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.
========================================================================
Payroll-Admin.pdfPayroll Administration Guide
Payroll administration 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 Payroll Administration Guide 1 Copyright notice 2 Table of Contents 3 Intended Audience 14 Payroll Tax Q Series 14 Chapter 1 Employee Payroll Information 15 Settings in Employee Details 15 Deduction Sequencing 16 Working with Recurring Deductions 17 Deduction Type Definitions 18 Deduction Methods 18 Entering Employee Deduction Details 19 Setting Up and Tracking Employee Loans 20 Setting Up an Employee Loan 21 Tracking Loan Payments 22 Tracking Arrears 22 Recording Partial Arrears Amounts 23 Submitting Employee Wage Garnishments 23 Child Support 24 Employee Garnishment 24 Calculation Rules 25 SDU 26 Setting Temporary Garnishment Overrides 26 Payments History 27 Spousal Support 27 Employee Garnishment 28
Payroll Administration Guide © 2026 PrismHR 3 Table of Contents
Calculation Rules 28
SDU 29
Setting Temporary Garnishment Overrides 29
Payments History 30
IRS Tax Levy 30
Employee Garnishment 31
Calculation Rules 31
Setting Temporary Garnishment Overrides 32
Payments History 32
State Tax Levy 33
Employee Garnishment 33
Calculation Rules 34
EFT 35
Setting Temporary Garnishment Overrides 35
Payments History 36
Franchise Tax Board 36
Employee Garnishment 37
Calculation Rules 37
EFT 38
Setting Temporary Garnishment Overrides 38
Payments History 39
Bankruptcy Order 39
Employee Garnishment 40
Calculation Rules 40
Setting Temporary Garnishment Overrides 41
Payments History 42
Creditor Wage Garnishments 42
Employee Garnishment 43Payroll Administration Guide © 2026 PrismHR 4 Table of Contents
Calculation Rules 43
Setting Temporary Garnishment Overrides 44
Payments History 45
Limit Overrides 46
Student Loan 47
Employee Garnishment 47
Calculation Rules 48
Setting Temporary Garnishment Overrides 48
Payments History 49
Updating Employee Garnishment Details 50
Voiding a Garnishment Check 50
Creating State Garnishment Rules 51
Employee Deduction Arrears 56
Defining Employee Position Rates 58
Override Rates 58
Lifetime Hours 59Chapter 2 Creating Text Messages 60 Adding Messages to Invoices 60 Setting Up Messages for All Employees for Clients 61 Setting Up Messages for Employees 62 Chapter 3 Reversal and Void Processing 63 Reversing an Employee Payroll Voucher 63 Receiving an Employee Payroll Voucher Reversal Notification 65 Reversing a Voucher that Includes ACH 65 Confirming Payroll Voucher Reversals 66 Globally Reviewing Pending Payroll Voucher Reversals 67 Reversing a Payroll 68 Voiding Payroll Batch or Voucher 69
Payroll Administration Guide © 2026 PrismHR 5 Table of Contents
Void a Payroll Batch 70
Void Individual Checks 70Chapter 4 Import Processing 72 Using the Data Import Tool 72 Using the Sample Header File 73 Using the Import Templates 73 Uploading/Importing a Database File 77 Troubleshooting 78 Viewing the Report 79 Importing ACA Offered Employees 80 Importing ASO Accounting Codes 81 Importing Auto Holiday Pay Days 82 Importing Auto Holiday Pay Rules 83 Importing Backup Account Assignments 85 Importing Benefit Adjustments 86 Importing Bill Pending Data 87 Importing Certified Pay Rates for Projects 90 Importing Client Account Assignments 91 Importing Client BE/OE Workflows 93 Importing Client Details (Benefits) 95 Importing Client Commissions 96 Importing Client Details 99 Importing Client Details Special Delivery Instructions 100 Importing Client Taxes 103 Importing Department Codes 104 Importing Division Codes 105 Importing Eligible Benefits 106 Importing Eligible ZIP Codes 108
Payroll Administration Guide © 2026 PrismHR 6 Table of Contents
Importing Employee Benefits Per Hour 109
Importing Employee Dependents 111
Required Fields Validation 113
Importing Employee Direct Deposit Data 114
Importing Employee Loan Data 117
Importing Employee One-Time Deductions 120
Importing Employee Position Rates 121
Importing Employee Property 122
Importing Employee Recurring Deductions 124
Importing Employee Resident Addresses 126
Working with Imported Address Validation 127
Importing Employee Scheduled Payments 128
Importing Employee Skills and Educational Information 130
Importing Employer Details 131
Importing Employer Tax Rates (SUTA) 134
Importing Employer W/C Accrual Modifiers 136
Importing Global Workers' Compensation Classification Rates 137
Importing Global Workers' Compensation Classifications 139
Importing Labor Allocations 140
Importing Miscellaneous Invoices 142
Importing Network ZIP Codes 144
Updating ZIP Codes 144
Importing Offer Types 145
Importing Pay Code Total Compensation Categories 146
Importing Position Classifications 147
Importing Plan Comparison Data 148
Importing Position Codes 149
Importing Project and Cost Codes 151Payroll Administration Guide © 2026 PrismHR 7 Table of Contents
Importing Rate Groups 154
Importing Shift Codes 155
Importing State Tax Bill Rates (SUTA) 157
Importing State Tax Rates (SUTA) 162
Importing Tips and Overtime Data 164
Importing Third Party Sick Pay Adjustments 165
Importing Workers' Compensation Billing Modifiers 168
Importing Worksite Locations 171
Working with Imported Address Validation 175
Using the Mass Employee Transfer Import Tool 176
Using the Sample Header File 177
Configuring Direct Pay Entries 181
Processing Direct Pay Entries 181
Managing Batches for Check Import Process 183
Batch Management Dashboard 183
Imports in Progress 183
Past Imports 185
Tools 187
Import Setup 187
Check History Import State Tax Processing Rules 189
Check Import Batch Status Report 195
State & Code Setup 197
Setting Up State Tax Rules 197
Setting Up Code Mapping 198
Enter Check History 200
Check History Entry 201
Review & Fix Data 206
Calculate Taxes 209Payroll Administration Guide © 2026 PrismHR 8 Table of Contents
Import Complete 214
Posting External Third Party Checks Journal 216
Performing Slavic 401K Imports 216
Using the Slavic 401K Import Form 216
Uploading/Importing a Retirement Plan 218
Before You Begin 218
Uploading/Importing a Database File 219Chapter 5 Other Processing 220 Calculating an Employee’s Pay 220 Calculating Net Pay 221 Net-to-Gross Calculator 223 Tracking Payments to Employees 225 Creating and Deleting Invoices for Miscellaneous Charges 228 Importing Miscellaneous Invoices Data 229 Deleting Pending Records 229 Receiving a Miscellaneous Invoice Notification 230 Miscellaneous Charges 230 Reprinting Payroll Checks 231 Reprint Garnishment Checks 233 Search for Garnishment Checks by Date Range 233 Search for Garnishment Checks by Payroll Batch 234 Performing Employer Reassignment 234 Regenerating ASO Client Accounting 235 Report and Download 235 Recalculating Workers Compensation for a Payroll 236 Managing Pending Payday Notifications 237 Identifying Gross Pay/Negative Hours Less Than Zero 238 Processing Pay On-Demand Payments 240
Payroll Administration Guide © 2026 PrismHR 9 Table of Contents
Using the Pay On-Demand Feature 240
Setting Up Employee's Account Information 241
Setting Field Security for Pay On-Demand Account Panel Fields 242
Setting Up Payroll 243
Before Initiating Pay On-Demand Processing 245
Working with the Pay Date 246
Adding Employees with Active Pay On-Demand Account 246
Reviewing Pay On-Demand Employee Status 247
Reviewing the Number of Pay On-Demand Checks Paid 247
Generating the Pay On-Demand File 248
Searching for a File 249
Viewing Employees Set Up with Pay On-Demand Accounts 249
Voiding Pay On-Demand Payments 250
Clearing the Lock on Pay On-Demand Processing Features 251
Deleting Imported Vouchers 251Chapter 6 Inquiries 253 Listing and Reprinting Employee Payroll Vouchers 253 Listing Details Associated with a Selected Employee Voucher 255 Reviewing Pay Tab Details 255 Reviewing Deductions Tab Details 256 Working with Garnishments 256 Reviewing Benefits Tab Details 257 Tax Tab 257 Reviewing Accounting Tab Details 260 Reviewing Banking Tab Details 261 Understanding Direct Deposit Account Settings 261 Understanding Payroll Voucher Reversal Status 262 Reviewing Time Off Tab Details 262
Payroll Administration Guide © 2026 PrismHR 10 Table of Contents
Reviewing Workers Comp Tab Details 264
Working with Employee Pay Summaries 265
Viewing Employee SUTA or SDI Tax Deductions 267
Viewing Quarterly Tax Summary 267
Working with Employee Tax Deferral Register 268
Viewing Payroll History 268
Listing Payments in a Payroll 269
Reviewing Paid Vouchers and Invoice Billing Line Item 271
Viewing Billing Voucher Details 271
Voucher Tab 271
Billing Voucher Detail 271
Earning Detail 272
Miscellaneous Billing 272
Client Accounting 272
Summary Billing 273
Workers' Comp Tab 273
Deductions/Benefits Tab 273
Admin Fees Tab 274
Prove Bundled 274
Discount Details 274
Payroll Tax Tab 275
Viewing Payroll Check Register 275
Reviewing Payroll Journal Data 276
Working with Payroll Notes 277
Maintaining Payroll Notes 279
Working with Completed Payroll Notes 280
Reviewing the Note Information 282
Working with Finalized Payroll Notes 282Payroll Administration Guide © 2026 PrismHR 11 Table of Contents
Chapter 7 Dashboards 284 Total Compensation 284 Turnover Dashboard 285 Payroll Variance Analysis 286 Chapter 8 Troubleshooting 289 Understanding Payroll Error Messages 289 Time Sheet Errors 289 Pay Method Not Setup 289 Pay Rate Change Not Approved 290 Outstanding PTO Leave Request 290 Calculation Errors 291 Unable to Find Benefit Rate Record 291 No Benefit Rate for Rate Group 291 Plan Requires Premium Rate Group 292 Coverage Detail Effective Date Not Found 292 Cannot Find Plan Type 293 Cannot Read SUTA Rate 293 Cannot Read SUTA Cross-Reference Record 294 Federal Entity ID Missing 294 Employer State Tax Number Not Set Up 295 Employer Not Licensed as a PEO 295 Manual Tax Forms Not Handled 295 GeoCode Not Assigned 296 Invalid Federal Filing Status 296 State Filing Status Missing 297 Cannot Adjust Deductions 297 Cannot Determine Retirement Plan 297 Retirement Plan Match Rules Not Set Up 298
Payroll Administration Guide © 2026 PrismHR 12 Table of Contents
Cannot Read FLSA Ruleset 298
Invalid Work Week Ending Day 298
W/C Rates Cross-Reference Not Found 299
W/C Billing Modifier Cross-Reference Not Found 300
No Valid Workers’ Comp Codes Match 300
Employer-Based W/C Modifier Cross-Reference Not Found 300
Cannot Find W/C Class 301
Comp Code Does Not Have Rate on Template 302
G/L Accounting Not Set Up 302
Account Not Valid in G/L Chart 303
No Valid Billing Template 303
Debit Account Not Found 304
Posting Errors 304
Third Party Checking Account Not Set Up 304
Client Status Does Not Allow Finalizing a Payroll 304
Batch Not Yet Initialized 305
Time Sheet Import Issues 305
Time Sheet Import Has No Records 305
Amount Did Not Import 306
Cannot Find Data Import File 306
Pay Code Will Not Import 306
Common Issues with FLSA Rulesets 309
FLSA Ruleset Not Applied to Any Employees 309
Define Ruleset for Client 309
Check Position for FLSA Exempt 310
FLSA Ruleset for Tipped Employees Not Applied 310
Apply FLSA Ruleset to Employees Added by Time Sheet Import 311
FLSA Ruleset for Biweekly Payroll 311Payroll Administration Guide © 2026 PrismHR 13 Payroll Administration Guide
Intended Audience The contents are for users who are: • Involved in payroll processing • Familiar with the use of an internet browser
Note: Unless you have permission to access system-level features, you cannot set global payroll information.
Your organization should already have set up the initial defaults, files, and preferences required for system administration, as well as client information. You should also have general knowledge of accounting processes and payroll processing. Explaining industry- specific topics other than the use of this software product is outside the scope of this document.
Payroll Tax Q Series The system uses Payroll Tax Q Series®, a program from Vertex Inc., to automatically and accurately calculate payroll taxes when users process payroll. In most cases, the system requires only the correct ZIP code in the employees’ record.
Payroll Administration Guide © 2026 PrismHR 14 Chapter 1 Employee Payroll Information
Chapter 1 Employee Payroll Information Properly establishing employee payroll files is essential to maintaining accurate records for your client. • Any deductions to take from an employee’s pay—other than payroll taxes—are listed in the employee’s Recurring Deductions form. • Employee debts are tracked using the Employee Loan and Employee Garnishment forms. • The Employee Deduction Arrears form tracks deductions automatically placed into arrears for employees if their wages were not sufficient to cover a benefit deduction.
Settings in Employee Details Each employee record contains personal information for the employee. Users with the appropriate permissions can access Employee Details through the HR menu under HR|Change. Refer to the online help or the Human Resources User Guide to learn about using this form. Name tab: These fields are read-only; use other features to make changes. • Status Date • Type Date • Position • Employer • Employer Start Date • Last Hire Date • Original Hire Date Address tab: This tab contains the employee’s personal address information. • Deliver Check Home Work tab: Some fields can be adjusted on this tab, and others require you to use other features to change the values. • Benefits Thru Date • Term Reason
Payroll Administration Guide © 2026 PrismHR 15 Chapter 1 Employee Payroll Information
Pay tab: This tab contains the employee’s compensation data, including Compensation and Allocations. Tax tab: Use this tab to maintain the employee’s present tax filing status. If you need the tax filing status at the time a voucher was produced, you can find the information on the payroll voucher. This tab also includes the Employment Verification data. Deposit tab: All or part of an employee’s net payment can be deposited directly, and even include a balance amount on the paycheck. Other tab: Various additional employee settings.
Deduction Sequencing The order in which deductions are calculated during initialization is simply based on the order in which the deductions appear on the employee’s Recurring Deductions. That order is determined by the order in which benefits—such as 401(k) plans, FSA plans, group benefit plans, garnishments, and loans—are entered into the system. Since group benefit plans are automatically calculated by the system on a periodic basis, they are usually the deduction codes that appear at the bottom of the list in Recurring Deductions. At the beginning of batch initialization, the system adds all scheduled deductions to the employee’s pay voucher regardless of the cash pay available to support the deduction amounts. After all pay and deductions have been added to an employee’s paycheck and the initial tax calculation is complete, the system searches for any vouchers where the sum of the calculated taxes and payroll deductions exceeds the amount of cash pay. In such cases, the system removes or reduces the deductions to the point where the net cash pay calculated on the voucher is equal to or slightly greater than zero. The system performs the following process until the net pay is equal to or slightly greater than zero: 1. Removes or reduces deductions that are currently in arrears and were added to the pay voucher. 2. Removes or reduces employee loan deductions. 3. Removes or reduces other scheduled deductions, beginning with one-time deductions. 4. Removes or reduces deductions that are the result of a benefit billing adjustment. 5. Removes or reduces deductions that contribute to the cost of a group benefit plan, and puts any amount not deducted into arrears. 6. Removes or reduces any voluntary deductions that are set up to go into arrears, and puts any amount not deducted into arrears. 7. Removes or reduces any voluntary deductions that are not set up to go into arrears. 8. Removes or reduces any retirement contribution deductions. 9. Removes or reduces any FSA contribution deductions. If the net pay is still not adjusted, it is probably the result of a manual override made to a tax calculation. In such cases, the payroll processor must manually remove the override and recalculate the batch.
Payroll Administration Guide © 2026 PrismHR 16 Chapter 1 Employee Payroll Information
Working with Recurring Deductions The Recurring Deductions form lists all payroll deductions, with the exception of payroll taxes. Use this form to enter voluntary deductions for the selected employee. For example:
There is no limit to the number of defined deduction codes you can
enter for an employee. You cannot enter the same deduction code more
than once for the same employee, however, with the exception of loans
and garnishments. Note the following: • On the Recurring Deductions
form, you can only edit voluntary deductions that are not associated
with a plan. • If you enter or select a voluntary deduction with an
assigned rebate bill code, an error message displays, “A Third Party
Payee can only be applied to a Voluntary type deduction code with no
Rebate Bill Code assigned. Check the deduction code settings or apply
the Third Party Payee to an applicable code.” Click OK to continue. • If
you enter or select a restricted deduction code (that is, a code not
submitted on the Control tab in the Client Details form), a warning
displays and you cannot save the record, “Warning -
To enter voluntary deductions: 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 system displays the current deductions. Note: The Next Pay Date field displays informational date value that helps you to quickly identify the next regularly scheduled payroll batch date during the enrollment process. 2. You can enter voluntary deductions. For each deduction to take:
Payroll Administration Guide © 2026 PrismHR 17 Chapter 1 Employee Payroll Information
• Enter the Deduction Code. The corresponding Description, Type, Method, Benefit Plan, and
Docket#/Loan#/FSA display as appropriate. If you enter a code that is not defined for the client, the
system displays a warning message to confirm that you want to use that code.
• Enter the deduction Amount. This is either a percentage or fixed amount, depending on the calculation
method defined for the deduction code.
• Enter the deduction Periods that determine when this deduction is taken from the employee's net
earnings after payroll taxes.
• If additional deduction code details are required, click Edit Detail. The Employee Deduction Details form
opens. (See Entering Employee Deduction Details on page 19.)Deduction Type Definitions In some forms, deduction types display as abbreviations. • V - Voluntary Deduction • G - Wage Garnishment • L - Employee Loan Payment • K - Pre-Tax Retirement Contribution • KC - Catch-Up Retirement Contribution • KE - Post-Tax Retirement Contribution • KL - Retirement Plan Loan Payment • KR - Roth 401K Contribution • KCR - Roth 401K Catch- Up Contribution • C - Section 125 Plan Contribution • F - Flexible Spending Account • P - Post-tax Benefit
Deduction Methods In some forms, deduction methods display as abbreviations. • F - Fixed • R - (Rate) x (Hours Worked) • L - Tax Levy Reverse Calculation • G - Garnishment • K - Retirement Plan • PG - Percent of Gross Earnings: includes all payments, which are expense reimbursements, fringe benefits, and earnings
Payroll Administration Guide © 2026 PrismHR 18 Chapter 1 Employee Payroll Information
• PE - Percent of Gross Earnings: includes pay codes with Earning disburse type • PS - Percent of Straight Time: includes pay codes with Straight rate class • U - Union The calculation method determines how the system calculates the deduction amount, or where it obtains the calculation method.
Entering Employee Deduction Details Enter any relevant details for recurring deductions in the Employee Deduction Details form, which you can access by clicking Edit Detail on the Recurring Deductions form. (See Working with Recurring Deductions on page 17.)
To edit a recurring deduction, do the following: 1. Enter the Limit amount, which is the most that the system can deduct in a payroll period. This amount overrides any limit defined for this deduction code. If you do not enter a limit here, then any limits defined for this deduction code apply. 2. Enter the Maximum amount the system can deduct on a monthly, quarterly, yearly, or lifetime basis, as set in the Basis field. Any maximum set here overrides the maximums defined for the deduction code. If you do not enter a maximum here, then any maximums set for the deduction code apply. Note: When a rehired employee’s lifetime maximum deduction amount is reached as based on their past deductions and their rehired deduction amount, the deduction stops occurring. 3. Select the Basis to which the Maximum applies: Monthly, Quarterly, Annually, Lifetime, or Pay Period. Note the following when using the Pay Period option: • Selecting Pay Period processes the deduction once per pay period, which can only be used in conjunction with a voluntary deduction type. (If you select a deduction type for a non-voluntary deduction type, then the Pay Period option does not display.) In addition, there is no requirement for a maximum amount when you set the basis by pay period. • To allow the system to process arrears, if you select the Pay Period option you cannot add an amount in the Maximum field. (The system disables the Maximum field.) • When set to Pay Period in the following scenario for regular, special, or manual payrolls, the system only processes voluntary deductions once per pay period: • The voluntary deduction must be configured in the Recurring Deductions form. • The deduction type must be Voluntary. 4. For Voluntary Deductions, you can select Track Arrears. When you select this option, if the deduction amount for this employee cannot be taken due to insufficient earnings, it will go into arrears. 5. Select Mandatory if this deduction is for goods or services provided to the employee that are a mandatory part of employment. 6. Enter a Start Date; the system begins processing the deduction on or after this date. 7. Enter a Stop Date; the system stops processing this deduction on or after this date.
Payroll Administration Guide © 2026 PrismHR 19 Chapter 1 Employee Payroll Information
Setting Up and Tracking Employee Loans 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. Outside of this form, you can track arrears against the employee loan using one of two methods, which are described in Tracking Arrears (page 22). When you set up a new loan for an employee, PrismHR automatically generates a unique loan identification number. You then enter the amount, date, and reason (optional) for the loan, as well as the employee’s payment deduction amount and frequency. The Employee Loans panel in the Employee Loans form establishes the information required for the employee loan. Click the Data Import Tool icon ( ) to upload a database file and import data. For more information, see Using the Data Import Tool (page 72).
Note the following: • Users whose user role is set to DENY for the Employee Loans form cannot import data using the Employee Loans import template and subsequently, the Data Import Tool icon will not display on the Employee Loans form.
Payroll Administration Guide © 2026 PrismHR 20 Chapter 1 Employee Payroll Information
• Users whose user role is set to INQUIRY for the Employee Loans form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employee Loans form. • Users whose user role is set to INQUIRY for the Employee Loans form can view the Employee Loans import template, but cannot import data.
Setting Up an Employee Loan To set up an employee loan, do the following: 1. Enter an existing Loan Number or click Set up a new loan. PrismHR assigns the loan numbers. 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. This is the employee who is responsible for the loan. 3. Enter the Loan Date on which this loan was granted. 4. Enter the Loan Amount granted to the employee. This value must be greater than zero. 5. Enter the Reason for Loan. 6. Enter the Loan Payment amount to deduct automatically from each paycheck in order to repay the loan. 7. Select the Payment Frequency for the payroll deduction; the default is once per pay period. 8. Enter the Payback Amount required to consider the loan paid in full, which is the amount of this loan plus interest (if any). 9. Enter the Deduction Start Date on which payroll deductions will begin to pay back the loan. 10. Enter the Deduction Stop Date on which payroll deductions will cease. Note: If you do not enter a Stop Date, PrismHR continues to deduct loan payments until the Payback Amount has been satisfied. 11. Select the Deduction Code used for the employee loan. 12. Enter the G/L Override Account code to which this deduction is credited. This is used only in the Corporate Edition. 13. Enter or select the Payee for the employee loan. Note: Only payees who have the Loans payee type on the Payees form display in the Select Payee list. Also, you can only enter or select a Payee whose Third Party Format for the Processor ID associated with the Payroll Check Account is set to Cachet or –Select– on the ACH Originators form. 14. The Amount Paid field displays the amount that the employee has paid back on this loan to date. If you are creating a record for a loan where the employee has already made some payments, enter the total paid to date in this field. 15. Click Save.
Payroll Administration Guide © 2026 PrismHR 21 Chapter 1 Employee Payroll Information
Tracking Loan Payments The Payments panel displays the payment history of the employee loan. It lists the date of payment, the associated voucher, the ACH reference, such as a garnishment, and the payment amount. Note: The ACH file includes the employee loan deduction amount, the routing and account number, and the client ID and employee ID.
Tracking Arrears Use one of the following methods to track arrears on an employee loan: • Deduction Codes form: Enter or select an Employee Loan Deduction code in the Deduction Code field, then select the To Arrears field. For example:
• Control tab on the Client Details form: Enter or select an Employee Loan Deduction code in the Voluntary/Employee Loan Deductions To Arrears field. (Previously, this field was titled Voluntary Deductions To Arrears.) For example:
Note the following when using the arrears feature: • After an employee loan transfers to arrears, it displays on the Employee Deduction Arrears form, which is accessible from the Payroll|Change menu, and on the Deduction Arrears form, which is accessible from the Actions menu on the Employee Details form. • An employee loan in arrears displays in the Payroll Deduction in Arrears Report, which is accessible from the Payroll|Report menu. (See the Payroll Reports Guide.)
After you setup the tracking method, here’s what happens with the arrears based on the Payment Frequency selected in the Employee Loans form: • Once Each Payroll Period (default): Transfers to arrears and deducted from arrears on each payroll for the employee.
Payroll Administration Guide © 2026 PrismHR 22 Chapter 1 Employee Payroll Information
• Once a Month: Transfers to arrears and deducted from arrears on the next payroll for the employee. After that occurrence, the deduction always occurs on the first payroll of the month.
Recording Partial Arrears Amounts The system records a partial arrears amount in the To Arrears panel (portion that is placed into arrears) or the From Arrears panel (portion of the arrears amount from previous pay period that displays as being deducted) in the Deductions tab on the Payroll Voucher form, if the employee is only paid enough to deduct some of the loan deduction amount. The Loan # column in the To Arrears panel or the From Arrears panel displays the loan number from the Employee Loan form that allows loan arrears to display separately based on the loan number, if an employee has more than one employee loan.
Note: If an employee has multiple loans that transfer to arrears or from arrears with the same deduction code on the same date, the system displays multiple rows (one for each loan) in the Loan # column.
Submitting Employee Wage Garnishments You can enter employee wage garnishments using the Employee Garnishments form. When a company is instructed to garnish employee’s wages, the notice of a garnishment typically includes specific instructions on how to deduct the garnishment. Garnishment checks are printed along with paychecks in a payroll batch to ensure prompt delivery to the payee. The system includes these garnishment calculation features: • State garnishment rules • State tax levies that are not limited by CCPA limits • Pro rata and Equal Share child support calculations • Priority and limit calculation logic when dealing with multiple garnishment types • Garnishment fees set up on rule record, but can be overridden for an individual order • Monthly garnishment fee maximums handled automatically
Payroll Administration Guide © 2026 PrismHR 23 Chapter 1 Employee Payroll Information
• State garnishment rules determine if child support arrears should be deducted from supplemental pay
checksNote:
• If under the Override Rules section, there is an Override Amount indicated and an Override Start Date and an Override Stop Date is not mentioned, then this override amount will be used to process payroll regardless of the date. • Clicking the fields that display as hyperlinks on this form opens a search criteria form; for example, clicking Payee opens the Select Payee form, where you can select an existing payee. • Information for the following fields does not display for deidentified employees: • Docket Number • Annotation • Case Identifier
The options available on the form vary based on the category of garnishment: • Child Support (page 24) • Spousal Support (page 27) • IRS Tax Levy (page 30) • State Tax Levy (page 33) • Franchise Tax Board (page 36) • Bankruptcy Order (page 39) • Creditor Wage Garnishments (page 42) • Student Loan (page 47)
Child Support The following rules apply to child support garnishments: • The system determines the correct maximum percent of disposable income based on employee details • Disposable earnings can be tailored to state rules • Pro-rata and Equal Share allocations are supported for multiple orders • Portion in arrears can be defined • Current order amount given priority on arrearage amount when calculating multiple orders
Employee Garnishment The Employee Garnishment panel maintains the basic information required for the wage garnishment.
Payroll Administration Guide © 2026 PrismHR 24 Chapter 1 Employee Payroll Information
Calculation Rules Enter the calculation rules for the child support garnishment.
Payroll Administration Guide © 2026 PrismHR 25 Chapter 1 Employee Payroll Information
SDU The system supports the ability to create an ACH file with line items for garnishments. This allows you to submit an ACH file that results in an EFT for all state tax levies. If a garnishment is for child or spousal support and the payee is a state disbursement unit, you can set up EFT for the garnishment on the SDU panel. The SDU panel establishes the appropriate state information required to process the wage garnishment. 16. Enter the Case Identifier recognized by the state disbursement unit for child support orders. This field is required if the payee is set to require the case number. 17. Enter the FIPS Code (Federal Information Process Standard) applicable to the child support entity receiving the transaction. This field will be required if the payee is set up to require the FIPS code and it can require a specific length. 18. Select Medical Support Indicator if the non-custodial parent has family medical insurance through their employer.
Setting Temporary Garnishment Overrides You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
To set temporary garnishment overrides, do the following: 1. In the Override Rules panel, complete the following fields:
Field Description
Override Amount Enter the temporary Override Amount to use during the specified date
range.
Override Start Date Enter the temporary Override Start Date.
Override Stop Date Enter the temporary Override Stop Date.
Suppress Voucher Types Select the Suppress Voucher Types, which are the pay types exempt
from this garnishment. This setting is not controlled by the override start
and stop dates. Instead, it applies to the entire garnishment record.Payroll Administration Guide © 2026 PrismHR 26 Chapter 1 Employee Payroll Information
Field Description
Suppress From Unscheduled Select Suppress From Unscheduled Payrolls, if the garnishment should
Payrolls not be taken out of unscheduled payrolls.
Override G/L Account Enter the Override G/L Account that identifies the account number this
garnishment credits.Payments History The Payments History panel provides a list of garnishments that have been paid to date.
• The table lists the information for each payment: • Voucher Number: Each voucher that has been paid against this garnishment • Pay Date: Date on the voucher • Amount Due: Amount due as calculated on the voucher • Paid On: Date each check was paid • Check Number: Number on the check used to pay the garnishment to the payee • ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee • EFT/Check$: Amount of each check or transaction • Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Spousal Support The following rules apply to spousal support garnishments: • The system determines the correct maximum percent of disposable income based on employee details • Disposable earnings can be tailored to state rules • Pro-rata and Equal share allocations are supported for multiple orders • Portion in arrears can be defined • Current order amount given priority on arrearage amount when calculating multiple orders
Payroll Administration Guide © 2026 PrismHR 27 Chapter 1 Employee Payroll Information
Employee Garnishment The Employee Garnishment panel maintains the basic information required for the wage garnishment.
Calculation Rules Enter the calculation rules for the spousal support garnishment.
Payroll Administration Guide © 2026 PrismHR 28 Chapter 1 Employee Payroll Information
• Enter a Flat Amount to withhold from the employee’s pay.
• Enter a Percent and then select whether it should be calculated based on the employee’s Gross Pay, Net
Pay (gross pay minus taxes and other garnishments), or Starting Net Pay (gross pay minus taxes).SDU The system supports the ability to create an ACH file with line items for garnishments. This allows you to submit an ACH file that results in an EFT for all state tax levies. If a garnishment is for child or spousal support and the payee is a state disbursement unit, you can set up EFT for the garnishment on the SDU panel. The SDU panel establishes the appropriate state information required to process the wage garnishment. 4. Enter the Case Identifier recognized by the state disbursement unit for child support orders. This field is required if the payee is set to require the case number. 5. Enter the FIPS Code (Federal Information Process Standard) applicable to the child support entity receiving the transaction. This field will be required if the payee is set up to require the FIPS code and it can require a specific length. 6. Select Medical Support Indicator if the non-custodial parent has family medical insurance through their employer.
Setting Temporary Garnishment Overrides You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
To set temporary garnishment overrides, do the following: 1. In the Override Rules panel, complete the following fields:
Field Description
Override Amount Enter the temporary Override Amount to use during the specified date
range.
Override Start Date Enter the temporary Override Start Date.Payroll Administration Guide © 2026 PrismHR 29 Chapter 1 Employee Payroll Information
Field Description
Override Stop Date Enter the temporary Override Stop Date.
Suppress Voucher Types Select the Suppress Voucher Types, which are the pay types exempt
from this garnishment. This setting is not controlled by the override start
and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Select Suppress From Unscheduled Payrolls, if the garnishment should
Payrolls not be taken out of unscheduled payrolls.
Override G/L Account Enter the Override G/L Account that identifies the account number this
garnishment credits.Payments History The Payments History panel provides a list of garnishments that have been paid to date.
• The table lists the information for each payment: • Voucher Number: Each voucher that has been paid against this garnishment • Pay Date: Date on the voucher • Amount Due: Amount due as calculated on the voucher • Paid On: Date each check was paid • Check Number: Number on the check used to pay the garnishment to the payee • ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee • EFT/Check$: Amount of each check or transaction • Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
IRS Tax Levy The following rules apply to IRS tax levy garnishments: • Only child support orders with a receipt date prior to the levy start date take precedence • Calculation of “take home” in regards to IRS tax levies is not fully implemented • Only one Federal tax levy is allowed
Payroll Administration Guide © 2026 PrismHR 30 Chapter 1 Employee Payroll Information
Employee Garnishment The Employee Garnishment panel maintains the basic information required for the wage garnishment.
Calculation Rules Enter the calculation rules for the IRS tax levy garnishment.
Payroll Administration Guide © 2026 PrismHR 31 Chapter 1 Employee Payroll Information
Setting Temporary Garnishment Overrides You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
To set temporary garnishment overrides, do the following: 1. In the Override Rules panel, complete the following fields:
Field Description
Override Amount Enter the temporary Override Amount to use during the specified date
range.
Override Start Date Enter the temporary Override Start Date.
Override Stop Date Enter the temporary Override Stop Date.
Suppress Voucher Types Select the Suppress Voucher Types, which are the pay types exempt
from this garnishment. This setting is not controlled by the override start
and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Select Suppress From Unscheduled Payrolls, if the garnishment should
Payrolls not be taken out of unscheduled payrolls.
Override G/L Account Enter the Override G/L Account that identifies the account number this
garnishment credits.Payments History The Payments History panel provides a list of garnishments that have been paid to date.
Payroll Administration Guide © 2026 PrismHR 32 Chapter 1 Employee Payroll Information
• The table lists the information for each payment: • Voucher Number: Each voucher that has been paid against this garnishment • Pay Date: Date on the voucher • Amount Due: Amount due as calculated on the voucher • Paid On: Date each check was paid • Check Number: Number on the check used to pay the garnishment to the payee • ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee • EFT/Check$: Amount of each check or transaction • Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
State Tax Levy The following rules apply to state tax levy garnishments: • Calculates similar to a creditor garnishment (See Creditor Wage Garnishments on page 42) • Not limited to CCPA limits • Specified garnishment amount will be taken completely
Employee Garnishment The Employee Garnishment panel maintains the basic information required for the wage garnishment.
Payroll Administration Guide © 2026 PrismHR 33 Chapter 1 Employee Payroll Information
Calculation Rules Enter the calculation rules for the state tax levy.
Payroll Administration Guide © 2026 PrismHR 34 Chapter 1 Employee Payroll Information
EFT The system supports the ability to create an ACH file with line items for garnishments. This allows you to submit an ACH file that results in an EFT for franchise tax board garnishments and state tax levies if your organization has selected the Consolidated ACH File Processing Used option in System Parameters. The EFT panel allows you to enter the case identifier for the wage garnishment.
Note: This panel displays only for franchise tax board garnishments and state tax levies where the Payee is a garnishing authority with EFT parameters.
Many states permit submission of tax levies by ACH, and some states require it. In addition, the franchise tax board garnishment can be used for any state.
Setting Temporary Garnishment Overrides You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
To set temporary garnishment overrides, do the following: 1. In the Override Rules panel, complete the following fields:
Field Description
Override Amount Enter the temporary Override Amount to use during the specified date
range.
Override Start Date Enter the temporary Override Start Date.Payroll Administration Guide © 2026 PrismHR 35 Chapter 1 Employee Payroll Information
Field Description
Override Stop Date Enter the temporary Override Stop Date.
Suppress Voucher Types Select the Suppress Voucher Types, which are the pay types exempt
from this garnishment. This setting is not controlled by the override start
and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Select Suppress From Unscheduled Payrolls, if the garnishment should
Payrolls not be taken out of unscheduled payrolls.
Override G/L Account Enter the Override G/L Account that identifies the account number this
garnishment credits.Payments History The Payments History panel provides a list of garnishments that have been paid to date.
• The table lists the information for each payment: • Voucher Number: Each voucher that has been paid against this garnishment • Pay Date: Date on the voucher • Amount Due: Amount due as calculated on the voucher • Paid On: Date each check was paid • Check Number: Number on the check used to pay the garnishment to the payee • ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee • EFT/Check$: Amount of each check or transaction • Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Franchise Tax Board The following rules apply to Franchise Tax Board garnishments: • Always has a maximum amount of 25% of disposable income, less any amount for child support garnishments • Can be used for any state
Payroll Administration Guide © 2026 PrismHR 36 Chapter 1 Employee Payroll Information
• Can be used for any type of state tax levy
Employee Garnishment The Employee Garnishment panel maintains the basic information required for the wage garnishment.
Calculation Rules Enter the calculation rules for the franchise tax board garnishment.
Payroll Administration Guide © 2026 PrismHR 37 Chapter 1 Employee Payroll Information
EFT The system supports the ability to create an ACH file with line items for garnishments. This allows you to submit an ACH file that results in an EFT for franchise tax board garnishments and state tax levies if your organization has selected the Consolidated ACH File Processing Used option in System Parameters. The EFT panel allows you to enter the case identifier for the wage garnishment.
Note: This panel displays only for franchise tax board garnishments and state tax levies where the Payee is a garnishing authority with EFT parameters.
Many states permit submission of tax levies by ACH, and some states require it. In addition, the franchise tax board garnishment can be used for any state.
Setting Temporary Garnishment Overrides You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
To set temporary garnishment overrides, do the following: 1. In the Override Rules panel, complete the following fields:
Field Description
Override Amount Enter the temporary Override Amount to use during the specified date
range.Payroll Administration Guide © 2026 PrismHR 38 Chapter 1 Employee Payroll Information
Field Description
Override Start Date Enter the temporary Override Start Date.
Override Stop Date Enter the temporary Override Stop Date.
Suppress Voucher Types Select the Suppress Voucher Types, which are the pay types exempt
from this garnishment. This setting is not controlled by the override start
and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Select Suppress From Unscheduled Payrolls, if the garnishment should
Payrolls not be taken out of unscheduled payrolls.
Override G/L Account Enter the Override G/L Account that identifies the account number this
garnishment credits.Payments History The Payments History panel provides a list of garnishments that have been paid to date.
• The table lists the information for each payment: • Voucher Number: Each voucher that has been paid against this garnishment • Pay Date: Date on the voucher • Amount Due: Amount due as calculated on the voucher • Paid On: Date each check was paid • Check Number: Number on the check used to pay the garnishment to the payee • ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee • EFT/Check$: Amount of each check or transaction • Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Bankruptcy Order The following rules apply to bankruptcy order garnishments: • Only child support orders will continue to be calculated in conjunction with the bankruptcy order • Only one bankruptcy order is allowed
Payroll Administration Guide © 2026 PrismHR 39 Chapter 1 Employee Payroll Information
• Full amount of the bankruptcy order is taken without limits
Employee Garnishment The Employee Garnishment panel maintains the basic information required for the wage garnishment.
Calculation Rules Enter the calculation rules for the bankruptcy order garnishment.
Payroll Administration Guide © 2026 PrismHR 40 Chapter 1 Employee Payroll Information
Setting Temporary Garnishment Overrides You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
To set temporary garnishment overrides, do the following: 1. In the Override Rules panel, complete the following fields:
Field Description
Override Amount Enter the temporary Override Amount to use during the specified date
range.
Override Start Date Enter the temporary Override Start Date.
Override Stop Date Enter the temporary Override Stop Date.
Suppress Voucher Types Select the Suppress Voucher Types, which are the pay types exemptPayroll Administration Guide © 2026 PrismHR 41 Chapter 1 Employee Payroll Information
Field Description
from this garnishment. This setting is not controlled by the override start
and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Select Suppress From Unscheduled Payrolls, if the garnishment should
Payrolls not be taken out of unscheduled payrolls.
Override G/L Account Enter the Override G/L Account that identifies the account number this
garnishment credits.Payments History The Payments History panel provides a list of garnishments that have been paid to date.
• The table lists the information for each payment: • Voucher Number: Each voucher that has been paid against this garnishment • Pay Date: Date on the voucher • Amount Due: Amount due as calculated on the voucher • Paid On: Date each check was paid • Check Number: Number on the check used to pay the garnishment to the payee • ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee • EFT/Check$: Amount of each check or transaction • Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Creditor Wage Garnishments The following rules apply to creditor wage garnishments: • Majority of states follow CCPA limits • Tips generally not considered earnings • Child support orders take priority • In conjunction with child support orders, garnishment can be taken only if the child support percent of earnings is less than 25%
Payroll Administration Guide © 2026 PrismHR 42 Chapter 1 Employee Payroll Information
Employee Garnishment The Employee Garnishment panel maintains the basic information required for the wage garnishment.
Calculation Rules Enter the calculation rules for the creditor wage garnishment.
Payroll Administration Guide © 2026 PrismHR 43 Chapter 1 Employee Payroll Information
Setting Temporary Garnishment Overrides You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
To set temporary garnishment overrides, do the following: 1. In the Override Rules panel, complete the following fields:
Payroll Administration Guide © 2026 PrismHR 44 Chapter 1 Employee Payroll Information
Field Description
Override Amount Enter the temporary Override Amount to use during the specified date
range.
Override Start Date Enter the temporary Override Start Date.
Override Stop Date Enter the temporary Override Stop Date.
Suppress Voucher Types Select the Suppress Voucher Types, which are the pay types exempt
from this garnishment. This setting is not controlled by the override start
and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Select Suppress From Unscheduled Payrolls, if the garnishment should
Payrolls not be taken out of unscheduled payrolls.
Override G/L Account Enter the Override G/L Account that identifies the account number this
garnishment credits.Payments History The Payments History panel provides a list of garnishments that have been paid to date.
• The table lists the information for each payment: • Voucher Number: Each voucher that has been paid against this garnishment • Pay Date: Date on the voucher • Amount Due: Amount due as calculated on the voucher • Paid On: Date each check was paid • Check Number: Number on the check used to pay the garnishment to the payee • ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee • EFT/Check$: Amount of each check or transaction • Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Payroll Administration Guide © 2026 PrismHR 45 Chapter 1 Employee Payroll Information
Limit Overrides This section only appears when Creditor Wage Garnishment is selected from the drop-down under the Category field. Use the Limit Overrides panel to override any state-level settings as needed. Note that you can only reduce the maximum for this employee’s wage garnishment; you cannot use these fields to exceed state or federal maximums.
Payroll Administration Guide © 2026 PrismHR 46 Chapter 1 Employee Payroll Information
based on the State Garnishment Rules form for the state selected in the Override State Code above instead
of the employee's SUTA state.Student Loan The following rules apply to student loan garnishments: • Majority of states follow CCPA limits • Tips generally not considered earnings • Child support orders take priority • In conjunction with child support orders, garnishment can be taken only if the child support percent of earnings is less than 25%
Employee Garnishment The Employee Garnishment panel maintains the basic information required for the wage garnishment.
Payroll Administration Guide © 2026 PrismHR 47 Chapter 1 Employee Payroll Information
Calculation Rules Enter the calculation rules for the student loan garnishment.
Note: When Student Loan is selected from the Category drop-down in the Employee Garnishments panel, the Student Loan Type drop-down displays under Calculation Rules.
Setting Temporary Garnishment Overrides You can establish temporary garnishment overrides based on specified dates by updating the settings in the Override Rules panel.
Payroll Administration Guide © 2026 PrismHR 48 Chapter 1 Employee Payroll Information
To set temporary garnishment overrides, do the following: 1. In the Override Rules panel, complete the following fields:
Field Description
Override Amount Enter the temporary Override Amount to use during the specified date
range.
Override Start Date Enter the temporary Override Start Date.
Override Stop Date Enter the temporary Override Stop Date.
Suppress Voucher Types Select the Suppress Voucher Types, which are the pay types exempt
from this garnishment. This setting is not controlled by the override start
and stop dates. Instead, it applies to the entire garnishment record.
Suppress From Unscheduled Select Suppress From Unscheduled Payrolls, if the garnishment should
Payrolls not be taken out of unscheduled payrolls.
Override G/L Account Enter the Override G/L Account that identifies the account number this
garnishment credits.Payments History The Payments History panel provides a list of garnishments that have been paid to date.
• The table lists the information for each payment: • Voucher Number: Each voucher that has been paid against this garnishment • Pay Date: Date on the voucher • Amount Due: Amount due as calculated on the voucher • Paid On: Date each check was paid • Check Number: Number on the check used to pay the garnishment to the payee • ACH Reference: Reference for the ACH transaction used to pay the garnishment to the payee • EFT/Check$: Amount of each check or transaction • Click Adjust to make an adjustment to the table. This does not affect accounting updates or functions, but can cause an adjustment to the employee’s next paycheck.
Payroll Administration Guide © 2026 PrismHR 49 Chapter 1 Employee Payroll Information
Updating Employee Garnishment Details To access this form, select Garnishment Details from the Actions menu in the Employee Garnishments form. This information is shared for all garnishments for the employee at the client (for example, it also displays in the Employee Details > Other tab), therefore you must ensure that the information is correct.
To update the employee garnishment details: 1. Select Court Ordered Medical Coverage if the employee pays a premium for court-ordered medical insurance. This can affect the calculation of child support garnishments. 2. Select Child Support in Arrears if the employee is late by 12 weeks or more in making obligated child support payments. 3. Select Supporting Another Spouse/Child if the employee supports another spouse or child. This information is for calculating maximum child support. 4. Click Save. You return to the Employee Garnishments form.
Voiding a Garnishment Check Use Void a Garnishment Check to cancel checks issued for accidental garnishments.
Note: This form does not use Client Access Group Security.
To void a garnishment check: 1. Click the Payroll menu. 2. From Payroll|Action, select Void a Garnishment Check to display this form. 3. Complete these fields: • Bank Account Number - Account the check was drawn from. Opens a selector that lists available account numbers. • Check Number - Check number that was issued. Opens a selector that filters check numbers by the specified bank account. • Reason for Void - Reason for voiding the check. • Was Check Sent - Options are Sent to Garnishment Authority or Check Destroyed.
Payroll Administration Guide © 2026 PrismHR 50 Chapter 1 Employee Payroll Information
If... Then click... Result
The garnishment check was Sent to Garnishment A zero amount will be displayed
sent and it will be voided. Authority in the EFT/Check$ column of the
Payment History screen.
The garnishment check was Check Destroyed A negative amount will be
torn up. displayed in the EFT/Check$
column of the Payment History
screen.Note: When a check number is selected, the system displays the Pay to Name, Check Date, and Check Amount displayed.
Creating State Garnishment Rules Establish the manner in which PrismHR processes state garnishment rules with the State Garnishment Rules form. The FG state garnishment rules record is for the federal government, and is the default template for all other states. You only need to enter the values that are different for a particular state. Everything else defaults to the values for the federal garnishment rules.
To create state garnishment rules: 1. Click Back Office. 2. Select State Garnishment Rules under System|Change. 3. Enter the two-character State Code, or FG for Federal Government. 4. Define the Rules for Calculating Withholding for Creditor Garnishments:
Field Description
Maximum Select either Disposable Pay or Gross Pay, depending on the state rule you are setting
Percent of up. Enter the maximum amount that can be withheld in the second field.
Minimum Wage The multiplier is the number of hours multiplied by an employee's minimum wage to
Rate Multiplier calculate the maximum disposable earnings that standard creditors can garnish. This is
overridden if the garnishment maximum is lower. For example, if the multiplier is 40, the
system multiplies the minimum wage by this number. The result is the minimum pay
that an employee has after taxes and garnishments. Standard creditors can garnish
amounts left after subtracting taxes and the minimum pay amount from an employee's
gross pay.Payroll Administration Guide © 2026 PrismHR 51 Chapter 1 Employee Payroll Information
Field Description
From 1/1/2025 up to 06/30/2027, Oregon Creditor Garnishment calculations have been
programmed by effective date to use the following exempt amounts as defined by
Oregon State Law based on the pay period for each of the effective dates. These
amounts will be applied when the Minimum Wage Rate Multiplier field for the state of
Oregon is set to 30.
Pay Period Weekly Bi- Semi- Monthly
Weekly Monthly
01-Jan-2025 thru 30-Jun-2025 $305 $611 $655 $1309
01-Jul-2025 thru 30-Jun-2026 $338 $675 $737 $1458
01-Jul-2026 thru 30-Jun-2027 $400 $832 $912 $1792
On July 1, 2027, calculations will default to State Garnishment Rules for the state of
Oregon:
Note: It is recommended that for the state of Oregon, on the State Garnishment Rules
form, the Minimum Wage Rate Multiplier field be set to 30 until July 2027.
Minimum Wage The source that determines the minimum hourly rate for creditor garnishment
Rate Source maximum calculations.
Hours The method that calculates minimum net pay for semi-monthly or monthly pay periods
Calculation under CCPA rules for creditor garnishments:
Method • Factored – Multiplies the weekly hours by either a factor of 2.16 (for semi-
monthly) or 4.33 (for monthly). The factor method may be less accurate
because of rounding errors, but some states specify its use.
• Annualized – Multiplies the weekly hours by 52 and then divides by the
number of pay periods in the year. For example, for semi-monthly, the
calculation is ( (30.00 x 52)/24 ).
Administrative The fee applied per pay period to process creditor wage garnishments.
Processing Fee
Maximum The maximum monthly fee collected from employees for processing creditor wage
Monthly Fee garnishments.
Reduce Limit by There are two options:
Fee Amount • Yes – Reduces the CCPA limit by the administrative processing fee for this state.
This is only for non-consumer garnishments.
• No –The system does not reduce the limit.Payroll Administration Guide © 2026 PrismHR 52 Chapter 1 Employee Payroll Information
Field Description
Non Consumer The multiplier is the number of hours multiplied by an employee's minimum wage to
Min Wage calculate the maximum disposable earnings that creditors can garnish in case of a
Multiplier judgment or non-consumer garnishment. This is overridden if the garnishment
maximum is lower.
For example, if the multiplier is 30, the system multiplies the minimum wage by this
number. The result is the minimum pay that an employee has after taxes and
garnishments. A non-consumer creditor can garnish amounts left after subtracting taxes
and the minimum pay amount from an employee's gross pay.
HOH Maximum Enter a value if the state has a maximum allowed creditor garnishment percentage rule
Percent for heads of households.
State Tax Levy Select whether the state tax levy maximum should be a percent of:
Maximum • Disposable Pay – income after taxes are deducted
Percent of
• Gross Pay – total income
Allow Creditor Certain states have varying requirements on how to calculate a State tax levy when an
Garnishment employee has other garnishments. This option allows you the flexibility to better support
deduction states allowing other garnishments including creditor garnishment deduction before
calculating the amount due to the state levy.
before State
Levy If for a selected state, this field is:
• Enabled– then the order of priority for deduction of garnishments will be as follows:
1. Child Support (Spousal Support)
2. Bankruptcy
3. Levies (IRS Tax Levy, FTB)
4. Creditor Wage Garnishment / Student Loan
5. State Tax Levy
• Disabled – then the order of priority for deduction of garnishments will be as
follows:
1. Child Support (Spousal Support)
2. Bankruptcy
3. Levies (IRS Tax Levy, FTB)
4. State Tax Levy
5. Creditor Wage Garnishment / Student Loan
Note: When using this option to prioritize Creditor Wage Garnishments prior to the
State Tax Levy, you should ensure that the State Tax Levy maximum percent has beenPayroll Administration Guide © 2026 PrismHR 53 Chapter 1 Employee Payroll Information
Field Description
entered for the applicable State Code on this form.
Multiple Order This field helps you manage the varying rules for different states for creditor
Priority Method garnishments like child support. Select one of the following options from the drop-down:
• First In, First Out – earliest dated garnishment will be deducted first. This is the
same as the default behavior.
• Prorate Allocation – proportionally deduct creditor garnishments based on wage to
garnishment ratio.
• Equal Share Allocation – equal and simultaneous deductions for multiple creditor
garnishments are in place.
Note: If a Creditor Garnishment has an override state, it will follow the rules for the
override state. This feature will work with or without enabling the Enhanced
Garnishment Capping field on the System Parameters form.
Additional Other deductions that are removed from gross earnings to calculate disposable income
Disposable for the purpose of computing creditor wage garnishments.
Deductions
6. Define Rules for Calculating Withholding for Child Support Payments.Note: If a field is left blank, the system defaults to a maximum percentage. If zero is entered, the system uses it as the maximum percentage and no child support garnishments are calculated.
Field Description
Maximum Percent of Amount that can be withheld when the employee does not support another
Disposable When Not child and is not in arrears. The default is 60%.
Supporting Another
Spouse/Child
Maximum Percent of Amount that can be withheld when the employee is supporting another
Disposable When spouse or child and is not in arrears. The default is 50%.
Supporting Another
Spouse/Child
Maximum Percent of Amount that can be withheld when the employee does not support another
Disposable When not spouse or child and is in arrears. The default is 65%.
