Enter the Skill Code. If you are entering a new skill, use something
brief but descriptive, such as CDLA for a Class A Commercial Driver's
License.
Description Enter a Description of the skill.
Differential Method Select the Differential Method used to calculate shift differentials.
Leave blank if there is no differential.
Differential Amount Based on the selected Differential Method, enter a percentage or a
fixed amount in the Differential Amount field.
Course Code/Points For each course that applies to this skill:
Earned/Certifies
• Enter the Course Code that employees can take to gain
competency in this skill. The Course Name displays.
• Enter the number of skill competency Points Earned upon
completion of the course. This value overrides points on the
course record.
• Select Yes from the Certifies drop-down if the course provides
certification for this skill.Related Topic Setting Training Course Codes (page 28)
Setting Training Course Codes You can set training course codes and related information using the Courses form.
To set training course codes and related information, do the following: 1. Go to the Courses form on the Client|Change menu and complete the following fields:
Field Description
Course Enter or select a code for the course.Human Resources User Guide © 2026 PrismHR 28 Chapter 2 Setting Up Client-Level Human Resources Codes
Field Description
Course Name Enter the course name.
In House Select if this is company-sponsored training.
Cost Per Student Enter the cost per student. This generally only applies for courses with
third-party vendors.
Offered By Enter the name of the course provider.
Regularly Scheduled Select if the course is offered on a regular basis.
Schedule Enter a brief description of when the course is offered.Overriding Global Required New Hire and Employee Dependent Fields Based on the needs of the client, you can indicate which fields on the New Hire and Employee Dependents forms are required, if any, by using the New Hire and Dependent Field Overrides form. The settings you configure here override the settings configured on the New Hire and Dependent Required Fields (Global) form for the specific client.
Note: The New Hire and Dependent Field Overrides form indicates whether the client uses global settings exclusively or uses custom settings (which may be a mixture of overrides and global settings) by displaying a message at the top of the New Hire and Dependent Field Overrides form above the New Hires table. Additionally, the Global Setting column displays the global settings defined on the New Hire and Dependent Required Fields (Global) form (for reference only) as shown in the example below.
Human Resources User Guide © 2026 PrismHR 29 Chapter 2 Setting Up Client-Level Human Resources Codes
To indicate required fields for the New Hire and Employee Dependents forms at the client level: 1. Go to the New Hire and Dependent Field Overrides form on the Client|Action menu. 2. For each of the New Hires fields, indicate whether it is mandatory: • Required for Standard New Hire - Client Setting column: Indicates whether the field is required when the client enters new hire information without electronic onboarding. • Required for Onboarded New Hire - Client Setting column: Indicates whether the field is required when the client has their new hires onboard electronically. 3. For each of the Dependents fields, indicate whether it is mandatory: • Required for Dependent - Client Setting column: Indicates whether the field is required for data entry when the client completes the Employee Dependents form. • Required for Dependent - Global Setting column: Indicates whether the field is required for data entry when the client completes the Employee Dependents form at a global level. 4. Click Save.
Note: Clicking Cancel while editing this form reverts the form to the state it was initially in when you first accessed the form (if you have performed no Save actions) OR reverts the form to the state it was in after the most recent Save action (so that only unsaved changes are removed).
Human Resources User Guide © 2026 PrismHR 30 Chapter 2 Setting Up Client-Level Human Resources Codes
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
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.Human Resources User Guide © 2026 PrismHR 31 Chapter 2 Setting Up Client-Level Human Resources Codes
• 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:
Human Resources User Guide © 2026 PrismHR 32 Chapter 2 Setting Up Client-Level Human Resources Codes
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.Human Resources User Guide © 2026 PrismHR 33 Chapter 2 Setting Up Client-Level Human Resources Codes
• 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:
Human Resources User Guide © 2026 PrismHR 34 Chapter 2 Setting Up Client-Level Human Resources Codes
• 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.
Human Resources User Guide © 2026 PrismHR 35 Chapter 3 Understanding Human Resources Roles
Chapter 3 Understanding Human Resources 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.
Human Resources User Guide © 2026 PrismHR 36 Chapter 3 Understanding Human Resources Roles
Human Resource 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 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. 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.
Human Resources User Guide © 2026 PrismHR 37 Chapter 4 Defining Employee Positions
Chapter 4 Defining Employee Positions Use these features to define and work with the codes that pertain to employee positions.
Defining Positions 38Defining Positions You can define position-related information for the client using the Positions form.
To access this form: 1. Click Client. 2. From Client|Change, select Positions.
Click the Import button to display the Data Import Tool form, which allows you to import a Position Codes template file that contains the following fields (this file must be in .txt format): • Position Code (Required) • Position Title (Required) • Position Classification (Required): An error displays if the imported code does not exist on the Position Classifications form (accessed from the System|Change menu) • Supervisory: Accepted values are Y (True) or N (False) • Tipped Position: Accepted values are Y (True) or N (False) • G/L Segment Code 1 • G/L Segment Code 2 • G/L Segment Code 3 Note the following: • The Import button displays on the Positions form for all Service Provider user roles except the “Deny” and “Inquiry-only” roles. Imports can be performed for multiple clients at the operations level. • For more information about the Data Import Tool form, see the PrismHR Payroll Administration Guide.
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Defining Position Information and Requirements You can define basic position information and requirements using the Positions panel.
Note: If the position exists in several departments, use a job code that easily identifies the department in which the position is assigned.
Complete these fields as required.
Field Description Position Code Enter or select a unique code that briefly describes the position. For example, OPER for vehicle operator. (Codes cannot contain spaces or special characters.) If you select this field, a selector form displays where you can search for a specific position code, title, or classification or select a code from the list that displays. When this form opens, the position code, its title, classification, FLSA exempt status, and obsolete status display. To filter the search further by displaying only obsolete codes, select Yes in the Obsolete field (the default is No). To refresh the list, select Reset Search and Filters. Position Title Enter an official title. For example, General Manager. Position Classification Enter the position classification. The system displays the FLSA Exempt settings, EEO position group, and the EEO class, if they apply to this position. FLSA Exempt indicates whether the selected position classification is set to be exempt from both the minimum wage and overtime provisions of the FLSA. You cannot change it here. Remote Position Enter an alternative position classification for remote employees of the Classification same position. The system displays the FLSA Exempt settings, EEO position group, and the EEO class, if they apply to this remote position. FLSA Exempt indicates whether the selected remote position classification is set to be exempt from both the minimum wage and overtime provisions of the FLSA. You cannot change it here. Position Description Enter a description for this position. The second panel defines requirements for the position and the pay. Supervisory Select if this is a supervisory position. The system uses this field for statistical reports. Hierarchy Tier For future development. Does not currently impact the functionality of PrismHR.
Human Resources User Guide © 2026 PrismHR 39 Chapter 4 Defining Employee Positions
Field Description Pay Grade Select to use as a default for new hires assigned this job code, if applicable. The Special Requirements option identifies those positions that have physical or mental requirements. The Americans with Disabilities Act prohibits employers from discriminating against qualified individuals with disabilities. Not including a particular person in the applicant pool for a certain job is only nondiscriminatory if that person does not meet any physical or mental requirements identified as essential functions of the position. Applications for these jobs must be closely monitored for ADA compliance. Special Requirements Select if this position requires any special physical or mental requirements. Probation Days Optional: Enter the number of days from hire that a new employee is on probation. Sales Position Select if this is a sales position. Tipped Position Select if this is for a position that receives tips. D.O.T. Requirements Select if this job code has special requirements as set forth by the U.S. Department of Transportation. The G/L Segment Code can be used as an alternative to this position when using G/L Accounting. See the PEO Client Company Accounting Task Sheet on the Customer Resource Center for more information. G/L Segment Code If applicable, enter the G/L Segment Code 1, G/L Segment Code 2, or G/L Segment Code 3 to use as the general ledger account number segment(s) in place of the Position Code. These are defined in PEO client accounting wild cards as EEJB, EEJB2, and EEJB3.
Defining Codes and Other Pay Information You can define codes and other pay information for the position in this panel. Complete these fields as required.
Field Description Union Code Select this override for table-based union calculations. If an override is not Override selected, the system uses a union code in Employee Details, if any.
PR Chauffeur Tax Select if this position is subject to Puerto Rico chauffeur’s tax and the Applies primary work location is Puerto Rico. Indirectly Tipped Select if this a tipped position that receives tips indirectly. For example, a busboy, cook, or service bartender.
Human Resources User Guide © 2026 PrismHR 40 Chapter 4 Defining Employee Positions
Field Description Alaska Position Code If applicable, enter the Alaska Position Code sent to MasterTax for quarterly tax reporting to the state of Alaska. SOC Code Enter the Standard Occupational Classification (SOC) Code, if appropriate. Enter only numbers, no dashes. This information is included in the MasterTax RTS file and the Employer and Client LA quarterly files in place of the position’s description. If you do not define a SOC code for the position, the files include the description. TTO Code Define which positions are considered eligible tipped positions to comply with the tips requirements of the One Big Beautiful Bill Act. You can enter the TTO Code (Tipped Taxable Occupation Code) manually or you can click the TTO Code hyperlink and select it from the TTO Codes dialog box. The TTO Description displays upon entering a valid TTO Code. The system will validate when you enter a TTO Code against the SOC Code during the creation or updation of a Position. • Invalid TTO/SOC combinations result in an error message: TTO code [] and SOC code [] are not related. • Invalid TTO code results in an error message: TTO Code [] does not exist. • Invalid entries cannot be saved. • Valid TTO code entry is allowed when the SOC code is blank. Indiana Seasonal Enter a two-digit code if the position is seasonal and located in Indiana. This Employee Code code is required for SUI electronic filing in Indiana. Prevailing Wage Enter the Prevailing Wage for this position. This can print on pay stubs as a pay detail field. Price Code Select a price code that overrides the Bundled Rate for any employee who has been assigned to this position. Note: Only use Price Code with Bundled Billing if an employee is granted special pricing rather than using the standard bundled rate and with an employee-specific add-on unbundled rule. Per Diem Percent Enter this percentage to allocate to non-taxable per diem when paid using the percentage method. W/C Time Sheet Loc Select to calculate workers’ compensation accruals for each employee’s Based actual work location. This overrides the setting in Client Details. Obsolete Select if this position is no longer used.
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Field Description Suppress Work State Select if employees in this position are subject to taxes in their state of Tax residence rather than state of work. During calculations, the system will use the employee’s residence for the basis of state taxes. Benefit Group Assign a default benefit group for employees hired in this position. Agricultural Worker Select if the employee is an agricultural worker and the employee’s income will be reported to the IRS on Form 943. (Note: All employees assigned to this position are auto-assigned this designation during the new hire process.)
Tracking Hazardous Materials You can track any hazardous materials associated with this position using the Hazardous Material Exposure panel. Enter each hazardous materials Material Code that people in this position encounter.
Working with Miscellaneous GL Segments Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this position and enter replacement Misc GL Segments. Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups: • GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.) • PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)
When working with miscellaneous GL segments: 1. The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMJB01 through EEMJB99. (The program that evaluates the wildcards only looks for those values.) 2. If appropriate, enter the Misc GL Description. For example, EEMJB01 = Segment 1 and EEMJB02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.) Important! Any changes made to the descriptions affect all positions in the active client. Note: The Misc GL Description column’s values are for reference only. (These descriptions are stored in the client’s record.) The system automatically loads these values each time a position record displays. 3. If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard. Note: When the system evaluates the Misc GL Segments, they are always based on the “home” job, which is different from the way segments are evaluated for departments (that is, for account codes for payment, the system uses the timesheet “worked-for” department). 4. Click Save.
Human Resources User Guide © 2026 PrismHR 42 Chapter 4 Defining Employee Positions
Maintaining ADA Parameters You can maintain the American with Disabilities Act (ADA) parameters associated with this position using the ADA Position Description panel. Under the ADA, written job descriptions can be considered evidence of essential job functions, if they are accurate. Complete these fields as required.
Field Name Description Last Updated Enter the date when the position description was last updated. ADA Review Date Enter the date when the position was last reviewed for compliance with ADA standards. ADA Reviewer’s Enter the name of the person who performed the ADA review. Name
Defining Position Code Cost/Bill Information You can define pay codes, pay rates, and bill rates associated with this position using the Position Code Cost/Bill Maintenance panel. Complete these fields as required.
Field Name Description Pay Code Enter each pay code to which rates apply. Pay Rate Enter the pay rate that the client pays for this position. If left blank, the system uses an employee’s standard pay. The pay rate might be overridden by a value set in Employee Details. Bill Rate Enter the rate to bill for the pay code. This bill rate might be overridden by a value set in Employee Details. Override Method Select the override method to indicate whether the code is used as a rate or markup. This overrides the standard client selection.
Defining Skills You can define the skills associated with this position using the Required Skills panel. Complete these fields as required.
Field Name Description Skill Code Enter each code for the skills required for employees in this position.
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Field Name Description Competency Level Enter the required competency level. Recertify Days Enter the interval for recertification.
Defining Hours Worked You can define the hours worked for this position using the Equivalent Hours Worked panel. 1. Complete these fields as required.
Field Name Description
Autofill Hours Enter the default number of equivalent hours to use. Click Autofill to enter
that value for all pay code Hours in the table.
Pay Code Enter each pay code to define equivalent hours for this position. You must set
the pay reason for these pay codes to Units.
Hours Enter the equivalent number of hours worked when paying an employee for
this position with the pay code.Accessing Additional Information from the Actions Menu You can access other information and settings from the Actions menu . • Audit • User Fields: Enter any information in the fields defined by your organization. • Employees Assigned To: View a list of employees assigned to the location.
Human Resources User Guide © 2026 PrismHR 44 Chapter 5 Maintaining Employee Details
Chapter 5 Maintaining Employee Details Use the Employee Details form to maintain employee information and settings. Note the following: • Not all tabs and forms are available to all users. • You cannot update information for a deidentified employee. (An error message displays when you click Save or Save & Close. Click OK to continue.) • When employees are deidentified using the Inactive Data Deletion form, the following information in their employee record no longer displays: • Alternate ID • Clock Number • Employee Number • I9 details • License Number • Middle Name • Preferred Name • Property • Skills • Work Email • Work Phone
Submitting Employee Information You can maintain employee information on the following tabs in the Employee Details form: • Name tab: See Defining Employee Name and Contact Information on page 47 • Personal tab: See Maintaining an Employee’s Personal Information on page 49 • Address tab: See Establishing and Maintaining Employee Address Information on page 53 • Work tab: See Maintaining Work-related Employee Information on page 58 • Pay tab: See Establishing and Maintaining Employee Pay Information on page 70
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• Tax tab: See Establishing Employee Tax Information on page 75 • Deposit tab: See Depositing All or Part of Employee’s Net Payment on page 83 • Skills & Education tab: See Tracking Employee Skills and Education on page 89 • Property tab: See Tracking Employee Property on page 92 • Other tab: See Tracking Other Employee Information on page 93
Why do I see Onboarding options? In some cases, for employees set up in PrismHR to onboard through Onboarding, the Employee Details form shows information specific to their onboarding process. For more information, see Rehiring a Terminated Employee.
Using Options on the Actions Menu You can access other information and settings using the Actions menu : • Benefit Overview: See Benefit Administration User Guide • Benefits Adjustment: See Benefit Administration User Guide • Change User Password: see Changing an Employee’s User Password on page 98 • Deduction Arrears: See Payroll Processing Guide • Attaching Files to Employee Records (page 98) • Employee Benefits Enrollment: See Benefit Administration User Guide • Maintaining Employee Dependents (page 135) • Reviewing Employee Events (page 102) • Employee Flexible Spending Accounts: See Benefit Administration User Guide • Employee Flexible Spending Accounts Inquiry: See Benefit Administration User Guide • Maintaining Employee Notes (page 99) • Garnishments - Viewing all Garnishments for an Employee (page 100) • Loans: Viewing Loans for Selected Employee • Viewing an Organization Chart (page 102) • Viewing an Employee’s Pay History (page 263) • Payroll Summary: See Payroll Administration Guide • Payroll Vouchers: See Payroll Administration Guide • Viewing Position Updates for Employees (page 260) • Position Rates: See Payroll Administration Guide • Proxy Login: See Benefits Enrollment User Guide • Reporting Qualified Overtime and Tips
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• Time Off Register: see Performing an Employee Time Off Register Inquiry on page 264 • Recurring Deductions: See Payroll Administration Guide • Printing an Employee’s W-2 Form (page 104) • Retirement Loans: See Benefits Administration User Guide • Retirement Plan Enrollment: See Benefits Administration User Guide • Scheduled Deductions: See Payroll Overrides Guide • Scheduled Payments: See Payroll Overrides Guide • Status Type History: see Viewing Employment Status Updates for Employees on page 264 • User Fields: See Client Administration Guide • User Record: See System Administration Guide
Defining Employee Name and Contact Information You can define employee name and contact information, as well as related read-only employment information using the Name tab on the Employee Details form. For example:
Note: Deidentified employees do not display in the Employee Search Results list when you select Employee. You can only access these employees by manually entering their user ID or name.
To define employee name and contact information: 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 Name & Contact and Employment information display. Note: The First Name, Last Name, Middle Name, Preferred Name, and Work Email fields do not allow special or invalid characters. Note the following about the Preferred Name field: • Use this field to enter a name that an employee prefers to use, which the system will use in place of their legal first name.
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• The employee's preferred name displays in place of the first name in the header on all tabs in the
Employee Details form. (The first name displays if you do not specify a preferred name.)
• The system adds updates to an employee's preferred name in the audit log for tracking purposes.
• The employee's preferred name displays in any payrolls that you view in the Process Payroll form and
continues to display throughout the payroll process.
• You can initiate a Zoom call to the employee's work phone number by clicking the Call ( ) icon in the
Work Phone field, if a supported soft phone exists on your computer.Human Resources User Guide © 2026 PrismHR 48 Chapter 5 Maintaining Employee Details
• Position Change: Opens the form where you can change the employee position and effective date.
Once the form opens, press Tab to populate the position. See Changing an Employee's Position on page
188.Maintaining an Employee’s Personal Information You can maintain employee information using the Personal tab on the Employee Details form.
Listing Personal Information The Personal panel lists the employee’s personal information.
To define the employee’s personal information, complete the following fields in the Personal panel:
Field Description Gender Select the employee’s Gender. Date of Birth Enter the employee’s Date of Birth. This field is required. Marital Status Select the employee’s Marital Status. Employee SSN The system suppresses the Employee SSN for some users. Users with access permissions can click Edit SSN to view the whole Social Security number. Citizenship Select the employee’s Citizenship status. Preferred Language Select the employee’s Preferred Language. Ethnic Code Select the employee’s Ethnic Code.
Listing Veteran and Health Status Information The Status panel lists the employee’s veteran and health status information.
Note: Veteran qualifications are defined by the Department of Labor VETS-4212 Report.
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To define the employee’s veteran and health status information, complete the following fields in the Status panel:
Field Description Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran. Vietnam Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran of the Vietnam war. Disabled Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who has a disability. Service Medal Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who received a service medal. Newly Separated Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who recently left the armed services. Other Protected Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who is protected by the Department of Labor VETS-4212 Report. Active Duty Badge Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who served on active duty in the U.S. military during a war or in a campaign for which a campaign badge has been authorized under the laws administered by the Department of Defense. Tobacco User Select Yes or No to define if the employee uses tobacco products. The system uses this information to calculate life insurance premiums. Disabled Select Yes, No, Not Selected, or Declined to define if the employee has a disability as specified by the Americans with Disabilities Act of 1990. Note that the employee’s disability status is updated during the Employee Onboarding process by making a selection on the Self ID Disability Form field, which resides in the Other tab on the Employee Details form. See Tracking Other Employee Information on page 93. Blind Select Yes or No to define if the employee is legally blind. Deceased Select this field if the employee is deceased. The system uses this value to populate the appropriate check box on the Form W-2. Wellness Qualification Displays whether the employee qualifies for the wellness benefit plan. Status • Qualifies - Qualifies for the wellness benefit plan.
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Field Description • Does Not Qualify - Does not qualify for the wellness benefit plan. To enter a future date for the employee to qualify for the wellness benefit plan, click Future Date. The Wellness Status Change form opens. Assessment Due Date The date the wellness assessment is due. Assessment Completion The date the wellness assessment was completed. Date
Maintaining License and Automobile Information Use the License panel to maintain the employee’s driver’s license and automobile registration information.
To define the employee’s driver’s license and automobile registration information, complete the following fields in the License panel:
Field Description Driver’s License Number Enter the employee’s Driver’s License Number. Driver’s License Class Enter the Driver’s License Class designation of the license. License Expiration Date Enter the License Expiration Date when the driver’s license expires. State Issuing License Select the state that issued the driver’s license. License Plate Number Enter the License Plate Number assigned to the employee’s vehicle.
Listing Emergency Contacts The Emergency Contact panel lists employee emergency contact information.
To define the employee’s emergency contact information, complete the following fields in the Emergency Contact panel:
Field Description Name Enter the Name of the person to contact in case of an emergency involving the employee. Type Select the Type of contact information, then enter the Contact Info. For example, select Phone and then enter the contact’s telephone number. Emergency Contact Enter the Emergency Contact Relation, which is the contact’s
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Field Description Relation relationship to the employee. Contact if Indicate whether the employee’s emergency contact will be contacted arrested/detained? in case of the employee’s arrest/detainment on the worksite. (The default is –Select–.) Note: The Contact if arrested/detained? field is associated with the requirement for California employers, that as of March 2026, employers must allow employees to indicate whether an emergency contact should be notified if they are arrested or detained on their worksite.
Listing Testing Information The Testing panel lists various employee testing information.
To define the employee’s testing information, do the following in the Testing panel: 1. If you track the employee’s physical examinations: • Enter the Next Exam scheduled date. • Enter the Last Exam date. • Enter the Last Exam Result of the employee’s most recent physical examination. 2. If you track the employee’s audiograms: • Enter the Next Audio scheduled date. • Enter the Last Audio date. • Enter the Last Audio Result of the employee’s most recent audiogram. 3. If you track the employee’s drug tests: • Enter the Next Drug Test scheduled date. • Enter the Last Drug Test date. • Enter the Last Drug Test Result of the employee’s most recent drug test.
After completing all the fields in the form, click Save. Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)
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Establishing and Maintaining Employee Address Information You can establish and maintain employee address information using the Address tab on the Employee Details form. For example:
To establish employee address information, do the following: 1. Go to the Employee Details form on the HR|Change menu. 2. Enter or select the Employee. 3. Click the Address tab and complete the following fields:
Field Description
Address Enter the employee’s residential Address.
ZIP Code Enter or select the ZIP Code for the employee’s residential city or
town. The employee’s City, State, County, and Geocode populate
automatically. You will be presented with a pop-up of Geocode
options when an entered zip code spans multiple cities, counties,
or localities. Select the correct Geocode to update the address.
You can enter the ZIP+4 extension for the residential address, if it
was not populated by the system.
After you enter or select the ZIP Code, the system checks the
street address to make sure that it is valid. If there are typos,
missing information, or other unrecognized values, the systemHuman Resources User Guide © 2026 PrismHR 53 Chapter 5 Maintaining Employee Details
Field Description
displays a dialog suggesting a correction to the address. Click Yes
to accept the corrected address, otherwise click No to save as-is or
make other edits.
Note: If you enter something that the system cannot match to any
existing address, it displays the first address in the master list for
the ZIP code (such as 1 Apple Drive).
Geocode Enter the Vertex GEO Code for the employee’s city or town to use
tax calculations for this employee.
After you enter the address and zip code, the system
automatically displays the associated geocode in the Geocode
field. The employee's city or town uses this geocode for tax
calculations for this employee.
If there is more than one associated geocode for that address/zip
code, the Geocode Selection list displays. Select the appropriate
geocode, which displays back in the form. (Note: If you select the
wrong geocode from the list, click Select Geocode to reopen the
list.)
Unincorporated Area Select Unincorporated Area 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 Select this option 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.
Home Phone Enter the employee’s Home Phone number.
Note: You can initiate a Zoom call to the employee's home phone
number by clicking the Call ( ) icon, if a supported soft phone
exists on your computer.
Cell Phone Enter the employee’s Cell Phone number.
Note: You can initiate a Zoom call to the employee's cell phone
number by clicking the Call ( ) icon, if a supported soft phone
exists on your computer.
Personal Email Enter the employee’s Personal Email address.
Note the following for the Personal Email and Work Email fields:
• You cannot enter an invalid character in the email address
fields. For example, if you enter a left bracket ([) in the userHuman Resources User Guide © 2026 PrismHR 54 Chapter 5 Maintaining Employee Details
Field Description
name segment in one of the email address fields and then
move away from that 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.
• 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. For example, if there's an invalid character in
the Personal Email field the following warning displays,
"Warning! Personal 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).
Work Email Enter the employee’s Work Email address.
Primary Select one Primary e-mail address to use to send email to this
employee.
Deliver Check Home To deliver the employee’s check to the residential address, select
Deliver Check Home.
Override Geocode Enter the Override Geocode for this employee; the system uses
this instead of the Geocode. (See the Overriding Geocode for
Employee Residence article in the Customer Resource Center for
more information.)
Override End Date Enter the Override End Date when the GeoCode override ends.
Note the following:
• Only enter an address in the Mailing Address or Form W-2
Address panels, if the employee’s Mailing Address or Form
W-2 Address are different from the Resident Address. (If the
mailing address is an international address, enable
International Address so you can enter the employee's
Country.)
• The ZIP Code field for the Form W-2 address allows users to
enter non-US postal codes. Users can also change the City
and State fields as needed for Form W-2 mailing.Human Resources User Guide © 2026 PrismHR 55 Chapter 5 Maintaining Employee Details
Field Description
International Employee Select to waive requiring a US-based resident address for an
international employee.
Important! This feature is only available for service providers. To
use this feature, you must enable the system-level INTLEMPLOYEE
custom feature code on the System Parameters form.
Note the following:
• After clicking Save a warning displays if the employee was
paid in the past (that is, the Last Pay Date contains a date),
"Warning: Employee records with pay data cannot be saved
as International Employees."
• After clicking Save a warning displays if the employee was
not paid in the past (that is, the Last Pay Date is blank),
"Warning: International Employees cannot be processed in a
payroll batch, as they do not have a resident address. Would
you like to proceed?" Click Yes to proceed. The record saves
without requiring Resident Address information. (If
appropriate, select International Address and enter the
employee's international address in the Mailing Address
panel.)
• After selecting International Employee, data in the Address,
ZIP Code, City, State, County, and Geocode fields clear.
• International employees cannot process payrolls and should
be placed in a placeholder Pay Group to avoid work stoppage
issues during payroll.
• When the following occurs during payroll processing:
• An employee has hours on a calculated payroll
• The employee record is then updated to an International
Employee
• The calculated payroll is finalized without recalculation
The system displays a payroll error message and stops payroll
finalization, then one of the following scenarios occurs:
• If you disable the International Employee field from the
employee record and attempt finalizing the payroll again,
the system allows the payroll finalization process to
complete successfully.
• If you remove the International Employee pay from the
timesheet, the system allows you to recalculate andHuman Resources User Guide © 2026 PrismHR 56 Chapter 5 Maintaining Employee Details
Field Description
refinalize the payroll successfully (assuming there are no
other errors).
• If you recalculate the payroll with the International
Employee field enabled, the system displays a calculation
error because there is no resident address for the
International Employee and payroll finalization is no
longer an available option in the payroll process.Overriding Geocode for Employee Residence You can override the employee’s Resident Address Geocode on the Employee Details form, so the system will calculate taxes using a different taxing municipality than the one for their residence. Note: Before beginning this process, refer to the Vertex Calculation Guide in the Customer Resource Center to determine the geocode for the appropriate taxing municipality for the selected employee.
To override the geocode for the employee residence, do the following: 1. Go to the Employee Details form on the HR|Change menu. 2. Enter the Employee ID, then select the Address tab.
Human Resources User Guide © 2026 PrismHR 57 Chapter 5 Maintaining Employee Details
Assigning School District GeoCodes You can assign a School District GeoCode in Employee Details in PrismHR to ensure that the system properly calculates the employee’s school district taxes. 1. Refer to the Vertex Calculation Guide in the Customer Resource Center to determine the school district GeoCode for the appropriate state, town and school district for the selected employee. 2. Open Employee Details (found in the HR menu under HR|Change. 3. Enter the Employee ID and then select the Tax tab. 4. Scroll down to the Miscellaneous panel and enter the School District GeoCode determined in step 1.
Maintaining Work-related Employee Information You can maintain work-related information for the employee by using the Work tab on the Employee Details form.
Maintaining Employee Hiring Status Information The Status Dates panel lists the employee’s hiring status information.
To maintain employee hiring status information, do the following: 1. Go to the Employee Details form on the HR|Change menu. 2. Enter or select the Employee. 3. Click the Work tab and complete the following fields as available and needed in the Status Dates panel:
Field Description
Last Hire Date The Last Hire Date is the date on which the employee was most recently
hired.
Original Hire Date The Original Hire Date is the date on which the employee was originally
hired.
Leave Return Date The Leave Return Date is the date on which the employee returned to work
from leave.
Employer Start Date The Employer Start Date is the date on which the employee started withHuman Resources User Guide © 2026 PrismHR 58 Chapter 5 Maintaining Employee Details
Field Description
your organization.
Hire Report Date The Hire Report Date is the date on which the hire was reported to the
state.
Seniority Date The Seniority Date is used to calculate the employee's benefits. You can
adjust it to give the employee more seniority than the last hire date; this
can affect benefits, paid time accrual, and so on.
Benefits Thru Date Enter or select the Benefits Thru Date for this employee. This is the date
through which benefit contributions have been deducted from this
employee's pay.
Last Day Worked Enter or select the Last Day Worked to indicate the last day on which
employee actually worked (if the employee left the client).
Provider Notified On The Provider Notified On field indicates the date on which your
organization was notified of the employee’s termination.
Term Reason If appropriate, enter or select the Term Reason, which is the reason the
employee was terminated.
Note the following when using this field:
• If you select the Term Reason field, the Select Reason form only
displays the reason codes set up in the Reason Codes panel on the
Control tab on the Clients Details form.
• If you enter a termination reason in the field that is not set up in the
Reason Codes panel on the Control tab on the Clients Details form an
error message displays, "The code entered is not valid for this client."
Rehire Okay Use the Rehire Okay drop-down to indicate whether the employee could
potentially be rehired:
• Yes: The employee can be rehired.
• No: The employee should not be rehired.
• Not Specified: There is no preference specified as to whether the
employee could be rehired.Defining Employee Assignments The Assignments panel lists the employee’s assignment information.
To define employee assignment information, do the following: 1. Complete the following fields as needed in the Assignments panel:
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Field Description
Worksite Location Enter or select the Worksite Location where this employee works. To
specify employee updates that will occur at a future date, click
Future Date, which opens the Location Change form.
Updating the employee's Worksite Location, Division, or
Department prompts you to update the current timesheet as
follows:
• Click Yes to update the employee record and the summary
timesheet with the revised information. (Note: Clicking Yes
does not update the detail timesheet record.)
• Click No to update the employee record only; however, since
the change is immediate, any new pay lines added to the
timesheet after the change is made will reflect the updated
information.
Division Enter or select the Division in which this employee works. To specify
employee updates that will occur at a future date, click Future Date,
which opens the Division Change form.
Department Enter or select the Department in which this employee works. To
specify employee updates that will occur at a future date, click
Future Date, which opens the Department Change form.
Work Shift Enter or select the regularly scheduled Work Shift for this employee.
Note the following:
• To specify employee updates that will occur at a future date,
click Future Date, which opens the Shift Change form. (See
Changing an Employee's Work Shift on page 182.)
• To specify a Work Shift value in the current payroll timesheet
for an hourly or salaried employee, select Yes in the message
that displays (does not apply when using a Future Date).
Project Enter or select the Project or sub-cost center to which this employee
is assigned.
Note the following:
• To specify employee updates that will occur at a future date,
click Future Date, which opens the Project Change form. (See
Changing an Employee's Project on page 181.)
• To specify a Project value in the current payroll timesheet for
an hourly or salaried employee, select Yes in the message thatHuman Resources User Guide © 2026 PrismHR 60 Chapter 5 Maintaining Employee Details
Field Description
displays (does not apply when using a Future Date).
Work Group Enter or select the Work Group to which the employee is assigned.
To specify employee updates that will occur at a future date, click
Future Date, which opens the Work Group Change form. (See
Changing an Employee's Work Group on page 182.)
Benefit Group Enter or select the Benefit Group to which this employee belongs.
Click the Change hyperlink if you want to make changes to the
Benefit Group to which this employee belongs. When you click
Change, the Benefit Group Change form opens. In the Benefit Group
Change form, change the date in the Benefit Group Start Date field,
then click Save to update the information.
Note: This information immediately updates the Benefit Group
History form as a result of the utility mentioned above. (Close the
Benefit Group Change form to return to the Employee Details form.)
To enter a past date in the Benefit Group Start Date field:
• If a Benefit Group History record currently exists with an Effective
Date equal to the past date entered in the Benefit Group Start
Date field, a warning message displays, A change record with an
effective date equal to <past date> already exists. If you continue
the existing record will be replaced. Do you wish to continue? In
the warning message, when you click:
• Yes - The warning message closes. All previously entered
information displays on the Benefit Group Change form.
When you click Save in the Benefit Group Change form, the
system replaces the prior benefit group history record with
the current data.
• No - The warning message closes. All previously entered
information will display on the Benefit Group Change form
EXCEPT for the Benefit Group Start Date field, which
remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective
Date greater than the past date entered in the Benefit Group
Start Date field, a warning message displays, A future dated
change record with an effective date equal to <next date greater
than date entered> currently exists. Are you sure you want to
continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered
information displays on the Benefit Group Change form.Human Resources User Guide © 2026 PrismHR 61 Chapter 5 Maintaining Employee Details
Field Description
When you click Save in the Benefit Group Change form, the
system replaces the prior benefit group history record with
the current data.
• No - The warning message closes. All previously entered
information displays on the Benefit Group Change form
EXCEPT for the Benefit Group Start Date field, which
remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective
Date equal to the past date AND a Benefit Group History record
exists with an Effective Date greater than the past date entered
in the Benefit Group Start Date field, a warning message
displays, A change record with an effective date equal to <past
date> already exists. If you continue the existing record will be
replaced. There is also a future dated change record with an
effective date equal to <next date greater than date entered>. Do
you wish to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered
information displays on the Benefit Group Change form.
When you click Save in the Benefit Group Change form, the
system replaces the prior benefit group history record with
the current data.
• No - The warning message closes. All previously entered
information displays on the Benefit Group Change form
EXCEPT for the Benefit Group Start Date field, which
remains blank. (No benefit group history record is written.)
To enter a current date in the Benefit Group Start Date field:
• If a Benefit Group History record currently exists with an Effective
Date equal to the current date entered in the Benefit Group
Start Date field, a warning message displays, A change record
with an effective date equal to <current date> already exists. If
you continue the existing record will be replaced. Do you wish to
continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered
information displays on the Benefit Group Change form.
When you click Save in the Benefit Group Change form, the
system replaces the prior benefit group history record with
the current data. When you exit the Benefit Group Change
form, the new Benefit Group displays immediately in the
Benefit Group field on the Employee Details form, on theHuman Resources User Guide © 2026 PrismHR 62 Chapter 5 Maintaining Employee Details
Field Description
Work tab in the Assignments panel.
• No - The warning message closes. All previously entered
information displays on the Benefit Group Change form
EXCEPT for the Benefit Group Start Date field, which
remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective
Date greater than the current date entered in the Benefit Group
Start Date field, a warning message displays, A future dated
change record with an effective date equal to <next pending
date> currently exists. Are you sure you want to continue? In the
warning message, when you click:
• Yes - The warning message closes. All previously entered
information displays on the Benefit Group Change form.
When you click Save in the Benefit Group Change form, the
system replaces the prior benefit group history record with
the current data.
• No - The warning message closes. All previously entered
information displays on the Benefit Group Change form
EXCEPT for the Benefit Group Start Date field, which
remains blank. (No benefit group history record is written.)
To enter a future date in the Benefit Group Start Date field:
• If a Benefit Group History record currently exists with an Effective
Date equal to the future date entered in the Benefit Group Start
Date field, a warning message displays, A change record with an
effective date equal to <future date> already exists. If you
continue the existing record will be replaced. Do you wish to
continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered
information displays on the Benefit Group Change form.
When you click Save in the Benefit Group Change form, the
system replaces the prior benefit group history record with
the current data.
• No - The warning message closes. All previously entered
information displays on the Benefit Group Change form
EXCEPT for the Benefit Group Start Date field, which
remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective
Date greater than the future date entered in the Benefit GroupHuman Resources User Guide © 2026 PrismHR 63 Chapter 5 Maintaining Employee Details
Field Description
Start Date field, a warning message displays, A future dated
change record with an effective date equal to <next pending
date> currently exists. Are you sure you want to continue? In the
warning message, when you click:
• Yes - The warning message closes. All previously entered
information displays on the Benefit Group Change form.
When you click Save in the Benefit Group Change form, the
system replaces the prior benefit group history record with
the current data.
• No - The warning message closes. All previously entered
information displays on the Benefit Group Change form
EXCEPT for the Benefit Group Start Date field ,which
remains blank. (No benefit group history record is written.)
• If a Benefit Group History record currently exists with an Effective
Date equal to the future date AND a Benefit Group History
record exists with an Effective Date greater than the future date
entered in the Benefit Group Start Date field, a warning
message displays, A change record with an effective date equal
to <future date> already exists. If you continue the existing
record will be replaced. There is also a future dated change
record with an effective date equal to <next pending date>. Do
you wish to continue? In the warning message, when you click:
• Yes - The warning message closes. All previously entered
information displays on the Benefit Group Change form.
When you click Save in the Benefit Group Change form, the
system replaces the prior benefit group history record with
the current data.
• No - The warning message closes. All previously entered
information displays on the Benefit Group Change form
EXCEPT for the Benefit Group Start Date field, which
remains blank. (No benefit group history record is written.)
Note the following:
• When an Import is used, the Benefit Group is written to the
employee's record using today’s date and the system creates a
benefit group history record immediately.
• When an API is used, the Benefit Group is written to the
employee's record using today’s date and the system creates a
benefit group history record immediately.Human Resources User Guide © 2026 PrismHR 64 Chapter 5 Maintaining Employee Details
Field Description
• When using the Bulk Change utility, the existing functionality
does not change but the system creates a benefit group history
record immediately.
• All New Hire processes (manual entry, Onboarding, Import, API)
create a Benefit Group History record using the Original Hire
Date as the Effective Date assigned to the benefit history record.
• When using the rehire process, the Benefit Group is written to
the employee's record using the current system date as the
Effective Date. If you do not change the Benefit Group when
using the rehire process, the system updates the Benefit Group
to the employee's record using the current system date as the
Effective Date.
• Note: Any changes made in the Employment Details panel
and the Pay Details panel take effect immediately and do
not abide by the date entered in the Rehire Date field in the
Rehire panel. (Future dated changes are not supported. If
you enter a future date, the system uses the current date.)
Retirement Benefit Group Enter or select the Retirement Benefit Group to which this
employee belongs.
If blank, the system defaults to the value in Benefit Group.
Employee Number Enter the identifying Employee Number assigned to this employee.
Labor Union Affiliation Enter or select the Labor Union Affiliation in which this employee is
a member.
Labor Union Start Date Enter or select the Labor Union Start Date on which this employee
started with the union.
PTO Approver Enter or select the name of the person who approves the employee's
PTO requests, which could be the employee's supervisor or manager.
(If your organization is using the paid time off (PTO) requests feature
in Employee Portal (EP) and you have managers set as approvers in
the policy, this is the user who would approve the request. If
necessary, you can enter the ID of an employee at a different client
or a worksite manager or worksite trusted advisor's user ID who has
access to the client.)
Note the following:
• The user entering the PTO Approver must have access to the
worksite manager they are entering as the PTO approver.
• If the employee's supervisor or manager is different from theHuman Resources User Guide © 2026 PrismHR 65 Chapter 5 Maintaining Employee Details
Field Description
PTO Approver, use the Manager field to indicate it.
• If an employee is the PTO approver for only terminated
employees, the system does not include them in the PTO
Approver search list and they cannot be manually entered. In
addition, the employees table in the PTO Approver
Reassignment form does not display these types of PTO
approvers after selecting Find Employees since the system only
displays active employees and employees on a leave of
absence.
• Service providers, worksite managers, and worksite trusted
advisors can assign a manager from a different client as a PTO
Approver or a Manager.
• 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.
Manager Enter or select the employee ID of the person that the employee
reports to upon employment. (If necessary, you can enter the ID of
an employee at a different client or a worksite manager or worksite
trusted advisor's user ID who has access to the client.)
Hierarchy Tier For future development. Does not currently impact the functionality
of PrismHR.Establishing Employment Verification The Employment Verification panel establishes employment eligibility information. 1. Go to the Employment Verification panel and complete the following fields:
Field Description
Form I-9 Filed Select Form I-9 Filed if an INS Form I-9 (Employment Eligibility
Verification) has been filed for this employee.
Form I-9 Renewal Enter or select the Form I-9 Renewal date by which someone must
re-certify this employee’s Form I-9.
Form I-9 ID Document Enter the Form I-9 ID document information from the primary
document:Human Resources User Guide © 2026 PrismHR 66 Chapter 5 Maintaining Employee Details
Field Description
• Select the Form I-9 ID Document that proves the identification
of this employee for compliance with IRCA (Immigration
Reform and Control Act).
• Enter the Form I-9 ID Document Number.
• Enter or select the Form I-9 ID Expiry Date when the Form I-9
identification document expires, if applicable. This field is
optional.
• Enter or select the name of the Form I-9 ID Authority that
issued the Form I-9 identification document.
Note: In Onboarding, when a employee completes the Form I-9
Section 1 with their driver's license information, the information
populates the Form I-9 ID Document, Form I-9 ID Document
Number, and Form I-9 ID Expiry Date fields.
Form I-9 Eligibility Document Enter the Form I-9 eligibility document information from the
secondary document:
• Select the Form I-9 Eligibility Document that proves the
eligibility of this employee for compliance with IRCA.
• Enter the Form I-9 Eligibility Document Number.
• Enter or select the Form I-9 Eligibility Expiry Date when the
Form I-9 eligibility document expires, if applicable. This field is
optional.
• Enter or select the name of the Form I-9 ID Eligibility Authority
that issued the Form I-9 eligibility document.
Note: If the Form I-9 Eligibility Document field contains C- Birth
Certificate, the system does not use a drop-down to select values
for the Form I-9 ID Eligibility Authority field. Instead, you must
enter a value, (for example, a state, county, or town).Submitting E-Verify Request Use the E-Verify panel to submit E-Verify case information. Select Submit to E-Verify to send an E-Verify request. After selecting this field, other details display in the E- Verify Case No and E-Verify Case Status fields, if appropriate.
Maintaining Resident Alien Information The following section maintains resident alien information for the employee.
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Complete the following fields:
Field Description Non-Resident Alien Select Non-Resident Alien if the employee is a non-resident alien. When an employee completes the Federal W-4 form (Employee’s Withholding Certificate) either through Employee Portal or Onboarding, the Non-Resident Alien field is automatically updated here. • If the employee is a non-resident alien, this field is checked. • If the employee is not a non-resident alien, this field is cleared. Alien Registration Number Enter the Alien Registration Number from the employee’s “green card” issued by the INS. The number must start with an A followed by 9 numbers, for example, A123456789. Alien Registration Expiration Enter or select the Alien Registration Expiration Date when the Date employee’s alien registration expires.
Click Save.
Maintaining Employee Identification Information The Miscellaneous panel maintains various employee identification information.
To maintain employee identification information, do the following: 1. Complete the following fields in the Miscellaneous panel as appropriate:
Field Description
Business Owner/Family Select the check boxes as appropriate:
Member/Company Officer
• Business Owner: The employee is an owner of the client. If you
select this check box, the system treats the employee as an S-
Corporation owner, which is not eligible for sheltered benefits
on FIT/SIT. (Note: This selection impacts ACA reporting.)
Note: If an employee is selected as an S-Corp Principal on the
Tax tab (this applies to either a Business Owner or Family
Member), all of their benefits automatically default to "N" in the
Section 125 field (no check mark) on the Employee Benefits
Enrollment form, making their benefits post-tax. In addition, if
you mark the employee as an S-Corp Principal after they are
already enrolled in benefits you need to manually change the
Section 125 plan from Y to N for the employee's benefits
enrollment.Human Resources User Guide © 2026 PrismHR 68 Chapter 5 Maintaining Employee Details
Field Description
• Family Member: The employee is a family member of the
business owner. If you select this check box, the system treats
the employee as an S-Corporation owner, which is not eligible
for sheltered benefits on FIT/SIT. (Note: This selection impacts
ACA reporting.)
• Company Officer: The employee is a client officer. This
selection impacts the unemployment tax in certain states.
When you select this field, the system treats the employee as
an officer for both W/C and SUTA. This means that the state
processing rules set up specifically for officers on the system
level are in effect, as indicated on the State Rules form.
Note: If you select the Officer SUTA Client Based field, the
officer rate will be client-based. You can then set that rate in the
Officer SUTA Rate field on the State Tax Bill Rates (SUTA) form
(for cost) and in the Officer SUTA Rate field (for billing) on the
State Tax Rates (SUTA) form. If you do not set the officer rate, it
is employer-based as indicated on the Employer Details form.
Note: Some states require Business Owner, Family Member, and
Company Officer information for SUTA purposes.
Company W/C Officer Select Company W/C Officer if the employee is the client's workers’
compensation officer. (Note that this selection can impact the cap on
workers’ compensation rates.)
On the W/C side, if you select the Company W/C Officer field for an
employee or you make an "officer" selection and do not select the
Company W/C Officer field, the system automatically determines
the employee is an officer for W/C purposes. This means that the
state processing rules are followed for the cost side at least (bill side
is determined by the bill template for the client, field “Workers
Comp High Comp").
Tax Credit Eligible Select Tax Credit Eligible if the employee is eligible for a tax credit
under a state-sponsored worker tax credit program.
1099 Contractor Select 1099 Contractor, if the employee is a 1099 contractor. If you
select 1099 Contractor, the system will not deduct taxes from the
employee or bill them to the employer, including the following:
• Year-end Form W-2
• Federal/State income tax withholding
• FICA withholdingHuman Resources User Guide © 2026 PrismHR 69 Chapter 5 Maintaining Employee Details
Field Description
• FUTA and SUTA withholding
Alternate ID Alternative ID for 1099 Contractors, if required.
Agricultural Worker Select Agricultural Worker if the employee is an agricultural worker
and the employee’s income will be reported to the IRS on Form 943
instead of on Form 941. (Note: You must select this field at the time
of payroll initialization in order for employees to be reported as 943
and displayed on the report.)
OSHA 10 Certified Select OSHA 10 Certified if the employee has Occupational Safety
and Health Administration (OSHA) 10 Certification and will be
tracked as such in the system. (Note: The system does not use this
information on any reports. Instead, this selection exists so you can
mark it for your own purposes.)
Clock Number Enter the Clock Number, which is the employee's ID for the time
clock.
Related Enter the Employee ID of a fellow employee who is related to this
employee. The Employee Name displays.
Note: The FAMILY_RELATIONSHIP custom feature code must be
enabled on the System Parameters form to display the Related
section.Establishing and Maintaining Employee Pay Information You can establish and maintain employee pay information using the Pay tab on the Employee Details form.
Tracking Employee Compensation Information The Compensation panel displays and tracks employee compensation information.
To track employee compensation information, do the following: 1. Go to the Employee Details form on the HR|Change menu. 2. Enter or select the Employee. 3. Click the Pay tab and complete the following fields in the Compensation panel:
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Field Description
Pay Group Select the Pay Group to which the employee belongs. You must assign a pay
group to every employee. The system uses the employee pay group
assignment and data entered in the Pay Date Control Record to determine
which employees to pay on a given pay date.
Pay Period All employees in a pay group have the same Pay Period. This field is auto-
populated based on the Pay Group selected above.
If on a given pay date you need to assign an employee to a pay period other
than the one assigned to the pay group, you can create a Temporary Tax
Override Record for that employee.
Pay Periods Per Week This field appears only when the employee’s pay period is "Daily".
• Values can be entered as a whole number from 1 to 7 or left blank. This
field lets you define how many times per week a daily employee is
expected to be paid (1–7), which supports more accurate daily
garnishment minimum net pay calculations when employees are paid
fewer than five times per week.
• Changing from a daily to a non-daily pay period requires this field to be
cleared; you’ll be prompted to remove the value before completing the
change.
• Updating this field affects garnishment minimum net pay calculations
on a go-forward basis; existing garnishment amounts are not
automatically recalculated.
Pay Method Select the Pay Method by which the employee is paid, either Hourly, Salary,
Variable Salary, Commission, or Driver.
Important! You must enable all pay codes within a payroll as Include in
Variable Salary Pay when using Variable Salary, so the system performs the
correct calculation. If you need to pay an employee with a mix of variable
salary and non-variable salary pay codes, you must pay the non-variable
salary pay codes in a different payroll batch. In addition, if you need to pay
an employee with a mix of Pay Types for the variable salary pay codes, you
must pay each Pay Type in a different payroll batch.
Note the following when the Pay Method is set to Variable Salary:
• Variable Salary only displays if the VARSALMETHOD custom feature
code is enabled on the System Parameters form. (This option lets you
track the hours that salary-exempt employees actually work.)
• The system accurately tracks 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 forHuman Resources User Guide © 2026 PrismHR 71 Chapter 5 Maintaining Employee Details
Field Description
grant purposes.
• Employees will always be paid their per pay period amount regardless
of the number of hours worked.
Auto Accept T/S Select Auto Accept T/S if the time sheet should automatically populate with
a default number of hours.
Important! For clients who are set to Self Service, note that Auto Accept
T/S is used in conjunction with Default T/S Hours to allow a payroll that
only consists of salaried employees to proceed in TSOKAUTO status, so it is
ready to calculate without finalizing the payroll.
Default T/S Hours If the system should populate the time sheet with a standard number of
hours during each pay period, enter the Default T/S Hours to use.
Note the following:
• If you change the employee’s Default T/S Hours and the employee is
salaried, the system prompts you to choose whether to update the
time sheet hours that might exist in a current payroll batch to the
default time sheet hours you entered. Click Yes if you want the system
to make this change; the change occurs when you click Save.
• Click the Pay Rate Change link to open the form where you can change
the pay rate see Making a Pay Rate Change for an Employee on page
185. Once the form opens, press Tab to populate the pay rate. This
feature is only available to users with correct permissions.
First Pay Period Hours Enter the First Pay Period Hours to indicate the number of hours the
employee was paid in their first pay period. Typically, this applies to salaried
employees whose start date falls in the middle of a pay period.
Benefit Salary Enter a Benefit Salary amount to use as an override for any benefit
calculations based on salary, if needed.
Change Click to open the Benefit Salary Maintenance modal form to update the
benefit salary of the selected employee.
Benefits Per Hour Enter the Benefits Per Hour, which is the cost of benefits per hour amount.
The system uses this for the certified pay rate calculation.
Per Diem Enter the Per Diem rate for non-taxable per diem, if needed.
Last Pay Date The Last Pay Date indicates the most recent day on which the employee
received pay.Human Resources User Guide © 2026 PrismHR 72 Chapter 5 Maintaining Employee Details
Tracking Employee Performance Review Information Use the Performance panel to track the employee performance review information.
To track employee performance review information, do the following: Complete the following fields in the Performance panel:
Field Description Last Performance Review Enter the date of the employee’s Last Performance Review. Last Performance Rating Enter or select the employee’s Last Performance Rating code. See Establishing Employee Ratings on page 27 for more information. Performance Agreement Select Performance Agreement if this employee is subject to the terms of a performance agreement. Job Description Title At Last Enter the employee’s Job Description Title At Last Performance Review. Performance Review Next Performance Review Enter the date of the employee’s Next Performance Review. Next Pay Review Enter the date of the employee’s Next Pay Review. You can leave this field blank if it is the same as the Next Performance Review date.
Indicating Employee Allocations The Allocations panel indicates whether an employee works in more than one department. When PrismHR creates a time sheet for this employee, the departments indicated on the Allocations panel display on the time sheet.
To indicate employee allocations, do the following: Complete the following fields in the Allocations panel:
Field Description Allocation Template Enter or select the labor Allocation Template to use for this employee. Allocation Table In the table, enter the allocation lines as needed. If you leave any fields blank, the system uses the values from the Work tab. • Enter or select the Location code. • Enter or select the Division code. • Enter or select the Dept code.
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Field Description • Enter or select the Project code. • Enter or select the Position code. Note: You can stop the system from suppressing 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), by enabling the system-level payroll/timesheet code custom feature code, ALT_Alloc_Handling. This is useful when an employee’s home position on their employee record does not match the position in the timesheet (for example, when an employee’s position is changed effective today or in the past, but the effective date of the change is outside of the pay period dates). • Enter the Percent allocation.
Importing Labor Allocation Data You can access the Labor Allocations import template in the Data Import Tool from this form to import labor
allocation data by clicking Import in the Allocations panel. 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: 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 Labor Allocations import template option. Note the following when
importing Labor Allocations data: • 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,
“
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• 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.
Establishing Alternate Pay Rates Use the Alternate Rates panel to establish alternate pay rates for an employee. 1. Enter each Alternate Pay Rate amount as required for this employee. 2. Click Save. Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)
Establishing Employee Tax Information You can establish federal, state, and local employee tax information and miscellaneous tax information using the Tax tab on the Employee Details form.
Maintaining Employee Federal Tax Information Use the Federal Tax Filing panel to maintain employee federal tax information. Note: If an employee has any type of tax override, such as an income tax override or miscellaneous tax override, the Tax Calculation Override link displays for service providers, worksite managers, and worksite trusted advisors who have Full or Inquiry access to both the Employee Details form and the Tax Calculation Overrides form. (Selecting this link opens the Tax Calculation Overrides form, displaying the employee’s income tax overrides.)
To set up federal tax information for an employee, do the following: 1. Go to the Employee Details form on the HR|Change menu. 2. Enter or select the Employee. 3. Click the Tax tab. 4. Select the employee’s Federal Filing Status. If you activated the 2019STATUSES custom feature code, two additional options display in this field: Single or Married, but withhold at higher Single rate and Married. Selecting one of these options allows users to continue accessing 2019 W-4 filing statuses (the other options pertain to 2020). 5. If necessary, update the following fields. These fields correspond to the 2020 version of IRS Form W-4 and can be populated when an employee is first hired:
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Field Name Description
Multiple Jobs Select this option if the employee meets the requirements needed to
check the "Multiple Jobs" box on Form W-4. See the instructions on Form
W-4 for detailed information.
Claim Dependents ($) The total amount of child tax credit and other dependents-related credit
claimed by the employee. See the instructions on Form W-4 for more
information.
Other Income Any other income the employee expects to receive (not from any jobs they
work), as defined by Form W-4.
Deductions ($) The amount calculated on the Form W-4 Deductions Worksheet for this
employee. (See the Form W-4 instructions for detailed information.)
Override Type Select the Override Type to use when calculating the amount to withhold
for income taxes paid to the federal government.
• Add to Withholding: Adds the amount to the calculated value.
• Fixed Amount: Uses the amount entered in the Override Amount
field as the amount to withhold.
• Block Withholding: Blocks the withholding of income tax from the
employee's pay.
• Percentage: Specifies a percentage of net taxable pay to withhold.
Override Amount Enter the Override Amount to use in conjunction with the Override Type.
FICA Exempt This field is unchecked by default. Check this box if the employee is
exempt from FICA taxes.
FICA Exempt Thru Date Enter or select the FICA Exempt Thru Date to stop the employee's FICA
Exempt taxation from calculating. Note the following when enabling this
field:
• If you enter a FICA Exempt Thru Date and do not select FICA Exempt
(see step 7), the following error message displays, "The FICA Exempt
field must be selected before you can add a thru date."
• If you remove the FICA Exempt Thru Date but FICA Exempt is still
selected, the employee remains FICA Exempt.
• If you deselect FICA Exempt, the FICA Exempt Thru Date
automatically clears.
• You can control this field's display using field-level security. (See the
in-product help or the System Administration Guide for details about
enabling/disabling field-level security.)Human Resources User Guide © 2026 PrismHR 76 Chapter 5 Maintaining Employee Details
Field Name Description
Form 4029 Filed This field is unchecked by default. Check this box if the employee has filed
Form 4029. Members of recognized religious groups file Form 4029 to
apply for exemption from Social Security and Medicare taxes.
Railroad Employee This field is unchecked by default. Check this box to calculate railroad taxes
(and suppress Social Security and Medicare taxes) for the employee.
Note: Railroad taxes are not reported on Form 941 and are not posted
to the Employer 941 Register. These taxes are included in the MasterTax
RTS file. They need to be reported on the Form CT-1 Employer’s Annual
Railroad Retirement Tax Return. PrismHR and MasterTax do not
currently support the Form CT-1.
Form W8 Filed This field is unchecked by default. Check this box if the employee has
submitted Form W-8 BEN or Form W-8 BEN-E. This setting is applied to tax
reports. Tax suppression is managed using the Tax Exemption field on the
Employee Types form.
Federal W-4 Filed Select Federal W-4 Filed if the employee has filed that application.
Federal W-4 Year Enter the Federal W-4 Year when the form was filed.
Federal Allowances If necessary, enter or update the number of Federal Allowances (pre
(Pre 2020) 2020) (exemptions) claimed by the employee. This applies to tax years
prior to 2020.
Note: The system calculates federal withholding amounts for taxes using
rates stored in the tax tables. If appropriate, you can override the default
calculation using the Override Type and Override Amount fields. For
example, some employees want to increase their income tax withholding
by a fixed amount. You would select Add To Withholding and then enter
the amount to add to the calculated amount. (Note that the system does
not add this additional amount to income tax calculated on
supplemental earnings.)
Alternate Tax Calc Select the Alternate Tax Calc Method to use to calculate this employee's
Method federal income tax, either Annualized or Cumulative. If you leave it blank,
the system uses the Annualized method. See Cumulative Versus
Annualized Tax Calculations on page 78.
Eligible Visa Category Select one of the applicable eligible visa categories from the following
drop-down. If you select any option other than --Select--, you will have to
enter a Visa Starting Pay Date and a Visa Ending Pay Date.
• --Select-- - Select this option if there is no eligible visa category to
be applied
• F-1 StudentHuman Resources User Guide © 2026 PrismHR 77 Chapter 5 Maintaining Employee Details
Field Name Description
• J-1 Student
• J-1 Scholar
• H-2A Agricultural Worker
Note: When an employee has an eligible visa type and the payroll check
date falls on or between the visa's start and end dates, the system will
fully suppress FICA (Employee and Employer) and FUTA taxes, meaning
they will not appear on the payroll voucher. If the payroll check date falls
outside the eligibility range, or if a visa type is selected without defined
dates, FICA and FUTA taxes will be withheld as usual.
Note:
• This feature is currently supported by the restartable payroll engine.
• Retroactive adjustments are not automated; if a visa flag or eligibility
dates are updated after a payroll is finalized, manual adjustments may
be required for previous pay periods.
Visa Starting Pay Date Enter the visa starting pay date for the selected eligible visa category
above. This date cannot be later than the Visa Ending Pay Date. You cannot
enter this date unless you have selected an eligible visa category above. If
you have selected an eligible visa category above, you must enter this
field.
Visa Ending Pay Date Enter the visa ending pay date for the selected eligible visa category
above. This date cannot be earlier than the Visa Starting Pay Date. You
cannot enter this date unless you have selected an eligible visa category
above. If you have selected an eligible visa category above, you must enter
this field.Cumulative Versus Annualized Tax Calculations The difference between the two calculations can be marked, especially when an employee’s payment amounts are erratic.
Wages Cumulative Method Annualized Method
Week 1 $500.00 $25.82 $25.82
Week 2 500.00 25.81 25.82
Week 3 500.00 25.81 25.82Human Resources User Guide © 2026 PrismHR 78 Chapter 5 Maintaining Employee Details
Wages Cumulative Method Annualized Method
Week 4 500.00 25.83 25.82
Week 5 3,000.00 400.82 681.01
Subtotal $504.09 $706.83In the table, a salesperson receives a monthly commission check. If the amount of the commission considerably exceeds the employee’s regular salary payments; • The annualized tax rate calculation returns a tax rate based on a higher tax bracket, resulting in a larger tax deduction amount. • The cumulative method calculates the tax rate based on a cumulative average of the month’s earnings, returning a tax deduction amount that is a more accurate representation of the employee’s overall earnings.
Establishing Employee’s State Tax Information The State Tax Filings panel establishes employee state tax information. 1. Go to the State Tax Filings panel and complete the following fields:
Field Name Description
State Enter or select the State two-character postal code.
Filing Status Enter or select the employee's Filing Status for the state.
Allowances Enter the number of withholding Allowances (primary exemptions)
for the state.
Sec. Allowances Enter the number of withholding Sec Allowances (secondary
exemptions). (Few states require this.)
Alternative Calculation Code Select the Alternative Calculation Code to use to calculate income
for the state. This applies only to New Jersey, Arizona, and Arkansas.
Exempt From 1997 until 2021, this field was only used for employees subject
to Mississippi taxes. In 2022, this field was extended for use in
Colorado tax calculation with no change to the Mississippi
functionality.
Mississippi: Mississippi employees must provide their state tax
exemption claims on a separate form. Enter that exemption amount
here.
Colorado: Enter the annual withholding allowance claimed by the
employee.
Indiana: For the state of Indiana, the system can now capture theHuman Resources User Guide © 2026 PrismHR 79 Chapter 5 Maintaining Employee Details
Field Name Description
exemption for "adopted qualifying dependent" on the new hire form.
When processing the Form WH-4 (Employee's Withholding
Exemption and County Status Certificate) for the state of Indiana
through Onboarding or Employee Portal, the updated Form WH-4 is
now available and any entry for adopted qualifying dependents will
be reflected in PrismHR. For the state of Indiana, this value will be
stored here. This value does not currently factor in this employees
tax withholding amount. Support for the tax calculation to include
this exemption amount will be included in a future release.
Sup. Exempt This field is only required for employees subject to Mississippi taxes.
Enter the supplemental exemption amount claimed by the employee.
Override Type Select the Override Type to use when calculating income taxes for
the state, if appropriate.
• Add to Withholding: Adds the amount to the calculated value.
• Fixed Amount: Uses the amount entered in the Override
Amount field as the amount to withhold.
• Block Withholding: Blocks the withholding of income tax from
the employee's pay.
• Percentage: Specifies a percentage of net taxable pay to
withhold.
Override Amount Enter the Override Amount to use in conjunction with the Override
Type.
Multiple Jobs Select whether the employee has Multiple Jobs and enter their
Dependents, Other Income, and Deductions values. These are
entered on their state W-4 and correspond to the federal-level values
in the table above (see Maintaining Employee Federal Tax
Information on page 75).
Non-Res Cert Filed Select Yes (default is --Select--) from the Non-Res Cert Filed drop-
down if the employee has filed a certificate of non-residency for this
state. A certificate of non-residency is a document filed by an
employee covered by a reciprocal agreement certifying his or her
eligibility for exemption from withholding in the state in which he or
she performs services. If you select No, the system does not activate
reciprocity.
Non-Res. Cert. Year Enter the Non-Res. Cert. Year when this non-residential certification
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Field Name Description
W-4 Filed Select Yes from the W-4 Filed drop-down if a State Employee
Withholding Allowance Certificate is on file for this employee.
State W-4 Year Enter the State W-4 Year covered by the most recent State Employee
Withholding Allowance Certificate on file.Establishing Employee’s Local Tax Information Use the Local Tax Filings panel to establish employee local tax information, if required. 1. Go to the Local Tax Filings panel and complete the following fields:
Field Description
Authority ID Enter or select the Authority ID for the locality. The Authority Name
displays.
Filing Status Enter or select the employee's Filing Status code for this locality. The
Local Filing Status description displays.
Local Non-Residency Select Yes from the Local Non-Residency Certificate drop-down if the
Certificate Local Employee Withholding Allowance Certificate is on file for this
employee.
Allowances Enter the number of primary withholding Allowances (exemptions)
for this locality.
Local Additional Enter the additional amount to be withheld each pay period for city
Withholding or county income tax in the Local Additional Withholding field.Setting Up Special Tax Rules Use this section to establish settings related to local taxes with more complex configurations. 1. Go to the Special Tax Rules panel and complete the following fields:
Field Description
Tax Event Code Select one of the following options:
• Multnomah County Tax
• Portland Metro TaxHuman Resources User Guide © 2026 PrismHR 81 Chapter 5 Maintaining Employee Details
Field Description
• Washington Cares Tax - Assign this only if an employee
is exempt from Washington Cares Tax. If you select this
option, the Opt In / Opt Out field below defaults to Opt
Out. If you select Opt In from the drop-down, you will
receive an error stating 'Opt Out' is the only valid
option for Tax Event Code - 'Washington Cares Tax'.
Opt In / Opt Out Select one of the following options:
• Opt In - the employee will opt in for tax accrual at a flat
amount per pay period
• Opt Out - the employee will opt out of the accrual of
the tax entirely
Flat Amt If you have selected Opt In above, enter the flat tax
amount per pay period, as elected by the employee.Setting Up Local Authority Information The New Hire Tax Forms panel lists the forms that were not automatically processed during the onboarding process. Before users can run a payroll that includes this employee, your organization must handle all forms.
To set up local authority information, do the following: 1. Review the New Hire Tax Forms list. 2. Set up the local authority information as required in the Local Tax Filings panel.
Note: If you do not enter this information, and you set all forms to Handled, Vertex calculates the default local tax authority information. The system will not use the information entered by the employee.
Maintaining Miscellaneous Tax Information The Miscellaneous panel maintains other tax information for the employee. 1. Go to the Miscellaneous panel and complete the following fields:
Field Description
Electronic Form W-2 Select Electronic Form W-2 if the employee receives an electronic
Form W-2 rather than a paper form. When an employee completesHuman Resources User Guide © 2026 PrismHR 82 Chapter 5 Maintaining Employee Details
Field Description
the Elect W-2 form (Elect Electronic W-2s) either through Employee
Portal or Onboarding, the Electronic Form W-2 field is automatically
updated here.
• If the employee chooses to receive Form W-2 electronically, this
field is checked.
• If the employee chooses not to receive Form W-2 electronically,
this field is cleared.
If the employee is a cross-hire, checking or clearing this field also
checks or clears the same field for all clients for which the employee
works.
Electronic 1095C Form Select Electronic 1095C Form if the employee elected to participate
in the early electronic Form 1095-C program. The employee can log
in to Employee Portal (EP) and find their 1095-C using the menu item
before March 2. Employees who do not elect to participate in the
program should receive it in the mail, and can access it online
starting on March 2.
Refer to the ACA User Guide for information on employee access to
the form.
School District Enter the Vertex School District code (must be numeric) for the
applicable school district. (See the codes in the Vertex Calculation
Guide.)
S-Corp Principal Select S-Corp Principal if this employee is a principal officer of an S
Corporation according to the IRS definition.
Override PSD Code Enter the assigned Override PSD Code for the employee. If you leave
this field blank, the system uses the assigned GeoCode. The system
uses this to print Form W-2s for employees in particular Political
Subdivision localities in Philadelphia.Depositing All or Part of Employee’s Net Payment You can determine whether to deposit all or part of an employee’s net payment directly to one or more accounts using the Deposit tab on the Employee Details form. Note: Information for the following fields does not display for deidentified employees: • Suppress Account Number Print
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• Pay Types to Deposit • DD Exclude Amt
Setting Direct Deposit Status You can set the status for all direct deposits using the Status panel.
To set direct deposit status: 1. From HR|Change, select Employee Details. The Employee Details form displays. 2. Enter or select an Employee. 3. Select the Deposit tab. 4. Complete the following fields in the Status panel:
Field Description
Deposit Status Select the Deposit Status:
• If the status is Active, PrismHR generates an ACH entry for
the voucher.
• If the status is Inactive, PrismHR produces a pay check during
payroll processing for the net amount of the pay voucher.
Note: If an employee is terminated and the If ACH, Turn Off
ACH? field is enabled on the Employee Termination form, all
records for the employee's direct deposit become inactive.
Pay Types to Deposit Select the Pay Types to Deposit for which the system makes direct
deposits:
• All: All voucher types
• Regular: Only regular checks
• Vacation: Only vacation checks
• Supplemental: Only supplemental checks
• Reg & Vac: Regular and vacation checks
• Reg & Sup: Regular and supplemental checks
• Sup & Vac: Supplemental and vacation checks
Suppress Account Number Select Suppress Account Number Print to prevent the printing of
Print the employee’s bank account number on the direct deposit advice.Maintaining Direct Deposit Account Information You can maintain the accounts where direct deposits are made using the Direct Deposit Information panel.
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To maintain the accounts for direct deposits: 1. Complete the following fields in the Direct Deposit Information panel:
Field Description
Type Select the bank account Type for the deposit transaction:
• Checking: A checking account.
• Savings: A savings account.
• EE HSA to Checking: Employee’s HSA contribution to checking account.
• Co HSA to Checking: Company’s HSA contribution to checking account.
• EE HSA to Savings: Employee’s HSA contribution to savings account.
• Co HSA to Savings: Company’s HSA contribution to savings account.
• Payroll Deduction: Routes payroll deduction amounts via ACH to a
designated account.
Note: The Payroll Deduction type is only available for service providers.
• Non-ACH Transmittal: Transmittal not processed by ACH.
• Deduction 1, Deduction 2, Deduction 3: Voluntary ACH deduction.
Selecting these options automatically populates the Method field as
Fixed and the Amount field as 0.00, which cannot be changed. In
addition, you cannot set the Limit if you select one of these option
types.
Note the following:
• These options only display if you enable the VOLUNTARYDEDACH
custom feature code on the System Parameters form.
• During ACH processing, the system processes the deduction (direct
deposit) the same as it does for checking accounts, where it displays
as a credit in the ACH reports and through to the bank file. (Note:
These deduction options only apply to a checking account.)
Note: If you select the EE HSA to Checking or EE HSA to Savings bank account
type, you must also select the Co HSA to Checking or Co HSA to Savings bank
account type. If you do not make this selection, a warning displays because
HSA accounts should include both an employee and a company entry.
Transit Number Enter or select the nine-digit ABA Transit Number of the receiving bank or
other financial institution. The Bank Name displays.
If the correct transit number is not available, you need to create it; see the
Payroll User Guide.Human Resources User Guide © 2026 PrismHR 85 Chapter 5 Maintaining Employee Details
Field Description
Account Number Enter the Account Number associated with the transit number where the
money will be deposited.
Note: With the REKEY.DDA custom feature code enabled, if you enter an
incorrect account number in this form simply click Cancel to re-enter the
account number while retaining the other direct deposit information you
already entered.
Pay Type Select the Pay Type for which type of ACH is active:
• All: All voucher types
• Regular: Only regular checks
• Vacation: Only vacation checks
• Supplemental: Only supplemental checks
• Reg & Vac: Regular and vacation checks
• Reg & Sup: Regular and supplemental checks
• Sup & Vac: Supplemental and vacation checks
Method Select the Method used to determine the deposit Amount, and then enter
that value:
• Fixed: Enter the exact dollar Amount to deposit, assuming that the net
pay amount available is greater than or equal to that amount.
• Percentage: Enter the percentage Amount of net pay to deposit into the
account. You can also enter the Limit amount, which is the maximum
deposit amount.
• Remaining Balance: Select this method to deposit the employee’s entire
net pay amount—or the remaining balance—to this account. If the total
pay voucher is split between more than one bank account, use this
method for the last account in the list. Whatever amount remains after
calculating the previous lines, PrismHR deposits that to the account.
Note the following that occurs when you change the Percentage option
to the Remaining Balance option on an existing entry in the following
scenarios:
• If there is a value in the deposit Amount field, the following message
displays when you make the update and click Save: "There cannot be
a value in the Amount field on line <line number> when using the
Remaining Balance method."
• If there is a value only in the Limit field, the following message
displays when you make the update and click Save: "There cannot beHuman Resources User Guide © 2026 PrismHR 86 Chapter 5 Maintaining Employee Details
Field Description
a value in the Limit field on line <line number> when using the
Remaining Balance method."
• If there is a value in both the deposit Amount field and the Limit
field, the following message displays when you make the update and
click Save: "There cannot be an amount in either the Amount or Limit
field on line <line number> when using the Remaining Balance
method."
• Designating one account to receive the remaining balance ensures that
the total amount of the voucher will be deposited. For example, the
employee splits their vouchers between two accounts, and it is set to
apply 50% to each. If the voucher were for an odd amount, the system
would generate a check for one penny. If one is set to 50% and the other
is set to remaining balance, the half plus the penny would go to the
account receiving the remaining balance.
• Fixed Skip: Enter a fixed amount that will be skipped if the full amount
cannot be posted.
• Percentage of Net After Taxes: Enter the percentage Amount of net pay
to deposit to the account after tax deductions.
Status Select the Status of the direct deposit account:
• Prenotification: The system creates a direct deposit transaction for this
bank account, with a deposit amount of zero.
Note: If a direct deposit prenotification fails, it remains in Prenotification
status. When the client receives notification that the prenotification was
rejected, you must manually set the Status to Deposit Inactive (see
below).
• Deposit Active: Prenotification process is complete.
• Deposit Inactive: Deposits are inactive.
Typically, you must put new direct deposit accounts through a prenotification
process. During that process, the system makes a transaction with a deposit
amount equal to zero. Once the prenotification process is complete, set the
Status to Deposit Active. The Prenote Date populates with the date of the
prenotification.Setting Exclusion Amounts You can set exclusion amounts using the Amounts Excluded from Direct Deposit panel. If the same amount applies to all Direct Deposit exclusions, enter the amounts for each exclusion type.
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To set exclusion amounts: 1. Complete the following fields in the Amounts Excluded from Direct Deposit panel:
Field Description
DD Exclude Voucher Types Select the DD Exclude Voucher Type against which this exclusion
amount applies:
• Regular: Only regular checks
• Vacation: Only vacation checks
• Supplemental: Only supplemental checks
DD Exclude Amt Enter the DD Exclude Amt for this exclusion. This amount goes on
a paper check; the system processes any net pay beyond this
amount as a direct deposit.Storing Account Information for Pay On-demand Processing You can store employees’ account information for pay on-demand processing using the Pay On-Demand Account panel. Note the following: • Employees can only have one pay on-demand account where these types of funds will be deposited. • You can only use a pay on-demand account when the payroll is marked as Manual in the payroll options. (The system ignores this account for any other payroll type.). • The system records changes made to the pay on-demand account information in the audit log. • Payrolls set to Pay On-Demand ignore the settings in the Amounts Excluded from Direct Deposit panel.
To store employees’ account information for pay on-demand processing: 1. Complete the following fields in the Pay On-Demand Account panel.
Field Description
Status Select the Status of the direct deposit pay on-demand account:
• Active: Deposits are active.
• Inactive: Deposits are inactive.
Transit Number Enter or select the nine-digit ABA Transit Number of the pay on-
demand account's receiving bank or other financial institution. The
Bank Name displays.
If the correct transit number is not available, you need to create it;Human Resources User Guide © 2026 PrismHR 88 Chapter 5 Maintaining Employee Details
Field Description
see the Payroll User Guide.
Account Number Enter the Account Number associated with the transit number
where the pay on-demand funds will be deposited.
Note: With the REKEY.DDA custom feature code enabled, if you
enter an incorrect account number in this form simply click Cancel
to re-enter the account number while retaining the other direct
deposit information you already entered.
Vendor Select the vendor who processes the pay on-demand funds.
Note: When you set the pay on-demand account Status to Active,
after you enter a Transit Number and move to the Account
Number field, the system automatically displays the Vendor
associated with that transit number. For example, if you enter the
Pathward (124085244) or the Greendot (124303162) transit
number, the system pre-populates the Vendor field with rapid!
PayCard.Tracking Employee Skills and Education You can track the skills and education the employee has achieved using the Skills & Education tab on the Employee Details form.
To track the skills and education the employee has achieved: 1. Complete the following:
Field Name Description
Skills
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Field Name Description Skill Code Enter the employee’s skill code or search for a skill code or description by clicking the Skill Code hyperlink and selecting a skill code or description from the list. (You can use the “Refine Search” options to quickly search for a skill code or description.) Skill Description After making your selection above, the skill description displays.
Skill Comment You can fill in any comments that you may like to add related to this skill of the employee. Competency Level Enter the competency level of the employee for this skill, using a numeric scale of 1-100. Date Certified Enter the date when this employee most recently received certification in this skill. Renewal Date Enter the date when this employee must renew certification of this skill.
Education School Name Enter the name of the school this employee attended. Years Enter the number of years completed at this school. Graduated Indicate whether the employee graduated from this school. Select one of the following options: • Yes - Indicates that this employee graduated from this school. • No - Indicates that this employee did not graduate from this school. Year Graduated Enter the year in which this employee graduated from this school. Degree Earned Enter the name of the degree earned by this from employee from this school. Comment You may fill in any comments related to this school education of the employee.
WH347 Skill Trade Classification - This information will be used to populate the corresponding information on the new Form WH-347
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Field Name Description Journeyworker/Apprentice Select an option from the following dropdowns: • Blank (default) - Select this option if the employee is neither a Journeyman nor a Registered Apprentice. • Journeyworker - Select this option if the employee is a journeyworker. • Registered Apprentice - Select this option if the employee is a registered apprentice. Apprentice Program Approval This field will only display if you select Registered Apprentice above. Select one of the options from the following dropdowns: • Blank (default) - This option will auto-populate if the employee is neither a Journeyworker nor a Registered Apprentice. • DOL’s Office of Apprenticeship - Select this option if the employee is registered with the U.S. Department of Labor’s Office of Apprenticeship. • State Apprenticeship Agency - Select this option if the employee is registered with a State Apprenticeship Agency. Level of Progression This field indicates the level of apprenticeship of the registered apprentice. Select one of the options from the following dropdowns: • Blank (default) - This option will auto-populate if the employee is neither a Journeyworker or a Registered Apprentice • Level 2 • Level 3 • Level 4 • Level 5 • Level 6 • Level 7 Comment You may fill in any comments related to this skill/trade classification of the employee.
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Tracking Employee Property You can track any client property assigned to the employee using the Property tab on the Employee Details form.
Listing the Employee’s Property You can list the employee’s property on the Property panel.
To list client property assigned to the employee, do the following: 1. Enter the Property Code that represents the client property assigned to the employee. The Description displays. 2. Enter the Date Issued, which is when the employee received the client property. 3. Enter the Serial No. of the client property. 4. Enter the estimated value of the client property in the Property Value field. 5. When the employee returns the property to the client, enter the Date Returned. 6. Enter any Comments specific to this client property.
Listing the Employee’s Vehicle You can list the employee’s vehicle property on the Vehicle Information panel.
To list the vehicle assigned to the employee, do the following: 7. Enter the Make of the employee’s vehicle. 8. Enter the Model of the employee’s vehicle. 9. Enter the Year of the employee’s vehicle. 10. Enter the Date Added, this is the date that the vehicle is starting use for company business. 11. Enter the Date Removed, this is the date when this vehicle is no longer used for company business. 12. Enter the Registration Number of the vehicle.
Maintaining the Employee’s License Information You can maintain the employee’s driver’s license information on the License Information panel.
To maintain the employee’s driver license information, do the following: 13. Enter the employee’s Driver’s License Number. 14. Enter the Driver’s License Class designation of the license. 15. Enter the License Expiration Date when the driver’s license expires. 16. Enter the State Issuing License, which is the state that issued the driver’s license.
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Maintaining Employee’s Auto Insurance Policy Information You can maintain the employee’s auto insurance policy information on the Auto Insurance Policy panel.
To maintain the employee’s auto insurance policy information, do the following: 17. Enter the Carrier Name of the employee’s auto insurance. 18. Enter the Policy Number of the employee’s auto insurance. 19. Enter the Policy Start Date, the date the auto insurance policy started for that employee. 20. Enter the Policy Expire Date, the date the auto insurance policy will expire. 21. Enter the Policyholder Name, this is the person that holds the auto insurance for that employee. 22. Click Save. Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)
Tracking Other Employee Information You can track other employee information using the Other tab on the Employee Details form.
Maintaining Miscellaneous Employee Information Use the Miscellaneous panel to maintain employee information, including tax- and health-related information for specific states.
To maintain miscellaneous employee information: 1. Go to the Employee Details form on the HR|Change menu. 2. Enter or select the Employee. 3. Click the Other tab and complete the following fields as available and needed in the Miscellaneous panel:
Field Description
Handbook Mailed On Enter or select the date the employee handbook was sent to the employee
in the Handbook Mailed On field.
Handbook Received On Enter or select the date the employee confirmed receipt of the handbook in
the Handbook Received On field.
Background Test Done Select Background Test Done if someone performed a background check on
the employee.
Background Test Date Enter or select the date the background test was completed in the
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Field Description
Applicant ID The candidate/applicant number of a new hire who was originally
documented as a job candidate and then processed as a new hire by
selecting Hire from the Actions menu on the Job Candidates form.
Note: If there is a new hire approval, the approval must be successfully
completed before the candidate number displays in the Applicant ID field.
Onboarding in Progress Select Onboarding in Progress to indicate whether this employee’s
onboarding is in process. To ensure that tax information is complete, the
system only includes employees in payrolls after they finish onboarding.
Electronically Onboarded Select Electronically Onboarded if this employee completed the onboarding
process through the web.
Electronically Onboarded If applicable, the Electronically Onboarded Date displays the date on which
Date the employee completed the onboarding process through the web.
Enrollment Suspended Until Enrollment Suspended Until indicates the date until which an employee’s
enrollment is suspended, if the enrollment is suspended.
Employee Last Confirmation After the employee completes the enrollment, the enrollment confirmation
#/Date number displays in the Employee Last Confirmation # field. The Date of the
enrollment also displays. You can click the Conformation Statement icon
to view the confirmation statement.
Un-Enroll in Electronic Pay If available, select Un-Enroll in Electronic Pay Stub if the employee does not
Stub want electronic pay stubs.
Tax Geocode Override Select Tax GeoCode Override Option to override standard Vertex GeoCode
Option values:
• --Select--: No override; the system uses the worksite location for the
GeoCode. This is the default behavior.
• Override Work GeoCode with Resident GeoCode: The system uses the
employee’s resident GeoCode, defined in the Employee DetailsAddress
tab (either GeoCode or Override GeoCode) instead of the worksite
location’s GeoCode. Typically, you would select this when employees
work from home. (Note: This option is aligned with the Resident State
Based option on the Client|Change|Client Benefit form's Calculation
Options field. )
• Override Work GeoCode with Home Location GeoCode: The system
uses the employee’s "home" location assignment to supply the
GeoCode for the location-based portion of taxes. This selection is not
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Field Description
• Override T/S GeoCode with Resident GeoCode: The system uses the
employee’s resident GeoCode from the Employee DetailsAddress tab
in place of the worksite location’s GeoCode in the time sheet
Disable PTO Auto Enroll and This option only displays if you have the GLOBAL.PTO feature code enabled.
Accrue Select this option if you want to opt this employee out of automatic,
location-based enrollment in system-level PTO plans.
For details about this feature, please see the article on Setting Up Global
PTO.
Qualified OT Exempt This field is optional. This field is a check box. This field currently has no
functionality, but it can be leveraged to determine which employees should
not be included in future qualified OT imports for 2025. In 2026 and beyond,
this field will be used to exclude employees from any future development to
automate or recalculate these amounts.
As of This field only displays once the Qualified OT Exempt field is selected. If you
have selected the Qualified OT Exempt field, this field is required. Provide
the date from when you want to block the system from accumulating
qualified OT for any employee.
Court Ordered Medical Select Court Ordered Medical Coverage if the employee pays a premium
Coverage for court-ordered medical insurance. This can affect the calculation of child
support garnishments.
Supporting Another Select Supporting Another Spouse/Child if the employee supports another
Spouse/Child spouse or child. This information is for calculating maximum child support.
Child Support in Arrears Select Child Support in Arrears if the employee is late by 12 weeks or more
in making obligated child support payments.
Health Insurance Indicator Select Health Insurance Indicator (VT) if the employee is designated as
(VT) "covered" under a health care plan, per Vermont Dept of Labor guidelines.
See http://labor.vermont.gov for instructions.
Probation Code (MO) Select Probation Code (MO) if the client hired the employee on a trial basis
and employed that employee for no longer than 28 consecutive days. This
information is for Missouri quarterly tax reporting.
Family Member (MI) Select Family Member (MI) if the employee is a family member of the
owner and works in the state of Michigan. This information is for Michigan
tax reporting purposes.
California Wage Plan Enter the code used for California quarterly tax reporting in the California
Wage Plan field.Human Resources User Guide © 2026 PrismHR 95 Chapter 5 Maintaining Employee Details
Field Description
Ohio Form C112 Filed Select Ohio Form C112 Filed if the employee has filed this form with the
state of Ohio.
Sales Tax Code Enter the employee's Sales Tax Code to use as an override of the standard
GeoCode value sent to the Vertex tax calculation engine.
Gender Designation Select the gender designation for the employee. You cannot create, update,
or delete a Gender Designation. Instead, you must select a gender code
from the list of available standard codes. (This field does not replace the
Gender field and does not update any functions outside of the employee
record.)
Note: This field is associated with the settings on the Self Identity Codes
form. (See Identifying Employee Gender Designation and Preferred
Pronouns on page 105.)
Preferred Pronoun Select the pronoun that the employee prefers to use. You cannot create,
update, or delete a Preferred Pronoun. Instead, you must select a pronoun
code from the list of available standard codes.
Note: This field is associated with the settings on the Self Identity Codes
form. (See Identifying Employee Gender Designation and Preferred
Pronouns on page 105.)
Self ID Disability Form Indicate how the employee replied to the Self ID Disability Form:
• No Selection: Form has not been returned or employee did not select
an option.
• Disabled: Employee selected the Disabled checkbox.
• Not Disabled: Employee selected Not Disabled checkbox.
• Decline to Answer: Employee selected the Decline To Answer
checkbox.
COVID-19 Paid Sick Max In the COVID-19 Paid Sick Max Hours field, enter the maximum number of
Hours COVID-19-related paid sick leave hours this employee can take. The default
is 80 hours. If this value is reached during payroll initialization, the system
displays a payroll warning. This value also displays in the Actual Sick Leave
Hours column of the COVID-19 Leave Estimate Report.Tracking Employee Medical Waiver Information for Hawaiian Residents The Hawaii panel tracks medical waiver information for employees who are residents of that state.
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To track employee medical waiver information for Hawaiian residents, do the following: 1. Enter the Hawaii Medical Waiver Year when the waiver was received. 2. Select the Hawaii Medical Waiver Reason for filing a medical waiver. 3. Click Save. Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)
Viewing Employee Termination Explanation The Termination Explanation panel displays the detailed termination explanation entered when the employee was terminated. (See Terminating an Employee on page 210.) Note the following: • You can add, update, or delete a Termination Explanation after an employee has been terminated. To do this, you must first enable the EDITTERM custom feature code in the System Parameters form. • You can enter a Termination Explanation that exceeds 200 characters when you enable the TERMEXPLAIN custom feature code on the System Parameters form.
Tracking Employee Retirement W2 Status The Retirement W2 Status panel will tell the system to check the Retirement Plan Box on Form W-2 even if the employee did not have any deductions during the tax year. An example would be for a pension plan where the client contributed if the employee did not. This should only be used if the employee is NOT enrolled in a retirement plan but SHOULD have the box checked on their Form W-2.
To track employee retirement W2 status, do the following: 1. Enter the Retirement Year the employee is NOT enrolled in a retirement plan. 2. Select the Retirement Status from one of the following options: • Not Eligible • Eligible 3. Click Save.
Tracking Employee Retirement HPE Status For a Highly Paid Employee (HPE), the Retirement HPE Status panel tracks if the employee met or exceeded the HPE threshold in the prior tax year. For example, for tax year 2024, if the employee met this threshold, then the Retirement Year record would be entered as 2025 with the HPE Prior Year option selected as Yes. Note: This grid has field level security as it contains salary information. This field therefore will be hidden by default. You will need to enable it using the User Roles form. • When enabled, you will have full access to view and modify the record. • When disabled, you will have view only access to the form.
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• When hidden, you will not see the field at all.
To track employee retirement HPE status, do the following: 1. Enter the Retirement Year. 2. Select the HPE Prior Year from the drop-down. 3. Click Save.
Using the Employee Details Action Menu Some of the features found in the Action menu of Employee Details are also available in other parts of the system. Those listed below are available primarily through the Action menu .
Changing an Employee’s User Password Use the Change Password form to change an employee’s user password. We recommend that you enter a password that you intend to be temporary, and instruct the employee to change it the next time they log in to Employee Portal (EP).
Attaching Files to Employee Records You can attach files to an employee record and open any files attached to it using the Employee Documents form. To access the form, open the Actions menu in Employee Details and select Documents.
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To attach files to an employee record, do the following: 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 then click Open. 4. Click Submit in the Upload a File window. 5. Click Close in the successful upload message. 6. In the Confirm Document form, the Document Name field populates with file name. 7. You can enter any Document Notes. 8. Click Accept. You return to the Employee Documents form.
Once a document is in the Employee Documents list: • Click the Document Name to download the document. • Click the next to a document to remove it from the company record. • Use the ESS check box to indicate whether the document is visible in Employee Self-Service (ESS).
Maintaining Employee Notes You can maintain any notations or reminders associated with an employee that your organization wants to track using the Employee Notes form.
• To view or edit an existing note, click Date Entered. • To create a note, click Add.
Either of these actions opens the note entry form.
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Viewing all Garnishments for an Employee Use this form to view all garnishments associated with the selected employee on the Employee Details form. Click the Garnishment Maintenance hyperlink on this form to open the Employee Garnishments form to enter new wage garnishment for any employee.
Note: This new form must be added to the User Roles for user. You cannot find this form using normal search means.
Security • Uses Client Access Group security and Data Entity security. • Worksite Managers, Worksite Trusted Advisors and Service Providers can access the form.
To view all garnishments for an employee: 1. Select the employee on the Employee Details form. 2. Under the Actions menu , click Garnishments to open this form. The form displays the following in a table:
Field Name Description Docket Number You can click this hyperlink to open this docket in detail on the Employee Garnishments form. You can also click on the Garnishment Maintenance hyperlink to open the Employee Garnishments form. Category This denotes the type of garnishment. It will be one of the following: • B = Bankruptcy Order • C = Child Support • FTB = Franchise Tax Board • I = IRS Tax Levy • O = Creditor Wage Garnishment • S = State Tax Levy • SL = Student Loan • SP = Spousal Support Receipt Date The date when this docket was received from the authorities. Start Date The start date of this garnishment.
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Field Name Description Stop Date The stop date of this garnishment if applicable. Payee The payee for this garnishment. Withholding Amount The flat amount withheld for the garnishment. The withholding amount will be blank if not a flat amount.
Viewing Loans for Selected Employee You can use the Employee Details Loans form to view active loans associated with the currently selected employee in the Employee Details form. For example:
Note: To access the Employee Details Loans form, select Loans on the Actions menu in the Employee Details form. (If no loans are available for this employee a message displays, “No loans for this employee.”) To quickly set up a new loan, select the Loan Maintenance link on this form, which displays a blank Employee Loans form where you can select Set up new loan and complete the loan details. Outside of this form, you can use the Employee Loans form to establish employee loan information, track the payment of the loan, and view loan payments that were deducted from employee paychecks. (To update an existing employee loan, select the link in the Loan Number column to open the Employee Loans form.) Note: See the Payroll Administration Guide for more information about employee loans.
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Reviewing Employee Events You can review existing and add new qualifying events for the employee using the Employee Events form. These are typically training classes, certifications, and so on.
To add a new qualifying event, do the following: 1. Enter the Event Date. 2. Enter the Event Code. The Event Description displays. 3. Enter the Action Date, which is the renewal date or date when further action should be taken. 4. Enter a Comment that applies to the event. 5. Click Save.
Viewing an Organization Chart You can view organization structure information relevant to the employee using the Organization Chart. The system builds the chart based on the values in the Manager field in the Work tab on the Employee Details form.
Note: Because they are not employees, service providers are not included in organization charts.
Note that: • You can view the organization chart for any employee from HR|Change|Employee Details. Enter or select an employee, then select Organizational Chart on the Actions menu. • Managers and employees (but not Service Providers and Trusted Advisors) can view their own organization charts from HR|View|Organization Chart. • Worksite trusted advisors selected as an employee’s manager in the Manager field in the Work tab on the Employee Details form display at the top of the organization chart with the job title “Worksite Trusted Advisor.” (Worksite trusted advisors always display at the top of the chart because they are not assigned a manager.) This organization chart shows the worksite manager (Jason Argonis) and his direct reports. For each of these direct reports, Jason’s ID is in the Manager field in the Work tab on the Employee Details form.
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Click any employee to view their organization chart. If an employee has direct reports, the direct report structure displays. Click the Back button to return to the previous organization chart.
Reporting Qualified Overtime and Tips Use the Qualified Tips and
Overtime form to update the annual data for qualified overtime and
qualified tips to report them in the employee Form W-2 for the tax year
This option is provided to support federal reporting and compliance
requirements supporting the One Big Beautiful Bill Act (OBBBA). For more
information, please visit the article named OBBBA No Tax Setup Guide on
the Customer Resource Center. If an employee works for multiple clients
in a tax year, this form will report information for the active client
only. If an employee works for multiple clients in the same employer,
then Box 14 will have combined amounts when built on the employer. W2
data will be aggregated by employer if applicable. If an employee works
between multiple positions, you should determine a single TTO Code for
reporting purposes. Box 14 of the employee Form W-2 reports the
qualified tips and overtime dollar amounts against the following
applicable designations for SBEA and employer builds: • Approx Qualified
OT • TTOC
Note: You cannot access this form using the search bar.
To access this form for an employee, select the employee in the Employee Details form. From the Actions menu, select the Qualified Tips and Overtime form for the employee for the client. Note: This information can also be added via the Data Import Tool.
To report qualified overtime and tips for an employee for an active client: 1. Complete the following fields:
Field Name Description Employee ID This field is auto-populated with the Employee ID from the Employee Details form.
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Field Name Description Client ID This field is auto-populated with the active Client ID.
Employer ID If the employee has more than one employer for the active client in the tax year, select the Employer ID for the list of employer IDs available in the drop-down. This list will populate the main employer for the client and any alternate employer assigned to the client. Entity ID If the active client is set up to have a Client Federal Entity, it will display here. Note: If the client was cloned from another client prior to the option to clone the Client Federal Entity on the utility, you may see a federal entity when there should not be. If this occurs you should remove the entity on the client by following the steps listed here. Year Select the tax year. TTO Code Enter the TTO Code (Tipped Taxable Occupation Code) manually, or you can click the TTO Code hyperlink and select it from the TTO Codes dialog. TTOC Tip Amount Enter the TTOC Tip Amount for the corresponding TTO Code. Premium OT Amount Enter an approximate premium portion of overtime, if applicable.
Printing an Employee’s W-2 Form You can print the form for an employee using the Reprint Form W-2 form. If Form W-2c printing is enabled, you can also print corrected Forms W-2 and Forms W-2c.
To print the form, do the following: 1. The system displays the Employee ID of the employee whose record you opened. 2. Select the Tax Year. Corrected forms have a “C” at the end of their name. 3. Click Run. The system downloads the PDF according to your browser settings.
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Identifying Employee Gender Designation and Preferred Pronouns You can review the gender designation and the preferred pronouns for your employees using the Self Identity Codes form, which is available on the System|Change menu. In this form, the two panels, Gender Designation and Preferred Pronoun, work independently of each other, so you can review the gender designation and the preferred pronoun codes either at the same time or one at a time. Note the following: • This feature is only available for service providers. • The gender codes are standardized, so the Save and Delete buttons are disabled since you cannot add, update, or delete a Gender Designation Code or Preferred Pronoun Code. • The system displays the list of standardized codes in the Other tab on the Employee Details form. (See Tracking Other Employee Information on page 93.) The following standard codes are available in the system:
Category Available Codes Gender Designation • A: Agender • AP: Apathetic • BI: Bigender • DN: Do Not Disclose • F: Female • G: Genderfluid • GQ: Genderqueer • M: Male • MA: Maverique • NB: Non-Binary • NL: Not Listed • T: Transgender • TF: Transgender Female • TM: Transgender Male • TRI: Trigender • TWO: Two-Spirit
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Category Available Codes Preferred Pronoun • AE: ae/aer/aers • CO: co/coself • EV: ey/em/eirs • FAE: fae/faer • H: he/him/his • IT: it/its • MER: mer/mers • NE: ne/nem/nirs • NONE: I don’t have pronouns • PER: per/pers • S: she/her/hers • TH: they/them/theirs • VE: ve/ver/vers • VIR: ve/vir/vis • XE: xe/xem/xyrs • ZE: ze/hir/hirs • ZIR: ze/zir/zirs
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Chapter 6 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:
Understanding Employee Fields Import Workflow This section describes how Employee Fields Import operates.
The workflow is: 1. In the Generate Import Spreadsheet section, select the employee fields to be updated. This will assist in selecting employees and will provide greater transparency in identifying the fields that can be edited during the import process. For example, you can select the Federal Filing Status field code to update employees’ Federal filing status in bulk. (This may be necessary at least once a year or you might need to perform this update more frequently.) If you use this field code, note the following: • You must select the Include Current Data checkbox to include a column in the spreadsheet that contains the selected employees’ existing data.
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• You must select the Include Filter checkbox to view and use Federal Filing Status as a filter in the Select
Employees list. (To do this, select a client in the Select Employees by Client panel and then select Select
employees, which opens the Select Employees list where the Federal Filing Status column displays.)
• If you import "NONE" for the Federal Filing Status, the system updates the employees' Federal Filing
Status field on the Tax tab on the Employee Details form to Select (null).
• If you import a blank Federal Filing Status and select Keep Existing Employee Data in the Import
Employee Data section, the system does not change the employees' Federal Filing Status and displays
the following text in the transaction report, Prior Value Retained.
• If you import a blank Federal Filing Status and select Remove Existing Employee Data in the Import
Employee Data section, the system does not change the employees' Federal Filing Status and displays
the following text in the transaction report, No Values Imported, and the Error Message column
displays, Unable to complete row update for Employee ':<EMPLOYEE.ID>:'. Enter "NONE" as the federal
filing status if you would like to remove the existing status.
You can use the following filters in the Fields to Update panel:
• Select the Include Current Data checkbox to include a column in the spreadsheet that contains the
selected employees' existing data.
• Select the Include Filter checkbox to view and use filters in the Select Employees list. (To do this, select a
client in the Select Employees by Client panel and then select Select employees, which opens the Select
Employees list.)
To delete an existing template:
1. Select the template you want to delete in the Use template field. The template displays in the Save
Selected Fields as a Template (optional) section.
2. Click Delete Template.
3. A message displays, "Are you sure you want to delete this template?" Select Yes to remove the template
from the list of available templates.
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Importing Employee Data You can import a tab-delimited text or CSV file with updated field information for employees. This updates fields on the Employee Details form.
To upload a file that updates employee records: 1. Enter an Import Name. This is a required field; you cannot import a file without this information. 2. Select whether to keep or remove existing employee data (provided the uploaded file contains blank fields).
Note: If a data attribute in the import file has a null value and Keep Existing Employee Data is selected, then the current attribute in the system is not replaced with a null value.
Generating and Downloading an Import Spreadsheet You can 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. Field imports have an updated format. (See Fields Import Format Changes on page 112 for details on these changes.)
Note: Client Access Group Security is enabled on this form.
To generate an import spreadsheet: 1. Click + to expand this panel, which is closed by default. 2. Select a template from the Use Template drop-down (optional). These are templates that will be created by your organization. There are two tables that assist in creating a downloadable spreadsheet: Fields to Update and Employees to Update.
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Add field or employee information that you want included in the spreadsheet.
Option Description Fields to Update Add field codes as follows: 1. Click + or click the Field Code link. 2. To enter field names manually, fill in the field name on the Fields to Update grid. 3. To use the field selector, click Field Code (see Multi- Selectors and Dynamic Filtering (page 128)), then do the following: • Enter a description or field name. Field names now match field descriptions, and the import process supports this. For example, Cell Phone = Cell Phone. • Select a field by clicking the field names to add it to Selected Fields. • Click Done when you are finished selecting codes.
Note: Selections made on the Field Selector become filters
on the Employee Selector, if the Include Filter box is checked.
(See Multi-Selectors and Dynamic Filtering (page 128) for
more information.)Employees to Update Add employees that need to be updated as follows:
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Option Description
1. Click + or click the Employee ID link.
2. To enter employees manually, fill in the Employee ID.
3. To use the employee selector, click Employee ID (see
Multi-Selectors and Dynamic Filtering (page 128)), then do
the following:
• (Optional) Select a status. Options are All, Active, and
Inactive.
• Double-click an Employee ID to add it to Selected
Employees.
• Click Done when you are finished selecting employees.
Note: Filters on the top of the Employee Selector are the
result of field selections made on the Field Selector.
After selecting an ID, the Employee Name and Company
populate their respective fields. Both fields are read-only
Include Current Data Select the Include Current Data checkbox if you want the
existing values for the field to be included in the downloaded
spreadsheet. The default setting is unchecked. (Note: If you
leave this field unchecked, a blank value displays in the
downloaded spreadsheet.)
Include Filter Select the Include Filter checkbox to create a filter for this field
on the employee selector. The default setting is unchecked.
Note the following:
• You can only select six different fields to use as a filter at
one time. If you select more than six fields to filter, the
system warns you that this cannot be done.
• Some fields cannot be filtered.
• If you leave this field unchecked, the filter does not
display on the employee selector. You can save this data as a template. (See Saving the Spreadsheet as a Template on page 132 for more
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Fields Import Format Changes The PrismHR field import format has
changed. Field names are now the same as a field description. For
example,
For grouped fields , this new format also can handle changes with multiple records per field.
Updating Employee Fields from an Import File You can use the Expanded Employee Import file to bulk load employees into PrismHR. When you use the Expanded Employee Import method to import employee information, enter the information in the Template_for_Expanded_Employee_Import_TXT.xls file. The contents of this file are listed in the following table. The file template is also available on the Customer Resource Center.
Important Notes About the 2020 Form W-4 Beginning December 2019, this import supports the new 2020 Form W-4 filing statuses and fields. Please note the following updates: • In column AV, you can enter the new filing statuses (SS, MJ, and H). • If your state is using the new Form W-4 (Colorado, Delaware, Nebraska, New Mexico, North Dakota, South Carolina, and Utah), you must enter the new filing statuses in this field to avoid calculation errors. • Federal, work state, and home state values are now supported for the new Form W-4 fields, beginning in column GX. Note that there are no validations on these fields. • You must enter dollar amounts in the Other Income, Dependents, and Deductions fields. See the Form W-4 instructions for more information.
Information about this import file • File Type: ASCII, Tab Delimited • File Use: Stores employee data imported from foreign system • Key Format: Sequential Integer
Other Notes There are a few more things to note for certain import fields, marked with asterisks () in the Reqd/Optl column of the table below: • One asterisk (): This field is not required if ONHRP.ONBOARDED (Field 161) is set to Y.
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• Two asterisks (**): This field is only optional if ONHRP.ONBOARDED (Field 161) is set to Y. Otherwise, it
is required.
• Three asterisks (***): This field is required if ONHRP.ONBOARDED (Field 161) is set to Y. Otherwise, it is
optional.File specifications Excel Field Name Field Type Length Reqd/Optl Description Column Number A FIRST.NAME 1 A 15 R B LAST.NAME 2 A 20 R C MIDDLE.INIT 3 A 1 O D BIRTH.DATE 4 A 10 O MM-DD-CCYY format E COMPANY.ID 5 A 7 R F EMPLOYER.ID 6 N 5 R G ETHNIC.CODE 7 A 1 O H MARITAL.STATUS 8 A 1 O M (Married), S (Single), D (Divorced), W (Widowed), O (Other) I TOBACCO/SMOKER 9 A 1 O Y or N J ADDR.ONE 10 A 30 R Resident Street Address K ADDR.TWO 11 A 30 O L ZIP.CODE 12 N 5 R 99999 or NNNNN format M CITY 13 A 20 R N STATE 14 A 2 R USPS State Code O TELEPHONE 15 A 10 O P HANDICAPPED 16 A 1 O Y or N Q BLIND 17 A 1 O Y or N R VIETNAM.VET 18 A 1 O Y or N S DISABLED.VET 19 A 1 O Y or N T CITIZEN 20 A 20 O Country of citizenship U GENDER 21 A 1 O M or F
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Excel Field Name Field Type Length Reqd/Optl Description Column Number V EMERGENCY.CONTACT 22 A 25 O Emergency contact’s name W EMERGENCY.PHONE 23 A 12 O Emergency contact’s phone number X EMERGENCY.RELATION 24 A 15 O Emergency contact’s relationship to employee Y SOC.SEC.NUM 25 N 11 R Employee’s Social Security or alien registration number. NNN- NN-NNNN format. Z STATUS.CODE 26 A 1 R Employee Status Code = A (Active), T (Terminated) AA TYPE.CODE 27 A 1 R Employee Type Code = F (Full- time), P (Part- time) AB LOCATION.CODE 28 A 6 R AC JOB.CODE 29 A 8 R AD ORIG.HIRE 30 D 10 R Original date of hire within company. MM- DD-YYYY format. AE LAST.HIRE 31 D 10 R Last hire date within company. MM-DD-YYYY format. AF PEO.START.DT 32 D 10 R Date started with PEO. MM-DD- YYYY format. AG EMPLOYEE.NO 33 N 6 O Employee number assigned by company. AH WORK.PHONE 34 A 10 O Work telephone number AI WORK.EXT 35 A 4 O
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Excel Field Name Field Type Length Reqd/Optl Description Column Number AJ MAIL.ADDR.ONE 36 A 30 O First line of mailing address AK MAIL.ADDR.TWO 37 A 30 O Second line of mailing address AL MAIL.CITY 38 A 20 O AM MAIL.STATE 39 A 2 O AN MAIL.ZIP 40 N 5 O AO SHIFT.CODE 41 N 3 O The employee’s work shift assignment within the company organization.
AP - 42 - - - For future use
AQ PAY.METHOD 43 A 1 R S (salary), H (hourly), D (driver), C (commission)
AR EXT.PAY.RATE 44 N 12 R 999.9999 format
AS DISCONTINUED 45 To pass in annual salary amounts, enter Y in the PAY.PERIOD column. See field number 87.
AT STD.HOURS 46 N 6 R 999.99 format
AU EIC.FILING.STATUS 47 A 1 O S or M or null.
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Excel Field Name Field Type Length Reqd/Optl Description Column Number AV FEDERAL.STATUS 48 A 2 R For the 2020 Form W-4: Enter SS (single or married filing separately), MJ (married filing jointly), or H (head of household)
For pre-2020
Forms W-4:
Enter S or M
Note: Tax
withholdings will
be inaccurate if
the correct filing
status is not
entered.AW FEDERAL.ALLOWS 49 N 1 R Federal Withholding Allowances
AX EXTRA.FEDERAL 50 N 8 o Additional FIT withholding. 999.99 format.
AY HOME.STATE.STATUS 51 A 1 O/R* Res. State Filing Status. May be required - varies from state to state.
AZ HOME.STATE.ALLOWS 52 N 1 O Res. State Withholding Allowances
BA HOME.STATE.ADDITIONAL.AMOUNT 53 N 8 O Additional Res. SIT Withholding. Flat Dollar Amount. 999.99 format.
BB WORK.STATE.STATUS 54 A 1 O Work State Filing Status
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Excel Field Name Field Type Length Reqd/Optl Description Column Number BC WORK.STATE.ALLOWS 55 N 1 O Work State Withholding Allowances
BD WORK.STATE.ADDITIONAL.AMOUNT 56 N 8 O Additional Work SIT Withholding. Flat dollar amount. 999.99 format.
BE OFFICER 57 A 1 O Y or N or null
BF DEPT.CODE 58 A 6 O
BG TERM.DATE 59 A 6 O Y or N or null
BH TERM.CODE 60 A 8 O Term Reason Code
BI EMAIL.ADDRESS 61 A 30 O*** Employee’s email address
BJ BENEFIT.GROUP 62 A 8 R Benefit group to which the employee belongs
BK USER.FIELD.1 63 A 25 O User defined field
BL USER.FIELD.2 64 A 25 O User defined field
BM USER.FIELD.3 65 A 25 O User defined field
BN USER.FIELD.4 66 A 25 O User defined field
BO USER.FIELD.5 67 A 25 O User defined field
BP ZIP SUFFIX 68 A 4 O Zip code suffix
BQ ALT.CALC.HOME.STATE.CODE 69 N 2 O Calculate state tax if employee is living in Arizona. NOTE: This field must be validated.
BR ALT.CALC.WORK.STATE.CODE 70 N 2 O Calculate state tax if employee is working in Arizona. NOTE: This field must be validated.
BS - 71 - - - For future use
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Excel Field Name Field Type Length Reqd/Optl Description Column Number BT - 72 - - - For future use
BU - 73 - - - For future use
BV 1099 EMPLOYEE? 74 A 1 O Flags 1099-only employees. Y or N or blank.
BW - 75 - - - For future use
BX PAY.GROUP 76 A 8 R A valid pay group code for the company.
BY DIVISION.CODE 77 A 8 O Division Code
BZ PROJECT.CODE 78 A 8 O Project Code
CA AUTO.PAY 79 A 1 R Flags that employee’s pay hour should default to a specified value. Y for yes and N for no.
CB AUTO.PAY.HOURS 80 N 8 O Auto pay hours in 123.45 format. Required if AUTO.PAY.FLAG is set to Y.
CC HOME.STATE.EXEMPT.AMOUNT 81 N 10 O Home state tax exempt amount in 12345.78 format. Used only in specific states.
CD HOME.STATE.SECONDARY.ALLOWS 82 N 1 O Number of secondary allowances for the home state. Value should be an integer.
CE HOME.STATE.SUPP.AMOUNT 83 N 10 O Home state supplemental tax amount in 12345.78 format, used only in specific states.
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Excel Field Name Field Type Length Reqd/Optl Description Column Number CF WORK.STATE.EXEMPT.AMOUNT 84 N 10 O Work state tax exempt amount in 12345.78 format. Used only in specific states.
CG WORK.STATE.SECONDARY.ALLOWS 85 N 1 O Number of secondary allowances for the work state. Value should be an integer.
CH WS.SUPP.AMOUNT 86 N 10 O Work state supplemental tax amount in 12345.78 format. Used only in specific states.
CI PAY.PERIOD 87 A 1 R Time period that the pay rate applies to. H = hourly, W = weekly, B = biweekly, S = semimonthly, M = monthly, Y = annual.
CJ VETERAN 88 A 1 O Y for yes, N for no.
CK NEWLY.SEPARATED.VET 89 A 1 O Y for yes, N for no.
CL SERVICE.MEDAL.VET 90 A 1 O Y for yes, N for no.
CM OTHER.PROTECTED.VET 91 A 1 O Y for yes, N for no.
CN I9.DOCUMENT.TITLE.A 92 A 60 O The title of the first document used for Form I-9 identification.
CO I9.DOCUMENT.NUMBER.A 93 A 20 O The ID number of the first document used for Form I-9 identification.
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Excel Field Name Field Type Length Reqd/Optl Description Column Number CP I9.ISSUING.AUTHORITY.A 94 A 20 O The authority issuing the first document used in Form I-9 identification
CQ I9.EXPIRATION.DATE.A 95 D 20 O The expiration date of the first document used for Form I-9 identification.
CR I9.DOCUMENT.TITLE.B 96 A 20 O The title of the second document used for Form I-9 eligibility.
CS I9.DOCUMENT.NUMBER.B 97 A 20 O The ID number of the second document used for Form I-9 eligibility.
CT I9.ISSUING.AUTHORITY.B 98 A 20 O The authority issuing the second document used for Form I-9 eligibility.
CU I9.EXPIRATION.DATE.B 99 D 20 O The expiration date of the second document used for Form I-9 eligibility.
CV ALIEN.REG.NO 100 A 10 O Alien registration number
CW FICA.EXEMPT 101 A 1 O Y for yes or N for No.
CX UNION.CODE 102 A 8 O Union ID Code.
CY SUPERVISOR.ID 103 A 6 O PTO approver’s employee ID.
CZ BENE.THRU.DATE 104 D 10 O Benefits through- date in MMDDYYYY format.
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Excel Field Name Field Type Length Reqd/Optl Description Column Number DA SCHOOL.DISTRICT 105 A 6 O School district code.
DB AGRICULTURAL 106 A 6 O Agricultural worker: Y for yes or N for no.
DC HOME.PHONE.2 107 A 6 O Alternate home phone number.
DD ALT.PAY.RATE.1 108 N 10 O Alternate pay rate #1 in 123.4567 format.
DE ALT.PAY.RATE.2 109 N 10 O Alternate pay rate #2 in 123.4567 format.
DF ALT.PAY.RATE.3 110 N 10 O Alternate pay rate #3 in 123.4567 format.
DG ALT.PAY.RATE.4 111 N 10 O Alternate pay rate #4 in 123.4567 format.
DH ALT.PAY.RATE.5 112 N 10 O Alternate pay rate #5 in 123.4567 format.
DI ALT.PAY.RATE.6 113 N 10 O Alternate pay rate #6 in 123.4567 format.
DJ ALT.PAY.RATE.7 114 N 10 O Alternate pay rate #7 in 123.4567 format.
DK ALT.PAY.RATE.8 115 N 10 O Alternate pay rate #8 in 123.4567 format.
DL ALT.PAY.RATE.9 116 N 10 O Alternate pay rate #9 in 123.4567 format.
DM ALT.PAY.RATE.10 117 N 10 O Alternate pay rate #10 in 123.4567 format.
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Excel Field Name Field Type Length Reqd/Optl Description Column Number DN NEW.HIRE.REPORT.DATE 118 D 10 O Used to populate the Expanded report date to prevent reporting the employee again on the next Expanded download.
DO MAIL.CHECK.HOME 119 A 1 O Y for yes or N for no.
DP W2_ADDRESS_ONE 120 A 30 O First line of Form W-2 address.
DQ W2_ADDRESS_TWO 121 A 30 O Second line of Form W-2 address.
DR W2.CITY 122 A 40 O Form W-2 City
DS W2.STATE 123 A 3 O Form W-2 State
DT W2.ZIPCODE 124 A 6 O Form W-2 Zip Code
DU LICENSE_NUMBER 125 A 16 O Driver’s license number
DV LICENSE_EXPIRE_DATE 126 D 10 O Driver’s license expiration date.
DW LICENSE_STATE 127 A 2 O Driver’s license state
DX S_CORP_PRINCIPAL 128 A 1 O Y for yes or N for no.
DY ELECT_PAY_STUB 129 A 1 O Y for yes or N for no.
DZ ELEC_W2_FORM 130 A 1 O Y for yes or N for no.
EA ALLOC_LOCATION.1 131 A 10 O Valid location for company
EB ALLOC_LOCATION.2 132 A 10 O Valid location for company
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Excel Field Name Field Type Length Reqd/Optl Description Column Number EC ALLOC_LOCATION.3 133 A 10 O Valid location for company
ED ALLOC_LOCATION.4 134 A 10 O Valid location for company
EE ALLOC_LOCATION.5 135 A 10 O Valid location for company
EF ALLOC_DIVISION.1 136 A 10 O Valid division for company
EG ALLOC_DIVISION.2 137 A 10 O Valid division for company
EH ALLOC_DIVISION.3 138 A 10 O Valid division for company
EI ALLOC_DIVISION.4 139 A 10 O Valid division for company
EJ ALLOC_DIVISION.5 140 A 10 O Valid division for company
EK ALLOC_DEPARTMENT.1 141 A 8 O Valid department for company
EL ALLOC_DEPARTMENT.2 142 A 8 O Valid department for company
EM ALLOC_DEPARTMENT.3 143 A 8 O Valid department for company
EN ALLOC_DEPARTMENT.4 144 A 8 O Valid department for company
EO ALLOC_DEPARTMENT.5 145 A 8 O Valid department for company
EP ALLOC_PROJECT.1 146 A 8 O Valid project for company
EQ ALLOC_PROJECT.2 147 A 8 O Valid project for company
ER ALLOC_PROJECT.3 148 A 8 O Valid project for company
ES ALLOC_PROJECT.4 149 A 8 O Valid project for company
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Excel Field Name Field Type Length Reqd/Optl Description Column Number ET ALLOC_PROJECT.5 150 A 8 O Valid project for company
EU ALLOC_JOBS.1 151 A 10 O Valid job for company
EV ALLOC_JOBS.2 152 A 10 O Valid job for company
EW ALLOC_JOBS.3 153 A 10 O Valid job for company
EX ALLOC_JOBS.4 154 A 10 O Valid job for company
EY ALLOC_JOBS.5 155 A 10 O Valid job for company
EZ ALLOC_PCNTS.1 156 N 6 O 123.45 format. Must total 100.00.
FA ALLOC_PCNTS.2 157 N 6 O 123.45 format. Must total 100.00.
FB ALLOC_PCNTS.3 158 N 6 O 123.45 format. Must total 100.00.
FC ALLOC_PCNTS.4 159 N 6 O 123.45 format. Must total 100.00.
FD ALLOC_PCNTS.5 160 N 6 O 123.45 format. Must total 100.00.
FE ONHRP.ONBOARDED 161 A 1 O For PrismHR and OnHRP, Y for yes or N for no. Note: Use this column only when PrismHR Onboarding or OnHRP is enabled.
FF HANDBK.RCD 162 D 10 O MM-DD-YYYY format
FG LAST.REVIEW 163 D 10 O MM-DD-YYYY format
FH NEXT.REVIEW 164 D 10 O MM-DD-YYYY format
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Excel Field Name Field Type Length Reqd/Optl Description Column Number FI NICKNAME 165 D 10 O
FJ WORK.EMAIL 166 A 25 O Work E-mail Address
FK BEN.EMAIL.OPT.IN.DATE 167 D 10 O Benefits E-mail Opt In Date
FL BENEFITS.EMAIL.ADDRESS 168 A 30 O Benefits E-mail Address
FM USE.ADDED.I9.VALUES 169 A 1 O Use the additional I-9 information (Y to comply with new Federal regulations).
FN FED.W4.FILE 170 A 1 O Federal W-4 Filing
FO FED.W4.YEAR 171 N 4 O Federal W-4 Year
FP FED.W5.FILE 172 A 1 O Federal W-5 Filing
FQ FED.W5.YEAR 173 N 4 O Federal W-5 Year
FR FORM.I9 174 A 1 O Form I-9 Filed
FS I9.FROM.OB 175 A 1 R I-9 Originally from Onboarding (Y if from EE Onboarded)
FT I9.FROM.OB 176 D 10 O I-9 Renew Date
FU I9.START.DATE 177 D 10 O I-9 Start date
FV I9.LAST.NAME 178 D 20 O I-9 Last Name
FW I9.FIRST.NAME 179 A 20 O I-9 First Name
FX I9.MIDDLE.NAME 180 A 15 O I-9 Middle Name
FY I9.OTHER.NAME.USED 181 A 15 O I-9 Other Name Used
FZ I9.SSN 182 A 11 O I-9 SSN
GA I9.DOB 183 D 10 O I-9 Date of Birth
GB I9.ELIG2.DOCMT 184 A 60 O I-9 Eligibility 2 Document
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Excel Field Name Field Type Length Reqd/Optl Description Column Number GC I9.ELIG.AUTH2.NAME 185 A 60 O I-9 Eligibility 2 Authorization Name
GD I9.ELIG.DOCNO 186 A 15 O I-9 Eligibility 2 Document Number
GE I9.ELIG2.DOC.EXP 187 D 10 O I-9 Eligibility 2 Document Expiration
GF I9.ELIG3.DOCMT 188 A 60 O I-9 Eligibility 3 Document
GG I9.ELIG3.AUTH.NAME 189 A 60 O I-9 Eligibility 3 Authorization Name
GH I9.ELIG3.DOCNO 190 A 15 O I-9 Eligibility 3 Document Number
GI I9.ELIG3.DOC.EXP 191 D 10 O I-9 Eligibility 3 Document Expiration
GJ CITIZEN.STATUS 192 A 40 O Citizenship Status
GK FOREIGN.PASSPORT.NO 193 A 10 O Foreign Passport Number
GL FOREIGN.PASSPORT.COUNTRY 194 A 10 O Foreign Passport Country
GM I94.ADMISSION.NO 195 A 10 O I-94 Admissions number
GN ALIEN.REG.EXP 196 D 10 O Alien Registration Expiration
GO NONRES.ALIEN 197 A 1 O Non-Resident Alien
GP HNDBK.MAILED 198 D 10 O Handbook Mailed On
GQ BACKGRND.TEST.DATE 199 D 10 O Background Test Date
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Excel Field Name Field Type Length Reqd/Optl Description Column Number GR BCKGRND.TEST.DONE 200 A 1 O Background Test Done
GS FORM.C112.SIGNED 201 A 1 O Ohio Form C-112 Signed
GT PSD.CODE 202 N 7 O Override code for PA taxes
GU - 203 - - - For future use.
GV CROSS.HIRE 204 - 6 R/O (Only The employee ID required if the of the existing employee is a employee in cross hire) PrismHR. If the Social Security number (SSN) of the imported employee matches the SSN of the existing employee, the system prevents the import.
GW - 205 - - - For future use
GX MULTIPLE.JOBS.FED 206 A O Y for Yes, N for No (2020 Form W-4)
GY CLAIM.DEPENDENTS.FED 207 N O 2020 Form W-4
GZ OTHER.INCOME.FED 208 N O 2020 Form W-4
HA DEDUCTIONS.FED 209 N O 2020 Form W-4
HB WS.MULTIPLE.JOBS 210 A O Y for Yes, N for No (2020 work state Form W-4)
HC WS.CLAIM.DEPENDENTS 211 N O Work state Form W-4
HD WS.OTHER.INCOME 212 N O Work state Form W-4
HE WS.DEDUCTIONS 213 N O Work state Form W-4
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Excel Field Name Field Type Length Reqd/Optl Description Column Number HF HS.MULTIPLE.JOBS 214 A O Y for Yes, N for No (2020 home state Form W-4)
HG HS.CLAIM.DEPENDENTS 215 N O Home state Form W-4
HH HS.OTHER.INCOME 216 N O Home state Form W-4
HI HS.DEDUCTIONS 217 N O Home state Form W-4
IT SENIORITY.DATE 254 D 10 O Calculates employee’s benefits and can be adjusted to provide more seniority to the employee than the last hire date, which can affect benefits and paid time accrual
Multi-Selectors and Dynamic Filtering A multi-selector lets you make multiple selections for fields you want to update for employees. Up to six of the selected fields can be designated as filters to be used in the Employee Selector.
Fields to Update (Select Field Selector) This selector lets you add field codes for use in an import spreadsheet.
To select fields: 1. Add fields to the Fields to Update table by clicking the Field Code link in the column header. This launches the Select Field selector.
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Enter a field description or name, or select fields from the pick list on top of the selector by double-clicking them. The Records Selected table is populated with your selections. You can remove a selection by clicking the x icon on the right side of the table.
Optional: Filter results further by selecting a Field Set. For example, Labor Union Affiliation.
When you are finished making selections, click Done. You are returned to the Fields to Update table with your selections displayed.
Select fields you want to filter on for employees by clicking Include Filter next to each field. You can only select six fields to use as filters. If you select more than six fields, the system warns you that only 6 filters can be added to the Employee Selector.
Note: Any field data that is changed in Fields Import will appear in the audit log on the Employee Details form.
Employees to Update (Select Employee Selector) Use the Select Employee Selector to specify a group of employees to include in a spreadsheet you can download for later use. Up to six attributes can be specified on the Select Field Selector for use as dynamic filters on Select Employee. For example, Pay Method and Location can be pre-selected as filters. This allows you to narrow down your search for specific employees who have these attributes applied to them.
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To launch this selector and make employee selections: 1. Click Employee ID in the Employees to Update table. This opens the Select Employees Selector. 2. Enter Employee ID or Employee Name, or select employees from the pick list on top of the selector by double-clicking them. The Selected Employees table is populated with your selections. 3. Filter results further by selecting one of the dynamic filters you previously specified. For example, Pay Method. 4. When you are finished making selections, click Done. You are returned to the Employees to Update multi- value grid with your selections displayed . This specifies the employees that will appear on the spreadsheet you will download.
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Saving the Spreadsheet as a Template You can save specified fields into a template to provide faster selection when you need to import future field updates. Only selected fields are saved as a template.
To save selected fields as a template (assuming Generate Import Spreadsheet panel is expanded): 1. Enter fields in the Fields to Update section. 2. Enter a Template ID. 3. Enter a descriptive name in the Template Description field. 4. Click Save Template. If you make changes to an existing template and try to save it, the system asks if you want to write over the existing template.
Note: Saved templates will appear as selections in the Use Template drop-down under Generate Import Spreadsheet.
Employee Fields Transaction Report Click View Transaction Report to
display both error values and values that were successfully imported
into the system in a single report. The default report name is
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• Status: The status is Error if an error was generated, or Saved if no error was generated.
• Company ID: Company ID of the imported data.
• Employee ID: Employee ID of the imported data.
• Employee Name: Employee Name of the imported data.
• Field Name: Description of the field that was updated.
• Prior Value: If the prior value is blank, this cell will also be blank. If there was a previous value, this cell
will contain that value.
• Imported Value: If the status is Error, and no attribute was updated, this cell will populate with *No
Values Imported. If the import ran with the remove existing employee data flag set, this cell value is
*Value Removed. If the import ran with the keep employee data flag set, populate with the updated
data. If there is a null value on the import file, and a value exists for this field in Employee Details and
Keep Existing Employee Data is selected, this field will display in the transaction report.
• Error Message: Displays the default error message generated by the job progress report. The column is
left blank if no errors occurred.When importing values that require multiple attributes, each attribute is added as a separate row in the Fields Import Transaction Report.
Tax Changes • Tax State • Tax State Filing Status • Tax State Allowances • Tax State Secondary Allowances • Tax State Additional Amount • Tax State Alternate Calculation Code • Federal Tax Filing Status
Position Change • New Position Code • New Position Effective Date • New Position Reason Code
Pay Rate Change • New Pay Rate • Pay Rate Change Per • Pay Rate Change Effective Date • Pay Rate Reason Code
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• Pay Method • Pay Rate Change Last Pay Review
Check Memo • Check Memo Start Date • Check Memo End Date • Check Memo Line 1 • Check Memo Line 2 • Check Memo Line 3 • Check Memo LIne 4 • Check Memo Line 5
Downloading the eFlex by Pay Date File This form exports and downloads a file that lists employees in one or more selected Section 125 plans within a specified range of pay dates. Only employees who are available to the user are contained on the exported file.
Note: Client Access Group Security is enabled on this form.
To access this form and download the file:
From (Back Office) > Operations|Action, select Eflex Export by Pay Date.
Complete these fields as required.
Field Description Starting Pay Date Starting date in the range of pay dates. Ending Pay Date Ending date in the range of pay dates. Section 125 Plan Click the link to limit the report to a selected plan. If left blank, the process runs for all 125 plans.
Click Build. If errors occur, fix them and then rebuild the download.
Click Close to save the file to your local drive.
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Chapter 7 Managing Employees’ Dependents and FMLA Events Use PrismHR to manage employees’ dependents and FMLA (Family Medical Leave Act) events.
Maintaining Employee Dependents 135 FMLA Events 140
Maintaining Employee Dependents To add new or edit existing employee dependent information, use the Employee Dependents form. (You can access this form by selecting Dependents in the Actions menu on the Employee Benefits Enrollment form.) If you have selected an employee on the Employee Benefits Enrollment form before opening the Employee Dependents form, the system pre-populates on the Employee Dependents form. Note: To quickly access the Employee Dependents import template in the Data Import Tool, select Import Employee Dependents. You can use the Employee Dependents import template to import multiple employee dependents for multiple employees at once to reduce the amount of manual work required.
Updating or Creating Employee Dependent To select an existing dependent record or create a new one, use the Employee Dependent panel. 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. To create a new dependent record for the employee, click New. Or, select an existing dependent record from the Dependent ID list. The list shows the dependent ID, name, and type.
Maintaining Dependent Details To maintain details about the dependent, use the Dependent Details panel. 1. Complete the following:
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Use this option... To define this...
Relation Type Whether they are a Dependent or a Beneficiary Only.
Status The dependent's status (Active, Inactive, or Pending).
Note: In Benefits Enrollment, only Active dependents show on the
Dependents form.
Status Date The date the status went into effect.
Spouse Whether the dependent is the employee's spouse. A spouse must have a
Relationship Type of Dependent.
Last Name, First Name, The employee's name. The Last Name sets by default.
Middle Initial
Birth Date The dependent's birth date. The system calculates the age automatically.
Gender The dependent's gender. The drop-down has the following options:
• Male
• Female
• Non-binary: This option displays only if you select the Gender Non
Binary checkbox under the Gender Options section of the System
Parameters form.
• Declined to state: This option displays only if you select the Gender
Decline To State checkbox under the Gender Options section of the
System Parameters form.
Gender Designation Allows you to define the gender designation of the dependents. This
field is setup on the Self Identity Codes form.
Preferred Pronoun Allows you to define the preferred pronoun of the dependents. This field
is setup on the Self Identity Codes form.
Social Security Number The dependent's Social Security number.
When there is a Social Security Number for a dependent and you check
the SSN Applied For checkbox, then you will receive a pop-up alert
asking you to confirm to clear the dependent Social Security Number.
You can mask the Social Security Number based on the option that you
choose to mask SSN from the SSN Mask Option field on the System
Parameters form.
SSN Applied For Whether the dependent requires a Social Security Number.
• Unchecked: (Default) A valid social security number is required in the
Social Security Number field.
• Checked: Social Security Number cannot be entered in the SocialHuman Resources User Guide © 2026 PrismHR 136 Chapter 7 Managing Employees’ Dependents and FMLA Events
Use this option... To define this...
Security Number field.
Tobacco Use Whether the dependent uses tobacco.
Note: The dependent’s tobacco use affects the life insurance premium
calculations.
Is Disabled Whether the dependent is disabled.
Relation The relationship information based on the dependent type:
• For a Dependent, select the dependent’s Relation to the employee.
• For Beneficiary Only:
• Enter the Relation To Insured.
• If this is a trust, select If Beneficiary, Is a Trust.Click Save. The system validates that required fields are entered and valid (as appropriate). If any required field values are missing or invalid, an error message displays similar to the following:
Click OK on the message and complete the required fields before attempting to save again. Note: The system removes the following field information from employee records when an employee is deidentified (see the Client Administration Guide for details about deactivating employees): • Last Name • First Name • Social Security Number
Tracking Student Details To track information if the dependent is a full-time student, use the Student Details panel. 1. Complete the following:
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Use this Option... To define this...
Full Time Student Whether the dependent is a full-time student.
FTS Verified On The date on which someone verified the dependent’s full-time student
status.
F/T Student Cert Exp The date when the dependent is no longer eligible for full-time student
exceptions.Maintaining Address Details To maintain the dependent’s address information, use the Address Details panel. 1. Complete the following:
Use this option... To define this...
Copy Address to Other Copy the address entered to other dependent records.
Dependents
Address The dependent's address. You can also use the Or Use list to select
from a list of addresses.
Note: If an employee enters information in any address field, all
other address fields are required except Address Line 2. This
applies to new dependent records and existing records you want
to edit.
Address Line 2 Continuation line for a dependent's address. This is linked to the
second Address line on the Dependents form in Benefits Enrollment.
Data flows from one form to the other.
ZIP Code The dependent's ZIP code and extension. The system automatically
displays the dependent’s City and State, which are read-only fields.
You can enter it here or click the ZIP Code hyperlink and select it
from the Select ZIP Codes selector. On the selector, you can also
filter the ZIP Codes based on the State by using the State drop-down
options.
Primary Phone The dependent's phone number.
Work Phone The dependent's work phone number.
Email The dependent's email address.Human Resources User Guide © 2026 PrismHR 138 Chapter 7 Managing Employees’ Dependents and FMLA Events
The system validates that required fields are entered and valid (as appropriate). If any required field values
are missing or invalid, an error message displays similar to the following:
Click OK on the message and complete the required fields before attempting to save again.Note: The system removes the following field information from employee records when an employee is deidentified (see the Client Administration Guide for details about deactivating employees): • Address • Address Line 2 • ZIP Code • City • State • Primary Phone • Work Phone • Email
Creating COBRA Participant To indicate whether to enroll the dependent in COBRA, use the Create COBRA Participant panel. 1. Complete the following:
Use this option... To define this...
Qualifying event for COBRA The event that made this dependent a COBRA participant or
potential participant.
Qualifying Event Date The date when the participant qualified for COBRA benefits
eligibility. The default is the current date.
Create COBRA Participant To create the dependent as a COBRA participant.Human Resources User Guide © 2026 PrismHR 139 Chapter 7 Managing Employees’ Dependents and FMLA Events
FMLA Events Use the FMLA Events form (Figure 1) to maintain the information for an employee’s Family and Medical Leave Act event. Figure 1: FMLA Events
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Hours Adjustment Use the Hours Adjustment panel (Figure 2) to adjust the total hours for this FMLA Event. Figure 2: Hours Adjustment
Event History The Event History panel displays the time the employee has already used for this FMLA event. Figure 3: Event History
Human Resources User Guide © 2026 PrismHR 141 Chapter 8 Defining Job Applicants and New Hires
Chapter 8 Defining Job Applicants and New Hires You can enter job applicants and new hires in PrismHR.
Job Candidate Status Codes 142 Maintaining Job Candidates Information 142 Setting Up New Hire Information 148 Importing New Hires from Employee Portal 160 Entering New Hire Notes 164 New Hire Download Processing 165 Previewing New Hire Reporting 168 Termination Reporting 170
Job Candidate Status Codes Use the Job Candidates Status Codes form to maintain the statuses used in the Job Candidates form.
To set up a job candidate status code: 1. Enter the Status Code. If you are creating a new status, use something brief but descriptive, for example, APL. 2. Enter the status Description, for example, Applied. 3. Click Save.
Maintaining Job Candidates Information You can maintain information about candidates for positions at the client using the Job Candidates form.
Establishing Information About a Candidate The Job Candidates panel establishes information about a candidate.
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Note: Before entering or updating a candidate’s last name, first name, middle name, home phone, cell phone, or location code information, you must either enter or select an existing candidate in the Candidate Number field or select a New Candidate. If you try to enter this information without indicating an existing candidate or new candidate the system displays an error message, “Select New Candidate or select an existing candidate to continue.” In addition, note the following: • If you select Hire in the Job Candidates panel in a blank record an error message displays, “Candidate not found.” • If you click Save in a blank record an error message displays, “[Last Name] [First Name] [Sort Name] is mandatory.”
To maintain candidate information: 1. Select HR. 2. From the HR|Change menu, select Job Candidates. 3. Complete the following fields in the Job Candidates panel:
Field Description
Candidate Number/New Click New Candidate to create a new job candidate record, or
Candidate enter the Candidate Number of an existing candidate.
Click New Candidate to create a new job candidate record, or
enter or select the Candidate Number of an existing candidate.
If you select the Candidate Number field, the Select Candidates
form displays, where you can search for a job candidate by
candidate number, first name, last name, city, or state. In addition,
you can filter the list to only display hired candidates by selecting
Yes in the Hired field. These candidates include those who were
hired using the Job Candidates form, or by pulling the candidate
into the New Hire form where the system enables the Hired field
in the Current Status panel when the employee record is created.
(These candidates display "Y" in the Hired column in the lookup
form.)
Last Name/First Name/Middle Enter the job candidate's Last Name and First Name. If known,
Name/Maiden Name/Suffix enter the Middle Name, Maiden Name, and Suffix Name.
Name
Sort Name The system uses the Sort Name to sort a list of job applicants. You
can also use it to search for the applicant's record. The default is
the last, first, and middle names you entered, but you can edit it.
Address/City/State Code/ZIP Enter the applicant's mailing Address, City, two-character State
Code Code, and ZIP Code. Enter the ZIP+4 extension, if known.Human Resources User Guide © 2026 PrismHR 143 Chapter 8 Defining Job Applicants and New Hires
Field Description
Note: These fields are optional, so if this candidate is hired you do
not need to enter the candidate's address prior to starting the
hiring process.
Home Phone/Cell Phone Enter the applicant's Home Phone and Cell Phone numbers.
Email Enter the applicant's Email address.
Referral Source Enter the Referral Source for the applicant, if any.
Date of Application Enter the Date of Application.
Date Available Enter the applicant's earliest Date Available, if necessary.
Type of Work Desired Select the Type of Work Desired: Full-Time, Part-Time, or
Temporary.
Pay Rate Requested Enter the Pay Rate Requested.
Crime Select the Crime checkbox, if the applicant has criminal history.
Pay Period Select the Pay Period for the rate, either Yearly or Hourly.
Position(s) Applied For Enter the Position(s) Applied For. If the applicant did not request
a specific position, enter ANY.
Employee ID The employee ID of a new hire who was originally documented as
a job candidate and then processed as a new hire by selecting Hire
from the Actions menu on the Job Candidates form displays
after the employee is hired.
Social Security Number Enter the applicant's Social Security Number or INS number, if
appropriate.
Employee Number Enter the identifying Employee Number assigned to this
employee.
Birth Date Enter the candidate's Birth Date, if known.
EEO Ethnic Code Enter the EEO Ethnic Code for the candidate, or select EEO Ethnic
Code to choose from a list.
Vietnam Veteran/Disabled Select the check boxes as appropriate:
Veteran/Disabled (ADA)
• Vietnam Veteran: The candidate is a United States veteran of
the Vietnam War.
• Disabled Veteran: The candidate is a United States veteran
who has a disability.Human Resources User Guide © 2026 PrismHR 144 Chapter 8 Defining Job Applicants and New Hires
Field Description
• Disabled (ADA): The candidate has a handicap or disability as
specified by the Americans with Disabilities Act of 1990.
Gender Select the applicant's Gender.
Location Code Enter the applicant's Location Code.
Note: Obsolete worksite locations do not display on the Worksite
Locations with User Security list when you select this field.
Observe the following:
• If you try to enter an obsolete location an error message
displays, "You cannot enter an obsolete Worksite Location."
• If an obsolete location code already exists in this field, the
system prevents you from saving any updates in the Job
Candidates form until you replace that location with a non-
obsolete location.
DL Number/DL State Enter the applicant's DL Number and DL State code.
Over 18/Elig USA/Previously Select the check boxes as appropriate:
Worked For Us
• Over 18: The candidate is over the age of eighteen years old.
• Elig USA: The candidate is eligible for employment in the
United States of America.
• Previously Worked For Us: The candidate was previously
employed by your company
Prior Date From Enter the candidate's previous employment start date in Prior
Date From.
Prior Date To Enter the candidate's last day of employment in Prior Date To.
Military Branch Enter the Military Branch the candidate served in.
Military From Enter the candidate's starting year of service in Military From.
Military To Enter the candidates last year of service in Military To.
Military Rank Enter the candidate's acquired rank in Military Rank.Indicating the Candidate’s Status The Current Status panel indicates the candidate’s status for being hired. 4. Enter the Status code that indicates the candidate’s current status. 5. Enter a Next Action Date required for this candidate.
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Maintaining the Candidate’s Skills The Skills panel maintains the job skills the candidate possesses. 13. Enter each Skill Code that most closely matches the candidate’s skills. The Description displays.
Entering Notes About the Candidate Use the Notes panel to enter notes about the candidate. 14. Enter any Notes that apply to the job applicant, as required.
Maintaining the Candidate’s Education History The Candidate Education History panel maintains the candidate’s education background. 15. Enter the School Name of the institution that the candidate attended. 16. Enter the type of education in Education Type. 17. Enter the start Date. 18. Enter the subject studied in Education Subject. 19. Enter the number of Years that the candidate attended the institution. 20. Indicate whether the candidate Graduated. 21. Enter the Year Graduated, if any. 22. Enter the Degree Earned, if any. 23. Enter the address of the institution in Education Address. 24. Enter the City. 25. Enter the State.
Maintaining the Candidate’s Affirmative Action Requirements The Affirmative Action panel maintains the requirements for this job candidate.
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Recording the Candidate’s Prior Address The Prior Address panel keeps record of the candidate’s prior address, if any. 30. Enter the candidate’s primary address in Address 1. 31. Enter the candidate’s secondary address in Address 2, if applicable. 32. Enter the City. 33. Enter the State. 34. Enter the ZIP code. 35. Enter the address the candidate moved From. 36. Enter the address the candidate moved To.
Recording the Candidate’s Prior Name The Prior Name panel keeps record of the candidates prior name, if any. 37. Enter the candidate’s Last Name. 38. Enter the candidate’s Middle Name, if any. 39. Enter the candidate’s First Name. 40. Enter the candidate’s Suffix. 41. Click Save.
Hiring the Candidate To hire the candidate, select Hire in the Job Candidates panel. The New Hire form opens, populated with the job candidate’s information. see Setting Up New Hire Information on the next page. Note: If there are unsaved changes in the Job Candidates form an error message displays, “This candidate record has unsaved changes. Do you want to save the changes and continue Hiring?” Click Yes to save any changes and access the New Hire form. (Clicking No returns you to the Job Candidates form where you can continue updating the candidate’s information.) In addition, if you enter information in the Job Candidates form, but do not select the New Candidate field or enter an existing candidate from the list that displays after selecting the Candidate Number field an error message displays, “Candidate not found.” Click OK to return to the Job Candidates form.
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Setting Up New Hire Information You can enter a newly hired employee’s information into PrismHR using the New Hire form.
Note: Depending on the system parameters and the company’s settings, different fields might be required.
You can access job candidate information by selecting Candidates from the Actions menu . Use the search dialog to select the job candidate you want; the candidate’s information populates the form. • Candidates: See Maintaining Job Candidates Information on page 142 • New Hire Notes: See Entering New Hire Notes on page 164 Once you save the New Hire form, you can select Employee Details from the Actions menu .
To set up new hire information, do the following:
To set up Complete this panel Type of employee being hired New Hire Personal information for the new employee Personal Information Address and emergency contact information for the new Resident Address and Emergency employee Contact Various details about when and where the new employee works Employment Details Compensation details about the new employee Pay Details Identity and employment eligibility information Form I-9 Details Other information for the employee’s Form I-9 information Form I-9 Miscellaneous Account information required for payroll ACH transactions Direct Deposit Information Federal tax filing information and allowances for the employee Federal Form W4 Details Resident and work state Form W-4 details, if required Resident State Form W4 Details and Work State Form W4 Details
The following sections describe how to set up new hire information in the panels that reside in the New Hire form.
Identifying Employee Type You can identify the type of employee being hired using the New Hire panel.
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To identify the employee type, complete the following fields:
Field Description Work Location Enter or select the primary Work Location ID where the employee works. When there are mandatory new hire questions, a new form opens. Complete the form and click Submit Answers, then continue completing the New Hire form. Employer ID Select the Employer ID. Social Security Number Enter the new employee’s Social Security number. The Social Security Number field does not accept any values that begin with the numeral 9, but you can enter the ITIN for a 1099 Contractor which begins with the numeral 9. (All valid Individual Taxpayer Identification Numbers (ITINs) are a nine-digit number in the same format as the SSN (9XX–XX-XXXX), begins with a 9 and the 4th and 5th digits range from 50-65, 70-88, 90-92 and 94-99.) If you enter the ITIN of a 1099 contractor, you will receive a message stating The number you have entered is not a valid Social Security number. The new hire cannot be onboarded as an employee with this number. You should proceed only if you wish to enter this new hire as a contractor, and the new hire meets IRS requirements for using an Individual Taxpayer Identification Number in place of a social security number. Click OK to continue. The Hire Type Field will automatically change to Contractor (1099) on the New Hire form.
Note: Custom Feature Code ALLOW999SSNS should not be enabled for the
client.
Note: On the Client Details form, on the Other tab, under Other Options the
field named Contractors (1099) Allowed should be selected.Hire Type Select the employee Hire Type. The Use Onboarding field displays only if the company is set up to prompt for electronic onboarding. Use Onboarding From the Use Onboarding drop-down, indicate whether you are entering all of the employee’s information or if the employee will enter it in Employee Portal (EP). This affects which fields are required. Employee IDs are generated automatically at the creation of the employee record and they cannot be edited. Each ID consists of a letter followed by five digits.
Defining Personal Information You can define the personal information for the new employee using the Personal Information panel.
Note: The First Name, Last Name, Middle Name, and Preferred Name fields do not allow special characters.
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To define the personal information for the new employee, complete the following fields:
Field Description First Name Enter the new employee’s First Name. Last Name Enter the employee’s Last Name. Middle Name Enter the employee’s Middle Name. Preferred Name Enter the employee’s Preferred Name, which the system uses in place of their legal first name. Nickname Enter the employee’s Nickname. Birth Date Enter the employee’s Birth Date. Gender Select the employee’s Gender. Ethnic Code Select the employee’s Ethnic Code. Marital Status Select the employee’s Marital Status. Tobacco User Select whether the employee uses tobacco products. This information is used to calculate life insurance premiums.
For each of the following fields, select Yes, No, Not Selected, or Declined.
Field Description Disabled Whether the employee is disabled, as defined by the Americans with Disabilities Act of 1990. Veteran The employee is a United States veteran. • Vietnam Veteran: The employee is a United States veteran of the Vietnam war. • Disabled Veteran: The employee is a United States veteran who has a disability as defined by the Department of Labor VETS-4212 Report. • Recently Separated Veteran:The employee is a United States veteran who has recently left the armed services. • Service Medal Veteran: The employee is a United States veteran who was presented with a service medal. • Other Protected Veteran: The employee is a United States veteran who is protected by the Department of Labor VETS-4212 Report.
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Maintaining Resident Address and Emergency Contact You can maintain the address and emergency contact information for the new employee using the Resident Address and Emergency Contact panels.
To maintain the address and emergency contact information for the new employee, complete the following fields:
Field Description Address Line One/ Enter the employee’s street Address Line One and, if appropriate, Address Line Address Line Two Two. ZIP Code Enter or select the ZIP Code for the employee’s residence. You will be presented with a pop-up of Geocode options when you enter a zip code that spans multiple cities, counties, or localities. Select the correct Geocode to update the address. After you enter or select the ZIP Code, the system checks the street address to make sure that it is valid. If there are typos, missing information, or other unrecognized values, the system displays a dialog suggesting a correction to the address. Click Yes to accept the corrected address, otherwise click No to save as-is or make other edits. Note: If you enter something that the system cannot match to any existing address, it displays the first address in the master list for the ZIP code (such as 1 Apple Drive). GeoCode Select the Vertex GeoCode. The City, State, and County display. Home Phone Enter the employee’s Home Phone number. Mobile Phone Enter the employee’s Mobile Phone number. Personal Email Address Enter the employee’s Personal Email Address. Note the following for the Personal Email Address and Work Email Address fields: • You cannot enter an invalid character in the email address fields. For example, if you enter a left bracket ([) in the user name segment in one of the email address fields and then move away from that 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. • 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
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Field Description still allows you to save the information. For example, if there’s an invalid character in the Personal Email Address field the following warning displays, “Warning! Personal 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).
Work Email Address Enter the employee’s Work Email Address. Contact Name Enter the emergency Contact Name. Contact Telephone Enter the emergency Contact Telephone number. Contact Relation Enter the emergency Contact Relation to the employee.
Defining Employment Details You can provide various details about when and where the new employee works. Fill in the fields as appropriate for the employee and company using the Employment Details panel.
To provide various details about when and where the new employee works, complete the following fields:
Field Description Client Start Date Enter the Client Start Date when the employee started with the client. Typically this is the same as the employer start date, except during the take-on process. Employer Start Date Enter the Employer Start Date when the new employee started with the employer. Position Enter or select the employee’s Position. Employment Status Enter or select the employee’s Employment Status. Employment Type Enter or select the employee’s Employment Type. Benefit Group Enter or select the employee’s Benefit Group. The benefit group can be used to establish eligibility, coverage, and contribution rules for benefit plans. Retirement Benefit Group Enter or select the employee’s Retirement Benefit Group. The retirement benefit group can be used to establish eligibility, coverage, and contribution rules for retirement benefit plans. Division Enter or select the Division for which the employee works. Department Enter or select the Department for which the employee works. Shift Enter or select the Shift on which the employee works.
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Field Description Project Enter or select the employee’s Project. Work Group Enter or select the employee’s Work Group. Union Code Enter or select the Union Code for the union to which the employee belongs. PTO Approver Enter or select the employee ID or enter the worksite trusted advisor’s user ID of the PTO Approver who would approve the new hire’s PTO requests. Worksite managers, as the logged-in user, can automatically assign themselves as the person who approves the employee’s PTO requests by selecting Assign To Me. This option is useful for WSMs who do not have access to view themselves in the PTO Approver Employee Search Results list because of data security. However, they can still enter or paste their employee ID in the PTO Approver field as long as they are an employee in that company. Note the following: • This option is only available for worksite managers. If you log in as a service provider or worksite trusted advisor, Assign To Me does not display. • When worksite managers select Assign To Me, the system automatically populates their employee ID in the PTO Approver field when they are also an employee in the active company. (Worksite managers can be an employee in more than one company.) If they are not an employee in the active company, an error message displays, “The Employee ID you entered is not valid for this company.” • Worksite managers cannot enter or paste their employee ID in the PTO Approver field for an employee outside of the company where that WSM works. (An error displays if they try to perform this action.) However, service providers can enter or paste a worksite manager’s employee ID for an employee outside of the company where the WSM works.
Manager Enter or select the employee ID or enter the worksite trusted advisor’s user ID of the person who the employee reports to upon employment. Worksite managers, as the logged-in user, can automatically assign themselves as the person who supervises the employee by selecting Assign To Me. This option is useful for WSMs who do not have access to view themselves in the Manager Employee Search Results list because of data security. However, they can still enter or paste their employee ID in the Manager field as long as they are an employee in that company. Note the following: • This option is only available for worksite managers. If you log in as a service provider or worksite trusted advisor, Assign To Me does not display.
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Field Description • When worksite managers select Assign To Me, the system automatically populates their employee ID in the Manager field when they are also an employee in the active company. (Worksite managers can be an employee in more than one company.) If they are not an employee in the active company, an error message displays, “The Employee ID you entered is not valid for this company.” • Worksite managers cannot enter or paste their employee ID in the Manager field for an employee outside of the company where that WSM works. (An error displays if they try to perform this action.) However, service providers can enter or paste a worksite manager’s employee ID for an employee outside of the company where the WSM works. • The entry in this field is entered on the new hire’s prehire record. Once the new hire submits their onboarding, the entry is automatically entered for the employee in the Manager field in the Assignments panel on the Work tab of the Employee Details form.
Employee Number If appropriate, enter the Employee Number. Otherwise, the field is grayed out and reads NEW; the system generates an employee number automatically when you save the employee. Benefits Thru Date Enter the Benefits Thru Date, which is the date through which benefit contributions have been deducted from this employee’s pay. Usually you would accept the default date. The only reason you would change the default date (equal to the hire date) would be if the employee had pre-paid benefit contributions for a period subsequent to the hire date. New Hire Report Date Enter the New Hire Report Date when the new hire was reported as joining the company. Entering a date in this field prevents the new hire from being reported again. Seniority Date Enter the employee’s benefit start date in the Seniority Date field, which you can use for PTO auto-enrollment. If you leave this field blank, the system automatically populates this field with the Client Start Date in the employee record. Clock Number Enter the Clock Number, which is the employee’s ID for the time clock.
Establishing Pay Details You can establish compensation details about the new employee using the Pay Details panel.
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To establish compensation details about the new employee, complete the following fields:
Field Description Pay Group Enter or select the Pay Group to which the new employee belongs. Pay Method Select the Pay Method by which the employee will be paid. The Pay Rate and Pay Rate Basis define the new employee’s pay. For example, $250 Weekly or $3500 Monthly. Note: The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. Pay Rate Enter the Pay Rate that corresponds with the selected Pay Rate Basis. Note: For an FLSA exempt new hire, if the annual salary (entered or calculated) in the Pay Rate field under the Pay Detailssection, is lower than the Minimum Exempt Salary Amount on the State Rules form for that state for the latest entered year, and you try to save the form, then you will receive a warning stating The employee has been assigned a pay rate that is below the [State Abbreviation] Minimum Exempt Salary Rate of [Amount]. This is a warning only. Continue? • Click Yes to save the change. • Click No to return to the Pay Rate field. Pay Rate Basis Select the Pay Rate Basis that determines the employee’s pay period. Standard Hours Enter the Standard Hours worked by the employee during the pay period. The system uses this to calculate the employee’s annualized pay. Auto Time Sheet Select Auto Time Sheet if this is a salaried employee and PrismHR should automatically create and accept time sheets for the employee. Default Time Sheet Hours Enter the Default Time Sheet Hours to use in conjunction with the Auto Time Sheet option. The employee’s time sheet defaults to that number of hours. First Pay Period Hours If available, you can enter the First Pay Period Hours. This is typically used for employees with auto time sheet hours when their hire date falls in the middle of a payroll period. This feature must be enabled in the System Parameters and for the selected client. Once you enter the client and employer start dates, pay group, and standard hours, select Auto Time Sheet. A calendar displays the employee’s start date as well as the pay period start and end dates to help you determine the number of hours to enter for the first paycheck. Benefits Calculation Salary Enter the Benefits Calculation Salary to use as an override for any benefit
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Field Description calculations that use employee’s salary in the calculation. Note: The value you enter in this field populates the Benefit Salary field in the Pay tab of the Employee Details form.
Note: The Form I-9, Direct Deposit, and Form W-4 panels display only if the system is set to have you enter all employee information. If the employee will enter the information during the onboarding process, proceed directly to saving the record; see Saving the New Hire Information on page 159.
Defining Identity and Employment Eligibility Information You can enter identity and employment eligibility information using the Form I-9 Details panel.
To enter identity and employment eligibility information, complete the following fields:
Field Description Form I-9 Completed? Select Form I-9 Completed if the employment eligibility verification form is on file for the new employee. I9 Originally from Select I9 Originally from Onboarding if the I-9 information was part of the OnBoarding electronic onboarding process. Document Title Select the Document Title that proves the identification of this employee, for compliance with the IRCA (Immigration Reform and Control Act). Document Title Select Document Title of the first Identification/Eligibility Document. If it is a B type and not an A type, the system displays a second set of fields so that you can enter the C type Eligibility Document. • Enter or select the Issuing Authority code for the document that establishes identity. The authority’s name displays.
Note: If the Document Title field contains C- Birth Certificate, the system does
not use a drop-down to select values for the Issuing Authority field. Instead, you
must enter a value, (for example, a state, county, or town).
• Enter the Document Number.
• Enter the Expiration Date of the document, if any. This field is optional.Submit for E-Verification Select Submit for E-Verification to send an E-Verify request to display in the Personal tab on the Employee Details form. Note: You have the opportunity to submit an employee for e-verification after the employee has been hired, if you uncheck this field on the New Hire form during
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Field Description the hiring process. To do this, select the Submit to E-Verify field for the employee in the Personal tab on the Employee Details form. Federal W4 Filed Select Federal W4 Filed if the State Employee Withholding Allowance Certificate is on file for the employee. Federal W4 Year Enter the Federal W4 Year covered by the most recent certificate on file. Federal W5 Filed Select Federal W5 Filed if Form W-5 is on file for the employee. Federal W5 Year Enter the Federal W5 Year applicable to the most current Form W-5 on file.
Providing I-9 Miscellaneous Information You can enter other information for the employee’s Form I-9 using the Form I-9 Miscellaneous panel.
To enter other information for the employee’s Form I-9, complete the following fields:
Field Description I9 First Name Enter the new employee’s first name as entered on the Form I-9.
I9 Middle Name Enter the new employee’s middle name as entered on the Form I-9.
I9 Last Name Enter the new employee’s last name as entered on the Form I-9.
I9 Other Name Used Enter the new employee’s other name as entered on the Form I-9.
I9 Start Date Enter or select the I9 Start Date as entered on the employee’s Form I-9. I9 Renew Date Enter or select the I9 Renew Date by which the employee must be re-certified, as entered on the employee’s Form I-9. I9 SSN Enter the I9 SSN as entered on the employee’s Form I-9. I9 Date of Birth Enter or select the I9 Date of Birth as entered on the employee’s Form I-9. I9 Citizenship Status Select the I9 Citizenship Status as entered on the employee’s Form I-9. Alien Registration Number Enter the Alien Registration Number on the employee’s “green card.” Form I-94 Admission Enter the Form I-94 Admission Number the employee was assigned upon Number entering the USA. Foreign Passport Number Enter the employee’s Foreign Passport Number. Country of Issuance Enter or select the foreign passport’s Country of Issuance. Alien Reg Expiration Date Enter or select the Alien Reg Expiration Date that was issued by the INS.
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Field Description Non-Resident Alien Select Non-Resident Alien, if appropriate. Handbook Mailed On Enter or select the Handbook Mailed On date. Background Test Done Select Background Test Done to indicate there was a background check performed on the employee. Background Test Date Enter or select the Background Test Date. Ohio Form C112 Signed Select Ohio Form C112 Signed to indicate that the employee signed the form.
Establishing Account Information You can establish account information required for payroll ACH transactions using the Direct Deposit Information panel.
To establish account information required for payroll ACH transactions, complete the following fields:
Field Description Deposit Status Select the Deposit Status, indicating whether PrismHR should generate an entry for the new employee’s pay voucher. Pay Types for Deposit Select the Pay Types for Deposit for which the system makes direct deposits. Account Type Select the bank Account Type.
Transit Number Enter or select the ABA Transit Number of the receiving bank or other financial institution. The Bank Name displays. Account Number Enter the employee’s Account Number. Pay Type Override Select the Pay Type Override to which this line is limited. This overrides the Pay Types for Deposit value. If you leave the Pay Type Override field blank, this deposit is not limited to any voucher types. Method Select the Method that PrismHR will use to calculate the amount to be deposited into the specified bank account. Amount Enter the amount to deposit to the account, based on the Method. Limit Amount If the Method is set to Fixed, Percentage, or Fixed Skip, enter the Limit Amount that represents a maximum dollar amount of the percentage. Deposit Status Select the Deposit Status of this direct deposit account.
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Establishing Federal Tax Filing Information You can establish Federal tax filing information and allowances for the employee using the Federal Form W4 Details panel.
To establish Federal tax filing information and allowances for the employee, complete the following fields:
Field Description Filing Status Select the new employee’s Federal tax Filing Status. Allowances Enter the number of Federal withholding Allowances (exemptions) claimed by the employee. Additional Amount Enter an Additional Amount, if any, to be withheld from each paycheck. Exempt Select Exempt if the new employee claims or should be exempt from federal taxes. Selecting this option will block federal withholding deductions from the employee’s paycheck.
Defining 2020 Form W-4 Details
If you are filling out a Form W-4 for 2020 or later, enter the appropriate information in the new 2020 Form W-4 fields:
Field Description Multiple Jobs Select Multiple Jobs if the new hire meets the conditions needed to check the “Multiple Jobs” box on Form W-4. See the IRS Form W-4 instructions for more information. Claim Dependents Credit If appropriate, enter an amount for Claim Dependents Credit ().SeetheFormW − 4instructionsformoreinformation.OtherIncomeEnteranyOtherIncomeaccordingtotheinstructionsonFormW − 4.DeductionsEnteranamountforDeductions(). See the IRS Form W-4 instructions for more information.
Defining Work and Resident State Form W-4 Details Based on the new employee’s work location and resident address GeoCode, these panels display Form W-4 fields for that state, if any. Complete the information as necessary.
Saving the New Hire Information After completing all the information on the New Hire form, click Save.
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The results of saving the record differ, depending on the settings. For example, the employee might be immediately hired and become an active employee, or the new hire might be submitted for approval first. The system displays the ID generated for the new employee record.
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.
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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).Human Resources User Guide © 2026 PrismHR 161 Chapter 8 Defining Job Applicants and New Hires
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).
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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.Human Resources User Guide © 2026 PrismHR 163 Chapter 8 Defining Job Applicants and New Hires
• 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."Entering New Hire Notes You can enter notes or reminders about a newly hired employee using the New Hire Notes form.
To enter notes or reminders about the new hire, access the form using one of these methods: • Enter New Hire Notes in the search box. • Select New Hire Notes from the Actions menu in the New Hire form on the HR|Action menu.
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Use the Suppress option to restrict the display of notes by user or user role. To suppress a note immediately, click the Stop Showing button.
New Hire Download Processing Note that the New Hire Reporting form (Process ID: HRPY.WORK*NEW.HIRE.REPORTING.ENTRY) can include information on employees from restricted clients. The system produces a complete file which includes annual salary without exceptions based on the Client Access Group and the restricted clients listed in it. For this reason, it is recommended that access to this form be limited to users with unrestricted access to all clients in the database. The New Hire Reporting feature builds a file that includes all required criteria and meets specifications for all states. The utilities for new hire report processing are: • New Hire Reporting - Creates a New Hire Report that you can review for accuracy before building the download file to send to the state. • Clear New Hire Reporting Dates - Clears the previously assigned Hire Report Dates so you can run New Hire Reporting again. Currently this process is performed in the backend system for PrismHR. • Set New Hire Reporting Dates - Sets the date for previously reported employees so they will not be included in the New Hire Reporting file. This process is also performed in the backend system for PrismHR.
New Hire and Termination Reporting Center The New Hire and Termination Reporting Center provides convenient access to the forms required to process new hire and termination reporting. The New Hire and Termination Reporting form can include information on employees from restricted clients. The system produces a complete file which includes annual salary without exceptions based on the Client Access Group and the restricted clients listed in it. For this reason, it is recommended that access to this form be limited to users with unrestricted access to all clients in the database.
To open a New Hire and Termination Reporting page: On the Work Centers panel, under Compliance, click New Hire and Termination Reporting and then select the relevant form. Under Reporting Date Overrides, select from the following options: • See Clearing Employee SSN Verification Reporting Dates on page 167 • See Clearing New Hire Reporting Dates on page 166 • See Setting a New Hire Reporting Date on page 167 Under Downloads, select the following option: • See Termination Reporting on page 170 • Previewing New Hire Reporting
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To get detailed instructions for using the open form:
• Click Online Help in the header area.
To return to the previous page:
• Click in the header area of the form.
Clearing New Hire Reporting Dates If you enter a new hire reporting date in an employee record, the employee does not display on the New Hire Reporting download. The Clear New Hire Reporting Dates process clears the new hire reporting dates, so the employees display on the subsequent New Hire Reporting download. For example, if you are supporting international employees, they initially use a temporary SSN during the application period. When the permanent SSN is issued, you might need to clear the New Hire Reporting Date so those employees are included in the next reporting cycle. Use the Clear New Hire Reporting Dates form to clear the New Hire Reporting Date for a specified date range for one or all clients. You can also use this form to clear the New Hire Reporting Date for a specified date range for one or more employees for a selected client.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under the heading Compliance, click New Hire and Termination Reporting. Then under the heading Reporting Date Overrides, click Clear New Hire Reporting Dates.
To clear new hire reporting dates: 1. Complete the following
Field Name Description Starting New Hire Report Enter the starting date of the reporting date range from when you want to clear Date New Hire Reporting Date.
Ending New Hire Report Enter the ending date of the reporting date range till when you want to clear New Date Hire Reporting Date. Client ID This field is optional. Leave it blank to select all clients. If you want to clear the New Hire Reporting Date for employees for a particular client, enter it here or click the Client ID hyperlink to select it from the Select Client dialog.
Note: Once you enter a Client ID here, the following field becomes visible.Employee This field is optional. Leave it blank to select all employees for the selected client. Here you can enter one or more employees for whom you want to clear the New Hire Reporting Date for the selected date range, or click the Employee hyperlink and select one or more employees from the Select Employee dialog.
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Clearing Employee SSN Verification Reporting Dates Use this process to reset the Employment Verification Service (EVS) reporting dates. These Employee SSN Verification Reporting Dates are used when processing the EVS download file that is generated from the W-2 work center (W-2 Processing > W-2 Processes > Create Employee SSN Verification Download). If a reporting date is entered in the Employment Verification Service (EVS) reporting date, the employee is not shown on the EVS download. This process resets the EVS reporting dates so that the employees will be shown on the EVS download file.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under the heading Complianceclick on New Hire and Termination Reporting. Then under the heading Reporting Date Overrides click on Clear Employee SSN Verification Reporting Dates.
To clear employee SSN verification reporting dates: 1. Enter Starting EVS Report Date which is a mandatory date field. Please enter the date from which you want to clear the employee SSN Verification reporting. 2. Enter Ending EVS Report Date which is a mandatory date field. Please enter the date upto which you want to clear the employee SSN Verification reporting. 3. Company ID is an optional free text field. Leave it blank to select all clients. 4. Click Process. A progress window opens that shows the number of records read and the number of records cleared and notifies you when the process is complete. The Close and Report buttons remain disabled while the report is being generated. 5. Click Close to close the window. 6. Click Report to display the Job Control Status Report window. 7. In the Job Control Status Report window, click the XLS link to download the report.
Setting a New Hire Reporting Date Use the Set New Hire Reporting Dates process to enter new values for the new hire reporting dates. When a new employee is hired, the employer is required to report that new hire to the state they are hired in via an electronic file (Back Office) > Operations|Action > New Hire Reporting. The final step of this reporting download process is to add the new hire reporting date on the employee record so that the employee is not reported multiple times.
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The Set New Hire Reporting Date option enables you to manually add the new hire reporting date on the employee record in either of the following situations: • The employee record was locked, therefore not included in the New Hire Reporting Download file, but was manually added to the States Download. • The employer does not want to report the new hire to the state using the New Hire Reporting Download file.
Note: Client Access Group Security is enabled on this form.
To set new hire reporting dates: 1. In the Work Centers panel, under Compliance click New Hire and Termination Reporting. Under Reporting Date Overrides select Set New Hire Reporting Date. 2. Starting New Hire Report Date is a required date field — select the start date of reporting date range. 3. Ending New Hire Report Date is a required date field — select the end date of reporting date range. 4. Click the Client ID link to select a specific client for the report or leave blank to select all clients. 5. Click the Employee ID link to select a specific employee for the report or leave blank to select all employees. 6. Click Process. A progress window opens that shows the number of records read and the number of records updated and notifies you when the process is complete. The Close and Report buttons remain disabled while the report is being generated. 7. Click Report to display the Job Control Status Report window. 8. In the Job Control Status Report window, click the XLS link to download the report.
Previewing New Hire Reporting Use the New Hire Reporting form to build a preview report and the download file to send to a state. The final New Hire Report download file can be in one of the following two formats: • A tab-delimited text file (.txt format) -OR- • A comma-separated values file (.csv format)
Note: All states in the US accept .txt files. Some states also accept .csv files.
To access the form, in the Work Centers panel, under Compliance, click New Hire and Termination Reporting. Under Downloads, click New Hire Reporting.
To generate the new hire report: Complete the following fields:
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Field Description
Report Date Enter the date of reporting.
Employer This field is optional. Select one of the following radio buttons:
• All Employers (Default Option) - Select this option if you want to report
for all employers.
• All Clients) - Select this option if you want to report for all clients.
If you want to run this for a specific Employer or Client:
• Enter the Employer ID or click the Enter Employer ID link and select one
from the Select Employer dialog box.
• Enter the Client ID or click the Enter Client ID link and select one from
the Select cClient dialog box.
Hire Date Select one of the following radio buttons:
• Use Original Hire Date (Default)
• Use PEO Start Date
You can select the following additional options here:
• Exclude hires over 45 days (Unchecked by default) - check this option if
you want to exclude hires over 45 days.
• Exclude 1099 employees (Unchecked by default) - check this option if
you want to exclude 1099 employees.
Report Type Select one of the following radio buttons:
• Select Multi-State to report employees who have been hired in all states
to the state in the Report to State field.
• Select Single State to report only those employees who were hired in
the Report to State field.
Report to State Enter the two character postal code of the state to which you will submit the
file or click the Report to State link and select one from the Select State
dialog box.
File Type Specify the type of file you want to generate from the following options:
• Text (.txt) [Default]
• Comma-Separated Values (.csv)
File Name Enter the name of the file that you will generate.
Reporting ER ID You will see this field only if you have selected Employer above. Enter the
Employer ID of the employer who is reporting this or click Reporting ER ID
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You can preview the report online to make sure the data looks accurate. 1. Once you have set all the options, click Preview. Note: This is intended to be a preview of the employees included in the report and not the actual report sent to the state. (That will populate when you generate the report.) 2. When the process completes, click Close. The report opens.
When you have verified that the data is correct, you can build the file. 1. Click Generate File in the New Hire Reporting form. The Build New Hire Reporting File window displays the process. 2. When the process completes, click Close. The file downloads based on your browser settings. 3. Close any windows that opened during the download process aside from the PrismHR window.
Termination Reporting Use this form for terminated employees that have court ordered child support. It builds an electronic file that contains terminated employees that are set up with garnishments. This file is then submitted to the state.
Note: Client Access Group Security is enabled on this form.
To access this form, in the Work Centers panel, under Compliance click New Hire and Termination Reporting. Under Downloads click Termination Reporting.
To build the termination reporting download: 1. Complete the following fields:
Field Description
Reporting Date The reporting date for the report.
Employer/Client Select one of the following options:
• Employer (Default) - Select this option if you want to run
this download for employers.
• Client - Select this option if you want to run this download
for clients.
Employer/Client ID This field is optional.
• Enter the employer ID if you want to run this download for
a specific employer or click the Employer link and selectHuman Resources User Guide © 2026 PrismHR 170 Chapter 8 Defining Job Applicants and New Hires
Field Description
one from the Select Employer dialog box. Leave this field
blank to run this download for all employers.
• Enter the client ID if you want to run this download for a
specific ,client or click the Client ID link and select one
from the Select Client dialog box. Leave this field blank to
run this download for all clients.
Report to State The state to which terminations will be reported. Texas is the only
available option.
Multi State Indicator Specify whether the employer has elected to use the multi-state
reporting option. If Yes, employees from all states will be reported
to the specified state.
Use 60 Day Cutoff Date Specify whether to use a 60 day cutoff date.Human Resources User Guide © 2026 PrismHR 171 Chapter 9 Defining OSHA and Workers’ Compensation Case Files
Chapter 9 Defining OSHA and Workers’ Compensation Case Files Use PrismHR to define and work with OSHA (Occupational Safety and Health Administration) and workers’ compensation case file information.
Note: Before entering case files, your organization must define events; see Establishing OSHA Event Codes on page 21.
Creating and Updating OSHA Case Files Use the OSHA Cases form to create and update Occupational Safety & Health Administration (OSHA) case files for work-related injuries or illnesses.
OSHA Case The first panel establishes basic information for the OSHA case file.
To set up or modify an OSHA case: 1. Click New Case to create a new OSHA case file, or enter the Case Number of an existing case file. 2. 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. 3. If this case involves privacy concerns, select the Privacy Case? option. If this field is selected, the OSHA 300 Log will display the employee name as “Privacy Case”. 4. Enter the employee’s Position. The default comes from the Employee Details; do not enter the activity in which the employee was engaged. 5. Enter the code for home Department code in which the employee worked when the injury occurred or at the onset of the illness. The default comes from the Employee Details. 6. Enter the Location code where the injury or illness occurred. The description displays. 7. Modify the fields in the panels listed below, as necessary. 8. Click Save.
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Injury/Illness Use the Injury/Illness panel to describe what happened in the OSHA case.
Field Description Date of Injury or Onset of Date when the employee sustained the injury or first reported the Illness symptoms. OSHA Event Code for Enter the event code that best describes the injury or illness. Injury/Illness Report Incident on the 300A log Select this option if the client recorded the injury or illness in the OSHA 300A log. Description of Injury/Illness Enter a description. Be as explicit as possible. Description of where accident This is an optional field and is limited to 15 characters. occurred
Claim The Claim panel provides additional OSHA claim information.
Field Description Date Date when the employee notified their supervisor about the injury or illness. Notified Fatal Select one of the following options: • Unknown - to indicate that the condition of the employee is not known. • No - to indicate that the injury or illness was not fatal. • Yes - to indicate that the injury or illness was fatal. Expired On If you select Yes above, enter the date of the expiration of the claim to ensure reporting on the OSHA 300A Report. Claim Filed Select one of the following options: • Unknown - to indicate that the claim filing status of the employee is not known. • No - to indicate that the claim has not been filed. • Yes - to indicate that the claim has been filed. Days Away Number of days away from work as a result of the injury or illness. Days Number of days the employee has restricted work duties. Restricted
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Field Description Medical Total estimated medical cost associated with the illness or injury. Cost Enter 0 if there is no estimate or if it does not apply to this case. Labor Cost Enter the total labor cost due to this illness or injury. Enter 0 if there is no estimate or if it does not apply to this case.
OSHA Form 101 Detail Enter detailed information as required in the OSHA Form 101 Detail panel.
To fill out information for OSHA Form 101: 1. Enter the Body Part Description. This describes what was affected by the injury or illness. 2. Describe the task in which the employee was engaged. 3. Describe in detail the events that resulted in the injury or illness. 4. Name the object or substance that affected the employee. For example: • The machine or other object that struck the employee, or which he or she struck • The vapor or poison the employee inhaled or swallowed • The chemical or radiation that irritated the skin • The object that the employee lifted or pulled
OSHA Other Detail Enter other information in the OSHA Other Detail panel, as required.
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Field Description Report Date Date when the report was prepared. Prepared By Person who prepared the report. Preparer Position Job title of the person who prepared the report. Physician Name Name of the physician who treated the employee for the injury or illness. Physician Address Street address for the physician. City, State, & ZIP Location of the physician. code Hospital Name Name of the hospital where the employee received treatment for the injury or illness. Hospital Address Street address of the hospital. City, State & ZIP Hospital location. Code
Setting Up Workers’ Compensation Cases Track detailed information about a workers’ compensation case using the Workers’ Compensation Cases form.
Workers’ Compensation Case Use the Workers’ Compensation Case panel to review or add a new case.
To set up basic Worker’s Compensation information: 1. Enter an existing Case Number or click New Case to create a new case. 2. Enter the Employee ID. 3. Enter the Claim Date, which is the day the benefit claim was made. 4. Enter the Claim Number assigned by the insurance company. 5. Enter the Jurisdiction, which is typically the postal code for the state of jurisdiction for this case.
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Contacts Use the contacts panel to add insurance and attorney contact and telephone numbers to a workers’ compensation case. Table 1: Contacts - Fields Field Description Insurance Company The insurance company liable for this workers’ compensation benefit claim. Insurance Contact The contact at the insurance company. Insurance Attorney The attorney who is handling the case for the insurance company. Employee Attorney The attorney who is representing the employee in this case. Telephone Corresponding telephone numbers.
Reserved/Paid-to-Date Information Use the Reserved/Paid-to-Date Information panel to add compensation, medical, and other expense amounts to the workers’ compensation case. Table 2: Reserved/Paid-to-Date Information - Fields Field Description Weekly Compensation Weekly workers’ compensation rate. Compensation Reserve Amount reserved by the insurance company to cover the cost of compensation in this case. Medical Reserve Amount set by the insurance company to handle medical claims for this case. Expense Reserve Amount set by the insurance company to cover the cost of expenses related to the case.
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Table 2: Reserved/Paid-to-Date Information - FieldsField Description Company Paid Compensation paid by the company to the employee. Compensation Company Paid Medical Medical expenses paid by the company. Company Paid Expense Other case-related expenses paid by the company.
Insurance Paid Compensation paid by the insurance company to the employee. Compensation Insurance Paid Medical Medical expenses paid by the insurance company. Insurance Paid Expense Other case-related expenses paid by the insurance company.
Adding Workers’ Compensation Case Notes Use the Notes form to maintain any notations or reminders associated with a workers’ compensation case that your organization wants to track. To access this form, select the Actions menu in Workers’ Compensation Cases.
• To view or edit an existing note, click Note ID. • To create a note, click Add.
Either of these actions opens the note entry form, below.
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Chapter 10 Updating Employee Records You can update employee records using features in the HR menu under Actions. • For information on employment statuses, see Maintaining Employee Statuses on page 16. • For information on employment types, see Establishing Employee Types on page 18. • For information on paid time off, refer to information about Time Off plans in the Client Administration User Guide.
Changing an Employee's Department 179
Changing an Employee's Division 180
Changing an Employee's Location 180
Changing an Employee's Project 181
Changing an Employee's Work Group 182
Changing an Employee's Work Shift 182
Making a Location Change for Multiple Employees 183
Making a Pay Rate Change for an Employee 185
Making a Pay Rate Change for Multiple Employees 186
Changing an Employee's Position 188
Manually Enrolling Employees in Time Off Register 188
Processing Time Off Auto Register Enrollment 191
Processing PTO Approver Reassignments 192
Working with Planned Time Off Requests 194
Correcting a Duplicate Employee Record 197
Entering Employee Absences 201
Tracking Employee Leaves of Absence 201
Processing Mass Employee Changes 203Human Resources User Guide © 2026 PrismHR 178 Chapter 10 Updating Employee Records
Inactivating Mass Employee Direct Deposit Records 207 Working with Backdated Leave Requests 207 Reactivating an Employee 209 Terminating an Employee 210 Terminating Mass Inactive or Between Placement Employees 214 Creating Records for Terminated Employees 219 Terminated Take On Employee Maintenance 221 Rehiring a Terminated Employee 223 Performing Status Type Changes 229 Setting up Changes to an Employee’s Benefit Group 231 Performing Employer Reassignment 234 Resetting Blocked Filing Status 235 Using the Approval Process 236
Changing an Employee’s Department Use the Department Change form to change an employee’s department. For example:
To change an employee’s department: 1. Enter or select the Employee 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. The Current Employment information displays. 2. Enter or select the New Department for the employee.
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Changing an Employee’s Division Use the Division Change form to change an employee’s division. For example:
To change an employee’s division: 1. Enter or select the Employee 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. The Current Employment information displays. 2. Enter or select the New Division for the employee. 3. Enter or select the Division Start Date when the new division goes into effect. 4. Click Save.
Changing an Employee’s Location Use the Location Change form to change an employee’s location. For example:
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To change an employee’s location: 1. Enter the Employee 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. The Current Employment information displays. 2. Enter or select the New Worksite Location for the employee. 3. Enter or select the Worksite Location Start Date when the new location goes into effect. 4. Click Save.
Changing an Employee’s Project Use the Project Change form to change an employee’s project. For example:
To change an employee’s project: 1. Enter the Employee 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. The Current Employment information displays. 2. Enter or select the New Project for the employee. 3. Enter or select the Project Start Date when the new project goes into effect. 4. Click Save. Note the following: • An error message displays if you enter a past date. • When the future date occurs, the system automatically makes the employee’s change in the Employee Details form and in the payroll that it generates after the change is effective. (That is, if the payroll that coincides with the effective date of the change has already been generated, the new values do not automatically update. However, when that payroll posts, the change occurs in the next payroll that is auto- generated.)
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Changing an Employee’s Work Group Use the Work Group Change form to change an employee’s work group. For example:
To change an employee’s work group: 1. Enter the Employee 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. The Current Employment information displays. 2. Enter or select the New Work Group for the employee. 3. Enter or select the Work Group Start Date when the new work group goes into effect. 4. Click Save. Note: An error message displays if you enter a past date.
Changing an Employee’s Work Shift Use the Shift Change form to change an employee’s work shift. For example:
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To change an employee’s work shift: 1. Enter the Employee 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. The Current Employment information displays. 2. Enter or select the New Work Shift for the employee. 3. Enter or select the Work Shift Start Date when the new work shift goes into effect. 4. Click Save. Note the following: • An error message displays if you enter a past date. • When the future date occurs, the system automatically makes the employee’s change in the Employee Details form and in the payroll that it generates after the change is effective. (That is, if the payroll that coincides with the effective date of the change has already been generated, the new values do not automatically update. However, when that payroll posts, the change occurs in the next payroll that is auto- generated.)
Making a Location Change for Multiple Employees You can set a new location for multiple employees at once using the Mass Location Change form. The filtering options in this form allow you to find employees based on specific criteria related to the employee’s status, type, location, and so on.
To make a mass location change, do the following: 1. From HR|Action, select Mass Location Change and complete these panels as required:
Panel Description
Filters Set the filters for the employee search, then select Find
Employees to list all employees who meet the criteria. (All filters
include obsolete codes during a search.)
Select Employees In the list that displays, either choose all employees by selecting
the box under the Select Employees header or select each
employee individually.
Location Change Actions Select the location change in the Location Change Actions panel
as follows:
• New Location: Enter or select the New Location per pay
period. (Note: If you select this field, the Search filter does
not display obsolete codes.)
• Effective Date: Enter the Effective Date per pay period
(defaults to the current date). (Note: You cannot enter a past
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• After finding employees, if you reset the filters to perform another search a warning message displays, “Selecting or updating the filters will clear the current list of employees. Do you want to continue?” Selecting Yes keeps the updated filter selections in place. • If you disable a field on this form, or select all fields, or make any changes in the form after selecting Preview Changes, the Process Rate Changes button is unusable until you select Preview Changes again. • The system displays up to 500 employees per page.
Making a Pay Rate Change for an Employee You can set a new pay rate for an employee using the Pay Rate Change form.
Note: After you calculate a regularly scheduled payroll and then make a pay rate change for an effective date within the pay period dates of that payroll, a message displays warning you that the current payroll is in a status that does not allow for automatic pay rate updates to the timesheet. In this situation, you need to manually apply the new pay rate to any hours on the payroll using the Detail Time Sheet Entry form.
To make a pay rate change, do the following: 1. From HR|Action, select Pay Rate Change. 2. 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 current employment information displays, and any history of pay rate changes displays at the bottom of the form.
Note: The New Pay Rate and Per basis define the new employee’s pay. For example, $250 Weekly or $3500 Monthly.
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Working with the Actions Menu You can access related features by selecting them from the Actions menu. • Reason Codes: see Creating Reason Codes on page 20 • Status Type History: see Viewing Employment Status Updates for Employees on page 264
Making a Pay Rate Change for Multiple Employees You can set a new pay rate for multiple employees at once using the Mass Pay Rate Change form. The filtering options in this form allow you to find employees based on specific criteria related to the employee’s status, type, pay method, and so on. Note: The Variable Salary option in the Pay Method field only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.
To make a mass pay rate change, do the following: 1. From HR|Action, select Mass Pay Rate Change and complete these panels as required:
Panel Description
Filters Set the filters for the employee search, then select Find
Employees to list all employees who meet the criteria. (All filters
include obsolete codes during a search.)
Select Employees In the list that displays, either choose all employees by selecting
the box under the Select Employees header or select each
employee individually.Human Resources User Guide © 2026 PrismHR 186 Chapter 10 Updating Employee Records
Panel Description
Pay Rate Actions Select the pay rate change by the total amount or percentage
increase in the Pay Rate Actions panel as follows:
• Rate: Enter the New Pay Rate per pay period, Effective Date,
and Reason Code.
• Percentage: Enter the Percent Change per pay period,
Effective Date, and Reason Code.
Note: Service providers can optionally set the New Standard
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• After finding employees, if you reset the filters to perform another search a warning message displays, “Selecting or updating the filters will clear the current list of employees. Do you want to continue?” Selecting Yes keeps the updated filter selections in place. • If you disable a field on this form, or select all fields, or make any changes in the form after selecting Preview Changes, the Process Rate Changes button is unusable until you select Preview Changes again. • The system displays up to 500 employees per page.
Changing an Employee’s Position Use the Position Change form to change an employee’s position when career path changes or promotions occur. For example:
To change an employee’s position: 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 Current Employment information displays. 2. Enter the New Position Code for the employee. 3. Enter the New Position Start Date when new position and title goes into effect. 4. Select the New Position Reason Code that best describes the reason for the position change. 5. Enter the Based on Recent Review Date that caused this position change to occur, if appropriate. 6. Click Save.
Accessing Employee’s Status History You can access the employee’s status history by opening the Actions menu and selecting Status Type History. See Viewing Employment Status Updates for Employees on page 264 for more information.
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.
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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 249
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. 3. 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.
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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.
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.
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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.
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.
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• 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.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. 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.
Processing PTO Approver Reassignments You can reassign the PTO approver for multiple employees at once using the PTO Approver Reassignment form. Note: This feature is available for service providers, worksite managers, and worksite trusted advisors. However, worksite managers and worksite trusted advisors can only access and reassign employees that they are allowed to access. The filtering options in this form allow you to find employees based on specific criteria related to the employee’s current PTO approver ID and current PTO approver.
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To reassign a PTO approver for multiple employees: 1. From HR|Action, select PTO Approver Reassignment.
Panel Description
Filters Set the filters for the employee search, then select Find Employees to list
all employees who meet the criteria.
Note the following:
• If you enter or select a PTO Approver, the Unassigned PTO Approver
Only field no longer displays.
• If you select Unassigned PTO Approver Only, you cannot enter or
select a PTO Approver. (The system dims the PTO Approver field.)
• If you terminate a manager and select Yes to reassign their
employees, the system automatically opens the PTO Approver
Reassignment form where that terminated manager displays in the
PTO Approver field. (Note: This form still opens for users even if their
access is set to Deny for the PTO Approver Reassignment form, where
they can process a reassignment.)
Select Employees In the list that displays, either choose all employees by selecting the box
under the Select Employees header or select each employee individually.
Note: The system sorts the list of employees by Last Name, with the First
Name as a secondary sort in case there is more than one employee with
the same last name.
Assignment Options Enter or select the Reassign To PTO approver. If you select Reassign To, a
list of all active employees for the client displays.
Note the following:
• If you leave the Reassign To field blank and click Update Assignments
a warning displays, "By leaving employees unassigned they will not
have a PTO Approver listed on their Employee Details. PTO approvals
could be missed without having an assignment in place. Do you wish
to continue?" Select one of the following:
• Yes: The system updates the employee record and clears or leaves
the employee ID blank.
• No: The PTO Approver Reassignment form continues to display, so
you can make updates.
• Service providers can enter a worksite trusted advisor's user ID (who
has access to the client) as the PTO Approver for the selected
employee in the Reassign To field. (You can select current worksiteHuman Resources User Guide © 2026 PrismHR 193 Chapter 10 Updating Employee Records
Panel Description
trusted advisors assigned as a PTO Approver from the Select
Employee list.)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.
Note: Each page displays up to 20 leave requests.
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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
Correcting a Duplicate Employee Record WARNING: PrismHR strongly advises you to test this in your Demo account before performing these tasks in your Live account.
If an employee is entered twice with two different Social Security numbers (SSNs), two different sets of records for that employee exist in the system. If the system pays the employee under both SSNs, you must transfer the information from the incorrect record to the correct record to ensure that only one Form W-2 generates.
Terminating Employee Record with Incorrect SSN First, you must terminate the incorrect employee on the Employee Termination form.
To terminate the incorrect employee, do the following: 1. Click the HR menu. 2. From HR|Action, select Employee Termination. The Employee Termination form opens. 3. Complete the following:
Use this option To do this
Employee ID Enter the employee ID with the incorrect SSN (required).
Termination Status Code Select a termination status code.
Reason Code Select a reason code (required).
Termination Date Select the termination date (required).
Termination Explanation Enter an explanation for the termination. For example, Incorrect
SSN.Editing the Terminated Employee Record After terminating the employee record with the incorrect SSN, you can edit the terminated employee SSN on the Employee Details form.
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To edit the employee SSN, do the following: 1. Click the HR menu. 2. From HR|Change, select Employee Details. The Employee Details form opens. 3. Click the Personal tab. 4. In the Personal panel, click Edit SSN. Enter a unique SSN that differs from the correct employee record. For example, 777-88-9999.
Click the Name tab.
To prevent anyone from using the employee record, edit the employee name so users know it is not a valid employee record. For example, John Doe - DO NOT USE.
Click Save. If the employee was paid under the incorrect SSN, you must transfer the tax amounts to the correct employee record. To transfer the tax amounts, subtract the taxes from the incorrect tax register and add them to the correct tax register. First, you must obtain the employee and employer tax totals for the employee paid under the incorrect SSN.
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Obtaining Tax Totals for Tax Adjustments You can find the employee and employer tax totals for the employee paid under the incorrect SSN on the Payroll Voucher form.
To obtain tax totals for tax adjustments, do the following: 1. Click the Payroll menu. 2. From Payroll|View, select Payroll Voucher. The Payroll Voucher form opens. 3. Select the correct Voucher Number, then click the Tax tab. Make note of the information in the Employee Tax and Employer Tax panels. After obtaining the employee and employer tax totals, you can adjust the taxes.
Adjusting Taxes With the employee and employer tax totals for the employee paid under the incorrect SSN, you can make a tax adjustment on the Tax Adjustment form.
To make tax adjustments for the employee paid with the incorrect SSN, do the following: 1. Click the Payroll menu. 2. From Payroll|Change, select Tax Adjustment. The Tax Adjustment form opens. 3. Enter the Employee ID, Adjustment Date, Employer, and negative amount for taxes. If you do not want to bill the client for the tax adjustment, enable Suppress Billing. If disabled, the system bills the client for the adjustment and updates the billing registers. Then, you must enter both the employee and employer tax withholdings. 4. Click Save.
To make tax adjustments for the employee with the correct SSN, do the following: 1. Click the Payroll menu. 2. From Payroll|Change, select Tax Adjustment. The Tax Adjustment form opens. 3. Click New adjustment. 4. Enter the Employee ID, Adjustment Date, Employer, and a positive amount for taxes. If you do not want to bill the client for the tax adjustment, enable Suppress Billing. If disabled, the system bills the client for the adjustment and updates the billing registers. Then, you must enter both the employee and employer tax withholdings. 5. Click Save. The system displays a dialog box asking if you want to print a refund check now, of if you want to update scheduled payments and reimburse next pay period. Click No. After clicking No, you can go to the Scheduled Payments form to delete the tax refund for both the incorrect and correct employee record.
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Deleting Tax Refunds To delete the tax refund for both the incorrect and correct employee record, use the Scheduled Payments form.
To delete the tax refunds, do the following: 1. Click the Payroll menu. 2. From Payroll|Change, select Scheduled Payments. The Scheduled Payments form opens. 3. Enter the Employee ID. 4. Delete the tax refund from the grid.
Verifying Taxes Adjusted Correctly To verify the taxable earnings and tax amounts for the incorrect and correct employee, use the Employee Tax Summary form.
To verify the tax information, do the following:
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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 page 249.)
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.
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.
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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 Time Off Accruals field on the Employee Time Off Register form. 7. Click Save.
Note: Use Reactivation to return an employee to regular employment status.
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Actions Menu You can access information about the Employee’s Status history by clicking Status Type History in the Actions menu. • Status Type History
Processing Mass Employee Changes Use this feature to process leave of absences, employment reactivations, rehires, status type changes, and terminations for multiple employees at once, including reassigning pending approvals assigned to terminated employees. For example, if your client employs seasonal employees whom they terminate at the end of the season, you can select the Termination option to terminate those employees in a single process. For example:
Note: This form replaces the Mass Employee Termination form.
Viewing an Employee’s Status History Before processing multiple employee changes, you can view their status to determine how that employee will be impacted by the action you are about to process.
To view the status history for an employee, do the following: 1. Go to the Mass Employee H/R Actions form on the HR|Action menu. 2. Select Status Type History from the Actions menu. The Employee Status History form displays.
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Performing Mass Employee Actions After viewing the status history for the employees you want to update, you can process a leave of absence, employment reactivation, rehires, status type change, or termination for multiple employees.
To perform a mass employee action, do the following: 1. Go to the Mass Employee H/R Actions form on the HR|Action menu and select an option in the H/R Action field:
Option Description
Leave of Absence Processes multiple employee leave of absences at once
Reactivation Reactivates multiple employees at once
Rehire Processes multiple employee rehires at once
Status Type Change Processes multiple employee status type changes at once
Termination Processes multiple employee terminations at once
Note: You cannot edit the H/R Action or Employee Selection Method after making a selection in these
fields. (Click Cancel to clear the form.)Select one of the following Employee Selection Method options:
Option Description Generate List Generates a list of employees who meet the selected criteria. Import List Displays the Upload Employees button, which you can select to import your list of employees who meet the selected criteria. Note the following when working with Import List: • The system only accepts uploaded files as a single-column list of employee IDs in either .txt or .csv format. • Employees listed in the import file who do not exist in the selected client are automatically excluded from the import. • The system validates the contents of the imported employee list and if any employee does not pass validation, they are not included in the on-screen report. In addition, if “Fail” displays in the Import Status column in the report, this indicates that the employee does not match the selected
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Option Description
criteria. (You can access this report by selecting Download
Report.)
• If no employees pass validation a message displays, "There
were no employees with selected."
Note the following:
• You must select an H/R Action and Employee Selection Method first before entering or selecting the
other required fields.
• After selecting an option, a confirmation message states that this functionality is only available to
service providers and skips any approval policies already in place. Click OK to continue.
• You must complete the required fields to generate a list of employees or display the Upload Employees
button.Select the H/R Action Status field and choose a status for this action from the list that displays.
For reactivations, rehires, and status type changes only, select the H/R Action Type field and choose an employee type code from the list that displays.
Enter or select a date to perform the action in the H/R Action Date field.
Select the H/R Action Reason field and choose a reason for this action from the list that displays.
A list of employees or the Upload Employees button displays, depending on the Employee Selection Method option you selected. Note: If you select Upload Employees, a File Upload dialog displays where you can select your employees list for import. Click Add Files and navigate to your file, then click Start Upload. After clicking Close the imported employees displays.
Do the following depending on the action:
Action Description Leave of Absence Enter or select a date in the Planned Return from Leave field when the employees will return from their leave of absence. (Note that a planned return is not required.) Rehire Select the following fields, depending on the rehire action: • Stop Previous Voluntary Deductions: Stop any voluntary deductions that were previously set up for these employees. • Stop Previous Direct Deposit: Stop any direct deposits that were previously set up for these employees. • Auto-Enroll in Benefits (Medical, Retirement, PTO): Auto-enrolls employees into Medical, Retirement, or PTO plans that have auto-
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Action Description
enroll rules configured at the client level. With rehires, this option
only works if these employees do not have an existing Benefit/PTO
record.
• Do not launch Benefits Enrollment for rehire: Does not launch
Benefits Enrollment for these employees.
Status Type Change Use the optional filter for Status and Type to narrow the Find Employees
results.
Termination Do the following:
• Enter or select Filter by Last Paid Date to filter all employees who
have not been paid since this date.
• Select Enroll employees with COBRA-electable benefits in COBRA
if these employees need to enroll in this plan.
• In the Okay to Rehire field, select Yes if these employees are
eligible for rehire in the future.
• Select If ACH, Turn off ACH? if you do not want these employees to
receive further ACH transactions. The system sets the employees'
ACH status to Inactive.
• Enter or select the Last Day Worked for these employees.Reassigning Pending Approvals for Terminated Employees During the termination process, the system detects if any employees being terminated have pending approvals. If the terminated employees do have pending approvals a prompt displays after the termination is complete, “There are pending approvals assigned to terminated employees. Do you want to reassign the pending approvals to other client users?”
To reassign pending approvals for terminated employees, do the following: 1. Click Yes. 2. The Manage Pending Approvals form displays, where you can reassign pending approvals to other users. Note: For more information, see Managing Pending Approvals.
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Inactivating Mass Employee Direct Deposit Records Use this feature to locate all employees who have not been paid as of a certain date and inactivate their direct deposit records at once.
Performing Mass Employee Direct Deposit Inactivation You can locate and inactivate direct deposit records for multiple employees using the Mass Inactivate Employee ACH Record form.
To use this feature, do the following: 1. Go to the Mass Inactivate Employee ACH Record form on the HR|Action menu. 2. Select or enter a date in the Employee Not Paid As Of field. A list of employees associated with that date displays. 3. If necessary, select an appropriate option in the Employment Status field to filter employee records for the client (the default is ALL). 4. To inactivate the direct deposit records for all employees in the list, click Select All. Otherwise, select each employee as a recipient of this action. 5. Click Inactivate ACH. A confirmation dialog displays. 6. Click Yes to continue. A message displays confirming that the records for the selected employees were updated.
Working with Backdated Leave Requests You can process approved, backdated leave requests for salaried employees by creating a manual check adjustment using the Backdated Leave Request Processing form.
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To display on this form, an employee must be in a payroll batch with the Time Sheet Entry status. Also, the batch pay period dates must be later than the backdated leave request dates to be processed using Backdated Leave Request Processing functionality. The manual check created from this process backs out the hours and associated dollars from the Offset Pay Code and assigns them to the Leave Pay Code using the appropriate codes on the Time Off Pay form. It also updates the employee’s Time Off register with the appropriate hours taken and includes other details from the Leave Request.
To process a backdated leave request: 1. Check the Select All checkbox to process all the requests or check individual requests. 2. Click Save. 3. A dialog displays stating that clicking Yes will process the approved, backdated leave request(s), then a manual check adjustment for each selected request will be created to reduce the offset pay code hours by the absence code hours. Clicking No cancels the process. 4. A confirmation dialog displays stating that the request(s) was successfully processed, and changes will be reflected in the next payroll. Click OK. 5. Click View Report to view the Backdated Leave Request Report. 6. After closing the report, successfully processed records no longer display in the form.
Note: To enable Backdated Leave Request Processing for Worksite Managers and Trusted Advisors, set the ALLOWWSMWTABDLR custom feature code at the system level.
Viewing Pending Actions To display the number of employees in a regular payroll with pending backdated leave requests, click the yellow indicator in the Pending Actions column on the Time Sheet Entry, Process Payroll, and SuperBatch forms. (A form displays that provides more details.) Note that backdated leave requests only display on the Backdated Leave Request Processing form in the following conditions: • Only salaried employees display.
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• The backdated leave request must be approved. • The date of the backdated leave request must occur before the current timesheet pay period. • The employee must be part of the current timesheet. • The payroll for that timesheet must be in Time Entry status. • The payroll is a regular batch. • The backdated leave request pending actions do not display on the SuperBatch form when there are no pending approvals.
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.
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Note: This field displays the full description of the type code, separated by a dash (-) in front of the type
code.Reviewing Status Type History You can access the employee’s status history by opening the Actions menu and selecting Status Type History.
Terminating an Employee Use the Employee Termination form to terminate an employee.
Note: To terminate multiple employees at once, see Processing Mass Employee Changes.
When you terminate an employee, PrismHR performs the following based on your system’s global settings: • Terminates the employee’s benefits • Removes the employee’s web access login • Disables the employee’s ACH • Refunds the client for the new hire fee, if the PEO has a policy when new hires are terminated within 30 days of being hired • Displays a warning flag if the employee has an outstanding loan balance
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To terminate an employee: 1. Complete the following information:
Field Description
Employee 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 name, Current
Position, Current Employment Status, and Current Employment Type
display.
Note: If you terminate an employee who is both a PTO approver (as
assigned on the Employee Details form) with assigned reports and aHuman Resources User Guide © 2026 PrismHR 211 Chapter 10 Updating Employee Records
Field Description
worksite manager, when you click Save a message displays that
prompts you to review the PTO Approver Reassignment form,
"<Employee ID> was assigned to approve PTO. Would you like to
reassign them to a new PTO Approver now?" Selecting Yes displays the
PTO Approver Reassignment form, where you can reassign those
employees to a new PTO approver. (See Processing PTO Approver
Reassignments on page 192.)
Termination Status Code Select the Termination Status Code.
Note: This field displays the full description of the status code,
separated by a dash (-) in front of the status code.
Reason Code Select the Reason Code for termination.
Termination Date Enter the Termination Date.
Note: Benefits for employees who have been terminated end on either
the 15th of the month or at the end of the month, depending on the
Termination Date. If the Termination Date is on or before the 15th of
the month, benefits terminate on the 15th. If the Termination Date is
after 15th of the month, benefits terminate at the end of the month.
Okay to Rehire Use the Okay to Rehire drop-down to indicate whether the employee
could potentially be rehired. If you select Yes or Not Specified, the
employee will be available in the Rehire form's search.
• Yes: The employee can be rehired.
• No: The employee should not be rehired.
• Not Specified: There is no preference specified as to whether the
employee could be rehired.
Last Pay Period Hours Enter the number of hours for the last payout to the terminated
employee. (Entering an amount here populates the timesheet for this
terminated employee's last pay period, which is the pay period where
their termination date is entered.)
Note the following:
• You can enter positive numbers greater than zero (0) or partial
hours up to two decimal places.
• The hours entered here only applies to regularly scheduled
payrolls and will not display on manual or special payrolls.
• If the termination date is outside of the current pay period, the
system applies the hours entered to the last pay period.Human Resources User Guide © 2026 PrismHR 212 Chapter 10 Updating Employee Records
Field Description
If ACH, Turn Off ACH? Select If ACH, Turn Off ACH if the employee should not receive further
ACH transactions. The system sets the employee's ACH status to
Inactive.
Last Day Worked Enter the Last Day Worked, which is the last date on which the
employee worked.
Provider Notified On Enter the Provider Notified On, which is the day on which the service
provider was notified that employment was terminated.
Reassign Pending Use the Reassign Pending Approvals? drop-down to indicate whether
Approvals? the pending approvals should be reassigned to another user:
• Yes: Reassigns pending approvals to other users
• No: Termination processes without reassigning pending approvals
to other users
Selecting Yes enables the Reassign to User ID field. Click the link to
select a user from the Customer Users with Access search list, whose
users are configured in the Client Security form on the Client|Change
menu.
Note: If you do not check Reassign Pending Approvals? and then click
Save a message displays, "This employee has pending approvals
assigned to them. Do you want to reassign them to a different client
user?" Click Yes to reassign this employee's pending approvals.
Termination Explanation Enter a detailed Termination Explanation, up to 200 characters,
regarding the employee's termination.
Note: You can enter a Termination Explanation that exceeds 200
characters when you enable the TERMEXPLAIN custom feature code on
the System Parameters form.Human Resources User Guide © 2026 PrismHR 213 Chapter 10 Updating Employee Records
panel on this form.)Status Type History You can access the employee’s status history by opening the Actions menu and selecting Status Type History. See Viewing Employment Status Updates for Employees on page 264 for more information.
Terminating Mass Inactive or Between Placement Employees Use this feature 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. For example:
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Important! This feature is specifically designed for staffing service providers who write employee placement data to PrismHR through the adapter. To access this feature, apply the MASSTERMSTAFFING custom feature code at the system/global level. (See the PrismHR System Administration Guide for more information.) The filtering options in this form allow you to find employees based on staffing-specific criteria related to the candidate’s placement status, placement start date, last paid date, and so on.
To terminate multiple inactive or between placement employees at once: 1. Go to the Mass Termination (Staffing) form on the HR|Action menu and complete these fields as required:
Field Description
Placement Status Select the Placement Status for that client. (This field is required.)
When you select this field, the Select Placement Status listHuman Resources User Guide © 2026 PrismHR 215 Chapter 10 Updating Employee Records
Field Description
displays.
Note the following when making a selection from the Select
Placement Status list:
• You can add or delete multiple statuses or select all statuses
at once.
• You can search for a placement status by entering it in the
Placement Status text box.
• The list displays all placement statuses for that
database/service provider (entries are not dependent on
individual clients) in alphabetical order.
• To refresh the list, select Reset Search and Filters.
Employment Type Select the available Employment Type for that client. (This field is
required.)
Exclude if Next Placement Start The system reviews the placement start date data and excludes
Date is between any employees who have a new placement starting on or between
the dates listed.
Note the following:
• You must enter the date in "mm/dd/yy" format or select a
valid date in both boxes to successfully find employees. (The
year format automatically changes from "yy" to "yyyy"
format.)
• The date range must be within a year. Otherwise, an error
message displays, "Next Placement Start Date range has to
be within a year." (Click OK to continue.)
Last Paid Date (on or before) Enter or select the Last Paid Date to filter all employees who have
not been paid since this date. (This field is required.)
Note: If an employee was never paid and therefore does not have
a pay period end date, the system uses the Last Hire Date as the
termination date. When the employee's last hire date is the same
as the effective date the system displays a warning, "A status
change has already been entered with that effective date. If you
continue that change will be discarded. Do you wish to continue?"
Include Employees Never Paid Select Include Employees Never Paid to include employees with
no vouchers and those employees with Arrearage 0 vouchers. (By
default, the system does not display any employees that haveHuman Resources User Guide © 2026 PrismHR 216 Chapter 10 Updating Employee Records
Field Description
never been paid, including Arrearage 0 vouchers.)
Exclude Employees on Leave Select Exclude Employees on Leave to prevent the system from
including employees that have an On Leave Status Classification in
the Select Employees to Terminate table.
Employees to Exclude Enter or select the eligible Employee ID to exclude from the mass
termination process. If you select this field, the Select Employees
search list displays. Select the employees to exclude and click
Done. When you return to the form, the system displays the
excluded employee IDs and names.Select Find Employees. The system displays the employees eligible for termination in the Select Employees to Terminate table. In the list of employees, either select the check box next to the Employee ID column header to terminate all employees in the list or make individual selections. Note: If you exclude employees from the termination process after selecting Find Employees a confirmation message displays, “Selecting or updating the filters will clear the current list of employees. Do you want to continue?” Click Yes to clear the list of employees, then select Find Employees to redisplay the eligible employees. In the list of employees, in addition to the employee name and ID, employment type, and last paid date, the following information displays:
Column Description Placement Status Displays whether the employee’s placement status is Approved. Employment Status Displays the employee’s current status using an abbreviated employment description, such as ACT. Most Recent Placement End Represents an employee’s most recent placement end date in the Date past or the most future placement end date, regardless of the placement status or placement start date filters the system uses. (This is useful when reviewing employee data to determine who should be terminated.) Next Placement Start Date Displays the employee’s next start date happening soon, even if you do not enter a date in the Exclude if Next Placement Start Date (on or after) field. Note the following: • An employee can have more than one next placement start date. • If there are only start dates in the past, the most future date
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Column Description
displays.
• If there are multiple placement start dates, the system
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Note: If you select Cancel or change the filters at the top of the form and then select Yes to clear the list of
employees, the Download confirmation report link disappears.
The report columns display the following information, which is based on information from the Employees to
Terminate table:
• Employee ID: ID of terminated employee.
• Employee Name: Name of terminated employee.
• Employment Type: The terminated employee's current employment type, such as "F" for full-time.
• Placement status: The termination employee's placement status that was selected in the filters when
this employee was terminated. (The employee may have more than one placement status, but the
report only displays the status from the Employees to Terminate table.)
• Last Paid Date: Date the terminated employee was last paid.
• Recurring Deductions: This column displays Yes or No based on whether the terminated employee's
information was recorded in the Recurring Deductions form.Creating Records for Terminated Employees Use the Terminated Take-On Employee Entry form to create records for terminated employees before the client was onboarded. Other processes such as Employment Information Report (Form EEO-1) and COBRA also utilize this information.
Note:
• Uses Client Access Group and employee level security. • Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Note: This form cannot be found on the HRP.ADMIN side.
To access the form, click HR. Under HR|Action click Terminated Take-On Employee Entry.
To create the record of the terminated take on employee: 1. Complete the following fields as required:
In this field Enter this
Social Security Number A valid Social Security Number.
First Name The first name of the employee.
Middle Name The middle name of the employee. This field is optional.
Last Name The last name of the employee.
Birth Date The date of birth of the employee. This field is optional.Human Resources User Guide © 2026 PrismHR 219 Chapter 10 Updating Employee Records
In this field Enter this
Address Line 1 The street address of the employee.
Address Line 2 Additional address information of the employee example apartment
number. This field is optional.
Zip The five digit zip code of the employee. Select the appropriate option
from the Geocode Selection - Zip Code window if more than one
GeoCode is associated with the zip code.
City Auto populates based on zip code.
State Auto populates based on zip code.
GeoCode Auto populates based on zip code or selection from the Geocode
Selection - Zip Code window if more than one GeoCode is associated
with the zip code.
Employee ID Auto populates the Employee ID assigned by the system.
Employer The employer code of the employee or click the Employer link to select
the employer code.
Employment Status The employment status code of the employee or click the Employment
Status link to select the employment status code.
Employment Type The employment type code of the employee or click the Employment
Type link to select the employment type code.
Position Code The position code of the employee or click the Position Code link to
select the position code.
Worksite Location The worksite location code of the employee or click the Worksite
Location link to select the worksite location code.
Department Code The department code of the employee or click the Department Code
link to select the department code. This field is optional.
Division Code The division code of the employee or click the Division Code link to
select the division code. This field is optional.
Project/Cost Center The project/cost center code of the employee or click the Project/Cost
Center link to select the project/cost center code. This field is optional.
Benefit Group The benefit group code of the employee of click the Benefit Group link
to select the benefit group code. This field is optional.Human Resources User Guide © 2026 PrismHR 220 Chapter 10 Updating Employee Records
Terminated Take On Employee Maintenance Use this form to update the employee information that were created using the Terminated Take On Employee Entry form. Other processes such as Employment Information Report (EEO-1) also utilize this information.
Note: This process uses Client Access Group and employee-level security.
To access the form, click HR. Under HR|Change click Terminated Take On Employee Maintenance.
To update the information of the terminated take on employee: 1. Complete the following fields:
In this field Enter this Employee ID The employee ID of the terminated take on employee or click the Employee ID link to select the employee. Social Security Number Auto populates when a valid Employee ID is entered. Only the last four digits of the Social Security Number are displayed while the others are masked. Click the Edit SSN link to edit the Social Security Number. First Name The first name of the employee. Middle Name The middle name of the employee. This field is optional. Last Name The last name of the employee. Birth Date The date of birth of the employee. This field is optional. Address The street address of the employee. Address Line 2 Additional address information of the employee, for example, apartment number. This field is optional. City The name of the city of the employee. State Auto populates when a valid five digit zip code is entered in the Zip Code field. Zip Code The five digit zip code of the employee here. Employer The employer code of the employee or click the Employer link to select the employer code. Employment Status The employment status code of the employee or click the Employment Status link to select the employment status code. Employment Type The employment type code of the employee or click the Employment Type link to select the employment type code.
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In this field Enter this Position The position code of the employee or click the Position link to select the position code. Worksite Location The worksite location code of the employee or click the Worksite Location link to select the worksite location code. Department The department code of the employee or click the Department link to select the department code. This field is optional. Project/Cost Center The project/cost center code of the employee or click the Project/Cost Center link to select the project/cost center code. This field is optional. Benefit Group The benefit group code of the employee of click the Benefit Group link to select the benefit group code. This field is optional.
Terminated Take On Employee Maintenance Audit Use this option to view the audit logs, to view the changes made to a terminated take on employee record, using the Terminated Take On Employee Maintenance (page 221) form.
Note:
• Worksite Managers, Worksite Trusted Advisors and Service Providers can access this option • This process uses Client Access Group and employee-level security
To view the audit log: 1. On the Terminated Take On Employee Maintenance (page 221) form, click Employee ID to select the employee for whom you want to view the audit log. The other fields on the form auto populates with the information available in the system. 2. Click (Action Menu) on the top right. 3. Select Audit (first option in the drop-down) - the Audit Log Display opens in a separate window. 4. Click a Log ID to view the respective changes made - the first Log ID from the top displays the latest change made. 5. Click Close to close the Audit Log Display window.
Each Log ID displays the following information:
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• Audit Log Number shows the Log ID. • File Name shows the • Record ID shows the Employee ID of the employee whose record has changed. • Field Name shows the field where the change was made. • Before Value shows the value before changes were made. • After Value shows the changed value. • Type of Change shows how it changed example (AMENDED) Controlling Field Value • Update Date shows the date on which the record was updated. • Update Time shows the time when the record was updated. • User ID shows the user ID used to change the record. • Account shows the user account used to change the record. • Client IP Address shows the Ip address used to change the record.
Rehiring a Terminated Employee You can rehire an employee who was previously terminated using the Rehire form. When the Rehire form opens, four panels display the following information after you enter or select a terminated employee: • Rehire: Displays the employee’s employment status information. • Personal Information: Displays the employee’s contact information. • Employment Details: Displays the employee’s work details. • Pay Details: Displays the employee’s pay information. Note: Any changes you make in the Employment Details panel and the Pay Details panel take effect immediately and do not abide by the date entered in the Rehire Date field in the Rehire panel. (Future dated changes are not supported. If you enter a future date, the system uses the current date.) After you enter or select an employee, the following panels display depending on the client’s settings on the Client Details form: • E-Verification Options: Select whether to launch E-Verification for this employee. (This panel only displays if the Enable E-Verification? field in the Control tab on the Client Details form is enabled and the employee’s worksite location is not selected to exclude E-Verify.) • Onboarding Options: Select whether to launch Onboarding for this employee. (This panel only displays if the Electronic On-Boarding for Rehires field in the Control tab on the Client Details form is set to Prompt.) • Benefits Enrollment Options: Select whether to launch Benefits Enrollment for this employee. (This panel only displays if the Electronic Enrollment field in the Control tab on the Client Details form is set to NextGen.)
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Note: To rehire multiple employees at once, see Processing Mass Employee Changes.
For example, after you enter or select a terminated employee’s information, the following panels might display:
Note: Required fields are noted in red on this form. In addition, required field settings in the Control tab on the Client Details form that have associated settings in the Controls panel on the New Hire form and the Employee Details form for Department, Shift, Work Group, or Division fields are conditionally required on the Rehire form.
Submitting Rehire Information To rehire a terminated employee, submit the employee’s information in the Rehire form.
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Note: After you enter or select an employee for rehire, the form populates with that employee’s information. You can update the existing information or leave it as previously submitted.
To submit information for the rehired employee, do the following: 1. Go to the Rehire form on the HR|Action menu. 2. In the Rehire panel, complete these fields as required:
Field Description
Employee 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 name, current employment status and type
display.
Note: You cannot select an employee whose Rehire OK field is set to No in
the Work tab on the Employee Details form.
Note the following:
• You cannot select an employee whose Rehire OK field is set to No in the
Work tab on the Employee Details form.
• You cannot select an employee whose status does not allow Rehire in
the Allowed Actions codes. If you enter an employee with this status,
an error message displays.
Rehired Employment Select the Rehired Employment Status.
Status Note: This field displays the full description of the status code, separated by
a dash (-) in front of the status code.
Rehired Employment Select the Rehired Employment Type.
Type Note: This field displays the full description of the type code, separated by a
dash (-) in front of the type code.
Rehire Date Enter or select the Rehire Date when the employee returns.
Note: On the Employee Details form, the Employment Status field does not
update to Active until the selected rehire date.
Note the following regarding the employee's rehire date:
• If the employee's rehire date is less than or equal to the submission
date, all data will update using the date in the Rehire Date field.
• If the employee's rehire date is greater than the submission date, the
updates occur as follows:
• The Rehired Employment Status, Rehired Employment Type, and
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Field Description
field when that date is met.
• The following fields will update on the submission date: Voluntary
Deductions and Direct Deposit, and all fields in the Personal
Information, Employment Details, and Pay Detail panels.
In addition, note that the following fields will update using the date in the
Rehire Date field: Benefit (Medical, Retirement, PTO) and the selected field
in the E-Verification Options panel.
Reason Code Select the Reason Code that best describes the rehiring of this employee.
Voluntary Deductions Select the appropriate option to stop or continue any voluntary deductions
that were previously set up for this employee.
Direct Deposit Select the appropriate option to stop or continue any direct deposits that
were previously set up for this employee.
Benefit (Medical, Select the appropriate option to auto-enroll or do not auto-enroll employee
Retirement, PTO) into Medical, Retirement, or PTO plans that have auto-enroll rules
configured at the client level. (With rehires, this option only works if the
employee does not have an existing Benefit/PTO record.)
Seniority Date If appropriate, enter the Seniority Date to use in place of the Rehire Date
when determining the employee’s eligibility for benefit plans.In the Personal Information panel, complete these fields as required:
Field Description Personal Email Enter or update the employee’s personal email address. Note the following for the Personal Email and Work Email fields: • You cannot enter an invalid character in the email address fields. For example, if you enter a left bracket ([) in the user name segment in the Work Email field and then move away from that field an error message displays, “Work Email: 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 a new email address that contains an invalid character, the system disables the save function and an error message displays. For example, if you enter a left bracket ([) in the user name segment in the Personal Email field and click Save an error message displays, “Personal Email: Email address cannot contain illegal character: [.”
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Field Description
• 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).
Work Email Enter or update the employee's work email address.
Mobile Phone Enter or update the employee's mobile phone number.In the Employment Details panel, complete these fields as required:
Field Description Work Location Enter or select the employee’s Work Location. Note: If you change an employee’s location to a location in a state that uses New Hire or State default questions, a Questions prompt displays that contains the appropriate questions setup on the State Rules form. (New Hire Questions and State Default Questions are setup on the State Rules form. For example, New York is a state that requires specific questions.) Position Enter or select the employee’s Position. Note: If your access is set to no access, inquiry access, or denied access to perform a position change, you can view the employee’s pre-populated information in this field, but the field is set to inquiry only and will not allow you to make changes. Benefit Group Enter or select the employee’s Benefit Group. Retirement Benefit Enter or select the employee’s Retirement Benefit Group. Group Note: If you do not enter data in this field and then save the form information, this field populates using data from the Benefit Group field. Division Enter or select the employee’s Division. Department Enter or select the employee’s Department. Shift Enter or select the employee’s Shift. Project Enter or select the employee’s Project. Work Group Enter or select the employee’s Work Group. Union Code Enter or select the employee’s Union Code. PTO Approver Enter or select the employee ID or enter the worksite trusted advisor’s user
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Field Description
ID of the PTO Approver who would approve the new hire's PTO requests.
Manager Enter or select the employee ID or worksite manager ID of the Manager
who would approve the new hire's PTO requests.
Note: Service providers can also enter or select a worksite trusted advisor's
user ID as the Manager.In the Pay Details panel, complete these fields as required:
Field Description Pay Group Enter or select the employee’s Pay Group. Pay Method Select the employee’s Pay Method. 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 Enter the employee’s Pay Rate, which can be an hourly or annual rate and is based on the current pay rate on the Pay Rate Change form. Note the following: • If you enter a future date in the Rehire Date field and then make a change to the Pay Rate or Pay Rate Basis fields, the Rate Effective Date for the employee’s information in the Pay tab on the Employee Details form changes to the current day’s date. If you do not enter a date in these fields, the Rate Effective Date remains unchanged. • If you have inquiry-only access to the Pay Rate Change form, the Pay Rate, Pay Rate Basis, and Standard Hours fields are inquiry only and cannot be edited. • If you have no access or Denied access to the Pay Rate Change form, the Pay Rate, Pay Rate Basis, and Standard Hours fields are completely hidden from view on the form. • The Pay Rate and Pay Rate Basis fields display the employee’s current information using the same information that displays on the Pay Rate Change form, which could be yearly, monthly, or so on.
Pay Rate Basis Select the employee’s Pay Rate Basis, which is based on the employee’s
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Field Description
current pay rate "per" designation on the Pay Rate Change form.
Standard Hours Enter the employee's Standard Hours.Reviewing Status Type History You can access the employee’s status history by opening the Actions menu and selecting Status Type History.
Performing Status Type Changes Use the Status Type Change form to change: • Employment status to one of the same class, such as Active PT to Active FT • Employment type, such as seasonal to part-time • Employment hours
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Note: To perform a status change for multiple employees at once, see Processing Mass Employee Changes.
To change an employee status, do the following: 1. Enter or select the Employee ID. The employee’s name, current employment status and type display. Note: A warning message displays when there is an existing future dated pay history record for the same effective date and an entry exists in the New Standard Hours field, “A Pay Rate Change has already been entered with that effective date. If you continue, that change will be discarded. Do you wish to continue?” If you select Yes, the system saves the record and clears the form. (Selecting No returns you to the form where the entries still display.) 2. Select the New Employment Status. This must be a status of the same class as the current status: either active, leave, or terminated. If you need to change the status from an on leave status to an active status, for example, you need to use the Reactivation feature. Note: When you perform a status type change for an employee who has an on leave status classification or a terminated status classification, the following items do not update: • Auto enrollment of benefits • Auto enrollment of PTO • Auto enrollment of retirement • Standard hours or default time sheet hours updates 3. Select the New Employment Type associated with an updated employment status. 4. Enter the New Standard Hours associated with an updated employment status. The Current column displays the employee’s current Standard Hours and Default T/S Hours (if any). 5. Enter the New Default T/S Hours associated with an updated employment status. Note: The New Standard Hours and New Default T/S Hours field values are not required, so only enter these hours if they are applicable. Also, to hide these fields so Worksite Managers and Worksite Trusted Advisors cannot access them (recommended method), set the field security to Hidden for the form. (Setting the field security to Disable disables the fields.)
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Note: If the status will terminate the employee, and the employee ID is associated with a user account, then the user loses access to the client. If the user needs temporary access to the client information, the user administrator needs to adjust the Data Security. See “User Roles and Users” in the System Administration Guide.
Actions Menu You can access related features by selecting them from the Actions menu. • Reason Codes: see Creating Reason Codes on page 20 • Status Type History: see Viewing Employment Status Updates for Employees on page 264
Setting up Changes to an Employee’s Benefit Group You can set up a change to an employee’s benefit group using the Benefit Group Maintenance form.
To set up a proposed change to an employee’s benefit group, do the following: 1. Go to the Benefit Group Maintenance form on the HR|Action menu. 2. Enter the Employee name or click this field and select it from the Employee Search Results for Active Employees list. 3. Click New Benefit Group and select a benefit group from the Benefit Group list. The benefit group number displays in the field, along with its description. 4. The Benefit Group History panel also displays where you can view the effective dates and codes for changes to that employee’s benefit group. 5. Enter the effective date in the Benefit Group Start Date field or select a date. 6. Click Save to save the changes to the record. 7. Click Cancel to clear the form.
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Updating or Deleting the Future Effective Date of an Employee’s Benefit Group Change You can update the effective date of a change to an employee’s benefit group or delete the change using the Benefit Group History panel.
To update or delete the effective date for a proposed change to an
employee’s benefit group, do the following: 1. In the Benefit Group
History panel, click the future date you want to change or delete in the
Date Effective column. 2. To change the effective date, click the future
date hyperlink. The New Effective Date dialog box displays. a. Enter or
select the new effective date in the New Effective Date field. b. Click
Save. The list updates with the new effective date. c. Click Cancel to
clear the New Effective Date field. d. Click Close to close the dialog
box without making any updates. 3. To remove the effective date, select
the checkbox against the future date that you want to delete and click
Delete. A confirmation message stating
Note: For entering a past date in theBenefit Group Start Date field:
• If a Benefit Group History record currently exists with an Effective
Date equal to the past date entered in the Benefit Group Start Date
field, you will get a warning message stating A change record with an
effective date equal to
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• Yes - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form. When you click Save on the Benefit Group Change form, the prior
benefit group history record will be replaced with the current data.
• No - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form EXCEPT for the Benefit Group Start Date field which will remain
blank. No benefit group history record will be written.
• If a Benefit Group History record currently exists with an Effective Date equal to the past date AND a
Benefit Group History record exists with an Effective Date greater than the past date entered in the
Benefit Group Start Date field, you will get a warning message stating A change record with an
effective date equal to <past date> already exists. If you continue the existing record will be replaced.
There is also a future dated change record with an effective date equal to <next date greater than
date entered>. Do you wish to continue? On the warning message, when you click:
• Yes - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form. When you click Save on the Benefit Group Change form, the prior
benefit group history record will be replaced with the current data.
• No - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form EXCEPT for the Benefit Group Start Date field which will remain
blank. No benefit group history record will be written.
For entering a current date in theBenefit Group Start Date field:
• If a Benefit Group History record currently exists with an Effective Date equal to the current date
entered in the Benefit Group Start Date field, you will get a warning message stating A change record
with an effective date equal to <current date> already exists. If you continue the existing record will
be replaced. Do you wish to continue? On the warning message, when you click:
• Yes - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form. When you click Save on the Benefit Group Change form, the prior
benefit group history record will be replaced with the current data. When you exit the Benefit
Group Change form, the new Benefit Group will display immediately in the Benefit Group field
on the Employee Details form, under the Work tab, under the Assignments section.
• No - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form EXCEPT for the Benefit Group Start Date field which will remain
blank. No benefit group history record will be written.
• If a Benefit Group History record currently exists with an Effective Date greater than the current date
entered in the Benefit Group Start Date field, you will get a warning message stating A future dated
change record with an effective date equal to <next pending date> currently exists. Are you sure you
want to continue? On the warning message, when you click:
• Yes - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form. When you click Save on the Benefit Group Change form, the prior
benefit group history record will be replaced with the current data.
• No - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form EXCEPT for the Benefit Group Start Date field which will remain
blank. No benefit group history record will be written.Human Resources User Guide © 2026 PrismHR 233 Chapter 10 Updating Employee Records
• For entering a future date in theBenefit Group Start Date field:
• If a Benefit Group History record currently exists with an Effective Date equal to the future date
entered in the Benefit Group Start Date field, you will get a warning message stating A change record
with an effective date equal to <future date> already exists. If you continue the existing record will be
replaced. Do you wish to continue? On the warning message, when you click:
• Yes - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form. When you click Save on the Benefit Group Change form, the prior
benefit group history record will be replaced with the current data.
• No - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form EXCEPT for the Benefit Group Start Date field which will remain
blank. No benefit group history record will be written.
• If a Benefit Group History record currently exists with an Effective Date greater than the future date
entered in the Benefit Group Start Date field, you will get a warning message stating A future dated
change record with an effective date equal to <next pending date> currently exists. Are you sure you
want to continue? On the warning message, when you click:
• Yes - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form. When you click Save on the Benefit Group Change form, the prior
benefit group history record will be replaced with the current data.
• No - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form EXCEPT for the Benefit Group Start Date field which will remain
blank. No benefit group history record will be written.
• If a Benefit Group History record currently exists with an Effective Date equal to the future date AND
a Benefit Group History record exists with an Effective Date greater than the future date entered in
the Benefit Group Start Date field, you will get a warning message stating A change record with an
effective date equal to <future date> already exists. If you continue the existing record will be
replaced. There is also a future dated change record with an effective date equal to <next pending
date>. Do you wish to continue? On the warning message, when you click:
• Yes - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form. When you click Save on the Benefit Group Change form, the prior
benefit group history record will be replaced with the current data.
• No - The warning message will close. All previously entered information will be displayed on the
Benefit Group Change form EXCEPT for the Benefit Group Start Date field which will remain
blank. No benefit group history record will be written.Performing Employer Reassignment You can assign an existing employee to another employer using the Employer Reassignment form. It must be an employer that is valid for the client.
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Note: You cannot change the Client ID to which the employee is assigned. You can reassign only the Employer ID.
To assign an existing employee to another employer, 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. Click the Employer ID. The Employer Reassignment Maintenance window opens.
Resetting Blocked Filing Status This process resets the employee tax filing status of blocked to single with zero exemptions. The filing year for the Form W-4 must be prior to or equal to the applicable tax year.
Note: This form does not use Client Access Group Security.
To reset the employee tax filing status:
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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. • 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.
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• 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 page 240 • 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: 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.
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Managing Pending Approvals Service providers, worksite managers, and worksite trusted providers can use the Manage Pending Approvals form to perform the following tasks: • Reassign pending approvals to other users. • Return a pending approval to the queue when the approval policy is based on a role, which allows any user with that role to approve it. (This is useful since you do not need to select a person to perform the pending approval.) • Reassign a pending approval to a specific user or return the approval to the Approvals Pending queue. (See the step on using the Assignment Options panel, which is described below.) Important! Worksite managers can manage approvals for any users who have access to the client using the Manage Pending Approvals form. In addition, Worksite managers and worksite trusted advisors are required to limit user access to approvals for only those employees/payrolls where they are granted appropriate security access.
Note: This form replaces the Reassign Pending Approvals form. If you enter the old form name in the search box and press Enter, the Manage Pending Approvals form automatically displays. You can reassign the following types of approvals: • Pending approvals of service providers, worksite managers, and worksite trusted advisors assignees • All approval types, including I-9 Section 2 • Allows reassignment to client users whose access is identified in the Customer Users with Access panel on the Security tab of the Client Details form • Multi-step approvals: Retains approval for previous steps and allows reassignment of the next available step
To manage pending approvals: 1. From HR|Action, select Manage Pending Approvals.
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Complete the following fields in the Manage Pending Approvals panel:
Field Description Approval Type Select the Approval Type option for reassignment. (Note: The default for this field changed from Select to All.) Note the following: Users with FULL access to the Manage Pending Approvals form can do the following when ACH Maximum or Late Payroll Posting is selected: • View and reassign pending ACH Maximum or Late Payroll Posting Approvals for the selected client. • Filter pending approvals for ACH Maximum or Late Payroll Posting Approvals. Users with INQUIRY access to the Manage Pending Approvals form can do the following when ACH Maximum or Late Payroll Posting is selected: • Only view pending ACH Maximum or Late Payroll Posting Approvals for the selected client. • Cannot filter the form results. Note: Worksite managers and worksite trusted advisors are required to limit user access to approvals for only those employees/payrolls where they are granted appropriate security access. Policy Type Select the policy type. After making a selection, the approval’s original policy type from the approval policy displays in the Approvals Pending table. For example, if an approval policy is set up as role-based and the user selects the approval, the system displays Role as the policy type. (Note: The default for this field is All.) Note the following when using this field: • If you select one or more approvals that have the Role policy type, then Return to Approval Queue (only for role-based policies) (see description below) becomes available. Selecting that option returns the approval to the approvals pending available to you section of the original role, and no longer displays in the Manage Pending Approvals form. • For multi-step approvals, the policy type reflects the original policy type of each step. For example, if step 1 is set to User and has been approved, then moves to step 2 as Role. After a user grabs step 2, the policy type on the form displays as Role.
Assignee (User ID) Enter or select the service provider, worksite manager, or worksite trusted advisor currently assigned as the pending approver. If you select this field,
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Field Description
you can search for a user ID, employee ID, name, or email address from
the Select User form that displays. In addition, select the User Type to
filter the search further.
Note: This field was originally named Assignee.In the Approvals Pending table, select each pending approval for reassignment or click the box next to the Assignee field to select all pending approvals in this panel. The columns display the assignee’s information, such as the Due Date, which represents I-9 Section 2 pending approvals. Note: The information in the Approvals Pending table displays in descending order by Date Created.
In the Assignment Options panel, select one of the following fields:
Field Description Return to Approval Select this field to return the approval to the queue. (Note: An error Queue (only for role- message displays if you select the User policy type after this field was based policies) already selected with the Role policy type approval. Also, the system displays an error if you select Update Assignments because you cannot move a User policy type approval back to the queue.) Note: The system returns a pending approval to the Approvals Pending (Available to You) Queue when the pending approval meets the following conditions: • Original Approval Policy is set up for either an HR Role or AM Role (cannot be User ID) • Pending approval was grabbed by a user and has an assignee Important! You cannot return a pending approval to the approval queue if the approval policy is assigned to a specific user ID. Reassign To (User ID) Enter or select the user to reassign as the pending approver. If you select this field, you can search for a user ID, employee ID, name, or email address from the Select User form that displays after selecting this field, or enter this information. (Note: This is the user to reassign as the pending approver.)
Click Update Assignments. A confirmation dialog displays. Click Yes to reassign the pending approvals. Click Yes to confirm the updates. Note: Click Clear to clear all selected entries/information in the form.
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:
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• 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:
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.
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• 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.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.
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).
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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
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Chapter 11 Updating Employees’ Historical Information When necessary, you can make adjustments to employees’ historical information.
Division History Adjustment 244 Location History Adjustment 245 Changing Effective Date for Employee Pay Rate Changes 245 Position History Adjustment 246 Changing Employee Statuses 247 Adjusting Accrued or Carryover Hours for Employees 249 Department History Adjustment 250 Benefit Salary Maintenance 250 Importing 401(k) Adjustment Information 254 Importing Time Off Adjustment Information 255
Division History Adjustment Use the Division History Adjustment form to change the effective date of a division change for an employee, or delete the division change entirely.
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Location History Adjustment Use the Location History Adjustment form to change the effective date of a location change for an employee, or delete the location change entirely.
Changing Effective Date for Employee Pay Rate Changes Use the Pay History Adjustment form to change the effective date of a pay rate change for an employee, or delete the pay rate change entirely.
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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.
Click the Date Effective to change or delete the date. This is the date the pay rate went into effect for the employee. • To remove the pay rate change, click Delete Date. The pay rate change is removed from the list. (This is only available if there is more than one row.) Note: A warning message displays indicating that deleting a pay rate change for the current timesheet may not update the current timesheet. Click Yes to continue. Important! Deleting a pay rate change that is effective on the first day of the current timesheet does not automatically update the pay rate on that timesheet. • To modify the effective date of the pay rate change, click Change Date. The New Effective Date field displays.
Note: If you modify the effective date multiple times for the same period, a warning displays stating that this action may affect any Retro Pay calculations that have been paid or are due to the employee.
Position History Adjustment Use the Position History Adjustment form (Figure 4) to change the effective date of a position change for an employee, or delete a position change entirely.
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Figure 4: Position History Adjustment
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.
Click the Date Effective to change or delete. This is the date the position change went into effect for the employee. • To remove the position change, click Delete Date. The position change is removed from the list. This is only available if there is more than one row. • To modify the effective date of the position change, click Change Date. The New Effective Date field displays (Figure 5). Figure 5: New Effective Date
Changing Employee Statuses Use the Status Type History Adjustment form to change employee statuses.
WARNING: Adjustments made using this form affect only the status dates. Users must make benefit
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To make employee status updates: 1. Select Status History Adjustment on the HR|Change menu. Note: You can also access the Status Type History Adjustment form by entering one of the following terms in the Search box: • Hire Date Adjustment • Seniority Date Adjustment 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. Information displays in the table. 2. Select a status row, which highlights in yellow. 3. Click either Change Date or Delete Date: • Delete Date: The system prompts you to confirm that you want to delete the date. Click Yes to delete the status. • Change Date: Edit the dates as appropriate. Note: When there are more records than the original hire date, you can update the following dates for any history record: • New Effective Date • New Last Hire Date • New Original Hire • New Seniority Date • New Employer Start 4. After clicking Change Date, a warning displays informing you that adjustments made using this form do not result in benefit calculation adjustments. For example:
Note: Future-dated New Employer Start date changes immediately display on the Employee Details form.Note: When you update the hire date on the Employee Status Type History Adjustment form, the system updates the date in The employee’s first day of employment field on Form I-9 Section 2.
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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 255 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.
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Department History Adjustment Use the Department History Adjustment form to change the effective date of a department change for an employee, or delete the department change entirely.
Benefit Salary Maintenance Use this form to add an effective date to change employee Benefit Salary and track historical Benefit Salary changes. Thus managing changes to Benefits Salary can be done proactively without real-time changes being necessary for Benefit calculation accuracy.
To access this form to add a new benefit salary and update the effective date: 1. Click the HRmenu.
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From HR|Action, click Benefit Salary Maintenance. The form opens.
Fill in the following fields:
For this option Provide this information Employee Click this hyperlink to select an employee. Current Annual Pay The current annual pay rate of the selected employee. Rate Current Rate Effective The date from which the current rate for annual pay applies to the selected Date employee. Current Benefit Salary The current Benefit Salary of the selected employee. New Benefit Salary New Benefit Salary that you want to add for the selected employee. Benefit Salary Start The start date from when you want to apply the updated employee benefit Date salary.
Click Save to save the new benefit salary for the selected employee. It also updates the current data under the Pay tab on the Employee Details form.
Click Cancel to clear this form at any time.
Changing the Current and Future Benefit Salary Dates The Benefit Salary History section streamlines the process of viewing employee’s benefit salary information. You can track historical Benefit Salary changes that you make for the selected employee. Once you make an update to the benefit salary of the selected employee, the history of the dates from which it was made effective is displayed here. The following column displays: • Date Effective - The date from which the updated benefit salary will come into effect. • Benefit Salary - The updated benefit salary amount. The past dates in the Date Effective column are a read-only field. However, the current and future dates under this column are hyperlinks which you can click to edit the effective date.
To edit or add a new effective date: 1. Under the Benefit Salary History section, in the Date Effective column, select a current or future date. The future dates will be a hyperlink. A dialog box opens. 2. In the New Effective Date, select an effective date. 3. Click Save to save the selected benefit salary record with the updated effective date. 4. Click Cancel to clear the selected New Effective Date. 5. Click Close to close the modal form and return to the Benefit Salary Maintenance form without making any changes to the selected benefit salary record.
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Note: On the Employee Details form, Under the Pay tab, when you delete the current Benefit Salary then the Benefit Salary change is recorded with a null value in the Benefit Salary History section on the Benefit Salary Maintenance form.
To delete a future effective date: 1. Under the Benefit Salary
History section, in the Date Effective column, select the checkbox for a
future date. 2. Click Delete. A confirmation pop-up message stating,
<number of selected record(s)> Benefit Salary change will be
deleted. Are you sure? is displayed. • Click Yes to delete the selected
record(s). • Click No to return to the form. Note the following
validations for the Date Effective column while using
Past/Current/Future effective dates for a Benefit Salary History record.
• When you enter Past date as the effective date: a. If a Benefit Salary
History record currently exists with an Effective Date equal to the past
date entered in the Benefit Salary Start Date field, then an alert
message stating, A change record with an effective date equal to
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• Click Yes to save the date selected for the Benefit Salary Start Date field. The newly added Benefit
Salary will display immediately in the Benefit Salary field under the Pay tab of the Employee Details
form.
• Click No to leave the Benefit Salary Start Date field blank.
b. If a Benefit Salary History record currently exists with an Effective Date greater than the current date
entered in the Benefit Salary Start Date field, then an alert message stating, A future dated change
record with an effective date equal to <next pending date> currently exists. Are you sure you want to
continue? is displayed.
• Click Yes to create the new history record with the new effective data. The newly added Benefit
Salary will display immediately in the Benefit Salary field under the Pay tab of the Employee Details
form.
• Click No to leave the Benefit Salary Start Date field blank.
c. If a Benefit Salary History record currently exists with an Effective Date equal to the current date and a
Benefit Salary History record exists with an Effective Date greater than the current date entered in the
Benefit Salary Start Date field, then an alert message stating, A change record with an effective date
equal to <current date> already exists. If you continue the existing record will be replaced. There is also a
future dated change record with an effective date equal to <next pending date>. Do you wish to
continue? is displayed.
• Click Yes to replace the prior history record with the same effective date with the current data. The
newly added Benefit Salary will display immediately in the Benefit Salary field under the Pay tab of
the Employee Details form.
• Click No to leave the Benefit Salary Start Date field blank.• When you enter Future date as the effective date: a. If a Benefit
Salary History record currently exists with an Effective Date equal to
the future date in the Benefit Salary Start Date field, then an alert
message stating, A change record with an effective date equal to
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Benefit Salary Start Date field, then an alert message stating, A change record with an effective date
equal to <future date> already exists. If you continue the existing record will be replaced. There is also a
future dated change record with an effective date equal to <next pending date>. Do you wish to
continue? is displayed.
• Click Yes to replace the prior history record with the current data once you save the form.
• Click No to leave the Benefit Salary Start Date field blank.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)
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• Column 20 - Successor ROTH Catch-up Deferral (Optional)
• Column 21 - Loan (Optional)
• Column 22 - Loan Payment (Optional)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.
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.
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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.
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Option Description
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.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 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
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Scenario Description 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:
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.” • A job progress window displays this employee scenario failure in the number count of Time Off Register Enrollments and Adjustments skipped.
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Chapter 12 Accessing Employee Information There are different ways to access employee information, typically from the HR menu under View or from the Action menu in many employee forms.
Viewing Department Updates for Employees 260 Viewing Division Updates for Employees 260 Viewing Location Updates for Employees 260 Viewing Position Updates for Employees 260 Viewing Project Updates for Employees 261 Changing Project Updates for Employees 261 Viewing Shift Updates for Employees 262 Changing Shift Updates for Employees 262 Viewing Work Group Updates for Employees 262 Changing Work Group Updates for Employees 263 Viewing an Employee’s Pay History 263 Viewing Employment Status Updates for Employees 264 Performing an Employee Time Off Register Inquiry 264 Viewing Employee Time Off Register 268 Viewing W/C Policy History 269 Deleting Mass Employee Time Off Registers 270 Archiving Mass Employee Time Off Registers 272
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Viewing Department Updates for Employees The Department History form displays the future effective date, department code, and department name or number for an employee’s department change.
You can update or delete one of these future effective dates in the Department History Adjustment form.
Viewing Division Updates for Employees The Division History form displays the future effective date, division code, and division name or number for an employee’s division change.
You can update or delete one of these future effective dates in the Division History Adjustment form.
Viewing Location Updates for Employees The Location History form displays the future effective date, location code, and location name or number for an employee’s location change.
You can update or delete one of these future effective dates in the Location History Adjustment form.
Viewing Position Updates for Employees You can displays the positions that an employee has held using the Position History form.
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To display an employee’s position history, 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 positions that the employee has held display. 2. Click Cancel when you finish reviewing the information.
Viewing Project Updates for Employees The Project History form displays the future effective date, project code, and project changes for an employee’s project history. For example:
To view an employee’s project history, enter or select the Employee ID. The project history displays. Note: You can update or delete one of these future effective dates in the Project History Adjustment form.
Changing Project Updates for Employees You can make changes to an employee’s project information using the Project History Adjustment form. For example:
To change an employee’s project information: 1. Enter or select the Employee ID. The project history displays. 2. Select a project history record to delete or update in the Date Effective column. The selected row is highlighted and the Delete Date and Change Date buttons display. 3. Select Delete Date to delete the project information or Change Date to update the project information.
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Note: If an adjustment for the selected record has already been posted, you cannot delete or change the
date.Viewing Shift Updates for Employees The Shift History form displays the future effective date, shift code, and shift changes for an employee’s shift history. For example:
To view an employee’s shift history, enter or select the Employee ID. The shift history displays. Note: You can update or delete one of these future effective dates in the Shift History Adjustment form.
Changing Shift Updates for Employees You can make changes to an employee’s shift information using the Shift History Adjustment form. For example:
To change an employee’s shift information: 1. Enter or select the Employee ID. The shift history displays. 2. Select a shift history record to delete or update in the Date Effective column. The selected row is highlighted and the Delete Date and Change Date buttons display. 3. Select Delete Date to delete the shift information or Change Date to update the shift information. Note: If an adjustment for the selected record has already been posted, you cannot delete or change the date.
Viewing Work Group Updates for Employees The Work Group History form displays the future effective date, work group code, and work group changes for an employee’s work group history. For example:
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To view an employee’s work group history, enter or select the Employee ID. The work group history displays. Note: You can update or delete one of these future effective dates in the Work Group History Adjustment form.
Changing Work Group Updates for Employees You can make changes to an employee’s work group information using the Work Group History Adjustment form. For example:
To change an employee’s work group information: 1. Enter or select the Employee ID. The work group history displays. 2. Select a work group history record to delete or update in the Date Effective column. The selected row is highlighted and the Delete Date and Change Date buttons display. 3. Select Delete Date to delete the work group information or Change Date to update the work group information. Note: If an adjustment for the selected record has already been posted, you cannot delete or change the date.
Viewing an Employee’s Pay History You can view an employee’s pay rate history using the Pay History form.
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To view an employee’s pay rate history, do the following: 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. The employee’s pay history displays. 2. Click Cancel when you finish reviewing the information.
Note: Pay rate changes entered in PrismHR after the December 2018 update include the change reason.
Related Topics Changing Effective Date for Employee Pay Rate Changes (page 245) Making a Pay Rate Change for an Employee (page 185)
Viewing Employment Status Updates for Employees You can review an employee’s employment status history using the Employee Status History form, which you can access by selecting Status Type History on the HR|View menu.
To view an employee’s employment status history, 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 employment status history for the selected employee displays. 2. Click Cancel when you finish reviewing the information.
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.Human Resources User Guide © 2026 PrismHR 266 Chapter 12 Accessing Employee Information
• 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 201)
and Reactivating an Employee.)Human Resources User Guide © 2026 PrismHR 267 Chapter 12 Accessing Employee Information
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.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.
Viewing W/C Policy History Use the W/C Policy History form to view the audit history for the W/C policies that display on the Benefits tab in the Client Details form. For example:
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If users make a change to any of the fields in the Workers’ Compensation Insurance panel, that change is reflected in the audit history that displays on the W/C Policy History form. Note the following: • This form is only available for service providers, worksite managers, and worksite trusted advisors. • Users with Inquiry access for their user role can view the audit history. • You can access this form by selecting W/C Policy History on the Actions menu in the Benefits tab on the Client Details form or by selecting W/C Policy History on the HR|View menu. • The system sorts the information in this form by Change Date and Time. • Client Access Group security is maintained for this form.
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.
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:
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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 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.Human Resources User Guide © 2026 PrismHR 271 Chapter 12 Accessing Employee Information
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:
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 thoseHuman Resources User Guide © 2026 PrismHR 272 Chapter 12 Accessing Employee Information
Field Description
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.Human Resources User Guide © 2026 PrismHR 273
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HR-Reports-Guide.pdfHuman Resources Reports Guide
Administrative reports in Human Resources 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 Human Resources Reports Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Reports 6 Creating the 1094-C Report Download 8 Creating the 1095-C Report Download 9 Active Employee Labor Allocation Report 10 Benefits Billing Detail Report 11 Using the COVID-19 Leave Estimate Report 13 Analyzing the Report 13 COVID-19 Credit Tracking Report 14 Report Columns 15 Refund columns 16 Examples 16 EDI History Report 18 Creating the EEO-1 Download Report 20 Running the Electronic 1095-C Report 21 Procedure 21 Report 21 Emergency Contact Report 21 Employee Reports 23 Employee Address Report 24 Employee Age Report 26 Employee Birthday Report 27 Employee Census Report 28 Employee Contact Information Report 29
Human Resources Reports Guide © 2026 PrismHR 3 Table of Contents
Employee Department Report 30
Employee Dependents Report 32
Employee ID Report 33
Employee Name Report 34
Employee Organizational Structure Report 35
Employee Property Report 36
Employee Anniversary Report 38
Employee Change Report 39
Analyzing the Employee Count 42
Employee Elections Report 43
Employee Event Codes Report 44
Background 45
Procedure 45
Output 45
Employee FSA Balance Summary Report 46
Employee Hours by Active Weeks Report 47
Viewing the Report 47
Employee Master Report 48
Report Output 53
Employee Master Report 54
Report Output 61
Employee New Hire Report 61
Employee Pay Rate Report 63
Employee Ranked Service Report 65
Employee Retirement Loans Detail Report 67
Employee Retirement Loans Report 68
Employee Status As Of Date Report 68
Employee Skills Report 69Human Resources Reports Guide © 2026 PrismHR 4 Table of Contents
Employee Terminations Report 70
Employee Test Results Report 71
Employee Time Off Detail Report 72
Employee Total Compensation Report 75
Employee Turnover Report 78
Employee with Status as of Date Report 78
E-Verification Update Report 79
Login History Report 80
OSHA Report 81
OSHA 300A File Download 84
PYTD Retirement Contribution Summary 85
Ranked Salary Report 86
Retirement Matching Percent Report 87
Reviews Due By Month Report 88
Salary As Of Report 89
Statistics by Position Report 90
Time Off Approval Report 91
Time Off Hours Taken Report 94
Veterans Employment Report 95
Workers Comp Analysis by Company/Class Code Report 97Chapter 2 Transfer Downloads File to PC 100 Chapter 3 Finding Changes to an Employee 101 Chapter 4 Find Changes to a File 102
Human Resources Reports Guide © 2026 PrismHR 5 Chapter 1 Reports
Chapter 1 Reports Use these reports in PrismHR to view human resources information.
Creating the 1094-C Report Download 8 Creating the 1095-C Report Download 9 Active Employee Labor Allocation Report 10 Benefits Billing Detail Report 11 Using the COVID-19 Leave Estimate Report 13 Analyzing the Report 13 COVID-19 Credit Tracking Report 14 Report Columns 15 Refund columns 16 Examples 16 EDI History Report 18 Creating the EEO-1 Download Report 20 Running the Electronic 1095-C Report 21 Procedure 21 Report 21 Emergency Contact Report 21 Employee Reports 23 Employee Address Report 24 Employee Age Report 26 Employee Birthday Report 27 Employee Census Report 28
Human Resources Reports Guide © 2026 PrismHR 6 Chapter 1 Reports
Employee Contact Information Report 29
Employee Department Report 30
Employee Dependents Report 32
Employee ID Report 33
Employee Name Report 34
Employee Organizational Structure Report 35
Employee Property Report 36Employee Anniversary Report 38 Employee Change Report 39 Analyzing the Employee Count 42 Employee Elections Report 43 Employee Event Codes Report 44 Background 45 Procedure 45 Output 45 Employee FSA Balance Summary Report 46 Employee Hours by Active Weeks Report 47 Viewing the Report 47 Employee Master Report 48 Report Output 53 Employee Master Report 54 Report Output 61 Employee New Hire Report 61 Employee Pay Rate Report 63 Employee Ranked Service Report 65 Employee Retirement Loans Detail Report 67 Employee Retirement Loans Report 68 Employee Status As Of Date Report 68
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Employee Skills Report 69 Employee Terminations Report 70 Employee Test Results Report 71 Employee Time Off Detail Report 72 Employee Total Compensation Report 75 Employee Turnover Report 78 Employee with Status as of Date Report 78 E-Verification Update Report 79 Login History Report 80 OSHA Report 81 OSHA 300A File Download 84 PYTD Retirement Contribution Summary 85 Ranked Salary Report 86 Retirement Matching Percent Report 87 Reviews Due By Month Report 88 Salary As Of Report 89 Statistics by Position Report 90 Time Off Approval Report 91 Time Off Hours Taken Report 94 Veterans Employment Report 95 Workers Comp Analysis by Company/Class Code Report 97
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.
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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.
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Active Employee Labor Allocation Report Use this form to generate a global report to display the worksite location, assignments and allocations for all active employees who work in more than one location, position, project, division or department. This report also shows the percentage allocation of each allocated location.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Active Employee Labor Allocation Report.
To generate the Active Employee Labor Allocation Report: 1. Complete the following:
Field Name Description Client ID This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report to a few selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. The Client Name auto populates.
This report shows the following columns: • Client ID • Client Name • Home Location Code • Home Location • Employee Name • Allocated Location • Allocated Position • Allocated Project • Allocated Division • Allocated Department • Allocated Percent
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Benefits Billing Detail Report Use the Benefits Billing Detail Report form to determine what information prints on the Benefits Billing Detail Report and in what order.
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• Prior 2 Months- The date range is displayed as the first day of the previous two months and the last day
of the previous month. For example, if the current system date is 6/15/2024, then the range definition
for this selection will be 4/1/2024-5/31/2024.
• Prior 3 Months- The date range is displayed as the first day of the previous three months and the last
day of the previous month. For example, if the current system date is 6/15/2024, then the range
definition for this selection will be 3/1/2024-5/31/2024.
• Prior Year- The date range is displayed as the first day of the previous year and the last day of the
previous year. For example, if the current system date is 6/15/2024, then the range definition for this
selection will be 1/1/2023-12/31/2023.
• Custom Date Range- You can choose dates in the Pay Date On Or After and the Pay Date On Or Before
fields.
• Enter the Pay Date On or After and the Pay Date On or Before to run this report for a date range.
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Depending on the Sort Criteria option selected, the possible report columns that display are: • Location: The benefits plan location. • Department: The benefits plan department. • Benefit Plan ID: The benefit plan ID. • Insurance Class: The Insurance Class to which the Benefit Plan is associated with. • Division: The benefits plan division. • Emp. ID: The employee ID. • Employee Name: Employee name displays as last name first. • Plan Description: The benefits plan description. • Plan Id: The benefits plan ID. • Voucher#: The plan voucher of the benefit plan. • Pay Date: The date paid. • From Arrears: The amount from arrears, if any. • Amount Billed: The amount billed to the client. • Employee Deduction: The amount deducted from the employee during that date range. • Employee Contribution: The amount the employee contributed during that date range. • Net-Amount Billed: The amount billed to the client minus the employee contribution and arrears.
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.
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• 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.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)
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Field Description Name 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 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.
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).
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Report Description Column 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 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 and Updating COVID-19-Related Client Bill Pending Entries.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.
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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.
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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.
EDI History Report more of an audit report to compare the employee bill rate to the actual premium rate being paid to the carrier and see the variance if any. This is not a billing reconciliation report based on actual payroll data and generates the billed vs. premium amounts from the Group Benefit Plan Billing and Premium rates.
Note: This form does not use Client Access Group Security.
To access the form, click Reports. Under Operations|Report, click EDI History Report.
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To generate the EDI History Report: 1. Complete the following:
Field Name Description EDI File ID This field is optional. Leave it blank for the report to run for all EDI files. If you want to run it for a particular EDI file, enter it here. Original Client ID This field is optional. This is the original billed Client ID. This would normally be blank for a test download. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for a selected client, enter the Client ID here or click the Original Client ID link and select it from the Select Client dialog box. Process Date On or After This is the date the invoice was processed. This field is optional. Leave this field blank for the report to run for all EDI process dates. If you want to restrict this report to run from a particular EDI process date, enter it here. Process Date On or Before This is the date the invoice was processed. This field is optional. Leave this field blank for the report to run for all EDI process dates. If you want to restrict this report to run up to a particular EDI process date, enter it here. Invoice Date On or After This is the invoice date for the item being submitted through EDI. This field is optional. Leave this field blank for the report to run for all invoice dates. If you want to restrict this report to run from a particular invoice date, enter it here. Invoice Date On or Before This is the invoice date for the item being submitted through EDI. This field is optional. Leave this field blank for the report to run for all invoice dates. If you want to restrict this report to run up to a particular invoice date, enter it here. EDI Agent ID Enter the EDI Agent ID here.
This Detail report shows the following columns: • EDI File ID • Invoice Date • Original Client Name • Cill to Client ID • EDI Amount
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• Invoice Number • Location Code • Agent Type • Agent ID
Creating the EEO-1 Download Report This form produces a report in .csv format, summarizing EEO-1 and, if applicable, Component 2 data.
To run the report: 1. In the Work Centers menu, navigate to Work Centers|Compliance > EEO-1 Processing. 2. Under the EEO-1 Report Processing category, under Reports, select EEO-1 Download Report. 3. Select the report Year. 4. To generate a report that contains Component 2 reporting data, select Build Component 2 Format. 5. Click Generate Report: the Job Control form displays the progress of the report generation. 6. Review the Job Control details and the click Close. 7. Click Download Report to obtain the report download through your web browser.
The generated .csv file will contain labeled counts for each EEO-1 reporting category. Note: Client and Worksite Location level federal contractor settings are now applied to the EEO-1 Download Report. If in the Client EEO-1 & Pay Data Files form Additional Companies are included, and: • If the headquarters client is a federal contractor and any listed additional clients are not, then the specific additional clients who are not federal contractors are not reported as a federal contractor on the EEO-1 Download Report. • However, if those additional clients who are not federal contractors are flagged as federal contractors on their Worksite Locations form, then those specific those worksite locations will be reported as federal contractors. • If the headquarters client is a federal contractor and one or more of the listed additional clients are also federal contractors, then the additional client or clients will be reported as federal contractors using the client specific Unique Entity Identity (UEI).
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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.
Emergency Contact Report This report provides a listing of employees’ emergency contact information. For example:
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To run the Emergency Contact Report: 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Select the Status Class of the employee (for example, Active, On Leave, or Terminated). • Select the Type Class of the employee (for example, Full-Time or Part-Time). 2. Enter the Sort Parameters. • Select Primary Sort to sort by Employee Name, or Employee ID. 3. Enter the Report Filters to display on the report: • Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location. 4. Click Run. The report output displays. For example:
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The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • Contact Name: The name of the employee’s emergency contact. • Contact Relation: The relationship between the employee and emergency contact. • Contact Information: The telephone number, email, address, or other way to contact the emergency contact. • Type: The type of contact information entered for the emergency contact (for example PHONE, EMAIL, or ADDRESS). • Contact If Arrested/Detained: Indicates whether the employee’s emergency contact will be contacted in case of the employee’s arrest/detainment on the worksite. (This option is set in the Contact if arrested/detained? field on the Personal tab in the Employee Details form.)
Employee Reports The reports available in this list are employee reports that you can access from the Reports menu under HR|Report. Employee Address Report: Lists employees’ residential and mailing addresses. Employee Age Report: Lists employees’ positions, dates of birth, and age. Employee Birthday Report: Lists employees’ birth date information.
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Employee Census Report: Lists employees’ census information. Employee Contact Information Report (page 29): Lists employees’ contact information. Employee Department Report: Lists employees’ department information. Employee Dependents Report: Lists employees’ dependents contact information. Employee ID Report: Lists employees’ ID, position, location, and department. Employee Name Report: Lists employees’ work information. Employee Organizational Structure Report: Lists employees’ PTO approver and manager information. Employee Property Report: Lists employees’ property information. Note: Information about other employee reports are available by selecting the Help icon in the report’s form.
Employee Address Report This report provides a listing of employees’ residential and mailing addresses. 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Select the Status Class of the employee (for example, Active, On Leave, or Terminated). • Select the Type Class of the employee (for example, Full-Time or Part-Time). 2. Enter the Sort Parameters. • Select Primary Sort to sort by Employee Name, or Employee ID. 3. Enter the Report Filters to display on the report: • Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location. 4. Click Run. The report output displays in .xls format in a separate window. For example:
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The report columns include: • Last Name • First Name • Middle Name • Employee Id (PrismHR ID) • Status Class • Type Class • Resident Address 1 • Resident Address 2 • Resident City • Resident State • Resident Zip • Mailing Address 1 • Mailing Address 2 • Mailing City • Mailing State • Mailing Zip
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• CountryEmployee Age Report This report provides a listing of employees’ positions, dates of birth, and age.
The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID
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• Position: Employee's Position description
• Date of Birth: Employee's date of birth
• Age: Employee's ageEmployee Birthday Report This report provides a listing of employees’ birth date information.
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The report columns are: • Birth Month: The employee’s birth month. • Birth Day: The employee’s birth day of the month. • Employee ID: Employee ID. • Employee Name: Employee name displays as last name first. • Position: Employee’s Position description. • Department: Employee’s Department description.
Employee Census Report This report provides a listing of employees’ census information.
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• Enter the field type. The field label displays. For example, if you enter a Location, the Location Name
displays. The report displays records for that Location.The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • Status: The employee employment status (for example Active, On Leave, or Term). • Birth Date: The employee’s birthday. • Age: The employee’s age. • Marital Status: The employee’s marital status. • State: The employee’s state of residence. • Gender: The employee’s gender. • Last Hire Date: The date the employee was last hired. • Orig Hire Date: The date the employee was originally hired. • Term Date: The date the employee’s employment was terminated. • Annual Pay: The employee’s pay for one year.
Employee Contact Information Report This report provides a listing of employees’ contact information.
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The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • Work Phone: The employee’s work phone number. • Work Extension: The employee’s work extension number. • Home Phone: The employee’s home phone number. • Cell Phone: The employee’s cell phone number. • Personal Email Address: The employee’s personal email address.
Employee Department Report This report provides a listing of employees’ department information.
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The report columns are: • Dept Code: The department code. • Department Name: The department code description. • Location: The location name. • Employee ID: Employee ID. • Employee Name: Employee name displays as last name first. • Job Title: The employee’s job title.
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• Status: The employee's job status (for example, Active, LR, or Term).
• Type: The employee's job type (for example, Full-Time or Part-Time).Employee Dependents Report This report provides a listing of employees’ dependents contact information.
The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • Dependents: The employee’s dependents.
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• Relationship: The relationship between the employee and dependent (for example, CHILD or SPOUSE).
• DOB: The dependent's date of birth.
• Age: The age of the dependent.
• Gender: The gender of the dependent.Employee ID Report This report provides a listing of employees’ ID, position, location, and department.
The report columns are:
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• Employee ID: Employee ID.
• Employee Name: Employee name displays as last name first.
• Position: The employee's position title.
• Location: The employee's primary worksite location.
• Department: The department the employee is assigned to.Employee Name Report This report provides a listing of employees’ work information.
The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID.
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• Position: The employee's position title.
• Location: The employee's primary worksite location.
• Department: The department the employee is assigned to.
• Employee #: The employee's number assigned in Employee Details Work tab.
• Shift: The employee's assigned shift description.
• Last Hire: The employee's last hire date.Employee Organizational Structure Report This report provides a listing of employees’ organizational structure information, which includes their PTO approver, PTO approver’s position, and manager.
To run the report: 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Select the Status Class of the employee (for example, Active, On Leave, or Terminated). • Select the Type Class of the employee (for example, Full-Time or Part-Time). 2. Enter the Sort Parameters. • Select Primary Sort to sort by Employee Name or Employee ID. 3. Enter the Report Filters to display on the report:
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• Enter the field type. The field label displays. For example, if you enter a Location, the Location Name
displays. The report displays records for that Location.The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • PTO Approver Name: The person who approves the employee’s PTO. • PTO Approver Position: The position of the person who approves the employee’s PTO. • Manager Name: The employee’s manager name displays as last name first.
Employee Property Report This report provides a listing of employees’ property information.
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The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • Property Code: The code assigned to the property. • Description: The property description. • Serial Number: The property serial number. • Value: The dollar value of the property.
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• Date Issued: The date the property was issued to the employee.
• Date Returned: The date the property was returned by the employee.
• Comments: Comments associated with the property when assigned to the employee.Employee Anniversary Report This report provides a listing of employees’ employment dates. Figure 1: Employee Anniversary Report Form
The report columns are: • Last Month: The month the employee was last hired. • Hire Day: The day of the month the employee was last hired.
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• Employee Name: Employee name displays as last name first.
• Employee ID: Employee ID
• Hire Date: The date the employee was last hired.
• Seniority Date: The date of the employee's seniority.
• Years Service: The number of years the employee has served, since their last hire.Employee Change Report This report provides a listing of changes in employees’ employment status. (The entry form is available on the HR|Report menu.)
To change an employee’s employment status: 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Enter the Employee ID. The Employee Name displays. • Select the Report Type: • HR Actions: Displays actions related to the HR department (for example, New Hire, Pay Rate Change, or Leave of Absence). • Address Changes: Displays address changes per employee. • Other Changes: Displays any changes to the employee data. • Enter a Change Entered Start Date date to display employee changes on or after that date. • Enter a Change Entered End Date date to display employee changes on or before that date. 2. Click Run. The Employee Change Report displays. For example:
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The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: The employee’s ID. • Change Date: The date the change was entered. • Effective Date: The date the change went into effect. • Action Description: An explanation of the change. • Changed By: The ID of the user who made the update, so users performing an audit will know who made the change.
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The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID • Change Date: The date the change was entered. • Description: The address description (for example, ZIP code, city, or state). • Changed From: The original value. • Changed To: The new value. • Changed By: The ID of the user who made the update, so users performing an audit will know who made the change.
The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID • Change Date: The date the change was entered. • Description: The change description.
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• Changed From: The original value.
• Changed To: The new value.
• Changed By: The ID of the user who made the update, so users performing an audit will know who made
the change.Analyzing the Employee Count This utility provides a count of employees, either by the number of paid employees or by the classification status of employees in the system.
Note: Client Access Group Security is enabled on this form.
To access the form, click (Back Office). Under Operations|Report, click Employee Count Analysis.
To generate an employee count analysis: 1. In the Employer ID field enter the Employer ID, or click the Employer ID link and select the employer to generate the employee count for that Employer. If left blank, and the Client ID is also blank, it will generate employee count of all employees in the system. 2. In the Client ID field enter the Client ID, or click the Client ID link and select the client to generate the employee count for that Client. 3. In the As of Date field, enter the date for which you want the Employee Count Analysis. 4. For Count Type, select any one of the following two options: • Count Paid Employees - gives you a count of employees who were paid using the system as per Employee Type selected. • Employee Status Classification - gives you a breakup of the count of employees as per various classification in the system as per Employee Type selected. 5. If Employee Status Classification is selected, then select any one of the following options: • All • Active • Terminated • Leave of Absence 6. For the Employee Type, select any one of the following options: • All • Full Time • Part Time • Independent Contractor 7. Click Count Employees - a new window Calculating Employee Count appears.
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Employee Elections Report This report provides a listing of employees’ retirement elections for selected clients or all clients. For example:
To access this form, click Work Centers, then click Benefit Imports & Reporting. Under Benefit Reporting, click Employee Elections Report.