Supporting Another
Spouse/Child but in Arrears
Maximum Percent of Amount that can be withheld when the employee is supporting another
Disposable When spouse or child and is in arrears. The default is 55%.Payroll Administration Guide © 2026 PrismHR 54 Chapter 1 Employee Payroll Information
Field Description
Supporting Another
Spouse/Child but in Arrears
Administrative Processing Fee applied per pay period to process child support wage garnishments.
Fee
Maximum Monthly Child Fee collected from employees for processing child support wage
Support Fee garnishments.
Maximum Monthly Spousal Fee collected from employees for processing spousal support wage
Support Fee garnishments.
Multiple Order Priority Select the method that determines the priority of multiple child support
Method orders used by the state. This field helps you to manage the varying rules for
different states for child support garnishments. Select one of the following
options from the drop-down:
• First In, First Out – earliest dated child support garnishment will be
deducted first. This is the same as the default behavior.
• Prorate Allocation – proportionally deduct child support garnishments
based on wage to garnishment ratio.
• Equal Share Allocation – equal and simultaneous deductions for multiple
child support garnishments are in place.
Note: If a child support garnishment has an override state, it will follow the
rules for the override state. Also, this feature will work with or without
enabling the Enhanced Garnishment Capping field on the System
Parameters form.
Deduct Arrears from Indicates whether the state requires an arrears deduction from supplemental
Supplemental Pay pay.
Include Reported Tips in Indicates whether reported tips are included in base pay when calculating
Base Pay? the maximum amount to garnish for child support.
Include Charged Tips In This field indicates whether charged tips are included in base pay when
Base Pay? calculating the maximum amount to garnish for child support for the selected
state. This field is a drop-down. Select of the following options:
l Yes (Default) - Charged tips (a pay code with class of earnings flagged
for used to pay for charged tips) will be included in the base pay. This
option retains the existing functionality to calculate the child support
garnishment.
l No - Charged tips will not be included in the base pay.
Child Support Additional Deductions from gross earnings to calculate disposable income for thePayroll Administration Guide © 2026 PrismHR 55 Chapter 1 Employee Payroll Information
Field Description
Deductions purpose of calculating child support wage garnishments.
Waive Fee When Indicates whether a fee is waived when the garnishment is below the
Garnishment Is Reduced scheduled amount.
Below Scheduled AmountEmployee Deduction Arrears Use Employee Deduction Arrears to hold a deduction in arrears whenever an employee’s wages are not enough to cover a benefit deduction. This holds the deduction in arrears until the next pay period when the employee is paid. The system then attempts to take the deduction again. If the wages are still not able to cover the deduction, the deduction amount accumulates as long as it is scheduled to be taken. The benefits billing for that period is also sent to Deduction Arrears. Only benefit deductions are sent to Arrears.
Note: You can only use this form to change existing arrears record information, not create new records. The system creates Employee Deduction Arrears records during payroll batch processing.
An arrears record only exists if a deduction is held in arrears for that employee. You can adjust this record by changing the deduction amount or forgiving a deduction by deleting a line item. It is not possible to add a deduction to this form. Once the deduction from arrears is applied to a paycheck, the arrears record becomes unavailable for viewing. In addition, you can: • Initialize outstanding amounts for employees by creating one or more one-time deduction records. • Update an existing record by adjusting the arrears amount on a line or deleting the entire line.
Note: Make sure the benefit deduction is properly reconciled before clicking Delete as the deduction cannot be restored.
To access this form and change employee arrears: 1. Click Payroll|Payroll Change| Employee Deduction Arrears. The form displays with the Employee field link. 2. Specify Employee information by: • Entering the Employee name, ID, or Social Security number. • Clicking the Employee link or pressing Ctrl+Enter in the search field to open the search selector. If the employee has a history of arrears, the system displays this information. Note: The Next Pay Date field displays informational date value that helps you to quickly identify the next regularly scheduled payroll batch date during the enrollment process. 3. You have these options:
Payroll Administration Guide © 2026 PrismHR 56 Chapter 1 Employee Payroll Information
• Edit Arrears - Click the Arrears Date link in the table of arrears entries. This opens the Employee
Deduction Arrears Detail modal.
You can change:
• Amount of the arrears
• Benefit Plan ID
• Arrears Status - Select Optional or Automatic from the drop-down. The drop-down only appears if
arrears on the Group Benefit Plan is set to 'Suppress All Arrears, Track Optional Arrears Only'. If it is
not set, this field is display-only. The Arrears Status field remains hidden until the feature code is
entered at the system level.
Click Save to commit your changes and return to the main screen with your changes displayed.
Click Delete to delete an arrears record. Clicking Delete displays a warning message stating, This arrears
record will be deleted immediately. Do you want to continue?
• Click Yes to delete the record and the data for that record will no longer display on the main
Employee Deduction Arrears form.
• Click No to close the warning message and return on the Employee Deduction Arrears Detail modal
form with all the previously entered data.
Click Close to close the modal form and return on the main Employee Deduction Arrears form. Any
unsaved changes will be lost.
• Change Status - Changes the status of a record from Optional to Automatic. You can select multiple
records to perform a bulk status change on these items. The system displays a message saying the
Arrears Status can only be changed from Optional to Automatic, and that changing the automatic status
to optional must occur on the Employee Deduction Arrears Detail form. Click OK. You can make a
change using the Change Status button to save the change immediately without needing to click Save
on the form.Note: The Change Status button remains hidden until the USEWEEKLYBENEFITS feature code is entered at the system level.
• Convert to Adjustment - For single records, click the check box next to the arrears entry you want to
convert, then click the Convert to Adjustment button. A modal form displays with Benefit Plan and
Arrears Balance pre-populated. Additionally, a static text message displays, This action will divide the
arrears balance by the number of cycles indicated below to create benefit adjustments. Please note that
rounding may cause slight discrepancies and additional adjustments may be needed. The arrears balance
will be removed.
On the modal form, enter a date in the Start Date field and provide a value in the Adjustment Cycles
field. Click Create. A confirmation pop-up indicating that the system creates an adjustment displays,
Your change has caused the system to create billing adjustments. Would you like to review?
• Click Yes to open the Benefit Adjustments modal form where you can review the newly created
benefit adjustment and make changed if necessary.
• Click No to close the confirmation pop-up window.Payroll Administration Guide © 2026 PrismHR 57 Chapter 1 Employee Payroll Information
• Delete - For single or multiple records, click the check box next to the arrears entry you want to delete,
then click the Delete button at the end of the page. The system asks you to confirm whether you want
to delete the selected records. Click Yes to commit the deletion.Note: The Delete, Change Status, and Convert to Adjustment buttons are disabled until at least one arrears item check box is selected.
• Cancel - Clears the form at any time.Defining Employee Position Rates You can pay the employee or bill the client at different rates based on the employee pay rates and positions by using the Employee Position Rates form.
Note: For example, if an employee should typically be paid $10.00 per hour when working in the retail position but $15.00 per hour for PTO, enter the employee’s ID, the position code, and 10.00 for the Standard Pay Rate, then enter the PTO Pay Code in the table and 15.00 for the Pay Rate and the appropriate Bill Rate.
To define employee position rates, 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. If any employees have position rates defined, they display in the list on the right; you can select one to edit or enter a new one. 2. Enter the Position Code for the position that applies to this position rate. 3. If you enter a Standard Pay Rate, it overrides the pay rate for this employee for the position. 4. To pay or bill different rates based on pay code and pay rate: a. Enter the Pay Code for this position. The Pay Description displays. If you enter a code that is not defined for the client, the system displays a warning message to confirm that you want to use that code. b. Enter the Pay Rate that overrides the Standard Pay Rate. Premium pay rules apply. c. Enter the Bill Rate for this employee performing in this position. If you don’t enter a rate, the system, uses the standard billing rate. 5. Click Save.
Related Topics Client Details “Other Tab” in Client Administration User Guide Client Details “Control Tab” in Client Administration User Guide
Override Rates In the Employee Override Rates form, you can define a different pay rate for each pay code used to pay the employee. For all other pay codes, the system defaults to the employee’s standard pay rate.
Payroll Administration Guide © 2026 PrismHR 58 Chapter 1 Employee Payroll Information
Access this form from the Employee Details Action menu . For example, an employee regularly works as a server but occasionally tends bar. Because the hours worked in each position vary from one week to the next, the client should have pay codes for each position. The pay voucher displays the amount earned as a server and as a bartender. 1. The Employee ID defaults from the Employee Details form. 2. For each pay code: a. Enter the Pay Code that represents the pay to override. b. Enter the Pay Rate for that pay code. If you leave this field blank, the system calculates the pay using the employee’s rate in the payroll record. Premium pay rules apply. 3. Click Save.
Lifetime Hours Use the Lifetime Hours form (Figure 1) to view all hours and make any required changes. Some paid-time off (PTO) plans use the total number of hours an employee worked across all years in the accrual calculation. Figure 1: Lifetime Hours
Payroll Administration Guide © 2026 PrismHR 59 Chapter 2 Creating Text Messages
Chapter 2 Creating Text Messages You can create text messages that selectively display on standard payroll checks, in addition to payroll batch check messages: • All employees of an employer • All employees of a client • One employee • All active employees
Adding Messages to Invoices Use the Invoice Messaging form to add messages to the invoices.
Note: This form does not use Client Access Group Security.
To access the form, click the Back Office menu. Under System|Change, click Invoice Messaging.
To set up invoice messaging: 1. Complete the following:
Field Name Description Invoice Msg ID Enter the Invoice Message overlay to add to the invoice or click the Invoice Msg ID link and select one from the Select Invoice Msg dialog box. Invoice Name This field is optional. Enter the name to display on the invoice.
Note: It will replace the Employer Name on the Invoice.Invoice Phone This field is optional. Enter the phone number to be displayed on the Invoice for invoice questions.
Payroll Administration Guide © 2026 PrismHR 60 Chapter 2 Creating Text Messages
Field Name Description Return Address 1 This field is optional. Enter the Invoice return address. If the address is multi-line, then this is line 1.
Note: If an address is entered, then it will be used as the return
address on MVQ Invoices in place of Employer Address.Return Address 2 This field is optional. Enter the Invoice return address. If the address is multi-line, then this is line 2. Return City This field is optional. Enter the Invoice return city name. Return State This field is optional. Enter the Invoice return 2 character state code. Return Zip Code This field is optional. Enter the Invoice return zip code and zip extension if applicable. Invoice Notes This field is optional. These notes will be printed on each Invoice. Positioning and Styling Set up standard formatting for the invoice message.
Overlay Macro This field is optional. Enter the path to the Invoice Overlay macro, if different than the system standard overlay. If no overlay should be used, enter NONE here to bock all.
Setting Up Messages for All Employees for Clients You can set up messages for employees of the client using the Check Messages form.
To access this form, do the following: 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.Payroll Administration Guide © 2026 PrismHR 61 Chapter 2 Creating Text Messages
Setting Up Messages for Employees Use the Check Messages form (accessed from the Actions menu in Employee Details) to set up a message for the employee. 1. Go to the Check Messages form and complete the following fields:
Field Name Description
Start Date Enter the Start Date when the message should begin to display for the employee.
End Date Enter the End Date when the message should stop displaying.
Message Text Enter the Message Text.Payroll Administration Guide © 2026 PrismHR 62 Chapter 3 Reversal and Void Processing
Chapter 3 Reversal and Void Processing PrismHR offers ways to process payroll voucher reversals and voids.
Reversing an Employee Payroll Voucher 63
Reversing a Payroll 68
Voiding Payroll Batch or Voucher 69Reversing an Employee Payroll Voucher Use the Employee Payroll Voucher Reversal form to reverse an employee’s payroll voucher. You can reverse a payroll voucher if it was issued in error and it has not yet been cashed or deposited. Important! The system prevents you from reversing an adjustment voucher that was created by reclassifying a direct deposit. (Reversing these adjustment vouchers could create a check for a negative amount.) In addition, you cannot reverse payroll vouchers when a direct deposit is sent to a check using the Reclassify Direct Deposit form. In this scenario, you cannot reverse these types of adjustment vouchers using the Employee Payroll Voucher Reversal form. If you try to perform this function a message displays, “You may not reverse this adjustment voucher.” When you void the original voucher in this scenario, the following happens: • The system also voids the adjustment voucher created by sending a deposit to a check. A warning message displays to alert you while the system validates the voucher number, “This voucher had an adjustment voucher created by sending direct deposits to a check. If you void this voucher then the other voucher will be voided also.” • If all the ACH deposits were sent to a check, then the system does not prompt you to draft from the employee’s account. However, if only some of the ACH deposits were sent to a check, then the system prompts you about reversing the remaining deposits, “This voucher contains ACH items, some of which were converted to a check. Reverse the remaining ACH amounts (drafted from the employee’s account)?” If you select Yes, the system creates an ACH journal after the voucher is voided to recover the amount of the deposit that was not sent to a check. • If you choose to draft the remaining deposits from the employee, the system prompts whether you want to put the reversal on hold pending recovery of the ACH. If you select Yes, the system does not post the reversal for the original voucher and does not create the reversals for the adjustment voucher until later when you confirm the pending reversal.
Payroll Administration Guide © 2026 PrismHR 63 Chapter 3 Reversal and Void Processing
Note: The process to reverse a payroll uses the same method described above, but the system does not provide any prompting.
To reverse an employee’s payroll voucher, do the following: 1. Go to the Payroll|Action menu and select Employee Payroll Voucher Reversal. 2. Enter a voucher number from any year or select the Voucher Number. Note the following: • Vouchers from the current year display in the Search list when you select Voucher Number. To display vouchers from a previous year, select a year in the Pay Period field and then click Search. • To reverse a voucher for a previous year, you must manually enter the Voucher Number. • If the system displays a message that informs you that the date was changed to today, click OK. • If you select a voucher from a different quarter, the system warns you when it changes the void date to today. This is because there can be tax implications. Click OK, then proceed. • If you selected a voucher than includes ACH direct deposit, the system asks you for additional information; see Reversing a Voucher that Includes ACH on the facing page. • If the system displays a message that informs you that the maximum days for an ACH Reversal for the checking account is exceeded, then you can choose to either continue or stop the reversal. Click Yes to continue processing the reversal or click No to stop the reversal process and clear the form. • If you are in different time zones when processing voids, you can enable the system-level custom feature code, UNRESTRICT-VOID-DATE, to edit the Reversal/Void Date. Important! This is a global setting, so if you enable the UNRESTRICT-VOID-DATE custom feature code it impacts the Reversal/Void Date field for all users who have access to process voids. Note the following if you enable the UNRESTRICT-VOID-DATE custom feature code: • After you either dismiss or accept any prompts that are part of the standard voucher reversal, the Reversal/Void Date is available for editing. • If you select a voucher with a current or future pay date, the Reversal/Void Date is available for editing.
Payroll Administration Guide © 2026 PrismHR 64 Chapter 3 Reversal and Void Processing
If today’s date is not the same as the voucher pay date, the Voucher Reversal Parameters form opens where you confirm the reversal date.
Indicate whether the system should use Today or the Pay Date as the date for the reversal.
Click Accept.
Click Save. The system prompts you to confirm that you want to void the voucher.
Click Yes to confirm that you want to continue. The system displays the Voucher Reversal Parameters form where you can enter the reason.
Enter the reason for the void. The reason you enter, as well as your user information, display on the permanent void record.
Click Accept.
The system displays the processing steps as it voids the voucher.
If the client changes their ACH from Active to ACH by Division and then voids a voucher that does not contain a division, the following informational message displays: “The client is set up for ACH by Division, but this record does not have a valid division code. Manual adjustments to return the credit to the client may be required after this reversal is completed.”
Click Close to return to the cleared Employee Payroll Voucher Reversal form.
Receiving an Employee Payroll Voucher Reversal Notification After an Employee Payroll Voucher Reversal is complete and the Client Control for Payroll Finalization Notification is set to Email, the system notifies the user at the email address indicated in the Payroll Finalization email and for worksite managers/worksite trusted advisors with the Payroll Approver H/R Role that the reversal is complete and displays the invoice from the reversal. Note: The system sends the Payroll Finalization email to worksite managers and worksite trusted advisors designated with the Payroll Approver Human Resource Role on the Users form, including any email addresses listed in the Additional Notification Emails panel on the Control tab in the Client Details form (the Additional Notification Emails panel displays when you select the Email option).
Reversing a Voucher that Includes ACH If you selected a voucher than includes ACH direct deposit distributions, you have the option to create an ACH debit that will be issued during the next electronic transfer. 1. The system displays a message that reads: “This voucher contains ACH items. Reverse the ACH amounts (drafted from the employee’s account)?” • Click Yes. Proceed to step 2. • Click No to return to the Reverse Employee Voucher form.
Payroll Administration Guide © 2026 PrismHR 65 Chapter 3 Reversal and Void Processing
Confirming Payroll Voucher Reversals When it is evident that the financial institution is able to honor the ACH debit, you can confirm the reversal of a payroll voucher that includes ACH direct deposit distributions. This feature is available on the Confirm Pending Reversals form on the Payroll|Action menu.
To confirm payroll voucher reversals: 1. Select Payroll. 2. From Payroll|Action, select Confirm Pending Reversals. 3. Click the Process Item link. 4. Select the pending check reversal. The system populates the information for the process item. Note: If the system displays a message that informs you that the maximum days for an ACH Reversal for the checking account is exceeded, then you can choose to either continue or stop the reversal. Click Yes to continue processing the reversal or click No to stop the reversal process and clear the form. 5. Click Save. The Employee Payroll Voucher Reversal form displays with a prompt to confirm that you want to complete processing the reversal. 6. Click Yes. 7. Click Save again. A prompt displays to confirm you want to void the voucher. 8. Click Yes to confirm that you want to continue. The system displays the Voucher Reversal Parameters form where you can enter the reason. 9. Enter the reason for the void. The reason you enter, as well as your user information, display on the permanent void record. 10. Click Accept. 11. The system displays the processing steps as it voids the voucher.
Payroll Administration Guide © 2026 PrismHR 66 Chapter 3 Reversal and Void Processing
Globally Reviewing Pending Payroll Voucher Reversals You can globally review pending payroll voucher reversals for multiple employees using a range of start and end dates on the Confirm Pending Reversal Global form. You can then confirm the reversal of pending payroll vouchers by selecting each link that displays in the results. For example:
Note the following: • This feature is only available for service providers. • This form uses Client Access Group security.
To globally review and then individually confirm payroll voucher reversals:
Payroll Administration Guide © 2026 PrismHR 67 Chapter 3 Reversal and Void Processing
Reversing a Payroll You can reverse all the vouchers in a payroll batch at once using the Payroll Reversal form. This is a full batch reversal: • All vouchers, including direct deposit, will be voided. Any garnishments will also be reversed. This occurs because any garnishments sent using ACH/EFT are not voided in the system. (Adjusting the garnishment record is a manual process for these items.) • The credit will be exactly the reverse of the original invoice; there are no calculations. • Any Client Bill Pending transactions will not be reinstated; be sure to confirm them when you complete the reversal. • Any manual checks posted during the batch will not be reinstated as open. The will be voided with the rest of the batch. • You cannot reverse payrolls that contain HSA ACH transactions. In this case, a warning message displays, “This payroll contains an HSA ACH transaction which will not be reversed with this process. If you have questions regarding this transaction you should cancel the reversal and check with your manager.”
To reverse a payroll: 1. Select Payroll Reversal from the Payroll|Action menu. 2. In the Select a Payroll field, enter the payroll batch you need to void. The form populates and also displays notices. 3. Enter the Void Date (the default is today’s date). 4. Enter the Void reason. For example:
Payroll Administration Guide © 2026 PrismHR 68 Chapter 3 Reversal and Void Processing
Click Refine/Review Voucher Selection Before Reversal to review the vouchers in the payroll batch. For example:
If you want to exclude some pay vouchers from the batch reversal, remove the checkmark from the Include in Reversal checkbox. Excluded vouchers move from the list on the left to the list on the right.
When you are ready, click Void Batch.
The system displays the Processing Voucher Reversal form while it processes the reversal.
Respond to any messages that display.
When the Close button is enabled, the reversal is complete. You can close the form and return to the Batch Reversal form.
Note: All dates and times in PrismHR are Central Time.
Voiding Payroll Batch or Voucher You can void payments in PrismHR, either a single check or a whole batch, using the Void and Reissue Checks form. During this process, the system voids the original check and issues a new check number that is effective on the date it was processed. Important! You cannot void and reissue a reconciled or an escheated check. If a check is set to R (reconciled) status or E (escheated) and you try to void and reissue it, an error message displays. For example, the following error message displays if you try to void and reissue a reconciled check, “This check is already reconciled and cannot be reissued.” Also, if you enter a voided check number in this form, an error message displays, “This check is already voided and cannot be reissued.”
To void payments and reissue a check: 1. Access the Void and Reissue Checks form on the Payroll|Action menu.
Payroll Administration Guide © 2026 PrismHR 69 Chapter 3 Reversal and Void Processing
Enter or select the original voucher in the Payroll Number field and note the Check Number and Pay Date (for example, check number 8216, and pay date 02/02/2024). Note: Enter or select the Bank Account associated with the original check number to display other data, including the pay date information.
Click Void and Reissue Checks.
After the system voids and reissues the check, access the Payroll History form on the Payroll|View menu.
Select the Payroll Number where the original check was processed. The Payroll Summary form displays.
Select the Summary icon ( ) next to the Payroll Number. The Payroll Reports form displays.
Locate the voided and reissued payment and select the Open File icon ( ). A browser window opens.
Select Open file to download the file. The reissued check displays a new check number and pay date in the Time Sheet Report. Note the following: • You cannot void and reissue a reconciled check. If a check is set to R (reconciled) status and you try to void and reissue it, the following error message displays, “This check is already reconciled and cannot be reissued.” Also, if you enter a voided check number in this form, an error message displays, “This check is already voided and cannot be reissued.” • Employees who are paid using pay on-demand processing have an invoice amount that is debited on the ACH file. However, if you void the pay on-demand voucher, the invoice amount displays as a credit on the ACH file. Note the following: • If you run the pay on-demand process (that is, you generate a file) and then you complete a void, no changes occur in the history file. • If you do not generate a file and a void occurs, then the system does not include the voucher in the next file creation.
Void a Payroll Batch Use the first field in the Void and Reissue Checks form to void and reissue all of the checks in a payroll batch. Figure 2: Void an Existing Batch
Void Individual Checks Use the table in the Void and Reissue Checks form to void one or more paychecks or garnishment checks.
Payroll Administration Guide © 2026 PrismHR 70 Chapter 3 Reversal and Void Processing
Payroll Administration Guide © 2026 PrismHR 71 Chapter 4 Import Processing
Chapter 4 Import Processing PrismHR offers import processing to upload/import database files.
Using the Data Import Tool 72
Using the Mass Employee Transfer Import Tool 176
Configuring Direct Pay Entries 181
Processing Direct Pay Entries 181
Managing Batches for Check Import Process 183
Posting External Third Party Checks Journal 216
Performing Slavic 401K Imports 216Using the Data Import Tool The Data Import Tool lets you upload data and import it into the system. The Data Import Tool is available from the Operations|Import Processing menu in the Back Office menu. For example, the following form displays after you access the Data Import Tool and select the Department Codes import template option:
Note the following: • The list of Import Template options display in alphabetical order.
Payroll Administration Guide © 2026 PrismHR 72 Chapter 4 Import Processing
• You can also access the Data Import Tool by selecting its link on the Benefit Imports & Reporting landing page. (You must have either Full or Inquiry access set in your user role for the Data Import Tool (HRPY.WORK*DATABASE.IMPORT.ENTRY). Otherwise, this link does not display.) Before you can upload and import data, your source file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. When you select the import template that you want on the Data Import Tool form, the required file layout displays. The layout must match the requirements for number and order of columns, category descriptions, and the required fields. In addition, you can use the sample header file before importing, whose link resides on the Data Import Tool form, to avoid manually creating an import file that matches the import template type. Note the following when using a comma (,) in a description in your import file: • If you include a comma in a description field using the .csv file format, you must enclose the item in double quotes. For example, “Manager, Admin.” • If you include a comma in a description field using the .txt file format, no extra formatting is necessary.
Using the Sample Header File Before starting the import process, you can first download a sample header file by clicking that link on the Data Import Tool form after selecting an import template option or from a local form that displays the Import icon ( ), such as the Departments form. For example:
Note: The header file is in .csv format. You can save the file in .csv or .txt format. After you click the Download Sample Header File link, the system downloads or prompts for download a sample header file that displays columns and headers that match each column and description for the import template option. Also, the file displays a title that matches the selected option. Note: The sample header file is only available to users who have access to the selected import template option.
Using the Import Templates The Data Import Tool provides import templates that you can use to import data.
Payroll Administration Guide © 2026 PrismHR 73 Chapter 4 Import Processing
For more information about each import template, click the following links.
Payroll Administration Guide © 2026 PrismHR 74 Chapter 4 Import Processing
Tab/Field Description Import Template Select one of the following options: • ACA Offered Employees: Client ACA offered employees information. • ASO Accounting Codes: Client chart of accounts information. • Auto Holiday Pay Days : Client auto holiday pay days information. • Auto Holiday Pay Rules: Client auto holiday rules information. • Backup Account Assignment: Client backup account assignment information. • Benefit Adjustments: Client employee benefit adjustments information. • Bill Pending: Client bill pending information. • Client Account Assignments: Client account assignment information. • Client BE/OE Workflow: Client BE/OE related information. • Client Commissions: Client commissions information. • Client Details: Client NAICS code information. • Client Details (Benefits): Client yearly information imported into the ACA Large Employer Year grid. • Client Details (Special Delivery): Client special delivery instructions. • Client Details (Tax): Client tax-related information. • Department Codes: Client department-related information. • Division Codes: Client division-related information. • Eligible Benefits: Client eligible benefits-related information. • Eligible ZIP Codes: Client eligible ZIP codes. • Employee Benefits Per Hour: Client employee benefits information. • Employee Dependents: Client employee dependents information. • Employee Direct Deposit: Client employee direct deposit information. • Employee Loans: Client employee loan information.
Payroll Administration Guide © 2026 PrismHR 75 Chapter 4 Import Processing
Tab/Field Description • Employee One-Time Deductions: Client employee one-time deductions information. • Employee Position Rates: Client employee position rates information. • Employee Property: Client employee property information. • Employee Recurring Deductions: Client employee recurring deductions information. • Employee Resident Address: Client employee resident address information. • Employee Scheduled Payments: Client employee scheduled payment information. • Employee Skills and Education: Client employee skills and education information. • Employer Details: Client account numbers and other information. • Employer Tax Rates (SUTA): Client tax rates information. • Employer W/C Accrual Modifiers: Client employer W/C accrual modifiers information. • Global W/C Classification Rates: Client W/C rates at the system level. This import template is only available for service providers. • Global W/C Classifications: Client W/C codes and descriptions by state. This import template is only available for service providers
and can only be accessed using the Import icon on the W/C
Classifications form.
• Labor Allocations : Client labor allocations information.
• Miscellaneous Invoices : Client stand-alone, miscellaneous
charges information.
• Network ZIP Codes: Import ZIP codes to benefit plans that have a
network assigned.
• Offer Types: Import/update offer types for existing benefit plans.
• Pay Code Total Compensation Category: Client pay code total
compensation category information.
• Plan Comparison Data: Import benefit plan comparison
information into the Comparison Field tab of the Benefits
Enrollment Plan Details form.Payroll Administration Guide © 2026 PrismHR 76 Chapter 4 Import Processing
Tab/Field Description • Position Classification: Import state and workers compensation classes for existing position classifications. • Position Codes: Client position-related information. • Projects/Cost Codes: Client project information. • Project (Certified Pay Rates): Client certified pay rates information for projects. • Rate Groups: Client rate groups information. • Retirement Loans : Client retirement loans information. • Shift Codes: Client shift code information. • State Tax Rates (SUTA): Client State Tax Rates (SUTA) information. • State Tax Bill Rates (SUTA): Client State Tax Bill Rates (SUTA) information. • Third Party Sick Pay Adjustment: Client third-party sick pay adjustment information. • Tip OT Register: Client tips and overtime data. • W/C Billing Modifiers: Client workers’ compensation policy information. • Worksite Locations: Client worksite location-related information.
Filename This is the file you uploaded for import. The file name displays after completing Step 3 in the import process. File Format tab Displays the required file format to perform the import.
File Content tab Displays the imported content.
Uploading/Importing a Database File To upload and import a database file in .txt format and import its data, do the following: 1. From the Import Template drop-down menu in the Data Import Tool form, select the template type. 2. At the bottom of the form, click Find File. The Upload a File dialog displays. 3. Click Choose File and browse to the .txt file you want to upload. 4. Click Open. 5. Click Submit.
Payroll Administration Guide © 2026 PrismHR 77 Chapter 4 Import Processing
If the file uploads successfully, a confirmation message displays. If your file does not upload successfully, an
error message displays. Click Close, then click Clear to try again or to upload a different file.Troubleshooting If errors occur during the import process, do the following: 1. Click OK. 2. Click the Messages tab and review the error messages.
Payroll Administration Guide © 2026 PrismHR 78 Chapter 4 Import Processing
Viewing the Report To view the report on the data you uploaded and imported, do the following: Click Report.
The data displays in a report format, which includes the Import Status results. The report (see example below) displays all imported records and includes any records that were skipped.
Payroll Administration Guide © 2026 PrismHR 79 Chapter 4 Import Processing
When you finish reviewing the report, close the report window and click Clear to upload another file.
Importing ACA Offered Employees You can use this import template to import part-time employees who need to be reported as full-time employees for ACA purposes for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import ACA offered employees, do the following: 1. Select Client. 2. From the Client|Change menu, select ACA Offered Employees. The ACA Offered Employees form displays.
On the ACA Offered Employees form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The ACA Offered Employees import template option and its tabs/fields automatically display when you access this template directly from the ACA Offered Employees form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 80 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Employee ID (required): The ID of the employee who works for the client. • Stability Start Date (required): The Start Date is based on the predefined stability periods for the relevant employee type. • Stability End Date (required): Populates automatically after you select a Start Date. • Type (required): Date that applies to employee holiday time. • ACA Offer Of Coverage (required): Indicates an offer of coverage for eligible employees.
Required? Indicates if the field is required.
Note the following when using the ACA Offered Employees import template: • Users whose user role is set to DENY for the ACA Offered Employees form cannot import data using the ACA Offered Employees import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the ACA Offered Employees form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the ACA Offered Employees form. • Users whose user role is set to INQUIRY for the ACA Offered Employees form can view the ACA Offered Employees import template for Miscellaneous Invoice, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • A warning displays if you import an employee who is not a part-time employee, but you can still import that employee. • You can import duplicate part-time employees if they do not have the same dates. For example, if employee ZXY uses the date 1/1/2023, you cannot import that employee using the date 1/1/2023, but you can import employee ZXY using the date 5/1/2023.
Importing ASO Accounting Codes You can import changes to ASO accounting codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
To upload and import ASO accounting codes, do the following: 1. Select Client.
Payroll Administration Guide © 2026 PrismHR 81 Chapter 4 Import Processing
From the Client|Change menu, select ASO Accounting Codes.
On the ASO Accounting Codes form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The ASO Accounting Codes import template option and its tabs/fields automatically display when you access this template directly from the ASO Accounting Codes form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the ASO Accounting Codes import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Account (required): The account code number. • Account Name (required): The name of the account. • Prefix/Suffix Allowed: Indicates if the client uses a prefix or suffix in addition to the core account number.
Required? Indicates if the field is required.
Importing Auto Holiday Pay Days You can use this import template to import auto holiday pay days to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import auto holiday pay days, do the following: 1. Select Client. 2. From the Client|Change menu, select Auto Holiday Pay. The Auto Holiday Pay form displays. 3. Click Days. The Auto Holiday Pay Days form displays.
Payroll Administration Guide © 2026 PrismHR 82 Chapter 4 Import Processing
The Auto Holiday Pay Days import template option and its tabs/fields automatically display when you
access this template directly from the Auto Holiday Pay Days form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data
Import Tool on the Operations|Import Processing menu.When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Date (required): Date that applies to employee holiday time.
Required? Indicates if the field is required.
Note the following when using the Auto Holiday Pay Rules import template: • Users whose user role is set to DENY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form) cannot import data using the Auto Holiday Pay Days import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form), but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Auto Holiday Pay Days form. • Users whose user role is set to INQUIRY for the Auto Holiday Pay Days form (accessed by selecting Days on the Auto Holiday Pay form) can view the Auto Holiday Pay Days import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing Auto Holiday Pay Rules You can use the Auto Holiday Pay Rules import template to import auto holiday pay rules to reduce the amount of manual work required. Note: This import template is only available to service providers.
Payroll Administration Guide © 2026 PrismHR 83 Chapter 4 Import Processing
To upload and import auto holiday pay rules, do the following: 1. Select Client. 2. From the Client|Change menu, select Auto Holiday Pay Rules.
On the Auto Holiday Pay Rules form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Auto Holiday Pay Rules import template option and its tabs/fields automatically display when you access this template directly from the Auto Holiday Pay Rules form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Employee Type: Type of employee. • Pay Method: Method by which the employee will be paid. Note: The Variable Salary option in the Pay Method field on the Employee Details form only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. • FLSA Exempt: FLSA exempt status. • Pay Group: Pay group assigned to holiday. • Pay Code (required): Pay code assigned to holiday. • Number of Hours (required): Number of holiday hours.
Required? Indicates if the field is required.
Note the following when using the Auto Holiday Pay Rules import template: • Users whose user role is set to DENY for the Auto Holiday Pay form cannot view the Auto Holiday Pay Rules import template in the Data Import Tool.
Payroll Administration Guide © 2026 PrismHR 84 Chapter 4 Import Processing
• Users whose user role is set to INQUIRY for the Auto Holiday Pay form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import Rules link on the Auto Holiday Pay form. • Users whose user role is set to INQUIRY for the Auto Holiday Pay form can view the Auto Holiday Pay Rules import template for Miscellaneous Invoice, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • The system appends imported rules to the end of the existing rule list. • The import process ignores duplicate data.
Importing Backup Account Assignments You can use the Backup Account Assignment import template to import backup account assignments to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import backup account assignments, do the following:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 85 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Role (required): Employee role, such as Payroll, Human Resources, Benefits, Risk, Sales, Coordinator, Broker, and I-9 Approver. • User (required): Name of active service provider user set up at system level for this client.
Required? Indicates if the field is required.
Note the following when using the Backup Account Assignment import
template: • Users whose user role is set to DENY for the Company Account
form cannot import data using the Backup Account Assignment import
template. (You can access the Company Account form by selecting the
Account tab on the Client Details form.) • Users whose user role is set
to INQUIRY for the Company Account form can view the Backup Account
Assignment import template, but cannot import data. • Users whose user
role is set to INQUIRY for the Data Import Tool can view the form and
import template options, but cannot import data. • Users who do not have
access to a particular company through client access groups are unable
to import data into that company. • If you enter a role/user combination
that the system has already applied to the client it’s overridden and a
warning displays, “User
Importing Benefit Adjustments You can import multiple benefit adjustments for multiple employees at once to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
To upload and import benefit adjustments, do the following:
Payroll Administration Guide © 2026 PrismHR 86 Chapter 4 Import Processing
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.
Note: Cycles Billed is not a required field anymore for importing Benefit Adjustments. It will automatically be set to 0 when importing Benefit Adjustments.
Importing Bill Pending Data You can import changes to bill pending data to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors who have full access to the Bill Pending form enabled for their user role. Bill pending data imported through this process will be added to existing records. Updates to existing bill pending data must be made manually.
Payroll Administration Guide © 2026 PrismHR 87 Chapter 4 Import Processing
To upload and import bill pending data, do the following: 1. Select Client. 2. From the Client|Action menu, select Bill Pending.
On the Bill Pending form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Bill Pending import template option and its tabs/fields automatically display when you access this template directly from the Bill Pending form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Bill Pending import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 88 Chapter 4 Import Processing
Field Description Category Description • Bill Date (required): Date on which billing occurs; the system recognizes different formats as long as they are in the order month, day, and year (if no year is specified, the system uses the current year). • Bill Event Code (required): Billing event code. • Bill Rate (required): Billing rates for each billing unit. • Bill Unit (required): Number of billing units. • Client ID (required): ID of the client for this billing line item. • Employee ID (required): ID of the employee associated with the line item, if applicable (must be in the client in the row). (Optional when using Location.) • Location (required): Location code associated with the line item, if applicable. (Optional when using Employee ID.) • Division: Division code associated with the line item, if applicable. • Comment (max 40 characters): Comment for the line item, if appropriate. (Note: If there are more than 40 characters in a comment, an error displays.) • Department: Department code associated with the line item, if applicable. • Shift: Shift code associated with the line item, if applicable. • Project: Project code associated with the line item, if applicable. • Cost: Cost amount can be positive to charge against the line item, or negative to lower the total amount. • Pay Group: Pay group associated with the line item, if applicable (requires a Location for calculating taxes). Note that you cannot have both an employee ID and a pay group in the same file; the system will reject it if you do. • Payroll Type: Indicates the type of payroll, which can be Regularly Scheduled (R), Manual (M), or Special (S). • Repeat Thru Date: Indicates when the recurring event starts and stops. (Use the MM/DD/YYYY date format.) • Repeat Cycle (required if Repeat Thru Date is used): Indicates billing frequency, which can be one of the following:
• W = Weekly
• B = BiweeklyPayroll Administration Guide © 2026 PrismHR 89 Chapter 4 Import Processing
Field Description • M = Monthly • Q = Quarterly • A = Annually Required? Indicates if the field is required.
Importing Certified Pay Rates for Projects You can import certified pay rates (that is, position code, position title, base rate, fringe rate, and prevailing wage rate) for projects to reduce the amount of manual work required.
To upload and import certified pay rates for projects:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 90 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Project ID (required): Indicates the unique project code for projects subject to certified payroll regulations. • Position Code (required): Indicates the unique code that briefly describes the position. For example, OPER for vehicle operator. • Base Rate: Indicates the portion of the job rate used to calculate the overtime rate. • Fringe Rate: Indicates the fringe portion of the job rate.
Required? Indicates if the field is required.
When using the Project (Certified Pay Rates) import template, note the following: • Users whose user role is set to DENY for the Projects form cannot import data using the Project (Certified Pay Rates) import template. • Users whose user role is set to INQUIRY for the Projects form can view the Project (Certified Pay Rates) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing Client Account Assignments You can import changes to client account assignments to reduce the amount of manual work required. Note: This import template is only available for service providers.
To upload and import employee client account assignments, do the following:
Payroll Administration Guide © 2026 PrismHR 91 Chapter 4 Import Processing
• Replace existing assignments: Replaces existing assignments with assignments included in the file but does not remove assignments that are not included in the file. • Keep Existing Assignments: Prioritizes keeping existing assignments and adds new assignments included in the file. (That is, if an assignment exists and is included in the file, the upload skips the value in the file and keeps the existing system values.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Payroll (required): The payroll employee representative. • Human Resources (required): The human resources employee representative. • Benefits: The benefits employee representative. • Risk: The risk employee representative. • Sales: The sales employee representative. • Coordinator: The coordinator employee representative. • Broker: The broker employee representative. • I-9 Approver: The I-9 approver employee representative. • Print/Mail User: The Payroll Processor (Print/Mail) employee representative.
Required? Indicates if the field is required.
When using the Client Account Assignments import template, note the following: • If users do not have access to the company through client access groups, users cannot import data into a company. • If their user role is set to DENY for the Client Details form, but FULL for the Company Accounts form, users can view the Client Account Assignments option on the Import Template menu and import data . • If their user role is set to DENY for the Company Account form, users cannot view the Client Account Assignments option on the Import Template menu. • If their user role is set to INQUIRY for the Company Account form, users can view the Client Account Assignments import template, but cannot import data. • If their user role is set to INQUIRY for the Data Import Tool form, users can view Form and import templates, but cannot import data.
Payroll Administration Guide © 2026 PrismHR 92 Chapter 4 Import Processing
Importing Client BE/OE Workflows You can import BE/OE workflows into the Client Workflow Grid to reduce the amount of manual work required.
Note: This import template is only available for service providers.
To upload and import BE/OE workflows for a client, do the following:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 93 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Workflow Effective Date (Required): Date on which the workflow is available. • BE Workflow (Optional): The workflow to use for benefit enrollments. • BE Open Window Length (Optional): The number of days from the benefit enrollment effective date during which an employee can enroll in benefits. (Note: If you enter the BE Workflow, the BE Open Window Length is required.) • Enable Notifications (Optional): • If left blank, defaults to ALL ON (Value = Y) • ALL ON (Value = Y) • ALL OFF (Value = N) • BE ONLY (Value = B) • OE ONLY (Value = O) • AE ONLY (Value = A) • Min # of Overlap Days (Optional): Designates the limited amount of time an employee has to complete the open enrollment workflow when the workflow start date plus the Min # of Overlap Days extends beyond the open enrollment window. • AE Workflow (Optional): The workflow to use for automatic benefits enrollment. • OE Workflow (Optional): The workflow to use for benefits open enrollment. (Note: If you enter the OE Workflow, then the OE Start Date, OE End Date, and End Effective Date are required.) • OE Start Date (Optional): The date when benefits open enrollment start. • OE End Date (Optional): The date when benefits open enrollment ends. • End Effective Date (Optional): The date till which employee benefits apply. Required? Indicates if the field is required.
When using the Client BE/OE Workflows import template, note the following: • If users do not have access to the company through client access groups, users cannot import data into a company.
Payroll Administration Guide © 2026 PrismHR 94 Chapter 4 Import Processing
• If their user role is set to DENY for the Client Details form, but FULL for the Client Accounts form, users can view the Client BE/OE Workflows option on the Import Template menu and import data . • If their user role is set to DENY for the Client Workflow Grid form, users cannot view the Client BE/OE Workflows option on the Import Template menu. • If their user role is set to INQUIRY for the Client Workflow Grid form, users can view the Client BE/OE Workflows import template, but cannot import data. • If their user role is set to INQUIRY for the Data Import Tool form, users can view Form and import templates, but cannot import data.
Importing Client Details (Benefits) You can use this import template to import yearly information into the ACA Large Employer Year grid for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import yearly information into the ACA Large Employer Year grid, do the following: 1. Select Client.
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 95 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Year (required): Indicates the current year. (Must be a four-digit number.) • ACA Large Employer: Indicates if the client meets the IRS definition of a large employer for that year. (The system defaults to No if nothing is selected.) • Show in ESS: Indicates if employees are allowed to view their 1095-C information in Employee Portal (EP). (The system defaults to No if nothing is selected.) Note: You should do this for a reporting year when you have built the registers and confirmed that the information is complete. • 1095 Employer (required): Information to use in the Applicable Large Employer Member fields on Form 1095-C. (Must be an Employer Master or 1094c.)
Required? Indicates if the field is required.
Note the following when using the Client Details (Benefits) import
template: • Users whose user role is set to DENY for the Client Benefit
form cannot import data using the Client Details (Benefits) import
template. (You can access the Client Benefit form by selecting the
Benefits tab on the Client Details form.) • Users whose user role is set
to INQUIRY for the Client Benefit form can view the Client Details
(Benefits) import template, but cannot import data. • Users whose user
role is set to INQUIRY for the Data Import Tool can view the form and
import template options, but cannot import data. • Users who do not have
access to a particular company through client access groups are unable
to import data into that company. • If you enter a year that has already
been applied for the client on the Client Details form, the system does
not override the information and the import displays an error message,
“Year
Importing Client Commissions You can use the Client Commissions import template to import commissions for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.
Payroll Administration Guide © 2026 PrismHR 96 Chapter 4 Import Processing
To upload and import backup account assignments, do the following:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 97 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Salesperson (required): The user ID of an employee at your organization who is a sales representative associated with the client. • From Date (required): Date on which the commission level goes into effect. • To Date (required): Date on which the commission level expires. • Amount: Indicates the commission amount as a flat amount or a percentage. • Flat or Percent: Indicates if the commission amount is Flat or Percent. • Based On: Indicates what the commission is based on. If you include Based On in the import file, it must match one of these options:
• Gross Wages
• Admin Fees
• Benefit Commission Type
• Benefit Commission Percentage
• Workers Comp
• Workers Compensation Profit
• Average Number Lives
• Gross Profit
• Tax Profit
• Percent of Bill Code
• Profits to Admin [Enter Bill Code in Based On]
• Fixed Amount Group 1
• Fixed Amount Group 2
• Fixed Amount Group 3
• Fixed Amount Group 4
• Fixed Amount Group 5
• Fixed per Paid Employee
• Percent of Target AmountPayroll Administration Guide © 2026 PrismHR 98 Chapter 4 Import Processing
Field Description • Based On Item: Additional based-on types to the commission rule at the client level, such as Percent of Bill Code, Profits to Admin, Workers Compensation Profit, Benefit Commission Type, and Benefit Commission Percentage. • Based On Plan: Indicates the ID of the commission plan that exists at the system level. (Cannot be used in conjunction with Amount, Flat or Percent, Based On, and Based on Item.) • Target Amount: Indicates the commission’s target amount, which is used in conjunction with the Percent of Target Amount Based On option. (You can enter up to two decimals in this field. The system truncates values with more than two decimals.) The Target Amount field value is an overall dollar figure the system multiplies by the Amount Percent value to calculate the salesperson’s commission payout amount. For example, a Target Amount set to 100,000 for a 30% of Target Amount Commission setup would pay out $30,000 as the Commission amount for the defined commission period. Required? Indicates if the field is required.
Note the following when using the Client Commissions import template: • Users whose user role is set to DENY for the Commission Maintenance form cannot import data using the Client Commissions import template. (You can access the Commission Maintenance form by selecting Commissions on the Action menu in the Client Details form.) • Users whose user role is set to INQUIRY for the Commission Maintenance form can view the Client Commissions import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing Client Details You can use this import template to import NAICS codes for the client and the client’s work category to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import client details, do the following: 1. Select Client.
Payroll Administration Guide © 2026 PrismHR 99 Chapter 4 Import Processing
Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • NAICS Code: The North American Industry Classification System (NAICS) code for the client. Note: This code must be a valid code set up at the system level on the NAICS Codes form. If it is not a valid code, an error message displays. • Client Category: Defines the client’s work category, such as CON for Construction.
Required? Indicates if the field is required.
Note the following when using the Client Details import template: • Users whose user role is set to DENY for the Client Details form cannot import data using the Client Details import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Client Details form can view the Client Details import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing Client Details Special Delivery Instructions You can import special delivery instructions for clients to reduce the amount of manual work required.
Payroll Administration Guide © 2026 PrismHR 100 Chapter 4 Import Processing
To upload and import client details special delivery instructions, do the following:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 101 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • All Locations: Indicates if special delivery method applies to all locations. • Location Code: Indicates location code for this special delivery. • Company Override Method: Indicates special delivery methods defined in your system. • Days In Transit: Indicates special delivery method’s number of days in transit. • Bill Event Codes: Indicates ID of billing event that the system uses to track this special delivery method. If there is no charge for the special delivery method, leave this field blank. • Special Bill Amt: Indicates override for the standard billing amount for this client. • Create Spec Sheet: Indicates that a special sheet will print during payroll processing. (Do not use this option if a special sheet is not necessary.) • Method Active: Indicates status of this special delivery method. • Method Until: Indicates date when the special delivery method should stop being used for the client. • Special Message: A special message that prints on the special delivery sheet. • Name: Indicates name that should appear on the special delivery sheet. • Address: Indicates address that should appear on the special delivery sheet. • Address 2: Indicates second address line that should appear on the special delivery sheet. • City, State, Zip Code: Indicates city, state, and zip code that should appear on the special delivery sheet. • Delivery Sheet Format: Indicates special delivery sheet format used to ensure that the address on the printed special delivery sheet displays in the window envelopes your organization uses.
Required? Indicates if the field is required.
When using the Client Details (Special Delivery) import template, note the following:
Payroll Administration Guide © 2026 PrismHR 102 Chapter 4 Import Processing
• Users whose user role is set to DENY for the Client Details form cannot import data using the Client Details (Special Delivery) import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Client Details form can view the Client Details (Special Delivery) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing Client Taxes You can use this import template to import taxes for the client into the state tax setup on the Client Details form to reduce the amount of manual work required.
To upload and import client tax details, do the following: 1. Select Client.
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 103 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • State: Indicates a two-character state code. States with or without suffixes will display in alphabetical order once any changes are saved. • State Unemployment Insurance ID: Indicates a state unemployment insurance ID for the selected state. • Secondary SUI ID: If this is a PEO company, indicates a secondary ID for reporting a client’s wages in states such as Kansas and Missouri that use the employer’s rate but report it separately using this ID. • State Tax ID: Indicates the state tax ID for the selected state. • Client Reporting Start Date: Indicates the Client Reporting Start Date for SUTA tax reporting. • Client Reporting End Date: Indicates the Client Reporting End Date for SUTA tax reporting. • Misc Tax ID: Indicates the miscellaneous tax ID for the selected state • Misc Tax Code: Indicates one or more miscellaneous comma- separated tax codes to apply to a single Misc. Tax ID. This is helpful for states that require a separate tax account ID such as Washington for WA Cares and WA PFML.
Required? Indicates if the field is required.
Importing Department Codes You can import changes to department codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
To upload and import department codes, do the following: 1. Select Client. 2. From the Client|Change menu, select Departments.
Payroll Administration Guide © 2026 PrismHR 104 Chapter 4 Import Processing
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select
Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the
Department Codes import template option.When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Department Code (required) : Abbreviation for the department. • Department Name (required): The full name of the department. • Per Diem Percent: Defines the percentage of pay that is allocated to non-taxable per diem when per diem is paid using the percentage method. • GL Segment 1: Code that defines the G/L account number segment instead of the department code. This replaces EEDP instead of the actual code. • GL Segment 2: Allows for more accounting options based on the department code. Rarely used, it ties to the EEDP2 mnemonic in the G/L interfaces. • Union Eligible Days: Number of days for Union eligibility.
Required? Indicates if the field is required.
Importing Division Codes You can import changes to division codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
To upload and import division codes, do the following: 1. Select Client. 2. From Client|Change, select Divisions.
Payroll Administration Guide © 2026 PrismHR 105 Chapter 4 Import Processing
On the Divisions form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Division Codes import template option and its tabs/fields automatically display when you access this template directly from the Divisions form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Division Codes import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Division Code (required) : Abbreviation for the division name. • Division Name (required): The full name of the division. • GL Segment 1: Code that defines the G/L account number segment instead of the department or division code. This replaces EEDP instead of the actual code. • GL Segment 2: Allows for more accounting options based on the department or division code. Rarely used, it ties to the EEDP2 mnemonic in the G/L interfaces. • GL Segment 3: Allows you to enter a third G/L code, if necessary.
Required? Indicates if the field is required.
Importing Eligible Benefits You can import eligible Benefit Plans based on the Eligible Benefits Determinant field assigned to each client on the Client Details form. A quick link to the Eligible Benefits import template, Import Eligible Benefits, is available in the Eligible Benefits panel on the following forms: • Benefit Groups • Worksite Locations • Departments
Payroll Administration Guide © 2026 PrismHR 106 Chapter 4 Import Processing
• DivisionsNote: The Import Eligible Benefits quick link only displays on the forms mentioned above if you have selected the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. For example, if you want the Import Eligible Benefits quick link to display on the Departments form, then you must select the Departments Restrict Eligibility option in the Eligible Benefits Determinant field in the Benefits tab on the Client Details form. Note: This import template is only available to service providers.
To upload and import eligible benefits: 1. Click the Import Eligible Benefits quick link from one of the forms mentioned above or navigate to the
import template in the Data Import Tool by clicking (Back Office), then select Data Import Tool
on the Operations|Import Processing menu.
The Eligible Benefits import template option and its tabs/fields automatically display when you access this
template directly from the above-mentioned forms.Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 107 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Client Description: The eligible benefits description. • Eligible Benefits Determinant (required): Indicates the benefits available to an employee if the client makes different sets of benefits available to their employees based on department, division, location, or benefit group. • Benefit Groups: Indicates the benefit groups for each group of employees. • Locations: Indicates the details for the client’s worksite locations. • Departments: Indicates the details for the client’s departments. • Divisions: Indicates the details for the client’s divisions. • Clear Existing Data: Clears any existing data on the form. • Benefit Plan ID: Indicates the Benefit Plan ID where the employees are enrolled. Note: The valid values for different “Eligible Benefits Determinant” are: D - Departments B - Benefit Groups V - Divisions L - Locations Required? Indicates if the field is required.
Note the following when using the Eligible Benefits import template: • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the above mentioned forms cannot import a file using this template and subsequently, Import Eligible Benefits will not display on those forms.
Importing Eligible ZIP Codes You can use this import template to import eligible ZIP codes for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.
Payroll Administration Guide © 2026 PrismHR 108 Chapter 4 Import Processing
To upload and import eligible ZIP codes, do the following:
Field Description Column Number The corresponding column number for the imported data. Category Description • ZIP (required): Eligible ZIP code for the client.
Required? Indicates if the field is required.