To run this report: 1. Select or enter one or multiple Client IDs in the Include Clients section to display their employees’ retirement elections in the report. The Client Name displays. Note the following: • The report output sorts by client name in alphabetical order. • If you do not select or enter a client, the report displays all clients. 2. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Enter Age Above or Equal To display only employees above or equal to that age. • Enter Extra Elective Amount Above to only display employees to have an elective amount above the amount entered. • Select Exclude Enrollment Status to exclude that employee status on the report. 3. Click Run. The report displays. For example, if you select or enter a client in the Include Clients section, the report displays as follows:
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The report columns are: • Client Name: If you include client(s), the client name displays. • Client ID: If you include client(s), the client ID displays. • Employee Name: Employee name displays as last name first. • Emp. ID: Employee ID • Age: Employee Age • Pre-Tax Percent / Amount Extra: The pre-tax percentage and dollar amount elected. • Catch-up Percent / Amount: The catch-up percentage and dollar amount elected. • ROTH Percent / Amount Extra: The ROTH percentage and dollar amount elected. • ROTH Catch-up Percent / Amount: The ROTH catch-up percentage and dollar amount elected. • Post-Tax Percent / Amount: The post-tax percentage and dollar amount elected. • Key EE: Indicates whether this employee a key employee. • High Comp: Indicates whether this employee highly compensated. • Effective Date: The date this election went into effect. • Enrollment Date: The date the employee enrolled in this election. • Match Date: The date the employer started matching the employee contribution.
Employee Event Codes Report This report provides a listing of event codes per employee.
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Background In the backend system, there are four different versions of this report. Use the Report Type field to specify which version to run: • Next Action Due Report: selects event records based on action dates. • Employee Events by Code Report: selects event records based on effective dates. • Employee Events by Report by Employee Name: selects event records based on effective dates. • Employee Events By Roster Report: lists all records regardless of date.
Procedure To run the Employee Event Codes Report: 1. Select the Report Type you want to use. See the Background section for details about the different types. 2. If you want to filter the report results by Employee ID, Event Code, or Status Class, specify those values in the appropriate fields. 3. If you are running the Employee Events By Roster Report, skip this step. Otherwise, depending on the type of report, enter your report selection dates in the appropriate fields: • Action Date On or After and Action Date On or Before • Event Date On or After and Event Date On or Before 4. Click Run to generate the report.
Output Column Description Action Date The date when the next action needs to be taken. Event Code The code entered for that event. Event Description Description of the event. Employee ID Employee’s ID in the system. Employee Name Last Name, First Name. Event Date The date the event took place. Comment Any additional comments entered for this event and employee.
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Employee FSA Balance Summary Report Use this form to generate a report to show the Flexible Spending Account balances for employees on a given date for a plan year.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Benefits|Report, click Employee FSA Balance Summary Report.
To generate the Employee FSA Balance Summary Report: 1. Complete the following:
Field Name Description As of Date This field is required. Enter the effective date of this report.
Client ID This field is optional. Leave this field blank to run this report for all clients. Enter the Client ID to run this report for a single client, or click the Client ID link and select one from the Select Client list. Year Enter the plan year for this report. (The default value is the current year, and you can enter a year no greater than ten years in the past.) To pull Heath Savings Account (HSA) values for this report, enter “HS” before the year. For example, to pull HSA values from 2023, enter “HS2023”.
This report displays the following columns: • Client Name • Employee Name • Employee ID
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• Plan Year • Account Type • Account Description • Annual Elected • YTD Amount Deductions • YTD Reimbursed • YTD Amount Matched
Employee Hours by Active Weeks Report The Employee Hours By Weeks Report enables you to run a report identifying employee hours worked by active days and weeks. Note: Terminated employees do not display in the report unless they were active during the date range set in the Selection Parameters panel.
To run the report: 1. In the Starting Date field, enter the first date to be included in the report. This field is required. 2. In the Ending Date field, enter the last date to be included in the report. This field is required. You can filter the report by: • Employee ID • Division • Department • Location • Project • Position • Shift 3. Select Run. The report displays.
Viewing the Report The following fields display on the report:
Field Description Employee Name The name of the employee. Employee ID The employee ID number.
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Field Description Hire Date The date the employee was hired. Pay Method The method by which the employee is paid: • H: Hourly • S: Salary • VSalary: Variable Salary Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “VSalary” in the on-screen and .xls report output. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.) Location The worksite location code. Division The division code. Dept The department code. Position The position code. Work State The employee’s current work state. Hours Worked The number of hours the employee worked. Active Days The number of days within the selected date range that the employe was active. Avg Per Week The average number of hours worked per week based on active days and hours worked.
Employee Master Report This report provides detailed information about employees for a client. For each employee it displays contact and personal information, employment details, compensation and tax filing information, benefit elections, paid time off, dependent information, and a year-to-date summary.
Note: Client Access Group Security is enabled on this form.
To access the form, click the Reports menu. Under HR|Report, click Employee Master Report.
To generate the Employee Master Report: 1. Complete the following:
Field Name Description
Selection Criteria
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Field Name Description Employee ID This field is optional. Leave this field blank for this report to run for all employees. If you want to run this report for selected employees, enter their employee IDs here, or click the Employee Id link and select them from the Employee Search Results dialog box. The Employee Name appears. Status Class This field is optional. Leave this field blank for this report to run for all employee statuses. If you want to run this report for selected status class of employees, enter them here from the following drop-down: • All - This is the default option. • Active • On Leave • Terminated Type Class This field is optional. Leave this field blank for this report to run for all employee types. If you want to run this report for a selected type of employees, enter them here from the following drop-down: • All - This is the default option. • Full-Time • Part-Time Division This field is optional. Leave this field blank for this report to run for employees from all divisions. If you want to run this report for employees from selected divisions, enter the division codes here, or click the Division link and select them from the Division Code Search dialog box. The Division Name appears. Department This field is optional. Leave this field blank for this report to run for employees from all departments. If you want to run this report for employees from selected departments, enter the department codes here, or click the Department link and select them from the Select Department Code dialog box. The Department Name appears. Location This field is optional. Leave this field blank for this report to run for employees from all locations. If you want to run this report for employees from selected locations, enter the location codes here, or click the Location link and select them from the Location Code Search dialog box. The Location Name appears.
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Field Name Description Last Hire Date On or After This field is optional. Leave this field blank for this report to run for all dates. If you want to run this report from or after a certain date, enter it here. Last Hire Date On or Before This field is optional. Leave this field blank for this report to run for all dates. If you want to run this report up to or before a certain date, enter it here. Employer This field is optional. Leave this field blank for this report to run for all employers for the client. If you want to run this report for a selected employer, enter the Employer ID here, or click the Employer link and select them from the Division Code Search dialog box. The Employer Name appears.
Other Parameters Include Department This field is optional. By default this box is unchecked. Check this box if you want to display the department information of the employee in the report. Include EEO Class This field is optional. By default this box is unchecked. Check this box if you want to display the EEO Class information of the employee in the report. Include W/C Class This field is optional. By default this box is unchecked. Check this box if you want to display the workers compensation information of the employee in the report. Include Shift This field is optional. By default this box is unchecked. Check this box if you want to display the shift information of the employee in the report. Include FLSA This field is optional. By default this box is unchecked. Check this box if you want to display the FLSA information of the employee in the report. Include Location This field is optional. By default this box is unchecked. Check this box if you want to display the location information of the employee in the report. Include Direct Deposit This field is optional. By default this box is unchecked. Check this box if you want to display the direct deposit information of the employee in the report.
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Field Name Description Include Next Review Date This field is optional. By default this box is unchecked. Check this box if you want to display the workers compensation information of the employee in the report. Exclude Benefit Information This field is optional. By default this box is unchecked. Check this box if you do not want to display the benefit information of the employee in the report. Exclude Dependent Information This field is optional. By default this box is unchecked. Check this box if you do not want to display the dependent information of the employee in the report.
This report shows the following information: • Employee ID: Employee ID • Birthdate: The employee’s birth date in MM/DD/YYYY format. • Pay Period: The employee’s pay period. • Contact and Personal Information: • Home Address: The employee’s residential address. • Home Phone: The employee’s residential telephone number. • Email: The employee’s personal email address. • Emergency Contact(s): The contact(s) in case of an emergency. • Emergency Relation(s): The relationship between the employee and emergency contact(s). • Emergency Contact Type: The telephone number, email, address or other way to contact the emergency contact(s). • Age: The age of the employee. • Gender: The employee’s gender. • Marital Status: The employee’s marital status. • Ethnicity: The employee’s ethnicity. • Disabled: Indicates whether the employee is disabled. • Veteran: Indicates whether the employee is a veteran. • Vietnam Veteran: Indicates whether the employee is a Vietnam veteran. • Disable Veteran: Indicates whether the employee is a disabled veteran. • Employment:
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• Job Title: The employee's position title.
• Job Start: The date the employee started in that position, MM/DD/YYYY format.
• Status: The employee's employment status (for example, Active or On Leave).
• Type: The employee's employment type (for example, Full-Time or Part-Time).
• Hired: The date the employee was hired in MM/DD/YYYY format.
• Seniority: The seniority date in MM/DD/YYYY format.
• Termination: The date employment terminated in MM/DD/YYYY format.
• I-9 Renewal: The I-9 renewal date in MM/DD/YYYY format.
• EEO Class: The EEO class information if included in the report.
• W/C Class: The workers compensation class information if included in the report.
• FLSA Exempt: If included in the report, this will a Yes or a No. This is dependent on the employee’s
Position Code Classification setup.
• FLSA Type: The FLSA Type information if included in the report. This will display the description from
the Position Classification FLSA Type.
• Department: The department information if included in the report.
• Location: The location information if included in the report.
• Shift: The shift information if included in the report.
• Review Date: The next review date if included in the report.
• Compensation and Tax Filing:
• Pay Period: The employee's pay period.
• Pay Method: The method paid.
• Pay Grade: The pay grade.
• Standard Hours: The standard of hours per pay period.
• Hourly Rate: The hourly rate of pay.
• Salary: The salary amount of pay.
• Annualized Pay: The annual amount of pay.
• Federal Filing Status: The federal filing status.
• Resident State: The state in which the employee resides.
• Work State: The state in which the employee works.
• Allowances: The number of allowances.
• Additional: Any additional deduction amounts applied to taxes.
• Benefit Elections:
• Plan: The employee's benefit plans.
• Cover: The coverage amount for each plan.Human Resources Reports Guide © 2026 PrismHR 52 Chapter 1 Reports
• Paid Time Off:
• Description: PTO Description.
• Year End: The PTO year end date in MM/DD/YYYY format.
• Carryover: The number of hours carried over from the previous year.
• Hours Accrued: The starting balance of PTO hours accrued in the current year.
• Hours Used: The number of PTO hours already used in the current year.
• Balance: The PTO remaining balance (Hours Accrued added to Carryover hours then subtract Hours
Used).
• Direct Deposit:
• Account: The type of direct deposit account for example Checking. This is the description that
displays under the Type field in the Direct Deposit Information grid.
• Method: The method of direct deposit for example Remaining Balance. This is the description that
displays under the Method field in the Direct Deposit Information grid.
• Amount: The balance amount in the direct deposit account. This is the description that displays
under the Amount field in the Direct Deposit Information grid.
• Dependents:
• Name: The dependent's name.
• Gender: The dependent's gender.
• Year-To-Date Summary:
• Pay Description: Pay code description.
• Hours: The paid year-to-date hours.
• Amount: The amount paid year-to-date.
• Deduction: The deduction description.
• Amount: The amount of deductions for the year-to-date.
• Tax: The tax description.
• Amount: The amount of tax paid year-to-date.Report Output Here is a sample of the report columns, based on the criteria in the form:
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Employee Master Report The Employee Master Report form, which users can update to generate the Employee Master Report, provides detailed information about employees for a client. For each employee it displays contact and personal information, employment details, compensation and tax filing information, benefit elections, paid time off, dependent information, and a year-to-date summary. For example:
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Note: Client Access Group security is enabled on this form.
To access the form, click the Reports menu. Under HR|Report, click Employee Master Report.
To generate the Employee Master Report: 1. Complete the following:
Field Name Description
Selection Criteria Employee ID This field is optional. Leave this field blank for this report to run for all employees. If you want to run this report for selected employees, enter their employee IDs here, or click the Employee Id link and select them from the Employee Search Results dialog box. The Employee Name appears.
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Field Name Description Status Class This field is optional. Leave this field blank for this report to run for all employee statuses. If you want to run this report for selected status class of employees, enter them here from the following drop-down: • All - This is the default option. • Active • On Leave • Terminated Type Class This field is optional. Leave this field blank for this report to run for all employee types. If you want to run this report for a selected type of employees, enter them here from the following drop-down: • All - This is the default option. • Full-Time • Part-Time Division This field is optional. Leave this field blank for this report to run for employees from all divisions. If you want to run this report for employees from selected divisions, enter the division codes here, or click the Division link and select them from the Division Code Search dialog box. The Division Name appears. Department This field is optional. Leave this field blank for this report to run for employees from all departments. If you want to run this report for employees from selected departments, enter the department codes here, or click the Department link and select them from the Select Department Code dialog box. The Department Name appears. Location This field is optional. Leave this field blank for this report to run for employees from all locations. If you want to run this report for employees from selected locations, enter the location codes here, or click the Location link and select them from the Location Code Search dialog box. The Location Name appears. Last Hire Date On or After This field is optional. Leave this field blank for this report to run for all dates. If you want to run this report from or after a certain date, enter it here. Last Hire Date On or Before This field is optional. Leave this field blank for this report to run for all dates. If you want to run this report up to or before a certain date, enter it here.
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Field Name Description Employer This field is optional. Leave this field blank for this report to run for all employers for the client. If you want to run this report for a selected employer, enter the Employer ID here, or click the Employer link and select them from the Division Code Search dialog box. The Employer Name appears.
Other Parameters Include Department This field is optional. By default this box is unchecked. Check this box if you want to display the department information of the employee in the report. Include EEO Class This field is optional. By default this box is unchecked. Check this box if you want to display the EEO Class information of the employee in the report. Include W/C Class This field is optional. By default this box is unchecked. Check this box if you want to display the workers compensation information of the employee in the report. Include Shift This field is optional. By default this box is unchecked. Check this box if you want to display the shift information of the employee in the report. Include FLSA This field is optional. By default this box is unchecked. Check this box if you want to display the FLSA information of the employee in the report. Include Location This field is optional. By default this box is unchecked. Check this box if you want to display the location information of the employee in the report. Include Direct Deposit This field is optional. By default this box is unchecked. Check this box if you want to display the direct deposit information of the employee in the report. Include Next Review Date This field is optional. By default this box is unchecked. Check this box if you want to display the workers compensation information of the employee in the report. Exclude Benefit Information This field is optional. By default this box is unchecked. Check this box if you do not want to display the benefit information of the employee in the report. Exclude Dependent Information This field is optional. By default this box is unchecked. Check this box if you do not want to display the dependent information of the employee in the report.
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Click Run. The Employee Master Report displays on-screen. Each page displays an employee or their dependent information. For example:
Click Clear to clear the form at any time.
Click Close to close this form.
This report shows the following information: • Employee ID: Employee ID • Birthdate: The employee’s birth date in MM/DD/YYYY format. • Pay Period: The employee’s pay period. • Contact and Personal Information: • Home Address: The employee’s residential address. • Home Phone: The employee’s residential telephone number. • Email: The employee’s personal email address. • Emergency Contact(s): The contact(s) in case of an emergency. • Emergency Relation(s): The relationship between the employee and emergency contact(s). • Emergency Contact Type: The telephone number, email, address or other way to contact the emergency contact(s). • Age: The age of the employee.
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• Gender: The employee's gender.
• Marital Status: The employee's marital status.
• Ethnicity: The employee's ethnicity.
• Disabled: Indicates whether the employee is disabled.
• Veteran: Indicates whether the employee is a veteran.
• Vietnam Veteran: Indicates whether the employee is a Vietnam veteran.
• Disable Veteran: Indicates whether the employee is a disabled veteran.
• Employment:
• Job Title: The employee's position title.
• Job Start: The date the employee started in that position, MM/DD/YYYY format.
• Status: The employee's employment status (for example, Active or On Leave).
• Type: The employee's employment type (for example, Full-Time or Part-Time).
• Hired: The date the employee was hired in MM/DD/YYYY format.
• Seniority: The seniority date in MM/DD/YYYY format.
• Termination: The date employment terminated in MM/DD/YYYY format.
• I-9 Renewal: The I-9 renewal date in MM/DD/YYYY format.
• EEO Class: The EEO class information if included in the report.
• W/C Class: The workers compensation class information if included in the report.
Note: If you enable the Remote Position Classification field on the Positions form, which designates
an alternative position classification for remote employees of the same position, the system displays
this designation in the W/C Class.
• FLSA Exempt: If included in the report, either a Yes or a No. This is dependent on the employee’s
Position Code Classification setup.
• FLSA Type: The FLSA Type information if included in the report. This will display the description from
the Position Classification FLSA Type.
• Department: The department information if included in the report.
• Location: The location information if included in the report.
• Shift: The shift information if included in the report.
• Review Date: The next review date if included in the report.
• Compensation and Tax Filing:
• Pay Period: The employee's pay period.
• Pay Method: The method paid.
Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee
Details form display as "V - VSalary" in the on-screen and .xls report output. (The Variable SalaryHuman Resources Reports Guide © 2026 PrismHR 59 Chapter 1 Reports
option only displays if the VARSALMETHOD custom feature code is enabled on the System
Parameters form.)
• Pay Grade: The pay grade.
• Standard Hours: The standard of hours per pay period.
• Hourly Rate: The hourly rate of pay.
• Salary: The salary amount of pay.
• Annualized Pay: The annual amount of pay.
• Federal Filing Status: The federal filing status.
• Resident State: The state in which the employee resides.
• Work State: The state in which the employee works.
• Allowances: The number of allowances.
• Additional: Any additional deduction amounts applied to taxes.
• Benefit Elections:
• Plan: The employee's benefit plans.
• Cover: The coverage amount for each plan.
• Paid Time Off:
• Description: PTO Description.
• Year End: The PTO year end date in MM/DD/YYYY format.
• Carryover: The number of hours carried over from the previous year.
• Hours Accrued: The starting balance of PTO hours accrued in the current year.
• Hours Used: The number of PTO hours already used in the current year.
• Balance: The PTO remaining balance (Hours Accrued added to Carryover hours then subtract Hours
Used).
• Direct Deposit:
• Account: The type of direct deposit account for example Checking. This is the description that
displays under the Type field in the Direct Deposit Information grid.
• Method: The method of direct deposit for example Remaining Balance. This is the description that
displays under the Method field in the Direct Deposit Information grid.
• Amount: The balance amount in the direct deposit account. This is the description that displays
under the Amount field in the Direct Deposit Information grid.
• Dependents:
• Name: The dependent's name.
• Gender: The dependent's gender.
• Year-To-Date Summary:
• Pay Description: Pay code description.Human Resources Reports Guide © 2026 PrismHR 60 Chapter 1 Reports
• Hours: The paid year-to-date hours.
• Amount: The amount paid year-to-date.
• Deduction: The deduction description.
• Amount: The amount of deductions for the year-to-date.
• Tax: The tax description.
• Amount: The amount of tax paid year-to-date.Report Output Here is a sample of the report columns, based on the criteria in the form:
Employee New Hire Report This report provides a listing of employees based on their hire date, and includes their position, seniority, and pay information.
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To generate the Employee New Hire Report: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Hire Date On or After date to start the report on. • Enter the Hire Date On or Before date to end the report on. 2. Click Run. The Employee New Hire Report displays on-screen. For example:
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• Employee ID: Employee ID.
• Employee Name: Employee name displays as last name first.
• Position: The employee's position
• Seniority Date: The system uses this date to calculate the employee's benefits. You can adjust this in the
Employee Details Work tab to give the employee more seniority than the last hire date.
• Pay Method: The method in which the employee is paid.
Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details
form displays as "VSalary" in the on-screen and .xls report output. (The Variable Salary option only
displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)
• Hourly Rate: The employee pay rate based on hours.
• Salary: The employee salary pay rate based on pay period.
• Annual Pay: The employee pay rate based on an annual basis.Employee Pay Rate Report Your organization can use the Employee Pay Rate Report to view information about employee pay rates.
To generate the Employee Pay Rate Report:
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Note: Click Close to close this form. The report columns that display are based on the criteria specified in the form: • Employee ID: The employee ID. • Employee Name: The employee name. • Hire Date: The most recent date of hire for the employee. • Effective Date: The effective date of the pay rate change. • Hourly Rate: The hourly pay rate for the employee. • Standard Hours: The number of work hours per week for the employee. • Annual Wages: The employee’s annual wages. • Pay Method: The pay method used for the employee. Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “VSalary” in the on-screen and .xls report output. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.) • Employee Count: The number of employees included in the report. • Report Totals: The totals for all amounts in the report.
Employee Ranked Service Report This report provides a listing of employees and their years of service.
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Figure 3: Employee Ranked Service Report Form
The report columns are: • Years: Employee’s years of service based on the entered Report Effective Date. • Date: Employee’s last hire date. • Employee ID: Employee ID. • Employee Name: Employee name displays as last name first.
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• Job Title: Employee's position description.Employee Retirement Loans Detail Report You can run a report linked to a loan number or a payroll number for each 401K loan for employees who have more than one 401K loan payment. Using the Employee Retirement Loans Detail Report from the HR|Report menu, you can run reports that separate the loan payments instead of combining multiple payments into one deduction.
To run this report, do the following: 1. Click the Reports menu icon. 2. Select Employee Retirement Loans Detail Report from the HR|Report menu. 3. Select or enter the Loan Number or Payroll Number. If you select one of the fields, a form displays where you can select a number from the list or refine the search. 4. Click Run. The Employee Retirement Loans Detail Report displays, listing the payment amount deducted per payroll for the employee’s 401K loan. 5. To download the report, click XLS.
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Employee Retirement Loans Report This report provides a listing of employees’ retirement loans. Click Run. Figure 5: Employee Retirement Loans Report
The report columns are: • Employee Name: Employee name displays as last name first. • Emp. ID: Employee ID. • Loan Number: The assigned loan number. • Loan Date: The date the employee received the loan. • Loan Amount: The dollar amount of the loan. • Pay-Back Amount: The dollar amount to be paid back. • Deduction Start-Date: The date the deduction starts to be taken from the pay period. • Payment Amount: The dollar amount deducted each pay period. • Paid Amount: The dollar amount that had been paid on the loan. • Balance: The dollar amount due on the loan.
Employee Status As Of Date Report Use this report to see the status of all employees of a client across locations for a given date.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports menu. Under HR|Report, click Employee Status As Of Date Report.
To generate the employee status as of date report, complete the following: 1. Specify the As of Date, which is effective date of the report. 2. Select an Employee Status (this field is optional) if you want to limit the report to employees with a specific employment status. Leave this field blank to select all employment status types.
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Employee Skills Report This report provides a listing of employee’s recorded skills. Figure 6: Employee Skills Report Form
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Figure 7: Employee Skills Report
The report columns are: • Employee ID: Employee ID. • Employee Name: Employee name displays as last name first. • Skills Code: The entered skills code. • Skills Description: The description on the skills code. • Level: The employee’s recorded level of this skill. • Comment: Any comments entered for this employee skill. • Last Date Certified: The date the employee was last certificated on this skill. • Renewal Date: The date that the employee must renew the certification of this skill.
Employee Terminations Report This report provides a listing of employee terminations.
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: • Select the Month to display on the report. • Select the Year to display on the report. • Enter the report filters to display on the report:
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• Enter the field type. The field label displays. For example, if you enter a Location, the Location Name
displays. The report displays records for that Location.The report columns are: • Employee ID: Employee ID. • Termination Date: The date the employee was last terminated. • Employee Name: Employee name displays as last name first. • Department/Location: The employee’s assigned department and location at the time of the termination. • Division: The employee’s assigned division at the time of the termination. • Termination Reason: The recorded reason for the employee’s termination. • Hire Date: The employee’s last hire date. • Annual Pay: The employee’s annual pay. • Years of Service: The numbers of years of employment based on the last hire date and termination date.
Employee Test Results Report This report provides a listing of employee test results. Figure 8: Employee Test Results Report Form
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• Enter the field type. The field label displays. For example, if you enter an Employee ID, the
Employee Name displays. The report displays records for that employee.
• Select Selection Criteria to sort by Last Audio, Next Audio, Last Drug, Next Drug, Last Physical, or Next
Physical Test Results.
• Enter a Test Results On or After date to select employees that completed their test on or after that
date.
• Enter a Test Results On or Before date to select employees that completed their test on or before that
date.The report columns are: • Employee ID: Employee ID. • Employee Name: Employee name displays as last name first. • Height: Employee’s height. • Weight: Employee’s weight. • Last Audio Test Date: The date of the employee’s last audio test. • Last Audio Test Result: The result of the last test. • Next Audio Test Date: The date of the next required test.
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:
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.Human Resources Reports Guide © 2026 PrismHR 72 Chapter 1 Reports
• 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.Human Resources Reports Guide © 2026 PrismHR 73 Chapter 1 Reports
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.Employee Total Compensation Report Use this form to print a one page total compensation statement per employee to show pay, tax, retirement and benefit contribution made on behalf of the employee. This report may be run for a single quarter or an entire calendar year . You can view the report on screen and can also download the report in pdf or excel format. This report is configured with the Total Compensation Report Setup found under Back Office>System|Change>Total Compensation Report Setup.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under HR|Report, click Employee Total Compensation Report.
To generate the Employee Total Compensation Report: 1. Complete the following:
Field Name Description Year Enter the four digit year for which you want to run this report. By default the current year displays. Quarter Select the quarter for which you want to run this report.
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Field Name Description Skip Employees with Status If you want to exclude employees with a particular status from the report, enter one or more status codes here or click the Skip Employees with Status link and select them from the Select Employment Status dialog box. Leave this blank to include all employees. Skip Employees with Status If you want to exclude employees with a particular type from the report, enter one or more employee type codes here or click the Skip Employees with Type link and select them from the Select Employee Type Codes dialog box. Leave this blank to include all employees. Would you like to suppress Check this box if you want to suppress negative amounts from this report. negative amounts
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Employee Turnover Report Use this report to show the employees’ location and job code as well as Pay rate and last hire date. In addition, it also shows the total number of employees and their turnover count. Note: • Client Access Group security and Data Entity security is enabled in this form. • Worksite Managers, Worksite Trusted Advisors and Service Providers can access this form.
To access this form, click Reports menu. Under Client|Report, click Employee Turnover Report.
To generate the Invoice Accounting Detail Report: 1. Complete the following fields:
Field Name Description Starting Date Enter the starting pay date of the reporting period. Ending Date Enter the ending pay date of the reporting period. Sort Options Select what you want to sort your report by from the following options: • Department • Division (Default) • Location Report Type Select the report type that you want to generate from the following options: • Employee Detail • Subtotal by Sort Option • Total by Company
Employee with Status as of Date Report This report provides a listing of employees’ statuses as of a specified date.
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• Enter As Of Date to display the employee statuses based on that date. This field is required.The report columns are: • Location: The location code and name. • Employee Name: Employee name displays as last name first. • Status: The status class of the employee. • Type: The type class of the employee (for example, Full-Time or Part-Time). • Birth Date: The employee’s birth date. • Original Hire Date: The date the employee was originally hired. • Annual Pay: The employee’s annual pay.
E-Verification Update Report You can run a report, E-Verification Update Report, to list all employees who were submitted for e-verification and their e-verification status.
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To run this report, do the following: 1. Click the Reports menu icon. 2. Select E-Verification Status Report from the Operations|Report menu. The E-Verification Status Report form displays. 3. Select or enter the Client ID. The Client Name displays. 4. Enter the Start Date and End Date. 5. Select Exclude Cases Closed, if appropriate. 6. Click Run. The E-Verification Update Report displays, listing any employees who were submitted for e- verification during that time period. 7. To download the report, click XLS.
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.
In PrismHR, click (Reports).
From System|Report, select Login History Report. The Login History Report opens.
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. Proxy App Enter the application used to log in. User Database Select a user database: • Prism Users (HRP.USERS file) • Webservice Users (WEBSERVICE.URSERS file)
Result Select a result: • success • fail
Start Date on or after Enter or select a date for the report to start.
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Use this option To do this
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.OSHA Report This form pulls data from the OSHA Cases records to complete the OSHA 300 and 300A Reports. To ensure data populates correctly, it is recommended to select the Report Incident on the 300A Log field on the OSHA Cases form (found under HR>HR|Change). This report is required by the Occupational Safety and Health Administration (OSHA) agency of the United States Department of Labor to maintain records of all work-related injuries and illnesses.
Note:
• Client Access Group security and Data Entity security is enabled on this form. • Worksite Managers, Worksite Trusted Advisors and Service Providers can access the form.
To access the form, click the Reports menu. Under HR|Report, click OSHA Report.
To generate the OSHA Report: 1. Complete the following: Table 1: OSHA Report form - Fields Field Name Description Year Select the report year from the drop-down. By default the current year displays. You have the option of a 10 year look back.
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Field Name Description Location Select the client’s location for which you want to run the report from the following drop-down: • All Locations • MAIN • CALLLL • CA2 LOCAL GLOBAL • FL 2 • FL 3 • MA Report Type Select the report type from the following drop-down: • OSHA 300 • OSHA 300A
The OSHA 300 Report (Log of Work-Related Injuries and Illnesses) classifies work-related injuries and illnesses. The report also records the extent and severity of each case. If the client has more than one establishment or site, you must keep separate records for each physical location that is expected to remain in operation for one year or longer.
Note: If the Description of where accident occurred field on the OSHA Cases form is populated, Column E on the OSHA 300 Report will output this information.
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The OSHA 300A Report (Summary of Work-Related Injuries and Illnesses) displays the work-related injury and illness totals for the year in each category. In the OSHA 300A Report, the calculation of the Annual average number of employees has been enhanced to better support clients who have multiple pay groups for their employees. • The enhanced calculation will now create an average number of employees paid on regularly scheduled pay periods by pay group. • The pay periods are calculated on an annual basis based on the expected number of pay periods for each pay group. • These averages are then totaled for the total average amount for the OSHA 300A reporting period.
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Figure 10: OSHA Report - 300A
OSHA 300A File Download Organizations can use the OSHA 300A File Download form to download the form OSHA 300A into a comma separated values (.csv) file to use for electronic filing. The OSHA 300A File Download displays the work-related injury and illness totals for the year in each category for each location selected. The report includes all of the same information as in the OSHA Report with the 300A Report Type selected. Figure 11: OSHA 300A File Download
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• Select the Year.
• Select Use Company Legal Name if needed.
• Enter the client's Location. This is optional, and you can enter multiple locations as needed.PYTD Retirement Contribution Summary This form runs a report that provides a listing of an employee’s retirement contribution by year. For example:
To display an employee’s retirement contribution by year: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Plan Year. 2. Click Run. The report displays. For example:
The report columns are: • Employee Name: Employee name displays as last name first. • Emp. ID: Employee ID • Plan ID: The plan ID • Pre-Tax Contrib: The pre-tax contribution amount. • ROTH Contrib: The ROTH contribution amount. • Post-Tax Contrib: The post-tax contribution amount. • ER-Match Contrib: The employer contribution.
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• ER NonElec Contrib: The employer non-elective contribution.
• Successor Retirement Deferral: The successor retirement deferral amount.
• Successor ROTH Deferral: The successor ROTH deferral amount.Ranked Salary Report This report provides a listing of employee’s salary information. Figure 12: Ranked Salary Report Form
The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • Annual Salary: The employee’s annual salary. • Unit Rate: The employee’s unit rate.
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• Position: The employee's position description.
• Department: The employee's department description.Retirement Matching Percent Report This report provides a listing of employee’s and employer retirement information.
The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • Department: The employee’s department. • Location: The employee’s location code.
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• Hours Worked: The employee's hours worked for that date range.
• Gross Wages: The employee's gross wages (before tax) for that date range.
• Eligible Compensation: The amount of eligible wages that contribute to the retirement plans.
• ROTH + Elective Percent: The percent of wages applied to the ROTH and Elective retirement plans.
• Pre-tax + Catch-up: The amount of wages that is applied to the pre-tax and catch-up retirement plans.
• ROTH + Catch-up: The amount of wages that is applied to the ROTH and catch-up retirement plans.
• Employer Match: The amount that the employer is matching to the employee contributed amount.
• Current Percent: The percent of wages the employee contributes to a retirement plan.Reviews Due By Month Report This report provides a listing of when an employee is due for a review.
To determine when an employee is due for a review: 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Select the Month to display on the report. • Select the Year to display on the report. • Select the Type of Review, either Performance or Pay Rate. • Select Yes to display Open Reviews from Previous Months. • Enter the report filters to display on the report: • Enter the field type. The field label displays. For example, if you enter a Location, the Location Name displays. The report displays records for that Location. • Select the Status Class Code of the employee (for example, Active, On Leave, or Terminated). • Enter a pay amount in the Annual Pay Above or Equal To field to display employees whose annual pay is at or above that amount. • Enter a pay amount in the Annual Pay Below or Equal To field to display employees whose annual pay is at or below that amount. 2. Click Run. The Reviews Due By Month Report displays. For example:
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The report columns are: • Date: The date the next review is due. (This is the date entered in the Next Performance Review field on the Pay tab in the Employee Details form.) • Employee ID: Employee ID. • Employee Name: Employee name displays as last name first. • Position: The employee’s position description. • Pay Period: The employee’s pay period description. • Pay Method: The employee’s pay method. Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “V - VSalary” in the on-screen and .xls report output. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.) • Hourly Rate: The employee’s hourly rate. • Salary: The employee’s salary rate. • Annual Pay: The employee’s annual pay. • Date Completed: The date of the last review completed.
Salary As Of Report This report provides a listing of employee salary information. Figure 14: Salary As Of Report Form
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The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID. • Annual Salary: The employee’s annual salary. • Unit Rate: The employee’s unit rate. • Position: The employee’s position description. • Department: The employee’s department description. • Effective Date: The date the salary went into effect.
Statistics by Position Report This report provides a statistics per job positions.
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Figure 16: Statistics by Position Report Form
The report columns are: • Position Code: The position codes entered in the client. • Position Title: The description of the position code. • Head Count: The total employees for that position. • Average Rate: The average hourly/unit rate of that position. • Average Annual Salary: The average annual salary of that position. • Total Annual Salary: The total annual salary for all employees in that position.
Time Off Approval Report Use the Time Off Approval Report form to run the on-demand Time Off Approval Report.
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The 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. For example:
To display a summary of all Time Off requests: 1. Enter the Selection Parameters to determine what displays on the report: • Enter a Leave Start Date and a Leave End Date to run this report for a date range. This is required. • Select the Status Class you want to display in the report from the drop-down (Active, On Leave, Terminated). • Select the Type Class you want to display in the report from the drop-down (Full-Time, Part-Time). 2. Set the Sort Parameters: • Select the Primary Sort for the report. • You can select a Secondary Sort and Tertiary Sort. 3. Set the Report Parameters: a. Select the Detail Sort: • Employee Name: This is the default option. If used as the Detail Sort, the report sorts details by employee. • Leave Type: The report sorts details by leave type.
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b. Select the Report Type:
• Detail w/Break Totals: Includes a break and a sub-total for each of the sort options entered (except
employee name), as well as a grand total for all employees.
• Detail Only: Includes the detail information without sub-totals, only a grand total for all employees.
• Summary Only: Does not include details, but only sub-totals for each of the sort options entered
(except employee name) as well as a grand total for all employees.
c. Select the Page Break on Primary Sort to start a new page for the selected Primary Sort items.The report columns that display are based on the criteria specified in the form: • Emp ID: The employee’s ID. • Employee Name: Employee name displays as last name first. • Request Date/Time: The date and time the Time Off request was submitted. • Leave Status: The Time Off status (Approved, Pending, Paid). • Type: The type of leave requested. • Leave Start: The Time Off start date. • Leave End: The Time Off end date. • Hours Requested: The number of Time Off hours requested.
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• Hours Available: Displays as Unlimited if it is unlimited Time Off. It displays the value as of last payroll if
Time Off is accrued.
• Approver: The administrator who approved the Time Off.
• Approval Status: Notification of whether the Time Off was Approved or is Pending.
• Approval Date/Time: The time and date the Time Off was approved.Time Off Hours Taken Report This report provides a listing of paid time off taken per employee. For example:
To list paid time off taken per employee: 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Select the Time Off Type to display. • Enter the report filter to display on the report. Enter the Employee ID. The Employee Name displays. • Enter the Absent Date On or After to include employees absent on that date or after. • Enter the Absent Date On or Before to include employees absent on that date or before. 2. Click Run. The report displays. For example:
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The report columns are: • Time Off Type: The employee’s available time off codes. • Employee ID: Employee ID. • Employee Name: Employee name displays as last name first. • Time Off Date: The date of the paid time off. • Reason: The reason entered for the paid time off. • Time Off Hours: The time off hours taken.
Veterans Employment Report Use this form to generate the Veterans Employment Download which will assist with federal government reporting. Federal Contractor Veterans’ Employment Report (VETS-4212) WHO MUST FILE: This VETS-4212 Report is to be completed by all nonexempt Federal contractors and subcontractors with a contract or subcontract in the amount of $100,000 or more with any department or agency of the United States for the procurement of personal property or non-personal services.
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Services include but are not limited to the following services: utility, construction, transportation,
research, insurance, and fund depository, irrespective of whether the government is the purchaser or
seller. Entering into a covered Federal contract or subcontract during a given calendar year establishes
the requirement to file a VETS-4212 Report during the following calendar year.
WHEN TO FILE: This annual report must be filed no later than September 30.
HOW TO FILE THE VETS-4212 REPORT: The preferred method for filing VETS-4212 Report is
electronically through the VETS web-based filing system. Instructions for electronically filing can be
found on the VETS website at http://www.dol.gov/vets/vets4212.htmNote: This form does not use Client Access Group Security.
To access the form, click the Back Office menu. Under System|Change, click Direct Deposit Form Settings.
To set up the Direct Deposit form: 1. Complete the following fields:
Field Description Federal Client ID If a Federal Contractor Report has been filed in the past, utilize the number as signed in previously submitted reports, otherwise leave blank. Parent Client Headquarters Enter the ID of the company you want to designate as your headquarters. Parent Client Headquarters Enter the location you want to designate as headquarters. Location Duns Number Enter the Dun and Bradstreet ID applicable to the hiring location or enter the ID applicable to the parent company. Else leave blank. Type Of Reporting Indicate the type of contractual relationship from the following options: Organization • Prime Contractor • Subcontractor • Both Type of Form Indicate the type of form from the following options: • Single Establishment • Multiple Establishment Name Of Contact Enter the name of the contact for the headquarters company. Telephone Enter the contact’s telephone number. Email Enter the contact’s email address. Twelve Month Period Enter the beginning date for the twelve month reporting period used as the Beginning Date basis for filing the VETS-4212 Report.
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Field Description Twelve Month Period Ending Enter the end date for the twelve month reporting period used as the basis for Date filing the VETS-4212 Report. Would You Like To Create A If you would like to produce a verification download to review the employee Verification Download IDs selected for the download, check this box. Else un-check it.
Note: Click Clear to clear the form. If a Federal Contractor Report has been filed in the past, the information from the previous entry will pre-populate.
Workers Comp Analysis by Company/Class Code Report This report provides both the workers’ compensation liability as well as administration fees.
Note: This form does not use Client Access Group Security.
To access this form, click Reports. Under Operations|Report, click Workers Comp Analysis by Company/Class Code.
To generate the Workers Comp Analysis by Company/Class Code: 1. Complete the following fields:
Field Name Description Starting Date Enter the starting date of the reporting period. Ending Date Enter the ending date of the reporting period. Employer ID This field is optional. Leave this field blank to run this report for all employers. If you want to run this report for specific employers, enter their employer IDs here or click the Employer ID link and select them from the Select Employer dialog box. Client ID This field is optional. Leave this field blank to run this report for all clients. If you want to run this report for specific clients, enter their client IDs here or click the Client ID link and select them from the Select Client dialog box. States This field is optional. Leave this field blank to run this report for all states. If you want to run this report for specific states, enter them here or click the States link and select them from the Select States dialog box.
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Field Name Description Cost Center This field is optional. Leave this field blank to run this report for all cost centers. If you want to run this report for specific cost centers, enter them here or click the Cost Center link and select them from the Select Cost Centers dialog box. WC Policy ID This field is optional. Leave this field blank to run this report for all Worker’s Compensation policies. If you want to run this report for specific Worker’s Compensation policies, enter them here or click the WC Policy ID link and select them from the Select WC Policy dialog box. WC Class Codes This field is optional. Leave this field blank to run this report for all Worker’s Compensation class codes. If you want to run this report for specific Worker’s Compensation class codes, enter them here or click the WC Class Codes link and select them from the Select WC Class Codes dialog box. Note: You may enter the state code and worker’s compensation class code (ME.8810) or simply the worker’s compensation class code (8810). Include all billing codes that start By default, this field is checked. with WC? WC Policy Type Select the appropriate WC Policy Type from the following: • All - Selected by default, this will include both Individual and Primary. • Individual (Client Policy) • Primary (PEO/Internal Policy)
This report has the following columns: • Client ID • Client Name • WC State • WC Class • Net Bill • Net Cost • WC Margin • WC Bill
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• WC Cost • WC Profit • Admin Fee • WC Profit + Admin Fee
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Chapter 2 Transfer Downloads File to PC Use this form to download files to a user’s system, from the server’s download directory generated by the PrismHR system.
Note: This form does not use Client Access Group Security.
Note: A warning message displays on the User Role form if 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 group security.
The message states:
The user role <new 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 <user id> 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 the user record is saved, and the screen is cleared.
• If No is selected, then the user record is not saved, and the data is left as is on the screen.To access the form, click the Back Office menu > Operations|Action > Transfer Downloads File to PC.
To transfer a Download File to a user’s PC: 1. Click the Filename link. A separate Select File window opens. 2. Scroll and select the Download File that you want to download from the list. You can also search for the Download File using Filename Description and Date. The File View shows the first 15 lines of the selected Download File. 3. Click Download.
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Chapter 3 Finding Changes to an Employee Use the Find Changes to an Employee form to generate a report that shows all changes made to an employee record for a selected date or date range.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports menu. Under System|Report, click Find Changes to an Employee.
To find the changes made to the database files for an employee: 1. Complete the following:
In this Field Enter this
Employee ID The ID for the employee to be reported on or click the Employee ID link to
select an en employee from the Select Employee dialog box.
Start Date This field is required. Enter or select a date to limit the report to a specific
date or to use as the start date in the date range.
End Date This field is optional. Enter or select a date if you want to limit the report to a
specific date or to use as the last date in the date range. Leave it blank to use
the current date as the end date of the date range.Human Resources Reports Guide © 2026 PrismHR 101 Chapter 4 Find Changes to a File
Chapter 4 Find Changes to a File Use this report to see all changes made by each user in a particular file.
Note: This form does not use Client Access Group Security.
To access the form, click Reports. Under System|Report, click Find Changes to a File.
To find changes to a file: 1. Click the Audited File Name link. Select an audited file name from the Select Audited File Name list. This field is mandatory. 2. To find changes in a specific field, click the Audited Field Name link, and select it from the Select Audited Field Name list. 3. In the Audited Begin Date, enter the date from which you want to find changes. 4. In the Audited End Date, enter the date up to which you want to find changes. 5. To find changes in a specific record, click the Audited Record ID link and select it from the Select Audited Record ID list. 6. To find changes for a specific client, click the Client ID link and select the client from the Select Client list. 7. Click Generate Report - a job progress window opens. To fix errors if any, redo the process. 8. Click Close to close the job progress window. 9. The File Audit Report opens, listing all the changes for the selected file, based on criteria selected above. 10. Click the XLS link to download the report.
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Client-Admin.pdfClient Administration Guide
Creating and maintaining your clients 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 Client Administration Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 19 Chapter 1 Introduction 20 Chapter 2 Setting Up a New Client 21 Creating a New Client Company 21 Cloning a Client 24 Copying Client Settings 25 Deleting a Pending Client 27 Prerequisites 27 Creating a Client Record 28 Transferring Employees to New Clients 29 Using the Mass Employee Transfer Import Tool 33 Using the Sample Header File 34 Chapter 3 Defining Client Billing Information 37 Defining Billing Rules 37 Using Bundled Billing Rules 37 Using Unbundled Billing Rules 38 Tiered Billing Grid 44 Entering Tax Criteria 45 Setting Up Other Unbundled Billing Rule Parameters 46 Using Unbundled Bill Rules Based On Options 47 Establishing State Tax Rates (SUTA) 54 Establishing Officer and State Bill Rates 55 Importing SUTA Rates Data 57
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Defining State Tax Bill Rates (SUTA) 59
Setting a Location for State Tax Bill Rates 59
Setting SUTA Bill Rate Information 60
Establishing Officer and State Bill Rates 60
Selecting Relevant Employers 61
Importing SUTA Billing Rates Data 62
Defining W/C Accrual Modifiers 63
Adjusting W/C Billing Modifiers 63
Importing a Workers' Compensation Template File 64
Using Override Rates Option 65Chapter 4 Setting Up Time Off Plans 67 Tracking Absences 68 Defining Time Off Types 68 Creating Time Off Accrual Schedules 70 Scheduling Holidays 74 Defining Intervals That Trigger an Accrual 75 Using Customized Accrual Subroutines 76 Learning About Time Off Plans 76 Defining Time Off Plans 77 Setting Up Flat Amount 81 Defining Months Worked 82 Defining Hours Worked (by Hours) 83 Defining Hours Worked (by Months) 85 Defining Hours Worked (by Position) 87 Defining Flat Amount by Hours Worked 88 Defining Unlimited Time Off Plans 90 Understanding Unlimited Time Off Plans 91 Linking PTO Accrual Plans 91
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Using Linked Accrual Plans Feature 91
Setting Up the Linked Accrual Plans Feature 92
Understanding the Transfer Process 94
Creating Time Off Absence Codes 94
Defining Leave Requests 95
Specifying Time Off Auto-enroll Rules 97
Creating a Time Off Auto-enroll Rule 98
Controlling the Benefit Start Date 100
Defining Multiple Rule Triggers 101
Importing Time Off Auto-enrollment Rules 103Chapter 5 Setting Up Global PTO Plans 106 Background 106 Activating Global PTO Features 106 About the Features 107 Creating Global PTO Register Types 108 Creating Global Absence Codes 109 Creating Global PTO Benefit Plans 110 Opt-ins and Opt-outs 110 Opting Clients into Auto-enrollment and Accrual 110 Opting Employees out of Auto-enrollment and Accrual 110 Assigning PTO Plans on the State and Local Level 111 Deduction Logic 111 Reviewing Accrual Histories 113 Reviewing Global PTO Auto-Enrollments for a Payroll Batch 113 Configuring “Print On Check” Functionality 113 Setting Up Global PTO Register Types 114 Setting Up Basic Parameters 114 Optional Parameters 114
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Maintaining Global PTO Benefit Plans 115
Setting Up Basic Rules 116
Hourly Accrual and Accrual Thresholds 117
Flat Amount per Hours Worked 117
Setting Maximum Accruals and Stopping Accruals 117
List of Options 118
Running the Global PTO Auto Enrollment Report 119
Report Output 119
Configuring Client-specific Global PTO Parameters 119
Configuring Client-specific Global PTO Override Rules 121Chapter 6 Setting Up PEO Client Accounting 123 Understanding Accounting Templates 123 Using General Ledger Account Numbers 123 Using Client Bill Format Account Number Overrides 124 Defining Accounting Templates and Using Wildcards 124 Defining the Global Client Accounting Template 124 Understanding the Fields That Wildcards Represent 129 Defining a PEO Client Accounting Template 132 Using the Global PEO Client Account Template 137 Determining the Download Directory 138 Enabling Client Accounting for a Client 139 Chapter 7 Setting Up New York SDI Tax 140 Establishing Tax Rates and Limits 140 Setting Tax Parameters 141 Calculating NY SDI Tax 142 Chapter 8 Establishing Other Client Setup Features 145 Organizing Similar Clients 145 Creating New Multi-Entity Groups 145
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Establishing Pay Groups 146
Defining a Pay Group 147
Entering the Payroll Period in Progress Information 148
Entering the Alternate Billing Addresses 148
Performing Pre-ACH Maintenance 149
Defining Pay Grades 151
Defining Positions 152
Defining Position Information and Requirements 152
Defining Codes and Other Pay Information 154
Tracking Hazardous Materials 156
Working with Miscellaneous GL Segments 156
Maintaining ADA Parameters 156
Defining Position Code Cost/Bill Information 157
Defining Skills 157
Defining Hours Worked 157
Accessing Additional Information from the Actions Menu 158
Defining Code Description Overrides 158
Setting Training Course Codes 158
Maintaining Departments 159
Establishing Department Codes 159
Working with Miscellaneous GL Segments 160
Establishing Department Benefits 161
Accessing Additional Information from the Actions Menu 162
Maintaining Divisions 162
Establishing Code Parameters 162
Working with Miscellaneous GL Segments 163
Establishing Division Benefits 164
Working with Miscellaneous GL Segments 164Client Administration Guide © 2026 PrismHR 7 Table of Contents
Establishing Banking Information 165
Defining Hazardous Materials 166
Maintaining Mileage Rates 166
Establishing Project Classes 167
Establishing Project Phases 167
Maintaining Projects 168
Defining the Project 168
Working with Miscellaneous GL Segments 169
Defining Other Information 170
Defining the Certified Payroll Information 170
Defining Certified Payroll Details Report Information 170
Maintaining Pay Rates 171
Defining Certified Payroll Report Setup Information 171
Submitting Certified Payrolls to California 172
Accessing Additional Information from the Actions Menu 173
Setting Company Shift Parameters 173
Defining Shift Pay Rates 174
Importing Shift Code Data 175
Accessing Additional Information from the Actions Menu 175
Defining Work Groups 175
Obsoleting a Work Group 176
Reviewing Employees Assigned to Selected Work Group 176
Maintaining Labor Union Information 177
Set Labor Union Code Parameters 177
Entering Union Dues 179
Maintaining Union Benefits 180
Maintaining Union Address and Contact Information 181
Including Pay Codes Maintenance 182Client Administration Guide © 2026 PrismHR 8 Table of Contents
Excluding Pay Codes Maintenance 182
Setting Up Labor Union Codes 182
Adding a Labor Union Code 182
Applying a Union Affiliation to an Employee 184
Creating a Union Dues Deduction Code 184
Assigning Deduction Codes to an Employee 184
Maintaining Property Codes 185
Creating Commission Structures 185
Assigning a Benefit Commission Code 188
Grouping Commissions 189
Administering PTG Commission Types 190Chapter 9 Maintaining Client Details 192 Maintaining Client Information 192 Establishing Client Information 192 Defining Client Business Information 193 Setting Industry-related Information 196 Maintaining Client Contact and Account Assignment Information 197 Adding and Editing Contact Information 197 Designating Employee Representatives 197 Specifying a Mailing Address 198 Customizing My Support Team Dashboard Contacts 198 Establishing Bank Accounts 198 Setting Client Control Parameters 199 Setting Payroll Processing Parameters 200 Specifying General Ledger Template 203 Defining Client Accounting 203 Setting Up New Hires and Employees 204 Configuring Benefits Enrollment and On-boarding 205
Client Administration Guide © 2026 PrismHR 9 Table of Contents
Setting Pay Codes 206
Specifying Deduction Codes 207
Entering Voluntary or Employee Loan Deduction Codes 207
Specifying Employee Types 208
Entering Employee Statuses 208
Defining Reason Codes 208
Reporting 209
Setting Up Client Benefits 209
Establishing Employer Group Benefit Parameters 209
Selecting a Retirement Plan 211
Setting Up ACA Reporting 212
Setting Up Workers’ Compensation Insurance 212
Maintaining Enrollment Eligibility Criteria 213
Establishing Client Ownership 214
Changing a W/C Policy 215
Specifying Client Billing Options 216
Specifying Billing Information 216
Establishing Electronic Billing Parameters 217
Specifying Fee Rate Overrides 219
Specifying Reimbursement Rates 219
Specifying Billing Rate Overrides 220
Client Miscellaneous Bill Register 220
Controlling Client Payroll Processing 222
Setting Parameters 222
Setting Alternate Pay Dates 224
Selecting Special Reports 224
Setting Conditions for Tipped Employees 225
Benefit Summary Statement Setup 226Client Administration Guide © 2026 PrismHR 10 Table of Contents
Benefit Summary Statement 228
Setting Client Time Sheet Parameters 230
Setting Pay Codes 230
Selecting Fields for Display 231
Excluding Items 232
Selecting Import Definitions 232
Specifying Templates 232
Defining Standard Deductions 233
Setting Client Tax Parameters 233
Setting General Tax Parameters 234
Setting State Tax Parameters 236
Updates to Form W-2 build 237
Selecting Taxes to Suppress 237
Setting an Employer's Optional State Taxes 238
Redirecting Tax Codes 238
Storing Miscellaneous Client Information 238
Creating Notes Templates 239
Setting Additional Client Parameters 240
Setting Client Parameters 240
Setting Payroll Notifications and Reminders 242
Assigning Employees to Alternate Employers 245
Recording External PTO Balances on Check Pay Stubs 246
Enabling the External PTO Feature 246
Processing Payroll 247
Reprinting External Employee PTO Information on Check Pay Stubs 247
Post-Payroll Processing 248
Setting Up Yearly Group-Term Life Tax Rates 248
Updating Group Term Life 250Client Administration Guide © 2026 PrismHR 11 Table of Contents
Accessing Features in the Actions Menu 250
Understanding Client Analytics 252
Change Reason History- Client Details 252
Setting Up Messages for Employees 253
Using Client Notes 253
Entering Note Details 254
Setting Commission Levels 254
Enabling Specialized Features 257
Specifying Client Custom Feature Codes 257
Attaching Files to Client Records 259
Displaying Employee Statistics 260
Configuring the Company's ESS Settings 260
Configuring ESS Settings 260
Configuring Web Services 261
Using ESS Menu Builder 261
Using Menu Headers 262
Using Menu Items 262
Using ESS Theme Designer 263
Using Print Service Options 264
Using Report Print Options 267
Using Report Parameters Feature 268
Defining Benefits Billing Report Parameters 269
Defining Certified Payroll Report Format Parameters 269
Setting Check Journal Report Parameters 270
Setting Calculate Checks Report Parameters 271
Setting Employee Check Acknowledgement Parameters 272
Setting Payroll Check Journal Report Parameters 272
Setting Client Allocation Report Parameters 273Client Administration Guide © 2026 PrismHR 12 Table of Contents
Setting Deduction Register Report Parameters 276
Setting Fax Back Report Parameters 279
Setting Payroll Allocation Report Parameters 280
Setting Payroll No Earnings Report Parameters 282
Setting Payroll Register Report Parameters 283
Setting Workers' Compensation Report Parameters 285
Managing Client Security Settings 287
Defining Client Security 287
Maintaining Worksite Users 288
Associating User and Human Resource Roles with a Worksite Manager 288
Suppressing Payroll Warnings 288
Maintaining Security Settings for the Client 288
Using IP White List/Range Examples 289
Defining Payroll Shipping Methods for the Client 290
Entering Information for Custom Fields 291
Entering User-Defined Fields 292
Configuring User-Defined Fields - Global Level 292
Configuring User-Defined Fields - Client Level 292
Importing User-Defined Fields 294
Limiting W/C Classes 295
Viewing W/C Policy History 296
Changing SUTA Flags on Payroll Vouchers 296
Adjusting FUTA Credit Amounts 299Chapter 10 Adding Auto Holiday Pay 301 Setting Up Auto Holiday Pay 302 Removing Auto Holiday Pay Time 303 Maintaining Auto Holiday Pay Rules 304 Working with Auto Holiday Pay Days 305
Client Administration Guide © 2026 PrismHR 13 Table of Contents
Auto Holiday Pay Report 306Chapter 11 Using Client Payroll Processing Options 309 Establishing Payroll Processing Options for the Client 309 Setting Up Payroll Approval 309 Setting Up a Client for Payroll Calculation Approvals 309 Setting Up an Approval Policy for Payroll Posting 310 Setting Up a User as a Payroll Approver 310 Defining Custom Message Templates for Approvals 311 Adjusting Summary Time Sheet Columns 312 Changing Columns 313 Reordering Columns 313 Changing to a Different Type of Pay 313 Exporting the ExpertPay File 314 Equifax Setup 314 Equifax Export 316 Configuring an Import Template 317 Chapter 12 Managing Pending Payday Notifications 320 Chapter 13 Maintaining Worksite Locations 323 Working with SUTA 323 Importing a Worksite Locations Template File 323 Maintaining Worksite Location Information 324 Working with Miscellaneous GL Segments 326 Establishing Benefit Plans 326 Entering SUTA Reporting States 327 Establishing Banking Information 327 Maintaining Other Information 329 Defining Special Tax Rates 333 Eugene Oregon Public Safety Tax Setup 333
Client Administration Guide © 2026 PrismHR 14 Table of Contents
Maintaining Building Information 334
Establishing Minimum Wage Information 334
Indicating Associated Taxpayer Entities/Employers 335
Accessing Other Options 335Chapter 14 Sending and Receiving Messages 336 Maintaining Custom Message Groups 336 Creating or Maintaining a Message Group 336 Viewing the Audit Log for a Message Group 337 Managing Messages 337 Configuring New Messages 338 Chapter 15 Setting Other Client Features 341 Searching for a Client 341 Client Reports 342 Defining and Applying Global PEO Accounting Templates 342 Maintaining Company Contacts 346 Working with Bill Pending Data 347 Background 347 System Billing Events 348 Manual Billing Events 348 Importing Bill Pending Data 348 Understanding the E-Verify Bill Pending Fee 349 Working with Billing Items 350 Avoiding Pitfalls 352 Reviewing Invoice Information 353 Reviewing an Invoice 353 Reviewing Invoice Accounting 354 Reviewing Client Accounting Information 354 Reviewing Invoice Totals 354
Client Administration Guide © 2026 PrismHR 15 Table of Contents
Client Status History 355
Adjusting Client's Status History 356
Updating Client History X-Ref Records 356
Billing Register 356
Client Billing Register Chart 357
Miscellaneous Billing Review 358
Computing Commissions 359
Adjusting Commission Balances 362
Removing Inactive Customer Data 363
Summary of Employee Data Deidentification Mapping 367
Creating Translation Tables for Deduction Codes 371Chapter 16 Converting a PEO Client to an ASO Client 373 Entering Employer Details 373 Establishing Employer SUTA Rate 374 Establishing Employer W/C Accrual Mods 375 Entering Employer Bank Accounts 376 Defining Employer Billing Templates 377 Selecting Client Details 377 Detail Tab: Status 378 Control Tab: Employer Accounting 378 Account Tab: Bank Account 379 Billing Tab: Billing 379 Chapter 17 Using Reports 381 Absence Codes Report 381 Active Employee Labor Allocation Report 381 Carrier Plan Billing Report 382 Client Activity Revenue Report 384 Client SUTA Billing Rates Report 386
Client Administration Guide © 2026 PrismHR 16 Table of Contents
Report Output 387
Conversion Vouchers Total Report 387
Course Codes Report 388
Daily Cash Report 389
Department of Labor Employment Statistics by Client Report 391
FICA Tip Credit Report 393
Global Bill Pending Report 394
Global Client Allocation Report 395
Health Premium Credit Information Report 397
PEO Client Accounting G/L Detail Report 399
Sales Tax Liability Report 400
Working with Data Retriever 401
Data Retriever Security 403
Step 2 Data 403
Step 3 Security 404
Save Report Template by User Type 406
Available Data 407
Step 1 - Select Client 407
Step 2 - Add Field 407
Step 3 - Add Totals 415
Update for Imported Checks 415
Department Codes Report 416
Division Codes Report 416
Find Changes to a Client 417
Find Changes to a File 418
Location Codes Report 418
Material Codes Report 419
Mileage Codes Report 420Client Administration Guide © 2026 PrismHR 17 Table of Contents
Generating Payday Notification Transmissions 420
Pay Grades Report 422
Union Codes Report 422
Transfer Downloads File to PC 423
Transfer Accounting Downloads File to PC 423
Wage Billing by State Report 424Client Administration Guide © 2026 PrismHR 18 Client Administration Guide
Intended Audience The contents of this guide are for users who are involved in company or client administration. Unless you have permission to access system-level features, you cannot set global codes. Before using this guide, you must set up all defaults, files and preferences required for system administration, as well as employer information. To effectively use this guide, you must also have background knowledge of workers’ compensation, employee benefits, billing practices, payroll practices, and taxes.
Client Administration Guide © 2026 PrismHR 19 Chapter 1 Introduction
Chapter 1 Introduction The Client Administration User Guide explains the tasks and features used to create and maintain your clients. • Setup - The tasks and steps involved in creating and maintaining clients, as well as the codes, values, and definitions used in client administration. Authorized users set up these values and definitions at the client level, and may perform these tasks periodically when new values or definitions are required. • Administration - The tasks and steps involved in the day-to-day maintenance and administration of clients.
Client Administration Guide © 2026 PrismHR 20 Chapter 2 Setting Up a New Client
Chapter 2 Setting Up a New Client Perform the following procedures to successfully set up your client: • Create a new client company. Use the New Client form to create a client • Complete the new client setup in the Client Details form
Creating a New Client Company Create a new client company with the New Client form.
To create a client company:
Field Description Client ID The system generates the Client ID when you save the new record. This field defaults to NEW when you open the form. Legal Name Enter the Legal Name of the new client company. Client D/B/A Enter the legal doing business as client name in the Client D/B/A field. Address Enter the client’s main mailing address in the Address fields. After saving the new client record, you can enter other addresses (if required). ZIP Code Enter the ZIP Code and press Tab. The system automatically displays the GeoCode, City, and State. If multiple GeoCodes are associated with the ZIP Code, the system prompts you to select the correct one. GeoCode, City, and State After entering the client’s address and ZIP Code, the GeoCode, city, and state display.
Client Administration Guide © 2026 PrismHR 21 Chapter 2 Setting Up a New Client
Field Description Telephone Enter the client’s main Telephone number. Ext Enter the telephone Ext (optional). Fax Enter the client’s Fax number. Website Enter the URL of the client’s Website. Service Type Select the Service Type provided to this client. You must select the appropriate Service Type to ensure accurate billing. • Administrative Services Only (ASO): When you save the new client record, the system automatically creates both a new client record and a new employer record with the same information as the new client. The system immediately links the new employer record to the client. The system assumes cost equals billed for taxes and workers’ compensation. • Corporate: Indicates that the new record is a corporate client, typically used for tracking the service provider’s internal employees. No billing occurs for a corporate client. If the new client needs to be billed, select a different service type. • Professional Employer (PEO): Indicates that the service provider manages human resources, employee benefits, payroll, workers’ compensation, accounts receivable, and COBRA administration for the new client. Cost is considered the PEO cost for taxes and workers’ compensation rates, which are entered at the system/employer levels. Billed rates can be higher (for profit centers) or lower than cost, if appropriate, and rates are specified at the client level. • HR Services Only: The service provider only manages human resources for the client’s employees, which includes hiring, termination, performance, compensation, training, policy, and OSHA-related services. (There is no payroll.) • Payroll Services Only: The service provider only provides payroll and payroll tax services for the client. (The employer does not provide human resources services.) • Admin. Service/Alt. Billing: This is similar to an ASO in that the system creates an employer record automatically. The system treats the new client as it would a PEO client for billing purposes. The service provider can open profit centers on taxes and workers’ compensation. The system does not assume cost equals billed.
Client Administration Guide © 2026 PrismHR 22 Chapter 2 Setting Up a New Client
Field Description Federal ID Number Enter the client’s nine-digit Federal ID Number, also known as the Employer Identification Number (EIN or FEIN). Note: An error message displays if you enter an EIN or a FEIN that is more than nine digits. Status Select the Status of this client. Status Date Enter the Status Date when the selected Status goes into effect. For example, if the client is active, this is the starting date for the client. Employer ID Enter or select the Employer ID to assign for this client. If this is an ASO client, enter NEWASO to create an employer record with the same ID as the client. If this employer is a PEO and certified by the IRS under the Small Business Efficiency Act (SBEA), the system automatically creates a client federal entity and assigns the ID to the client when you save this new client record. If the client needs a different federal entity, edit it in the client record. (See the SBEA User Guide.) Location Code Enter the Location Code, which is the primary location for this client (the default is 1). PrismHR uses this to create the first location record for the client. Client Category Enter or select the Client Category code; for example, PEO. Cost Center Select the Cost Center used to process accounting transactions for this client, if any. Sub-Cost Center Select the Sub-Cost Center to assign to this client, if any. Contract Date Enter the Contract Date on which the contract was signed with the client. (The default is the Status Date.) Deliver Checks Select the Deliver Checks location where your organization should deliver employees’ payroll checks. Corporation Type Select the Corporation Type for this client. The system uses this for tax reporting. Business Enter a brief Business description. NAICS Code Enter or select the NAICS Code (North American Industrial Classification System Code) for the client’s primary business activity. Contact Name Enter a clientContact Name and related information. Title Enter the contact’s Title. Telephone Enter the contact’s work Telephone number. Ext Enter the contact’s telephone Ext. Email Address Enter the contact’s Email Address.
Client Administration Guide © 2026 PrismHR 23 Chapter 2 Setting Up a New Client
Field Description Contact Type Select the Contact Type. Payroll Rep Enter or select the user ID of the Payroll Rep for this client. (Note: You can select a user who has the Payroll Manager Account Management role without also requiring a Payroll Processor or Payroll Representative.) Human Resources Rep Enter or select the user ID of the Human Resources Rep for this client. Sales Rep Enter or select the user ID of the Sales Rep for this client.
Click Save.
The system generates the new client record and displays a message that reads, “Do you want to go to the Client Details?” • Click Yes to open Client Details and continue entering information for the new client. • Click No to remain in the New Client form.
Cloning a Client You can quickly create a new client using attributes from an existing client. To copy information from an existing client, access the Clone Client form on the Client|Action menu. For example:
When you open this form while accessing an existing client, the system enables that client’s attributes in the What to Clone panel.
Client Administration Guide © 2026 PrismHR 24 Chapter 2 Setting Up a New Client
To clone a client, do the following: 1. Go to the Clone Client form and complete the following fields in the New Client Details panel:
Field Description
New Client ID Use the system-generated client ID that displays or enter the ID for the new
client. If you enter an existing client ID in this field and press Tab a message
displays, "Client ID already exists." Click OK to clear the message and then
re-enter another ID.
Note: The system uses "conditional incrementing" on the New Client ID
when you use the system-generated ID, which takes affect once you click
Clone and the process succeeds.
New Client Name Enter the name of the client you are creating.
Client Status Select the current status of the client.
Status Date Enter or select the date when you want to enable this client.Copying Client Settings You can copy client settings using attributes on the Copy Client Settings form from an existing client to another client. For example:
Client Administration Guide © 2026 PrismHR 25 Chapter 2 Setting Up a New Client
To copy client settings, do the following: 1. Go to the Copy Client Settings form on the Operations|Utility Processing menu and complete the following fields:
Field Description
Copy From Client Enter or select the client ID or client name whose settings you want to copy.
Copy to Client Enter or select the Client ID where you want the settings copied. The Client
Name displays.Client Administration Guide © 2026 PrismHR 26 Chapter 2 Setting Up a New Client
• Any custom work regarding copying client settings that PrismHR already performed does not apply to this new feature. • Client Access Group security is enabled on this form. • Users whose role is set to INQUIRY for the Copy Client Settings form cannot enter or select the Copy From Client or the Copy to Client.
Deleting a Pending Client Use this form to remove a client entered into the system that never actually ran payroll and is no longer expected to be a client.
Prerequisites The following prerequisites must be met before you can perform this action: • A ‘Pending’ Client Status must exist at the system level, with a Status Class of ‘Pending’ (System|Change|Client Statuses) • The client must first be terminated (Client|Action|Client Status Change process). • The client must then be changed to a ‘Pending’ status (Client|Action|Client Status Change process). • The client cannot have any employees or payroll history.
Note: Client Access Group Security is enabled on this form.
To delete a pending client: 1. Click Client. 2. From Client|Action, click Delete Pending Client. 3. Click the Client link to select a client. The status must be Pending. 4. Click Delete Client to complete this process.
Client Administration Guide © 2026 PrismHR 27 Chapter 2 Setting Up a New Client
Creating a Client Record Complete these additional steps to create a new basic client setup. You might also need to establish other client settings. These are only the most essential settings.
To view client details: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select from these options: • On Client Details, complete these required fields: • Payroll Check Account, Garnishment Check Account, and Receipts Account: see Maintaining Client Contact and Account Assignment Information on page 197 • Processing Schedule: see Setting Client Control Parameters on page 199. • Billing Template and Bill Format: see Specifying Client Billing Options on page 216. • Delivery Method: see “Payroll Tab”. • Pay Code 1 and Default Hours Column: see Setting Client Time Sheet Parameters on page 230. • Set these processing parameters (optional): • Do Not Service and New Hire/Employee Detail Controls options: see Setting Client Control Parameters on page 199. • Workers’ Compensation Insurance settings: see Setting Up Client Benefits on page 209 • New Hire Fee Day Offset setting: see Specifying Client Billing Options on page 216. • One Payroll/Pay Group, Delivery Method settings: see Controlling Client Payroll Processing on page 222 • Job Rates Used, Job Rate Bill Type, Tax Limit Basis settings: see Setting Additional Client Parameters on page 240. • Other Links: • Pay Groups: see Establishing Pay Groups on page 146 • Position Codes: see Defining Positions on page 152 • Other information needed to process most payrolls: • State Tax Rates (SUTA): see Establishing State Tax Rates (SUTA) on page 54. • State Tax Bill Rates (SUTA): see Defining State Tax Bill Rates (SUTA) on page 59 • W/C Accrual Modifiers: see Defining W/C Accrual Modifiers on page 63 • W/C Billing Modifiers: see Adjusting W/C Billing Modifiers on page 63 • For an ASO client, these tasks might be required instead: • State information in Employer Details • State Tax Bill Rates (SUTA): see Defining State Tax Bill Rates (SUTA) on page 59
Client Administration Guide © 2026 PrismHR 28 Chapter 2 Setting Up a New Client
• Employer Tax Rates (SUTA)
• Employer W/C Accrual ModifiersTransferring Employees to New Clients You can move employee records and accompanying check information to a different client using the Transfer Employee to New Client form.
Note: Client Access Group Security is enabled on this form.
To move records: 1. Click Back Office. 2. From Operations|Action, select Transfer Employee to New Client. 3. Complete these fields as required:
Field Description From Client/To Client From Client: Click the link and select the client ID for the client that the employee is transferring from.
To Client: Click the link and select the client ID for the client that the
employee is transferring to.
Note: To ensure that an employee remains enrolled in a benefit plan
after transfer. benefit plans must be set up in the To Client.Employee/To Employee Employee: Click the link and select the ID of the employee whose information requires a transfer.
To Employee: Displays the employee ID for the company where the
employee is being transferred.Client Administration Guide © 2026 PrismHR 29 Chapter 2 Setting Up a New Client
Field Description Employer/To Employer Employer: Displays the employer ID assigned to the current client.
To Employer: Displays the employer ID assigned to the new client
where the employee is being transferred.
Observe the following behavior that occurs during these transfer
scenarios:
• If the new client and the current (old) client have different
primary employer IDs and the same Service Type of Professional
Employer (PEO), you can perform a valid transfer of employees
between those clients by selecting the employee's new employer
ID, which the system updates in the employee record under the
new client.
In addition, if you select the non-primary employer ID in the above
scenario, a transfer alert displays, "The primary employer for Client
<new/to client ID> is <primary employer ID>. You will receive
payroll calculation errors for this employee if Employer <selected
Employer ID that is non-primary> is not set up as an alternate
employer in this client."
• If the new client and the current client have different primary
employer IDs and different Service Types, such as PEO and ASO, or
they both have the same ASO Service Type, when you enter the
full employee ID or paste the employee ID in the Employee field,
you can only select a valid (primary) employer ID. Also, after you
make the selection, the To Employee field displays "New
Employee will be created."Pay Group/To Pay Group Pay Group: Displays the employee’s current pay group.
To Pay Group: Select a pay group for the destination client. The search
contains only valid pay groups for the destination client.Current Retire Plan/To Current Retire Plan: Displays the currently enrolled retirement plan. Retire Plan To Retire Plan: Displays the retirement plan where the employee is being transferred. Current Position/To Current Position: Displays the employee’s current position. Position To Position: Select or enter a valid position for the destination client. (If you select this field, the Select Position list that displays contains only valid positions for the destination client.)
Client Administration Guide © 2026 PrismHR 30 Chapter 2 Setting Up a New Client
Field Description Last Hire Date After selecting an employee associated with the From Client selection, the employee’s last hire date displays in this field. To Location Select or enter a valid location for the destination client. (If you select this field, the Select Location Code list that displays contains only valid locations for the destination client.) To Benefit Group Select or enter a valid benefit group for the destination client. (If you select this field, the Select Benefit Groups list that displays contains only valid benefit groups for the destination client.) To Client Hire Date Enter or select the hire date to use for the company where the employee is being transferred.
After entering or selecting a date in this field, a dialog 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.
Note: If you re-enter a new date in this field after selecting an option in
this dialog, the dialog displays again.
After you select an option in the dialog, the following occurs:
• Yes: A transfer alert message displays: "Employee Status, Type,
Status Type History, Position History and Pay History dates will be
<date from To client hire date field>."
• No: A transfer alert message displays: "Employee Status, Type,
Status Type History, Position History and Pay History dates will be
the most recent date from Client <ID of the From Client>."Transfer Y-T-D Check Transfers the year-to-date check stub details to the company the Stubs employee is transferring to.
Client Administration Guide © 2026 PrismHR 31 Chapter 2 Setting Up a New Client
Field Description Terminate Employee in Select this option only if you want to terminate the employee and their Original Client benefits in the original client. When you select this option, a mandatory date field displays, so you can accept the current date (default) or enter or select which date the transferring employee will be terminated in their old client. Note the following: • The date field only displays if you select the Terminate Employee in Original Client field. • The date field is mandatory, so you must either accept the current (default) date or select a date, which can be a future or past date. Otherwise, when you complete the other fields but leave this field blank, an error message displays when you click Transfer, “All mandatory fields must be filled in.” • If you enter a future date, the status and status date information do not update in the employee record until the termination date occurs. However, the status type history record immediately reflects the future-dated information. • When you select the Terminate Employee in Original Client field, a transfer alert displays, “Terminating the employee in the original client can cause a change to the employee’s Benefits Thru Date in the original client.” Term Reason Code Select a valid termination reason code (only those codes with “Termination” included in their Valid Actions on the Employee Termination form display) for the original client when transferring and terminating an employee in one action. Note: The Term Reason Code field only displays if you enable Terminate Employee in Original Client. Terminate Benefits If you select the Terminate Employee in Original Client field and this Coverage Today field, the system forces the terminated group benefits to end coverage today.
Note: You must select both fields for this update to take effect.Transfer Alerts Displays messages describing what occurred during the transfer process.
Client Administration Guide © 2026 PrismHR 32 Chapter 2 Setting Up a New Client
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.
Client Administration Guide © 2026 PrismHR 33 Chapter 2 Setting Up a New Client
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:
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.
To perform a mass employee transfer import:
Client Administration Guide © 2026 PrismHR 34 Chapter 2 Setting Up a New Client
Field Description
Column Number The corresponding column number for the imported data.
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.Client Administration Guide © 2026 PrismHR 35 Chapter 2 Setting Up a New Client
Client Administration Guide © 2026 PrismHR 36 Chapter 3 Defining Client Billing Information
Chapter 3 Defining Client Billing Information Define the client’s billing information. (This information does not apply to Corporate service types.)
Defining Billing Rules Client billing can be bundled or unbundled: • Bundled billing charges a lump sum percentage of gross payroll per pay period. It includes FUTA, SUTA, FICA, and workers’ compensation. • Unbundled billing breaks out each line item charge for payroll taxes, workers’ comp premiums, and administrative fees.
Note: The billing method (bundled or unbundled) does not affect the invoice format. Both the bill format and the billing template are set on the Billing tab in the Client Details form.
After defining billing rules, you can begin to enter other billing settings on the Billing tab on the Client Details form.
Using Bundled Billing Rules Use the Bundled Billing Rules form to establish information for charging one fee per workers’ compensation class for FUTA, SUTA, FICA, and workers’ compensation. You can “bundle” benefit billing based on the workers’ compensation code. You can use the Bundled Billings Comp Class workers’ compensation code to reflect actual costs that are based on workers’ compensation classifications. You can also set up bundled billing so that each Comp Class has the same billing rate, such as when a client has a flat rate for all classes of employees.
To set up bundled billing: 1. Select Client. 2. From Client|Change, select Billing Rules (Bundled). 3. Fill in these fields as required.
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Field Description
Billing Rule Enter an existing Billing Rule ID, or click New Rule to create a new
bundled billing rule. The system automatically assigns an ID.
Workers' Enter the Workers' Compensation Code for this bundled billing rule.
Compensation Code
Price Code If appropriate, select the Price Code to use instead of the standard billing
rate.
The Price Code overrides the Bundled Rate set on the Bundled Billing Rule
panel for any employee assigned to this job code and a matching Price
Code. Use this field if an employee is granted special pricing (rather than
using the standard bundled rate and with an employee-specific add-on
unbundled rule, which is more common).
Bundled Rate Enter the Bundled Rate to use when billing the client for this workers’
compensation code. This percentage is multiplied by the Unadjusted Gross
Taxable pay.
Special Bundled Rate If required, enter the Special Bundled Rate to use for a specific date
range.
Special Rate From Date Enter the date when the Special Bundled Rate begins. Payrolls before this
date do not use the rate.
Special Rate To Date Enter the date when the Special Bundled Rate ends. Payrolls after this
date do not use the rate.
Rule Start Date/Rule If the rule only applies during a specific date range:
End Date
• Enter the Rule Start Date when this rule begins.
• Enter the Rule End Date when this rule ends.Using Unbundled Billing Rules Use the Billing Rules (Unbundled) form to create the individual fees you charge to your clients.
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To set unbundled billing rules: 1. Select Client. 2. From Client|Change, select Billing Rules (Unbundled). The Billing Rules (Unbundled) form displays. For example:
Complete these fields as required.
Field Description
Billing Rule Enter or select an existing Billing Rule ID, or click New Rule to create a
new unbundled billing rule. The system automatically assigns an ID.
Rule Description Enter a Rule Description.
Rate Enter the billing Rate. The system uses this in conjunction with the Based
On value.
Based On Select a Based On value, which represents the logic to use when
calculating the rate.
For more information about "based on" options, refer to the "Based On"
option documentation for unbundled billing rules.Client Administration Guide © 2026 PrismHR 39 Chapter 3 Defining Client Billing Information
Field Description
Use Timesheet Location Only displays for rules based on Percent of Wages or Percent of
Or State WorkerComp Billed. If enabled, the billing rule targets the location or
state billed on the time sheet.
Rule Start Date/Rule If the rule only applies during a specific date range:
End Date
• Enter the Rule Start Date when this rule begins.
• Enter the Rule End Date when this rule ends.
Voucher Types Select the Voucher Types to which a billing rule applies.
Employee If the billing rule applies to a single employee, enter the Employee ID. If
the billing rule applies to all employees who do not have another billing
rule assigned to them, leave this field blank.
Batch Type Select the Batch Type to which this billing rule applies.
Employee Type Select the Employee Type to which this billing rule applies, if any. For
example, FT is a full time employee.
Pay Group Select the Pay Group to which this billing rule applies, if any. For
example, W is a weekly pay group.
Deduction Period Enter the Deduction Period number (1 through 5) to which this billing
rule applies, if any. If employees are paid during this period, the system
assesses a fee. If you enter a Deduction Period, you must also enter a
Pay Group unless Based On is set to Flat Amount / Benefit Plan Class.
Position Enter the Position to restrict the billing rule to one position. For example,
SALES is a position type.
Obsolete Enable this field to set the selected Billing Rule as obsolete. (The default
is disabled.)
Obsolete Date Enter or select the date when the Billing Rule becomes obsolete. (If you
enable the Obsolete field and do not enter or select the Obsolete Date,
the system automatically defaults to the current date.)
Pay Period Select the Pay Period to which this rule applies. If it applies to all periods,
do not make a selection.Client Administration Guide © 2026 PrismHR 40 Chapter 3 Defining Client Billing Information
Field Description
Home Location Code Enter a Home Location Code to limit the application of this unbundled
billing rule to that location. If the rule applies to all locations by default,
enter DEFAULT-ALL.
Using DEFAULT-ALL for a billing rule allows locations to have “by
exception” logic. For example, you could have a rule where all locations
are charged $100 except for the CORP location, which is charged $40. In
that case, you would create two billing rules: one with the DEFAULT-ALL
location code and one with the CORP location code.
Special Rate Enter the Special Rate in effect for a specified period. The system uses
this value instead of the standard rate.
Note: You cannot enter a special rate for Per Active Employee Per
Month (PAEPM) rules.
Special Rate If the special rate only applies during a specific period:
Start/Special Rate End • Enter the Special Rate Start date when the special rate goes into
effect.
• Enter the Special Rate End date when the special rate ends.
Note: You cannot enter a special rate start/end date for Per Active
Employee Per Month (PAEPM) rules.
Billing Code Enter the Billing Code the system uses. Typically, this is 006, but you can
assign another code to use instead of this standard administration fee.
Benefit Plan Enter the Benefit Plan to use when calculating an administrative fee. This
field only impacts calculations when the rule’s Based On field is set to
Percent of Listed Benefit or Percent of Listed Benefit Net Billed to
Client.
Optional Fields
Benefit Plan Class This field is only active when Based On is set to Flat Amount / Benefit
Plan Class. Select one of the classifications used for group benefit plans
or select Retirement. The system charges the amount once if an
employee has any plans in that class (unless the group benefit plan is set
to suppress flat billing by plan type). If there is a benefit adjustment in
addition to the regular plan, the billing rule is applied only once. If the
pay voucher has only benefit adjustments, then the billing rule applies
once.Client Administration Guide © 2026 PrismHR 41 Chapter 3 Defining Client Billing Information
Field Description
Benefit Plan Types You can only specify benefit plan types on which to charge fees when
Based On is set to Percent of Listed Benefit, Percent of Listed Benefit
Net Billed to Client, or Flat Amount based on Benefit Rule.
Select each Benefit Plan Type Equal To for which you bill an
administrative fee surcharge, or select each Benefit Plan Type Not Equal
To for which you do not bill an administrative fee surcharge.Client Administration Guide © 2026 PrismHR 42 Chapter 3 Defining Client Billing Information
Field Description
Pay Class Equal To/ If the billing rule applies to only a few pay classes, list them in the Pay
Pay Class Not Equal To Class Equal To table. If there are only a few exceptions, use the Pay Class
Not Equal To table instead. If the billing rule covers all pay classes, leave
both tables empty. For example, set Pay Class Not Equal ToExpense
Reimbursement when you do not want to calculate Admin Fee as a
percentage of wages on non-taxable wages.
Important! When listing the Pay Class, note that they are only valid when
using the following Based On options:
• Hours Worked
• Percent of Wages
• Amt per Check (One Per Voucher will Fire)
• Flat Amount
• Flat Amount / Paid EE (only once per EE)
• Flat Amount / Benefit Plan Class
• Monthly Rate/52 weeks =\ Only One of these
• Monthly Rate/48 weeks =/ Per Voucher will Fire
• Percent of Retirement Match Amount
• Percent to Not Shelter Benefit plan from FICA
• Percent of WorkerComp Billed
• Percent of FUTA Billed
• Percent of FUTA Wages Billed
• Percent of SUTA Billed
• Percent of SUTA Wages Billed
• Tax-Code Based Rule (Rate(s) on sub screen)
• Tiered Cumulative Per Employee Per Pay Period
• Tiered Per Employee Per Pay PeriodClient Administration Guide © 2026 PrismHR 43 Chapter 3 Defining Client Billing Information
Field Description
Pay Code Equal To/ If the billing rule applies to only a few pay codes, list them in the Pay
Pay Code Not Equal To Code Equal To table. If there are a few pay code exceptions, use the Pay
Code Not Equal To table to list the pay codes not covered by this billing
rule. If the billing rule covers all pay codes, leave both tables empty.
Important! When listing the Pay Code, note that they are only valid when
using the following Based On options:
• Hours Worked
• Percent of Wages
• Amt per Check (One Per Voucher will Fire)
• Flat Amount
• Flat Amount / Paid EE (only once per EE)
• Flat Amount / Benefit Plan Class
• Monthly Rate/52 weeks =\ Only One of these
• Monthly Rate/48 weeks =/ Per Voucher will Fire
• Percent of Retirement Match Amount
• Percent to Not Shelter Benefit plan from FICA
• Percent of WorkerComp Billed
• Percent of FUTA Billed
• Percent of FUTA Wages Billed
• Percent of SUTA Billed
• Percent of SUTA Wages Billed
• Tax-Code Based Rule (Rate(s) on sub screen)
• Tiered Cumulative Per Employee Per Pay Period
• Tiered Per Employee Per Pay PeriodTiered Billing Grid Certain billing methods involve setting up different bill rates based on the number of employees in a given group. The tiered billing grid displays when this is the case.
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The table provides three columns: • Tiered From and Tiered To — the range of employees (for example, 1 to 20) in a particular tier • Tiered Rate — amount to bill per employee in this tier For example, if the grid represents administrative fees, you can charge a $40 fee per employee for the first 20 employees, a $20 fee for the next 20 employees, and so on.
Entering Tax Criteria Enter tax criteria by setting Based On in unbundled billing to Tax-Code Based Rule. The Tax Criteria panel displays.
Go to the Tax Criteria panel and complete the following fields for the employee tax criteria:
Field Description EE Tax Codes Enter each of the EE Tax Codes (employee tax deduction codes) to associate with this billing rule. Per Employee Indicate whether to charge the code Per Employee. If not, then the system assesses the charge once per payroll batch. Bill Rate Enter the Bill Rate to charge on the code. F/P Indicate whether the amount is a Flat Rate or a Percent.
Complete the following fields for the employer tax criteria:
Field Description ER Tax Codes Enter each ER Tax Codes (employer tax deduction codes) to associate with this billing rule.
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Field Description
Per Employee Indicate whether to charge the code Per Employee. If not, then the system
assesses the charge once per payroll batch.
Bill Rate Enter the Bill Rate to charge on the code.
F/P Indicate whether the amount is a Flat Rate or a Percent.Setting Up Other Unbundled Billing Rule Parameters Set up additional unbundled billing rule parameters with the Additional Conditions form.
To access this form: 1. Select Client. 2. From Client|Change, select Billing Rules (Unbundled). 3. From the Actions menu , select Additional Conditions. 4. Fill in the fields as required.
Field Description Select the option as For ACH (applicable only if the unbundled billing rule is based on a flat appropriate for amount): ACH • Use If Any ACH: Apply this billing rule on a voucher with ACH. • Use Per ACH Line: Charge a fee for each ACH line. • Use If Electronic Stub: Applies only to electronic pay stubs.
Select the option as For garnishments: appropriate for garnishments • Use If Any Garnish: Apply this rule if there are any garnishments. • Use Per Garn Item: Charge a fee for each garnishment.
Use If Any Check Select Use If Any Check to apply the rule for any pay voucher.
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Field Description Exclude From Select Exclude From Manual Check to suppress the billing (delivery fee) for a Manual Check manual check that occurs when a billing rule is processing live checks. Note: This field only displays if you select Use If Any Check and one of the following rules in the Based On field in the Billing Rules (Unbundled) form: • Amt per Check (One Per Voucher will Fire) • Flat Amount • Flat Amount / Invoice • Flat Amount / Paid EE (only once per EE)
Rule Minimum Enter the Rule Minimum, which is the least amount this rule should bill. Rule Maximum Enter the Rule Maximum, which is the dollar limit for this rule. Exclude from Select Exclude From FPEMIN to exclude this rule from the Flat Amount/Per FPEMIN Employee Invoice Minimum billing rule. FSA Plan Type Enter each FSA Plan Type Equal To that causes the system to apply this rule. Equal To The system applies the rule once for any of the plans. To associate a fee with each plan, create a separate rule. FSA Plan Type Not Enter each FSA Plan Type Not Equal To that should not be present to cause Equal To the system to apply this rule. Retirement Plans Enter each Retirement Plans Equal To that if found on the voucher applies Equal To this rule. Retirement Plans Enter the Retirement Plans Not Equal To that if not used on the voucher Not Equal To applies this rule. State(s) Equal To If you select the Use If Any Check option, you can enter a list of State(s) Equal to where this unbundled billing rule applies.
Using Unbundled Bill Rules Based On Options You can use these options as the basis for calculating unbundled billing rules. Note the following: • If you define rules based on the Employee Minimums and Employee Maximum, the system uses only one rule per voucher. • If you define one rule with Invoice Minimum, and another with Invoice Maximum, the system uses only one rule per payroll.
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• If a Per Active Employee Per Month (PAEPM) rule is already active for a client, you cannot create another PAEPM rule for that client using the same rule dates. (A warning displays if you try to create another PAEPM rule using the same rule dates, which would make them active at the same time.) Use the Based On options as follows:
Based On Calculation Units Enter the flat amount to calculate per unit paid. For example, one unit of bonus pay with a Rate amount of 10 ($10.00) generates a $10.00 admin fee. Hours Worked Enter the flat amount to calculate per hour worked. For example, 40 hours worked with a Rate amount of 10 ($10.00) generates a $400.00 admin fee. Percent of Wages Enter the percent of wages to charge. For example, $1270.00 of gross wages with a Rate amount of 10 (10%) generates a $127.00 admin fee. Amt per Check (One Per Enter the flat amount to bill per check. For example, 100 vouchers Voucher will Fire) with a Rate amount of 1 ($1.00) generates a $100.00 admin fee. Flat Amount Bills the client this amount for each employee and each check. For example, two employees and three total checks (one employee receives two checks) with a Rate amount of 10 ($10.00) generates a $30.00 Admin fee. Flat Amount / Invoice Bills the client this amount per invoice generated. For example, two invoices and a Rate amount of 50 ($50.00) generates a $100.00 Admin fee. Flat Amount / Paid EE (only Triggers the flat amount only once per employee in the payroll once per EE) batch. For example, if an employee receives a regular, supplemental, and vacation voucher on the same payroll, the billing rule triggers only once. If there were two employees and four total vouchers with a Rate amount of 10 ($10.00), the system generates a $20.00 Admin fee.
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Based On Calculation Flat Amount / Paid EE sets Determines an invoice minimum based on an amount per employee. IMIN basis. For example, if the Rate amount is 7.5, then two employees, one (Must also have 0 IMIN) with $7.00 admin fee and another with $10.00 admin fee would not trip the value of $15.00. (If you selected Based On Employee Minimum, the first employee would generate a $0.50 fee, and there would be no fee for the second employee.) Note the following: • If you define one rule with Monthly Rate/52 weeks, and another with Monthly Rate/48 weeks, the system uses only one per voucher. • The Flat Amount / Paid EE sets IMIN basis. (Must also have 0 IMIN) and Invoice Minimum = Only One of these options must be the last billing rules that the system calculates. If either exists as a Billing Rule, the system will resort the rules so they calculate last.
Flat Amount / Benefit Plan Triggers the flat amount based on the classification selected from Class the Benefit Plan Class drop-down. Monthly Rate / 52 Weeks Enter the monthly rate to charge; the system divides it by pay period based on 52 weeks a year per employee. For example, if the Rate amount is 65, the system bills the client $15.00 per employee for a weekly payroll. This does not limit the billing to $65.00 per month. If an employee receives multiple vouchers and the voucher type is not limited, more than $65.00 can be charged in a month. Monthly Rate / 48 Weeks Enter the monthly rate to charge; the system divides it by pay period based on 48 weeks a year per employee. For example, if the Rate amount is 65, the system bills the client $16.25 per employee for a weekly payroll. Employee Minimum Bills the minimum amount on each voucher for each employee. For example, if the rule has a Rate amount of 25 and an employee receives three vouchers (regular, supplemental, and vacation), the system bills the client $75 for that employee. Employee Minimum, NO For example, if the employee minimum is $10.00, but a client pays Credit On Overbills only $7.50 because they had $2.50 in overlimit credits, the system assesses a $2.50 charge. (Employee Minimum would not assess a fee.)
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Based On Calculation Employee Maximum The maximum per voucher per employee that will be billed. For example; a user could set up one rule as a percent of wages and a second rule with an employee maximum, and the system would limit the calculation to the employee maximum. If rule #1 is set up as 20% of wages, and the wages are $2000, then rule #1 calculates at $400. If rule #2 is set up with an employee maximum of $25, then the system limits the admin fee to $25 even though rule #1 was calculated at $400. Invoice Minimum Any admin fee below this amount increases to this amount. Invoice Maximum Any admin fee above this amount reduces to this amount. Invoice Minimum (incl Zero Can be used in conjunction with Invoice Minimum. Invoice) Per Employee Per Month Bills automatically the first payroll after the billing rule is set up and automatically bills on the first payroll of each month following. It only bills for employees that are paid within that pay period. • If there is a new hire on the next payroll, the system will bill for just that employee. • If an employee was not paid on the first payroll of the month but gets paid on the next payroll, the system will bill for just that employee. Percent of Listed Benefit Takes the benefit entered in Benefit Plan and charges this percent against the total amount. For example, 10% of a $1000 benefit (with employee paying $500) would be $100. Percent of Listed Benefit Net Takes the benefit listed and charges this percent against the net Billed to Client amount. For example, 10% of a $1000 benefit (with employee paying $500) would be $50. Percent of Retirement Match Charges a percentage of the Match Fees. Amount Percent to Not Shelter Percentage that will not be sheltered as a benefit from FICA. A Benefit Plan from FICA sheltered amount shelters the whole amount from FICA for billing purposes, so use this option when you want to pass some of the savings through, but not all of them. Flat Amount Based on Charges a flat amount once per Benefit Plan. Benefit Rule
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Based On Calculation Percent of WorkerComp Percentage of billed workers’ compensation amount. Billed Percent of FUTA Billed Percentage of billed amount for FUTA. Percent of FUTA Wages Percentage of billed FUTA wages. Billed Percent of SUTA Billed Percentage of billed SUTA amount. Percent of SUTA Wages Percentage of billed SUTA wages. Billed Percent of Tip Tax Credit Uses special calculation Over Min Tax-Code Based Rule This option requires you to use the Tax Criteria panel to complete the calculations. The system ignores the Rate defined in the Unbundled Billing Rules panel. Tiered Cumulative Per This option calculates the admin fee based on the client’s employee Employee Per Pay Period count, when multiple pay groups exist in the batch. The fee is based on the total number of active employees in the client associated with those pay groups, even if those employees are not in the pay groups themselves.
This feature uses a special tier table with three columns:
• Tiered From (smallest number of employees in this tier)
• Tiered To (largest number of employees in this tier)
• Tiered Rate (admin fee to charge per employee in this tier)
Add a row to the table for each calculation tier.Tiered Cumulative Per This is custom programming that calculates the admin fee based on Employee the employee count from two different pay groups. The fee is based on the number of active employees in each group.
This feature uses the same tier table described in the row above.Client Administration Guide © 2026 PrismHR 51 Chapter 3 Defining Client Billing Information
Based On Calculation Tiered Per Employee Per Pay Use this method to bill the same administrative fees for all Period employees based on the total number of employees. Note: Pay Group is the only filter criteria available for the Tiered Per Employee Per Pay Period option. (The system does not recognize any other filters when using this option.) This feature uses a special tier table with three columns: • Tiered From: Smallest number of employees in this tier • Tiered To: Largest number of employees in this tier • Tiered Rate: Admin fee to charge per employee in this tier Add a row to the table for each calculation tier. Flat Amt based on Count Use this method to charge a flat amount per voucher. Specify the rule limiters in the Additional Conditions form’s Rule Minimum and Rule Maximum fields. For example, you need to bill the client at two different rates, based on the number of employees. You would establish two rules using Flat Amt based on Count. Set up the first rule with a Rate of $35, the Rule Minimum set to 0, and the Rule Maximum set to 5. Set up the second rule with a Rate of $100, a Rule Minimum of 6, and a Rule Maximum of 99. When there are five employees or fewer in the batch control record, PrismHR uses the first rule: four employee result in a bill for $140. For a batch with 6-99 employees, the system uses the second rule: six employees result in a bill for $600. Flat Amt based on Count Per Use this method to charge the client a certain amount for the first X Tier number of vouchers and then a different amount for the next X number of vouchers. Specify the tiers for the rule in the Additional Conditions form’s Rule Minimum and Rule Maximum fields. For example, you need to bill one rate for the first five employees, and then at another rate for every employee after that. You would establish two rules using Flat Amt based on Count Per Tier. Set up the first rule with the Rate of $35, the Rule Minimum set to 0, and the Rule Maximum set to 5. Set up the second rule with a Rate of $100, with a Rule Minimum of 6, and a Rule Maximum of 99. The system calculates the first five employees using the first rule, and the sixth employee using the second rule, resulting in a bill for $275 ((5$35)+(1$100)).
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Based On Calculation Annual W-2 Production Fee Use this method to generate a one-time yearly charge for Forms W- 2 (W-2s) as a production fee. This is a one-time flat fee that the system will bill for the current year the first time the rule applies. If your organization would prefer that it run in January, set the Rule Start Date to a date in January of the next year. This rule generates a miscellaneous billing charge. Annual Fee per W-2 Use this method to generate a one-time yearly charge for W-2s as a per-employee fee. This billing rule is based on a count of generated W-2s. W-2s are generated in the first quarter of the following year (for example, your organization will generate 2024 W-2s in Q1 2025). If W-2s have not been generated yet (such as in early January), then the system processes the rule during each payroll until your organization generates the W-2s. This rule generates a miscellaneous billing charge. Minimum Bill for Code 005 Any amount below this value increases to this value.
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Based On Calculation Per Active Employee Per This option calculates the admin fee based on the client’s employee Month count on the first regular payroll of the month, using a tiered charge format. (The second payroll captures any new employees.) The fee is based on the total number of active employees in the client associated with the first payroll of the month. This feature uses a special tier table with three columns: • Tiered From (smallest number of employees in this tier) • Tiered To (largest number of employees in this tier) • Tiered Rate (admin fee to charge per employee in this tier) Add a row to the table for each calculation tier. Enabling the Per Active Employee Per Month option bills active employees for the month. For example, if the first payroll of the month has 100 active employees, they will be billed for 100 employees. On the second payroll if there is a new hire and a termination, they will still be billed for one employee on that payroll, since the new hire needs to be billed and the termination was active for part of the month. Note: An edge case could occur that is currently not supported. When you calculate a payroll, the system determines the number of employees that are active at that time and once the payroll is posted, it commits counts to the employee records. If you calculate the payroll and add several employees or terminate employees and then post without recalculating, the system misses the new employees added/removed in the billing cycle. Note the following: • The billing rate calculates the tier rate for the employee count. • The admin fee bills the entire month at the same rate.
Establishing State Tax Rates (SUTA) Set a client’s state SUTA information (instead of using the PEO’s state SUTA rate) with the State Tax Rates (SUTA) form.
To establish SUTA rates: 1. Select Client.
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From Client|Change, select State Tax Rates (SUTA).
Fill in the required fields.
Field Description State Code Enter a two-character state code, or select it from the drop-down. The Client State ID displays. Effective Date Enter a date when the bill rate goes into effect, or select an existing date to edit.
Establishing Officer and State Bill Rates Establish officer and state bill rates with the Rate Breakdown panel.
To set these rates: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA) to view the Rate Breakdown panel. 3. Fill in the required fields.
Field Description SUTA Rate Enter the client’s SUTA Rate for this state. Officer SUTA Rate Enter the Officer SUTA Rate if it differs from the regular SUTA rate. SDI Rate Enter an employer’s SDI Rate if the employer pays disability insurance in this state.
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Field Description Miscellaneous Enter the miscellaneous override rates for employer-paid taxes (for example, override rates you can increase the tax rate paid by the employer). Note: If these fields are left blank, the system uses the default rate. Set these fields as follows: • Enter the State Misc1 Rate (Tax ID 26). • Enter the State Misc2 Rate only to set employer tax rates for Vermont Childcare Employee Tax Rate (Tax Code 48-28). If no tax rate is entered for the employer, but a tax rate is entered for the employee using the State Misc 2 Employee Rate field below, you will see the full amount for the employer calculated at 0.44%. The employee tax rate below does not offset the employer tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides. • Enter the State Misc3 Rate to set employer tax rates for paid family medical leave for tax codes:
• 22-41 (Massachusetts)
• 48-41 (Washington)
• 51-41 (Wyoming)
• 08-41 (Delaware)
• 20-41 (Maine)
• Enter the State Misc4 Rate to set employer tax rates for tax codes 24-54
(Minnesota).Wage Base Enter the Wage Base Override to use a different amount than what is Override specified in the Vertex guide. For example, Michigan has two tiers based on experience. State Misc 2 Enter the State Misc 2 Employee Rate only to set employee tax rates for Employee Rate Vermont Childcare Employee Tax Rate (Tax Code 48-27). The employer tax rate above does not offset the employee tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides.
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Field Description State Misc 3 Enter the State Misc 3 Employee Rate to set employee tax rates for paid Employee Rate family medical leave for tax codes: • 22-40 (Massachusetts) • 48-40 (Washington) • 08-40 (Delaware) • 20-40 (Maine) For example, you can decrease the tax rate paid by employees. Note: If you adjust State Misc2 Rate or State Misc 2 Employee Rate and State Misc3 Rate or State Misc 3 Employee Rate, you must use both the corresponding fields. Do not assume one field will adjust automatically when a change is made to the other field. PFML Employer This field will display only if the field named PFML ER Pickup Fringe Pay Code Pickup on the Systems Parametrs form as been defined. This field is optional. Enter the amount the employer is contributing in excess of their mandatory contribution amount here. You can only enter numeric values with decimals. For example, if the State PFML rate is 0.8 with a 50% split between Employee and Employer, and the employer contributes the full 0.8% with the employee contributing 0%, you will enter 0.4 in this field. During payroll calculation, PrismHR uses your configured PFML Employer Pickup percentage for the state as defined on the State Tax Rates (SUTA) form and PFML ER Pickup Fringe Pay Code as defined on the System Parameters form to calculate the employer paid PFML amount and automatically posts it as a taxable non-cash fringe income to the employee’s payroll voucher under Other Payments, provided both values are valid. If either value is missing or invalid, no taxable fringe income is posted. The employer paid employee PFML amount is calculated as: (YTD net taxable) multiplied by (PFML ER Pick up Rate) minus (YTD PFML Fringe Pay)
Note: The calculation does not include the PFML wages on the current
voucher.Importing SUTA Rates Data You can access the State Tax Rates (SUTA) import template in the Data Import Tool from this form to import
SUTA rates data by clicking Import . The State Tax Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the State Tax Rates (SUTA) form.
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Note: You can also navigate directly to the Data Import Tool by
clicking (Back Office), then select Data Import Tool on the
Operations|Import Processing menu. In the Data Import Tool form, select
the State Tax Rates (SUTA) import template option. Note the following
when importing State Tax Rates (SUTA) data: • Importing only
creates/adds new entries and does not edit or update existing state tax
rate entries. • If you try to import a record with the same state code
and effective date combination as an existing record the following
message displays, “A record already exists for Client
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• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Defining State Tax Bill Rates (SUTA) Define a client’s SUTA billing rates with the State Tax Bill Rates (SUTA) form. Note the following: • SUTA is based on an employee’s home location and is specified by the location code in the Employee Details. Entering hours for a different state does not trigger the SUTA for that state. • You cannot have multiple SUTA states in a single payroll. If an employee worked in multiple states for a single payroll and you need to calculate SUTA for each state, you must run a separate payroll to process hours for each state the employee worked in. For each of these payrolls, you must change the employee’s home location in Employee Details before processing.
Setting a Location for State Tax Bill Rates Set a location to which a state tax bill rate applies with the State Tax Bill Rates (SUTA) panel.
To set location: 1. Select Client. 2. From Client|Change, select State Tax Bill Rates (SUTA).
Fill in the required information in these fields.
Field Description State Code Enter a two-character state code, or select it from the drop-down. The Client State ID displays. Location Code Enter or select the Location Code where the billing rate applies. Leave (Optional) this field blank if the billing rate applies to all client locations in the state. Effective Date Enter a date when the bill rate goes into effect, or select an existing date to edit.
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Setting SUTA Bill Rate Information Set SUTA bill rate information with he SUTA Bill Rates panel. If the client has multiple employers, you can establish rates for each employer.
To set SUTA bill rate information: 1. Select Client. 2. From Client|Change, select State Tax Bill Rates (SUTA) to view the SUTA Bill Rates panel.
Fill in the required information in these fields.
Field Description SUTA Bill Rate Enter at least one SUTA Bill Rate for the state that applies to the client. Employer If appropriate, select the Employer to which this SUTA bill rate applies. To specify a different billing rate for different employers, enter that information on different rows. Otherwise, do not select an employer. Overbill Credit Amt Enter the Overbill Credit Amt back rate only if it is different from the (Optional) SUTA bill rate.
Click Save.
Establishing Officer and State Bill Rates Set officer and state bill rates with the Other Billing Rates panel.
To set these rates: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA) to view Other Billing Setup.
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Field Description Officer SUTA Rate Enter the Officer SUTA Rate, if it is different for officers. SDI Rate Enter the employer’s SDI Rate if the employer pays disability insurance in this state. Miscellaneous Enter the miscellaneous override rates for employer-paid taxes. If you leave override rates any of these fields blank, the system uses the default rate. • Enter the State Misc1 Rate (Tax ID 26). • Enter the State Misc2 Rate (Tax ID 28). • Enter the State Misc3 Rate to set employer tax rates for tax codes 22- 41 (Massachusetts) and 48-41 (Washington). • Enter the State Misc4 Rate to set employer tax rates for tax codes 24- 54 (Minnesota).
Location Rate If this rate is for a specific location that is closing, and the code is no longer Obsolete Date used in calculations, enter the last active pay date in the Location Rate Obsolete Date field. Overbill CR Bill Code Enter the Overbill CR Bill Code to use for credit backs for SUTA overlimit (Optional) credits instead of the default. Wage Base Override Enter the Wage Base Override if you want to use a different amount than that specified in the Vertex guide. For example, Michigan has two tiers based on experience. Lock Down Employer Select Lock Down Employer to “lock down” the employees working in this state to one of the employer IDs entered in the SUTA Bill Rates panel. This lock goes into effect during payroll calculation and new hire/rehire. Use the Lockdown Employer panel.
Selecting Relevant Employers Choose the relevant employers from the Lockdown Employer panel if Lock Down Employer is selected.
To select relevant employers: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA) to view Other Billing Setup.
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Select Lock Down Employer to view the Lockdown Employer panel.
Select Yes from the Lock New Hire drop-down to lock new or rehired personnel working in this state to the employer.
Click Save.
Importing SUTA Billing Rates Data You can access the State Tax Bill Rates (SUTA) import template in the Data Import Tool from this form to import
SUTA billing rates data by clicking Import . The State Tax Bill Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the State Tax Bill Rates (SUTA) form.
Note: You can also navigate directly to the Data Import Tool by
clicking (Back Office), then select Data Import Tool on the
Operations|Import Processing menu. In the Data Import Tool form, select
the State Tax Bill Rates (SUTA) import template option. Note the
following when importing State Tax Bill Rates (SUTA) data: • Importing
only creates/adds new entries and does not edit or update existing state
tax bill rate entries. • If you try to import a record with the exact
same state code and effective date combination as an existing record the
following message displays, “A record already exists for Client
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• Users who do not have access to a particular company through client access groups are unable to import data into that company.
Defining W/C Accrual Modifiers You can define how the system handles when the wages of the client’s employees are not sufficient to support a benefit deduction. In these cases, use the W/C Accrual Modifiers form to define workers’ compensation accrual modifiers that the client uses. W/C accrual modifiers are required: • For states that require client reporting of workers’ compensation accrual • When the workers’ compensation policy or Client Details stipulates the use of a modifier and discounts
To set W/C Accrual Modifiers: 1. Select Client. 2. From Client|Change, select W/C Accrual Modifiers.
Fill in the required information in these fields.
Table 1: W/C Accrual Modifiers - FieldsField Description State Code Enter a two-character state code, or select it from the drop-down. Effective Date Enter a date when the bill rate goes into effect, or select an existing date to edit. Discount/Debit Enter the employer’s Discount/Debit for this state. Modifier Enter the employer’s Modifier for this state. Effective Rate The Effective Rate is calculated by multiplying the Discount/Debit by the Modifier.
Click Save.
Adjusting W/C Billing Modifiers You can adjust worker’s compensation rates to bill the client with the W/C Billing Modifiers form. The amount billed is based on a percentage of the gross rate. The system keeps a history of discount and modifier data that
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you can view by selecting the date.
Importing a Workers’ Compensation Template File Clicking the Import button displays the Data Import Tool form, which allows you to import a W/C Billing Modifiers template file that contains the following fields (this file must be in .txt format): • Company ID (Required) • State Code (Required) • Effective Date (Required) • Location • Use Override Rates? (Required) • Discount/Debit • Modifier • W/C Class Code • Billing Override Rate • Bill on Wages or Hours • Accrual Override Rate
Note: The Import button displays on the W/C Billing Modifiers form for all user roles except the “Deny” and “Inquiry-only” roles. Imports can be performed for multiple clients at the operations level. For more information about the Data Import Tool form, refer to the Payroll Administration Guide.
To adjust rates, do the following: 1. Select Client. 2. From Client|Change, select W/C Billing Modifiers.
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Field Description
State Code Enter a two-character state code, or select it from the drop-down.
Location Code If the rate applies to a specific location for this client, enter the Location
Code or select an existing location billing modifier record.
Effective Date Enter a new Effective Date or select an existing effective date.
Use Override Rates Select Use Override Rates to calculate the billing amount using the
override rates. Otherwise, the system uses the Discount/Debit and
Modifier values.
Pay Levels For each of the client's Pay Levels established in the billing rules for the
client, enter the rates for the selected state:
• Enter the employer's Discount/Debit rate.
• Enter the employer's Modifier rate.
Location Obsolete Date If this billing modifier is for a location that is closing, enter the Location
Obsolete Date. This is the last pay date to use this billing modifier.Using Override Rates Option You can charge the client a different rate per workers’ compensation classification if you select Use Override Rates.
To enter billing rates in the Overrides panel, do the following (make sure you define a billing rate for each of the classifications used by the client): 1. Select Client. 2. From Client|Change, select W/C Billing Modifiers and select the Use Override Rates checkbox.
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Field Description
W/C Class Code Enter or select each W/C classification code.
If you select the W/C Class Code field, you can search for a class code
using the WC Class Code or Description field in the Select WC Class
Codes list.
Note: After you enter or select the codes and save them, the system
alphabetizes the list.
Billing Rate Enter the Billing Rate. This is the rate per hundred dollars in wages or
per hour worked (depending on the state) used to calculate the bill
amount to the client for this W/C classification.
Bill on Wages or Hours Select whether to Bill on Wages or Hours. The standard is wages unless
the state specifies that the rate is based on hours.
Accrual Rate Enter the Accrual Rate. This is the rate per hundred dollars in wages or
per hour worked (depending on the state) used to calculate the accrual
amount to the client for this W/C classification.Client Administration Guide © 2026 PrismHR 66 Chapter 4 Setting Up Time Off Plans
Chapter 4 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
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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).Client Administration Guide © 2026 PrismHR 68 Chapter 4 Setting Up Time Off Plans
Client Administration Guide © 2026 PrismHR 69 Chapter 4 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.)Client Administration Guide © 2026 PrismHR 70 Chapter 4 Setting Up Time Off Plans
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 currentClient Administration Guide © 2026 PrismHR 71 Chapter 4 Setting Up Time Off 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 74).
• 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 76).
• 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 75).
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.
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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.
AvailableClient Administration Guide © 2026 PrismHR 73 Chapter 4 Setting Up Time Off Plans
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:
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• Vacation
• Sick
• Personal
• Other plan types that represent time accrued and taken according to the client’s policyYou 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 enterClient Administration Guide © 2026 PrismHR 77 Chapter 4 Setting Up Time Off Plans
Field Description
values in them.
Note: If the client’s employees cannot carry over unused Time
Off hours, enter 0 in the Annual Carryover and Lifetime
Carryover fields. If there is no maximum number of hours, enter
9999.99.
Linked Accruals Maximum 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 LifetimeClient Administration Guide © 2026 PrismHR 78 Chapter 4 Setting Up Time Off Plans
Field Description
Carryover field to zero (0), "Zero designates no limit. If you do
not want carryover then enter zero in the Annual Carryover field
instead of here." (Since a value of zero designates no limit in this
field, the system does not apply this value when it calculates
carryover at the end of a plan year.)
Allow Negative Carryover Select if employees’ negative hours can carry over from one year
to the next.
Carryover Expiration Enter the number of days, months, or pay periods after the
beginning of a new year that any unused carryover hours expire.
Leave this field blank if hours do not expire.
Note: The system calculates the carryover expiration hours by
the year-end date to determine where it takes the hours.
Expiration Period Select for the Carryover Expiration: Days or Months, or Pay
Periods.
Suppress Pay Stub Print For Suppress printing on pay stubs. Enter the number of days or
months (from the Time Off start date) to suppress printing the
Time Off balance of this plan on each payroll check stub and to
suppress the display in Employee Portal. From the list, select
Days or Months.
Accrue On Arrear Voucher Select if hours should accrue on arrearage vouchers.
Add Hours To Balance on First 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.Client Administration Guide © 2026 PrismHR 79 Chapter 4 Setting Up Time Off Plans
Field Description
Obsolete Date Enter the Time Off benefit expiration date. After this date, no
paid time off accrues for this plan.
Usage Waiting Period Specify a usage waiting period to suppress employees’ accrued
time off until after the specified period of time after their original
hire date. Using the field and the drop-down, enter the number
of hours, days, or months until employees can request time off, if
appropriate for this Time Off plan. (This must be a whole
number.)
Note: Accrued time off will not display as available on pay
stubs/advices until that many hours, days, or months have
passed since their original hire date. If an employee leaves the
company and is then rehired, the system uses the original hire
date, not the rehire date.
Maximum Usage Limit Per Plan 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.Client Administration Guide © 2026 PrismHR 80 Chapter 4 Setting Up Time Off Plans
• Time Off Accrual Schedules: Opens the Time Off Accrual Schedules form where you can create or
update a Time Off register. (Time Off registers track the usable hours of Time Off that employees accrue
over the course of the year.)
• Time Off Pay: Opens the Time Off Pay form where you can create codes for all absences, paid and
unpaid. (Paid absence codes are associated with a Time Off Pay Register. Unpaid absence codes are not.)
• Time Off Auto Enroll Rules: Opens the Time Off Auto Enroll Rules form where you can specify plans that
automatically enroll new employees.
Note 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.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.Client Administration Guide © 2026 PrismHR 81 Chapter 4 Setting Up Time Off Plans
Field Description
• Enter the Max Per Year hours that determine when employee Time Off
accrual stops when the total amount of accrued hours during a single plan
year reaches the entered value.
• Enter the Accrual Stop Balance limit (a fixed amount), which calculates this
balance using the following equation:
Employee's Carryover (previous plan year) + Accurals during current plan
year - Time Taken current plan year = Accrual Stop Balance
Note: The calculated balance can never exceed the stop balance number but
might not equal it.
If the result of this equation equals the value entered, the employee no longer
accrues time off until the result of this equation is below the entered value.
Note: If you enter an Accrual Stop Balance that is greater than or equal to the
Max Per Year, a warning message displays, "The Stop Balance will have no
affect unless it is less than the Max Per Year." To continue, click OK.
In addition, if you set up a Time Off plan with an Accrual Stop Balance lower
than the Max Per Year and you enroll an employee with an initial accrual
amount greater than the stop balance, then that employee can accrue hours
during the year if they use Time Off hours and their balance falls below the
stop balance.
• Enter the Maximum Carryover, which is the number of hours that carry over
each year for that Seniority Level.
Note: If you enter an amount in this field for a Seniority Level, it will override
the Annual Carryover amount in the Time Off Plan. If you do not enter a
Maximum Carryover for a Seniority Field level, the system uses the Annual
Carryover amount.
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 limitsDefining 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.
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In Accrual Method, 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 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.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.
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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.Client Administration Guide © 2026 PrismHR 86 Chapter 4 Setting Up Time Off Plans
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.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.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.Client Administration Guide © 2026 PrismHR 88 Chapter 4 Setting Up Time Off Plans
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
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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
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:
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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. • 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.
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: • 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:
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• 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:
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
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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.Client Administration Guide © 2026 PrismHR 93 Chapter 4 Setting Up Time Off Plans
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 70).)
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
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).Client Administration Guide © 2026 PrismHR 94 Chapter 4 Setting Up Time Off Plans
Field Description
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.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. 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
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.Client Administration Guide © 2026 PrismHR 95 Chapter 4 Setting Up Time Off Plans
Field Description
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 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 OffClient Administration Guide © 2026 PrismHR 96 Chapter 4 Setting Up Time Off Plans
Field Description
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.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.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 selectingClient Administration Guide © 2026 PrismHR 100 Chapter 4 Setting Up Time Off Plans
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.Client Administration Guide © 2026 PrismHR 101 Chapter 4 Setting Up Time Off Plans
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
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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.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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Chapter 5 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 113). • 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
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• PTO Reporting / Reporting / Global PTO Auto Enrollment Report
• 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.
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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) • 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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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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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.
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:
Configuring Client-specific Global PTO Parameters Use the Client Global PTO Maintenance form to view and configure client-specific Global PTO parameters. To access this form, click Client. Under Client|Change, click Client Global PTO Maintenance.
To configure client-specific Global PTO parameters: 1. Complete the following fields:
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Field Name Description Excluded This field is optional. This form provides the ability to exclude full states from the Global PTO Plans by enrollment and accrual process. This option is intended for clients who may be required to State provide State Sick Leave in certain states but not all. If you want to, you can now exclude certain Global PTO Benefit Plans from the enrollment and accrual once the client is enabled for Global PTO. l State - You can enter the two digit state codes manually or you can click the State hyperlink and select them from the Select States (permitted list of States Code records configured on the State Rules form) dialog box. You cannot select a state here that is already listed in the Global PTO Plan Overrides section below. l Description - This field automatically populates the state name once the State field is
populated.Excluded This field is optional. If multiple Global PTO Benefit plans exist on the State Rules form for a state, Plans by ID and you need to prevent enrollment and accrual in one or more plans for that state for the client, you can enter the specific Global PTO Benefit Plan IDs here. If a client has Global PTO Benefit Plan IDs configured under this field, then the system ignores creation and/or accrual of any Global PTO plan(s) identified in this field. l Exclude Plans by ID - You can enter the Global PTO Benefit Plan IDs manually or you can click the Exclude Plans by ID hyperlink and select them from the Select Global PTO Benefit Plans dialog box. You cannot select a state here that has already listed having Global PTO Plan Overrides. l Description - This field automatically populates the Global PTO Benefit Plan description
once the Exclude Plans by ID field is populated.Global PTO When Global PTO Plan Override rules are configured, this section will display all existing Global Plan PTO override rules for the client. Overrides You can click on the number hyperlink under the “Line #” column to open the Global PTO Client Override form to view the override rules for that state. You can make changes to the override rules on that form and save the changes which will reflect here upon editing. The following columns display for this section: l Line # l State l Plan ID l I/E l Employee Type l I/E l Pay Method l Override Plan ID
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Field Name Description Sort By This field is drop-down. You can select the sort order for the list above by any one of the following options: l Order Applied (Default) l State l Plan ID l Employee Type l Pay Method l Override Plan ID
Configuring Client-specific Global PTO Override Rules Use the Global PTO Client Override form to view and configure client-specific Global PTO override rules. You can only access form using the Client Global PTO Maintenance form. Click the New Rule button on this form to open the Global PTO Client Override form. (You will not find this form from the search bar.)
To configure client-specific Global PTO override rules: 1. Complete the following fields:
Field Name Description Employee Select groups of employees based on their Employee Type to override the existing global pto Type enroll and accrual logic. Select either Include or Exclude from the drop-down for one more Employee Type. You can manually enter them here. Click the Employee Type hyperlink and select them from the Select Employee Type Codes dialog box. Pay Method Select groups of employees based on their pay method to override the existing global pto enroll and accrual logic. Select either Include or Exclude from the drop-down for one or more of the following pay methods: l Hourly l Salary l Variable Salary l Commission l Driver
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Field Name Description State Code Enter the state for which the override rule applies. Enter a two-digit State code that has NOT already been added to the Excluded Plans By State grid on the Client Global PTO Maintenance form. PTO Benefit Select the PTO Benefit Plan that the override rule applies to. Select a Global PTO Benefit Plan ID Plan available for the selected state from the drop-down.
Override Select an existing Global PTO Benefit Plan to replace the Global PTO Benefit Plan set in the PTO PTO Plan ID Benefit Plan field. This is a required field unless the Exempt employees from accruals in this PTO Benefit Plan field is checked. Exempt Check this field to exempt employees from accruals in this PTO Benefit Plan for the client. employees Note: When you check this field, the Override PTO Plan ID field will be cleared. from accruals in this PTO Benefit Plan
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Chapter 6 Setting Up PEO Client Accounting PrismHR lets you create an accounting download file and report for your client that breaks out invoice numbers and uses the client’s own account numbers. You must perform four major tasks to create a report and download file: l Define the global or client accounting templates. l Create the accounting download directory. (Note: These instructions are for On-Premise customers only.) l Enable the client accounting for a client company. l Create the download file.
Understanding Accounting Templates Using General Ledger Account Numbers The client accounting templates associate your company’s payroll and billing codes with the client’s general ledger account numbers. These associations enable PrismHR to build an accounting download file and a report with data created during payroll processing. A client company may account for different types of earnings, deductions that have the Rebate bill code, and employer-paid taxes—or other items that are not included in payroll checks, such as delivery fees or report fees. PrismHR allows you to create an accounting entry per bill code. PrismHR also allows you to use “wildcards” that will be swapped out for the appropriate number at the time of payroll initialization; for example, your client charges REG (Regular) pay to account 5101.EEDP and OT (Overtime) pay to account 5105.EEDP. (The wildcard EEDP stands for Employee’s Department.) Wildcards and their usage are explained in “Defining Accounting Templates.” The format of the client account codes usually depends on the company’s accounting system. PrismHR can create an accounting download file in one of the following formats: • A generic comma-delimited file • A file that can be easily imported directly into PeachTree, QuickBooks, or Great Plains
Note: If you want to create a QuickBooks Billing template, contact PrismHR HR Support to submit a Professional Service engagement/request.
• A custom layout There are a few ways to enter client account numbers so that client accounting is generated:
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• Global Accounting Template alone. • Global Accounting Template with client-level overrides. • Global Accounting Template with invoice-format overrides (Note: If you want to use an account at the billing format, that number is referenced from the Bill Codes in the Company Account field on the Billing Formats form.) • Client Accounting Template alone.
Using Client Bill Format Account Number Overrides One feature in PrismHR that is available—but not likely to be used—is replacing account numbers on the global or client account template with account numbers on the invoice format. If the invoice format contains summarized items, you can replace the account number on the invoice format with the client accounting template account numbers. You can use this feature to make sure the client’s accounting detail is no more than the detail provided on the invoice. This same control is achieved on the client accounting setup by making sure items grouped together for invoicing all go to the same client account number. For example, the client company uses a bundled accounting format. You do not want your 005 (Comp), 004 (Taxes), and 006 (Admin Fee) billing codes to charge different client accounting codes. If you did, the client would essentially receive a breakdown of their bundled rate. Because it is common for many different clients to share a bill format, this option is usually not the best choice. It offers little more than what you could accomplish by carefully designing the client-level and/or global templates. It also makes the template impossible to share.
Defining Accounting Templates and Using Wildcards Defining the Global Client Accounting Template PEOs can set up client accounting in the following ways: • By Client Template (PEO Client Account form): Usually, PEOs produce client accounting reports and download files using account numbers and formats specific to each client company. • By Global Account Template: In a few cases, a PEO might create global account numbers; for example, the PEO might have a group of clients that are defined separately but feed a common accounting system (for example, a franchise operation). The global template allows different clients to share the same accounting setup, where only varying accounts would be set up on the individual clients.
WARNING: The client accounting templates that prepare downloads must work correctly. Make sure you
understand the format requirements before making changes.To define the global PEO client accounting template: 1. Access the Global PEO Client Accounting Templates form in the System|Change menu. 2. Complete the following:
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Field Name Description Accounting Template ID • To create a new global client accounting template that can be shared by multiple clients, enter the name of global Accounting Template here. • To change a global client existing accounting template, enter the client accounting template ID or click the Accounting Template ID link and select the one that you want to change from the Select Global Accounting Template dialog box. Template Description Enter the description of the global client accounting template entered above.
Note: For an existing global client accounting template ID, this field will
auto-populate. You can edit the template description here.Client Accounting System Select the client accounting system to be used for this global client accounting template from the following options: • Generic - this is the default option. • PeachTree • QuickBooks • QuickBooks Billing • Great Plains • Custom
Note: For an existing global client accounting template, this field will
auto-populate. You can edit the client accounting system here.Match Format If present, this will test the entries to ensure they follow the format. Enter a format to ensure that the G/L Account numbers entered into each code section matches the format in this field. The options you can use in this field are N, A, or X, where N is a number, A is an alphabetic character, and X is a wildcard, which means you can use anything. A zero in front of the X (that is, 0X) indicates that section of the code can be any length and any character. (An error displays, “This entry does not match the mask pattern!”, if the Acct Format entered does not adhere to the Match Format.) For example, if you enter 4N-2N, which indicates four numbers, with two numbers in this field, so any G/L number you enter must be in that format. For example, 4321-23 is a valid Acct Format, but 64321-23 is not because its format is five numbers, with two numbers in this field.
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Field Name Description Earning Codes Enter the earning code here to build the client accounting template or click the Earning Code link to select the one you want from the Pay Code Search dialog box. You can select more than one earning code for a client accounting template by clicking on the (+) sign before the Earn Code link. The Description of the earning code will auto-populate which cannot be edited. In the Earn Acct Format, enter the account number format.
Note:
• For an existing client accounting template ID, this field will auto-
populate.
• You can add or delete an earning code here which will change the
existing client accounting template.
• You can edit the Earn Acct Format which will override the Earn Acct
Format for that earning code in the existing client accounting template.Deduction Codes Enter the deduction code here to build the client accounting template or click the Deduct Code link to select the one you want from the Deduction Codes dialog box. You can select more than one deduction code for a client accounting template by clicking on the (+) sign before the Deduct Code link. The Description of the deduction code will auto-populate which cannot be edited. In the Deduction Account Format, enter the account number format. This field does not allocate.
Note:
• For an existing client accounting template ID, this field will auto-
populate.
• You can add or delete a deduction code here which will change the
existing client accounting template.
• You can edit the Deduction Account Format which will override the
Deduction Account Format for that deduction code in the existing
client accounting template.Client Administration Guide © 2026 PrismHR 126 Chapter 6 Setting Up PEO Client Accounting
Field Name Description Tax Codes Enter the Vertex tax code here to build the global client accounting template or click the Tax Code link to select the one you want from the Select Tax Code dialog box. You can select more than one tax code for a global client accounting template by clicking on the (+) sign before the Tax Code link. The Description of the tax code will auto-populate which cannot be edited. In the Tax Account Format, enter the account number format.
Note:
• For an existing client accounting template ID, this field will auto-
populate.
• You can add or delete a tax code here which will change the existing
global client accounting template.
• You can edit the Tax Account Format which will override the Tax
Account Format for that tax code in the existing global client
accounting template.Other Bill Codes Enter other bill code here to build the global client accounting template or click the Other Bill Code link to select the one you want from the Select Billing Code dialog box. You can select more than one bill code for a global client accounting template by clicking on the (+) sign before the Other Bill Code link. The Description of the other bill code will auto-populate which cannot be edited. In the Other Bill Account Format, enter the account number format.
Note:
• For an existing client accounting template ID, this field will auto-
populate.
• You can add or delete a bill code here which will change the existing
global client accounting template.
• You can edit the Other Bill Account Format which will override the Tax
Account Format for that bill code in the existing global client
accounting template.Client Administration Guide © 2026 PrismHR 127 Chapter 6 Setting Up PEO Client Accounting
Wildcard Description
CLCC Client Cost Center
CLSCC Client Sub Cost Center
EEDP Employee Department
EEDP2 Employee Department Two
EEDV Employee Division
EEDV2 Employee Division Two
EEDV3 Employee Division Three
EEJB Employee Position
EEJB2 Employee Position Two
EEJB3 Employee Position Three
EEHL Employee Home Location - New
EELCC Employee Location Code
EELC Employee Location
EELC2 Employee Location Two
EELC3 Employee Location Three
EEPR Employee Project
EESCC Employee Sub Cost Center
EMCC Employer Cost Center
EMSCC Employer Sub Cost Center
MSCL01 - MSCL99 Client Miscellaneous GL Codes 01-99Client Administration Guide © 2026 PrismHR 128 Chapter 6 Setting Up PEO Client Accounting
Wildcard Description
EEMDP01 - EEMDP99 Employee Department Miscellaneous GL Codes 01-99
EEMDV01 - EEMDV99 Employee Division Miscellaneous GL Codes 01-99
EEMJB01 - EEMJB99 Employee Position Miscellaneous GL Codes 01-99
EEMLPJ01 - EEMLPJ99 Employee Project Miscellaneous GL Codes 01-99
EEMLC01 - EEMLC99 Employee Worksite Location Miscellaneous GL Codes 01-99Understanding the Fields That Wildcards Represent The wildcards for the Account Format fields represent the values of certain fields. Examples of where the wildcards are located, including the menu options and fields, are illustrated below. • Go to Client Details (found in the Client menu under Client|Change). CLCC = Client Cost Center CLSCC = Client Sub Cost Center
• Go to Worksite Locations (found in the Client menu under Client|Change). EELCC = Employee Location Code
EELC = Employee Location GL Code 1
EELC2 = Employee Location GL Code 2
EELC3 = Employee Location GL Code 3Client Administration Guide © 2026 PrismHR 129 Chapter 6 Setting Up PEO Client Accounting
EEHL = Employee Home Location• Go to Divisions (found in the Client menu under Client|Change). EEDV = Employee Division EEDV2 = Employee Division 2 EEDV3 = Employee Division 3
• Go to Departments (found in the Client menu under Client|Change). EEDP = Employee Department EEDP2 = Employee Department GL Code 2
• Go to Projects (found in the Client menu under Client|Change). EEPR = Employee Project Code
• Go to Positions (found in the Client menu under Client|Change). EEJB = Employee Job
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• Go to Employer Details (found in the Employer menu under Employer|Change). EMCC = Employer Cost Center EMSCC = Employer Sub Cost Center
• Go to the Client Controls tab (found in the Client menu under Client|Change). Navigate to the Employer Accounting panel. MSCL01 - MSCL99 = Client Miscellaneous GL Codes 01-99
• Go to Departments (found in the Client menu under Client|Change). EEMDP01 - EEMDP99 = Employee Department Miscellaneous GL Codes 01-99
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Defining a PEO Client Accounting Template The PEO Client Accounting Maintenance file defines the client accounts the system builds into the client accounting download file and report.
To create a client-specific accounting template: 1. With the appropriate client company selected, go to the PEO Client Accounting form (found in the Client menu under Client|Change).
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• In the Cust Column field, enter a row number, usually starting with 1. • In the Cust Heading field, enter a description for the column, such as Date. • In the Data field, click the Data hyperlink, which provides a list of options to select from.
• If the option you select requires a mask, select a Mask option.