Note the following when using the Eligible ZIP Codes import template:
• When you select a Plan ID, benefits plans that use networks do not
display in the Select Benefit Plans list. In addition, benefit plans
with a termination date equal to or less than the current date do not
display in this list. • If you enter a Plan ID that already has eligible
ZIP codes on record a warning displays, “Warning! Eligible ZIP codes are
already on file for this plan. If you import, you will overwrite them.
Do you want to continue?” Click Yes to continue. • If you import a ZIP
code that does not exist a warning displays for each ZIP code that the
system cannot validate, “Warning - Key
Importing Employee Benefits Per Hour You can import the employee benefits per hour at once to reduce the amount of manual work required. Important! This import process does not display information in the Benefits Per Hour field on the Pay tab in the Employee Details form.
Payroll Administration Guide © 2026 PrismHR 109 Chapter 4 Import Processing
Note the following: • This import template is available to service providers, worksite managers, and worksite trusted advisors. • This import template is associated with the Benefits Per Hour form, which is accessible by selecting Benefits Per Hour on the Actions menu in the Employee Details form.
To upload and import employee benefits per hour 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 Employee Benefits Per Hour import template option.
When you select the import template that you want, the required file layout displays in the form. Before
you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular
format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You
can click Download Sample Header File to download a sample Excel data file in .csv format, which can be
saved in either .csv or .txt format before importing it.)
You can enable one of the following fields:
• Keep existing data field (default): Retains existing data during the import and only adds or replaces
data included in the file to the client.
• Keep existing data and update duplicates: Prior to creating new records, ensures the system looks for
duplicates between the existing employee benefits per hour data and the file upload to permit
updates to those matching records for the Status and Amount fields, in addition to uploading new
employee benefits per hour configurations.
The layout requirements are:
Field Description
Column Number The corresponding column number for the imported data.
Category Description • Client ID (required): Unique identifier for the client.
• Employee ID (required): Unique identifier for the employee.
• Pay Code (required): The pay code for this employee.
• Status (required): Indicates whether the employee's status is
Active or Inactive.
• Amount (required): Indicates the benefits per hour amount.
Required? Indicates if the field is required.
Note the following when using the Employee Benefits Per Hour import template:Payroll Administration Guide © 2026 PrismHR 110 Chapter 4 Import Processing
• Users who do not have access to a particular company through client access groups are unable to
import data into that company.
• Users whose user role is set to DENY for the above mentioned forms cannot import a file using this
template.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.
Payroll Administration Guide © 2026 PrismHR 111 Chapter 4 Import Processing
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.Payroll Administration Guide © 2026 PrismHR 112 Chapter 4 Import Processing
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.
Payroll Administration Guide © 2026 PrismHR 113 Chapter 4 Import Processing
l Birth Date - Must have valid date format.
l Gender - Must have valid value (i.e., M, F, X, or D).
l Relation - Must have valid value. The system uses the Relation Codes specified here to validate
against: Benefit Plan Maintenance > Group Benefit Plans (Global) > Relationships.Missing Data Checks: If the following fields are configured as required and the field values are missing, an error message displays on the Messages tab of the Data Import tool for each missing value. l Social Security Number l Birth Date l Gender l Relation l Address (Address Line 1, City, State, ZIP Code)
Importing Employee Direct Deposit Data You can import changes to employee direct deposit data to reduce the amount of manual work required. Note the following: • This import template is available to service providers, worksite managers, and worksite trusted advisors. • Access to this template (Full, Inquiry, or Deny) mirrors the access the user has to the Deposit tab on the Employee Details form. • This process imports direct deposit records when bringing on new employees. If you use this process for employees that already have direct deposit records, the current direct deposit record will be replaced with the contents of this file.
To upload and import employee direct deposit information, do the following:
Payroll Administration Guide © 2026 PrismHR 114 Chapter 4 Import Processing
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 115 Chapter 4 Import Processing
Field Description Category Description • Company ID (required): Unique identifier for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client and belongs to a pay group included in the payroll batch (can be a terminated employee). If needed, you may enter more than one line for an individual employee. Note: Only the last four digits of the SSN display when you review the information on the File Content tab. • Deposit Status (required): Indicates the following:
• For active (A) deposit status, the system generates an ACH entry
for the voucher.
• For inactive (I) deposit status, the system produces a paycheck
during payroll processing for the net amount of the pay voucher.
• Pay Types to Deposit (required): Indicates the deposit pay types that
the system directly deposits, which include the following:
• All (RVS): All voucher types
• Regular (R): Only regular checks
• Vacation (V): Only vacation checks
• Supplemental (S): Only supplemental checks
• Reg & Vac (RV): Regular and vacation checks
• Reg & Sup (RS): Regular and supplemental checks
• Sup & Vac (SV): Supplemental and vacation checks
• Suppress Account Number Print: Prevents the system from printing the
employee’s bank account number on the direct deposit advice. The
allowed values are Y or N.
• Type (required): The bank account type for the deposit transaction,
which includes the following:
• C: Checking
• S: Savings
• HE: Employee checking
• HES: Employee savings
• HC: Client checking
• HSC: Client savings
Note the following:Payroll Administration Guide © 2026 PrismHR 116 Chapter 4 Import Processing
Field Description • An employee or client cannot have more than one type of HSA deposit. (They can deposit to a checking or savings account, but not to both accounts.) • A type that begins with an “H” always designates an HSA deposit. • Transit Number (required): The nine-digit ABA Transit Number of the receiving bank or other financial institution. • Account Number (required): The account number associated with the transit number where the money is deposited. (This number is alphanumeric with a maximum of 0-9 characters.) • Pay Type (required): The deposit pay types for the data on the specific row. (You can select different pay types for different accounts.) The pay types include the following: • All (RVS): All voucher types • Regular (R): Only regular checks • Vacation (V): Only vacation checks • Supplemental (S): Only supplemental checks • Reg & Vac (RV): Regular and vacation checks • Reg & Sup (RS): Regular and supplemental checks • Sup & Vac (SV): Supplemental and vacation checks • Method (required): The method used to determine the deposit amount. The allowed values are F, P, or B. (Note: For service providers, additional values are FS and PN.) • Amount (required): The direct deposit amount that is either a percentage or fixed amount, depending on the calculation method defined for the deduction code. (Note: This field is required if the Method chosen is F, P, FS, or PN.) • Limit: The maximum deposit amount. • Status (required): The status of the direct deposit account. The allowed values are P, D, or I.(Note: Worksite managers and worksite trusted advisors are only allowed to import a status of P (processing errors display if they import a status of D or I).) Required? Indicates if the field is required.
Importing Employee Loan Data You can import changes to employee loan data to reduce the amount of manual work required.
Payroll Administration Guide © 2026 PrismHR 117 Chapter 4 Import Processing
Note: This import template is available to service providers, worksite managers, and worksite trusted advisors who have full access to the Employee Loans form enabled for their user role. Employee loan data imported through this process will be added to existing records. Updates to existing employee loan data can be made using the Loan Number column, which is an optional field. Note the following: • When an import file includes a valid loan number that already exists, the system updates that record with the information on that row. • When an import file includes an invalid loan number, an error occurs during the update. • When an import file does not include a loan number, the system creates a new record.
To upload and import employee loan data, do the following: 1. Select Client. 2. From the Payroll|Change menu, select Employee Loans.
On the Employee Loans form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Employee Loans import template option and its tabs/fields automatically display when you access this template directly from the Employee Loans form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Employee Loans import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 118 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): ID of the client for this loan item. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. (Note: Only the last four digits of the SSN display when you review the information on the File Content tab.) • Loan Number: Number associated with the loan. • Loan Date: Date on which this loan was granted. • Loan Amount (required): Amount granted to the employee. (This value must be greater than zero.) • Loan Payment (required): Amount to deduct automatically from each paycheck to repay the loan. • Payment Frequency (required): How often the payroll deduction is made:
• O: Once per month.
• P: Once per payroll period.
• A: All payroll types.
• Payback Amount (required): Amount required to consider the
loan paid in full, which is the amount of this loan plus interest (if
any). (Note: This amount can be different from the loan amount.)
• Deduction Code (required): Code used for the employee loan.
(Note: The deduction type must equal the employee loan
payment.)
• Start Date: Date on which payroll deductions will begin to pay
back the loan.
• Stop Date: Date on which payroll deductions will cease.
• Reason for Loan: Reason why loan was taken.
• Amount Paid: Amount that the employee has paid back on this
loan to date.
• Payee: Payee associated with the employee loan.
Note the following:
• The payee must be an existing payee and have a Payee Type
set to Loans on the Payees form.
• You can only use payees whose Third Party Format for the
Processor ID associated with the Payroll Check Account is setPayroll Administration Guide © 2026 PrismHR 119 Chapter 4 Import Processing
Field Description to Cachet or –Select– on the ACH Originators form. Required? Indicates if the field is required.
Importing Employee One-Time Deductions You can import changes to employee one-time deductions to reduce the amount of manual work required. Note the following when using this import template: • This import template is available to service providers, worksite managers, and worksite trusted advisors. It lets you perform employee one-time deductions using only deduction codes defined at the system level that use the Fixed Amount calculation method. (An error message displays, if the deduction does not meet this criteria.) • Import files accept multiple rows for the same employee with the same deduction code. In this situation, the codes import into the scheduled deduction record displaying one row, per row, in the import file.
To upload and import employee one-time deductions, do the following: 1. Select Client. 2. From Payroll|Change, select Scheduled Deductions. Worksite managers and worksite trusted advisors can navigate to the Employee Details form on the HR|Change menu. From the Actions menu , select Scheduled Deductions.
On the Scheduled Deductions form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Employee One-Time Deductions import template option and its tabs/fields automatically display when you access this template directly from the Scheduled Deductions form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you access the Employee One-Time Deductions import template from either the Scheduled Deductions form or the Data Import Tool, a message displays: “One-Time Deductions imported through this process will add to existing records. Updates to existing one-time deductions must be updated manually on the Scheduled Deductions form.” Click OK to continue. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Payroll Administration Guide © 2026 PrismHR 120 Chapter 4 Import Processing
Field Description Column Number The corresponding column number for the imported data. Category Description • Company (required): Unique ID for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. If needed, you may enter more than one line for an individual employee. Note: For security purposes, the system only displays the last four digits of the SSN on the File Content tab when you use this number in Column 2 as the Employee Identifier. • Deduction Code (required): The deduction code for the client. • Amount (required): The deduction amount that is either a percentage or fixed amount, depending on the calculation method defined for the deduction code. • Stop Date: The date after which the system ceases taking the deduction. • Check Stub Description: The check stub description for the employee’s Scheduled Deduction. (If you do not use a description, the system populates this field with the deduction code’s description by default.)
Required? Indicates if the field is required.
Note the following when using the Employee One-Time Deductions import template: • Imports at the operations level can include employees in a single client or in multiple clients. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the Scheduled Deductions form cannot import data using this
template and subsequently, the Import will not display on this form.• Users whose user role is set to INQUIRY for the Scheduled Deductions form can view the Employee One- Time Deductions import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Importing Employee Position Rates You can import changes to employee position rates to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
Payroll Administration Guide © 2026 PrismHR 121 Chapter 4 Import Processing
To upload and import employee position rates, do the following: 1. Select Client. 2. From Payroll|Change, select Employee Position Rates. Note: You can also navigate to the Employee Position Rates form by selecting Position Rates from the Actions menu in the Employee Details form.
On the Employee Position Rates form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Employee Position Rates import template option and its tabs/fields automatically display when you access this template directly from the Employee Position Rates form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Division Codes import template option. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Employee (required): The Employee ID of an employee who works for the client. • Position Code (required): The existing position code in the system. • Standard Pay Rate: The pay rate that overrides the employee’s pay rate for the position. • Pay Code: The pay code for this position. • Pay Rate: The pay rate for this position. • Bill Rate: The bill rate for the employee in this position.
Required? Indicates if the field is required.
Importing Employee Property You can use the Employee Property import template to import property for the employee details record.
Payroll Administration Guide © 2026 PrismHR 122 Chapter 4 Import Processing
Note: This import template is only available to service providers.
To upload and import employee property, 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 your employees. • Property Code: The code that represents the client property assigned to the employee. • Date Issued: The date when the employee received the client property. • Serial No: The client property serial number. • Property Value: The estimated value of the client property. • Date Returned: The date the employee returned the property to the client. • Comments: Comments specific to this client property.
Required? Indicates if the field is required.
Note the following when using the Employee Property import template: • Users can use this import only to import new employee property records. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the Employee Property form cannot view the Employee Property import template. • Users whose user role is set to INQUIRY for the Employee Property form can view the Employee Property import template, but cannot import data.
Payroll Administration Guide © 2026 PrismHR 123 Chapter 4 Import Processing
• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Importing Employee Recurring Deductions You can import changes to employee recurring deductions to reduce the amount of manual work required. Note: This import template is only available for service providers.
To upload and import employee recurring deductions, do the following: 1. Select Client. 2. From Payroll|Change, select Recurring Deductions.
On the Recurring Deductions form, click Import to launch the Data Import Tool form. This button displays for all user roles except Inquiry Only. The Employee Recurring Deductions import template option and its tabs/fields automatically display when you access this template directly from the Recurring Deductions form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) Before you import employee recurring deductions, the system prompts you to clear all payroll deductions for this client’s employees before it loads the deduction file. • Select Yes to clear all of the voluntary deductions from the recurring deductions form for each employee in the client. • Select No to retain the existing voluntary deductions for the employees. The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 124 Chapter 4 Import Processing
Field Description Category Description • Company (required): Unique ID for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. If needed, you may enter more than one line for an individual employee. Note: For security purposes, the system only displays the last four digits of the SSN on the File Content tab when you use this number in Column 2 as the Employee Identifier. • Deduction Code (required): The deduction code for the client. • Amount (required): The deduction amount that is either a percentage or fixed amount, depending on the calculation method defined for the deduction code. • Periods (required): The deduction periods that determine when this deduction is taken from the employee’s net earnings after payroll taxes. • Start Date: The date to begin taking the deduction. • Stop Date: The date after which the system stops taking the deduction. • Maximum Amount: The maximum amount the system can deduct on a monthly, quarterly, yearly, or lifetime basis, as set in the Maximum Amount Basis category. (Note: Any maximum set here overrides the maximums defined for the deduction code. If you do not enter a maximum here, then any maximums set for the deduction code apply.) Note: An error message displays if you try to import either the Maximum Amount or Maximum Amount Basis categories individually without both having a value (leaving them blank will update to NULL). However, you can import the file without completing these columns because they are not mandatory. • Maximum Amount Basis: The basis to which the maximum applies: Monthly, Quarterly, Annually, or Lifetime. The following valid codes are available: • Monthly (M) • Quarterly (Q) • Annually (A) • Lifetime (L) Required? Indicates if the field is required.
Payroll Administration Guide © 2026 PrismHR 125 Chapter 4 Import Processing
Note the following when importing Employee Recurring Deductions: • Imported deductions must have the Voluntary deduction type defined at the system level. • If there are client-specific voluntary deductions defined on the Control tab on the Client Details form, importing is restricted to only those voluntary deduction codes. (See the Recurring Deductions form’s in- product help for more information.) • Users must have access to a particular company as specified in the Client Access Groups form on the System|Change menu to import data into that company.
Importing Employee Resident Addresses You can import changes to employee resident addresses to reduce the amount of manual work required. Note: This import template is only available for service providers.
To upload and import employee resident addresses:
Click (Back Office), then select Data Import Tool on the Operations|Import Processingmenu.
In the Data Import Tool form, select the Employee Resident Address import template option.
You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 126 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique ID for the client. • Employee ID (required): Unique ID for the employee. • Resident Address - Line 1 (required): First resident address line for the employee. • Resident Address - Line 2: Second resident address line for the employee. • Zip Code (required): Zip code for the employee’s resident address. Note: The system automatically updates the following fields in the Employee Details form if the Zip Code or Geocode changes: • City • State • County • School District • Zip+4: Indicates the ZIP+4 extension for the residential address, if it was not populated by the system. • Geocode: Geocode for the employee’s resident address. • Unincorporated Area: Indicates if the employee’s city or town is not governed by its own local municipal services and is not subject to local resident taxes. • Portland Metro District: Indicates if the employee resides in, or receives pay from the Portland Metro district. This is for highly compensated employees who qualify for the Portland Metro SHS tax.
Required? Indicates if the field is required.
Working with Imported Address Validation If the import file includes an address that fails validation or USPS-accepted address status, the system displays a dialog during the import process, Database File Import dialog entry, so you can either replace the incorrect address with a validated version or skip (keep) the current address. Note: A prompt displays in this instance, “Click Replace to use the suggested address or Skip to not import the employee’s address.” When this prompt displays during the import process, do one of the following: • Click Replace with New to update the address in the import file. (Note: To apply the correct address information to all address information that displays in this prompt, select Apply to all, then click Replace with New.)
Payroll Administration Guide © 2026 PrismHR 127 Chapter 4 Import Processing
• Click Skip to keep the current address. After you make a selection, the dialog closes and a confirmation message displays, “File content successfully uploaded and ready to be imported.” Click OK. (Note: Any skipped addresses do not display and any replaced addresses display in the File Content tab in the Data Import Tool.) After you click Import and the import finishes, a confirmation message displays, “File content successfully imported. View report for details.” (Note: Any skipped addresses display the “Skipped with a Comment” import status.) Note the following: • The Database File Import dialog entry does not display in the following instances: • When the address in the import file is a valid address with no address suggestions (this is equivalent to entering an address in the Employee Details form when no dialog displays suggestions to update the address). • When the fields in a row in the import data display an error (for example, characters instead of numbers in a zip code). • The Database File Import dialog entry does display when the address in the import file is a valid address and there is a suggested update (for example, address line 1 is 555 Elm and the suggested address is 555 Elm Drive).
Importing Employee Scheduled Payments You can use this import template to import employee scheduled payments to reduce the amount of manual work required. Note the following: • This import template is available to service providers, worksite managers, and worksite trusted advisors who have full access to the Scheduled Payments form enabled for their user role. Scheduled payments imported through this process will be added to existing records. Updates to existing scheduled payments must be made manually. • Only pay codes with a Fixed calculation method can be imported. • You can only import allowed pay codes (that is, those defined in the Control tab on the Client Details form). If you do not list pay code entries here, the system imports any Fixed calculation method pay codes. If you do list pay code entries here, the system only imports those pay codes. Note: Service providers can enable the ALLPAYCODESINT custom feature code on the System Parameters form to override the restriction listed above, so the system imports any pay codes, including the allowed pay codes that are defined in the Control tab on the Client Details form.
To upload and import employee scheduled payments, do the following: 1. Select Client. 2. From the Payroll|Change menu, select Scheduled Payments. Worksite managers and worksite trusted advisors can navigate to the Employee Details form on the HR|Change menu. From the Actions menu , select Scheduled Payments.
Payroll Administration Guide © 2026 PrismHR 128 Chapter 4 Import Processing
On the Scheduled Payments form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Employee Scheduled Payments import template option and its tabs/fields automatically display when you access this template directly from the Scheduled Payments form.
Note: You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 129 Chapter 4 Import Processing
Field Description Category Description • Company ID (required): Unique identifier for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client and belongs to a pay group included in the payroll batch (can be a terminated employee). If needed, you may enter more than one line for an individual employee. (Note: Only the last four digits of the SSN display when you review the information on the File Content tab.) • Pay Code (required): The pay code for this scheduled payment. • Status (required): The status of the scheduled payment. • Amount (required): The scheduled payment that is either a percentage or fixed amount, depending on the calculation method defined for the payment. • Periods: The payment periods that determine when this scheduled payment is taken from the employee’s net earnings after payroll taxes. • Start Date: The date the system starts taking the payment. • Stop Date: The date after which the system stops taking the payment. • Move to T/S: Select Yes to move this expensed reimbursement or fringe pay code to the detail line on the payroll Voucher Earning Detail form once the payroll initializes.
Required? Indicates if the field is required.
Importing Employee Skills and Educational Information You can import changes to skills and educational information for multiple employees to reduce the amount of manual work required. Note the following: • This import template is available to service providers, worksite managers, and worksite trusted advisors. • Access to this template (Full, Inquiry, or Deny) mirrors the access the user has to the Skills & Education tab on the Employee Details form.
To upload and import skills and educational information, do the following:
Payroll Administration Guide © 2026 PrismHR 130 Chapter 4 Import Processing
Field Description Column Number The corresponding column number for the imported data. Category Description • Company (required): Unique ID for the client. • Employee Identifier (required): Either the SSN, Employee ID, or the Employee Number of an employee who works for the client. If needed, you may enter more than one line for an individual employee. • Skill Code: Abbreviation for the skill. (Note: If you enter an invalid skill code, an error message displays.) • Skill Comment: Information that applies to the skill. • Competency Level: Competency level for this skill. • Date Certified: Date when the employee most recently received certification for this skill. • Renewal Date: Date when the employee must renew certification of this skill. • School Name: Institution the employee attended. • Years: Number of years completed at this school. • Graduated (Y/N): Indicates whether the employee graduated from this school. • Year Graduated: Year the employee graduated. • Degree Earned: Degree the employee received. • Comment: Indicates additional information about the employee’s education at this school.
Required? Indicates if the field is required.
Importing Employer Details You can bulk import or update the account numbers and other information on the State Tax panel on the Employer Details form.
Payroll Administration Guide © 2026 PrismHR 131 Chapter 4 Import Processing
To upload and import W/C classification rates, do the following: 1. Select the Back Office menu. Under Operations|Import Processing, select Data Import Tool. Select the Employer Details import template option. –OR–
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 132 Chapter 4 Import Processing
Field Description Category Description • Employer (Required) – Must
be a valid Employer that is currently in the system. If you try to
import an employer who is not in the system, you will receive and error
stating Record
Payroll Administration Guide © 2026 PrismHR 133 Chapter 4 Import Processing
Field Description • GL Segment EEHL – Only Alpha-Numeric characters are allowed for this field. Required? • Yes – Indicates a required field. • No – Indicates an optional field.
Note the following when using the Employer Details import template:
• Users whose User Role is set to DENY for the Employer Details form cannot find the Import icon on the Employer Details form, and will not be able to see the Employer Details template on the Data Import Tool form. • Users whose User Role is set to FULL or INQUIRY for the Employer Details form, but set to DENY for the Data Import Tool form will not be able to see the Employer Details template on the Data Import Tool form. • Users whose User Role is set to INQUIRY for the Employer Details form can view the Employer Details import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool form can view the form and import template options, but cannot import data.
Importing Employer Tax Rates (SUTA) You can use this import template to import employer tax rates for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import pay code total compensation categories: 1. Select Client. 2. From the Employer|Change menu, select Employer Tax Rates (SUTA). The Employer Tax Rates (SUTA) form displays.
On the Employer Tax Rates (SUTA) form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The Employer Tax Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the Employer Tax Rates (SUTA) form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download
Payroll Administration Guide © 2026 PrismHR 134 Chapter 4 Import Processing
Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Employer (required): Employer ID for the client. • State (required): State in which the employer does business. • Effective Date (required): Date on which the rates go into effect. (This date is when the rate takes effect, not when the employer received the rate.) • SUTA Rate (required): Employer SUTA rate for the state. • Officer SUTA Rate: Employer SUTA rate for the state, if the rate is different for officers. • SDI Rate: Employer SDI rate, if applicable. (This applies to states where the employer pays disability insurance and the rate needs to override the Vertex value.) • State Misc1 Rate: Employer Misc1 override rate for the employer- paid taxes. • State Misc2 Rate: Employer Misc2 override rate for the employer- paid taxes. • State Misc3 Rate: Employer Misc3 override rate for the employer- paid taxes. • State Misc 3 Employee Rate: Employer override rate for the employee-paid Paid Family Medical Leave (PFML) tax (Tax Code XX-40). (As of 2023, the states of Massachusetts, Washington, Oregon & Colorado will have Paid Family Medical Leave (PFML) tax, the tax rates of which will vary between the Employee and Employer.)
Required? Indicates if the field is required.
Note the following when using the Employer Tax Rates (SUTA) import template: • Users whose user role is set to DENY for the Employer Tax Rates (SUTA) form cannot import data using the Employer Tax Rates (SUTA) import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Employer Tax Rates (SUTA) form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employer Tax Rates (SUTA) form.
Payroll Administration Guide © 2026 PrismHR 135 Chapter 4 Import Processing
• Users whose user role is set to INQUIRY for the Employer Tax Rates (SUTA) form can view the Employer Tax Rates (SUTA) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing Employer W/C Accrual Modifiers You can use this import template to import employer W/C accrual modifiers for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import employer W/C accrual modifier categories: 1. Select Client. 2. From the Employer|Change menu, select Employer W/C Accrual Modifiers. The Employer W/C Accrual Modifiers form displays.
On the Employer W/C Accrual Modifiers form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The Employer W/C Accrual Modifiers import template option and its tabs/fields automatically display when you access this template directly from the Employer Tax Rates (SUTA) form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 136 Chapter 4 Import Processing
Field Description Category Description • Employer (required): Employer ID for the client. • State Code (required): State in which the employer does business. • Effective Date (required): Date when workers’ compensation is effective. (Use a new date or an existing date.) • Discount/Debit (required): Employer discount/debit rate for the state. • Modifier (required): Modifier rate for the state. • W/C Policy: Identifies the W/C policy. • W/C Policy Discount/Debit: Discount/debit rate for the policy. • W/C Policy Modifier: Identifies the modifier for the policy.
Required? Indicates if the field is required.
Note the following when using the Employer W/C Accrual Modifiers import template: • Users whose user role is set to DENY for the Employer W/C Accrual Modifiers form cannot import data using the Employer W/C Accrual Modifiers import template. • Users whose user role is set to INQUIRY for the Employer W/C Accrual Modifiers form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employer W/C Accrual Modifiers form. • Users whose user role is set to INQUIRY for the Employer W/C Accrual Modifiers form can view the Employer W/C Accrual Modifiers import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • If the Employer, State, and Effective Date fields already have a record in the system a warning displays, “There were duplicates found. The duplicates form will now be displayed and provide details.” Click OK to commit the update.
Importing Global Workers’ Compensation Classification Rates You can import changes to W/C rates at the system level to reduce the amount of manual work required. Note: This import template is only available for service providers.
To upload and import W/C classification rates, do the following: 1. Select Client. 2. Select W/C Classification Rates from the System|Change menu.
Payroll Administration Guide © 2026 PrismHR 137 Chapter 4 Import Processing
On the W/C Classification Rates form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Global W/C Classification Rates import template option and its tabs/fields automatically display when you access this template directly from the W/C Classification Rates form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Rate Template (required): The workers’ compensation rate template. • State (required): State for the client’s address. • Effective Date (required): A new or existing effective date. • Class Code (required): The workers’ compensation Class Code used by the state for this classification. To enter a sub-class code, precede it with a period. • Gross Rate (required): The workers’ compensation insurance premium’s gross rate as a percentage. • Published Rate: The published rate for the classification. (Note: This rate is only for informational purposes; it is not used to calculate accrual or billing rates.) • Rate Per Hour: The workers’ compensation rate per hour. • Tax Rate (EE): The workers’ compensation tax rate for employees. • Tax Rate (ER): The workers’ compensation tax rate for employers.
Required? Indicates if the field is required.
Note the following when using the Global W/C Classification Rates import template: • Users whose user role is set to DENY for the W/C Classification Rates form cannot import data using this
template and subsequently, Import will not display on this form.Payroll Administration Guide © 2026 PrismHR 138 Chapter 4 Import Processing
• Users whose user role is set to INQUIRY for the W/C Classification Rates form can view the Global W/C Classification Rates import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Importing Global Workers’ Compensation Classifications You can import changes to W/C codes and descriptions by state to reduce the amount of manual work required. Also, you can import multiple rate templates and effective dates all at once.
Note: This import template is only available for service providers and can only be accessed using the Import icon from the system-level W/C Classifications form.
To upload and import W/C classifications, do the following: 1. Select Client. 2. Select W/C Classifications from the System|Change menu.
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 139 Chapter 4 Import Processing
Field Description Category Description • State Code (required): The two-character state code that applies to this workers’ compensation classification. • Class Code (required): The workers’ compensation Class Code used by the state for this classification. To enter a sub-class code, precede it with a period. • Class Description (required): The Class Description for this classification. • OH Construction Class?: The Ohio Construction Class, if the classification pertains to a construction trade class in Ohio. The system uses this class in the Ohio Weekly Construction Cap calculation.
Required? Indicates if the field is required.
Note the following when using the Global W/C Classifications import template: • Users whose user role is set to DENY for the W/C Classifications form cannot import data using this template
and subsequently, Import will not display on this form.• Users whose user role is set to INQUIRY for the W/C Classifications form can view the Global W/C Classifications import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Importing Labor Allocations You can use this import template to import labor allocations to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import labor allocations, do the following: 1. Select Client. 2. From the HR|Change menu, select Employee Details. Enter or select an Employee, then select the Pay tab.
Payroll Administration Guide © 2026 PrismHR 140 Chapter 4 Import Processing
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data
Import Tool on the Operations|Import Processing menu.When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • Employee ID (required): Unique identifier for the employee whose benefit billing record will receive an adjustment. • Location: Location code associated with the line item, if applicable. • Division: Division code associated with the line item, if applicable. • Department: Department code associated with the line item, if applicable. • Project: Project code associated with the line item, if applicable. • Position: Position code associated with the line item, if applicable. • Percent (required): Amount of the employee’s time that is being allocated.
Required? Indicates if the field is required.
Note the following when using the Labor Allocations import template:
• Allocations must be equal to 100 percent. If not, an error message
displays, “Total of allocation percentages must equal 100%.” • If you
enter a labor allocation value that is not part of the client the
following error message displays, “
Payroll Administration Guide © 2026 PrismHR 141 Chapter 4 Import Processing
• Users whose user role is set to FULL or INQUIRY for the Employee Pay form (accessed by selecting the Pay tab on the Employee Details form), but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Employee Details form. • Users whose user role is set to INQUIRY for the Employee Pay form (accessed by selecting the Pay tab on the Employee Details form) can view the Labor Allocations import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing Miscellaneous Invoices You can use this import template to import stand-alone, miscellaneous charges to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import stand-alone, miscellaneous charges, do the following: 1. Select Payroll. 2. From the Payroll|Action menu, select Miscellaneous Invoice.
On the Miscellaneous Invoice form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Miscellaneous Invoices import template option and its tabs/fields automatically display when you access this template directly from the Miscellaneous Invoice form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 142 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Bill Date (required): Bill date for this invoice. • Suppress ACH (Optional): Indicates if this invoice should not follow ACH rules established for this client. • Event Code (required): Billing event code for this invoice. • Billing Units (required): Number of billing units for this invoice. • Bill Rate (required): Billing rates for each billing unit for this invoice. • Amount To Bill (Optional): Amount to bill for this invoice. • Location (Optional): Location code for this invoice. • Division (Optional): Division information for this invoice. • Department (Optional): Department information for this invoice. • Shift (Optional): Shift information for this invoice. • Project (Optional): Project information for this invoice. • Cost (Optional): Cost for this invoice. • Comment (Optional): Descriptive comments about this invoice.
Required? Indicates if the field is required.
Note the following when importing Miscellaneous Invoices data: • Users whose user role is set to DENY for the Miscellaneous Invoice form cannot import data using the Miscellaneous Invoices import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the Miscellaneous Invoice form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Miscellaneous Invoice form. • Users whose user role is set to INQUIRY for the Miscellaneous Invoice form can view the Miscellaneous Invoices import template for Miscellaneous Invoice, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • You can group the lines into one invoice if they are for the same client and date and are in consecutive lines in the file. However, if there are records for the same client and date that are not next to each other in the input file, the system does not group them in the same invoice because the program processes the lines one at a time.
Payroll Administration Guide © 2026 PrismHR 143 Chapter 4 Import Processing
• After you create a Miscellaneous Invoice using the Miscellaneous Invoices import template, the system sends an email to the following users: • Email addresses listed in the Additional Notification Emails panel for Payroll Finalization Notifications on the Control tab in the Client Details form • Worksite managers and worksite trusted advisors users with the Payroll Approver H/R Role
Importing Network ZIP Codes You can Import zip codes to benefit plans that have a network assigned with the Network ZIP Codes import template.
Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
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.
3. Before you import, you must complete the following required fields.
Use this option To define this
Plan ID Benefit plan ID for zip code import.
Network ID Network ID for zip code import.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.
Payroll Administration Guide © 2026 PrismHR 144 Chapter 4 Import Processing
The import form can save the imported record, but when you select the Network ID to view the benefit plan’s networks in the Benefit Network Locations form, the system displays the following error message for each ZIP code that cannot be validated: Warning - Key [ZIP code] is not valid for ZIP codes PrismHR recommends that you review all imported ZIP codes and update ZIP code records in the Zip Codes form before you import. For more information, refer to “ZIP Codes” in the System Administration Guide.
Importing Offer Types You can use this import template to import/update offer types for existing benefit plans. This will save time and effort to manually add/update the Offer Type field on the Group Benefit Plans form. (If you try to modify any other field using this process, you will receive an error.) Note the following: • This import template is only available to service providers. • Client Access Group Security is not enabled on this form.
To import and update offer types:
Column Number The corresponding column number for the imported data. Category Description • Plan ID (required): Unique identifier for the benefit plan. • Plan Description (required): Description of the benefit plan. • Insurance Class (required): Indicates the type of coverage this plan provides. • Offer Type (required): Indicates the offer type that classifies the benefit plan.
Required? Indicates if the field is required.
Payroll Administration Guide © 2026 PrismHR 145 Chapter 4 Import Processing
Note: If you want to update the Offer Type for all Benefit Plan IDs in bulk that do not have an associated
offer type, select Prepopulate file (all plans with BLANK Offer Type). The system downloads a .csv file to
your system that is pre-populated with data from the Group Benefit Plans for all plans with a BLANK offer
type. (If you do not select this field, the system downloads the file with headers only.)Importing Pay Code Total Compensation Categories You can use this import template to import pay code total compensation categories for the client to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import pay code total compensation categories: 1. Select Client. 2. From the System|Change menu, select Pay Codes. The Pay Codes form displays.
On the Pay Codes form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Deny.) The Pay Code Total Compensation Category import template option and its tabs/fields automatically display when you access this template directly from the Pay Codes form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. 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.)
Payroll Administration Guide © 2026 PrismHR 146 Chapter 4 Import Processing
The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Pay Code (required): Pay code for the client. • Total Comp Category: Either the Direct or Indirect category that designates where the compensation displays in the total compensation statement in the Total Compensation dashboard in Employee Portal (EP).
Required? Indicates if the field is required.
Note the following when using the Pay Code Total Compensation Category import template: • Users whose user role is set to DENY for the Pay Codes form cannot import data using the Pay Code Total Compensation Category import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Pay Codes form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Pay Codes form. • Users whose user role is set to INQUIRY for the Pay Codes form can view the Pay Code Total Compensation Category import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Importing Position Classifications You can use this import template to import state and workers compensation classes for existing position classifications to reduce the amount of manual work required. Note: This import template is only available to service providers.
To upload and import position classifications, do the following:
Payroll Administration Guide © 2026 PrismHR 147 Chapter 4 Import Processing
Field Description Column Number The corresponding column number for the imported data. Category Description • Position Classification (required): The unique job classification ID. • State: The valid state abbreviation. (For each state, the system ties a state-specific workers’ compensation class to this position when it is performed by employees who work at a location within that state.) Note: If your template lists the same state twice, the system uses the first instance but ignores the second instance. • Work Comp Class: The W/C Class Code applicable to the state for this position classification.
Required? Indicates if the field is required.
Note the following when using the Position Classification import template: l Users whose user role is set to DENY for the Position Classifications form cannot import data using the Position Classification import template and subsequently, the Data Import Tool icon will not display on this form. l Users whose user role is set to INQUIRY for the Position Classifications form can view the Position
Classification import template, but cannot import data.l Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template
options, but cannot import data.Importing 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:
Payroll Administration Guide © 2026 PrismHR 148 Chapter 4 Import Processing
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.Importing Position Codes You can use this import template to import position codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
To upload and import position codes, do the following: 1. Select Client. 2. From the Client|Change menu, select Position Codes.
On the Positions form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Position Codes import template option and its tabs/fields automatically display when you access this template directly from the Positions form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. 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
Payroll Administration Guide © 2026 PrismHR 149 Chapter 4 Import Processing
Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Company ID (required): Unique identifier for the client. • Position Code (required) : Abbreviation for the position. • Position Name (required): Name that defines the position. • Position Classification (required): Identifies the job classification. • Position Description: Description for this position. • Supervisory: Indicates a supervisory position. • Tipped Position: Indicates that the position allows tips. • GL Segment 1: Code that defines the G/L account number segment instead of the department or division code. This replaces EEDP instead of the actual code. • GL Segment 2: Allows for more accounting options based on the department or division code. Rarely used, it ties to the EEDP2 mnemonic in the G/L interfaces. • GL Segment 3: Allows you to enter a third G/L code, if necessary. • Alaska Position Code: The code sent to MasterTax for quarterly tax reporting to the state of Alaska. • SOC Code: The Standard Occupational Classification (SOC) Code, which only consists of numbers, no dashes. This information is included in the MasterTax RTS file and the Employer and Client LA quarterly files in place of the position’s description. If you do not define a SOC code for the position, the files include the description. • Indiana Seasonal Employee Code: A two-digit code if the position is seasonal and located in Indiana. This code is required for SUI electronic filing in Indiana. • Obsolete: Indicates the position is no longer used. • TTO Code: Indicates a valid Tipped Taxable Occupation Code that applies to an eligible tipped position, which complies with the tips requirements of the One Big Beautiful Bill Act.
Required? Indicates if the field is required.
Payroll Administration Guide © 2026 PrismHR 150 Chapter 4 Import Processing
Note the following when using the Position Codes import template: • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the Positions form cannot import a file containing positions codes
using this template and subsequently, Import will not display on this form.• Users whose user role is set to INQUIRY for the Positions form can view the Position Codes import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Importing Project and Cost Codes You can import changes to projects and cost codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
To upload and import project and cost codes: 1. Select Client. 2. From Client|Change, select Projects.
On the Projects form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Projects/Cost Codes import template option and its tabs/fields automatically display when you access this template directly from the Projects form.
You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 151 Chapter 4 Import Processing
Field Description Category Description • Company ID (required): Unique identifier for the client. • Project (required): The unique project code. • Description (required): The project description. • Certified Payroll: Indicates if this project is subject to certified payroll regulations. • G/L Segment 1: The code to use as an alternative to the Project Code. • G/L Segment 2: The G/L code that substitutes for EEPR2 in G/L code routines. • G/L Segment 3: A third G/L code, if needed. • Project Class: The class code for the project. • Obsolete: Indicates if this project is no longer used. • Union Project: Indicates if this project is associated with a union. • Union Code: Indicates the union code for the project. (The Union Project field must be enabled.) • Track Phases: Indicates if the phases of this project are tracked for job costing purposes. • Other W/C Coverage In Place: Indicates if Workers’ Compensation Insurance Coverage has been established for this project. Note: This category only displays if you enable specific custom suffix codes. • Certified Payroll Report Format: Indicates a report format. For example, select MA, or Massachusetts mvQuery. • Wage Decision Number: Indicates a value for prevailing wage rates assigned to this certified project. • Wage Decision Date: Indicates a date for wage decision. • Project City: Indicates the city where the certified project is located. • Project State: Indicates the state where the certified project is located. • Use Higher of Prevailing Wage Rate or Employee’s Pay Rate: Indicates whether the system should use whichever rate is higher; otherwise, the system uses the job rate defined here.
Payroll Administration Guide © 2026 PrismHR 152 Chapter 4 Import Processing
Field Description • Subtract Benefit/Hour from Calculated Pay Rate: Indicates whether to subtract the employee’s cost of benefits per hour from the employee’s rate when determining the higher rate. • Filter Cert Pay on Jobs: Indicates whether to filter certified payroll on job codes. • Contractor or Subcontractor: Indicates whether a contractor or subcontractor is working on this project. • Name of Contractor: Indicates the contractor’s name as listed on the certified payroll form. • Address: Indicates the contractor’s address to print on the certified payroll report. • Project and Location: Indicates the project and location where the project work takes place. • Project or Contract No.: Indicates a project or contract number. • Signatory Name: Indicates the name that appears on the certified payroll form, which is the person responsible for this project. • Signatory Title: Indicates the title that appears on the certified payroll form. • Fringe Benefits Paid to Approved Plans: Indicates if fringe benefits are paid to approved plans, funds, or programs. • Fringe Benefits Paid in Cash: Indicates if fringe benefits are paid in cash. • Report Hours Paid Instead of Hours Worked: Indicates if you want to include pay codes in the report that are flagged as being included in the certified payroll report but do not represent hours worked, such as sick time. • CA License Type: Indicates the license type: Contractor State License Board, Professional License, or Other License. • CA License No: Indicates the license number that should be presented in the CA XML file. If you indicate Other License as the CA License Type, you should indicate the License Type : License Number. • CA PWCR: Indicates the California Public Works Contractor Registration number. It should be a 10-digit number or NA for not applicable. • CA Ins Number: Indicates the number to be presented for this
Payroll Administration Guide © 2026 PrismHR 153 Chapter 4 Import Processing
Field Description project in the CA XML file. • CA Contractor Email: Indicates the email address to use in the CA XML for this project. • Awarding Body: Indicates the name of the public entity that owns the project. • Contract Agency Id: Indicates the ID of the contract agency. • Contract Agency: Indicates the name of the contract agency. • CA Awarding Body Id: Indicates the ID number of the public entity that owns the project. • CA Awarding Body Proj No: Indicates the project number assigned to the project by the public entity. • CA Awarding Body Contract Id: Indicates the contract ID given by the public entity to the project. • CA Stmt of NonPerformance: Indicates if you need to indicate a state of non-performance. The system will not include employees in the file. Do not indicate this option if you want to include employees in the file (this is typical, and the value in the CA XML file will be false for this option).
Required? Indicates if the field is required.
Note the following when using the Projects/Cost Codes import template: • Users who do not have access to a particular company through client access groups are unable to import data into that company. • Users whose user role is set to DENY for the Projects form cannot import a file containing Project Classes
using this template and subsequently, Import will not display on this form.• Users whose user role is set to INQUIRY for the Projects form can view the Projects/Cost Codes import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Importing Rate Groups You can use this import template to import rate groups to manage billing for benefit plans. Note: This import template is only available to service providers.
Payroll Administration Guide © 2026 PrismHR 154 Chapter 4 Import Processing
To upload and import rate groups, do the following:
Field Description Column Number The corresponding column number for the imported data. Category Description • Rate Group (required): Indicates the rate group code. • Group Name (required): Indicates the description of the rate group. • Inactive: Indicates if the rate group is currently in use in PrismHR. • Premium Rate Group: Indicates if the rate group is used for premiums instead of billing.
Required? Indicates if the field is required.
Note the following when using the Rate Groups import template: • Users whose user role is set to FULL for the Data Import Tool form and only INQUIRY access to the Rate Groups form can download the sample data file but cannot upload data using the Find File button. • Users whose user role is set to FULL for the Data Import Tool form and only DENY access to the Rate Groups form cannot view the Rate Groups import template option. • Users whose user role is set to INQUIRY for the Data Import Tool form cannot view the Download Data File or the Find File buttons.
Importing Shift Codes You can use this import template to import shift codes to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
Payroll Administration Guide © 2026 PrismHR 155 Chapter 4 Import Processing
To upload and import shift codes, do the following: 1. Select Client. 2. From the Client|Change menu, select Shifts.
On the Shifts form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Shift Codes import template option and its tabs/fields automatically display when you access this template directly from the Shifts form.
You can navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 156 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Shift Code (required): Code for the shift. • Description (required): Description for this shift. • Differential Method: Method to calculate shift differentials. • Differential Amount: Percentage or fixed amount, based on the differential method selected. • Include in Pay Rate: Adds this shift’s differential pay to the employee’s regular pay rate. Otherwise, it uses a separate pay code. • Regular Pay Code: Code to pay the shift differential associated with regular hours. • Overtime Pay Code: Code to pay the shift differential associated with overtime (premium) hours. • Overtime Pay Factor: Pay factor (usually 1.5) to multiply the overtime shift premium amount when using a separate pay code. • Per Diem Percent: Percent to allocate to non-taxable per diem when paid using the percentage method. • Calc O/T Differential on Straight Rate: Calculates the differential on overtime pay using the straight pay rate.
Required? Indicates if the field is required.
Note the following when using the Shift Codes import template: • Users whose user role is set to DENY for the Shifts form cannot import data using the Shift Codes import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to INQUIRY for the Shifts form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Shifts form. • Users whose user role is set to INQUIRY for the Shifts form can view the Shift Codes import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing State Tax Bill Rates (SUTA) You can import changes to Client State Tax Bill Rates (SUTA) to reduce the amount of manual work required.
Payroll Administration Guide © 2026 PrismHR 157 Chapter 4 Import Processing
Note: This import template is only available to service providers who have full access to the State Tax Bill Rates (SUTA) form enabled for their user role and for non-client reporting states.
To upload and import state tax bill rates: 1. Select Client. 2. From Client|Change, select State Tax Bill Rates (SUTA).
On the State Tax Bill Rates (SUTA) form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The State Tax Bill Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the State Tax Bill Rates (SUTA) form.
You can also navigate directly to the Data Import Tool by clicking
(Back Office), then select Data Import Tool on the Operations|Import
Processing menu. When you select the import template that you want, the
required file layout displays in the form. Before you can upload and
import data, your file must be saved in either comma-separated values
(.csv) tabular format or text tab delimited (.txt) format with no spaces
or special characters in the file name. (Note: You can click Download
Sample Header File to download a sample Excel data file in .csv format,
which can be saved in either .csv or .txt format before importing it.)
Note the following: • Importing only creates/adds new entries and does
not edit or update existing state tax bill rate entries. • If you try to
import a record with the exact same state code and effective date
combination as an existing record the following message displays, “A
record already exists for Client
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 158 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique
identifier for the client. • State Code (required): The two-character
state code. • Effective Date (required): The date when the bill rate
goes into effect. • SUTA Bill Rate (required): The SUTA Bill Rate for
the state that applies to the client. • Officer SUTA Rate: The Officer
SUTA Rate, if it is different for officers. • SDI Rate: The employer’s
SDI Rate, if the employer pays disability insurance in this state. •
Location Code: The location code where the billing rate applies. If the
location is not valid for the client an error message displays,
“Location Code is not valid for Client
Payroll Administration Guide © 2026 PrismHR 159 Chapter 4 Import Processing
Field Description another option), the following error message displays, “Lock New Hire - Valid entry is required.” • If you set an option in this field, but not for the Employer ID field the following error message displays, “Corresponding employer ID required for Lock New Hire.” • Lock New Hire 2: Set Yes or No (upper, lower, or mixed case) to lock new or rehired personnel working in this state to the employer. Note the following: • You must set the Lock Down Employer field to Yes to use this field. If you do not provide a lock down employer an error message displays, “A Lock Down Employer is required.” • If you set multiple Lock New Hire fields to Yes an error message displays, “Only 1 Employer can be locked down at a time.” • If you set the Location Code field to Yes, the Lock Down Employer field is not available. An error message displays, “The lock-down option is not available when rates are by location.” • If you do not use Yes, No, or Null in this field (that is, you enter another option), the following error message displays, “Lock New Hire - Valid entry is required.” • If you set an option in this field, but not for the Employer ID 2 field the following error message displays, “Corresponding employer ID required for Lock New Hire.” • Lock New Hire 3: Set Yes or No (upper, lower, or mixed case) to lock new or rehired personnel working in this state to the employer. Note the following: • You must set the Lock Down Employer field to Yes to use this field. If you do not provide a lock down employer an error message displays, “A Lock Down Employer is required.” • If you set multiple Lock New Hire fields to Yes an error message displays, “Only 1 Employer can be locked down at a time.” • If you set the Location Code field to Yes, the Lock Down Employer field is not available. An error message displays, “The lock-down option is not available when rates are by location.”
Payroll Administration Guide © 2026 PrismHR 160 Chapter 4 Import Processing
Field Description • If you do not use Yes, No, or Null in this field
(that is, you enter another option), the following error message
displays, “Lock New Hire - Valid entry is required.” • If you set an
option in this field, but not for the Employer ID 3 field the following
error message displays, “Corresponding employer ID required for Lock New
Hire.” The following fields indicate the miscellaneous override rates
for employer-paid taxes. (Note: If you leave any of State Misc fields
blank, the system uses the default rate.) • State Misc1 Rate: The State
Misc1 Rate (Tax ID 26). • State Misc2 Rate: The State Misc2 Rate (Tax ID
28). • State Misc3 Rate: The State Misc3 Rate to set employer tax rates
for tax codes 22-41 (Massachusetts) and 48-41 (Washington). • State
Misc4 Rate: The State Misc4 Rate to set employer tax rates for tax codes
24-54 (Minnesota). The rest of the fields are sometimes associated to
include multi-value arrays, which are indicated by displaying a
Required? Indicates if the field is required.
Note the following when using the State Tax Bill Rates (SUTA) import template:
Payroll Administration Guide © 2026 PrismHR 161 Chapter 4 Import Processing
• Users whose user role is set to DENY for the State Tax Bill Rates (SUTA) form cannot import data using the State Tax Bill Rates (SUTA) import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the State Tax Bill Rates (SUTA) form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the State Tax Bill Rates (SUTA) form. • Users whose user role is set to INQUIRY for the State Tax Bill Rates (SUTA) form can view the State Tax Bill Rates (SUTA) import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Importing State Tax Rates (SUTA) You can import changes to Client State Tax Rates (SUTA) to reduce the amount of manual work required. Note: This import template is only available to service providers who have full access to the State Tax Rates (SUTA) form enabled for their user role and for non-client reporting states.
To upload and import state tax rates: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA).
On the State Tax Rates (SUTA) form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The State Tax Rates (SUTA) import template option and its tabs/fields automatically display when you access this template directly from the State Tax Rates (SUTA) form.
You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) Note: You can import at the operations level for single clients or for multiple clients at once. The layout requirements are:
Payroll Administration Guide © 2026 PrismHR 162 Chapter 4 Import Processing
Field Description Column Number The corresponding column number for the imported data. Category Description • Client ID (required): Unique identifier for the client. • State Code (required): The two-character state code. • Effective Date (required): The date when the rate goes into effect. • SUTA Bill Rate: The SUTA Bill Rate for the state that applies to the client. • Officer SUTA Rate: The Officer SUTA Rate, if it is different for officers. • SDI Rate: The employer’s SDI Rate, if the employer pays disability insurance in this state. • Wage Base Override: The taxable Wage Base Override the system should use for SUTA billing calculations for the state. • State Misc 3 Employee Rate: The State Misc 3 Employee Rate to set employee tax rates for codes 22-40 (Massachusetts) or 48-40 (Washington) paid family medical leave. For example, you can decrease the tax rate paid by employees. The following fields indicate the miscellaneous override rates for employer-paid taxes. (Note: If you leave any of State Misc fields blank, the system uses the default rate.) • State Misc1 Rate: The State Misc1 Rate (Tax ID 26). • State Misc2 Rate: The State Misc2 Rate (Tax ID 28). • State Misc3 Rate: The State Misc3 Rate to set employer tax rates for tax codes 22-41 (Massachusetts) and 48-41 (Washington). • State Misc4 Rate: The State Misc4 Rate to set employer tax rates for tax codes 24-54 (Minnesota).
Required? Indicates if the field is required.
Note the following when using the State Tax Rates (SUTA) import
template: • If you select a state code based on settings on the State
Rules form and on the Tax tab on the Client Details form a warning
displays on the Messages tab in this import template before you select
Import, which prevents you from adding an unnecessary record if the
state is not set up as a client reporting state. For example: • If the
SUTA PEO/Client Based field is set to SUTA is PEO Based on the State
Rules form the following message displays, “Warning:
Payroll Administration Guide © 2026 PrismHR 163 Chapter 4 Import Processing
• If there is no state code set on the Tax tab in the State Tax Setup panel on the Client Details form the
following message displays, "Warning: The State Information for <Client ID>/<State Code> is not on
Client Details State Tax Setup section. Row <row number>."
• If the SUTA PEO/Client Based field is set to SUTA is PEO Based on the State Rules form AND you select
the Officer SUTA Client Based field the following message displays, "Warning: Client Reporting is
required for Officers only in <state code> for Client <Client ID>. Row <row number>."
Note: These warnings are informational only and when you select Import, the system imports the data
unless there are other failure messages. In addition, the warning messages display in the Confirmation
Report after the import finishes with the "Success" import status.• Two failure errors occur in conjunction with the Wage Base Override
column: • If the amount is less than zero (0) the following error
displays, “You can’t set an override wage base less than zero - Client
Importing Tips and Overtime Data You can use this import template to import employee tips and overtime data to reduce the amount of manual work required.
To upload and import tips and overtime data: 1. Select Client.
Payroll Administration Guide © 2026 PrismHR 164 Chapter 4 Import Processing
Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) Note: Before you begin the import, you can select to Overwrite Existing Data, which performs as follows in these conditions: • TTO Code and Tip Amount resides in the import file: Overwrites the existing data with the data in the import file when the Employer ID, Client ID, Employee ID, Year, and TTO Code information resides in the import file. (If you do not enable this field and that information exists in the import file, the data does not import and an error message displays, “A Tip amount already exists.”) • Overtime Amount resides in the import file: Overwrites the Overtime Amount with the data in the import file when the Employer ID, Client ID, Employee ID, and Year information resides in the import file. (If you do not enable this field and that information exists in the import file, the system does not overwrite the existing Overtime Amount and an error message displays, “An Overtime amount already exists.”) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data. Category Description • Employer ID (required): Unique identifier for the employer. • Company ID (required): Unique identifier for the client. • Employee ID (required): Unique identifier for the employee. • YEAR (required): indicates the tax year. • TTO Code: The Tipped Taxable Occupation Code (TTO). • Tip Amount: The calculated total of the TTO tip amount. • Overtime Amount: The approximate portion of overtime.
Required? Indicates if the field is required.
Note the following when using the Tip OT Register import template: • Users whose user role is set to INQUIRY or DENY for the Qualified Tips and Overtime form cannot import data using the Tip OT Register import template. • The import file must contain a Tip Amount, Overtime Amount, or both amounts. Otherwise, an error message displays, “A Tip or OT Amount must be imported.”
Importing Third Party Sick Pay Adjustments You can use this import template to import third-party sick pay adjustments to create adjustment vouchers and client bill pendings for each record to reduce the amount of manual work required.
Payroll Administration Guide © 2026 PrismHR 165 Chapter 4 Import Processing
To upload and import third-party sick pay adjustments, do the following:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 166 Chapter 4 Import Processing
Field Description Category Description • Client ID (required): Unique identifier for the client. • Employee ID (required): Unique identifier for the employer. • Adjustment Date (required): Indicates the date the system uses to derive the tax year, quarter, and month to adjust. • Bill Date (optional): Indicates the date to use for any billing transaction. • Employer ID (required): Indicate the employer ID affected by this adjustment. Note: If you import an Employer ID in a row in the import file that is not assigned to or is an Alternate Employer for the Client ID in the same row an error message displays, “Must be a valid Employer ID for the client,” and the row does not import. • Federal Taxable Sick Pay (optional): Indicates the total amount paid to the employee by a third-party insurer to cover lost wages during an illness. • Federal Non-Taxable Sick Pay (optional): Indicates the amount of sick pay that was not taxable because it was attributed to employee contributions to insurance premiums. • Federal Income Tax Withheld (optional): Indicates the amount of federal income tax withheld by the third-party insurer. • FICA Taxable Sick Pay (optional): Indicates the amount of taxable sick pay paid to the employee by a third-party insurer to cover lost wages during an illness. • FICA Non-Taxable Sick Pay (optional): Indicates the sick pay that was not taxable because it was attributed to employee contributions to insurance premiums. • Social Security Tax Withheld (optional): Indicates the amount of Social Security tax withheld by the third-party insurer. • Medicare Tax Withheld (optional): Indicates the amount of Medicare tax withheld by the third-party insurer. • Adjust Client Tax Register? (optional): Indicates whether the system should update the client’s register for client-based taxes. • State Code (optional): Indicates the two-character postal code for the state that might have miscellaneous state taxes, such as Hawaii employee disability tax. Note: You can indicate a two-character state code (for example,
Payroll Administration Guide © 2026 PrismHR 167 Chapter 4 Import Processing
Field Description CA, which can be uppercase or lowercase) or an authority ID (for example, 05). • Tax ID (optional): Indicates the tax ID for the state tax withheld from the employee by the third-party insurer. • Taxable Pay (optional): Indicates the taxable pay applicable to that state. Note: If you indicate an amount in the Taxable Pay or the Tax Withheld category, you must include a State Code and a Tax ID. • Tax Withheld (optional): Indicates the tax withheld by the third- party insurer for that state.
Required? Indicates if the field is required.
Note the following when importing Third Party Sick Pay Adjustment data: • Users whose user role is set to DENY for the Third-Party Sick Pay Adjustment form cannot import data using the Third Party Sick Pay Adjustment import template. • Users whose user role is set to INQUIRY for the Third-Party Sick Pay Adjustment form can view the Third Party Sick Pay Adjustment import template, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • You can indicate a negative value in the following categories: • Federal Taxable Sick Pay • Federal Non-Taxable Sick Pay • Federal Income Tax Withheld • FICA Taxable Sick Pay • Social Security Tax Withheld • Medicare Tax Withheld • Taxable Pay • Tax Withheld
Importing Workers’ Compensation Billing Modifiers You can import changes to workers’ compensation policy information to reduce the amount of manual work required. At the Operations level, service providers can import this information for multiple clients. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
Payroll Administration Guide © 2026 PrismHR 168 Chapter 4 Import Processing
To upload and import workers’ compensation billing modifiers: 1. Select Client. 2. From Client|Change, select W/C Billing Modifiers.
On the W/C Billing Modifiers form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The W/C Billing Modifiers import template option and its tabs/fields automatically display when you access this template directly from the Positions form.
You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 169 Chapter 4 Import Processing
Field Description Category Description • Company ID (required): Unique identifier for the client. • State Code (required): State code for the client’s address. • Effective Date (required): A new effective date. • Location: If the rate applies to a specific location for this client, this is the location or existing location billing modifier record. • Use Override Rates? (required): Calculates the billing amount using the override rates. • Discount/Debit: The employer’s discount/debit rate. • Modifier: The employer’s modifier rate. • W/C Class Code: The workers’ compensation classification code. • Billing Override Rate: The rate per hundred dollars in wages or per hour worked (depending on the state) used to calculate the bill amount to the client for this workers’ compensation classification. • Bill on Wages or Hours: Determines whether to bill on wages or hours. The standard is to bill on wages unless the state specifies that the rate is based on hours. Note: You must use either W to represent wages or H to represent hours. • Accrual Override Rate: The rate per hundred dollars in wages or per hour worked (depending on the state) used to calculate the accrual override amount to the client for this workers’ compensation classification.
Required? Indicates if the field is required.
Note the following when importing W/C Billing Modifiers: • Users whose user role is set to DENY for the W/C Billing Modifiers form cannot import data using this
template and subsequently, Import will not display on this form. Also, this option does not display as an
Import Template option for those users on the Data Import Tool form.• Users must have access to a particular company as specified in the Client Access Groups form on the System|Change menu to import data into that company. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data.
Payroll Administration Guide © 2026 PrismHR 170 Chapter 4 Import Processing
Importing Worksite Locations You can import changes to worksite locations to reduce the amount of manual work required. Note: This import template is available to service providers, worksite managers, and worksite trusted advisors.
To upload and import worksite locations: 1. Select Client. 2. From Client|Change, select Worksite Locations.
On the Worksite Locations form, click Import to launch the Data Import Tool form. (This button displays for all user roles except Inquiry Only.) The Worksite Locations import template option and its tabs/fields automatically display when you access this template directly from the Positions form.
You can also navigate directly to the Data Import Tool by clicking (Back Office), then select Data Import Tool on the Operations|Import Processing menu. When you select the import template that you want, the required file layout displays in the form. Before you can upload and import data, your file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. (Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved in either .csv or .txt format before importing it.) You can enable the Keep existing data for fields not in the import file field, so optional fields in the Worksite Locations import template will keep their existing data during imports. (If you do not enable this field, the system overwrites optional fields with no data during imports.) Important! When you enable Keep existing data for fields not in the import file in the Worksite Locations import template, the Address entry validation dialog and the File Content tab display blank information for fields not included in the import file, but the import keeps the original information entered on the Worksite Locations form. The layout requirements are:
Field Description Column Number The corresponding column number for the imported data.
Payroll Administration Guide © 2026 PrismHR 171 Chapter 4 Import Processing
Field Description Category Description • Company (required): Unique ID for the client. • Location Code (required): Abbreviation for the location. • Location Name (required): Name that defines the worksite location. • Address One (required): First address line for the client. (Note: See “Working with Imported Address Validation,” below.) • Address Two: Second address line for the client. • Zip Code (required) : Zip code for the client’s address. • Geocode: Geocode for the client’s address. • City: City for the client’s address. • County: County for the client’s address. • State: State for the client’s address. • Lat: Latitude for the client’s address. • Long: Longitude for the client’s address. • W/C State (required): State where the client’s location is covered by workers’ compensation insurance. • G/L Seg 1: The first general ledger account number segment code. • G/L Seg 2: The second general ledger account number segment code. • G/L Seg 3: The third general ledger account number segment code. • Min Wage Rate Date: The effective date for the minimum wage rate. • Min Wage: The hourly wage for this location. • Min Cash Wage: The minimum cash wage for this location. • Min Wage Minor: The minimum hourly wage for minors, if it is different than the wage for adults. • Min Cash Wage Minor: The minimum cash wage for minors, if it is different than the wage for adults. • Adult Age: The age that this location classifies individuals as adults. Anyone under this age is considered a minor. • Obsolete Date: The obsolete date for this worksite location.
Payroll Administration Guide © 2026 PrismHR 172 Chapter 4 Import Processing
Field Description (Note: If you provide an obsolete date but do not provide an obsolete status, the system records the date but leaves the obsolete location unchanged.) • Obsolete Loc?: The obsolete status for this worksite location. (Note: An error displays if you try to import an obsolete location that has active employees.) Note the following: • If you select Yes but do not include an obsolete date, the system automatically defaults to the date when the import was performed. • If you select No for a location that was previously set to Yes, the system updates the record so it is no longer obsolete (clears the value on the form). • W/C Policy: Defines the W/C policy for this location. • Add Date: The date this location was added. • Default Department: The default department for this location. • Default Division: The default division for this location. • Default Project: The default project for this location. • Default Pay Group: The default pay group for this location. • Remote Location: Defines whether the worksite geocode will be ignored and taxes will be based on the employee’s resident geocode. (Workers Compensation will also follow the resident geocode when enabled on the Benefit tab in the Client Details form.) • EEO Unit Number: The seven-character EEO Unit Number assigned to this location by the Equal Employment Opportunity Commission for reporting purposes. • EEO Override Location: The EEO Override Location if employees should appear under a different location on the alternate EEO download. • EEO Federal Contractor: Indicates if this worksite location of the client is a federal contractor and differs from the client or other worksite locations of the client. • EEO Unique Entity ID: Identifies the 12-character (no special characters) Unique Entity Identifier (UEI) number issued by the System for Award Management (SAM) to identify businesses and
Payroll Administration Guide © 2026 PrismHR 173 Chapter 4 Import Processing
Field Description other entities that do business with the federal government. (This field is only necessary if the worksite location differs from other locations.) Note: Only applies if the worksite location of the client is an EEO Federal Contractor. • Override Work Geocode: The Onboarding module looks to this field and automatically populates the work address with the resident address. (This supports work-from-home employees.) Indicates the Override Work GeoCode setting as appropriate. The system only applies the override if there are no overrides set at the system, client, or employee level. Typically, this is used to create “worksite locations” for remote employees. • Use Worksite Location GeoCode (no value): No override; the system uses the worksite location for the GeoCode. This is the default behavior. • Override with Resident GeoCode (R): The system uses the employee’s resident GeoCode, defined in the Employee Details Address tab (either GeoCode or Override GeoCode) instead of the worksite location’s GeoCode. Typically, you can select this when employees assigned to this location work from home. For example, you can use it for a worksite location defined as “Ohio-Based Works From Home” or “Indiana-Based Works From Home.” • Override with Home Location GeoCode (H): The system uses the employee’s “home” location assignment to supply the GeoCode for the location-based portion of taxes. This selection is not routinely used. • Override T/S GeoCode with Resident GeoCode (T): The system uses the employee’s resident GeoCode from the Employee Details Address tab in place of the worksite location’s GeoCode in the timesheet. Note: If none of the options described above are indicated an error displays, “Invalid Override Work Geocode.” • Worksite Federal EIN: Indicates the Worksite Federal EIN if it is different from the client’s employer identification number. • Worksite ID: If required by the state (such as MN), indicates a Worksite ID. This is the Reporting Unit Number used in 601 record on Mastertax RTS file and for AK-Geo Code.
Payroll Administration Guide © 2026 PrismHR 174 Chapter 4 Import Processing
Field Description • Federal Entity ID: Indicates the Federal Entity ID only if the location is a different federal entity than the client for SBEA reporting purposes. • Exclude this location from E-Verification: Indicates whether to suppress the Submit for E-Verification field from displaying in the following locations:
• New Hire form for this worksite location
• Personal tab on the Employee Details form when the worksite
location is set to Excluded
• Enable Remote Verification for this location: Indicates whether to
allow I-9 Approvers to remotely examine supporting documents
for a new hire's Form I-9 using an alternative procedure
authorized by the Department of Homeland Security (DHS).Required? Indicates if the field is required.
Working with Imported Address Validation If the import file includes an address that fails validation or USPS-accepted address status, the system displays a dialog during the import process, Database File Import dialog entry, so you can either replace the incorrect address with a validated version or skip (keep) the current address.
Note: The address information consists of the street, city, zip code, geocode, county, state, latitude, and longitude. When this prompt displays during the import process, do one of the following: • Click Replace with New to update the address in the import file.
Payroll Administration Guide © 2026 PrismHR 175 Chapter 4 Import Processing
Note the following:
• To apply the correct address information to all address information that displays in this prompt, select
Apply to all, then click Replace with New.)
• Clicking Replace with New updates all data with the contents of the data file and removes existing data
for that worksite location if there are any blank fields in the import file.• Click Skip to keep the current address. Note the following that happens if you click Skip: • The system does not apply the latitude and longitude to the address, which is required for the onboarding process. • The system does not import any data in the import file. After you make a selection, the dialog closes and a confirmation message displays, “File content successfully uploaded and ready to be imported.” Click OK. (Note: Any skipped locations do not display and any replaced locations display in the File Content tab in the Data Import Tool.) After you click Import and the import finishes, a confirmation message displays, “File content successfully imported. View report for details.” (Note: Any skipped locations display the “Skipped with a Comment” import status.)
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:
Payroll Administration Guide © 2026 PrismHR 176 Chapter 4 Import Processing
Before you can upload and import data, your source file must be saved in either comma-separated values (.csv) tabular format or text tab delimited (.txt) format with no spaces or special characters in the file name. When you open the Mass Employee Transfer Import Tool form, the required file layout displays. The layout must match the requirements for number and order of columns, category descriptions, and the required fields. In addition, you can use the sample header file before importing to avoid manually creating an import file that matches the import template type. Note the following when using a comma (,) in a description in your import file: • If you include a comma in a description field using the .csv file format, you must enclose the item in double quotes. For example, “Manager, Admin.” • If you include a comma in a description field using the .txt file format, no extra formatting is necessary.
Using the Sample Header File Before starting the import process, you can first download a sample header file by clicking that link on the Mass Employee Transfer Import Tool form. For example:
Payroll Administration Guide © 2026 PrismHR 177 Chapter 4 Import Processing
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:
Select Back Office .
From the Operations|Import Processing menu, select Mass Employee Transfer Import. The layout requirements are:
Field Description
Column Number The corresponding column number for the imported data.Payroll Administration Guide © 2026 PrismHR 178 Chapter 4 Import Processing
Field Description
Category Description • From Client (required): The client ID for the client that the
employee is transferring from.
• Employee ID (required): The ID of the employee whose
information requires a transfer.
• To Client (required): The client ID for the client where the
employee is transferring.
• To Employer (required): The employer ID assigned to the new
client where the employee is being transferred.
• To Pay Group (required): The pay group for the destination client.
• To Retire Plan (optional): The retirement plan where the
employee is being transferred.
• To Position (required): A valid position for the destination client.
• To Location (required): A valid location for the destination client.
• To Client Hire Date (required): The hire date to use for the
company where the employee is being transferred.
Note: After entering or selecting a date, a message containing that
date displays. Select Yes to confirm that date should be used to
update the Status, Type, Status Type History, Position History, and
Pay History. If you select No, the system updates that information
using the most recent date for that record in the From Client
employee record after the transfer finishes.
• Update historical dates? (required): Indicates whether to keep
status, type, status type history, position history, and pay history
dates.
• Transfer YTD Check Stubs (required): The year-to-date check stub
details to the company where the employee is transferring.
• Terminate Employee in Original Client (required): Indicate
whether to terminate the employee and their benefits in the
original client.
• Termination Date (optional): The date when the transferring
employee will be terminated in their old client.
• Termination Reason (optional): A valid termination reason code.
• Terminate Benefit Coverage Today (required): The terminated
group benefits for the employee ends coverage today.
Required? Indicates if the field is required.Payroll Administration Guide © 2026 PrismHR 179 Chapter 4 Import Processing
Payroll Administration Guide © 2026 PrismHR 180 Chapter 4 Import Processing
Configuring Direct Pay Entries Use the Direct Pay Entry Configuration form to configure the payroll data file’s specifics into a .csv file that you can later import using the Direct Pay Entry form, which the system applies to the specified payroll. Note: The Direct Pay Entry Configuration form is only available for service providers.
To configure the payroll data file: 1. Select Direct Pay Entry Configuration on the System|Change menu. 2. Complete the following information:
Field Description
Payroll Cutoff Time Enter the time when the payroll for the current period must be
entered.
Manual Payroll Pay Date Logic Select the appropriate option if the time needs to be added to a
manual payroll. (The system uses this date to determine if a
manual payroll is needed.)
Pay Period Lookback Enter the Pay Period Lookback to include up to 10 pay periods
before the current pay date (the default is 3 pay periods).Processing Direct Pay Entries Use the Direct Pay Entry form to import the .csv file you configured using the Direct Pay Entry Configuration form. Note the following: • The Direct Pay Entry form is only available for service providers.
Payroll Administration Guide © 2026 PrismHR 181 Chapter 4 Import Processing
• Before importing the configured .csv file, you must enable the BULLHORNPAY definition ID on the Pay Import Definition form. This format is used in conjunction with the Direct Pay Entry form to upload employee time. (Some imports already have this information pre-configured, but if not use the setup shown below.)
Important! The system only uses the BULLHORNPAY definition ID for code mapping.
The .csv file format is static:To import the payroll data file: 1. Select Direct Pay Entry on the Payroll|Import Processing menu. 2. Select Find File. In the File Upload window that displays, click Add Files. 3. Select the .csv payroll data file. 4. Click Start Upload. If successful, “Upload complete” displays.
Payroll Administration Guide © 2026 PrismHR 182 Chapter 4 Import Processing
Managing Batches for Check Import Process Use the Check History Import form for batch management for the check import process. All processes required for check imports can be only accessed from this form using a wizard which takes you step by step through the check import process.
Note: Client Access Group security is enabled on this form.
To access the form, click the Back Office menu. Under Operations|Import Processing, click Check History Import. Important! If you have employees listed in several clients and employers, you might need to complete a successor wage import before processing a check history import. Note the following instances when you should perform this action: • An employee is listed in the same employer for multiple companies as an active employee: Since this makes a difference for taxes, it affects how the limits are honored. The employee is listed within the same employer, so the system pushes the taxes that were previously processed at the first company to the taxes on this import, so they are over the limit and not including any charges. • An employee is listed in two different employers: The voucher honors the limit for each, so the system does not display any of the taxes over the limit but instead collects those taxes as well. Note: This is typically correct, but if a client only collects the taxes under one employer and the employee is listed in two employers and you do not want to account for taxes under both employers, you can use successor wages to account for those wages. With successor wages in place, the system will not collect taxes under both employers.
Batch Management Dashboard This Dashboard has the following sections: • Imports in Progress • Past Imports • Tools
Imports in Progress This section shows the list of check import batches that are in progress for the selected user. • You can select a different user from the drop-down.
Payroll Administration Guide © 2026 PrismHR 183 Chapter 4 Import Processing
• The first five check import Batch IDs in progress for the selected user are visible on the window. Scroll down in case there are more than five check import batches in progress for the selected user.
Note: If you want to copy a batch, you must first set up a new batch.
• If you want to copy to a new batch, click New Import to create a new check import batch and then click
Copy Existing Import.
• If you want to copy to an existing batch, click the Batch ID link and navigate to the Import Setup window
and then click Copy Existing Import.The details are displayed under the following fields:
Field Name Field Description Batch ID • The Batch ID of the check import batch under progress in PrismHR. Click New Import to go to the Import Setup screen to set up a new batch. • To edit an existing check import batch that is in progress, click the Batch ID link and you will go to the appropriate screen as per the batch status of that check import batch. Suppose for a check import batch you had accessed the Review & Fix Data screen (Screen 4 in the wizard), and then went back to the State & Code Setup screen (Screen 2 in the wizard) to fix something, and then left the wizard from State & Code Setup screen (Screen 2 in the wizard). When you come back to the dashboard, this check import batch will show a status of 4. When you open the batch now, you will be returned to the Review & Fix Data screen (Screen 4 in the wizard).
Note: When you are editing a check import batch in progress:
• The Batch ID, Batch Name and Client ID will be pre-populated.
• You cannot edit the Batch ID.
• All other parameters for this check import batch on this Import Setup
screen can be edited.
• Click Next on the Import Setup screen to go to the State & Code Setup
screen.Name The check import batch name for the corresponding Batch ID.
Payroll Administration Guide © 2026 PrismHR 184 Chapter 4 Import Processing
Field Name Field Description Status The status of the check import batch which appears on this section can be one of the following five types: 1 - Import Setup - This is not actually visible in because the batch isn’t saved until you go to State & Code Setup screen. 2 - State & Code Setup 3 - Enter Check History 4 - Review & Fix Data 5 - Calculate Taxes 6 - Import Complete - This is also visible as they appear under the Past Imports section below.
Note:
The status shows you the highest step in the wizard that you have accessed for that
batch.
• If you access the Review & Fix Data screen (Screen 4 in the wizard) and then
exit the wizard, you will be returned to the Review & Fix Data screen
(Screen 4 in the wizard) when you open the batch the next time.
• Suppose for a check import batch you had accessed the Review & Fix Data
screen (Screen 4 in the wizard), and then went back to the State & Code
Setup screen (Screen 2 in the wizard) to fix something, and then left the
wizard from State & Code Setup screen (Screen 2 in the wizard). When you
come back to the dashboard, this check import batch will show a status of
4. When you open the batch now, you will be returned to the Review & Fix
Data screen (Screen 4 in the wizard).Client The client ID and the client name. Note: If there are multiple clients included in the batch, only the client IDs display. Last Modified Date The date when the check import batch was last modified. Last Modified User The name of the user who modified the check import batch last. Actions Click on the trash can icon to delete a check import batch in progress.
Note: When you delete a check import batch, all associated records (Batch ID,
State Tax Rules, Imported Checks, Manual Checks, Code Translation Tables) for
that batch are deleted.Click New Import to set up a new check import batch. The Import Setup screen opens up.
Past Imports This section lists the completed check import batches for a date range.
Payroll Administration Guide © 2026 PrismHR 185 Chapter 4 Import Processing
• The date range defaults to the past 30 days. You can edit the date range to see the list of completed check imports for the selected date range. • The first five completed check import Batch IDs are visible on the screen. Scroll down in case there are more than five completed check import batches. The details are displayed under the following fields:
Field Name Field Description From Enter the start date of the import period. To Enter the end date of the import period. Batch ID The Batch ID of the completed check import batch. Name The check import batch name. Client The client ID and the client name. Note: If there are multiple clients included in the batch, only the client IDs display. Date Completed The date when the check import batch was completed. Processed by User The name of the user who completed the batch. Total Checks The number of checks contained in the batch. Imported from File The number of checks imported from an import spreadsheet. Entered Manually The number of checks entered manually using the Check History Entry form. Total Net Pay The total check amount contained in the batch. Reports (CSV) You can click the drop-down beside the Download Reports link to display the following links to reports for the corresponding completed Batch ID: • Original Import File - Click this link to download the check import file used for this batch in a .CSV format. If this batch is only for manual check entry where a check import file is not used, this link will remain inactive. • Checks not Imported - This link will only be active if there are checks that have not been imported. The number of checks not imported is displayed here. Click this link to download the Checks not Imported Report in .CSV format. • Voucher Summary Report - Click this link to download the Voucher Summary Report for this batch in a .CSV format. • Total Taxes Report - Click this link to download the Total Taxes Report for this batch in a .CSV format. • Voucher Details Report - Click this link to download the Voucher Details Report for this batch in a .CSV format.
Payroll Administration Guide © 2026 PrismHR 186 Chapter 4 Import Processing
Tools This section shows links to screens that you may need for check imports. The following links are provided: • State Tax Processing Rules - This link opens the Check History Import State Tax Processing Rules form.
Note: This menu is utilized to adjust the default State Tax Processing Rules. You can set up the Batch State Tax Processing Rules from within the check import wizard.
• Download Import Template - This link will download a blank .csv import template to your computer.
It is strongly advisable to use this template as it will provide you with the fields that are relevant to
completing a successful check import. The template contains two header rows.
• COLUMN HEADER
• REQUIRED/OPTIONALIf you use our template, you do not need to delete these headers noted above when saving your file for imports. Our system will automatically detect the headers to ensure data integrity.
Import Setup This is the first screen of the check import wizard. Use this form to set up a batch for the check import process or update an existing check import batch. • The Import Setup option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can only access this screen from the Managing Batches for Check Import Process screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites.
Note: Client Access Group security is enabled on this form.
To create or edit a check import batch, complete the following: 1. Under the Import Batch Setup section, you can either create a new check import batch or Copy Existing Import batch which would copy all the Code Mapping as well as the FICA & FUTA conditions of that batch on to this screen. a. To copy from an existing check import batch, click Copy Existing Import. Select the Batch ID you want to copy from in the Select Import Batch dialog box. Click OK to close the dialog box. b. Batch ID - This field is read only: i. This field will by default show NEW if you come to this screen by clicking New Import on the Managing Batches for Check Import Process screen. When you proceed to the State & Code Setup screen in this case, a new Batch ID will be generated.
Payroll Administration Guide © 2026 PrismHR 187 Chapter 4 Import Processing
ii. To edit an existing check import batch in progress, click the Batch ID link on the Managing Batches
for Check Import Process screen. The Batch ID will show here. You cannot edit the Batch ID. When
you proceed to the State & Code Setup screen in this case, the Batch ID will remain the same.
iii. You can click Previous on the State & Code Setup screen to come back to this screen to edit an
existing check import batch. The Batch ID will show here. You cannot edit the Batch ID. After editing
the check import batch when you proceed to the State & Code Setup screen, the Batch ID will
remain the same.
c. Batch Name - The name for this batch:
i. If you are creating a new check import batch, then enter the name for this batch here.
ii. If you are editing an existing check import batch, then edit the name of the check import batch here.
d. Client ID - The client ID for whom checks will be imported in this batch:
i. If you are creating a new check import batch, then enter the Client ID here, or click the Client ID link
and select the Client from the Select Client dialog box.
ii. If you are editing an existing check import batch, then edit the Client ID here, or click the Client ID
link and select the correct Client from the Select Client dialog box.
iii. If you enter or select more than one Client ID a warning displays, "Clients with different taxation
rules should have their own check history import batch." Click OK to continue.Note: When importing a .csv file, you do not need to remove the headers.
Payroll Administration Guide © 2026 PrismHR 188 Chapter 4 Import Processing
c. Click Submit to close the dialog box. The file uploaded now shows on the screen.Warning - Uploading a replacement Check History Import file You may need to upload a replacement check history import file if you have imported a wrong check history import file or the check history import file is badly formatted and so on. If you try to upload a new check history import file when a check history import file has already been uploaded using the import utility, and to prevent unexpected data loss, you will receive the following pop-up message: Checks have already been imported from a file. If you proceed, the previous imported checks will be cleared and you will lose any corrections you have made. Manually entered checks will be retained. Do you want to clear the existing imported checks and start over? • Click Yes to upload a new check history import file. The file upload pop-up appears. • Existing checks uploaded earlier using the import utility are not cleared until you select the replacement check history import file and click Next. • Checks that were entered manually will be retained.
File Audit From this Import Batch Setup screen, you can click the Actions menu and select the Audit option to show the Audit Log Display. You can view the logs for all the changes made for this Batch ID.
Check History Import State Tax Processing Rules Use this form to set up state tax rules that are used to process check import batches To access the form either of the following ways. • Click the Back Office menu. Under Operations|Import Processing, click Check History Import State Tax Processing Rules • Click the Back Office menu. Under Operations|Import Processing, click Check History Import. Under the Tools section click the State Tax Processing Rules link.
Note: This process does not use Client Access Group security.
Choose a Rule Type from the following:
Payroll Administration Guide © 2026 PrismHR 189 Chapter 4 Import Processing
Default - Use this form to set up the default taxation rules for the various states which can then be copied to the batch state rules. Batch - Use this form to set up the taxation rules for sheltering wages for various section 125 and 401(k) deductions, when the checks are imported (or a manual check entered) for the calculation process to ensure that the net pay is accurate.
State Tax Rules (Rule Type - Default) 1. Complete the following fields:
In this field Enter this Copy from Default Use this option to copy all associate values from the default to this batch record OR complete the following fields. State Income Tax Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax State Unemployment Insurance Shelter Choose one from the drop-down: Flag No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax
Payroll Administration Guide © 2026 PrismHR 190 Chapter 4 Import Processing
EE State Disability Insurance Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax ER State Disability Insurance Shelter Choose one from the drop-down: Flag No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax State Unemployment Insurance Taxable The taxable wage limit for state unemployment insurance for this Limit state. This field is optional. EE State Disability Insurance Taxable The taxable wage limit for employee paid disability insurance for this Limit state. This field is optional. ER State Disability Insurance Taxable If you want to calculate the employer state disability insurance for Limit this state, then enter a wage limit. This field is optional. Leave this field blank if you do not want to calculate this tax. ER State Disability Insurance Rate The employer rate for state unemployment insurance tax for this state. The rate is a percentage of taxable pay, for example 8.1234=8.1234 percent.
In this field Enter this
Payroll Administration Guide © 2026 PrismHR 191 Chapter 4 Import Processing
Tax Deduction Code The tax deduction code for the miscellaneous state employer tax. • Click (+) to add a row. • Click (-) to delete a row. Tax Code Description Auto populates the description of the tax deduction code. Shelter Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax Tax Rate Enter the tax deduction rate in percentage for this tax, for example enter 2.0000 for 2.0000 percent. Taxable Wage Limit The annual taxable wage limit, if this local of state miscellaneous tax has an annual taxable wage limit.
State Tax Rules (Rule Type - Batch) 1. Complete the following fields:
In this field Enter this Batch Number Import checks batch number, or click the Batch Number link to select one from the Select Import Batch window.
Note: This field will only show up when the Rule Type is set to
Batch.Batch Status Auto populates on selecting the batch number above. It displays the status of the selected batch.
Payroll Administration Guide © 2026 PrismHR 192 Chapter 4 Import Processing
Batch Description Auto populates on selecting the batch number above. It displays the description of the selected batch. State Code The two character postal code for the state. Copy from Default Use this option to copy all associate values from the default to this batch record OR complete the following fields. State Income Tax Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax State Unemployment Insurance Shelter Choose one from the drop-down: Flag No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax
Payroll Administration Guide © 2026 PrismHR 193 Chapter 4 Import Processing
EE State Disability Insurance Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax ER State Disability Insurance Shelter Flag Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax State Unemployment Insurance Taxable The taxable wage limit for state unemployment insurance for this Limit state. This field is optional. EE State Disability Insurance Taxable The taxable wage limit for employee paid disability insurance for this Limit state. This field is optional. ER State Disability Insurance Taxable If you want to calculate the employer state disability insurance for Limit this state, then enter a wage limit. This field is optional. Leave this field blank if you do not want to calculate this tax. State Unemployment Insurance Tax The state unemployment insurance tax rate for this state. The rate is Rate a percentage of taxable pay, for example 8.1234=8.1234 percent. ER State Disability Insurance Rate The employer rate for state unemployment insurance tax for this state. The rate is a percentage of taxable pay, for example 8.1234=8.1234 percent.
Payroll Administration Guide © 2026 PrismHR 194 Chapter 4 Import Processing
In this field Enter this Tax Deduction Code The tax deduction code for the miscellaneous state employer tax. • Click (+) to add a row. • Click (-) to delete a row. Tax Code Description Auto populates the description of the tax deduction code. Shelter Choose one from the drop-down: No - (this is the default) 1 - 401(k) Shelters Tax 2 - Section 125 Shelters Tax 3 - 401(k) & Section 125 Shelters Tax 4 - Section 125 (excluding FSA - DEP) Shelters Tax 5 - 401(k) & Section 125 (excluding FSA-DEP) Shelters Tax 6 - Section 125 (excluding FSA/HSA) Shelters Tax 7 - 401(k) & Section 125 (excluding FSA/HSA) Shelters Tax Tax Rate Enter the tax deduction rate in percentage for this tax, for example enter 2.0000 for 2.0000 percent. Taxable Wage Limit The annual taxable wage limit, if this local of state miscellaneous tax has an annual taxable wage limit.
Check Import Batch Status Report This report displays the summary information for all check import batches.
Note: Client Access Group security is enabled on the Check History Import Batch Status Report form.
To access the form, on the Back Office menu, under Operations|Import Processing, click Check History Import Batch Status Report. You can also access this menu from the Check History Import form. On the Back Office menu, under Operations|Import Processing, click Check History Import. Click Batch Status Report in the Tools section on the top right.
To generate a summary of all check import batches: 1. Select a Batch Type:
Payroll Administration Guide © 2026 PrismHR 195 Chapter 4 Import Processing
• All
• Completed
• In Progress
2. Click Generate Report. The Check Import Batch Status Report opens in a new window.
3. Click the XLS link to download the report.Note the following: • If you select All in the Batch Types field, the report displays all check history import batches under any status (including In Progress and Completed), sorted by Batch ID. For check history import batches created in PrismHR the following batch statuses are available: • 1 - Import Setup • 2 - State & Code Setup • 3 - Enter Check History • 4 - Review & Fix Data • 5 - Calculate Taxes • 6 - Import Complete • If you select Completed under Batch Type, the report displays all completed check history import batches from PrismHR, sorted by Batch ID. • If you select In Progress under Batch Type, the report displays all check history import batches from PrismHR that are in progress, sorted by Batch ID.
Report Output This report contains the following columns:
Column Name Column Description Batch ID This is the check history import batch number. Batch Name This is the name of the check history import batch. Created In The application where this check history import batch is created. Batch Status The status of this check history import batch. Client ID The client ID (or multiple IDs) for whom the check history import batch is created. Note: The space limitations in this column truncate multiple IDs. Download this report to ensure you can view all IDs included in this column. Status Date The date on which this check history import batch was last processed.
Payroll Administration Guide © 2026 PrismHR 196 Chapter 4 Import Processing
Column Name Column Description Processed By User ID The user ID of the person who last processed this check history import batch. Number of Vouchers The number of vouchers contained for a completed check history import batch only. If the check history import batch is in progress, then this field will remain blank. Total Pay The total pay for a completed check history import batch only. If the check history import batch is in progress, then this field will remain blank.
State & Code Setup This is the second screen of the check import wizard. Use this form to set up the State Tax Rules for the selected check import batch and Code Translation Tables for Earnings, Deductions and Taxes for the check import batch selected in the Import Setup screen. Note the following: • The State & Code Setup option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can only access this screen when you click Next on the Import Setup screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites.
Note: Client Access Group security is enabled on this form.
This form has the following two sections: • State Tax Rules • Code Mapping
Setting Up State Tax Rules You will need to have state tax rules setup for each state that appears in your imported data either using the check import utility or manual check entry. You can set up the state tax rules for each state from the State Tax Processing Rules link under Tools section in the Check History Import form. If the rules are not set correctly for any of the states that appear in your imported data, you will see errors/discrepacies later in the workflow.
To set up the State Tax Rules for the selected check import batch: 1. If you are importing checks from an import file, then the system will automatically load the default State Tax Rules for all the states contained in the imported spreadsheet. This will ensure that you can set up all the required state tax codes correctly to prevent future errors. The following fields appear in an inline grid along with the values imported for each field:
Payroll Administration Guide © 2026 PrismHR 197 Chapter 4 Import Processing
• State - all the states codes contained in the original import file are listed here.
• State Income Tax Shelter Flag
• SUTA Shelter Flag
• SUTA Taxable Limit
• SUTA Tax Rate (%)
• Employee SDI Shelter Flag
• Employee SDI Taxable Limit
• Employer SDI Taxable Limit
• Employer SDI Tax Rate (%)
• Misc Employer State TaxesSetting Up Code Mapping For each code that appears in the import spreadsheet, choose the corresponding code in your PrismHR system. Make sure to choose codes with the same tax- settings, or the totals will not match.
If you are importing from a file, then the system will load the codes for Earnings, Deductions and Taxes from the imported spreadsheet. If the imported codes are already contained in your PrismHR code translation tables,
Payroll Administration Guide © 2026 PrismHR 198 Chapter 4 Import Processing
they will also reflect in the appropriate table. If not then you will need to manually provide the PrismHR code so that the system can calculate the Earnings, Deductions, and Taxes appropriately. As you already get to see the number of foreign codes that you need to translate (if any), the chances of getting errors is reduced and you can complete the process faster.
Earnings
To map the Imported Pay Codes, complete the following: a. Enter the corresponding Prism Pay Code for the Imported Pay Code OR b. Click the Map to Prism Pay Code link and search from the Select Pay Code dialog box. c. Check the Pay Code Description to confirm that you have selected the correct Prism Pay Code for the corresponding Imported Pay Code. d. In case of any errors, redo the process to select the correct corresponding Prism Pay Code for the Imported Pay Code from the Select Pay Code dialog box.
Deductions
To map the Imported Deduction Codes, complete the following: a. Enter the corresponding Prism Deduction Code for the Imported Deduction Code OR b. Click the Map to Prism Deduction Code link and search from the Select Deduction Code dialog box. c. Check the Deduction Code Description and the Deduction Type to confirm that you have selected the correct Prism Deduction Code for the corresponding Imported Deduction Code. d. In case of any errors, redo the process to select the correct corresponding Prism Deduction Code for the Imported Deduction Code from the Select Deduction Code dialog box.
Taxes
To map the Imported Tax Codes, complete the following: a. Enter the corresponding Prism Tax Code for the Imported Deduction Code OR b. Click the Map to Prism Deduction Code link and search from the Select Deduction Code dialog box. You can use the Paid By filter to narrow down your search for the correct Prism Tax Code. c. Check the Tax Code Description to confirm that it is the correct Prism Tax Code for the corresponding Imported Tax Code. d. In case of any errors, redo the process to select the correct corresponding Prism Tax Code for the Imported Tax Code from the Select Tax Deduction Code dialog box. e. You have the option to select if the Prism Tax Code selected is Sheltered or not from the drop-down under the Sheltered? column.
Payroll Administration Guide © 2026 PrismHR 199 Chapter 4 Import Processing
Enter Check History This is the third screen of the check import wizard. Use this screen to manually enter a check. Skip this step if you do not need to enter checks manually. Note the following: • The Enter Check History option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can access this screen from the State & Code Setup screen or from the Check History Entry screen after you have manually entered a check for this check import batch. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites. • Client Access Group security is enabled on this form. If you previously manually entered checks for this check import batch, they display on this screen in an inline grid. The inline grid displays the following columns: • Document ID • Employee ID • Employee Name • Client ID • Check Number • Pay Date • Work State • Gross Pay • Total Deductions • Total Taxes • Net Pay
To manually add a check: 1. Click Add Check. The Check History Entry screen opens. Complete the process in the Check History Entry screen. Once you have successfully entered a check manually for this batch, you are returned to this screen. 2. The check is now listed on this screen now in the inline grid. 3. Click Next to go to the Review & Fix Data screen. 4. Click Previous to go the State & Code Setup screen.
Payroll Administration Guide © 2026 PrismHR 200 Chapter 4 Import Processing
Check History Entry This is an extension of the third screen of the check import wizard. Use this screen to manually enter a check. (Skip this step if you do not need to enter checks manually.) Note the following: • The Enter Check History option on the steps indicator at the top is highlighted to indicate that you are on this screen. All the other options on the steps indicator are grayed out. • You can access this screen when you click the Add Check button on the Enter Check History screen or from the Review & Fix Data screen to edit a check to fix errors or warnings. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites. • Client Access Group security is enabled on this form.
To manually enter a check: 1. Complete the following fields:
Field Description
Document ID By default, this will show NEW. When you manually enter a new check, the
document ID will be the last document ID number plus one.
If you want to edit an existing check, click the Document ID link, and select it
from the list of existing document IDs from the selected batch from the dialog
box.
Client ID Enter the Client ID or click the Client ID link and select one from the Select
Client dialog box.
Employer ID Enter the employer ID or click the Employer ID link to select the employer
from the Select Employer dialog box.
Employee ID Enter the employee ID or click the Employee ID link to select the employee
from the Select Employee dialog box.
SSN This field is auto-populated with the social security number of the employee
once you fill in the above field.
Check Number Enter the check number.
Pay Date Enter the pay date for this check. The following validations apply:
Pay Date must be a valid date. Valid date formats are MM/DD/YYYY,
MM/DD/YY, MM-DD-YYYY, MM-DD-YY, MM.DD.YYYY, and MM.DD.YY.Payroll Administration Guide © 2026 PrismHR 201 Chapter 4 Import Processing
Field Description
Period Start Date Enter the start date of the pay period of this check. This field is optional. The
following validations apply:
i. Period Start Date must be a valid date. Valid date formats are
MM/DD/YYYY, MM/DD/YY, MM-DD-YYYY, MM-DD-YY,
MM.DD.YYYY, and MM.DD.YY.
ii. Period Start Date must be before Period End Date.
iii. Period Start Date cannot be more than 1 year earlier than the Pay
Date.
Period End Date Enter the end date of the pay period of this check. This field is optional. The
following validations apply:
i. Period End Date must be a valid date. Valid date formats are
MM/DD/YYYY, MM/DD/YY, MM-DD-YYYY, MM-DD-YY,
MM.DD.YYYY, and MM.DD.YY.
ii. Period End Date must be later than the Period Start Date entered
above.
iii. Period End Date cannot be more than 1 year earlier than the Pay
Date.
Work State Enter the work state code. This will be used to accrue SUI and W/C liability for
the state entered.
Weeks Worked Enter the number of weeks worked.
1099 Check? This field is optional. Select one of the following options:
• Yes - If this check is for a self-employed or an independent
contractor.
• No - If this check is for a W-2 employee.
School District This field is optional. Enter the school district ID or click the School District
link to select one from the dialog box. This is required if school district tax
was withheld from the employee's pay check.
Pay & Deductions Section
Gross Pay Enter the gross earnings for this check. Only taxable earnings should be
entered here. This should match the sum of all taxable pay amounts you
enter. Do not include any Non-Cash Pay.
Net Pay Enter the net pay amount here. This should be equal to gross earnings less all
deductions and taxes.Payroll Administration Guide © 2026 PrismHR 202 Chapter 4 Import Processing
Field Description
Non-Cash Pay Enter the amount of any non-cash pay items received, such as tips.
Non-Taxable Pay Enter the amount of any non-taxable payment such as qualified expense
reimbursements.
Note: If you enter an amount, the system ignores any tax exemption
overrides on the pay codes that are included in the import.
Gross Receipts This field is optional.
Federal Income Tax Enter the amount of federal income tax withheld. You must enter a zero (0) if
there is no federal income tax (you cannot leave it blank).
Note:
• If the Year in the Period Start Date field is not in the federal tax rate
record, you will receive an error message stating Cannot locate tax year
"<PERIOD START YEAR>" in Tax Rates Maintenance form under System
Parameters. Verify that the year is correct or add a federal tax rate
record for the year.
• If the Year in the Period End Date field is not in the federal tax rate
record, you will receive an error message stating Cannot locate tax year
"<PERIOD END YEAR>" in Tax Rates Maintenance form under System
Parameters. Verify that the year is correct or add a federal tax rate
record for the year.
Medicare This field is optional. Enter the amount of Medicare tax withheld.
Social Security This field is optional. Enter the amount of social security tax withheld.
Earned Income Credit (EIC) This field is optional. Enter the earned income credit amount advanced.
Employer Match This field is optional. Enter the amount of employer match to the 401(k) plan.
Non-Elective Match This field is optional. Enter the amount of non-elective match to the 401(k)
plan.
Safe Harbor Type 1 Match This field is optional. Enter the amount of Safe Harbor Type One Match to the
401(k) plan.
Safe Harbor Type 2 Match This field is optional. Enter the amount of Safe Harbor Type Two Match to the
401(k) plan.
HSA Match This field is optional. Enter the HSA match amount.
FSA Medical Match This field is optional. Enter the FSA Medical match amount.
FSA Dependent Match This field is optional. Enter the FSA Dependent match amount.Payroll Administration Guide © 2026 PrismHR 203 Chapter 4 Import Processing
Field Description
Earnings Section
Imported Pay Code Enter the Imported pay code associated with this pay amount or click the
Imported Pay Code link and select it from the Select Pay Code dialog box.
Hours Paid Enter the paid hours associated with this pay amount.
Pay Amount Enter the pay amount for the hours paid corresponding to the pay code.
Deductions Section
Imported Deduction Code Enter the imported deduction code associated with this pay amount or click
the Imported Deduction Code link and select it from the Select Deduction
Code dialog box.
Deduction Amount Enter the deduction amount withheld corresponding to the imported
deduction code.
State Taxes Section
State Code Enter the two-letter state code or click the State Code link and select one
from the Select State dialog box.
State Tax Type • Select a state tax type from the following drop-down:
• Blank (Default)
• Income Tax
• Disability Tax
• Click the + sign to add more rows.
• Click the x sign to delete an existing row.
Tax Amount Enter the state tax amount withheld for each of the state tax types entered
above.
Miscellaneous Taxes Section
Imported Tax Code Click the Imported Tax Code link and select an imported tax code from the
dialog box.
Click the + sign to add more rows.
Click the x sign to delete an existing row.
Tax Amount Enter the tax amount withheld for each of the imported tax code entered
above.
Totals SectionPayroll Administration Guide © 2026 PrismHR 204 Chapter 4 Import Processing
Field Description
Gross (Calculated) This field calculates the sum of all earnings on this check.
Deductions (Calculated) This field calculates the sum of all deductions on this check.
Taxes (Calculated) This field calculates the total taxes payable on this check. [Taxes (Calculated)
= State Taxes + Miscellaneous Taxes]
Net (Calculated) This field calculates the Net Pay for this check. [Net (Calculated) = Gross
(Calculated) - {Deductions (Calculated) + Taxes (Calculated)}]
Net Difference This field shows the difference between the Net (Calculated) field and Net
Pay field (under Pay & Deductions Section above) if any for this check.
Note:
• Any value other than 0.00 is indicated in red. Adjust the values
appropriately to ensure that the net difference is zero.
• You can save this check only if this field value is 0.00.Payroll Administration Guide © 2026 PrismHR 205 Chapter 4 Import Processing
iv. Only the first five errors/warnings are listed. If there are more errors/warnings, scroll down to see
them.
v. Error/Warning icons will also appear beside the field that needs correction.
vi. Click on an error/warning icon beside the field to see the error/warning details. This will help you to
resolve the error.
vii. Once you resolve an error, it will not be listed anymore on the top section. The corresponding field
will no longer be highlighted in red. The error/warning icon beside the field will also be gone.
viii. If you generate another error in the process of solving an error, it will also be listed at the top
section. The new field which now has an error will be highlighted in red and the error/warning icon
will show beside the field name.
ix. Resolve all errors/warnings before you can save the check.Review & Fix Data This is the fourth screen of the check import wizard. Use this screen to review the check history and make corrections. Both imported or manually created checks are listed on this screen. • The Review & Fix Data option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can access this screen from the Enter Check History screen or from the Calculate Taxes screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites.
Note: Client Access Group security is enabled on this form.
This screen has the following sections: 1. The first section gives a summary count of this check import batch. It shows the following: • The total number of checks in this import batch. • The total number of errors that need to be fixed before you can complete this check import batch. As you fix the number of errors, this count will reduce unless the fix has not generated further errors. • The total number of warnings that need to be fixed before you can complete this check import batch. As you fix the number of warnings, this count will reduce unless the fix has not generated further warnings. • As you fix the errors/warnings, it shows the number of errors/warnings fixed for this check import batch. • The total number of checks in this check import batch that will not be imported.
Payroll Administration Guide © 2026 PrismHR 206 Chapter 4 Import Processing
Payroll Administration Guide © 2026 PrismHR 207 Chapter 4 Import Processing
• A check with an amber triangle with an exclamation mark inside denotes a check with a warning that
is imported. If you click the icon a dialog box opens showing the employee name and check number
and lists the warning messages for each warning on that check.
• A check with a purple circle with a backslash inside denotes a check that is not imported.
• The check that has errors or warnings will have the respective fields highlighted also on the inline grid to
indicate which fields have errors or warnings and need to be fixed.
• The inline grid has the following columns:
i. Name
ii. SSN
iii. Client ID
iv. Employer ID
v. Check Number
vi. Pay Date
vii. Weeks Worked
viii. Work State
ix. Total Hours
x. Gross Pay
xi. Total Deductions
xii. Total Taxes
xiii. Net PayTo review and fix data: 1. Click the check you want to edit and the Check History Entry screen opens up. You can click anywhere on the row to open the check for the employee that you want to edit. 2. Make the necessary changes. No field should be highlighted in red which indicate an error that needs to be fixed. 3. Click Save to save the changes and return to the inline grid. 4. Click Refresh Data so that the changes reflect on the inline grid.
Note: If the Show drop-down is set to Only errors and warnings, once you Refresh Data after editing a check, it will not be listed anymore if it does not contain any error or warning.
Payroll Administration Guide © 2026 PrismHR 208 Chapter 4 Import Processing
Calculate Taxes This is the fifth screen of the check import wizard. Use this form to calculate taxable earnings on pay checks and create payroll vouchers. Note the following: • The Calculate Taxes option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can only access this screen from the Review & Fix Data screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites. • Client Access Group security is enabled on this form.
After calculating taxes, you should compare the totals to the reports from the original system to make sure that the checks and totals match.
You must calculate taxable earnings and create payroll vouchers successfully before finalizing the import. The Finalize & Post button will remain grayed out till you calculate taxable earnings and create payroll vouchers successfully for this check import batch. If you try to run Finalize & Post before calculating taxable earnings and payroll vouchers are created for this check import batch, you will get a prompt stating “Taxes have not been calculated for this batch. You must run the Calculate Taxable Earnings & Create Vouchers process.”
To calculate taxable earnings and create payroll vouchers, complete the following: 1. Click Calculate Taxable Earnings & Create Vouchers. A job progress window appears showing the processing. The system first calculates taxable earnings and then creates payroll vouchers. a. If payroll vouchers have already been created for this check import batch a pop-up message displays, Payroll vouchers have already been created for this batch. Do you want to delete them and create new payroll vouchers? i. Click OK if you want to delete the existing payroll vouchers of this check import batch and create new ones. ii. Click Cancel if you do not want to delete the existing payroll vouchers of this check import batch. b. If the system finds any errors on either process, it will show up on the job progress window. i. Click Close to close the job progress window. A pop-up message confirms that The Create Payroll Vouchers process completed with errors. Click OK to proceed. ii. Click Error Report to view the Error Report for Create Payroll Vouchers Process for this check import batch on screen. Click the XLS link to download this error report to your system to review and make the necessary adjustments.
Note: The Error Report button only displays if errors are found while running these processes.
Payroll Administration Guide © 2026 PrismHR 209 Chapter 4 Import Processing
Payroll Administration Guide © 2026 PrismHR 210 Chapter 4 Import Processing
• Batch ID - This is the batch number.
• Batch Name - The name of the batch.
• Client - In format “<client ID> - <client name>”, for example “102 - Arrow Technologies”.
• Employer - In format “<Employer ID> - <Employer name>”, for example “102 - Arrow Technologies”.
• Total Gross Earnings - For this batch.
• Total Net Pay - For this batch.
• Expenses - For this batch.
• Second Section contains Employee Deductions/Taxes, Employee Contributions/Taxes sections for the
batch and their TOTALS broken up into columns.
• EMPLOYEE TAX section contains the following columns:
• Tax - Employee paid tax description; for example, Federal Income Tax and Medicare for the
batch. Employee paid taxes typically include Federal Income Tax, Earned Income Credit (EIC),
OASDI (Social Security Tax), Medicare, State Taxes as applicable etc.
• Prism Code - Corresponding Prism Codes for the batch; for example, 00-10 and 00-11.
• Imported Code - Corresponding Imported Code for the batch.
• Taxable - Corresponding taxable amount for each of the employee paid taxes noted above for
the batch; for example, 10,000.00 and 10,000.00t.
• Withheld - Corresponding amount withheld for each of the employee paid taxes noted above for
the batch; for example, 1,000.00 and 145.00.