Conversion Internal External Type Description
MD2, Null Decimal Null internal value
displays an external
Blank space
MD2 10000 100.00 Decimal Value adds decimal
before late numbers
D2- 14281 02-05-07 Date mm-dd-yy
D4- 14281 02-05-2007 Date mm-dd-yyyy
D2/ 14281 02/05/07 Date mm/dd/yy
D4/ 14281 02/05/2007 Date mm/dd/yyyyClient Administration Guide © 2026 PrismHR 133 Chapter 6 Setting Up PEO Client Accounting
Conversion Internal External Type Description
D0 14281 05 FEB Date dd mmm
D 14281 05 FEB 2007 Date dd mmm yyyy
D- 14281 02-05-2007 Date mm-dd-yyyy
D2Y 14281 07 Date yy (2-digit year)
DY 14281 2007 Date yyyy (4-digit-year)
DD 14281 05 Date dd (numeric day of
month)
DM 14281 2 Date mm (numeric month of
year
DMA 14281 FEBRUARY Date xxx (alphabetic month
number), A = alphabetic
form
DMA3 14281 FEB Date xxx (alphabetic month
name)
DWA 14281 MONDAY Date xxx (alphabetic day
name)
DWB 14281 MON Date xxx (alphabetic day
name), B = abbreviated
form
DMY 14281 2 2007 Date mm (numeric month of
year) yyyy (4-digit year)
DDMY 14281 05 02 2007 Date Day Month Year (Same
on USA and European
Systems)
DDMY2- 14281 05-02-07 Date Day-Month-Year (Same
on USA and European
Systems)
DDMY4- 14281 05-02-2007 Date Day-Month-Year (Same
on USA and European
Systems)
DDMAY 14281 05 FEBRUARY 2007 Date Day Month Year (Same
on USA and European
Systems)Client Administration Guide © 2026 PrismHR 134 Chapter 6 Setting Up PEO Client Accounting
Conversion Internal External Type Description
DYMD[4,2,2] 14281 2007 02 05 Date Year (4 digit) Month (2
digit) Day (2 digit (Same
on USA/Euro Systems)
G0|1 pick|is|a|quick|dbms pick Group Group Extraction using
the delimiter of "|"
G1|1 pick|is|a|quick|dbms is Group Group Extraction using
the delimiter of "|"
G1|2 pick|is|a|quick|dbms is|a Group Group Extraction using
the delimiter of "|"
G1|3 pick|is|a|quick|dbms is|a|quick Group Group Extraction using
the delimiter of "|"
G2|1 pick|is|a|quick|dbms a Group Group Extraction using
the delimiter of "|"
G4|1 pick|is|a|quick|dbms dbms Group Group Extraction using
the delimiter of "|"• In the Delimiter field, select the type of file you need (tab- or comma-delimited). • If you want the heading to be on the first line of the file, select the Show Heading option.
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account number assigned to a code in the PEO Client Accounting Template overrides the account number
for that same code on the global account.)Client Administration Guide © 2026 PrismHR 136 Chapter 6 Setting Up PEO Client Accounting
Note: After initializing payroll, access Payroll > Process > Batch Processing > Display Initialized Invoice, then click F9 - Client Acctng to review the journal entry. At this point, you can change the accounts and re-initialize the payroll; however, once you have posted the payroll, you cannot change the accounts. Any changes you make will affect unposted payrolls only. In summary: You can change accounts for initialized payrolls. You cannot change accounts for posted payrolls.
Using the Global PEO Client Account Template After you set up a Global PEO Client Account Template, you can assign that template to the Client in the PEO Client Accounting Setup form.
To assign the template: 1. Go to Client|Change|PEO Client Accounting and select or enter a template name in the Account Template field. 2. Select the appropriate Client Accounting Template.
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Click Global Account Template and select the template you want to assign to this Client’s accounting template.
After selecting the Global Account Template, click Save. The system generates the PEO Client Accounting based on the setup in the Global PEO Client Accounting Template; however, if you need to override any of the account numbers set up for a specific code in the Global Account Template, you can enter that code in the appropriate section of the PEO Client Accounting form and the system will use the G/L number you assign.
Determining the Download Directory After you have processed payroll, you can create an accounting download file to give the client later. You must assign a valid global directory path to which PrismHR writes all client download files. The path is known as the Client Journal Export path.
Note: Important! This section is for On-Premise customers only, whose systems might already be configured.
The file name used must be defined in PrismHR prior to use. Please contact a Support representative if this field is not populated on your system. The underlying file will have to be created. If you are not comfortable creating a DIRectory-level (DIR) file, please contact Support for assistance. This directory file should exist before you start writing Client Journal data. Otherwise, undesired outcomes—including data loss of those Client Journals— might occur. To determine the accounting download directory (Client Journal Export) path, perform the following steps in the account in which you want the actual directory to exist. If you do this from the PrismHR (SCORPEO) directory, the new directory will exist in the PrismHR (SCORPEO) directory on the server.
To assign the template: 1. Click Back Office. From System|Change select System Parameters. Navigate to the Global Accounting panel at the bottom of the form.
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Enabling Client Accounting for a Client Once you have created the client template and are ready to proceed with client accounting, you must enable the client company. Do not enable the client for client accounting until you have completed the client and global templates (see “Defining Accounting Templates”).
To enable client accounting for a client: 1. Go to the Control tab on Client Controls (accessed from Client|Change|Client Details). 2. Navigate to the Client Accounting panel.
Note: Do not enable a client for client accounting, if the template has not been completed.
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Chapter 7 Setting Up New York SDI Tax The New York State Disability Insurance (NY SDI) Tax pays for temporary disability insurance for employees within the State of New York. The system calculates the NY SDI tax directly for employees and optionally for client. The system bypasses Vertex tax calculation engine for this tax. Therefore, your organization must set up the tax rates in PrismHR. See Calculating NY SDI Tax for more information on how PrismHR calculates the NY SDI tax.
Note: As of January 1, 2011, the rate for calculating employee NY SDI is 0.50% of wages per week up to a maximum of $0.60.
Establishing Tax Rates and Limits Set various tax rates and limits in the Tax Rates form.
To establish tax rates and limits:
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The employee tax is always calculated. The employer (client) tax calculation is optional. To calculate the
employer (client) tax, enter the monthly tax rate per employee.Field Description New York SDI Max Per Week Enter the amount that is deducted each week from an employee who lives in New York. New York SDI Percent Enter the percent that is the taxable gross rate. New York SDI Employer Rate Enter the employer rate that is calculated monthly for each (EE/Month) employee who lives in New York. Allow Override By Client Select to permit overrides of the NY SDI tax.
Setting Tax Parameters Set tax information for the client in the Tax Parameters panel.
To set tax parameters: 1. Select Client. 2. From Client|Change, select Client Details.
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Select the Tax tab.
Complete the following fields:
Field Description Calculate Employer Paid Select to calculate the employer-paid New York disability tax for each New York SDI of the client’s employees. New York SDI Employer Enter the insurance premium rate (per employee/per month) paid by Rate (EE/Month) the client for New York Disability Insurance. New York MCT Override Enter the rate based on the total company payroll expense. If left Rate blank, the system uses the default rate of 0.34% to calculate the tax.
Note: To credit the employer (client) for the amount of any NY SDI that has been deducted from an employee’s pay check, you must set up an unbundled billing rule. See the Payroll User Guide for more information on setting up unbundled billing rules.
Calculating NY SDI Tax The system calculates the NY SDI tax for employees and employers (client).
Tax Type Batch Type Replaces Voucher Type Calculation Method Regular Batch? Employee Regular N/A Regular Lesser of (Weeks-Worked X 0.60) or (Taxable Gross X 0.05%) Employee Regular N/A Vacation If Pay Period is the same as Regular voucher no tax will calculate. Otherwise will use same calculation method as a regular voucher. Employee Regular N/A Supplemental No tax will be calculated
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Tax Type Batch Type Replaces Voucher Type Calculation Method Regular Batch? Employee Special/Manual Yes Regular Lesser of (Weeks-Worked X 0.60) or (Taxable Gross X 0.05%) Employee Special/Manual Yes Vacation If Pay Period is the same as Regular voucher no tax will calculate. Otherwise will use same calculation method as a regular voucher. Employee Special/Manual Yes Supplemental No tax will be calculated Employee Special/Manual No Regular Will loop thru vouchers with pay dates within pay period entered on batch. For any voucher regular voucher found that did not take maximum 0.60 will apply tax calculation to this voucher to make up for tax not withheld. Employee Special/Manual No Vacation No tax will be calculated Employee Special/Manual No Supplemental No tax will be calculated Employee Manual Check N/A Regular Tax calculated same as regular check in a regular batch Employee Manual Check N/A Supplemental No tax will be calculated Employer Regular N/A Regular Tax calculated at a rate of 4.30 per month. Tax billed on the first voucher processed in the month. Employer Regular N/A Vacation If Pay Period is the same as Regular voucher no tax will be calculated. Otherwise will use the same calculation method as a regular voucher Employer Regular N/A Supplemental No tax will be calculated Employer Special/Manual No Regular No tax will be calculated Employer Special/Manual No Vacation No tax will be calculated Employer Special/Manual No Supplemental No tax will be calculated
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Tax Type Batch Type Replaces Voucher Type Calculation Method Regular Batch? Employer Special/Manual Yes Regular Tax calculated at a rate of 4.30 per month. Tax billed on the first voucher processed in the month. Employer Special/Manual Yes Vacation If Pay Period is the same as Regular voucher no tax will be calculated. Otherwise will use the same calculation method as a regular voucher Employer Special/Manual Yes Supplemental No tax will be calculated Employer Manual Check N/A Regular Tax calculated same as a Regular voucher in a Regular batch. Employer Manual Check N/A Supplemental No tax will be calculated
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Chapter 8 Establishing Other Client Setup Features Set up other features as required for your organization.
Note: See the Benefits Administration Guide to set benefits for the client.
Organizing Similar Clients You can use the Multi-Entity Groups form to organize similar clients. For example:
Note: This form is only available for service providers.
To organize similar clients: 1. Select a Group Code. The Multi-Entity Group Details form opens displaying the Group Details. 2. Enter or select the Client ID. The Client Name displays. Note: You must enter at least one Client ID, which cannot contain a space. 3. Click Save. The Client Count and Modified On columns display the updates. Note: Select the trash can icon ( ) to delete a multi-entity group.
Creating New Multi-Entity Groups You can use the Multi-Entity Group Details form to create a new multi-entity group. For example:
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Note: To access this form, select Create New Group in the Multi-Entity Groups form. (See Organizing Similar Clients on page 145.)
To create a new multi-entity group: 1. Enter the Multi-Entity Group Code. 2. Enter the Multi-Entity Group Description. 3. Enter or select the Client ID to associate with the multi-entity group. The Client Name displays. Note: You must enter at least one Client ID, which cannot contain a space. 4. Select Common Law Employer Group to define the multi-entity group as that type. 5. Click Save. The new multi-entity group displays in the Multi-Entity Groups form.
Establishing Pay Groups Use the Pay Groups form to set up a group of employees who are all paid on the same day. You must assign every employee in PrismHR to a pay group. Use the Actions menu to access other information and setup forms: • Audit. • Pay Schedule Report – runs the Pay Schedule Report. • Pay Schedules. • Show employees – lists employees enrolled in the pay group.
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• Time Sheet Defaults – defines default pay methods and pay codes for this group. When the timesheet is created, the system populates the default hours in the listed default pay code for employees assigned to that pay method. For example, if the pay method is Hourly and the pay code is REG2 in the Time Sheet Defaults panel, then employees with the Hourly pay method will have their default hours populated in the REG2 pay code in the timesheet. Note the following: • The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. • After you enable the VARSALMETHOD custom feature code and select the Variable Salary option, this update takes effect in the next regularly scheduled payroll.
Defining a Pay Group Define the pay group that represents a group of employees paid on the same day and establish the pay schedule using the Pay Group panel.
To define a pay group: 1. Select a Payroll. 2. From Payroll|Change, select Pay Groups.
Complete these fields in the Pay Groups panel as required:
Field Description Pay Group Enter the pay group code for the client. Description Enter a brief pay group description. Pay Schedule Enter the pay schedule for the pay group. If you change the pay schedule and employees are assigned to that schedule, the following message displays, “You cannot change the pay schedule of this pay group because there are employees assigned to it. You will need to create a new pay group and assign the employees to it using the Mass Change Pay Group form.” Work Week Ends On Select the day of the week that the work week ends on. Processing Schedule If needed, enter the processing schedule.
Click Save.
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Note: Select the Payroll Control link to access the Payroll Control form, where you can establish essential information for processing payroll in PrismHR.
Entering the Payroll Period in Progress Information The Payroll Period in Progress panel displays the payroll and pay date information.
To set up in-progress payroll information: 1. If this is a new pay group, enter the information for the first payroll period. 2. Complete the following fields:
Field Description Payroll Number The system automatically assigns the payroll number. Pay Date The effective date of the next payroll batch and the date that appears on the payroll check. If there are no payrolls pending for the pay group, enter the first valid pay date. Otherwise, this field is read-only. Period Start Date The first date of the payroll period. If you are creating a new pay group, enter the first day of the pay period. Period End Date The system calculates this date based on the start date and schedule. The Period Number is based on the number of periods possible to pay a group in one year: a weekly pay group has 52 pay periods, a Bi-weekly group has 26 periods, a semi-monthly pay group has 24 pay periods, and a monthly group has 12 periods. Period Number The system populates the period number that corresponds with the pay period.
Entering the Alternate Billing Addresses Use the Alternate Billing Address panel only if the billing for this pay group should go to a different address than what is listed on the Client Details > Account tab.
Note: This alternate address affects billing only.
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Enter the alternate billing address information (if required).
Performing Pre-ACH Maintenance Use the Pre-ACH Maintenance panel to test ACH files a specified number of days before running payroll to ensure that all transactions can be completed.
Note: See the ACH User Guide for more information.
To set up or maintain Pre-ACH settings for a pay group: 1. Make sure to specify the appropriate pay group. Its information populates on the form. 2. If appropriate, select the number of Pre-ACH Days. The system sends a pre-ACH file ahead of the regular ACH file by the number of days selected. This number must be less than the cycle length for the feature to work correctly. If your organization is not using pre-ACH processing for this pay group, you must set this field to –Select–.
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Pre-ACH Amount Details Type Average Use the pre-ACH invoice fields to specify an average for up to five invoices. You can enter any information in the Pre-ACH Invoice Number and Pre-ACH Invoice Amount columns, because the system does not verify it. For example, if you are setting up a pre-ACH prenote on the client for the first time and plan to use five invoices for the average that will typically be around $10,000, you can enter five “starter” invoices using any invoice number (for example, START1, START2, START3, and so on) and enter $10,000 for each. When the system processes a real payroll, it drops the first starter invoice from the list and inserts a real invoice at the end. After the first five payrolls, all the starter invoices are no longer on the list. The system sends pre-ACH prenotes using the average of the invoices in the list. After five payrolls, the average will be based on actual data. • The system lists each Pre-ACH Invoice Number in the chain for seeking the current average to pre-ACH. You can enter different invoice numbers. • The Pre-ACH Invoice Amount is each invoice’s contribution amount. You can enter a different amount to force a new average. The Current Average displays below the table. Flat Enter the Pre-ACH Override to use a flat amount rather than the Current Average of invoices and amounts. If you use the flat method, the system always uses that amount for pre-ACH for the client and this pay group. The system never checks nor averages the invoice amounts.
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Note: In the case where Pre-ACH entries were already created for a batch, but this batch was later deleted and re-created (therefore giving it a new batch number), you must manually update this field with the new batch number. For example, assume a Pre-ACH prenote was sent for batch 202202, but for some reason you decided to delete that batch and create the next regular payroll batch to replace it. If the system assigns number 202205 to the new batch, you must change the value in the Pre-ACH Batch Number field from 202202 to 202205. This ensures that PrismHR does not re-transmit the Pre-ACH entry.
Defining Pay Grades Pay grades are a type of earning or payroll disbursement. Set pay range information for a pay grade with the Pay Grades form.
To set pay grades: 1. Click Client. 2. From Client|Change select Pay Grades. 3. Fill in these fields as required:
Field Description
Pay Grade Enter a pay grade code. Use something brief but descriptive, such as REG for
Regular or OT for overtime.
Description Enter a pay grade description.
Minimum Enter a minimum annual pay amount.
Annual
Maximum Enter a maximum annual pay amount.
AnnualClient Administration Guide © 2026 PrismHR 151 Chapter 8 Establishing Other Client Setup Features
• Midpoint: The calculated midpoint annual pay.
Formula = (((Maximum – Minimum) / 2) + Minimum)
• Percentage Range: The percentage range for the Midpoint value.
Formula = (((Maximum - Minimum) / Minimum) * 100)Defining Positions You can define position-related information for the client using the Positions form.
To access this form: 1. Click Client. 2. From Client|Change, select Positions.
Click the Import button to display the Data Import Tool form, which allows you to import a Position Codes template file that contains the following fields (this file must be in .txt format): • Position Code (Required) • Position Title (Required) • Position Classification (Required): An error displays if the imported code does not exist on the Position Classifications form (accessed from the System|Change menu) • Supervisory: Accepted values are Y (True) or N (False) • Tipped Position: Accepted values are Y (True) or N (False) • G/L Segment Code 1 • G/L Segment Code 2 • G/L Segment Code 3 Note the following: • The Import button displays on the Positions form for all Service Provider user roles except the “Deny” and “Inquiry-only” roles. Imports can be performed for multiple clients at the operations level. • For more information about the Data Import Tool form, see the PrismHR Payroll Administration Guide.
Defining Position Information and Requirements You can define basic position information and requirements using the Positions panel.
Note: If the position exists in several departments, use a job code that easily identifies the department in which the position is assigned.
Complete these fields as required.
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Field Description Position Code Enter or select a unique code that briefly describes the position. For example, OPER for vehicle operator. (Codes cannot contain spaces or special characters.) If you select this field, a selector form displays where you can search for a specific position code, title, or classification or select a code from the list that displays. When this form opens, the position code, its title, classification, FLSA exempt status, and obsolete status display. To filter the search further by displaying only obsolete codes, select Yes in the Obsolete field (the default is No). To refresh the list, select Reset Search and Filters. Position Title Enter an official title. For example, General Manager. Position Classification Enter the position classification. The system displays the FLSA Exempt settings, EEO position group, and the EEO class, if they apply to this position. FLSA Exempt indicates whether the selected position classification is set to be exempt from both the minimum wage and overtime provisions of the FLSA. You cannot change it here. Remote Position Enter an alternative position classification for remote employees of the Classification same position. The system displays the FLSA Exempt settings, EEO position group, and the EEO class, if they apply to this remote position. FLSA Exempt indicates whether the selected remote position classification is set to be exempt from both the minimum wage and overtime provisions of the FLSA. You cannot change it here. Position Description Enter a description for this position. The second panel defines requirements for the position and the pay. Supervisory Select if this is a supervisory position. The system uses this field for statistical reports. Hierarchy Tier For future development. Does not currently impact the functionality of PrismHR. Pay Grade Select to use as a default for new hires assigned this job code, if applicable. The Special Requirements option identifies those positions that have physical or mental requirements. The Americans with Disabilities Act prohibits employers from discriminating against qualified individuals with disabilities. Not including a particular person in the applicant pool for a certain job is only nondiscriminatory if that person does not meet any physical or mental requirements identified as essential functions of the position. Applications for these jobs must be closely monitored for ADA compliance.
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Field Description Special Requirements Select if this position requires any special physical or mental requirements. Probation Days Optional: Enter the number of days from hire that a new employee is on probation. Sales Position Select if this is a sales position. Tipped Position Select if this is for a position that receives tips. D.O.T. Requirements Select if this job code has special requirements as set forth by the U.S. Department of Transportation. The G/L Segment Code can be used as an alternative to this position when using G/L Accounting. See the PEO Client Company Accounting Task Sheet on the Customer Resource Center for more information. G/L Segment Code If applicable, enter the G/L Segment Code 1, G/L Segment Code 2, or G/L Segment Code 3 to use as the general ledger account number segment(s) in place of the Position Code. These are defined in PEO client accounting wild cards as EEJB, EEJB2, and EEJB3.
Defining Codes and Other Pay Information You can define codes and other pay information for the position in this panel. Complete these fields as required.
Field Description Union Code Select this override for table-based union calculations. If an override is not Override selected, the system uses a union code in Employee Details, if any.
PR Chauffeur Tax Select if this position is subject to Puerto Rico chauffeur’s tax and the Applies primary work location is Puerto Rico. Indirectly Tipped Select if this a tipped position that receives tips indirectly. For example, a busboy, cook, or service bartender. Alaska Position Code If applicable, enter the Alaska Position Code sent to MasterTax for quarterly tax reporting to the state of Alaska. SOC Code Enter the Standard Occupational Classification (SOC) Code, if appropriate. Enter only numbers, no dashes. This information is included in the MasterTax RTS file and the Employer and Client LA quarterly files in place of the position’s description. If you do not define a SOC code for the position, the files include the description.
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Field Description TTO Code Define which positions are considered eligible tipped positions to comply with the tips requirements of the One Big Beautiful Bill Act. You can enter the TTO Code (Tipped Taxable Occupation Code) manually or you can click the TTO Code hyperlink and select it from the TTO Codes dialog box. The TTO Description displays upon entering a valid TTO Code. The system will validate when you enter a TTO Code against the SOC Code during the creation or updation of a Position. • Invalid TTO/SOC combinations result in an error message: TTO code [] and SOC code [] are not related. • Invalid TTO code results in an error message: TTO Code [] does not exist. • Invalid entries cannot be saved. • Valid TTO code entry is allowed when the SOC code is blank. Indiana Seasonal Enter a two-digit code if the position is seasonal and located in Indiana. This Employee Code code is required for SUI electronic filing in Indiana. Prevailing Wage Enter the Prevailing Wage for this position. This can print on pay stubs as a pay detail field. Price Code Select a price code that overrides the Bundled Rate for any employee who has been assigned to this position. Note: Only use Price Code with Bundled Billing if an employee is granted special pricing rather than using the standard bundled rate and with an employee-specific add-on unbundled rule. Per Diem Percent Enter this percentage to allocate to non-taxable per diem when paid using the percentage method. W/C Time Sheet Loc Select to calculate workers’ compensation accruals for each employee’s Based actual work location. This overrides the setting in Client Details. Obsolete Select if this position is no longer used. Suppress Work State Select if employees in this position are subject to taxes in their state of Tax residence rather than state of work. During calculations, the system will use the employee’s residence for the basis of state taxes. Benefit Group Assign a default benefit group for employees hired in this position. Agricultural Worker Select if the employee is an agricultural worker and the employee’s income will be reported to the IRS on Form 943. (Note: All employees assigned to this position are auto-assigned this designation during the new hire process.)
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Tracking Hazardous Materials You can track any hazardous materials associated with this position using the Hazardous Material Exposure panel. Enter each hazardous materials Material Code that people in this position encounter.
Working with Miscellaneous GL Segments Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this position and enter replacement Misc GL Segments. Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups: • GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.) • PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)
When working with miscellaneous GL segments: 1. The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMJB01 through EEMJB99. (The program that evaluates the wildcards only looks for those values.) 2. If appropriate, enter the Misc GL Description. For example, EEMJB01 = Segment 1 and EEMJB02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.) Important! Any changes made to the descriptions affect all positions in the active client. Note: The Misc GL Description column’s values are for reference only. (These descriptions are stored in the client’s record.) The system automatically loads these values each time a position record displays. 3. If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard. Note: When the system evaluates the Misc GL Segments, they are always based on the “home” job, which is different from the way segments are evaluated for departments (that is, for account codes for payment, the system uses the timesheet “worked-for” department). 4. Click Save.
Maintaining ADA Parameters You can maintain the American with Disabilities Act (ADA) parameters associated with this position using the ADA Position Description panel. Under the ADA, written job descriptions can be considered evidence of essential job functions, if they are accurate. Complete these fields as required.
Field Name Description Last Updated Enter the date when the position description was last updated.
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Field Name Description ADA Review Date Enter the date when the position was last reviewed for compliance with ADA standards. ADA Reviewer’s Enter the name of the person who performed the ADA review. Name
Defining Position Code Cost/Bill Information You can define pay codes, pay rates, and bill rates associated with this position using the Position Code Cost/Bill Maintenance panel. Complete these fields as required.
Field Name Description Pay Code Enter each pay code to which rates apply. Pay Rate Enter the pay rate that the client pays for this position. If left blank, the system uses an employee’s standard pay. The pay rate might be overridden by a value set in Employee Details. Bill Rate Enter the rate to bill for the pay code. This bill rate might be overridden by a value set in Employee Details. Override Method Select the override method to indicate whether the code is used as a rate or markup. This overrides the standard client selection.
Defining Skills You can define the skills associated with this position using the Required Skills panel. Complete these fields as required.
Field Name Description Skill Code Enter each code for the skills required for employees in this position. Competency Level Enter the required competency level. Recertify Days Enter the interval for recertification.
Defining Hours Worked You can define the hours worked for this position using the Equivalent Hours Worked panel. 1. Complete these fields as required.
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Field Name Description
Autofill Hours Enter the default number of equivalent hours to use. Click Autofill to enter
that value for all pay code Hours in the table.
Pay Code Enter each pay code to define equivalent hours for this position. You must set
the pay reason for these pay codes to Units.
Hours Enter the equivalent number of hours worked when paying an employee for
this position with the pay code.Accessing Additional Information from the Actions Menu You can access other information and settings from the Actions menu . • Audit • User Fields: Enter any information in the fields defined by your organization. • Employees Assigned To: View a list of employees assigned to the location.
Defining Code Description Overrides Establish alternate descriptions, rather than global descriptions, for pay, deduction, tax, and benefit codes used by a client with the Code Description Overrides form.
To set codes: 1. Select Client. 2. From Client|Change, select Code Description Overrides. 3. Complete these fields as required.
Field Description
Code Type Select a code type: Pay, Deduction, Tax, Benefit.
Code Enter the Code value to override. The Global Description displays.
Override Enter an alternate, abbreviated Override Description for this code. This appears on
Description the client's pay stubs and certain reports.Setting Training Course Codes You can set training course codes and related information using the Courses form.
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To set training course codes and related information, do the following: 1. Go to the Courses form on the Client|Change menu and complete the following fields:
Field Description
Course Enter or select a code for the course.
Course Name Enter the course name.
In House Select if this is company-sponsored training.
Cost Per Student Enter the cost per student. This generally only applies for courses with
third-party vendors.
Offered By Enter the name of the course provider.
Regularly Scheduled Select if the course is offered on a regular basis.
Schedule Enter a brief description of when the course is offered.Maintaining Departments Set the client department-related codes and benefits using the Departments form.
Establishing Department Codes Set department codes with the Departments panel. Click Import to launch the Data Import Tool form, where you can upload a database file and import data. (This icon displays for all user roles except “Inquiry Only.”)
Note: For more information about the Data Import Tool form, see the Payroll Administration Guide.
To set department codes: 1. Select Client. 2. From Client|Change, select Departments. 3. Complete these fields as required.
Field Description
Department Enter a new code or search for an existing code.
Code For new codes, use a brief but descriptive term, such as a department name
abbreviation (for example, OPER for Operations). Do not use special characters.
For existing codes, click Department Code. Select an existing code or search for a
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Field Description
Note: Codes that list Yes in the Obsolete column cannot be used.
Department Enter a descriptive department name.
Name
Per Diem Enter the percentage of pay that is allocated to non-taxable per diem when per
Percent diem is paid with the percentage method.
G/L Segment For additional department accounting options, enter the G/L Segment 1 or G/L
Segment 2 code for building general ledger accounts. (See the PEO Client
Company Accounting task sheet in the Customer Resource Center for more
information.)
• In G/L Segment 1, enter the code to use as the G/L account number
segment instead of the department code. This replaces EEDP instead of the
actual code.
• The G/L Segment 2 also allows for more accounting options based on the
department code. It is rarely used and it ties to the EEDP2 mnemonic in the
G/L interfaces.
For any miscellaneous employee department G/L codes (EEMDP01-EEMDP99)
that can be used to complete an account number in the client’s accounting
system:
• Enter the Misc GL Description. For example, EEMDP01 = REG pay and
EEMDP02 = O/T.
• Enter the information that replaces the Misc GL Count code in the Misc GL
Segment field.
Obsolete Select to deactivate the department if it is no longer used and no active
employees are assigned to it. Selecting this option also hides the department
from most search screens, such as the lookup field in New Hire.Working with Miscellaneous GL Segments Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this department and enter replacement Misc GL Segments. Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups: • GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.) • PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)
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When working with miscellaneous GL segments: 1. The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMDP01 through EEMDP99. (The program that evaluates the wildcards only looks for those values.) 2. If appropriate, enter the Misc GL Description. For example, EEMDP01 = Segment 1 and EEMDP02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.) Important! Any changes made to the descriptions affect all departments in the active client. Note: The Misc GL Description column’s values are for reference only. (These descriptions are stored in the client’s record.) The system automatically loads these values each time a department record displays. 3. If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard. 4. Click Save.
Establishing Department Benefits Set department benefits with the Eligible Benefits panel. Note: The Eligible Benefits panel allows you to select one or more Benefit Plan IDs only if you have selected Departments Restrict Eligibility option in the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. If you do not select this option, then you will not be able to select any Benefit Plan IDs. A conditional message, “Access to this section requires the Eligible Benefits Determinant to be set to Departments Restrict Eligibility on the Client Details form.” also displays in the Eligible Benefits panel.
To establish benefit plans for this department, do the following: 1. In the Eligible Benefits panel, complete the following fields:
Field Description
Benefit Plan ID Each Benefit Plan ID for the benefits that employees in the
departments are eligible. Enter the Benefit Plan ID or select Benefit
Plan ID to display the Select Benefit Plans list.
Plan Description A description of the Benefit Plan ID.
Import Eligible Benefits A quick link to import eligible benefit plans. Select this quick link to
display the Eligible Benefits import template in the Data Import Tool.Client Administration Guide © 2026 PrismHR 161 Chapter 8 Establishing Other Client Setup Features
Accessing Additional Information from the Actions Menu You can access other information and settings using the Actions menu: • Audit • User Fields: Enter any information in the fields defined by your organization. • Employees Assigned To: View a list of employees assigned to the location.
Maintaining Divisions You can maintain division codes, related benefits, and ACH information for each division at the client level using the Divisions form.
Note: Click the Data Import Tool icon ( ) to upload a database file and import data. (This icon displays for all user roles, except “Inquiry Only.”)
Note: For more information about the Data Import Tool form, see the PrismHR Payroll Administration Guide.
Establishing Code Parameters Set code parameters that represent a division in the Divisions panel.
To set code parameters: 1. Select the Client. 2. From Client|Change, select Divisions. 3. Complete these fields as required.
Field Name Description
Division Code Enter a new code or select to search for an existing code. For new codes, use
a brief but descriptive term, such as a division name abbreviation (for
example, EAST for Eastern Division). For existing codes, click Division Code.
Select an existing code or search for a code from the Division Codes with
User Security form.
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Field Name Description
Division Name Enter a descriptive division name.
Transfer Account (Corporate edition only) Enter the inter-divisional transfer account.
Obsolete Select if this division code is no longer in use and no employees are assigned
to it. Selecting this option also hides the division from most search screens,
such as the lookup field in New Hire.
If there are non-active (Terminated) employees allocated to the division on
the client's HR|Change|Employee Details form's Work tab, PrismHR
generates a warning message: "If any of the employees with this division
code are ever reactivated, there could be payroll errors generated. Do you
wish to continue?" Click Yes to proceed or click No to terminate this process.
G/L Segment Enter any segment codes used to build general ledger account numbers:
• In G/L Segment 1, enter the code to use as an alternative to the
Division Code.
• In G/L Segment 2, enter the G/L code that should substitute for EEDV2
in G/L code routines.
• In G/L Segment 3, enter a third G/L code, if needed.Working with Miscellaneous GL Segments Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this division and enter replacement Misc GL Segments. Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups: • GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.) • PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)
When working with miscellaneous GL segments: 1. The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMDV01 through EEMDV99. (The program that evaluates the wildcards only looks for those values.) 2. If appropriate, enter the Misc GL Description. For example, EEMDV01 = Segment 1 and EEMDV02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.) Important! Any changes made to the descriptions affect all divisions in the active client.
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Note: The Misc GL Description column's values are for reference only. (These descriptions are stored in the
client's record.) The system automatically loads these values each time a division record displays.Establishing Division Benefits Set division benefits with the Eligible Benefits panel. Note: The Eligible Benefits panel allows you to select one or more Benefit Plan IDs only if you have selected Divisions Restrict Eligibility option in the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. If you do not select this option, then you will not be able to select any Benefit Plan IDs. A conditional message, “Access to this section requires the Eligible Benefits Determinant to be set to Divisions Restrict Eligibility on the Client Details form.” also displays in the Eligible Benefits panel.
To establish benefit plans for this division, do the following: 1. In the Eligible Benefits panel, complete the following fields:
Field Description
Benefit Plan ID Each Benefit Plan ID for the benefits that employees in the divisions
are eligible. Enter the Benefit Plan ID or select Benefit Plan ID to
display the Select Benefit Plans list.
Plan Description A description of the Benefit Plan ID.
Import Eligible Benefits A quick link to import eligible benefit plans. Select this quick link to
display the Eligible Benefits import template in the Data Import Tool.Working with Miscellaneous GL Segments Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this division and enter replacement Misc GL Segments. Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups: • GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.)
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• PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)
When working with miscellaneous GL segments: 1. The predefined wildcards display in nine rows in the Misc GL Count column, where the codes are always EEMDV01 through EEMDV09. (The program that evaluates the wildcards only looks for those values.) 2. The Misc GL Description column’s values are for reference only. (These descriptions are stored in the client’s record.) The system automatically loads these values each time a division record displays. Important! Any changes made to the descriptions affect all divisions in the active client. 3. If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard. 4. Click Save.
Establishing Banking Information Set banking information specific to this division with the Division ACH and ACH Details panels. These values override those defined in Client Details. Note: For Reverse Wire clients, the ACH Details panel name changes to Reverse Wire Details.
To set banking information: 1. Complete the following fields in these panels:
Field Name Description
Payroll Check Account Enter or select the account from which to draw payroll checks.
Direct Deposit Account Enter or select the account from which to draw direct deposit
transactions.
Garnishment Check Enter or select the account from which to draw garnishment checks.
Account
Reverse Wire Account Enter or select the account from which to draw reverse wire checks.
Note: The client must be set up with the Break Field set to Division and
Create REAL Invoice Break enabled on the Billing tab in the Client Details
form to invoice correctly by division.
Division's ACH Status Set a division's ACH status. For example, Inactive.
ABA/Routing Number Enter a nine-digit ABA/routing number for the division's depository bank.
Account Number Enter a division's bank account number.
Account Type Select the account type (checking or savings) from the drop-down.Client Administration Guide © 2026 PrismHR 165 Chapter 8 Establishing Other Client Setup Features
Defining Hazardous Materials You can specify hazardous material information used by a company with the Hazardous Materials form.
To define hazardous materials, do the following: 1. Go to the Hazardous Materials form on the Client|Change menu and complete the following fields:
Field Description
Material Code Enter or select the hazardous material code.
Material Name Enter the name of the material, which is found on the product label.
Manufacturer Enter the product's manufacturer name.
Emergency Phone Enter a phone number to call if there is a hazardous material
emergency.
SDS On File Select if there is a Safety Data Sheet on file.
Date Prepared Enter the date the Safety Data Sheet was prepared for this material.
SDS Location Enter the physical location of the Safety Data Sheet.
Course Code/Retake Days For each course that instructs employees in hazardous material
handling:
• Enter a code for each safety course that employees must take
before handling this hazardous material.
• If the course must be completed periodically, enter the number
of days between completion.Maintaining Mileage Rates Set mileage codes and rates used in daily allowance of vehicle mileage calculations with the Mileage Rates form.
To set mileage rates: 1. Select Client. 2. From Client|Change, select Mileage Rates. 3. Complete these fields as required.
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Field Description
Mileage Enter a mileage code.
Code
Description Enter a mileage rate description.
Mileage Rate Enter the mileage rate, which is the gross amount paid per mile
Per Diem Enter the per diem rate, which is the portion of the total rate that makes up the non-
Rate taxable daily allowance.
Taxable Rate The Taxable Rate is the difference between the mileage and per diem rates.Establishing Project Classes Set codes that represent project types with the Project Classes form. Create project classes before attempting to create project phases and cost centers.
To set up project classes: 1. Select Client. 2. From Client|Change, select Project Classes. 3. Complete these fields as required.
Field Description
Project Class Enter the Project Class ID. Enter a project class ID.
Class Description Enter a brief description for the project class.Establishing Project Phases Set project class phases using the Project Phases form.
Note: Project classes, to which you assign Project Phases, must already exist. See Establishing Project Classes on page 167 for more information.
To set project phases: 1. Select Client. 2. From Client|Change, select Project Phases. 3. Complete these fields as required.
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Field Description
Project Class Enter the class to which this project phase belongs.
Phase Code Enter the unique code that represents this phase of the project.
Phase Description Enter a brief description for the project phase.Maintaining Projects You can set project information using the Projects form. For example:
Note: Click the Data Import Tool icon ( ) to import projects for clients to reduce the amount of manual work required. (See the Payroll Administration Guide for more information about using the Projects/Cost Codes Import Template option to perform this import.)
Defining the Project Define projects with the Projects panel.
To define the project, do the following: 1. Select Client. 2. From Client|Change, select Projects. 3. Complete these fields as required.
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Field Description
Project Enter or select a unique project code. If you select this field, a selector form
displays where you can search for a specific project code or its description
or select a code from the list that displays. When this form opens, the
project code, its description, certified payroll status, and obsolete status
display.
To filter the search further:
• Select a Certified Payroll status (the default is All).
• Display only Obsolete codes by selecting Yes (the default is No).
To refresh the list, select Reset Search and Filters.
Description Enter a project description.
Certified Payroll Select if this project is subject to certified payroll regulations. The Certified
Payroll Details, Certified Pay Rates, and Certified Payroll Report Setup
panels display. Enter all relevant information.
G/L Segment Enter any segment codes used to build general ledger account numbers:
• In G/L Segment 1, enter the code to use as an alternative to the
Project Code.
• In G/L Segment 2, enter the G/L code that substitutes for EEPR2 in G/L
code routines.
• In G/L Segment 3, enter a third G/L code, if needed.
Note: Only G/L Segment 1 is available for ASO Client Accounting using wild
card EEPR.Working with Miscellaneous GL Segments Use the Misc GL Count, Misc GL Description, and Misc GL Segment fields to review Misc GL Counts (predefined wildcards) for this project and enter replacement Misc GL Segments. Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups: • GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.) • PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)
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When working with miscellaneous GL segments: 1. The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMLPJ01 through EEMLPJ99. (The program that evaluates the wildcards only looks for those values.) 2. If appropriate, enter the Misc GL Description. For example, EEMLPJ01 = Segment 1 and EEMLPJ02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.) Important! Any changes made to the descriptions affect all projects in the active client. Note: The Misc GL Description column’s values are for reference only. (These descriptions are stored in the client’s record.) The system automatically loads these values each time a project record displays. 3. If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard. 4. Click Save.
Defining Other Information Enter other project information with the Options panel. 1. Complete these fields as required.
Field Description
Track Phases Select if the phases of this project are tracked for job costing purposes.
Project Class Enter a class code for the project.
Other W/C Select if Workers' Compensation Insurance Coverage has been established for
Coverage In Place this project.
Note: This field only displays if you enable specific custom suffix codes.
Obsolete Select if this project is no longer used.
Union Project Select if this project is associated with a union. When you select this option,
the Union Code field displays and you can enter the union that owns the
project.Defining the Certified Payroll Information Use three panels to define certified payroll information for projects that are subject to certified payroll regulations.
Defining Certified Payroll Details Report Information Enter any information required for reports in the Certified Payroll Details panel. 1. Complete these fields as required.
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Field Description
Certified Payroll Report Format Select a report format. For example, select MA, or
Massachusetts mvQuery.
Wage Decision Number Enter a value for prevailing wage rates assigned to this
certified project.
Wage Decision Date Enter a date for wage decision.
Project City Enter the city where the certified project is located.
Project State Enter the state where the certified project is located.Maintaining Pay Rates Set the pay rates for each employee that works on a certified project in the Certified Pay Rates panel. Complete these fields as required.
Field Description Job Code Enter each job code (position) associated with this certified project. Base Rate Enter the portion of the job rate used to calculate the overtime rate. Note: In addition to the Base Rate, the system adds the Fringe Rate (see below) to the overtime calculation according to the system design for the certified payroll. Fringe Rate Enter the fringe portion of the job rate. Prevailing Wage Rate The Prevailing Wage Rate is calculated based on the Base Rate and Fringe Rate values. Use Higher of Prevailing Wage Select if the system should use whichever rate is higher, Rate or Employee’s Pay Rate otherwise, the system uses the job rate defined here. Subtract Benefit/Hour from Select to subtract the employee’s cost of benefits per hour Calculate Pay rate from the employee’s rate when determining the higher rate. Filter Cert Pay on Jobs Select to filter certified payroll on job codes.
Defining Certified Payroll Report Setup Information Specify information that appears on reports with the Certified Payroll Report Setup panel. Complete these fields as required.
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Field Description Contractor Or Select whether a contractor or subcontractor is working on this project. Subcontractor Name of Contractor Enter the contractor’s name as listed on the certified payroll form. Address Enter the contractor’s address to print on the certified payroll report. Project and Location Enter the project and location where the project work takes place. Project or Contract No. Enter a project or contract number. Signatory Name Enter the name that appears on the certified payroll form, which is the person responsible for this project. Signatory Title Enter the title that appears on the certified payroll form. Fringe Benefits Paid to Select if fringe benefits are paid to approved plans, funds, or programs. Approved Plans Fringe Benefits Paid In Select if fringe benefits are paid in cash. Cash Report Hours Paid Select if you want to include pay codes in the report that are flagged as Instead Of Hours being included in the certified payroll report but do not represent hours Worked worked, such as sick time.
Submitting Certified Payrolls to California Enter information in the Certified Payroll California XML Parameters panel if the client must submit certified payrolls in an XML file to the state of California. Complete these fields as required.
Field Description CA License Type Select the license type: Contractor State License Board, Professional License, or Other License. CA License No Enter the license number that should be presented in the CA XML file. If you selected Other License as the CA License Type, you should enter License Type : License Number in this field. CA PWCR Enter this value, which is the California Public Works Contractor Registration number. It should be a 10-digit number, or enter NA for not applicable. CA Ins Number Enter the number to be presented for this project in the CA XML file. CA Contractor Enter the email address to use in the CA XML for this project. Email
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Field Description Awarding Body Enter the name of the public entity that owns the project. Contract Agency Id Note: (1/21/21) - Because this field relies on other development work that is still in progress, it will not display on the output file until after the February 2021 release (even though it is visible on the form).
Enter the ID of the contract agency.Contract Agency Enter the name of the contract agency. CA Awarding Body Enter the ID number of the public entity that owns the project. Id CA Awarding Body Enter the project number assigned to the project by the public entity. Proj No CA Awarding Body Enter the contract ID given by the public entity to the project. Contract Id CA Stmt of Select only if you need to indicate a state of non-performance. The system will NonPerformance not include employees in the file. Do not select this option if you want to include employees in the file (this is typical, and the value in the CA XML file will be false for this option).
Accessing Additional Information from the Actions Menu You can access other information and settings using the Actions menu: • Audit • User Fields: Enter any information in the fields defined by your organization. • Employees Assigned To: View a list of employees assigned to the location.
Setting Company Shift Parameters Set a company’s work shift parameters with the Shifts form.
To set shift parameters: 1. Select Client. 2. From Client|Change, select Shifts. 3. Complete these fields as required.
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Field Description
Shift Code Enter a code for the shift.
Description Enter a description of the shift.
Differential Method Select a method to calculate shift differentials. If there is no differential,
enter 0.
Differential Amount Enter a percentage or fixed amount, based on the differential method
selected.
Include in Pay Rate Select to add this shift’s differential pay to the employee's regular pay
rate. Otherwise, it uses a separate pay code.
Regular Pay Code Enter a code to pay the shift differential associated with regular hours.
Overtime Pay Code Enter a code to pay the shift differential associated with overtime
(premium) hours.
Overtime Pay Factor Enter a pay factor (usually 1.5) to multiply the overtime shift premium
amount when using a separate pay code.
Per Diem Percent Enter the percent to allocate to non-taxable per diem when paid using the
percentage method.
Calc O/T Differential on Select to calculate the differential on overtime pay using the straight pay
Straight Rate rate.Defining Shift Pay Rates Set shift pay rates for the client with the Shift Pay Rates panel.
Note: To define pay rates on the shift record, the Custom Features in Company Details need to include the SHIFTPAYRATES feature code. See Enabling Specialized Features on page 257.
Complete these fields as required.
Field Description Pay Code Enter each pay code to populate the pay description. Pay Rate Enter the Pay Rate for the pay code. Enter a pay rode for the pay codes
Click Save.
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Importing Shift Code Data You can access the Shift Codes import template in the Data Import Tool from this form to import shift code data
by clicking Import . The Shift Codes import template option and its tabs/fields automatically display when you access this template directly from the Shifts 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 Shift Codes import template option. Note the following when importing Shift Codes data: • 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.
Accessing Additional Information from the Actions Menu You can access other information and settings using the Actions menu: • Audit • User Fields: Enter any information in the fields defined by your organization. • Employees Assigned To: View a list of employees assigned to the location.
Defining Work Groups Set up work groups for employees with the Work Groups form. You can group employees, restrict user access, and so forth.
To define work groups: 1. Select Client. 2. From Client|Change, select Work Groups. 3. Enter a work group name and description.
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Obsoleting a Work Group To make an existing work group obsolete: 1. Select Obsolete. 2. Click Save. The obsolete work group displays Yes in the Obsolete Code column on the Work Group with User Security list, which you can access by selecting Work Group. Note: After a work group is made obsolete, the following occurs: • You cannot enter or select the work group in the Work Group field on the Work tab in the Employee Details form. • You cannot enter or select the work group in the Work Group field on the New Hire form. • You cannot enter or select the work group in the Work Group field on the Rehire form. • You cannot enter or select the work group in the Work Group field on the Payroll Check Journal Report form. • You cannot enter or select the work group in the Work Group field on the Time Off Auto-Enrollment Rules Maintenance form. • You cannot import the work group using the Employee Fields Import form.
Reviewing Employees Assigned to Selected Work Group You can review all employees assigned to the selected work group for the client by selecting Employees Assigned To on the Actions menu. The Employees Assigned to Work Group form displays. For example:
Note: Only the employees you have access to display.
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Maintaining Labor Union Information Set up union codes, dues, fringe benefits, and union addresses with the Labor Unions form. You can allow assignment of union dues table rules to a unique union deduction code. When using Position Union overrides, you can apply multiple union deduction codes to an employee based on the timesheet sensitive position code entered and allocate deductions amounts appropriately. When using position based Union code overrides, you can differentiate between the union deductions without requiring the union applied to the employee directly.
Set Labor Union Code Parameters Set up code parameters with the Labor Unions panel.
To set labor union code parameters: 1. Select Client. 2. From Client|Change, select Labor Unions. 3. In the Labor Unions panel, complete these fields.
Field Name Description Union Code Enter a new union code or select an existing code by clicking the Union Code link. Union Name Enter the name of the union. Union Bill Template Select a template for employees that belong to this union. For default bundled clients, this changes the billing amounts. Union Deduction Code This table has the following columns: • Union Deduction Code: Enter a deduction code for reporting or click the Union Deduction Code hyperlink and select it from the Deduction Codes dialogue box. • Union Deduction Description: A description of the union deduction code displays here after a union deduction code is entered above. • Union Dues Table Rules: You can now have unique union deduction codes with the calculation of union dues table to differentiate between various union deductions allowing unique deductions for better visibility to clients and employees. • For a Union Deduction Code that does not have Union Dues Table set as the Calculation Method for that union deduction code on the Deduction Codes form, you will see the icon. If you click the icon, you will get an error message stating The deduction code has an invalid calculation method. The code must have a calculation method of Union Dues Table to be assigned union dues
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Field Name Description table rules. • For a Union Deduction Code that has Union Dues Table set as the Calculation Method for that union deduction code on the Deduction Codes form, you will see the icon. When you click it, a new form named Included Union Dues Table Rules will open. This form allows you to associate specific Union Dues Table Rules with a specific Union Deduction Code. • On the Included Union Dues Table Rules form, you can: • Add any Union Dues Table Rules from the drop-down for the selected Union Deduction Code provided it is listed in the Union Dues Table below on the Labor Unions form. Click Accept to close the form. Click the Save button on the Labor Unions form to file the changes. • Delete any Union Dues Table Rules from the drop-down for the selected Union Deduction Code. Click Accept to close the form. Click the Save button on the Labor Unions form to file the changes. • If from the Included Union Dues Table Rules drop-down you are trying to select a rule that is not included in the Union Dues Table, you will get an error message stating Not allowed, this Rule and Rate is not included in the Union Dues Table. Click OK to acknowledge the error and redo your selection. • Periods: This refers to the deduction period which references the week of the month for the payroll. For instance, if your weekly Pay Date was 02-28-2025 which was a Friday and 02-28-2025 was the 4th Friday of February, so Deduction Period will be 4. The Periods column indicates this Deduction Period for the corresponding Union Deduction Code. • This column cannot be empty for any given Union Deduction Code. If you try to delete the Periods column for any Union Deduction Code and save the Labor Unions form, you will receive an error stating The Union period(s) must be specified. • The default value is 12345. You can edit appropriately for the corresponding Union Deduction Code. So if there is a union deduction override on the Labor Unions form that would apply to the employee’s recurring deduction record, then just removing the GLOBAL custom feature code UNIONDEDPERIOD on the Systems Parameters form will not reset it to the default value of
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Field Name Description 12345. Any employee that already has a recurring deduction record that is updated for a certain period will remain in place. Before removing the GLOBAL custom feature code UNIONDEDPERIOD on the Systems Parameters form, you need to update the labor union record itself if you intend to go back to all periods. So please ensure the labor Union deduction periods are accurate before removing the custom feature code. • You can enter multiple deduction periods once between 1-5 or O. O indicates a one-time deduction for the month. • You cannot enter the same deduction period twice for the same Union Deduction Code. If you try to enter the same deduction period twice for any Union Deduction Code and save the Labor Unions form, you will receive an error stating A period can only be entered once. Note: The GLOBAL custom feature code UNIONDEDPERIOD must be turned on for this field to display and being editable. If the GLOBAL custom feature code UNIONDEDPERIOD is turned off the Periods column will still display, but you cannot edit it. Custom Option Code Do not use this field unless directed to do so by the PrismHR Customer Support Team. In that case, enter the custom code provided to you in this field.
Entering Union Dues Set up union dues with the Union Dues Table panel. Complete these fields as required.
Field Name Description Rule Select a rule to calculate union dues. For example, Fixed Amount charges the same amount for each pay period. Rate/Perc Optional: Enter a rate/percentage to calculate dues if either the Percentage of Wages or Rate x Hours Worked rule was selected. Rate Group Enter a rate group if the rule line should be grouped with others for performing calculations. Any Cap or Min/Max should point to this grouping code. Rate Ge If the rule applies to rates between two points, enter that level in the Rate Ge (greater than or equal to) field.
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Field Name Description Rate Le If the rule applies to rates that are less than or equal to a certain amount, enter the amount in the Rate Le field. Rule Start Enter the rule start date. Leave this blank to put the rule into effect immediately. Rule End Enter the rule end date, if any. Leave this blank if the rule never expires. Pay Codes Included To specify the pay codes that are subject to this rule, click the Edit icon in Pay Codes Included; see Including Pay Codes Maintenance on page 182. If you add a rule on the Union Dues Table which does not use pay codes, you will get the icon for that rule under the Pay Codes Included column. When you click the icon, you will get an error message stating This rule does not use pay codes. Pay Codes Excluded To specify the pay codes that are not subject to this rule, click the Edit icon in Pay Codes Excluded; see Excluding Pay Codes Maintenance on page 182. If you add a rule on the Union Dues Table which does not use pay codes, you will get the icon for that rule under the Pay Codes Excluded column also. When you click the icon, you will get an error message stating This rule does not use pay codes.
From the Union Dues Table on the Labor Unions form, you cannot delete
a rule if it is associated with a Union Deductions Code on the Labor
Unions form. After deleting, when you click Save on the Labor Unions
form, you will get an error message stating This rule is assigned to
Union Deduction Code,
Maintaining Union Benefits Set up union benefits in the Fringe Benefits panel. Complete these fields as required.
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Field Name Description Pay Code Select a code to pay a fringe benefit. Note: An error message displays if you enter an invalid pay code, “The pay code has an invalid calculation method. Please see the in product help for valid calculation methods for this process.” To prevent this error, only select one of the following calculation methods when applying the pay code: • NRE: % of Gross Earnings • NRH: Rate X Hours Worked • NRHFW: Rate X Full Hours Worked • NRHP: Rate X Hours Paid • NRHPS: Rate X Hours Paid (selected codes) • NRHSW: Rate X Straight Hours Worked
Rate Enter a rate for this fringe benefit. The value multiplied against this rate is determined by the calculation method defined on the pay code. Start Date Pay date when the benefit starts. Stop Date Pay date when the benefit ends.
Maintaining Union Address and Contact Information Set address and contact information with the Union Address panel. Complete these fields as required.
Field Name Description Address Line 1 and 2 Enter an address for the union, using two lines if required. City Enter the city where the union is located. State Enter the state where the union is located. Zip Code Enter the zip code for the location of the union. Phone Enter a phone number, as well any extensions or directives. Contact Enter a contact name for the union.
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Including Pay Codes Maintenance 1. Set up pay codes that apply to rules listed in the Union Dues Table. Click Edit in the Pay Codes Included field. 2. Select each of the Included Pay Codes that are subject to the rule. 3. Click Save.
Excluding Pay Codes Maintenance 1. Set up pay codes that do not apply to rules listed in the Union Dues Table. Click Edit in the Pay Codes Excluded field. 2. Select each of the Excluded Pay Codes that are not subject to the rule. 3. Click Save.
Setting Up Labor Union Codes Labor union codes are maintained by the client company and are used for calculations where union benefits and dues are required. The system can prepare reports based on the union for use in properly remitting amounts due to the various locals involved. The major steps in processing labor union codes are: • Adding a labor union code • Applying a labor union code to an employee • Defining deduction codes • Assigning deduction codes to the employee record
Adding a Labor Union Code Set up union codes with the Labor Unions form
To add a union code: 1. Select Client. 2. From Client|Change, select Labor Unions.
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Complete these fields as required.
Field Description Union Code Enter a new union code, or select an existing code by clicking the Union Code link. Union Name Enter the name of the union. Union Bill Template Select a template for employees that belong to this union. For default bundled clients, this changes the billing amounts. Union Deduction Code Select a deduction code for reporting. A description displays after a code is selected. Custom Option Code Do not use this field unless directed to do so by the PrismHR Customer Support Team. In that case, enter the custom code provided to you in this field. Rule Select a rule to calculate union dues. For example, Fixed Amount charges the same amount for each pay period. Rate/Perc Optional: Enter a rate/percentage to calculate dues if either the Percentage of Wages or Rate x Hours Worked rule was selected. Rate Group Enter a rate group if the rule line should be grouped with others for performing calculations. Any Cap or Min/Max should point to this grouping code. Rate Ge Enter the Rate Ge (Rate Greater than or equal to) if this rule applies to rates between two points. Rate Le Enter the Rate Le (Rate Less than or equal to) if this rule is less than or equal to a certain amount. Rule Start Enter the rule start date. Leave this blank to put the rule into effect immediately. Rule End Enter the rule end date, if any. Leave this blank if the rule never expires. Pay Code Select a fringe benefit pay code. Rate Enter a rate for this fringe benefit. The value multiplied against this rate is determined by the calculation method defined on the pay code. Start Date Date when the benefit starts. Stop Date Date when the benefit ends.
Enter the Union Address information.
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Applying a Union Affiliation to an Employee Assign a Labor Union Affiliation to an employee with the Assignments panel.
To assign a labor union affiliation to this employee: 1. Click the HR menu. 2. From HR|Change, select Employee Details. 3. Enter an employee by typing their name or ID to display a list of matching employee records. Or, click the field label to open a search window. 4. Select the Work tab, and scroll to the Assignments panel. 5. Select a labor union affiliation and start date.
Creating a Union Dues Deduction Code Create union dues deduction codes with the Deduction Codes form.
To create a union dues deduction code: 1. Click Back Office. 2. From System|Change select Deduction Codes. 3. Set these fields:
Field Description
Calculation Method Set the Calculation Method to Union Dues Table.
Deduction Type Set the Deduction Type to Voluntary (used for most union dues
deduction codes).Assigning Deduction Codes to an Employee Assign a union dues deduction code to an employee with the Recurring Deductions form.
To assign a union dues deduction code to an employee: 1. Select Payroll. 2. From Payroll|Change, select Recurring Deductions.
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Maintaining Property Codes Set codes for property that a company can assign to employees with the Property form. Company property can include cell phones or company cars. 1. Select Client. 2. From Client|Change, select Property. 3. Complete these fields.
Field Name Description
Property Code Select a property code, such as CELL for a mobile phone.
Description Enter a description for this item.Creating Commission Structures Create complex commission structures that your organization can assign to salespeople at the client level with the Commission Plan Maintenance form. You can use a commission plan as a template. Organizations that use commissions often have a standard commission program for either all or a subset of its salespeople. Assigning a commission plan code to a salesperson rather than entering individual commission structures saves effort. Note: After creating a commission plan at the client level, if you make updates to that plan and click Save, the system cannot apply those updates. For example, if you create commission plan A and apply it to client 123, then update commission plan A and save the updates the system displays an error message, “This plan is assigned to a client and changes cannot be made. Either unassign from all clients to make changes or create a new plan.” Click OK to continue. In addition, existing commission plans already in use at the client level cannot be deleted. For example, if you click the Delete button for a client-level plan and then select Yes an error message displays, “This plan is in use and cannot be deleted.” Click OK to continue.
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To create a commission structure, do the following: 1. Click Back Office. 2. From Operations|Change, select Commission Plan Maintenance. 3. Complete these fields as required.
Field Name Description
Commission Plan ID Select a plan ID that represents the commission plan.
Commission Plan Name Enter a name that describes the plan.
Commission Plan Active Select if this commission plan is in use. If you deselect this option, it
does not affect currently assigned plans, but it warns users when they
review commissions.
Based On Select a value on which to base the commission line.
• Gross Wages: Total gross wages of the client payroll invoice.
• Admin Fees: Total amount of administrative fees on the client
payroll invoice.
• Benefit Commission Type: Benefits-based commission for a
specific benefit type. You must enter the benefit type code in the
Based On Item field.
• Benefit Commission Percentage: Percentage based on the benefit
list. You must enter the specific group benefit plan ID in the Based
On Item field.
• Workers Compensation: Total amount of workers’ compensation
billed to the client for the payroll period.
• Workers Compensation Profit: Checks bill code 005 and computes
the profit, and also checks for information entered on losses.
• Average Number Lives: Average number of active employees
during the commission cycle.
• Gross Profit: Sales items minus the direct cost items. The value is
shown on the Profitability Report in the backend system.
• Tax Profit (001/002/003/004): Sales of tax-based items (FUTA,
SUTA, and FICA, as associated with the listed tax bill classes)
minus the cost for those tax items. Tax profit is rarely used for
commissions because when not passing shelter credits it can
often show a loss for the month.
• Percent of Bill Code: Fixed percentage for the amount charged on
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Field Name Description
• Profits to Admin [Enter Bill Code in Based On]: The system uses
the specified Bill Code and then subtracts the cost associated with
that Bill Code. That amount (profit or loss) is used in the percent
computation. For example, if you choose Bill Code 004 (SUTA) and
specify 5% of profits, and there was $1000 in sales and $960 in
costs, the payout would be $2.00 ($40.00 x 0.05).
• Fixed Per Paid EE [PayFrequency in Based On if needed]: Fixed
amount per paid employee. Specify a pay frequency if
appropriate (see Based On Item description).
Based On Item Enter the Based On Item that works in conjunction with the Based On
value to calculate the commission.
If the line is based on benefit type, enter the specific benefit code
associated with the plan(s). The system uses benefit plans with this
code in the calculation for this commission. (See Assigning a Benefit
Commission Code.)
If the line is based on gross wages or admin fees, you can also do
computations based on the workers’ compensation code on the payroll
vouchers. For example:
• TX.8810 would specify that the system compute a rate based on
TX.8810 wages (for gross wages) or administrative fees (for admin
fees).
• *.8810 would be for all states using 8810 as a code.
• *.* would be for all workers’ compensation codes.
• If all three were entered in that order, then the system would put
all Texas 8810 in the first bucket, all 8810 except Texas in the
second bucket, and all codes except 8810 in the third bucket.
Note: The order must be correct. If *.* is the first code, then there
would be no other data to allocate to other buckets because all
WorkersCode would match this bucket and be assigned.
For Fixed Per Paid EE, this field can be a pay frequency (W, B, S, or M)
to allow different rates for different pay frequencies since this
payment is per regular invoice.
Employee count - Enter the Employee count - low and Employee count - high end values
low/Employee count - used to calculate this type of commission/rate. For example, if theseClient Administration Guide © 2026 PrismHR 187 Chapter 8 Establishing Other Client Setup Features
Field Name Description
high fields define a range of 0–100 employees and the client has 125
employees, the system does not calculate this commission. The
employee count fields are particularly important if the commission is
based on the average number of active employees, since the count is
used in the calculation itself.
Flat Or Percent Indicate whether the commission calculation is a Flat or Percent rate.
This works in conjunction with the Commission Rate field.
Commission Rate Enter the Commission Rate, which relates to the Flat or Percent field
value. If you enter 15.00 in this field, for example, the commission rate
is $15.00 for a flat calculation rate or 15% for a percent calculation
rate.
Commission Group Enter the Commission Group to group the commission line with other
commission computations with the same number. Number the groups
sequentially (1, 2, 3, and so on). Groups allow the system to test
among groups to select either the highest or lowest amount, based on
the Commission Group Highest or Lowest field.
Commission Group If this is a grouped plan, indicate the amount to use:
Highest Or Lowest
• Select Highest to use the highest result of the grouped
commission computation lines.
• Select Lowest to use the lowest result of the grouped commission
computation lines.
See Grouping Commissions (page 189) for information on how the
system uses commission groups.Assigning a Benefit Commission Code When you create a commission based on the benefit commission type, the system bases the calculations on any plans that have that type defined in the special options.
To assign a benefit commission code to a benefit plan, do the following: 1. Click Back Office. 2. From Operations|Change, select Group Benefit Plans. 3. Enter or select a benefit plan ID for the plan you want to edit. 4. Scroll down to the Special Options panel.
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Grouping Commissions PrismHR’s commission plan grouping feature enables the system to compare the results of the commission calculations and, according to how you arrange the groups, apply only the commission structure with the lowest or highest result. The grouping feature also enables the system to choose between commission results that use the same basis for calculation. When the system calculates commissions, it totals the commission amounts within the same numbered group and compares the results against the results of other groups. The group with the highest or lowest commission amount (depending on what is indicated in the Commission Group Highest or Lowest field) is the one added to the commissions of the salespeople assigned to the commission plan. For example, this example shows that the salesperson’s commission is the total of the fourth commission line (benefit plans with the commission code MED) plus whichever group is the highest: • Gross wages or admin fees (Group 1) • Active lives (Group 2)
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Administering PTG Commission Types Use the Commission Period Look-back form to administer Percent Target Amount (PTG) commission types. This form streamlines the process of identifying active clients who had payrolls processed during a specified look- back period but have no corresponding invoice data in a target period and automatically generates the invoice records needed to accurately apply PTG commissions. For example:
To administer PTG commission types and generate invoice records: 1. Enter or select a mandatory Begin Date and an End Date in the Look Back Period panel. Note: You cannot enter Look Back Period dates or Target Period dates that contain a gap greater than one year. 2. Enter or select a mandatory Begin Date and an End Date in the Target Period panel. 3. Enable Active Clients (only) to limit the assessment to active clients only. 4. Click Run Process. (The system only enables the Run Process button after completing all date fields.) A message displays, “Are you sure you wish to start the Look-back process at this time?” Click Yes to continue. 5. A progress report displays on-screen. Click Report to view the report details or Close to return to the Commission Period Look-back form. 6. The system displays a printable/downloadable report titled Commission Period Look-back Report, which lists all invoices created during this process. (Otherwise, a message displays, “No invoices were Created.”) For example:
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Note the following when using the Commission Period Look-back form: • Users whose user role is set to FULL for the Commission Period Look-back form can view the form, enter or select dates and use the buttons. • Users whose user role is set to INQUIRY for the Commission Period Look-back form can view the form, but cannot enter data or use the buttons. • Users whose user role is set to DENY for the Commission Period Look-back form cannot access this form. • Click Cancel to clear all data on the form.
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Chapter 9 Maintaining Client Details Use the Client Details form to maintain company information and settings.
Note: Not all tabs and forms are available to all users.
Most of the information is in the tabs of the form. You can access other information and settings with the Actions menu; see Accessing Features in the Actions Menu on page 250. • Detail tab: Maintaining Client Information (page 192) • Account tab: Maintaining Client Contact and Account Assignment Information (page 197) • Control tab: Setting Client Control Parameters (page 199) • Benefits tab: Setting Up Client Benefits (page 209) • Billing tab: Specifying Client Billing Options (page 216) • Payroll tab: Controlling Client Payroll Processing (page 222) • Time Sheet tab: Setting Client Time Sheet Parameters (page 230) • Tax tab: Setting Client Tax Parameters (page 233) • Notes tab: Storing Miscellaneous Client Information (page 238) • Other tab: Setting Additional Client Parameters (page 240)
Maintaining Client Information Set company information with the Detail tab on the Client Details form.
Establishing Client Information Specify basic information with the Name & Address panel.
To set client information, do the following: 1. Select Client. 2. From Client|Change, select Client Details. 3. Complete these fields in the Name & Address panel.
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Field Description
Client ID Enter the unique identifier for the client.
Client Name (DBA) Enter a 'doing business as' name.
Legal Name Enter the client's legal name.
Address Enter the client's main street address. If there is a separate mailing address,
enter that information on the Account tab.
ZIP Code Enter a zip code. If required, enter ZIP+4 in the Suffix field
City Enter a city or town location.
State Select a state from the State drop-down, or refine the search by entering a
state name.
Telephone Enter the main telephone number.
Note: You can initiate a Zoom call to the client's phone number by clicking
the Call ( ) icon, if a supported soft phone exists on your computer.
Fax Number Enter a fax number.
Website Enter a URL for the client's web site.Defining Client Business Information Set a client’s business information in the Contract panel.
To set business information, do the following: 1. Complete these fields in the Contract panel.
Field Description
Status The current status of a client.
Click the Edit icon to open the form where you can change the client's
status . (Note: The system displays an error message if you do not save changes
to the Client Details form before selecting the Edit icon : "You must save
your changes before changing company status.")
Note: This feature is only available to users with the correct permissions.
Status Date Date when the current status went into effect.Client Administration Guide © 2026 PrismHR 193 Chapter 9 Maintaining Client Details
Field Description
Contract Date Enter the date when the contract was signed.
First Pay Date Enter the first payroll date processed for a client. Note the following:
• If you enter this date: The period start and end dates will not auto-
populate.
• If you leave this field blank: When the first, regularly scheduled payroll is
posted, this field on the client details record updates with the first check
date, period start date, and period end date. These values can all be
changed.
• The Period Start Date and Period End Date fields are hidden until after
the first regular payroll posts. Once the payroll posts, the dates in these
fields populate according to the following rules:
• If the client's Status Date is before the determined date of
10/14/2019, the Period Start Date and Period End Date fields will
not populate or display.
• If the client's Status Date is equal to or greater than (=>)
10/14/2019, the Period Start Date and Period End Date fields will
populate and display.
After posting the first regular payroll and the dates populate in these fields, you
can change the dates.
Service Type The Service Type indicates the services provided to this client. (Note: The
correct Service Type ensures accurate billing.)
• Administrative Services Only: Also known as ASO, the client should be
linked to an Employer that has the client’s information. Typically this is the
record that was created when the client was entered in the system. The
system assumes cost equals billed for taxes and workers’ compensation.
• Corporate: This option provides a Corporate Accounting model that works
best for corporate companies. In addition, using this option with the
Product Version field set to Professional in the Global Configuration form
runs corporate accounting for this client in a professional product version
for the rest of the clients. (Note: No billing will ever occur for a corporate
client; if the client should be billed, select a different service type.)
• Staffing: This option provides a Staffing Accounting model that works best
for staffing companies. In addition, using this option with the Product
Version field set to Professional in the Global Configuration form runs
staffing accounting for this client in a professional product version for the
rest of the clients. (Note: No billing will ever occur for a corporate client; ifClient Administration Guide © 2026 PrismHR 194 Chapter 9 Maintaining Client Details
Field Description
the client should be billed, select a different service type.)
• Professional Employer: Also known as PEO, this option indicates that the
service provider manages human resources, employee benefits, payroll,
workers’ compensation, accounts receivable, and COBRA administration
for the new client. Cost is considered the PEO cost for taxes and workers’
compensation rates, which are entered at the system/employer levels.
Billed rates can be higher (for profit centers) or lower than cost if
appropriate, and rates are specified at the client level.
• HR Services Only: The service provider manages only human resources for
the client’s employees: hiring, termination, performance, compensation,
training, policy, and OSHA-related services. There is no payroll.
• Payroll Services Only: The employer of record provides only payroll and
payroll tax services for the client. The employer does not provide human
resources services.
• Admin. Service/Alt. Billing: This option is similar to an ASO in that the
system creates an employer record automatically. The system treats the
client as a PEO for billing purposes. The organization can open profit
centers on taxes and workers’ compensation. The system does not assume
cost equals billed.
Employer Enter the company that employs the client and its employees, or select a
company from the Employer drop-down. You can also refine the search by
entering the Employer Name.
Federal Entity ID If the client’s employer is certified as a PEO by the IRS, enter the Federal Entity
ID or select an ID from the Search Entity lookup form. If the employer is not
flagged as a certified PEO in Employer Details, this field does not display.
Termination If the client is terminated, the Termination Reason field displays the reason for
Reason the termination. The field displays only when the status type is set to the
Terminated class.
To update a client's termination reason, select an option from the Termination
Reason field.
Inactivation If the client is inactivated, the Inactivation Reason field displays the reason for
Reason the inactivation. The field only displays when the status type is set to the
Inactivated class.
To update a client's inactivation reason, select an option from the Inactivation
Reason field.Client Administration Guide © 2026 PrismHR 195 Chapter 9 Maintaining Client Details
Setting Industry-related Information Set industry-related information in the Classifications panel.
To define industry-related information, do the following: 1. Complete these fields in the Classifications panel:
Field Description
Business Entity Type Select an entity type, which is used for tax reporting. For example, Limited
Liability Corporation.
Business Enter a brief description of the business.
Description
Client Category Enter a client category (such as CON for Construction), or select a category
from the Select Client Category look-up form. You can also refine the search
by specifying the Category Description.
SIC Code Enter the SIC (Standard Industrial Classification) code for this client, or select
a code from the SIC Codes Selection look-up form. You can also refine the
search by specifying the SIC Code or the Classification.
Note: Cursor over the SIC Code and NAICS Code descriptions to display their
full name. (A truncated version of each description displays online using
ellipses (...).)
NAICS Code Enter the NAICS (North American Industry Classification System) code for a
client's primary business activity, or select a code from the Select NAICS Code
look-up form. (You can also refine the search by specifying the NAICS Code or
the Class Description.)
Note: If there is no NAICS Code assigned here or the NAICS Code assigned
here is obsolete then the EEO-1 build will fail.
International Client Select to identify the client as an international client.
Note: If you enable International Client, the ABA/Routing Number field on
the Billing tab changes to Swift Code, so you can bypass standard ABA
routing number validation by specifying a particular bank or branch for
international money transfers (8-11 characters).
Cost Center Enter the cost center used to process accounting transactions, or select a cost
center from the Cost Center Selection look-up form. You can also refine the
search by specifying the Cost Center ID or the Cost Center Name.
Sub-Cost Center Enter the sub-cost center assigned to a client or select a sub-cost center from
the Sub Cost Center Selection look-up form.
Multi-Entity The first three multi-entity groups associated with the client display inClient Administration Guide © 2026 PrismHR 196 Chapter 9 Maintaining Client Details
Field Description
Group/Description alphabetical order. (You can scroll down to view other multi-entity groups.)
Note: Select a multi-entity group to display its details in the Multi-Entity
Group Details form.Related Topic See SBEA User Guide
Maintaining Client Contact and Account Assignment Information You can set contact and account assignment information with the Account tab on the Client Details form.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Account tab.
Adding and Editing Contact Information Specify new contacts and edit existing contacts in the Contact Information panel: • Add contact information: Select an existing contact name, then click New in the Contacts form. Complete the required fields and click Save. • Edit contact information: Change existing information by selecting a contact name and updating the required fields on the Contacts form, then click Save.
Designating Employee Representatives Specify employee representatives for each account type (for example, Payroll) with the Account Assignments panel.
Note: These employee representatives do not influence the approval process. Users should contact them for informational purposes only.
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Note: You can only enter service providers in the Payroll, Human Resources, Benefits, Risk, Sales,
Coordinator, Broker, Print/Mail User, and Backup Assignments employee representative account type
fields. (The Print/Mail User field only displays when the client's global configuration is set to Separate
Print/Ship Functions.)Specifying a Mailing Address Set a company’s mailing address with the Mailing Address panel. 1. Complete these fields as required.
Field Description
Address, City, State Enter the company's mailing Address. Enter a company's mailing address
and business location (city and state).
ZIP Code Enter a company's zip code. Use the ZIP+4 format if required.
Bill using this Client’s Send a company's billing to the address of another company by entering
Address the recipient company ID in this field.Customizing My Support Team Dashboard Contacts Assign contacts that display on the My Support Team Dashboard with the Customize My Support Team Dashboard panel. Enter the contact name or click the field name and select a name from the Search users list that displays. Note: To display the Customize My Support Team Dashboard panel, you must first enable the DASH_SUPPORT_ TEAM_ADD custom feature code. After enabling this custom feature code, the Customizable My Support Team Fields panel displays on the System Parameters form where you can add a description for each custom field, which determines how these fields display on the Account tab. (See the PrismHR System Administration Guide.)
Establishing Bank Accounts Specify bank account information for a client with the Bank Accounts panel. 1. Complete these fields as required.
Field Description
Payroll Check Account Enter or select information for the account payroll checks are drawn from.
Direct Deposit Account Enter or select information for the account direct deposit (ACH) amounts
are drawn from. If left blank, the Payroll Check Account is used.
Garnishment Check Enter or select information for the account wage garnishments for theClient Administration Guide © 2026 PrismHR 198 Chapter 9 Maintaining Client Details
Field Description
Account employees of a company are drawn from.
Manual Checks Enter or select the account manual checks are drawn from. This field is
Account required if manual checks are entered with the Pay Check Calculator form.
On Demand Checks Enter or select the account that manual checks are drawn from for On
Account Demand Check processing.
Reverse Wire Account Enter the checking account number used with the reverse wire transfer.
Important! The reverse wire process does not work for internal
processing. (You cannot make an entry in the Reverse Wire Account field
if the active client is set up for internal ACH processing on the System
Parameters form.)
Note: The system validates this checking account, so you cannot enter an
account that is linked to an ACH originator set up for a reverse wire
transfer in any other bank account fields, except for the reverse wire
transfer account.
After entering the checking account number a warning displays, "Warning,
you must make arrangements with the bank and with the client before
setting up a reverse-wire-transfer." Click OK to continue, then perform the
tasks listed in the warning.
Child Support EFT Enter or select information for the account child support garnishments are
Account electronically drawn from.
Receipts Account Enter or select information for the account used for ACH or Credit Card
receipts.
Third Party Check Enter or select information for the account third party checks are drawn
Account from.
Pay Card Account Enter or select information for the account used to pay cards/debit cards.Setting Client Control Parameters You can set operational parameters for a client using the Control tab settings on the Client Details form.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Control tab.
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Setting Payroll Processing Parameters Set payroll processing parameters for a client with the Process Controls panel.
To set these parameters: 1. Complete these fields as required.
Field Description
Do Not Service Select to disable payroll processing.
Worksite Time Sheet Select if users at the worksite enter time sheet information.
Entry
Processing Schedule Enter a payroll processing schedule for this client.
Worksite Payroll Select one of the following options to determine the payroll approval
Approval process for the client:
• Disabled: Select this option if you do not want the client to approve
payrolls before the payroll is finalized.
Important! If you disable the Worksite Payroll Approval field even
though the Payroll Finalization Notification field is set to Email, the
system stops sending finalization emails to the client.
• Standard: Select this option if you want the client to perform a one-
step payroll approval before the payroll is finalized (that is, after
calculation).
• Multistep: Select this option if you want the client to perform at least
two payroll approval steps before the payroll is finalized (that is, after
calculation).
Note: When you select the Multistep option, the following message
displays: "Approval Steps must be defined under Approval Policies to
fully activate Multistep Approvals. If steps are not defined, this setting
will work the same as Standard worksite payroll approval." Click OK to
continue.
The following scenarios describe what happens when you enable the
Multistep option:
• After selecting the Multistep option and then clicking Save, the
following message displays, "Approval Steps must be defined under
Approval Policies to fully activate Multistep Approvals. Would you like
to define them now?" The following happens depending on your
answer:
• Yes: The Approval Policies form automatically displays.Client Administration Guide © 2026 PrismHR 200 Chapter 9 Maintaining Client Details
Field Description
• No: The save process continues.
• After setting up payroll approval using the Multistep option and
defining approval steps at the approval-policy level and then changing
the Worksite Payroll Approval setting to either Disabled or Standard,
when you click Save a message displays, "Changing the Worksite Payroll
Approval Type will clear all previously defined approval steps for
Multistep Payroll Approval. Do you wish to continue?" The following
happens depending on your answer:
• Yes: The system clears the client-level approval policy record for
multistep payroll approval.
• No: The system cancels this setup change and returns the Worksite
Payroll Approval option to the original Multistep setting.
Minimum Check Enter the amount that the system will validate for a check. During payroll
Amount initialization, the system flags any checks with a gross pay amount less than
this value.
Maximum Check Enter the amount that the system will validate for a check. During payroll
Amount initialization, the system flags any checks with a gross pay amount greater
than this value.
Suppress Arrearage Select to suppress the global creation of arrearage vouchers. This is a zero
Vouchers voucher, created when an employee is active, but they do not get paid. This
is a global setting that might be overriden at the client level
(Client|Change|Client Controls).
Note: The PrismHR Customer Support Team strongly recommends that you
do not enable the Suppress Arrearage Vouchers field.
Suppress Select to suppress garnishment payments by check or EFT.
Garnishment Checks
Suppress Employee Select to suppress payments that are normally scheduled for direct deposit
Direct Deposit and print paper checks instead.
Payroll Finalization Select Email from this drop-down if clients want notifications about payroll
Notification finalization. If notifications are enabled, it is possible to enter additional
email addresses for people other than the payroll approver to receive
notification, such as members of a finance team.
Note: To ensure worksite managers/worksite trusted advisors with the
Payroll Approver HR Role receive the finalization email, you must enable
payroll approval and then approve the payroll.
Email notices include a copy of the invoice, but are unrelated to payrollClient Administration Guide © 2026 PrismHR 201 Chapter 9 Maintaining Client Details
Field Description
finalization approval policies that are defined at the system level or for the
client. These notices are just used for payroll posting notification.
ACH Hold Threshold Enter the invoice total required to place all ACH transactions on hold.
After Post, Pre Mail Select what needs holding after posting until the client wires the money:
Hold Unpaid Invoices (Not ACH), or All Invoices.
After Post, Pre Mail Enter the amount that makes invoices subject to After Post, Pre Mail Hold.
Threshold For example, enter 2000 to hold invoices that are greater than $2000.
Maximum ACH Enter the maximum allowable ACH amount to enforce a threshold amount
Amount requiring ACH approval.
Note the following:
• You can only enter positive numeric values in this field, which are
limited to two decimal places. If you enter more than two decimal
places, the system truncates them. For example, the system truncates
5000.7890 to 5000.78.
• When processing payrolls where the Maximum ACH Amount is set and
the client is configured for Service-service Payroll with Finalize & Print
restrictions, submitted payrolls (those whose status is set to INITPEND)
that exceed a set ACH amount are prevented from processing until
they are approved by a Billing Representative. These submitted
payrolls are those where the payroll processor clicks Yes when the
"You cannot make any changes once you submit payroll for processing.
Are you sure you want to submit?" message displays. (Note that this
message does not display when payrolls are submitted in SuperBatch.)
Enable E- Select Enable E-Verification? if you want to submit new hires to use E-
Verification? Verify. After selecting this field a message displays, "E-Verify will be enabled
for all locations. You can exclude a location from E-Verify on the Worksite
Location under Other Parameters."
Note: E-Verification occurs after Form I-9 Section 2 is completed.
Enable I9 Remote This field will only display if the Enable E-Verification? field above is
Verification checked. By default this box will be unchecked. Check this box if you want
to enable Form I-9 remote verification for all worksites of this client who are
authorized to remotely verify Form I-9s for their employees. When you
check this box a message pops up stating E-Verify will be enabled for all
locations. You can exclude a location from E-Verify on the Worksite Location
under Other Parameters. Click OK to continue.Client Administration Guide © 2026 PrismHR 202 Chapter 9 Maintaining Client Details
Field Description
Note: If you want to disable Form I-9 remote verification for any
particular worksite for this client, you can do so using the Enable Remote
Verification for this Location field under the Other Parameters section on
the Worksite Locations form for that worksite.Specifying General Ledger Template Specify a general ledger template with the Employer Accounting panel that associates between benefit plans, retirement plans, billing codes, or pay codes to general ledger accounts. 1. Complete these fields as required.
Field Description
G/L Template Click the G/L Template link to select a template to use for checking accounts,
accounts receivable, or inter-company transaction accounts. These codes
permit different clients to use different G/L account numbers for posting.
Note: An error message displays if you enter or select an obsolete G/L
Template, and the system will not process a payroll when a client assigned with
an obsolete G/L template tries to initiate payroll calculation or finalization.
G/L Code Enter any required codes. Use G/L Code for general ledger distributions, and
Misc G/L Codes for special transactions.Defining Client Accounting Specify client accounting with the Client Accounting panel. 1. Complete these fields as required.
Field Description
Generate Select if a client uses accounting. This causes payroll initialization to fail if all
Accounting revenues are not accounted for.
Accounting Select an accounting template used by this client.
Template
Override By Select to override the G/L account by Pay Code or Job Code.
PositionClient Administration Guide © 2026 PrismHR 203 Chapter 9 Maintaining Client Details
Field Description
Generate ASO Select for clients that have the Service Type set to Corporate or Staffing who
Client Accounting want to use ASO Accounting. This field is hidden if the Service Type is set to
something besides Corporate or Staffing. You can only check this field if the
client has a set-up record in the ASO.GL.DEFN file. When you run the client
accounting download, it prompts you for a payroll number instead of an
invoice. It builds the client accounting file by reading and processing ASO
Account Journals.
Note: You can not have the Generate Accounting box checked if Generate
ASO Client Accounting is enabled.Setting Up New Hires and Employees Set up new hires and employees with the New Hire/Employee Detail Controls panel. 1. Complete these fields as required.
Field Description
Employee Number Assign a unique number to new employees.
Required for EP NH
Auto Employee Number Automatically assign an employee number to new hires.
Allow First Period Hours The Allow First Period Hours drop-down displays if your organization has
selected Enable New Hire First Period Hours in System Parameters.
Indicates whether users of the New Hire form can enter prorated hours
for the new employee for the client if their start date is in the middle of a
pay period. This is used for salaried employees who have auto time sheet
hours.
• System Default: The New Hire form displays the First Pay Period
Hours field only if Enable New Hire First Period Hours is selected in
System Parameters.
• Enabled: The First Pay Period Hours field is available in the New
Hire form, regardless of the setting in System Parameters.
• Disabled: The New Hire form will not display the First Pay Period
Hours field, regardless of the setting in System Parameters.
Department Required Specify a department for employee time sheets and labor allocation.
Shift Required Specify a shift for employee time sheets and labor allocation.Client Administration Guide © 2026 PrismHR 204 Chapter 9 Maintaining Client Details
Field Description
Work Group Required Employees require a work group in the Work Group Required field.
Division Required Specify a division for employee time sheets and labor allocation.Configuring Benefits Enrollment and On-boarding Set up Benefits Enrollment and Onboarding with the Enrollment/Onboarding Controls panel. 1. Complete these fields as required.
Field Description
Electronic Enrollment Indicate whether employees use PrismHR enrollment.
Electronic On-Boarding Indicate whether new employees use electronic on-boarding:
• Always: Employees always do their own onboarding online.
• Never: Employees never do their own onboarding. Instead,
administrators enter employee information in the New Hire form.
• Prompt: The New Hire form prompts you to indicate whether the
employee will complete the onboarding process online, or if you
will enter the information in the New Hire form.
Note: If you set this field to Null or Never, these conditional fields do not
display:
• Electronic On-Boarding for Rehires
• I-9 Business Address
• Allow Upload of Supporting Documents (I-9)
• Complete All Forms to Activate Payroll
• Enable Benefit Enrollment After Final Submit
Electronic On-Boarding Indicate whether rehires for a company should automatically go through
for Rehires PrismHR onboarding.
I-9 Business Address Indicate whether the system should use the Employer address or the
Client (DBA) address with their doing-business-as name.
Allow Upload of Select one of the following options to determine whether the system
Supporting Documents allows employees for the selected client to upload supporting I-9
(I-9) documents during the I-9 workflow:
• System Default: The system uses the Allow Upload of SupportingClient Administration Guide © 2026 PrismHR 205 Chapter 9 Maintaining Client Details
Field Description
Documents (I-9) global onboarding option to determine whether to
allow this client's employees to upload supporting I-9 documents
• Enabled: The system allows this client's employees to upload
supporting I-9 documents
• Disabled: The system does not allow this client's employees to
upload supporting I-9 documents
Complete All Forms to Select one of the following options:
Activate Payroll
• System Default: The system defaults to adding employees to
payroll once they submit their Form I-9 Section 1 (and the manager
completes the Form I-9 Section 2) and Employee Information form
• Enabled: Prevents employees from being added to payroll until all
onboarding forms are complete
• Disabled: Does not prevent employees from being added to payroll
until all onboarding forms are complete
Enable Benefit Select one of the following options:
Enrollment After Final
• System Default: Uses the configuration of the Enable Benefit
Submit Enrollment After Final Submit field on the Onboarding Options
form. For more information, see the System Administration User
Guide.
• Enabled: Employees can access their benefit enrollment workflow
through Onboarding after submitting all onboarding-related forms.
• Disabled: Employees are unable to access their benefit enrollment
workflow through Onboarding after submitting all
onboarding-related forms.
Decision Support Select one of the following options:
• Enabled: Enables the Decision Support form to appear in the
enrollment workflow.
• Disabled: Prevents the Decision Support form from appearing in the
enrollment workflow.Setting Pay Codes Set pay codes and how they display on pay stubs with the Pay Codes panel. Pay codes entered in this panel are the only pay codes that can be used for the client. 1. Complete these fields as required.
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Field Description
Clone Pay Codes from Copy pay codes from an existing client. This overwrites codes already set
another client up for this client, but you can add codes afterward.
Pay Code Enter or select each pay code.
Print on Pay Stub Select a method for the pay code.Specifying Deduction Codes Set deduction codes for the client with the Deduction Codes panel. 1. Complete these fields as required.
Field Description
Clone Deductions from Copy deduction codes from an existing client. This overwrites codes
another client already set up for this client, but you can add codes afterward.
Deduction Code Enter or select each deduction code.
Print on Pay Stub Select a method for the deduction code.
Worksite User Selectable Select Yes if this deduction code should be available to worksite users.Entering Voluntary or Employee Loan Deduction Codes Enter or select voluntary or employee loan deduction codes that can go into arrears for a client with the Arrears panel.
To enter voluntary or employee loan deduction codes, do the following: 1. Go to the Arrears panel and complete the following fields:
Field Description
Clone Arrears codes Copy arrears deduction codes from an existing client. This overwrites
from another client codes already set up for this client, but you can add codes afterward.
Voluntary/Employee Enter or select each code that can go into arrears.
Loan Deductions To
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Specifying Employee Types Enter or select the employee type codes you would like to display to this client. If you leave this table empty, the client can use any employee types in the system. If you specify one or more types here, the client will only be able to use the specified types.
Note: The settings configured here will apply to any Service Provider, Worksite Manager, and Worksite Trusted Advisor users associated with the client.
To set up employee type codes: 1. Locate the Employee Types panel. 2. Enter or select the appropriate Employee Types. A Description will populate next to each type. 3. Click Save.
Entering Employee Statuses Enter or select the employee statuses in this panel that you would like to display to this client. If you leave this table empty, the client can see all employee statuses on the forms as any user type. If you specify one or more employee statuses in this panel, the client will only be able to see the specified statuses in the following forms: Reactivation, Rehire, Status Type Change, and Employee Termination.
Note: The settings configured here will apply to any Service Provider, Worksite Manager, and Worksite Trusted Advisor users associated with the client.
To enter employee statuses: 1. Locate the Employee Statuses panel. 2. Enter or select the appropriate Employee Statuses. A Description will populate next to each type. 3. Click Save.
Defining Reason Codes Enter or select the reason codes in this panel that you would like to display to this client. If you leave this table empty, the client can use any reason codes in the system. If you specify one or more reason codes in this panel, the client will only be able to use the specified codes in the following forms: Leave of Absence, Pay Rate Change, Reactivation, Rehire, Status Type Change, and Employee Termination.
Note: The settings configured here will apply to any Service Provider, Worksite Manager, and Worksite Trusted Advisor users associated with the client.
To define reason codes: 1. Locate the Reason Codes panel. 2. Enter or select the appropriate Reason Codes. A Description will populate next to each type. 3. Click Save.
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Reporting Set allocation formats used by a client with the Reporting panel. 1. Select each of the Allocation Formats Allowed. 2. Click Save.
Setting Up Client Benefits Set up group benefits, workers’ compensation, and retirement plan information for clients with the Benefits tab in Client Details.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Benefits tab.
Establishing Employer Group Benefit Parameters Set employer group benefit plan parameters with the Group Benefits panel.
Note: If your organization uses Benefits Enrollment, the forms for flexible spending plans display in enrollments only if the plans are set up in Benefit Plan Setup and in the Benefits tab in Client Details.
Complete these fields as required.
Use this To define this option Section 125 Select an existing 125 plan or type in a plan name. Plan HSA Plan Select an existing HSA plan or type in a plan name. Maintains Select if the client maintains a high deductible health plan. This suppresses the Own HDHP system’s validation when setting up an employee HSA..
Eligible Select to make benefits available to an employee if the client makes different sets Benefits of benefits available to their employees based on department, division, location, or Determinant benefit group. The system checks what benefits employees are eligible for based on the determinant. The Eligible Benefits Determinant field should be set to appropriate restrict eligibility to access the Eligible Benefits sections on the corresponding forms. Suppress Select if the client does not want to automatically calculate benefit adjustments.
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Use this
To define this
option
Section 125
Select an existing 125 plan or type in a plan name.
Plan
Automatic
Benefit
Adjustment
Control Group Acts as a master company for the control group, if any. Use control groups to
Client aggregate data when there are multiple clients that are treated as related entities
for Affordable Care Act (ACA) or retirement plan reporting purposes.
As an example, if an employee works 20 hours at company A and 20 hours at
company B, the system treats that employee as having worked 40 hours, for the
purposes of the ACA, and reports that for both companies A and B.
Auto Create Select to create employee web enrollment forms automatically.
Open
Enrollments
Auto Post Select to post employee web enrollment forms automatically.
Open
Enrollments
Include Select to Include Employer Cost in Employee Self-Service. (PrismHR Benefits
Employer Cost Enrollment only.)
in Employee
Self-Service
Employee The calculation method (Per Period, Per Month, or System Default) to use for
Calculation calculating employee costs during enrollments. (PrismHR Benefits Enrollment only.)
Based On
Note: For employees who are paid weekly and who have selected a weekly cost-
basis benefit plan, the Employee Calculation Based On must be set to Per
Month.
Disable Select one of the following options:
Accelerated • Unchecked - (Default) Catchup 60-63 option is available at the client level
Catchup?
• Checked - Catchup 60-63 option is disabled at the client level
• When disabled, the 60-63 Catch Up does not apply and functionality works
as it did before.
• When Catch Up Limit is applied at the system level on the Tax Year Limits
Maintenance form only, Vertex limits the sheltered amount based on IRS
limits.
• When Catch Up Limit is applied to the Retirement Plans form, under theClient Administration Guide © 2026 PrismHR 210 Chapter 9 Maintaining Client Details
Use this
To define this
option
Section 125
Select an existing 125 plan or type in a plan name.
Plan
Plan Year Deferral Limits section, the regular contribution overrides Vertex
but not for Catch Up (can contribute higher for catchup but sheltered
limited at 7500)
• When limits are applied to the Employee Benefit Rule Overrides form,
then the regular and catch up overrides the Vertex limits and use the
employee enrollment limits for deferral and taxation.
Benefit Rules An expiration date for the benefit rules set up for the client. This setting is used in
Good Through the New Hire Suspension Process.
Date
Allow Auto Select to suspend auto-enrollments when an employee is hired.
Enroll
Suspension?
Cobra Plan For compliance with the American Rescue Plan Act. Select if the COBRA benefit
Client plan is sponsored by the client instead of the employer.
Sponsored
Allow Edit Allows employees to make changes to their dependents during the Onboarding
Dependents process and enrollment workflow.
in Enrollment
Workflow?Selecting a Retirement Plan To specify a retirement plan for the client: 1. Select one or more retirement plans that the client participates in from the Retirement Plans panel. 2. (Optional) Enter the TPA Plan ID for each plan if retirement plan information is reported to a third-party administrator.
Note: Start and end dates are displayed for a plan if these dates are configured in Benefit Plan Setup.
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Setting Up ACA Reporting Indicate whether a client is considered a large employer under Affordable Care Act (ACA) guidelines for each year with The ACA Reporting table. You can also set it so employees can access information in Employee Portal (EP).
To set up ACA reporting for each year: 1. Locate the ACA Reporting grid, which contains rows for each ACA year. 2. Create a new row for the current year, as needed. 3. Complete these fields as required.
Use this option To define this
ACA Large Employer Select 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 Select 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 Select the information to use in the Applicable Large Employer
Member fields on Form 1095-C:
• 1094c: Employer name and address from Form 1094-C
settings.
• Employer Master: Employer name and address from
Employer Details.Setting Up Workers’ Compensation Insurance Set workers’ compensation insurance parameters with the Workers’ Compensation Insurance panel. 1. Complete these fields as required.
Use this option To define this
Policy Select an existing policy or type in a workers' compensation policy that
covers the employees for a client.
Policy Effective Date Set a date for a client's coverage.
Use Rate Templates Select to use table-based rate templates instead of the traditionalClient Administration Guide © 2026 PrismHR 212 Chapter 9 Maintaining Client Details
Use this option To define this
method when calculating workers’ compensation.
1099 Contractors Covered Select if 1099 contractors are covered by the policy. Workers’
compensation calculates for 1099 employees as well as other
employees.
Calculation Options Use this option to calculate workers’ compensation accruals from the
following options:
• Time Sheet Location Based
• Resident State Based - When you select this option AND the
“Remote Location” is checked in the Worksite Locations form, the
employee is treated for WC purposes as the state of their resident
geocode and not the WC state assigned to the worksite location.
The employee override is not required if the worksite option is
selected.
Note: Use these options only if you understand how they impact
calculations. For example, the Resident State Based option works
only for employees who also have the Tax Geocode Override Option
option set to Override Work Geocode with Resident Geocode on
the Employee Details > Other tab.
Use Company/Mod Discount Select to use W/C accrual modifiers when calculating workers’
compensation liability for the policy. This overrides the global values
set for the policy.
This only affects the modifier or discount used for the accrual (cost)
calculation, not the client’s workers’ compensation billing
modifier/discount if this is a PEO client company.
Policy Sub ID Use this option if the policy has a sub-ID or sub-policy identifier. This
displays on the Client Details form and certain Benefits Enrollment
functionality. No pricing or processing variations are allowed based on
the sub-ID; it is merely a memo.Maintaining Enrollment Eligibility Criteria Filter employees who are not eligible for benefits enrollment from receiving enrollment notifications and access to online enrollments with the Benefits Enrollment Eligibility Criteria panel. Filters can also exclude ineligible employees from being included in the Client Enrollment Summary Report. If fields are left blank, the system uses client benefit rules to create an enrollment. If fields are completed, the selected parameters override the system default settings.
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Note: If you override the system default settings, it is recommended to complete all fields in the panel. (PrismHR Benefits Enrollment only.)
Complete these fields as required.
Use this option To define this Elig Status Code The employee status codes that are eligible for enrollment, such as A (Active), L (Leave of Absence), and so on. Required. Elig Type Code The employee type codes that are eligible for enrollment, such as FT (Full-Time), PT (Part-Time), and so on. Required. Minimum Age The minimum age you want to apply to benefits enrollment eligibility. Minimum Length of Service The minimum number of days you want to apply to benefits enrollment (Days) eligibility. The value entered must in days (for example, “30” for thirty days).
Click Save.
Establishing Client Ownership Set up information about the client owners with the Client Ownership panel. 1. Complete these fields as required.
Use this option To define this
Contact ID Select a Contact ID or type in an ID for each person associated with
ownership of the client.
Owner Name Enter the name of the owner
Owner Select whether the contact is an owner (Yes or No).
Percent Set the percentage of ownership that a contact has in a client.
Owner Group (Optional): Select the group a contact belongs to. Use this only when
more than one owner exists. For example, if two families own the
company, enter "1" or "2" to indicate the family to which the contact
belongs.
Owner Relation Set this in conjunction with Owner Group to indicate the contact
person's relationship to the owner. For example, Child of Owner.Client Administration Guide © 2026 PrismHR 214 Chapter 9 Maintaining Client Details
Changing a W/C Policy You can use the W/C Policy Update form to update a W/C policy that is listed on the Benefits tab in the Client Details record. For example:
Note: This feature is only available for service providers.
To update a W/C policy: 1. Click Back Office. 2. From
Operations|Utility Processing, select W/C Policy Update. 3. Enter or
select one or multiple Policy IDs you want to update. The Description
displays in a read-only field. 4. Select Find Clients. The system
populates the table with the clients associated with the selected
policies. 5. Select the clients for updating. (Select the checkbox
directly under Select Clients to select all clients.) 6. Enter or select
the existing Policy you want to change, which can consist of the
workers’ compensation policy that covers the employees for the client.
7. Enter or select the Policy Effective Date for the client’s coverage.
8. Click Process Policy Changes. A message displays, “Are you sure you
want to change the selected clients to Policy
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• After making a policy change, the Audit Log Display on the Client
Details form displays the change and the user who made it. • An error
message displays if you enter a W/C policy that doesn’t match a policy
already in place, “Record
Specifying Client Billing Options Set billing options, electronic billing, rate overrides, and reimbursement rates through the Billing tab in Client Details.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Billing tab.
Specifying Billing Information Set up requirements for billing the client company with the Billing panel. 1. Complete these fields as required.
Field Description
Billing Template Select a template to compute billing for this client. Read-only options
display settings for this template:
• Bundled: If the selected template is bundled, one
administration fee is charged for client billing. If not, an
unbundled template charges individual fees.
• Use Billing Defaults: The selected template uses default billing
rates.
Bill Format Select an invoice format to send to a customer.
Break Field Select this where there is an invoice break. The system creates
separate invoices for each item. To create only one invoice, select No
Breaks.
Bill by Sort Select the fields that determine billing sort order. Sub-totals display
at each level.
Break Field and Bill By Sort determine how the system generates invoices. If the Bill By Sort is
Division, Location, Department, then Shift, and the Break Field is Location, then each location
creates a new invoice. The Department and Shift information are detailed for each location invoice,Client Administration Guide © 2026 PrismHR 216 Chapter 9 Maintaining Client Details
Field Description
specific to the Division-Location combination on the invoice. A summary of all invoices prints at the
end, to show the client the total for the run.
Invoice Copies Enter the number of invoice copies to print for the client during
payroll processing.
Remit Copies Enter the number of remit copies to print for the client during
payroll processing.
Create REAL Invoice Break Check to use special logic between invoices (optional). This setting
causes invoices with a break to create a separate record for each
break.
Note: Do not use this field unless directed by the PrismHR
Customer Support Team.
Suppress FSA/HSA Match Bill Select an option to suppress match billing for this client.
New Hire Fee Day Offset Enter the number of days to delay New Employee Setup fees.
A/R Customer No. Enter the ID of the client to bill. (The Deposit fields are for
information only. The system does not use these values.)
Deposit Type Select the client deposit type (optional).
Deposit Amount Enter the client deposit amount (optional).
Deposit Date Enter the client deposit date (optional).
Bundled Billing Based On Select a bundled based on billing method.
Bill Pending Location Enter or select the billing location, which refers to the main location
used for pending bills.
Note: Making this selection does not update the Bill Pending form.
Non-PEO Invoice Employer Enter or select the invoice employer for the non-PEO client.
Note: This field only displays for non-PEO clients.Establishing Electronic Billing Parameters Set client requirements to pay bills electronically with the Electronic Billing panel. 1. Complete these fields as required.
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Field Description
ACH Status Select a direct debit status:
• Active: ACH is enabled for the client.
Note: When you select Active, a warning displays stating that you
must enter the client's ABA/Routing Number, Account Number, and
Account Type (see below). Click OK to continue, then proceed with
entering the required information.
• Inactive: ACH is not enabled for the client.
• ACH by Location: The system uses ACH information from the
Worksite Location records.
Note: When you select ACH by Location, a warning displays stating
that the Bill by Sort (see above) must be set to Location and you must
enter the client's ABA/Routing Number, Account Number, and
Account Type in the ACH Details of the Worksite Location (see below).
Click OK to continue, then proceed with entering the required
information.
• ACH by Division: The system uses ACH information from Division
records.
Note: When you select ACH by Division, a warning displays stating that
the Bill by Sort (see above) must be set to Division and you must enter
the client's ABA/Routing Number, Account Number, and Account
Type in the ACH Details of the Division (see below). Click OK to
continue, then proceed with entering the required information.
• Wire Transfer Client: After calculating payroll and reviewing reports,
the processor must wait for the client to wire the money before
proceeding with payroll.
• Prenote: The client is in prenote (preauthorization) status for the
account.
The effects of the ACH options are further controlled by other settings on
the Control tab in the Client Details form. Specifically: ACH Hold
Threshold; After Post, Pre Mail Hold; and After Post, Pre Mail Threshold.
(For details about these settings, see the documentation for the Client
Control tab.)
ABA/Routing Number Enter a nine-digit routing number for a client's financial institution. (If the
correct routing number is not available, you need to create it; see Payroll
User Guide.)
Note: This field changes to Swift Code when you enable the International
Client field on the Detail tab, so you can enter up to 11 characters andClient Administration Guide © 2026 PrismHR 218 Chapter 9 Maintaining Client Details
Field Description
bypass standard ABA routing number validation to specify a particular
bank or branch for international money transfers.
Account Number Enter an ACH bank account number for the client.
Account Type Select an account type (checking or savings).
Adjust to ACH Bill Day Enter a value (positive or negative) to adjust the processing of the ACH if it
is different from the employee pay date.
Cachet Transfer Type Select a method to transfer ACH information to Cachet Financial Services.
Transfer Type Select a transfer method for ACH information.Specifying Fee Rate Overrides Set rate information for specified bill codes that differ from standard billing event rates with the Fee Rate Overrides panel. 1. Complete these fields as required.
Field Description
Bill Event Code Enter or select each code that requires a rate for this client that differs from
the standard billing event rate.
Rate Enter a standard billing event rate.
Special Rate Optional: Enter a special rate the client pays during the specified date range.
Spec From Enter the starting date when a special rate goes into effect.
Spec To Enter the ending date which is the last day of a special rate for this event.Specifying Reimbursement Rates Set billing rate information used for expense reimbursement transactions with the Reimbursement Rates panel. 1. Complete these fields as required.
Field Description
Expense Reimbursement Bill Enter an expense reimbursement bill rate.
RateClient Administration Guide © 2026 PrismHR 219 Chapter 9 Maintaining Client Details
Field Description
Exp Reimb Special Rate Optional: Enter a special reimbursement rate.
Special From Date Enter the starting date when a special reimbursement rate goes
into effect.
Special To Date Enter the ending date which is the last day of a special
reimbursement rate.Specifying Billing Rate Overrides Set billing rates for social security (OASDI), medicare, and/or federal unemployment taxes (FUTA) with the Billing Rate Overrides panel. 1. Complete these fields as required.
Field Description
As Of Date Enter the date to specify when the override begins for each billing rate
override.
OASDI/Medicare/FUTA Enter the rates to apply for OASDI, Medicare, and FUTA, as appropriate.Client Miscellaneous Bill Register Use this form to generate a report of Bill Codes created by Miscellaneous Billing Events.
Note: Client Access Group Security is enabled on this form.
To access the form, click Back Office. Under Operations|Report, click Client Miscellaneous Bill Register.
To generate the Client Miscellaneous Bill Register: 1. Complete the following:
Field Name Description Bill Date On Or After Enter the billing start date.
Bill Date On Or Before Enter the billing end date.
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Field Name Description Bill Code This field is optional. Leave this field blank to run this report for all billing codes. If you want to restrict this report to one billing code, enter the billing code here or click the Bill Code link and select the billing code from the Select Billing Codes dialog box. Bill Event Code This field is optional. Leave this field blank to run this report for all billing event codes. If you want to restrict this report to one billing event code, enter the billing event code here or click the Bill Event Code link and select the billing event code from the Select Billing Event Codes dialog box. Employee ID This field is optional. Leave this field blank to run this report for all employees. If you want to restrict this report to one employee, enter the Employee ID here or click the Employee ID link and select the employee from the Select Employee dialog box. Client ID This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report to a few selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box.
This report shows the following columns: • Bill Code • Bill Code Description • Client ID • Client Name • Bill Date • Event Code • Bill Rate • Billing Units • Invoice No • Invoice Date • Employee ID • Employee Name • Location
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• Division • Department • Shift • Bill Amount
Controlling Client Payroll Processing You can control employee payroll processing and reporting using the Payroll tab in the Client Details form.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Payroll tab.
Setting Parameters Set payroll processing parameters with the Payroll Processing Options panel. 1. Complete these fields as required.
Field Description
One Payroll per Pay Group Do one of the following:
• Enable One Payroll per Pay Group to create separate payroll
control batches when multiple pay groups have the same pay
date.
• Disable One Payroll per Pay Group to create one payroll
control batch when multiple pay groups have the same pay
date.
Note: If payroll control batches were created before enabling or
disabling One Payroll per Pay Group, you must delete and recreate
the batches for the change to take effect.
FLSA ruleset Select the Fair Labor Standards Act (FLSA) ruleset for processing
payroll for this client.
FLSA Work Week Ends On Select the day when the work week ends for FLSA rulesets.
Note: The Work Week Ends On option selected on the Pay Groups
form for the employees’ assigned pay groups overrides this value if
one is selected.Client Administration Guide © 2026 PrismHR 222 Chapter 9 Maintaining Client Details
Field Description
Per Diem Rate Source Select a source (department, position, shift ) for per diem
calculations.
Self-Service Payroll Select if the client processes their own payrolls.
Self-Service Restrictions If you selected the previous option, indicate the Self-Service
Restrictions. These are actions the client cannot perform.
• Print: The client can calculate and finalize payrolls, but cannot
print them.
• Finalize & Print: The client can calculate payrolls, but cannot
finalize or print them.
Paperless Delivery Set a delivery option for the client:
• Inactive: No paperless delivery; print everything for the client.
• All Payroll Output: Receives all payroll output (invoice,
reports, and so on) electronically. This disables the Delivery
Method field since there is nothing to print or ship.
• All Payroll Output, Delivery Sheet Only: Enforces paperless
delivery, but still physically prints a Payroll Delivery Sheet so
you can send checks to clients.
• Checks/Advices Only: Receives checks and advices
electronically and printed invoices and reports. Also,
physically prints the Payroll Delivery Sheet.
• Invoice/Reports Only: Receives invoice(s) and reports
electronically and printed checks and advices. Also, physically
prints the Payroll Delivery Sheet.
Deliver Checks To Select a standard delivery location for the client's checks.
Suppress Delivery Sheet Prevents the Payroll Delivery Sheet from physically printing when
the Checks/Advices Only option or Invoice/Reports Only option is
selected.
Delivery Method Select or enter a delivery method for the client's checks.
Recalculated O/T Pay Code Select or enter a pay code for paying a recalculated overtime pay
amount.
Use Federal Min Rate (WV) Used for locations in West Virginia that are subject to the federal
minimum wage rate.Client Administration Guide © 2026 PrismHR 223 Chapter 9 Maintaining Client Details
Setting Alternate Pay Dates You can set alternate pay dates when a pay date falls on a weekend or holiday with the When Pay Date falls on Weekend and When Pay Date falls on Holiday panels. You can also set the holidays that the client observes with the Holidays Observed panel. 1. Complete these fields as required.
Field Description
When Pay Date falls on For pay dates that fall on a Saturday or Sunday, select a day of the
Weekend week and whether payroll is delivered before or after the pay date.
Pay Date falls on Saturday Pay
On
Pay Date falls on Sunday Pay
On
When Pay Date falls on For pay dates that fall on a holiday:
Holiday
• Select each day of the week to make an adjustment to the
Holiday Day payroll delivery day.
Pay On Day
Before/After • Select a pay on day to reschedule the payroll delivery for the
corresponding Holiday Day.
• Select whether to deliver the payroll on that day before or
after the pay date.
Holidays Observed Enter holidays observed by the client.
Note: STDBANK determines bank holidays even when it is not
listed in the Client Payroll Holidays Observed.Selecting Special Reports Select special reports to print when a payroll processor posts a payroll batch, or indicate the standard reports that should not print for a client with the Payroll Reports panel. You can also edit default settings for most reports by selecting the Actions menu and Report Parameters. 1. Complete these fields as required.
Field Description
Report Code Enter or select a code to include or exclude. The report name displays after you
make the selection.
To add multiple codes at once using the multi-value selector, do the following:Client Administration Guide © 2026 PrismHR 224 Chapter 9 Maintaining Client Details
Field Description
1. Select the + - Report Code field. The Select Payroll Reports list displays.
2. To search for a report, enter the partial or full report name in the Report
Name field. For example, enter pay to display all reports that use "pay" in the
Report ID. (Instead of searching for the report, you can simply select the report
from the list that originally displays when you access the Select Payroll Reports
list.)
3. Select the reports you want to add, which the multi-value selector moves to
the Selected Reports list. (Note: After you select a report, the system dims it.)
In addition, you can do the following:
• To add all the displayed reports, click Add All.
• To remove all the reports that display in the Selected Reports list, click
Remove All.
4. Click Done.
Report Fee Enter a fee to charge for the report, if any. To avoid printing a report for this client,
even a standard report, enter -9.99.Setting Conditions for Tipped Employees Determine how the system handles certain conditions when processing payrolls for tipped employees in the Tipped Employees panel. 1. Complete these fields as required.
Field Description
Adjust Taxes to Cover Indicate the tax adjustment process to use if there is a shortage of cash
Cash Shortfall earnings.
Adjust Reported Tips to Selected: When you select this field, reported tips will be adjusted
Minimum Wage (increased) to meet the minimum wage level. If the employee's total
earnings (cash + tips) do not meet or exceed the state's minimum wage
(not the cash minimum wage), the reported tips will be rounded up so
the total earnings will equal minimum wage.
Default (not selected): Reported tips will not be adjusted (increased) to
meet the minimum wage level. If the employee's total earnings (cash +
tips) do not meet or exceed the state's minimum wage (not the cash
minimum wage), the reported tips will remain as they were entered and
the TIP CREDIT MAKEUP pay code will calculate to ensure the total
earnings equal minimum wage.Client Administration Guide © 2026 PrismHR 225 Chapter 9 Maintaining Client Details
Field Description
For more information, please visit the article Reported Tips are higher
than entered on the Customer Resource Center.
Allocated Tip Calc Enter the percentage if the system should use an allocated tips
Percent calculation process, otherwise leave this field blank (for example, enter
8.00 for 8%).
Days Until Prenote Auto- Enter the number of days after which the system activates prenoted
Activate accounts that were successfully processed through a payroll. (If set to
zero (0), this value indicates no prenote process.)
Note: You can use the Days Until Prenote Auto-Activate and Prenote
On Next Pay Date fields to override the system-level parameters at the
client level.
Prenote On Next Pay Select the option to run a test case of direct deposit information before
Date an EFT occurs:
• No: Runs the prenote on the current date and does not wait until
the next pay date.
• Next Pay Date: Runs the prenote on the next scheduled pay date
for an employee.
• Next Banking Day: Runs the prenote on the next banking day.Related Topics Using Client Payroll Processing Options (page 309) Using Report Parameters Feature (page 268)
Benefit Summary Statement Setup Use this form to define the parameters for running the mvQuery version of the benefit confirmation report.
Note: Client Access Group Security is enabled on this form.
To access the form, click the Back Office menu. Under System|Change, click Benefit Summary Statement Setup.
To set up the Benefits Summary Statement: 1. Complete the following:
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Field Name Description
Formats section Formats Select one of the following radio buttons: • Client - and select the Client from the Select Client dialog box OR • Employer - and select the employer from the Select Employer dialog box.
Report Options section Display Short Term and Long Term This field is optional. Leave this box unchecked if you do not want to Disability Coverage? display Short Term and Long Term Disability Coverage. Check this box if you want to display Short Term and Long Term Disability Coverage. Display Client Contributions? This field is optional. Leave this box unchecked if you do not want to display Client Contributions. Check this box if you want to display Client Contributions. Display 401k and ROTH 401k This field is optional. By default, this checkbox is unchecked. Catch-Up Amounts? • Unchecked - When this checkbox is unchecked, no 401k Catch-Up amount or ROTH 401k Catch-Up Amount is displayed on the “Pay Period Cost” column or included in the “Total Pay Period Cost” in the Benefit Confirmation Statement. • Checked - If you check this box then, 401k Catch-Up amount and ROTH 401k Catch-Up Amount are displayed on the Pay Period Cost column and included in the Total Pay Period Cost when the Benefit Confirmation Statement is generated. Employee Status Code This field is optional. Leave this field blank to include all employee status codes. If you want to set this up for specific employee status codes, enter them here or click the Employee Status Code link and select them from the Select Employment Status dialog box. Employee ID This field is optional. Leave this field blank to include all employees. If you want to set this up for specific employees, enter the employee IDs here or click the Employee ID link and select them from the Select Employee dialog box. Benefit Plan This field is optional. Leave this field blank to set this up for all benefit plans. If you want to exclude specific benefit from the setup, enter them here or click the Benefit Plan link and select them from the Select Plan dialog box.
Benefit Summary Statement section
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Field Name Description Benefit Summary Statement This field is optional. Leave this field blank to display the default message at the bottom on the Confirmation Statement. If you enter a message text here it will override the default message. Each screen line corresponds to one line of text on form. A form line holds approximately 120 characters and will begin a new line if longer than the available space. If blank, will use the information entered at System/ Change/ Default Benefit Summary Message.
Print Options section (Enter the return address information as appropriate on the following fields. This will be the address of either the Client or the Employer as selected above.) Name Address ZIP Code Suffix City State Telephone Website
Benefit Summary Statement Use this form to generate a customizable Benefit Confirmation Statement that can be run for a single client and includes details related to benefits including: benefit enrollments, dependents, coverage amounts, premium amounts. This report uses the information from the Benefit Summary Statement Setup (page 226) form. The link to the Benefit Summary Statement Setup form is available on this form. This setup form needs to be completed for a client to run this report for the client.
Note: Client Access Group Security is enabled on this form.
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To access the form, in the Work Centers panel, under Onboarding & Benefits section, click Benefit Imports & Reporting. Under Benefit Reporting click Benefit Summary Statement.
To generate the Benefit Confirmation Statement: 1. Complete the following:
Field Name Description
Benefit Summary Statement Show all employees with coverages If you select this radio button, indicate the date effective on this date Show all employees whose coverage If you select this options, then provide a date range be providing a starts between Start Date and an End Date. Start Date - Coverage for all employees that start from this date. End Date - Coverage for all employees that is up to this date.
Plan Year - Enter Plan Year Start and End date for display on the report only. Start Date Indicate the Plan Year start date here. End Date Indicate the Plan Year end date here.
Following is a sample Benefit Confirmation Statement:
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Setting Client Time Sheet Parameters You can set pay codes, deductions, and other parameters for the client using the Time Sheet tab.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Time Sheet tab.
Setting Pay Codes Set pay codes for time-related categories with the Summary Time Sheet Pay Codes panel.
Note: To change existing pay code columns when there is a time sheet in process, see Adjusting Summary Time Sheet Columns on page 312.
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Complete these fields as required.
Field Description Pay Code Enter up to ten pay codes to track in each column.
Note: If a Default T/S Hours value is configured for any employee (see
Establishing and Maintaining Employee Pay Information), that amount
goes into the field set as the Default Hours Column, generally used for
regular pay. If no column is selected, Pay Code 1 is used for default hours.
The default pay code for auto time sheet hours must pay by hours.Time Sheet - First Set the unique identifier that the system displays in the Summary Time Sheet Column Displays Entry form to distinguish the employee. Choose the option that helps your payroll processors distinguish employees with similar names. • Employee Identifier (Prism): This displays the employee’s PrismHR identifier (assigned when they were entered in the system). It also displays in Employee Details. • Social Security Number (Last four digits): The employee’s Social Security number displays according to the masking option set in System Parameters. If it is set to display the employee ID for active clients, then that displays instead. • Employee Number (non Prism): This option displays the employee number (set in the Employee Details Work tab).
Click Save. Note: For more information about setting pay codes, see the Importing More Than 20 Pay Codes Using Match Pay Import Method article in the Customer Resource Center.
Selecting Fields for Display Select fields to display on the Detail Time Sheet Entry form using the Detail Time Entry Parameters panel.
Note: If you hide the worksite location field, the system uses the employees’ primary location from Employee Details.
Complete these fields as required:
Field Description Detail Time Sheet Displayed fields include Location, Division, and Department. Fields You cannot select both Shift and Mileage. If you change from one to the other, you must delete the existing line and add a new line. Required Indicates whether users are required to log data in the Time Sheet Entry
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Field Description
form.
User Access Indicates who (service provider or worksite manager) can view fields on the
Time Sheet Entry form.
Hidden Shows or hides the Detail Time Sheet Entry field.Excluding Items Exclude items from the time sheet filter with the Filters to Suppress (Prism Core Only) table. For example, you can exclude filters that are not in use so they are not offered to the payroll processor as filter options. 1. Click + and select a filter category to suppress. Repeat for each additional category. 2. Click Save.
Selecting Import Definitions Select the import definitions for importing the client’s time sheets with the Import Definitions panel. 1. Enter a Definition ID for each time sheet import definition used. 2. Click Save.
Specifying Templates Specify the templates used by the client for temporary calculation overrides for individual employees with the Payroll Option Templates panel.
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Complete these fields as required.
Field Description Template Select each template that applies to the client. Show Template Click the icon in the Show Template column to see template settings. This opens a read-only version of the Payroll Option Templates form. Template Display Select to indicate the availability of the Payroll Template column in the (Time Sheet) Summary Time Sheet Entry form. Options are: • Do not display: The column is hidden and users cannot access the column in the time sheet. • Service Provider: Service providers can see the template column using the filter options in the time sheet, Worksite manager and trusted advisor users cannot access the column. • Worksite Manager: Worksite managers and trusted advisors can see the template column using the filter options in the time sheet. Service providers cannot access the column. • All users: All users with access to the time sheet can use the filter options to see the column.
Click Save.
Defining Standard Deductions Set up to three standard deductions to show on the time sheet with the Time Sheet Deductions panel. 1. Complete these fields as required.
Field Description
Deduction Code 1 Use for the first standard deduction.
Deduction Code 2 Use for the second standard deduction.
Deduction Code 3 Use for the third standard deduction.Related Topic See Payroll User Guide
Setting Client Tax Parameters Set tax parameters with the Tax tab on the Client Details form.
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To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Tax tab.
Setting General Tax Parameters Set tax information for the client in the Tax Parameters panel. 1. Complete these fields as required.
Field Description
Federal Enter the federal ID number. This is usually the Employer Identification Number
Employer ID (EIN), or some clients might use a Social Security Number.
Number
Tax Geocode Optional: Select to indicate the Vertex GeoCode the system should use for tax
Override calculations instead of the default. Options are:
Option • --Select--: No override; the system uses the worksite location for the GeoCode
(default setting).
• Override Work GeoCode with Resident GeoCode: The system uses the
employee’s resident GeoCode, defined in the Employee Details > Address tab
(either GeoCode or Override GeoCode) instead of the worksite location’s
GeoCode. Select this when employees work from home.
• Override Work GeoCode with Home Location GeoCode: The system uses the
employee’s "home" location assignment to supply the GeoCode for the
location-based portion of taxes. This selection is not routinely used.
• Override T/S GeoCode with Resident GeoCode: The system uses the
employee’s resident GeoCode from the Employee Details > Address tab in
place of the GeoCode on the time sheet.
Tax This field is not used and can be left blank.
Calculation
Options
Railroad Select to calculate railroad taxes (and suppress Social Security and Medicare taxes)
Employer for all employees of the client.
Note: Railroad taxes are not reported on Form 941 and are not posted to the
Employer 941 Register. These taxes are included in the MasterTax RTS file. They
need to be reported on the Form CT-1 Employer’s Annual Railroad Retirement Tax
Return. PrismHR and MasterTax do not currently support the Form CT-1.Client Administration Guide © 2026 PrismHR 234 Chapter 9 Maintaining Client Details
Field Description
Allow 1099 You will need to first enable the custom feature code 1099WITHHOLDING to
Income Tax display these new options. You will need to enable each state in which you wish to
Withholding withhold income tax from a 1099 contractor. This box is unchecked by default.
• When unchecked, no taxes are withheld for any employee who is a 1099
Contractor in PrismHR.
• When checked:
• PrismHR will withhold state and federal income tax for 1099 contractors
hired for the selected client only.
• PrismHR will only withhold federal and state income tax for that state (FG
and all other states) if the field Allow 1099 Income Tax Withholding under
State Tax Parameters section in the State Rules form is also checked.
• PrismHR will honor any tax overrides for the 1099 contractors including Add
to, Block, Percentage, and Fixed.
Note: You should NOT have 1099 withholding from a contractor if you do not
have the Custom Feature Code 1099WITHHOLDING in place. When leveraging the
Custom Feature Code 1099WITHHOLDING, you will need to have a separate
Employee ID for any 1099 contractor who has tax withheld. Previously, the system
allowed a 1099 Contractor in one client and a W2 employee in a second client
using the same Employee ID. For purposes of 1099 income tax withholding and
reporting, the 1099 contractor must NOT be a W2 employee in any other client.
Calculate Select if the system must calculate employer-paid New York disability tax for each
Employer of the client's employees.
Paid New
York SDI
New York SDI Enter the insurance premium rate (per employee/per month) paid by the client for
Employer New York Disability Insurance.
Rate Note: This amount occurs in full on the first payroll of each month.
(EE/Month)
New York Enter the rate for the New York Metropolitan Commuter Transportation Mobility
MCT Override tax, based on the total company payroll expense.
Rate
If left blank, the system uses the default rate of 0.60% (for counties in New York
City) or 0.34% (for other counties in the metropolitan area).
MA PFML If the employee is a 1099 contractor in Massachusetts, and your organization is
1099 required to withhold paid family medical leave taxes on its 1099 contractors, select
this to accrue and bill these taxes to the employer.
To set up New York SDI Tax information, see Setting Up New York SDI Tax on page
140 for complete information.Client Administration Guide © 2026 PrismHR 235 Chapter 9 Maintaining Client Details
Setting State Tax Parameters Set state tax parameters for each state where the client does business with the State Tax Setup panel. 1. Complete these fields as required.
Field Description
State Enter or select a two-character state code. States with or without suffixes will
display in alphabetical order once any changes are saved.
State Enter a state unemployment insurance ID for the selected state.
Unemployment
Note: If you enabled the REKEY.TAXID global custom feature code on the System
Insurance ID
Parameters form, you must re-enter the ID in the prompt that displays. (Click
Continue after re-entering the ID.)
Secondary SUI ID If this is a PEO company, enter a secondary ID for reporting a client's wages in
states such as Kansas and Missouri that use the employer's rate but report it
separately using this ID.
Note: If you enabled the REKEY.TAXID global custom feature code on the System
Parameters form, you must re-enter the ID in the prompt that displays. (Click
Continue after re-entering the ID.)
State Tax ID Enter the state tax ID for the selected state.
Note: If you enabled the REKEY.TAXID global custom feature code on the System
Parameters form, you must re-enter the ID in the prompt that displays. (Click
Continue after re-entering the ID.)
Client Reporting To override the dates for client tax reporting set for the state's processing rules,
Start Date/End enter a date range:
Date
• Enter the Client Reporting Start Date for SUTA tax reporting.
• Enter the Client Reporting End Date for SUTA tax reporting.
Misc Tax ID Enter the miscellaneous tax ID for the selected state.
Note: If you enabled the REKEY.TAXID global custom feature code on the System
Parameters form, you must re-enter the ID in the prompt that displays. (Click
Continue after re-entering the ID.)
Misc Tax Code Enter one or more miscellaneous comma-separated tax codes to apply to a
single Misc. Tax ID. This is helpful for states that require a separate tax account
ID such as Washington for WA Cares and WA PFML. If you are using the Misc Tax
Code link, you can only select one tax code.Client Administration Guide © 2026 PrismHR 236 Chapter 9 Maintaining Client Details
Field Description
• All entries will be validated. If any entry is not valid, you will receive an error
message specific to that entry.
• PTS version 28 and above will support this change.
• In the PTS, this multivalued Misc Tax ID will be reported on the 210 file
position 46.
• This applies for both SBEA and Non-SBEA clientsUpdates to Form W-2 build The State Income Tax Account Number on the
employee Form W-2 will now be pulled from the Client Details form or the
Employer Details form based on the tax deduction code, unless an
override exists on the Employer Details form on the SIT Rpt Entity field
for that state under the State Tax section. The State Income Tax Account
Number on the employee Form W-2 will be: • Client State Tax ID when: •
Tax deduction code set to report at Client Level and ER Details, State
is set to -select- or Client • Tax deduction code NOT set to report at
Client Level, but ER Details, State is set to Client • Employer State
Tax ID: • Tax deduction code NOT set to report at Client Level and ER
Details, State is set to -select- or Employer • Tax deduction code set
to report at Client Level, but ER Details, State is set to Employer
Note: If the State Tax ID is not available on the corresponding
reporting entity, the Form W-2 will not be built, and an error will
appear in the W2 Error Report stating State Employer ID not found for
Client #
Selecting Taxes to Suppress Select taxes to suppress for all the employees of a client with the Taxes to Suppress panel. 1. Complete these fields as required.
Field Description
Tax Code Enter or select each Tax Code to suppress. The Tax Name displays.
Start Date/End Date Date range to suppress the tax code.Client Administration Guide © 2026 PrismHR 237 Chapter 9 Maintaining Client Details
Setting an Employer’s Optional State Taxes Set the employer’s optional state taxes with the Employee SDI Tax Reclassification panel.
Note: To set up New York SDI Tax information, see the Setting Up the New York SDI Tax task sheet in the Customer Resource Center for complete information.
Complete these fields as required.
Field Description Employee Enter or select the code that indicates the employee-paid tax deduction code for SDI Tax which the client has its own insurance plan, but is withheld from the employee and Code possibly credited to the client. The description for the code displays in the column to the right. Payroll Enter or select the code that deducts the company-paid disability insurance. The Deduction description for the code displays in the column to the right. Code
Click Save.
Redirecting Tax Codes Redirect tax codes with the Tax Redirect Options panel. 1. Complete these fields as required.
Field Description
Redirect From Tax Enter or select the tax deduction code to redirect.
Code
Redirect To Tax Enter or select the employer tax deduction code. The "Redirect From" code will
Code redirect to this one.Storing Miscellaneous Client Information You can store information about the client and the invoice using the Notes tab on the Client Details form. These notes are available to anyone (including clients) who can view the Notes tab. Important! Any notes you enter in the Invoice Notes box automatically display on the client’s invoice. Note: Select Audit Client Notes on the Actions menu to view updates to notes.
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To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Click the Notes tab. 4. Select a Category to associate a note at the client level with a category. Note the following: • The categories that display in the Category field are directly related to the categories created in the Client Notes Category form. (See Creating Notes Templates on page 239.) • All existing notes reside in the default OV - Overview category until they are changed. • If a category is deleted, the system deletes any notes associated with that category and the deleted category no longer displays in the Category field. (You cannot delete the OV - Overview category. If you try to delete this category, an error message displays.) 5. Complete the notes as needed. 6. Click Save. Note: The system shortens the text-wrap length when you enter text in the Invoice Notes box and click Save.
Creating Notes Templates Use the Client Notes Category form to create different types of notes templates, which will be associated with the categories on the Notes tab in the Client Details form. For example:
Note: This form is only available for service providers.
To create notes templates: 1. Enter or select the Category ID. The Category Description displays. 2. Click Save. Note: If you select Delete a message displays, “Are you sure you want to delete? This will delete any client notes you have associated with this category.” Click Yes to continue.
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Setting Additional Client Parameters Set additional client parameters with the Other tab on the Client Details form. For example: Note: You can restrict user access for all fields on the Other tab by using the Field setting on the User Roles form. (See the PrismHR System Administration Guide.)
To access this form: 1. Open the Client menu. 2. From Client|Change, select Client Details. 3. Click the Other tab.
Setting Client Parameters Set required client parameters with the Other Options panel. 1. Complete these fields as required.
Field Description
Position Rates Used Indicates whether bill and pay rates for a client are set by position, or
only for payroll. If you use position rates, you must set them up for the
positions.
Position Rate Bill Type If bill and pay rates are set by position, select the bill type to indicate
whether to bill the amount as a rate or markup factor.
Tax Limit Basis Select to set the taxable limit basis used for client billing: Company or
Employer. This overrides the global setting.
Electronic Forms W-2 Select if all employees of the client receive W-2 forms electronically.
Electronic Pay Stubs Select how electronic pay stubs are used:
• Employee may not un-enroll: Employees are enrolled in electronic
pay stubs by default and cannot un-enroll.
• Employee may un-enroll: Employees are enrolled in electronic pay
stubs by default, but can un-enroll when setting up direct deposit. If
an employee opts out, the Un-Enroll in Electronic Pay Stub option
must be enabled on the Employee Details>Other tab.
• Not Used: Electronic pay stubs are not used. All pay stubs are
paper.
Contractors (1099) Select if the client employs 1099 contractors.
AllowedClient Administration Guide © 2026 PrismHR 240 Chapter 9 Maintaining Client Details
Field Description
Contractors 1099 DOB Select this field to override the Do not require DOB setting on the
Required System Parameters form, if you require 1099 contractors to use
Employee Portal (EP) to perform the onboarding process, which requires
an employee's date of birth.
EEO Government Select if the client is an equal employment opportunity government
Contractor contractor.
Cannabis Client This field is informational only. Select Yes or No to indicate whether this
client is part of the cannabis industry.
TPA Download Options Enter the type of download options used for the client.
Group Code Enter the code used for the client. You can select and group clients based
on this code.
Benefit Parent Client Enter a numeric value to group clients together for benefit purposes.
Handbook ID Enter the ID used by the client.
Indiana Registration ID Optional: Enter the ID that is the registration code for the Indiana
Department of Workforce Development.
Related Code Enter the related code.
Converted System ID Enter the converted system ID.
Annual Hours Enter the hours worked in a year by employees of this client based on
the standard work week. Some states use this to calculate workers’
compensation. A typical amount is 2080 (52 weeks x 40 hours).
ESAC notices Select to send periodic e-mails to the client verifying that a PEO has
continued accreditation with the ESAC (Employer Services Assurance
Corporation).
The Employee Portal (EP) option below is no longer available for cloud
customers, beginning September 2019.
Report COBRA Credits Select this option if you want to report ARPA (American Rescue Plan Act)-
under Company FEIN related COBRA credits, accumulated under tax code 00-19, on the client
level of the MasterTax RTS and PTS files. If you have SBEA features
enabled, data from any associated Client Federal Entities will also display
under this client's F code.