• TOTALS - Total amount of employee paid tax withheld for the batch; for example, 1,145.00.
• EMPLOYER TAX section contains the following columns:
• Tax - Employer paid tax description; for example, FUTA and Medicare for the batch. Employer
paid taxes typically include FUTA, OASDIER (Social Security Tax - employer contribution),
MedicareER (Medicare - employer contribution), Employer contribution to State Taxes as
applicable, and so on.
• Prism Code - Corresponding Prism Codes for the batch; for example, 00-17 and 00-15.
• Imported Code - Corresponding Imported Code for the batch.
• Taxable - Corresponding taxable amount for each of the employer paid taxes noted above for
the batch; for example, 10,000.00 and 10,000.00.
• Withheld - Corresponding amount withheld for each of the employer paid taxes noted above for
the batch; for example, 600.00 and 145.00.
• TOTALS - Total amount of employee paid tax withheld for the batch; for example, 745.00.
c. Vouchers section, which displays the following:
Voucher Details Report button is available on the top-right in the Vouchers section only after you have
calculated taxable earnings and created vouchers in the Calculate Taxes screen in the Check History
Report form. Click this button to download the report in a .csv format. This report runs off the generated
vouchers - all vouchers in the current/selected batch and grand totals. Checks not imported are notPayroll Administration Guide © 2026 PrismHR 211 Chapter 4 Import Processing
included in this report. The report is sorted first by the employee's last name and then by the voucher
number. The report has the following sections:
• First Section contains:
• Employee Name (all caps, as header for the voucher)
• Batch ID & Voucher Number
• Company - In format “<client ID> - <client name>”, for example “102 - Arrow Technologies” & Pay
Date in MM/DD/YY format
• Employer - In format “<Employer ID> - <Employer name>”, for example “102 - Arrow Technologies”
& Period Begin Date in MM/DD/YY format
• Employee ID & & Period End Date in MM/DD/YY format
• Employee Name - In format “Last Name, First Name” & Work State (two letter State Code)
• Gross Pay & Weeks Worked
• Non-Cash Pay & 1099 Check? (Y/N)
• Non-Taxable Pay & School District
• Gross Receipts
• Net Pay
• Second Section contains Earnings, Employee Deductions/Taxes, Employee Contributions/Taxes sections
for each voucher and their TOTALS broken up into columns.
• EARNINGS section contains the following columns:
• Description - Pay Code description; for exampl,e Regular Pay and Tips.
• Prism Pay Code - Corresponding Prism Pay Code for the Description above; for example, REG
and TIPS.
• Imported Pay Code - Corresponding imported pay code for the prism pay codes, for example,
Regular and Tips.
• Hours/Units - Corresponding Hours or Units worked for each pay code noted above; for
example, 40 and 1.
• Amount - Corresponding earnings for each pay code noted above; for example, 1,750.00 and
250.00.
• TOTALS - Totals for earnings noted above; for example, 2,000.00 (1,750.00+250.00)
• EMPLOYEE DEDUCTION/TAXES section contains the following columns:
• Description - Employee Deduction or Tax description; for example, Federal Income Tax and
Medicare. Employee Deductions/Taxes typically include as applicable State Taxes, Federal
Income Tax, Medicare, Social Security and other deductions; for example, Christmas Club, and so
on.
• Prism Code - Corresponding Prism Code; for example, 00-10 and 00-11.
• Imported Pay Code - Corresponding Imported Code.Payroll Administration Guide © 2026 PrismHR 212 Chapter 4 Import Processing
• Amount - Corresponding Amount of deduction or tax; for example, 100 and 62.
• TOTALS - Total amount of deduction and taxes for the employee; for example, 162.
• EMPLOYEE CONTRIBUTION/TAXES section contain the following columns:
• Description - Employer Deduction/Contribution or Tax description; for example, FUTA and
Medicare. Employer Contribution/Taxes typically include as applicable State SUTA, FUTA,
Medicare, Social Security, Safe Harbor Type 1, HSA Match etc.
• Prism Code - Corresponding Prism Code; for example, 00-17 and 00-15.
• Imported Pay Code - Corresponding Imported Code.
• Amount - Corresponding Amount of deduction/contribution or by employer tax; for example, 98
and 59.
• TOTALS - Total amount of deduction and taxes for the employee; for example, 157.
An Inline Grid displays the first twenty voucher numbers on the screen. If there are more than twenty
vouchers in the check import batch, click the arrows in the bottom-right of your screen to navigate and
view them. The vouchers are sorted by employee last name and then employee first name in an
ascending order.
• Voucher Number - shows the Payroll Voucher number. Click the voucher number to view the
employee payroll voucher in a modal. You cannot edit any values on this Payroll Voucher screen.
You can navigate to the various tabs on the Payroll Voucher form for further details on this
employee payroll voucher. Click Cancel or Close to exit the modal.
• Name - shows the Employee Name for each of the corresponding payroll vouchers for this check
import batch. The employee name is shown in Lastname, Firstname format.
• Employee ID - shows the Employee ID for each of the corresponding payroll vouchers for this check
import batch.
• Hrs/Units - shows the hours/units worked by the employee for the corresponding payroll vouchers
for this check import batch.
• Gross Earnings - shows the gross earnings for each of the corresponding payroll vouchers for this
check import batch.
• Federal Tax Pay - shows the federal taxable pay for each of the corresponding payroll vouchers for
this check import batch.
• Deductions - shows the total deductions for each of the corresponding payroll vouchers for this
check import batch.
• Taxes - shows the total taxes for each of the corresponding payroll vouchers for this check import
batch.
• Net Pay - shows the net pay for the employee for the corresponding payroll vouchers for this check
import batch.Payroll Administration Guide © 2026 PrismHR 213 Chapter 4 Import Processing
Import Complete This is the last screen of the check import wizard. This screen provides a summary information of this completed check import batch. • The Import Complete option on the steps indicator at the top is highlighted to indicate that you are on this screen. • You can only access this screen from the Calculate Taxes screen. • You cannot find this screen using the normal search function. • You cannot save this screen to your Favorites.
Note: Client Access Group security is enabled on this form.
You can access this screen after finalizing and posting this import check batch. The system creates tax journal entries for the imported vouchers and the vouchers are reported via the Master Tax PTS file. On this screen you can view the following information summary for the check import batch that you have just completed in a tabular format.
Field Description
Batch ID Batch ID of this completed check import batch.
Name Name of this completed check import batch.
Client Client ID and Client Name in the format “ID - Name” (for example 102 -
Reliable Construction).
Note: If there are multiple clients, only the client IDs displays.
Date Completed Date when this check import batch is completed.
Processed by User Name of the user who has completed processing of this check import batch.Payroll Administration Guide © 2026 PrismHR 214 Chapter 4 Import Processing
Field Description
Total Checks Total number of checks contained in this completed check import batch.
Imported from File The number of checks in this completed check import batch out of the total
number of checks that were imported from a file. If all checks for this import
batch were entered manually, then this field shows 0.
Entered Manually The number of checks in this completed check import batch that were
manually entered. If all checks for this import batch were imported from a
file, then this field shows 0.
Total Net Pay The sum of Net Pay of all the checks contained in this check import batch.
Checks Not Imported A link to the spreadsheet containing the checks marked as "Not Importing"
in a .csv format. The file name will be in the format of <Batch Name> - Not
Imported(<Number of Checks not imported>).csv for example ArrowTech -
Not Imported(2).csv. If there no checks that are not imported, then it will
display "-".
Reports (CSV) You can click the drop-down beside the Download Reports link to display
the following links to reports for the corresponding completed Batch ID:
• Original Import File - Click this link to download the check import file
used for this batch in a .CSV format. If this batch is only for manual
check entry where a check import file is not used, this link will remain
inactive.
• Checks not Imported - This link will only be active if there are checks
that have not been imported. The number of checks not imported is
displayed here. Click this link to download the Checks not Imported
Report in .CSV format.
• Voucher Summary Report - Click this link to download the Voucher
Summary Report for this batch in a .CSV format.
• Total Taxes Report - Click this link to download the Total Taxes Report
for this batch in a .CSV format.
• Voucher Details Report - Click this link to download the Voucher Details
Report for this batch in a .CSV format.
Note: The reports that display after clicking Download Reports
automatically default to all clients in the check import batch for completed
imports when you view them in the downloaded output.Click Done to return to the Managing Batches for Check Import Process screen. This completed check import batch is now listed under Past Imports. If an import file was used for this check import batch, then the link to the import file is also provided here.
Payroll Administration Guide © 2026 PrismHR 215 Chapter 4 Import Processing
Posting External Third Party Checks Journal Use the External Third Party Checks Journal Post form to download an export file that can be used to import third party check information to an external G/L system.
Note: This form does not use Client Access Group Security.
To access the form, click Back Office. Under Operations|Action, click External Third Party Checks Journal Post.
To post the External Third Party Checks Journal: 1. Select a Days Back option to display only the journal data pertaining to that selection, such as 1 Month (default), 2 Months, 3 Months, or 1 Year, or select Show All to display all data. 2. If you want to select: • All transaction dates, select the Select All checkbox in the header row. • Specific transaction dates, select the individual checkboxes beside each of the transaction dates. 3. Click Process Batch. A message displays asking you to confirm posting all selected entries. Do the following: • Click Yes if you want to post all the selected entries. A job progress window appears building the external journal posting file. Click Close to close the job progress window once the process is complete. The COMBINED.JOURNAL.POST_xxxxxxxxx zip file is downloaded to your system. • Click No if you are not sure. Redo the process.
Note: Click Cancel to undo all the transaction date selections.
Performing Slavic 401K Imports You can upload a retirement plan’s database file and import its contents using the Slavic 401K Import form. After a successful import, the process updates employee deferral changes.
Using the Slavic 401K Import Form Use the Slavic 401K Import form to import data from an uploaded database file.
This form consists of the following fields:
Payroll Administration Guide © 2026 PrismHR 216 Chapter 4 Import Processing
Fields Description
Plan ID Select the Plan ID. After selecting the ID, the system displays the following message: If no Match eligibility rules are found, the Import defaults the “Eligible For Match” field to Y and uses the effective date for the “Match Starts On Date”. If it finds a “Match Starts On Date” less than the effective date, it will set the “Eligible For Match” field to Y and it will use the effective date. Loan Payment Cycle Select one of the following loan payment cycles: • Per Pay Period (default): Loan payment cycle will be paid per pay period. • Monthly: Loan payment cycle will be paid in monthly increments. (This payment cycle can only be selected for new enrollments.) Note: If you select the Monthly loan payment cycle option, observe the following: • The loan payment cycle option automatically reverts to the Per Pay Period option when the employee has an existing retirement enrollment record. • If you are creating a new retirement enrollment, then the record reflects Monthly as the loan payment cycle option; therefore, the loan period entered from the import is honored. • If this is an existing record, it retains the original loan payment cycle value. If the original value was set to Monthly and the import runs with that option set to Per Pay Period, the original value remains set to Monthly.
Carry Forward Existing Deselecting this field prevents the system from carrying forward Amounts if NOT in the existing amounts during the import process. (Note: This field is Import? selected by default.) Data Filename File you uploaded for import, which must be in .csv format, displays in this field. (The filename displays after completing Step 1 in the Import process.) Error Count Total number of errors after the file imports. Any errors encountered during the process display in the window below this field. Imported Records Number of records imported.
Payroll Administration Guide © 2026 PrismHR 217 Chapter 4 Import Processing
Fields Description
Error Message Displays the error occurred during import process.
Note: While performing the Slavic 401K import process, the following
validations has been added with regard to the prohibit deductions on the
Retirement Plans form: • On the Retirement Plans form, if the Prohibit
Deductions is checked for the Employee Deferral Deduction Code or the
Employee Catch-up Deduction Code for the indicated retirement plan and
the employee election reflects type D in column D of the import file on
the Slavic 401K Import form, then during the import process, an error
message, “Deferral type prohibited by plan setup, cannot import row
Uploading/Importing a Retirement Plan Clicking Start Import in the Slavic 401K Import panel uploads a retirement plan’s database file and import its contents.
Before You Begin Before you start this process, ensure your database file is set up as follows: 1. Set up an Excel spreadsheet with the following columns: • Column A: Company ID • Column B: Social Security Number formatted as a text field without dashes; for example, 111223333 • Column C: Effective Date in MM/DD/YYYY format • Column D: Deferral Type specifying D as “Pre-Tax” or R as “After Tax” • Column E: Contribution Type specifying 1 as “Flat Amount” or 2 as “Percent” • Column F: Amount specifying Populate if Contribution Type = “1” (no commas) • Column G: Percent specifying Populate if Contribution Type = “2” 2. Do not include a header row. 3. Save the file in .csv format. Also, ensure the employee is employed by the client and enrolled in the retirement plan you want to import.
Payroll Administration Guide © 2026 PrismHR 218 Chapter 4 Import Processing
Uploading/Importing a Database File To upload a database file in .csv format and import its data, do the following in the Slavic 401K Import panel: 1. Click Plan ID and select the appropriate ID. A dialog displays as described in the table above. Click OK to close the dialog. 2. Click the Loan Payment Cycle option. 3. Click Start Import to upload a database file, then click Choose File and browse to the file. Click submit. 4. The data file imports and a confirmation dialog displays. Click Close. 5. The imported data filename displays in the window, along with any errors encountered. 6. Click Clear to remove information from the window and repeat the process for another retirement plan, or click Close to close the form. The import process accepts Post-Tax Elections (P) in the import file as well. Please note the following while importing new retirement plan elections on this form: l You can now import elections for Post Tax deferral types when Post Tax elections are not prohibited by the Retirement Plan setup. l You can now import elections for standard pre-tax deferrals when Employee Catch-up Deduction Code is
flagged as prohibited. Please note that no Catch-up amount for pre-tax elections are recorded.l You can now import elections for Roth deferrals when Roth Catch-up Deduction Code is flagged as
prohibited. Please note that Catch-up amount for Roth elections are recorded.l However, you cannot import elections for Post Tax deferral types when Post Tax elections are prohibited
by the Retirement Plan setup.Payroll Administration Guide © 2026 PrismHR 219 Chapter 5 Other Processing
Chapter 5 Other Processing Special situations are handled by specific features. These features enable you to make the adjustments needed for processing unique and temporary payroll situations. Be sure you fully understand the implications of using these features.
Calculating an Employee's Pay 220
Net-to-Gross Calculator 223
Tracking Payments to Employees 225
Creating and Deleting Invoices for Miscellaneous Charges 228
Miscellaneous Charges 230
Reprinting Payroll Checks 231
Reprint Garnishment Checks 233
Performing Employer Reassignment 234
Regenerating ASO Client Accounting 235
Recalculating Workers Compensation for a Payroll 236
Managing Pending Payday Notifications 237
Identifying Gross Pay/Negative Hours Less Than Zero 238
Processing Pay On-Demand Payments 240
Deleting Imported Vouchers 251Calculating an Employee’s Pay You can calculate the pay for an employee using the Pay Check Calculator form. Note: The Pay Check Calculator form uses either the Deduction Period or manually-entered deductions in the Deductions panel when calculating taxable amounts, but it does not do both. For example: • If the Deduction Period is set, the system ignores manually-entered entries in the Deductions panel for taxable wage calculations.
Payroll Administration Guide © 2026 PrismHR 220 Chapter 5 Other Processing
• If the Deduction Period is blank, the system recognizes manually-entered deductions for taxable wage calculations. One example for using this form is when the client does business in a state where the law requires that the employee receive a final check upon termination. You can calculate the net amount of the check after all taxes and deductions. Important! PrismHR strongly recommends that you communicate any pay check calculations and final employee check distributions with your payroll departments as soon as possible to ensure that all payroll process issues are taken into account.
Note: To restrict user access to only the calculation function, open the appropriate User Role and set the form access to Inquiry. Users with that user role will be able to perform calculations but cannot create vouchers or checks.
Use the Net Pay option in the Calculation Type to calculate the net pay for the employee. This does not initialize a voucher; use it to simply calculate the employee’s net pay amount; see Calculating Net Pay below.
Calculating Net Pay Using the Pay Check Calculator, you can calculate the net pay for an employee. This does not initialize a voucher; you would use it to calculate the employee’s net pay amount.
To calculate net pay: 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 Pay Check Calculator panel displays the employee’s ID, name, and standard pay period (pay group). 2. Select the Deduction Period that applies to the check, if any. Recurring deductions for that period display in the Deductions panel after you enter hours or amounts in the Gross Pay panel.
Payroll Administration Guide © 2026 PrismHR 221 Chapter 5 Other Processing
Note: The Shift and Project drop-downs display up to 1000 codes. If the code you need is not in the drop- down, click the link at the top of the column to search for the appropriate code.
• Enter the Hours/Units to be paid.
• The Pay Rate defaults from the employee’s information, but you can edit it if appropriate.
The system calculates and displays the Extended Pay.Note: The system pulls the deductions from the employee’s Recurring Deductions record. If a new deduction is not yet included in that form, it is not listed here.
The Deductions panel lists the employee’s deductions associated with the selected Deduction Period, if any, after you enter gross pay. You can make any edits and additions as needed, otherwise continue to the next step. Each existing Deduction displays, as well as the Deduction Amount Calculated. If you need to enter or edit deductions: • Select the Deduction, if needed. • Enter an amount in Deduction Amount Entered to apply an amount for a new deduction or change the amount for an existing deduction. If you override the deduction amount, the Deduction Amount Calculated value changes to reflect the override amount you entered. If you edit 401(k) or Section 125 deductions, the tax amounts adjust to reflect the new sheltered earnings.
The Taxes panel displays the taxes to be deducted from the employee’s paycheck after you enter gross pay.
The Pay Summary panel displays the totals from the other panels and the calculated net pay.
Payroll Administration Guide © 2026 PrismHR 222 Chapter 5 Other Processing
Net-to-Gross Calculator The Net-to-Gross Calculator is helpful when you are calculating special bonus checks or duplicating a check that has been issued manually by the client. The calculator computes the gross amount that, after taxes and deductions, results in the amount of the check. For example, without the calculator, you might issue a check for a net amount of $100.00 and then guess at the gross amount, estimate the appropriate taxes, and then continue to recalculate and rerun the numbers until the guessed gross amount is accurate (or close enough). Using the Net-to-Gross Calculator, you enter the amount of the check that the employee will receive or has received and select the deduction period that should be included in the calculation, if any. The system performs a reverse calculation to determine the exact gross amount that, with taxes and deductions, ends up with the net payment of the target amount.
To use the net-to-gross calculator: 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. This is the person receiving the check. 2. Enter the Pay Date for the check issue date. This must be after the last processed payroll batch pay date. If this payment should be attached to a batch (such as an Other Payments Batch), enter the pay date of the batch. 3. Select the Voucher Type: Regular, Vacation, or Supplemental.
Payroll Administration Guide © 2026 PrismHR 223 Chapter 5 Other Processing
Select the correct Pay Period that applies to the payment. The system calculates taxes based on the pay period. If you select a different pay period than should apply, the calculated taxes will not match the taxes on the initialized voucher, which results in a voucher without an even net payment amount.
If appropriate, use the Deduction Period to indicate the deduction period that the system should use for calculating standard deductions, benefits, and garnishments. Do not select a period if you do not want to include those in the calculation. (The deduction period does not apply to the supplemental voucher type.)
The Estimated Periods Remaining is important for calculating amounts such as FSA or HSA contributions. It is the number of benefits deduction periods remaining, and the system calculates the default value based on the next scheduled regular batch. Edit the value only as needed.
If appropriate, select the employee’s Work Shift. If the work shift code has a differential that is included in the pay code, the calculator uses the differential in the gross pay calculation. If not, you do not need to select anything.
Enter the appropriate Pay Code. The pay code must apply to the selected voucher type. If you want to add this payment to an Other Payments Batch, you must enter a pay code with a fixed pay calculation.
The Payroll Number defaults to the next regularly scheduled payroll batch for the selected employee. If you want to use a special batch, such as one for bonuses, you would first create one in Payroll Control and then enter that batch number in this field. Note that the system only adds the voucher to the specified payroll batch if you select the Write Batch checkbox after getting the calculation results.
Enter the Target Net Pay amount, which is the final net payment amount of the check.
Press Tab. The system runs the calculations and displays the results.
Review the gross pay amount, deductions, tax withholding amounts, and so on. • If you want to use the Net-to-Gross Calculator to make a payment to the employee within a regularly scheduled payroll batch, select Write Batch and then click Save. The system tells you the number of the batch where the payment is included. This option does not add the payment to a manual or special batch. • If the regular payroll batch that you want to include the payment in is still in time sheet entry status, the system adds it to the payroll. • If the regular payroll batch that you want to include it in has been initialized (calculated), then the payroll processor needs to recalculate the payroll to include the payment.
Payroll Administration Guide © 2026 PrismHR 224 Chapter 5 Other Processing
• Because other changes could occur to the employee’s record that would affect the results of this
payment (for example, changes to deduction amounts or tax withholding information), the payroll
processor should review the results of the payment amount to ensure that the results are the same.• If you used the calculator only for estimation purposes, click Clear. To remove an item in the Net-to-Gross Calculator, go to Payroll|Change|Batch Payments. Find the item that you want and click Delete.
Tracking Payments to Employees Use the Manual Check Entry form to track a payment made manually by the client to an employee. The manual check process generates a voucher that the system includes in the client’s next payroll batch, then updates the payroll registers when the payroll processor posts the batch. After completing a manual check entry, you can create a zero-dollar, non-negotiable pay stub by accessing the voucher from either the Process Payroll form or the Employee Voucher form. (This feature is only available for new payrolls, not previously processed payrolls.)
Payroll Administration Guide © 2026 PrismHR 225 Chapter 5 Other Processing
Note: Only service providers are allowed to select a bank account number in the Bank Account field, so this field does not display for Worksite Managers and Worksite Trusted Advisors. Instead, the bank account number defaults to 999 in the background when WSMs and WTAs are processing this form.
To track payments to employees, do the following: 1. Click New to create a new manual check entry, or enter or select the Reference number to view an existing entry. This is a unique internal identifier, and not the same as the check number. Note the following: • If you edit an existing manual check entry, you can click the Show Details button to see the voucher information, which consists of the pay summary, deductions summary, and tax summary, along with the gross pay, deductions, taxes, and net pay. • If you enter or select an existing manual check entry that was created by processing a backdated leave request, the Backdated Leave Request attribute displays in the upper-right corner. (This is helpful in determining whether a manual check entry is for a backdated leave request.) 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. Enter the Check Date. The default is the current date. When your organization processes the payroll that includes this check, the pay date on the manual check voucher will be set to the date as the payroll batch for tax liability purposes. The period start and end dates remain the same. 4. The system populates the Voucher number. 5. Select the Voucher Type that was issued to the employee: Regular, VOID, or Supplemental. 6. Enter the Bank Account from which the check was drawn. If you select an account that will not credit the client back for the amount of the net check, the system warns you and gives you the opportunity to change or confirm the account. 7. Enter the Check Number that the client issued to the employee. Note: When working with existing manual check entries, you can update the check number if it is still in Pending status. (This option is not available if the entry is in Initialized or Posted status.) 8. Enter the amount of Tip Gross Receipts to record if you require allocated tip calculations. 9. Select a Pay Period to use in calculating taxes for the pay amount: Weekly, Biweekly, Semi-monthly, Monthly, Quarterly, or Annually. The system uses the default value of the employee’s pay group. 10. Select the Deduction Period for which the system should calculate standard deductions and benefits. If you do not select a deduction period, the system does not include any standard deductions. 11. Enter the Work Shift applicable to the payroll voucher, if any. 12. Enter the Period Start Date. 13. Enter the Period End Date.
Payroll Administration Guide © 2026 PrismHR 226 Chapter 5 Other Processing
Enter the pay in the Gross Pay panel: • Enter the Pay Code. The Pay Description displays. • To allocate wages, enter or select the Location, Department, Division, or Position. Note: The system only displays the fields as defined in the user’s access record. If you select a field, a list of available selections displays. You can refine this list to search for a particular item. Note: If there is an existing home assignment for the employee recorded on the Employee Details form’s Work tab, the system automatically pulls it into these fields. You can change these settings by making new selections in these fields. • Enter the Hours/Units Paid. • The Hours Worked defaults to either the same as the hours paid or zero, depending on whether the pay code is used to pay productive work. You can edit the Hours Worked as needed. • The system calculates the default Pay Amount based on the calculation rules for the pay code. You can override it as necessary.
In the Deductions panel, enter any voluntary deductions that should be removed from the check in addition to those for the Deduction Period. Note: You can add voluntary deductions to the manual check entry if those voluntary deductions are listed on the employee’s recurring deductions or when the deduction period is blank. (This allows you to enter voluntary deductions directly in the Manual Check Entry form. However, the system does not pull recurring deductions into the manual check.) • Enter the Deduction Code. The Description displays. • Enter the Deduction Amount.
Click Calculate Totals. The system calculates the taxes for this check, then displays the amounts in the Calculation Results form. For example:
Review the results. If the taxes are not correct, edit the amounts in the Tax Wthld Amt column. Note: You can enable the DISABLE-MANUALCHK-TAX-EDIT-WSM custom feature code to prevent worksite managers and worksite trusted advisors from editing taxes in the Tax Wthld Amt column on the Tax Calculation Overrides form, which is accessible after calculating the totals in a manual check entry. (Service
Payroll Administration Guide © 2026 PrismHR 227 Chapter 5 Other Processing
providers can continue to edit taxes in the Tax Wthld Amt column even if this custom feature code is
applied.)WARNING: Once you save the check, you cannot recalculate it. Be sure it is correct before saving. If the check was not correct, delete it and enter a new check.
Creating and Deleting Invoices for Miscellaneous Charges Use the Miscellaneous Invoice form to create an invoice for stand-alone, miscellaneous charges. You can also delete pending records (those records that have not been processed) and process locks using this form.
To create an invoice for miscellaneous charges, do the following: 1. Enter the Bill Date for this invoice. 2. Select Suppress ACH if this invoice should not follow ACH rules established for this client. 3. For each event code: • Select the Event Code to bill. The Description displays. • Enter the units and rate to bill, or the total amount: Enter the Billing Units and Bill Rate. The Amount To Bill populates automatically. Enter the Amount To Bill. Typically, you would enter Billing Units of 1, and then the Bill Rate populates with the same value as the Amount To Bill. • Enter the Location code. This is required for sales tax calculations. (Note: If the client is set to ACH by Location, you must enter a Location code.)
Payroll Administration Guide © 2026 PrismHR 228 Chapter 5 Other Processing
• Enter the Division, Department, Shift, or Project information, as appropriate. (Note: If the client is set to
ACH by Division, you must enter a Division code.)
• Enter the Cost.
• Enter a Comment that explains the invoicing of the event code.Note: If the client is set to ACH by Location or ACH by Division and has missing or incomplete banking information, an error message displays and will not allow you to save the invoice. (You must review the client’s ACH setup and make the appropriate updates.)
Importing Miscellaneous Invoices Data You can access the Miscellaneous Invoices import template in the Data Import Tool from this form to import
stand-alone, miscellaneous charges data by clicking Import . The Miscellaneous Invoices import template option and its tabs/fields automatically display.
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 Miscellaneous Invoices import template option. Note the following when importing Miscellaneous Invoices data: • Users whose user role is set to DENY for the Miscellaneous Invoice form cannot import data using the Miscellaneous Invoices import template and subsequently, the Data Import Tool icon will not display on this form. • Users whose user role is set to FULL or INQUIRY for the Miscellaneous Invoice form, but whose user role is also set to DENY for the Data Import Tool cannot view the Import icon on the Miscellaneous Invoice form. • Users whose user role is set to INQUIRY for the Miscellaneous Invoice form can view the Miscellaneous Invoices import template for Miscellaneous Invoice, but cannot import data. • Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company. • You can group the lines into one invoice if they are for the same client and date and are in consecutive lines in the file. However, if there are records for the same client and date that are not next to each other in the input file, the system does not group them in the same invoice because the program processes the lines one at a time.
Deleting Pending Records To delete pending records (those records that have not been processed) and process locks, do the following: 1. With a pending record displaying in the Miscellaneous Invoice form, click Delete.
Payroll Administration Guide © 2026 PrismHR 229 Chapter 5 Other Processing
Receiving a Miscellaneous Invoice Notification After a Miscellaneous Invoice is complete and the Client Control for Payroll Finalization Notification is set to Email, the system notifies the user at the email address indicated in the Payroll Finalization email that the invoice is complete and displays the invoice. Note: The system sends the Payroll Finalization email to worksite managers and worksite trusted advisors designated with the Payroll Approver Human Resource Role on the Users form, including any email addresses listed in the Additional Notification Emails panel on the Control tab in the Client Details form (the Additional Notification Emails panel displays when you select the Email option).
Miscellaneous Charges Use the Miscellaneous Charges form to enter information into the Adjustments column of the Profitability Report.
WARNING: Once you save a Miscellaneous Charge, you cannot edit or delete it. Be sure the information is correct before saving.
To submit this form, do the following: 1. Enter the invoice Bill Date. 2. Enter the Bill Code. The bill code Description displays. 3. Enter a Comment for this charge. 4. Enter a Cost amount, if appropriate. 5. Review the information for accuracy. 6. Click Save.
Payroll Administration Guide © 2026 PrismHR 230 Chapter 5 Other Processing
Reprinting Payroll Checks Use the Reprint Payroll Checks form to reprint and rebuild payroll checks. Security • Uses Client Access Group security. • Worksite managers, worksite trusted advisors, and service providers can access the form. For example:
Note: To turn off a service provider’s, worksite manager’s, or worksite trusted advisor’s access to the Reprint Payroll Checks form, set their access level to Inquiry or Deny in the User Roles form and click Save. (After making this update, you must refresh your browser for it to take effect.) For example:
To reprint payroll checks: 1. Access the Payroll Summary form on the Payroll|View menu, enter or select a Payroll Number. 2. Click the Reports icon ( ) next to the Payroll Number field. The Payroll Reports form displays. 3. Click the Reprint Payroll Checks link. The Reprint Payroll Checks form displays. (You cannot access this form by any other search method.) Note the following: • The Reprint Payroll Checks link is only available for worksite managers and worksite trusted advisors if they are assigned the Payroll - Prints Checks HR Role. (For more information about defining users, see the System Administration Guide.)
Payroll Administration Guide © 2026 PrismHR 231 Chapter 5 Other Processing
• Service providers, worksite managers, and worksite trusted advisors must have Full access to the Reprint
Payroll Checks form to use the Reprint Payroll Checks link and the question mark ( ) on the Payroll
Reports form to reprint payroll checks. (Note: If the user does not have Full access to the Reprint Payroll
Checks form, the question mark ( ) is disabled for all payroll reports.)
• You cannot choose the Payroll Number or Pay Date on the Reprint Payroll Checks form. This is already
pre-filled from what you have selected earlier on the form from where you navigated to the Payroll
Reports form for example the Payroll Summary form or the Recent Payrolls view on the PrismHR
dashboard.In the Check List Type field, select one of the following options: • Checks available in this Payroll Batch: Displays all the checks available in the payroll to reprint or rebuild. • ALL Checks available in this Payroll: Displays all the checks, including zero checks that were part of the original payroll or any direct deposit stubs.
Select the Select All option to select all the checks in this payroll to reprint.
Select the Rebuild option to rebuild the print file to rebuild any of those checks listed. However, you will only need to use this option if the original check was corrupted or you have made any change which needs to be updated in the check, for example, if you have made an update to the employee’s PTO which needs to be updated.
You have the option to select all or specific checks for reprinting or rebuilding. Check the appropriate boxes as necessary against the voucher number.
Click Accept to reprint (from the above screenshot) the two checks. A job progress window displays the processing procedure. Click Close to close the job progress window, which returns to the Payroll Reports form. The job will be listed at the top of the list (see example below). Click the down arrow to open the file.
Click Close to close the Reprint Payroll Checks form.
Payroll Administration Guide © 2026 PrismHR 232 Chapter 5 Other Processing
Reprint Garnishment Checks Use Reprint Garnishment Checks when you need to reprint a garnishment check. While the form allows you to include multiple checks (one per line), each of those must be in the same batch (payroll control number). If you need to reprint garnishment checks in different payroll batches, you must process them separately.
Enter each Garnishment Check# you need to print: • If you know the check number, you can enter it in the table. • If you do not know the check number, click the Garnishment Check# column label to open the search window; see Search for Garnishment Checks by Date Range below. • You can also select all garnishment checks for a specific payroll batch by clicking the Reprint Payroll Control# button; see Search for Garnishment Checks by Payroll Batch on the next page.
Once you have entered all of the garnishment check numbers you need to reprint, click Process. The system displays the Reprinting Garnishment Checks form. When the process is complete, the Close button enables.
Click Close.
Search for Garnishment Checks by Date Range If you clicked the Garnishment Check# link to search for the checks that you need to reprint, the Select Garnishment Checks search opens.
Payroll Administration Guide © 2026 PrismHR 233 Chapter 5 Other Processing
If you want, you can limit the search to a particular employee. 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.
Enter the Starting Check Date and Ending Check Date.
Click Run. Any checks that match the criteria display in the Select Garnishment Checks list. (If no checks match your search criteria, a message informs you that no items were selected. Return to step 1 of the reprint garnishment checks procedure.)
Choose the garnishment check that you want to print by selecting the checkbox. You can select only one check.
Click Accept. Continue with step 2, above.
Search for Garnishment Checks by Payroll Batch If you clicked the Reprint Payroll Control# button to search for the checks that you need to reprint, the Batch Number Entry search opens.
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.
Payroll Administration Guide © 2026 PrismHR 234 Chapter 5 Other Processing
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.
Regenerating ASO Client Accounting You can regenerate an ASO client’s accounting for a payroll batch. You would do this if you need the file for any reason. Typically, this would be after someone edits the ASO client’s G/L setup and you need to update the allocations of the previously posted payroll data with the new G/L data.
Report and Download • To print the accounting report, click the Reports menu and select Payroll|Reports > ASO Client Payroll Accounting Journal Detail Report. • To create the download file, click the Reports menu and select Payroll|Reports > Create Client Accounting Download.
Payroll Administration Guide © 2026 PrismHR 235 Chapter 5 Other Processing
Recalculating Workers Compensation for a Payroll
Recalculate Workers Compensation (WC) with the Recalculate Work Comp for Payroll form when changes have occurred to a client’s WC carrier, or when accrual rates were not updated before payroll was posted. This process recalculates WC accrual for a single payroll and updates payroll vouchers and employee WC registers. PrismHR includes a process to recalculate WC taxes in payroll vouchers. Taxable and tax amounts are recalculated, and other WC parameters on pay vouchers are updated, such as WC policy and rate. All the steps originally used to assign values for WC are employed when a voucher is initialized, but current settings are used. This provides a way to correct values that were set up incorrectly for WC when a payroll batch was originally posted. Registers do not need to be rebuilt after running this process, because they are automatically updated when the vouchers are processed. This process recalculates WC accrual (cost) values and does not impact billing. The rates in effect on the voucher pay date are used. This utility will not change employee information set up in Employee Details, but will only change WC cost numbers on reports run from Operations Management. This data will not flow through to the profit report.
Note: This form does not use Client Access Group Security.
To recalculate workers compensation for a payroll: 1. Click Payroll. 2. From Payroll|Action, select Recalculate Work Comp for Payroll. 3. Choose a payroll from Select a Payroll. 4. Click Recalculate. The system asks you to confirm this step. 5. Click Yes.
Workers Compensation is then recalculated using the current values of these parameters:
l JOB.CODES (Job Master Classification)
l JOB.CODE.MASTER (Work Comp Class)
l EARNING.CODES (Factor, WC Taxable, Pay Class, Rate Class, Comp State)
l CLIENT.MASTER (W/C Policy, Work Location based W/C Clac?, Service Type)
l WC.RATES (Gross Rate)
l WC.POLICIES (Suppress G/L Accrual, Suppress Tria Premium, Rate Template)
l WC.MODS (Use override rates)
l STATE.CODES (W/C Wage Basis, W/C Wages Sheltered, Week ends on Day, Rate/Hundred)
l LOCATION.CODES (W/C Policy, Work Comp State)Payroll Administration Guide © 2026 PrismHR 236 Chapter 5 Other Processing
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.
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.)Payroll Administration Guide © 2026 PrismHR 237 Chapter 5 Other Processing
Field Description
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).Identifying Gross Pay/Negative Hours Less Than Zero The Negative Pay Report, available from the Payroll|Report menu, allows you to generate a report that lists all employees whose gross pay is less than zero or have negative hours. (This might occur as an adjustment mechanism for the client.)
Payroll Administration Guide © 2026 PrismHR 238 Chapter 5 Other Processing
To run this report, do the following: 1. Select Negative Pay Report in the Reports menu under Payroll|Report. 2. Enter or select the Payroll Number. 3. Click Run. During a short delay, the system builds the data. (Note: If you enter or select a Payroll Number and no gross pay amounts less than zero are found, a confirmation message displays, “No items to print on this report.”) The report only displays those employees who have negative hours or a negative gross pay entry, sorted by the net ascending hours. For example:
Note the following about this report:
• You can run this report after doing the timesheet entry.
• The shaded lines display the sub-total net hours for each employee, but these sub-totals cannot be
exported to Excel output.
• Employees with net positive hours might display in this report.
The report columns are:
Column Description
Emp ID The ID associated with the employee.
Name The employee name associated with the negative gross pay.
Pay Code The pay code associated with the employee.
Location The location associated with the employee.
Project The project associated with the employee.
Date The pay date associated with the employee.
Pay Amt The negative pay amount associated with the employee. (Note: This could
also be a positive pay amount, if an employee has both negative and positive
pay entries.)
Hours The negative hours associated with the employee. (Note: This could also be
positive hours, if an employee has both negative and positive pay entries.)Payroll Administration Guide © 2026 PrismHR 239 Chapter 5 Other Processing
Processing Pay On-Demand Payments Using the Pay On-Demand feature, you can pay employees in real time without having to wait for an ACH transaction. This process uses pay cards to pay employees off-cycle for instant payment. The most common uses for this feature are: • Paying someone quickly for hours missed • Paying a terminated employee’s wages on the same day they are terminated To generate a file for processing payments, use the Pay On-Demand Processing, which is available on the Operations|Action menu. For example:
Note: Only service providers can run pay on-demand files to pay employees. However, worksite managers are also allowed to set up pay on-demand accounts and process pay on-demand payrolls.
Using the Pay On-Demand Feature Perform the following tasks in order when you are ready to use the Pay On-Demand feature:
Task/Guide Description Store employees’ account Use the Pay On-Demand Account panel on the Employee information Details form to store employees’ account information for pay on-demand processing. Payroll Setup Guide Create a manual payroll to use for pay on-demand processing. Mark manual payroll as Pay On- Select the Pay On-Demand option on the Payroll Options form
Payroll Administration Guide © 2026 PrismHR 240 Chapter 5 Other Processing
Task/Guide Description Demand payroll to pay employees on-demand through a manual payroll, where the system places the funding information in a file format for the pay on-demand vendor. Add employees with active Pay When a manual payroll is set to Pay On-Demand, only On-Demand Account on Payroll employees with an active pay on-demand account display in the Control form list when you select an Employee in the third panel on the Payroll Control form. (This also applies when selecting employees using the Quick Load option.) Payroll Processing Guide Process the manual payroll.
Generate pay on-demand file Use the Pay On-Demand Processing form to generate the pay information in a file that can be uploaded to a vendor. Provide the vendor with the Clients are responsible for transferring the generated file to the generated file vendor.
Setting Up Employee’s Account Information Enter the employees’ account information for pay on-demand processing in the Pay On-Demand Account panel on the Deposit tab in the Employee Details form. For example:
Note: An employee might also have this pay card information set up in the Direct Deposit Information panel. However, if they need to use this pay card for Pay On-Demand payments, you also need to enter the account information in the Pay On-Demand Account panel. (The system only uses the account information entered in the Direct Deposit Information panel for ACH transactions.)
Payroll Administration Guide © 2026 PrismHR 241 Chapter 5 Other Processing
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. In this example, the transit number is associated with the rapid! PayCard vendor:
Note: In addition to the Pathward transit number (124085244), the system also pre-populates the Vendor field with rapid! PayCard if you use the Greendot transit number (124303162). Note the following: • Employees are only allowed 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.). • If you complete some of the fields but not all of them and click Save, the following error message displays, “You must complete the Pay On-Demand Account setup on the direct deposit section.” Click OK to continue. • The system records changes made to the pay on-demand account information in the audit log. • Payrolls set to Pay On-Demandignore the settings in the Amounts Excluded from Direct Deposit panel.
Setting Field Security for Pay On-Demand Account Panel Fields In addition, you can set field security for the fields in the Pay On-Demand Account panel by doing the following: 1. Open the User Roles form on the System|Change menu and select the user role. 2. Select Field in the EMPLOYEE.PER*MAINT.DEPOSIT process ID row. The Field Security Maintenance form opens. 3. Click Add and select the Pay On-Demand Account panel fields, which begin with “POD,” then click Accept. The fields display in the Field Security Maintenance form. For example:
Payroll Administration Guide © 2026 PrismHR 242 Chapter 5 Other Processing
Setting Up Payroll Set up employee on-demand payments by selecting the Pay On-Demand field on the Payroll Options form. For example:
Payroll Administration Guide © 2026 PrismHR 243 Chapter 5 Other Processing
Note: To access the Payroll Options form, select Options on the Actions menu in the Payroll Control form. Selecting Pay On-Demand allows you to pay employees on-demand through a manual payroll, where the system places the funding information in a file format for the pay on-demand vendor. Note: Manual payrolls set to Pay On-Demanddo not pay employees using the ACH process. Note the following when using Pay On-Demand: • If you save a manual payroll with Pay On-Demand enabled and then later disable it, the following warning displays:
• If you select Suppress ACH with Pay On-Demand selected, the following error message displays:
Payroll Administration Guide © 2026 PrismHR 244 Chapter 5 Other Processing
Note: This message also displays if you create a manual payroll with Pay On-Demand selected and then
apply a Payroll Option Template with Suppress ACH selected within a timesheet. The error message displays
and the system does not apply the Payroll Option Template.Before Initiating Pay On-Demand Processing When you’re setting up a manual Pay On-Demand payroll, it’s important to note the following: • If you enter employees who do not have a pay on-demand account in their employee record before setting the payroll to Pay On-Demand on the Payroll Options form and click Save, the following error message displays:
In this situation, make a selection as follows:
• Yes: Employees without an active pay on-demand account are removed from the payroll, then you can
click Save again and the payroll will save.
• No: Employees without an active pay on-demand account are not removed, but you cannot save the
payroll. At this point, you must either disable Pay On-Demand or manually remove these employees
from the payroll.
In addition, if you try to disable the Pay On-Demand field on the Payroll Options form after payroll
calculation completes, this field is dimmed and you cannot make this change.• If you apply a Payroll Option Template that is set to Suppress ACH to a manual Pay On-Demand payroll and click Save, the following error message displays:
Click OK to continue, then select a non-ACH Payroll Option Template.Payroll Administration Guide © 2026 PrismHR 245 Chapter 5 Other Processing
Working with the Pay Date When you set a manual payroll to Pay On-Demand, the system automatically sets the Pay Date to the current date since the employee will be paid today (instant payment). For example:
Adding Employees with Active Pay On-Demand Account When a manual
payroll is set to Pay On-Demand, only employees with an active pay
on-demand account display in the list when you select an Employee in the
third panel on the Payroll Control form. (This also applies when
selecting employees using the Quick Load option.) Note: If you enter an
Employee who does not have an active pay on-demand account an error
message displays, “Employee
Payroll Administration Guide © 2026 PrismHR 246 Chapter 5 Other Processing
Reviewing Pay On-Demand Employee Status After you process a pay on-demand payroll, D*PD displays in the Status column on the Banking tab in the Payroll Voucher form for employees whose direct deposit account is set to Pay On-Demand in their payroll control record. For example:
Reviewing the Number of Pay On-Demand Checks Paid You can review the number of checks paid in payrolls that use the Pay On-Demand feature (that is, the payroll type is Manual and the vouchers have the D*PD status) in the Pay On-Demand Count column. This column displays on the Payroll History form, which is available on the Payroll|View menu. For example:
Payroll Administration Guide © 2026 PrismHR 247 Chapter 5 Other Processing
Generating the Pay On-Demand File After you complete the tasks listed above, use the Pay On-Demand Processing form to generate the pay information in a file that can be uploaded to a vendor. (Note: Clients are responsible for transferring the generated file to the vendor.) Note: After generating the file, it remains in the File History, so you can reference this information if there is an issue with the file transfer or if you need to review what was included in the last file.
To generate a file that contains employees set to Pay On-Demand: 1. Select Pay On-Demand Processing from the Operations|Action menu. Note the following: • When you access the Pay On-Demand Processing form, the system locks the form to ensure that other users cannot process the file at the same time. After you click Close, the system unlocks the form and the following message displays:
• If the Pay On-Demand Processing form is locked when you access it, you can clear the lock by selecting
Pay On-Demand Clear Lock on the Operations|Change menu.Payroll Administration Guide © 2026 PrismHR 248 Chapter 5 Other Processing
• File History panel: After generating the file, you can review the data again that displays in this panel.
(After selecting the sort criteria, the vendor's most-recent files display.)Searching for a File After generating a file that you can upload to its vendor, you can view the file’s data again by searching for it using the sort criteria in the File History panel: • File Date: Enter or select the date when the file was run. • Vendor Type: Select the vendor type. (See step 1, above, for more information about the Vendor Type.) Note: The system stores files for up to six months. After making the sort criteria selections, the table displays up to 100 of the vendor’s most-recent files. (If there are more than 100 files, you can use the paging options to scroll through the rest of the files.) The table displays the following information: • Date/Time: Date and time the file was initially run • Created By: User name of the user who generated the file • File Name: Unique name of the file • Vendor: Name of the vendor selected when the file was created • Voucher Count: Number of vouchers included in the file • Total: Net total of the vouchers listed in the table • File: Link that opens the file
Viewing Employees Set Up with Pay On-Demand Accounts You can view which employees have pay on-demand accounts and which of those accounts are active or inactive on the Pay On-Demand Account Report form. To access this form, select the Pay On-Demand Account Report link, which displays on the Pay On-Demand Processing form, under the Related Actions header. (You can also access this report on the Operations|Payroll menu.) For example:
Payroll Administration Guide © 2026 PrismHR 249 Chapter 5 Other Processing
Note the following: • This form uses Client Access Group security. •
Service providers and worksite managers can only view employees who they
are allowed to access. • The Pay On-Demand Account Report link does not
display for users whose roles are set to INQUIRY or DENY for the Pay
On-Demand Account Report form. • If you view the Pay On-Demand Account
Report before clicking Generate File but after selecting a Vendor Type
in the Pay On-Demand Processing form the file generation fails and the
following error message displays, “There were no Pay On-Demand vouchers
to be processed for
Voiding Pay On-Demand Payments Employees who are paid using pay on-demand processing have an invoice amount that is debited on the ACH file. However, if you void the pay on-demand voucher, the invoice amount displays as a credit on the ACH file. Note the following: • If you run the pay on-demand process (that is, you generate a file) and then you complete a void, no changes occur in the history file. • If you do not generate a file and a void occurs, then the system does not include the voucher in the next file creation.
Payroll Administration Guide © 2026 PrismHR 250 Chapter 5 Other Processing
Clearing the Lock on Pay On-Demand Processing Features Do not clear the lock on Pay On-Demand processing features until you have verified that no one at your organization is engaged in processing any Pay On-Demand files. If they are, do not use the Pay On-Demand Clear Lock feature.
To clear the lock: 1. After ensuring that no users are actively working in any Pay On-Demand forms, click Clear Lock. 2. Click Yes to confirm that you want to clear the lock. 3. Click OK.
Deleting Imported Vouchers You can use the Delete Imported Vouchers form to delete vouchers that you imported using the Check History Import process. For example:
Note: This feature is only available for service providers who have access to the payrolls that contain the voucher for deletion.
To delete imported vouchers:
Payroll Administration Guide © 2026 PrismHR 251 Chapter 5 Other Processing
Payroll Administration Guide © 2026 PrismHR 252 Chapter 6 Inquiries
Chapter 6 Inquiries PrismHR provides several inquiry forms to help you review your payroll data.
Listing and Reprinting Employee Payroll Vouchers 253 Listing Details Associated with a Selected Employee Voucher 255 Working with Employee Pay Summaries 265 Viewing Employee SUTA or SDI Tax Deductions 267 Viewing Quarterly Tax Summary 267 Working with Employee Tax Deferral Register 268 Viewing Payroll History 268 Listing Payments in a Payroll 269 Reviewing Paid Vouchers and Invoice Billing Line Item 271 Viewing Billing Voucher Details 271 Viewing Payroll Check Register 275 Reviewing Payroll Journal Data 276 Working with Payroll Notes 277
Listing and Reprinting Employee Payroll Vouchers The Employee Payroll Vouchers inquiry lists the employee’s vouchers for one year and allows you to reprint multiple vouchers at once that have an associated check. For example:
Payroll Administration Guide © 2026 PrismHR 253 Chapter 6 Inquiries
Security • Does not use Client Access Group security. • Worksite managers, worksite trusted advisors, and service providers can access the form.
To list and reprint employee vouchers: 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. (If you had opened an employee record and then selected Vouchers from the Employee Details Actions menu, that employee populates the field by default.) 2. Select a Year; the inquiry lists the vouchers for that year. 3. Click the Voucher# to view the detailed voucher record. (See Listing Details Associated with a Selected Employee Voucher on page 255.) 4. Click the Payroll Number to view the payroll’s voucher details. (See Listing Payments in a Payroll on page 269.) 5. Click Select All or individually select the vouchers you want to reprint, then click Reprint. A PDF displays that contains all selected vouchers, which you can download or print. Note the following: • Service providers, worksite managers, and worksite trusted advisors must have Full access to the Employee Payroll Vouchers form and the Reprint Payroll Vouchers form to use the Reprint option to reprint payroll vouchers. • If you click Select All, the following message displays regarding any vouchers that cannot be reprinted, “Voucher(s) that do not have a check associated have been excluded from the selection.” Therefore, you cannot select the following voucher types for reprint: A, J, void, check import, or any vouchers without an associated check. 6. Click Cancel to clear the form.
Payroll Administration Guide © 2026 PrismHR 254 Chapter 6 Inquiries
Listing Details Associated with a Selected Employee Voucher The Employee Voucher form displays the details associated with the selected voucher. You can see what items were included or omitted from an employee’s paycheck. For example:
Note: You can access this form by selecting a voucher’s link on the Employee Payroll Vouchers form, which displays after you select an Employee.
To list details associated with a selected employee voucher, do the following: 1. Enter the Voucher Number. (If you accessed the voucher from another form, this automatically populates with the selected voucher number.) The basic voucher information displays. Note: The user ID of the person who added a manual check entry or on demand check displays in the Processor ID field. 2. Select a tab to see additional voucher information: • Reviewing Pay Tab Details (page 255) • Reviewing Deductions Tab Details (page 256) • Reviewing Benefits Tab Details (page 257) • Tax Tab (page 257) • Reviewing Accounting Tab Details (page 260) • Reviewing Banking Tab Details (page 261) • Reviewing Time Off Tab Details (page 262) • Reviewing Workers Comp Tab Details (page 264)
Reviewing Pay Tab Details The Employee Voucher Pay tab displays a list of the employee’s earnings included in this voucher.
Payroll Administration Guide © 2026 PrismHR 255 Chapter 6 Inquiries
Pay Tab
If allocated tip information is associated with the employee, you can click the Allocated Tips link at the top right to view it. Allocated Tips
Reviewing Deductions Tab Details The Employee Voucher Deductions tab displays the deduction details associated with this voucher.
Note: Each deduction displays as their own line item on the voucher after payroll processes. (Associated payroll reports also display deductions on separate lines.)
Working with Garnishments If there were any garnishments, you can click the Garnishment link to view details.
Payroll Administration Guide © 2026 PrismHR 256 Chapter 6 Inquiries
Note: This link is only available when the pay voucher is in the initialized state.
Reviewing Benefits Tab Details The Employee Voucher Benefits tab displays the benefit details associated with a selected voucher.
Tax Tab The Employee Voucher Tax tab displays the tax details associated with the selected voucher. For example:
Payroll Administration Guide © 2026 PrismHR 257 Chapter 6 Inquiries
Note: If the employee is subject to Pennsylvania Resident Earned Income Tax, a link displays at the right-hand side of the Employee Tax panel, which you can click to view the PA Resident EIT intermediate tax calculation results. The following information displays:
Panel Column Descriptions Employee Tax • Tax Deduct Code: Distinct system-generated tax code that identifies Federal, State, and Local tax withholding. • Tax Description: Description of the tax deduction code, which you can define and modify in the Tax Deductions form on the System|Change
Payroll Administration Guide © 2026 PrismHR 258 Chapter 6 Inquiries
Panel Column Descriptions menu. When the system generates a new tax, you might want to modify the description. • Exempt Earnings: Any earnings that are considered exempt and excluded from taxable wages. Exempt earnings vary between Federal, State, and Local tax rules, which you can configure in PrismHR. • Sheltered Earnings: Earnings that are a portion of wages not subject to a specific tax. This might vary between Federal, State, and Local tax withholdings. Also, they can reflect multiple types of income deferral including contributions to retirement, section 125 deductions, and other various methods. Refer to your Federal, State, and Local tax laws to determine sheltered earnings for each tax deduction. • Taxable Earnings: Total wages that are considered taxable for the voucher (excluding Exempt and Sheltered earnings). • Taxable Over Limit: Taxable wage limits vary by tax deduction. This value reflects the amount of wages that are over the wage limit and therefore not taxable. • Tax Withheld: Calculated tax amount to be withheld from the employees’ wages based on the taxable wages that are not over the limit. • Tax Basis: Identifies whether the taxable wage type is reported on the Employer (P) or Client Level (C). You can define this setting on the State Rules form, which can be overridden in various ways. Note: There might be scenarios where an employee is paid with both cash and non-cash pay codes and there is not sufficient cash to cover the tax deductions in full, which are listed on the voucher as Uncollected Medicare | OASDI (see Uncollected Social Security and/or Medicare). Filing Status This panel reflects the employee’s tax filing information used to calculate the taxes for the voucher. The information included is listed below: • Tax Authority ID. • Tax Authority Name (Description). • Filing status. • Allowances (if any). • Override type (if any). • When an override is present, the Override amount indicates the value that determines the tax amount in the Employee Tax section of the voucher.
Payroll Administration Guide © 2026 PrismHR 259 Chapter 6 Inquiries
Panel Column Descriptions • Annual pay periods reflect the number of pay periods that calculate the taxable wages to determine the withheld tax.
Employer Tax This panel reflects the accrual tax values as outlined below. Note: Tax Deduction Code|Description|Exempt|Sheltered|Taxable|Taxable Over Limit remains the same as outlined in the Employee Tax panel, although the amounts might vary based on Federal, State, and Local tax laws. You will notice a difference in the tax deduction codes between employee and employer taxes as well. • Tax Accrued: Displays the tax liability amount accrued for the specific tax code. (Many tax rates are configurable in PrismHR.) • Tax Basis: Identifies whether the taxable wage type is reported on the Employer (P) or Client (C|CL) Level. You can define this setting on the State Rules form, but it can be overridden in various ways. When SUTA is reported on the worksite level, the tax basis report displays as CL. Otherwise, Client-reported taxes display as C. • Client Reporting Only: Certain states set SUTA rates on the PEO level, but the PEO is required to report on the Client level. When you select the Client SUTA Report Only option on the State Rules form, the Client Reporting only field on the Employer Tax panel displays Y.
Taxable Billing The Taxable Billing (w/ Shelters) and Taxable Billing (w/o Shelters) panels (with and without display the amounts billed to the client based on the current billing template Shelters) assigned to that client. The billing template allows flexibility in how you choose to bill your client on wages with sheltered earnings. (Refer to the PrismHR Billing User Guide for information on how to use the Billing Templates form to define methods for billing clients.) Taxable Billing (w/ Shelters): Reflects the billed amounts for each tax deduction when the billing template includes the Discount Shelter option. (Sheltered earnings are reduced from the taxable earnings to calculate the bill amount.) Taxable Billing (w/o Shelters): Reflects the billed amounts for each tax deduction when the billing template does not include the Discount Shelter option. Sheltered earnings do not display, and the taxable earnings include sheltered wages to calculate the bill amount.
Reviewing Accounting Tab Details The Employee Voucher Accounting tab displays the accounting details associated with the selected voucher.
Payroll Administration Guide © 2026 PrismHR 260 Chapter 6 Inquiries
Reviewing Banking Tab Details The Employee Voucher Banking tab displays the banking details associated with a selected voucher. Note: Information for the following fields does not display for deidentified employees: • Bank Account • Check Number • Check Amount • ACH Check Account • Void Reason • Transit Number • Account Number • Status • Amount
Understanding Direct Deposit Account Settings The following example displays a voucher for an employee whose direct deposit account is set to Pay On- Demand in their payroll control record, which is indicated by D*PD in the Status column.
Payroll Administration Guide © 2026 PrismHR 261 Chapter 6 Inquiries
One of the following status types associated with the employee’s direct deposit account for the selected voucher displays in the Direct Deposit panel: • DC: Deposit in checking account (“D” indicates deposit and “C” indicates checking). • DS: Deposit in savings account. • DPD: Deposit in pay on-demand account. • DD1, DD2, or DD3: Deposit in deductions account. Note: Click Reprint Check Stub to print the check stub.
Understanding Payroll Voucher Reversal Status The Confirm Pending Reversal field clearly identifies the state of the payroll voucher reversal as Pending, Successful, or Unsuccessful: • Pending: Reversal was placed on hold for confirmation. • Successful: Reversal was successfully executed in the Confirm Pending Reversals form when the user clicked Save, and was finalized in the Employee Payroll Voucher Reversal form. • Unsuccessful: Pending reversal was deleted in the Confirm Pending Reversals form. For example, the following payroll voucher reversal is Pending:
Note the following: • The reason for the unsuccessful reversal displays in the Void Reason field. • The date/time the voucher void was initiated displays in the Void Initiated field. This time stamp matches when users enter or select a Voucher Number on the Employee Payroll Voucher Reversal form and click Accept in the Voucher Reversal Parameters form that displays, after which the system then displays the Processing Voucher Reversal process window.
Reviewing Time Off Tab Details The Employee Voucher Time Off tab displays the time off details associated with a selected voucher.
Payroll Administration Guide © 2026 PrismHR 262 Chapter 6 Inquiries
The following information displays on this tab:
Field Description Time Off Date Date the employee took time off. Time Off Pay Descriptive code that represents the absence type, such as SICK for an employee illness. Leave Reason Details about the employee’s absence. Hours Number of hours employee was absent. Accrual Schedule (taken Time Off accrual schedule for taken time off. For example, PTO for time off) vacation, ILL for sick, or FLOAT for personal time. Year End Date Year end date when employee accrued time off. Accrual Schedule Time Off accrual schedule for accrued time off. For example, PTO for (accrued time off) vacation, ILL for sick, or FLOAT for personal time. Accrual Frequency Accrual calculation that triggers during payroll processing. Accrued Thru Date End date for time off approval. Hours Accrued Number of accrued time off hours. Carry Over Hours Number of carry-over hours in the Time Off register. Next Y/E Date Next date when year ends for employee Time Off accrual.
Payroll Administration Guide © 2026 PrismHR 263 Chapter 6 Inquiries
Field Description Carry Over Exp Date Expiration date for carry-over hours in the Time Off register. Carry Over Hrs Expire Date that carry-over hours expire. Print Flag Indicates the print setting: • 0: Printing is suppressed • 1: Printing is enabled Note the following: • You can setup this option in the Suppress Print Period field on the Time Off Plans form. • If the employee being paid is enrolled in a benefit plan that has a suppress print period, the system suppresses the Time Off details using the 0 (Printing is suppressed) setting until the suppression period has passed.
Reviewing Workers Comp Tab Details The Employee Voucher Workers Comp tab displays the workers’ compensation information for this voucher. For example:
The following information displays on this tab:
Field Description W/C State State where the client’s location is covered by workers’ compensation insurance. W/C Policy Workers’ compensation insurance policy. Policy Year End Date Date when coverage ends under this policy. This is the end of the policy year. Rate Template ID If you use a table-based approach for maintaining W/C insurance rates, enter the appropriate rate template ID. Class Code Workers’ compensation classification code.
Payroll Administration Guide © 2026 PrismHR 264 Chapter 6 Inquiries
Field Description 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 Code. Gross Rate Workers’ compensation insurance premium’s gross rate as a percentage. Basis Pay Workers’ compensation insurance premium’s basis pay. Premium Cost Premium cost associated with workers’ compensation. TRIA Terrorism risk insurance act premium associated with workers’ compensation. Billed Amount billed associated with workers’ compensation. Accrued Amount accrued associated with workers’ compensation.
Working with Employee Pay Summaries The Employee Pay Summary form displays the employee’s payroll register for the selected year and quarter. For example:
Payroll Administration Guide © 2026 PrismHR 265 Chapter 6 Inquiries
Payroll Administration Guide © 2026 PrismHR 266 Chapter 6 Inquiries
To complete this form: 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 Year. 3. Select the quarter in the Select Period field or click the Enter a Pay Date Range checkbox to enable the Start Date and End Date fields, where you can use the Calendar tool to enter the pay date range for the employee’s pay history. The specified Employee Pay Summary displays. 4. Click Cancel when you are finished.
Viewing Employee SUTA or SDI Tax Deductions The Client Tax Register form displays an employee’s SUTA or SDI tax deductions for a specific tax year or quarter.
To access the client tax register: 1. Enter the Employee ID for this client tax inquiry. 2. Select the Tax Deduction Code. 3. Select the Year for which taxes were paid. 4. Select the Quarter in which taxes were paid. The form displays the client tax information in the inquiry form. 5. Click Cancel when you are finished.
Viewing Quarterly Tax Summary The Quarterly Tax Summary provides a breakdown of the tax information required for the Employer’s Quarterly Federal Tax Return.
Payroll Administration Guide © 2026 PrismHR 267 Chapter 6 Inquiries
To view the quarterly tax summary: 1. Access the form by opening the Client menu and selecting Quarterly Tax Summary under Client|View. 2. Select the Year. 3. Select the Quarter.
Note: The data in the screen reflects the current selections. As you choose values, the data populates the form.
Working with Employee Tax Deferral Register The Employee Tax Deferral Register form displays amounts earned by the employee but not received (tax deferred) until a later date. 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 year for tax deferral. The employee’s current tax deferral information displays. 3. Click Cancel when you finish reviewing the information.
Viewing Payroll History The Payroll History form summarizes the history of payrolls for one calendar year.
To view the payroll history: 1. Select the Year.
Payroll Administration Guide © 2026 PrismHR 268 Chapter 6 Inquiries
Select one or more batch types to view; the default is to show All Types.
Select the information you want to view in the Line Chart. The information displays. For example:
Note: The Pay On-Demand Count column indicates the number of checks paid in payrolls that used the Pay On-Demand feature (that is, the payroll type is Manual and the vouchers have the D*PD status). See Processing Pay On-Demand Payments on page 240.
Click a Payroll number to view the Payroll Summary. See Listing Payments in a Payroll on page 269.
Listing Payments in a Payroll The Payroll Summary form lists all payments made in a payroll batch and provides access to individual payroll voucher details.
Payroll Administration Guide © 2026 PrismHR 269 Chapter 6 Inquiries
To view the payroll summary: 1. Enter the Payroll Number. The payroll batch information displays. If you accessed this form by clicking a payroll number, that payroll’s information displays by default. 2. Click to view the Payroll Reports for the payroll batch. This opens a list of all reports included in that payroll, where you can view the PDFs, download files, and other print information. Your system parameters, and possibly settings at the client level, determine the reports included in the payroll. 3. Use the information in the middle panel to look at the voucher information. • If there is more than one page of vouchers, use the buttons on the left to navigate through the pages. • You can also search for an employee name by entering the name in the Search field and then pressing Enter or Tab. To clear the search information, delete the value in the Search field and then press Enter or Tab again. • Click an item under Sort report by to group and subtotal the report by that value, or display the report by employee. In the example above, the table is sorted by Employee, indicated by the green circle . 4. To view detailed payroll voucher information, click the Voucher #. The Employee Voucher information displays. See Listing Details Associated with a Selected Employee Voucher on page 255. 5. Click Cancel when you are finished.
Note: You can also access this data in the Payroll Summary Report by clicking Report at the bottom of this form.
Payroll Administration Guide © 2026 PrismHR 270 Chapter 6 Inquiries
Reviewing Paid Vouchers and Invoice Billing Line Item The Payroll Billing Summary form lists each voucher paid and the billing line item created on the invoice for the client.
Note: You can also access this data in the Payroll Billing Summary Report by clicking Report at the bottom of this form.
Viewing Billing Voucher Details The Billing Voucher Detail form provides a detailed record of each item billed to a client on an invoice. The tabs contain details for the billing line item. • Voucher Tab (page 271) • Workers’ Comp Tab (page 273) • Deductions/Benefits Tab (page 273) • Admin Fees Tab (page 274) • Payroll Tax Tab (page 275)
Voucher Tab The Billing Voucher Detail Voucher tab displays the primary information for the billing voucher.
Billing Voucher Detail The Billing Voucher Detail panel in the Voucher tab summarizes the invoice item billed to a client.
Payroll Administration Guide © 2026 PrismHR 271 Chapter 6 Inquiries
Earning Detail The Earning Detail panel displays a breakdown of employee earnings, which may have been billed to the client. Examples of unbilled items may include flexible spending reimbursements or “repentant” payments.
Miscellaneous Billing The Miscellaneous Billing panel lists miscellaneous Bill Codes that were billed to the client.
Client Accounting The Client Accounting panel lists miscellaneous Client G/L Codes that were billed to the client.
Payroll Administration Guide © 2026 PrismHR 272 Chapter 6 Inquiries
Summary Billing The Summary Billing panel summarizes the Billing Codes that were billed to the client.
Workers’ Comp Tab The Billing Voucher Detail Workers’ Comp tab displays the workers’ compensation charges resulting from an employee payment.
Deductions/Benefits Tab The Billing Voucher Detail Deductions/Benefits tab lists benefit deductions that resulted from an employee payment and were charged to the client invoice. The tab also lists any employee benefit deductions placed into arrears.
Payroll Administration Guide © 2026 PrismHR 273 Chapter 6 Inquiries
Admin Fees Tab The Billing Voucher Details Admin Fees tab lists administration fees charged to the client invoice.
Prove Bundled The Prove Bundled panel displays bundled administration fee details.
Discount Details The Discount Details panel displays the bundled administration fee overbilling details.
Payroll Administration Guide © 2026 PrismHR 274 Chapter 6 Inquiries
Payroll Tax Tab The Billing Voucher Detail Payroll Tax tab lists any payroll taxes paid as a result of an employee voucher that generated the billing item. For example:
The columns are defined as follows:
Column Header Description Tax Type Tax type for the payroll tax.
Description Description for this tax type.
Taxable Amount The net-taxable amount.
Exempt Amount The amount of wages that are exempt from the IRS tax levy. The amount levied will be equal to the disposable income, less the exempt amount. Sheltered Amount Shelters the whole amount from FICA for billing purposes, such as those amounts in Section 125 and 401(k) plans. Tax Amount The withholding amount in aggregate on payroll vouchers. Sheltered Bill Sheltered expenses. Amount Amount associated with this tax type. Tax % Tax percent rate. Over Limit Amount The amount of tax accrued in excess of the federal limit for that tax, for the year. Over Limit Exceeded amount. Accrued Accrued amount.
Viewing Payroll Check Register The Payroll Check Register form displays specific payroll check information from a selected checking account.
Payroll Administration Guide © 2026 PrismHR 275 Chapter 6 Inquiries
To view the payroll check register: 1. Enter the Checking Account Number. 2. Enter the Check Number drawn from the account. The check information displays. 3. Click Cancel when you are finished.
Reviewing Payroll Journal Data The Payroll Journal Inquiry form provides a summary of selected payroll batch journal debits and credits.
To review payroll journal data: 1. Enter the payroll Batch Number. The payroll batch information displays. 2. Click Cancel.
Payroll Administration Guide © 2026 PrismHR 276 Chapter 6 Inquiries
Figure 3: Payroll Journal Inquiry
Working with Payroll Notes The Payroll Notes list displays any current payroll notes for the client. For example:
Note: Any notes with an Expires On date before the current date do not display in the list. Also, if a user acknowledges a payroll note, it does not appear in the list anymore. The system deletes notes after a certain number of days, as set in System|Change|System Parameters.
Payroll Administration Guide © 2026 PrismHR 277 Chapter 6 Inquiries
You can do the following with payroll notes: • Use the filters and Find Payroll Notes button in the Filters section to narrow an employee search for the current client. To narrow an employee search, use the following methods: • To search for a specific employee, select Employee, then select Find Payroll Notes. The list re-displays the employee who matches that selection. • To further narrow the search for employees who display in the list, select the Employee Status, Pay Group, Employee Type, or Location Code, then select Find Payroll Notes. The list re-displays the employees who match those selections. Note the following when using the filters: • You can only select an employee from the Employee filter in the list that displays. (You cannot enter an employee name in this filter.) • The Employee Status and Employee Type filters only display if you are allowed to access the current client. • After selecting the Pay Group or Location Code, the pay group’s or location code’s description displays next to the filter. • To view or edit an existing note, click the Ref #. See Maintaining Payroll Notes on page 279. • To create a payroll note, click New Note. See Maintaining Payroll Notes on page 279 • The columns in the table summarize the note information.
Column Description
Employee ID/Employee Name Employee ID and Employee Name display the relevant
information if the note is specific to one employee.
Note Details Note Details provides detailed information.
View Count View Count indicates the number of times a payroll processor has
acknowledged the note.
Display Mode Display Mode indicates whether the note displays One Time (Y),
for All Payrolls (N), or for Scheduled Payrolls (S).
Note: The column displays the data's description, not the code.
Urgent Urgent indicates whether the report is urgent (Yes) or not urgent
(No).
Note: The column displays the data's description, not the code.
Expires On Expires On is the date after which the note will no longer display.
Date Entered/Time Entered The date and time when the note was created display in DatePayroll Administration Guide © 2026 PrismHR 278 Chapter 6 Inquiries
Column Description
Entered and Time Entered.
Entered By Entered By is the user name who entered the note.Note: In addition to accessing this form directly from the Client|View menu, you can also access it from the Actions menu on the Client|Change|Client Details and HR|Change|Employee Details forms.
Maintaining Payroll Notes You can maintain notes that are specific to a company or an employee within a company’s payroll batch on the Update Payroll Notes form. For example:
Note: To access the Update Payroll Notes form, select New Note in the Payroll Notes form, which displays on the Client|View menu. (For help using the read-only version of this form, Finalized Payroll Notes, see Working with Finalized Payroll Notes.)
To maintain notes: 1. The Note Reference # displays the new or existing reference number generated by PrismHR. 2. The Date, Time, and By fields display the information for when the user created the note.
Payroll Administration Guide © 2026 PrismHR 279 Chapter 6 Inquiries
Working with Completed Payroll Notes You can use the Completed Payroll Notes form to review or track previously entered notes that are marked as completed using a date range that occurs within one year. For example:
Payroll Administration Guide © 2026 PrismHR 280 Chapter 6 Inquiries
To search for completed notes by the date they were entered, simply enter or select the Start Date and End Date, then click Submit. (If you are searching for completed notes using a date range greater than one day, it must be within one year.) For example, the following completed payroll notes display for the date range 11/28/2022 through 11/27/2023:
Payroll Administration Guide © 2026 PrismHR 281 Chapter 6 Inquiries
Note: All payroll notes that are past their expiration date automatically move to the Completed Payroll Notes form and display “Expired” in the Completed By column instead of the user who completed the payroll note. After the list displays, you can view the details of an existing completed note by clicking the Ref #. (This information displays in the read-only Finalized Payroll Notes form.) Note the following when working with the Start Date and End Date: • You can only enter dates in date format, mm/dd/yyyy. An error message displays if you try to enter an invalid date, “A valid date is required.” • If you enter an end date before a start date an error message displays, “Must be a valid date range.” • The date range must be no greater than one year. If you enter an invalid date range an error message displays, “Date range entered must be within one year.” • The Submit button is disabled if you click it without entering a date range.
Reviewing the Note Information The columns in the table summarize the note information:
Column Description Employee ID/Employee Name Employee ID and Employee Name display the relevant information if the note is specific to one employee. Note Details Note Details provides detailed information. (Only the first 30 characters of the note display.) Date Entered/Time Entered The date and time when the note was created display in Date Entered and Time Entered. Entered By Entered By is the user name who entered the note. Completed By Completed By is the user name who completed the note.
Working with Finalized Payroll Notes You can use the Finalized Payroll Notes form to view the details of a payroll note that is marked as completed. For example:
Payroll Administration Guide © 2026 PrismHR 282 Chapter 6 Inquiries
Note: To access the Finalized Payroll Notes form, select a Ref # that displays in the Completed Payroll Notes form. (See Working with Completed Payroll Notes on page 280.) This read-only form details the information in the completed payroll note, including who viewed the note. (The last line in the Viewed By section displays the person who completed the note.) Note: For more information about payroll note details, see Maintaining Payroll Notes.
Payroll Administration Guide © 2026 PrismHR 283 Chapter 7 Dashboards
Chapter 7 Dashboards Dashboards are another way to look at employee information.
Total Compensation 284 Turnover Dashboard 285 Payroll Variance Analysis 286
Total Compensation The Total Compensation dashboard displays the total compensation for an employee. For example:
Payroll Administration Guide © 2026 PrismHR 284 Chapter 7 Dashboards
To display total compensation for an employee: 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 Year. 3. Select the Quarter. 4. Click the Refresh icon . The information displays.
Turnover Dashboard Use the Turnover Dashboard to view the company’s turnover information. • Total Employees = the number of employees who worked between the start and ends dates of the report, specifically those who started before the report’s end date and were not termed before the report’s start date • Termed Employees = the employees who have a terminated status with a date that falls between the report’s start and end dates
Payroll Administration Guide © 2026 PrismHR 285 Chapter 7 Dashboards
To display turnover statistics for employees: 1. Enter the Beginning Date. 2. Enter the Ending Date. 3. Select the Category to display. 4. Click and the information displays. • For each Reason, the system shows the number Terminated during the period and the Percent. The percentage is calculated by dividing the number of termed employees by the total number of employees and then multiplying by 100. In the example illustrated above, the voluntary termed employees count was calculated this way:
• The pie chart displays the termed employees by reason. In the above example, there were eight
employees termed during the specified period. Each of the three reasons other than voluntary only had
one employee, so those slices are 1/8 of the pie. Voluntary displays as the other 5/8 of the pie.Payroll Variance Analysis The Payroll Variance Analysis dashboard displays information from the most recent payroll and provides a comparison with previously finalized payrolls. For example:
Payroll Administration Guide © 2026 PrismHR 286 Chapter 7 Dashboards
The Payroll Variance Analysis dashboard displays the following information: l Current payrolls in Calculated status display as tabs. Select a tab to view a payroll. The payroll’s Description, Pay Period, and Payroll Type display. In addition, the name of the pay rate displays. This value could be weekly, bi-weekly, semi-monthly, or monthly. (It is based on the names in the system, so some payrolls might have unique names created by training sessions.) l Select Compare to Payroll to select a payroll in Finalized status to compare to the current payroll.
Note: The payroll number you enter or select in the Compare to Payroll field must meet the following
criteria:
o The comparison Payroll Pay Date is within 180 days of the initialized Payroll.
o The comparison Payroll Type is Regular or Special.
o The comparison Payroll Number is a valid payroll.
o The comparison Payroll is finalized.
o The comparison Payroll includes the same Pay Group.l Select one of the following options in the Payroll Variance Warning field to display the Amounts or Percentages threshold between the current payroll and the comparison payroll: • Amounts: Displays threshold amounts. (There is no maximum amount for this option.) • Percentages: Displays threshold percentages between 0-100. Note: A text box displays next to the Payroll Variance Warning field where you can change the amount or percentage number. (This number defaults to 10.) If you enter a number for Amounts that is greater than 100 and then select Percentages, the number reverts to 10 (default). l The Variance and Variance% values display the statistical dispersion of data compared to the mean values.
l Select a category in the Breakdown field to view a list of individual employees in that category. l While viewing a category, select the Voucher link for an employee to view that employee’s Variance
Payroll Administration Guide © 2026 PrismHR 287 Chapter 7 Dashboards
Voucher, which compares the two payrolls for that employee. Select Detail to display a file audit for the
payroll change.In addition, you can do the following: • Download the dashboard by selecting Download Variance Detail. • Display a warning if the variance equals or exceeds a percentage by entering that percentage in the Payroll Variance Percentage Warning field.
Payroll Administration Guide © 2026 PrismHR 288 Chapter 8 Troubleshooting
Chapter 8 Troubleshooting These are procedures for dealing with uncommon payroll administration situations.
Understanding Payroll Error Messages 289 Time Sheet Errors 289 Calculation Errors 291 Posting Errors 304 Time Sheet Import Issues 305 Common Issues with FLSA Rulesets 309 FLSA Ruleset Not Applied to Any Employees 309 FLSA Ruleset for Tipped Employees Not Applied 310 Apply FLSA Ruleset to Employees Added by Time Sheet Import 311 FLSA Ruleset for Biweekly Payroll 311
Understanding Payroll Error Messages Error messages alert the users when PrismHR has insufficient or incorrect information to properly process a payroll batch. Resolve the issue to proceed; some issues might require that the user have specific permissions.
Time Sheet Errors These errors occur during time sheet entry and finalization steps of payroll processing. Refer to the appropriate procedure to resolve the issue.
Pay Method Not Setup THE CURRENT PAY METHOD HAS NOT BEEN SETUP IN THE PTO ABSENCE CODE FORM FOR THE [NNNN] ABSENCE CODE. IN THE LEAVE PROCESSING SECTION OF THE PTO ABSENCE FORM THE SECTIONS PAY METHOD AND LEAVE OFFSET PAY CODE MUST BE COMPLETED BEFORE PROCESSING CAN CONTINUE.
Payroll Administration Guide © 2026 PrismHR 289 Chapter 8 Troubleshooting
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open PTO Absence Codes (found in the Client menu under Client|Change). 3. Select the Absence Code. 4. Select Enable in ESS 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, and also makes the absence code available to employees in EP. 5. For each pay method used by the client: • Enter the Pay Method, which is how the employee is paid. • Enter the Leave Offset Pay Code, which is the pay code that will be reduced by the number of hours of paid time off. For example, if it is set to REG, the system reduces the REG hours for the employee. 6. Click Save.
Pay Rate Change Not Approved YOU MUST FIRST CONFIRM THE PAY RATE CHANGE BY CLICKING ON THE CURRENT PAY RATE. THIS WILL DISPLAY THE PAY RATE ASSIGNMENT FORM WHICH WILL ALSO ALLOW YOU TO ASSIGN HOURS TO THE NEW PAY RATE IF REQUIRED. ONLY [NNNN] WERE ABLE TO BE UPDATED. PLEASE CHECK ANY ERROR DETAILED. THERE WERE [NNNN] EMPLOYEES THAT FAILED DUE TO A PAY RATE CHANGE ISSUE. THE EMPLOYEE IS [NNNNNN].
To resolve this error: 1. Click the red indicator in Summary Time Sheet Entry to open the New Pay Rate Assignment form. 2. Enter the Hours worked at the new rate (second row) and then press Tab. The Hours at the original rate (first row) adjust automatically so that the sum equals the Target Hours. 3. Click Accept. The system returns you to the Summary Time Sheet Entry form, and the indicator changes to green .
Outstanding PTO Leave Request EMPLOYEE [NNNNNN] HAS AN OUTSTANDING PTO LEAVE REQUEST THAT NEEDS TO BE COMPLETED. ONLY [NNNN] WERE ABLE TO BE UPDATED. PLEASE CHECK ANY ERRORS DETAILED.
To resolve this error: 1. Click the red indicator in Summary Time Sheet Entry to open the Leave Request Assignment. 2. Review the information in the form. • Enter the correct hours in the Leave to Time Sheet column. The system adjusts the hours for Reduce Pay Code and To Leave Pay Code. • (Optional) Enter any Notes.
Payroll Administration Guide © 2026 PrismHR 290 Chapter 8 Troubleshooting
Calculation Errors These errors occur during the calculation (initialization) step of payroll processing. Refer to the appropriate procedure to resolve the issue.
Unable to Find Benefit Rate Record UNABLE TO FIND A BENEFIT RATE RECORD FOR RATE GROUP {nnnn}, BENEFIT PLAN ID {nnnn} PLAN TYPE The Group Benefit Plan record is incomplete.
To resolve the error, a user with the appropriate permissions must perform the following steps:
Open the Group Benefit Plans form (found in the Back Office menu under System|Change).
Enter the Benefit Plan ID indicated in the error message.
Open the Actions menu and select Billing Rates.
Enter the values as appropriate. These can include Network ID, Rate Group ID, Plan Type, Effective Date, and so on.
Enter the values for any missing Bill Amounts.
Click Save in the Billing Rates form.
Click Save in the Group Benefit Plans form.
No Benefit Rate for Rate Group No Benefit Rate for Rate Grp rateGroupID, Plan benefitPlanID Type typeID N##### EMPLOYEE ID N##### BENEFIT PLAN ID planID BENEFIT PREMIUM/CONTRIB UPDATE SKIPPED The Group Benefit Plan rate information is incomplete for a billing or premium rate group specified in the client’s Benefit Plan Setup.
To resolve this error, a user with the appropriate permissions must perform the following steps: 1. Open the Group Benefit Plans form (found in the Back Office menu under System|Change). 2. Enter the Benefit Plan ID indicated in the error message. 3. Open the Actions menu and select either Premium Rates or Billing Rates, depending on whether it is a premium or billing plan that is missing information. 4. Enter the Rate Group ID indicated in the error message. 5. Enter or select the Effective Date.
Payroll Administration Guide © 2026 PrismHR 291 Chapter 8 Troubleshooting
Note: The effective date must be before the pay date.
Note: The form is designed to remain open so that a user can enter more information for another rate group.
Plan Requires Premium Rate Group Plan {nnnn} requires a premium rate group but none is set up for this company EMPLOYEE ID {N#####} BENEFIT PLAN ID {NNNN} BENEFIT/PREMIUM CONTRIB UPDATE The Group Benefit Plan is set to require premium rates and the value is missing from the client’s Benefit Plan Setup record.
You or your benefits administrator should proceed with the following steps prior to recalculating the batch: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Benefit Plan Setup (found in the Client menu under Client|Change). 3. Select the appropriate Plan Class. 4. Enter or select the Plan. 5. In the Group Benefits Setup panel, enter the Premium Rate Group. 6. Click Save.
Coverage Detail Effective Date Not Found COVERAGE DETAIL EFF. DATE NOT FOUND FOR {####}, {XXXX} EMPLOYEE ID {######} BENEFIT PLAN ID {XXXX} BENEFIT PREMIUM/CONTRIB UPDATE SKIPPED The effective date in the Coverage Details panel of the employee’s group benefits enrollment record was not completed correctly. The system is calculating benefits for the batch, and it could not update the premium contribution.
You or your benefits administrator should proceed with the following steps prior to recalculating the batch: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Employee Benefits Enrollment (found in the HR menu under HR|Action). 3. Enter the Employee ID. 4. Select the Benefit Plan indicated in the error message. 5. In the Coverage Details panel, enter the correct Existing Effective Date.
Payroll Administration Guide © 2026 PrismHR 292 Chapter 8 Troubleshooting
Cannot Find Plan Type CANNOT FIND PLAN TYPE [NNNN] ON BENEFIT RULE RECORD FOR CLIENT [####] GROUP [NN] PLAN The override record on the employee’s group benefit enrollment record is empty.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Employee Benefits Enrollment (found in the HR menu under HR|Action). 3. Enter the Employee ID. 4. Select the Benefit Plan indicated in the error message. 5. In the Coverage Details panel, select the Existing Effective Date. 6. Ensure that the fields are completed correctly. 7. Click Save.
Cannot Read SUTA Rate CANNOT READ SUTA RATE RECORD FOR KEY VALUE {X.####.XX}. The SUTA rate for the client’s location state is missing on the employer record.
You or your system administrator should perform the following steps: 1. Open Employer Tax Rates (SUTA) (found in the Back Office menu under Employer|Change). 2. Enter the Employer ID for the employees in the payroll batch. 3. Enter the State code, or select it from the drop-down. The drop-down lists states with defined rates at the top. 4. Select the Effective Date, or click New Date and then enter the date. 5. Enter the SUTA Rate and any other rates. 6. Click Save.
If this does not resolve the error, enter SUTA billing and accrual rates at the client level: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open State Tax Rates (SUTA) (found in the Client menu under Client|Change). 3. Select the State Code. 4. Enter a new Effective Date, or select an existing date from the drop-down. 5. Enter the SUTA Rate, and any other rates as appropriate. 6. Click Save.
Payroll Administration Guide © 2026 PrismHR 293 Chapter 8 Troubleshooting
Cannot Read SUTA Cross-Reference Record Error 259: Cannot read SUTA Cross Reference Record {N.###.NN}, during employee {nnnn} There is no SUTA information for the state applicable to the employee’s payroll voucher.
To correct this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open the State Tax Bill Rates (SUTA) form (found in the Client menu under Client|Change). 3. Enter the two-character State Code or select the state from the drop-down. 4. Enter the Effective Date or select the existing date. This must be before the pay date and not have a date later than it. 5. Enter each SUTA Bill Rate as necessary. 6. Enter any other required information. 7. Click Save.
Federal Entity ID Missing Federal Entity ID is missing for this client. It is required because this client is assigned to a certified PEO. Your organization has enabled the SBEA feature set and the employer associated with the client is set as a certified PEO. This is done in Employer Details. If the client federal entity does not yet exist, you first need to create the record. Use the following procedure to create one for the client; if you have not set up federal entities for most of your clients, see “Create Client Federal Entities” in the SBEA User Guide. (If the entity exists, go to step 6.)
To resolve this error: 1. Open the Client Federal Entities form (found in the Back Office menu under Employer|Change. 2. Enter the numeric Entity ID (recommended: try entering the same number as the client ID).
Payroll Administration Guide © 2026 PrismHR 294 Chapter 8 Troubleshooting
Employer State Tax Number Not Set Up State income tax is being calculated for {NN} but a State Tax Number has not been setup on the Employer Master record for Employer ID {##}. State tax number must be setup for this employer before this payroll can proceed. You or a system administrator must set up the state income tax ID for the identified employer.
To resolve this error: 1. Open Employer Details (found in the Back Office menu under Employer|Change). 2. Enter the Employer ID. 3. Expand the State Tax panel. 4. Enter the State Tax Nbr for the specified state. 5. Click Save.
Employer Not Licensed as a PEO When calculating taxes for Employee ID {##} found Employer {##} is not licensed as a PEO in state {NN}. You or a system administrator must check the employer’s license setting.
To resolve this error: 1. Open Employer Details (found in the Back Office menu under Employer|Change). 2. Enter the Employer ID. 3. Expand the State Tax panel. 4. Ensure that Licensed is set to Yes for the specified state. 5. Click Save.
Manual Tax Forms Not Handled A user must complete any unhandled secondary tax fields.
Payroll Administration Guide © 2026 PrismHR 295 Chapter 8 Troubleshooting
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Employee Details (found in the HR menu under HR|Change). 3. Enter the Employee ID. 4. Select the Tax tab. 5. Review the information submitted by the employee, listed in the New Hire Tax Forms panel. 6. Set up the Local Tax Filings as required by your organization. 7. Select Handled for every item in the New Hire Tax Forms panel. 8. Click Save.
GeoCode Not Assigned GeoCode not assigned to {######}, {Employee Name}. Please go to the Employee Details and update the address information to provide a GeoCode. There is no GeoCode for the employee, so the system cannot calculate some of the taxes.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Employee Details (found in the HR menu under HR|Change). 3. Enter the Employee ID. 4. Select the Address tab. 5. Enter the address information, ensuring that the GeoCode populates. 6. If appropriate, enter the Override GeoCode. 7. Click Save.
Invalid Federal Filing Status Invalid Federal Filing Status for {nnnn}, {Employee Name}. Please go to the Employee Details and provide a Filing Status.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Employee Details (found in the HR menu under HR|Change). 3. Open the employee record specified in the error message. 4. Select the Tax tab.
Payroll Administration Guide © 2026 PrismHR 296 Chapter 8 Troubleshooting
State Filing Status Missing FILING STATUS MISSING, EMPLOYEE ID {######}, STATE {NN} The employee does not have a filing status for the state in which he or she works. Adjust the filing status for this employee.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Employee Details (found in the HR menu under HR|Change). 3. Enter the Employee ID. 4. Select the Tax tab. 5. Enter the correct information in the State Tax Filings panel (State, Filing Status, Allow., and so on as required for the employee). 6. Click Save.
Cannot Adjust Deductions CANNOT ADJUST DEDUCTIONS ON VOUCHER #{######} FOR {NNNN NNNN} The system cannot properly calculate the deduction amount for the employee’s voucher. Check the employee’s deductions to see if there is a deduction scheduled that exceeds the employee’s payment.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Recurring Deductions (found in the Payroll menu under Payroll|Change). 3. Enter the Employee ID. If there are any deductions scheduled and they are in excess of the amount the employee will receive, click Save. See Working with Recurring Deductions on page 17 for details. 4. Open Scheduled Deductions. If there are any deductions scheduled and they are in excess of the amount the employee will receive, click Save.
Cannot Determine Retirement Plan CANNOT DETERMINE RETIREMENT PLAN YEAR & PERIOD You might see this error message for the first payroll processed in the new year or for a new client. You or your system administrator must establish a plan year and period for your organization’s retirement plan.
Payroll Administration Guide © 2026 PrismHR 297 Chapter 8 Troubleshooting
To resolve this error: 1. Open Retirement Plan Years (found in the Back Office menu under System|Change). 2. Enter the Plan ID. 3. Complete the other fields as needed. See the “Retirement Plan Years” topic for descriptions of those fields. 4. Click Save.
Retirement Plan Match Rules Not Set Up RETIREMENT PLAN MATCH RULES NOT SETUP FOR PLAN {NNNN} The retirement plan match rules are not set up for the indicated plan.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Retirement Match Rules (found in the Client menu under Client|Change). 3. Enter the Benefit Group ID. 4. Select the Retirement Plan. 5. Select the Effective Date. 6. Complete the other fields correctly. See “Retirement Match Rules” in the Benefits Administration User Guide for descriptions of the fields. 7. Click Save.
Cannot Read FLSA Ruleset CANNOT READ FLSA RULESET {nnn} The FLSA ruleset specified in the error message is defined for the client but does not exist.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Client Details and select the Payroll tab. 3. Enter a valid FLSA Ruleset ID; click the field to use the search and find the ID.
Note: If the FLSA ruleset that you require for the client does not exist, create it using the FLSA Ruleset form and then specify the ID as described above.
Invalid Work Week Ending Day INVALID WORK WEEK ENDING DAY FOUND ON CLIENT MASTER
Payroll Administration Guide © 2026 PrismHR 298 Chapter 8 Troubleshooting
This error message displays if the client has an FLSA ruleset defined in Client Details but no corresponding day.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Client Details and select the Payroll tab. 3. Select the FLSA Work Week Ends On day. 4. Click Save.
W/C Rates Cross-Reference Not Found {Employee Name} WC.RATES.XREF RECORD {rate template ID}.{state code}.{wc code} NOT FOUND
There is no workers’ compensation rate defined for this employee’s position classification on the rate template associated with the client’s policy.
Note: If the rate template ID was not included in the error message, you can find the client’s policy in the Client Details > Benefits tab. You can find the rate template for that policy in W/C Policies.
To resolve this error: 1. Open W/C Classification Rates (found in the Back Office menu under System|Change). 2. Select the Rate Template. 3. Select the State. 4. Enter the Class Code. 5. Enter the Effective Date. (The effective date must precede the pay date.) 6. Enter the Gross Rate, which is the workers’ compensation insurance premium’s gross rate as a percentage; for example, enter 1 for $1.00 per $100 wages. 7. Complete the other fields as required. 8. Click Save.
Note: The following section only applies to On-Prem customers who are still using HRPyramid. If this does not solve the problem, check the W/C policy information in the Client Details Benefits tab. If the Use Rate Templates option is not selected and your organization is set to Use Legacy W/C Rate Tables in the System Parameters, then you need to set the rates in the backend system for PrismHR. 1. In the backend system (HRPyramid), select System Administration > File > W/Comp Setup Menu (Traditional) > W/C Classification Rates. 2. Enter the State postal code. 3. Enter the Class Code. 4. Enter the Effective Date.
Payroll Administration Guide © 2026 PrismHR 299 Chapter 8 Troubleshooting
W/C Billing Modifier Cross-Reference Not Found {employee name} W/C BILLING MODIFIER X-REF RECORD NOT FOUND FOR CLIENT IN STATE {NN} There is no workers’ compensation modifier cross-reference record file available for the client in the state mentioned in the error message.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open the W/C Billing Modifiers form (found in the Client menu under Client|Change). 3. Enter the two-character State Code. 4. Enter the Effective Date or select the existing date. This must be before the pay date and not have a date later than it. 5. Enter other information as required. 6. Click Save.
No Valid Workers’ Comp Codes Match {EMPLOYEE NAME} None of the valid Workers Comp Codes listed for Client were found to match code {NN}.####. Please either select another Job Code/WC Code or Update the Valid W/C Classes list. There are valid workers’ compensation codes set at the client level and the code shown in the error is not in the list. (Authorized W/C classes are an optional setting and typically used only when the client has a policy that excludes certain codes.)
To add the missing code needs to the list of authorized W/C classes: 1. Open Client Details (found in the Client menu under Client|Change). 2. Open the Actions menu and then select W/C Classes. The Authorized W/C Classes form opens. 3. Enter the W/C Code from the error message.
Employer-Based W/C Modifier Cross-Reference Not Found {Employee Name} Employer Based W/C Modifier XRef not found for company (##) for Employer (##) state (NN). To correct this error, go to Employer/Change/Employer W/C Accrual Modifiers. If this State/Company should NOT use Employer-Based accruals, either the W/C Policy is defined incorrectly or the wrong W/C Policy is on the Company Master
Payroll Administration Guide © 2026 PrismHR 300 Chapter 8 Troubleshooting
There is no workers’ compensation modifier cross-reference record file available for the employer and state mentioned in the error message.
To resolve this error: 1. Open Employer W/C Accrual Modifiers (found in the Back Office menu under Employer|Change). 2. Enter the Employer ID. 3. Enter the State code, or select it from the drop-down. The drop-down lists states with defined rates at the top. 4. Enter the Effective Date, or select an existing date. 5. Enter the Discount/Debit. 6. Enter the Modifier. The system calculates the Effective Rate. 7. Enter any policy overrides, if appropriate. See “Employer W/C Accrual Modifiers” in the Employer Administration User Guide for information on the fields. 8. Click Save.
Cannot Find W/C Class {EMPLOYEE NAME} The W/C Class for Position Classification [wc code] for the state of {NN} and employee [employee ID] cannot be found. Check the Time Sheet and Employee Details to ensure the correct Position is assigned to the employee, and correct it in both places if it is incorrect. If the Position assigned to the employee is correct, the state and W/C Class code are most likely missing or incorrect on the Position Classification assigned to the employee’s Position, which can be updated at System | Change | Position Classification. or {EMPLOYEE NAME} The W/C CLASS for Position Classification [wc code] in the state of {NN} cannot be found. Position = [position ID] Voucher# [######] This employee’s position classification does not have a workers’ compensation classification for this state.
To resolve this error: 1. Make sure that the position code and W/C Class in Employee Details and the Time Sheet match. 2. If that does not solve the problem, open Position Classifications (found in the Back Office menu under System|Change). 3. Enter the Position Classification. 4. In the table, click + to add a new row. 5. Enter the State code. 6. Enter the W/C Class Code.
Note: If the system displays a message such as “Record {NN.####} is not on file WC.CLASS.CODES”, you need to enter the W/C classification for that state.
Payroll Administration Guide © 2026 PrismHR 301 Chapter 8 Troubleshooting
Comp Code Does Not Have Rate on Template Client ### Employee: ### Voucher ### Error: The Comp Code NN.#### does not have a rate on the bundled sheet NNNN. Processing cannot continue. The processing for this employee will stop. The bundled billing template assigned to the client uses default rates and does not have a rate for the W/C code specified in the error message. You need to enter a rate for that code, or a default rate.
Note: If the Default Rate is greater than zero, the system uses it for any Workers’ Compensation code not listed in the table. If there is a value in this field and no value in the W/C Code field, there may be billing errors; use the Default Rate with care. If you leave the Default Rate blank, users entering data for clients with this billing template see messages that the listed Workers’ Compensation code does not have a billing amount. The system continues to display this message until you update the bill template for the code or enter a default amount.
To resolve this error: 1. Open Billing Templates (found in the Back Office menu under System|Change). 2. Enter the Template ID indicated in the error message. 3. Go to the Bundled Rate Maintenance panel and do one of the following: Enter the rate information for the W/C Code from the error message: • Enter the W/C Code. • Enter the Min Admin Fee amount to use. This overrides any amount entered on the client record, except for special rates. The system discounts the minimum fee by the special discount rate. • Enter the WC Def Bill Rate, which is the default billing rate for the W/C Code. Enter the Default Rate to apply to all W/C codes not defined in the table. This is useful for “one-price-fits- all” clients. Please read the note above before using the Default Rate field. 4. In the Coverage Details panel, enter the correct Existing Effective Date. 5. Click Save.
G/L Accounting Not Set Up The G/L Accounting has not been setup for {item} {###} on G/L Template “{nnnn}” Voucher: ###.###. Cannot assign accounting. The G/L account information has not been set up in the G/L template for the specified item.
To resolve this error: 1. Open G/L Setup Maintenance (found in the Back Office menu under System|Change). 2. Enter the G/L Template code. 3. Select the G/L Type where the information is missing. 4. Enter the G/L account information for the item mentioned in the error message.
Payroll Administration Guide © 2026 PrismHR 302 Chapter 8 Troubleshooting
Related Topic “G/L Setup Maintenance” in the PrismHR Accounting User Guide
Account Not Valid in G/L Chart Account NNN.####-###-### is not valid in GL.NNN file. Unable to open GL.ERRORS file. Error will ONLY DISPLAY This error occurs if your organization is not using the G/L auto-build feature and the account number is not currently in G/L Chart of Account Maintenance. Your organization can either add the account to the G/L chart or enable the auto-build feature.
To add the account to the G/L chart: 1. Open G/L Chart of Account Maintenance (found in the Back Office menu under System|Change). 2. Enter the Account Number from the first line of the error message . 3. (Optional) Enter an Account Description. 4. Click Save.
To enable the G/L auto-build feature: 1. Open System Parameters (found in the Back Office menu under System|Change). 2. Go to the Global Accounting panel at the bottom. 3. From the Accounting Interface Type drop-down, select the appropriate accounting system that includes “Build Account #s”. 4. Click Save.
Related Topics “G/L Chart of Account Maintenance” in the PrismHR Accounting User Guide “Global Accounting” in the PrismHR System Administration Guide
No Valid Billing Template Client {NNNN} Employee: Voucher: ERROR: NO VALID BILLING TEMPLATE ON CLIENT MASTER The billing template has not been designated for the client. You or your system administrator needs to define it.
To resolve this error: 1. Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client. 2. Open Client Details (found in the Client menu under Client|Change).
Payroll Administration Guide © 2026 PrismHR 303 Chapter 8 Troubleshooting
Note: Make sure that the Billing Template has rates that apply to the client. If not, you cannot calculate a payroll for the client until you add the appropriate rates to the template: see “Billing Templates” in the Billing User Guide.
Debit Account Not Found DEBIT ACCOUNT NOT FOUND FOR BENEFIT PLAN ID {NNNN} There is no debit account defined for this benefit plan. To apply it to the record, you or a benefits administrator must update the benefit plan.
To resolve this error: 1. Open Group Benefit Plans (found in the Back Office menu under System|Change). 2. Enter the Benefit Plan ID. 3. In the Corporate Account panel, enter the Debit Account. 4. Click Save.
Posting Errors These errors occur during the posting (finalization) step of payroll processing. Refer to the appropriate procedure to resolve the issue.
Third Party Checking Account Not Set Up Third Party Checking Account {####} - Account owner name and address not setup! The account shown in the error message does not have a name and address defined in the Print Parameters panel of the Bank Accounts record. The information is required for third party check printing, which is turned on.
To resolve this error: 1. Open Bank Accounts (found in the Back Office menu under System|Change). 2. Enter the Account ID from the error message. 3. In the Print Parameters panel, enter the Bank Account Name, Bank Account Address, and City, State & ZIP Code. 4. Click Save.
Client Status Does Not Allow Finalizing a Payroll Client status does not allow for finalizing a payroll.
Payroll Administration Guide © 2026 PrismHR 304 Chapter 8 Troubleshooting
The client’s status is currently of a class Pending, Inactive, or Client Cancelling (Pre-Termination). The system requires that the class of the status be Active to finalize the payroll. After determining that this is the appropriate action to take, a user must set the client status back to one that indicates they are Active to post the payroll.
To resolve this error: 1. Open Client Status Change (found in the Client menu under Client|Action). 2. From the New Status drop-down, select a status that indicates the client is Active. 3. Enter the Effective Date for the change in status. 4. Click Save.
Batch Not Yet Initialized Batch has not yet been initialized. An error occurred between initialization and finalization that prevented finalization from completing, although in Process Payroll it looks like the user should be able to click the Finalize icon . Re-initialize the payroll and then proceed as normal. Please note that this error displays only in Process Payroll. It does not display in SuperBatch.
Time Sheet Import Issues These are common issues related to time sheet imports. Refer to the appropriate procedure to resolve your problem.
Related Topic Apply FLSA Ruleset to Employees Added by Time Sheet Import (page 311)
Time Sheet Import Has No Records If you process an import and it seems to complete successfully but there are zero errors and no details, there is probably an issue with the file type in the Payroll Import Definition.
To resolve this error: 1. Open Payroll Import Definition (found in the Back Office menu under System|Change). 2. Make sure the file type of your import file matches the import definition file type.
For example, if the definition specifies a tab-delimited text file (TXT) and your file is a comma-separated value file (CSV), then the system could not import data because the format is wrong.
Payroll Administration Guide © 2026 PrismHR 305 Chapter 8 Troubleshooting
Amount Did Not Import Examples of scenarios where you might have an amount that does not import are: • All data imports except for expense amounts • One pay code will not import • Some amounts import and others do not, even with the same pay code You might see an error that reads, “No hours for employee N#####, paycode NNNN on line #.” Typically this is caused when the file includes $ or , in the amount fields. In the example below, the Bonus amounts will not import because they each include one or both of those characters. The Regular pay will import correctly. Tab-Delimited File with $ or , in the Amounts
Edit the import file to remove any dollar signs or commas, save the file, and re-import it. All of the amounts shown below will import correctly. Tab-Delimited File with Correctly Formatted Amounts
Cannot Find Data Import File “Cannot find the data file nnnnn. The data import failed” It is likely that there is a space in the file name. The system cannot read the file if its name includes a space. To resolve this error, remove the space from the file name and then re-import the file.
Pay Code Will Not Import There are a couple reasons why the pay code might not import. Use one of the following procedures to resolve the issue.
Pay Code Field Is Not Mapped If the import file has a pay code that does not exist in PrismHR, you might see an error message such as: “Earning code nnnn on line # is invalid.”
To resolve this error:
Payroll Administration Guide © 2026 PrismHR 306 Chapter 8 Troubleshooting
Open Pay Import Definition (found in the Back Office menu under System|Change).
Enter the Definition ID for the used for the file.
Map the pay code in the Import Translation Table panel: • In the Foreign Code field, enter the pay code as it is written in the file; for example, Expense. • In the HRP Code field, enter the matching pay code in PrismHR; for example, EXPS. • If appropriate, indicate whether the pay code represents paid time off using the PTO Type Flag drop- down.
Click Save.
Mixed Mapping There is a conflict between the mapping methods in the file and import definition. There are three basic methods for importing: • Mapping • Matching • Matching for more than 10 codes Mapping This method works directly with your file and the import definition. You match the column numbers directly to fields. Mapping Columns to Fields
Matching This method not only looks at your file and uses the import definition, but it also needs to look at the Client Details to know what to match for pay codes.
Payroll Administration Guide © 2026 PrismHR 307 Chapter 8 Troubleshooting
For example, if your import file looks like the one shown below: Matching File Example
The Import Field Definitions match the values in columns 4, 5, and 6 to the values from the Client Details Time Sheet tab for Pay Code 1, Pay Code 2, and Pay Code 6. Matching Import Definition Example
Matching for more than 10 Codes This method is an extension of the basic matching example above. It uses the matching example for what is available on the Client Details Time Sheet tab, and then uses the translation table to import an eleventh code. For example, if your import file looks like the one below: Matching File Example for more than 10 codes
Payroll Administration Guide © 2026 PrismHR 308 Chapter 8 Troubleshooting
The Import Field Definitions match the values in columns 4, 5, 6, 7, and 8 to the values from the Client Details Time Sheet tab for Pay Code 1, Pay Code 2, Pay Code 6, Pay Code 7, and Pay Code 8. It then assigns matches the value in column 9 to the pay code specified in the Import Translation Table. Matching Import Definition Example for more than 10 codes
Common Issues with FLSA Rulesets There are some issues with FLSA Rulesets that users sometimes encounter.