If you want to display these credits on the employer level, do not select
this option. Instead, use the settings on the system-level ARPA/COBRA
parameters .
Direct Deposit - Force a In this field, select:Client Administration Guide © 2026 PrismHR 241 Chapter 9 Maintaining Client Details
Field Description
Balance Account • System Default: Use the Direct Deposit - Force a Balance Account
setting from the System Parameters form.
• Enabled: Force payment through a direct deposit account, instead
of a paper paycheck, for all employees and managers of the client.
• Disabled: Do not force payment through a direct deposit account
for all employees and managers of the client.
Allow only Determines whether new hires for the client can select a direct deposit
Entire/Remaining method when defining direct deposit settings in Onboarding.
Balance option In this field, select:
• System Default: Use the Allow only Entire/Remaining Balance
option setting from the System Parameters form.
• Enabled: Prevent new hires for the client from selecting a direct
deposit method when defining direct deposit settings in
Onboarding. Instead, a message displays to indicate that all of the
new hire's net pay will be deposited into their direct deposit
account.
• Disabled: Allow new hires for the client to select a direct deposit
method when defining direct deposit settings in Onboarding.
Global PTO Plan Auto Select this option to opt this client and its employees into location-based
Enroll and Accrue auto-enrollment in system-level PTO plans.
For details, see the article on Setting Up Global PTO.
External PTO used Select this field to enable the client's own time and labor system that is
maintained outside of PrismHR. This process records external PTO
balances on check pay stubs for regularly scheduled, manual, and special
payrolls. (See Recording External PTO Balances on Check Pay Stubs on
page 246.)
Important! This feature does not apply to checks created using the
Manual Check Entry process or the On Demand Check creation process.Setting Payroll Notifications and Reminders Enable payday email notifications and payroll reminders at the client level if the payroll is still in timesheet entry status as the payroll’s completion date gets closer to the cutoff date. 1. Complete these fields as required.
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Field Description
Payday Notifications Select how payday notifications are used:
• Select the Enabled option to enable payday notifications for all
employees at the client level. (This setting enables email notifications
only.) Employees can opt-out of these notifications in the Employee
Portal for this client. They can also receive these notifications through
SMS messages.
• Select the Disabled option to override the system-level setting for
payday notifications.
Payroll Submission Select how payroll submission notifications are used:
Notifications
• Select the Enabled option to enable payroll submission notifications
for your client, regardless of the system setting. When you enable
this setting a confirmation message displays, "This setting will enable
payroll submission notifications for this client. Are you sure you want
to enable this feature?" Select Yes to enable the payroll submission
notifications for your client. (Selecting No returns you to the form.)
Note: Setting the Payroll Submission Notifications field to Enabled
only enables email notifications.
• Select the Disabled option to disable payroll submission notifications
for your client, regardless of the system setting.
Payroll Reminder Select how payday reminder notifications are used:
Notifications
• Select the Enabled option to enable client-level payday reminder
notifications for worksite managers and worksite trusted advisors if
the payroll is still in timesheet entry status as the payroll's completion
date gets closer to the cutoff date. For example, if the payroll will no
longer be available to worksite advisors and worksite trusted advisors
as of 4/15/2024 and it is not completed, the system sends a reminder
to those users on 4/13/2024 that payroll is almost due.
• Select the Disabled option to override the client-level setting for
payday reminder notifications.
Note: When setting up payroll reminders, to enable notifications at the
system level, you must select the Enable payroll reminder notifications
field on the System Parameters form. (See Setting General System
Parameters.)
However, if you enable Enable payroll reminder notifications on the
System Parameters form, the system sends payroll reminders for all
clients, except those that have the client-level Payroll Reminder
Notifications field disabled.Client Administration Guide © 2026 PrismHR 243 Chapter 9 Maintaining Client Details
Field Description
Payroll live check Select whether to display a live check warning message during payroll
calculation warning calculation:
• Select the Enabled option to display a warning message during
payroll calculation to indicate that the system will create a live check.
• Select the Disabled option to prevent a live check warning message
from displaying during payroll calculation.
Miscellaneous Invoice Select whether to receive a notification when the system creates a
Notification Miscellaneous Invoice:
• Select the Enabled option to send a notification for this client. (The
system defaults to sending the notification when the --Select-- option
displays.)
• Select the Disabled option to prevent the system from sending a
notification for this client.
Note the following:
• Enabling this field sends a notification to emails listed in the
additional notification emails for Payroll Finalization Notifications on
the Control tab and to worksite managers/worksite trusted advisors
who have the Payroll Approver H/R Role.
• If the Miscellaneous Invoice Notification field is set to Enabled and
the Payroll Finalization Notification field on the Control tab is set to
No, the system does not send the email notification.
• If the Miscellaneous Invoice Notification field is set to Disabled and
the Payroll Finalization Notification field on the Control tab is set to
Email or No, the system does not send the email notification.
Employee Payroll Select whether to receive a notification when the system creates an
Voucher Reversal Employee Payroll Voucher Reversal Notification:
Notification • Select the Enabled option to send a notification for this client. (The
system defaults to sending the notification when the --Select-- option
displays.)
• Select the Disabled option to prevent the system from sending a
notification for this client.
Note the following:
• Enabling this field sends a notification to emails listed in the
additional notification emails for Payroll Finalization Notifications on
the Control tab and to worksite managers/worksite trusted advisorsClient Administration Guide © 2026 PrismHR 244 Chapter 9 Maintaining Client Details
Field Description
who have the Payroll Approver H/R Role.
• If the Employee Payroll Voucher Reversal Notification field is set to
Enabled and the Payroll Finalization Notification field on the Control
tab is set to No, the system does not send the email notification.
• If the Employee Payroll Voucher Reversal Notification field is set to
Disabled and the Payroll Finalization Notification field on the
Control tab is set to Email or No, the system does not send the email
notification.Assigning Employees to Alternate Employers Assign employees of the client to alternate employers (different from what is set on the Details tab) with the Alternate Employers panel. For example, if a PEO does business in different states, their employees can be assigned to alternate employers in those states. For these alternate employers, specify the cost center, accounts, and other information. 1. Complete these fields as required.
Field Description
Employer ID Enter or select each alternate ID.
Note: If a client is assigned to an employer that is a Certified
Professional Employer Organization (CPEO) and you try to add a non-
CPEO employer in the Alternate Employers panel, a warning message
displays. Click Yes to save the record or click No to return to the Client
Details form without saving.
Cost Center Enter or select the cost center for employees assigned to the alternate
employer. If no value is entered, the system uses the primary cost center
for the client.
Checking Account Select the payroll checking account used by the alternate employer.
ACH Account Select the ACH account used by the alternate employer.
New Hire Display Enter the new hire display name. When you enter a new hire, this name
Name displays as one of the employer IDs you can select (depending on the
Suppress Client Access setting).
Suppress Client Access Indicate whether to suppress access. Options are:
• Yes: You cannot select the alternate employer in the New Hire form.
• No: You are able to select the alternate employer.Client Administration Guide © 2026 PrismHR 245 Chapter 9 Maintaining Client Details
Recording External PTO Balances on Check Pay Stubs To accommodate service providers whose clients use time and labor systems with their own built-in PTO capabilities that are maintained outside of PrismHR, the system provides a process to record external PTO balances on check pay stubs for regularly scheduled, manual, and special payrolls. Important! This feature does not apply to checks created using the Manual Check Entry process or the On Demand Check creation process.
Enabling the External PTO Feature You can enable the External PTO feature using the External PTO used field, which displays on the Other tab in the Client Details form. For example:
The following message displays when you select the External PTO used field, “Selecting this option will ignore any PTO setup in Prism and should only be set when PTO is being tracked externally. Do you want to continue?” Selecting Yes keeps the External PTO used field enabled and ignores any PTO set up in PrismHR. (Select No to disable this field.) When you enable the External PTO used field, the following PTO set up in PrismHR is ignored during the payroll calculation process, including:
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• PTO accruals • PTO requests, including leave requests • PTO set up in the following forms: PTO Benefit Plans, PTO Register Types, PTO Classes, PTO Absence Codes, Employee Time Off Register, and Planned Time Off Requests In addition, any PTO set up in PrismHR does not display on payroll vouchers or on PTO reports. Note: After you enable the External PTO used field and then save the form, if you try to disable this field the following message displays, “Warning: this setting should only be unchecked if PTO is no longer being tracked externally, and any PTO that is set up in Prism should be used. Are you sure you want to continue?” Selecting Yes disables the External PTO used field and reverts to using PTO set up in PrismHR. (Select No to keep the field enabled.)
Processing Payroll When processing payroll with the External PTO feature enabled, the system retrieves the following data from an external PTO file that the client provides to display on the check pay stub: • Plan description • PTO balance • Accrued plan year (total plan year total; not per pay period) • Used plan year (PTO taken) • Carryover PTO Note: The data that displays on the check pay stub matches the external PTO file by payroll number and employee ID. (If the employee does not have a check pay stub or is not in the payroll, the system ignores the data.) During the payroll process, the system attaches each external PTO file to a specific payroll in PrismHR, which displays the most current PTO data on the check pay stub and maintains compliance with state requirements. (If the client does not submit an external PTO file for each payroll they process, the check pay stubs will not display any PTO balances.) Note the following: • The system can retrieve the external PTO file multiple times before the payroll posts. • The system reads all data sent in the external PTO file. However, it does not validate the data. (The data is the client’s responsibility.) • After the payroll finalizes, no additional PTO data can post to that payroll. • Each employee is allowed up to 20 different PTO plans listed on their check pay stub.
Reprinting External Employee PTO Information on Check Pay Stubs When you reprint a check pay stub on the Reprint Payroll Checks form, either with or without selecting the Rebuild field, while using the External PTO feature, the check pay stub displays the external PTO file data that corresponds with the payroll number and employee ID.
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During this process, the system retrieves the most recent file data that was submitted prior to the payroll being finalized and posted. Note the following: • If there is no external PTO file that matches the payroll number and employee ID, no data displays on the check stub. • If you reprint a check stub for inclusion in the check print file for an employee who did not originally have a check stub produced in the check file, the external PTO data displays on this check stub as well.
Post-Payroll Processing Once you enable the External PTO used field, do not disable it after processing payroll. After processing, the system locks the payroll and verifies if the client has finished submitting the current PTO file associated with the payroll’s number (applies to regularly scheduled, manual, and special payrolls). If the file is still uploading the system displays the following error message in the Process Payroll or SuperBatch forms, “External PTO data is currently being uploaded and must be completed before payroll finalization can continue.” (This applies to any user type finalizing payroll, including self-service worksite managers/worksite trusted advisors.)
Setting Up Yearly Group-Term Life Tax Rates Set annual Group Term Life rates with the Tax Rates for Taxable Life Coverage form.
Note: This form does not use Client Access Group Security.
To set rates:
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the 2023 tax rates to 2024. Once you select a value for To field from the drop-down, the Copy button
becomes selectable.
• Click Copy. A warning message opens stating Warning! Overwrite existing tax rates for 2024?
• Click Yes - The 2023 tax rates are copied for the 2024 tax year in the system. You will receive a
confirmation message stating Tax rates successfully copied. Do you want to view the tax rates for
2024?
• Click Yes - The 2023 tax rates are copied to 2024. The Copy Tax Rates selector closes and you
return to the Tax Rates for Taxable Life Coverage form. The tax year now reflects 2024 instead
of 2023.
• Click No - The 2023 tax rates are copied to 2024. The Copy Tax Rates selector closes and you
return to the Tax Rates for Taxable Life Coverage form. The tax year now reflects 2023.
• Click No - The 2023 tax rates are not copied to 2024. You return to the Tax Rates for Taxable Life
Coverage form. The tax year reflects 2023.
• Click Close - The 2023 tax rates are not copied to 2024. You return to the Tax Rates for Taxable Life
Coverage form. The tax year reflects 2023.Note: If you pull up an existing tax year record (say 2023), make changes but do not save the record and click the Copy Rates hyperlink, you will receive a warning message stating There are unsaved changes that will not be copied. Do you wish to continue? • Click Yes - The last saved record for the From Tax Year selected will be used when coping rates to the To Tax Year. Unsaved changes on the Tax Rates for Taxable Life Coverage form will be ignored. • Click No - You return to the Tax Rates for Taxable Life Coverage form with all the unsaved changes. The Tax Rates for Taxable Life Coverage form now also has the following buttons: Cancel - Click Cancel to clear the form at any time. All unsaved changes will be lost. Close - This button is displayed when this form is opened in a modal. Click Close to close the form. All unsaved changes will be lost. 6. Change From Age/To Age as required, or click + to add a new age range. 7. Change the Monthly Rate per Thousand of Taxable Coverage if required, or create new rates for any new age ranges you created. 8. Click Save to save the record. 9. Click Delete to delete the record. 10. Click Cancel to clear the form at any time. All unsaved changes will be lost. 11. Click Close to close this form at any time
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Updating Group Term Life Update group term life taxable amounts for the plan year in the employee benefit enrollment records for life insurance with the Update Client Group Term Life form.
Note: A Group Term Life (GTL) plan must be set up at the system and client level before performing an update. Employees must also be enrolled in a GTL plan under Benefits Enrollment so that system enrollment records exist.
To update group term life: 1. Click Client. 2. From Client|Action, select Update Client Group Term Life. 3. Select a Client or enter a client ID. 4. Select a plan year. 5. Click Update. A report form displays with the date, time, and number of records processed.
Accessing Features in the Actions Menu Some features on the of the Client Details form are also available in other parts of the system. The following sections describe features available on the Actions menu.
Understanding Client Analytics 252 Change Reason History- Client Details 252 Setting Up Messages for Employees 253 Using Client Notes 253 Entering Note Details 254 Setting Commission Levels 254 Enabling Specialized Features 257 Specifying Client Custom Feature Codes 257 Attaching Files to Client Records 259 Displaying Employee Statistics 260 Configuring the Company’s ESS Settings 260 Configuring ESS Settings 260 Configuring Web Services 261 Using ESS Menu Builder 261
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Using Menu Headers 262
Using Menu Items 262Using ESS Theme Designer 263 Using Print Service Options 264 Using Report Print Options 267 Using Report Parameters Feature 268 Defining Benefits Billing Report Parameters 269 Defining Certified Payroll Report Format Parameters 269 Setting Check Journal Report Parameters 270 Setting Calculate Checks Report Parameters 271 Setting Employee Check Acknowledgement Parameters 272 Setting Payroll Check Journal Report Parameters 272 Setting Client Allocation Report Parameters 273 Setting Deduction Register Report Parameters 276 Setting Fax Back Report Parameters 279 Setting Payroll Allocation Report Parameters 280 Setting Payroll No Earnings Report Parameters 282 Setting Payroll Register Report Parameters 283 Setting Workers’ Compensation Report Parameters 285 Managing Client Security Settings 287 Defining Client Security 287 Maintaining Worksite Users 288 Associating User and Human Resource Roles with a Worksite Manager 288 Suppressing Payroll Warnings 288 Maintaining Security Settings for the Client 288 Using IP White List/Range Examples 289 Defining Payroll Shipping Methods for the Client 290 Entering Information for Custom Fields 291
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Entering User-Defined Fields 292 Configuring User-Defined Fields - Global Level 292 Configuring User-Defined Fields - Client Level 292 Importing User-Defined Fields 294 Limiting W/C Classes 295 Viewing W/C Policy History 296
Understanding Client Analytics View relevant details about employees through a series of graphs with the Client Analytics form.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select Analytics from the Actions menu.
Change Reason History- Client Details Use this form to get the change reason history for the Client Details form.
Note: This form will be able to capture the change reason history only if the field named Require change reason on critical forms on the System Parameters form is either selected as Optional (and the user has entered a reason for record update) or Required. When you make any change to the Client Details form, you will be presented with the following dialog box. Once you record the reason for the change herein, the same will be presented in the Change Reason History form.
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To access the form, under the Actions menu on the Client Details form, click Change Reason History. On this form the following two fields are available: • Change Date on or after – This is the start date of the date range. By default, this will be 60 days prior to today’s date. You can change this date according to your required date range. • Change Date on or before – This is the end data of the date range. By default, this will be today’s date. You can change this date according to your required date range. Click Close to close this form and return to the base form.
Setting Up Messages for Employees You can set up messages for employees of the client using the Check Messages form.
To access this form, do the following: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select Check Message from the Actions menu. 4. Complete these fields as required.
Field Description
Start Date Enter a date when the message begins displaying.
End Date Enter the date when the message stops displaying.
Message Text Enter text for the message.Related Topics See PrismHR Payroll Administration Guide
Using Client Notes Use the Client Notes form to store notes.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select Client Notes from the Actions menu. 4. Enter an Employee ID to view notes for a specific employee.
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Entering Note Details Enter any notes regarding the client or a specific employee.
To enter a note: 1. Enter the Employee ID if this note applies to an employee. 2. Enter the note in the field provided. 3. Click Save.
Setting Commission Levels You can set commission levels for service provider salespeople that earn commissions based on client activity using the Commission Maintenance form. You can enter more than one commission schedule for a salesperson, and those can be in effect during different time periods or simultaneously. For example, a salesperson can simultaneously receive commissions based on gross wages as well as active lives (active employees). The system calculates commissions during the specified date range. If the period covered by the From Date and To Date for one or more salespeople overlap, the system computes all those schedules during that time period. Note the following: • When setting up commissions on the client level, you cannot set up both client and system-level plans on the same line. If you attempt this setup and click Accept, an error message displays. • If both a client-level and a system-level plan are applied, then the system calculates the commissions based on the system-level plan.
To set commission levels, do the following: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select Commissions from the Actions menu. 4. Complete these fields as required.
Field Name Description
Salesperson In the Salesperson field, enter the user ID of an employee at your
organization who is a sales representative associated with the client.
From Date Enter the From Date on which the commission level goes into effect.
To Date Enter the To Date on which the commission level expires.Client Administration Guide © 2026 PrismHR 254 Chapter 9 Maintaining Client Details
Field Name Description
There are two ways to calculate commissions, simple or complex.
To calculate simple commissions:
Amount Enter the commission amount as a flat amount or a percentage.
Flat or Percent Indicate if the commission amount is Flat or Percent.
Based On Indicate what the commission is based on.
The following Based On options work with the Percent option (see
above):
• Gross Wages: Total gross wages of the client payroll invoice.
• Admin Fees: Total amount of administrative fees on the client
payroll invoice.
• Benefit Commission Type: Benefits-based commission for a
specific benefit type. (You must enter the benefit type code in the
Based on Item field.)
• Benefit Commission Percentage: Percentage based on the benefit
list. (You must enter the specific group benefit plan ID in the
Based on Item field.)
• Workers Comp: Total amount of workers’ compensation billed to
the client for the payroll period.
• Workers Compensation Profit: Checks bill code 005 and computes
the profit, and also checks for information entered on losses.
• Average Number Lives: Average number of active employees as of
the period end date of the payroll (regardless of whether the
employees were paid in the payroll batch).
• Gross Profit: Sales items minus the direct cost items. The value is
shown on the Profitability Report in the backend system.
• Tax Profit: Sales of tax-based items (such as FUTA and SUTA)
minus the cost for those tax items. Tax profit is rarely used for
commissions because when not passing shelter credits it can often
show a loss for the month.
• Percent of Bill Code: Fixed percentage for the amount charged on
a specific bill code. (You must enter the percentage in the Based
on Item field.)
• Profits to Admin (Enter Bill Code in Based On): The system uses
the specified Bill Code and then subtracts the cost associated with
that Bill Code. That amount (profit or loss) is used in the percentClient Administration Guide © 2026 PrismHR 255 Chapter 9 Maintaining Client Details
Field Name Description
computation. For example, if you choose Bill Code 004 (SUTA) and
specify 5% of profits, and there was $1000 in sales and $960 in
costs, the payout would be $2.00 ($40.00 x 0.05).
• Percent of Target Amount: Percent commission based on the
amount set in the Target Amount field. (This option only works
with the Percent commission amount option, see above. The Flat
or Percent field automatically defaults to Percent.)
The following Based On options work with the Flat option (see above):
• Fixed Amount Group 1–5: Sets a flat amount that a user can elect
to include when running Compute Commissions.
• Fixed per Paid Employee: Flat commission based on the number of
employees paid in the commission cycle.
Note: If you select a Based On option that is invalid for the selected
Flat or Percent option an error message displays, "<Based On Option>
'based-on' codes will not support <XXX> Amounts." Click OK to
continue.
Based on Item Enter additional based-on types to the commission rule at the client
level, such as Percent of Bill Code, Profits to Admin, Workers
Compensation Profit, Benefit Commission Type, and Benefit
Commission Percentage.
For complex commission structures, enter a Based on Plan, which is the ID of the commission plan.
Do not use the Amount, Flat or Percent, and Based On fields. (See Creating Commission Structures
(page 185).)
Target Amount Enter the commission's target amount, which is used in conjunction
with the Percent of Target Amount option. (You can enter up to two
decimals in this field. The system truncates values with more than two
decimals.)
The Target Amount field value is an overall dollar figure the system
multiplies by the Amount Percent value to calculate the salesperson's
commission payout amount. For example, a Target Amount set to
100,000 for a 30% of Target Amount Commission setup would pay out
$30,000 as the Commission amount for the defined commission period.
The system calculates the total commission as the Target Amount x
Amount (percentage) defined on the Commission Maintenance form,
divided by the number of invoices in the applicable timeframe. The
calculated commission is split across all invoices in the Compute
Commissions period (Begin Date - End Date), which corresponds to the
configuration dates on the Commission Maintenance form.Client Administration Guide © 2026 PrismHR 256 Chapter 9 Maintaining Client Details
Field Name Description
Note: If the commission cannot be split evenly across all invoices, then
the sum of all commission amounts across all invoices will still total the
exact commission amount.Enabling Specialized Features Set up specialized features for a client company with the Custom Features form.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select Custom Features from the Actions menu. 4. Enter each custom code that applies to the client, then click Accept.
Specifying Client Custom Feature Codes Customize feature codes in Client Details to set special features for the client. The codes in this table are the most common codes available for general use. To implement custom codes, contact the PrismHR Customer Support Team.
Custom Feature Code DescriptionALLOWWMNEWHIREALTEMP.C Allows users of the New Hire form to select an alternate employer defined in Client Details instead of the client’s primary employer. This applies to worksite managers and trusted advisors associated with this client. BATCH-PAYMENTS-CHANGE- Allocates batch payments. DEFAULTS-C Note: You must set the BATCH-PAYMENTS-CHANGE-DEFAULTS (system level) and BATCH-PAYMENTS-CHANGE-DEFAULTS-C (client level) custom feature codes to display the Edit Employee Details column on the Batch Payments form. BLOCKHRAPPROVALNOTIFY Disables the notification email that is normally sent to the client’s users to let them know the results of their requested HR action (either denied or approved).
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Custom Feature Code DescriptionCLIENT-ADD-DEPENDENTS-REQ- Sets the following additional fields as required on the FIELDS Employee Dependents form: • First Name • Birth Date • Gender • Social Security Number • Relation
DISABLE-MANUALCHK-TAX-EDIT- Prevents worksite managers and worksite trusted advisors WSM from editing taxes in the Tax Wthld Amt column on the Tax Calculation Overrides form, which is accessible after calculating the totals in a manual check entry. (Service providers can continue to edit taxes in the Tax Wthld Amt column even if this custom feature code is applied.) NO-BENEFIT-B4-401K Overrides the global custom feature code BENEFIT-B4-401K at the client level. During payroll processing, if employee pay cannot cover both benefit and 401(k) deductions, the system prioritizes 401(k) deductions. NOTIPALLOWANCE The tip allowance does not display on pay stubs for employees whose home or work location is in New York or Oregon. If your organization does not set this custom feature code, the tip allowance displays on the pay stubs for employees in those states. Limitation: The system only supports this for one position per employee. If an employee has multiple tipped positions with the client, the tip allowance is the average for each of the tipped positions. PAYCARD-AUTOMOVE.C The client uses pay cards to pay employees until the employee specifies another account. PAYOR-LOCATION The system uses the Location Description as the payee on the face of checks. SHIFTPAYRATES Defines pay rates for shifts in the Shifts form. SHOWHALFPAYHOURS-CLIENT Displays hours for pay codes with Factor < 1.00 on the Batch Register Report.
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Custom Feature Code DescriptionSHOWOBSOLETE-LCDPDV Displays obsolete locations when setting up Data Security for worksite manager and trusted advisor users (accessed from the Users form). SUPPRESS-UNHANDLED-TAX-ERR Suppresses the error messages for tax forms that were not handled during payroll initialization. Note: You can set this code at the system level, but it works appropriately only when set at the client level. TS-LOAD.HRS.WORKED-C Populates Hours Worked with the Hours from the Import file and Hours Paid from the Employee Default Hours in the Detail Time Sheet Entry form. TS-SUPPRESS-SPECIAL-C Suppresses users from accessing a payroll until after they perform a timesheet import for a special batch using the Time Sheet Import form, which is available on the Payroll|Change menu. Note: After the import finishes users can access the payroll batch, and only the employees that were imported into the batch are visible in the timesheets (instead of the whole pay group list of employees). VARSALMETHOD Displays Variable Salary option in Pay Method field. When enabled, the Variable Salary option lets you track the hours that salary-exempt employees actually work.
Attaching Files to Client Records Attach files to a client record and open files attached to the record with the Client Documents form. To access, select Client > Client Details and select Documents from the Actions menu.
To attach a document: 1. Click Load a Document. 2. In the Upload a File window, click Browse. 3. Navigate to the file that you want to upload and click Open. 4. Click Submit. 5. In the Confirm Document form, the Document Name field populates the file name. 6. Enter any Document Notes. 7. Click Accept.
Once a document is in the Client Documents list:
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• Click Document Name to download the document. • Click next to a document to remove it from the company record.
Displaying Employee Statistics Display a data summary about the employees of a company with Employee Statistics.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select Employee Statistics from the Actions menu .
Configuring the Company’s ESS Settings Configure Employee Portal (EP) settings with the ESS Configuration form.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select ESS Configuration from the Actions menu.
Configuring ESS Settings 1. Complete these fields as required.
Field Description
Allow Terminated Select if terminated employees need access to EP.
Employees
Company Folder Enter the directory where custom files for the client are stored.
Name
Links Template Enter the template assigned to this client for the external links resource page.
Show 1099 Option Select to display the 1099 field in the New Hire form.
Display Viewed Select to allow viewing checks in EP.
Checks
Always Require Select to require email addresses in the New Hire form.
Email
Display PEO FSA Select to allow EP users to see flexible spending account match data.
MatchClient Administration Guide © 2026 PrismHR 260 Chapter 9 Maintaining Client Details
Field Description
Display Employer Select to allow EP users to see 401(k) match data from the employer .
401k Match
Display Employer Select to allow EP users to see benefit match data from the employer.
Benefit Match
Display Future Select to allow users to see upcoming checks.
ChecksConfiguring Web Services 1. Complete these fields as required.
Field Description
Web Service Code Enter the list of codes that this client offers to their employees. For example,
select EVERIFY to indicate that the client is E-Verify enabled (employees in
that company can undergo E-Verify).
State Enter each state postal code where a client offers the listed web services. Do
not enter any states if the web services apply to all states where the client
does business.
Worksite Enter the locations where the client offers the listed web services. Do not
enter any locations if the web services apply to all client worksite locations.Using ESS Menu Builder Set up menus for EP with ESS Menu Builder. Select Use Default Menu Structure to use the default menu structure configured by the organization for a client’s EP. You cannot edit the ESS menus for a client. If the default menu structure is not specified, future changes to the default menu will not update the client menu.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select ESS Menu Builder from the Actions menu. 4. When you finish editing the menu, click Save and then click Close.
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Using Menu Headers Menu headers are the top-level menus seen by EP users.
To add a new header: 1. Click New Menu Header. The Add a New Menu Structure window opens. 2. Enter the label for the menu header in the Text field. This displays in EP on the menu tile. 3. In the Tool-Tip Text field, enter the text that appears when a user hovers the mouse over the menu header. 4. Enter the web URL of the main page for that menu in the Link field. 5. To display an icon for that menu, enter the Image URL, which is the file path for the image. For example, img/flatimages/svg/tiles/myself.svg. 6. Click Save to return to the ESS Menu Builder form. The new header displays. 7. Repeat steps 1 through 6 to create a new menu, or click Save.
To edit header text: 1. Click the edit icon in the header box. The Edit Menu Header window opens. The fields are the same as in the Add a New Menu Structure form. 2. Edit the any of the items as needed. 3. Click Save.
Using Menu Items Drag items from the Available Menu Items list to the rectangle below the appropriate header. 1. Click the name of a menu header to expand it. 2. Click and hold the available menu item you want to add. 3. Drag the item to the rectangle under the menu header. 4. Release the mouse button. The menu item now appears in the menu structure. 5. Rearrange the sub-menu items by dragging and dropping them within the list. 6. Click Save.
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Using ESS Theme Designer Use the ESS Theme Designer to customize the appearance of Employee Portal (EP) for the company. You can also use the organization’s theme by clicking Load Default Theme.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select ESS Theme Designer from the Actions menu .
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Set a theme as follows: 1. Specify colors for these items: text and tiles, title bars, header bars, breadcrumb bar, and the background. Use a hexademical color code, or click the drop icon to select a palette color. The last column displays a color swatch. 2. Upload a company logo to display in EP. a. Click Choose File for the Logo Image. b. Navigate to the location of the logo image file and select it. c. Click Open. You return to the ESS Theme Designer. d. Click Upload. 3. You can also upload a background image to display in EP. a. Click Choose File for the Background Image. b. Navigate to the location of the background image file and select it. c. Click Open. You return to the ESS Theme Designer. d. Click Upload. 4. Click Save Theme.
Note: To remove a logo or background image from a theme, click the Delete button next to the image, then click Save Theme.
Using Print Service Options Use this form to set up check printing for the client with the Print Service Options form.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select Print Service Options from the Actions menu. 4. Complete these fields as required:
Field Description
Number Of Days Before Check Enter a value between -1 and 180. Enter 0 if the void information
Is Void should not print on checks. Enter -1 to use the system default.
SSN Print Option (Checks Set up a printing format for displaying SSN on check stubs. You can
Only) suppress printing, display the full SSN, or mask all but the last four
digits.
Check Print Form Order Formats printing of multi-form checks when building mvQueryClient Administration Guide © 2026 PrismHR 264 Chapter 9 Maintaining Client Details
Field Description
check reports.
Check Stub Header Line mvQuery check format. Default setting is Client Name, Location, ID.
Format Other options include Client Name or Employer Name.
Benefit Print Mode Displays the desired benefits on checks. Options are not printing
benefits, printing retirement benefits only, or printing all benefits.
Sort Field 1, Sort Field 2 Select sorting order on checks. For example, Sort Field 1 can be set
to EE Home Department and Sort Field 2 can be set to EE Home
Shift.
Separate Check Print File If Sort Field 1 is set to EE Home Division, the Separate Check Print
File field displays. Select this field to generate a separate check
print file for each home division when payroll is processed.
When you enable the Separate Check Print File field and process a
payroll that includes employees with multiple, different home
divisions, the system produces a check print file for each home
division in the payroll reports labeled with the Print Service Check
Report Name, the number of checks, the division code, a dash (-),
and the division name. For example, "Regular Paychecks 2 Division
NW1 - Northwest." However, if the employee does not have an
assigned home division (blank/null) the system labels the check
print file with the Print Service Check Report Name, the number of
checks, and "No Home Division." For example, "Regular Paychecks
11 No Home Division."
Note: You do not need to set the Print Deposit Advices Separately
field to Yes to use this feature because the separate Deposit
Advices file is not expected to be divided by Employee Home
Division (only the live checks that occur).
Source of Name/Address on Determines where contact information is retrieved from to include
Checks on checks. Options are client address, employer address, or
checking account address. This overrides the setting in System
Parameters.
Print Full Address Only On Select Yes to only include the full address on check stubs. Select No
Check Stub to include all information, including the name of the client.
Suppress Rate/Hours On Sets whether hourly rate and hours worked will print on check
Salaried Check Stub stubs for salaried workers.
Current Details Hours To Use Determines whether hours worked, hours paid, both hours worked
On Check Stub and paid, or units paid are listed on check stubs.
Current Earnings Sort Order Sets the default format for sorting current pay information onClient Administration Guide © 2026 PrismHR 265 Chapter 9 Maintaining Client Details
Field Description
On Check Stub check stubs.
Check Pay Detail Summary Determines whether pay details are summarized by code, pay rate,
Format or other factors.
Check Ytd Information With Specifies whether custom mvQuery checks should show current pay
Earnings and YTD information in the same area of the check stub.
Include Sort Information In Displays check sort information above employee information in the
Check Address Window check address window.
Include Memo Pay Codes In Select Yes to display memo pay codes in the current pay section.
Current Earnings Section
Exclude suppressed Pay When on the Pay Codes form, the Print on Paystub field is set to
Codes in Gross Pay on NO, Suppress Printing on Pay Stub, the following grid illustrates the
Checks? functionality of this field:
Use Benefit Plan Description Includes the benefit deduction description instead of the code on
For Deductions With Benefits employee pay stubs.
Display Employee Pay Select Yes to print an employee's pay method in the Current
Method With Current Earnings section of their check.
Earnings
Pay Detail Select up to two pay detail field names to print on employee pay
stubs for this client.
Enter a Column Name to print on the pay checks for the pay detail
value.
Note the following:
• When you set the project parameter with its prevailing wage,
if the prevailing wage for the project is greater than the
prevailing wage for the position, the check stub displays the
prevailing wage from the project.Client Administration Guide © 2026 PrismHR 266 Chapter 9 Maintaining Client Details
Field Description
• You can enter anything in the Column Name field, but the
check format might not support many characters. Re-print a
check to test whether the column names display correctly.
Check Options Controls what is printed on checks. You can suppress values,
include values that should print, add page breaks, and so on.
Print Service Check Report Selects a format for printing checks. For example, you can select
Name Regular ACH Paychecks as a format.
Print Service Garnishment Selects a format for printing garnishment checks. For example, you
Check Report Name can select New HRP Garnishment Check Series as a format.
Print Deposit Advices Creates separate print files for ACH checks and regular checks.
Separately
ACH Report Name Use this option to print ACH checks separately and select an
mvQuery.
Check File (PDF) Password Set a password to secure the PDF check file.
Check Print Service Logo Set a complete path to the location on the mvQuery print server for
Filepath check logo images. For example, C:\Images\ChkLogo.gif.
Check Print Service Signature Set a complete path to the location on the mvQuery print server for
Filepath check signature images. For example, C:\Images\Signature.gif.
Check Envelope Fields Select fields to print outside the envelope area of checks. This
option is only used for duplex and legal formats.Using Report Print Options Use the Report Print Options form to determine what prints on payroll reports.
To access this form: 1. Select Client. 2. From Client|Change, select Client Details. 3. Select Report Print Options from the Actions menu. 4. Complete these fields as required:
Field Description
Suppress Deductions on Faxback Prevents employee deductions from displaying in the FaxClient Administration Guide © 2026 PrismHR 267 Chapter 9 Maintaining Client Details
Field Description
Back Report.
Suppress ACH on Pay Register Stops ACH account details from printing on the Payroll
Register Report.
SSN Mask Override Sets the format for how employee Social Security numbers
display.
Important! Updates to the SSN Mask Override setting
determine how the system displays the SSN on the Personal
tab on the Employee Details form and overrides the SSN
Mask Option setting in the System Parameters form.
Batch Register Options Specifies register options for the Payroll Register Report.
PDF Report Password Sets a password for PDF report files. This overrides the
password default set at the global level.
Print Service Report Logo Filepath Specifies the complete path to the location on the mvQuery
print server for report logo images. For example,
C:\Images\RptLogo.gif.
Name To Print [on] Invoices Sets the name that appears on invoices.Using Report Parameters Feature The Report Parameters feature allows you to specify run-time parameters for some of the reports that print for this client when a user processes the payroll. The reports in the list are specified in the Client Details Payroll tab. Not all reports allow you to specify default parameters. The reports that do are listed below. The other reports have set parameters that you cannot customize for the client. • Defining Benefits Billing Report Parameters (page 269) • Setting Calculate Checks Report Parameters (page 271) • Setting Client Allocation Report Parameters (page 273) • Setting Deduction Register Report Parameters (page 276) • Setting Employee Check Acknowledgement Parameters (page 272) • Setting Fax Back Report Parameters (page 279) • Setting Payroll Allocation Report Parameters (page 280) • Setting Payroll Check Journal Report Parameters (page 272) • Setting Payroll Register Report Parameters (page 283) • Setting Payroll No Earnings Report Parameters (page 282)
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• Setting Workers’ Compensation Report Parameters (page 285)
Note: If a report is set at the global level, users can edit the default parameters from the main Client menu.
Related Topic Global Payroll Reports in System Administration Guide
Defining Benefits Billing Report Parameters Important! The Benefits Billing Report Parameters form, which was accessible from the Client|Change menu, has been retired. Instead, we recommend using the Benefits Billing Detail Report form, which provides helpful sorting options and filters to determine what displays in the Benefits Billing Detail Report.
Defining Certified Payroll Report Format Parameters You can set up the Certified Payroll Report to automatically run with payroll. Use the Certified Payroll Report Format Parameters form to define the format parameters for this report.
Note: This report executes only for regularly scheduled, weekly payrolls (AUTORUN version), and displays information about wages and payroll for all employees. It does not execute for the ON-DEMAND version.
To define the Certified Payroll Report format parameters: 1. Go to the Certified Payroll Report Format Parameters form and complete the following fields.
Field Name Description
Format Select the Format from the drop-down.
Note: Currently, this report only supports the Federal Government
version.
Include Gender on the Report Select Include Gender on the Report, if needed.
Include Ethnicity Select Include Ethnicity, if needed.
Include Employee Address Select Include Employee Address, if needed.
Employee Identifier Select an Employee Identifier you want to use in the report: (Full Social
Security Number, Last Four Digits of Social, Employee ID, or None).Client Administration Guide © 2026 PrismHR 269 Chapter 9 Maintaining Client Details
Field Name Description
Show zero work weeks Select this field to include projects that did not have any work to display
in the Certified Payroll Report, essentially providing you with a zero
report (all amounts listed in the report display as zero). If you do not
select this field and there was no project work during the requested
date, an error message displays.
Show extended rate of pay up Select this field to display the pay rate in the same format that displays
to 4 decimal places on vouchers, which display up to four decimal places.
Allocate Deductions/Taxes by Select Allocate Deductions/Taxes by Project to calculate deductions and
Project taxes. Selecting this field sets the calculation to allocate by project total.
When unchecked, the allocation is based on gross pay.Setting Check Journal Report Parameters Use the Payroll Check Journal Report Parameters form to determine the format for the report during payroll processing.
Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).
To set the Check Journal Report parameters: 1. In the Sort Parameters panel, set the Primary, Secondary, and Tertiary Sort By categories. 2. In the Other Parameters panel, select the appropriate settings to include in or exclude from the report:
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Select this field: To do the following:
Display Pay Codes Using Uses the same detail as the time sheet and voucher
Timesheet Detail Format
Include Expense Includes expense reimbursement pay codes
Reimbursements
Include Non-Cash Pay Codes Includes non-cash as well as cash pay codes
Include 'Employee Total Includes the Employee Total Expense, which is the sum of all pay
Expense' on Report and contributions
Sort on Codes instead of Sorts by code rather than description
Descriptions
Suppress Employee Names on Excludes employee sort names from the report
the Report
Consolidate Report Totals by Displays the totals by pay code, rather than detail lines
Pay Code Only
Exclude Check Detail Excludes detailed check information (check number, check date,
Information and period start and end dates), allowing users to see more
employees per page
Display Zero Hours/Units For Displays zero hours or units for fringe pay codes
Fringe Pay Codes
Split Hours and Units Columns Enters a page break on the primary sort field
Generate Page Break Enters a page break on the primary sort fieldSetting Calculate Checks Report Parameters Use the Calculate Checks Report Parameters form to determine the order in which information prints on the report.
Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).
To set the Calculate Checks Report parameters: 1. Use the Sort Parameters to determine the primary and secondary sorts for the report.
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Setting Employee Check Acknowledgement Parameters Use the Check Acknowledgement Report Parameters form to specify the default parameters that the system should use when printing the Check Acknowledgement Report for this client.
To set the employee Check Acknowledgement parameters: 1. Select the field that the report should Sort By. 2. Select Include Direct Deposit Advice to include the advice for direct deposits. 3. Select Include Hours to include the hours employees worked on the report. 4. Specify the Employee ID to Include: the Employee ID, the Internal (client’s) Employee Number, or the Clock Number. 5. Select Output File to create an output file. 6. Click Save.
Setting Payroll Check Journal Report Parameters Use the Payroll Check Journal Report Parameters form to determine what information prints on the Check Journal report and in what order.
Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).
To set the Payroll Check Journal Report parameters: 1. In the Sort Parameters panel, set the Primary, Secondary, and Tertiary Sort By categories. 2. In the Other Parameters panel, select the appropriate settings to include in or exclude from the report:
Select this field: To do the following:
Display Pay Codes Using Uses the same detail as the time sheet and voucher
Timesheet Detail Format
Include Expense Includes expense reimbursement pay codes
Reimbursements
Include Non-Cash Pay Codes Includes non-cash as well as cash pay codes
Include 'Employee Total Includes the Employee Total Expense, which is the sum of all pay
Expense' on Report and contributions
Sort on Codes instead of Sorts by code rather than descriptionClient Administration Guide © 2026 PrismHR 272 Chapter 9 Maintaining Client Details
Select this field: To do the following:
Descriptions
Suppress Employee Names on Excludes employee sort names from the report
the Report
Consolidate Report Totals by Displays the totals by pay code, rather than detail lines
Pay Code Only
Exclude Check Detail Excludes detailed check information (check number, check date,
Information and period start and end dates), allowing users to see more
employees per page
Display Zero Hours/Units For Displays zero hours or units for fringe pay codes
Fringe Pay Codes
Split Hours and Units Columns Enters a page break on the primary sort field
Generate Page Break Enters a page break on the primary sort fieldSetting Client Allocation Report Parameters Use the Client Allocation Report Parameters form to specify the default information that the system should print on the Client Allocation Report for the client during payroll processing.
Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).
To set the Client Allocation Report parameters: 1. In the Report Parameters panel, determine how you want the report to display by completing the following fields:
Field Description
Allocation Format Select the Allocation Format. The number of columns included in the
report based upon what you select displays. Allocation formats are
managed in the Client Allocation Formats form.
Report Format Select the Report Format.
Report Type Select the Report Type.Client Administration Guide © 2026 PrismHR 273 Chapter 9 Maintaining Client Details
Field Description
• Detail Report: Includes the detail information for each allocation
level, sub-total, and report totals.
• Summary Report: Includes allocation level sub-totals and report
total.
Suppress EE Info in Report Select Suppress EE Info in Report if you want to suppress employee
information in the report.
Suppress Employee ID Select Suppress Employee ID to suppress the Employee ID column in the
Client Allocation Report.
Suppress Subtotals Select Suppress Subtotals if you do not want the report to include
allocation level sub-totals.Select Other Parameters as appropriate.
Field Description Sort by Field Type Description Select Sort by Field Type Description to sort by the allocation description associated with the Field Type. Suppress Page Break on Select Suppress Page Break on Primary Sort (Detail Report) if you do not Primary Sort (Detail Report) want the report to include a page break and sub-total for the Field Type. Include Page Break on Primary Select Include Page Break on Primary Sort (Summary Report) if you Sort (Summary Report) want the report to include a page break and sub-total for the Field Type. Header Code Select the Header Code. The Header Code displays under the report title. If your organization is not a PEO, the report title displays as Cost Allocation Report. All others display as Client Allocation Report. Print Detail Line if Zero Select Print Detail Line if Zero to print detail lines in the report even if the value is zero. Suppress Miscellaneous Billing Select Suppress Miscellaneous Billing to exclude miscellaneous billing from the report.
Enter Header Options to determine what displays in the report’s header.
Field Description Header Code Enter the Header Code. • Payroll Number: Displays in the header of the report. • Invoice Number: Displays in the header of the report.
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Field Description
• Both: Displays both the Payroll Number (Batch Number) and Invoice
Number in the header of the report.
Include Pay Group in Header Select Include Pay Group in Header to include the pay group in the
report's header.Enter the Output File Options if you want to create an output file of the report.
Field Description Output File Select Output File to create an output file of the report. Output File Params Select the File Output Params, which are the parameters to use in the output file. Output File Totals Select Output File Totals if you want to include totals in the output file.
Note: The following options only affect the output file (Excel) versions of the report. They do not affect the PDF versions of the report. You can save the parameters and retain the defaults, if you decide not to generate an Excel version of the report.
• From the Field Type Column Display drop-down, select one of the following options:
• Both Code and Description: This option includes a column in the output file for the Field Type Code
and the Field Type Description.
• Code Only: This option includes a column in the output file for the Field Type Code.
• Description Only: This option includes a column in the output file for the Field Type Description.
• Do Not Display: This option suppresses both the Field Type Code and Field Type Description in the
output file.
• From the Field Type Column Display Order drop-down, select one of the following options:Note: These options only affect the Detail version of the report; the Summary version does not have employee information.
• Before EE Info: This option displays the Field Type columns in the Output File, before the columns
with employee information. This is how the report ran prior to this additional option. This is the
default.
• After EE Info: This option displays the Field Type columns in the Output File, after the columns with
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Field Description
Field Type Select the Field Type. This field controls the sort; select at least one field
type. There is no limit to the number of fields you can enter.
Field Labels You can enter custom Field Labels to go with the Field Type. For
example, if allocating the Field Type DEPARTMENT, the label in the
report displays DEPARTMENT unless the Field Labels is entered as Dept,
then the report displays Dept.
Sort/Detail Select one of the following from the Sort/Detail drop-down:
• Sort By: Includes the Field Type as part of the sort.
• Detail Only: Displays details about the Field Type, but does not
include the Field Type in the sort.
Sub Total Indicate whether to include a Sub Total for the field.Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
Setting Deduction Register Report Parameters Use the Deduction Register Report Parameters form to determine what information prints on the Deduction Register Report and in what order. This report lists all payroll deductions and the amount the employer contributes.
Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).
To set the Deduction Register Report parameters: 1. In the Sort Parameters panel, set the Primary, Secondary, and Tertiary Sort By categories. 2. In the Report Parameters panel, complete the following fields:
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Field Description
Detail Sort Select the Detail Sort to specify the way information displays and sorts
on the report:
• Employee Name: This is the default option. If used as the Detail
Sort, the report groups and sub-totals all deductions by employee.
• Deduction Code: Sorts and sub-totals the details in the report by
deduction code.
• Deduction Description: Sorts and sub-totals the details in the report
by deduction description.
• Deduction Code, Benefit Plan (Sub-Totaled Separately): Sorts and
sub-totals the details in the report first by benefit plan (as a sub-
total within the deduction), then by deduction code.
• Deduction Description, Benefit Plan Description (Sub-Totaled
Separately): Sorts and sub-totals the details in the report first by
benefit plan description (as a sub-total within the deduction), then
by deduction description.
• Benefit Plan, Deduction Code (Sub-Totaled Separately): Sorts and
sub-totals the details in the report first by deduction code (as a sub-
total within the benefit plan), then by benefit plan.
• Benefit Plan Description, Deduction Description (Sub-Totaled
Separately): Sorts and sub-totals the details in the report first by
deduction description (as a sub-total within the benefit plan), then
by benefit plan description.
• Deduction Code and Benefit Plan (Sub-Totaled Combined): Sorts
and sub-totals the details in the report by the combination of the
deduction code and the benefit plan.
• Deduction Description and Benefit Plan Description (Sub-Totaled
Combined): Sorts and sub-totals the details in the report by the
combination of the deduction description and the benefit plan
description.
• Benefit Plan and Deduction Code (Sub-Totaled Combined): Sort
and sub-totals the details in the report by the combination of the
benefit plan and the deduction code.
• Benefit Plan Description and Deduction Description (Sub-Totaled
Combined): Sort and sub-totals the details in the report by the
combination of the benefit plan description and the deduction
description.
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Field Description
• Detail w/Break Totals: This option is the default. The report
includes a break and sub-total for each of the sort options entered
as well as a report total.
• Detail Only: Displays only a report total; does not list sub-totals.
• Summary Only: There is no detailed information, only sub-totals for
each of the sort options entered, as well as a report total.Select the Other Parameters as appropriate.
Field Description Sort on Sort Parameters Sort on Sort Parameters Descriptions: Use the sort parameters Descriptions descriptions instead of the codes for the options entered in Primary Sort, Secondary Sort, and Tertiary Sort. Page Break on Primary Sort Page Break on Primary Sort: Start a new page for a new Primary Sort. Suppress Pay Group in Header Suppress Pay Group in Header: Exclude the Pay Group, Pay Period Start, and End Dates in the report header. Suppress Zero Deductions Suppress Zero Deductions: Exclude zero deductions. The default is to show all deductions, even zero balance ones. Output File Output File: Generate a comma-delimited output file. Include Return and Retain Include Return and Retain Amounts to include the Retained Amount and Amounts Returned Amount columns on the report.
Click Save. To apply setting for only this client. The global links at the top right allow you to manage the report parameters for clients that do not have their own defaults: • Save Global: Saves a global parameters record. Do this to define standard parameters for your organization that should apply to any clients that do not have their own parameters set for the report. Client-level parameters always override global-level parameters. • Delete Global: Deletes the global parameters record. Any client that does not have custom parameters uses the default parameters for the report.
Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
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Setting Fax Back Report Parameters Use the Fax Back Report Parameters form to determine what information prints on the report and in what order.
Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).
To set parameters for the Fax Back report: 1. Complete the following fields:
Field Description
Extra lines on breaks Enter the number of Extra lines on breaks to include on the report, if
any.
Pay Rate Display Indicate the Pay Rate Display default for the report.
Sort By Specify how the report should sort:
• Select the field to Sort By. These are entities used by the client.
• From the Sort Field By drop-down, indicate whether the system
should use the code or the description to sort the items.
Fax Back Header Notes Enter Fax Back Header Notes that should print in the report's header as
needed. You can enter more than one line. You can also enter the
substitution variables <CUTOFFDATE> and <CUTOFFTIME> to include the
Remote Cutoff Date and Remote Cutoff Time from the payroll control
record in the report.
Fax Back Memo Enter a Fax Back Memo that should print on the report, if any. You can
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• Delete Global: Deletes the global parameters record; any client that does not have custom parameters uses the default parameters for the report.
Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
Setting Payroll Allocation Report Parameters Use the Payroll Allocation Report Parameters form to set the default options for the report that displays payroll costs that are distributed across multiple cost centers, such as departments, divisions, or locations.
Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).
To set the Payroll Allocation Report parameters: 1. In the Sort Parameters panel, set the Primary, Secondary, and Tertiary Sort By categories. 2. In the Report Parameters panel, complete the following fields:
Field Description
Allocate Using Select whether the report should Allocate Using gross pay, gross
earnings, or hours paid.
Report Type Select the Report Type: detail with break totals, detail only, or summary
only format.
Exclude Contributions Use the Exclude Contributions drop-down to indicate whether to include
or exclude the contributions column.Select the Other Parameters as appropriate.
Field Description Sort On Allocation Codes Select Sort On Allocation Codes Instead of Descriptions to sort the Instead of Descriptions report by the allocation codes; otherwise, it sorts by the description. Page Break on Primary Sort Select Page Break on Primary Sort to start a new page for the selected Primary Sort items. Include Expense Select Include Expense Reimbursement Pay Codes to include those pay Reimbursement Pay Codes codes in the report. Include Non-Cash Pay Codes Select Include Non-Cash Pay Codes to include those pay codes in the report. Include Pay Rate with Pay Select Include Pay Rate with Pay Detail Information to display the pay Detail Information rates with the pay details.
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Field Description
Suppress Client Bill Pending Select Suppress Client Bill Pending Allocations to suppress any bill
Allocations pending allocations and exclude them from the report.
Deductions Allocated to Select Deductions Allocated to Employee Home Assignment to prevent
Employee Home Assignment employee deduction allocations from displaying in the report.
Include Admin Fees (ASO Select Include Admin Fees (ASO Clients only) if this is an ASO client and
Clients only) you want to include the administrative fees in the report.
Include Sales Tax Select Include Sales Tax to include sales tax amounts in the report.
Suppress Contribution Select Suppress Contribution Allocations to suppress the allocation of
Allocations contributions on the report.
Exclude Non-Billed Select Exclude Non-Billed Contributions to exclude those amounts from
Contributions the report.
Include Miscellaneous Charges Select Include Miscellaneous Charges include those amounts in the
report.
Include Administration Fees Select Include Administration Fees to include those amounts in the
report.Set the Output File Parameters by completing the following fields:
Field Description Create Output File in column Select Create Output File in column format to generate an output file. If format you select this option, you can use the following options: • Select Group by Employee ID to group items in the output file by the employee IDs. • Select Include Descriptions for Codes to display the descriptions for the codes in the output file. • Select Include Additional Fields to include additional fields in the output file. • Select Include PTO Balances in Output data to include employee paid time off in the output file. • Select Include Pay Code column data only to include only the pay code column data in the output file. • Select Taxes Allocated to Employee Home Assignment to prevent employee tax allocations from displaying in the report.
Include Additional Fields (1st Select Include Additional Fields (1st Column) to display net cash and net Column) pay information in the report.
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Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
Setting Payroll No Earnings Report Parameters Use the Unpaid Employees Report Parameters form to set up the Unpaid Employees Report to run automatically with payroll. The report displays payroll information for employees who received no earnings in a specific payroll or during a payroll period.
To set the Payroll No Earnings Report parameters: 1. In the Sort Parameters panel, set the Primary, Secondary, and Tertiary Sort By categories. Select the Detail Sort to specify the way information displays and sorts on the report: employee name, employee ID, plan ID, or plan description. 2. In the Report Parameters panel, complete the following fields:
Field Description
Report Type Select the Report Type:
• Detail w/Break Totals: Includes a break and a sub-total for each of
the sort options entered (except employee name), as well as a grand
total for all employees.
• Detail Only: Includes the detail information without sub-totals, only
a grand total for all employees.
• Summary Only: Does not include details, but only sub-totals for
each of the sort options entered (except employee name) as well as
a grand total for all employees.
Sort on Sort Parameters Select Sort on Sort Parameters Descriptions to sort the report by the
Descriptions descriptions instead of the codes selected as the Sort Parameters.
Page Break on Primary Sort Select Page Break on Primary Sort to start a new page for the selected
Primary Sort items.
Suppress Pay Group in Header Select Suppress Pay Group in Header, if needed.Client Administration Guide © 2026 PrismHR 282 Chapter 9 Maintaining Client Details
Select the Other Parameters as appropriate.
Field Description Employee Unique ID Select the Employee Unique ID from the drop-down (Employee ID, Employee Number). Include Last Week Worked Select Include Last Week Worked to include the last week the employee worked in the report. Output File Select Output File to generate an output file.
Click Save to apply settings for only this client. The global links at the top right allow you to manage the report parameters for clients that do not have their own defaults: • Save Global: Saves a global parameters record. Do this to define standard parameters for your organization that should apply to any clients that do not have their own parameters set for the report. Client-level parameters always override global-level parameters. • Delete Global: Deletes the global parameters record. Any client that does not have custom parameters uses the default parameters for the report.
Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
Setting Payroll Register Report Parameters Use the Payroll Register Report Parameters form to specify the default parameters that the system should use when printing the Payroll Register report for this client.
Note: These are the settings for the reports that the system generates during payroll processing as well as the defaults for users running the report. When running the on-demand version of the report, users can select other options at runtime (depending on their user role security settings).
To set the Payroll Register Report parameters: 1. In the Sort Parameters panel, set the Primary, Secondary, and Tertiary Sort By categories. 2. In the Report Parameters panel, complete the following fields:
Field Description
Report Format Select the Report Format:
• Standard: Includes information for each employee on the report, as
well as the Current, MTD, QTD, and YTD values for Pay, Deductions,
Taxes, and time off.
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Field Description
the Compact Format Parameters available (see below).
Report Type Select the Report Type:
• Detail w/Break Totals: Includes a break and a sub-total for each of
the sort options entered (except employee name), as well as a grand
total for all employees.
• Detail Only: Includes the detail information without sub-totals, only
a grand total for all employees.
• Summary Only: Does not include details, but only sub-totals for
each of the sort options entered (except employee name) as well as
a grand total for all employees.Select the Other Parameters as appropriate.
Field Description Sort on Sort Parameters Select Sort on Sort Parameters Descriptions to sort the report by the Descriptions descriptions instead of the codes selected as the Sort Parameters. Page Break on Primary Sort Select Page Break on Primary Sort to start a new page for the selected Primary Sort items. Suppress Zero Deductions Select Suppress Zero Deductions to exclude deductions with a value of zero from the report. Suppress Zero Vouchers Select Suppress Zero Vouchers to exclude payroll vouchers with a total of zero from the report.
Select the Compact Format Parameters as appropriate.
Field Description Include YTD Amounts Select Include YTD Amounts to include the year-to-date amounts for pay, deductions, and taxes on the report. Include Employer Select Include Employer Contributions to include the employer’s Contributions contribution amounts for deductions on the report. Sort Pay by Pay Code Select Sort Pay by Pay Code Descriptions to sort the pay by the Descriptions descriptions instead of the pay codes. Sort Deductions by Indicate the order in which to Sort Deductions by: • Deduction Code: Sorts deductions by Deduction Code
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Field Description
• Deduction Description: Sorts by Deduction Code Descriptions
• Benefit Plan, Deduction Code: Sorts by the Benefit Plan ID
associated with the deduction, if any, then the Deduction Code
• Benefit Plan, Deduction Description: Sorts by the Benefit Plan ID
associated with the deduction, if any, and then by the Deduction
Code Description
Suppress Non-Cash Fringe Pay Select Suppress Non-Cash Fringe Pay Codes to exclude non-cash fringe
Codes pay codes, which helps differentiate between what is actual pay and
what is non-cash fringe pay.Note: The Benefit Plan ID does not display on the report. Not all deductions have are associated with benefit plans. Sorting by Benefit Plan ID simply groups the deductions that have benefit plans together.
Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
Setting Workers’ Compensation Report Parameters Use the Workers’ Compensation Report Parameters form to determine what information prints on the Workers’ Compensation Report and in what order. This report displays worker’s compensation paid in a single payroll or date range.
To set the Workers’ Compensation Report parameters: 1. In the Sort Parameters panel, complete the following fields:
Field Description
Primary/Secondary/Tertiary Set the Primary, Secondary, and Tertiary Sort By categories.
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Field Description
Detail Sort Select the Detail Sort:
• Employee Name: This is the default option. If used as the Detail
Sort, the report sorts details by employee.
• State: The report sorts details by the employee's state.
• W/C Code: The report sorts details by the worker's compensation
code.
• State, W/C Code: The report sorts details first by the employee's
state, then by worker's compensation code.In the Report Parameters panel, complete the following fields:
Field Description Report Type Select the Report Type: • Detail w/Break Totals: Includes a break and a sub-total for each of the sort options entered (except employee name), as well as a grand total for all employees. • Detail Only: Includes the detail information without sub-totals, only a grand total for all employees. • Summary Only: Does not include details, but only sub-totals for each of the sort options entered (except employee name) as well as a grand total for all employees.
Sort on Sort Parameters Select Sort on Sort Parameters Descriptions to sort the report by the Descriptions descriptions instead of the codes selected as the Sort Parameters. Page Break on Primary Sort Select Page Break on Primary Sort to start a new page for the selected Primary Sort items. Suppress Pay Group in Header Select Suppress Pay Group in Header, if needed.
Select the Other Parameters as appropriate.
Field Description Employee Unique ID Select the Employee Unique ID from the drop-down (Employee ID, Employee Number). Report Format Select the Report Format to use in the report (Wage Detail, Billing Detail). Output File Select Output File to generate an output file.
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Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
Managing Client Security Settings Use the Security form (accessed through the Client Details Actions menu ) to manage the client’s security settings.
Defining Client Security You can define the Data Security Entities that users can access by specifying the defaults and the settings to which you want to restrict access. Data Security Entities are entities and work assignments that users can set for employees in the Employee Details > Work tab, specifically Location, Division, Department, Shift, or Work Group. The Data Security Entities in the Client Security panel are the only ones by which your organization can restrict access for the client. If you do not list an item, you cannot restrict user access by that entity. As indicated below, you can restrict client access by location, division, and department. Because shift and work group are not listed, users can access all shift and work group information, if any.
If the client does not use an entity type (for example, they have only one location), there is probably no reason to include that entity. For example, if some employees have division assignments and should have access to one or more departments, select Department from Data Security Entity and set Default Access to Full Access. If other employees do not have any department assigned, and you do not want them to have access to department information, set Default Access when Blank to No Access.
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Maintaining Worksite Users This panel allows you to manage the worksite users who have access to the client.
If available, you can: • Click the User ID link to edit the user account. (Note: The access information that displays is dependent on the user record’s current access for the selected client, which is available on the Users form.) • Click the Add User button to create a new user account to associate with the client. Refer to the System Administration Guide for information on editing and creating user accounts.
Associating User and Human Resource Roles with a Worksite Manager Select any role to associate with a worksite manager in the User Roles and Human Resource Roles panels, so managers who have access to set up other managers can only access these user and Human Resources roles for the client.
Suppressing Payroll Warnings Suppress payroll warnings by selecting a warning in the Payroll Suppress panel.
Maintaining Security Settings for the Client Use the options in the Access panel to maintain the client’s security settings.
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Using IP White List/Range Examples Your organization can use the white list to grant the client’s users access only at a specific location, such as an office or home, by specifying the IP addresses or the IP range. In the example below, those users can only access PrismHR from the listed IP addresses (123.123.123.101, 123.123.123.102, and 123.123.123.103).
Your organization can also specify a range of permitted IP addresses. • In the example below, those users can only access PrismHR from IP addresses that begin with 123.123.123.
• In the example below, those users can only access the system from IP addresses in the range (123.123.123.100, 123.123.123.101, 123.123.123.102, and so on). Note that if you enter a range, you must separate the first and last addresses with a dash and that the first three numbers must match. If the first three numbers do not match, that is not a valid IP address range and the system will ignore it.
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Defining Payroll Shipping Methods for the Client Use the Special Delivery form to define methods that users can select for shipping the client’s payrolls. For example:
To define payroll shipping methods for the client: 1. Select All Locations if the delivery method applies to all locations. If this is selected, the system charges a single fee for the whole client. 2. If you did not select All Locations, click New and select one of the client’s worksite locations, or enter the code for a location that already has a delivery method defined for it. 3. Enter the Company Override Method, which is one of the delivery methods defined in your system. This overrides the default. 4. Enter the Method description, which is usually the name for the service (for example, US Postal Service or FedEx). 5. Enter the Days In Transit, which is the delivery method’s number of days in transit. 6. Enter the Bill Event Code, which is the ID of the billing event that the system uses to track this delivery method. If there is no charge for the delivery method, leave this field blank. 7. Enter the Special Bill Amt to override the standard billing amount for this client, if appropriate. 8. Use the Method Active drop-down to indicate the status of this delivery method: • Yes: This method is available for users to select. • No: Users cannot select this method. • Once: Select this if the method will be used only once. After it has been triggered, the system sets it to No.
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Entering Information for Custom Fields If there are custom fields defined by your organization, you can enter information in the User-Defined Fields form. 1. Enter the Field Values as needed. If there is a red indicator in the Mandatory column, you cannot save the record without entering that value. 2. Click Accept when you have entered the values. 3. Click Save. If you do not click Save, your changes are not saved in the User-Defined Fields form.
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Entering User-Defined Fields You can create global and client user-defined fields using the Global User Defined Fields and Client User Defined Fields forms. (Any user-defined fields configured at the system level are accessible from the Actions menu of the local form where they were created.)
Note: This form does not use Client Access Group Security.
Configuring User-Defined Fields - Global Level
To access this form and create global user-defined fields:
Click Back Office .
From System|Change, select Global User Defined Fields.The Global User Defined Fields form displays.
Select a form name from the Page Titlewhere you want to set up fields. For example, selecting Employee Dependents (DEPENDENTS) displays the following fields:
Click + to create new fields, then complete the following information for each field:
Field Description Field Name Name of the field to be added. Fields can not contain any spaces. Field Description Description of this field. Field Type Type of field to be added. Options include Alphanumeric, Date, and Numeric. Mandatory
Click Save.
Configuring User-Defined Fields - Client Level Use the Client User Defined Fields form to set user-defined fields on a client level.
Note: Client Access Group Security is enabled on this form.
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To access this form and set user-defined fields for a client: 1. Click Client. 2. From Client|Action, select Client User Defined Fields. The Client User Defined Fields form displays. 3. Select a form name from the Page Title where you want to set up fields. For example, selecting Employee Details (EMPLOYEE.MASTER) displays the following fields:
Click + to create new fields, then complete the following information for each field:
Field Description Field Name Name of the field to be added. Fields can not contain any spaces. Field Description Description of this field. Field Type Type of field to be added. Options include Alphanumeric, Date, and Numeric. Mandatory
Click Save. Any fields created only display on the selected Page Title for the client where they were set up. Note the following: • If a client has both global user-defined fields and client level user-defined fields, all fields will display together on the User Fields screen in the Actions menu for each screen (set with Page Title) they were configured on. • If you attempt to delete a user-defined field that contains data, the system warns you that deleting this record will also delete any data associated with this field. • You can also clone user-defined fields from an existing client with the Clone Client feature. see Cloning a Client on page 24 for more information. • The option of deleting user-defined fields or amending the order of user-defined fields is no longer available. If a new field is created, it must be the last record in the multi-value grid.
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Importing User-Defined Fields You can use the User Defined Fields Import form to import global and client user-defined fields that are related to specific forms/files. For example:
Note: Client Access Group and Data Entity security is enabled on this form. To access the form, click the Back Office menu. Under Operations|Action, click User Defined Fields Import. Note: This form is available for service providers, worksite managers, and worksite trusted advisors who have user-role access to the User Defined Fields Import form. Also, if your user role does not have access to the form/file listed in the import file, the import fails.
To import global and user-defined fields: 1. Expand the Generate Import Spreadsheet panel. In the Select One Form field, select a form whose fields you want to import. (The form you select determines the column names that display in the spreadsheet.) Note: You cannot select any forms where you do not have user-role access. 2. Enter or select the Client ID or the Employer ID. (The field that displays depends on which form you select.) 3. Select Download Spreadsheet. The system creates a spreadsheet that displays in a separate window, which is suitable for editing. 4. Update the downloaded spreadsheet. 5. In the Import Data section, enter an Import Name. (This is a required field; you cannot import a file without this information.) 6. Select Upload File. Click Add Files and select the file to upload, then click Start Upload. (This file must be in .csv format and can only contain one form.) Important! You must upload the most-recent version of the import file before performing an import so the field column headers match the field’s current type and required status. (If a field is duplicated, the system uploads the last value.)
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Note: The system only imports rows for the first form listed in the file. (Subsequent rows that contain a
different form name are ignored.)Limiting W/C Classes Use the Authorized W/C Classes form to limit the workers’ compensation classes available for the client to use. If no classes are entered for the client, all classes in the system are available.
Note: The Client ID is the unique identifier for the client.
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To limit W/C classes for the client, do the following: 1. For each workers’ compensation class that you want to make available to the client: a. Enter the W/C Code. The Description displays. b. Enter the Obsolete Date for the W/C code, if any. 2. Click Accept.
Viewing W/C Policy History Use the W/C Policy History form to view the audit history for the W/C policies that display on the Benefits tab in the Client Details form. For example:
If users make a change to any of the fields in the Workers’ Compensation Insurance panel, that change is reflected in the audit history that displays on the W/C Policy History form. Note the following: • This form is only available for service providers, worksite managers, and worksite trusted advisors. • Users with Inquiry access for their user role can view the audit history. • You can access this form by selecting W/C Policy History on the Actions menu in the Benefits tab on the Client Details form or by selecting W/C Policy History on the HR|View menu. • The system sorts the information in this form by Change Date and Time. • Client Access Group security is maintained for this form.
Changing SUTA Flags on Payroll Vouchers Run this process to update previously existing pay vouchers and change SUTA Reporting Entity from Client to PEO (or vice versa). You must run a tax register rebuild to ensure that subsequent payrolls are correct. Once this process is complete, an acknowledgment message is sent out stating the number of updated vouchers. Acknowledgment of this message generates a report showing the vouchers that were edited.
Note: This form does not use Client Access Group Security.
To change SUTA flags on vouchers:
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Field Description Tax Codes/Tax Description Select the tax deduction code you want to update. This code must be a SUTA code. Once a code is selected, it fills in the description field. Reporting Select PEO or Client to determine a report type. Vouchers are changed to this reporting type for the value selected here. Special Option Determines how individual tax is accumulated and reported. Options are: l A - Auto-assigns state unemployment insurance (SUI) based on the current configuration. l C - Forces Client SUI Reporting Only Basis. Note: Values entered in Reporting and Special Option determine the method used by the system to update the Entity and Client Reporting Only fields on the Employer Payroll Tax Detail record.
Update SUTA Reporting On Update Methodology Payroll Vouchers Record Fields PEO/Client Special Option Reporting P Blank Entity = P, Client Reporting Only = N
C Blank Entity = C, Client Reporting Only = null P C Entity = P, Client Reporting Only = Y P or C A The update utility uses the same method (UTL.GET.SUTA.BASIS) that runs during the payroll initialization process. This method looks at: 1. The Service Type field on the Client Details record. 2. The Tax Basis parameters on the State Processing rule record for the applicable state. 3. The Client SUI reporting fields on the Client Details form that override the settings on the State record to determine what the values of the ‘Entity’ and ‘Client Reporting Only’ field will be set to. Since the Service
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Field Description
Update SUTA Reporting On Update Methodology Payroll Vouchers Record Fields Type field on the Client Details record affects the outcome when this special option is used, the option to override the service type for the Client ID entered is provided. This option is only available when a Client ID is entered. It is meant to be used when a client’s service type has changed and you want the update program to use a service other than the one currently found on the Client Details record for the client entered.
Start Pay Date/End Pay Date Start: The date to start updating payroll vouchers. End: The date to stop updating payroll vouchers. Employer ID Optional: Changes SUTA for a specific employer. Client ID Optional: Changes SUTA for a specific client. Employee ID Optional: Changes SUTA for a specific employee. Override service type Forces the client service type used when the service type for the client has changed (Special Option set to A). Options are: l ASO - Administrative Services Only l PEO - Professional Employer Services l PAY - Processing Payroll Only l ASA - Administrative Services/Alt. Billing l COR - Corporate Payroll l HRN - HR Services - No Payroll File Type Determines the output type for reports: Text only, or CSV. Rebuild Vouchers Flag Whether to Update Existing Vouchers with the new SUTA flag information, or Create New Adjustment Vouchers to reflect the change. Send to Mastertax This field is only available if Rebuild Vouchers Flag is set to “Create New Adjustment Vouchers”. If Yes, the MasterTax PTS file will display the wages and taxes associated with the original SUTA flag as negative values. The PTS file also displays the updated amounts as positive values associated with the new SUTA flag.
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Click Run.
Here is a report example in .txt format.
Adjusting FUTA Credit Amounts Use the FUTA Credit Adjustment Entry form to appropriately adjust FUTA credit amounts to adjust FUTA Credit in the RTS without using tax adjustments for a client. The values within the RTS will reflect the adjustments made in this form. The FUTA Credit Adjustment Entry form will only accept employee IDs for the selected Client as this is a Client based form.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Client. Under Client|Change, click FUTA Credit Adjustment Entry.
To enter FUTA Credit Adjustment: 1. Complete the following:
Field Name Description Reporting Year Select the year for which you want FUTA credit adjustment. By default the current year displays.
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Field Name Description Employee ID Enter the employee IDs for the client for whom you want to adjust FUTA credit or click the Employee ID and select them from the Select Employee dialog box.
Note: Only employee for the selected client will appear in the dialog box.
If you are manually entering employee IDs, you can only enter employee
IDs for the selected client.Employee Name This field will auto-populate based on the selection above. Year This field will auto-populate based on the reporting year selected above. State Tax Code Enter the state tax code for example enter 05-17 for the state of California. State This field will auto-populate based on the selection above. Wage Adjustment Amount Enter numeric values only for tax adjustment amount as positive or negative to offset the FUTA Credit reduction amount within the FUTA Credit Register Build.
Client Administration Guide © 2026 PrismHR 300 Chapter 10 Adding Auto Holiday Pay
Chapter 10 Adding Auto Holiday Pay You can use the Auto Holiday Pay form to streamline paying employee holiday time by setting up holiday rules, so your employees are paid this time at the client level. For example:
Note the following: • This form is only available for service providers. • The Override Date column indicates when the Auto Holiday Pay Rules for that Line # has at least one entry in the Holiday Dates panel in the Auto Holiday Pay Days form. Important! An employee’s eligibility for auto holiday hours is based on the first date of the payroll’s pay period when the timesheet/payroll control record is created without regard to effective-dated changes that might fall within the pay period. Using the Auto Holiday Pay form, you can set up the following: • New Rule: Define the rule which determines the amount of automatic holiday pay for employees and how many hours they receive using the Auto Holiday Rule Maintenance form. In addition, you can edit an existing rule to make updates.
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Important! When you add a new rule and apply it to a current, regular payroll, if you delete the payroll and
recreate it to populate those holiday hours, the system does not populate the holiday hours if you select Yes
when this message displays, "Do you want to keep the keyed entries and apply them to the new payroll?
Note: This will include all previously accepted pay rate changes and leave requests."
Note the following when creating a rule:
• The FLSA Type is required for every rule.
• Holiday rules only apply to regular payrolls and when the timesheet is created for a regular payroll. (The
system does not apply holiday rules to payrolls marked as "replaces a scheduled batch.")• Days: Define which days apply to employee holiday time. • Import Rules: Import existing import rules using the Auto Holiday Pay Rules import template in the Data Import Tool.
Setting Up Auto Holiday Pay To set up paying employee holiday time: 1. Select the client. 2. From Client|Change, select Auto Holiday Pay. The Auto Holiday Pay form displays. 3. Click New Rule. The Auto Holiday Pay Rule Maintenance form displays. For example:
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• If you enter an Employee Type (optional) that does not exist the system displays an error message,
"Record <employee type> is not on file EMPLOYEE.TYPE.CODES." Click OK to continue.
• The Variable Salary option only displays in the Pay Method field if the VARSALMETHOD custom feature
code is enabled on the System Parameters form. You can use the Variable Salary option to accurately
track the hours that salary-exempt employees actually work. For example, non-profit companies could
use this option to track the work hours of their employees who are paid a standard salaried amount, so
they can use these hours and their allocations for grant purposes.
• If you enter a Pay Code (required) that does not exist the system displays an error message, "Record
<pay code> is not on file EARNING.CODES." Click OK to continue.
• If you enter an alpha character as the Number of Hours (required) an error message displays, "A valid
number is required." Click OK to continue.
• If you save a rule without entering the required information, an error message displays.
• You can enter or select the Override Dates based on information that exists on the Auto Holiday Pay
Days form. (You cannot duplicate override dates.)
Note: The Auto Holiday Override Hours display on the employee's timesheet when the criteria for the
Auto Holiday Pay Rule and the Override Date exists in the current regular payroll after it is created.Removing Auto Holiday Pay Time If an employee no longer receives auto holiday pay due to a change in their Employee Type, Pay Method, or FLSA Exempt status, there are two options available to remove any existing auto holiday pay from the current timesheet: • Option 1: Delete the Payroll Control record. Select Yes to “Do you want to create a replacement payroll for this pay group?” and select No to “Do you want to keep keyed entries and apply them to the new payroll?” The system reapplies the auto holiday pay rules. • Option 2: Manually delete the holiday hours for the employee in the timesheet.
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Maintaining Auto Holiday Pay Rules You can use the Auto Holiday Pay Rule Maintenance form to define the rules which determine the amount of automatic holiday pay for employees and how many hours they receive. In addition, you can edit an existing rule to make updates. Note: Access this form by selecting the New Rule link on the Auto Holiday Pay form. (See Adding Auto Holiday Pay on page 301.)
To set up paying employee holiday time: 1. Select the client. 2. From Client|Change, select Auto Holiday Pay. The Auto Holiday Pay form displays. 3. Click New Rule. The Auto Holiday Pay Rule Maintenance form displays. For example:
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• If you enter a Pay Code (required) that does not exist the system displays an error message, "Record
<pay code> is not on file EARNING.CODES." Click OK to continue.
• If you enter an alpha character as the Number of Hours (required) an error message displays, "A valid
number is required." Click OK to continue.
• If you save a rule without entering the required information, an error message displays.
• You can enter or select the Override Dates based on information that exists on the Auto Holiday Pay
Days form. (You cannot duplicate override dates.)
Note: The Auto Holiday Override Hours display on the employee's timesheet when the criteria for the
Auto Holiday Pay Rule and the Override Date exists in the current regular payroll after it is created.Working with Auto Holiday Pay Days You can use the Auto Holiday Pay Days form to define which days apply to employee holiday time. For example:
Note: Access this form by selecting the Days link on the Auto Holiday Pay form. (See Adding Auto Holiday Pay on page 301.)
To set up employee holiday days: 1. Enter the Year where you want to apply the holiday. 2. Click the Holiday Dates grid to select a date from the calendar. 3. Click Save. Note the following:
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• You can enter or select holidays up to ten years in the past or ten
years in the future from the current year (defaults to the current
year). You can enter or select holidays up to ten years in the past or
one year in the future (defaults to the current year). (Note: If you
enter a date that does not meet this criteria an error message displays,
“The following date(s) are not in the year selected and will be removed
Auto Holiday Pay Report In association with the Auto Holiday Pay feature, you can run the Auto Holiday Pay Report to display the auto holiday pay rules (Rules option) or the days in a date range (Days option) for one or more clients. For example:
Note: This form is only available for service providers.
To run this report: 1. Go to the Reports menu and select Auto Holiday Pay Report on the Operations Payroll|Report menu. 2. Enter or select the Client ID. The Client Name displays. 3. Select either the Rules (default) or Days report type. If you select Days, enter or select the Start Date and End Date. 4. Click Run. The report displays.
The report columns for the Auto Holiday Pay Rules Report are: • Client ID: The ID of the client assigned to this holiday. • Client Name: The name of the client assigned to this holiday.
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• Line #: The line number assigned to this holiday. • Employee Type: The type of employee assigned to this holiday. • Pay Method: The pay method assigned to this holiday. • FLSA Exempt?: If included in the report, either a Yes or a No. This is dependent on the holiday’s Pay Code setup. • Pay Group: The pay group assigned to this holiday. • Pay Code: The pay code assigned to this holiday. • Number of Hours: The number of hours for this holiday. • Override Date: Indicates whether override dates exist for this rule. For example:
The report columns for the Auto Holiday Days Report are: • Client ID: The ID of the client assigned to this holiday. • Client Name: The name of the client assigned to this holiday. • Date: The date assigned to this holiday. • Override Date: Indicates whether override dates exist for this date. For example:
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Client Administration Guide © 2026 PrismHR 308 Chapter 11 Using Client Payroll Processing Options
Chapter 11 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.
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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.
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.
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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.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.
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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. 4. 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. 5. Click Save in Email Services. 6. 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 313) • Reordering Columns (page 313) • Changing to a Different Type of Pay (page 313)
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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.
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.
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).
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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.
Related Topics “Entering Time Sheets” in the Payroll User Guide
Exporting the ExpertPay File Use the ExpertPay Export form to generate a CSV file that is transmitted to a third-party vendor (ExpertPay). The data is then transmitted by ExpertPay to various garnishment authorities.
Note: Client Access Group Security is enabled on this form.
To access the form, click (Back Office) > Operations|Action > ExpertPay Export
To build the export file: 1. Enter Starting Pay Date which is a mandatory date field. It is the starting date for the pay date range for this file. 2. Enter Ending Pay Date which is a mandatory date field. It is the starting date for the pay date range for this file. 3. Enter Profile Name for Header — This information is shown in Column B of the ExpertPay CSV file. 4. Click the Client ID link to limit the report to a selected client or leave blank to include all clients. 5. Click Build to generate the export file. 6. Click Close when the process is complete. After the file is downloaded, the system generates the export file and an error report.
Equifax Setup Use this form to configure the Equifax Export file.
Note: This form does not use Client Access Group Security.
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To access the form, click Back Office menu. Under Operations|Action, click Equifax Setup.
To set up Equifax: 1. Complete the following fields:
Field Description
Report Setup Source ID This is assigned by Equifax. Source Type This is assigned by Equifax. Submission File Indicate the appropriate submission file code from the following: Code • Initial - This is the default option. • Replacement UCX Account This is assigned by Equifax. Number Reporting Select which type of address should be used in position 593 from the following: Address • Home • Work • Mailing • Other Report Using By default this box is checked. Un-check this box if you do not want this report to use hours Hours Worked? worked. Use the By default this box is checked. Un-check this box if you do not want this report to use the company client ID for the Location/Division Code. number for the location code? Reporting Entity Select the reporting entity from the following: • Client • Employer
Required Record Types
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Field Description Equifax Select the record types you need from the following: Required Record Types • 000HEADER - Header Record • 140ERWOTCLOC - Employer WOTC Location Record • 202EMPLPIM - Employee General Information Record • 210EMPLPAYINFO - Employee Pay Information Record • 220EMPLPAYDTL - Employee Pay Detailed Information Record • 230EMPLBENINFO - Employee Benefits Information Record • 290EMPLTAXCRDT - Employee Tax Credit Record • 350EMPLI9LOC - Employee I9 Location Information Record • 999FOOTER - Footer Record
Employer Information Employer ID Enter the Employer IDs that you want for the Equifax export file or click the Employer ID link and select them from the Select Employer dialog box. TCI ID Enter the TCI ID assigned by Equifax for the selected employer.
Limit to Clients Client ID Enter the Client ID that you want for the Equifax export file or click the Client ID link and select them from the Select Clients dialog box. Client Name This field auto-populates based on the selection above.
Exclude Clients Client ID Enter the Client ID that you do not want for the Equifax export file or click the Client ID link and select them from the Select Clients dialog box. Client Name This field auto-populates based on the selection above.
Equifax Export Use this form to build an export file for unemployment claim processing and tax credits through Equifax. A link to Equifax Setup (page 314) form is available on this form to set up the Equifax export file.
Note: This form does not use Client Access Group Security.
To access the form, click the Back Office menu. Under Operations|Action, click Equifax Export.
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To build the Equifax export file: 1. Complete the following fields:
Field Description Start Date Enter the start date. End Date Enter the end date.
Employer ID Enter the employer IDs for which you want to build this export file or click the Employer ID link and select them from the Select Employer dialog box. Include History By default this box is un-checked. Check this box if you want to include the previous two years of payroll data. File Type Indicate the file type from the following options: • Test • Production
Configuring an Import Template Use the Export Timesheet form to configure an import template and/or create the initial file for a spreadsheet import.
Note: Client Access Group Security is enabled on this form.
To access the form, click the Back Office menu. Under Operations|Action, click Export Timesheet.
To create an initial file for a spreadsheet import: 1. Complete the following fields:
Field Description
Template Configuration - Use this section to create an import template. Template ID Enter the ID of a spreadsheet import pay definition or click the Template ID link and select an existing template from the Select Template ID dialog box. Template Description For a new template ID, Enter a short definition for this import definition. For an existing template, this field auto-populates.
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Field Description Hourly Only Check this box if only hourly employees should be loaded from the download. Any salary employees that are on the download will be reported as download exceptions. Employee Identifier Select the employee identifier to be used from the following options: • Employee ID • Employee Number
Pay Columns to Include - Enter column headings and pay codes for the spreadsheet pay columns. Column Heading Enter headings for other pay columns to appear on the spreadsheet. Pay Code Enter the actual pay code to use for amounts entered in this pay column or click the Pay Code link and select it from the Select Pay Code dialog box. Description This field auto-populates based on the selection above. Include Default Timesheet Check this box if you want to fill in the first pay column with default time card Hours hours (for those employees who have them entered). By default this box is unchecked.
Info Columns to Include Column Heading Enter heading for other information to be entered on the spreadsheet. Contents Enter the actual contents to be entered in this column on the spreadsheet from the following options: • Charge Date • Department • Division • Position • Location • Project • Shift Show Default Value Select from the following options: • Yes - To have the default values filled in on an actual spreadsheet. • No - To leave the column blank. Include Pay Rate Columns Check this box if you want to import override pay rates and add those columns. Leave this box unchecked to use standard pay rates.
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Export Timesheet Data - Use this process to create an initial file for a spreadsheet import. Template ID Enter the ID of a spreadsheet import pay definition or click the Template ID link and select an existing template from the Select Template ID dialog box. Template Description This field auto-populates based on the selection above. Client ID Enter the Client ID for which you want to create the initial file or click the Client ID link and select it from the Select Client dialog box. Payroll Number Enter the payroll number for which you want to create the initial file or click the Payroll Number link and select it from the Select Payroll Batches dialog box.
Client Administration Guide © 2026 PrismHR 319 Chapter 12 Managing Pending Payday Notifications
Chapter 12 Managing Pending Payday Notifications You can manage pending payday notifications using the Payday Notification Queue form, which is available on the Client|View menu. For example:
Note the following: • This form is only available for service providers. • After payrolls are completed, payday notifications are scheduled for delivery but are not sent until the pay date. These pending notifications display in the Payday Notification Queue, so you can view and manage them. • The queue displays all employees that have a pay date within the next seven days (default). • You can adjust the pay date to include vouchers up to 30 days in the future.
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To manage pending payday notifications, do the following: 1. Go to the Payday Notification Queue form and complete the following fields:
Field Description
Pay Date Date the payroll is scheduled to process, which must be a future pay date within
30 days of the current date. (The date always defaults to seven days in the future
after the form loads.)
Note: The system uses the Pay Date on the voucher to trigger the payday
notification.
Employee To view and manage a specific employee, do one of the following:
• Enter the employee ID or name in the Employee field.
• Search for an employee by ID or name by selecting the Employee field. The
Select Employee search dialog displays where you can enter the employee ID
or name, which displays in the results list. You can click Reset Search and
Filters to remove the search entry from the Employee ID or Name field.
Selecting the desired employee from the results list displays it back in the
Payday Notification Queue form.
Note: This field is optional.
Processed Date Select the date when the payroll was processed (optional).
Payroll Number Select the payroll number (optional).Client Administration Guide © 2026 PrismHR 321 Chapter 12 Managing Pending Payday Notifications
Note: This report is only available for service providers.
Client Administration Guide © 2026 PrismHR 322 Chapter 13 Maintaining Worksite Locations
Chapter 13 Maintaining Worksite Locations You can maintain the details for the client’s worksite locations in the Worksite Locations form.
Working with SUTA SUTA is based on the employee’s home location. Entering hours for a different state does not trigger the SUTA for that state. SUTA is based on the location code in the Employee Details form. You cannot have multiple SUTA states in a single payroll. If you have an employee who worked in multiple states for a single payroll and wants to calculate SUTA for each state, you must run a separate payroll to process the hours for each state where the employee works. You must change the employee’s home location in Employee Details for each payroll you run before processing.
Importing a Worksite Locations Template File Clicking the Import button displays the Data Import Tool form, which allows you to import a Worksite Locations template file that contains the following fields (this file must be in .txt format): • Client ID (Required). • Location Code (Required). • Location Name (Required). • Address One (Required). • Address Two. • Zip Code (Required). • Geocode (auto-fills based on zip code). • City/County/State (populates with geocode population and auto-fills based on zip code). • Latitude (auto-fills based on zip code). • Longitude (auto-fills based on zip code). • Work Comp State (Required): Enter a two-digit state name (do not enter the whole state name). For example, enter TX for the state of Texas. • G/L Segment Code 1. • G/L Segment Code 2.
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• G/L Segment Code 3. The Import button displays on the Worksite Locations form for all service provider user roles except the “Deny” and “Inquiry-only” roles. Imports can be performed for multiple clients at the operations level.
Note: For more information about the Data Import Tool form, refer to the Payroll Administration Guide.
Maintaining Worksite Location Information Use the Worksite Locations panel to maintain the worksite location code and address information.
To maintain the worksite location code and address information: 1. In the Worksite Locations panel, complete the following fields:
Field Description
Location Code Enter or select the Location Code.
To search for an existing code, select Location Code. A selector form
displays the location code, its name, state, city, G/L segment code,
obsolete status, and obsolete date. (Note: By default, any location
codes with the Obsolete Location field selected do not display in the
list.) You can search for a specific location code, name, state, or city,
or select a code from the list that displays.
To filter the search further by displaying only obsolete codes, select
Yes in the Obsolete field (the default is No).
To refresh the list, select Reset Search and Filters.
After entering the Location Code in the Worksite Locations panel,
you can view a list of employees assigned to that location by
selecting Employees Assigned To from the Actions menu. This list
displays employees located at that site and their employment status:
Active, Terminated, or on Leave of Absence. (Terminated employees
display in red.)
Location Name Enter the Location Name.
Worksite Address Enter the worksite Addressand ZIP Code, including the ZIP+4
extension. The system automatically displays the GeoCode, City,
County, and State information. You will be presented with a pop-up
of Geocode options when an entered zip code spans multiple cities,
counties, or localities. Select the correct Geocode to update the
address.
Note: Select the tool tip icon in the GeoCode field to display the
tool tip text. If you enter or select a geocode for a zip code that only
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Field Description
only one available for this zipcode." Click OK to return to the form.
After you enter or select the ZIP Code, the system checks the street
address to make sure that it is valid. If there are typos, missing
information, or other unrecognized values, the system displays a
dialog suggesting a correction to the address. Click Yes to accept the
corrected address, otherwise click No to save as-is or make other
edits.
Note: If you enter something that the system cannot match to any
existing address, it displays the first address in the master list for the
ZIP code (such as 1 Apple Drive).
Latitude/Longitude Optionally, enter values for the Latitude and Longitude of the
worksite.
Portland Metro District Select this option if the worksite falls within the Portland Metro
district. This field is used to calculate the Portland Metro SHS tax on
high-earning employees and employees who opt into a flat amount
of tax per pay period.
Remote Location When enabled (this field is disabled by default), the worksite geocode
is ignored and taxes are based on the employee's resident geocode.
Workers Compensation also follows the resident geocode when
enabled on the Benefit tab in the Client Details form. (The employee
override is not required.)
Note: The Remote Location setting on the worksite location treats
the employee for taxation as if they have the tax calculation override
set on the Employee Details form.
Work Comp State Select the Work Comp State under which workers’ compensation
insurance covers the location.
Obsolete Location Select Obsolete Location if this location is no longer used and no
employees are assigned to it. Selecting this option also hides the
location from most search screens, such as the lookup field in New
Hire.
Obsolete Date Enter the Obsolete Date when this location became obsolete. (This
field is only for informational purposes.)
Contact Information Indicate contact information for this location:
• Enter each contact’s Telephone number.
• Enter the Contact Title.
• Enter the contact’s Email Address.Client Administration Guide © 2026 PrismHR 325 Chapter 13 Maintaining Worksite Locations
Field Description
• Enter the Contact Fax.
• Enter the Contact Name.Working with Miscellaneous GL Segments Use the Misc GL panel to review Misc GL Counts (predefined wildcards) for this worksite location and enter replacement Misc GL Segments. Note: During payroll processing, the system substitutes the GL segments for wildcards in GL account codes. These wildcards must also be included in the following setups: • GL setup, which is processed into payroll accounting. (You can configure them in the G/L Setup form.) • PEO client accounting setup, which is processed into client accounting. (You can configure them in the PEO Client Accounting form.)
When working with miscellaneous GL segments: 1. The predefined wildcards display in rows in the Misc GL Count column, where the codes are always EEMLC01 through EEMLC99. (The program that evaluates the wildcards only looks for those values.) 2. If appropriate, enter the Misc GL Description. For example, EEMLC01 = Segment 1 and EEMLC02 = Segment 2. (You can apply these misc segments to account codes for other areas besides pay, such as taxes or deductions.) Important! Any changes made to the descriptions affect all worksite locations in the active client. Note: The Misc GL Description column’s values are for reference only. (These descriptions are stored in the client’s record.) The system automatically loads these values each time a worksite location record displays. 3. If appropriate, enter the Misc GL Segment value that replaces the Misc GL Count wildcard. 4. Click Save.
Establishing Benefit Plans If the client offers location-specific plans, use the Eligible Benefits panel to establish the benefit plans for this location. Note: The Eligible Benefits panel allows you to select one or more Benefit Plan IDs only if you have selected Locations Restrict Eligibility option in the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. If you do not select this option, then you will not be able to select any Benefit Plan IDs. A conditional message, “Access to this section requires the Eligible Benefits Determinant to be set to Locations Restrict Eligibility on the Client Details form” also displays in the Eligible Benefits panel.
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To establish benefit plans for this location, do the following: 1. In the Eligible Benefits panel, complete the following fields:
Field Description
Benefit Plan ID Each Benefit Plan ID for the benefits that employees in the worksite
location are eligible. Enter the Benefit Plan ID or select Benefit Plan
ID to display the Select Benefit Plans list.
Plan Description A description of the Benefit Plan ID.
Import Eligible Benefits A quick link to import eligible benefit plans. Select this quick link to
display the Eligible Benefits import template in the Data Import Tool.Entering SUTA Reporting States Use the Location Based SUI panel to enter client SUTA reporting states for this location. This panel displays only if your organization has set up the custom feature code ALLOW-LOCN-BASED-SUI in System Parameters. You might use the panel if the client has multiple entities, wants to process one payroll, and has different entity locations in the same state with account numbers because they are in client reporting states such as Nevada or Missouri.
To enter client SUTA reporting states for this location, do the following: 1. Enter or select each client-reporting State Code. 2. Enter or select the Starting Date. 3. Enter or select the Ending Date. 4. Enter or select the State ID Number for this client location.
Establishing Banking Information Use the ACH/Account Setup panel to establish banking specific to this location. These values override those defined in Client Details. Note the following:
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• The system uses the employee’s home worksite location (the location specified on the Work tab in the Employee Details form) in the ACH information when processing the payroll. However, the system does not use the ACH information where the employee worked (that is, the override location on the timesheet). • For Reverse Wire clients, the ACH Details panel name changes to Reverse Wire Details.
To establish banking specific to this location, do the following: 1. Complete the following fields in these panels:
Field Name Description
Payroll Check Account Enter or select the account from which to draw payroll checks.
Direct Deposit Account Enter or select the account from which to draw direct deposit
transactions.
Reverse Wire Account Enter or select the account from which to draw reverse wire checks.
Note: The client must be set up with the Break Field set to Location and
Create REAL Invoice Break enabled on the Billing tab in the Client Details
form to invoice correctly by location.
Garnishment Check Enter or select the account from which to draw garnishment checks.
Account
Child Support EFT Enter or select the Child Support EFT Account from which to draw
Account garnishment EFT payments.
Location's ACH Status Select the Location’s ACH Status.
Note the following:
• The ABA/ Routing Number must contain 9 digits total, 8 digits plus
the checksum that is designated by the Federal Reserve Bank.
• If you have multiple locations with separate bank accounts for each
of them, you can debit an invoice for a specific location's bank
account by setting it to ACH by Location and selecting the Non-ACH
option as the Location's ACH Status, which would eliminate internal
bank transfers when submitting a pending client bill.
ABA/Routing Number Enter the ABA/Routing Number for the financial institution. The system
uses this only for the split ACH debit feature; the system does not use this
during payroll initialization.
Account Number Enter the location’s Account Number.
Account Type Select the type of account from the Account Type drop-down.Client Administration Guide © 2026 PrismHR 328 Chapter 13 Maintaining Worksite Locations
Maintaining Other Information Use the Other Parameters panel to maintain other information about this location.
To maintain other information about this location, do the following: 1. In the Other Parameters panel, complete the following fields:
Field Description
G/L Segment Code Enter any segment codes used to build general ledger account
numbers:
• In G/L Segment Code 1, enter the code to use as an alternative
to the Location Code.
• In G/L Segment Code 2, enter the G/L code that should
substitute for EELOC2 in G/L code routines.
• In G/L Segment Code 3, enter a third G/L code, if needed.
Client Acct Template Enter or select the Client Acct Template to use for this location if it is
different from the client.
Sales Tax Code Select the Sales Tax Code. Employees assigned to this as their home
location are charged taxes at this rate.
Note: If the worksite location's state requires this code (as indicated
on the State Rules form), you must provide the Sales Tax Code.
Otherwise, a warning displays when you try to save the location
without providing this code, "The state rule indicates there should be
sales tax for the state of <state>. If you do not want to exempt this
location from sales tax, go back and apply a sales tax code before
processing payroll." Click OK to continue.
Worksite Federal EIN Enter the Worksite Federal EIN if it is different from the client’s
employer identification number. This is only informational, used in
conjunction with client location SUI reporting.
OR Transit Tax If this location is in Oregon, select the applicable type of OR Transit
Tax.
When you enter a ZIP Code for a location in Eugene or Portland,
Oregon, the system automatically sets the OR Transit Tax to Lane
Transit District or Tri-Met, respectively.
MI SB Tax Percent If this location is in Michigan, enter the MI SB Tax Percent amount for
employees working at this location.Client Administration Guide © 2026 PrismHR 329 Chapter 13 Maintaining Worksite Locations
Field Description
W/C Policy ID Enter or select the W/C Policy ID for this location. This overrides the
W/C Policy defined in the Client Details.
Add Date (Optional) Enter the date this location was added in the Add Date
field. This field is only informational.
Worksite ID If required by the state (such as MN), enter a Worksite ID. This is the
Reporting Unit Number used in 601 record on Mastertax RTS file and
for AK-Geo Code.
FLSA Ruleset Enter or select the FLSA Ruleset applicable to this location.
Union Location Indicate whether this is a Union Location. This field is only
informational; it has no effect on union calculations.
FLSA Ruleset (Tipped EE) Enter or select the FLSA Ruleset (Tipped EE) applicable to this
location for tipped employees.
EEO Unit Number Enter the seven-character EEO Unit Number assigned to this location
by the Equal Employment Opportunity Commission for reporting
purposes.
EEO Override Location Enter the EEO Override Location if employees should appear under a
different location on the alternate EEO download.
Fax Number Enter the Fax Number of this location.
Consult with the PrismHR Customer Support Team before using the
Alternate SUTA State field.
Alternate SUTA State Select the Alternate SUTA State.
Override Work GeoCode PrismHR uses the Override Work Geocode field for Worksite
Locations. The Onboarding module looks to this field and
automatically populates the work address with the resident address.
(This supports work-from-home employees.)
Select 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 override; the system uses
the worksite location for the GeoCode. This is the default
behavior.
• Override with Resident GeoCode: The system uses the
employee’s resident GeoCode, defined in the Employee DetailsClient Administration Guide © 2026 PrismHR 330 Chapter 13 Maintaining Worksite Locations
Field Description
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: The system uses the
employee’s "home" location assignment to supply the GeoCode
for the location-based portion of taxes. This selection is not
routinely used.
• Override T/S GeoCode with Resident GeoCode: The system
uses the employee’s resident GeoCode from the Employee
Details Address tab in place of the worksite location’s GeoCode
in the timesheet.
• When the Override Work Geocode, the field is set to Override
with Resident Geocode, the system sends the resident address
to Symmetry for both home and work addresses.
Federal Entity ID Enter or select the Federal Entity ID only if the location is a different
federal entity than the client for SBEA reporting purposes. See the
SBEA User Guide.
Exclude this location from Select this field to suppress the Submit for E-Verification field from
E-Verification 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 This option allows I-9 Approvers to remotely examine supporting
for this Location documents for a new hire's Form I-9 using an alternative procedure
authorized by the Department of Homeland Security (DHS).
Select one of the following options:
• Select: Any worksite location not enabled or disabled will follow
the client level setting.
• Enable: Use this option to enable remote verification for this
location. This is only required when the Enable I9 Remote
Verification option under the Process Controls section under the
Control tab on the Client Details form is not selected.
• Disable: Use this option to disable remote verification for thisClient Administration Guide © 2026 PrismHR 331 Chapter 13 Maintaining Worksite Locations
Field Description
location when the Enable I9 Remote Verification option under
the Process Controls section under the Control tab on the Client
Details form is selected for the client.
When enabled, additional fields display on the I9 Section 2 form to
allow the approver to indicate whether documents were examined
physically or remotely. For more information about the alternative
procedure, as well as eligibility requirements for remote verification,
refer to the United States Citizenship and Immigration Services
(USCIS) website.
Note: This option only displays if the client is enrolled in the E-
Verification program and the selected worksite location is not
excluded from E-Verification.
EEO Federal Contractor Check this box if this worksite location of the client is a federal
contractor and differs from the client or other worksite locations of
the client. (This box is disabled by default and is not mandatory.)
EEO Unique Entity ID This field only displays if the EEO Federal Contractor field is enabled.
(This field is not mandatory.) You may enter the 12-character (no
special characters) Unique Entity Identifier (UEI) number issued by the
System for Award Management (SAM) to identify businesses and
other entities that do business with the federal government. (This
field is only necessary if the worksite location differs from other
locations.)
NAICS Code Enter the NAICS code of the client or click the NAICS Code link and
select it from the Select NAICS Code dialog. If the NAICS code entered
here is obsolete then the EEO-1 build will fail. (This field is optional
and is only necessary if the worksite location NAICS code differs from
other locations.)
Note: If an NAICS code is not assigned to your client in the Client
Details form, or if the NAICS code assigned to your client in the
Client Details form is obsolete, then also the EEO-1 build will fail.
SBEA Ineligibility Periods If appropriate for the location, indicate the SBEA Ineligibility Periods:
Enter or select the Starting Date and Ending Date for each of the
periods when the location did not pass the 85% test for certification
under the SBEA and was therefore ineligible.
Clients can enter into a certified relationship but have one or more
worksite locations that do not pass the criteria required to be in a
certified PEO relationship. In that case, you would enter the dates theClient Administration Guide © 2026 PrismHR 332 Chapter 13 Maintaining Worksite Locations
Field Description
locations were ineligible in the worksite location. This information is
important for quarterly reporting for Schedule R (Form 941 and Form
940).
When hiring employees The When hiring employees assigned to this location panel allows
assigned to this location you to set the defaults for new hires when the user specifies this
worksite location.
• Enter the Default Department.
• Enter the Default Division.
• Enter the Default Project.
• Enter the Default Pay Group.Defining Special Tax Rates Use the Special City Taxes for this Location panel to define special tax rates for this location.
To define special tax rates for this location, do the following: 1. Enter or select each City Tax Authority for this location. The City Name displays. 2. Enter the local Tax Rate to apply to gross earnings. 3. Click Save. 4. Click Delete to delete a Location Code in PrismHR. 5. Click Cancel to clear the form at any time.
Eugene Oregon Public Safety Tax Setup If this location is in Eugene, Oregon, you can use the three fields next to the tax rates panel to configure the 2021 Eugene Community Safety Payroll Tax (CSPT).
To set up Eugene CSPT for this worksite location: 1. If the location is within the Eugene city limits, select Eugene CSPT. 2. If this is a temporary worksite location, select Temporary Job Site. The system will default to the employee’s primary worksite location when calculating taxes. For example, if the employee usually works in Eugene and
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then works one day in a nearby town, and this option is selected, the system will compute that day's taxes
as if the employee was working in Eugene.Maintaining Building Information Use the Building Details panel to maintain information about the building used at this location.
To maintain information about the building used at this location, do the following: 1. Enter the total number of Floors in Building. 2. Enter the Highest Floor Occupied by the client in this building. 3. Enter the building Construction Type, if required. 4. Enter the Year this building was built, if required. 5. Select Sprinklers if the building is equipped with a sprinkler system. 6. Enter the Maximum Capacity of employees who are likely to be on site at the same time. 7. Click Save. 8. Click Delete to delete a Location Code in PrismHR. 9. Click Cancel to clear the form at any time.
Establishing Minimum Wage Information Use the Minimum Wage panel to establish specific information about the minimum wages used at this location.
To establish specific information about the minimum wages used at this location, do the following: 1. For each rate effective date: a. Enter or select the effective Minimum Wage Rate Date. b. Enter the Minimum Wage for this location, which is the hourly wage. c. Enter the Minimum Cash Wage for this location. d. Enter the Minimum Wage Minor, which is the minimum hourly wage for minors if it is different than for adults. e. Enter the Minimum Cash Wage Minor, which is the minimum cash wage for minors if it is different than for adults. 2. Enter the age that this location classifies individuals as adults. Anyone under that age is considered a minor. 3. Click Save. 4. Click Delete to delete a Location Code in PrismHR.
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Indicating Associated Taxpayer Entities/Employers Use the Eligible Employers panel if the client has alternate employers listed in the Client Details Other tab and you need to indicate which taxpayer entities/ employers are associated with the worksite location. This ensures that during the new hire process, employees can only be hired into locations for the specified employer and the worksite manager and trusted advisor users can select the appropriate employer. If you do not specify any employers, then service providers can select any of the client’s alternate employers in the New Hire form. In addition, worksite managers can only select the default employer unless an Alternate Employer is listed on the worksite location. Note: To change this behavior, enable the ALLOWWMNEWHIREALTEMP custom feature code, which allows a worksite manager/worksite trusted advisor to select an alternate employer on the New Hire form when the alternate employer’s Suppress Client Access is not set to Yes on the Client Details Other tab.
Accessing Other Options You can access other information and settings using the Actions menu: • Audit • User Fields: Enter any information in the fields defined by your organization. • Employees Assigned To: View a list of employees assigned to the location.
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Chapter 14 Sending and Receiving Messages The messaging feature lets a user send and receive messages within PrismHR and also by e-mail.
Maintaining Custom Message Groups 336 Managing Messages 337 Configuring New Messages 338
Maintaining Custom Message Groups You can create and maintain custom groups of recipients that are contacted through the Message Center using the Message Groups form.
Note: Message groups cannot be deleted if they are set up as notification recipients. See the Benefits Enrollment User Guide for information about managing notification recipients.
Creating or Maintaining a Message Group To create or maintain a message group, do the following: 1. Click the Back Office menu and select Message Groups from the System|Change menu. 2. Complete the following fields:
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Field Description
Group Id To edit an existing group, enter or select the group ID. The Group Name
automatically displays. (You can make additional changes in the fields that display.)
New Group To create a new group, click this field. NEW displays in the Group Id field.
Group Name Enter a name that describes the group, such as Managers.
User List Enter or select the User ID to add specific users to the group. The User Name
automatically displays.
Company List Enter or select the Company to add specific companies to the group. The Company
ID automatically displays. You can refine the recipients further by specifying Dept,
Division, Location, Project, and Shift, as required.Viewing the Audit Log for a Message Group To view the Audit Log for an existing message group, click Audit on the Actions menu . The File Audit form displays the Audit Log, which lists the changes.
Managing Messages Manage messages with the Messages form, which displays messages sent through the system. For example:
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To Do this Read a message Click Date Received, From, or Subject. The Message Review form displays. A check mark displays in the Read column for each message read. Messages display on this panel as follows: • Unread messages display in bold text at the top of the list • Messages display in chronological date order, with the newest messages displaying first. Note: Pagination controls display for clients who have more than 26 messages. Change an item in the panel Click Refresh to update the display. Delete a message • For a single message, click the message’s box in the Select All column, then click Delete Selected Messages. Click Yes in the confirmation dialog that displays. • For multiple messages, click the box in the Select All column for every message you want to delete, then click Delete Selected Messages. Click Yes in the confirmation dialog that displays. • All messages at once: Click the box to the right of Select All, then click Delete Selected Messages. Click Yes in the confirmation dialog that displays.
Access other message-related features using the Actions menu: • Configuring New Messages (page 338) • Maintaining Custom Message Groups (page 336)
Note: Not all forms are available to all users.
Configuring New Messages Send messages through the system or by e-mail with the New Message form. You can also search for and review previous messages.
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To Do this Create and send messages 1. Click Create a New Message. 2. Enter a Subject line. 3. Enter the required text in the Message body. 4. Click Email to send the message using regular email. Otherwise, the message is sent using the system. 5. Optional: Enter a User ID to include specific users in a message. 6. Optional: Enter a Company ID to include specific companies in a message. 7. Optional: Refine the work assignment by specifying Dept, Division, Location, Project, or Shift. 8. Click Send when the message is ready.
Note: If the message is sent through the system, recipients can see it in
Message Review. If the message is sent by email, it is delivered to a
recipients's email inbox.Search for messages 1. Click Search Messages. 2. Select the message you want to view. The Message Center form populates with information from the selected message. When you are finished, click Cancel. View Message History Click Message History. The Sent Message Review form populates with the user’s sent message history. When you are finished, click Close.
Client Administration Guide © 2026 PrismHR 339 Chapter 14 Sending and Receiving Messages
Parent Topic Managing Messages (page 337)
Client Administration Guide © 2026 PrismHR 340 Chapter 15 Setting Other Client Features
Chapter 15 Setting Other Client Features Other features allow you to view, maintain, or process client information.
Searching for a Client 341 Client Reports 342 Defining and Applying Global PEO Accounting Templates 342 Maintaining Company Contacts 346 Working with Bill Pending Data 347 Reviewing Invoice Information 353 Client Status History 355 Adjusting Client’s Status History 356 Updating Client History X-Ref Records 356 Billing Register 356 Miscellaneous Billing Review 358 Computing Commissions 359 Adjusting Commission Balances 362 Removing Inactive Customer Data 363 Creating Translation Tables for Deduction Codes 371
Searching for a Client To select a client, use the Search All Companies dialog. To access this dialog, click the currently selected client. This displays between the system’s top menu and the current form:
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To refine the search: 1. Enter Company ID, Company Name (which is the “doing business as” or DBA name), Legal Name, or Telephone number. 2. Click Refine. 3. To select the client, do one of the following: • Click anywhere in the row. • Enter the row number (the column on the far left) in the Select Row field and then press Enter.
Client Reports The Client Reports form (Figure 1) gives you access to reports run in the backend system.
• Click to view the report as a PDF. • Click to see the Print Service Information (Figure 2). Figure 1: Client Reports
Figure 2: Print Service Information
Defining and Applying Global PEO Accounting Templates The Global PEO Client Accounting Templates allow you the flexibility to define and apply a PEO accounting template for related clients globally without having to repeat the setup on a client-by-client basis. A service provider with a PEO Client that has sister companies might want all their accounting to be set up the same, for example, a chain of hotels. You can define a Global PEO Client Accounting Template and then select it in the Global Account Template field in the PEO Client Accounting form. From there, you will only have to enter any overrides a client might have in the individual PEO Client Accounting form for that client. These account codes
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can be replaced by the invoice format. If items are to be summarized on the invoice format, an account number there will replace these.
Note: Client Access Group Security is enabled on this form.
Caution: The client accounting templates that prepare downloads must be of specific design to work correctly. Please make sure you understand the format requirements before making changes here.
To access the form, click Back Office. Under System|Change, click Global PEO Client Accounting Templates.
To change the Global PEO Client Accounting Templates: 1. Access the Global PEO Client Accounting Templates form in the System|Change menu. 2. Complete the following:
Field Name Description Accounting Template ID • To create a new global client accounting template that can be shared by multiple clients, enter the name of global Accounting Template here. • To change a global client existing accounting template, enter the client accounting template ID or click the Accounting Template ID link and select the one that you want to change from the Select Global Accounting Template dialog box. Template Description Enter the description of the global client accounting template entered above.
Note: For an existing global client accounting template ID, this field will
auto-populate. You can edit the template description here.Client Accounting System Select the client accounting system to be used for this global client accounting template from the following options: • Generic - this is the default option. • PeachTree • QuickBooks • QuickBooks Billing • Great Plains • Custom
Note: For an existing global client accounting template, this field will
auto-populate. You can edit the client accounting system here.Client Administration Guide © 2026 PrismHR 343 Chapter 15 Setting Other Client Features
Field Name Description Match Format If present, this will test the entries to ensure they follow the format. Enter a format to ensure that the G/L Account numbers entered into each code section matches the format in this field. The options you can use in this field are N, A, or X, where N is a number, A is an alphabetic character, and X is a wildcard, which means you can use anything. A zero in front of the X (that is, 0X) indicates that section of the code can be any length and any character. (An error displays, “This entry does not match the mask pattern!”, if the Acct Format entered does not adhere to the Match Format.) For example, if you enter 4N-2N, which indicates four numbers, with two numbers in this field, so any G/L number you enter must be in that format. For example, 4321-23 is a valid Acct Format, but 64321-23 is not because its format is five numbers, with two numbers in this field. Earning Codes Enter the earning code here to build the client accounting template or click the Earning Code link to select the one you want from the Pay Code Search dialog box. You can select more than one earning code for a client accounting template by clicking on the (+) sign before the Earn Code link. The Description of the earning code will auto-populate which cannot be edited. In the Earn Acct Format, enter the account number format.
Note:
• For an existing client accounting template ID, this field will auto-
populate.
• You can add or delete an earning code here which will change the
existing client accounting template.
• You can edit the Earn Acct Format which will override the Earn Acct
Format for that earning code in the existing client accounting template.Client Administration Guide © 2026 PrismHR 344 Chapter 15 Setting Other Client Features
Field Name Description Deduction Codes Enter the deduction code here to build the client accounting template or click the Deduct Code link to select the one you want from the Deduction Codes dialog box. You can select more than one deduction code for a client accounting template by clicking on the (+) sign before the Deduct Code link. The Description of the deduction code will auto-populate which cannot be edited. In the Deduction Account Format, enter the account number format. This field does not allocate.
Note:
• For an existing client accounting template ID, this field will auto-
populate.
• You can add or delete a deduction code here which will change the
existing client accounting template.
• You can edit the Deduction Account Format which will override the
Deduction Account Format for that deduction code in the existing
client accounting template.Tax Codes Enter the Vertex tax code here to build the global client accounting template or click the Tax Code link to select the one you want from the Select Tax Code dialog box. You can select more than one tax code for a global client accounting template by clicking on the (+) sign before the Tax Code link. The Description of the tax code will auto-populate which cannot be edited. In the Tax Account Format, enter the account number format.
Note:
• For an existing client accounting template ID, this field will auto-
populate.
• You can add or delete a tax code here which will change the existing
global client accounting template.
• You can edit the Tax Account Format which will override the Tax
Account Format for that tax code in the existing global client
accounting template.Client Administration Guide © 2026 PrismHR 345 Chapter 15 Setting Other Client Features
Field Name Description Other Bill Codes Enter other bill code here to build the global client accounting template or click the Other Bill Code link to select the one you want from the Select Billing Code dialog box. You can select more than one bill code for a global client accounting template by clicking on the (+) sign before the Other Bill Code link. The Description of the other bill code will auto-populate which cannot be edited. In the Other Bill Account Format, enter the account number format.
Note:
• For an existing client accounting template ID, this field will auto-
populate.
• You can add or delete a bill code here which will change the existing
global client accounting template.
• You can edit the Other Bill Account Format which will override the Tax
Account Format for that bill code in the existing global client
accounting template.Maintaining Company Contacts Use the Contacts form to maintain the contacts for a company.
To maintain contacts for a company: 1. Go to the Contacts form by selecting the contact link on the Account tab in the Client Details form. 2. In the Contacts form that displays, complete the following fields:
Field Name Description
Contact ID Select New to create a Contact ID for a new contact person. Enter or select the
ID of an existing contact to edit the information, or select the contact from the
table on the right.
Contact Type Enter or select the Contact Type ID. The Contact Type displays.
Note: You can enter or select multiple Contact Type IDs.Client Administration Guide © 2026 PrismHR 346 Chapter 15 Setting Other Client Features
Field Name Description
Name Enter the Name of the contact person.
Title Enter the contact's Title.
Address Enter the contact's Address.
Zip Enter the Zip code for the contact's Address. The City and State automatically
display for that address/zip code.
Work Phone Enter the contact's Work Phone number.
Note: You can initiate a Zoom call to the client's work phone number by clicking
the Call ( ) icon, if a supported soft phone exists on your computer.
Extension Enter the contact's telephone Extension.
Cell Phone Enter the contact's Cell Phone number.
Note: You can initiate a Zoom call to the client's cell phone number by clicking
the Call ( ) icon, if a supported soft phone exists on your computer.
Email Address Enter the contact's Email Address.
Comments Enter any Comments related to the contact person.Working with Bill Pending Data The Bill Pending Events panel, on the Bill Pending form, lists billing events that will occur during the next scheduled billing date (in other words, they are pending). These billing events can be created on this form or generated automatically by PrismHR.
Background There are three ways to create invoice line items: • As a scheduled bill, according to payroll dates and so on. • As an immediate bill, manually generated using the Miscellaneous Invoice Entry form. • As a future-dated or “pending” bill, which waits until the next scheduled billing date. Those items appear in the Bill Pending Events form.
• To view an existing event, click the event’s Bill Date. The Line Item Details form opens, where you can view the read-only information.
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• To manually create a new event, click New Entry. The Line Item Details form opens, where you can enter the billing event.
System Billing Events Several events trigger PrismHR to generate a
pending bill for clients. Here are two examples: • When you set up a new
employee, the system creates a line item for the employee setup fee. •
When you terminate benefits for an employee, the system searches for a
billing event using the TB+
Manual Billing Events Many reasons and situations exist in which you need to manually create a line item. In each case, PrismHR bills the client upon the next invoice, not an immediate invoice.
Importing Bill Pending Data You can access the Bill Pending import template in the Data Import Tool from this form to import bill pending
data by clicking Import . The Bill Pending import template option and its tabs/fields automatically display when you access this template directly from the Bill Pending form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Bill Pending import template option. Note the following when importing Bill Pending data: • Importing only creates new entries. It does not edit or update existing bill pending entries. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users with a user role set to DENY for the Bill Pending form cannot import data using the Bill Pending import template. The Data Import Tool icon will not display on this form. • Users with a user role set to INQUIRY for the Bill Pending form, but whose user role is also set to DENY for the Data Import Tool, cannot view the Import icon on the Bill Pending form. • Users with a user role set to INQUIRY for the Bill Pending form can view the Bill Pending import template, but cannot import data. • Users with a user role set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
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Understanding the E-Verify Bill Pending Fee The system applies an E-Verify fee in the Bill Pending form for each new hire when the Submit for E-Verification field is enabled on the New Hire form. After saving the new hire, the system automatically creates a bill pending fee using the EV-FEES bill code. For example:
Note the following: • Billing can be set up globally or have an override at the client level. (The override takes precedence over the global setup, if in place.) • You must name the Bill Event Code EV-FEES. • For the first 30 days of service for new clients, if you enable Skip Employee Fees for New Clients on the Billing Templates form the system does not create the EV-FEES bill code. • If you enable Skip Employee Fees for New Clients on the Billing Templates form, then the system does not create the EV-FEES bill code. • If the Employer Start Date on the New Hire form is greater than the Hire Date, then the system uses the Employer Start Date as the EV-FEES bill date. • The bill pending date is based on the employee’s hire date and populates the location and employee on the bill pending fee. • When the client and worksite location is set up for E-Verify, the system generates an E-Verify fee. However, if the worksite location is excluded, then the system does not generate a fee. • This fee structure does not apply to rehires or those who have a different code/fee structure for the employee type.
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Working with Billing Items Use the Bill Pending Details form to enter a billing item or view the details of an existing one. For example:
Note: If you are creating a new line item, enter the necessary information. If you are viewing a line item entry, you cannot make changes. In addition, you can place a bill-pending item on hold (taking it out of “in-progress” status and returning it to “time-entry” status) by editing its Bill Date, Event, and Bill Rate in the Bill Pending Details form. Important! This process is not available for restartable payrolls.
To enter a billing item: 1. Go to the Bill Pending form on the Client|Action menu. 2. Click New Entry. The Bill Pending Details form displays. 3. Enter the following information for the line item:
Field Description
Bill Date Enter or select the Bill Date on which billing will occur.
Event Enter or select the billing Event code.
Billing Units Enter the Billing Units.
Bill Rate Enter the Bill Rate for each billing unit.
Bill Amount The Bill Amount field is equal to Billing Units x Bill Rate. If you change the Bill
Amount, the system recalculates the Bill Rate to make the numbers work.
Employee Enter or select the ID of the Employee. The employee's name displays, as well as
any Location, Division, Department, Shift, or Project assignments.Client Administration Guide © 2026 PrismHR 350 Chapter 15 Setting Other Client Features
Field Description
Pay Group Enter or select the Pay Group code. If you specify a pay group, you must enter a
Location so the system can calculate any taxes.
Note: You can enter an employee or a pay group (or neither), but you cannot
have both in the same line item entry.
Payroll Type Select the payroll batch type. For example, you can select the Regularly
Scheduled payroll type if you only want to bill on a regularly scheduled payroll.
(Note: The Select option (default) assumes all payroll types.)
Location Enter or select the Location code.
Division Enter or select the Division code.
Note: If you have multiple locations with separate bank accounts for each of
them, you can debit an invoice for a specific location/division's bank account by
setting it to ACH by Location or ACH by Division and selecting the Non-ACH
option on the Client|Change|Worksite Locations form, which would eliminate
internal bank transfers when submitting a pending client bill.
Department Enter or select the Department code.
Shift Enter or select the Shift.
Project Enter or select the Project code.
Comment Enter a Comment for this line item, if appropriate.
Note: Comments are restricted to a maximum of 40 characters.
Cost Amount You can enter the Cost Amount as a positive number to charge against this line
item, or you can enter a negative amount to lower the total cost.
Repeat Thru Date Enter or select a Repeat Thru Date that indicates when the recurring event starts
and stops. See Using Repeat Thru Date Correctly on page 353 for more
information.
Repeat Cycle If you entered a Repeat Thru Date, select a Repeat Cycle for the billing frequency.
See Using Repeat Cycle Correctly on page 353 for more information.
Bill Status If this is an existing line item, the system displays the Bill Status for this line item.Client Administration Guide © 2026 PrismHR 351 Chapter 15 Setting Other Client Features
Note: You can delete a bill pending entry that is included in a payroll batch before the batch is finalized; the payroll processor will be required to recalculate the payroll. Please note that you cannot delete a bill pending item that is included in a payroll batch that is awaiting the client’s approval.
To edit a bill-pending item to place it on hold: 1. Reset the Payroll Calculation: Complete status to Payroll Calculation: Ready on the calculated payroll by finalizing the timesheets again in the Process Payroll form. (This step deletes any initialized vouchers, so the payroll is no longer initialized.) 2. Select the bill-pending item on the Bill Pending form. The Bill Pending Details form displays. 3. Update the Bill Date and other pertinent information, which places the bill-pending item on hold. 4. Click Save. After initializing the payroll again, the edited bill-pending item no longer displays in the initialized invoice. Note the following: • You cannot edit or delete an item that is “complete” (on a posted invoice). • You cannot edit or delete an item “in-progress” (on an initialized invoice). • You can edit or delete an item that was “in-progress,” if the timesheets are finalized (this forces payroll to reinitialize). • You can edit or delete an item that is “pending” (does not appear on any invoice).
Avoiding Pitfalls Client Bill Pending is an extremely useful tool; at the same time, problems can occur if you are not careful. PrismHR does only what you tell it to do, so ensure your entries are correct. Client Bill Pending is both employee- sensitive and date-sensitive.
Employee Sensitivity For example, you set up a new employee named Joe, who is an active employee and is paid once a month on the first. You create a line item for Joe on the second day of the month. PrismHR does not convert the line item into a bill for the client until Joe’s next pay day, which is the first of the following month. If this feature was not employee-sensitive, you would bill the client on the next invoice, which could fall before the first of the month.
Date Sensitivity For example, you create a line item for January 1, 2024, but specify a billing date of January 1, 2026 by mistake. The line item remains dormant in PrismHR until the date you specified, then is included in the next invoice after that date.
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Using Repeat Thru Date Correctly If you set up a recurring event, you must define the date limits of the event. The system uses the Repeat Thru Date field to know when the recurring event starts and when it stops. Be very aware of the dates you want to define and double-check your date entries. The system automatically calculates if any dates have been “missed” upon the first payroll run after you define the recurring event. For example, you have a weekly billing event for a payroll that you want to occur starting on or after January 1, 2024. You enter 12/31/24 in the Repeat Thru Date field. However, you mistakenly enter the start date (in the Bill Date field) as 1/1/23 instead of 1/1/24. Upon January 2, 2024 (the first business day of the year), PrismHR realizes it has not performed its weekly billing (based on the check date) since the starting date. Therefore, PrismHR creates 52 transactions in order to “catch up” to the present date.
Using Repeat Cycle Correctly If you set up a recurring event, you must define how often to repeat the event. The system uses the Repeat Cycle field to know how often it must run the recurring event. For example, you have a monthly billing event for an end-of-the-month payroll. The system reads what you enter literally: in other words, it is very exact. You mistakenly enter the billing date (in the Bill Date field) as 1/31/24 instead of 1/28/24. Upon February 29, 2024 (because of the leap year – otherwise February 28), PrismHR realizes it is not the 31st day of the month. Therefore, PrismHR skips the transaction.
Cost If you enter an amount in the cost section of Bill Pending, the cost is updated when a payroll is posted. For example, you need to set up a client bill pending for an overbilling on SUTA. The rate you charge your client is 2.7% and you mistakenly charged them 3.00% on $15,000 taxable wages. SUTA is not a profit center for this client so the billing should match the cost. The liability was calculated at the correct rate of 2.7%. When entering the client’s credit for $45.00, leave the cost column blank. There is no need to adjust cost. As another example, you bill your client for drug testing the employees. The arrangement you make with the client is they pay $28.00 per drug test. Your provider bills you $20.00 per employee. Enter the client bill pending as $20.00 in the cost field so that the system can calculate the income.
Reviewing Invoice Information The Invoices form displays invoice information for a selected year.
Reviewing an Invoice You can display and print a selected Billing Voucher or Invoice by clicking the appropriate icon in the Invoices panel. • Select the calendar Year that you want to view. The default is the current year. • Select one of the following options to filter the invoices within the selected year: • All Types (default): Displays all invoices • Scheduled: Displays only invoices with the Scheduled payroll type
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• Special: Displays only invoices with the Special payroll type
• Adjustments: Displays only invoices with the Adjustments payroll type
• Reversal: Displays only invoices with the Reversal payroll type
• Manual: Displays only invoices with the Manual payroll type• Click the Invoice Number to select it. • Click the Payroll number to display the payroll voucher details in the Payroll Summary form. • Click to open the summary of the billing for the payroll. • Click to open the invoice. • Click to download the PDF of the Invoice. • Click to view a graph of invoice totals (see description below).
• Click to download a zip file containing all invoices for the selected year. • Click a column header to sort the invoice by that header.
Reviewing Invoice Accounting The Invoice Accounting panel provides a list of the general ledger items generated and the accounts to be credited or debited by the selected invoice.
Reviewing Client Accounting Information The Client Accounting panel displays information for the selected invoice if client-level accounting is set up instead of a standard G/L.
Reviewing Invoice Totals When you click in the Invoices panel, a graph displaying the invoice totals opens.
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To review invoice totals: 1. Select the Payroll Type. 2. Choose how you want to view the information from the Options drop-down: By Month, By Year, or Year Over Year. 3. Select the number of years to include from the Past Years drop-down. 4. Click Refresh to see the selected information. 5. When you are finished, click Close.
Client Status History The Client Status History form (Figure 3) displays the current and past statuses for the client. Figure 3: Client Status History
PrismHR status codes are: • A: Active • C: Cancellation • I: Inactive • P: Pending • T: Terminated
Related Topic Maintaining Client Details (page 192)
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Adjusting Client’s Status History Use this form to change the effective date in the client’s status history.
Note: Client Access Group Security is enabled on this form.
To access the form, click (Back Office). Under Operations|Action, click Adjust Client Status History.
To adjust the status history of the client: 1. Enter the client ID, or click the Client ID link to select the client whose status history needs change. The client history populates. 2. Change the Effective Date of the client status visible in the Status Code field. • Click the (x) sign beside the relevant Effective Date to remove that record from Client Status History. • You cannot remove a record if it is the only one. 3. The Status Code is read only, and shows the status of the client from the Effective Date, for example: Active, Terminated, Pending and so on. 4. Click Save to save the changes made. 5. Click Clear to clear the form.
Updating Client History X-Ref Records Use this form to create client history cross reference records for clients that are missing.
Note: This form does not use Client Access Group Security.
To access the form click (Back Office) > System|Action > Update Client History X-Ref Records
To update client history x-ref records: 1. Click Create Client History. The system displays the processing status and sends an e-mail notification when the process is complete. 2. Click Close.
Billing Register The Billing Register (Figure 4) displays client billing information for a specified bill code and year, quarter or month.
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Figure 4: Billing Register
Client Billing Register Chart This chart displays the billing for the previous twelve months leading up to the period selected in the main form. You can view the information by Hours Worked or Hours Paid.
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Figure 5: Client Billing Register Chart
Miscellaneous Billing Review The Miscellaneous Billing Review form lists billing items for transactions entered through the Miscellaneous Invoice form.
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Computing Commissions The Compute Commissions form calculates all salesperson commission assignments, based on the client invoices, and includes them in the Commission Report. For example:
To calculate all salesperson commission assignments: 1. From Operations|Action, select Compute Commissions. 2. If required, enter the Begin Date and End Date. The system bases the computation on the date range that you enter, which coincides with client invoice dates. If you leave these fields blank, all outstanding commissions to the present date will be included in the computation and marked as computed.
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When you enter the date range, be mindful of the way the commissions were set to calculate. For example,
commissions are paid out once a month and your organization has a commission based on the number of
active lives. If you run the report twice during the month instead of once, the salesperson would be set to
receive twice the proper amount.If you are recalculating commissions, select Clear Comm to replace the previous commissions computations with the new information.
Enter the numbers of the Flat Amt Group(s) to include in the calculation, if flat amount groups are specified in the plans. For example, entering 12 would include groups 1 and 2, and entering 135 would include groups 1, 3, and 5, and salespeople assigned to the specified flat amount group will receive the amount. Note: For flat-rate commissions that are based on the Benefit Commission Type, the system applies the commission per billed enrollment (as opposed to per invoice).
Enter each Company ID of the clients for which you need to calculate commissions.
Click Start Computation.
Click Yes in the message that prompts you to confirm that you want to start computing commissions. The system displays a window to show that the computations are running. For example:
When the computation is complete, click Close. The system displays a printable report. For example:
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Adjusting Commission Balances You might need to make an adjustment to a commission calculation if there was an error. You need to make an adjustment rather than altering the commission setup; if you alter the permanent data, you would create conflicting reports. To avoid this accounting problem, make an adjustment that displays in an adjustment column in reports and justifies the new total amounts.
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To make an adjustment to commissions where the data has already been computed, do the following: 1. Enter the Client ID for which you are going to adjust the commission balance. 2. Enter the Invoice number. The commission information displays in the table. 3. For existing commissions, you can only change the value in the Commission Adjustment field: • To add an amount to the salesperson’s net commission, enter a positive amount. • To subtract an amount from the net commission, enter a negative amount. The Net Commission and Grand Total display the new amounts. 4. You can enter new lines, if needed. Be sure that this is what you want to do because once you save, you cannot remove the line. (You can only adjust it as described in step 3.) To enter a new line, do the following:
Field Name Description
Salesperson Enter the user ID of the Salesperson, which must be a service provider
user with the Sales Representative account management role.
Commission Adjustment Enter the Commission Adjustment, as described above.
The Net Commission and Grand Total display the new amounts.Removing Inactive Customer Data Use the Inactive Data Deletion form to remove or deidentify customer data for clients or employees that are inactive for a certain number of years. For example:
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Note: To preserve data integrity, the system deidentifies employee data and removes any Personally Identifiable Information (PII). (The tool tip ( ) displays this information.) The Inactive Data Deletion form consists of two panels: • Select Inactive Data to Delete: Displays inactive data for clients or employees, so you can easily delete or deidentify this customer data. • History: Search for data deletions or deidentifications using a date range. The system populates this panel based on data from the Batch Control Record. (This panel is collapsed by default.) Note the following: • The Inactive Data Deletion form is only available for service providers.
• You can access the Inactive Data Deletion form by clicking (Back Office), then select Inactive Data Deletion from the System|Utility Processing menu. • Clients must be inactive for at least four years before they can be deleted. The system determines inactivity by the duration of a client’s terminated status or the years since their most recent pay voucher, whichever occurs first. • Employees must be inactive for at least seven years before they can be deidentified. • You can search for a particular client (either by Client Name or Legal Name) or employee (either by employee ID or the employee’s first or last name) in the table results using the Search box. • You can only select a maximum of 20 clients to delete at a time. If more than 20 clients display after setting the Years of Inactivity a message displays, “Please select a maximum of 20 clients per run.” Click OK to continue. • You can only select a maximum of 1000 employees to deidentify at a time.
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• The Delete Client Data and Deidentify Employee Data buttons are disabled until you select clients or employees. • If there are no vouchers, the Last Voucher Date and Years Since Voucher columns will be blank.
To delete files for an inactive client: 1. Select Clients in the Data
Type field. 2. In the Years of Inactivity field, select the minimum
number of years a client must be inactive to display. The clients
matching this criteria display. In addition, a message displays, “Please
select a maximum of 20 clients per run.” 3. Select the clients to be
deleted in the Clients table. 4. Select Rebuild Employer Registers to
remove employee voucher data from the company tax registers. (Disable
this field to prevent the system from removing employee voucher data.)
5. Once all settings have been verified, click Delete Client Data. A
warning displays, “Permanently delete all data for the
To deidentify files for an inactive employee: 1. Select Employees in the Data Type field. 2. In the Years Terminated field, select the minimum number of years an employee must be inactive to display. The employees matching this criteria display. In addition, a message displays, “Employee Inactive Data Deletion limited to 1000 employees per run.” Note the following: • Only employees who have been terminated for at least seven years can have their PII deidentified from active and inactive clients. (The tool tip ( ) displays this information.) • Employees display in the Inactive Data Deletion list when their last termination status date is more than the selected number of Years Terminated from the current date. 3. To narrow the search, enter or select the employee’s Client ID. After entering or selecting an ID and moving your cursor off the field, the search immediately displays all inactive employee data for that ID. Note: To narrow down the list of employees that displays, enter the employee ID or the employee’s first or last name in the Search box. After clicking the magnifying glass icon ( ) or pressing Enter, the employee list redisplays that criteria. (Searches can return up to 1,000 employees at a time since only 1,000 employees can be deidentified at a time.) 4. Select the employees to deidentify in the Employees table. (Click Employee ID to select all employees that display.)
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To search for data deletions within a date range: 1. Open the History panel by clicking the plus sign ( ). 2. Enter or select the From and To date range. The system adjusts the display of data deletions or deidentifications to match the criteria. 3. The following columns display:
Column Description
Date Completed Timestamps when the deletion finished, displaying the date, hours,
minutes, seconds, and the CST time zone.
Data Type Displays the type of data that was deleted:
• Client: Displays if both client and employee data was deleted.
• Employee: Displays if only employee data was deleted.
Clients Displays total number of clients deleted.
Note: Displays a dash (-) if only employee data was deleted.
Employees Displays total number of employees deleted.
Note: Displays a dash (-) if only client data was deleted.
Processed by User Displays the user ID of the person who performed the deletion.
Clients Displays a link to the client deletion file that can be downloaded as a ZIP
file.
Employees Displays a link to the employee deidentification file that can be
downloaded as a ZIP file.Note: Searches can only return up to 1,000 employees at a time since only 1,000 employees at a time can be deidentified.
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Summary of Employee Data Deidentification Mapping This information outlines the specific actions taken to deidentify sensitive employee data across various system files. Each file listed contains attributes that are either: • Replaced with deidentified data to anonymize sensitive information. • Replaced with null values to entirely remove sensitive content. • Deleted in full when the record that contains data is completely removed. Note: The goal in presenting this information ensures compliance with data privacy standards by systematically removing or anonymizing personally identifiable information (PII) across all relevant datasets.
File Action Attributes Affected
ACH.HISTORY Replace 43
attribute with
deidentified
data
ACH.JOURNAL Replace 43
attribute with
deidentified
data
APPROVALS Replace 14
attribute with
deidentified
data
APPROVALS Replace 30
attribute with
null value
BATCH.XREF Replace 3 |22 |23
attribute with
deidentified
data
CHECK.PRINT.FILE Replace 8 | 13
attribute with
deidentified
data
CHECK.PRINT.FILE Replace 251
attribute with
null value
COBRA.ENROLLEE Replace 3 |4
attribute with
null valueClient Administration Guide © 2026 PrismHR 367 Chapter 15 Setting Other Client Features
File Action Attributes Affected COBRA.ENROLLEE.HISTORY Replace 3 |4 attribute with null value DEPENDENTS Replace 3 | 2 | 7 | 10| 43| 13| 14| 11| 12| 15| 16| 44 attribute with null value EMPLOYEE.1099.FORMS Replace 1 | 2| 3 |18 | 20| 21 attribute with deidentified data EMPLOYEE.1099.FORMS Replace 19 | 22| 39 attribute with null value EMPLOYEE.ACH Replace 1 |2 |3 |4 |5 |6 |7 |8 |9 |10|11|12|31|32|33|34 attribute with null value EMPLOYEE.BILLING.VOUCHERS Replace 2 attribute with deidentified data EMPLOYEE.BILLING.VOUCHERS.INIT Replace 2 attribute with deidentified data EMPLOYEE.COM Replace 20|22|23|26|27|39|40|41|42|43|44|51|52|53|54|29|30 attribute with null value EMPLOYEE.GARNISHMENTS Replace 32|33|51 attribute with null value EMPLOYEE.HLH Delete record EMPLOYEE.PAY Starting with 16 906-XX-XXX
EMPLOYEE.PAY Replace 54 |55 |56 |57 |79 attribute with |151|152|153|154|155|156|176|182|205|206|207|208|255|2 null value 56 EMPLOYEE.PAYROLL.VOUCHERS Replace 2 |6 attribute with deidentified data EMPLOYEE.PAYROLL.VOUCHERS Replace 7 attribute with null value
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File Action Attributes Affected EMPLOYEE.PAYROLL.VOUCHERS.INIT Replace 2 |6 attribute with deidentified data EMPLOYEE.PAYROLL.VOUCHERS.INIT Replace 7 attribute with null value EMPLOYEE.PER Employee ID 1
EMPLOYEE.PER Employee ID 2 Reversed
EMPLOYEE.PER Employee ID 3
EMPLOYEE.PER Null 4
EMPLOYEE.PER Randomized 15
EMPLOYEE.PER Randomized 20
EMPLOYEE.PER Null 21
EMPLOYEE.PER Null 23
EMPLOYEE.PER Null 31
EMPLOYEE.PER Null 33
EMPLOYEE.PER Null 35
EMPLOYEE.PER Null 36
EMPLOYEE.PER Null 37
EMPLOYEE.PER Null 38
EMPLOYEE.PER Null 39
EMPLOYEE.PER Null 49
EMPLOYEE.PER Null 50
EMPLOYEE.PER Null 51
EMPLOYEE.PER Null 56
EMPLOYEE.PER Null 58
EMPLOYEE.PER Null 66
EMPLOYEE.PER Null 67
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File Action Attributes Affected EMPLOYEE.PER Null 70
EMPLOYEE.PER Null 90
EMPLOYEE.PER Null 91
EMPLOYEE.PER Null 114
EMPLOYEE.PER Null 125
EMPLOYEE.PER Null 126
EMPLOYEE.PER Null 127
EMPLOYEE.PER Null 128
EMPLOYEE.PER Null 129
EMPLOYEE.PER Null 152
EMPLOYEE.PER Null 153
EMPLOYEE.PER Null 154
EMPLOYEE.PER Null 155
EMPLOYEE.PER Null 156
EMPLOYEE.PER Null 157
EMPLOYEE.PER Null 158
EMPLOYEE.PER Null 159
EMPLOYEE.PER Null 186
EMPLOYEE.SKL Replace 1 |2 |3 |4 |5 |10|11|12|13|14|15 attribute with null value EMPLOYEE.SSN.XREF Starting with 1 906-XX-XXX EMPLOYEE.SSN.XREF Deidientified 2 OPEN.ENROLLMENTS Delete record OSHA.CASE.FILE Delete record PAYROLL.CHECK.REGISTER Replace 6 attribute with deidentified data
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File Action Attributes Affected
PAYROLL.CHECK.REGISTER Replace 21
attribute with
null value
PENDING.EMPLOYEE.CHANGES Delete record
WEB.ENROLLMENTS.OBBE Replace 1
attribute with
deidentified
data
WEB.ENROLLMENTS.OBBE.ARCH Replace 1
attribute with
deidentified
dataThe following additional fields are also deidentified: • Address • Address Line 2 • Annotation • City • Docket Number • First Name • Last Name • Primary Phone • SDU Case Identifier • Social Security Number • State • Work Email • Work Phone • ZIP Code
Creating Translation Tables for Deduction Codes Use this form to create translation tables for deduction codes that are not set up in PrismHR (Foreign Code) and map them to the codes that are set up in the PrismHR system.
Note: Client Access Group Security is enabled on this form.
To access the form, click Back Office, then select Deduction Import Translation Table from the System|Change menu.
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To create a deduction import translation table: 1. Click the Client ID link and select the client for the translation table. 2. In Foreign Code, enter a code that is not recognized in PrismHR and the click the Deduction Code link and select the code to which it should be mapped. 3. To create a blank row for adding another Foreign Code, click +. You can delete a row by clicking x. 4. When the table is complete, click Save.
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Chapter 16 Converting a PEO Client to an ASO Client Note: You should have a basic understanding of Employer Details and Client Details in PrismHR before completing this process.
To perform this conversion, complete the following steps: 1. Entering Employer Details (page 373): Create a new employer. 2. Establishing Employer SUTA Rate (page 374): Enter the SUTA cost for the new employer. 3. Establishing Employer W/C Accrual Mods (page 375): Set up the Workers’ Compensation cost for the new employer. 4. Entering Employer Bank Accounts (page 376): Set up the employer’s bank accounts for cutting checks and/or direct deposit. 5. Defining Employer Billing Templates (page 377): Set up billing templates for the ASO. 6. Selecting Client Details (page 377): Select the client that is changing to the ASO; update the Detail, Control, and Billing tabs.
Entering Employer Details Use the Employer Details form to enter a new employer ID and general information about the employer. For example:
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To enter a new employer ID and general information about the employer, do the following: 1. Click Back Office. 2. From Employer|Change, select Employer Details. 3. Enter the new Employer ID, which should be the same as the ASO’s current client ID. 4. Enter the Employer Print Name, which is the way the employer’s name should print on checks, reports, and so on. 5. Enter the Federal EIN issued to the employer by the IRS in the format ##-#######. Note: The accounting files put the company number before the account number. QuickBooks and PeachTree cannot process the numbers, so PrismHR removes the company number when it builds files for those programs. You can use the G/L Company Number for accounting purposes to group data, such as for an ASO. 6. Enter the G/L Company Number used as the prefix to the general ledger account number. 7. Refer to the online help or the Employer Administration User Guide for information on the other fields in Employee Details form. 8. Click Save.
Establishing Employer SUTA Rate Use the Employer Tax Rates (SUTA) form to establish the SUTA and State Disability Insurance rate information for an employer and the states where they do business. For example:
To establish the SUTA and State Disability Insurance rate information, do the following: 1. Click Back Office. 2. From Employer|Change, select Employer Tax Rates (SUTA). 3. Define the general Tax Rate information:
Employer Enter the Employer ID.
State Enter or select the State in which the employer does business.
Effective Date or New Date Select an existing Effective Date, or click New Date and enter theClient Administration Guide © 2026 PrismHR 374 Chapter 16 Converting a PEO Client to an ASO Client
date on which the rates go into effect.
Note: The effective date is when the rate goes into effect, not
when the employer received the rate.Establishing Employer W/C Accrual Mods Use the Employer W/C Accrual Mods form to establish the workers’ compensation rates for a selected employer and state. For example:
To establish the workers’ compensation rates, do the following: 1. Click Back Office. 2. From Employer|Change, select Employer W/C Accrual Modifiers. 3. Enter the Employer ID. 4. Enter or select the State Code in which the employer does business. 5. Enter a new Effective Date, or select an existing date. 6. Enter the employer’s Discount/Debit rate for this state. 7. Enter the employer’s Modifier rate for this state. The Effective Rate displays, based on the Discount/Debit and Modifier rates. 8. You can override the rates by policy in the Override by W/C Policy panel. 9. Enter other information as needed. (Refer to the online help or the Employer Administration User Guide.) 10. Click Save.
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Entering Employer Bank Accounts If you are going to cut checks or direct deposit information from the client’s own bank account, enter the basic information about the account in the Bank Account panel of the Bank Accounts form. For example:
Note: The 00 Checking Account is a special purpose account, the master account for all transactions. Each file header shows the 00 Checking Account as the main file header, with the funds being transferred into the account from whatever checking account the individual ACH shows it is processed. This adds a level of abstraction to the process, but allows a single account to process all the ACH clearing with only summary transactions from each of the actual checking accounts.
To enter employer bank account information, do the following: 1. Click Back Office. 2. From System|Change, select Bank Accounts. 3. Enter the bank Account ID for this account. It must be an integer. 4. Enter a Reference for the name of the financial institution where this account is maintained, as well as any other information. For example, ASO’s Payroll Cash Account at Fleet Bank. 5. Enter the Bank Name. 6. Enter the Bank Address and City, State & ZIP Code, which is the street or mailing address. 7. Enter the Transit Number assigned to this financial institution. This number prints on checks drawn on this bank unless you enter a different number in Transit Number (Chks) below. 8. Enter the client’s Account Number at this financial institution. This account is debited when an offsetting settlement entry is created. 9. Enter the Fractional Transit number that appears on checks. This number is the same for all checks drawn on a unique checking account, typically in the format NN/NNN. 10. Enter the Check Title.
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Defining Employer Billing Templates Use the Billing Templates form to define an ASO template for the client, if necessary. For example:
To define an ASO template, do the following: 1. Click Back Office. 2. From System|Change, select Billing Templates. 3. Enter the Template ID used to access this billing template. 4. From the Template Type drop-down, select ASO. 5. Complete the other fields as needed for this client. (Refer to the online help or the Billing User Guide for more information.) 6. Click Save.
Selecting Client Details Select the client you are changing to an ASO client;
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To update the information, do the following: 1. Make sure the correct client record is shown near the top of the page. If not, click it and then select the correct client. 2. From Client|Change, select Client Details.
Detail Tab: Status The Status panel contains client business information. For example:
Control Tab: Employer Accounting In the Employer Accounting panel, you can specify the ASO general ledger template that contains an association between benefit plans, retirement plans, billing codes, or pay codes to general ledger accounts if necessary.
Note: You will only change this information if you have a separate general ledger template for ASO service types.
Select the G/L Template to use for checking accounts, accounts receivable, or inter-company transaction accounts. Template codes allow different clients to use different G/L account numbers for posting.
Enter any G/L codes you want to use.
GL Code Enter the GL Code that represents a general ledger distribution. Misc G/L Code Enter the Misc G/L Code that represents a special transaction.
Click Save.
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Account Tab: Bank Account Note: You will only need to change this if you are using the client’s bank account information. (See See Entering Employer Bank Accounts on page 376.)
The Bank Accounts panel establishes the various bank accounts used by the client. For example:
Select the account ID for each bank account:
Payroll Check Account The account from which to draw payroll checks. Direct Deposit Account The account from which to draw direct deposit (ACH) amounts. If left blank, the system uses the Payroll Check Account. Garnishment Check Account The account from which to draw wage garnishments checks of the company’s employees. Child Support EFT Account The account from which to draw child support garnishments electronically. Receipts Account The account to use for ACH or Credit Card receipts. Third Party Check Account The account from which to draw Third Party checks.
Click Save.
Billing Tab: Billing Use the Billing panel found in the Billing tab to specify the information required to bill the client. For example:
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Chapter 17 Using Reports Use these reports in PrismHR to view client-related information.
Absence Codes Report The Absence Code Report displays all types of absences that are entered into PrismHR. The Absence Codes Report is found in the Reports menu under Client|Report. Figure 6: Absence Codes Report
The report columns are: • Absence Code: The absence code. • Absence Reason: The absence reason. • Updates PTO register?: Indicates whether the absence code updates employees’ PTO registers. • Pay Code: The pay code assigned to this absence code.
Active Employee Labor Allocation Report Use this form to generate a global report to display the worksite location, assignments and allocations for all active employees who work in more than one location, position, project, division or department. This report also shows the percentage allocation of each allocated location.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
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To access the form, click Reports. Under Operations|Report, click Active Employee Labor Allocation Report.
To generate the Active Employee Labor Allocation Report: 1. Complete the following:
Field Name Description Client ID This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report to a few selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. The Client Name auto populates.
This report shows the following columns: • Client ID • Client Name • Home Location Code • Home Location • Employee Name • Allocated Location • Allocated Position • Allocated Project • Allocated Division • Allocated Department • Allocated Percent
Carrier Plan Billing Report Use this form to generate a report that provides an output of all benefit enrollments (for a Carrier ID, Client ID or within the system) and the current monthly employee bill rate vs. premium rate. This report is not an actual billing report from payroll voucher data. The report will generate the billed vs. premium amounts from the Group Benefit Plan Billing and Premium rates to compare the employee bill rate to the actual premium rate being paid to the carrier and see the variance if any.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Benefits|Report, click Carrier Plan Billing Report.
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To generate the Carrier Plan Billing Report: 1. Complete the following:
Field Name Description As of Date Enter the effective date for which you want to run this report.
Field Name Description Client ID This field is optional. Leave this field blank for this report to run for all clients. If you want to restrict this report to run for selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box. Cost Center This field is optional. Leave this field blank for this report to run for all cost centers. If you want to restrict this report to run for selected cost centers, enter the cost center codes here or click the Cost Center link and select them from the Select Cost Centers dialog box. Carrier Plan ID This field is optional. Leave this field blank for this report to run for all carrier plans. If you want to restrict this report to run for selected carrier plans, enter the carrier plan IDs here or click the Carrier Plan ID link and select them from the Select Carrier Plan ID dialog box.
This report shows the following columns: • Carrier Plan ID • Plan Type • Employee ID • Employee Name • Client ID • Employer ID • Plan Status • Employee Coverage • Spouse Coverage
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• Dependents Coverage • Coverage End Date • Billed Premium • Insurance Premium • Variance
Client Activity Revenue Report Use this form to generate a report to display client billing and paid employee counts sorted by cost center.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Client Activity Revenue Report.
To generate the Client Activity Revenue Report: 1. Complete the Report Period using the following:
Field Name Description Starting Pay Date Enter the starting pay date for which you want to run this report.
Ending Pay Date Enter the ending pay date for which you want to run this report.
Field Name Description Report Type Select the report type that you want from the following options: • Detail • Summary
Field Name Description Include Head Counts This field is optional. Leave it blank to not indicate head count on your report. The Full Time and Part Time columns on the report will show zero. If you want head counts to appear in your report, then check the box and indicate the following: • By Effective Date - This is the default option. • By Transaction Date
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Field Name Description Cost Center This field is optional. Leave this field blank for this report to run for all cost centers. In case you want to limit this report for selected cost centers, enter the cost center codes here of click the Cost Center link and select the ones you want from the Select Cost Center dialog box. The corresponding cost center description auto populates. Client Pay Type This field is optional. Leave this field blank for this report to run for all client pay types. If you want to limit this report to run for selected client pay types, select them here from the following drop-down: • ACH Client • Credit Card Client • Invoice Client
This Detail report shows the following columns: • Cost Center • Sub Cost Center • Client ID • Client Name • SIC Code • Full Time • Part Time • Checks • Payroll • Invoice • Admin Fees • YTD Checks • YTD Payroll • YTD Invoices • YTD Admin Fees • Salesperson
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This Summary report shows the following columns: • Cost Center • Clients • Full Time • Part Time • Checks • Payroll • Invoice • Admin Fees • YTD Checks • YTD Payroll • YTD Invoices • YTD Admin Fees
Client SUTA Billing Rates Report Use this form to generate a report on unemployment billing rates for all or selected clients.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under System|Report, click Client SUTA Billing Rates Report.
To generate the Client SUTA Billing Rates Report: 1. Complete the following fields:
Field Name Description Client Status This field is optional. Leave this field blank to select all client statuses. If you want to run this report for a specific client status, select it from the following options: • Pending • Inactive • Client Canceling • Active • Terminated
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Field Name Description Client Category This field is optional. Leave this field blank to select all client categories. If you want to run this report for a specific client category, enter it here or click the Client Category link and select it from the Select Categories dialog box. Client ID This field is optional. Leave this field blank to select all clients, If you want to run this report for specific clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients dialog box.
Report Output The Client SUTA Billing Rates Report displays the following columns:
Columns • Client ID • Client Name • State • Effective Date • Rate • Employer ID • SDI Rate • Misc1 Rate • Misc2 Rate • Misc3 Rate This report also provides you with a Code Count on the last page of the report.
Conversion Vouchers Total Report Use this form to generate a report to show the various values of the payroll vouchers that were converted into the system by the professional services during the PEO implementation process. Note the following:
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• Client Access Group security is enabled on this form. • The Conversion Vouchers Total Report is only available for in-process payrolls, and cannot be run on vouchers that have been converted. (Running this report returns data only when the Check History Import is in step 5 or previous steps. Use the Voucher Detail Report listed in the Report section of the Past Imports to gather information on converted vouchers.) To access the form, click Reports. Under Operations|Report, click Conversion Vouchers Total Report.
To generate the Conversion Vouchers Total Report: 1. Complete the following:
Field Name Description Summarize By Select any of the following four options by which you want to summarize this report: • Import Batch - This is the default option. • Client ID • Employer ID • Client ID - Employer ID Batch ID Enter the batch number to be processed or click the Batch ID link and select one from the Select Import Batch dialog box.
Note: This option only shows if you have selected Import Batch above. For all other
options, complete the following fields.Start Date Enter the starting pay date. End Date Enter the ending pay date
Course Codes Report The Course Code Report displays all types of courses that are entered into PrismHR. The Course Codes Report is found in the Reports menu under Client|Report.
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Figure 7: Course Codes Report
The report columns are: • Course Code: The course code. • Course Description: The course description. • In House: Indicates whether the course is offered by the client or by another company. • Cost Per Student: Any cost associated with the course. • Offered By: Indicates who offers the course. • Regularly Scheduled: Indicates whether the course is as needed or scheduled. • Schedule: If regularly scheduled, indicates that schedule (for example, weekly, monthly, or quarterly).
Daily Cash Report Use this form to generate a report that shows the service provider a consolidation of their daily cash inflows and outflows.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Reports menu, under the Accounts Receivable|Report section, click Daily Cash Report.
To generate the Daily Cash Report: 1. Complete the following:
Field Name Description Day Processed Enter the processing date for which this report will be produced. This OR report will be based on transaction date i.e. date posted which is good for daily planning. Pay Date Enter the pay date for which this report will be produced. This report based on pay date is good for after-the-fact updates. Report Type Select the report type you want from the following drop-down: • Detail • Summary - This is the default option.
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The Summary Report shows the following columns: • Pay Date • Account - Account Number • Account Name • Check Paid • Payroll ACH Credits • Payroll ACH Debits • Invoice ACH Debits • Invoice ACH Credits • Garnishment Checks Paid • Checks Voided • HSA Contributions • HSA Match Apart from the column totals, this report also shows • Net ACH Retransmittals posted for the day • Net of ACH transactions in queue
The Detail Report shows the following columns: • Pay Date • Account - Account Number • Account Name • Client ID • Client Name • Check Paid • Payroll ACH Credits • Payroll ACH Debits • Invoice ACH Debits • Invoice ACH Credits • Garnishment Checks Paid • Checks Voided • HSA Contributions • HSA Match
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Apart from the column totals, this report also shows • Net ACH Retransmittals posted for the day • Net of ACH transactions in queue
Department of Labor Employment Statistics by Client Report Use this form to generate a report to display a summary level information for any pay period that includes the 12th of the user-defined reporting month for a client. The check date is not required to be within the reporting month if the pay period includes the 12th of the reporting month.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Department of Labor Employment Statistics by Client Report.
To generate the Department of Labor Employment Statistics by Client Report: 1. Complete the following:
Field Name Description Client ID Enter the client ID that you want to run this report for or click the Client ID link to select it from the Select Client dialog box. The report will display employees who work for this client. Commission Pay Codes to Include This field is optional. Leave it blank to exclude all commission pay codes in the Report from the Commissions column in the report. If you want to include selected commission pay codes in the Commissions column in the report, enter them here or click the Commission Pay Codes to Include in the Report link and select them from the Select Pay Code dialog box. The corresponding pay description auto populates. Earnings Pay Codes to Exclude This field is optional. Leave it blank to include all earnings pay codes in Payroll column in the report. If you want this report to exclude selected earnings pay codes, enter them here or click the Earnings Pay Codes link and select them from the Select Pay Code dialog box. The corresponding pay description auto populates.
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Field Name Description Starting Date Enter the first date of a month from which you want to run this report. You cannot enter a date that is not the first date of the month. Ending Date Enter the last date of a month up to which you want to run this report. You cannot enter a date that is not the last date of the month. Pay Period This field is optional. When no pay period is selected, any payroll that crosses the 12th of the month will be included in the report. When a pay period is selected, only payrolls where the pay period crosses the 12th of the month AND the pay period matches the selection will be included. If you want to limit this report to run for a particular pay period, then select it from the following drop-down: • Daily • Weekly • Bi-Weekly • Semi-Monthly • Monthly
This report shows the following columns: • Client ID • Client Name • Month • Year • Supervisory Status - This column has the following break outs based on the “Supervisory” setting of the position code of the employee. • All Employees ( Supervisory & Non-Supervisory) • Non-Supervisory Employees • Employee Count • Woman Employee Count • Payroll • Commissions • Hours
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FICA Tip Credit Report Use this form to generate a report to identify the employer portion of Social Security taxes paid on employee tips to be used for tax credits/offsets for a single client.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Payroll|Report, click FICA Tip Credit Report.
To generate the FICA Tip Credit Report: 1. Complete the Report Period using one of the following:
Field Name Description Payroll Number Enter the payroll number of click the Payroll Number link and select one from the Select Payroll Batches dialog box for which you want to run this report OR Pay Date Range Start Date - Enter the starting pay date for which you want to run this report. End Date - Enter the ending pay date for which you want to run this report.
Field Name Description FICA Tip Credit Calculate Rate 7.25 - This field is pre-populated with the required rate.
Credit Percentage Enter 7.65. This is the combined percentage of employer paid social security and Medicare tax rate at this time.
This report shows the following columns: • Employee Name • Employee ID • Employee No. • Regular Hours - Regular Hours worked.
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• O/T Hours - Overtime Hours worked. • Regular Pay • O/T Pay - Overtime Pay. • Total Tips - Total tips received for the pay period or in the payroll number for that client. • Reg Wage Over Min - Regular Wage over Minimum Wage. • O/T Wage Over Min - Overtime Wage Over Minimum Wage. • Tips Over Minimum • Tip Credit
Global Bill Pending Report Use this form to generate a global report to display the pending bills for all or selected clients. These are generally items that are pending or in progress in a payroll but can contain items from completed payrolls also.
Note: The Client Bill Pending report in Report Center shows completed and processed bills pending from billing vouchers.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Global Bill Pending Report.
To generate the Global Bill Pending Report: 1. Complete the following:
Field Name Description Client ID This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report to a few selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. The Client Name auto populates.
This report shows the following columns: • Client ID • Client Name • Bill Date • Event Code • Description
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• Bill Units • Bill Rate • Bill Amount
Global Client Allocation Report Use this form to generate a report that provides a listing of all client allocations globally based on the allocation format selected.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports menu. Under Operations|Report, click Global Client Allocation Report.
To generate the Global Client Allocation Report: 1. Complete the following:
Field Name Description
Selection Parameters section Starting Pay Date Enter the start date of the report period. Ending Pay Date Enter the end date of the report period.
Client ID This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report for a few clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. Cost Center This field is optional. Leave this field blank for the report to run for all cost centers. If you want to limit this report for a specific cost center, enter it here or click the Cost Center link and select it from the Select Cost Centers dialog box. This will override the Clients selected above. Client Category This field is optional. Leave this field blank for the report to run for all clients. If you want to limit this report to run only for a client with category entered, then enter the category code here or click the Client Category link and select it from the Select Categories dialog box. This will override the Clients selected above.
Report Parameters section Allocation Format (7 columns) Select the allocation format from the drop-down.
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Field Name Description Report Type Select the type of report you want to generate from the following drop- down: • Detail Report - this is the default option. • Summary Report Suppress EE in Report This field is optional. Check this box if you want to suppress employee information in the report. Suppress Employee ID This field is optional. Check this box if you want to suppress employee ID in the report. Suppress Subtotals This field is optional. Check this box if you want to suppress subtotals in the report. Field Type Column Display Select one of the options from the following drop-down: • Both Code and Description - this is the default option. • Code Only • Description Only • Do Not Display Field Type Display Order Select one of the options from the following drop-down: After EE Info Before EE Info - This is the default option.
Other Parameters section Sort Field Type by Description This field is optional. Check this box if you want to sort field type by description in the report. Suppress Page Break on Primary This field is optional. Check this box if you want to suppress page break on Sort (Detail Report) primary sort in the detail report. Include Page Break on Primary This field is optional. Check this box if you want to include page break on Sort (Summary Report) primary sort in the summary report. Print Detail Line if Zero This field is optional. Check this box if you want to include detail lines with zero or no amounts in the report. Suppress Miscellaneous Billing This field is optional. Check this box if you want to exclude miscellaneous billing charges (Misc Charges) from the report.
Output File (XLS) section
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Field Name Description Suppress Company Name This field is optional. Check this box if you want to exclude the client name from the report. Suppress Report Title This field is optional. Check this box if you want to exclude the report title from the report. Suppress Select Criteria This field is optional. Check this box if you want to exclude selection criteria from the report.
Allocation and Sort Parameters section Field Type Select the field by which you want to sort this report for example EMPLOYEE. Field Labels The field label for the Field Type selected above will display. For example if EMPLOYEE is selected above, then it will display Employee ID and Employee Name. Sort/Detail Select one of the options from the following drop-down: • Detail Only • Sort By Sub Total Select one of the options from the following drop-down: • Yes • No
Health Premium Credit Information Report Use this form to generate a report of Employees, Hours and Wages, Benefit Plans enrolled in and total employer premiums paid for a year. There is a calculated total at the end of the report of Total Service Hours & Total Wages Paid used in the calculation of Average annual wages and FTE Count - this is used for a client to claim a health premium credit with the IRS.
Note:
• Client Access Group security and Data Entity security is enabled on this form. • Worksite Managers, Worksite Trusted Advisors and Service Providers can access the form.
To access the form, click Reports menu. Under Benefits|Report, click Health Premium Credit Information Report.
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To generate the Health Premium Credit Information Report: 1. Complete the following:
Field Name Description Year Select the report year from the drop-down. By default the current year displays. You have the option of a 10 year look back. Use Weeks Worked Equivalency Check this box if you want to use Weeks Worked Equivalency Method in Method place of actual hours.
Note: Use a weeks-worked equivalency whereby the employee is
credited with 40 hours of service for each week for which the employee
would be required to be credited with at least 1 hour. If Unchecked, use
Actual Hours worked.This report shows the following columns: • Employee ID • Employee Name • Status Code • Term Date • Hours of Service • Wages Paid • Benefit Plan Name • Insurance Class - Medical, Dental or Vision • Employer Premium Paid
It also shows the following calculated values of • Total Service Hours • Total Wages Paid • Average Annual Wages • FTE Count
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PEO Client Accounting G/L Detail Report Use this form to generate a report of PEO client accounting over a pay date range for all or selected clients.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To generate the PEO Client Accounting G/L Detail Report: 1. Click Back Office. 2. Select PEO Client Accounting G/L Detail Report under Operations|Report. 3. Complete the following information as appropriate:
Field Description
Starting Pay Date Enter the starting pay date from which you want to run this report.
Ending Pay Date Enter the ending pay date up to which you want to run this report.
Run Legal Width Report Select this field to adjust the column width to accommodate account codes
up to 68 characters.
Client ID This field is optional. Leave this field blank to run this report for all clients. If
you want to restrict this report to a few selected clients, enter the Client IDs
here or click the Client ID link and select them from the Select Client dialog
box. The Client Name auto populates.This report displays the following columns: • Voucher No. • Invoice No. • Client Name • Employee Name • GL Code • Debit Amount • Credit Amount
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Sales Tax Liability Report Use this form to generate the sales tax liability report which shows any sales tax liability accrued by Tax Code, Client ID, and Invoice Number. This report uses the Employer and/or Client’s Billing Vouchers and can generate two versions of this report as follows: • Summary - The summary version of the report is a combined total of the individual sales tax code for gross sales, taxable sales and sales tax for the entire pay date range selected for the entire employer ID and client ID optional filters selected - no breaks for client or employer, just totals per tax code. This report is based on completed payrolls sorted by tax code and then by Client Name. This report does not produce results for calculated/in progress payrolls. • Detail - The Detail version of the report shows sales tax detail by Tax code, including a detailed breakdown by client, invoice and pay date and provides gross sales, taxable sales and sales tax. This report is based on completed payrolls sorted by tax code and then by Client Name. When a payroll that is in a calculated state is selected, the report data returned is based on EBV.INIT.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Employer|Report, click Sales Tax Liability Report.
To generate the Pending Benefit Self-Billing Report: 1. Complete the following:
Field Name Description Report Type Select the report type that you want to generate from the following options: • Summary - this is the default option. • Detail Starting Pay Date Enter the starting pay date for which you want to run this report. Ending Pay Date Enter the ending pay date for which you want to run this report. Employer ID Enter the Employer IDs or click the Employer ID link and select the ones from the Select Employer dialog box. The report will then be limited to employees who work for the selected employers. This field is optional. Leave it blank for the report to run for all employers. Client ID This field is optional. Leave it blank for the report to run for all clients. If you want to limit the report for a select Enter the client ID or click the Client ID link to select one from the Select Client dialog box. The report will then be limited to employees who work for this client.
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The Summary version of this report shows the following columns: • Tax Code • Gross Sales • Taxable Sales • Sales Tax
The Detail version of this report shows the following columns: • Tax Code • Client - shows the client ID. • Client Name • Invoice Number • Pay Date • Gross Sales • Taxable Sales • Sales Tax
Working with Data Retriever The Data Retriever form is a quick and flexible way to retrieve, export, and manipulate data from your system. You can quickly pull raw data from multiple clients and the entities within these clients. Data Retriever can give you access to aggregate system data for purposes of analysis or analytics.
Note: By default, the company tax and workers’ compensation data is available only to the service providers. Unless you enable client access to this data these items are restricted from view for worksite manager and worksite trusted advisor users.
Use the + to expand the categories in any column.
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To create a Data Retriever report: 1. In the Step 1 column, select the clients you want to query. You can select as many clients as you want. 2. In the Step 2 column, select the fields you want to query. If you query Employment Status, you can click to select statuses on which to filter. 3. In the Step 3 column, select the totals you want, then select a date range from the calendar.
To add another date range or to select additional data, click the date range link.
Optionally, you can expand certain items and select a sort order for them.
Click Save.
Click Run. When your report is ready, the results display.
Note: Data retriever is configured to calculate up to four reports at one time. If a user attempts to generate a report while the four reports are calculating, the report will be placed in a queue. If you would like to view the
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status of any report that has been run or is currently in the queue, you can navigate to Data Retriever>Actions menu>View Run Report (Last 24 hours).
Note: You can save report templates for yourself only or share them and provide access to specific user types.
• Load Report Template
• Export Report
• New Report
• View Run Reports (Last 24 Hours)
• Show Descriptions/Do Not Show Descriptions
• Show Descriptions/Show Code and Descriptions
• Add to/Remove from FavoritesFor more information on the fields in Data Retriever, See Available Data on page 407
Data Retriever Security By default, access to potentially sensitive data is restricted in Data Retriever. For example, company tax and workers’ compensation data is available only to service providers. Unless you enable client access to this data for worksite manager or worksite trusted advisor users, it does not display. Your organization should have a well-planned strategy for applying role-based security. Based on the role associated with a user account, you can define the forms and fields in PrismHR that users can view or edit. You can also define the fields that users can query.
Step 2 Data You can set the security for Step 2 of the Data Retriever query process on the User Roles form. Step 2 data is pulled from the following forms: • EMPLOYEE.PERMAINT • EMPLOYEE.PERMAINT.PERSONAL • EMPLOYEE.PER*MAINT.PAY Toggle the Access option to control access to the data. • Full and Inquiry access allows the user role to work with the data. • Deny access prevents the user role from viewing or querying the data.
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For field-level security, click the Field link. The Field Security Maintenance form displays. Toggle the Enable/Disable/Hidden options for each field. • Enable access allows the user role to work with the data. • Disable access allows the user role to see that there is data, but prevents working with it. • Hidden access prevents the user role from even seeing that the data is in the system.
Step 3 Security For the calculated data that displays in Step 3, you also set security on the User Roles form. Full, Inquiry, or Deny access is set on AGG.DATA*GETIT. To set field-level security for Step 3 data, click the Field link.
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The Field Security form displays. Use the toggle switch to enable or restrict access to each field.
You can also enable or restrict access to the expanded data items that display after you set the date rage.
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For example, Invoiced items include Billing Format, Invoiced As and Detail Code. You must set security for each of these items. The Invoiced items in Step 3 include only amounts from billing vouchers that are associated with an employee ID. Miscellaneous charges (for example, delivery fees) are not included on the reports. If miscellaneous or bundled charges are included, client reports will not balance back to the invoice.
Note: Note that if a client changes billing format mid-year, Data Retriever shows the billing breakout formats. Once the data cube is rebuilt, the data will only break out based upon the current billing format.
Save Report Template by User Type When you save a report template in Data Retriever, you can specify which type of user can have access to it. 1. From the Actions menu in Data Retriever, select Save Report Template. 2. Enable the option to save the report for yourself only or select a user type to associate with the report: • Service Providers - only Service Providers can see the report. • Worksite Managers - Service Providers and Worksite Managers can see the report. • Trusted Advisers - Service Providers, Worksite Managers, and Trusted Advisers can see the report.
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Available Data The following data is available:
Step 1 - Select Client The names of your clients display in the Step 1 Select Client panel.
Step 2 - Add Field The following data fields are available in the Step 2 - Add Fields panel:
Name and Contact • Employee ID • Web User ID (ESS user name) • Sort/Search • First, Last, and Middle Name • Nickname
Personal Detail • Gender • Date of Birth • Birth Day • Birth Month • Birth Year • Marital Status • Citizenship Status
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• Preferred Language • Ethnic Code • Social Security Number
Status Detail • Veteran • Vietnam Veteran • Disabled Veteran • Service Medal Veteran • Newly Separated Veteran • Other Protected Veteran • Active Duty Badge Veteran • Tobacco User • Disabled • Blind • Deceased
License Details • Driver’s License Number and Class • License Expire Date • State Issuing License • License Plate Number
Emergency Contact • Emergency Contact Name • Emergency Contact Type • Emergency Contact Info • Emergency Contact Relation
Employment • Employment Status (filter by status ) • Status Date • Employment Type • Type Date • Current Job
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• Employer ID • Last Hire Date • Original Hire Date • Term Reason Code • FLSA Exempt • Position EEO Code
Testing • Next Exam • Last Exam • Next Audio • Last Audio • Next Drug Test • Last Drug Test • Last Exam Result • Last Audio Result • Last Drug Test Result
Resident Address • Resident Address Lines 1 & 2 • Resident City • County, State, ZIP code • GEO Code • Unincorporated Area • Deliver Check Home • Override Resident GEO Code • Override End Date
Phone and Email • Home Phone • Cell Phone • Work Phone • Work Extension • Personal Email • Work Email
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Mailing Address • Mailing Address Lines 1 & 2 • City, State, ZIP Code
Form W-2 Address • W-2 Address Lines 1 & 2 • W-2 ZIP code, City, and State
Work Status • Last Hire Date • Original Hire Date • Return Date • Employer Start Date • Seniority Date • Benefits Through Date • New Hire Report Date • Rehire Okay
Work Assignments • Current Job • Worksite Location • Division • Department • Work Shift • Project • Workgroup • Benefit Group • Employee Number • Labor Union • Labor Union Start Date • Supervisor’s Employee ID • Hierarchy Tier
Work Miscellaneous • Business Owner
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• Family Member • Company Office • Company W/C Officer • Tax Credit Eligible • 1099 Contractor • Agricultural Worker • OSHA 10 Certified • Clock Number
Compensation • Pay Group • Pay Period • Pay Method • Standard Hours • Auto Accept Time sheet • Default Time sheet Hours • Last Change Amount • Last Change Percent • Comparative Ratio • Quartile • Rate Effective Date • Annual Pay Rate, Monthly Pay Rate, Semi-Monthly Pay Rate, Bi-Weekly Pay Rate, Weekly Pay Rate, Hourly Rate, • Benefit Salary, Benefits Per Hour, Per Diem
Allocations • Allocation Template ID • Allocations Location Code • Allocations Division • Allocations Department • Allocations Project • Allocations Position • Allocations Percent
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Federal Tax Filing • Federal Filing Status • Federal Allowances • Federal Alt Tax Calc Method • Federal Override Type • Federal Override Amount • FICA Exempt • Form 4029 Filed • Federal W-4 Filed • Federal W-4 Year • Elec W-2 Form
State Tax Filing • State Code • State Filing Status • State Tax Primary Allowances • State Tax Secondary Allowances • State Tax Alternative Calculation Code • State Tax Exempt Amount • State Tax Supplemental Exemption • State Tax Non-Resident Cert Filed • State Tax Non-Resident Cert Year • State Tax Override Type • State Tax Override Amount • State Tax W-4 Filing • State Tax W-4 Year
Local Tax Filing • Local Tax Auth ID • Local Tax Filing Status • Local Non-Residency Certificate • Local Tax Primary Allowances • Local Tax Additional Withholding
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Employee Verification • Form I-9 Filing • Identification Document • Form I-9 ID Document Number • Form I-9 ID Document Exp • Issuing Authority • Renew Date • Eligibility Document • I-9 Eligibility Document Number • I-9 Eligibility Document Exp • Eligibility Authority
Performance • Last Performance Review • Last Performance Rating • Performance Agreement • Next Performance Review • Next Pay Review • Title Last Performance Review
Deposit • Deposit Status • Suppress Account Number Print • Voucher Type • Deposit Type • Deposit Transit Number • Deposit Account Number • Deposit Pay Type • Deposit Method • Deposit Amount • Deposit Limit • Deposit Status • Deposit Exclude Voucher Types • Deposit Exclude Amount
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Other Details • Handbook Mailed • Handbook Received • Background Test Done • Background Test Date • Onboard in Progress • Elec Onboard • Elec Onboard Date • Enrollment Suspended Until • Un-Enroll in Electronic Pay Stub • Tax GEO Code Override Option • Court Ordered Medical Coverage? • Supporting Another Spouse/Child? • Child Support in Arrears • VT Health Ins Indicator • Probation Code (MO) • Family Member • CA Wage Plan • Ohio Form C112 Filed • Sales Tax Code • Self ID Disability Form
Alternate Rates • Alternate Pay Rates 1 - 10
Benefits • Benefits Enrolled • Benefits Enrolled Desc • Benefits Status • Benefits Pretax • Benefits Coverage Level • Benefits Cover Start • Benefits Cover End • Benefits Deduction Start
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• Benefits Deduction End • Benefits Premium • Benefits Employee Contribution • Benefits Dependent Premium
Status History • Status Desc • Status Date
Step 3 - Add Totals The following data fields are available in the Step 3 - Add Totals column. • Gross Pay • Time Sheet Table - Hours/Units Paid, Hours Worked, Pay Amount • Deductions - Deduction Amount • Company Tax - Tax • Employee Tax - Exempt Amount, Sheltered Amount, Tax Amount, Tax Over Limit • Benefits - Benefits Premium Amount, Benefits Employee Contribution • Retirement (401(k)) - 401(k) Non Elective, 401(k) Base Earn, 401(k) Pre-Tax, 401(k) Post-Tax, 401(k) Match, 401(k) Loan, 401(k) Roth, 401(k) Roth Catch Up, 401(k) Roth Catch Up Contribution, 401(k) Non-Elective Match, 401(k) Safe Harbor Type One, 401(k) Safe harbor Type 2 • Workers’ Compensation - WC Hours Worked, WC Straight Pay, WC Premium Pay, WC Base Pay, WC Taxable Pay, WC Premium Amount, WC Bill Amount, WC O/T Premium
Note: By default, the company tax and workers’ compensation data is available only to the service provider or worksite manager and worksite trusted advisor users associated with clients that are assigned to an unbundled billing template and billing format. These menus are restricted from view for worksite manager and worksite trusted advisor users associated with clients that are assigned to bundled billing templates and formats.
• Invoiced - Invoiced, Cost
Update for Imported Checks If you used the backend system to import employee payroll vouchers, you must use the Data Retriever Update for Imported Checks utility to ensure that your data is accessible in Data Retriever. This feature allows your data to flow to the appropriate employee payroll vouchers and registers, exactly as if payroll was processed in PrismHR. After you import employee payroll vouchers: 1. From the Back Office menu, under System|Action, select Data Retriever for Imported Checks.
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Department Codes Report The Department Code Report displays all types of departments that are entered into PrismHR. The Department Codes Report is found in the Reports menu under Client|Report. Figure 8: Department Codes Report
The report columns are: • Dept Code: The department code. • Department Name: The department name. • Per Diem Percent: The percent of Per Diem for that department. • G/L Segment 1: The ID for that segment. • G/L Segment 2: The ID for that segment.
Division Codes Report The Division Code Report displays all divisions that are entered into PrismHR.
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The Division Codes Report is found in the Reports menu under Client|Report. Figure 9: Division Codes Report
The report columns are: • Division Code: The division code. • Division Name: The division name. • G/L Segment 1: The ID for that segment. • G/L Segment 2: The ID for that segment. • G/L Segment 3: The ID for that segment.
Find Changes to a Client Use this form to generate a report that shows all changes made to a client record for a selected date or date range.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports menu. Under System|Report, click Find Changes to a Client.
To find all changes made to a client record: 1. Complete the following fields:
In this Field Enter this Client ID The Client ID for the employee or click Client ID to select the client from the Select Client list. (This field is required.) Sort By Select one of the following options: • Date: Select this option if you want to see the changes sorted by dates when the change was made. • File: Select this option if you want to see the changes sorted by files in which the change was made.
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In this Field Enter this Start Date This field is optional. Enter a date if you want to limit the report to a specific date, or the first date of the date range. Leave it blank for all dates. End Date This field is optional. Enter a date if you want to limit the report to a specific date, or the last date of the date range. Leave it blank for all dates.
Find Changes to a File Use this report to see all changes made by each user in a particular file.
Note: This form does not use Client Access Group Security.
To access the form, click Reports. Under System|Report, click Find Changes to a File.
To find changes to a file: 1. Click the Audited File Name link. Select an audited file name from the Select Audited File Name list. This field is mandatory. 2. To find changes in a specific field, click the Audited Field Name link, and select it from the Select Audited Field Name list. 3. In the Audited Begin Date, enter the date from which you want to find changes. 4. In the Audited End Date, enter the date up to which you want to find changes. 5. To find changes in a specific record, click the Audited Record ID link and select it from the Select Audited Record ID list. 6. To find changes for a specific client, click the Client ID link and select the client from the Select Client list. 7. Click Generate Report - a job progress window opens. To fix errors if any, redo the process. 8. Click Close to close the job progress window. 9. The File Audit Report opens, listing all the changes for the selected file, based on criteria selected above. 10. Click the XLS link to download the report.
Location Codes Report The Location Codes Report displays all entered locations. This report is located in the Reports menu on the Client|Report menu.
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The report columns are: • Location Code: The location code. • Location Name:The location name. • Address One: The location’s street address. • Address Two: The location additional address information. • City: The location city. • State: The location state. • ZIP Code: The location ZIP code.
Material Codes Report The Material Code Report displays all types of hazardous materials that are entered into PrismHR. The Material Codes Report is found in the Reports menu under Client|Report. Figure 10: Material Codes Report
The report columns are: • Code: The material code. • Material Name: The material name. • Manufacturer: The manufacturer of the material. • Emergency Phone: The telephone number to call in case there is an emergency involving this hazardous material.
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• MSDS On File: Indicates whether the Material Safety Data Sheet is on file.
• Date Prepared: The date the Material Safety Data Sheet was prepared for this material.
• MSDS Location: The physical location of the Material Safety Data Sheet.Mileage Codes Report The Mileage Code Report displays all mileage codes that are entered into PrismHR. The Mileage Codes Report is found in the Reports menu under Client|Report. Figure 11: Mileage Codes Report
The report columns are: • Mileage Code: The mileage code • Description: The mileage code description. • Mileage Rate: The rate for that mileage code. • Per Diem Rate: The rate of per diem for that code.
Generating Payday Notification Transmissions In association with the Payday Notification Queue form, you can run a report that lists payment notification transmission statuses using the Payday Notification Transmission Report. Note: This report is only available for service providers.
To run this report, do the following: 1. Select Payday Notification Transmission Report in the Reports menu under Client|Report. 2. Complete the following fields:
Field Description
Employee ID Enter or select the Employee ID. The Employee Name associated with
this ID displays. Leave this field blank to receive results for all applicable
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Field Description
Start Date Enter or select the Start Date of the transmissions.
Note: The start date cannot be more than 90 days in the past (defaults to
30 days before the current date).
End Date Enter or select the End Date of the transmissions.
Note: The end date cannot be a future date (defaults to the current date).Click Run. During a short delay, the system builds the data. If transmissions are found, the report displays. For example:
The report columns are:
Column Description Employee Name The name of the employee. Emp ID The ID of the employee. Payroll Number The payroll number associated with the payday notification. Pay Date The pay date associated with the payday notification. Delivery Method The method used to deliver the payday notification. For example, email. Status Displays whether the payday notification was successful, unsuccessful, or cancelled. Status Date The date when the payday notification was sent. Status Time The time when the payday notification was sent.
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Pay Grades Report The Pay Grades Report displays the pay ranges for a specified pay grade that are entered into PrismHR. The Pay Grades Report is found in the Reports menu under Client|Report. Figure 12: Pay Grades Report
The report columns are: • Grade: The pay grade code. • Description: The pay grade code description. • Minimum Annual Pay: The minimum annual pay rate for that pay grade. • Minimum Hourly Pay: The minimum hourly pay rate for that pay grade. • Maximum Annual Pay: The maximum annual pay rate for that pay grade. • Maximum Hourly Pay: The maximum hourly pay rate for that pay grade. • Midpoint: The midpoint pay based on minimum and maximum pay rates. • Percent Rage: The midpoint percent.
Union Codes Report The Union Code Report displays all unions that are entered into PrismHR. The Union Codes Report is found in the Reports menu under Client|Report. Figure 13: Union Codes Report
The report columns are: • Union Code: The union’s code.
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• Union Name: The union's name.Transfer Downloads File to PC Use this form to download files to a user’s system, from the server’s download directory generated by the PrismHR system.
Note: This form does not use Client Access Group Security.
Note: A warning message displays on the User Role form if 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 group security.
The message states:
The user role <new 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 <user id> 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 the user record is saved, and the screen is cleared.
• If No is selected, then the user record is not saved, and the data is left as is on the screen.To access the form, click the Back Office menu > Operations|Action > Transfer Downloads File to PC.
To transfer a Download File to a user’s PC: 1. Click the Filename link. A separate Select File window opens. 2. Scroll and select the Download File that you want to download from the list. You can also search for the Download File using Filename Description and Date. The File View shows the first 15 lines of the selected Download File. 3. Click Download.
Transfer Accounting Downloads File to PC Use this form to transfer PrismHR accounting files from the server’s download directory to the user’s system.
Note: This form does not use Client Access Group Security.
Note: When you give access to this form on the User Role menu, you will receive the following warning message:
This form does not have any client access group security built into this menu. It is possible for users to gain
access to information that they should be restricted from by downloading files from this menu.Note: A warning message displays on the User Role screen if a user,
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• who has access to the Transfer Accounting Downloads File to PC menu is switched to a new User Role,
BUT
• is also restricted from clients via client access group security.
The message states:
The user role <new user role> has access to the Transfer Accounting Downloads File to PC menu. This form
does not utilize client access group security so it is possible that <user id> maybe be able to download
accounting files that contain data they should not be allowed to access. Do you wish to continue?
• If Yes is selected, then the user record is saved, and the screen is cleared.
• If No is selected, then the user record is not saved, and the data is left as is on the screen.To access the form, click the Back Office menu > Operations|Action > Transfer Downloads File to PC.
To transfer an accounting download file to a user’s system: 1. In the Filename field, enter the accounting journal file name that you want to download or click the Filename link to select one. A separate Select Field window opens. 2. Scroll and select the accounting journal file that you want to download from the list. Refine the search using Filename Description and Date. The list displays 100 options. If there are more than 100 options, scroll down and click the More… link to view the next list of options. Continue till you find the accounting file that you want to download. 3. Once you select the Filename, the File View shows the first 15 lines of the selected accounting downloads file. 4. Click Download to download the selected accounting downloads file to your PC .
Wage Billing by State Report Use this Wage Billing By State Report form to generate a report to see how much has been billed to clients per state for selected bill codes for a specified pay date range. You can run this report for all or a specific employer or client.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports. Under Operations|Report, click Wage Billing by State Report.
To generate the Wage Billing by State Report: 1. Complete the following fields:
Field Name Description Starting Date Enter the first date of the pay date range for your report.
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Field Name Description Ending Date Enter the first date of the pay date range for your report. Employer ID This field is optional. Leave this field blank to include all employers for your report. If you want to run this report for a specific employer, enter the Employer ID here or click the Employer ID link and select it from the Select Employer dialog box. Client ID This field is optional. Leave this field blank to include all clients for your report. If you want to run this report for a specific client, enter the Client ID here or click the Client ID link and select it from the Select Client dialog box. Bill Codes Enter all the bill codes for which you want to run this report.
Note: If you do not enter at least one bill code, this report does
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Employer-Admin.pdfEmployer Administration Guide
Setup and administration of employer information 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 Employer Administration Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 11 Chapter 1 Employer-Level Setup 12 Maintaining Employer Details 12 Setting Employer Details 12 Setup Procedure 12 Note about deleting employers 16 Changing Employer IDs 16 Setting State Tax Information 16 Setting Online Access for Form W-2 19 Processing Form W-2 with a Common Pay Agent 20 Maintaining Invoice Information 22 Identifying Local Tax Authorities 22 Change Reason History- Employer Details 23 Cloning Employer Details 23 Establishing Employer Tax Rates (SUTA) 25 Setting Employer W/C Accrual Modifiers 26 Importing an Employer W/C Accrual Modifiers File 26 Maintaining Employee Lock-in Information 28 Building the EES Authentication File 29 Transferring Employees to New Clients 29 Using the Mass Employee Transfer Import Tool 34 Using the Sample Header File 35 Generating Worker’s Compensation Export File 38
Employer Administration Guide © 2026 PrismHR 3 Table of Contents
SUNZ Worker's Compensation 38
By State 2017 Version 38
By State within Pay Dates 39
By State Version 2 39
Cedar Hill Within Pay Dates 40
Generic (Non-Third Party) 41
Creating the ESAC Client Export 41
Exporting Retirement Contributions 42
401(k) Extended Download 44
ADP 46
Anico 46
Boston Land 47
Fascorp 48
Generic (Non Third Party) Retirement Export 48
Great West 50
ING 50
John Hancock 51
Kentucky Retirement Systems 52
Lincoln Financial 52
Mass Mutual 53
Michigan Benefit Services 54
Pallet 55
Pinnacle 55
Ruby 56
Slavic 57
The Standard 58
Transamerica 59
Setting Up Transamerica Retirement Export 60Employer Administration Guide © 2026 PrismHR 4 Table of Contents
Wells Fargo 61
Viewing the Job Control Status Report 62Chapter 2 Tax Administration 63 Employer FICA Tip Credit Report 63 FICA Tip Credit Report 64 Federal 940 Credit Reduction Report 66 FICA Tax Imbalance Report - By Employee 68 Setting Up Form W-2 Batch Download 69 Running Client Tax Register Report 70 Report Outputs 71 Running Tax Adjustment Voucher Report 74 Running Tax Register Reports 74 Report Outputs 75 Running Tax Register Reconciliation Reports 78 Building PrismHR Client Setup JSON Export File 79 Exporting Quarterly Tax JSON File 80 Periodic Tax JSON Export 81 Setting Up Tax Parameters 84 Working with PrismHR Tax Processing 86 Exporting Quarterly Tax Data 87 Exporting Monthly Tax Data 88 Exporting Daily Tax Data 89 Exporting IL Employer Monthly Data 91 Rebuilding the Tax Journal 91 Locating Employee Tax Withholding Forms 92 Procedure 93 Examples 94
Employer Administration Guide © 2026 PrismHR 5 Table of Contents
Chapter 3 MasterTax Processing 95 Setup Forms 95 Building FUTA Credit Reduction Registers 95 Setting MasterTax Interface Parameters 96 File Exports 101 Building the MasterTax Monthly Tax Export 101 MTS File History 102 Building the Reconciliation Tax Summary 103 Creating Payroll Tax Summary Export Files 105 MasterTax PTS Clear Lock 106 Chapter 4 Quarterly Tax Processing 108 Government Exports 108 BLS Multiple Worksite Electronic File 108 Building the Employer Quarterly SUTA Tax Export 109 File History 110 Maintaining the Quarterly Download 110 Exporting Pennsylvania Local Taxes 111 Quarterly SUTA Tax Processing (Client Reported) 113 Building the Arkansas Download 113 Building the California SUTA Download 114 Building the Florida Download 115 Building the Georgia (CSV) Download 115 Building the Georgia (txt) Download 116 Building the Kansas Download 117 Building the Louisiana Download 118 Building the Massachusetts (CSV) Download 119 Building the Massachusetts (ICESA Format) Download 119 Building the Michigan-72 Byte Download 120
Employer Administration Guide © 2026 PrismHR 6 Table of Contents
Building the Michigan Standard Download 121
Building the Ohio Download 121
Building the Oklahoma Download 122
Building the Pennsylvania (Bulk by Client Under Employer) Download 123
Building the Pennsylvania (Individual Client) Download 124
Building the Pennsylvania (TXT) Download 124
Building the Tennessee Download 125
Building the Washington Download 126
Building the Wisconsin Download 126
3rd Party Exports 127
Generating the ADP Quarterly Tax Download 127
Building the 941 Quarterly Report 128
Exporting the QEX Plus 941 File 129
Exporting Quarterly Tax Data 130
Reviewing Quarterly Employer Tax Liability 131
Quarterly Tax Reports 132
California Environmental Fee Worksheet Report 132
Medicare Tier 2 Report 133
Pennsylvania Local EIT Quarterly Report 134
Building the 941 Quarterly Report 135
New York Form MTA-305 Tax Reporting 136
New York Quarterly Combined Wage Report 138Chapter 5 W-2 Processing 140 W-2 Processing Overview 140 W-2 Setup 140 W2 Processing 141 Electronic Files 142 Handling Errors 142
Employer Administration Guide © 2026 PrismHR 7 Table of Contents
Pre-Processing Errors 143
Non Fatal errors 143
Fatal errors 143
Error Report 143
Processing Flow for Errors 143
W-2 Processes 144
Creating the Employee SSN Verification Service Download 144
Clearing Employee SSN Verification Reporting Dates 145
Creating Employee W-2 Forms 146
Creating Employee W-2C Forms 148
Entering External W-2 Benefits 152
Importing External W-2 Benefits 153
Import File 153
Procedure 153
Viewing the External W-2 Benefits Inquiry 154
Updating Employee W-2 Records 155
Viewing the W-2 Record Change Log 157
Updating Employee W-2c Records 158
EFW2 Exports 161
Generating the Detroit EFW2 Download 161
Creating the EFW2 Download 162
Creating the EFW2C Re-Submit Download 164
Edit EFW2C File Status 167
3rd Party W-2 Export Files 168
Creating the EES Puerto Rico W-2 Export 168
Creating the EES Security File Download 169
Creating the EES Virgin Islands W-2 Export 170
Creating the EES W-2 Export 171Employer Administration Guide © 2026 PrismHR 8 Table of Contents
Generating the PRPay W-2 Export 172
Creating the BDS/SOLV W-2 Export 172
W-2 Reporting 172
Running the W-2 Forms Needed Report 172
Running the External Benefits W-2 Report 173
Running the W-2 Audit Report 173
Building the Employee W-2 Box 12 Report 174
Running the W-2 Box Report 174
Building the W-2 Count by Client Report 175
Running the W-2 Detail Report 175
Running the W-2 Local Detail Report 176
Running the W-2 Reconciliation Report 177
Running the W-2 Verification Report 178
Running the W-2c Box Report 178
Hi Running the W-3 Totals Report 179
W-2 Setup Reports 180
Running the Benefit Plan W-2 Reporting Status Report 180
W-2 Setup 181
Setting Up Benefit Plans for the W-2 Form 181
W-2 Parameter Setup 182
Suppressing Client W-2 Benefits 182
Creating EFW2 Submitter Codes 182
Setting Up External W-2 Benefit Classes 183
Maintaining Local EFW2 Codes 184
Form W-2 FSA Account Type Reporting 184
W-2 Printing 185
Printing Employee W-2 Forms 185
W-2 Reports 190Employer Administration Guide © 2026 PrismHR 9 Table of Contents
Providing Employee Access to W-2 Forms 192
Viewing and Defining Form W-2 Layouts 193Chapter 6 1099 Processing 196 1099 Processes 196 Adding or Updating an Employee 1099 Record 196 Viewing the 1099 Record Change Log 198 Creating Employee 1099 Forms 198 1099 Exports 199 Downloading the IRS Form 1099 e-File 199 Downloading the Maine 1099 e-File 200 Creating the BDS/SOLV 1099 Download File 201 1099 Reporting 201 Running the 1099 Forms Report 201 Printing Employee 1099 Forms 202 Working with 1099 Forms 204 1099 Printing 206 Viewing and Defining Form 1099 Layouts 206 Reprinting Form 1099 for Employees 208 Chapter 7 Processing Contract Employees 209 Setting Up Contractors 209 Selecting Contractor New Hires 210 Chapter 8 Inquiries 211 Searching for Client Tax Information 211 Viewing the Employee Tax Summary 211 Viewing an Employer Tax Register 212 Viewing an Employee Tax Register 213 Reviewing Tax Register Audits 213
Employer Administration Guide © 2026 PrismHR 10 Employer Administration Guide
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.
Employer Administration Guide © 2026 PrismHR 11 Chapter 1 Employer-Level Setup
Chapter 1 Employer-Level Setup In PrismHR, employers can include your organization, divisions of your organization, and client companies that manage themselves to some extent. You must set up employers as part of your basic system configuration.
Maintaining Employer Details You can maintain employer information using the Employer Details form. Use this form to update federal and state tax processing settings, local tax information, and other important employer data.
Setting Employer Details Use the Employer Details panel to create new employer IDs and add basic employer information, or to edit information for an existing Employer ID.
Setup Procedure
To configure employer details: 1. Click Back Office. 2. From Employer|Change, select Employer Details. 3. Change these fields as required.
Field Description
Employer To create or edit an employer, enter an employer ID. IDs must be an integer up to 6
digits long.
For ASO clients, this ID is the same as the client ID.
Employer Name that displays in PrismHR.
Name
Employer Name that displays on checks and reports.
Print NameEmployer Administration Guide © 2026 PrismHR 12 Chapter 1 Employer-Level Setup
Field Description
Federal EIN Federal Employee Identification Number issued to employers by the IRS, in one of the
following formats:
##-####### (two numbers, dash, seven numbers) or ######### (nine numbers).
Address, Enter the employer's basic contact information.
City, State,
ZIp Code,
Zip
Extension,
Telephone
Obsolete Select this option if the employer is no longer active.
If there are payrolls that still exist for this employer, a message displays during
calculation that indicates the employer is discontinued.
G/L Prefix to the general ledger account number.
Company
Number Note: PrismHR accounting files put the company number before the account
number. QuickBooks and PeachTree cannot process the numbers, so the system
removes the company number when it builds files for those programs. You can use
the G/L Company Number to group data for accounting purposes, such as for an
ASO.
G/L Cost General ledger cost center, if any.
Center
G/L Sub- General ledger sub-cost center. Use this field for generating G/L accounts, if any.
Cost Center
New York Select this option if the employer is a public entity in New York City.
City Public This enables special Section 125 handling for New York City public employee health
Entity deductions, because New York State does not allow those plans to be deducted pre-
tax.
ESS URL ESS override URL for this employer.
Employer
Override
EP URL Employee Portal (EP) override URL for this employer.
Employer
Override
Prism URL PrismHR URL for this employer.
Employer
OverrideEmployer Administration Guide © 2026 PrismHR 13 Chapter 1 Employer-Level Setup
Field Description
Federal Federal deposit method in use. Options include:
Deposit l MasterTax - Select to include tax data on the MasterTax PTS file. Then, enter
Method the MasterTax Employer ID and the EFTPS PIN code.
l Other - Select if tax data on the MasterTax PTS file is not required.
These fields only display if the SBEA feature set is enabled. Contact your system
administrator or consult the SBEA User Guide for more information.
Certified This field and the following three fields apply to the SBEA features.
PEO Select if the employer is certified by the IRS as a PEO according to the provisions of
the SBEA.
Certified Date when the SBEA certification went into effect.
Start Date
Certified Date when the SBEA certification expires.
End Date
Limit When the Certified PEO functionality is enabled, select this field if you want to build
Testing on client entity registers, but test for federal taxes at the employer level.
Employer Select this option if you need to set the Certified PEO flag mid-year. It enables you to
Register produce Schedule R Reports without interfering with payroll and tax processing.Employer Administration Guide © 2026 PrismHR 14 Chapter 1 Employer-Level Setup
Field Description
PTM Enter the PTM Identifier Number of the employer here. This field is optional and
Identifier supports alpha numeric characters.
Number • The PTM Identifier Number field must be set at the system level on the
Miscellaneous Global Parameters form, so that the PTM Identifier Number field
is available on the Employer Details form here.
• If no PTM Identifier Number is set at the system level on the Miscellaneous
Global Parameters form, then no PTM Identifier Number will display on the files.
• If an employer PTM Identifier Number on the Employer Details form exists for an
employer and the same or a different PTM Identifier Number is set at the system
level on the Miscellaneous Global Parameters form, then the employer PTM
Identifier Number will override the system level PTM Identifier Number. Then:
• The employer PTM Identifier Number on the Employer Details form will
appear on all PTM reports including the Daily Tax Export (including PTM
Agency export), the Monthly Tax Export and the Quarterly Tax Export reports.
• If an employer PTM Identifier Number does not exist on the Employer Details
form, but a system level PTM Identifier Number exists on the Miscellaneous
Global Parameters form, then the system level PTM Identifier Number on the
Miscellaneous Global Parameters form will appear on all PTM reports like the
Daily Tax Export (including PTM Agency export), the Monthly Tax Export and the
Quarterly Tax Export reports.
Tax Contact Contact for quarterly reporting.
Name
Tax Contact Company contact title
Title
Tax Contact Phone number, and extension if applicable.
Phone
Tax Contact Contact email address.
Email
Suppress Prevents Form W-2 printing for an employer. Select if the employer processes W-2s
W2 Printing on a different system.
Exclude Excludes this employer from the BLS 3020 Multiple Worksite Report.
from BLS
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Note about deleting employers Note: If you try to delete an employer who has active employees or employees on leave, the following confirmation message displays:
Do the following if this message displays: • Click Yes to permanently delete the employer record. The Employer Details form clears. • Click No to close the message and return to the form. The employer data remains on the form.
Changing Employer IDs Use the Change Employer IDs for a Client form to change employer IDs for pre-existing clients. You must rebuild registers after running this process.
Note: Client Access Group Security is enabled on this form.
To change employer IDs for preexisting clients: 1. Click Back Office. 2. From Employer|Action, select Change Employer IDs for a Client. 3. Complete these fields as required:
Field Description
Client ID The client ID of the client whose status is to be changed.
To Employer ID The employer ID to which historical tax registers will be moved.Setting State Tax Information Maintain state tax information in Employer Details with the State Tax panel.
To set up tax information: 1. Click Back Office. 2. From Employer|Change, select Employer Details and expand the State Tax panel. 3. In the State Tax ID Numbers table, set tax information for each state where an employer does business:
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Note: SUTA Rpt Entity and SIT Rpt Entity must have equivalent values. You cannot set one to report at the client level and the other to report on the employer level.
Field Description State Two-character postal code. States will display in alphabetical order once any changes are saved. State Name The full state name displays when you enter a postal code. For example, enter CA in the State field and the State Name of California displays. Licensed Select Yes if an employer is a licensed PEO in a specific state. Taxpayer ID/UI Account Employer Taxpayer ID number for a specific state. Enter APPLIED FOR if you are awaiting an ID. State Tax Nbr State number for reporting income taxes that appears on W-2 forms. Mag Authority ID Magnetic authorization number for a state. Misc ID1 • California: Enter the Wage Plan Code. • Iowa: Enter the 3 digit suffix location number. If an employer has multiple locations that requires the 3-digit suffix for the location they are filing from, they should enter the 3-digit suffix location number here to capture the employer 9 digit FEIN along with the 3 digit suffix when generating the Iowa New Hire Report. Iowa New Hire reporting file will be rejected if the FEIN is not 12 digits long. • New Jersey: Enter the Disability Insurance Private Plan Number. Misc ID2 • New Jersey: Enter the FLIPP Number. • Iowa: Enter the 8-digit Business E-File Number provided by the state. GL Segment EEHL Enter substitute data for the Employee Home Location ID.
SUTA Rpt Entity Select whether the PEO or Company (client) is the designated SUTA reporting entity in the state. This overrides the setting on the State Rules form. Rpt Entity Eff. Date Effective date for the SUTA reporting entity. SIT Rpt Entity Select whether the Employer or Client is the designated income tax reporting entity for the state. If you do not select an entity, or if the reporting date is in the future, state income tax accrues and reports according to any Tax Deduction settings. If no Tax Deduction settings exist, state income tax accrues and reports under the employer, by default.
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Field Description SIT Eff Date Effective date for the SIT reporting entity. FUTA Override View Click to display state FUTA information. See the rest of the procedure for details. FUTA Override Edit Click to open a form that allows edits to FUTA override rates. FUTA override rate information displays in its own grid at the bottom of the panel. See the rest of the procedure for details.
Field Description Heading Information Information that prints on the invoice or fax. Used On Select whether the heading is used on invoices, faxes, or both. X Coor / Y Coor Printer Command Language/PCL coordinates for invoice headings that do not appear on a fax form.
Field Description Year Tax year for the override. Override FUTA Rate Override tax rate. Suppress Self-Adjust Suppresses year-to-date self-adjustments. Select Yes to suppress for both Accrual and Billing, or select Accrual Only or Billing Only. Leave blank for neither self-adjustment type.
Updates to Form W-2 build The State Income Tax Account Number on the employee Form W-2 will now be pulled from the Client Details form or the Employer Details form based on the tax deduction code, unless an override exists on the Employer Details form on the SIT Rpt Entity field for that state under the State Tax section. The State Income Tax Account Number on the employee Form W-2 will be: • Client State Tax ID when: • Tax deduction code set to report at Client Level and ER Details, State is set to -select- or Client • Tax deduction code NOT set to report at Client Level, but ER Details, State is set to Client
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• Employer State Tax ID: • Tax deduction code NOT set to report at
Client Level and ER Details, State is set to -select- or Employer • Tax
deduction code set to report at Client Level, but ER Details, State is
set to Employer Note: If the State Tax ID is not available on the
corresponding reporting entity, the Form W-2 will not be built, and an
error will appear in the W2 Error Report stating State Employer ID not
found for Client #
Setting Online Access for Form W-2 Set up employer online access to Form W-2, Form W-2c, and Form 1099 using the Form W-2/1099 Initialization Audit & Control panel under Employer Details.
To configure online tax form access: 1. Click Back Office. 2. From Employer|Change, select Employer Details and expand the Form W-2/1099 Initialization Audit & Control panel. 3. Fill out these fields as required:
Field Description Year Enter a tax year. The grid displays the Last Init Date, Last Init Time, and Last Init By fields. Use the Create Employee W-2 Forms (found under Work Centers > W-2 Processing) to perform these initializations. Allow Web Access Provide web access permissions for Form W-2. Options include: l Yes - All employees can access Forms W-2 for the year. l No - No employees can access Forms W-2 for the year. l Electronic - Employees who elected early online access to their W-2s can see the forms. This is controlled by the Electronic Form W-2 option in the Employee Details > Tax tab.
To see which employees have elected electronic Form W-2 access, use
the Client Master report or the Employee General Information report in
Report Center.These steps make Form W-2c/Form 1099 accessible from both Employee Details and Employee Portal (EP): 1099 Web Access Set to Yes to allow employees to view and print Form 1099. W2C Web Access Set to Yes to allow employees to view and print Form W-2c.
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Field Description Mask SSN on W-2’s Specify a reporting year. If this field: Beginning In • has a year selected then: • from that selected year onwards the Social Security Number for an employee will be masked and only the last 4 digits will display on both Form W-2 and Form W-2c PDFs. This functionality has been extended to the Employee Portal PDF. • for any prior year the Social Security Number for an employee will not be masked on both Form W-2 and Form W-2c PDFs. • does not have a year selected then: • for any year the Social Security Number for an employee will not be masked either on Form W-2 or Form W-2c PDFs.
Processing Form W-2 with a Common Pay Agent Common Pay Agents provide FICA consolidation and also handle income tax withholding, reporting and remittance under their Federal Employer Identification Number (FEIN). Common Pay Agent Name Control is not applied to Form W-2’s built by Client Federal Entity Registers for SBEA W2 Reporting. Common Pay Agent PDF only applies to 2023 and forward. If an employer has registered with the IRS as using a common pay agent for remittance of federal withholding taxes, use the Employer Details > Common Pay Agent for Form W-2 Processing panel to identify the common pay agent contracted to process W-2s.
To set Common Pay Agent details: 1. Click Back Office. 2. From Employer|Change, select Employer Details and expand the Common Pay Agent for Form W-2 Processing panel. 3. Complete the following fields:
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Field Name Description Year The year for which this setup will apply. For example, for 2023 you have a common pay agent and reporting option is Agent only. For every year starting 2023 the Form W-2 or Form W-2c will report only the common pay agent information until you change it. If you make any changes later, you will need to add a line, enter the year and make the changes. For example, for 2025 you change the Report Option to Agent|Employer. You would then see the Common Pay Agent information reported on the Form W-2 only for 2023, 2024, and in 2025 you would see the Agent|Employer information reported on the Form W-2 or Form W-2c. (It is not required to add the 2024 record for common pay agent to continue) Agent FEIN Enter the common pay agent’s FEIN (or Federal Tax Identification Number). FEIN format must be either ##-####### (two digits, dash, seven digits) or ######### (nine consecutive digits). Agent Name The name of the agent. Address The street address of the agent. City The city of the agent. State The two digit state of the agent. Zip The zip code of the agent. Report Option Select is the default option which will only report the employer information. You need to select one of the following options: • Agent|Employer - Select this option to report the Common Pay Agent and Agent for {Employer}. • Agent only - Select this option to report only the Common Pay Agent.
Note: To display Common Pay Agent information on the Form
W-2 or Form W-2c PDF, even if this was used in the past, you
will need to select a Report Option and Save the changes on the
Employer Details form.PrismHR now supports Common Pay Agent reporting within the Form W-2 and Form W-2c. Previously, this information was used in third party downloads for W-2 printing. With the 2023 November QR, you will now see this information applied to the PDF generated within PrismHR and Employee Portal. • This will only apply to the NON SBEA W-2 build.
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• SBEA W-2 will reflect the client federal entity information as it does within the EFW2 currently. • This will not apply to W-2 that are printed in-house.
Maintaining Invoice Information Use the Invoice Information Maintenance panel to customize the information that displays on invoices. Standard invoices are not impacted by these updates.
Note: See the topic “Setting Up PEO and Non-PEO Invoice Headers”, in the Billing User Guide, for more information on customizing invoice headers.
To customize invoice information: 1. Click Back Office. 2. From Employer|Change, select Employer Details to view the Invoice Information Maintenance panel. 3. Fill in these fields as required.
Field Description
Contact Name Contact person at an employer
Return Address, Return City, Return State, Return General employer contact information.
Zip Code, Return Zip Extension If a return address is not supplied, the system uses the
address from the General panel.
Invoice Contact Phone Employer phone number
Invoice Contact Fax Number Employer fax number
Invoice Email Address Employer email address
Invoice Website URL for the employer website
Invoice Logo File Path Complete path to an mvQuery printer location. For
example, C:\Images\logo.gif.Identifying Local Tax Authorities Use the Local Tax Identifiers panel to track local authorities that this employer must pay taxes to. The system uses this information when interfacing with MasterTax. It sends the tax IDs defined for local tax authorities on the 210 record in the MasterTax PTS file, when reporting transactions.
To define a local tax authority: 1. Click Back Office. 2. From Employer|Change, select Employer Details and expand the Local Tax Identifiers panel.
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Change Reason History- Employer Details Use this form to get the change reason history for the Employer Details form.
Note: This form will be able to capture the change reason history only if the field named Require change reason on critical forms on the System Parameters form is either selected as Optional (and the user has entered a reason for record update) or Required. When you make any change to the Employer Details form, you will be presented with the following dialog box. Once you record the reason for the change herein, the same will be presented in the Change Reason History form.
To access the form, under the Actions menu on the Employer Details form, click Change Reason History. On this form the following two fields are available: • Change Date on or after – This is the start date of the date range. By default, this will be 60 days prior to today’s date. You can change this date according to your required date range. • Change Date on or before – This is the end data of the date range. By default, this will be today’s date. You can change this date according to your required date range. Click Close to close this form and return to the base form.
Cloning Employer Details Use this form to copy an existing Employer Detail record to a new Employer Detail Record. This is especially helpful for customers in the entertainment industry where each new show is a separate PEO clientwith a corresponding employer record that is identical to the other employers in the system. Using this form, you can avoid setting up all the state information for a new employer. You can just clone it from an existing employer.
Note: Client Access Group security is not enabled on this form.
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To access this form, click the Back Office menu. Under Employer|Action, click Clone Employer Detail.
To clone an existing employer record to a new employer: 1. Complete the following fields:
Field Name Description From Employer ID Enter the existing Employer
ID from whom you want to clone the employer record, or click the From
Employer ID hyperlink and select it from the Select Employer dialog box.
If you enter an employer ID that does not exist, you will receive an
error stating Record
The following information of the existing employer will be copied to the new employer: • Address, City, State, Zip • Telephone • G/L Setup • Federal Deposit Method • Certified PEO • Tax Contact Information • State Tax ID Numbers • Heading • Masked SSN on Form W-2s. (If Exists) • Common Pay Agent • Invoice Information Maintenance • Local Tax Identifiers • SBEA W2/1099 Name Control
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Establishing Employer Tax Rates (SUTA) Use the Employer Tax Rates (SUTA) form to set up State Unemployment Tax Act (SUTA) and State Disability Insurance (SDI) rates for an employer and the states where they do business. (In PrismHR, SUTA is based on employee home location.)
Note: Click the Data Import Tool icon ( ) to upload a database file and import data. (This icon displays for all user roles, except “Inquiry Only.”)
Note: For more information about the Data Import Tool form, see the Payroll Administration Guide.
To set rates: 1. Click Back Office. 2. From Employer|Change, select Employer Details to view the Employer Tax Rates (SUTA) panel. 3. Fill in these fields as required.
Panel Description Tax Rates Define the general Tax Rate information: • Enter the Employer ID. • Enter or select the State in which the employer does business. • Select an existing Effective Date, or click New Date and enter the date on which the rates go into effect.
Note: The effective date is when the rate takes effect, not when the
employer received the rate.SUTA Rate Enter the client’s SUTA Rate for this state. Officer SUTA Rate Enter the Officer SUTA Rate if it differs from the regular SUTA rate. SDI Rate Enter an employer’s SDI Rate if the employer pays disability insurance in this state.
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Panel Description Miscellaneous override rates Enter the miscellaneous override rates for employer-paid taxes. If these fields are left blank, the system uses the default rate. • Enter the State Misc1 Rate (Tax ID 26). • Enter the State Misc2 Rate only to set employer tax rates for Vermont Childcare Employee Tax Rate (Tax Code 48-28). If no tax rate is entered for the employer, but a tax rate is entered for the employee using the State Misc 2 Employee Rate field below, you will see the full amount for the employer calculated at 0.44%. The employee tax rate below does not offset the employer tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides. • Enter the State Misc3 Rate field to set employer tax rates for tax codes 22-41 (Massachusetts), 48-41 (Washington) and 51-41 (Wyoming). For example, you can increase the tax rate paid by the employer. • Enter the State Misc4 Rate here, for example for tax code 24-54 (Minnesota).
State Misc 2 Employee Rate Enter the State Misc 2 Employee Rate only to set employee tax rates for Vermont Childcare Employee Tax Rate (Tax Code 48-27). The employer tax rate above does not offset the employer tax rate here. So, you must enter the tax rates for both the employer and the employee in this form if using overrides. State Misc 3 Employee Rate Enter 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. Note: If you adjust State Misc2 Rate or State Misc 2 Employee Rate and State Misc3 Rate or State Misc 3 Employee Rate, you must use both the corresponding fields. Do not assume one field will adjust automatically when a change is made to the other field.
Setting Employer W/C Accrual Modifiers Set Workers’ Compensation rates for a selected employer and state with the Employer W/C Accrual Modifiers form.
Importing an Employer W/C Accrual Modifiers File Clicking the Import button displays the Data Import Tool form, which allows you to import an Employer W/C Accrual Modifiers template file that contains the following fields (this file must be in .txt format): • Employer (required): Must be a valid employer that is currently in the system.
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• State Code (required): Enter a two-digit state name (do not enter the whole state name). For example, enter TX for the state of Texas. • Effective Date (required): Must be a valid date. • Discount/Debit (required): Must be a valid number. • Modifier (required): Must be a valid number. • W/C Policy: Must be a valid W/C policy in the system. • W/C Policy Discount/Debit: Must be a valid number. • W/C Policy Modifier: Must be a valid number. The Import button displays on the Employer W/C Accrual Modifiers form for all service provider user roles except the “Deny” and “Inquiry-only” roles. Imports can be performed for multiple clients at the operations level.
Note: For more information about the Data Import Tool form, refer to the PrismHR Payroll Administration Guide.
To set rates: 1. Click Back Office. 2. From Employer|Change, select Employer W/C Accrual Modifiers. 3. Complete the following fields:
Field Description Employer Enter or select the employer ID. State Code State code where the employer does business. Effective Date Date when workers’ compensation is effective. Enter a new date or select an existing date. Discount/Debit Employer discount/debit rate for the state. Modifier Modifier rate for the state. Effective Rate This value is determined by the Discount/Debit and Modifier rates. Override by W/C Policy You can override the rates by policy in the Override by W/C Policy panel: • Enter the W/C Policy. • Enter the Discount/Debit rate for the policy. • Enter the Modifier for the policy.
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Maintaining Employee Lock-in Information Employers and employees might receive a lock-in letter from the IRS if they are in debt to that organization. This letter states how much withholding allowance the employee can claim — typically zero. Employees who have a lock-in letter cannot change their allowances in Employee Portal. A lock-in can also be set for a particular state. When an IRS employee lock-in is set, any users who are not Service Providers will see the following message when they try to change their withholding amount: Note: Federal taxes for this employee are locked and may not be changed.
To maintain employee lock-in information: 1. Click Back Office. 2. From Employer|Change, select IRS Employee Lock In Letter. The IRS Employee Lock In Letter form opens. 3. Fill in the form as shown in the following table. When searching for information, you have the following options for displaying search results: • Display the previous or next page. • Go to a particular page. • Narrow your search by entering information in any of the available text boxes and then click Refine. • Return to the default display by clicking Reset.
Field Description Client ID Click the link and select a Client ID. The form displays the Client ID and Name. Employee ID Click the link and select an Employee ID. The form displays the Employee ID and Name. IRS Lock-In Date Click and select the IRS Lock-In Date.
Note: The system will ignore any future dates entered in this field. The lock will
go into effect immediately, even if a future date is entered.Lock-In State If applicable, expand the list and select the Lock-In State. Lock-In Date If applicable, click and select the Lock-In Date for the state. Lock-In Auth User Click the link and select a service provider who is authorized to change the withholding amount for an employee who has a lock-in letter. The system displays the ID and username of the service provider in the list. • Click + in the header or > in any row to display an additional row where you can select another service provider. • Click x to delete a service provider from the list.
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Building the EES Authentication File Use the EES Authentication File form to download an authentication file for EES Plus. This enables employees to create accounts on the EES Plus website.
To download the EES Authentication file: 1. Click the Back Office menu. 2. From Employer|Action, select EES Authentication File. The EES Authentication File page opens. 3. Complete the appropriate information:
Field Description
Use SSN or EEID in Field1 Select whether to include social security number or employee ID in
Field 1.
Use SSN or EEID in Field2 Select whether to include social security number or employee ID in
Field 2.
Use DOB or PIN in Field3 Select whether to include date of birth or PIN in Field 3.
Year Select the year for the report. This will default to the current year,
but the drop down will provide the option to select the following year
as well to not prevent you from working ahead. The download does
not report employees that were terminated in previous years.Click Build. The following warning displays:
Click Yes. A job progress window opens and the system creates the download file.
Click Close to close the job progress window. The CSV file named EES.AUTH is downloaded to your system.
Transferring Employees to New Clients You can move employee records and accompanying check information to a different client using the Transfer Employee to New Client form.
Note: Client Access Group Security is enabled on this form.
To move records: 1. Click Back Office. 2. From Operations|Action, select Transfer Employee to New Client.
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Field Description From Client/To Client From Client: Click the link and select the client ID for the client that the employee is transferring from.
To Client: Click the link and select the client ID for the client that the
employee is transferring to.
Note: To ensure that an employee remains enrolled in a benefit plan
after transfer. benefit plans must be set up in the To Client.Employee/To Employee Employee: Click the link and select the ID of the employee whose information requires a transfer.
To Employee: Displays the employee ID for the company where the
employee is being transferred.Employer/To Employer Employer: Displays the employer ID assigned to the current client.
To Employer: Displays the employer ID assigned to the new client
where the employee is being transferred.
Observe the following behavior that occurs during these transfer
scenarios:
• If the new client and the current (old) client have different
primary employer IDs and the same Service Type of Professional
Employer (PEO), you can perform a valid transfer of employees
between those clients by selecting the employee's new employer
ID, which the system updates in the employee record under the
new client.
In addition, if you select the non-primary employer ID in the above
scenario, a transfer alert displays, "The primary employer for Client
<new/to client ID> is <primary employer ID>. You will receive
payroll calculation errors for this employee if Employer <selected
Employer ID that is non-primary> is not set up as an alternate
employer in this client."
• If the new client and the current client have different primary
employer IDs and different Service Types, such as PEO and ASO, or
they both have the same ASO Service Type, when you enter the
full employee ID or paste the employee ID in the Employee field,
you can only select a valid (primary) employer ID. Also, after you
make the selection, the To Employee field displays "New
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Field Description Pay Group/To Pay Group Pay Group: Displays the employee’s current pay group.
To Pay Group: Select a pay group for the destination client. The search
contains only valid pay groups for the destination client.Current Retire Plan/To Current Retire Plan: Displays the currently enrolled retirement plan. Retire Plan To Retire Plan: Displays the retirement plan where the employee is being transferred. Current Position/To Current Position: Displays the employee’s current position. Position To Position: Select or enter a valid position for the destination client. (If you select this field, the Select Position list that displays contains only valid positions for the destination client.) Last Hire Date After selecting an employee associated with the From Client selection, the employee’s last hire date displays in this field. To Location Select or enter a valid location for the destination client. (If you select this field, the Select Location Code list that displays contains only valid locations for the destination client.) To Benefit Group Select or enter a valid benefit group for the destination client. (If you select this field, the Select Benefit Groups list that displays contains only valid benefit groups for the destination client.)
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Field Description To Client Hire Date Enter or select the hire date to use for the company where the employee is being transferred.
After entering or selecting a date in this field, a dialog 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.
Note: If you re-enter a new date in this field after selecting an option in
this dialog, the dialog displays again.
After you select an option in the dialog, the following occurs:
• Yes: A transfer alert message displays: "Employee Status, Type,
Status Type History, Position History and Pay History dates will be
<date from To client hire date field>."
• No: A transfer alert message displays: "Employee Status, Type,
Status Type History, Position History and Pay History dates will be
the most recent date from Client <ID of the From Client>."Transfer Y-T-D Check Transfers the year-to-date check stub details to the company the Stubs employee is transferring to.
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Field Description Terminate Employee in Select this option only if you want to terminate the employee and their Original Client benefits in the original client. When you select this option, a mandatory date field displays, so you can accept the current date (default) or enter or select which date the transferring employee will be terminated in their old client. Note the following: • The date field only displays if you select the Terminate Employee in Original Client field. • The date field is mandatory, so you must either accept the current (default) date or select a date, which can be a future or past date. Otherwise, when you complete the other fields but leave this field blank, an error message displays when you click Transfer, “All mandatory fields must be filled in.” • If you enter a future date, the status and status date information do not update in the employee record until the termination date occurs. However, the status type history record immediately reflects the future-dated information. • When you select the Terminate Employee in Original Client field, a transfer alert displays, “Terminating the employee in the original client can cause a change to the employee’s Benefits Thru Date in the original client.” Term Reason Code Select a valid termination reason code (only those codes with “Termination” included in their Valid Actions on the Employee Termination form display) for the original client when transferring and terminating an employee in one action. Note: The Term Reason Code field only displays if you enable Terminate Employee in Original Client. Terminate Benefits If you select the Terminate Employee in Original Client field and this Coverage Today field, the system forces the terminated group benefits to end coverage today.
Note: You must select both fields for this update to take effect.Transfer Alerts Displays messages describing what occurred during the transfer process.
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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.
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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:
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.
To perform a mass employee transfer import:
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Field Description
Column Number The corresponding column number for the imported data.
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.Employer Administration Guide © 2026 PrismHR 36 Chapter 1 Employer-Level Setup
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Generating Worker’s Compensation Export File Use this form to build an export file for worker’s compensation to send to various third party administrators.
Note: This form does not use Client Access Group security.
To access the form, click Back Office. Under Operations|Action, select Worker’s Compensation Exports.
To generate a Worker’s Compensation Export file: 1. Select a Vendor using one of the following options: • SUNZ Worker’s Compensation • Cedar Hill Within Pay Dates • Generic (Non Third Party)
SUNZ Worker’s Compensation Select a Version using one of the following options: • By State 2017 Version • By State within Pay Dates • By State Version 2
By State 2017 Version
Complete the following Export Parameters:
Field Description
Start Pay Date Enter the starting pay date for the pay period.
End Pay Date Enter the ending pay date for the pay period.
State This field is optional. Leave this field blank for this export to run
for all states. If you want to limit this export to a single state,
select it from the drop-down.
Include State in Column J This field is optional. Check this box if you want to include the two
"WKC Code" digit state code in the WKC Code in column J in the exported .csv
file.
Policy This field is optional. Leave this blank to include all worker's
compensation policies. If you want to limit this export to selected
worker's compensation policies, enter them here or click the
Policy ID link and select them from the Select W/C Policy dialog
box.
PEO FEIN Number Enter the Federal Employer Identification Number for the PEO.Employer Administration Guide © 2026 PrismHR 38 Chapter 1 Employer-Level Setup
Field Description
Include Terminated Employees Select this option to include employees who were terminated
during the date range but may have been paid wages during this
range.
Include Client ID or Location Select which option you want to include in the export from the
following:
• Client ID
• Location
By State within Pay Dates
Complete the following Export Parameters:
Field Description
Start Pay Date Enter the starting pay date for the pay period.
End Pay Date Enter the ending pay date for the pay period.
State This field is optional. Leave this field blank for this export to run
for all states. If you want to limit this export to a single state,
select it from the drop-down.
Include State in Column J "WKC This field is optional. Check this box if you want to include the two
Code" digit state code in the WKC Code in column J in the exported .csv
file.
Policy This field is optional. Leave this blank to include all worker's
compensation policies. If you want to limit this export to selected
worker's compensation policies, enter them here or click the
Policy ID link and select them from the Select W/C Policy dialog
box.
Include Terminated Employees Select this option to include employees who were terminated
during the date range but may have been paid wages during this
range.
By State Version 2
Complete the following Export Parameters:
Field Description
Start Pay Date Enter the starting pay date for the pay period.591
End Pay Date Enter the ending pay date for the pay period.
State This field is optional. Leave this field blank for this export to runEmployer Administration Guide © 2026 PrismHR 39 Chapter 1 Employer-Level Setup
Field Description
for all states. If you want to limit this export to a single state,
select it from the drop-down.
Include State in Column J "WKC This field is optional. Check this box if you want to include the two
Code" digit state code in the WKC Code in column J in the exported .csv
file.
Policy This field is optional. Leave this blank to include all worker's
compensation policies. If you want to limit this export to selected
worker's compensation policies, enter them here or click the
Policy ID link and select them from the Select W/C Policy dialog
box.
File Name Cedar Hill only: File name for the export. Default is
CedarHlll.csv.
PEO FEIN Number Enter the Federal Employer Identification Number for the PEO.
Include Terminated Employees Select this option to include employees who were terminated
during the date range but may have been paid wages during this
range.
Include Client ID or Location Select which option you want to include in the export from the
following:
• Client ID
• LocationCedar Hill Within Pay Dates Complete the following Export Parameters:
Field Description
Start Pay Date Enter the starting pay date for the pay period.
End Pay Date Enter the ending pay date for the pay period.
State This field is optional. Leave this field blank for this export to run
for all states. If you want to limit this export to a single state,
select it from the drop-down.
Policy This field is optional. Leave this blank to include all worker's
compensation policies. If you want to limit this export to selected
worker's compensation policies, enter them here or click the
Policy ID link and select them from the Select W/C Policy dialog
box.
File Name File name for the export. Default is CedarHlll.csv.Employer Administration Guide © 2026 PrismHR 40 Chapter 1 Employer-Level Setup
Generic (Non-Third Party) Complete the following Export Parameters:
Field Description
Start Pay Date Enter the starting pay date for the pay period.
End Pay Date Enter the ending pay date for the pay period.
State This field is optional. Leave this field blank for this export to run
for all states. If you want to limit this export to a single state,
select it from the drop-down.
Policy This field is optional. Leave this blank to include all worker's
compensation policies. If you want to limit this export to selected
worker's compensation policies, enter them here or click the
Policy ID link and select them from the Select W/C Policy dialog
box.
Employer This field is optional. Leave this blank to include all employers. If
you want to limit this export to selected employers, enter them
here or click the Employer ID link and select them from the Select
Employer dialog box.Creating the ESAC Client Export The Employer Services Assurance Corporation (ESAC) is an independent non-profit corporation; it is the official accreditation and financial assurance organization for the PEO industry. The ESAC Client Export process creates a file that contains a list of clients for a specified PEO, which can be sent to ESAC for accreditation verification.
Note: This process does not use Client Access Group security.
To access this form, click the Back Office menu. Under Operations|Action, select ESAC Client Export.
To download the ESAC Client export: 1. Complete the following fields:
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Field Description
Start Date Enter the start date of the export period.
End Date Enter the end date of the export period.
Note: The End Date must be after the Start Date and
must be the last day of the month.
Include PEO Clients Only? This field is optional. Select one of the following options
from the drop-down:
• Yes (Default) - Only PEO clients are included in
the export.
• No - All clients
Exclude Clients Terminated Enter the number of months in numbers. You can enter
any number of months. This will exclude clients who
were terminated the specified number of months
before the Start Date.Exporting Retirement Contributions An export file contains data extracted from the system, often to provide to another party. The Retirement Exports form offers multiple retirement export types from a single page. These export types are shown in the Vendor/Template field. When you select an export type from the list, the fields relevant to that type display. Once the export file is generated, you can export it to your computer.
Note: Client Access Group Security is enabled on this form. If client selection is left blank to run for all clients, only clients to which you have access are available.
To access the form, click Back Office. Under Operations|Action, click Retirement Exports.
To generate a retirement export: 1. Select a Vendor/Template from the following options, and complete the fields as required: • 401(k) Extended Download (page 44) • ADP (page 46) • Anico (page 46) • Boston Land (page 47)
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• Fascorp (page 48)
• Generic (Non Third Party) Retirement Export (page 48)
• Great West (page 50)
• ING (page 50)
• John Hancock (page 51)
• Kentucky Retirement Systems (page 52)
• Lincoln Financial (page 52)
• Mass Mutual (page 53)
• Michigan Benefit Services (page 54)
• Pallet (page 55)
• Pinnacle (page 55)
• Ruby (page 56)
• Slavic
• The Standard (page 58)
• Transamerica (page 59)
• Wells Fargo (page 61)Click Generate File. A new job progress window opens and displays the processing status as the download is built. Fix any errors that are found and then rebuild the download. Note: The system only allows one user at a time to build the file, which accommodates the fixed format in the output filename.
Click Close to close the job progress window.
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The Preview section shows a preview of the text file - up to 100 records show up on the Preview section. If there are more than 100 records a pop up window tells you the number of records ready for export. Click OK to close the pop up window.
Click Download File to download the .txt file.
Click Clear to clear the screen.
401(k) Extended Download Use this form to generate a retirement export that shows both eligible and participants for 401(k) plans. This is not related to a 401(k) TPA, but is a generic export. See also: Exporting Retirement Contributions. To set up the 401(k) Extended Download retirement export, complete the following fields as required:
Field Description File Type The retirement export file type. This is read-only field. This is Generic 401(k) Download. File Format Select the appropriate file format from the following: • Eligible and Participants (Default) - This will return hours and pay values for everyone for the full Pay Date Range entered. • Participants Only - This will return hours and pay values only from Election Effective Date.
Note: If you have employees that are new to the plan within the
year and your carrier needs information for the full year even if the
employee did not participate the full year, then you use the Eligible
and Participants file format for the full year date range because if
you use the Participants Only file format, it only returns pay and
hours since election started.Plan ID Enter the retirement plan ID, or click the Plan ID link to select the retirement plan from the Select Plan selector.
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Field Description Start Pay Date Enter the starting pay date for which this download will be generated. End Pay Date Enter the ending pay date for which this download will be generated. Client ID This field is optional. If you want to limit this download to a specific client, enter that client ID, or click the Client ID link and select the client from the Select Client selector. Leave it blank to select all clients. Employer ID This field is optional. If you want to limit this download to a specific employer, enter that employer ID, or click the Employer ID link and select the employer from the Select employer selector. Leave it blank to select all employers. Service Type If you would like to limit the download to a specific employer type, select one of the following options from the drop-down: • All - This means include all employer types • Administrative Services Only • Professional Employer Services • Payroll Processing • Admin Services/Alt Billing Only • Corporate Payroll • HR Services (No Payroll)
Combine First and Last This is a check box. Use it in one of the following ways: Name into One Column • Checked - if you want the first and last name to be combined into one column.- This is the default option. • Unchecked - if you do not want the first and last name to be combined into one column. Exclude 1099 Employees This is a check box. Use it in one of the following ways: • Checked - if you want to exclude 1099 employees from the download. This is the default option. • Unchecked - if you want to include 1099 employees from the download.
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Field Description Include Successor Deferrals This is a check box. Use it in one of the following ways: • Unchecked - This is the default option. The retirement export file will not include the successor deferrals. • Checked - If this box is checked, then the retirement export file will include the following four columns. The EMPLOYEE TOTAL would include these. • SUCCESSOR RETIREMENT DEFERRAL AMOUNT • SUCCESSOR CATCH-UP DEFERRAL AMOUNT • SUCCESSOR ROTH DEFERRAL AMOUNT • SUCCESSOR ROTH CATCH-UP DEFERRAL AMOUNT Status Codes This field is optional. Leave this field blank to include all employee statuses in the retirement export file. If you want to restrict this file to include only certain types of employee statuses, enter them here or click the Employee Status link select them from the Select Employment Status dialog box.
ADP See also: Exporting Retirement Contributions.
To build the ADP retirement exports download: 1. Click the ADP Export Setup link — a new window opens where you can review and edit the ADP Export Setup options. • To edit the ADP Export Setup, click on fields you want to edit. • Click (x) to remove a client. • Click (+) to add a row and enter a participating Client ID, or click the Client ID link to select one. 2. File Type is read only — 300 Byte Download. 3. Enter a 401(k) Plan ID or click the Plan ID link and select one. 4. Enter Start Pay Date - the start date of the pay period for which you want to download the exports. 5. Enter End Pay Date - the end date of the pay period for which you want to download the exports.
Anico To set up the Anico retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
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Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Employment Status Employment status. Click the link to open the Select Employment Status selector. Enter a search term or select from the statuses listed. For example, A for Active. Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made.
Boston Land To set up the Boston Land retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field.
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Field Description Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made.
Fascorp To set up the Fascorp retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made.
Generic (Non Third Party) Retirement Export To set up a generic retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is PrismHR Generic.
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Field Description Include Roth Columns Yes or No. The default value is No. If set to No, it is the equivalent of 401K Contribution within Pay Dates by Employer or Client w/Census Option. If set to Yes, it is the equivalent of 401K Contribution w/Roth within Pay Dates by Employer or Client w/Census Option. File Format Select the appropriate file format from the following: • Census (Default) • Participants - This will return hours and pay values only from Election Effective Date. • Eligible and Participants (Default) - This will return hours and pay values for everyone for the full Pay Date Range entered.
Note: If you have employees that are new to the plan within the year
and your carrier needs information for the full year even if the employee
did not participate the full year, then you use the Eligible and
Participants file format for the full year date range because if you use
the Participants file format, it only returns pay and hours since election
started.Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Client ID Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. Employer Employer ID. Provides a look-up to the single Select Employer selector.
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Field Description Service Type Type of service. Options include: • All - Equivalent to a blank field • Administrative Services Only • Professional Employer Services • Payroll Processing Only • Admin Services/Alt. Billing • Corporate Payroll • HR Services (No Payroll)
Great West To set up the Great West retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made.
ING To set up the ING retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
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Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name • Select a service type, employer, or status Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made.
John Hancock To set up the John Hancock retirement export, complete these fields. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. File Format Select either Contribution New or Contribution Old. If File Format is selected as Contribution New, then complete the following fields: Plan ID Enter the Plan ID or click the Plan ID link to select a plan from the list. Start Pay Date Enter the pay date from which you run the file. End Pay Date Enter the pay date up to which you run the file. Clients • Leave empty to select all clients that you has access to OR • Click the Client ID link and select the clients you have access to for the export. Click Done when finished selection. The Client ID and Client Name are filled in for each selection made. If File Format is selected as Contribution Old, then complete the following fields:
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Field Description Plan ID Enter the Plan ID or click the Plan ID link to select a plan from the list. Year Enter the year. Defaults to the current year. Plan Period Enter the plan period.
Kentucky Retirement Systems To set up the Kentucky Retirement Systems export, complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Employment Status Employment status. Click the link to open the Select Employment Status selector. Enter a search term or select from the statuses listed. For example, A for Active. Client ID Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. Exclude Pay Group Specify a pay group that should not be included in the export file.
Lincoln Financial To set up the Lincoln Financial retirement export, complete these fields. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Census.
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Field Description Plan ID Enter the Plan ID or click the Plan ID link and select one from the Select Plan window. Start Pay Date Enter the start date of the pay period for which you want to download the exports. End Pay Date Enter the end date of the pay period for which you want to download the exports. Client ID Enter the Client ID or click the Client ID link and select a client that participates in the Plan selected above. Leave this field blank to include all clients participating in the Plan selected above. Include Participants Only Select this option to include participant employees only or clear it to include eligible participant employees to the plan selected above.
Mass Mutual Note: If the master contract number is not assigned to the database, the system displays a warning. The system also displays a warning if the master contract number is not assigned to an account, or if the compensation file is not valid. Contact PrismHR support for assistance.
To set up the Mass Mutual retirement export, complete these fields as required. The field selections change depending on the File Format selected. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Compensation Download. File Format File format for the export file. Options are Compensation, Contribution/Loan, and Demographic. Plan ID Plan ID, opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Exclude Terminated Determines whether terminated employees are excluded from the Employees export file. Options are Yes or No (default). File Format = Compensation
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Field Description Year Required field. Select a year from the drop-down. Default value is the current year minus 1. Report Date Required field. Date of the retirement export report. File Format = Contribution/Loan
Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Schedule Date Date when this export is scheduled. Required field.
Michigan Benefit Services To set up the Michigan Benefit Services retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Plan ID, opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. Participants Flag Determines what information is included in the export file. Options are: • Participants Only - Includes 401K plan participants. • Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.
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Pallet To set up the Pallet retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. Participants Flag Determines what information is included in the export file. Options are: • Participants Only - Includes 401K plan participants. • Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.
Pinnacle Complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Plan ID, opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Required field. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field.
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Field Description Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. Participants Flag Determines what information is included in the export file. Options are: • Participants Only – Includes 401K plan participants. • Participants/Eligible – Includes plan participants and those employees that are eligible to be plan participants. Calc Salary By Date Range Select this option to calculate salary data using the Start and End Pay Dates specified above, instead of using YTD values. Plan Limiter Select this option to only include data from employees who were assigned to the specified Plan ID during the specified date range. If this option is not selected, the export includes all employees of the client regardless of plan enrollment.
Ruby To set up the Ruby retirement export, complete the following fields. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field.
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Field Description Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. Participants Flag Determines what information is included in the export file. Options are: • Participants Only - Includes 401K plan participants. • Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.
Slavic To set up the Slavic retirement export, complete these fields as required. See also: Exporting Retirement Contributions. In the Export Parameters panel, select one of the following File Format options: • Census • Census (Specific Plan) • Participants • Eligible and Participants If you select Census as the File Format, complete the following information:
Field Description Start Pay Date Enter the start date of the pay period to include in the export download. End Pay Date Enter the end date of the pay period to include in the export download. Clients This field is optional. Leave this field blank to run the export for all clients. If you want to run this export for selected clients, enter the Client IDs or click Client ID and select them from the Select Clients list.
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Field Description Include 1099 Employees By default, this field is disabled and 1099 employees are not included. Enable this field if you want to include 1099 employees in the export. Include Hours-paid for non- Enter non-productive pay codes. The hours paid for these pay productive Pay Codes codes are included in the total hours that display in the export file. Exclude Hours-worked for Enter productive pay codes. The hours for these pay codes are Productive Pay Codes not included in the total hours that display in the export file.
If you select Census (Specific Plan), Participants, or Eligible and Participants as the File Format, complete the following information:
Field Description Plan ID Enter or select the Plan ID to include in the export download. For example, 401K is a plan ID. Start Pay Date Enter the start date of the pay period to include in the export download. End Pay Date Enter the end date of the pay period to include in the export download. Clients This field is optional. Leave this field blank to run the export for all clients. If you want to run this export for selected clients, enter the Client IDs or click Client ID and select them from the Select Clients list. Include 1099 Employees By default, this field is disabled and 1099 employees are not included. Enable this field if you want to include 1099 employees in the export. Include Hours-paid for non- Enter non-productive pay codes. The hours paid for these pay productive Pay Codes codes are included in the total hours that display in the export file. Exclude Hours-worked for Enter productive pay codes. The hours for these pay codes are Productive Pay Codes not included in the total hours that display in the export file.
The Standard Complete these fields as required. See also: Exporting Retirement Contributions.
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Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Plan ID, opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans. Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. Participants Flag Determines what information is included in the export file. Options are: • Participants Only - Includes 401K plan participants. • Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.
Transamerica Complete these fields. See also: Exporting Retirement Contributions. A Transamerica Export Setup link appears when Transamerica is selected as the retirement contribution Vendor/Template. See Setting Up Transamerica Retirement Export on page 60 Under File Type — Choose any one of the following options: • Contribution Version 6.1 • Census with Prior Year Eligibility If File Type is selected as Contribution Version 6.1, then complete the following:
Field Description Include Roth Columns The default value is No. Set to Yes for Roth 401(k) plans. File Format Census, Participants, Eligible and Participants. The default is Census.
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Field Description Plan ID Enter a 401(k) plan ID, or click the Plan ID link and select one. Start Pay Date The start date of the pay period for which you want to download the exports. End Pay Date The end date of the pay period for which you want to download the exports. Employer Enter the participating Employer ID or click the Employer link and select a participating employer for the Plan ID selected above. Termination Date Shown only if Include Roth Columns is set to Yes. Click in the field and select from the calendar.
If File Type is selected as Census with Prior Year Eligibility, then complete the following:
Field Description Plan ID Enter a 401(k) Plan ID or click the Plan ID link and select one. Year Enter the Plan year. Employer Enter the participating Employer ID or click the Employer link and select a participating employer. If left blank will include all participating employers for the Plan ID selected above. Termination Date Click in the field and select from the calendar if a termination date is available.
Setting Up Transamerica Retirement Export Use Transamerica Export Setup to configure file export settings.
Note: Client Access Group Security is enabled on this form.
To generate a Transamerica retirement export: 1. Click Back Office. 2. From Operations|Action, select Retirement Exports. 3. Select Transamerica from Vendor/Template. A link appears next to the drop-down.
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Click the link to launch the Transamerica Export Setup form.
Fill in the Transamerica Plan Number and Contract Number.
Enter a client ID or select an ID by clicking the Client ID link and selecting the ID from the look-up.
Click Done.
Enter the equivalent Transamerica Company ID.
Click Save.
Note: You can also delete company translations by clicking Delete, but this will remove all company translations for Transamerica files.
Note: See Exporting Retirement Contributions (page 42) for more information.
Wells Fargo To set up the Wells Fargo retirement export, complete these fields as required. See also: Exporting Retirement Contributions.
Field Description File Type The retirement export file type. Read-only field. This is Contribution. Plan ID Plan ID, opens the Select Plan selector. For example, 401K can be the plan ID and plan name. Leave this field blank to select all plans.
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Field Description Start/End Pay Date Starting and ending pay dates. For example, 7/24/20 and 7/31/20. Required field. Clients Select a client ID (leave blank for all clients). The Select Client Window opens. You can: • Click Client ID and select a client from the list (the selection appears in the Selected Clients list). • Search for a client ID or name. • Select a service type, employer, or status. Click Done when you are finished with client selection. The Client ID and Client Name are filled in for each selection you made. Participants Flag Determines what information is included in the export file. Options are: • Participants Only - Includes 401K plan participants. • Participants/Eligible - Includes plan participants and those employees that are eligible to be plan participants.
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.
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Chapter 2 Tax Administration Employer FICA Tip Credit Report Use this form to generate a report to identify the employer portion of Social Security taxes paid on employee tips to be used for tax credits/offsets for one or more employers.
Note:
• Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Employer FICA Tip Credit Report.
To generate the FICA Tip Credit Report: 1. Complete the Report Period using one of the following:
Field Name Description Payroll Number Enter the payroll number of click the Payroll Number link and select one from the Select Payroll Batches dialog box for which you want to run this report OR Pay Date Range Start Date - Enter the starting pay date for which you want to run this report. End Date - Enter the ending pay date for which you want to run this report.
Field Name Description FICA Tip Credit Calculate Rate 7.25 - This field is pre-populated with the required rate.
Credit Percentage Enter 7.65. This is the combined percentage of employer paid social security and Medicare tax rate at this time.
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Field Name Description Include Rate Class of “Other in O/T This field is optional. Check this box if you want to include Rate Class Column of”Other” in O/T column. Employer ID This field is optional. Enter the employer IDs that you want to report on or click the Employer ID link and select the ones that you want to report on from the Select Employer dialog box. Leave this field blank to run for all employers.
This report shows the following columns: • Employer ID • Client ID • Employee Name • Employee ID • Regular Hours - Regular Hours worked. • O/T Hours - Overtime Hours worked. • Regular Pay • O/T Pay - Overtime Pay. • Total Tips - Total tips received for the pay period or in the payroll number for that employer. • Reg Wage Over Min - Regular Wage over Minimum Wage. • O/T Wage Over Min - Overtime Wage Over Minimum Wage. • Tips Over Minimum • Tip Credit
FICA Tip Credit Report Use this form to generate a report to identify the employer portion of Social Security taxes paid on employee tips to be used for tax credits/offsets for a single client.
Note:
• Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. • Client Access Group Security and Data Entity security is enabled on this form.
To access the form, click Reports. Under Payroll|Report, click FICA Tip Credit Report.
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To generate the FICA Tip Credit Report: 1. Complete the Report Period using one of the following:
Field Name Description Payroll Number Enter the payroll number of click the Payroll Number link and select one from the Select Payroll Batches dialog box for which you want to run this report OR Pay Date Range Start Date - Enter the starting pay date for which you want to run this report. End Date - Enter the ending pay date for which you want to run this report.
Field Name Description FICA Tip Credit Calculate Rate 7.25 - This field is pre-populated with the required rate.
Credit Percentage Enter 7.65. This is the combined percentage of employer paid social security and Medicare tax rate at this time.
This report shows the following columns: • Employee Name • Employee ID • Employee No. • Regular Hours - Regular Hours worked. • O/T Hours - Overtime Hours worked. • Regular Pay • O/T Pay - Overtime Pay. • Total Tips - Total tips received for the pay period or in the payroll number for that client. • Reg Wage Over Min - Regular Wage over Minimum Wage. • O/T Wage Over Min - Overtime Wage Over Minimum Wage. • Tips Over Minimum • Tip Credit
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Federal 940 Credit Reduction Report Use this form to generate a report to display the FUTA taxable amount by state for a calendar year. You can run this report by Clients, Client Federal Entity or Employer.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Employer|Report, click Federal 940 Credit Reduction Report.
To generate the Federal 940 Credit Reduction Report: 1. Complete the following:
Field Name Description Year Select the calendar year you want to run this report for from the drop- down. The default option is the current year. The drop-down has a ten year look back starting from the current year. Employer ID This field is optional. Leave this field blank to run this report for all employers. If you want to run this report for a particular employer, enter the employer ID here or click the Employer ID link and select it from the Select Employer dialog box. SUI State This field is optional. Leave this field blank to run this report for all states. If you want to run this report for a particular state, enter the two digit state code here or click the SUI State link and select it from the Select States dialog box. Report Type Select the type of report you want from the following options: • Client – This is the default option. • Client Federal Entity • Employer Report Output Select the report output from the following options: • Summary – This is the default option. Select Summary to provide Report Type Totals by State. • Detail – Select Detail to provide Report Type Totals by State and Employee.
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Field Name Description Include Adjustments By default this option is disabled. Enable this option to report adjusted FUTA wages. • When disabled – The report only outputs the total of all vouchers that have combined SUTA and FUTA taxable wages for the year. Any data entered in the grid in the FUTA Credit Adjustment Entry form will NOT reflect in the totals. • When enabled – The report outputs the total of all vouchers with combined SUTA and FUTA taxable wages for the year AND includes any adjustments entered directly into the grid in the FUTA Credit Adjustment Entry form.
Note: The accrued and billed are not modified by the grid in the FUTA
Credit Adjustment Entry form. Only the wages are moved to a new state.
The accrued and billed amounts are still reflected in the original state.
This will be modified in a subsequent enhancement.If you run this report by Client, then this report shows the following columns: • Client ID • Client Name • State • Employee Count • FUTA Taxable • FUTA Accrued • FUTA Credit Amount – This column will display a calculated amount of the FUTA taxable wages X 0.6%. • FUTA Credit Reduction Amount – This will display a calculated amount of the FUTA Taxable wages X the FUTA override amount for the reporting year found in the Back Office>System|Change>State Rules form. • FUTA Credit Billed Amount – This will display a calculated amount from payroll vouchers with both FUTA and SUTA taxable amounts. The value is the total amount of FUTA tax billed to the client on those payroll vouchers
If you run this report by Client Federal Entity, then this report shows the following columns: • Client ID • Client Federal Entity • Client Name
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• State • Employee Count • FUTA Taxable • FUTA Accrued • FUTA Credit Amount – This column will display a calculated amount of the FUTA taxable wages X 0.6%. • FUTA Credit Reduction Amount – This will display a calculated amount of the FUTA Taxable wages X the FUTA override amount for the reporting year found in the Back Office>System|Change>State Rules form. • MasterTax F Code • FUTA Credit Billed Amount – This will display a calculated amount from payroll vouchers with both FUTA and SUTA taxable amounts. The value is the total amount of FUTA tax billed to the client on those payroll vouchers
If you run this report by Employer, then this report shows the following columns: • Employer ID • Employer Name • State • Employee Count • FUTA Taxable • FUTA Accrued • FUTA Credit Amount – This column will display a calculated amount of the FUTA taxable wages X 0.6%. • FUTA Credit Reduction Amount – This will display a calculated amount of the FUTA Taxable wages X the FUTA override amount for the reporting year found in the Back Office>System|Change>State Rules form. • FUTA Credit Billed Amount – This will display a calculated amount from payroll vouchers with both FUTA and SUTA taxable amounts. The value is the total amount of FUTA tax billed to the client on those payroll vouchers
FICA Tax Imbalance Report - By Employee Use this form to generate a report to display a breakdown of employee and employer paid OASDI (Social Security) and Medicare taxes that are out of balance on a voucher by voucher basis sorted by Client ID.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Employer|Report, click FICA Tax Imbalance Report - By Employee.
To generate the FICA Tax Imbalance Report - By Employee: 1. Complete the following:
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Field Name Description Start Pay Date Enter the starting pay date for which you want to run this report.
End Pay Date Enter the ending pay date for which you want to run this report.
Employer ID This field is optional. Leave this field blank to run this report for all employers. If you want to restrict this report to selected employers, enter the employer IDs here or click the Employer ID link and select them from the Select Employer dialog box.
This report shows the following columns: • Client ID • Voucher Number • Employee Name • OASDI EE Subject Wages - Taxable Wages subject to Employee paid OASDI Tax. • OASDI ER Subject Wages - Taxable Wages subject to Employer paid OASDI Tax. • OASDI EE Tax Amount - Employee paid OASDI Tax Amount. • OASDI ER Tax Amount - Employer paid OASDI Tax Amount. • Medicare EE Taxable - Taxable Wages subject to Employee paid Medicare Tax. • Medicare ER Taxable - Taxable Wages subject to Employer paid Medicare Tax. • Medicare EE Tax Amount - Employee paid Medicare Tax Amount. • Medicare ER Tax Amount - Employer paid Medicare Tax Amount.
Setting Up Form W-2 Batch Download Use the W2 Batch Download form to set up bulk Form W-2 downloading and printing for an employer.
Note: This form does not observe location, department, or any other security settings and a user can access all employees in a company. If the user has access to multiple companies, data for all companies and all employees is viewable.
Only unrestricted Worksite Managers and Worksite Trusted Advisers can access this form. See “User Roles” topic in the System Administration User Guide for more information about assigning and editing user roles.
To set up Form W-2 batch downloading: 1. Click Reports.
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Running Client Tax Register Report Use the Client Tax Register Report form to generate a report that produces a detailed or summary output of client-reported tax amounts. This informational report includes gross pay, taxable hours, gross taxable, and tax withheld amounts.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Employer|Report, click Client Tax Register Report.
To generate the Client Tax Register Report: 1. Complete the following fields:
Field Name Description Starting Date Enter or select the starting date of the reporting period.
Ending Date Enter or select the ending date of the reporting period. Client ID This field is not mandatory. Leave this field blank to select all clients. If you want to run this report for specific clients, enter the Client IDs here or click the Client ID link and select them from the Select Clients list. The corresponding Client Name displays. Tax Authority This field is not mandatory. Leave this field blank to select all tax authorities. If you want to run this report for specific tax authorities, enter the tax authority IDs here or click the Tax Authority link and select them from the Select Tax Authority ID list. The corresponding Tax Authority Name displays. (This entry could be a state, county, or city tax authority.) Tax Identifier This field is not mandatory. Leave this field blank to report all tax types. If you want to run this report for specific tax identifiers, enter the tax identifier IDs here or click the Tax Identifier link and select them from the Select Tax Identifier ID list. The corresponding Tax Identifier Name displays. And Other Tax Auth = This field is not mandatory. If you enter a tax authority code here it will not display on the report, but only records that have this tax authority will be included in the report. Enter the tax authority IDs here or click the And Other Tax Auth = link and select them from the Select Tax Authority ID list. The corresponding Tax Authority Name displays. (This entry could be a state, county, or city tax authority.)
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Field Name Description And Other Tax ID = This field is not mandatory. If you enter a tax identifier ID here it will not display on the report, but only records that have this tax identifier ID are included in the report. Enter the tax identifier IDs here or click the And Other Tax ID = link and select them from the Select Tax Identifier ID list. The corresponding Tax Identifier Name displays. Include Client SUI Report This field is not mandatory. By default, this box is disabled. Select this field if you Only Register want to include client SUI report only register. Report Type Select the type of report that you want to generate from the following options: • Summary (Default) • Detail
Report Outputs The Client Tax Register Report displays the following columns:
Report Name Columns Summary Report • Client ID • Auth ID • Tax Authority Name • Tax ID • Tax Description • Gross Pay • Taxable Hours • Gross Taxable • Tax Withheld • EE Count • Totals (per Client ID) • Grand Totals
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Report Name Columns Detail Report Client ID • Auth ID • Tax Authority Name • Tax ID • Tax Description • Employee Name • SSN: You can control whether to display SSN numbers by enabling the SHOWSSNFORTAX custom feature code on the System Parameters form and setting up a Conversion User in the Account Management Roles panel on the Users form. • Gross Pay • Taxable Hours • Gross Taxable • Tax Withheld • Totals (per Tax ID) • Grand Totals
Example of Summary Report:
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Example of Detail Report:
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Running Tax Adjustment Voucher Report Use this form to generate a report of any tax adjustments that exist either globally or for a single employer or client.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports. Under Employer|Reports, click Tax Adjustment Voucher Report.
To generate the Tax Adjustment Voucher Report: 1. Complete the following:
Field Name Description Tax Adjustment Date Select this radio button if you want to generate this report based on tax adjustment date range. • Start Date - Enter the start date of the date range. • End Date - Enter the end date of the date range. Date Posted Select this radio button if you want to generate this report based on the posted date range. • Start Date - Enter the start date of the date range. • End Date - Enter the end date of the date range. Fringe Pay Code If you want to restrict this report to run for a specific fringe pay code, enter it here or click the Fringe Pay Code link and select it from the Select Fringe Pay Code dialog box. Include Manual Adjustments Check this box if you want to include manual tax adjustments also in this report. By default this field is unchecked wherein manual tax adjustments are not reported here. Employer ID If you want to restrict this report to run for specific employers, enter the employer IDs here or click the Employer ID Link and select them from the Select Employer dialog box. Leave this field blank to include all employers. Client ID If you want to restrict this report to run for specific clients, enter the client IDs here or click the Client ID Link and select them from the Select Clients dialog box. Leave this field blank to include all clients.
Running Tax Register Reports There are two different Tax Register Reports that display basic tax information (such as gross taxable earnings and tax amounts) for a given tax year and quarter. The two report types are:
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• Employer Summary – displays tax data by tax type (no employee data)
• Employer Detail – displays tax data by employeeThis report is useful for verifying changes to tax registers or to the MasterTax RTS file – for example, if a register rebuild is needed.
To run the Tax Register Report: 1. In the Reports menu, select Payroll|Report > Tax Register Report Entry. 2. For Report Type, select either Employer Detail or Employer Summary. Note: If you set a user role’s security for the Show Unmasked SSN field to Enable on the Field Security Maintenance form and select Employer Detail in this step, the Show Unmasked SSN field displays. Selecting this field displays the employee’s full Social Security number in the report instead of only the last four digits. 3. Enter the Tax Year and Quarter as appropriate. You can also run the report for All quarters. 4. You can limit the report to specific Employers, Tax Authorities, and taxes (Tax IDs), if needed. 5. Click Build Data. A Job Control form displays the progress of the data build. Click Close when the build finishes. 6. If the build was successful, a new Run Report button displays. Click this button to download the report.
Report Outputs This first example was run with the following parameters: • Employer Summary • All quarters • All tax authorities and IDs • one Employer ID
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This second example was run with the following parameters: • Employer Detail • All quarters • All tax authorities and IDs • one Employer ID
Note: This is page 1 of 55, which is why only one tax code is visible.
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This third example was run with the following parameters: • Employer Detail • All quarters • All tax authorities • All employers • One Tax ID: 22 (SUTA Employee)
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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.
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The output is a tab-delimited download file that you can open in Microsoft® Excel® or another spreadsheet
program.Building PrismHR Client Setup JSON Export File Use the PrismHR Tax Client Setup Export form to build the PrismHR Client Setup JSON export file. This will create an initial JSON export for setting up an initial group of client data in PrismHR Tax.
Note: Client Access Group security is not enabled on this form.
To access this form, on the Work Centers under Tax, click PrismHR Tax Processing. Under Setup, click PrismHR Tax Client Setup Export.
To set up an initial group of client data in PrismHR Tax: 1. Complete the following fields:
Field Name Description Date Range Select this option to limit the setup to a specific date range. Complete the following fields which will only display if you select this option: • Tax Date Start - Enter the starting tax date of the group of clients to be included in the client setup files. • Tax Date End - Enter the ending tax date of the group of clients to be included in the client setup files.
Note: We suggest using a period that does not exceed a single quarter for each
setup export.Limit To Client ID Select this option only if you want to limit the setup to certain clients. Complete the following fields which will only display if you select this option: • Client ID - Enter the Client IDs here or click the Client ID link and select them from the Select Clients list. • Client Name - This field auto-populates based on the input above. Limit To Employer ID Select this option only if you want to limit the setup to certain employers. Complete the following fields which will only display if you select this option: • Employer ID - Enter the Employer IDs here or click the Employer ID link and select them from the Select Employer list. • Employer Name - This field auto-populates based on the input above.
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Exporting Quarterly Tax JSON File Use the Quarterly Tax JSON Export form to review the various tax registers and generate a file in a JSON format for PrismHR Tax processing. Run this process quarterly and use it to reconcile the wage and tax amounts that were reported through the Periodic JSON Tax report for the previous quarter. This format currently only supports the non-SBEA required output. The SBEA format will be released in 2025. More information will be available in a future release. State specific information has been added to the JSON quarterly download. If data point is missing that state specific field is not populated for example, if LASUI is missing, then that position will not be populated. PSD codes have been applied to the quarterly tax JSON export to ensure the data matches the daily tax JSON export.
Note: Client Access Group security is not enabled on this form.
To access this form, on the Work Centers under Tax, click PrismHR Tax Processing. Under File Exports, click Quarterly Tax JSON Export.
To build the quarterly tax JSON export file: 1. Complete the following fields:
Field Name Description Tax Year Select the appropriate tax year from the drop-down menu. The default is the current year with a 10 year look back. Tax Quarter Select the appropriate tax quarter for which you want to build export from the following options: • 1 (default) • 2 • 3 • 4
Reporting Filters All Clients and This is the default option. Employers Limit to Client ID If you want to limit this export to a particular client, enter the Client ID here. Leave this field blank to build the export file for all clients.
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Field Name Description Limit to Employer ID If you want to limit this export to certain employers, then select this option and enter their Employer IDs here. Leave this field blank to build the export file for all employers.
Note: When you select this option, a new field named Include client reportable
taxes for PEO clients displays. This field is a checkbox. By default this field is
unchecked.On the File History section, you can select the following fields: • Tax Year - Select the tax year for which you want to view the file history. • Tax Quarter - Select the tax quarter for the corresponding tax year selected above to display the corresponding quarterly tax JSON export files.
Note: Development is already in progress after which this File History section on the Quarterly Tax JSON Export form will have more reports added to it in future releases.
Periodic Tax JSON Export Use the Periodic Tax JSON Export form to generate PrismHR Tax Periodic JSON export file or to regenerate a processed PTS file in the PrismHR Tax JSON Format.
Note: Client Access Group security is not enabled on this form. PrismHR
To access this form, on the Work Centers under Tax, click PrismHR Tax Processing. Under File Exports, click Periodic Tax JSON Export.
To build the periodic tax JSON export file: 1. Complete the following fields:
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Field Name Description Build File by Select one of the following options from the following: • All Clients and Employers - This is the default option. Select this option to build the Periodic Payroll Tax Export file for all clients and employers. • Employer ID - Select this option if you want to build the Periodic Payroll Tax Export file for all employers, all employers except some or some employers. Enter the specific Employer IDs in the box on the right or click the Employer ID hyperlink to select them from the Select Employer dialog box. Set the Filter Option field to: • Limit To from the drop-down to build the Periodic Payroll Tax Export file for the specified employers. • Exclude From from the drop-down, to build the Periodic Payroll Tax Export file for all employers except the specified employers. • Client ID - Select this option if you want to build the Periodic Payroll Tax Export file for all client or for all clients except some clients or for some clients. Enter the specific Client IDs in the box on the right or click the Client ID hyperlink to select them from the Client Master Search dialog box. Set the Filter Option field to: • Limit To from the drop-down to build the Periodic Payroll Tax Export file for the specified clients. • Exclude From from the drop-down to build the Periodic Payroll Tax Export file for all clients except the specified clients. • Regenerate Processed PTS File - Select this option to regenerate a processed PTS file in JSON format. Select the appropriate Processed PTS File from the drop- down to regenerate. Report Period • Include All - Select this option to run the periodic tax export for all new TAX.JOURNAL records. • Pay Date Range - Select this option if you want to build the PrismHR Tax Export file for a specific pay date range. Complete the following fields: • Tax Date Start - Select the start date of the pay date range for the PrismHR Tax Export file that you want to generate. • Tax Date End - Select the end date of the pay date range for the PrismHR Tax Export file that you want to generate. Note: Once a file is generated, unless the Run in Test Mode option is selected, the records included will be cleared from the TAX.JOURNAL file to prevent duplicated data.
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Field Name Description Run in Test Mode Select one of the following from the drop-down: • No - This is the default option. If you select this option, the records included will be cleared from the TAX.JOURNAL file to prevent duplicated data. • Yes - If you select this option, the tax journal will not be cleared. These records will be picked up in a future file.
Note: This field should not be set to Yes if the file is being uploaded for processing.Include Audit Report By default, this checkbox is unchecked. Select this checkbox if you want to include the audit tax report in the JSON tax export. Include PrismHR Tax By default, this checkbox is unchecked. Select this checkbox if you want to include the Agency Export PrismHR Tax Agency Export in the JSON tax export. Selecting this option will create a secondary JSON file for setting up new employers and clients in PrismHR Tax. Periodic JSON Export This feature helps customers and Support teams quickly locate and re-download History previously generated Periodic Tax JSON/PTS export files, reducing the likelihood that processed files are lost. Previously, you had to navigate to Transfer Downloads to PC to retrieve periodic JSON exports. The export history is now available directly on the Periodic Tax JSON Export form. If no historical exports exist, the Periodic JSON Export History subsection displays an empty state message stating No export history found. This subsection renders a table with the following columns (left to right) : • Date/Time - The date and time the file was generated. • Created By - The username of the user who initiated the build. • File Name - The JSON file name is displayed as a hyperlink. Please note that the PTS files are deleted after 60 days. • Audit Report - Click the View hyperlink to access the audit report associated with the export history entry.
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Setting Up Tax Parameters Use the PrismHR Tax Parameters form to set up parameters to be used for various needs in the PrismHR Tax files. This form is currently informational only with future development planned for future quarters.
Note: Client Access Group security is not enabled on this form.
To access this form, on the Work Centers under Tax, click PrismHR Tax Processing. Under Setup, click PrismHR Tax Parameters.
To set up PrismHR Tax Parameters: 1. Complete the following fields:
Field Name Description PrismHR Tax Interface Active This field is currently inactive. Functionality will be released later in 2025. PrismHR Periodic File Version Select one of the following options: • Version 01 - This is the only options available at this time. PrismHR Quarterly File Version Select one of the following options: • Version 01 - This is the only options available at this time. Include Schedule R Reporting This field is currently inactive. Functionality will be released later in 2025.
Regenerate processed PTS file record count By default, the regenerate processed PTS will present the last ten pts files. Entering a number here allows you to expand that number to a larger look-back.
Note: Do not enter more than 20 here.PrismHR Tax Override Parameters For PrismHR Tax customers, the PrismHR Tax Parameters include this option to override the default banking information in the Client Setup files. The banking information entered here will be used for future debits and payments.