FLSA Ruleset Not Applied to Any Employees 309 Define Ruleset for Client 309 Check Position for FLSA Exempt 310 FLSA Ruleset for Tipped Employees Not Applied 310 Apply FLSA Ruleset to Employees Added by Time Sheet Import 311 FLSA Ruleset for Biweekly Payroll 311
FLSA Ruleset Not Applied to Any Employees There are a couple of reasons why the FLSA ruleset would not be applied to employees: the FLSA ruleset is not set up on the client, or the positions assigned to the employees are marked as FLSA exempt.
Define Ruleset for Client 1. Open Client Details (found in the Client menu under Client|Change). 2. Select the Payroll tab. 3. Enter the FLSA Ruleset that applies to the client.
Payroll Administration Guide © 2026 PrismHR 309 Chapter 8 Troubleshooting
Check Position for FLSA Exempt 1. Open the Positions form (found in the Client menu under Client|Change). 2. Enter the Position Code for the employees who are not having the FLSA ruleset applied. 3. Look at the FLSA Exempt option.
FLSA Ruleset for Tipped Employees Not Applied The system only applies a FLSA Ruleset for tipped employees if the position is set as a tipped position.
To make sure the position is marked as tipped: 1. Open the Positions form (found in the Client menu under Client|Change). 2. Enter the Position Code for the employees who are not having the FLSA ruleset applied. 3. Make sure that the Tipped Position option is selected.
Payroll Administration Guide © 2026 PrismHR 310 Chapter 8 Troubleshooting
Apply FLSA Ruleset to Employees Added by Time Sheet Import If you import a time sheet, the FLSA ruleset is not applied to the employees’ hours until the payroll is calculated (initialized).
FLSA Ruleset for Biweekly Payroll If you have a biweekly payroll, then applying the FLSA ruleset requires that you enter the hours in a specific way: • If the FLSA ruleset calculates on the hours worked in a week, then you need to enter the hours for each week in the pay cycle separately. • If the FLSA ruleset uses a daily calculation, then you need to enter hours in the timesheet by the day that it was worked.
Payroll Administration Guide © 2026 PrismHR 311
========================================================================
Payroll-Processing.pdfPayroll Processing Guide
Payroll processing on the PrismHR platform PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.
© August 2026 by PrismHR. All rights reserved. Table of Contents
Table of Contents Payroll Processing Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Payroll Processing Guidelines 10 Establishing Information for Processing Payrolls 10 Identifying the Payroll and Type 11 Identifying Payroll Processing Information 12 Reviewing Shipping Information 12 Identifying Pay Groups or Employees 13 Adding a Memo to Payroll Check Stubs 15 Cloning Previous Payrolls 16 Setting Special Processing Options 16 Creating Payroll Reason Codes 20 Using Payroll Control Quick Load 20 Using Regular Payroll Control Quick Load 21 Adding Employees to a Payroll 22 When to Use This Feature 23 Benefit and Deduction Considerations 23 Processing History 23 Working with Employee Timesheet Information 25 Chapter 2 Processing Payroll 26 Using the Processing Payroll Panels 26 Processing a Payroll 30 Payroll Calculation Logic 31 Understanding the Security Dialog 31 Payroll Warning for Flat Amount Creditor Garnishment 32
Payroll Processing Guide © 2026 PrismHR 3 Table of Contents
Payroll Warning for Pay Code Included in Timesheet Entry with Zero Dollar Rate 33
Payroll Warning for Retirement Plan that has one or more Deduction Types flagged as Prohibited 34
Calculating Payroll Vouchers 35
Authorization Code for Backdated Payroll 37
Recalculate Taxes on Vouchers 37
Recalculate Taxes on Vouchers - Unemployment 38
For Reporting Entity - Client 39
For Reporting Entity - Employer 41
Recalculate Taxes on Vouchers - Miscellaneous 44
For Reporting Entity - Client 44
For Reporting Entity - Employer 47
For Reporting Entity - Employee 49
Recalculate Taxes on Vouchers - Medicare 51
Paid By - Employer 52
Paid By - Employee 54
Recalculate Taxes on Vouchers - OASDI 56
Paid By - Employer 57
Paid By - Employee 59
Recalculating Alabama Income Tax Exempt Wages 61
Recalculating Billing Taxes on Vouchers 63
Reviewing Payroll Reports 64
Reviewing for Accuracy 65
Selecting Employees in Payroll 65
Displaying Payroll Summary 65
Viewing the Invoice 66
Displaying Payroll Vouchers 66
Selecting Billing Vouchers 66
Viewing Other Reports 66Payroll Processing Guide © 2026 PrismHR 4 Table of Contents
Reviewing for Errors 66
Finalizing the Payroll 66
Finalizing Payroll for Self-Service Worksite Managers and Worksite Trusted Advisors 67
Generating Payroll Reports 68
Processing Payroll: Wire Transfer Pending Status 68
Setting the Client to Wire Transfer 69
Processing the Wire Transfer 69
Resetting the Wire Transfer Status 70
Tracking Voluntary Deductions To Arrears 70
Tracking Arrears at the System Level 71
Tracking Arrears at the Client Level 71
Tracking Arrears at the Employee Level 72
Recalculating Overtime in a Payroll 72
Overview 73
How to Recalculate Overtime 73
Recalculating COVID-19 Tax Credits & Client Rebates 76
Refunding a Garnishment Payment 77
Step 1: Void the Garnishment Check 77
Step 2: Refund Employee 78
Setting Up Pay Cards and Direct Deposit 79
Custom Feature Code for the Client 79
Bank Routing for Pay Cards 79
Pay Card for Employee 80
Direct Deposit Settings 81
Changing Employer IDs on Payroll Vouchers 82
Processing Payroll for a Terminated Client 84
Regenerating and Reposting Multiple Payrolls and Invoices 84
Processing Pay On-Demand Payments 87Payroll Processing Guide © 2026 PrismHR 5 Table of Contents
Using the Pay On-Demand Feature 88
Setting Up Employee's Account Information 89
Setting Field Security for Pay On-Demand Account Panel Fields 90
Setting Up Payroll 90
Before Initiating Pay On-Demand Processing 92
Working with the Pay Date 93
Adding Employees with Active Pay On-Demand Account 93
Reviewing Pay On-Demand Employee Status 94
Reviewing the Number of Pay On-Demand Checks Paid 94
Generating the Pay On-Demand File 95
Searching for a File 96
Viewing Employees Set Up with Pay On-Demand Accounts 96
Voiding Pay On-Demand Payments 97
Clearing the Lock on Pay On-Demand Processing Features 98
Identifying Employees with Pay On-Demand Accounts 98Chapter 3 Using SuperBatch 100 Working with SuperBatch 100 Using the Filtering Options 101 Working with the Ribbon 103 Payroll Statuses Associated with Each Group 104 Accessing the Payroll Features 104 Accessing Actions and Reports Menu 105 SuperBatch Processing Steps 106 Using the Actions Menu 106 Viewing Payroll Batches in SuperBatch 107 Working with the Ribbon 108 Calculating Payroll Vouchers 109 Calculating Payrolls 110
Payroll Processing Guide © 2026 PrismHR 6 Table of Contents
Reviewing a Payroll 110
Reviewing Vouchers for Accuracy 111
Generating the Payroll Audit Report 111
Displaying the Payroll Summary 111
Displaying the Payroll Billing Summary 112
Displaying the Invoice 112
Generating the Payroll Register Report 112
Generating the Bill Rate Report 112
Generating the Payroll Check Journal Report 113
Generating the Gross-to-Net Register 113
Generating the Client Allocation Report 113
Generating the Invoice Variance Report 113
Generating the Employee Time Off Accruals Report 113
Generating the Deduction Code Summary Report 113
Generating the Payroll Variance Reports 114
Generating the Unpaid Employees Report 114
Displaying Warning Messages 114
Performing Error Review 114
Performing Payroll Batch Approval 114
Handling a Denied Payroll 115
Finalizing Payroll 116
Finalizing a Single Payroll 116
Finalizing Multiple Payrolls 116
Printing and Mailing Payroll Batches 117
Setting Up the Payroll Batch Shipping Mode 117
Printing a Single Payroll 118
Printing Multiple Payrolls 118
Understanding the SuperBatch Status Icons 119Payroll Processing Guide © 2026 PrismHR 7 Table of Contents
Working with the SuperBatch Icons 119Chapter 4 Entering Time Sheets 123 Actions Menu 123 Adding Employee to Payroll 124 Restoring Recently Changed Information 125 Restoring Recent Changes 125 Working with Header Bar 126 Filtering Time Sheet Data 127 Show and Hide Time Sheet Columns 128 Tips on Using the Time Sheet Forms 128 Using Time Sheet Entry Keyboard Shortcuts 129 Navigating Summary Time Sheet Entry 129 Moving from Summary to Detail Entry 129 Navigating Detail Time Sheet Entry 130 Using Standard Time Sheet Column Definitions 132 Gross Pay 133 Time Sheet Analytics 134 Making Summary Timesheet Entries 135 Receiving Email Notifications After Finalizing Payrolls 138 Unfinalizing Entries 138 Making Detail Time Sheet Entries 138 Retroactive Time Sheet Entry Form 140 Other Time Sheet Entries 141 Assigning Hours to New Pay Rate 141 Processing Paid Time Off 142 Automating Calculation of Employee Retroactive Pay 143 Importing the Data File 143 Importing Timesheet Deductions 144
Payroll Processing Guide © 2026 PrismHR 8 Table of Contents
Chapter 5 Processing Approvals 146 Approvals Pending 146 Approvals Pending (Assigned to You) 146 Approvals Pending (Available to You) 146 Processing Standard Payroll Approval 148 Setting Up Standard Payroll Approval 148 Processing the Payroll 148 Finalizing Standard Payroll Approval 149 Viewing Payroll Reports and Downloadable Output Files 150 Processing Multistep Payroll Approval 152 Overview of the Multistep Payroll Approval Process 152 Setting Up Multistep Payroll Approval 153 Processing the Payroll 154 Finalizing Multistep Payroll Approval 154 Viewing Invoice Details 155 Listing Pending Payments 159 SuperView 159 Using the Payroll Dashboard 160 Chapter 6 Processing On Demand Checks 162
Payroll Processing Guide © 2026 PrismHR 9 Chapter 1 Payroll Processing Guidelines
Chapter 1 Payroll Processing Guidelines PrismHR offers unique workflow management systems for processing payroll, designed to expedite the payroll process.
Establishing Information for Processing Payrolls You can use the Payroll Control form to establish essential information for processing payroll in PrismHR. There are three types of payrolls that users can process: regularly scheduled, manual, and special/unscheduled batches. You determine the payroll type using the Payroll Type field. PrismHR uses the parameters defined in the Payroll Control form to automatically schedule the next batch. • Regularly Scheduled: Following the successful completion of a payroll, PrismHR automatically creates a new Payroll Control record for the next regularly scheduled payroll. The regularly scheduled payroll includes time sheets for each employee scheduled to be paid in the payroll. Payroll processors can add or delete time sheets as necessary.
Note: When deleting a payroll, Full access users have the option of copying saved entries, which can be applied to a new payroll without having to re-import or re-enter the data. After clicking Yes in the first two confirmation dialogs that display when you click Delete in the Payroll Control form, a third confirmation dialog displays, “Do you want to keep the keyed entries and apply them to the new payroll?” Click Yes to copy all saved entries and charge dates (including entries in the deduction columns) into a new payroll batch. Clicking No produces a blank timesheet. (Previously accepted Pay Rates and Leave Requests remain unchanged.)
In addition, if you try to delete a payroll where a reverse wire
transfer journal exists an error displays, “Payroll
Note: You can also use the form to view in progress or past payrolls. However, you cannot edit posted payrolls, and you cannot create regularly scheduled payrolls.
Payroll Processing Guide © 2026 PrismHR 10 Chapter 1 Payroll Processing Guidelines
Identifying the Payroll and Type You can identify the payroll and type in the Payroll Control panel. This panel also displays the current status. For example:
To identify the payroll and type: 1. If necessary, select the Calendar Year in which the payroll batch occurs. The default is the current year. 2. Select an existing payroll or create a new one: • Click New Payroll to create the new payroll. The system automatically generates a payroll number. • Click Payroll Number and then select the payroll you want to edit. The Payroll Control form populates with the information for that payroll. If the payroll is not finalized, you can make edits as needed. 3. The Payroll Type indicates the type of payroll. • If you are creating a new payroll, select either Manual or Special. • If you are editing an existing payroll, you cannot change the type. 4. If you select Manual as the Payroll Type, select the Reason, so you can track the reason why the client is processing manual payrolls. (This field only displays if you select Manual as the Payroll Type.) Note: The Reason field is required if the Require Manual Payroll Reason field on the System Parameters form is enabled. 5. If appropriate, enter a Description that identifies this payroll. Note the following: • When administering payrolls, you cannot enter or select any International Employees (set on the Address tab in the Employee Details form, see Establishing and Maintaining Employee Address Information) in the Employee panel. • For completed regular payrolls, you can click View Timesheet to see the time sheet information. (This link is not available for incomplete payrolls.) • For payrolls in the Wire Transfer Pending status, you can click the Reset Wire Transfer link to set the payroll back to Payroll Pending Review status. See Processing Payroll: Wire Transfer Pending Status on page 68. • Select the Pay Group link in the Related Actions section to access the Pay Groups form, where you can set up a group of employees who are all paid on the same day.
Payroll Processing Guide © 2026 PrismHR 11 Chapter 1 Payroll Processing Guidelines
Identifying Payroll Processing Information You can identify the payroll processor and establish the payroll date and time information in the Payroll Processor panel. For example:
Reviewing Shipping Information Once the posting is complete and the payroll is marked as “Mailed,” the Shipping Information displays. These fields are informational only and cannot be edited. For example:
Payroll Processing Guide © 2026 PrismHR 12 Chapter 1 Payroll Processing Guidelines
Identifying Pay Groups or Employees Use the third panel to identify who is associated with the payroll, either Pay Groups or Employees. For example: • Pay Groups: Regularly Scheduled or Special payrolls. For example:
a. Enter the Pay Group associated with this payroll. The Description displays.
b. Enter the Period Start date, which must be the first day of the payroll period for this payroll. The system
uses this to select the time sheets to pay; the system selects only time sheets with a charge date within
the period entered here.
c. Enter the Period End date, which must be the last day of the payroll period for this payroll. The system
uses this date to select the time sheets.
d. Enter the number of Weeks Worked during the period, which the system uses to produce the Weeks
Worked amount on the Quarterly FUTA/SUTA reports.
e. Enter the Deduction Period on which the pay date falls. The system uses this during payroll processing
to take the appropriate standard payroll deductions for the employees in this pay group. The system
takes only the deductions defined for this deduction period.
f. Enter the Pay Period number. The default populates based on the Period Start date.
g. Select the Alt Pay Period to use for this pay group. This overrides the period assigned to the pay group;
for example, you can use the Annually option to calculate taxes on an annual basis for all wages paid to
employees on the payroll, overriding the employee's regular taxation basis as set by their pay group.
h. If appropriate, enter the Payroll Option Template for the pay group.
If a template was specified, you can click Show Template to see the options specified in that template.Payroll Processing Guide © 2026 PrismHR 13 Chapter 1 Payroll Processing Guidelines
• Employees: Manual payrolls. For example:
Note the following when using the Pay On-Demand feature:
• When a manual payroll is set to Pay On-Demand, only employees with an active pay on-demand
account display in the list when you select an Employee. (This also applies when selecting employees
using the Quick Load option.) If you enter an Employee who does not have an active pay on-demand
account an error message displays, "Employee <xxxxx> must have an active Pay On-Demand account to
be added to a Pay On-Demand payroll."
• When you're ready to set up a manual payroll as Pay On-Demand, it's important to note that if you
enter employees who do not have a pay on-demand account in their employee record before setting the
payroll to Pay On-Demand on the Payroll Options form and click Save, the following error message
displays:
In this situation, make a selection as follows:
• Yes: Employees without an active pay on-demand account are removed from the payroll, then you
can click Save again and the payroll will save.
• No: Employees without an active pay on-demand account are not removed, but you cannot save the
payroll. At this point, you must either disable Pay On-Demand or manually remove these employees
from the payroll.
• If you try to disable the Pay On-Demand field on the Payroll Options form after payroll calculation
completes, this field is dimmed and you cannot make this change.• To add many employees to the payroll at once: a. You can click Quick Load to open the Payroll Control Quick Load form and easily select the employees to include in the payroll. • To enter or edit information for each employee: b. Enter the Employee IDs to include in the manual payroll. You can only add employees who have completed the onboarding process; this ensures that the tax information is complete before they are included in a payroll. c. Enter the Period Start date, which must be the first day of the payroll period for this payroll. The system uses this to select the time sheets to pay; the system selects only time sheets with a charge date within the period entered here.
Payroll Processing Guide © 2026 PrismHR 14 Chapter 1 Payroll Processing Guidelines
d. Enter the Period End date, which must be the last day of the payroll period for this payroll. The system
uses this date to select the time sheets.
e. Enter the number of Weeks Worked during the period, which the system uses to produce the Weeks
Worked amount on the Quarterly FUTA/SUTA reports.
f. Enter the Deduction Period on which the pay date falls. The system uses this during payroll processing
to take the appropriate standard payroll deductions for the employee. The system takes only the
deductions defined for this deduction period.
g. If appropriate, enter the Payroll Option Template for the employee.
Note the following:
• If a template was specified, you can click Show Template to see the options specified in that
template.
• If you apply a Payroll Option Template that is set to ACH to a manual Pay On-Demand payroll and
click Save, the following error message displays:
Click OK to continue, then select a non-ACH Payroll Option Template.Adding a Memo to Payroll Check Stubs You can use the Memo panel to enter a memo that will display on all payroll check stubs included in this payroll. For example:
As a service provider user managing client check configuration, you can use substitution variables in client check messages, so that paychecks can display contextual employee and work-assignment information in the check message on a client-by-client basis. You can enter the following substitution variables either in the Message Text section on the Check Massages form or in the Memo section on the Payroll Control form: • Worksite Location - {{HOME.LOCATION}} • Position - {{HOME.POSITION}} • Division - {{HOME.DIVISION}} • Department - {{HOME.DEPARTMENT}} • Work Shift - {{HOME.WORK.SHIFT}}
Payroll Processing Guide © 2026 PrismHR 15 Chapter 1 Payroll Processing Guidelines
• Project - {{HOME.PROJECT}} • Work Group - {{HOME.WORK.GROUP}} • Client Name - {{CLIENT.LEGAL.NAME}}
Note: The Client Name comes from the Client Details form, while the other variables come from the Employee Details form.
Cloning Previous Payrolls You can clone a previous payroll using the Clone Last Batch form, accessed from the Payroll Control Actions menu. 1. Click New Payroll in Payroll Control. 2. Open the Actions menu and select Clone Last Batch. The Clone Last Batch form opens.
Setting Special Processing Options You can set special processing options as needed for all employees included in the payroll batch using the Payroll Options form. To access the options, open a payroll in the Payroll Control form and then select Options from the Actions menu. For example:
Payroll Processing Guide © 2026 PrismHR 16 Chapter 1 Payroll Processing Guidelines
To set special processing options: 1. Select ACH in the Suppress ACH field to prevent the generation of direct deposit transactions. (Employees normally paid by direct deposit will receive paper checks instead.) For example, you might select this option when the client wants to deliver live checks for year-end bonuses. Note the following: • This field applies only to employee ACH processing. It does not suppress electronic billing. • If you select Suppress ACH with Pay On-Demand selected, an error message displays stating that they cannot be enabled for the same payroll. • If you create a manual payroll with Pay On-Demand selected and then apply a Payroll Option Template with Suppress ACH selected within a timesheet, an error message displays stating that they cannot be enabled for the same payroll and the system does not apply the Payroll Option Template.
Payroll Processing Guide © 2026 PrismHR 17 Chapter 1 Payroll Processing Guidelines
Payroll Processing Guide © 2026 PrismHR 18 Chapter 1 Payroll Processing Guidelines
Payroll Processing Guide © 2026 PrismHR 19 Chapter 1 Payroll Processing Guidelines
Creating Payroll Reason Codes You can group and sort payroll reason codes using the Payroll Reason Codes form. Note: This form is only available for service providers.
To create a new payroll reason code:
Using Payroll Control Quick Load Use the Payroll Control Quick Load form to add employees to the manual payroll. Note the following when using this form: • The list includes all employees at the company who are active or whose termination date is within the last 30 days. It does not include new employees who have not completed the onboarding process; this ensures that the tax information is complete before they are included in a payroll.
Payroll Processing Guide © 2026 PrismHR 20 Chapter 1 Payroll Processing Guidelines
• You can sort the list by clicking the header, for example, click Pay Group to sort the list by the pay groups. The first time you click a header, it sorts the list in ascending order (A-Z); the second click changes it to descending order (Z-A).
To access this form: 1. Go to the Payroll Control form on the Payroll|Change menu. 2. Select the Calendar Year, Payroll Number, or New Payroll, and the Manual option in the Payroll Type field. 3. Select Quick Load next to the employee information panel.
To add employees to the manual payroll: 1. Enter or select the Period Start Date, which must be the first day of the payroll period for this payroll. The system uses this to select the time sheets to pay; the system selects only time sheets with a charge date within the period entered here. 2. Enter or select the Period End Date, which must be the last day of the payroll period for this payroll. The system uses this date to select the time sheets. 3. Enter the number of Weeks Worked during the period, which the system uses to produce the Weeks Worked amount on the Quarterly FUTA/SUTA reports. 4. Enter the Deduct Period on which the pay date falls. The system uses this during payroll processing to take the appropriate standard payroll deductions for the employee. The system takes only the deductions defined for this deduction period. 5. If appropriate, enter or select the Payroll Option Template to apply to all the employees you select. 6. Click Find Employees. The message “Please Wait!” displays while the list generates. (In addition, the buttons and input fields are disabled while the list generates.) 7. To select the employees to include in the payroll: • Select the option at the top of the Select Active column to select every employee in the list. Afterwards, you can deselect any employees who should not be included in the payroll. • You can select or deselect each individual employee to include by selecting the option next to the Employee ID. 8. Click Accept. You return to the Payroll Control form, where you enter other information about the payroll.
Using Regular Payroll Control Quick Load Use the Regular Payroll Control Quick Load form to add employees to a regular (scheduled) payroll. Note the following when using this form: • The list includes all employees at the company who are active or whose termination date is within the last 30 days. It does not include new employees who have not completed the onboarding process; this ensures that the tax information is complete before they are included in a payroll.
Payroll Processing Guide © 2026 PrismHR 21 Chapter 1 Payroll Processing Guidelines
• You can sort the list by clicking the header, for example, click Pay Group to sort the list by the pay groups. The first time you click a header, it sorts the list in ascending order (A-Z); the second click changes it to descending order (Z-A).
To access this form: 1. Go to the Payroll Control form on the Payroll|Change menu. 2. Select a Calendar Year, Payroll Number, or New Payroll. 3. Select Add Employees to Payroll on the Actions menu. 4. Select Quick Load. The Regular Payroll Control Quick Load form displays.
To add employees to a regular payroll: 1. Enter or select the Add to Pay Group option. This field lists all pay groups associated with the Regular Scheduled Payroll. (If there is only one pay group, the system defaults to that selected pay group.) 2. To select the employees to include in the payroll: • Click the checkbox under Select All to select every employee in the list. Afterwards, you can deselect any employees who should not be included in the payroll. • You can select or deselect each individual employee to include by selecting the option next to the Employee ID. 3. Click Accept. You return to the Add Employees to Payroll form, where the employees you selected display. 4. Click Accept to add the selected employees to the Add Employees to Payroll form with the selected pay group. (After saving the payroll, the system adds these employees to the payroll.)
Adding Employees to a Payroll Use the Add Employees to Payroll form to add employees to the payroll batch. You can only add employees that do not already belong to any of the pay groups scheduled in the payroll; for example, if you want to process a check for an employee in the current batch who belongs to a different pay group. The forms also filters out any employees whose hire date is after the end of the pay period. Note: Select Quick Load to open the Regular Payroll Control Quick Load form, where you can add multiple employees to a pay group at once. (See Using Regular Payroll Control Quick Load.) When you add an employee, you must specify the pay group to associate with the employee for the payroll batch. PrismHR uses the pay group to assign the period start date, period end date, deduction period, period number, and optional alternate pay period to the employee.
To add employees to a payroll: 1. Click the Actions menu in the Payroll Control form and then select Add Employees to Payroll.
Payroll Processing Guide © 2026 PrismHR 22 Chapter 1 Payroll Processing Guidelines
When to Use This Feature Some clients with multiple locations, with pay groups defined for each location, have employees who work for more than one location during the pay period. For example, during the current pay period, Mark works twenty hours at the Main Street location and twenty hours at the South Street location. The system associates an employee with one primary pay group, and Mark is assigned to the Main Street pay group. • Without this feature, Mark would need to be paid for twenty hours within his normally scheduled batch. • If you use this feature, you can associate Mark with South Street’s pay group for the purpose of paying him the hours worked at their location.
Benefit and Deduction Considerations When you add an employee to a batch, the employee’s payroll voucher is treated as a supplemental pay voucher for deductions calculations, regardless of the type of pay found on the voucher. As such, standard deductions are not deducted. However, deductions that normally would be taken from a supplemental pay voucher—a retirement plan, garnishment, or deduction in arrears—will be deducted. In the example, Mark’s standard benefit deductions would be taken on the payroll voucher paid in his regular pay group batch. If the pay is not sufficient to cover all scheduled benefit deductions, the balance goes into arrears. When the remaining twenty hours are paid in the batch to which Mark was added, PrismHR takes the deduction amounts in arrears on that paycheck.
Processing History The Processing History displays all processes performed on the payroll batch, if the payroll processor has run any. It shows each Processing Step, as well as the Date, Time, and User ID, and denial Details for each step.
Note: All dates and times in PrismHR are Central Time.
Payroll Processing Guide © 2026 PrismHR 23 Chapter 1 Payroll Processing Guidelines
Payroll Processing Guide © 2026 PrismHR 24 Chapter 1 Payroll Processing Guidelines
Working with Employee Timesheet Information Use the Time Sheet Entry form to select a payroll in order to enter, edit, and accept employee timesheet information. For example:
To work with employee timesheet information: 1. Select the desired Payroll #. The Time Sheet Entry form opens see Entering Time Sheets on page 123. 2. Click the yellow indicator in the Pending Actions column to view pending approvals for the logged-in user, pending approvals for other users, and pending backdated leave request details for the selected payroll. Note: The yellow indicator in the Pending Actions column displays the total number of pending actions in this payroll. 3. Click the small inquiry icon in the payroll line to view the Client Payroll Inquiry. For example:
Payroll Processing Guide © 2026 PrismHR 25 Chapter 2 Processing Payroll
Chapter 2 Processing Payroll Use the Process Payroll form to enter time sheet information, calculate the payroll, finalize the payroll, run the Payroll Validation Report and the Payroll Audit Report, update employee and payroll records, review/download errors and warnings, and print the vouchers. For example:
Important! The output recorded in the Payroll Audit Report is generated using artificial intelligence (AI), so please review all output for accuracy, completeness, and appropriateness before using it.
Using the Processing Payroll Panels The Process Payroll form displays four distinct panels:
Payroll Processing Guide © 2026 PrismHR 26 Chapter 2 Processing Payroll
Panel Description Selected Payroll Includes additional information about the payroll and related available actions. In addition, you can do the following: • Select Payroll Validation Report to generate a listing of validation errors for the selected payroll number. (See Generating the Payroll Validation Report.) • Select Payroll Audit Report to review a payroll before it is finalized and posted. (See Payroll Audit Report.) • Select the Payroll Maintenance menu to access quick links to other forms, such as the Payroll Control form, for the selected payroll. Select the Payroll Maintenance menu to access the following options and their associated forms: • Bill Pending: Opens the Bill Pending form, where you can add billing items to a payroll • Payroll Approval: Opens the Payroll Approval form, where you can review and approve the selected payroll • Payroll Control: Opens the Payroll Control form, where you can establish essential information for processing payroll • Tax Calculation Overrides: Opens the Tax Calculation Overrides form, where you can temporarily override how the system calculates taxes for an employee • Payroll Variance Analysis: Opens the Payroll Variance Analysis dashboard, where you can review relevant payroll information and compare two payrolls on a single dashboard to simplify the review process. Note: Any updates you save in other forms immediately display when you return to the Process Payroll form. Note the following: • If you are processing a Pay On-Demand payroll for an employee, all HSA and HSA matches are suppressed. Also, the system ignores any entries in the Minimum ACH Window field on the System Parameters form. • The system displays the table header “Employees” for manual payroll types. If the payroll type is not manual, it displays “Pay Groups” as the table header. • The Payroll Maintenance menu does not display if the user has no access to all the forms available as quick links.
Payroll Processing Guide © 2026 PrismHR 27 Chapter 2 Processing Payroll
Panel Description • If a user’s role is set to Inquiry for the forms available as quick links, that user can click these links but is unable to make updates in the forms. • If a user’s role is set to Deny for the forms available as quick links, these links do not display.
Processing Steps Guides you through the payroll process by displaying which parts of the process are complete. (Click the icon next to an uncompleted step to proceed.) After you click an icon, the associated form or processing dialog displays where you can update or view information to complete the step. For example, when you click the Time Sheet icon ( ) the Time Sheet Entry form displays, where you can finalize this step. (Note: Click Return to return to the Process Payroll form.) After you successfully complete a step and return to the Process Payroll form, the system dims the step and displays “Complete.” The system highlights the next step, so you can continue the process. In addition, if there are any pending approvals for the payroll you can select Pending Actions to view pending approvals for you, pending approvals for others, and pending backdated leave requests. (Backdated leave requests are those whose dates occur before the current timesheet’s pay period start date.) Note: The system uses Restartable Payroll as the default payroll process, which replaced the Legacy Payroll process. The Restartable Payroll process picks up the calculation process when the last successful employee is calculated. (The Legacy Payroll process is still available, if you need to resolve payroll issues. However, if you need to use the Legacy Payroll process, you must enable the LEGACY-PAYROLL-GLOBAL custom feature code on the System Parameters form.) In addition, when processing payrolls where the Maximum ACH Amount is set on the Control tab in the Client Details form, the Restartable Payroll and Legacy Payroll features prevent submitted payrolls (those whose status is set to INITPEND), that exceed a set ACH amount, 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.) Payroll Overview Displays multiple views and filtering options to filter the employee table, which provides a high-level view of the selected payroll. To complement the data tables, charts display to help visualize the data. You can filter both the
Payroll Processing Guide © 2026 PrismHR 28 Chapter 2 Processing Payroll
Panel Description charts and the tables by using the drop-down menus, or by clicking the bars in the chart. In addition, you can search for employees and select an option on the Actions menu to update employee records directly from this panel. Note: Each time you select a different filter, the system refreshes the information that displays in the chart and the employee table. Use the following options to filter information in the Payroll Overview panel: • View: Select the view to display in the first menu. For example, select Employees in Payroll (default) to view the employees in the selected payroll. Selecting Payroll Summary displays the employee vouchers associated with the selected payroll. Note: You can only use Employee search to search for information that displays in the table. • Categories: In the second menu, select the category to display (default is Status/Type for Employees in Payroll and Check/Deposit for Payroll Summary). For example, select Locations for the Employees in Payroll category to filter employees by their locations. • Filter: In the third menu, All (default) displays all the items that pertain to the selected category. For example, if you select Locations in the category menu and All as the filter, all the employee locations display. Note: The Variable Salary filter option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. • Review: Select the review type, which opens the associated form. For example, if you select Payroll Vouchers, the Payroll Summary form opens for the selected payroll. • Charts: Select a bar in the chart to display the employees in the table below that pertain to that category. (The system dims the other bars.) To remove a bar from the chart display, select that bar in the legend. (The system dims it in the legend.) To redisplay it, simply click the dimmed item in the legend. (Note: Selecting items in the legend only affects the display in the chart and does not affect the table data.) • Employee search box: To perform a search, enter the employee name or ID, then press Enter or Tab, or click the search icon ( ). The results display in the table below the search box, including the employee name and ID, status/type, and pay group. Note: If you select Payroll Summary in the first View drop-down menu and then perform a search, the system updates the totals count and gross pay in the results.
Payroll Processing Guide © 2026 PrismHR 29 Chapter 2 Processing Payroll
Panel Description • Actions: Select an option to update employee
records, which opens the associated form. The Actions menu displays
while Employees in Payroll is selected in the Payroll Overview panel.
For example, if you select Pay Rate Change, the Pay Rate Change form
opens for the selected employee. Note the following: • If a user’s role
is set to Deny for both the Pay Rate Change form and the Employee
Termination form, when they click the Actions menu a message displays,
“No actions available. Contact your administrator.” • If a user’s role
is set to Deny for either form, then that option does not display on the
Actions menu. Errors and Warnings Displays errors and warnings, which
helps you address issues that prevent payroll processing from
completing. Click the download icon ( ) to download these messages to a
.CSV file. For example, a warning message displays when calculating
payroll if an employee has a gross pay greater than zero but has zero
net pay, “Warning: Employee
Processing a Payroll The steps involved in processing a payroll are: 1. Entering Time Sheets (page 123) (see the section after the SuperBatch topics) 2. Calculating Payroll Vouchers (page 35) 3. Reviewing Payroll Reports (page 64) 4. Finalizing the Payroll (page 66) 5. Generating Payroll Reports (page 68)
Payroll Processing Guide © 2026 PrismHR 30 Chapter 2 Processing Payroll
Payroll Calculation Logic The payroll calculation process includes the gross wages and calculates the employee contribution based on the Benefit Rules and value assigned to the Benefit Plan for Gross % of Wages. On the Benefit Rules form, if a benefit plan uses the Percent of Gross Wages value, then while calculating the contribution towards the Employee portion of premium, if Max Contribution has been defined for any Benefit Rule, then it will ignore the Max Contribution value. You must also set The Contribution rule amounts made by Company or Employee field to Employee for the payroll process to include gross wages. The logic to determine the Percent of Gross Wages being used is as follows: • If the Employee Benefit Rule Overrides form uses the Percent of Gross Wages value, then: • the value in the Percent of Gross Wages field on the Employee Benefit Rule Overrides form will be used to calculate the Percent of Gross Wages or else it will use the value assigned on the Group Benefit Plans form to calculate Percent of Gross Wages. • If the Employee Benefit Rule Overrides form does not use the Percent of Gross Wages value, then: • the value in the Percent of Gross Wages field on the Benefit Rules form will be used to calculate the Percent of Gross Wages or else it will use the value assigned on the Group Benefit Plans form to calculate Percent of Gross Wages. The payroll calculation is as below: • Once the Percent of Gross Wages value has been determined, this value is used to calculate the Contribution Amount for the Employee portion of the premium. • If the Percent of Gross Wages value is not being considered, then the Contribution Amount is calculated for the Employee portion of the premium based on the Benefit Rule grid. • If the Percent of Gross Wages value is less than the Calculated Contribution from the Benefit Rule grid, then the Percent of Gross Wages is used as the contribution towards the Employee portion of premium. The dependent premium is calculated in full by the benefit rule. • If the Percent of Gross Wages value is greater than the Calculated Contribution from the Benefit Rule grid, then the Calculated Contribution is used from the Benefit Rule grid as the contribution towards the Employee portion of premium.
Understanding the Security Dialog The Security Notification dialog warns clients of changes made to sensitive employee information prior to calculating payroll. This dialog displays when you: 1. Edit employee information, such as: • Email address • Direct deposit • Mobile phone • Employee name
Payroll Processing Guide © 2026 PrismHR 31 Chapter 2 Processing Payroll
Note: This dialog displays updates made to an employee’s mobile phone number as listed on the HR|Change|Employee Details form’s Address tab.
Navigate to Payroll|Action|Process Payroll. Click the Calculate icon ( ). The Security Notification dialog displays.
Click View Report. The Security Changes Report displays, which provides a listing of changes to employees’ employment status and includes changes made to any new or existing employee records. Note: To ensure “self-service payroll” Worksite Managers and Worksite Trusted Advisors have access to the Security Notification dialog, set up the following qualifications on these forms: • Client|Change|Client Payroll form: Enable the Self-Service Payroll field on this form’s Payroll tab to set the client to self-service mode • System|Change|Users form: Enable the user as a Payroll Processor in the Human Resource Roles panel, in addition to having access to process payroll in self-service mode
Payroll Warning for Flat Amount Creditor Garnishment When you process a manual or a special payroll where any employee has a flat amount as a garnishment which is not for child support, a warning indicating the Employee ID and the docket number displays, so you can review and make adjustments as needed. For example:
Payroll Processing Guide © 2026 PrismHR 32 Chapter 2 Processing Payroll
Note: This will work only if the Enhanced Garnishment Capping field in the System Parameters form is checked.
Payroll Warning for Pay Code Included in Timesheet Entry with Zero Dollar Rate When you process a payroll where a timesheet entry contains hours greater than zero (0) and a 0.0000 unit rate, which results in $0.00 being paid for the time sheet entry, a calculation warning displays in the Process Payroll and SuperBatch forms. For example:
Payroll Processing Guide © 2026 PrismHR 33 Chapter 2 Processing Payroll
Note the following: • This warning does not stop the payroll from processing. • This warning is visible to all user types using either the Restartable Payroll feature or the Legacy Payroll feature.
Payroll Warning for Retirement Plan that has one or more Deduction
Types flagged as Prohibited When an employee is enrolled in a Retirement
Plan that has one or more Deduction Types flagged as Prohibited on the
Retirement Plans form and an employee’s existing elections in that plan
reflect a deferral of the prohibited Deduction Type, then while
initializing a payroll for that employee, a warning message, “
Payroll Processing Guide © 2026 PrismHR 34 Chapter 2 Processing Payroll
Note: On the System Parameters form, under the Global Codes Setup section, if the Employer Match Billing Code is configured and at the same time a Retirement Plan is configured for the Employer Match Bill Code with the Prohibit Billing checkbox selected, then the payroll process ignores the global bill code and does not produce any employer match billing for the plan in the payroll.
Calculating Payroll Vouchers To begin the payroll calculation process, click the Calculate icon ( ) for the payroll. (Note: The time sheet entry must be complete to enable payroll calculation.)
Note: The Security Notification dialog displays if you have made changes to sensitive employee information prior to calculating payroll.
During the payroll calculation process, PrismHR creates a payroll voucher for each employee to be paid in the current payroll as follows: • Calculates full gross-to-net earnings • Posts any other earnings combined with selected time sheet earnings to one of up to twelve payroll vouchers that could be created for an individual employee • Calculates and processes scheduled deductions • Calculates and takes payroll taxes • Processes any active tax calculation overrides or deduction overrides
Payroll Processing Guide © 2026 PrismHR 35 Chapter 2 Processing Payroll
• Creates billing vouchers
• Calculates accounting
• Calculates benefits and benefit deductions
• Accrues paid time off registers, if any
• Applies FLSA ruleset, if applicableNote: If the pay date is on or before today’s date, you might be prompted to enter an authorization code; see Authorization Code for Backdated Payroll on the facing page.
When the calculation begins, the Calculating Payroll form opens. When the Close button is enabled, the calculation is complete. You can close the form and return to the Process Payroll form.
Note: All dates and times in PrismHR are Central Time.
Note: When your client is set up for Worksite Payroll Approval and Self Service, the Self Service Restrictions are set to either Print or Select/Null, and the ACH status on the Billing tab on the Client Details form is not set to Wire Transfer Client, the following message displays for worksite managers and worksite trusted advisors who are calculating payroll: To move into the payroll approval status and generate the approval email, click Yes. To bypass the payroll approval step and move the payroll to the next step, click No. In addition, this message displays for all users calculating payroll when the client has enabled payroll approval and the ACH status is not set to Wire Transfer Client. If there were any errors, they display at the bottom of the Process Payroll form in the Errors and Warnings panel. You must resolve these errors before you can proceed to the next step. If warning messages display, payroll calculation does not fail but not resolving them could cause accounting issues. For example, if the employee’s recorded timesheet hours are incorrect, warning messages similar to the following would display:
Payroll Processing Guide © 2026 PrismHR 36 Chapter 2 Processing Payroll
Note: If you enabled the Enable payroll live check calculation
warning field on the System Parameters form and the system will create
live checks during payroll processing, a warning message displays during
payroll calculation, “Warning: there are
Note: You can download the errors, warnings, and messages that display in this panel to an Excel spreadsheet by clicking the Errors and Warnings Download icon ( ). After calculating a payroll, the following dialog displays: “Do you want to send the payroll approval to the client?” Click one of the following options: • Click Yes to send the approval notification email to the client. • Click No to disregard sending the approval notification, which closes the dialog. The payroll’s batch status then updates to Calculation Complete and allows users to post the payroll or recalculate and submit it for approval.
Authorization Code for Backdated Payroll If the system is configured to require an authorization code when the pay date is on or before the current date, the system prompts you for that code.
Recalculate Taxes on Vouchers Use the Recalculate Taxes on Vouchers form to recalculate taxes on prior payroll vouchers for tax codes. if • it was calculated incorrectly earlier OR
Payroll Processing Guide © 2026 PrismHR 37 Chapter 2 Processing Payroll
• there has been a change in the minimum wage levels, which affects all hourly employees whose current wage matches an amount you designate OR • there has been a change in the wage level of the individual employee, for example getting a raise or a promotion etc.
To access the form, click Payroll. Under Payroll|Action, select Recalculate Taxes on Vouchers.
Note: You can access historical reports by selecting Recalculate Taxes on Vouchers Report History.
• This only displays historical previews of reports where Update Tax was enabled. • It will also show if any warnings were generated on the Job Control while processing. The Include SUTA/FUTA Successor Wages field should be Yes for this to work.
To recalculate taxes on vouchers: 1. Select a Tax Type and complete the applicable sections for each from the following options: • See Recalculate Taxes on Vouchers - Unemployment on page 38 • See Recalculate Taxes on Vouchers - Miscellaneous on page 44 • See Recalculate Taxes on Vouchers - Medicare on page 51 • See Recalculate Taxes on Vouchers - OASDI on page 56 2. Click Preview Changes - a job progress window opens. If there are any errors, make the required changes and redo the process. 3. Click Close to close the job progress window, and see the changes in the tax amounts to be made for each employee in the preview pane. Only the first 100 records show up in the preview pane. Click the Download Report link to download this report. 4. Click Cancel if you do not want to recalculate the tax code on the vouchers. 5. Click Update Tax to update the changes to tax calculations on vouchers.
Note: When the Recalculate Taxes on Vouchers process is run, and an employee has taxable wages with overlimit wages to the SUTA state being processed that have been backed out via tax adjustment before running the utility, the adjustment will continue to occur. Each occurrence will be reported in the processing reports, on-screen process log report, and the Job Control Status report, including the PDF and XLS versions, with the following message stating Employee XXXXXX in company XXXXX has 0.00 Gross Taxable with an Overlimit amount >0.00, resulting in a negative tax amount. Additional adjustment may be required.
Recalculate Taxes on Vouchers - Unemployment Select a Reporting Entity from the following options: • Client • Employer
Payroll Processing Guide © 2026 PrismHR 38 Chapter 2 Processing Payroll
For Reporting Entity - Client 1. Complete these fields:
Field Description
Client ID This field is optional. Leave it blank to select all clients or enter the client ID if
you want to recalculate unemployment tax for a specific client or click the
Client ID link to select the client whose unemployment tax needs
recalculation.
Tax Code Enter the tax code for the unemployment tax to be recalculated, or click the
Tax Code link to select the SUTA or FUTA tax code to be recalculated.
Start Date Enter the start date from which you want to recalculate the selected SUTA or
FUTA tax.
End Date Enter the end date up to which you want to recalculate the selected SUTA or
FUTA tax.
Taxable Wage Limit Enter the federal taxable wage limit if you want to recalculate FUTA tax OR
Enter the taxable wage limit for the state for which you want to recalculate
SUTA tax
Update Tax This field is optional. Select one of the options from the drop-down:
• Yes (Default) - will update the SUTA or FUTA tax at the client level.
• No - will not update the SUTA or FUTA tax at the client level.
SUI State Limiter • Defaults to All States.
• To recalculate the SUTA or FUTA tax for a particular state only, select the
state from the drop-down.
Note: When you run this utility for FUTA tax code 00-17 with a single state
limited in place, a warning message displays when you click Preview
Changes on the Recalculate Taxes on Vouchers form. After you preview the
changes, when you click Update Tax Values you will also see the same
warning message again.
Update Existing Select one of the following options:
Voucher Amounts or • Create new adjustment vouchers
Create Adjustment
Vouchers • Update existing vouchersPayroll Processing Guide © 2026 PrismHR 39 Chapter 2 Processing Payroll
In this field Enter this
Generate Separate Select Yes or No.
Adjustments for • If you select Yes, the Adjustment Date field is disabled, and tax
each quarter adjustments per quarter is generated.
• If you select No, the Adjustment Date field is enabled to select an
effective date for the adjustment payroll vouchers of your choice. The
date must be in the same year as the date range you entered above.
Note: The Adjustment Date defaults to the last day of the quarter based
upon the End Date selected. You can change
• If the end date is between 01/01/YYYY and 03/31/YYYY, the default
adjustment date is 03/31/YYYY.
• If the end date is between 04/01/YYYY and 06/30/YYYY, the default
adjustment date is 06/30/YYYY.
• If the end date is between 07/01/YYYY and 09/30/YYYY, the default
adjustment date is 09/30/YYYY.
• If the end date is between 10/01/YYYY and 12/31/YYYY, the default
adjustment date is 12/31/YYYYY.
Suppress Billing Select one of the options from the drop-down:
• Yes - if you want to suppress billing for the adjustments.
• No - if you want to bill for the adjustments.
Calculate on CFE This option is only available if the entered employer is configured as a
Register Certified Employer And Limit testing is not on the Employer Register. This
option should only be selected when recalculating taxes for a Certified
Employer with employees working between multiple clients.
Select one of the options from the drop-down:
• No - This is the default option. When set to No, the process will continue
using the normal process to recalculate employees based on the
employer level register.
• Yes - When set to Yes, taxable limits will be recalculated on the Client
Federal Entity Register between each client and not on the employer
level as combined across clients.
Suppress Changes to Select one of the options from the drop-down:
Billing Registers • Yes - will stop changes going to the billing register.
• No - will make changes to the billing register.
Include SUTA/FUTA Select from the following options:Payroll Processing Guide © 2026 PrismHR 40 Chapter 2 Processing Payroll
In this field Enter this
Successor Wages • No - This is the default option. When set to No, the recalculation utility
will only look to actual vouchers on the employee record to determine
tax amounts. Successor wage tax amounts will not be recalculated. If you
have processed any rate adjustments through payroll related to
successor wages, these amounts may be reversed with the recalculation
utility when successor wages are not included.
• Yes - When set to Yes, the recalculation utility will include the successor
wage and tax amounts in the results of the voucher recalculation utility.
If successor earnings were entered for FUTA, and you are adjusting FUTA
rates, the state will be determined based on the current home work
location for the employee in the recalculation process. For example, if an
employee has FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in the rate
adjustment. If that employee has a home location of FL, the wages would
not be included.
Note: When recalculating taxes on vouchers to include successor wages,
you cannot adjust the wage limit to be less than the successor wage
amount. The successor wages would need to be adjusted manually. If you
try to adjust the wage limit to be less than the successor wage amount
when recalculating taxes on vouchers to include successor wages, the
following sample error will generate notifying you that the employee has
successor wages in excess of the taxable wage limit.
Error: Employee T16129 in company 925 has Successor Earnings in
excess of the taxable limit. Cannot adjust that amount.For Reporting Entity - Employer 1. Complete these fields:
In this field Enter this
Employer ID The employer ID, or click the Employer ID link to select the employer whose
vouchers need to be recalculated.
Tax Code Enter the tax code for the unemployment tax to be recalculated, or click the
Tax Code link to select the SUTA or FUTA tax code to be recalculated.
Start Date Enter the start date from which you want to recalculate the selected SUTA or
FUTA tax.
End Date Enter the end date up to which you want to recalculate the selected SUTA or
FUTA tax.Payroll Processing Guide © 2026 PrismHR 41 Chapter 2 Processing Payroll
In this field Enter this
Taxable Wage Limit Enter the federal taxable wage limit if you want to recalculate FUTA tax OR
Enter the taxable wage limit for the state for which you want to recalculate
SUTA tax
Update Tax This field is optional. Select one of the options from the drop-down:
• Yes (Default) - will update the SUTA or FUTA tax at the employer level.
• No - will not update the SUTA or FUTA tax at the employer level.
SUI State Limiter • Defaults to All States.
• To recalculate the SUTA or FUTA tax for a particular state only, select the
state from the drop-down.
Note: When you run this utility for FUTA tax code 00-17 with a single state
limited in place, a warning message displays when you click Preview
Changes on the Recalculate Taxes on Vouchers form. After you preview the
changes, when you click Update Tax Values you will also see the same
warning message again.
Update Existing Select one of the following options:
Voucher Amounts or • Create new adjustment vouchers
Create Adjustment
Vouchers • Update existing vouchersSelect Create new adjustment vouchers, if you want to create new adjustment vouchers. Complete these fields:
Field Description Generate Separate • If you select Yes, the Adjustment Date field is disabled, and tax Adjustments for adjustments per quarter is generated. each quarter • If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above.
Note: The Adjustment Date defaults to the last day of the quarter based
upon the End Date entered above.
• If the end date is between 01/01/YYYY and 03/31/YYYY, the default
adjustment date is 03/31/YYYY.
• If the end date is between 04/01/YYYY and 06/30/YYYY, the default
adjustment date is 06/30/YYYY.
• If the end date is between 07/01/YYYY and 09/30/YYYY, the default
adjustment date is 09/30/YYYY.Payroll Processing Guide © 2026 PrismHR 42 Chapter 2 Processing Payroll
Field Description
• If the end date is between 10/01/YYYY and 12/31/YYYY, the default
adjustment date is 12/31/YYYYY.
Suppress Billing Select one of the options from the drop-down:
• Yes - if you want to suppress billing for the adjustments.
• No - if you want to bill for the adjustments.
Calculate on CFE This option is only available if the entered employer is configured as a
Register Certified Employer And Limit testing is not on the Employer Register. This
option should only be selected when recalculating taxes for a Certified
Employer with employees working between multiple clients.
Select one of the options from the drop-down:
• No - This is the default option. When set to No, the process will continue
using the normal process to recalculate employees based on the
employer level register.
• Yes - When set to Yes, taxable limits will be recalculated on the Client
Federal Entity Register between each client and not on the employer
level as combined across clients.
Suppress Changes to Select one of the options from the drop-down:
Billing Registers • Yes - will stop changes going to the billing register.
• No - will make changes to the billing register.
Include SUTA/FUTA Select from the following options:
Successor Wages
• No - This is the default option. When set to No, the recalculation utility
will only look to actual vouchers on the employee record to determine
tax amounts. Successor wage tax amounts will not be recalculated. If you
have processed any rate adjustments through payroll related to
successor wages, these amounts may be reversed with the recalculation
utility when successor wages are not included.
• Yes - When set to Yes, the recalculation utility will include the successor
wage and tax amounts in the results of the voucher recalculation utility.
If successor earnings were entered for FUTA, and you are adjusting FUTA
rates, the state will be determined based on the current home work
location for the employee in the recalculation process. For example, if an
employee has FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in the rate
adjustment. If that employee has a home location of FL, the wages would
not be included.Payroll Processing Guide © 2026 PrismHR 43 Chapter 2 Processing Payroll
Field Description
Note: When recalculating taxes on vouchers to include successor wages,
you cannot adjust the wage limit to be less than the successor wage
amount. The successor wages would need to be adjusted manually. If you
try to adjust the wage limit to be less than the successor wage amount
when recalculating taxes on vouchers to include successor wages, the
following sample error will generate notifying you that the employee has
successor wages in excess of the taxable wage limit.
Error: Employee T16129 in company 925 has Successor Earnings in
excess of the taxable limit. Cannot adjust that amount.Recalculate Taxes on Vouchers - Miscellaneous Select a Reporting Entity from the following options: • Client • Employer • Employee
For Reporting Entity - Client 1. Complete these fields:
In this field Enter this
Client ID The client ID, or click the Client ID link to select the client
whose vouchers need to be recalculated.
Tax Code The tax code, or click the Tax Code link to select the
miscellaneous tax code to be recalculated.
Start Date The start date from which you want to recalculate
miscellaneous taxes for the tax code selected.
End Date The end date up to which you want to recalculate
miscellaneous taxes for the tax code selected.
Taxable Wage Limit The taxable wage limit for the state for which you want to
recalculate miscellaneous taxes.
Tax Rate (%) The applicable miscellaneous tax rate for the state if you do
not have a tax rate defined for the client. If you already
have a tax rate defined for the client, then that value shows
here by default.Payroll Processing Guide © 2026 PrismHR 44 Chapter 2 Processing Payroll
In this field Enter this
Update Tax Select one of the options from the drop-down:
• Yes - will update the miscellaneous tax at the client
level.
• No - will not update the miscellaneous tax at the client
level.