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Field Name Description Include PrismHR Tax ID in Override Client ID This field is optional. This field is unchecked by default. • Unchecked - When unchecked the OverrideClientId field in the JSON output will NOT include the Prism Tax ID whether assigned to the System or Employer. This means the system will also not pick up the Override Employer Suffix Code. Example • Checked - When checked the OverrideClientId field in the JSON output will include the Prism Tax ID whether assigned to the System or Employer. This means the system will also pick up the Override Employer Suffix Code. Override Employer Suffix Code This code will append to any employer record with an identifier override. All other records will not include a suffix code. • If there is a PTM Identifier Number (for example ABC) entered on the Employer Details form (Emp ID 6485), and an Override Employer Suffix Code (for example XYZ) is entered on this form, then this suffix code will append to the client code (for example E6485XYX) for any employer record with an override identifier. • If no PTM Identifier Number is entered on the Employer Details form, then the client code will not add the Override Employer Suffix Code and will remain as is (from the above example E6485). Any employer that does not have the employer override will continue to use the System PTM code as the Processor ID. • This will also apply to the Daily Tax Export JSON output and to both the stand alone file and the Include PTM Tax Agency Export file output using the Daily Tax Export form. Bank Name This field is optional. Enter the name of the bank of the client. Bank Address This field is optional. Enter the address of the bank. City This field is optional. Enter the city of the bank. State This field is optional. Enter the two digit state code of the bank.
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Field Name Description Zip Code This field is optional. Enter the two digit state code of the bank. Bank Contact This field is optional. Enter the name of the contact person of the bank. Bank Phone No This field is optional. Enter the phone number of the bank. Account No. This field is optional. Enter the account number of the client in this bank. This field cannot be blank if a Routing No. is provided. You will get an error stating Account Number is required. When this field has a value, the PrismHR Tax Agency Report generated using either the PrismHR Tax Client Setup Export form or the Periodic Tax JSON Export form will include the override fields. Routing No. This field is optional. Enter the ABA routing number of this bank. This field cannot be blank if an Account No. is provided. You will get an error stating Transit Number is required. When this field has a value, the PrismHR Tax Agency Report generated using either the PrismHR Tax Client Setup Export form or the Periodic Tax JSON Export form will include the override fields. Fractional No. This field is optional. Enter the fractional number of the ABA routing number of this bank.
Working with PrismHR Tax Processing Under the Work Centers menu, under the Tax section, a new group named PrismHR Tax Processing is added. This is a central location to access the PrismHR tax setup and reporting forms.
The following two sections are available under PrismHR Tax Processing work center: • Setup - this section contains the following two forms:
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• PrismHR Tax Client Setup Export - Use this form to build the PrismHR Client Setup JSON export file. This
will create an initial JSON export for setting up an initial group of client data in PrismHR Tax.
• PrismHR Tax Parameters - Use this form to set up parameters to be used for various needs in the
PrismHR Tax files. This form is currently informational only with future development planned for future
quarters.• File Exports • Periodic Tax JSON Export - Use the Periodic Tax JSON Export form to generate PTS periodic tax JSON export file or to regenerate processed PTS periodic tax JSON export file. • Quarterly Tax JSON Export - The quarterly tax JSON export will be supported in a future release. More information will be available in a future release.
Exporting Quarterly Tax Data You can use PrismHR to export quarterly tax information as a CSV or TXT file. This file generates all relevant quarterly tax data from the tax registers and compiles it into a report, which you can export into Excel.
To build the quarterly tax report: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > 3rd-Party Exports > Quarterly Tax Export. 2. Fill in the form as shown in the following table. When searching for information, you have the following options for displaying search results: • Display the previous or next page. • Go to a particular page. • Narrow your search by entering information in any of the available text boxes and then click Refine. • Return to the default display by clicking Reset.
Use this option To define this
Tax Year Enter a tax year from 2000 to 2050.
Tax Quarter Select the tax quarter.
Limit to Employer ID Click the link and then select an employer from the list. The system
displays the employer name.
Limit to Client ID Click the link and then select a client. The system displays the client
name.
Export File to CSV/TXT Select TXT or CSV.Employer Administration Guide © 2026 PrismHR 87 Chapter 2 Tax Administration
If you click Close, you return to the Quarterly Tax Export page where the following links are available:
• Download Quarterly Tax Export file
• View Audit Report
• View Audit Report (CSV)
If you click Report, the Job Control Status Report opens. See Viewing the Job Control Status Report on page
62Exporting Monthly Tax Data You can use PrismHR to export monthly tax information to a CSV or TXT file. This file generates all relevant monthly tax data from the tax registers and compiles it into a report, which you can export into Excel.
To build the monthly tax report: 1. Click Back Office. 2. From Employer|Action, select Monthly Tax Export. The Monthly Tax Export Entry page opens. 3. Fill in the form as shown in the following table. When searching for information, you have the following options for displaying search results: • Display the previous or next page. • Go to a particular page. • Narrow your search by entering information in any of the available text boxes and then click Refine. • Return to the default display by clicking Reset.
Use this option To define this
Tax Year Enter a tax year from 2000 to 2050.
Tax Month Select the tax month.
State Select the state.
Reporting Type Select Employer or Client.
Limit to Employer ID Click the link and then select an employer from the list. The system displays the
employer name.
Link to Company ID Click the link and then select a company. The system displays the company
name.
Export File to CSV/TXT Select TXT or CSV.Employer Administration Guide © 2026 PrismHR 88 Chapter 2 Tax Administration
• View Audit Summary Report (CSV)
• View Audit Detail Report
If you click Report, the Job Control Status Report opens. See Viewing the Job Control Status Report on page
62Exporting Daily Tax Data You use PrismHR to export daily tax information to a CSV or TXT file. This file generates all relevant daily tax data from the tax registers and compiles it into a report, which you can export into Excel.
To build the monthly tax report: 1. Click Back Office. 2. From Employer|Action, select Daily Tax Export. 3. Fill in the form as shown in the following table.
Field Description
Employer ID This field is optional. Leave this field blank to generate the daily tax data export for
all employers.
• If you want to limit this export to a particular employer, enter the Employer ID
here or click the Employer ID link and select it from the Select Employer dialog
box. Make sure that the Filter Option is set to Limit To.
• If you want run this export for all employers except a particular employer, then
enter the Employer ID here or click the Employer ID link and select it from the
Select Employer dialog box. Make sure that the Filter Option is set to Exclude
From.
Company ID This field is optional. Leave this field blank to generate the daily tax data export for
all clients.
• If you want to limit this export to a particular client, enter the Client ID here or
click the Client ID link and select it from the Select Client dialog box. Make sure
that the Filter Option is set to Limit To.
• If you want run this export for all clients except a particular client, then enter
the Client ID here or click the Client ID link and select it from the Select Client
dialog box. Make sure that the Filter Option is set to Exclude From.
Tax Start Date Enter the starting date of the tax export period.
Tax End Date Enter the ending date of the tax export period.
File Type Select the export file type from one of the following options:
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Field Description
• CSV
Run in Test Mode Check this box if you want to test the report before exporting it.
Include PTM Tax This is will be used for a company tax setup file and not a period tax file.
Agency Export • If this field is checked, once you click Build, then the Download PTM Tax
Agency Export link appears on the form. This produces a CSV download.
• If this field is un-checked, once you click Build, then the Download PTM Tax
Agency Export link will NOT appear on the form.
Note: This field will only appear if a PTM Identifier Number is available on the
Miscellaneous Global Parameters form.The PTM Tax Agency Export has the following columns: • PTM ID - This is the PTM Identifier Number is available on the Miscellaneous Global Parameters form. • Reporting Entity - “E” = Employer, “C” = Client • Employer ID - This is the PrismHR Employer ID. • Client ID - This is the PrismHRClient ID. • Tax Code - This is the PrismHR Tax Code. • Agency ID - The associated State Account ID • Rate - Tax Rate • Payroll Frequency - Specifies the payroll frequency set up on the client level. Options are Weekly, Biweekly Monthly and Semi- Monthly. • PIN - This is EFTPS PIN, password, or verification code assigned by the taxing authority located on employer details. This is found on the Employer Details form.
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Exporting IL Employer Monthly Data Employers in Illinois who have more than 25 IL employees must submit an electronic file to the state each month, for SUI wage reporting. They have the option of using either a CSV or Fixed Width Text file.
To export Illinois employer monthly data: 1. Click Back Office. 2. From Employer|Action, select IL Employer Monthly Reporting. The IL Employer Monthly Reporting page opens. 3. 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.
Month Begin Date Enter the start month for the report.
Month End Date Enter the end month for the report.
Company ID Enter the company ID or click the link to display a list from which you can select
a company ID. The system displays the company ID and name.
To create a new row where you can enter another company. click + or >
Override for Company Select this check box if you want to override settings and use the company tax
Level Reporting registers.
Report File Type Select Text or CSV.Rebuilding the Tax Journal When PrismHR posts a payroll, it collects voucher data and writes it to the TAX.JOURNAL file. The Mastertax PTS export file is built based on values stored in the TAX.JOURNAL file. The final step of these processes is archiving voucher data from the file, so that voucher data is not reported twice. It is possible that either of these files can become corrupted, so you need to rebuild this file using historical payroll data. The Rebuild Tax Journal file completes this process.
Note: This form does not use Client Access Group Security.
To rebuild the journal: 1. Click Back Office. 2. From Employer|Action, select Rebuild Tax Journal file. 3. Complete these fields as required.
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Field Description Clear Tax Journal prior to rebuild? Select No so that the process does not delete existing values. Payroll vouchers that are selected in the next screen are added. Select Yes to delete all values in TAX.JOURNAL before rebuilding. Contact PrismHR Support before attempting this action. Use Pay Date or Post Date Determines the data to look at when adding voucher data back to the tax journal. Pay Dates Start/End Pay Date: Enter the starting and ending pay dates for this rebuild process. Post Dates Start/End Post Date: Enter the starting and ending posting dates for this rebuild process. Employer ID Select the employer ID for this process. Client ID Optional: Select the client ID for this process.
Locating Employee Tax Withholding Forms Sometimes it is necessary to review local, state, or federal tax election forms completed during a certain time frame. There can be various reasons for this, including: • periodic review • concerns or issues regarding a particular form, or • the form was filled out before supporting features were fully integrated into PrismHR. For example, you might need to locate forms associated with: • Portland Metro (Oregon) SHS tax • Multnomah County (Oregon) Preschool For All tax • Colorado Annual Withholding Allowance elections, as specified on state form DR 0004 Document Management provides search and filter options for the documents stored in your system, including employee tax forms.
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Procedure Note: Pending the release of performance enhancements in the near future, large searches may take some time to complete.
To find employee tax forms in Document Management: 1. In the Client menu, under Client|Change, select Manage Documents. 2. Select Advanced Search. 3. In the Assigned To filter, select Employee. 4. Select Companies, as appropriate, to refine your search. 5. Under Document Categories, search for “Tax” and select any of the options as appropriate. For example, State Tax Form. 6. You can further filter the results by date range, if necessary. 7. Click Search.The filtered results populate. 8. In large lists, you might need to refine your search with additional terms (such as the name or ID of the tax form). Use the Search all fields box to narrow your results with particular words or phrases.
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Examples Example 1: Results from initial search
Example 2: Filtered results after searching for a tax form
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Chapter 3 MasterTax Processing The options available in the MasterTax Processing work center are organized under the following headings: • Setup Forms • File Exports
Setup Forms This section explains how to use the MasterTax Setup forms.
Building FUTA Credit Reduction Registers You can build Federal
Unemployment Tax Act credit registers with the FUTA Credit Reduction
Register Build form. This process also creates the
Note: This form does not use Client Access Group Security.
To rebuild FUTA credit registers: 1. On the Work Centers panel, click MasterTax Processing. > Setup Forms > FUTA Credit Reduction Register Build. 2. Complete these fields as required.
Field Description
Tax Year Tax year for this register build.
SUI State State that this report is being generated for.
Employers Select an employer ID to limit the report to a specific employer. Leave the
field blank to include all employers in the report.Employer Administration Guide © 2026 PrismHR 95 Chapter 3 MasterTax Processing
Setting MasterTax Interface Parameters This form controls the version number, SBEA vs Non-SBEA reporting breakouts, File IDs and Customer codes for MasterTax. It also features options that control how data is generated on MasterTax reporting files.
To set MasterTax interface parameters: 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.
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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.
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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 [
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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.
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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.
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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.
File Exports This section explains how to use the MasterTax File Export forms.
Building the MasterTax Monthly Tax Export Use this form to build a monthly tax summary, which provides a breakdown of an employee’s monthly tax information.
Note: This form does not use Client Access Group Security.
To build the monthly tax summary: 1. On the Work Centers panel, click MasterTax Processing > File Exports > MasterTax MTS File Build. 2. Complete these fields as required:
Field Description
Tax Year Year the tax summary is based on.
Tax Month Month the tax summary is based on.
State State the tax summary is based on.
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Field Description
• All tax codes that start with 39 are added to the Monthly Tax
Summary file.
• If the MasterTax version is set to a value lower than 25, the
system displays this warning: You must be on version 25 to
generate the file for Pennsylvania. This version can be edited on
the MasterTax Interface Parameters.
• The MTS file is only generated for LTS taxes. This includes any tax
code that starts with 39, but it has 7 digits for the first part of the
tax code and -31 for the second part of the tax code. For
example, 390950320-31.
• Excludes any taxes with an authority ID of 391013000 in the tax
code because these are not monthly reported taxes for
Philadelphia.
Limit to Employer Click the link to select an Employer ID that this tax summary is limited to.
Limit to Company Click the link to select the Company ID that this tax summary is limited to.
Reporting Select Employer to process Employer tax registers and report by
Employer.
Select Client to process Client tax registers and report by Client.
Note: If an Employer or Company is specified with Limit to Employer /
Limit to Company, this field is set to either Employer or Client and is
read-only.MTS File History MTS File History provides a way to save historical files and download them more than once. MTS File History is closed by default, but can be expanded by clicking +. Filters let you narrow down search options by State, Tax Year, or Tax Month. The history displays the date and time the process was started, the person who started the process, the file name, and both detailed and summary reports. You can download reports as .txt or .csv by clicking the hyperlinks. In this example, if you click the first link under Detailed Report, the report is displayed and you can print it, save as PDF, or download in .XLS format.
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Building the Reconciliation Tax Summary The MasterTax RTS (Reconciliation Tax Summary) file build process reviews the various tax registers and generates a file in a specific format for a third party vendor called MasterTax. Run this process quarterly and use it to reconcile the check amounts that were imported throughout the previous three months. Now, positive and or negative adjustments made in the grid in the FUTA Credit Adjustment Entry form displays on the MasterTax Reconciliation Tax Summary (RTS). The values entered in the grid adjust the state XX-17 total YTD value in the RTS. This will not require a register rebuild, instead when you run the RTS, any value in the grid will offset either the E or F code record based on the Employet and/or Client setup. Adjustments to the xx-17 record will be saved and stored to the Futa Credit Adjustment Entry grid for each employee. The 501 record is reduced in statistic four (which is the employee count) by any employee in which an adjustment reduces their FUTA taxable wages to 0 for the state, or increase the 501 record by any employee in which an adjustment adds fUTA taxable wages that were not originally to be reported. There are multiple versions of this form as well as a NON SBEA and SBEA build that look to different tax registers when generating the values on the file. These build types are controlled by the MasterTax Interface parameter form.
Note: This form does not use Client Access Group Security.
To build the RTS file: 1. On the Work Centers panel, click MasterTax Processing > File Exports > Mastertax RTS File Build. 2. Complete these fields as required: Table 1: 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
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Table 1: Tax-Related Fields and DescriptionsField Description 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.
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 creditsEmployer Administration Guide © 2026 PrismHR 104 Chapter 3 MasterTax Processing
Table 1: Tax-Related Fields and DescriptionsField Description 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.
Note: If an RTS build process is already running when you attempt to
build the file, the system displays a message stating that the process
is currently running for
Creating Payroll Tax Summary Export Files The MasterTax PTS (Payroll Tax Summary) File Build transmits data from the TAX.JOURNAL file to MasterTax. MasterTax is a third party vendor that handles the tax payments for many service providers. This file is typically generated once per day and uploaded to MasterTax. There are multiple versions of the PTS file. There are also SBEA and Non-SBEA versions of this file, depending on the settings on the MasterTax
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Interface Parameter form. A process lock on the TAX.JOURNAL file prevents multiple users from running this file concurrently. In the past, PTS files contained deleted data. PTS files created out of PrismHR archive that data for 45 days, and then it is deleted.
Note: This form does not use Client Access Group Security.
To build the PTS file: 1. On the Work Centers panel, click MasterTax Processing. > File Exports > Mastertax PTS File Build. 2. Select Build File by: • All Clients and Employers – When this option is selected, the Employer and Client options are disabled. • Employer – Click the Employer link and select an employer from the list that displays. • Client – Click the Client link and select a client from the list that displays. You can search by Client ID/Name, Service Type, Employer, or Status. • Re-process Previous File – Select a file from the drop-down. This regenerates data that was contained on that file using updated parameters from the MasterTax Interface Parameters form. 3. Click Build to generate the PTS file. A progress window opens and displays process steps and a date/time stamp. When the build is finished, it automatically downloads to a local drive and appears on the PTS File History list. If a PTS file is already being generated, a process lock is applied to prevent others from attempting builds. You can clear the lock, but it should be cleared only if the process is frozen. 4. Check the MasterTax version by expanding the Configuration Information panel. 5. Check the PTS File History for a build status. The system displays a time and date stamp, the user who ran the build, and what the file name is. 6. Click a File Name link to download that file. You can also view an audit report by clicking View next to one of the file names.
MasterTax PTS Clear Lock A process lock is applied to the Mastertax PTS (Payroll Tax Summary) file during its build process to prevent other users from attempting builds. However, it is possible that the process that generates the file can hang, preventing generation of a new file. This function removes the lock on the PTS generation process so the file can be recreated.
To remove the lock on a PTS file being built: 1. From the Work Centers panel, click MasterTax Processing. 2. From File Exports, click Mastertax PTS File Build.
Employer Administration Guide © 2026 PrismHR 106 Chapter 3 MasterTax Processing
Click Build. If a PTS build is already in progress, this message displays:
Click Yes to remove the lock.
Click Build again to start the build process.
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Chapter 4 Quarterly Tax Processing The options available in the Quarterly Tax Processing work center are organized under the following headings: • Government Exports • Quarterly SUTA Tax Processing (Client Reported) • 3rd-Party Exports • Quarterly Tax Exports
Government Exports This section explains how to build quarterly government export files.
BLS Multiple Worksite Electronic File Use this form to generate the BLS-3020 electronic file to be submitted to the federal or state Bureau of Labor Statistics. BLS Reports provide analytical information related to the labor force, consumer spending, earnings, and work injuries and illnesses. Typically, reports contain a few pages of written analysis followed by statistical tables, which allow you to gather detailed information on economic conditions. Most reports have an annual cycle.
Note: This form does not use Client Access Group security.
To access this form, in the Work Centers panel, under Tax, click Quarterly Tax Processing. Under Government Exports, click BLS Multiple Worksite Electronic File.
To generate the BLS Multiple Worksite Electronic file: 1. Fill in the following fields:
Field Description
BLS Type Select the BLS type from the following:
• PEO (Default)
• ASOEmployer Administration Guide © 2026 PrismHR 108 Chapter 4 Quarterly Tax Processing
Field Description
Report Year Enter the year to report on. Valid values are between 2020-2055.
Quarter Enter the quarter to run the report on. Select it from the drop-down.
Employer ID This field is optional. If you want to run this report for a particular employer,
enter the Employer ID or click the Employer ID link and select one from the
Select Employer dialog box.
State Default is All States. If you want to run this report for a specific state, select it
from the drop-down.Building the Employer Quarterly SUTA Tax Export Use this form to create electronic files that contain state unemployment data that will be sent to the various states. Each state has a different format.
Note: This form does not use Client Access Group Security.
To build the quarterly SUTA tax processing file for download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Exports > Employer Quarterly SUTA Tax Export. 2. Complete these fields as required:
Field Description
State State that the quarterly SUTA tax file is based on.
If South Carolina is selected, these fields appear:
• Taxable Gross Wages (Gross Wages minus non taxable earnings and
section 125 sheltered earnings)
• Report Gross Wages
If Louisiana is selected, the system displays: Do any of your employee's report
wages to other states in addition to Louisiana?
File Format Select a file format relevant to the selected state. The state selected limits theEmployer Administration Guide © 2026 PrismHR 109 Chapter 4 Quarterly Tax Processing
Field Description
available file formats.
Employers You can select from All Employers, All ASOs, All PEOs, or Selected Employers
(default). If you select multiple employers, you can generate individual files
for each employer or consolidate all employers into a single file.
Employer / ID and name of the employer to be processed on this download. You can
Employer Name search by Employer ID or Employer Name.
Tax Year Year the quarterly download is based on.
Tax Quarter Quarter the quarterly download is based on.
Output Filename Name of the file to be downloaded. This is determined during the build.File History File History provides a way to save historical files and download them more than once. File History is closed by default, but can be expanded by clicking +. Filters let you narrow down search options by State, Employer ID, Tax Year, or Tax Quarter. In this example, Massachusetts was chosen as the State filter.
You can download historical files as .txt or .csv file by clicking the hyperlinks. In this example, if you click the first link under Report, the report is displayed and you can print it, save as PDF, or download in .XLS format.
Maintaining the Quarterly Download Use this form to update two SUTA downloads for missed payments in previous quarters and to update the quarterly register without having to re-run the previous quarter.
Note: Client Access Group Security is enabled on this form.
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To update the SUTA downloads for missed payments: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Exports > Maintain Quarterly Download. 2. Complete these fields as required:
Field Description
Reporting Entity Select Employer or Client.
State Select the state.
Employer ID/Company ID Select the employer or company ID. This changes to
Company ID if Client is selected as the Reporting Entity.
Year Select the tax year.
Quarter Select the quarter.
Tax Rate Enter the tax rate.
Previous Quarter(s) Underpayment Enter underpayments for the previous quarters,
including previously due penalty and interest).
Interest Due Enter the amount of interest due.
Penalty Due Enter the amount of the penalty due.
Credit/Overpayment Enter the previous credit or overpayment to apply to
the balance due.
Employer Assessment Amount If applicable, enter the employer assessment amount,
as levied by the state.
Amount Remitted Enter the amount remitted to the state.Exporting Pennsylvania Local Taxes Use this form to create the following local tax downloads for Pennsylvania: • EIT (Earned Income Tax) - For Berkheimer and Keystone • LST (Local State Tax) - For Berkheimer
Note: Client Access Group Security is enabled on this form.
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To build the EIT (Earned Income Tax) download for Keystone: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Export > Pennsylvania Local Tax Exports. 2. In the Vendor/Template list, select Keystone. 3. Complete these fields as required:
In this field Enter this
Tax Type Select EIT.
Employer ID Click the link and select the employer for the download
Year Select the year for the download. Defaults to the current year.
Reporting Period Select Quarter or Month
Quarter/Month If Quarter is selected as the reporting period, select the quarter. If Month is
selected, select the month.To build the EIT (Earned Income Tax) download for Berkheimer: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Export > Pennsylvania Local Tax Exports. 2. In the Vendor/Template list, select Berkheimer. 3. Complete these fields as required:
In this field Enter this
Tax Type Select EIT.
Employers If blank, the download includes all employers. If you want to restrict the
download to specific employers, click the Employer ID link and select the
employers. Click Done when finished.
Year Select the year for the download. Defaults to the current year.
Reporting Period Select Quarter or Month
Quarter/Month If Quarter is selected as the reporting period, select the quarter. If Month is
selected, select the month.
Report by Company Specify whether to organize the download by company.Employer Administration Guide © 2026 PrismHR 112 Chapter 4 Quarterly Tax Processing
In this field Enter this
Suppress District Limiter Select this option if you want to send all tax records regardless of the district.
Expand the PA Local Districts panel if you want to specify the local districts
and then click Save.To build the Berkheimer LST (Local State Tax) download: 1. In the Vendor/Template list, select Berkheimer. 2. Complete these fields as required:
In this field Enter this
Tax Type Select LST.
Employers If blank, the download includes all employers. If you want to restrict the
download to specific employers, click the Employer ID link and select the
employers. Click Done when finished.
Year Select the year for the download. Defaults to the current year.
Quarter Select the quarter for the download.
Report by Company If selected, the report is organized by company rather than employer.
Suppress District Limiter Select this option if you want to send all tax records regardless of the district.
Expand the PA Local Districts panel if you want to specify the local districts and
then click Save.Quarterly SUTA Tax Processing (Client Reported) This section explains how to process quarterly SUTA client reported taxes.
Building the Arkansas Download Use this form to build the quarterly SUTA download for Arkansas.
Note: Client Access Group Security is enabled on this form.
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To build the Arkansas download: 1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Arkansas. 2. Complete these fields as required:
In this field Enter this
Year The year for the download. Defaults to the current year.
Quarter The quarter for the download. Defaults to the previous quarter based on the current
date.
Client ID Leave blank to select all clients or click the link to make a selection from the Select
Client list. The list shows the Client ID, Client Name, Legal Name, Service Type,
Employer, and Status. You can filter the list by Client ID or Client Name, Service Type,
Status, or Employer. Close the list when doneBuilding the California SUTA Download Use the California form to build the quarterly SUTA download for California.
Note: This form does not use Client Access Group Security.
To build the California download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > California.
In this field Enter this
Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on
the date entered.
Client ID The specific client for the download. If blank, all clients are downloaded.
You can:
• Enter a client ID. If the client already exists, the system fills in the Client
Name.
• Click the Client ID link to open the Select Client selector:
• Select a client from the listEmployer Administration Guide © 2026 PrismHR 114 Chapter 4 Quarterly Tax Processing
In this field Enter this
• Search for a client ID or name
• Select a service type, employer, or status
• Click Done.Building the Florida Download Use the Florida form to build the quarterly SUTA download for Florida.
Note: Client Access Group Security is enabled on this form.
To build the Florida download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Florida.
In this field Enter this
Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on
the current date.
Client No The specific client for the download. The system displays the Client
Number and Name. If blank, all clients are downloaded.
Use the PEO FEIN for this client Whether to use the PEO FEIN for the selected client. This option is
enabled only if a specific client is selected.Building the Georgia (CSV) Download Use the Georgia (CSV) form to build the quarterly SUTA download for Georgia.
Note: Client Access Group Security is enabled on this form.
Employer Administration Guide © 2026 PrismHR 115 Chapter 4 Quarterly Tax Processing
To build the Georgia (CSV) download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Georgia (CSV).
In this field Enter this
Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the
current date.
Client No The specific client for the download. The system displays the Client Number and
Name. If blank, all clients are downloaded.Building the Georgia (txt) Download Use this form to build the quarterly SUTA download for Georgia.
Note: Client Access Group Security is enabled on this form.
To build the Georgia (txt) download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Georgia (txt). 2. Complete these fields as required:
In this field Enter this
Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the current
date.
Client ID Leave blank to select all clients or click the link to open the Select Client list. The list
shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You
can filter the list by Client ID or Client Name, Service Type, Status, or Employer. Close
the list when done.Employer Administration Guide © 2026 PrismHR 116 Chapter 4 Quarterly Tax Processing
Building the Kansas Download Use this form to build the quarterly SUTA download for Kansas.
Note: Client Access Group Security is enabled on this form.
To build the Kansas download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Kansas. 2. Complete these fields as required:
In this field Enter this
Employer ID Select a single employer ID from the Select Employer look-up.
Tax Contact
This section opens after you select an employer ID. It is closed by default when you first access this form.
Tax Contact Name The name of the tax contact for the employer.
Employer Name The name of the selected employer ID.
Tax Contact Phone The phone number of the tax contact.
Address The street address of the tax contact.
City The city of the tax contact.
State The state of the tax contact.
Zip Code The zip code of the tax contact.
Tax Contact Email Address The email address of the tax contact.
Federal EIN The federal Employer Identification Number of the tax contact (must
contain 9 characters)
Parameter
Year The year for the download. Defaults to the current year.
Quarter The quarter for the download. Defaults to the previous quarter based on
the current date.
Client ID The specific client for the download. Click the link and select one or more
clients from the Select Clients look-up. The system displays the Client ID,
Client Name, Legal Name, Srvice Type, Employer, and Status. If blank, all
clients are downloaded. Each selected client is disabled in the search list
and added to the Selected Clients list. Click Done when you finish selecting
clients.Employer Administration Guide © 2026 PrismHR 117 Chapter 4 Quarterly Tax Processing
Building the Louisiana Download Use this form to create the electronic SUTA file for uploading data to the state of Louisiana.
Note: Client Access Group Security is enabled on this form.
To build the Louisiana download: 1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Louisiana. 2. Click the link and select an Employer ID and then enter the following information. The tax contact information is not shown until you enter the Employer ID.
In this field Enter this
Employer ID Select a single employer ID from the Select Employer look-up.
Tax Contact
This section opens after you select an employer ID. It is closed by default when you first access this form.
Tax Contact Name The name of the tax contact for the employer.
Employer Name The name of the selected employer ID.
Tax Contact Phone The phone number of the tax contact.
Address The street address of the tax contact.
City The city of the tax contact.
State The state of the tax contact.
Zip Code The zip code of the tax contact.
Tax Contact Email Address The email address of the tax contact.
Federal EIN The federal Employer Identification Number of the tax contact (must
contain 9 characters)
Parameter
Year The year for the download. Defaults to the current year.
Quarter The quarter for the download. Defaults to the previous quarter based on
the current date.
Client The specific client for the download. Click the link and select a client from
the Select Client look-up. The system displays the Client Number and
Name. If blank, all clients are downloaded.Employer Administration Guide © 2026 PrismHR 118 Chapter 4 Quarterly Tax Processing
In this field Enter this
Use Client or Employer EIN Whether to place either the client's or the employer's FEIN number in the
file that is generated on the RE record.
Multi State Indicator Whether the state is a multi-state employer.Building the Massachusetts (CSV) Download Use the Massachusetts (CSV) form to generate unemployment insurance reports in CSV (comm-separated value) format. The reports are used to electronically transmit both employer tax data and employee wage data, eliminating the need to print paper reports.
Note: Client Access Group Security is enabled on this form.
To access this form and build a report: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Exports > Client Reporting > Massachusetts (CSV). 2. Complete these fields as required:
In this field Enter this
Report Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the current
date.
Client ID Leave blank to select all clients or click the link to make a selection from the Select Client
list. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and
Status. You can filter the list by Client ID or Client Name, Service Type, Status, or
Employer. To close the list, click Done.Building the Massachusetts (ICESA Format) Download Use the Massachusetts (ICESA Format) form to generate unemployment insurance reports in ICESA (Interstate Conference of Employment Security Agencies) format. The reports are used to electronically transmit both employer tax data and employee wage data, eliminating the need to print paper reports.
Note: Client Access Group Security is enabled on this form.
Employer Administration Guide © 2026 PrismHR 119 Chapter 4 Quarterly Tax Processing
To access this form and build a report: 1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Government Exports > Client Reporting > Massachusetts (ICESA Format). 2. Complete these fields as required:
In this field Enter this
Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the current date.
Client ID Leave blank to select all clients or click the link to select clients from the Select Client list.
The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status.
You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. To
close the list, click Done.Building the Michigan-72 Byte Download The Michigan (72 Byte) quarterly download provides payroll information for a specified year, quarter, and company ID, where Michigan is a client reported state.
Note: Client Access Group Security is enabled on this form.
To build this file: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Michigan (72 byte). 2. Complete these fields as required.
Field Description
File Format Type Format used for this download; this is read-only. The only choice is 72 Byte.
Tax Year Four digit year for the report download.
Tax Quarter The quarter for the download (1-4).
Company ID Enter an ID or click the link to open the Select Client selector. You can:
• select a client from the list
• search for a client ID or name
• select a service type, employer, or statusEmployer Administration Guide © 2026 PrismHR 120 Chapter 4 Quarterly Tax Processing
Building the Michigan Standard Download Use the Michigan standard form to build the quarterly SUTA download for Michigan.
Note: Client Access Group Security is enabled on this form.
To build the Michigan standard download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Michigan.
Field Description
Reporting Entity Options are:
• All Clients or Employers - Includes all clients or employers.
• Company - Limit the report to a specific company.
• Employer - Limit the report to a specific employer.
Year Four digit year for the report download.
Quarter The quarter for the download. Defaults to the previous quarter based
on the date entered.
Final Report Enter 1 for Yes or 0 for No. This appears in the Tax portion of the
1028.
Apportionment Enter 1 for Yes or 0 for No. This appears in the Tax portion of the
1028.
Amended Enter 1 for Yes or 0 for No.Building the Ohio Download Use this form to create the electronic SUTA file for uploading data to the state of Ohio.
Note: Client Access Group Security is enabled on this form.
Employer Administration Guide © 2026 PrismHR 121 Chapter 4 Quarterly Tax Processing
To build the Ohio download: 1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Ohio. 2. Click the link and select an Employer ID and then enter the following information. The tax contact information is not shown until you enter the Employer ID.
In this field Enter this
Employer ID Select a single employer ID from the Select Employer look-up.
Tax Contact
This section opens after you select an employer ID. It is closed by default when you first access this form.
Tax Contact Name The name of the tax contact for the employer.
Employer Name The name of the selected employer ID.
Tax Contact Phone The phone number of the tax contact.
Address The street address of the tax contact.
City The city of the tax contact.
State The state of the tax contact.
Zip Code The zip code of the tax contact.
Tax Contact Email Address The email address of the tax contact.
Federal EIN The Federal Employer Identification Number of the tax contact (must
contain 9 characters)
Parameter
Year The year for the download. Defaults to the current year.
Quarter The quarter for the download. Defaults to the previous quarter based on
the current date.
Client ID The specific client for the download. Click the link and select a client from
the Select Client look-up. The system displays the Client Number and
Name. If blank, all clients are downloaded.Building the Oklahoma Download Use the Oklahoma form to build the quarterly SUTA download for Oklahoma.
Note: Client Access Group Security is enabled on this form.
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To build the Oklahoma download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Oklahoma.
In this field Enter this
Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on
the current date.
Client No The specific client for the download. The system displays the Client
Number and Name. If blank, all clients are downloaded.
FEIN Whether to use the PEO FEIN for the selected company or employer. This
option is enabled only if a specific company or employer is selected.Building the Pennsylvania (Bulk by Client Under Employer) Download Use this form to build the (bulk by client under employer) quarterly SUTA download for Pennsylvania in CSV format.
Note: Client Access Group Security is enabled on this form.
To build the Pennsylvania (Bulk by Client Under Employer) download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Pennsylvania (Bulk by Client Under Employer). 2. Complete these fields as required:
In this field Enter this
Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the current
date.
File Type Original or Amended.Employer Administration Guide © 2026 PrismHR 123 Chapter 4 Quarterly Tax Processing
Building the Pennsylvania (Individual Client) Download Use this form to build the quarterly SUTA download for Pennsylvania for a specific client in CSV format.
Note: Client Access Group Security is enabled on this form.
To build the Pennsylvania (Individual Client) download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Pennsylvania (Individual Client). 2. Complete these fields as required:
In this field Enter this
Client ID Click the link to select the client.
Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the current
date.
File Type Original or Amended.Building the Pennsylvania (TXT) Download Use this form to build the quarterly SUTA download for Pennsylvania in TXT format.
Note: Client Access Group Security is enabled on this form.
To build the Pennsylvania (TXT) download: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > Government Export > Client Reporting > Pennsylvania (TXT). 2. Complete these fields as required:
In this field Enter this
Employer ID Select a single employer ID from the Select Employer look-up.
Tax Contact
This section opens after you select an employer ID. It is closed by default when you first access this form.
Tax Contact Name The name of the tax contact for the employer.Employer Administration Guide © 2026 PrismHR 124 Chapter 4 Quarterly Tax Processing
In this field Enter this
Employer Name The name of the selected employer ID.
Tax Contact Phone The phone number of the tax contact.
Address The street address of the tax contact.
City The city of the tax contact.
State The state of the tax contact.
Zip Code The zip code of the tax contact.
Tax Contact Email Address The email address of the tax contact.
Federal EIN The Federal Employer Identification Number of the tax contact (must
contain 9 characters)
Parameter
Year The year for the download. Defaults to the current year.
Quarter The quarter for the download. Defaults to the previous quarter based on
the current date.
Client ID The specific client for the download. Click the link and select a client from
the Select Client look-up. The system displays the Client Number and
Name. If blank, all clients are downloaded.Building the Tennessee Download Use this form to create the electronic SUTA file for uploading data to the state of Tennessee.
Note: Client Access Group Security is enabled on this form.
To build the Tennessee download: 1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Tennessee. 2. Complete these fields as required:
In this field Enter this
Report Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the currentEmployer Administration Guide © 2026 PrismHR 125 Chapter 4 Quarterly Tax Processing
In this field Enter this
date.
Client ID Leave blank to select all clients or click the link to make a selection from the Select
Client list. The list shows the Client ID, Client Name, Legal Name, Service Type,
Employer, and Status. You can filter the list by Client ID or Client Name, Service Type,
Status, or Employer. Close the window when finished.Building the Washington Download Use this form to create the electronic SUTA file for uploading data to the state of Washington.
Note: Client Access Group Security is enabled on this form.
To build the Washington download: 1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Quarterly SUTA Tax Processing (Client Reported) > Washington. 2. Complete these fields as required:
In this field Enter this
Report Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the current
date.
Client ID Leave blank to select all clients or click the link to make a selection from the Select
Client list. The list shows the Client ID, Client Name, Legal Name, Service Type,
Employer, and Status. You can filter the list by Client ID or Client Name, Service Type,
Status, or Employer. Close the list when finished.Building the Wisconsin Download Use this form to create the electronic SUTA file for uploading data to the state of Wisconsin.
Note: Client Access Group Security is enabled on this form.
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To build the Wisconsin download: 1. On the Work Centers panel, select Tax > Quarterly Tax Processing > Government Exports> Quarterly SUTA Tax Processing (Client Reported) > Wisconsin 2. Complete these fields as required:
In this field Enter this
Report Year The year for the download.
Quarter The quarter for the download. Defaults to the previous quarter based on the current
date.
Client ID Leave blank to select all clients or click the link to make a selection from the Select
Client list. The list shows the Client ID, Client Name, Legal Name, Service Type,
Employer, and Status. You can filter the list by Client ID or Client Name, Service Type,
Status, or Employer. Close the window when finished.3rd Party Exports This section explains how to process quarterly third party exports.
Generating the ADP Quarterly Tax Download This form generates a quarterly fixed width file similar to the MasterTax RTS file, only with slight variations in the format.
Note: Client Access Group Security is enabled on this form.
To generate a quarterly report: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > 3rd-Party Exports > ADP Quarterly Export. 2. Select a Tax Year. 3. Select a Tax Quarter. 4. Click Build to generate a report for download. A dialog box opens showing steps to process this file. This process may take time so wait for a status update that the build has completed. 5. Click Close, then click Download ADP Quarterly Tax Export file to download a .txt file to your local system.
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Building the 941 Quarterly Report Use the 941 Quarterly report option to build a CSV file (no on screen report) to report income taxes, Social Security tax, or Medicare tax withheld from employee’s paychecks. It also reports Schedule R credit for the disabled or elderly. You can also define the format for Schedule B (income tax due on interest and dividends earned). An icon is available for downloading the file.
Note: The wages and tax withholding for a 1099 contractor will not be included in the Employer 941 Quarterly Report for any employer who is withholding federal or state income taxes from a 1099 contractor as defined under the Work tab of the Employee Details form. Evidently, such wages and tax withholding for a 1099 contractor will also not appear in Employer 941 Register, Employer 941 Schedule R, 941 File Processing download etc.
An expandable History section is available for you to see historical reports.
To build the 941 Quarterly report: 1. In the Work Centers panel, select Quarterly Tax Processing > Quarterly Tax Reports > 941 Quarterly Report. 2. In Build 941 Files By, select one of the following options: • Employer -Generates a 941 and Schedule B and totals by employer • All Clients - Generates a 941 and Schedule B for every client that is associated with a specified employer • Client - Generates an individual 941 and Schedule B for individual clients • Schedule R 3. If you selected Employer or All Clients, provide the following parameters for the report: • Employer • Tax Year • Tax Quarter • Schedule B Format (Standard or Post COVID-19) 4. If you selected Client, provide the following parameters for the report: • Client • Employer • Tax Year • Tax Quarter • Schedule B Format (Standard or Post COVID-19) 5. If you selected Schedule R, provide the following parameters for the report: • Employer • Tax Year • Tax Quarter
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Note: On, the 941 Quarterly Report built either by Employer, All Clients, a specific Client or with Schedule R breakout will not include wages and tax withholdings for any W-8 employee. A W-8 employee in PrismHR is one who according to the Employee Details form, under Tax tab, under the Federal Tax Filing section has the Form W8 Filed field checked. This change will also affect the following:
• Employer 941 Register • Employer 941 Schedule R • 941 File Processing
To view historical reports: 1. Expand the 941 File History section. 2. Select the Tax Year, Quarter, and 941 Type for the reports you want to see. The list of reports is shown as in the following example. 3. To download a report, click the link in the Report column.
Exporting the QEX Plus 941 File QEX Plus is a third-party software application that imports information and processes IRS tax payments for certified PEOs. The QEX Plus 941 Export form builds three .csv files that are uploaded to QEX Plus for processing.
Note: Client Access Group Security is enabled on this form.
To export and process the QEX Plus 941 file: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > 3rd-Party Exports > 941 File Processing. 2. Complete these fields as required:
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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.
Exporting Quarterly Tax Data You can use PrismHR to export quarterly tax information as a CSV or TXT file. This file generates all relevant quarterly tax data from the tax registers and compiles it into a report, which you can export into Excel.
To build the quarterly tax report: 1. On the Work Centers panel, click Tax > Quarterly Tax Processing > 3rd-Party Exports > Quarterly Tax Export. 2. Fill in the form as shown in the following table. When searching for information, you have the following options for displaying search results: • Display the previous or next page. • Go to a particular page. • Narrow your search by entering information in any of the available text boxes and then click Refine. • Return to the default display by clicking Reset.
Use this option To define this
Tax Year Enter a tax year from 2000 to 2050.
Tax Quarter Select the tax quarter.
Limit to Employer ID Click the link and then select an employer from the list. The systemEmployer Administration Guide © 2026 PrismHR 130 Chapter 4 Quarterly Tax Processing
Use this option To define this
displays the employer name.
Limit to Client ID Click the link and then select a client. The system displays the client
name.
Export File to CSV/TXT Select TXT or CSV.Reviewing Quarterly Employer Tax Liability Use the Employer 941 Register form to review the tax liability of an employer for a quarter.
Note: This form does not use Client Access Group Security.
To access this form, click Back Office. Under Employer|View, click Employer 941 Register.
To view the Employer 941 Register: 1. Complete the following fields:
Field Name Description Employer ID Enter the applicable employer ID or click the Employer ID link and select it from the Select Employer dialog box. Year Select the calendar year from the drop-down. Quarter Select the tax quarter from the drop-down.
The Employer 941 Register displays on the screen. Following is a sample:
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Quarterly Tax Reports This section explains how to generate quarterly tax reports.
California Environmental Fee Worksheet Report Use this form to generate a report to display a summary of all employers and Client and the employee count for each Client who meet a threshold of hours (including those total hours) to comply with California Environmental Fee Reporting for a calender year.
Note: This form does not use Client Access Group security. Only Service Providers with full client access can use this form.
To access the form, under Work Centers, under Tax, click Quarterly Tax Processing. Under Quarterly Tax Reports, click California Environmental Fee Worksheet Report.
To generate the California Environmental Fee Worksheet Report: 1. Complete the following:
Field Name Description Year Select the year from the drop-down for which you want to run this report. The default is the current year. The drop-down has a 10 year look back starting from the current year.
This report shows the following columns: • Employer ID
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• Employer Name • Client ID • Client Name • Employee Count • Total Hours Worked (Per Client)
Medicare Tier 2 Report This report shows the employees who have more than 200K in Medicare subject wages for an employer for a particular quarter in a year.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under Tax section, click Quarterly Tax Processing. Under Quarterly Tax Reports click Medicare Tier 2 Report.
To generate the Medicare Tier 2 Report: 1. Complete the following:
Field Name Description Employer ID Enter the employer ID for whom you want to run this report or click the Employer ID link and select one from the list.
Note: This field is optional. If no Employer ID is entered, the report will
run for all employers.Tax Year Select the tax year from the drop-down for which you want to run this report. This field defaults to the current year based on today’s date. Tax Quarter Select the tax quarter from the drop-down for which you want to run this report. Report Type Select the report type that you want from the following options: • Schedule R - This report type provides a breakout of the Employer ID, Client ID, Client Federal Entity and Employee ID. • Non Schedule R - This report type provides a breakout of Employer ID and Employee ID. Report Sort You may choose from any of the following sort options for this report: • Employer ID - This is the default sort option. • Client ID • Employee ID
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Pennsylvania Local EIT Quarterly Report Use this form to generate a quarterly report to show the details for one or more Employers of Pennsylvania Local EIT Taxes. This is a single page report for each Municipal Taxing Authority and those employees who have Pennsylvania Local EIT taxes under that authority with a subtotal for the authority. It includes the Gross Pay, Taxable Wages, EIT Withheld, and the Resident PSD code per employee.
Note: Client Access Group Security is enabled on this form.
To access the form, under Work Centers, under Tax, click Quarterly Tax Processing. Under Quarterly Tax Reports, click Pennsylvania Local EIT Quarterly Report.
To generate the Pennsylvania Local EIT Quarterly Report: 1. Complete the Report Period using the following:
Field Name Description Tax Year Select the tax year for which you want to run this report. The tax year defaults to the current year, or you may select another one from the drop- down which has a ten year look back. Tax Quarter Select the tax quarter for which you want to run this report. The tax quarter defaults to the previous quarter, or you may select another one from the drop-down. Valid options between 1, 2, 3 and 4. Sort Select one of the following sort options for your report: • Employer ID - this is the default option • Client ID Employer ID This field is optional. Leave this field blank to run the report for all employers or click the Employer ID link and select the employers from the Select Employer dialog box.
This report shows the following columns: • Employee Name/addresses • Gross Wages • Taxable Wages • PA EIT Tax Withheld
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• Resident PSD Code
Building the 941 Quarterly Report Use the 941 Quarterly report option to build a CSV file (no on screen report) to report income taxes, Social Security tax, or Medicare tax withheld from employee’s paychecks. It also reports Schedule R credit for the disabled or elderly. You can also define the format for Schedule B (income tax due on interest and dividends earned). An icon is available for downloading the file.
Note: The wages and tax withholding for a 1099 contractor will not be included in the Employer 941 Quarterly Report for any employer who is withholding federal or state income taxes from a 1099 contractor as defined under the Work tab of the Employee Details form. Evidently, such wages and tax withholding for a 1099 contractor will also not appear in Employer 941 Register, Employer 941 Schedule R, 941 File Processing download etc.
An expandable History section is available for you to see historical reports.
To build the 941 Quarterly report: 1. In the Work Centers panel, select Quarterly Tax Processing > Quarterly Tax Reports > 941 Quarterly Report. 2. In Build 941 Files By, select one of the following options: • Employer -Generates a 941 and Schedule B and totals by employer • All Clients - Generates a 941 and Schedule B for every client that is associated with a specified employer • Client - Generates an individual 941 and Schedule B for individual clients • Schedule R 3. If you selected Employer or All Clients, provide the following parameters for the report: • Employer • Tax Year • Tax Quarter • Schedule B Format (Standard or Post COVID-19) 4. If you selected Client, provide the following parameters for the report: • Client • Employer • Tax Year • Tax Quarter • Schedule B Format (Standard or Post COVID-19) 5. If you selected Schedule R, provide the following parameters for the report: • Employer
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• Tax Year
• Tax QuarterNote: On, the 941 Quarterly Report built either by Employer, All Clients, a specific Client or with Schedule R breakout will not include wages and tax withholdings for any W-8 employee. A W-8 employee in PrismHR is one who according to the Employee Details form, under Tax tab, under the Federal Tax Filing section has the Form W8 Filed field checked. This change will also affect the following:
• Employer 941 Register • Employer 941 Schedule R • 941 File Processing
To view historical reports: 1. Expand the 941 File History section. 2. Select the Tax Year, Quarter, and 941 Type for the reports you want to see. The list of reports is shown as in the following example. 3. To download a report, click the link in the Report column.
New York Form MTA-305 Tax Reporting Use this form to generate the download for New York Form MTA-305 Metro Commuter Transport Mobility Tax Report for an employer for a quarter.
Note: This form does not use Client Access Group security.
To access the form, under Work Centers, under Tax, click Quarterly Tax Processing. Under Quarterly Tax Reports, under NEW YORK QUARTERLY REPORTS, click New York Form MTA-305 Tax Reporting.
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Important! Prior to running this report, you must enter the Tax Authority IDs in the Tax Authority Setup link on the top right of this form.
To generate the New York Form MTA-305 Tax Reporting: 1. Complete the following:
Field Name Description Employer ID Enter the employer ID here for whom you want to run this report or click the Employer ID link and select it from the Select Employer dialog box. Tax Year Select the year from the drop-down for which you want to run this report. The default is the current year. The drop-down has a 10 year look back starting from the current year. Tax Quarter Select the quarter from the drop-down for which you want to run this report. Promptax/Overpayment This field is optional. Enter the total of any Promptax payments made during the quarter and the amount of any MCTNT overpayment from the previous quarter. Refund/Credit This field displays only if an entry is made in the Promptax/Overpayment field above. If an overpayment is claimed, select from the following options: • Credit • Refund Ceased Date This field is optional. Enter the date of final payroll or no longer doing business in the New York Metropolitan Transportation Authority region. File Type Select the report type that you want from the following options: • Original - Column 162 will reflect the letter O. • Amended - Column 162 will reflect the letter A.
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New York Quarterly Combined Wage Report Use this form to generate a report to display the original and amended NY Quarterly Combined Wages Report, as well as an employee detail download of those employees with NY SUTA / Income Tax and an exception report (when an employee has negative wages in the reporting quarter) for an employer for a quarter.
Note: This form does not use Client Access Group Security.
The state of New York has updated their combined reporting file specifications as of 01/01/2025. Click this link to visit the official website of New York State for the changes to withholding tax and wage reporting.
As this report can be created in Report Center in CSV format as per the updated specifications, you will need to use the Report Center only to generate this report for Q1 2025 and beyond. However, you can still generate this report in PrismHR for Q4 2024 and prior for past filings and verification of data.
To access the form, under Work Centers, under Tax, click Quarterly Tax Processing. Under Quarterly Tax Reports, under NEW YORK QUARTERLY REPORTS, click New York Quarterly Combined Wage Report.
To generate the New York Quarterly Combined Wage Report for Q1 2025 and beyond: Use Report Center only to generate this report for any period starting Q1 2025 and beyond. For information on how to generate this report in Report Center, consult the Report Center help documentation located on the Report Center sidebar. If this report is not available for your User ID in Report Center, contact your Report Center Administrator for assistance.
To generate the New York Quarterly Combined Wage Report for Q4 2024 or prior: 1. Complete the following:
Field Name Description Report Type Select the report type that you want to run from the following options: • Original - This is the default option. Line 2 Position 127 displays an O in the download file. • Amended - Line 2 Position 127 displays an A in the download file. Reporting Entity Select the reporting entity here from the following options: Employer - This is the default option. Employer ID Enter the employer ID here for whom you want to run this report or click the Employer ID link and select it from the Select Employer dialog box.
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Field Name Description Year Select the year from the drop-down for which you want to run this report. The default is the current year. The drop-down has a 10 year look back starting from the current year.
Note: If you try to generate a report for any quarter for tax year 2025
and beyond by clicking the Generate Report button, you will receive the
following notification. No report will be generated.Quarter Select the quarter from the drop-down for which you want to run this report.
The Detail report in PrismHR shows the following columns: • Employer ID • Employee ID • Last Name • First Name • Suta Wages • State Taxable • Tax Withheld
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Chapter 5 W-2 Processing The W-2 processing options provide everything needed in the life cycle of W-2 processing, from setup to printing. In addition, these menus provide the flexibility to perform small and specific adjustment processes, as well as to identify larger tax issues and use automated adjustment processes to correct them. The W-2 processes provide a straightforward user experience to handle the myriad of complicated tax-related processes and calculations needed to assure that you calculate and report your employees’ and clients’ taxes. A specific focus is on turning large, time-consuming projects into more automated procedures that require less time to complete. The options available in the W-2 Processing work center are organized under the following headings: • W-2 Processes • EFW2 Exports • 3rd Party W-2 Export Files • W-2 Reporting • W-2 Setup Reports • W-2 Setup • Parameter Setup • W-2 Printing
W-2 Processing Overview This section gives a summary overview of W-2 processing. It is best practice to read it completely before you begin.
W-2 Setup There are several setup forms for processing W2s.
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Use this form To do this EFW2 Submitter Maintenance Specify where PEOs report their W-2 data on the electronic files they send to various government agencies. The process of generating the W-2 data starts with the Create Employee W-2 Forms option, which creates the W-2 data and registers. You can specify whether to create W-2 data for all employers or for selected employers. EFW2 Local List Maintenance Create and maintain local EFW2 codes. You then assign these codes to the relevant local tax authorities. When the W-2 data is created, the system places the code on the employee’s W-2 register and then reads it when building the EFW2 files for upload to the various local governments. Benefits W-2 Reporting Setup Specify the types of benefit plans that need to be reported on the W-2 in Box 12. Global W-2 Reporting Setup Set up the reporting codes for external benefit plans. For example, assume that the employee health insurance that needs to be in Box 12 is not a PEO based plan and is calculated outside of the PrismHR system. In this scenario the benefit plan type codes are set up so that the PEO can enter the premium amounts either manually or via an import. Client W2 Reporting Setup Creates an exclusion for clients to report their benefits in Box 12. Consult PrismHR Support before using this functionality.
W2 Processing The W2 Processing menu is where you build and verify the W-2 registers.
Use this form To do this Create Employee W-2 Forms Build the registers that subsequent steps in the W-2 process will use. Update W2 Record Manually add or edit data to the W-2 register. This form is also commonly used to verify the data contained in the employee’s W2 register. The system populates this form with the W2 register data that was created using the Create W2 form.
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Use this form To do this Employee W2 Benefits Entry Manually enter external benefit premiums on an employee by employee basis. enter the benefit premium amounts monthly. l You can create an individual record for each month using a multi-value grid where you enter each month’s premium at one time. l You can also enter a year’s worth of premiums under one month to get total premiums for a year. Employee W2 Benefit Import Import data for external benefit premiums instead of entering it manually. This is typically used for a client who has external benefits and gets the information from a benefits administrator. Employee W2 Benefits Inquiry Look at the employee’s W2 benefit data. Typically you would run the employee W2 Benefit Report, which provides the same data for a client instead of an employee.
Electronic Files The system provides a variety of electronic file formats that you can generate for federal, state, and local governments. You can also generate electronic files for third party printers such as CIC and Solv. The files that the system generates are imported into one of the third party providers, who then print, stuff, and send them to PEOs to distribute to their employees.
Use this form To do this EFW2 Download Build the EFW2 data. When you open this form, you are prompted to specify whether it is for the federal, state, or local government. Create BDS/IBF W2 Download Send data to SOLV so that they can print, stuff, and mail the employee W-2 forms. Create CIC W2 Download Send the W2 information to CIC so that they can print, stuff, and mail the employee W-2 forms. CIC PR Download Provide additional information required for Puerto Rico employees. CIC Virgin Islands Download Provide additional information required for Virgin IIsland employees.
Handling Errors Since W-2 processing runs as a background task, the system provides various ways to inform you when errors occur, even if you are working on another task during W-2 processing. The type of notification method used depends on the severity of the errors that are encountered.
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Pre-Processing Errors When you select Create Employee W-2 forms, the system runs a quick check and displays a list of errors that you must address before processing can occur. When processing is complete, you receive an email notification.
Non Fatal errors These are errors on employee related data or setup parameters. The system saves errors in the error log.
Fatal errors Fatal errors stop the W-2 build process. When a fatal occurs during processing, you receive an email notification. To see the error, open the error log from the Create W2 form.
Error Report The system records errors that are detected during W-2 processing in an error report that it generates when the build process is complete. You can see the errors by opening the W-2 Processing Status form. The error report shows the following information: • Number of errors found so far • Number of W-2s generated so far
Processing Flow for Errors The following charts show the process flow for each type of error.
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Pre-Processing Fatal Errors Non-Fatal Errors
ErrorsW-2 Processes This section explains how to perform W-2 processing tasks.
Creating the Employee SSN Verification Service Download The Employee SSN Verification Service Download builds an electronic file that you can upload to the Social Security Number Verification Service, which verifies names and SSNs before generating Employee W-2s. It also
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updates employee records with an Eligibility Verification System (EVS) date. Once this process is complete, you are notified with a pop-up window.
Note: This form does not use Client Access Group Security.
To access this form and run the report: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under W-2 Processes, select Create Employee SSN Verification Download. 3. Complete these fields as required:
Field Description
Requester ID ID of the person requesting the file. This required field is limited to 4 alphanumeric
characters (no special characters).
Starting Starting date of the date range for creating this file.
Report Date
Ending Ending date of date range for creating this file.
Report Date
Client ID Click the link to display a list from which you can select a specific client for the
report. If left blank, the file includes all clients.Clearing Employee SSN Verification Reporting Dates Use this process to reset the Employment Verification Service (EVS) reporting dates. These Employee SSN Verification Reporting Dates are used when processing the EVS download file that is generated from the W-2 work center (W-2 Processing > W-2 Processes > Create Employee SSN Verification Download). If a reporting date is entered in the Employment Verification Service (EVS) reporting date, the employee is not shown on the EVS download. This process resets the EVS reporting dates so that the employees will be shown on the EVS download file.
Note: Client Access Group Security is enabled on this form.
To access the form, in the Work Centers panel, under the heading Complianceclick on New Hire and Termination Reporting. Then under the heading Reporting Date Overrides click on Clear Employee SSN Verification Reporting Dates.
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To clear employee SSN verification reporting dates: 1. Enter Starting EVS Report Date which is a mandatory date field. Please enter the date from which you want to clear the employee SSN Verification reporting. 2. Enter Ending EVS Report Date which is a mandatory date field. Please enter the date upto which you want to clear the employee SSN Verification reporting. 3. Company ID is an optional free text field. Leave it blank to select all clients. 4. Click Process. A progress window opens that shows the number of records read and the number of records cleared and notifies you when the process is complete. The Close and Report buttons remain disabled while the report is being generated. 5. Click Close to close the window. 6. Click Report to display the Job Control Status Report window. 7. In the Job Control Status Report window, click the XLS link to download the report.
Creating Employee W-2 Forms Use the Create Employee W-2 Forms utility to create the electronic W-2 form data that needs to be uploaded to federal, state, and local government agencies. If the system detects any errors that will prevent processing, it displays an error message when you select the option. Click OK to dismiss the message and then resolve the errors. The system uses the Email Services to send notification messages during and after processing.
To create employee W-2 form data: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under W-2 Processes, select Create Employee W-2 Forms. 3. If the system notifies you that it found pre-processing errors, open the report and resolve the errors if necessary. 4. Complete the form.
Option Description
Build options: Select one of the following options:
• Select Exclude manually updated W-2s to exclude manually updated W-2
data from processing. During processing, the system skips W-2s that have
the Manually Edited option selected. The record remains as it was before
the build. The entire record, including the manual updates, is retained. The
employee will be flagged in the error report.
• Select All W-2s, including updated W-2s to delete any existing records and
create W2s. The manually updated records are not skipped during
processing and they revert to their state before they were manually
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Option Description
Tax Year Select the year for which to generate W-2 data. Typically this is the year before
the current year.
Employer ID Select one or more employer IDs for whom to generate W-2 data.
Load All Employers Click this option to process W-2 data for all employers.
Employee ID Select one more specific employees for whom to generate W-2 data.
List Name Enter the name of the file that contains employee IDs that were queried
directly from UniData.
Suppress Local If Zero Tax Select to suppress the reporting of taxable wages for local tax authorities when
the tax amount withheld is zero.
Suppress State If Zero Tax Select to suppress the reporting of taxable wages for state tax authorities
when the tax amount withheld is zero.
Suppress Third-party Sick Select to suppress the reporting of all taxable and tax withheld amounts
Pay associated with third party sick pay from being added to W-2 forms. This is
highly unusual. Most employers are required to report these amounts on W-2
forms. This option is intended to support employers who take advantage of an
optional rule for Form W-2 that permits the employer and third party to enter
into a legally binding agreement designating the third party to be your agent
for preparing W-2 forms reporting sick pay.
Be sure that this optional rule applies to you before choosing to suppress third
party sick pay.
Display Employees with Select to add an employee with no vouchers to the error log. This option is
No Earnings on Error List selected by default.
Zero Out Ohio Resident- Ohio local taxes are work-based and resident-based. Select this option to zero
Based Taxable Wages out the resident-based Ohio taxes. This option is selected by default.
Include Kentucky School Select to report Kentucky school taxes with local taxes in the MasterTax RTS
Tx with Local Tax in RTS file. Selecting this option does not change the taxes on the W-2 form itself.
File
Use PA Combined Select this option only if you are a service provider in the state of Pennsylvania
Monthly Filer PSD code in who is registered as a combined monthly filer, and using an agency such as
Box 20 Keystone to collect and remit Earned Income Tax (EIT).
Enter the 2 digit PA Monthly Filer Tax Collection District Code. This will appear
in Box 20 of Form W-2 for the Earned Income Tax (EIT) for the state of
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Option DescriptionUpdates to Form W-2 build The State Income Tax Account Number on the employee Form W-2 will now be pulled from the Client Details form or the Employer Details form based on the tax deduction code, unless an override exists on the Employer Details form on the SIT Rpt Entity field for that state under the State Tax section. The State Income Tax Account Number on the employee Form W-2 will be: • Client State Tax ID when: • Tax deduction code set to report at Client Level and ER Details, State is set to -select- or Client • Tax deduction code NOT set to report at Client Level, but ER Details, State is set to Client • Employer State Tax ID: • Tax deduction code NOT set to report at Client Level and ER Details, State is set to -select- or Employer • Tax deduction code set to report at Client Level, but ER Details, State is set to Employer
Note: If the State Tax ID is not available on the corresponding reporting entity, the Form W-2 will not be built, and an error will display.
Creating Employee W-2C Forms Use Create Employee W-2C Forms to create the electronic W-2c form data that needs to be uploaded to federal, state, and local government agencies. If the system detects any errors that will prevent processing, it displays an error message when you select the option. Click OK to dismiss the message and then resolve the errors. Click Pre-Process Error Report to download errors if any before you create the W-2c forms.
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To create employee W-2c form data: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under W-2 Processes, select Create Employee W-2C Forms. 3. Complete the form.
Option Description
Clear options: Select one of the following options:
• Do not clear existing forms - This is the default option. This option provides
the following two options:
• Only create W-2C forms for employees without an existing W-2C
record. This is the default option.
• Overwrite W-2C form if values are different. Any Form W-2c included
in an EFW2C export file that is not in a status of regenerate or canceled
will be skipped.
• Clear all existing forms - This option will delete all W2-C records. Any Form
W-2c included in an EFW2C export file that is not in a status of regenerate
or canceled will be skipped. This process does not create W2-C
automatically after clearing. You will need to create W2-C records
separately.
Tax Year Select the year for which to generate W-2c data. Typically, this is the year
before the current year.
Employer ID Select one or more Employer IDs for whom to generate W-2c data. You will
need to enter at least one Employer ID to Create Forms.
Load All Employers Click this option to process W-2c data for all employers.
Employee ID This field is optional. Select one or more employees for whom to generate W-
2c data. You can enter them manually in the Employee table or click the
Upload Employees button to import them from a list.
• If you have full access to the Create Employee W-2C Forms form, you will
be able to see this button and use it to upload employees. Use the File
Upload dialog box to upload your list of employees for whom you need to
generate Form W-2cs. Click the Add Files button to select the import file
from your system. Click the File Upload button to upload the employers
and employees.
• When uploading an employee list containing an invalid Employer
ID / Employee ID combination, the Employee ID is not added to the
Employee Table but is noted on the upload Transaction Report as
“Failing” the upload process.
• When uploading a list containing a valid Employer ID/ Employee IDEmployer Administration Guide © 2026 PrismHR 149 Chapter 5 W-2 Processing
Option Description
combination where the Employer ID had not yet been added to the
Employer Table, the upload process adds both the Employer ID and
the Employee ID to their respective tables.
• When uploading a list containing a valid Employer ID/ Employee ID
combination where the Employer ID has already been added to the
Employer Table, the upload process adds only the Employee ID to
its respective table.
• Your import file should:
• be a csv or text-tab-delimited file
• have two columns namely:
• Employee ID
• Employer ID
• not contain more than 500 employees
• If you have inquiry access to the Create Employee W-2C Forms form, you
will be able to see this button but you cannot use it.
List Name Enter the name of the file that contains employee IDs that were queried
directly from UniData.
Suppress Local If Zero Tax Select to suppress the reporting of taxable wages for local tax authorities when
the tax amount withheld is zero.
Suppress State If Zero Tax Select to suppress the reporting of taxable wages for state tax authorities
when the tax amount withheld is zero.
Suppress Third-party Sick Select to suppress the reporting of all taxable and tax withheld amounts
Pay associated with third party sick pay from being added to W-2 forms. This is
highly unusual. Most employers are required to report these amounts on W-2
forms. This option is intended to support employers who take advantage of an
optional rule for Form W-2 that permits the employer and third party to enter
into a legally binding agreement designating the third party to be your agent
for preparing W-2 forms reporting sick pay.
Be sure that this optional rule applies to you before choosing to suppress third
party sick pay.
Display Employees with Select to add an employee with no vouchers to the error log. This option is
No Earnings on Error List selected by default.
Zero Out Ohio Resident- Ohio local taxes are work-based and resident-based. Select this option to zero
Based Taxable Wages out the resident-based Ohio taxes. This option is selected by default.
Include Kentucky School Select to report Kentucky school taxes with local taxes in the MasterTax RTSEmployer Administration Guide © 2026 PrismHR 150 Chapter 5 W-2 Processing
Option Description
Tx with Local Tax in RTS file. Selecting this option does not change the taxes on the W-2c form itself.
File
Use PA Combined Select this option only if you are a service provider in the state of Pennsylvania
Monthly Filer PSD code in who is registered as a combined monthly filer and using an agency such as
Box 20 Keystone to collect and remit Earned Income Tax (EIT).
Enter the 2 digit PA Monthly Filer Tax Collection District Code. This will appear
in Box 20 of Form W-2c for the Earned Income Tax (EIT) for the state of
Pennsylvania.Click Create Forms to create W-2c records. You will receive the following warning:
• Click Yes to continue to create forms. A job control window opens
showing the progress. Upon completion, click Close to close the job
control window. You will receive an email notification regarding your
action. A sample email notification will state Create W-2 Forms for
Click Error Report to download errors if any in a .csv format. The following is a sample Error Report.
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Updates to Form W-2 build The State Income Tax Account Number on the
employee Form W-2 will now be pulled from the Client Details form or the
Employer Details form based on the tax deduction code, unless an
override exists on the Employer Details form on the SIT Rpt Entity field
for that state under the State Tax section. The State Income Tax Account
Number on the employee Form W-2 will be: • Client State Tax ID when: •
Tax deduction code set to report at Client Level and ER Details, State
is set to -select- or Client • Tax deduction code NOT set to report at
Client Level, but ER Details, State is set to Client • Employer State
Tax ID: • Tax deduction code NOT set to report at Client Level and ER
Details, State is set to -select- or Employer • Tax deduction code set
to report at Client Level, but ER Details, State is set to Employer
Note: If the State Tax ID is not available on the corresponding
reporting entity, the Form W-2 will not be built, and an error will
appear in the W2 Error Report stating State Employer ID not found for
Client #
Entering External W-2 Benefits Use the External W-2 Benefit Entry form to enter benefit premium amounts that are not tracked or calculated in PrismHR. When a user enters data and saves the form, the values are written to the employee’s W-2 register so that they can be shown on the employee’s W-2 form under box 12 code DD.
Note: Client Access Group Security is enabled on this form.
To enter external W-2 benefits: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under W-2 Processing, click External W-2 Benefit Entry. The External W-2 Benefit Entry page opens. 3. Fill in the form.
Option Description
Client ID Select the Client ID for whom external benefits are entered.
Employee ID Select the Employee ID for whom external benefits are entered.Employer Administration Guide © 2026 PrismHR 152 Chapter 5 W-2 Processing
Option Description
Report Class Select the Report Class for the type of benefits being entered (such as Medical
or Health).
Year Enter the year for the external benefits.
Month Enter the Month for the external benefits. Most customers enter the entire
year's premiums under one month.
Employer ID Enter one of more employers and the Externally Reported Premium for each
employer. The system supplies the employer name.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.
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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
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.Viewing the External W-2 Benefits Inquiry The Employee W-2 Benefit Inquiry form displays information about employee benefits that are administered outside of the system. Note: Client Access Group security is applied.
To view the external W-2 benefits inquiry: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under W-2 Processes, select External W-2 Benefit Inquiry. The External W-2 Benefit Classes page opens. 3. Fill in the form.
Option Description
Client ID Select the Client ID for the external benefits inquiry.
Employee ID Select the Employee ID for whom to display external benefits. Only employees of the
selected client are available for selection.
Year Enter the year for the external benefits.The system displays the following external benefit information for each selected employee for the specified year in the following columns: • Company • Employee • W-2 Class
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• Employer ID • Employer Amount • Total Amount • Year • Month
Updating Employee W-2 Records Update an employee’s W-2 data with Update Employee W-2 Forms. The employee wages are shown on the update W-2 and update W-2c forms without having to enter a client federal entity ID.
Note: This form does not use Client Access Group Security.
Open the Work Centers menu and select Work Centers|Tax > W-2 Processing.
Under W-2 Processes, select Update Employee W-2 Forms.
Update these fields as required.
Field Description Employer ID of the employer. SBEA Entity Optional field that only displays when Build W2s from Client Federal Tax Registers is enabled on the Global Configuration form. This is a client federal entity, who represents a client of your organization that is included in SBEA reporting. Employee ID of the employee this form pertains to. Tax Year Tax year for this W-2. W-2 Manually Updated This box is automatically checked when data is updated on the W-2 record. It is also used during the W-2 creation process to skip a W-2. Social Security Number Employee SSN in NNN-NN-NNNN format. First Name/Middle Initial/Last An employee’s first name, middle initial, last name, and Name/Suffix whatever suffix they use. For example, Jr for Junior. Street Address/City, State, Zip An employee’s street address, city, state, and zip code. Code Wages, tips, other compensation Total wages paid to an employee that are subject to federal income tax. Social Security Wages Total wages paid to an employee that are subject to social security tax.
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Field Description
Medicare Wages and Tips Total wages paid to an employee that are subject to Medicare
tax.
Social Security Tips Amount of tips reported to an employer that is subject to this
tax.
Nonqualified Plans State and local agencies should separately identify section 457
distributions in this box by using code "G".
Statutory Employee Check to print an X in this check box on the W-2 form.
Statutory employees report earnings on Schedule C, where
allowable expenses can be reported along with regular income.
Retirement Plan Check to print an X in this check box on the W-2 form. Check
the retirement plan box if an employee was an “active
participant” for any part of the year in a qualified pension,
profit-sharing, or stock-bonus plan.
Third-Party Sick Pay Check to print an X in this check box on the W-2 form. Third
party sick pay is an insurance disability benefit (payment) that
provides benefits to employees in place of lost wages due to
absences caused by an illness or a non-work related injury.
Federal Income Tax Withheld Total amount of federal income tax withheld.
Social Security Withheld Total amount of social security tax withheld.
Medicare Tax Withheld Total amount of Medicare tax withheld.
Allocated Tips Amounts an employer assigned to an employee in addition to
the tips reported.
Dependent Care Benefits Reports any dependent care amounts.
Box 12 These codes provide more information and determine if the
amount is income, such as health insurance premiums.
However, if any amount is gross income, it's already included in
W-2 Box 1. Each code is either a single or double letter code.
Enter a code and an amount. Detailed information on Box 12
codes can be found here.
Box 14 Other Use this box to report information such as state disability
insurance taxes withheld, union dues, health insurance
premiums deducted, and so forth. Enter a description and an
amount.
From tax year 2024, for both SBEA and Non-SBEA clients, the
YTD employee portion of the Vermont Child Care Contribution
(tax code 46-27) will be added to Box 14 on the Form W-2 and
Form W-2c generated by the system. This will report as VT CCCEmployer Administration Guide © 2026 PrismHR 156 Chapter 5 W-2 Processing
Field Description
with the dollar amount.
Box 15-17 Use this to report taxable earnings for a state and the amount
of income tax withheld. Includes the state's EIN code and the
UI number.
Box 18-20 Use this to report local wages and income tax for localities that
collect local taxes.
Benefits Inquiry
Benefit Companies Companies set up to report benefits on W-2s at the time this
form was generated for the current employee.
Benefit Plans Lists benefit plans and W-2 classes to be included on this form.
FSA Accounts FSA account types with match amounts being reported on W-
2s.
Client Inquiry - This section will only populate for tax year 2025 and onwards. When the Form W-
2 data is built on the Employer and the associated client information is added to the build, the
Client ID, Company Name, and Federal Taxable Wages will appear as read only on this new form.
This information cannot be edited by the user. If an employee is associated with multiple clients,
each client appears as a separate row with accurate federal taxable wage allocation. Only users
with permission to view/update employee Form W-2s can access the Client Inquiry section.
Client ID The client ID/s the employee is associated with.
Company Name The company names/s the employee is associated with.
Federal Taxable Wages The federal taxable wages of the employee for the client for
the tax year.Viewing the W-2 Record Change Log Track manual changes to a W-2 register with the W-2 Record Change Log form. You must have access to the Update Employee W-2 form to see the change log.
Note: This form does not use Client Access Group Security.
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Updating Employee W-2c Records You can update employee W-2c register data with this form. If an employee does not have a W-2c, the system displays a message that there is no W-2c record for the values entered and instead loads a W-2 record. The employee wages are shown on the update W-2 and update W-2c forms without having to enter a client federal entity ID.
Note: This form does not use Client Access Group Security.
To update this form: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under W-2 Processes, select Update Employee W-2C Forms. 3. Complete these fields as required:
Field Description
Employer ID of the employer.
SBEA Entity Optional field that only displays when Build W2s from Client
Federal Tax Registers is enabled on the Global Configuration
form. This is a client federal entity, who represents a client of
your organization that is included in SBEA reporting.
Employee ID of the employee this form pertains to.Employer Administration Guide © 2026 PrismHR 158 Chapter 5 W-2 Processing
Field Description
Tax Year Tax year for this W-2c.
Record This field shows you if you have already generated EFW2C
record for the employee or not. The following options are
available depending on the status of the EFW2C record for the
employee:
• 1 (Create New) - you need to create a EFW2C record for
this employee since none exists in the system - all fields In
the next section will be blank.
• 1 (Active) - a EFW2C record for this employee exists. If the
status of the file containing this employee EFW2C record is:
• Unsent - a EFW2C record for this employee exists but it
has not been submitted to the SSA - all fields in the
next section are pre-populated but cannot be edited.
• In Process - a EFW2C record for this employee exists
and it has been submitted to the SSA, but has not been
accepted yet - all fields in the next section are pre-
populated but cannot be edited.
• Accepted - a EFW2C record for this employee exists
and it has been submitted to the SSA, and has been
accepted - all fields in the next section are pre-
populated but cannot be edited.
• Rejected - a EFW2C record for this employee exists and
it was submitted to the SSA, but was rejected - all fields
in the next section are pre-populated and can be
edited.
• Regenerate - a EFW2C record for this employee was
submitted to the SSA but need to be updated and re-
submitted for some reason - all fields in the next
section are pre-populated and can be edited.
• Cancelled - a EFW2C record for this employee was
cancelled - all fields In the next section will be blank.
Social Security Number Employee SSN in NNN-NN-NNNN format.
First Name/Middle Initial/Last An employee's first name, middle initial, last name, and
Name/Suffix whatever suffix they use. For example, Jr for Junior.
Street Address/City, State, Zip An employee's street address, city, state, and zip code.
CodeEmployer Administration Guide © 2026 PrismHR 159 Chapter 5 W-2 Processing
Field Description
Wages, tips, other compensation Total wages paid to an employee that are subject to federal
income tax.
Social Security Wages Total wages paid to an employee that are subject to social
security tax.
Medicare Wages and Tips Total wages paid to an employee that are subject to Medicare
tax.
Social Security Tips Amount of tips reported to an employer that is subject to this
tax.
Nonqualified Plans State and local agencies should separately identify section 457
distributions in this box by using code "G".
Statutory Employee Enable this setting to print an X in this check box on the W-2c
form. Statutory employees report earnings on Schedule C,
where allowable expenses can be reported along with regular
income.
Retirement Plan Enable this setting to print an X in this check box on the W-2c
form. This box is checked if an employee was an “active
participant” for any part of the year in a qualified pension,
profit-sharing, or stock-bonus plan.
Third-Party Sick Pay Enable this setting to print an X in this check box on the W-2c
form. Third party sick pay is an insurance disability benefit
(payment) that provides benefits to employees in place of lost
wages due to absences caused by an illness or a non-work
related injury.
Federal Income Tax Withheld Total amount of federal income tax withheld.
Social Security Withheld Total amount of social security tax withheld.
Medicare Tax Withheld Total amount of Medicare tax withheld.
Allocated Tips Amounts an employer assigned to an employee in addition to
the tips reported.
Dependent Care Benefits Reports any dependent care amounts.
Box 12 These codes provide more information and determine if the
amount is income, such as health insurance premiums.
However, if any amount is gross income, it's already included in
W-2c Box 1. Each code is either a single or double letter code.
Enter a code and an amount. Detailed information on Box 12
codes can be found here.
Box 14 Other Use this box to report information such as state disabilityEmployer Administration Guide © 2026 PrismHR 160 Chapter 5 W-2 Processing
Field Description
insurance taxes withheld, union dues, health insurance
premiums deducted, and so forth. Enter a description and an
amount.
Box 15-17 Use this to report taxable earnings for a state and the amount
of income tax withheld. Includes the state's EIN code and the
UI number.
Box 18-20 Use this to report local wages and income tax for localities that
collect local taxes.
Benefits Inquiry
Benefit Companies Companies set up to report benefits on Form W-2c at the time
this form was generated for the current employee.
Benefit Plans Lists benefit plans and W-2c classes to be included on this
form.
FSA Accounts FSA account types with match amounts being reported on
Form W-2c.
Total The total amount of benefits plus the FSA match.EFW2 Exports This section explains how to build EFW2 export files.
Generating the Detroit EFW2 Download Create an EFW2 download file for the city of Detroit with this form. Detroit employees must have payrolls posted and W-2 data built.
Note: This form does not use Client Access Group Security.
To generate the Detroit EFW2 download: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under EFW2 & W-2 Exports > EFW2 EXPORTS, select Detroit EFW2 Download. 3. Enter a tax year for the W-2. 4. Enter an ID for the employer to limit analysis to 5. Click Accept to run the export process, and then Yes to continue. 6. Click Report to run a report for this process.
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Creating the EFW2 Download Create different types of electronic EFW2s to upload to federal, state, or local government agencies with the EFW2 Download form.
Note: This form does not use Client Access Group Security.
The Address tab on the Employee Details form populates the State field once you enter the ZIP Code field. However, you can change it manually. In case, the lower case is used for the State field, the EFW2 Download file used to pick up that lower case which resulted in filing failures. The same applies to the use of tilde in the employee’s name, etc. From now on, to avoid filing failures, the EFW2 and EFW2C Download file will: Will only accept any of the following; all other characters will be excluded: l o Uppercase letters (A-Z) (If the state is in proper case, the export will translate it to upper case) o Numbers (0-9) o Space o Hyphen (-) o Period (.)
To create the EFW2 download: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 1. Under EFW2 & W-2 Exports > EFW2 EXPORT, select EFW2 Download. 2. Select an export file type (SSA (Federal), State, Local). The screen displays different fields depending on the choice made. 3. Complete these fields as required:
Field Description SSA (Federal)
Tax Year Select a tax year. The Tax Year would be the year you are generating the tax form for. The Tax Year drop-down lists up to the current year and the following tax year. Submitter Enter the EFW2 Submitter ID. This can be set to DEFAULT if one submitter is used. For specific submitters, manually enter the ID or select it from the Submitter pop-up. Edit EFW2 Submitter Click the link to change the EFW2 submitter. The EFW2 Submitter Codes screen displays. See EFW2 Submitter Maintenance for more information on submitter codes.
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Field Description Submission Type Select a submission type. Options include: l Original EFW2C l EFW2C Resubmission using this Resubmission WFID (Wage File Identifier) - The WFID field is disabled unless this option is selected. Enter the ID displayed on the notice sent to you by the SSA. File Name The file name default is W2REP0RT.txt, to indicate this is a text file. If you rename the file, use the .txt extension. Shared FEIN Handling Handling options for employers with the same FEIN. Options are: l List Employers with the same FEIN under a single Employer l Individually list Employers with the same FEIN State Tax Year Select a tax year. The Tax Year would be the year you are generating the tax form for. The Tax Year drop-down lists up to the current year and the following tax year. Submitter Enter the EFW2 Submitter ID. This can be set to DEFAULT if one submitter is used. For specific submitters, manually enter the ID or select it from the Submitter pop-up. Edit EFW2 Submitter Click the link to change the EFW2 submitter. The EFW2 Submitter Codes screen displays. See EFW2 Submitter Maintenance for more information on submitter codes. State Select the state for this file. Once a state is selected, a Resubmit field appears if a file was previously submitted. Click to resubmit your file to the selected state. File Name The file name default is W2REP0RT.txt, to indicate this is a text file. If you rename the file, use the .txt extension. SSN Range (Indiana Only) Starting SSN - Starting Social Security Number in a range. Ending SSN - Ending Social Security Number in a range. Local Tax Year Select a tax year. The Tax Year would be the year you are generating the tax form for. The Tax Year drop-down lists up to the current year and the following tax year. Submitter Enter the EFW2 Submitter ID. This can be set to DEFAULT if one submitter is used. For specific submitters, manually enter the ID
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Field Description or select it from the Submitter pop-up. Edit EFW2 Submitter Click the link to change the EFW2 submitter. The EFW2 Submitter Codes screen displays. See EFW2 Submitter Maintenance for more information on submitter codes. Local EFW2 Code Local code for this EFW2. Select a code from the drop-down. File Name The file name default is W2REP0RT.txt, to indicate this is a text file. If you rename the file, use the .txt extension.
Creating the EFW2C Re-Submit Download The Social Security Administration (SSA) requires you to provide the previously reported or the corrected Form W-2c information in a specially formatted electronic file. Use this form to submit or resubmit the EFW2C data for your employees to the SSA for the current year or for a previous year.
Note: This form does not use Client Access Group Security.
The Address tab on the Employee Details form auto-populates the State field once you enter the ZIP Code field. However, you can change it manually. In case, the lower case is used for the State field, the EFW2 Download file used to pick up that lower case which resulted in filing failures. The same applies to the use of tilde in the employee’s name, etc. From now on, to avoid filing failures, the EFW2 and EFW2C Download file will: Will only accept any of the following; all other characters will be excluded: l o Uppercase letters (A-Z) (If the state is in proper case, the export will translate it to upper case) o Numbers (0-9) o Space o Hyphen (-) o Period (.)
To create the EFW2C Re-Submit download: 1. On the Work Centers panel, under Tax click W-2 Processing. Under EFW2 & W-2 Exports, under EFW2 EXPORTS click EFW2C Download and Maintenance. 2. Complete these fields as required:
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Field Description
Create EFW2C Export Tax Year Select a tax year. The year selected determines the EFW2 program in use. Submitter Enter the EFW2 Submitter ID. This can be set to DEFAULT if one submitter is used. For specific submitters, manually enter the ID or select it from the Submitter pop-up. Edit EFW2 Submitter Click the link to change the EFW2 submitter. The EFW2 Submitter Codes screen displays. See EFW2 Submitter Maintenance for more information on submitter codes. Submission Type Select a submission type. Options include: l Original EFW2C - This is default option once you arrive on this form. Use this option generate the file when you want to submit an employee’s Form W-2c data for the first time to the Social Security Administration. l Regenerate Processed EFW2C Export - Select this option if you want to regenerate an existing file (the original submission had errors or did not get submitted correctly for some reason) to re-submit an employee’s Form W-2c data to the Social Security Administration. Once you select this option, a drop-down field appears listing all the files having a Status of Regenerate on the Generated EFW2C Files grid below. File Description This is not a mandatory field. However, you may choose to provide a file name here to identify a particular file better. This file name will appear under the Description field in the grid below for the corresponding system generated Filename. If you name/rename a file, use the .txt extension.
Generated EFW2C Files This section will only appear for Tax Year 2024 and beyond. This grid lists all the batches of EFW2C download files generated for the selected tax year and other parameters selected on this form. Only the first four files will be display in the grid. If there are more, you need to scroll down. This grid has the following columns: Filename This is a system generated file name for a batch. Description The file description entered on the Filename field above. It will be blank if nothing was entered. Status Displays the current status of the file. If you want to change the
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Field Description status of a file, click the status of that file to open the Edit EFW2C File Status form for that file and edit the status. For example, once you have submitted an unsent file to the Social Security Administration, you may want to change the status of that file from Unsent to In Process. A file will have one of the following statuses: • Unsent - Once you click Create Export File to generate a file for a batch for the first time for an original EFW2C submission, it will be listed as Unsent in the grid with a new file name. Using the Update Employee W-2C Forms form, you cannot edit information for any employee on this file. • In Process - A file that has been submitted to the Social Security Administration but is yet to be accepted by them. You can enter the Receipt ID received for that file submission on the Edit EFW2C File Status form for that file. Using the Update Employee W-2C Forms form, you cannot edit information for any employee on this file. • Accepted - A file that was submitted successfully to the Social Security Administration and accepted by them. Using the Update Employee W-2C Forms form, you cannot edit information for any employee on this file. • Rejected - A file that was rejected upon submission by the Social Security Administration. Using the Update Employee W-2C Forms form, you can edit information for any employee on this file, and the values will be pre-populated for that employee. • Regenerate - A file that was regenerated prior to submission to the Social Security Administration. Using the Update Employee W-2C Forms form, you can edit information for any employee on this file, and the values will be pre-populated for that employee. • Cancelled - A generated file that is not currently under submission the Social Security Administration and cancelled owing to some reason. Using the Update Employee W-2C Forms form, you can edit information for any employee on this file. However,
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Field Description you will need to re-enter all the values since all the fields will be blank for that employee. WFID The unique Wage File Identifier on the notice sent to you by the Social Security Administration for every initial submission. Ver When a EFW2C batch is initially created, this will be version 1. If the file is then cancelled and regenerated, the original version 1 will be replaced with version 2 and so on. Create Date The date when this batch was first created. Create Time The time when this batch was first created. Last Modified on The date when this file was last modified.
Edit EFW2C File Status Use this form to change/update the Status of the EFW2C download file in the Generated EFW2C Files grid on the EFW2C Download and Maintenance form. The Status of the EFW2C download file in the Generated EFW2C Files grid on the EFW2C Download and Maintenance form reflects the current Status of the file. Depending on your external processes, use this form to change/update the Status of the EFW2C download file along the life cycle of the file. For example, once you generated a download file, it will be in the Unsent status. Once you submit it to the SSA you will need to change the Status to In-Process. Click any Status on the Generated EFW2C Files grid on the EFW2C Download and Maintenance form to open this form for that particular download file. The following fields will be read only on this form: • Tax Year • Submitter ID • File Name • File Description • Status - You can change/updated the current Status (shown in parenthesis) using the drop-down to one of the following options: • In Process - Select this option once you have submitted the file to SSA. You have the option to enter/update the Receipt ID for that file. On the Update Employee W-2C Forms form, you can view the EFW2C data for this employee but you cannot edit it. • Accepted - Select this option once SSA has accepted your download file submission. On the Update Employee W-2C Forms form, you can view the EFW2C data for this employee but you cannot edit it.
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• Rejected - Select this option once SSA has rejected your submission of the download file. You have to
enter/update the Resubmission WFID for that file.
• Regenerate - Select this option once you need to regenerate a download file with corrected data. On the
Update Employee W-2C Forms form, you can view the EFW2C data for this employee and you can edit
it.
• Cancelled - Select this option once you need to cancel a download file and want to redo the data. On the
Update Employee W-2C Forms form, you can view the EFW2C data for this employee will be blank and
you will need to fill in from the scratch..• New File Description - You can also change/update the file description using this field. Click Save to save the changes made on this form so that it reflects correctly on the Generated EFW2C Files grid on the EFW2C Download and Maintenance form. If you do no wish to save the changes, then you can close this form using the Close button on the top right of this form.
3rd Party W-2 Export Files This section explains how to build EFW2 export files.
Creating the EES Puerto Rico W-2 Export Generate files to upload to the EES for Puerto Rican employees with the EES Puerto Rico W2 Export form.
Note: This form does not use Client Access Group Security.
To generate the EES Puerto Rico W-2 Export files: 1. On the Work Centers panel, click Tax > W-2 Processing > EFW2 & W-2 Exports > 3RD-PARTY W-2 EXPORT FILES > EES Puerto Rico W-2 Export. This message displays: Box 16 and remuneration are not currently supported in PrismHR and must currently be hand keyed onto the file, as necessary. 2. Click OK. 3. Complete these fields as required:
Field Description
Year Enter the tax year for this W-2.
Use SSN or EEID in Field3 Enter the Social Security Number or Employee ID in Field 3.
Use DOB or PIN in Field4 Enter the date of birth or employee PIN in Field 4.
Exclude Clients Displays a grid where you can specify clients to exclude from
the report by clicking the Company ID link and then selecting
the client from the list that opens. The Company ID and
Company Name are shown in the grid. Click + or - to add orEmployer Administration Guide © 2026 PrismHR 168 Chapter 5 W-2 Processing
Field Description
delete rows from the grid.
Exclude Electronic W2 Employees? Click to exclude employees that receive electronic W-2s.
Employee ID Prefix Enter a prefix to an employee ID, such as a database account
prefix.
Print client ID in the sort field Select Yes to print the client ID in the sort field.
(Position 52)Creating the EES Security File Download Use the EES Security File Download option to create a file that is uploaded to third party providers who use it to set up employee records in their systems. After this file is imported, the system imports a different file that contains the employee W-2 information.
Note: This form does not use Client Access Group Security.
To create the EES security file download: 1. On the Work Centers panel, click Tax > W-2 Processing > EFW2 & W-2 Exports > 3RD-PARTY W-2 EXPORT FILES > EES Security File Download. 2. From Employer|Change, select EES Security File Download. The system displays the following message: Please be sure to use the same EEID/SSN entry that you used for the W-2 and 1099 downloads. 3. Click OK to dismiss the message. The EES Security File Download page opens. 4. Fill in the form.
Option Description
Year Enter the 4-digit year for the import.
Employer ID Select the Employer ID for each employer to whom the analysis should
be limited.
Use SSN or EEID in Field2 Select Social Security Number or Employee ID to print in Field 2. You
cannot select the same value in Field 2 and Field 3.
Use SSN or EEID in Field3 Select Social Security Number or Employee ID to print in Field 3. You
cannot select the same value in Field 2 and Field 3.
Use DOB or PIN in Field4 Select Date of Birth or Employee Pin to print in Field 4.
Exclude client Select one or more clients to exclude from the download or leave
blank to include all clients.Employer Administration Guide © 2026 PrismHR 169 Chapter 5 W-2 Processing
Option Description
Exclude Electronic W2 Employees Select this option to exclude electronic W-2 employees from the
download. Leave the option cleared if you do not want to exclude
electronic W-2 employees.
Employee ID Prefix Enter an optional employee ID prefix, such as a database account
prefix, or leave blank if you do not want to use a prefix.Creating the EES Virgin Islands W-2 Export Generate Common Interest Company (EES) files for Virgin Island employees with the EES Virgin Islands W2 Export form. The Virgin Islands file format differs from a standard W-2, so there is a separate menu to generate these files.
Note: This form does not use Client Access Group Security.
To generate the EES Virgin Islands W-2 Export files: 1. On the Work Centers panel, click Tax > W-2 Processing > EFW2 & W-2 Exports > 3RD-PARTY W-2 EXPORT FILES > EES Virgin Islands W-2 Export. 2. Complete these fields as required:
Field Description
Year Enter the tax year for this W-2.
Use SSN or EEID in Field3 Enter the Social Security Number or Employee ID in
Field 3.
Use DOB or PIN in Field4 Enter the date of birth or employee PIN in Field 4.
Exclude Electronic W2 Employees? Click to exclude employees that receive electronic W-
2s.
Employee ID Prefix Enter a prefix to an employee ID, such as a database
account prefix.
Print client ID in the sort field (Position 2) Select Yes to print the client ID in the sort field.Employer Administration Guide © 2026 PrismHR 170 Chapter 5 W-2 Processing
Creating the EES W-2 Export Generate a file that contains data from an employee’s W-2 register with the EES W-2 Export form. This file is then uploaded to EES (third party) and EES prints and mails out W-2s for the PEO.
Note: This form does not use Client Access Group Security.
To create the EES W-2 Export file: 1. On the Work Centers panel, click Tax > W-2 Processing > EFW2 & W-2 Exports > 3RD-PARTY W-2 EXPORT FILES > EES W-2 Export. 2. Complete these fields as required.
Field Description W-2 Tax Year 4-digit tax year for a W-2. Employer ID/Employer Name ID of the employer for a W-2. The employer name fills in once an ID is entered or selected. You can enter multiple employers in this field. Use SSN or EEID in Field2/Field3 Prints the SSN or EEID in Field 2 and 3. If the SSN is selected for one of these fields, you can select EEID to print in the other field. Use DOB or PIN in Field4 Prints the date of birth or Employee PIN in Field 4. Exclude client Excludes a client from the download file. Enter the client ID to exclude, or leave this field blank. Employee ID Prefix Optional: Add an employee ID prefix, such as a database account prefix. Exclude Electronic W-2 Employees Enable this to exclude employees who receive electronic W-2s. Exclude Puerto Rico Employees Enable this to exclude employees from Puerto Rico. Exclude Virgin Island Employees Enable this to exclude employees from the Virgin Islands. Add the Client Name as Employer Enable this to include the client name as the employer Name Line 2 name on Line 2. Print Client ID in the sort field Enable this to print the client ID in the sort field. (Position 2)
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Generating the PRPay W-2 Export Create a text file you can upload to the PRPay W-2 system with the PRPay W-2 Export form. Puerto Rico employees must have payrolls posted and W-2 data built.
Note: This form does not use Client Access Group Security.
To generate the PRPay W-2 Export file: 1. On the Work Centers panel, click Tax > W-2 Processing > EFW2 & W-2 Exports > 3RD-PARTY W-2 EXPORT FILES > PRPay W-2 Export. 2. Enter a tax year for the W-2. 3. Click Accept to run the export process, and then Yes to continue. 4. Click Report to run a report for this process.
Creating the BDS/SOLV W-2 Export Note: This form does not use Client Access Group Security.
PrismHR partners with both BDS and SOLV for printing and mailing of employee W-2 forms. If you are using either of these third-party vendors, you will need to generate the file out of PrismHR using the BDS/SOLV W-2 Export menu.
To create the BDS/SOLV W-2 export: 1. Open the Work Centers menu and select Work Centers|Tax > W-2 Processing. 2. Under EFW2 & W-2 Exports > 3RD-PARTY W-2 EXPORT FILES, select BDS/SOLV W-2 Export 3. Enter a tax year. 4. Select or enter an Employer ID to which you want to limit analysis. The Employer Name is filled in. 5. Select or enter an Employee Status to limit to employees with a specific status. 6. Click Accept.
W-2 Reporting This section explains how to perform W-2 reporting tasks.
Running the W-2 Forms Needed Report The Employee W-2 Forms Needed Report provides a list of the number of W-2 forms that need to be completed for a specified year and employer. Employees that receive an electronic Form W-2 are not included in the report, since your organization does not need forms for those employees.
Note: This form does not use Client Access Group Security.
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To Running the W-2 Forms Needed report: 1. On the Work Centers panel, select Tax > W-2 Processing > W-2 Reporting > Employee W-2 Forms Needed. 2. Enter a tax Year. 3. Select an Employer ID. 4. Click Run. When complete, the report is displayedSee Viewing the Job Control Status Report on page 62 You can download the report in XLS format by clicking the XLS link.
Running the External Benefits W-2 Report This report includes information about payments for external benefit that are included on the W-2 form. The report contains columns that provide the following information: • Company • Employee ID • W-2 Class (such as Health or Gym) • Employer ID • Employer Amount • Total Amount • Year • Month • Entity ID
Note: This form does not use Client Access Group Security.
To generate the External Benefits W-2 report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > External Benefits W-2 Report. 2. To limit the report to a single client, click Client ID and select a client. To include all companies in the report leave the Client ID blank. 3. Select the Year for the report. 4. Click Process. When complete, the report is displayed. You can download the report in XLS format by clicking the XLS link.
Running the W-2 Audit Report Use this report to list all manual entries made to employee W-2s.
Note: This form does not use Client Access Group Security.
To Running the W-2 Audit report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Audit Report.
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Complete these fields as required:
Field Description Employer ID Click the link to select an employer. For each employer, the list shows the Employer Name, and Employer Name. If left blank, the report runs for all employers. Client ID Select a client from the Select Client selector. The list shows the Client ID, Client Name, Legal Name, Service Type, Employer, and Status. You can filter the list by Client ID or Client Name, Service Type, Status, or Employer. If left blank, the report runs for all clients. Tax Year Select a tax year from the list.
Click Run. When complete, the report is displayed. You can download the report in XLS format by clicking the XLS link.
Building the Employee W-2 Box 12 Report Use this form to build a W-2 Box 12 Report for an employee.
Note: This form does not use Client Access Group Security.
To build the Employee W-2 Box 12 report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Box 12 Report. 2. Complete these fields as required:
In this field Enter this
Tax Year The year for the download. Required field.
Employer The specific employer for the download. Click to open the Employer look-up. If left
blank, it displays all employers.
Employee The specific employee for the download. Click to open the Employee look-up. If left
blank, it displays all employers.Running the W-2 Box Report Use the W-2 Box Report form to display the values reported in each box of the employee’s Form W-2. You can run this report at the employer or client level.
Note: This form does not use Client Access Group Security.
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To run the W-2 Box report: 1. On the Work Centers panel, select Tax > W-2 Processing > W-2 Reporting > W-2 Box Report. 2. Complete these fields as required:
Field Description
Employer ID Limits the report to a specific employer.
Client ID Limits the report to a specific client.
Last Name The employee's last name.
Tax Year Year in which the report is being run.
Zip Code Above or Equal To Five digit zip code for an employee that is above or equal to a
specific value.
Zip Code Below or Equal To Five digit zip code for an employee that is below or equal to a
specific value.
Box 12 Code The code for the amount to be reported in Box 12 of the
Federal W-2 form. (Note: You can select a one-character or
two-character alphabetic code.)Note: When you withhold federal and/or state income tax for W-8 employees, this data for the W-8 employees will be omitted from the W2 and W2C builds. Consequently, this report in PrismHR will not include data for W-8 employees.
Building the W-2 Count by Client Report Use this form to build a W-2 Count by Company report.
Note: This form does not use Client Access Group Security.
To run the W-2 Count by Client report: 1. On the Work Centers panel, select Tax > W-2 Processing > W-2 Reporting > W-2 Count by Company. 2. Select a Tax Year. 3. Click Run. When complete, the report is displayed. You can download the report in XLS format by clicking the XLS link.
Running the W-2 Detail Report This form displays the totals of tax amounts and tax basis for Federal, State, and Local taxes.
Note: This form does not use Client Access Group Security.
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To run the W-2 Detail report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Detail Report. 2. Complete these fields as required:
Field Description
Employer ID Limits the report to a specific employer.
Client ID Limits the report to a specific client.
Tax Year Year in which the report is being run.
State Filters a list of employees that had wages for the selected state.
Zip Code Above or Equal To Five-digit zip code for an employee that is above or equal to a
specific value.
Zip Code Below or Equal To Five-digit zip code for an employee that is below or equal to a
specific value.
Box 12 Code The code for the amount to be reported in Box 12 of the federal
W-2 form. This code is two alpha characters only.Note: When you withhold federal and/or state income tax for W-8 employees, this data for the W-8 employees will be omitted from the W2 and W2C builds. Consequently, this report in PrismHR will not include data for W-8 employees.
Running the W-2 Local Detail Report The W-2 Local Detail Report provides information about state and local taxes paid by a specified client, state, and year. The report displays information in the following columns: • Employee Name, Address, City, State, Zip Code • Social Security Number • Gross Earnings • Federal Taxable/Withheld • OASDI Taxable/Withheld • Medicare Taxable/Withheld • State • State Taxable • State Withheld • Locality
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• Local Taxable • Local Withheld
Note: This form does not use Client Access Group Security.
To run the W-2 Local Detail report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Local Detail Report. 2. Complete these fields as required:
Field Description
Employer ID When you select the client's employer, the system displays the
Employer ID and Name.
Client ID When you select the client ID, the system displays the name of
the client for whom the report will be generated.
Tax Year Year for which the report is run. The default is the current year.
State Code The state of which the client is a resident.
Local Tax Authority ID The local tax authority for the area where the client resides (if
any).
Zip Code Above or Equal To Five digit client zip code that is above or equal to a specific
value.
Zip Code Below or Equal To Five digit client zip code that is below or equal to a specific
value.
Box 12 Code Code for the amount to be reported in Box 12 of the federal W-
2 form. This code is two alpha characters only.Running the W-2 Reconciliation Report Social Security’s Old-Age, Survivors, and Disability Insurance (OASDI) program limits the amount of earnings subject to taxation for a given year. The W-2 Reconciliation Report compares OASDI with Medicare to determine whether the wage data processed by the SSA was less than the amount reported to the IRS. If the wage data is different, the SSA assumes that the processed earnings are incorrect.
Note: This form does not use Client Access Group Security.
To run the W-2 Reconciliation report: 1. On the Work Centers panel, select Tax > W-2 Processing > W-2 Reporting > W-2 Reconciliation Report. 2. Select an Employer ID from the selector that opens.
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Running the W-2 Verification Report The verification code is a 16-digit code found on Form W-2. Taxpayers and tax professionals enter the code when prompted by the electronic tax return. The Verification Code helps to verify the accuracy of the wage and income information and verify the taxpayer and employer.
Note: This form does not use Client Access Group Security.
To run the W-2 Verification report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Verification Report. 2. Complete these fields as required:
Field Description
Employer ID Limits the report to a specific employer.
Employee ID Limits the report to a specific employee.
Year Year for which the report is being run.Running the W-2c Box Report Use the W-2c Box Report to change the values reported in each box of the employee’s Form W-2. You can run this report at the employer or client level.
Note: This form does not use Client Access Group Security.
To run the W-2c Box report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2C Box Report. 2. Complete these fields as required:
Field Description
Employer ID Limits the report to a specific employer.
Client ID Limits the report to a specific client.
Last Name The employee's last name.Employer Administration Guide © 2026 PrismHR 178 Chapter 5 W-2 Processing
Field Description
Tax Year Year in which the report is being run.
Zip Code Above or Equal To Five digit zip code for an employee that is above or equal to a
specific value.
Zip Code Below or Equal To Five digit zip code for an employee that is below or equal to a
specific value.
Box 12 Code The code for the amount to be reported in Box 12 of the federal
W-2 form. This code is two alpha characters only.Hi Running the W-3 Totals Report The IRS and SSA use Form W-3 to track the wages, salary, commission, tips, and other compensation employers pay throughout the year.
Note: This form does not use Client Access Group Security.
To run the W-3 Totals report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-3 Totals Report. 2. Complete these fields as required:
Field Description
Tax Year Year this report is based on.
Employer ID Employer this report is based on. Leave blank for all
employers.
Reporting Option Select from one of these reporting options:
• All employees including US territory residents (the
default)
• All employees excluding US territory residents
• US territory residents only
Output Options Note: These options only display if the Global
Configuration option, "Build W2s From Client Federal Tax
Registers", is enabled.
Select one of the following output options:Employer Administration Guide © 2026 PrismHR 179 Chapter 5 W-2 Processing
Field Description
• Report Employer Totals - This is the default option. Use
this option to report a combined total of all data
reported on the Form W-2s for the selected employer
for the year.
• Report Employer | Client Federal Entity Totals - This
option will only appear if the selected employer has
Form W-2 data that was built by Client Federal Entity
register. If the selected employer is not a certified PEO
and therefore has no CFE register, then this options will
be disabled. This will produce the same format of a
report with the addition of the client federal entity
breakout.W-2 Setup Reports This section describes the W-2 Setup reports.
Running the Benefit Plan W-2 Reporting Status Report This report provides information about the W-2 reporting status for your organization’s benefit plans. You specify whether the report includes only plans that are reported, only plans that are not reported, or both benefit plans that are reported and those that are not reported
Note: This form does not use Client Access Group Security.
To run the Benefit Plan W-2 Reporting Status report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Reporting > W-2 Setup Reports > Benefit Plan W-2 Reporting Status. 2. In Is Benefit Plan Reported on W2? select one of the following options: • Yes - The report includes only benefit plans that are reported. • No - The report includes only benefit plans that are not reported.
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• Both - The report includes both benefit plans that are reported and those that are not reported.W-2 Setup This section explains how to perform W-2 setup tasks.
Setting Up Benefit Plans for the W-2 Form Use the W2 Benefit Plan Setup form to specify the types of group benefit plans to display under box 12 on the employee’s W-2 form.
Note: This form does not use Client Access Group Security.
To set up the benefit plans to display on the W-2 form: 1. Open the Work Centers menu. Under Work Centers|Tax, click W-2 Processing. 2. Under W-2 Setup, click W2 Benefit Plan Setup. The W2 Benefit Plan Setup page opens. 3. Complete the form.
Insurance Class Select Yes or No in the Include column to specify whether to include each
class. (The system uses a fixed list of insurance classes, which cannot be
edited.)
Report on W2 Equals Select Yes to show plans currently set up to report on W-2s. Select No to
show plans currently set up to not report on W-2s. Select Both to show all
plans to report on W-2s.
Payee ID Equals If you only want to display plans for a specific payee, enter the payee ID here.
Otherwise, leave this field blank.
Sort Benefit Plans By Select Plan ID or Description to specify how to sort benefit plans.Employer Administration Guide © 2026 PrismHR 181 Chapter 5 W-2 Processing
Note: When a list has multiple pages, the Set All To Yes, Set All To No, and Save functions apply to all pages
in the list, not just to the page that currently displays.W-2 Parameter Setup
Suppressing Client W-2 Benefits Use the Client W2 Benefit Suppression form to specify which healthcare premiums are reported for selected clients on the W-2 form using code DD.
To suppress client W-2 benefits for selected clients: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Setup > Parameter Setup > Client W-2 Benefit Suppression. 2. Complete the form.
Option Description
Method for limiting Select Exclude to suppress reporting healthcare premiums on Box 12 for all
clients in the list.
Select Include to only allow healthcare premiums to appear in Box 12 for the
clients in the list.
By default, the Create W-2 process includes healthcare premiums to appear on
Box 12 for all clients.
Client ID Select each client for whom you want benefits to be included or excluded.Creating EFW2 Submitter Codes For EFW2 files, the first record is the RA record that requires submitter information. Since this data is not specific to an employer or individual user, you must manually enter the submitter information in the EFW2 Submitter Codes form. The Social Security Administration (SSA) requires that all Employers be reported in one file, with exceptions. If you believe you have an exception and want to limit the export file to specific Employers, add them to the list in the Employer List Maintenance section.
Note: This form does not use Client Access Group Security.
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To create EFW2 submitter codes: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Setup > Parameter Setup > EFW2 Submitter Codes. The EFW2 Submitter Codes page opens. 2. Enter or select the Submitter ID. If only one submitter is used accept DEFAULT. Otherwise select the specific submitter. 3. Make any necessary changes to the information that the system supplies based on the Submitter ID.
Option Description
Submitter Name The name of the company that is reporting the annual W-2 wages.
Submitter EIN The submitter's Employer Identification Number.
Location Address The submitter's location address (Attention, Suite, Room Number, and
so forth).
Delivery Address The submitter's delivery address (Street or Post Office Box).
City The submitter's city address.
State The submitter's 2-digit state address.
Zip Code The submitter's zip code, inclulding the 4-digit zip code extension if
applicable.
Contact Name The name of the person that the SSA should contact concerning
processing problems.
Telephone The contact's telephone number, including the area code. Include the
extension number if applicable.
Email The contact's email address.
Fax The contact's fax number, including the area code.
Preferred Contact Method Email or Postal Service.
Personal Submitter PIN The personal identification number assigned to the employee who is
authorized to submit this file.
Employer List Maintenance If you want to limit the export file to specific Employers, add them to
the list by clicking the Employee ID link.Setting Up External W-2 Benefit Classes Use the External W2 Benefit Classes form to set up the benefit reporting classes to use when manually entering or importing external benefit data for the employee’s Box 12 DD codes.
Note: This form does not use Client Access Group Security.
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To set up external W2 benefit classes: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Setup > Parameter Setup > External W2 Benefit Classes. The External W-2 Benefit Classes page opens. 2. Select one of the following options: • To add a class, click + or > to create a blank row and then enter the name of the class. • To edit the name of a class, select the row and then type the new name over the existing name. • To delete a class, click X in the corresponding row. 3. Click Save.
Maintaining Local EFW2 Codes EFW2 is a type of format that employers and payroll providers use to report W2 forms electronically with the SSA (Social Security Administration) and state and local governments. Each year, the SSA updates the W-2 electronic filing instructions through the EFW2 specification. Use the Local EFW2 form to generate and store local EFW2 codes. These codes are assigned to the tax authority for local government and used to build the W-2 registers. The codes are then used in the EFW2 build process to denote which taxes for the applicable tax authority should be included on the EFW2 that is sent to the local government. You can view, add, and delete codes.
Note: This form does not use Client Access Group Security.
To maintain local EFW2 codes: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Setup > Parameter Setup > Local EFW2 Codes. The Local EFW2 Codes page opens. One column shows the list of codes and the other column shows the description of each code. 2. Select one of the following options: • To insert a blank row above the selected row, click > at the beginning of the row and then enter the code and description in the new row. • To insert a blank row at the end of the list, click + at the top of the list and then enter the code and description in the new row. • To delete a code, click X at the beginning of the row. The system deletes the row. 3. Click Save.
Form W-2 FSA Account Type Reporting Determine the FSA plans you want to report on Form W-2 Box 12.
Note: This form does not use Client Access Group Security.
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To determine the plans to report: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Setup > Parameter Setup > W-2 FSA Account Type Reporting. 2. Review the Plan IDs. 3. Select Yes for each Plan ID you want to report on the W-2. 4. Click Save.
W-2 Printing This section explains how to perform W-2 printing tasks.
Printing Employee W-2 Forms You can print all Forms W-2 together or specify ones printed to a particular group by setting certain criteria. Note: Client Access Group security is not enabled on this form. To access this form, click Work Centers. In the Work Centers|Tax section, click W-2 Processing, then click Print W-2 Forms.
To print W-2 forms for employees: 1. Complete the following fields:
Field Name Description Tax Year Select the tax year to be processed. The default tax year will the prior year based upon today’s date. Create Forms By Select if you want to generate Form W-2 for employees for: • Employer: Select this option if you want to print Form W-2 for employees for certain employers. Enter the employer IDs here or click the Employer ID link and select the employers from the Select Employer dialog box. • Client: Select this option if you want to print Form W-2 for employees for certain clients. Enter the client IDs here or click the Client ID link and select the clients from the Select Client dialog box. • All (default)
Employees This field is optional. If you want to restrict generating Form W-2 for certain employees, enter them here or click the Employee ID link and select them from the Select Employee dialog box. Leave this field blank to generate Form W-2 for all employees as per selection above.
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Field Name Description Form Type Select the form type that you want to print from the following options: • S – Simplex, Four (4 panes per employee per page) • D – Duplex, Four • L – Legal Size, Simplex, Four • LB – Legal Size, Simplex, Four • E – Simplex, Four (1 pane per employee per page) • T – Simplex, Two • TS – Simplex, Two (TS) • TA – Simplex, Two (copy A) • GHF – LB Custom Legal Size, Simplex, Four • SPDF - Simplex, Four-Up, Not Self-Mailer PDF • LBPDF - Legal Size, Simplex, Four-Up, Self-Mailer with address panel on bottom
Note:
When SPDF or LBPDF is selected, W-2 forms are generated as fillable PDFs
and made available for download from W-2 Processing > W-2 Reporting >
W-2 Reports. Existing electronic W-2 suppression logic continues to apply.
The W2 batch download process has been enhanced to support larger data
sets. Starting in 2025 you have the ability to suppress the instruction page
when generating the W2 batch.
Customers who print and mail Form W-2s in-house will have an enhanced
process for 2026 tax year reporting. To reduce challenges reported by
alignment and printer settings, PrismHR will now print the complete 4
quadrant Form W-2 which should be used on Blank W2 stock to replace the
prior 4-Quad W2 stock. This blank W2 stock produces the IRS instructions
and has 4 blank perforated sections that will print directly fromPrismHR.
Customers who will be printing Form W-2 in house in 2026 are encouraged
to review the enhanced 2025 Form W-2 formats for alignment, data
formatting, and functionality prior to printing 2026 Form W-2s at year end.
This new functionality currently has the following known issues which will
be resolved in an upcoming release prior to Q4.
• Printing Form W-2 should ignore electronic Form W-2 employees
unless using the reprint - include electronic option – this currently does
not work.
• Box 14 does not adjust the font size when words fit outside the boxEmployer Administration Guide © 2026 PrismHR 186 Chapter 5 W-2 Processing
Field Name Description and instead cuts off at the box line - this will be fixed. • Control number prints but does not start at 1 and instead starts at 2, this also affects the sort which does not work. • Reprint - Reissued statement does not appear. • When sorting by any option other than name, the generated zip file references the alpha range for names. The 2025 PDF forms have been added to support the current development towards the new 2026 Form W-2 format. Please note the following process change if testing the 2025 W2 PDF forms: • Do not rebuild Form W-2 data as this will reset already processed Form W-2 data • Print W-2 Forms: • Print W2 Form Type S or LB (previously supported format) before printing new PDF form type • Print W2 Form Type SPDF or LBPDF When printing the new PDF form type, if previously supported format is not printed first an error will appear “No W2 Forms selected”. This will be resolved for 2026 Form W-2 year-end printing. Sort Field Select one of the sort fields from the following options: • SSN (Default) • Employer • Name • Client • Zip Code
Control Prefix Enter a three-character code that will prefix each of this batch’s control numbers. Mask SSNs By default, this box is unchecked. Check this box if you want to mask the social security number of the employees on Form W-2. Use Employer Print Name? By default, this box is unchecked. Check this box if you would like to use the Employer Print Name as it appears on the Employer Master Record.
Selection & Print Filters
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Field Name Description Status Classification This field is optional. Leave this field blank to print Form W-2s for all status class of employees. If you want to print Form W-2s for a specific status class of employees, select the status class following options: • Active • Leave • Terminated
Client Category This field is optional. Leave this field blank to print Form W-2s for all client categories. If you want to print Form W-2s for a specific client category, enter it here or click the Client Category link and select it from the Select Categories dialog box. Zip Code Range This field is optional, but will allow multiple print routines to run at the same time. This is usually used with the Zip Code sort field option, if selected above. • From: Enter the beginning zip code to process. • To: Enter the ending zip code to process. The ending zip code should be greater than or equal to the beginning zip code.
Limit By State This field is optional. Leave this field blank to print Form W-2s for employees from all applicable states. If you want to limit printing Form W- 2s for employees for certain states, enter them here or click the State Code link and select the states from the Select States dialog box. The State Name will auto populate based on the selection made. Limit By Local Tax Authority Important: To use this setting, you must specify both the Tax Authority ID and the Tax ID. Specifying only the authority ID may not produce the desired effects.
This field is optional. Leave this field blank to print Form W-2s for
employees from all applicable local tax authorities. If you want to limit
printing Form W-2s for employees for certain local tax authorities, enter
them here or click the Tax Authority ID link and select the local tax
authorities from the Select Tax Authority ID dialog box. The State Code and
the Authority Description will auto-populate based on the selection made.Employer Administration Guide © 2026 PrismHR 188 Chapter 5 W-2 Processing
Field Name Description Limit By Tax Identifier Important: To use this setting, you must specify both the Tax Authority ID and the Tax ID. Specifying only the authority ID may not produce the desired effects.
This field is optional. Leave this field blank to print Form W-2s for
employees from all applicable tax identifiers. If you want to limit printing
Form W-2s for employees for certain tax identifiers, enter them here or
click the Tax Identifier ID link and select the tax identifiers from the Select
Tax Identifier ID dialog box. The Tax Identifier Description will auto-
populate based on the selection made.Print Only Select Tax Codes States This field is optional. Leave this field blank to print Form W-2s for all applicable states. If an employee has multiple states on their Form W-2s and if you want to you want to refine the selection to print Form W-2s for only certain states, enter them here or click the State Code link and select the states from the Select States dialog box. The State Name will auto populate based on the selection made. Local Tax Authorities This field is optional. Leave this field blank to print Form W-2s for all applicable local tax authorities. If an employee has multiple local tax authorities on their Form W-2s and if you want to you want to refine the selection to print Form W-2s for only certain local tax authorities, enter them here or click the Tax Authority ID link and select the local tax authorities from the Select Tax Authority ID dialog box. The State Code and the Authority Description will auto-populate based on the selection made. School District This field is optional. Leave this field blank to print Form W-2s for employees from all applicable school districts. If you want to limit printing Form W-2s for employees for a particular school district, select the appropriate state from the following options and enter the school district number: • Ohio • Kentucky • Pennsylvania
PSD Code This field is optional. If you want to limit printing the Form W-2s for employees from a particular political subdivision for the state of Pennsylvania, enter the six-digit numeric PSD Code for the PA PSD Locality here.
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Field Name Description
Reprint Settings Mark as Reprint By default, this box is unchecked. Check this box if you want to mark as reprint wherein it will state ‘Reissued Statement’. Print Electronic W-2s By default, this box is unchecked. Check this box if you want to print electronic For W-2s. Control Number This field is optional. • From: Enter the first control number to print. • To: Enter the last control number to print.
Employees This field is optional. If you want to restrict reprinting Form W-2s for certain employees, enter them here or click the Employee ID link and select them from the Select Employee dialog box. Leave this field blank to generate Form W-2s for all employees as per selection above.
W-2 Reports Use the W-2 Reports form to open, reprint, or delete Forms W-2 that were printed using the Print W-2 Forms utility. When you print an employee Form W-2 in this way, the output file will generate a corresponding entry here. These files will auto-delete after 60 days.
Note: This form does not use Client Access Group Security.
To access this form, under Work Centers, under the Tax section, click W-2 Processing. Under W-2 Reporting click W-2 Reports. • For the Show Reports Dated On or After field enter the appropriate date. • Select the appropriate Sort By option from the following: • Report Date • Report Title • User ID The W-2 Tax Reports show on screen using the attributes selected above.
Click Next Page to go to the next page. If you do not find your entry, then click on the icon to refresh the screen. Following is a sample W-2 Reports screen:
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Please note: • Each time a file is generated by selecting Print from the Print W-2 Forms utility, this section will produce the newly generated file. • Historical reports will remain in this section. Every entry in this section reflects the following: • Date and time the process was run. • The Report Title will reflect the form type, year, employer and client information and sort option. • The User ID and the User Name who initiated the process, and the report title will reflect Form Type - Year - ER and or Client information.
• The Job Number along with the option to open the file (click ) or click the icon to get more output
information. Following is a sample of more output information for Job Number 270148 shown above:Employer Administration Guide © 2026 PrismHR 191 Chapter 5 W-2 Processing
• Click Reprint to rerun the report with the original Payroll/Parameters provided. Please note that, if the report parameters have changed, the resulting report could be different.
Providing Employee Access to W-2 Forms Set employee access to electronic W-2 forms for multiple employers using the Bulk Update W-2 Access form. You must initialize the W-2s before you can provide access.
Note: In Employer Details, users must provide the employer with online access to W-2s.
To set employee W-2 access: 1. On the Work Centers panel, click Tax > W-2 Processing > W-2 Printing > Bulk Update W-2 Access.
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Field Description
Tax Year Tax year for a W-2.
Search for Employer Name Displays a list of employers after an employer name is entered.
Action Sets access for W-2s. Options include:
l Set all to Show W-2: All employees can access their W-2s for the
tax year.
l Set all to Hide W-2: No employees can access their W-2s for the tax
year.
l Set all to Early Access: Only employees who elected early online
W-2 access can view their forms. This is set in the Electronic Form
W-2 option in the Employee DetailsTax tab.
To see which employees have elected electronic Form W-2 access, use
the Client Master report or the Employee General Information report in
Report Center.
You can also click the links in the W2 Web Access column to change the
settings for individual employers.
If most employers are set to one access level and some are not, use the Action drop-down for the most
common setting and then click the links for the exceptions. For example, you could use the drop-down to
apply Set all to Early Access to the entire list and then use the links to change the access for the employers
who are not ready for early access.Viewing and Defining Form W-2 Layouts Note: This form does not use Client Access Group Security.
The W-2 Form Layout form specifies different formats for the printed Form W-2, based on paper size, employees per page, and other factors. This form must only be changed by PrismHR Technical Support.
To interpret or define a Form W-2 layout: 1. On the Work Centers panel, click Tax > W-2 Processing. > W-2 Printing, > W-2 Form Layout. 2. Complete these fields as required:
Field Description
W2 Form Year Year of the W-2 form design.Employer Administration Guide © 2026 PrismHR 193 Chapter 5 W-2 Processing
Field Description
W2 Form Type Pre-printed form types. Options include:
• S – Simplex, Four (4 panes per employee per page)
• D – Duplex, Four
• L – Legal Size, Simplex, Four
• LB – Legal Size, Simplex, Four
• E – Simplex, Four (1 pane per employee per page)
• T – Simplex, Two
• TS – Simplex, Two (TS)
• TA – Simplex, Two (copy A)
• GHF – LB Custom Legal Size, Simplex, Four
• SPDF - Simplex, Four-Up, Not Self-Mailer PDF
• LBPDF - Legal Size, Simplex, Four-Up, Self-Mailer with address panel
on bottom
Legal Size? Whether the form is printed at the dimensions of legal paper or not.
W2 Form Name Description of this Form W-2 layout.
W2 Duplex Determines whether the form is printed duplex (double-sided) or not.
W2 Lines Per Page Number of lines to print per page.
Width Width of the page.
Repeat EE Cnt Number of panes an employee has printed per page. This definition is
for a page, so if you choose 1, each segment receives a different
employee.
W2 Item Code Codes for Form W-2 items.
W2 Position Position of codes on the printed form.
Enter data as Line#/Pos/Length; if more than one location is
required, enter as much information as needed.
For example: 1/15/10/1/65/10/1 – use just a / (slash).
W2 Spec Pcl Enter special PCL (Printer Command Language) codes in this field. It is
only used on the first position list (n/n/n), so if every form needs it, use
multiple lines. These codes can send printer-relevant information, such
as the font to use.
Form AdjustmentsEmployer Administration Guide © 2026 PrismHR 194 Chapter 5 W-2 Processing
Field Description
Number of Lines Select the number of lines from the drop-down. Options available are 1-
5 where 3 is the default option. Print a new copy at 2 and 1 and the data
moves up a line. Print a new copy at 4 and 5 and the data moves down a
line.
Note: This option only applies to the form type within the menu. You
can have a different options for different Form Types for example
Form Type L can have 5 and Form Type S can have 3.Employer Administration Guide © 2026 PrismHR 195 Chapter 6 1099 Processing
Chapter 6 1099 Processing The options available in the 1099 Processing work center are organized under the following headings: • 1099 Processes • 1099 Reporting • 1099 Printing • 1099 Exports
1099 Processes This section explains how to perform 1099 processing tasks.
Adding or Updating an Employee 1099 Record Use the Add/Update 1099 form to add or update an employee’s 1099 record.
Note: Client Access Group Security is enabled on this form.
To add or update an employee 1099: 1. On the Work Centers panel, select Tax > 1099 Processing > 1099 Processes > Add/Update Employee 1099. 2. In the Add/Update Employee 1099 section, complete these fields as required.
Field Description
Employer The Employer ID for whom to generate 1099 data.
SBEA Entity An optional field that is available only when Build W2s from Client
Federal Tax Registers is checked in the Global Configuration form. This is
a client federal entity who represents a client of your organization that is
included in SBEA reporting.
Employee The employee whose record is being added or updated.
If a 1099 record is found for the specified employer ID and employee ID,
the record is displayed so that you can make the necessary changes.Employer Administration Guide © 2026 PrismHR 196 Chapter 6 1099 Processing
Field Description
If a 1099 record is not found for the specified employer ID and employee
ID, the system prompts you to specify whether to add a 1099 record for
that employee. Click Yes or No.
Tax Year The tax year for which to generate 1099 data. Typically this is the year
before the current year.
1099 Manually Updated When the record is manually updated. The system selects this option
when you make manual changes to the record.In the Federal Form 1099 Misc section, add or change these fields as necessary.
Field Description Recipient’s TIN The recipient’s tax ID number. Recipient’s Name The recipient’s name. Employee Address The employee’s street address. City, State & Zip The employee’s city, state, and zip code. Non-employee Compensation Whether the record was manually updated. The system selects this option when you make manual changes to the record. Federal Income Tax Withheld The amount of federal income tax withheld. Federal Income Taxable The amount of taxable federal income. State Tax Withheld The amount of state tax withheld. State Income The amount of state income. State/Payer’s State No. The number for the state or payer.
Click Save and then Yes when prompted to continue. When the data is saved, the system writes these changes to the status change log and flags the 1099 as manually updated. See Viewing the 1099 Record Change Log on page 198
Click Delete to delete the record.
Note: From tax year 2024, for an employee who is a 1099 contractor and has federal or state income tax withheld by the employer, the employee 1099 Build process in PrismHR will include the following information apart from Non-Employee Compensation:
• Federal Income Tax Withheld • Federal Income Taxable • State Tax Withheld
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• State Income Taxable
Viewing the 1099 Record Change Log The 1099 Record Change Log captures changes made to a Form 1099 record. Display the change log by opening the Actions menu on the Add/Update Employee 1099 form and selecting Change Log. The change log displays information about each change in the following columns: • Field Name • Date • Time • Port • User • Changed From • Changed To
Creating Employee 1099 Forms Use the Create Employee 1099 form to generate the employee’s 1099 register as a background process. It was enhanced to provide a list of tax years for selection. By default, the selection defaults to the previous year. For example, in 2020 the tax year default value is 2019.
Note: This form does not use Client Access Group security.
To create employee 1099 form data: 1. On the Work Centers panel, click Tax > 1099 Processing > 1099 Processes > Create Employee 1099. The Create Employee 1099 page opens. 2. Complete the form.
Option Description
Employer ID Select one or more employer IDs for whom to generate 1099 data. The
system supplies the Employer Name.
Select 1099 Tax Year Select the tax year for which to generate the form data.
Employee ID To initialize a single employee’s 1099 form, select the Employee ID. TheEmployer Administration Guide © 2026 PrismHR 198 Chapter 6 1099 Processing
Option Description
system supplies the Employee Name.
List Name Enter the name of the file that contains employee IDs that were queried
directly from unidata.1099 Exports This section explains how to create 1099 export files.
Downloading the IRS Form 1099 e-File Use the IRS 1099 E File option to build an export file for 1099 employees. When the export is complete, the file is downloaded as a TXT file.
Note: This form does not use Client Access Group Security.
To build an export file for 1099 employees: 1. On the Work Centers panel, click Tax > 1099 Processing > 1099 Exports > IRS 1099 E File. 2. Fill in the form.
Option Description
Select 1099 Tax Year Enter the 4-digit year for which to build the export file. The default
selection is the current year minus 1. For example, in 2020 the default
year is 2019.
Form Type Select M for Miscellaneous or R for Retirement or Pension.
Transmitter Record Employer ID Select the Employer ID of the employer who should appear in the T-
Transmitter record.
Transmitter Control Code (TCC) Enter the 5-character alphanumeric TCC assigned by the IRS.
Employer ID Select the employer IDs of each employer for which to limit the
download. The system provides the employer name. These employers
will be shown in the A records.
Text File Indicator Select this option to submit a test file. Leave blank if you do not wantEmployer Administration Guide © 2026 PrismHR 199 Chapter 6 1099 Processing
Option Description
to submit a test file.
Optional State To limit the download to a specific state, select it from the list.
Employers With Same Fein Are Select this option to consider multiple employers with the same FEIN
Single Employer? as a single employer.Downloading the Maine 1099 e-File Use the Maine 1099 E File option to build an export file for 1099 employees who reside and work in Maine. When the export is complete, the file is downloaded as a TXT file.
To build an export file for Maine 1099 employees: 1. On the Work Centers panel, click Tax > 1099 Processing > 1099 Exports > Maine 1099 E File. 2. Fill in the form.
Option Description
1099 Tax Year Select the 4-digit year for which to build the export file. The default
selection is the current year minus 1. For example, in 2020 the default
year is 2019.
Form Type Select M for Miscellaneous or R for Retirement or Pension.
Transmitter Record Employer ID Select the Employer ID of the employer who should appear in the T-
Transmitter record.
Employer ID Select the employer IDs of each employer for which to limit the
download. The system provides the employer name. These employers
will be shown in the A records.
Text File Indicator Select this option to submit a test file. Leave blank if you do not want
to submit a test file.Employer Administration Guide © 2026 PrismHR 200 Chapter 6 1099 Processing
Creating the BDS/SOLV 1099 Download File Use the SOLV 1099 option to generate a fixed width text file that you can send to SOLV and other third party partners that use the file to print and mail the employee’s 1099 forms. The file is formatted for Billing Document Specialists, or BDS.
Note: This form does not use Client Access Group security.
To create the SOLV 1099 download file: 1. On the Work Centers panel, click Tax > 1099 Processing > 1099 Exports > SOLV 1099. The SOLV 99 page opens. 2. Complete the form.
Option Description
Tax Year Enter the 4-digit tax year. Typically this is the year before the current year.
Employer ID Select the Employer IDs of the employers for whom to generate the file.
Use Company as Payer Select No to use the employer as the payer or Yes to use the company as the
payer. No is selected by default.1099 Reporting This section explains how to perform 1099 reporting tasks.
Running the 1099 Forms Report The 1099 Forms report shows the data that was included on the employee 1099 forms that were generated for a specified tax year, employer, and zip code.
Note: This form does not use Client Access Group Security.
To run the 1099 Forms report: 1. On the Work Centers panel, click Tax > 1099 Processing > 1099 Reporting > 1099 Forms Report. 2. Select a tax year and employer ID and enter a zip code. If you leave the zip code blank, the report includes all zip codes for the selected tax year and employer. 3. Click Process. The report contains columns that display the following information:
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• Employee Name • ID • Social Security Number • Employer • Company • Zip Code • Earnings 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.
Printing Employee 1099 Forms Use this form to print 1099 forms for employees. Note: Client Access Group security is not enabled on this form. To access this form, click Work Centers. In the Work Centers|Tax section, click 1099 Processing, then click Print Employee 1099 Forms.
To print 1099 forms for employees: 1. Complete the following fields:
Field Name Description Tax Year Select the tax year to be processed. The default tax year is the prior year based upon today’s date. Create Forms By Select an option if you want to generate 1099 forms for employees: • Employer: Select this option if you want to print Forms 1099 for employees for certain employers. Enter the employer IDs here or click the Employer ID link and select the employers from the Select Employer dialog box. • Client: Select this option if you want to print Forms 1099 for employees for certain clients. Enter the client IDs here or click the Client ID link and select the clients from the Select Clients list. • All (default) Employees This field is optional. If you want to restrict generating 1099 forms for certain employees, enter them here or click the Employee ID link and select them from the Select Employee list. Leave this field blank to generate 1099 forms for all as per selection above.
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Field Name Description Form Type Select the form type that you want to print from the following options: • T: 2-up Smplx (default) • TA: 2-up Recip Addr • NEC3: 3-up Recip • NEC3IRS: 3-up IRS • NECP: 2-up Press • NEC3R3: 3-up
Sort Field Select the sort option or a combination of sort options: • SSN • Employer • Name • Client • Zip Code
Control Prefix Enter a three-character code that will prefix each of this batch’s control numbers.
Selection & Print Filters Threshold Amount This field is optional. If you would like to skip printing 1099 forms for employees having a compensation less than a specific amount, enter it here. By default, the value is 600.00. Zip Code Range This field is optional, but will allow multiple print routines to run at the same time. This is usually used with the Zip Code sort field option, if selected above. • From: Enter the beginning zip code to process. • To: Enter the ending zip code to process. The ending zip code should be greater than or equal to the beginning zip code.
Form Adjustments Number of Lines Select the number of lines to print. The default is 3. You can select any number between 1-5.
Reprint Settings Mark as Reprint By default, this box is not enabled. Select this field if you want to mark as reprint, so it will state ‘Reissued Statement’.
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Field Name Description Control Number This field is optional. • From: Enter the first control number to print. • To: Enter the last control number to print.
Employees This field is optional. If you want to restrict reprinting employee 1099 forms for certain employees, enter them here or click the Employee ID link and select them from the Select Employee list. Leave this field blank to generate 1099 forms for all as per selection above.
Working with 1099 Forms Use this form to open, reprint, or delete 1099 forms that were printed using the Printing Employee 1099 Forms (page 202)option. When you print an employee 1099 form using the Printing Employee 1099 Forms (page 202) option, the output file generates a corresponding entry here. These files will auto-delete after 60 days.
Note: This form does not use Client Access Group Security.
To access this form, click Work Centers. In the Work Centers|Tax section, click 1099 Processing, then click 1099 Reports.
To use this form: 1. In the Show Reports Dated On or After field, enter the appropriate date. 2. Select the appropriate Sort By option: • Report Date • Report Title • User ID The 1099 Tax Reports panel displays information matching the attributes selected above. For example:
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Note: Click Next Page to go to the next page. If you cannot find your entry, click the icon to refresh the window.
Note the following: • Each time a file is generated by selecting Print from the Printing Employee 1099 Forms (page 202)option, this section produces a newly generated file. • Historical reports remain in this section. Every entry in this section reflects the following: • Date and time the process was run. • The Report Title reflects the form type, year, employer, and client information and sort option. • The User ID and User Name who initiated the process, and the report title that reflects the Form Type - Year - ER or Client information.
• The Job Number along with the option to open the file (click ) or click the icon to obtain more
output information. Following is a sample of more output information for Job Number 275607 shown
above:Employer Administration Guide © 2026 PrismHR 205 Chapter 6 1099 Processing
• Click Close to close the window. • Click Delete to remove all output and control records related to that report. • Click Reprint to rerun the report with the original Payroll/Parameters provided.
Note: If the report parameters change, the resulting report could be different.
1099 Printing This section explains how to perform 1099 printing tasks.
Viewing and Defining Form 1099 Layouts Note: This form does not use Client Access Group Security.
The 1099 Form Layout form specifies different formats for the printed Form 1099, based on paper size and other factors.
Note:
• Do not change this form unless instructed to do so by PrismHR Support.
• Deleting a record causes the specified form type to be unavailable for printing Forms 1099.To configure form boxes for printing: 1. On the Work Centers panel, click Tax > 1099 Processing > 1099 Printing > 1099 Form Layout. 2. Fill in the form as required.
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Field Description
1099 Form Year Tax year for processing.
1099 Form Code Pre-printed form types. Options include:
l T: Two-up Simplex – One-sided printing with two pages on one sheet.
Copy A (1099-MISC with NEC data removed).
l TA: Two-up Recipient – Two recipients are printed on one sheet.
Copy B (1099-MISC with NEC data removed).
l R: Address Formatted – Includes special provisions for addresses that
aren't in a standard format, and puts the address in a different
position on a form.
l NEC3: Three-up Simplex NEC – Form 1099-NEC, three sets of
information on one sheet, one-sided printing.
l NECT: Two-up Simplex NEC – Form 1099-NEC, two recipients on one
sheet, one-sided printing.
l NECP: Two-up Pressure Seal NEC – Form 1099-NEC, two recipients on
one sheet, one-sided printing for pressure seal format.
Note: In the backend system, additional options are available for printing
three-up Forms 1099-NEC. For details, see the "1099s" chapter of the Year
End Guide.
1099 Form Name Description of this form layout.
1099 Lines Per Page Number of lines to print per page.
1099 Item Code Codes that are printed on 1099 forms.
1099 Position Position of codes on the printed form.
Enter data as Line#/Pos/Length; if more than one location is required,
enter as much information as needed.
For example, 1/15/10/1/65/10/1 – use just a / (slash).
1099 Spec Pcl Enter special PCL (Printer Command Language) codes in this field. This
column is only used on the first position list (n/n/n), so if every form needs
it, use multiple lines. These codes can send printer-relevant information,
such as the font to use.
Form Adjustments
Number of Lines Select the number of lines from the drop-down. Options available are 1-5
where 3 is the default option.
Note: This option only applies to the form type within the menu. You can
have a different options for different Form Types for example Form Type L
can have 5 and Form Type S can have 3.Employer Administration Guide © 2026 PrismHR 207 Chapter 6 1099 Processing
Reprinting Form 1099 for Employees Use the Reprint Form 1099 form to print an employee’s Form 1099. Note: You cannot use this form to print Form 1099-R. Ensure that you are on the correct employee’s Employee Details form. When you open this form, the employee’s ID and name display in the Employee ID field.
To reprint an employee’s Form 1099: 1. Select the Tax Year of the form you want to reprint. 2. Select Run. The system downloads the PDF according to your browser settings.
Employer Administration Guide © 2026 PrismHR 208 Chapter 7 Processing Contract Employees
Chapter 7 Processing Contract Employees There are procedures for working with employees that are paid by Form 1099 instead of Form W-2.
Setting Up Contractors Your organization needs to set a couple of options to enable your clients to hire contractors. There are several options you need to set up that enable clients to hire contractors.
To enable independent contractors:
Click (Back Office).
From System|Change, select System Parameters.
Select Independent Contractors Allowed.
Employer Administration Guide © 2026 PrismHR 209 Chapter 7 Processing Contract Employees
To allow 1099 contractors: 1. Click Client. 2. From Client|Change, select Client Details. The Client Details form displays. 3. Select the Other tab. 4. Select Contractors (1099) Allowed. For example:
Selecting Contractor New Hires Select the type of hire when hiring new employees with the New Hire form.
To access the New Hire form: 1. Click HR. 2. From the HR|Action menu, select New Hire. 3. Complete the required information, including the Hire Type. For example:
Refer to the Human Resources Guide for more information on hiring employees.
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Chapter 8 Inquiries You can look up employer-related information with inquiries.
Searching for Client Tax Information Search for tax information with the Client Tax Lookup form.
To search for information: 1. Click Back Office. 2. From Employer|View, select Client Tax Lookup.
Viewing the Employee Tax Summary View an employee’s annual tax information with the Employee Tax Summary form.
Note: Only Service Provider users have access to the Employee Tax Summary.
To view a tax summary:
Employer Administration Guide © 2026 PrismHR 211 Chapter 8 Inquiries
From Employer|View, select Employee Tax Summary.
Specify an Employee ID by entering the ID or by clicking the link and selecting the ID from a pop-up list of matching employee records.
Select the tax year from For the Year to display tax totals.
Viewing an Employer Tax Register The Employer Tax Register displays an employee’s SUTA or SDI tax deductions for a specific tax year or quarter, by employer.
Note: Only Service Provider users have access to the Employer Tax Register.
To view an employer tax register:
Click (Back Office).
From Employer|View, select Employer Tax Register.
Fill out these fields as required.
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Field Description
Employer ID / Employee ID / Tax Dedn Click the link and select an item from the pop-up list, or enter a
Code value in the field to have the system search for the item.
For the Year Select a tax year from the drop-down.
Quarter Select a quarter in which taxes were paid. Options include Year-
to-Date and Quarter 1 - Quarter 4.Viewing an Employee Tax Register The Employee Tax Register displays amounts earned by the employee and employee-paid tax deductions. For some fields, you can enter information by typing it or you can click a link to display a list of possible values from which you can make a selection. The Employee Tax Register is a standalone page. You can also view it while viewing the employee paid tax codes or the Employee Tax Summary form.
To view the employee tax register: 1. On the PrismHR menu bar, click (Back Office). 2. From Employer|View, select Employer Tax Register. The Employer Tax Register page opens. 3. Fill in the form as shown in the following table.
Use this option To define this
Employer ID Enter an employer. The system displays the employer name and ID.
Employee ID Enter the employee. The system displays the employee name and ID.
Tax Deduction Enter a deduction code. The system displays the tax deduction name and ID.
For the Year Select the tax year from the list. The default is the current year.
Quarter Select the quarter in which taxes were paid. Options include Year-to-Date and
Quarter 1 - Quarter 4.
The system displays the report. You can click School Tax Detail or Monthly Tax Amounts to see more detail.Reviewing Tax Register Audits Use the Tax Register Audit Inquiry to review tax amounts in registers and compare them to the total tax in payroll vouchers and check for any discrepancies. This utility automatically processes an audit daily. For example:
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Note: This form is only available for service providers. Also, you should only provide access to this form to users who are allowed to view all clients. To examine errors on registers, click the link in the Register Type column. A report displays with a list of all problems on the selected tax register. This report can be printed by choosing a printing format in the Actions field. In addition, this report can be downloaded as an XLS file by selecting the XLS link.
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Onboarding-Guide.pdfOnboarding User Guide
Setup and administration of the onboarding experience for new hires. Onboarding 1.14.2 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 Onboarding User Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Activating Onboarding 8 Enabling Onboarding 8 Chapter 2 Configuring System Settings 9 Setting Up Approval Policies 9 Setting Up Form I-9 Approvers 9 Approving Forms I-9 9 Working with the Manage Approvals Queue 10 Maintaining Global Onboarding Options 10 Maintaining Message Templates 13 Using Substitution Variables 14 Specifying Substitution Variables for Messages 14 Working with Substitution Variables for Onboarding 18 Working with Substitution Variables for Benefits Enrollment 20 Editing Metadata 23 Chapter 3 Configuring Client Settings 24 Chapter 4 Enabling Spanish 25 Viewing Default Forms Translations 25 Enabling Spanish for the Onboarding Process 25 Configuring the Custom Forms in the Form Library 27 Creating a Workflow in Spanish 29 Working with the Custom Form Library in Spanish 31 Working with PDFs in Spanish and English 32 Changing the Language While Reviewing a Form 33
Onboarding User Guide © 2026 PrismHR 3 Table of Contents
Chapter 5 Setting Up Forms and Workflows 35 Managing Documents, Forms, and Workflows 35 Managing Forms 35 Creating Forms from Prebuilt Forms 37 Creating Custom Forms 38 Adding Form Library Fields 40 Setting Up Third-Party WOTC Form Integration 44 Working with Substitution Variables 45 Managing Business Rules 48 Creating a Business Rule 48 Creating a Form Set 52 Including State-Required Forms 54 Creating the Form Business Rule 54 Creating the Form 56 Entering the State-Required Questions 59 Uploading PDF Files 65 Managing the Workflow Library 68 Creating a Workflow 69 Including the Electronic Consent Form 71 Document Set - Workflow Library 72 Deactivating Workflows 73 Managing Versions and Revisions 75 Generating PDF Files 75 Viewing Employee Documents 75 Viewing Submitted Forms 76 Chapter 6 Setting Up Notifications 77 Managing Notifications 77 Handling Bounced Notifications 77
Onboarding User Guide © 2026 PrismHR 4 Table of Contents
Tracking Notifications 77
Setting Up Notification Templates 78
Setting Up Notification Recipients 80
Using the Notification Control Panel 82
Managing Notification Objects and Tasks 83
Conditional Notifications 84Chapter 7 Assigning Onboarding Workflows 86 Assigning Workflows at the System Level 86 Viewing and Modifying Existing Workflow Assignments 86 Assigning a New Onboarding Workflow 87 Assigning Workflows at the Client Level 88 Viewing and Modifying Workflow Assignments 88 Assigning a New Onboarding Workflow 89 Chapter 8 Working with the Onboarding Dashboard 91 Using the Chart and Filters 91 Using the List 92 Viewing the New Hire Task List 92 Exporting Data 94 Chapter 9 Maintaining Workflow Actions 95 Reopening a Workflow 96 Editing a New Hire 97 Suspending a Workflow 100 Launching a New Workflow 101 Deleting a Workflow 103 Registering by Proxy 104 Viewing a Prehire Audit Log 105 Unarchiving a Workflow 106
Onboarding User Guide © 2026 PrismHR 5 Table of Contents
Chapter 10 Launching a New Hire 108 Chapter 11 Logging in as an Employee 109 Chapter 12 Cross Hiring Employees 111 Checking for Cross Hire Conflicts 111 Manually Entering a Cross Hire New Hire 112 Service Providers 112 Worksite Managers 112 Worksite Trusted Advisors 113 Importing Cross Hires with the Expanded Employee Import 113 Importing Cross Hire Employees with the API Import 113 Launching a New Workflow for a Cross Hire New Hire 114 Employee Submits Forms in Onboarding Workflow 114 Reviewing Cross Hire Conflicts 114 Fixing the Conflict 116 Deleting the Conflict 116 Viewing Who Entered the Conflict 116 Viewing Contact Information 116 Chapter 13 Working with Data Issues 117 Chapter 14 Configuring Electronic Pay Stubs 119 Chapter 15 Working with Pay Card Direct Deposit Accounts 121 Configuration 121 Configuring Bank Routing for Pay Cards 121 Adding Pay Card Accounts in System Parameters 121 Adding Pay Card Accounts in Client Details 122 Approval Policies 123 Assigning System-level Pay Card Account Approvers 123 Assigning Client-level Pay Card Account Approvers 123 Pending Pay Card Account Approvals 124
Onboarding User Guide © 2026 PrismHR 6 Table of Contents
Approvals Pending (Available to You) 124
Approvals Pending (Assigned to You) 125Chapter 16 Employee Process for Completing Form I-9 Section 1 127
Onboarding User Guide © 2026 PrismHR 7 Chapter 1 Activating Onboarding
Chapter 1 Activating Onboarding The following are required system and client-level settings to activate Onboarding.
Enabling Onboarding To enable Onboarding, use the Global Configuration form in PrismHR. 1. Click Back Office. 2. From System|Change, select Global Configuration. The Global Configuration form opens. 3. Select Enable Onboarding. 4. Click Save.
Onboarding User Guide © 2026 PrismHR 8 Chapter 2 Configuring System Settings
Chapter 2 Configuring System Settings The following are required system-level settings in Onboarding.
Setting Up Approval Policies Set up the I-9 Section 2 approval policies for your organization at the system or client level in the Global Approval Policies and the Approval Policies forms. An I-9 Approver role is available in both forms. You can use that role, or any other role, for I-9 Section 2 approvals. For more information about setting up approval policies at the system level, see the System Administration Guide or Approvals Guide. For more information about setting up approval policies at the client level, see the Human Resources User Guide or Approvals Guide.
Setting Up Form I-9 Approvers For Onboarding, you must set up an administrator as an I-9 Approver.
To define an administrator as an I-9 Approver: 1. Click Back Office. 1. From System|Change, select Users. 2. In User ID, enter the administrator ID. 3. In User Type: • For a service provider, in the Account Management Roles panel, select I-9 Approver. • For a worksite manager, in the Human Resource Roles panel, select I-9 Approver. 4. Click Save. For more information on editing user roles in PrismHR, see the System Administration Guide.
Approving Forms I-9 When an onboarding workflow contains the Form I-9, there must be a Form I-9 approval.
Onboarding User Guide © 2026 PrismHR 9 Chapter 2 Configuring System Settings
For Onboarding, you must set up a user as an I-9 Approver. Employees are unable to submit their Form I-9 Section 1 without an I-9 Section 2 approver. The I-9 Section 2 approval is not created unless an approver exists. For more information, see the System Administration Guide.
Note: If E-Verification is enabled for an employee, it is flagged after Form I-9 Section 2 is completed.
The user set up with this role must approve the I-9 Forms for new hires to complete the onboarding process. For more information about processing approvals, see the Human Resources User Guide. After the new hire submits the I-9 Section 1, an I-9 Section 2 approval is created, and the approval displays in the approval queue of the Approvals Pending form in PrismHR. The approver can select one of the following options: • Deny the Form I-9 Section 1 • Complete and submit the Form I-9 Section 2 • Return the approval to the queue for another approver to complete For more information about pending approvals, see the Human Resources User Guide or Approvals Guide.
Working with the Manage Approvals Queue Important! The Manage Approvals Queue form has been retired. Instead, use the Manage Pending Approvals form (Refer to the PrismHR Human Resources Guide for more information.) When you select Manage Approvals Queue on the Operations|Utility Processing menu a message displays, “Managing pending approvals has been moved to the new Manage Pending Approvals form. You will be redirected.” Click OK to display the Manage Pending Approvals form for the active client.
Note: If you had access to the Manage Approvals Queue form but you do not have access to the Manage Pending Approvals form, when you access this form a message displays, “Managing pending approvals has been moved to the new Manage Pending Approvals form. Access to the Manage Pending Approvals form will need to be added to your user role.”
Maintaining Global Onboarding Options Maintain global onboarding parameters with the Onboarding Options form.
Onboarding User Guide © 2026 PrismHR 10 Chapter 2 Configuring System Settings
Use this option… To do this… Complete All Forms to Activate Define the system default option for allowing employees to be Payroll added to payroll before all onboarding-related forms in their workflow are completed.
When the Complete All Forms to Activate Payroll field on the
Control tab on the Client Details form is set to System
Default, the system uses this option to determine whether the
client's employees can be added to payroll before all
onboarding-related forms in their workflow are completed.
When the Complete All Forms to Activate Payroll field on the
Control tab on the Client Details form is set to Enabled or
Disabled, the system uses the setting in that field to
determine whether the client's employees can be added to
payroll before all onboarding-related forms in their workflow
are completed.Enable Benefit Enrollment After Define the system default option for allowing employees to Final Submit access their benefit enrollment workflow through Onboarding after submitting all onboarding-related forms.
When the Enable Benefit Enrollment After Final Submit field
on the Control tab on the Client Details form is set to System
Default, the system uses this option to determine whether the
client's employees can access their benefit enrollment
workflow through Onboarding after submitting all
onboarding-related forms.
When the Enable Benefit Enrollment After Final Submit field
on the Control tab on the Client Details form is set to Enabled
or Disabled, the system uses the setting in that field to
determine whether the client's employees can access their
benefit enrollment workflow through Onboarding after
submitting all onboarding-related forms.Disable Pay Rate Change Approval Disable approval requests for rehire pay rate changes on the for Rehire Pay tab on the Employee Details form.
Onboarding User Guide © 2026 PrismHR 11 Chapter 2 Configuring System Settings
Use this option… To do this… Suspend Workflow When Enable this option to suspend employee onboarding “Onboarding in Progress” Manually workflows when the Onboarding in Progress option on the Unchecked Other tab on the Employee Details form is manually disabled.
If this option is disabled and a manager also disables the
Onboarding in Progress option, the employee onboarding
workflow stays in progress.Allow Upload of Supporting Define the system default option for allowing employees to Documents (I-9) upload supporting I-9 documents during the I-9 workflow.
When the Allow Upload of Supporting Documents (I-9) field
on the Control tab on the Client Details form is set to System
Default, the system uses this option to determine whether the
client's employees are allowed to upload supporting I-9
documents.
When the Allow Upload of Supporting Documents (I-9) field
on the Control tab on the Client Details form is set to Enabled
or Disabled, the system uses the setting in that field to
determine the client's employees are allowed to upload
supporting I-9 documents.Archive Prehire Workflows for Select the number of months after which prehire records and Terminated Employees Older Than onboarding workflows for terminated employees are archived. By default, 12 Months is selected.
Note: A number of months that is shorter or longer than the
onboarding window length can be selected using this option.
To also archive onboarding workflows for active employees
and employees on leave of absence, in addition to terminated
employees, select the Include Non-Terminated Employees
check box. When this check box is selected, a message
displays to indicate that existing workflows will be archived
and that electronic onboarding will be unable to continue for
the affected employees. However, completed onboarding
documents will remain available as normal.
After a prehire record or onboarding workflow has been
archived, the record can be restored using the Workflow
Maintenance form.Onboarding User Guide © 2026 PrismHR 12 Chapter 2 Configuring System Settings
Use this option… To do this… Enable Logging in Rules Engine Enable this option to turn on logging. When you select this option and the system creates a prehire record, a trace logging file is also created for the prehire record if the employee for whom the prehire record was created is assigned an Onboarding workflow that includes forms to which business rules are applied. (Disable this field to prevent the system from creating the trace logging file for the prehire record, which can increase performance.) OB background PDF generator Enable a background process that locates and generates missing PDF documents for completed Onboarding workflows. Employee Information Form Fields Define which fields on the Employee Information form are required in onboarding workflows.
Maintaining Message Templates Create and maintain email templates for automatically sent email with the Message Templates form. For example:
Note: You can assign templates to specific actions in the Email Services form, which you can access from the Actions menu on the System Parameters form.
To configure message templates: 1. Complete these fields as required.
Onboarding User Guide © 2026 PrismHR 13 Chapter 2 Configuring System Settings
Field Description
Message ID Enter or select an ID for the template. For example, Password Reset could be
identified as PWDRESET. When you enter or select a Message ID, additional
language fields display.
Description Enter the description of the template. For example, HR Action Approval Email
Template.
Content Type Set the content type as either TEXT or HTML.
Display Language Displays the default language on the system (US English). Additional
languages can be selected from the drop-down in the box on the right that
displays after you select the Message ID. For example, you can configure a
Spanish message template, which will display a notification in Spanish for
employees whose preferred language is set to Spanish in the Personal tab on
the Employee Details form.
Subject Enter the subject line for the message template.
Body Enter the body text for the message template. (You can use HTML in the
message body if the Content Type is set to HTML.)
Note: You can use substitution variables for Subject and Body to customize the message appearance.
(See Using Substitution Variables on page 14.)Note: The HTML format prevents users from entering JavaScript constructs that could lead to issues with cross-site scripting (XSS).
Using Substitution Variables Substitution variables are tags that you can use as placeholder text when building message template content. When generating the message, the system replaces the variable with data pulled from the system. Substitution variables are similar to mail merge fields in word processing programs. They give content a more personal impact and make it easier to customize and reuse content for multiple employees, clients, workflows, and enrollment periods. Substitution variables behave differently depending on where you use them: • Specifying Substitution Variables for Messages • Working with Substitution Variables for Onboarding • Working with Substitution Variables for Benefits Enrollment
Specifying Substitution Variables for Messages Substitution variables for messages behave differently based on the message type they are used for and only work in specific message types.
Onboarding User Guide © 2026 PrismHR 14 Chapter 2 Configuring System Settings
For example, you might set up a form for a workflow that includes text using the substitution variable for the employee’s name: Welcome, <<EMPLOYEE.NAME>>! When the employee views the form, the substitution variable is replaced by the employee’s name and displays as: Welcome, Jane M. Smith! Users can include the following substitution variables in both notifications and custom forms. These variables are case-sensitive and you must type them exactly as shown in the Substitution Variable column.
Field Description Substitution Variable Message Types Account Suffix Account suffix. <<ACCOUNT.SUFFIX>> Payday Notification Support e-mail Set in Email Services, which is <<SUPPORT.EMAIL>> Password accessed through the Actions menu Reset, in System Parameters. Password Reset Confirmation, and HR Approval Client ID Client ID number. <<COMPANY.NO>> HR Approval and Payroll Reminder Client Name Client name. <<COMPANY.NAME>> Payday Notification and Payroll Reminder Client Name Client name and ID. <<CLIENT.NAME>> Payday Notification Approval URL This takes the user to the main <<APPROVAL.URL>> HR Approval PrismHR login screen. You might want to include the URL as well as the menu path, such as, “Click the link to log in, then open the Client menu and select Approvals Pending: <<APPROVAL.URL>>”
Onboarding User Guide © 2026 PrismHR 15 Chapter 2 Configuring System Settings
Field Description Substitution Variable Message Types Approval Type
Type/Description of approval, such <<APPROVAL.TYPE>> HR
Approval as Payroll or Leave Request. Resolution of HR Action Either
Approved or Denied. <
Note the following:
• The check count excludes
arrearage voucher types,
garnishments, third party
checks, and direct deposit
vouchers.
• If there are employees with
both Direct Deposit and a live
check, the count includes that
employee's live check.PTO Approver PTO approver. <<HR.SUPERVISOR>> HR Approval
Onboarding User Guide © 2026 PrismHR 16 Chapter 2 Configuring System Settings
Field Description Substitution Variable Message Types Invoice Invoice
for client’s payroll. <
Onboarding User Guide © 2026 PrismHR 17 Chapter 2 Configuring System Settings
Field Description Substitution Variable Message Types Payroll Pay
Date Date of the payroll; format is <<PAYROLL.PAY.DATE>>
Payday MM/DD/YYYY. Notification and Payroll Reminder Payroll Pay Date
Date of the payroll; format is <<PAY.DATE>> Payday
MM/DD/YYYY. Notification PTO Benefit Plan Name of employee’s PTO benefit
<
Working with Substitution Variables for Onboarding Substitution
variables used in Onboarding are tags you can use as placeholder text
when building content in custom forms and notifications. For example,
you might set up a form for a workflow that includes text using the
substitution variable for the employee’s name: Welcome,
<
Field Substitution VariableClient ID <
Onboarding User Guide © 2026 PrismHR 18 Chapter 2 Configuring System Settings
Field Substitution VariableEmployee Name <
Users can include the following variables in notifications only.
Onboarding User Guide © 2026 PrismHR 19 Chapter 2 Configuring System Settings
The fields pulled by these variables are set up at the system level in Employer Details. For more information, see the System Administration Guide. If these fields are not set up, the substitution variable uses system defaults.
Field Substitution Variable ESS URL Employer Override
<
Users can include the following variables in custom forms only.
Field Substitution Variable Service Provider Name
<
Client Address <
Workers Comp Carrier Name <
Workers Comp Policy Number <
Note: To determine the value for this
variable, the system first checks the
worksite location. If the worksite location
includes a Workers Comp policy override,
then the system uses that value for the
<<WC_POLICY_NUMBER>> substitution
variable. If the worksite location does not
include a Workers Comp policy override,
then the system pulls the value for the
<<WC_POLICY_NUMBER>> substitution
variable from the Client Master.Working with Substitution Variables for Benefits Enrollment
Substitution variables in PrismHR Benefits Enrollment are tags you can
use as placeholder text when building content in custom forms and
notifications. For example, you might set up a form for a workflow that
includes text using the substitution variable for the employee’s name:
Welcome, <
Onboarding User Guide © 2026 PrismHR 20 Chapter 2 Configuring System Settings
When the employee views the form, the substitution variable is replaced by the employee’s name and displays as: Welcome, Jane M. Smith! Users can include the following substitution variables in both notifications and custom forms. These variables are case-sensitive and you must type them exactly as shown in the Substitution Variable column.
Field Substitution VariableEnrollment Effective Date <
Onboarding User Guide © 2026 PrismHR 21 Chapter 2 Configuring System Settings
Field Substitution VariableEmail Address for user specified in the <
Users can include the following variables in notifications only. The fields pulled by these variables are set up at the system level in Employer Details. For more information, see the System Administration Guide. If these fields are not set up, the substitution variable uses system defaults.
Field Substitution Variable ESS URL Employer Override
<
Users can include the following variables in custom forms only.
Field Substitution Variable Service Provider Name
<
Onboarding User Guide © 2026 PrismHR 22 Chapter 2 Configuring System Settings
Field Substitution Variable Client Address
<
Workers Comp Carrier Name <
Workers Comp Policy Number <
Note: To determine the value for this variable, the
system first checks the worksite location. If the
worksite location includes a Workers Comp policy
override, then the system uses that value for the
<<WC_POLICY_NUMBER>> substitution variable. If
the worksite location does not include a Workers
Comp policy override, then the system pulls the
value for the <<WC_POLICY_NUMBER>> substitution
variable from the Client Master.Editing Metadata The Metadata Editor form is used to edit the metadata for Benefits Enrollment and Onboarding documents. This metadata can be used to optimize document organization and search results.
Onboarding User Guide © 2026 PrismHR 23 Chapter 3 Configuring Client Settings
Chapter 3 Configuring Client Settings The following are required client-level settings for Onboarding. For more information, see the Client Administration User Guide.
To configure the required client-level settings: 1. Click the Client menu. 2. From Client|Change, select Client Details. The Client Details form opens. 3. Select the Control tab. 4. In the Enrollment/Onboarding Controls panel, complete the following fields:
Field Select...
Electronic Enrollment NextGen: Employees complete their enrollment in PrismHR Benefits
Enrollment.
Electronic On-boarding • Always: Employees always complete their onboarding online.
• Prompt: The New Hire form prompts you to indicate whther the
employee completes the onboarding process online, or whether
you enter the employee information on the New Hire form.
Never is for clients that do not use Onboarding.
Onboarding Module PrismHR: Activates Onboarding for the client. The I-9 Business Address
list displays.
I-9 Business Address Whether the system uses the Employer address or the Client (DBA)
address.
• Employer: System uses the employer address.
• Client (DBA): System uses the client address with their doing-
business-as name.Onboarding User Guide © 2026 PrismHR 24 Chapter 4 Enabling Spanish
Chapter 4 Enabling Spanish To help onboard your Spanish-speaking employees, refer to the following: 1. Viewing Default Forms Translations 2. Enabling Spanish for the Onboarding Process (page 25) 3. Configuring the Custom Forms in the Form Library (page 27) 4. Creating a Workflow in Spanish (page 29) 5. Working with the Custom Form Library in Spanish (page 31) 6. Working with PDFs in Spanish and English (page 32) 7. Changing the Language While Reviewing a Form (page 33)
Viewing Default Forms Translations PrismHR includes default employee-facing forms in Spanish for the onboarding process. Custom forms are translated by the user (see Configuring the Custom Forms in the Form Library on page 27).
Enabling Spanish for the Onboarding Process To enable Spanish: 1. To enable Spanish, go to the Global Configuration form, and select the Enable Additional Languages field.
Onboarding User Guide © 2026 PrismHR 25 Chapter 4 Enabling Spanish
Onboarding User Guide © 2026 PrismHR 26 Chapter 4 Enabling Spanish
Configuring the Custom Forms in the Form Library Use the Form Library to build custom forms in Spanish.
To use the Form Library: 1. From the Form Library, click Create New Form. The Create New Custom Form displays.
Onboarding User Guide © 2026 PrismHR 27 Chapter 4 Enabling Spanish
Click Continue.
Enter the Form Symbol in the Form Symbolfield.
Click Save.
Select when the change needs to go into effect.
Onboarding User Guide © 2026 PrismHR 28 Chapter 4 Enabling Spanish
Creating a Workflow in Spanish Use the Workflow Library form to manage the workflow.
To use the workflow library: 1. Go to the Workflow Library form. 2. Click Create New Workflow.
Onboarding User Guide © 2026 PrismHR 29 Chapter 4 Enabling Spanish
Select the pencil icons to overwrite the form in Spanish. Enter a field label in Spanish.
Click Save.
Select the Forms and Documents tab.
Onboarding User Guide © 2026 PrismHR 30 Chapter 4 Enabling Spanish
Working with the Custom Form Library in Spanish 1. Go to the Form Library. Click Create New Form. 2. Enter Form ID, Form Name, Description, and Workflow Type. 3. Click Continue. 4. Select the Layout tab. The Edit Custom Form displays.
To edit a form, drag the form from the Field Type left column to the Field Label section on the right.
Click Update. The Configure checkbox form displays.
Enter the Field label in English and Spanish.
Onboarding User Guide © 2026 PrismHR 31 Chapter 4 Enabling Spanish
Click Done.
Configure the existing form by selecting the pencil icon.
The Configure checkbox form displays. You can customize the Field Labels in both English and Spanish.
Click Done.
Working with PDFs in Spanish and English You can configure custom forms in Spanish (including PDFs) in the Form Library. 1. In the PDF Integration section in the Form Library, you can upload English or Spanish PDFs. • English: Select Upload English PDF. • Spanish: With Spanish selected, select Upload PDF. Note: You must select Upload English PDF first and then select Spanish Upload PDF.
Onboarding User Guide © 2026 PrismHR 32 Chapter 4 Enabling Spanish
Changing the Language While Reviewing a Form While reviewing forms in the Form Library, you can change languages by selecting a language from the Profile drop-down field.
Onboarding User Guide © 2026 PrismHR 33 Chapter 4 Enabling Spanish
Onboarding User Guide © 2026 PrismHR 34 Chapter 5 Setting Up Forms and Workflows
Chapter 5 Setting Up Forms and Workflows A workflow is essentially a wizard—a script that presents employees with a series of forms to guide them through well-defined and highly customizable steps during onboarding and benefit enrollments. If you plan to include any media items in a workflow, such as documents or images, in forms or workflows, upload them to Document Management before you create the forms in the Form Library. In the Form Library, you can create custom versions of the forms or use the prebuilt versions provided with their default language and settings. Prebuilt forms display in bold. After you create the forms, you can use them as components to create workflows in the Workflow Library.
Managing Documents, Forms, and Workflows Use the following libraries to manage documents, forms, and workflows for onboarding.
Library Description Document Management Upload and maintain documents to use when creating forms (graphic files for logos, PDF files containing onboarding information, and so on). Form Library Configure forms to include in a workflow. PrismHR provides prebuilt forms that you can use as templates to create new forms. You can also build your own custom forms. Workflow Library Create workflows using forms from the Forms Library as components.
Managing Forms To create and maintain forms, use the Form Library. These forms are the components used to build workflows for Onboarding. PrismHR provides prebuilt forms that can be used with minimal customization and the ability to create custom forms for additional onboarding options.
Onboarding User Guide © 2026 PrismHR 35 Chapter 5 Setting Up Forms and Workflows
To open the Form Library: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library displays.
Field Description Name The name of the form. ID The ID assigned to the form when the form was created on the Create New Custom Form form. Version The version number of the form. Form Type • Default: This indicates that the form is a prebuilt form. • Custom: This indicates that the form was created manually.
Workflow • Enrollment: This indicates that the form is used in Benefits Enrollment. Type • Onboarding: This indicates that the form is used in Onboarding.
Status • Active: This indicates that the form is available for use in a workflow. • Draft: This indicates that the form has been saved as a draft and can be viewed or edited. • Inactive: This indicates form is not available use.
Creation The date the form was created. Date Start Date The date the form was made available for use.
Onboarding uses the following prebuilt forms.
Title DescriptionI-9 Section 1 Employee enters I-9 Section 1 information. I-9 Section 2 Manager enters I-9 Section 2 information. Direct Deposit Employee enters direct deposit information. Disability Employee enters Disability Status information. Elect W-2 Employee can choose to receive Form W-2 electronically.
Note: This form should not be added to workflows for
clients with electronic Form W-2 settings already
defined at the client level.Onboarding User Guide © 2026 PrismHR 36 Chapter 5 Setting Up Forms and Workflows
Title DescriptionElectronic Employee can accept or decline the electronic consent of Consent their onboarding process. Employee Employee enters personal information. Information Initial Visit Employee views this form at the start of the initial visit. Onboarding Employee views this form to display a summary status of Summary all forms. Race/ Ethnicity Employee enters EEO-1 information. Return Visit Employee views this form at the start of any visit after the initial visit. Submit Employee submits all onboarding forms at the end of the workflow. Tax Employee enters tax information.
Creating Forms from Prebuilt Forms To create customized copies of prebuilt forms, use the Form Library. You can edit the default text in the prebuilt form. The text varies depending on the form selected. The rest of the content is prebuilt for you.
To create a new form based on a prebuilt form: 1. Click Back Office. 2. From System|Change select Form Library. The Form Library opens. 3. In the row of the prebuilt form to use (medical, dental, vision, life insurance, and so on), select Duplicate. The Duplicate Form displays. 4. Enter a New ID and New Name for the form. 5. Click Duplicate. The Customize Prebuilt Form form opens. 6. On the General tab in the Form ID field, enter a unique ID for the form. Required. You can edit the Form Name, Description, and Form Symbol. On the Onboarding Tasks by Status Dashboard, form symbols are used to display a summary view of forms in the workflow. Form symbols allow characters A-Z and 0-9 only.
Note: Business rules and form sets are not available for prebuilt forms.
Onboarding User Guide © 2026 PrismHR 37 Chapter 5 Setting Up Forms and Workflows
To customize field types, click Configure. Field Type parameters vary. For more information about setting up field parameters and settings, see Adding Form Library Fields.
Click Done and then click Save. The Submit Form dialog box opens and prompts you to specify when the change goes into effect.
Option Description Immediately The system sets the form status to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date. Future Date You are prompted to enter a Start Date. The system sets the form status to Inactive and changes it to Active on the specified start date. Save as Draft The system sets the form status to Draft. The system does not set a Start Date, version, or revision number for the form.
Click Submit Form when the form is complete.
Creating Custom Forms Use the Form Library to create a custom form. When creating a custom form, the fields to include on the form must be added and configured manually.
To create a custom form: 1. Click Back Office. 2. From System|Change select Form Library. The Form Library displays. 3. Click Create New Form. The Create New Custom Form form displays. 4. Complete the following:
Field Action
Form ID Enter a unique ID for the form. Required.
Form Name Enter a title for the form. Required.
PrismHR recommends using spaces, not hyphens. Hyphenated words do not wrap
correctly in Onboarding.
If additional languages are configured on the system, clicking this field causes a Form
Name window to display, where a form name for each language can be entered.
Description Enter a brief description of the form.
Workflow Select Onboarding. Required.
TypeOnboarding User Guide © 2026 PrismHR 38 Chapter 5 Setting Up Forms and Workflows
Click Continue. The Edit Custom Form form displays. On the General tab, entries are made automatically in the Form Name field and the Description field based on the information entered on the Create New Custom form. These entries can be edited if necessary.
Complete the following:
Field Action Form Symbol Enter a symbol for the form (any two characters A-Z, 0-9). Required. Business Rules Click this field to display a list of business rules that can be applied to the form. For more information, see Business Rules Library (Onboarding) .
Note: If a business rule is applied to Form I-9 Section 1, the same business
rule must be applied to Form I-9 Section 2.Form Set Click this field to display a list of form sets that can be assigned to the form. For more information, see Form Sets (Onboarding). PDF Integration Upload PDFs with the capability of mapping them to the custom form. For more information, see PDF Integration.
Click Save. Alternatively, access the Layout tab to modify the layout of the form.
To modify the form layout: 1. Select the Layout tab. 2. From Field Type, drag field types to the layout on the right. Field types are customizable and vary depending on the type of form. Some field types, such as Textfield, Text Area, Checkbox, Select List, Radio Button, and E-signature, can be edited. Others are read-only. Editable field types allow employees to enter unique data.
Note: If a field type is configured for additional languages, the languages for which the field is available displays in the Languages column.
If PDF integration is used, the PDF Fields list displays. From here, the editable fields extracted from the PDF
can be selected for inclusion on the custom form. For more information, see PDF Integration.Note: When PDF files are uploaded in an additional language, the file’s mappable fields are parsed and compared to the field map of the English PDF file. If there is a mismatch of fields and field IDs with the English field map, it is rejected by the system.
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When previewing a form with conditional form fields, these conditions should correctly be displayed or
hidden when the parent field conditions are changed.
• To return to the Form Library without saving changes, click Return to Forms Library.Click Save. The Submit Form dialog box opens, prompting you to specify when the form should be made available.
Option Description Immediately The system sets the form status to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the status of any prior active version to Inactive and sets the current date as its End Date. Future Date You are prompted to enter a Start Date. The system sets the form status to Inactive and changes it to Active on the specified start date. Save as Draft The system sets the form status to Draft. The system does not set a Start Date, version, or revision number for the form.
Click Submit Form when the form is complete.
Adding Form Library Fields When creating a custom form, construct the layout using fields from the Field Type list on the Edit Custom Form. You must configure field types used on the form.
To add fields to a custom form: 1. On the Edit Custom Form Layout tab, drag field types from the Field Type list on the left to the layout on the right. Some field types are editable. For example, Checkbox is an editable field type since the user can enable or disable the checkbox on the form. 2. To open the Field Details panel and configure field types, select Configure on the field type. Field parameters vary. 3. Click Save. The following table describes the types of fields available in the Form Library. It also describes any additional parameters required for each field.
Note: If additional languages are configured on your system, they will display as options for these field types. For example, if Spanish is the preferred language, the File Hyperlink form will have an English and a Spanish field label.
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Field Description Text Area Creates a field where employees can enter multiple lines of information. Additional Options: • Field Value: The default value to display in the field. • Field Constraints: The constraints for the data in the field: alpha, alpha- numeric, date, decimal, email, phone number, whole number, zip/zip+4, ssn. • The minimum and maximum characters to enter in the field. • Required: Whether data is required for the field. Yes or No. • Disabled: Whether the field is disabled. Yes or No. Textfield Creates a field where employees can enter text. Additional Options: • Field Value: The default value to display in the field. • Field Constraints: The constraints for the data in the field: alpha, alpha- numeric, date, decimal, email, phone number, whole number, zip/zip+4, ssn. • The minimum and maximum characters to enter in the field. • Required: Whether data is required for the field. Yes or No. • Disabled: Whether the field is disabled. Yes or No. Checkbox Creates a field where employees can select more than one option from a set of related options. You can enter as many checkboxes as needed. Additional Options: • Field Options: Click Add Option to add checkboxes as needed. Enter labels for each item in the fields provided. • Required: Whether data is required for the field. Yes or No. • Disabled: Whether the field is disabled. Yes or No. • Notification configuration - You can send multiple responses as notifications, but you can only select a single configuration template. The Notification column always displays, but the Select notification template drop-down only displays after clicking the Notification check box in the Notification column. These templates also are only available when the event-based trigger condition Employee submits workflow with form field response is selected on the Notification Templates form.
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Field Description Select List Creates a field where employees can select one option from a list of related options. You can add as many items to the listas needed. Additional Options: • Field Options: Click Add Option to add items to the list as needed. Enter a label for each item in the fields provided. • Required: Whether data is required for the field. Yes or No. • Disabled: Whether the field is disabled. Yes or No. • Notification configuration - You can send multiple responses as notifications, but you can only select a single configuration template. The Notification column always displays, but the Select notification template drop-down only displays after clicking the Notification check box in the Notification column. These templates also are only available when the event-based trigger condition Employee submits workflow with form field response is selected on the Notification Templates form. Radio Button Creates a field where employees can select one option from a set of related options. You can enter as many radio buttons as needed. Additional Options: • Field Options: Click Add Option to add radio buttons as needed. Enter labels for each item in the fields provided. • Required: Whether data is required for the field. Yes or No. • Disabled: Whether the field is disabled. Yes or No. • Notification configuration - You can send multiple responses as notifications, but you can only select a single configuration template. The Notification column always displays, but the Select notification template drop-down only displays after clicking the Notification check box in the Notification column. These templates also are only available when the event-based trigger condition Employee submits workflow with form field response is selected on the Notification Templates form. E-Signature Creates a field where the employee can submit an electronic signature. Additional Parameter: • Required: Whether data is required for the field. Yes or No.
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Field Description Paragraph Creates a block of text to display in the form (for example, instructions on how to use the form). Enter a separate field for each paragraph you want to include. Paragraph cannot include HTML formatting. If you want to use HTML (for example, to create a bold heading), select Markdown. Additional Options: • Field Default Value: The default value to display in the field. File Creates a hyperlink to a file in the Document Repository. Hyperlink Additional Options: • Add File - Add a file to this form with this option. Inline Image Add an image (for example, a logo) from the Document Repository to the form.
Video Adds a video to the form. Videos must be hosted on an external server. Additional Options: • Video Source URL: The source URL for the video to display in the form. • Video Aspect Ratio: The video aspect ratio to use: 16x9 or 4x3. Aspect ratio is the ratio between the width and the height of a picture. Third-Party Creates a field where the Field Label links to a website on the internet. Use this field Integration on a custom form in onboarding for Work Opportunity Tax Credit (WOTC). Component • Source URL:The URL for the website to link from the Field Label. Employees can access the website by clicking the link during enrollments. URL Creates a field where the Field Label links to a website on the internet. The Field Label is a universal parameter. Additional Options: • Source URL:The URL for the website to link from the Field Label. Employees can access the website by clicking the link during enrollments. Markdown Creates text that includes markdown or HTML formatting (for example, a bold heading) to display in the form. You can select Paragraph if you do not need to use markdown or HTML formatting. Additional Options: • Field Default Value: The default value to display in the field. PDF Frame Creates a window to display the uploaded PDF on the custom form. The PDF Frame field type is available only when you upload a fillable PDF to a custom form. For more information, see PDF Integration.
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Setting Up Third-Party WOTC Form Integration Third-party Work Opportunity Tax Credit (WOTC) forms can be included in the onboarding process using custom forms. When creating a custom form, a hyperlink to the third-party WOTC form can be included, along with any additional information about the form and a field to confirm the employee has completed the form. Once information for the third-party WOTC form has been defined, the custom form can be added to a workflow, and employees can use the hyperlink on the custom form to access and complete the third-party WOTC form during the normal onboarding process.
Adding a Third-Party URL to a Custom Form 1. Create a custom form as normal and access the Layout tab on the Edit Custom Form. Refer to “Creating Custom Forms (Onboarding)” for more information. 2. From Field Type, drag the Third Party URL field type to the layout on the right. 3. Click on the Third Party URL field type to display the Field Details panel. 4. In the Field Label field, enter the text to display as a hyperlink on the form. For example, enter Click here to access the WOTC form. 5. In the Source URL field, enter the URL of the third-party WOTC form. When the employee clicks this hyperlink during onboarding, the employee’s prehire ID, the client ID, and the PEO ID are automatically appended to the URL, creating a unique URL for the employee. This unique URL allows the form provider to
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collect information about the employee using an API call and automatically enter that information in the
appropriate fields on the WOTC form, eliminating the need for the employee to manually enter their
information again.Working with Substitution Variables Substitution variables are tags
you can use as placeholder text when building content in custom forms
and notifications in Onboarding. When generating the output, the system
replaces the variable with data pulled from PrismHR. Substitution
variables are similar to the mail merge fields used in word processing
programs: they give content a more personal impact while also making it
easier to customize and reuse content for multiple employees, clients,
and workflows. For example, you might set up a form for a workflow that
includes text using the substitution variable for the employee’s name:
Welcome, <
Field Substitution VariableClient ID <
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Field Substitution VariableEmployee ID <
Users can include the following variables in notifications only.
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The fields pulled by these variables are set up at the system level in Employer Details. For more information, see the System Administration Guide. If these fields are not set up, the substitution variable uses system defaults.
Field Substitution Variable ESS URL Employer Override
<
Users can include the following variables in custom forms only.
Field Substitution Variable Service Provider Name
<
Client Address <
Workers Comp Carrier Name <
Workers Comp Policy Number <
Note: To determine the value
for this variable, the system
first checks the worksite
location. If the worksite
location includes a Workers
Comp policy override, then the
system uses that value for the
<<WC_POLICY_NUMBER>>
substitution variable. If the
worksite location does not
include a Workers Comp policy
override, then the system pulls
the value for the <<WC_
POLICY_NUMBER>>
substitution variable from the
Client Master.Onboarding User Guide © 2026 PrismHR 47 Chapter 5 Setting Up Forms and Workflows
Managing Business Rules To create and manage business rules, use the Business Rules Library. When attached to forms, business rules determine if a form displays in a workflow. The Business Rules Library is located in the Back Office under System|Change.
To open the Business Rules Library: 1. Click Back Office. 2. From System|Change select Business Rules Library. The Business Rules Library opens.
Field Description
Business Rule The name of the business rule.
Date of Creation The date the business rule was created.
Type Onboarding.
In Use Business rules currently in use display a green check mark .
Action Delete business rules by clicking .Default business rules available for onboarding include: • CA-WAGE • NY-WAGE-HOURLY • NY-WAGE-SALARIED • SC WAGE Select a business rule from the list to edit the configuration on the Edit Business Rule form. Or, to create a custom business rule, click Create Rule.
Creating a Business Rule To define the name and type of a business rule, use the Create Business Rule form.
To create a business rule: 1. Navigate- to the Business Rules Library form. The Business Rules Library opens.
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Click Create Rule. The Create Business Rule form opens.
Complete the following fields:
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Field Action
Business Rule ID Enter a unique ID.
Business Rule Name Enter a title.
Description Enter a brief description.
Workflow Type Select Onboarding.Note: Global-level values are the same across all business rules.
• Client: A client rule type can contain both client variables and global variables. For example, position
code is a client-level variable since positions of employment differ from client to client—a cleaning
service and an insurance company will differ in the positions the company has to offer.
In addition to the global variables, the following client-level variables are available for use:
• Client Category Code
• Employee 1099 Contractor
• Employee Benefit Group
• Employee Position Code
• Employee Worksite Location Code
• Employee Work Department Code
• Employee Work Division CodeNote: Client-level values vary for business rule as they depend on the clients selected in the business rule.
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To save and continue to the Edit Business Rule form, click Next. The Edit Business Rule form opens. • You can edit the Business Rule Name. This field is required, and must be unique. • You can edit the Rule Type. If you change the business rule type, a confirmation message informs you that the current expression will be overwritten. • You can edit the rule Description. This field populates with the value defined on the Create Business Rule form.
The Rule field is an incomplete expression. Use variables, operators, and values to assemble your business rule expression. • In the Choose a variable list, select a variable. This applies only to the GlobalRule Type. If using a ClientRule Type, the variable list is read only. • In the Choose Operator list, select an operator. • Equal To: The variable or client ID is equal to the value. • Not Equal To: The variable or client ID is not equal to the value. • To select one or more values, click Choose Value. You can flag certain global and client level variables as obsolete when used in a business rule expression to prevent further use. Values assigned to these variables do not display in the business rule drop-downs when in use. • For more information on Employee Worksite Location, Employee Work Division Code, and Employee Work Department Code, see the Client Administration User Guide. • For more information on Employee Position Code and Employee Employment Type, see the Human Resources User Guide. • For more information on Employee Benefit Group, see the Benefit Administration User Guide.
When you are finished configuring the rule, click Save.
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Creating a Form Set
To create a new form set: 1. Click Create Form Set. The system displays the Create Form Set form. 2. Complete the following fields in the GENERAL section: Use the Create Form Set form to create form sets.
To create a new form set: 1. Click Back Office. 2. Under System|Change, select Form Sets. 3. Click Create Form Set. 4. Complete the following fields in the GENERAL section:
Field Action
Set Name Enter a name for the form set. This field is required.
Description Enter a brief description for the form set.
Workflow Type Onboarding is the only option.Note: The Continue button only becomes active once required fields are filled in.
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Editing a Form Set Use this form to change settings for a form set.
To edit a form set: 1. Change these fields on the General tab as required:
Field Action
Form Set Enter a name for the form set. This field is required.
Name
Description Enter a brief description for the form set.
Workflow Read-only field, set to Onboarding.
Type
Set Type Select Form or Document from the drop-down.
Method for Select a method for how you want forms displayed within a form set. This setting is
Choosing required. Options are:
Forms • Display only client forms – If no client forms, display global forms - When an
onboarding process is created, use business rules to include client forms. If
no client forms exist, include any global forms.
• Display both client and global forms – When an onboarding process is
created, include both client forms and global forms.Viewing Forms Use View Forms to review forms attached to a form set. Please note: • If a form is associated with a client (through a business rule), the business rule and client display. • If a form is associated with multiple clients, each form and client is shown in a separate row.
To access this form: 1. From Edit Form Set, click the View Forms tab. 2. Click View Forms to view the list of forms in the form set. The system displays a list of forms or displays the following message: No forms currently associated to this form set.
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The following table describes the fields that display in a form list:
Field Description
Form ID The ID assigned to the form in the Form Library.
Form Name The name assigned to the form in the Form Library.
Business Rule The business rule assigned to the form in the Form Library. This field can be blank.
Process As • Client Form – This form is associated with a client.
• Global Form – This form is not associated with a client.
Note: This designation is used by the Method for Picking Forms to determine if
the form is included in the workflow.
Client ID The client ID from the business rule.
Client Name The client name associated with the Client ID from the business rule.Including State-Required Forms When including state-required forms in a workflow (such as the South Carolina Terms of Employment Notice or the Washington D.C. Notice of Hire), you must: • Create the form business rule • Create the form • Enter the state-required questions To access form PDFs, see State-Required Forms for Onboarding on the Customer Resource Center.
Creating the Form Business Rule The following explains creating the form business rule in the system.
To create the form business rule: 1. Click Back Office. 2. From System|Change, select Business Rules Library. The Business Rules Library opens. 3. Click Create Rule. The Create Business Rule form opens. 4. Complete the following:
Use this option... To define this...
Business Rule ID • CAWage - CaliforniaTheft Notice to Employee (CA Wage)
• DCWage - Washington D.C. Notice of Hire — Employment
Status and Acknowledgment of Wage Rate(s) (DC Wage)Onboarding User Guide © 2026 PrismHR 54 Chapter 5 Setting Up Forms and Workflows
Use this option... To define this...
• MNWage - Minnesota Employee notice (MN Wage)
• NYWageHourly: Notice for Hourly Rate Employees (NY Wage
Hourly)
• NYWageSalary: Notice for Exempt Employees (NY Wage
Salaried)
• SCWage - South Carolina: Terms of Employment Notice (SC
Wage)
Business Rule Name, • CA Wage
Description
• DC Wage
• MN Wage
• NY Wage - Hourly
• NY Wage - Salaried
• SC Wage
Workflow Type Onboarding
Rule Type GlobalClick Next.
Configure the business rule expression as follows:
Choose A Variable Choose Operator Choose Values Employee Worksite Location Equal To • California State • District of Columbia • Minnesota • New York • South Carolina
Click . An additional row displays. Configure the business rule expression as follows:
Choose A Variable Choose Operator Choose Values Employee FLSA Exempt Equal To No
For the New York Wage (Hourly and Salary), see the additional considerations following this procedure.
Click Done.
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Considerations for New York
After selecting New York for the Employee Worksite Location State , click twice to create two additional rows. Configure the business rule expressions as follows. For the New York Wage Hourly:
Choose A Variable Choose Operator Choose Values
Employee FLSA Exempt Equal To No
Employee Pay Method Equal To HourlyFor the New York Wage Salary:
Choose A Variable Choose Operator Choose Values
Employee FLSA Exempt Equal To Yes
Employee Pay Method Equal To SalaryCreating the Form The following explains creating the custom form in the system. First, you assign the form identifiers (such as an ID and a name), construct the form layout using PDF field types, and then save it as a draft. Then, after applying the business rule to the draft version of the form, you save and submit the final version.
To create the form: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library opens. 3. Click Create New Form. The Create New Custom form opens. 4. Complete the following:
Use this option... To define this...
Form ID • CAWage - CaliforniaTheft Notice to Employee (CA Wage)
• DCWage - Washington D.C. Notice of Hire — Employment Status
and Acknowledgment of Wage Rate(s) (DC Wage)
• MNWage - Minnesota Employee notice (MN Wage)
• NYWageHourly: Notice for Hourly Rate Employees (NY Wage
Hourly)
• NYWageSalary: Notice for Exempt Employees (NY Wage Salaried)Onboarding User Guide © 2026 PrismHR 56 Chapter 5 Setting Up Forms and Workflows
Use this option... To define this...
• SCWage - South Carolina: Terms of Employment Notice (SC Wage)
Form Name, Description • CA Wage
• DC Wage
• MN Wage
• NY Wage - Hourly
• NY Wage - Salaried
• SC Wage
Workflow Type OnboardingClick Continue. The Edit Custom Form opens.
Complete the following: On the GENERAL tab:
Use this option… To Form Symbol Enter a form symbol: • CA - CA Wage • DC - DC Wage • MN - MN Wage • NY - NY Wage • SC - SC Wage
PDF Integration Click the link and upload the PDF. For more information, see Uploading PDF Files.
Note: You do not need to click Save until the end of the procedure.
On the LAYOUT tab:
Use this option... To do this...
Field Type Add Markdown to the form layout.
1. Click Configure.
2. In Field Default Value, enter:
• ## CA Wage ##Onboarding User Guide © 2026 PrismHR 57 Chapter 5 Setting Up Forms and Workflows
Use this option... To do this...
• ## DC Wage ##
• ## MN Wage ##
• ## NY Wage - Hourly ##
• ## NY Wage - Salary ##
• ## SC Wage ##
3. Click Done
After the markdown field type, add PDF Frame to the form layout.
PDF Fields Note: The PDF Fields available vary depending on the form. For more
information on what PDF fields to add to the layout, see the special
considerations after this procedure. In the layout, the special considerations
come after the PDF Frame and before the Electronic Signature.
Add Employee Signature the form layout.Considerations for District of Columbia and New York On the LAYOUT tab: • Add the Language Group PDF field to the layout after the PDF Frame. 1. Click Configure. 2. In Field Label, enter Language Group. 3. In Required, select Yes. 4. Change Choice1 to English. 5. Change Choice2 to Not English. 6. Click Done. • Add the Primary Form Language PDF field to the layout after Language Group.
Considerations for Minnesota On the LAYOUT tab, add the Copy Of Notice field type to the layout after the PDF Frame. 1. Click Configure.
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Entering the State-Required Questions The following explains entering the state-required questions in the system on both the New Hire Questions and State Rules forms. First, you must enter the state-required questions on the New Hire Questions form.
To enter the state questions on the New Hire Questions form: 1. Click Back Office. 2. From System|Change select New Hire Questions. The New Hire Questions form opens. 3. Click New Question. 4. Enter the information found in the following tables.
California Question ID Question Text Field Type Default Value, Radiobutton Desc, Dropdown Desc Dropdown Code
ca_has_written_ Does a written agreement exist Dropdown • Yes • Yes agreement providing the rate(s) of pay? • No • No
ca_all_contained If yes, are all rates(s) of pay and Dropdown • Yes • Yes bases thereof contained in that written agreement? • No • No
ca_entered_ Allowances, if any, claimed as Text N/A N/A allowance part of minimum wage (including meal or lodging allowances):
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Question ID Question Text Field Type Default Value, Radiobutton Desc, Dropdown Desc Dropdown Code
ca_sick The following applies to the Dropdown • 1 • Accrues paid sick leave only employee identified on this pursuant to the minimum notice (Select One) • 2 requirements stated in Labor Code • 3 245 et seq. with no other employer policy providing additional or • 4 different terms for accrual and use of paid sick leave.
• Accrues paid sick leave pursuant to
the employer’s policy which satisfies
or exceeds the accrual, carryover,
and use requirements of Labor Code
246.
• Employer provides no less than 24
hours (or 3 days) of paid sick leave at
the beginning of each 12-month
period.
• The employee is exempt from paid
sick leave protection by Labor Code
245.5.ca_extra Please complete the next N/A N/A N/A question ONLY if you selected “The employee is exempt from paid sick leave protection” in the question above
ca_sick_4 If the employee is exempt from Text N/A N/A paid sick leave, state exemption and specific subsection for exemption
District of Columbia Question ID Question Text Field Type Default Value, Radiobutton Desc, Dropdown Code Dropdown Desc
DC_ALLOWANCES Are any allowances claimed as part Radiobutton • Yes • Yes of wage? • No • No
DC_TIPS_AMOUNT If tip allowances were taken, enter Text N/A N/A the amount per hour.
DC_MEAL_AMOUNT If meal allowances were taken, Text N/A N/A enter the amount per meal.
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Question ID Question Text Field Type Default Value, Radiobutton Desc, Dropdown Code Dropdown Desc
DC_LODGING_ If lodging allowances were taken, Text N/A N/A AMOUNT enter the amount per time period (day, week, month, etc).
DC_OTHER_ If other allowances were taken, Text N/A N/A AMOUNT enter the amount per time period (day, week, month, etc).
DC_TIPPED_EMPL Does this employee participate in a Radiobutton • Yes • Yes company tip pool? • No • No
DC_TIP_POLICY If this employee participates, what Text N/A N/A is your Tip Pool Policy?
DC_BASIS_WAGE What is the basis of wage payment Dropdown • MW • Minimum Wage for this employee? • LW • Living Wage
• LWE • Living Wage
Exempt
• EDW
• Employer
Determined Wage
RateDC_PAY_BASIS What is the pay basis (hourly, shift, Dropdown • Hourly • Hourly week, salary, piece, commission)? • Shift • Shift
• Weekly • Weekly
• Salary • Salary
• Piece • Piece
• Commission • CommissionDC_PAID_ If exempt from overtime which is Dropdown • Admin • Administrative EXEMPTION the Pay Exemption for bona fide? • Exec • Executive
• Prof • ProfessionalDC_MULTIPLE_ If there are multiple Rates or Basis, Text N/A N/A OVERTIME for each basis please list what is the Rate of Pay and Overtime Rate per time period.
DC_CLASSIFICATION If prevailing rates apply for this Text N/A N/A Employee, list all classifications and the prevailing rate of pay for each classification.
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Minnesota Question ID Question Text Field Type Default Value, Radiobutton Desc, Dropdown Code Dropdown Desc
employee_exempt_status Is this an Exempt or Non-Exempt Dropdown • Exempt • Exempt employee? Employee • Non-Exempt • Non-Exempt Employee
minimum_wage_exempt Is this employee exempt from Dropdown • Y • Yes minimum wage? • N • No
mn_other_exempt Is this employee exempt from Dropdown • Y • Yes other provisions of Minnesota Statutes 177? • N • No
exemption_basis Legal basis for exemption Text N/A N/A
hours_before_overtime Number of hours before Text N/A N/A overtime is effective for this employee
allowances_claimed Allowances claimed by this Text N/A N/A employee
amount_claimed_per_meal How much is this employee Text N/A N/A entitled to per lunch (if Applicable)?
lodging_allowance_per_day How much lodging allowance is Text N/A N/A this employee entitled to per day? (if Applicable)
sick_leave Is this employee eligible for a Dropdown • Y • Yes sick leave? • N • No
paid_vacation Is this employee eligible for a Dropdown • Y • Yes paid vacation? • N • No
other_paid_time_off Does this employee have other Dropdown • Y • Yes paid time off? • N • No
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Question ID Question Text Field Type Default Value, Radiobutton Desc, Dropdown Code Dropdown Desc
benefits_accrual_basis Benefits for this employee are Dropdown • YEAR Benefits accrue per: accrued per: • MONTH • Year
• PAY PERIOD • Month
• HOUR • Pay Period
• Hours Workedterms_of_benefits What are terms of benefits Use? Text N/A N/A
wage_deduction Deductions to be made from Text N/A N/A employee’s pay
other_employment_ What, if any, are the other Text N/A N/A information information related to this new hire?
date_of_first_pay This employee’s first day of pay Date N/A N/A
hours_before_benefits Hours before benefits come into Text N/A N/A effect?
days_before_benefits Days before benefits come into Text N/A N/A effect?
New York Question ID Question Text Field Type Default Value, Radiobutton Desc, Dropdown Code Dropdown Desc
ny_allow_none Are any allowances taken? Dropdown • Yes • Yes
• No • Nony_allow_tips Are any tip allowances taken? Dropdown • Yes • Yes
• No • Nony_allow_tips_amt If tip allowances were taken, enter Text N/A N/A the amount per hour
ny_allow_meals Are meal allowances taken? Dropdown • Yes • Yes
• No • Nony_allow_meals_amt If meal allowances were taken, Text N/A N/A enter the amount per meal
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Question ID Question Text Field Type Default Value, Radiobutton Desc, Dropdown Code Dropdown Desc
ny_allow_lodging Are lodging allowances taken? Dropdown • Yes • Yes
• No • Nony_allow_lodging_amt If lodging allowances were taken, Text N/A N/A enter the amount
ny_allow_other Are there other allowances taken? Dropdown • Yes • Yes
• No • Nony_allow_other_amt If other allowances were taken, Text N/A N/A enter the amount
ny_exempt_under This employee is exempt from Text N/A N/A overtime under the following exemption:
South Carolina Question ID Question Text Field Default Value, Radiobutton Desc, Type Dropdown Code Dropdown Desc
sc_vacation What will be the vacation policy for this employee? Text N/A N/A
sc_holiday What will be the paid holidays for this employee? Text N/A N/A
sc_sick What will be the sick leave policy for this Text N/A N/A employee?
sc_terms What, if any, are the additional terms for this Text N/A N/A employee?
sc_deductions Deductions to be made from wages such as Text N/A N/A insurance deductions
sc_hoursofwork What are the normal hours of work (number or Text N/A N/A range of hour per week, day, other, etc)
sc_commission What is this employee’s commission rate? Text N/A N/A
To enter the state-default questions on the State Rules form: 1. Click Back Office. 2. From System|Change select State Rules. The State Rules form opens.
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Uploading PDF Files To upload and map PDF files to custom forms, use the PDF Integration option. Upload state-required or custom PDF files to include in employee onboarding workflows. To download the following PDFs, see State-Required Forms for Onboarding on the Customer Resource Center. The following state-required PDF files are supported for mapping: • California: Theft Notice to Employee (CA Wage) • New York: Notice for Hourly Rate Employees (NY Wage Hourly) • New York: Notice for Exempt Employees (NY Wage Salaried) • South Carolina: Terms of Employment Notice (SC Wage) • Washington D.C. Notice of Hire — Employment Status and Acknowledgment of Wage Rate(s) (DC Wage) • Minnesota Employee notice (MN Wage)
To upload a PDF file for mapping: 1. Click Back Office. 2. From System|Change, select Form Library. The Form Library opens. 3. Select the custom form from the list to open to the Edit Custom Form. 4. On the General tab, click Please upload a compatible PDF for mapping. Then, select a document to upload. The Confirm PDF Upload message displays if the layout of the form currently contains editable field types that will be removed. The editable field types are removed because all editable fields must be mapped to a PDF field. 5. To confirm and continue, click Yes. When the PDF uploads, the PDF Fields Map tab displays.
Working with the PDF Fields Map On the PDF Fields Map tab, you can view a complete list of the fields extracted from the uploaded file. If the uploaded file is a state-required PDF, the PDF field is automatically assigned the map. This value displays in the PDF Mapping field.
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Field Description PDF Field The name of the field on the PDF file. PDF Mapping The value assigned to the PDF file field in the system. Action Edit to assign a different map (source) to the PDF file field. The default value is None.
To configure the PDF file field mapping: 1. Click Edit. The Edit PDF Fields Map opens.
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Field Description
PDF Field (Target) The name of the field on the PDF file.
PDF Field Type The type of field on the PDF file. PrismHR supports the two most
common field types found on PDF forms:
• FIELD_TYPE_TEXT: Text field to enter data.
• FIELD_TYPE_RADIOBUTTON: Option to select one of two items.
Map (Source) The source location of the value to display in the PDF Field.
Description A description of the map.Constructing the Layout On the Layout tab, you can construct the form using the Field Type and PDF Fields lists. When a PDF uploads, the PDF Frame option displays in the Field Type list, and the PDF Fields list displays. The PDF Fields list contains the PDF fields mapped to custom form field types. You can view these PDF fields on the PDF Fields Map tab.
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To construct the layout: 1. In the Field Type list, drag and drop the PDF Frame to the layout on the right. 2. In the PDF Fields list, drag and drop each entry list to the layout on the right. The PDF fields available vary depending on the uploaded PDF. 3. To view the form output after configuring the layout, click Preview Form. 4. Click Save.
Managing the Workflow Library To configure onboarding workflows, use the Workflow Library.
To create and configure onboarding workflows: 1. Click Back Office. 2. From System|Change, select Workflow Library. The Workflow Library opens. 3. Filter these fields as required:
Field Description
Name The workflow name.
Id The workflow ID assigned on the Create New Workflow form.
Version The workflow version number.Onboarding User Guide © 2026 PrismHR 68 Chapter 5 Setting Up Forms and Workflows
Field Description
Type Onboarding.
Status • Active: The workflow is in use.
• Draft: The workflow is saved in Draft mode.
• Inactive: The workflow is not in use.
Date of Creation The date the workflow was created.
Start Date The date the workflow was designated to become available for use.Prebuilt forms are shown in the build. See the following to create new workflows: • To create a new workflow to use in Onboarding, see Creating a Workflow (page 69). You can also add notifications that you want to send to employees or groups to workflows. To do this, you must first set up notification templates and recipients. When created, notifications are available in the Notifications tab in the Workflow Library where you can add them to workflows as needed. • To set up the content for the notifications you want to send out to employees or groups during enrollments, and specify when to send the notifications, see Setting Up Notification Templates (page 78). • To set up recipients for the notifications. Notification recipients can be specified by group (for example, Internal Employees, Managers), by user role (for example, Client Benefit Representative), or both, see Setting Up Notification Recipients (page 80). The Workflow Library also maintains multiple versions and revisions of workflows: • For information about viewing and managing workflow versions and revisions in the Workflow Library, see Managing Versions and Revisions (page 75).
Creating a Workflow Use the Workflow Library form to create workflows for onboarding. You can also use this form to add notifications to send out to employees or groups during onboarding. • You can create a workflow using prebuilt forms. Enter the workflow ID and Name (these are required), select the workflow type Onboarding, and save the workflow. • You can also customize settings, select different process forms, and add additional forms to the workflow. The forms you select display in the navigation menu during onboarding in the same order in which they are arranged.
To create a new workflow: 1. Click Back Office. 2. From System|Change, select Workflow Library. The Workflow Library form opens. 3. Click Create New Workflow. The Create New Workflow form opens.
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On the General tab, complete the following:
Field Action ID Enter a unique workflow ID. Name Enter a unique workflow name. Workflow Type Select Onboarding. The Workflow Type Enrollment is used only to create workflows for PrismHR Benefits Enrollment.
The Start Date and End Date fields are read only. These dates are set when you submit the workflow.
Click Save. The Process, Forms and Documents, and Notifications tabs are enabled.
Select the Process tab. You can save, change, and retrieve data. Autosave occurs when the drop-down selector is changed. The following forms are required for all onboarding workflows. If additional languages are configured on the system, these form fields will appear in multiple languages. • Initial Visit • Return Visit • Employee Information • Summary • Submit The following forms are optional. • Electronic Consent: • When creating a new workflow, the form is enabled by default. You can disable it to not include the form in the workflow. • When editing a preexisting workflow, the form is disabled by default and must be enabled to include in the workflow. For information on including the Electronic Consent form at the beginning of a workflow, see Including the Electronic Consent Form. • I-9 Section 1 and 2: Enabled by default, but can disable to not include in workflow.
Use the lists to select forms. To edit a form label, click .
Select the Forms and Documents tab. Add forms and form sets to the workflow by dragging and dropping them from the Available Items panel to the Selected Items panel. Forms in bold are prebuilt forms. If additional languages are configured on your system, both the form title and category title display additional language fields. • To change the name of a form, click . To remove a form from the Selected Items panel, click . You can also view forms included in form sets by selecting .
Note: The forms included in the workflow display in the navigation menu of Onboarding in sequential order.
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Select the Notifications tab. You must create notifications and set up recipients to assign them to workflows. For more information about creating notification templates, seeSetting Up Notification Templates. For more information assigning notification recipients, see Setting Up Notification Recipients.
For each notification to attach to the workflow, click Enabled. When a notification is enabled, the Object field is enabled.
Select the Object to apply to the enabled notification. The options available depend upon the notification’s Type and Condition. For more information about these options, see Working with Objects and Tasks for Onboarding Notifications.
Click Save. The Submit Workflow dialog box opens.
When does the change need to go Definition into effect? Immediately The system sets the workflow status to Active and sets the current date as the Start Date. Since there can only be one active version of the workflow, the system changes the status of any prior active version to Inactive and sets the current date as its End Date. Future Date The form prompts you to enter a Start Date. The system sets the workflow status to Inactive and changes it to Active on the specified start date. Save as Draft The workflow status is set to Draft. The system does not set a Start Date, version, or revision number for the workflow.
Click Submit Workflow when the workflow is complete.
Including the Electronic Consent Form The Form Library and Workflow Library enable you to configure and include an electronic consent form at the beginning of a workflow. In the Form Library, the prebuilt Electronic Consent form provides a template for you to configure. In the Workflow Library, you can include the form in a workflow. The Electronic Consent form displays on the Process tab in the Start Process section. • When creating a new workflow, the form is enabled by default. You can disable it to not include the form in the workflow. • When editing a preexisting workflow, the form is disabled by default and must be enabled to include in the workflow. When the form is in a workflow, an employee can accept or decline electronic consent during the onboarding process.
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When an employee accepts the When an employee declines the Electronic Consent form… Electronic Consent form… • The employee can continue • The employee cannot complete onboarding electronically. to complete additional They must complete onboarding using paper forms. forms electronically. • The employee can edit their electronic consent and select • A PDF generates and stores Accept. in the Document Repository in PrismHR. The PDF is also • A PDF generates and stores in the Document Repository in available in Employee PrismHR. During onboarding, the employee can download Documents. During a copy. onboarding, the employee • With the OBCONSENTDECLINED message template, an can download a copy. email is sent to the service provider of the client with instructions about how to complete the employee onboarding process using paper forms. The set of recipients include those with the Account Management Roles of Human Resource and Payroll Representative in PrismHR.
Document Set - Workflow Library Instead of creating a form for each document set (and needing to build a new field type), you can add the document set directly to the workflow.
To add a document set to a workflow: 1. Click Back Office. 2. From System|Change, select Workflow Library. The Workflow Library form opens. 3. Create a new workflow or edit an existing workflow.See Creating a Workflow on page 69 4. Select the Forms and Document tab. 5. (Optional) Select a filter from the Filter Type drop-down to filter the available forms and sets by type in the Available Items section. 6. (Optional) Enter a keyword in the Search field to filter the available forms and sets by keyword in the Available Items section. 7. Review the items in the Available Items section. You can click the column header to sort the items by name or by type. 8. Drag and drop one or more item from the Available Items section to the Selected Items section. 9. (Optional) Edit the field label of the item. a. Click the edit button for an item in the Selected items section. b. Update the field label in the English field or the Spanish field. c. Click Save to complete the label change.
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Deactivating Workflows On the Workflow Library form, you can deactivate unused workflows giving them an inactive status. You can only deactivate active workflows.
To deactivate workflows: 1. Click Back Office. 2. From System|Change, select Workflow Library. The Workflow Library opens. 3. Using the checkmarks next to workflows in the list, select one or more workflows to deactivate. The system enables the Deactivate button.
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Managing Versions and Revisions The Form Library and Workflow Library both maintain multiple versions and revisions for forms and workflows. The system sets revisions automatically when you submit a new form or workflow or modify an existing one. • When you create a new form or workflow, the system automatically sets the Version to 1.0. • If you change the form or workflow and select the option to have them go into effect immediately, the system adds a Revision number after the decimal point in the Version number (1.1, 1.2, and so on). The system also immediately sets the Status to Active, and sets the current date as the Start Date. Since there can be only one active version of the form, the system changes the Status of any prior active version to Inactive and sets the current date as its End Date. • If you change the form or workflow and select the option to have the changes go into effect at a future date, the system automatically sets the Version number to the next number in the sequence, and resets the revision number to zero (2.0, 3.0, and so on). The system sets the new version’s Status to Active on the Start Date, which you assign when you submit the form or workflow. Since there can be only one active version, the system changes the Status of any prior active version to Inactive and sets the current date as its End Date. You can view and compare different versions and revisions in both libraries by clicking the form or workflow ID in the table. The Versions form opens, displaying all versions and revisions that exist. • Click the ID if you want to modify a form or workflow version or revision. • To compare two versions or revisions of a form or workflow, select the two you want to compare and click Compare. The Comparison panel opens below the main table in the form (you must scroll down to view data) and displays settings for both.
Generating PDF Files When a new hire completes and submits a form in their onboarding workflow, a copy of the PDF file stores in the Document Repository and Employee Documents forms in PrismHR.
Note: PrismHR runs a daily process to generate any missing custom form PDF files. This is important for clients that started using Onboarding after the introduction of the custom form PDF generation feature in March of 2019.
Viewing Employee Documents To upload and manage documents, use the Document Repository. Documents can include logos and other images, PDFs, spreadsheets, and so on. You can also view PDF copies of submitted forms by employees during their onboarding workflow.
To view employee forms in the Document Repository: 1. Click Back Office. 2. From System|Change select Document Repository. The Document Repository opens. 3. In Classification, select Onboarding. A list of onboarding-related documents displays.
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Viewing Submitted Forms To view PDF copies of employee submitted forms during their onboarding workflow, use the Employee Documents form.
To view employee forms in Employee Documents: 1. In the HR menu under HR|Change, select Employee Details. The Employee Details formopens. 2. In Employee, enter an employee ID or select Employee to choose from a list. 3. In the Actions menu , select Documents. The Documents form opens. For more information on the Employee Documents form, see the Human Resources User Guide.
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Chapter 6 Setting Up Notifications The Notification Templates and Notification Recipients forms enable you to set up notifications you want to send and to specify recipients for notifications. For notifications to work, you must first set up Email Services. For more information, see the System Administration Guide. • You can set up content for notifications in the Notification Templates form. For more information, see Setting Up Notification Templates (Onboarding). • You can designate recipients for notifications in the Notification Recipients form. For more information, see Setting Up Notification Recipients (Onboarding). • Notifications are available in the Workflow Library where you can add them to workflows. For more information, see Creating a Workflow for Onboarding.
Managing Notifications To specify how often the system should send the notifications, to resend time-based notifications if needed, and to stop or start the notifications engine, use the Notification Control Panel. For more information, see Managing the Notification Control Panel (Onboarding).
Handling Bounced Notifications There are two possible circumstances that can result in notifications not reaching the recipient: • The email address is not entered correctly (for example, it is entered as @example.com instead of j smith@example.com). PrismHR logs this error but it is not accessible to the user. Users should contact the PrismHR Customer Support Team. • The email address is entered correctly, but is otherwise not deliverable (for example, the email address is no longer active). In this case, PrismHR simply sends the email. There is no error log, and in most cases, there is no way to know that it was not received. Many email servers are configured not to send notifications of undeliverable emails.
Tracking Notifications You can track notifications by setting up the Notification Recipients form to send copies of all notifications to an administrator in your organization. This also enables you to forward notifications.
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Setting Up Notification Templates The Notification Templates form is used to create templates for the notifications that are sent to employees or groups during onboarding. Each template specifies the content that is included in the notification, such as the subject and message body, as well as the criteria for sending the notification and the communication method used to send the notification. When defining notification content, substitution variables can be used to replace generic information with specific information from PrismHR. Once the template has been created, the Notification Recipients form can be used to define the recipients who receive the notification. In addition, the notifications can be added to a workflow using the Workflow Library.
Note: Notification templates that have been attached to a workflow or a notification recipient record cannot be deleted.
To set up a notification template: 1. Click Back Office. 2. From System|Change, select Notification Templates. The Notification Templates form displays. 3. In the Notification Templates panel, complete the following fields:
Field Action
Template Id To modify an existing template, enter a template ID or click Template Id to
display a list of existing templates.
To create a new template, click Create a New Template. An available template
ID is entered in the Template Id field.
Name Enter a name for the template. This name identifies the template and displays
in the list of available templates when assigning notification recipients.
Description Enter a description of the template.
Language Default For future development. Does not currently impact the functionality of
PrismHR.
Subject Enter a subject for notifications sent using the template.
Note: Do not use square brackets ([ or ]) in this field as doing so will prevent
recipients from receiving notifications sent using this template.
Message Body Enter the body text for the notifications sent using the template.
SMS Body For future development. Does not currently impact the functionality of
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Field Action
Trigger Type Select a notification trigger type.
• Time Based: Notifications are sent a specific number of days before or
after the workflow's due date.
If the notification engine is set up to check in the morning, the notifications
are sent in the morning. If the notification engine is set up to check every
other day, the notifications are sent every other day. Notification engine
settings are defined using the Notification Control Panel.
• Event Based: Notifications are sent when a specific event occurs, such as
when an onboarding workflow is completed.
The notification engine runs in the background and periodically checks to
see whether there are notifications to send and sends event-based
notifications when they turn up during the check.
Trigger Condition If Time Based is selected in the Trigger Type drop-down, the following options
are available:
• X Days before start date
• X Days before due date
• X Days before hire date
• X Days after hire date
If Event Based is selected in the Trigger Type drop-down, the following options
are available:
• Workflow is launched
• Workflow is completed
• Employee submits form
• Approver confirms
• Approver rejects
• Employee submits workflow with form field response
Number of Days Enter the number of days before or after the workflow's due date at which to
send the notification.
Note: This field is only available if Time Based is selected in the Trigger Type
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Note: The Send SMS option is for future development and does not currently impact the functionality of PrismHR.
Setting Up Notification Recipients To set up recipients for onboarding notifications created using the Notification Templates form, use the Notification Recipients form. This form can also be used to modify or delete existing notification recipient records. However, recipient records that are currently associated with a notification template cannot be deleted.
To set up notification recipients: 1. Click Back Office. 2. From System|Change, select Notification Recipients. The Notification Recipients form opens. 3. Complete the following fields:
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Field Action
Notification ID Enter an existing notification ID, or click Setup a new
Notificationcreate a new notification.
Name Enter a name for the notification recipient group. The name
displays on the Workflow Library form in the list of notification
users you can add to workflows.
Description (Optional) Enter a description for the notification.Select recipients for the notification using the following panels as appropriate:
Panel Description To Group Recipients Primary recipients for the notification, organized by group (for example, Internal Employees, Managers, and so on). To set up groups, use the Message Center Groups form. See the System Administration User Guide for details.
Note: Message groups that include client records cannot be
used in notification recipient records.To Generic Primary recipients for the notification, organized by role: Employee, Client Benefit Rep, Human Resources, Client Manager, I-9 Section 2 Approver. The Client Benefit Rep, Human Resources, and Client Manager roles can be assigned to users using the Users form. Before selecting I-9 Section 2 Approver as a generic recipient, I-9 Section 2 approval policies must be set up at the system level using the Global Approval Policies form and at the client level using the Approval Policies form. An administrator must also be assigned to the I-9 Approval role using the Users form. For more information, see Configuring System Settings. CC Group Recipients Additional recipients to copy publicly, organized by group. CC Generic Additional recipients to copy publicly, organized by role. BCC Group Recipients Additional recipients to copy privately, organized by group. BCC Generic Additional recipients to copy privately, organized by role.
In the Notification Template panel, enter the ID number of the template to use in the Template ID field. The name and description associated with the template are automatically entered in the appropriate fields, and the appropriate check boxes are selected for the associated workflow type and message delivery method.
Click Save.
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Using the Notification Control Panel Use the OB Notify section in the Notification Control Panel to: • Start and stop the notification engine during onboarding • Determine the frequency at which the notifications engine sends notifications During onboarding, the system sends event and time-based notifications attached to the workflows to notification recipients. The system: • Sends time-based notifications daily, typically shortly after midnight. This applies only to incomplete forms in the onboarding workflow. • Sends event-based notifications when the event specified by the trigger condition occurs (for example, when the employee completes the workflow). The notification engine runs in the background and periodically checks to see whether there are notifications to send. If so, it sends event-based notifications when they turn up during the check.
Note: The options in the BE Notify section are only used in PrismHR Benefits Enrollment and do not affect Onboarding.
To check for and send available event-based notifications: 1. Click Back Office. 2. From Operations|Action select Notification Control Panel. The Notification Control Panel form opens. 3. In OB Notify Interval (mins), enter the number of minutes. You can enter values from 5 to 1440 minutes. Note: The state of the process, ENABLED or DISABLED, displays next to the OB Notify Interval (mins) field. OB Notify Date populates automatically with the date the system last sent time-based notifications. If you need to manually resend a notification (for example, if employees did not receive the notification, or if there is a change to the notification template), you can delete the displayed OB Notify Date, and click Save. The system resends time-based notifications for that day with the current date. When the notifications are resent, the current date displays. 4. To submit your settings and start the notifications engine, click Save.
Click this in the OB
To do this
Notify section
Stop Stop the system from sending notifications — Stop changes to Start, andOnboarding User Guide © 2026 PrismHR 82 Chapter 6 Setting Up Notifications
Click this in the OB
To do this
Notify section
the status changes to NOT RUNNING. The request to stop notifications
takes effect immediately. However, it can take a few minutes for the
updated status to display correctly.
Note: The status displays next to the Stop button.
Start Start the notifications engine without changing settings — Start changes to
Stop, and the status changes to RUNNING. If you stop and then restart the
notifications engine, the process ID (PID) number resets and a new PID
displays.
Note: The status displays next to the Start button.
Cancel Close without saving changes.Managing Notification Objects and Tasks You can specify sending Onboarding notifications based on the object specified in the Notification tab when setting up a workflow in the Workflow Library. For event based notifications an object can be a workflow, specific form, or the I-9 Section 2 form. The objects that display in the Object column differ depending on the notification Trigger Condition. For time based notifications, an object can be a task. A task is an action that an employee or administrator must completed by the employee (or an administrator) by a fixed due date. Notifications that have the time-based Trigger Type display tasks in the Object drop-down. The following tables lists all of the notification conditions and their associated objects or tasks you can select when attaching a notification to an onboarding workflow.
Trigger Type Trigger Condition Object or Task Options Available Event Based Workflow is launched Workflow (no additional objects or task list displays) Event Based Workflow is completed Workflow (no additional objects; no drop-down displays) Event Based Employee submits form • I-9 section 1 • Employee Information • Selected Forms • Submit
Event Based Approver confirms I-9 Section 2 (no additional approval policies or list displays)
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Trigger Type Trigger Condition Object or Task Options Available Event Based Approver rejects I-9 Section 2 (no additional approval policies or list displays) Time Based X Days before due date Tasks available: • I-9 section 1 • Employee Information • I-9 Section 2 • All Other Forms
Time Based X Days after due date Tasks available: • I-9 section 1 • Employee Information • I-9 Section 2 • All Other Forms
Onboarding includes the following tasks:
Task Due Date I-9 Section 1 Employee’s date of hire Employee Information Employee’s date of hire I-9 Section 2 Approval due 3 days after date of hire All Other Forms Onboarding end date
For example, if the task I-9 Section 1 is set up with the time based Trigger Condition X Days before due date, and the number Days are defined as 5, the notification is sent 5 days before the employee’s date of hire.
Note: The date of hire is defined as the later of Client Start Date and Employer Start Date. It is the day the new hire begins employment.
Conditional Notifications Conditional notifications are event-based notifications triggered by content in a form field or a business rule. This feature helps clients with custom forms ask questions of an employee, whose Yes response triggers a notification to previously specified recipients. For example, a custom form might ask if employees have received a COVID-19 vaccine. In the form library, fields need to be identified where these notifications apply. For instance, a new radio button is added with Yes or No options for response.
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Additional attributes are needed to trigger a notification for a Form Field Response. Notification triggers are event-based, such as when a workflow is completed. When an employee submits a workflow, conditional notifications are triggered. A single notification template is allowed for each field type. The user is unable to choose a different notification template per response. There is one chosen template that is sent based on the responses selected. A user can choose multiple responses for sending the notification.
The conditional notifications workflow operates like this: 1. Notification logic is updated to account for the Send Notification configuration on the field type of a form. 2. When a trigger is enabled. employees submit a workflow and the system examines the notifications attached to a workflow to determine whether this form has field types that require notification. 3. If yes, the system then determines if an employee’s response is selected to send a notification. 4. If yes, the system sends the notification.
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Chapter 7 Assigning Onboarding Workflows To assign onboarding workflows at the system and client levels, use the System Onboarding Workflow Grid and the Client Onboarding Workflow Grid. You can access the forms by selecting the System or Client links at the top of both forms.
Assigning Workflows at the System Level Use the System Onboarding Workflow Grid form to assign a workflow to Onboarding at the system level.
To access this form: 1. Click Back Office. 2. From System|Change, select System Onboarding Workflow Grid.
Viewing and Modifying Existing Workflow Assignments Existing onboarding workflows display in the records table. You can view and modify them as follows: • Use the buttons located at the bottom of the table to navigate through the workflow history in the records table. • View the total number of records in the lower right-hand corner. • Select a different workflow to use in a record from multiple Workflow drop-downs (New Hire, Rehire, Take On). • Modify a record’s setting for the Window Length by clicking the field. • Copy a record to a new Workflow Effective Date by clicking Copy in the Copy column.
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Assigning a New Onboarding Workflow To enter a new onboarding workflow assignment: 1. Click Add to open the Add Workflow Effective Date form. 2. Complete these fields as required:
Field Description
Workflow Effective Date Date on which the worfklow
will be available. This field is
required to save the workflow.
New Hire Workflow Select the workflow you want
to use for a New Hire from the
drop-down. The drop-down
displays all active Onboarding
workflows in the Workflow
Library. This field is required to
save the workflow.
For New Hire workflows, the
Client Start Date and the
Employer Start Date are the
same.
Rehire Workflow Select the workflow you want
to use for a Rehire from the
drop-down. The drop-down
displays all active Onboarding
workflows in the Workflow
Library.
For Rehire workflows, the Last
Hire Date is greater than the
Original Hire Date.
Take On Workflow Select the workflow you want
to use for a Take On from the
drop-down. The drop-down
displays all active Onboarding
workflows in the Workflow
Library.
For Take-On workflows, the
Client Start Date / Original Hire
Date is before the Employer
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Field Description
Window Length Starting on the day of hire, this
is the number of days an
employee has to complete the
onboarding process. The
Window Length defines the
window for all forms with the
exception of the I-9 Form. The
I-9 Form window is as follows:
• I-9 Section I is due on
the employee's hire
date. This is a preset
condition.
• I-9 Section II is due
three (3) days from the
employee's hire date.
This is a preset
condition.
Audit Click to display audit logs. The
system displays a message if no
logs are available.Assigning Workflows at the Client Level Use the Client Onboarding Workflow Grid form to assign a workflow to Onboarding at the client level.
To access this form: 1. Click Back Office. 2. From System|Change, select Client Onboarding Workflow Grid.
Viewing and Modifying Workflow Assignments Existing onboarding workflows display in the records table. You can: • View workflows for a specific client by entering the Client ID or the Client Name, then clicking Search. You can also select Search without entering client information to view workflows for all clients. • Select a different workflow to use in a record from multiple Workflow drop-downs (New Hire, Rehire, Take On). • Modify record settings for the Window Length by clicking the link. • Copy a record to a new Effective Date by clicking Copy.
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Assigning a New Onboarding Workflow To enter a new onboarding workflow assignment: 1. Click Back Office. 2. From System|Change, select Client Onboarding Workflow Grid. The Client Onboarding Workflow Grid form opens. 3. Click Add. The Add Workflow Effective Date form opens. 4. Complete the following fields:
Field Action
Client Id Enter the client ID. The Client Name displays. This field is
required to save the workflow.
Workflow Effective Date Enter the date when onboarding begins. This field is required to
save the workflow.
New Hire Workflow Select the workflow you want to use for a New Hire from the
drop-down. The drop-down displays all active Onboarding
workflows in the Workflow Library. This field is required to save
the workflow.
For New Hire workflows, the Client Start Date and the Employer
Start Date are the same.
Rehire Workflow Select the workflow you want to use for a Rehire from the drop-
down. The drop-down displays all active Onboarding workflows
in the Workflow Library.
For Rehire workflows, the Last Hire Date is greater than the
Original Hire Date.
Take On Workflow Select the workflow you want to use for a Take On from the
drop-down. The drop-down displays all active Onboarding
workflows in the Workflow Library.
For Take-On workflows, the Client Start Date / Original Hire Date
is before the Employer Start Date.
Window Length Enter the number of days from the Workflow Effective Date
during which an employee can log in and complete their
onboarding workflow.
The Window Length defines the window for all forms except the
Form I-9. The Form I-9 window is as follows:
• The Form I-9 Section I is due on the employee hire date.
• The Form I-9 Section II is due three (3) days from theOnboarding User Guide © 2026 PrismHR 89 Chapter 7 Assigning Onboarding Workflows
Field Action
employee hire date.
Audit Click to display audit logs. The system displays a message if no
logs are available.
Send Notification Icon A letter icon displays next to the line item to send the same-day
notification when the following criteria are met:
l The line item has an effective date.
l An open enrollment workflow is present.
l The OBE Start Date is set to today's date or changed to
today's date.
Click the icon to display a confirmation window, where the user
can select to send notifications for the open enrollment
workflow.Onboarding User Guide © 2026 PrismHR 90 Chapter 8 Working with the Onboarding Dashboard
Chapter 8 Working with the Onboarding Dashboard The PrismHR Dashboard provides quick access to company information and relevant features. The information shown in the Chart and List sections of the Perspective panel reflects the client selected. To view onboarding tasks within Onboarding, in the Chart section of the My Perspective panel, select Onboarding Tasks by Status from the list.
Using the Chart and Filters The Chart displays onboarding tasks and their statuses (Not Due, Due Today, Past Due, and Completed) for a date range. The Chart includes the following filters: • The Show list enables you to select the date range you want to view (Active, Last 7 Days, Last 30 Days). The Chart and List display tasks in the date range.
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• The Tasks list enables you to select which type of task you want to view in the Dashboard (I-9 Section 1, Employee Information, I-9 Section 2, All Other Forms, or Approve Paycard). The Chart and List display the task selected.
Using the List The List section displays information about new hire tasks. The number of tasks that display is determined by the filters selected in the Chart section of the My Perspective panel.
Field Description New Hire Search for a new hire record for the task selected. Information displayed in the (Search) List is relevant to the Task selected. New Hire The person being onboarded. Performer The person performing the tasks for the person being onboarded. Forms The Form Symbols for all custom forms display in the workflow when All Other Forms is selected in the Task list. Due Date The date the task is due. Submit Date The date the task was submitted. Status Status of the workflow (Not Due, Due Today, Past Due, Completed) Actions The reminders to send about an employee’s onboarding workflow. Reminders sent depend on the task selected in the Tasks list. • I-9 Section 2: Send approval-pending reminders to I-9 Section 2 approvers. • I-9 Section 1, Employee Information, All Other Forms: Send reminders to employee’s with incomplete forms in their workflow.
Viewing the New Hire Task List Select a new hire from the list to view the New Hire Task List.
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Field DescriptionTasks performed by The new hire completing the tasks. Workflow Status The status of the new hire workflow. • Not Started: Forms in the workflow have not been started • In Progress: At least one form has been started • Complete: All forms, Including the I-9 Section 2, are complete
Form The name of the form in the new hire workflow. Version The
version of the form. Form Status The status of the form (Not Started, In
Progress, Submitted, Completed). Due Date The date the form is due. Due
Date Status The status of the form in relation to the due date (Not Due,
Due Today, Past Due). Submit Date The date the form was submitted.
Approval Type of approval (I-9 Section 2, Pay Card Account). Version The
version of the approval. Approval Status The status of the approval (Not
Started, In Progress, Completed). Due Date The date the approval is due.
Submit Date The date the approval was submitted. Approver The approver
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Exporting Data Export dashboard data in CSV format.
• To download and save the CSV file locally, click (next to the Show list). Filter data in the export using the Show and Tasks lists.
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Chapter 9 Maintaining Workflow Actions Use the Workflow Maintenance form to perform onboarding-related workflow actions,.
To complete an action on the Workflow Maintenance form: 1. Click Back Office. 2. From System|Change select Workflow Maintenance. The Workflow Maintenance form opens. 3. In Workflow Type, select Onboarding.
Note: If you select Benefit Enrollments as a workflow type, the system displays a message that it is not currently supported.
Select an Action to execute. Options include:
Action Description Reopen Workflow Shows new hires with: • Completed onboarding workflows • A Form I-9 Section 1 in their workflow with the Form I-9 Section 2 either complete or in progress. See Reopening a Workflow (page 96). Edit New Hire Shows new hires with active onboarding workflows that you can edit. See Editing a New Hire (page 97). Suspend Workflow Shows new hires with active onboarding workflows that you can suspend. See Suspending a Workflow (page 100). Launch New Shows new hires with closed onboarding workflows, enabling you to launch a Workflow new one. See Launching a New Workflow (page 101). Delete Workflow Shows new hires with active onboarding workflows that do not have an employee record, enabling you to delete them. See Deleting a Workflow (page 103). Proxy Registration Shows cross hires with a prehire record for one employer, enabling you to
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Action Description
create a user record by proxy for another employer. See Registering by Proxy
(page 104).
Prehire Audit Shows all prehires enabling you to view a prehire audit log. See Viewing a
Prehire Audit Log (page 105).
Unarchive Workflow Shows archived prehire records and onboarding workflows, allowing you to
restore the record and workflow if needed. See Unarchiving a Workflow
(page 106).Reopening a Workflow The following details how to reopen a workflow using the Reopen Workflow action.
To reopen a workflow: 1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire’s last name, first name, Social Security Number, or employee ID in the New Hire field. 2. Click Search. The Search Results panel displays the following information:
Field Description
New Hire The employee's name.
SSN The employee's Social Security Number. The value shown may be masked or
hidden depending on settings at the system or client level.
Employee ID The employee's ID number.
Employer Start Date The date the employee started with the employer.
Client Start Date The date the employee started with the client.
Workflow The workflow name and version number.
Submit Date The date the new hire submitted the onboarding workflow. If the workflow
includes the Form I-9, the Submit Date is the later of the following:
• The date the onboarding workflow is submitted
• The approval date for the I-9 Section 2
If the workflow does not include the Form I-9 Section 2, the Submit Date is
the date the onboarding workflow is submitted.
Action Reopen: Enables you to reopen the new hire workflow.Onboarding User Guide © 2026 PrismHR 96 Chapter 9 Maintaining Workflow Actions
In the Action column, click Reopen. The Reopen Workflow and Reopen Options panels display.
Complete the following:
Use this option To do this Unlock I-9 Section 1 for Unlock the Form I-9 Section 1 and reopen the workflow and Form employee (Reopens I-9 Section 2 Approval. This option is available if the I-9 Section 2 workflow and I-9 Section 2) Approval is in progress or was submitted by the approver. Reopen workflow for Reopen the workflow. This options is available if the employee employee submitted the workflow. Reopen I-9 Section 2 for Reopen the Form I-9 Section 2 Approval. This option is available if approver the approver submitted the I-9 Section 2 Approval.
Click Continue.
Editing a New Hire The following details how to edit new hire information using the Edit New Hire action.
To edit new hire information: 1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire’s last name, first name, Social Security Number, or employee ID in the New Hire field. 2. Click Search. The Search Results panel displays the following information:
Field Description
New Hire The employee's name.
SSN The employee's Social Security Number. The value shown may be
masked or hidden depending on settings at the system or client level.
Employee ID The employee's ID number.
Employer Start Date The date the employee started with the employer.
Client Start Date The date the employee started with the client.
Personal Email The employee's personal email address.
Work Email The employee's email address with the client.
Action Edit: Enables you to edit new hire information.Onboarding User Guide © 2026 PrismHR 97 Chapter 9 Maintaining Workflow Actions
In the Action column, click Edit. The Edit New Hire, Personal Information, Employment Details, Pay Details, and User panels display.
Editing new hire information without an employee record: If the employee has not submitted their Employee Information form (the employee does not have an employee record in the system), you can edit the following fields:
Field Description Work Location The location where the employee works. When selecting a new location, the New-Hire Questions form opens. Required. Social Security The employee’s Social Security number. Required. Number First Name, Last The employee’s first and last name. Required. Name, Middle Name The employee’s middle name. Configure as required or optional on the Global New Hire Fields and New Hire Optional Fields forms. Date of Birth The employee’s date of birth. Personal Email, Work The employee’s personal and work email addresses. To send an email Email indicating that the workflow is launched, click Send “Workflow Launched” Email. The link is disabled if: • The notification is not set up for the Employee recipient • The notification is not enabled on the workflow • The Personal Email and Work Email fields are blank
Employer Start Date, You can edit the Employer Start Date and Client Start Date if the employee Client Start Date has not submitted the Employee Information form. Edits to these dates automatically update the workflow due date and the employee hire date on page two of Form I-9. You cannot edit the Employer Start Date or the Client Start Date after the employee submits their Employee Information form. Position A unique code that briefly describes the position. For example, OPER for vehicle operator. Codes cannot contain spaces or special characters. Required. Employment Type A unique code that briefly describes the type of employment. For example, FT for full-time. Codes cannot contain spaces or special characters. Department A unique code that briefly describes the department. For example, SLS for sales. Codes cannot contain spaces or special characters. Work Group A unique code that briefly describes the work group. For example, 1 for level-one employees. Codes cannot contain spaces or special characters.
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Field Description
PTO Approver The person who would approve the employee's PTO requests.
Pay Group A unique code that briefly describes the pay group. For example, BW for
biweekly. Codes cannot contain spaces or special characters.
Pay Method The employee's method of pay (required).
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 The rate the employee is paid based on the pay method.
Pay Rate Basis Whether the employee is paid Hourly, Weekly, Bi-Weekly, Semi-Monthly,
Monthly, or Yearly.
The User panel shows the new hire's User ID and Last changed on date indicating the date of the most
recent change to the user account.
Editing new hire information with an employee record:
If the employee has submitted their Employee Information form (creating an employee record in the
system), you can edit the following fields:
Field Description
Social Security The employee's Social Security number. Required.
Number
First Name, Last The employee's first and last name. Required.
Name, Middle Name The employee's middle name. Configure as required or optional on the
Global New Hire Fields and New Hire Optional Fields forms.
Date of Birth The employee's date of birth.
Personal Email, Work The employee's personal and work email addresses. To send an email
Email indicating that the workflow is launched, click Send "Workflow Launched"
Email. The link is disabled if:
• The notification is not set up for the Employee recipient
• The notification is not enabled on the workflow
• The Personal Email and Work Email fields are blank
Employer Start Date, You can edit the Employer Start Date and Client Start Date if the employee
Client Start DateOnboarding User Guide © 2026 PrismHR 99 Chapter 9 Maintaining Workflow Actions
Field Description
has not submitted the Employee Information form. Edits to these dates
automatically update the workflow due date and the employee hire date on
page two of Form I-9. You cannot edit the Employer Start Date or the
Client Start Date after the employee submits their Employee Information
form.
The User panel shows the new hire's User ID and Last changed on date indicating the date of the most
recent change to the user account.Suspending a Workflow The following details how to suspend a workflow with the Suspend Workflow action.
To suspend a workflow: 1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire’s last name, first name, Social Security Number, or employee ID in the New Hire field. 2. Click Search. The Search Results panel displays the following information:
Field Description
New Hire The employee's name.
SSN The employee's Social Security Number. The value shown may be
masked or hidden depending on settings at the system or client level.
Employee ID The employee's ID number.
Employer Start Date The date the employee started with the employer.
Client Start Date The date the employee started with the client.
Workflow The workflow name and version number.
Launch Date The date the onboarding workflow was initially launched.
Action Suspend: Enables you to suspend onboarding workflows.Onboarding User Guide © 2026 PrismHR 100 Chapter 9 Maintaining Workflow Actions
indicating that you are suspending the workflow, and a message shows when the employee logs in that their
onboarding process is unavailable. To suspend the workflow, click Yes. The system returns you to the
Workflow Maintenance form.
Suspending a workflow with an employee record:
For employees with only an employee record, clicking Suspend displays the Suspend Workflow and Suspend
Options panels. In the Suspend Options panel, you can specify the following options for employees with an
employee record:
Select To
Display Onboarding unavailable message to Show a message when an employee logs in that
the new hire. Use when you plan to launch a their onboarding process is unavailable.
new onboarding workflow.
Allow the new hire to access Employee Portal Enable the employee to access EP with payroll
(EP) with Payroll enabled. Use when you do not functionality enabled. If this option is selected, the
plan to electronically onboard this person. employee cannot be electronically onboarded.
Click Continue. The system returns you to the Workflow Maintenance form.Launching a New Workflow The following details how to launch new workflows using the Launch New Workflow action.
To launch a new workflow: 1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire’s last name, first name, Social Security Number, or employee ID in the New Hire field. 2. Click Search. The Search Results panel displays the following information:
Field Description
New Hire The employee's name.
SSN The employee's Social Security Number. The value shown may be
masked or hidden depending on settings at the system or client level.
Employee ID The employee's ID number.
Client ID The client ID number.
Employer Start Date The date the employee started with the employer.
Client Start Date The date the employee started with the client.Onboarding User Guide © 2026 PrismHR 101 Chapter 9 Maintaining Workflow Actions
Field Description
Closed Workflow The name and version of the closed workflow.
Closed Date The date the prehire record was created.
New Workflow The name and version of the new workflow to be launched.
Action Launch: Enables you to launch a new workflow.In the Action column, click Launch.
Launching a new workflow without an employee record: At the start of the onboarding process, new hires do not have an employee record (they have only a prehire record). In the Launch Options panel, you can specify the following information for employees with a prehire record:
Select To Workflow that will be launched Allows you to select any of the active onboarding workflows from a drop-down. Launch new workflow immediately Enables you to launch a new workflow immediately. Go to New Hire page to enter employee data Opens the New Hire form where you must enter the and launch new workflow new hire information again to launch a new onboarding process.
Click Continue. The system returns you to the Workflow Maintenance form. Launching a new workflow with an employee record: In the Launch Options panel, you can specify the following information for employees with an employee record:
Select To Workflow that will be launched Allows you to select any of the active onboarding workflows from a drop-down. Launch new workflow immediately Launches a new workflow immediately. If the new workflow has a cross hire conflict, a confirmation dialog box displays. The message indicates that the Social Security Number matches an employee in a different company, but the First Name, Last Name, or Date of Birth do not match. If you continue, the conflict will be saved. However, the workflow will not be launched until you resolve the conflict on the Review Cross Hire Conflicts
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Select To
form.
Go to Employee Details to make changes and Opens Employee Details where you can enter
launch new workflow employee information.
On the Employee Details form, you can:
• Click Save & Onboard Now after entering the employee's data to save their changes and launch the
new workflow. The Employee Details form refreshes.
• Click Remove Onboarding to cancel the launch of the new workflow. The Employee Details
refreshes to its original state prior to launching a new workflow.
Onboarding-related information appears on every tab of the Employee Details form in the upper right-hand
corner.Deleting a Workflow The following details how to launch a workflow with the Launch New Workflow action.
To delete a workflow: 1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire’s last name, first name, Social Security Number, or employee ID in the New Hire field. 2. Click Search. The Search Results panel displays the following information:
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Field Description
New Hire The employee's name.
SSN The employee's Social Security Number. The value shown may be
masked or hidden depending on settings at the system or client level.
Employee ID The employee's ID number.
Employer Start Date The date the employee started with the employer.
Client Start Date The date the employee started with the client.
Workflow The workflow name and version number.
Launch Date The date the prehire record was created.
Action Delete: Enables you to delete an onboarding workflow.Registering by Proxy Cross hire employees can have multiple employee IDs in the system. For example, this occurs when an employee works for both a PEO and ASO. It also occurs when an employee works for both an ASO (Employer 1) and another ASO (Employer 2). Cross hire employee onboarding with a newly generated employee ID for Employer 1 have only a prehire record. Since the Users form in PrismHR does not display employee IDs from prehire records, the service provider cannot create a new user record for Employer 2. To create a user record, you can use the Proxy Registration action. The following details how to register by proxy with the Proxy Registration action.
To create a user record by proxy: 1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire’s last name, first name, Social Security Number, or employee ID in the New Hire field. 2. Click Search. The Search Results panel displays the following information:
Field Description
New Hire The employee's name.Onboarding User Guide © 2026 PrismHR 104 Chapter 9 Maintaining Workflow Actions
Field Description
SSN The employee's Social Security number. The system may hide the value
shown depending on settings at the system or client level.
Employee ID The employee's ID number.
Employer Start Date The date the employee started with the employer.
Client Start Date The date the employee started with the client.
Personal Email The employee's personal email address.
Action Register: Lets you register the employee in the system by proxy.In the Action column, click Register. The Proxy Registration panel displays.
Complete the following required fields:
Use this option To do this Email Address Enter the employee’s email address. Username Enter the employee’s username. Password Enter the employee’s password. Confirm Password Reenter the employee’s password.
Click Register. The system creates the user record and the employee no longer displays in the proxy registration search results list.
Viewing a Prehire Audit Log The Prehire Audit action lets you see audit log information for new hires. For example, the user ID and date the employee was entered in the system. The search results display all prehires in the system for the client and employee IDs selected.
Note: In some cases, employees can have multiple employee IDs in the system. For example, this occurs when an employee works for both a PEO (Professional Employer Organization) and ASO (Administrative Services Organization). It also occurs when an employee works for both an ASO (Employer 1) and another ASO (Employer 2). Therefore, there may be prehires in the list for multiple clients.
The following details how to view a prehire audit log with the Prehire Audit action.
To view a prehire audit log: 1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire’s last name, first name, Social Security Number, or employee ID in the New Hire field.
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Click Search. The Search Results panel displays the following information:
Field Description New Hire The employee’s name. SSN The employee’s Social Security number. The system may hide the value shown depending on settings at the system or client level. Employee ID The employee’s ID number. Prehire Create The date and time the system created the prehire employee. Date-Time Prehire ID The ID assigned to the prehire. Status The employment status. Action Audit: Lets you view the prehire audit log.
In the Action column, click Audit. The File Audit form displays.
To view log details, click the Log ID link.
To close the audit log, click Close.
Unarchiving a Workflow The following details how to restore prehire records and onboarding workflows using the Unarchive Workflow action.
To restore a prehire record and the associated workflow: 1. In the Filters panel, you can filter the search results by client or by new hire information. To filter by client, enter a client ID number in the Client ID field or click the Client ID link to select a client ID number from a list. To filter by new hire information, enter a new hire’s last name, first name, Social Security Number, or employee ID in the New Hire field. 2. Click Search. The Search Results panel displays the following information:
Field Description
New Hire The employee's name.
SSN The employee's Social Security Number. The value shown may be
masked or hidden depending on settings at the system or client level.
Employee ID The employee's ID number.
Client ID The client ID number.Onboarding User Guide © 2026 PrismHR 106 Chapter 9 Maintaining Workflow Actions
Field Description
Employer Start Date The date the employee started with the employer.
Client Start Date The date the employee started with the client.
Workflow The workflow name and version number.
Action Unarchive: Allows you to restore the corresponding prehire record
and associated workflow.Note: This feature can be used to view archived records and workflows based on the archiving time period defined on the Onboarding Options form plus an additional 180 days. For example, if 12 Months is entered in the Archive Prehire Workflows for Terminated Employees Older Than option on the Onboarding Options form, you can view archived records and workflows from the previous 12 months and an additional 180 days, for a total of 18 months.
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Chapter 10 Launching a New Hire To enter new hire employee information into PrismHR, use the New Hire form (located in the HR menu under HR|Action). After entering the employee information, the system displays the prehire ID when you click Save. The new hire can then register and log in to Onboarding to complete the onboarding process. If the new hire is a cross hire employee and the First Name, Last Name, Birth Date, and Social Security Number values do not match values on the employee record from the original client, the system creates a conflict. The system also creates a prehire record for the new hire without an Onboarding workflow. To review and manage cross hire conflicts, see Managing Cross Hire Conflicts. For more information about hiring a new employee, see the Human Resources User Guide.
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Chapter 11 Logging in as an Employee Service providers, worksite managers, and worksite trusted advisors who are set up with the appropriate user role can use the Proxy Login form to access Benefits Enrollment and Onboarding on behalf of an employee. Access to an employee’s Benefits Enrollment requires the Enrollment Proxy user role, and access to an employee’s Onboarding requires the Onboarding Proxy user role.
Note: User roles are assigned using the User Roles form. By acting as a proxy for the employee, users acknowledge that they have received authorization to view the employee’s data and, for Benefits Enrollment, to make elections on the employee’s behalf.
To log in as an employee: 1. On the HR menu, select HR|Action > Proxy Login. Alternatively, access the Employee Details form, click the Actions menu , and select Proxy Login. The Proxy Login form displays. Note: You can also proxy login as a worksite manager/worksite trusted advisor by selecting Worksite Manager Proxy on the Actions menu . When the Proxy Login form displays, the system automatically displays the Worksite Manager/Trusted Advisor option in the Activity field and the selected employee’s username displays in the User ID field. 2. Complete the following fields as appropriate:
Field Description
Activity Select whether to access Benefits Enrollment or Onboarding as an
employee (Benefits Enrollment) or a user (Worksite Manager/Trusted
Advisor).
Employee ID/User ID Enter the ID number of the employee or user as whom to log in.
Alternatively, click the link to select an employee or user from a list.
Note: The Employee ID field automatically changes to the User ID field
if you select the Worksite Manager/Trusted Advisor option in the
Activity field.
Date Enter the date the proxy login is being performed. This must be the
current date or a previous date.
Proxy approval received by Select the method used to obtain the employee's approval for the proxyOnboarding User Guide © 2026 PrismHR 109 Chapter 11 Logging in as an Employee
Field Description
login.
Proxy Reason Enter the reason for the proxy login.Note: When Onboarding is accessed using the Proxy Login form, changes to the forms included in the workflow can be made, but changes cannot be saved and forms cannot be submitted.
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Chapter 12 Cross Hiring Employees A cross hire employee works for multiple clients under the same service provider. If the system identifies a new hire employee as a cross hire and their employee information does not match the existing employee information, the system generates a conflict. Cross hire conflicts prevent the system from launching new hire onboarding workflows. The following outlines how the system identifies cross hire employees, checks for cross hire conflicts, and enables you to review or resolve those conflicts: 1. When entering a new hire, if the Social Security number (SSN) matches the SSN of an existing employee, the system identifies the employee as a cross hire. 2. After identifying the employee as a cross hire, the system checks for conflicts to determine if the new hire is the same person as the existing employee. However, system does not check for cross hire conflicts when a service provider enters a new hire on the New Hire form. For more information on these exceptions, see Service Providers and Worksite Managers. 3. If cross hire conflicts exist, they display on the Review Cross Hire Conflicts form. The following details how the system checks for cross hire conflicts.
Checking for Cross Hire Conflicts To identify cross hire conflicts, the system verifies that the new hire is the same person as the existing employee with three key fields - First Name, Last Name, and Date of Birth. If any of these values do not match, the onboarding workflow does not launch, the system creates a conflict, and an email sends to the service provider assigned to the client Human Resources and Payroll accounts (Client Details > Accounts tab). A message also displays in My Messages. Service providers must resolve the conflict on the Review Cross Hire Conflicts form. The system identifies cross hire conflicts when launching their onboarding workflow in the following scenarios: • Entering a new hire on the New Hire form. See Manually Entering a Cross Hire New Hire. • Importing a new hire with the Expanded Employee Import. See Importing Cross Hires with the Expanded Employee Import. • Importing a new hire with the API Import. See Importing Cross Hire Employees with the API Import. • Launching a new workflow for a new hire with the Launch New Workflow action on the Workflow Maintenance form. Launching a New Workflow for a Cross Hire New Hire. In some cases, when onboarding a new hire to more than one client at the same time, the system may not identify a cross hire until a workflow launches and the new hire is completing their onboarding forms. In this
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scenario, the system performs a cross hire check on the Form I-9 Section 1 and the Employee Information form. See Employee Submits Forms in Onboarding Workflow.
Manually Entering a Cross Hire New Hire When you enter a new hire on the New Hire form, the system identifies whether the new hire is also a cross hire. The system supports entering cross hires for the following user types: • Service providers • Worksite managers • Worksite trusted advisors
Service Providers For service providers, the following table details the results of saving a new hire employee that is also a cross hire. The results differ when the employee is set up for Onboarding.
Onboarding? ResultYes • Employee fields populate. • The system does not check for a cross hire conflict. • Onboarding workflow launches.
No • Employee fields populate. • The system does not check for a cross hire conflict.
When a service provider enters a cross hire, the system does not check for a cross hire conflict because the service provider can view employee data on the New Hire form. They can see if there is a conflict with the data entered and correct it if needed.
Worksite Managers For worksite managers, the following tables detail the results of saving a new hire employee that is also a cross hire.
Onboarding? ResultYes • Employee fields do not populate. • The system checks for a cross hire conflict.
• If a conflict does not exist, the onboarding workflow launches.
• If a conflict exists, the conflict displays in the Review Cross Hire
Conflicts form and the onboarding workflow does not launch.No The system does not support cross hires.
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When a worksite manager enters a cross hire, the system checks for a cross hire conflict because the worksite manager cannot view employee data on the New Hire form. They cannot see if there is a conflict with the data entered and correct it if needed.
Worksite Trusted Advisors For worksite trusted advisors, the following table details the results of saving a new hire employee that is also a cross hire. The results differ when the employee is set up for Onboarding.
Onboarding? Result Yes • Employee fields do not populate. • The system checks for a cross hire conflict.
• If a conflict does not exist, the onboarding workflow launches.
• If a conflict exists, the conflict displays in the Review Cross Hire
Conflicts form, and the onboarding workflow does not launch.No The system does not support cross hires.
When a worksite trusted advisor enters a cross hire, the system checks for a cross hire conflict because the worksite trusted advisor cannot view employee data on the New Hire form. They cannot see if there is a conflict with the data entered and correct it if needed.
Importing Cross Hires with the Expanded Employee Import The Expanded Employee Import in HRPyramid System Administration > Process > Conversion Processing > Expanded Employee Import) supports importing and converting cross hire employees set up for Onboarding into the backend system of PrismHR. First, you must import the employees (Expanded Employee Import > Import Employees).
Note: To import an employee as a cross hire, you must include the employee ID in column GQ (field 199). For more information, see Expanded Employee Import File Specifications on the Customer Resource Center.
The import process loads an external file and creates IMPORT.EMPLOYEE records you can import into the Employee Master file. During the import, the system checks for cross hire conflicts. If a conflict exists, a warning displays in the import report. You can fix it by correcting the data in the external file. After importing, you must convert the employees (Expanded Employee Import > Convert Employees). The conversion process moves valid employees from the IMPORT.EMPLOYEES file into the Employee Master file. If a conflict exists, the conflict displays on the Review Cross Hire Conflicts form, and their onboarding workflow does not launch. If a conflict does not exist, the system launches their onboarding workflow.
Importing Cross Hire Employees with the API Import The API Employee Import supports importing cross hire employees set up for Onboarding into the backend system of PrismHR. First, you must import the employees.
Note: To import an employee as a cross hire, you must include the employee ID.
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The import process checks the data and creates a Data Import Errors Report to identify any data issues. If a cross hire conflict exists, a warning displays in the import report. You can fix the conflict by correcting the data. After importing, you must commit the employees. The commit process updates the data in PrismHR. If a conflict exists, the conflict displays on the Review Cross Hire Conflicts form, and their onboarding workflow does not launch. If a conflict does not exist, the system launches their onboarding workflows.
Launching a New Workflow for a Cross Hire New Hire When you launch a new workflow on the Workflow Maintenance form, the system identifies whether the new hire is also a cross hire. If a cross hire conflict does not exist, the onboarding workflow launches. If there is a cross hire conflict, it displays on the Review Cross Hire Conflicts form, and the onboarding workflow does not launch.
Employee Submits Forms in Onboarding Workflow When an employee submits forms in their onboarding workflow, the system checks for cross hire conflicts at three points. When the employee: • Clicks Back or Next on the Form I-9 Section 1, Employee Information page. • Clicks Back or Next on the Employee Information form, Personal Information page. • Clicks Save and Continue on the Employee Information form, Emergency Contacts page. If a conflict exists, the system informs the employee they cannot proceed because either the First Name, Last Name, or Date of Birth does not match what is already in the system. The employee can resolve the conflict by entering the correct values. If the employee resolves the conflict, the system removes it from the Review Cross Hire Conflicts form and sends an email indicating that the conflict is resolved to the service provider. A message also displays in My Messages. If the employee cannot resolve the conflict, the service provider can correct it on the Review Cross Hire Conflicts form.
Reviewing Cross Hire Conflicts Note: On the User Roles form, you can only grant full access (Full) or deny access (Deny) to the Review Cross Hire Conflicts form. Currently, the Inquiry option functions the same as granting full access.
On the Review Cross Hire Conflicts form, you must review the conflict shown to decide whether the new hire is the same person as the existing employee. This may involve speaking with the manager who entered the new hire, the new hire, or the existing employee. To help you communicate with these people, the Review Cross Hire Conflicts form shows the person who entered the conflict, as well as contact information for the manager who entered the new hire, the new hire, and the existing employee. If the new hire is the same person as the existing employee, you can correct the mismatched fields so the system can automatically launch the workflow. If the data correction involves an active onboarding workflow, that workflow resets so the employee can resign all forms with the correct information. If the new hire is not the same person as the existing employee, you can delete the new hire.
To open the Review Cross Hire Conflicts form: 1. Click Back Office.
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From System|Action, select Review Cross Hire Conflicts. The Review Cross Hire Conflicts form opens.
Column Description New Hire Name The new hire’s first and last name (last name, first name). SSN The new hire’s Social Security number. Client ID The client’s unique identification number. Client Name The client’s name. Conflict Date The date the conflict was entered into the system. Data Entered By The person that entered the conflict in the system. User Type The user type of the person that entered the conflict. • Service Provider - PEO employee or other users 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
To review cross hire conflicts: Select a new hire from the list. The Review Conflict tab displays.
Section Description New Hire Company The client with the conflict. • Client ID - The client’s unique identification number. • Client Company - The client’s name.
Conflicts Detected Highlights conflicts between the Existing Employee Record and the New Hire Record. Choose a Resolution to the There are two options for resolving the conflict: Conflict • Fix Conflict - If you determine that the new hire and the existing employee are the same person, you can update the data so the existing employee record and the new hire record match. For more information, see Fixing the Conflict. • Delete New Hire - If you determine that the new hire and the existing employee are not the same person, you can delete the new hire. For more information, see Deleting the New Hire.
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Fixing the Conflict After identifying that the new hire is the same person, you can fix the conflict to make the existing employee and new hire records match.
To fix the conflict: 1. Click Fix Conflict. The Fix Conflicts dialog box displays. 2. In Update data for both records, correct the conflicts and click Update. 3. In the confirmation dialog box, click Yes, Update. The Review Cross Hire Conflicts form displays. Both records update to match correctly, and the conflict is removed from the list.
Deleting the Conflict After identifying that the new hires are not the same person, you can delete the new hire record.
To delete the new hire: 1. Click Delete New Hire. 2. In the confirmation dialog box, click Yes, Delete. The Review Cross Hire Conflicts form displays. The record deletes and the conflict is removed from the list.
Viewing Who Entered the Conflict To view the person that entered the conflict in the system, use the Conflict Entered By tab.
Viewing Contact Information To view contact information for the manager who entered the new hire, new hire, and existing employee in the system related to the conflict, use the Contact Information tab.
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Chapter 13 Working with Data Issues During the onboarding process, data-related problems automatically generate emails and messages sent to service providers describing the issues, and what must be done to correct them. You can identify the set of recipients in PrismHR.
To identify the set of recipients: 1. Click Client. 2. From Client|Change select Client Details. The Client Details form opens. 3. Click the Account tab. 4. In the Account Assignments panel, the set of recipients includes those assigned as the Payroll and Human Resources employee representative.
If... The system sends the email and message to...
The representative for each Both representatives receive an email and message.
role is different
The same representative is Only one email and message are sent to that individual.
assigned to both roles
A Payroll and Human The email and message are delivered to the service provider
Resources representative does assigned as the Human Resources Representative and Payroll
not exist in Account Manager Account Management Role on the Users form.
AssignmentsEmails are sent directly to their email address and messages appear in My Messages. These scenarios include:
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Issue SolutionOn the Form I-9 Section 1 or the Employee The service provider must review the message to Information form, if an employee enters a identify the mismatched values. If the employee key field (First Name, Last Name, DOB, or entered the incorrect value, the service provider must SSN) that does not match the value stored inform the employee to enter the correct value. If the in PrismHR, an error message displays and incorrect value is in PrismHR, the value must be the employee is unable to save changes. corrected in Workflow Maintenance using the Edit New Hire action. On the Form I-9 Section 1, if an employee The service provider must assign an I-9 Section 2 attempts to submit the form with no I-9 approver on the Approval Policies form in PrismHR. For Section 2 approver in the system, an error more information on approvals, see the Human message displays and the employee is Resources User Guide. unable to submit the form. Employees Once an I-9 Section 2 approver exists, the employee must contact their employer. can submit the Form I-9 Section 1 and continue with the onboarding process.
On the Employee Information form, if an The service provider must go to the Employee Details employee enters their resident address Address tab to enter the employee GEO Code under manually, a GeoCode is not stored. Resident Address. Without a GeoCode, employees cannot receive pay. This must be corrected for a payroll to be run for this employee.
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Chapter 14 Configuring Electronic Pay Stubs Electronic pay stubs enable employees to receive their pay stubs electronically through Employee Portal (EP) instead of in a paper format. For employees setting up their direct deposit in Onboarding, the pay stub format options are dependent on PrismHR configuration. The state rules regarding electronic pay stubs are not pre-configured and must be set up in PrismHR on the State Rules form.
To open State Rules: 1. Click Back Office. 2. From System|Change select States Rules. The State Rules form opens. 3. In the State Rules panel, see Electronic Pay Stubs Allowed.
Option Description
Allowed, Employee may not The state allows electronic pay stubs. You can configure
un-enroll direct deposit to disable employees from un-enrolling.
Allowed, Employee may un-enroll The state allows electronic pay stubs. You can configure
direct deposit to enable employees to un-enroll.
Not allowed by the State The state does not allow electronic pay stubs.
Allowed, Employee must Opt-In The state allows electronic pay stubs, but employees must
select electronic pay stub when setting up their direct
deposit. Employee defaults to paper pay stubs.State rules control the pay stub format options shown to employees during onboarding and their default values. You can override this configuration at the client level found on the Client Details form Other tab.
To open Client Details: 1. Select the Client menu. 2. From Client|Change select Client Details. The Client Details form opens. 3. Select the Other tab. The Client Other form opens. 4. In the Other Options panel, see Electronic Pay Stubs.
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Option Description
Not Used Electronic pay stubs are not used. All pay stubs are paper.
Employee may not un-enroll Employees are enrolled in electronic pay stubs by default and
cannot un-enroll.
Employee may un-enroll Employees are enrolled in electronic pay stubs by default, but can
un-enroll when setting up their direct deposit.The pay stub format options shown to employees during onboarding and their default values depend on the configuration between the State Rules Electronic Pay Stubs Allowed option and the Client Other Electronic Pay Stubs option. These values also affect the Un-Enroll in Electronic Pay Stub option on the Employee Details form Other tab. The following table details the relationship between the various options.
State Rules Client Details - Onboarding - Onboarding - Employee Other tab Direct Deposit Direct Deposit Details - Form Form Other tab
Electronic Pay Stubs Electronic Pay Choose your Pay Default Pay Stub Un-Enroll in Allowed Stubs Stub format Format Electronic dialog box Pay Stub Allowed, Employee may Employee may Hide N/A Disabled not un-enroll not un-enroll Allowed, Employee may Employee may Show Electronic Disabled not un-enroll un-enroll Allowed, Employee may N/A Show Electronic Disabled un-enroll Not allowed by the N/A Hide N/A Enabled State Allowed, Employee N/A Show Paper Enabled must Opt-In N/A Not Used Hide N/A Enabled N/A N/A Hide N/A Enabled
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Chapter 15 Working with Pay Card Direct Deposit Accounts Onboarding supports the use of pay cards for direct deposit. Pay cards offer employees without a bank account an alternative to paper paychecks that can be lost or stolen.
Configuration To use pay card direct deposit accounts, you must configure system-level and client-level settings in PrismHR.
Configuring Bank Routing for Pay Cards To configure the financial institution used for pay cards: 1. Click Back Office. 2. From System|Change select Bank Routing. The Bank Routing form opens. 3. Enter the Routing Code for the financial institution (also known as the transit number). The remaining fields populate automatically. 4. To indicate that your organization uses the account for pay cards, select PayCard (Automove).
Adding Pay Card Accounts in System Parameters To define the default pay card for all clients at the global level, use the System Parameters form.
To add pay card accounts in System Parameters: 1. Click Back Office.
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From System|Change select System Parameters. The System Parameters form opens.
In Pay Card Account, enter a valid pay card account number, or select the link to choose from a list. Values in the list are defined on the Bank Routing form (see Bank Routing for Pay Cards).
Click Save.
Adding Pay Card Accounts in Client Details To establish the pay card account used by the client, use the Client Details form Account tab.
To add pay card accounts in Client Details: 1. From Client|Change select Client Details. The Client Details form opens. 2. Select the Account tab.
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Approval Policies When an employee selects Pay Card as a direct deposit account in Onboarding, the account number is assigned to the employee via a pay card account approval in PrismHR. Pay card approval policies can be set up at the system level using the Global Approval Policies form or the client level using the Approval Policies form. For more information about setting up approval policies at the system level, see the System Administration Guide or Approvals Guide. For more information about setting up approval policies at the client level, see the Human Resources User Guide or Approvals Guide.
Assigning System-level Pay Card Account Approvers To define pay card account approvals by service type at the global level, use the Global Approval Policies form.
To assign system-level pay card account approvers: 1. Click Back Office. 2. From System|Change select Global Approval Policies. The Global Approval Policies form opens.
Assigning Client-level Pay Card Account Approvers To define pay card account approvals by service type at the client level, use the Approval Policies form.
To assign client-level pay card account approvers: 1. From HR|Change select Approval Policies. The Approval Policies form opens.
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Pending Pay Card Account Approvals After users create their direct deposit pay card account, the system creates an approval and assigns it to designated approvers in PrismHR. The approval is used to assign the pay card account number. Use the Approvals Pending form to select a pending pay card account approval. To open the form, from Client|Action select Approvals Pending.
Approvals Pending (Available to You) Approvals in the Approvals Pending (Available to You) panel are approvals available to multiple designated approvers. 1. Select an approval from the Approval Type column. The approval dialog box displays.
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Approvals Pending (Assigned to You) To select a pay card account approval, use the Approvals Pending (Assigned to You) panel. The approval is used to assign the pay card account number.
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Note: If an employee removes the pay card account from their direct deposit during the approval process, an alert message displays informing the designated approvers that their approval is no longer necessary.
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Chapter 16 Employee Process for Completing Form I-9 Section 1 To complete Section 1 of Form I-9: If necessary, the employee can click View Instructions to review instructions for completing Form I-9 directly on the USCIS website. 1. The employee logs in to Onboarding and selects I-9 in the navigation menu on the left. The Form I-9 Instructions Overview displays.
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If the employee was assisted by a preparer or translator in completing the Form I-9, the employee selects
Yes and an additional field displays to allow the employee to upload the Form I-9 provided by their
preparer or translator. In addition, the employee can select the I have more than one preparer or
translator option to indicate multiple preparers or translators were used and upload an I-9 Supplement
form provided by their second preparer or translator.
Otherwise, the employee selects No.Once a selection is made and documents have been uploaded as applicable, the employee clicks Next. The Attestation of Citizenship or Immigration Status displays.
The employee selects the appropriate option for their citizenship or immigration status. Depending on the option selected, additional fields display to allow the employee to enter additional information such as their Alien Registration Number/USCIS Number.
After making entries as necessary, the employee clicks Next. The Supporting Documents screen displays.
Note: This screen only displays if the option for uploading supporting documents is enabled for the client. If uploading supporting documents is disabled, the Employee Information screen displays instead. Proceed to step 5.
For more information about enabling this setting at the client level, refer to “Setting Control Parameters” in the PrismHR in-product help or in the Client Administration User Guide. For more information about
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enabling this setting at the system level, refer to"Maintaining Global Onboarding Options" in the PrismHR
in-product help or in the Onboarding User Guide.
If the employee chooses to upload supporting documents at a later time, the employee selects No.
If the employee chooses to upload supporting documents now, the employee selects Yes. Additional fields
display to allow the employee to select the type of supporting documents to upload and then upload the
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The employee enters information in each field as appropriate. Once entries are made, the employee
selects the checkbox in the Signature of Employee section to indicate that they consent to electronically
signing the form. The employee's name and the current date are automatically entered in this section
when the checkbox is selected. The employee's address is validated automatically to ensure accuracy.Onboarding User Guide © 2026 PrismHR 130 Chapter 16 Employee Process for Completing Form I-9 Section 1
The employee can review a PDF copy of their completed Form I-9 and download a copy for their own
records if necessary. If information on the form needs to be corrected or otherwise modified, the
employee clicks Back to navigate back to the appropriate screen and correct the information.Onboarding User Guide © 2026 PrismHR 131