Update Existing Voucher Amounts or Select one of the following options:
Create Adjustment Vouchers • Create new adjustment vouchers
• Update existing vouchersSelect Create new adjustment vouchers, if you want to create new adjustment vouchers. Complete these fields:
In this field Enter this Generate Separate Select Yes or No. Adjustments for • If you select Yes, the Adjustment Date field is disabled, and tax each quarter adjustments per quarter is generated. • If you select No, the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above.
Note: The Adjustment Date defaults to the last day of the quarter based
upon the End Date selected. You can change
• If the end date is between 01/01/YYYY and 03/31/YYYY, the default
adjustment date is 03/31/YYYY.
• If the end date is between 04/01/YYYY and 06/30/YYYY, the default
adjustment date is 06/30/YYYY.
• If the end date is between 07/01/YYYY and 09/30/YYYY, the default
adjustment date is 09/30/YYYY.
• If the end date is between 10/01/YYYY and 12/31/YYYY, the default
adjustment date is 12/31/YYYYY.Suppress Billing Select one of the options from the drop-down: • Yes - if you want to suppress billing for the adjustments. • No - if you want to bill for the adjustments. Calculate on CFE This option is only available if the entered employer is configured as a Register Certified Employer And Limit testing is not on the Employer Register. This option should only be selected when recalculating taxes for a Certified
Payroll Processing Guide © 2026 PrismHR 45 Chapter 2 Processing Payroll
In this field Enter this
Employer with employees working between multiple clients.
Select one of the options from the drop-down:
• No - This is the default option. When set to No, the process will continue
using the normal process to recalculate employees based on the
employer level register.
• Yes - When set to Yes, taxable limits will be recalculated on the Client
Federal Entity Register between each client and not on the employer
level as combined across clients.
Include SUTA/FUTA Select from the following options:
Successor Wages
• No - This is the default option. When set to No, the recalculation utility
will only look to actual vouchers on the employee record to determine
tax amounts. Successor wage tax amounts will not be recalculated. If you
have processed any rate adjustments through payroll related to
successor wages, these amounts may be reversed with the recalculation
utility when successor wages are not included.
• Yes - When set to Yes, the recalculation utility will include the successor
wage and tax amounts in the results of the voucher recalculation utility.
If successor earnings were entered for FUTA, and you are adjusting FUTA
rates, the state will be determined based on the current home work
location for the employee in the recalculation process. For example, if an
employee has FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in the rate
adjustment. If that employee has a home location of FL, the wages would
not be included.
Note: When recalculating taxes on vouchers to include successor wages,
you cannot adjust the wage limit to be less than the successor wage
amount. The successor wages would need to be adjusted manually. If you
try to adjust the wage limit to be less than the successor wage amount
when recalculating taxes on vouchers to include successor wages, the
following sample error will generate notifying you that the employee has
successor wages in excess of the taxable wage limit.
Error: Employee T16129 in company 925 has Successor Earnings in
excess of the taxable limit. Cannot adjust that amount.
Use Taxable from This field is optional. Click the Use Taxable from alternate tax codes link to
alternate tax codes select an alternate tax deduction code from the Select Tax Deduction Code
dialog box. The alternate tax codes will be used to determine limits.Payroll Processing Guide © 2026 PrismHR 46 Chapter 2 Processing Payroll
For Reporting Entity - Employer 1. Complete these fields:
In this field Enter this
Employer ID The employer ID, or click the Employer ID link to select the
employer whose vouchers need to be recalculated.
Tax Code The tax code, or click the Tax Code link to select the
miscellaneous tax code to be recalculated.
Start Date The start date from which you want to recalculate taxes for
the miscellaneous tax code selected.
End Date The end date up to which you want to recalculate taxes for
the miscellaneous tax code selected.
Taxable Wage Limit The taxable wage limit for the state for which you want to
recalculate miscellaneous taxes.
Tax Rate (%) The applicable miscellaneous tax rate for the state if you do
not have a tax rate defined for the employer. If you already
have a tax rate defined for the employer, then that value
shows here by default.
Update Tax Select one of the options from the drop-down:
• Yes - will update the miscellaneous taxed at the
employer level.
• No - will not update the miscellaneous taxes at the
employer level.
Update Existing Voucher Amounts or Select one of the following options:
Create Adjustment Vouchers • Create new adjustment vouchers
• Update existing vouchersSelect Create new adjustment vouchers, if you want to create new adjustment vouchers. Complete these fields:
Field Description Generate Separate • If you select Yes, the Adjustment Date field is disabled, and tax Adjustments for adjustments per quarter is generated. each quarter • If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above.
Payroll Processing Guide © 2026 PrismHR 47 Chapter 2 Processing Payroll
Field Description
Note: The Adjustment Date defaults to the last day of the quarter based
upon the End Date entered above.
• If the end date is between 01/01/YYYY and 03/31/YYYY, the default
adjustment date is 03/31/YYYY.
• If the end date is between 04/01/YYYY and 06/30/YYYY, the default
adjustment date is 06/30/YYYY.
• If the end date is between 07/01/YYYY and 09/30/YYYY, the default
adjustment date is 09/30/YYYY.
• If the end date is between 10/01/YYYY and 12/31/YYYY, the default
adjustment date is 12/31/YYYYY.
Suppress Billing Select one of the options from the drop-down:
• Yes - if you want to suppress billing for the adjustments.
• No - if you want to bill for the adjustments.
Calculate on CFE This option is only available if the entered employer is configured as a
Register Certified Employer And Limit testing is not on the Employer Register. This
option should only be selected when recalculating taxes for a Certified
Employer with employees working between multiple clients.
Select one of the options from the drop-down:
• No - This is the default option. When set to No, the process will continue
using the normal process to recalculate employees based on the
employer level register.
• Yes - When set to Yes, taxable limits will be recalculated on the Client
Federal Entity Register between each client and not on the employer
level as combined across clients.
Include SUTA/FUTA Select from the following options:
Successor Wages
• No - This is the default option. When set to No, the recalculation utility
will only look to actual vouchers on the employee record to determine
tax amounts. Successor wage tax amounts will not be recalculated. If you
have processed any rate adjustments through payroll related to
successor wages, these amounts may be reversed with the recalculation
utility when successor wages are not included.
• Yes - When set to Yes, the recalculation utility will include the successor
wage and tax amounts in the results of the voucher recalculation utility.
If successor earnings were entered for FUTA, and you are adjusting FUTA
rates, the state will be determined based on the current home work
location for the employee in the recalculation process. For example, if anPayroll Processing Guide © 2026 PrismHR 48 Chapter 2 Processing Payroll
Field Description
employee has FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in the rate
adjustment. If that employee has a home location of FL, the wages would
not be included.
Note: When recalculating taxes on vouchers to include successor wages,
you cannot adjust the wage limit to be less than the successor wage
amount. The successor wages would need to be adjusted manually. If you
try to adjust the wage limit to be less than the successor wage amount
when recalculating taxes on vouchers to include successor wages, the
following sample error will generate notifying you that the employee has
successor wages in excess of the taxable wage limit.
Error: Employee T16129 in company 925 has Successor Earnings in
excess of the taxable limit. Cannot adjust that amount.
Use Taxable from This field is optional. Click the Use Taxable from alternate tax codes link to
alternate tax codes select an alternate tax deduction code from the Select Tax Deduction Code
dialog box. The alternate tax codes will be used to determine limits.For Reporting Entity - Employee 4. Complete these fields:
In this field Enter this
Employer ID The employer ID, or click the Employer ID link to select the
employer whose vouchers need to be recalculated.
Tax Code The tax code, or click the Tax Code link to select the
miscellaneous tax code to be recalculated.
Start Date The start date from which you want to recalculate
miscellaneous taxes for the tax code selected.
End Date The end date up to which you want to recalculate
miscellaneous taxes for the tax code selected.
Taxable Wage Limit The taxable wage limit for the state for which you want to
recalculate miscellaneous taxes.
Tax Rate (%) The applicable miscellaneous tax rate for the state if you do
not have a tax rate defined for the employer. If you already
have a tax rate defined for the employer, then that value
shows here by default.Payroll Processing Guide © 2026 PrismHR 49 Chapter 2 Processing Payroll
In this field Enter this
Update Tax The system updates only the taxable basis. You must create
scheduled payments to adjust the tax amounts.
Update Existing Voucher Amounts or Select one of the following options:
Create Adjustment Vouchers • Create new adjustment vouchers
• Update existing vouchersSelect Create new adjustment vouchers, if you want to create new adjustment vouchers. Complete these fields:
In this field Enter this Generate Separate Select Yes or No. Adjustments for • If you select Yes, the Adjustment Date field is disabled, and tax each quarter adjustments per quarter is generated. • If you select No, the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above.
Note: The Adjustment Date defaults to the last day of the quarter based
upon the End Date selected. You can change
• If the end date is between 01/01/YYYY and 03/31/YYYY, the default
adjustment date is 03/31/YYYY.
• If the end date is between 04/01/YYYY and 06/30/YYYY, the default
adjustment date is 06/30/YYYY.
• If the end date is between 07/01/YYYY and 09/30/YYYY, the default
adjustment date is 09/30/YYYY.
• If the end date is between 10/01/YYYY and 12/31/YYYY, the default
adjustment date is 12/31/YYYYY.Suppress Billing Select one of the options from the drop-down: • Yes - if you want to suppress billing for the adjustments. • No - if you want to bill for the adjustments. Calculate on CFE This option is only available if the entered employer is configured as a Register Certified Employer And Limit testing is not on the Employer Register. This option should only be selected when recalculating taxes for a Certified Employer with employees working between multiple clients. Select one of the options from the drop-down:
Payroll Processing Guide © 2026 PrismHR 50 Chapter 2 Processing Payroll
In this field Enter this
• No - This is the default option. When set to No, the process will continue
using the normal process to recalculate employees based on the
employer level register.
• Yes - When set to Yes, taxable limits will be recalculated on the Client
Federal Entity Register between each client and not on the employer
level as combined across clients.
Include SUTA/FUTA Select from the following options:
Successor Wages
• No - This is the default option. When set to No, the recalculation utility
will only look to actual vouchers on the employee record to determine
tax amounts. Successor wage tax amounts will not be recalculated. If you
have processed any rate adjustments through payroll related to
successor wages, these amounts may be reversed with the recalculation
utility when successor wages are not included.
• Yes - When set to Yes, the recalculation utility will include the successor
wage and tax amounts in the results of the voucher recalculation utility.
If successor earnings were entered for FUTA, and you are adjusting FUTA
rates, the state will be determined based on the current home work
location for the employee in the recalculation process. For example, if an
employee has FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in the rate
adjustment. If that employee has a home location of FL, the wages would
not be included.
Note: When recalculating taxes on vouchers to include successor wages,
you cannot adjust the wage limit to be less than the successor wage
amount. The successor wages would need to be adjusted manually. If you
try to adjust the wage limit to be less than the successor wage amount
when recalculating taxes on vouchers to include successor wages, the
following sample error will generate notifying you that the employee has
successor wages in excess of the taxable wage limit.
Error: Employee T16129 in company 925 has Successor Earnings in
excess of the taxable limit. Cannot adjust that amount.Recalculate Taxes on Vouchers - Medicare Select the Paid By option from the following: • Employer • Employee
Payroll Processing Guide © 2026 PrismHR 51 Chapter 2 Processing Payroll
Paid By - Employer 1. Complete these fields:
In this field Enter this
Employer ID The employer ID, or click the Employer ID link to select the employer whose
vouchers need to be recalculated.
Start Date The start date from which you want to recalculate the Medicare taxes.
End Date The end date up to which you want to recalculate the Medicare taxes.
Tax Rate The Medicare tax rate in percentage.
Update Tax Select one of the options from the drop-down:
• Yes - will update the Medicare taxes at the employer level.
• No - will not update the Medicare taxes at the employer level.Select Create new adjustment vouchers, if you want to create new adjustment vouchers. Complete these fields:
Field Description Generate Separate • If you select Yes, the Adjustment Date field is disabled, and tax Adjustments for adjustments per quarter is generated. each quarter • If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above.
Note: The Adjustment Date defaults to the last day of the quarter based
upon the End Date entered above.
• If the end date is between 01/01/YYYY and 03/31/YYYY, the default
adjustment date is 03/31/YYYY.
• If the end date is between 04/01/YYYY and 06/30/YYYY, the default
adjustment date is 06/30/YYYY.
• If the end date is between 07/01/YYYY and 09/30/YYYY, the default
adjustment date is 09/30/YYYY.
• If the end date is between 10/01/YYYY and 12/31/YYYY, the default
adjustment date is 12/31/YYYYY.Suppress Billing Select one of the options from the drop-down: • Yes - if you want to suppress billing for the adjustments. • No - if you want to bill for the adjustments.
Payroll Processing Guide © 2026 PrismHR 52 Chapter 2 Processing Payroll
Field Description
Calculate on CFE This option is only available if the entered employer is configured as a
Register Certified Employer And Limit testing is not on the Employer Register. This
option should only be selected when recalculating taxes for a Certified
Employer with employees working between multiple clients.
Select one of the options from the drop-down:
• No - This is the default option. When set to No, the process will continue
using the normal process to recalculate employees based on the
employer level register.
• Yes - When set to Yes, taxable limits will be recalculated on the Client
Federal Entity Register between each client and not on the employer
level as combined across clients.
Suppress Changes to Select one of the options from the drop-down:
Billing Registers • Yes - will stop changes going to the billing register.
• No - will make changes to the billing register.
Include SUTA/FUTA Select from the following options:
Successor Wages
• No - This is the default option. When set to No, the recalculation utility
will only look to actual vouchers on the employee record to determine
tax amounts. Successor wage tax amounts will not be recalculated. If you
have processed any rate adjustments through payroll related to
successor wages, these amounts may be reversed with the recalculation
utility when successor wages are not included.
• Yes - When set to Yes, the recalculation utility will include the successor
wage and tax amounts in the results of the voucher recalculation utility.
If successor earnings were entered for FUTA, and you are adjusting FUTA
rates, the state will be determined based on the current home work
location for the employee in the recalculation process. For example, if an
employee has FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in the rate
adjustment. If that employee has a home location of FL, the wages would
not be included.
Note: When recalculating taxes on vouchers to include successor wages,
you cannot adjust the wage limit to be less than the successor wage
amount. The successor wages would need to be adjusted manually. If you
try to adjust the wage limit to be less than the successor wage amount
when recalculating taxes on vouchers to include successor wages, the
following sample error will generate notifying you that the employee has
successor wages in excess of the taxable wage limit.Payroll Processing Guide © 2026 PrismHR 53 Chapter 2 Processing Payroll
Field Description
Error: Employee T16129 in company 925 has Successor Earnings in
excess of the taxable limit. Cannot adjust that amount.Paid By - Employee 4. Complete these fields:
In this field Enter this
Employer ID The employer ID, or click the Employer ID link to select the
employer whose vouchers need to be recalculated.
Start Date The start date from which you want to recalculate the
Medicare taxes. form
End Date The end date up to which you want to recalculate the
Medicare taxes.
Tier One Tax Rate The Tier 1 tax rate in percentage.
Note: The Tier 1 tax rate in this field is currently
generated from the Tax Rate Maintenance form under
the Actions menu on the System Parameters form in the
decimal format. Please override this to display a
percentage (For example, 1.45 is the correct format
instead of 0.0145)
Tier Two Tax Rate The tax rate to use when the total taxable exceeds 200,000
US dollars.
Update Tax Select one of the options from the drop-down:
• Yes - will update the Medicare taxes at the employee
level.
• No - will not update the Medicare taxes at the
employee level.
Update Existing Voucher Amounts or Select one of the following options:
Create Adjustment Vouchers • Create new adjustment vouchers
• Update existing vouchersPayroll Processing Guide © 2026 PrismHR 54 Chapter 2 Processing Payroll
In this field Enter this
Generate Separate Adjustments for Select Yes or No.
each quarter • If you select Yes, the Adjustment Date field is disabled,
and tax adjustments per quarter is generated.
• If you select No, the Adjustment Date field is enabled
to select an effective date for the adjustment payroll
vouchers of your choice. The date must be in the same
year as the date range you entered above.
Note: The Adjustment Date defaults to the last day of
the quarter based upon the End Date selected. You can
change
• If the end date is between 01/01/YYYY and
03/31/YYYY, the default adjustment date is
03/31/YYYY.
• If the end date is between 04/01/YYYY and
06/30/YYYY, the default adjustment date is
06/30/YYYY.
• If the end date is between 07/01/YYYY and
09/30/YYYY, the default adjustment date is
09/30/YYYY.
• If the end date is between 10/01/YYYY and
12/31/YYYY, the default adjustment date is
12/31/YYYYY.
Suppress Billing Select one of the options from the drop-down:
• Yes - if you want to suppress billing for the adjustments.
• No - if you want to bill for the adjustments.
Calculate on CFE Register This option is only available if the entered employer is
configured as a Certified Employer And Limit testing is not
on the Employer Register. This option should only be
selected when recalculating taxes for a Certified Employer
with employees working between multiple clients.
Select one of the options from the drop-down:
• No - This is the default option. When set to No, the
process will continue using the normal process to
recalculate employees based on the employer level
register.
• Yes - When set to Yes, taxable limits will be recalculatedPayroll Processing Guide © 2026 PrismHR 55 Chapter 2 Processing Payroll
In this field Enter this
on the Client Federal Entity Register between each
client and not on the employer level as combined
across clients.
Include SUTA/FUTA Successor Wages Select from the following options:
• No - This is the default option. When set to No, the
recalculation utility will only look to actual vouchers on
the employee record to determine tax amounts.
Successor wage tax amounts will not be recalculated. If
you have processed any rate adjustments through
payroll related to successor wages, these amounts may
be reversed with the recalculation utility when
successor wages are not included.
• Yes - When set to Yes, the recalculation utility will
include the successor wage and tax amounts in the
results of the voucher recalculation utility. If successor
earnings were entered for FUTA, and you are adjusting
FUTA rates, the state will be determined based on the
current home work location for the employee in the
recalculation process. For example, if an employee has
FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in
the rate adjustment. If that employee has a home
location of FL, the wages would not be included.
Note: When recalculating taxes on vouchers to include
successor wages, you cannot adjust the wage limit to be
less than the successor wage amount. The successor
wages would need to be adjusted manually. If you try to
adjust the wage limit to be less than the successor wage
amount when recalculating taxes on vouchers to include
successor wages, the following sample error will generate
notifying you that the employee has successor wages in
excess of the taxable wage limit.
Error: Employee T16129 in company 925 has
Successor Earnings in excess of the taxable limit.
Cannot adjust that amount.Recalculate Taxes on Vouchers - OASDI Select the Paid By option from the following:
Payroll Processing Guide © 2026 PrismHR 56 Chapter 2 Processing Payroll
• Employer • Employee
Paid By - Employer 1. Complete these fields:
In this field Enter this
Employer ID The employer ID, or click the Employer ID link to select the
employer whose vouchers need to be recalculated.
Start Date The start date from which you want to recalculate OASDI
taxes.
End Date The end date up to which you want to recalculate OASDI
taxes.
Taxable Wage Limit The taxable wage limit for the state for which you want to
recalculate OASDI taxes.
Tax Rate (%) The applicable OASDI tax rate for the state.
Update Tax Select one of the options from the drop-down:
• Yes - will update the OASDI taxes at the employer level.
• No - will not update the OASDI taxes at the employer
level.
Update Existing Voucher Amounts or Select one of the following options:
Create Adjustment Vouchers • Create new adjustment vouchers
• Update existing vouchersSelect Create new adjustment vouchers, if you want to create new adjustment vouchers. Complete these fields:
Field Description Generate Separate • If you select Yes, the Adjustment Date field is disabled, and tax Adjustments for adjustments per quarter is generated. each quarter • If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above.
Note: The Adjustment Date defaults to the last day of the quarter based
upon the End Date entered above.
• If the end date is between 01/01/YYYY and 03/31/YYYY, the defaultPayroll Processing Guide © 2026 PrismHR 57 Chapter 2 Processing Payroll
Field Description
adjustment date is 03/31/YYYY.
• If the end date is between 04/01/YYYY and 06/30/YYYY, the default
adjustment date is 06/30/YYYY.
• If the end date is between 07/01/YYYY and 09/30/YYYY, the default
adjustment date is 09/30/YYYY.
• If the end date is between 10/01/YYYY and 12/31/YYYY, the default
adjustment date is 12/31/YYYYY.
Suppress Billing Select one of the options from the drop-down:
• Yes - if you want to suppress billing for the adjustments.
• No - if you want to bill for the adjustments.
Calculate on CFE This option is only available if the entered employer is configured as a
Register Certified Employer And Limit testing is not on the Employer Register. This
option should only be selected when recalculating taxes for a Certified
Employer with employees working between multiple clients.
Select one of the options from the drop-down:
• No - This is the default option. When set to No, the process will continue
using the normal process to recalculate employees based on the
employer level register.
• Yes - When set to Yes, taxable limits will be recalculated on the Client
Federal Entity Register between each client and not on the employer
level as combined across clients.
Suppress Changes to Select one of the options from the drop-down:
Billing Registers • Yes - will stop changes going to the billing register.
• No - will make changes to the billing register.
Include SUTA/FUTA Select from the following options:
Successor Wages
• No - This is the default option. When set to No, the recalculation utility
will only look to actual vouchers on the employee record to determine
tax amounts. Successor wage tax amounts will not be recalculated. If you
have processed any rate adjustments through payroll related to
successor wages, these amounts may be reversed with the recalculation
utility when successor wages are not included.
• Yes - When set to Yes, the recalculation utility will include the successor
wage and tax amounts in the results of the voucher recalculation utility.
If successor earnings were entered for FUTA, and you are adjusting FUTA
rates, the state will be determined based on the current home workPayroll Processing Guide © 2026 PrismHR 58 Chapter 2 Processing Payroll
Field Description
location for the employee in the recalculation process. For example, if an
employee has FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in the rate
adjustment. If that employee has a home location of FL, the wages would
not be included.
Note: When recalculating taxes on vouchers to include successor wages,
you cannot adjust the wage limit to be less than the successor wage
amount. The successor wages would need to be adjusted manually. If you
try to adjust the wage limit to be less than the successor wage amount
when recalculating taxes on vouchers to include successor wages, the
following sample error will generate notifying you that the employee has
successor wages in excess of the taxable wage limit.
Error: Employee T16129 in company 925 has Successor Earnings in
excess of the taxable limit. Cannot adjust that amount.Paid By - Employee 1. Complete these fields:
In this field Enter this
Employer ID The employer ID, or click the Employer ID link to select the
employer whose vouchers need to be recalculated.
Start Date The start date from which you want to recalculate OASDI
taxes.
End Date The end date up to which you want to recalculate OASDI
taxes.
Taxable Wage Limit The taxable wage limit for the state for which you want to
recalculate OASDI taxes.
Tax Rate (%) The applicable OASDI tax rate for the state.
Update Tax Select one of the options from the drop-down:
• Yes - will update the OASDI taxes at the employer level.
• No - will not update the OASDI taxes at the employer
level.
Update Existing Voucher Amounts or Select one of the following options:
Create Adjustment Vouchers • Create new adjustment vouchers
• Update existing vouchersPayroll Processing Guide © 2026 PrismHR 59 Chapter 2 Processing Payroll
Select Create new adjustment vouchers, if you want to create new adjustment vouchers. Complete these fields:
Field Description Generate Separate • If you select Yes, the Adjustment Date field is disabled, and tax Adjustments for adjustments per quarter is generated. each quarter • If you select No, in the Adjustment Date field is enabled to select an effective date for the adjustment payroll vouchers of your choice. The date must be in the same year as the date range you entered above.
Note: The Adjustment Date defaults to the last day of the quarter based
upon the End Date entered above.
• If the end date is between 01/01/YYYY and 03/31/YYYY, the default
adjustment date is 03/31/YYYY.
• If the end date is between 04/01/YYYY and 06/30/YYYY, the default
adjustment date is 06/30/YYYY.
• If the end date is between 07/01/YYYY and 09/30/YYYY, the default
adjustment date is 09/30/YYYY.
• If the end date is between 10/01/YYYY and 12/31/YYYY, the default
adjustment date is 12/31/YYYYY.Suppress Billing Select one of the options from the drop-down: • Yes - if you want to suppress billing for the adjustments. • No - if you want to bill for the adjustments. Calculate on CFE This option is only available if the entered employer is configured as a Register Certified Employer And Limit testing is not on the Employer Register. This option should only be selected when recalculating taxes for a Certified Employer with employees working between multiple clients. Select one of the options from the drop-down: • No - This is the default option. When set to No, the process will continue using the normal process to recalculate employees based on the employer level register. • Yes - When set to Yes, taxable limits will be recalculated on the Client Federal Entity Register between each client and not on the employer level as combined across clients. Suppress Changes to Select one of the options from the drop-down: Billing Registers • Yes - will stop changes going to the billing register. • No - will make changes to the billing register.
Payroll Processing Guide © 2026 PrismHR 60 Chapter 2 Processing Payroll
Field Description
Include SUTA/FUTA Select from the following options:
Successor Wages
• No - This is the default option. When set to No, the recalculation utility
will only look to actual vouchers on the employee record to determine
tax amounts. Successor wage tax amounts will not be recalculated. If you
have processed any rate adjustments through payroll related to
successor wages, these amounts may be reversed with the recalculation
utility when successor wages are not included.
• Yes - When set to Yes, the recalculation utility will include the successor
wage and tax amounts in the results of the voucher recalculation utility.
If successor earnings were entered for FUTA, and you are adjusting FUTA
rates, the state will be determined based on the current home work
location for the employee in the recalculation process. For example, if an
employee has FUTA successor earnings and works in NY which has a
FUTA rate increase, those wages would be included in the rate
adjustment. If that employee has a home location of FL, the wages would
not be included.
Note: When recalculating taxes on vouchers to include successor wages,
you cannot adjust the wage limit to be less than the successor wage
amount. The successor wages would need to be adjusted manually. If you
try to adjust the wage limit to be less than the successor wage amount
when recalculating taxes on vouchers to include successor wages, the
following sample error will generate notifying you that the employee has
successor wages in excess of the taxable wage limit.
Error: Employee T16129 in company 925 has Successor Earnings in
excess of the taxable limit. Cannot adjust that amount.Recalculating Alabama Income Tax Exempt Wages Use the Recalculate Alabama Income Tax Exempt Wages form to recalculate the overtime payroll wages that are exempt from income tax for employees in the state of Alabama for a client. This process will not modify any existing payroll voucher data including exempt earnings, taxable earnings, and tax withheld for AL Income Tax 01-20. This recalculation will provide a report of the recalculation results. The recalculated values will be applied to MasterTax reporting, W-2 reporting, and Report Center reporting of actual exempt hours and wages for AL Overtime Income tax exemption. Tax adjustments will be required if the recalculated values do not align with the payroll data when it was processed. The Alabama income tax exemption applicable to overtime wages ended on June 30, 2025. For any wages earned in June 2025 but paid in July 2025, the Alabama Overtime exemption will be honored. Exempt overtime wages earned on or before June 30 but not paid until July 2025 may be reported on the July 2025 Form A-6 or the September Form A-1 if quarterly filing.
Payroll Processing Guide © 2026 PrismHR 61 Chapter 2 Processing Payroll
When recalculating the exempt overtime amounts for Alabama wages earned in June but paid in July, you may also need to process corresponding tax adjustments. The Recalculate AL Overtime utility will be applied to the employees W2 and quarterly tax reports. The Recalculate utility will not adjust an employee’s taxable wages or tax amounts. After running the Recalculate AL Overtime utility, you can leverage Report Center to review the employees taxable wages with the exempt overtime amounts. This report can be created using the Employee Payroll Voucher data set with the field exempt_ot.
Important! Before using the Recalculate Alabama Income Tax Exempt Wages form, you must enable the system level custom feature code OVERTIME.EXCEPTION.PAY and disable the client level custom feature code DISABLE.OVERTIME.EXCEPTION.PAY for this form to work correctly for the client, else you will get an error message stating Overtime Exemption Pay is not enabled or is disabled for this client. Click OK to acknowledge the message.
Note: Client Access Group security is enabled on this form.
To access the form, click Payroll. Under Payroll|Action, click Recalculate Alabama Income Tax Exempt Wages.
To recalculate Alabama income tax exempt wages: 1. Complete the following fields:
Payroll Processing Guide © 2026 PrismHR 62 Chapter 2 Processing Payroll
Field Description
Start PAY Date Enter the starting check date for the pay period. The starting pay date cannot be prior to
1/1/2024.
End PAY Date Enter the ending check date for the pay period. the ending pay date cannot be a date prior
to the starting check date for the pay period.Recalculating Billing Taxes on Vouchers Use the Recalculate Billing Taxes on Vouchers form to recalculate the billing tax amounts in payroll vouchers. This process automatically updates the billing tax amounts in the payroll vouchers, and then generates a report.
Note: Client Access Group Security is enabled on this form.
To access the form, click Payroll menu. Under Payroll|Action, click Recalculate Billing Taxes on Vouchers.
To recalculate billing taxes on vouchers: 1. Complete the following fields:
In this field Enter this Tax Type This field is a drop-down. Select from the following: • Unemployment - Use this option to recalculate employer paid SUTA or FUTA tax on payroll vouchers. • Miscellaneous - Use this option to recalculate employer paid MISC tax on payroll vouchers. Client ID The client ID, or click the Client ID link to select the client.
Payroll Processing Guide © 2026 PrismHR 63 Chapter 2 Processing Payroll
State Tax Code For Tax Type Unemployment, enter the tax code to be changed as follows: 1. Enter the SUTA tax code (state.vertex.number-24), for example, enter 34-24 for the state of North Carolina OR 2. Click the State Tax Code link to select the appropriate SUTA tax code OR 3. Enter FUTA tax code (00-17). For Tax Type Miscellaneous, enter the tax code to be changed as follows: 4. Click the State Tax Code link to select the appropriate MISC tax code. The selector will show any employer paid tax codes that do not end in <-24>, <- 17>, <-15> or <-16>. Start Date The start date of the date range of records to be changed. End Date The end date of the date range of records to be changed. Taxable Wage Limit The taxable wage limit for the state. Tax Rate (%) The applicable tax rate for the state. This field is optional. Values to adjust Select an option based on overlimit values that display in vouchers: • Overlimit Basis Only: Changes the taxable over the limit basis only. • Overlimit and Tax Amounts: Changes the taxable over the limit basis and the tax amount. Note: To view this field, select Miscellaneous in the Tax Type field.
Note: The Update Tax Value button remains grayed out till you complete all the above fields.
Note: The Transaction Report button will remain grayed out until you update the tax value, using the Update Tax Value button.
Reviewing Payroll Reports Once the payroll calculation is complete, you must review it for accuracy. You can also review any errors that occurred.
Payroll Processing Guide © 2026 PrismHR 64 Chapter 2 Processing Payroll
Important! If there are any changes to the payroll batch after it is calculated, you must recalculate the payroll batch to apply those changes. You can sort the information that displays in the Payroll Overview panel by making selections from the following filters: • View: Select the view to display in the first menu. For example, select Employees in Payroll (default) to view the employees in the selected payroll batch. Selecting Payroll Summary displays the employee vouchers associated with the selected payroll batch. • Categories: In the second menu, select the category to display (default is Status/Type). For example, select Locations to filter employees by their locations. • Filter: In the third menu, All (default) displays all the items that pertain to the selected category. For example, if you select Locations in the category menu and All as the filter, all the employee locations display. • Review: Select the review type, which opens the associated form. For example, if you select Payroll Vouchers, the Payroll Summary form opens for the selected payroll batch. • Charts: Select a bar in the chart to display the employees in the table below that pertain to that category. (The system dims the other bars.) To remove a bar from the chart display, select that bar in the legend. (The system dims it in the legend.) To redisplay it, simply click the dimmed item in the legend. (Note: Selecting items in the legend only affects the display in the chart and does not affect the table data.)
Reviewing for Accuracy The payroll vouchers created in the Calculation process are the same ones from which checks will be created. Therefore, you must review these vouchers for accuracy. You can use the payroll batch reports, accessed on the right-hand side of the form, to determine the accuracy of the payroll. No matter which reports you use to review the batch, be aware that some kind of review process must be completed before finalizing and posting the payroll.
Selecting Employees in Payroll 1. Select Employees in Payroll in the View drop-down. The employee name, employee ID, status/type, pay group, and category selections you make in the second and third drop-downs display for each employee in the payroll. In addition, you can select a bar in the chart to display the employees in the table below that pertain to that category. 2. Click an Employee ID to view the Employee Details; see Employee Details in the Human Resources User Guide.
Displaying Payroll Summary 1. Select Payroll Summary in the View drop-down. The employee name, voucher number, check/deposit type, gross pay, and category selections you make in the second and third drop-downs display for each voucher in the payroll. In addition, you can select a bar in the chart to display the employees in the table below that pertain to that category. 2. Click a Voucher number to view the Employee Voucher.
Payroll Processing Guide © 2026 PrismHR 65 Chapter 2 Processing Payroll
Viewing the Invoice 1. Select Invoice in the Review drop-down. The invoice generated by the payroll batch opens; see Viewing Invoice Details on page 155. 2. Click Close when you are finished.
Displaying Payroll Vouchers 1. Select Payroll Vouchers from the Review drop-down. The Payroll Summary opens, listing the checks paid in the payroll batch. 2. Click a Voucher # to display the Employee Voucher. 3. Click Close when you are finished.
Selecting Billing Vouchers 1. Select Billing Vouchers in the Review drop-down. The Payroll Billing Summary opens, listing the totals of the payroll vouchers used to calculate the billing amounts in the batch. 2. Click a Voucher # to display the Billing Voucher Detail. 3. Click Close when you are finished.
Viewing Other Reports Other reports might be available in the Review drop-down, if your organization specified those reports in the Payroll Reports panel in the Payroll tab on the Client Details form.
Reviewing for Errors If PrismHR encountered errors during the payroll Calculation process, the icon displays. Click this icon to review any messages from the system regarding the errors it encountered. Once you have taken the proper steps to correct the error situation, you must calculate the batch again. The batch cannot be finalized until the Calculation and Review processes have been successfully completed. After resolving any errors, you must recalculate the batch.
Finalizing the Payroll When you are sure all the information for the payroll batch is complete and accurate, finalize the payroll by clicking the Finalize icon ( ). During the Finalization process, PrismHR gathers the data from the vouchers created during the calculation of the payroll and finalizes each item to the appropriate register. The system creates a permanent record of the payroll within its files. Once the payroll is finalized, PrismHR considers it to be complete and creates another payroll for this client and pay group. The system cannot calculate or finalize more than one payroll for the same client at the same time.
Payroll Processing Guide © 2026 PrismHR 66 Chapter 2 Processing Payroll
Reports and invoices designated to be printed at the completion of the payroll print immediately to your designated printer. The system sends checks and direct deposit advices, as well as any garnishment checks, to a print file. Note the following: • If you pass the ACH threshold limit during payroll processing a message displays in the job progress window on the Process Payroll form. In addition, the following warning displays in the Errors and Warnings panel after payroll calculation finishes, “The payroll is over the ACH threshold limit. You must clear the ACH hold before payroll displays in the ACH file. Delaying this action could delay releasing funds to employees.” (If the ACH threshold limit is null, the message and warning do not display. However, if the ACH threshold limit is set to at least zero (0), the message and warning do display if the payroll is over the limit.) • If you have a payroll where all employees receive live checks but the client is paying their invoice using ACH and that invoice exceeds the ACH threshold limit, the system displays a warning during calculation and finalization. At that time, the funds for the client are put on hold if the fees to be taken from the client are over the threshold limit.
Finalizing Payroll for Self-Service Worksite Managers and Worksite Trusted Advisors Self-service worksite managers and worksite trusted advisors who are restricted from finalizing and printing payroll can indicate that they are ready to send the payroll to a service provider for finalization when they finish reviewing the payroll. After self-service worksite managers and worksite trusted advisors successfully calculate a payroll (the payroll must be in INITWARN or INITOK status) the following message displays, “Are you sure you want to submit the payroll for processing?” Make either of the following selections to continue: • Yes: The system moves the payroll to the next status and becomes visible to service providers in SuperBatch. In addition, making this selection dims/locks the Time Sheet Entry and Payroll Calculation icons and updates the Payroll Calculation icon’s text for all user types depending on the payroll status: • INITWARN: Payroll Calculation: Complete with Warnings, Submitted • INITOK: Payroll Calculation: Complete, Submitted Note: Selecting Yes does not allow self-service worksite managers and worksite trusted advisors to edit the payroll any further without a service provider resetting it back to them to any status before payroll calculation. After a service provider changes the payroll status back to any status with “TS,” the Time Sheet Entry icon becomes available to worksite managers and worksite trusted advisors once again. In addition, if the status is set to TSOKCOMP, the Payroll Calculation icon becomes available. • No: The system moves the payroll to the next status and is not visible to service providers in SuperBatch. In addition, making this selection updates the Payroll Calculation icon’s text for all user types depending on the payroll status: • INITWARN: Payroll Calculation: Complete with Warnings, Not submitted • INITOK: Payroll Calculation: Complete, Not submitted Note: Selecting No requires recalculation to submit the payroll for processing.
Payroll Processing Guide © 2026 PrismHR 67 Chapter 2 Processing Payroll
Once the payroll is ready for finalization after making a response from the list above, the following occurs for service providers: • Yes: The system automatically updates SuperBatch, so service providers can post the payroll. • No: The system does not update SuperBatch, so service providers cannot post the payroll.
Generating Payroll Reports The final steps in the payroll process are to generate the payroll reports. Click the Generate Reports icon ( ) for the payroll. The system generates: • Paychecks and/or direct deposit advices • Invoice • Reports
Note: Users can specify what prints for a client during the payroll process in the Payroll tab on the Client Details form.
Processing Payroll: Wire Transfer Pending Status Payroll processing includes an approval step called Wire Transfer Pending (WT.PEND) to ensure that a client’s electronic funds have been successfully transferred before payroll checks can be processed. • Setting the Client to Wire Transfer (page 69) • Processing the Wire Transfer (page 69) • Resetting the Wire Transfer Status (page 70)
Payroll Processing Guide © 2026 PrismHR 68 Chapter 2 Processing Payroll
Setting the Client to Wire Transfer Use this procedure to set up the client to be use wire transfer.
Note: During payroll processing, you cannot bypass the payroll approval step if the client is set up for wire transfer. Instead, the system automatically sends the approval notification email after you calculate the payroll.
Make sure the correct client record is shown near the top of the page. If not, click on it and then select the correct client.
Open Client Details (found in the Client menu under Client|Change).
Select the Billing tab, then locate the Electronic Billing panel.
Set the ACH Status to Wire Transfer Client.
Click Save.
Processing the Wire Transfer Once the client has been established as a Wire Transfer Client, and after the payroll calculation (and any other intervening steps that apply), the payroll enters Wire Transfer Pending status .
Note: Refer to the relevant topics in the Payroll User Guide for the procedures involved in processing a payroll.
The payroll remains in the Wire Transfer Pending status until a user indicates that your organization has received the funds. 1. Open Payments Pending (found in the Back Office menu under Operations|Action). 2. Click the Payroll number. The entire row highlights.
Payroll Processing Guide © 2026 PrismHR 69 Chapter 2 Processing Payroll
Note that if a user recalculates the payroll, the status resets. Return to step 1 of processing the wire transfer.
Resetting the Wire Transfer Status Users can reset the payroll from Wire Transfer Pending to Payroll Pending Review (INIT.COMP) from Payroll Control.
Tracking Voluntary Deductions To Arrears You can track arrearage on voluntary deductions using the fields in various forms that support and enable this feature. During payroll calculation, the system looks to determine if a particular voluntary deduction should go into arrears. It checks the records in this order: 1. Employee Details 2. Client Details 3. Deduction Codes
You can set up the arrears-tracking features at the levels required by your organization: • One or more employees
Payroll Processing Guide © 2026 PrismHR 70 Chapter 2 Processing Payroll
• One or more clients • The entire system • A combination of these options for any deduction codes
Tracking Arrears at the System Level There is a To Arrears option in the Deduction Codes form that allows you to track arrears for that deduction code for all clients and employees.
To track arrears at the system level: 1. Open Deduction Codes (found in the Back Office menu under System|Change). 2. Enter the Deduction Code of the existing voluntary deduction. 3. Select To Arrears to use this deduction code with the arrears tracking feature.
Tracking Arrears at the Client Level The Arrears Code panel on the Control tab of Client Details allows you to track arrears for the client. 1. Make sure that the correct client is selected. 2. Open Client Details (found in the Client menu under Client|Change). 3. Select the Control tab. 4. In the Arrears Code panel, enter each code that can go into arrears in the Voluntary/Employee Loan Deductions To Arrears field(s). The Description of the code displays. 5. Click Save.
Related Topic Client Details Control Tab in Client Administration User Guide
Payroll Processing Guide © 2026 PrismHR 71 Chapter 2 Processing Payroll
Tracking Arrears at the Employee Level Use the Track Arrears option in Employee Deduction Details to indicate that a deduction should go to arrears for a specific employee.
To track arrears at the employee level: 1. Make sure that the correct client is selected. 2. Open Recurring Deductions (found in the Payroll menu under Payroll|Change). 3. Enter the Employee ID. The current deductions display, similar to the example below.
Click the Edit Detail icon for the deduction. The Employee Deduction Details form opens.
Select Track Arrears.
Click Save. You return to the Recurring Deductions form.
Click Save.
Any amount for this deduction that the system cannot take for this employee due to insufficient earnings will go into arrears.
Recalculating Overtime in a Payroll These instructions explain how to recalculate overtime for a payroll in PrismHR.
Payroll Processing Guide © 2026 PrismHR 72 Chapter 2 Processing Payroll
Overview In this example, the process calculates any additional overtime for hourly salespersons that were: • Paid weekly on an hourly basis • Paid a bonus or commission on the first week of each month for sales in the previous month
The calculations are based on regulations defined in the Code of Federal Regulations, Title 29, Part 778 published by the Department of Labor (DOL) because the employees were paid overtime on weekly pay cycles based on a fluctuating work week. When the company pays the commission that covered the prior pay periods, the company must recalculate the overtime, incorporating the paid commission amounts and paying the overage to the employee at the same time as the bonus or commission. For example: • An employee has earned $384 in bonuses or commissions for a four-week period. • You must pay their bonus or commission in a payroll type of Special (created in Payroll Control) and enter the bonus or commission amount on the Batch Payments form for that payroll. • The employee is due overtime compensation after 40 hours. • During the prior four-week period, the salesperson worked 44, 40, 44, and 48 hours.
Therefore, the salesperson is due additional compensation weeks 1, 3, and 4. They are not owed any additional compensation for week 2 because they did not work overtime. Based on the following formula (described in Part 778 of the regulations), the employee is due additional compensation of $4.36 each for week 1 and week 3: • $384 (bonus/commission) / 4 (weeks) = $96 • $96 / 44 (hours worked that week) = $2.18 • $2.18 / 2 = $1.09 • $1.09 x 4 (overtime hours) = $4.36 additional compensation
Using the same formula above, you would pay an extra $8 for week 4 in which the employee worked 8 overtime hours.
How to Recalculate Overtime Use this procedure to recalculate overtime for a payroll. 1. Open Pay Codes (found in the Back Office menu under System|Change.
Payroll Processing Guide © 2026 PrismHR 73 Chapter 2 Processing Payroll
Figure 1: Pay Codes
Define the pay code that you use to pay the commission (or any other type of pay) along with the following values: • Select Fixed in the Calculation Method field • Select Units in the Pay Reason field
Click Save. Use this pay code to pay the additional overtime for the company.
Open Client Details (found in the Client menu under Client|Change).
Select the Payroll tab.
In the Payroll Processing Options panel, enter the new pay code in the Recalculated O/T Pay Code field. Figure 2: Payroll Processing Options
Click Save.
Open the Batch Payments form (found in the Payroll menu under Payroll|Change.
Payroll Processing Guide © 2026 PrismHR 74 Chapter 2 Processing Payroll
Figure 3: Batch Payments
Note: Bonus/commission amounts must be paid in a Special batch.
When you set up the payroll to pay the bonuses/commissions on the Payroll Control form, the Period Start and Period End fields must reflect the period during which the employee was paid overtime. You must also indicate that the system needs to recalculate overtime. Referring to the previous example, assume the four-week period was in February and the commission batch has a pay date of March 4th. The Period Start date is set as 1/31/18 and the Period End date is 2/25/18. 9. Select the Payroll Number. 10. Select the Employee ID. 11. Select the Pay Code. 12. Enter the Pay Amount. 13. Open the Actions menu and select Options. 14. Select the Recalculate Overtime option in Payroll Options.
Payroll Processing Guide © 2026 PrismHR 75 Chapter 2 Processing Payroll
Figure 4: Recalculate Overtime option in Payroll Options
Recalculating COVID-19 Tax Credits & Client Rebates Use this form to cycle through a client’s payroll batches starting with any payroll batch that contains the selected Starting Pay Date and recalculate the appropriate sick hours, credit accruals and tax credits for each such selected payroll batch. This process will add or remove tax codes from employee payroll vouchers.
Warning! We recommend familiarizing yourself with this functionality first before running on live client
data.Note: Client Access Group Security is enabled on this form.
To access this form, click Back Office. Under Operations|Utility click Recalculate COVID-19 Tax Credits & Client Rebates.
To Recalculate COVID-19 Tax Credits & Client Rebates: 1. Complete the following fields:
Payroll Processing Guide © 2026 PrismHR 76 Chapter 2 Processing Payroll
Field Name Description Client ID Enter the client ID for whom you want to recalculate COVID-19 Tax Credits & Client rebates or click the Client ID link and select it from the Select Client dialog box. Start Date Enter the starting pay date of the date range. End Date The end date will auto-populate appropriately. Include in recalculation: Billing (Rebates) Check this box if you want to recalculate all COVID related billing events. However, if you select this option, a warning displays. CARES Retention Check this box if you want to recalculate tax codes associated with the CARES Act tax credit. Sick & Family Leave Check this box if you want to recalculate tax codes associated with COVID- 19 sick and family leave credits. Families First Check this box if you want to recalculate tax codes associated with COVID- 19 Families First credits. Medicare Check this box if you want to recalculate tax codes associated with COVID- 19 Emergency Medicare Tax credits.
Refunding a Garnishment Payment You might need to refund a garnishment payment when: • Your organization took a garnishment payment in error. • The payee returned the garnishment check and you need to credit the employee.
Step 1: Void the Garnishment Check 1. Open Void and Reissue Checks (found in the Payroll menu under Payroll|Action). 2. You can enter the Checking Account from which the check was drawn. If you use the search to locate the checks, the search form lists only checks drawn from that account. 3. For each check you need to void: a. Enter the Check Number of the check to void. It must be a check issued for the selected client (displayed at the top of the form). The other fields populate with the information on that check. b. Enter a Void Reason for the check. This will display on the Banking tab of the Payroll Voucher form. 4. Click Void and Reissue Checks. The system voids the check in the list.
Payroll Processing Guide © 2026 PrismHR 77 Chapter 2 Processing Payroll
Step 2: Refund Employee Since the system does not automatically create a refund to an employee for the garnishment deduction, you need to set it up as a negative deduction on the employee’s garnishment record. 1. Open Employee Garnishments (found in the Payroll menu under Payroll|Action). 2. Enter the Docket Number. The other fields in the form populate. 3. Make sure that there is no Stop Date on the actual garnishment record. If the garnishment truly needs to be stopped going forward, enter the date it should stop after you process this refund.
In the Override Rules panel, enter the amount as a negative in the Override Amount field.
Enter the pay date of the current payroll batch in the Override Start Date and Override Stop Date fields. If you need to issue the refund off-cycle, you need to create a manual batch with a “penny” check (.01 hours at .01 cents per hour) and use the date from that batch.
In the Calculation Rules panel, make sure the Total Garnishment is one cent over what has been collected to date, so the system will read the record as active.
Payroll Processing Guide © 2026 PrismHR 78 Chapter 2 Processing Payroll
Setting Up Pay Cards and Direct Deposit Your organization can set up employees with a pay card, for the employee to receive their pay. If employees choose to, they can set up a checking account to use for direct deposit instead. The system automatically shifts their pay from the pay card to the checking account once the checking account passes pre-note.
Custom Feature Code for the Client You need to set the custom feature for each client to enable this feature.
To enable the custom feature code: 1. Open Client Details (found in the Client menu under Client|Change). 2. Open the Actions menu and select Custom Features. 3. Enter the Feature Code PAYCARD-AUTOMOVE.C.
Bank Routing for Pay Cards You need to set up the information for the financial institution to be used for pay cards with the debit card update option.
To set up bank routing for pay cards: 1. Open Bank Routing (found in the Back Office menu under System|Change). 2. Enter the Routing Code for the financial institution (also known as the transit number). The other information populates. 3. Select PayCard (Automove). This indicates that your organization uses the account for pay cards that can automatically be replaced by a checking account. 4. Select Debit Card Update. This indicates that this routing code supports debit cards and requires an update to the issuer for use of a new card.
Payroll Processing Guide © 2026 PrismHR 79 Chapter 2 Processing Payroll
If you track debit card updates, the Debit Card Track option displays. Select this option if this financial institution tracks a debit card ID. The system then requests the debit card ID at ACH entry.
Click Save.
Pay Card for Employee You need to set up each employee with the pay card.
To set up employee pay cards: 1. Open Employee Details (found in the Back Office menu under HR|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. 3. Select the Deposit tab. 4. Ensure that the Status fields are set correctly.
Enter the Direct Deposit Information: • From the Type drop-down, select Checking. • Enter the Transit Number (routing code). The Bank Name displays. • Enter the employee’s Account Number. • Select the appropriate option from Pay Type (typically All). • Select the appropriate option from the Method drop-down (typically Remaining Balance). • If appropriate, enter values in the Amount and Limit fields. • From the Status drop-down, select Deposit Active.
Click Save.
Payroll Processing Guide © 2026 PrismHR 80 Chapter 2 Processing Payroll
The account displays in Employee Portal (EP) as a Pay Card account.
Direct Deposit Settings The employee can go into EP and change the direct deposit settings. For example, they might want to send some or all of their pay to a checking account. 1. The employee logs into EP. 2. They navigate to their direct deposit settings (your organization determines the menu path). 3. The employee clicks Add Account and then enters their account information. They must define a checking account.
The checking account is in prenotification status.
Once it passes pre-note, the system deactivates the pay card and distributes the employee’s pay to the new account. Until that time, the system continues to pay the employee via the pay card.
Payroll Processing Guide © 2026 PrismHR 81 Chapter 2 Processing Payroll
Note: If the employee chooses to continue to deposit some moneys to the pay card and some to the new account, the system distributes the amounts appropriately.
Changing Employer IDs on Payroll Vouchers You can change employer IDs on pre-existing pay vouchers with the Change Employer IDs for a Voucher form. Important! You must rebuild the tax registers after running this process.
Note: This form does not use Client Access Group Security.
To access the form and change IDs:
Click Back Office .
From Employer|Action, select Change Employer IDs for a Voucher.
Complete these fields as required:
Field Description To Employer ID Enter the Employer ID to which payroll vouchers will be moved. This is a required field. From Employer ID Enter the Employer ID from which payroll vouchers will be moved. This is a required field. Tax Year Enter the appropriate tax year. Only vouchers processed during this tax year will be updated. This is a required field. Rebuild Vouchers Flag If enabled, rebuilds payroll vouchers. Provides two options. You can: • Create New Vouchers. • Update Employer IDs on Existing Vouchers (default): When selecting this option, the system does not include the adjustments in the Mastertax PTS file even if you select Send Adjusting entries for the Send adjusting entries to Mastertax PTS File field.
Only Client ID Enter the Client ID to which this process is limited. Employees are only reassigned if they are assigned to the employer specified in the From Employer ID field for this client. Only States Updates the payroll vouchers of employees working for clients in the specified state. This is the state that appears on the Client Master. Only Employee ID Updates the specified employee IDs.
Payroll Processing Guide © 2026 PrismHR 82 Chapter 2 Processing Payroll
Field Description
Except Client ID Skips the specified client IDs.
Except States Skips employees working for clients in the specified state
(based on the main address of the client).
Except Employee ID Skips the specified employee IDs.
Employee Work State or Client Evaluated by an employee's work state or the state listed as
Address State the Client Master Address. If nothing is specified, the Client
Master Address State is used.
Update Employee Details If enabled, this updates an employee record with the Employer
ID specified in To Employer ID.
Update Client Details If enabled, this updates the primary PEO (Employer) on the
Client Master with the Employer ID specified in To Employer
ID.
Pay Dates On or After If used, only changes pay vouchers on or after this date.
Pay Dates On or Before If used, only changes pay vouchers on or before this date.
Send adjusting entries to If enabled, transmits adjusting entries to the Mastertax PTS
Mastertax PTS File file.Click Update. One of the following warning messages displays after clicking Update: • If you enter criteria without limiting updates based on one or more state codes and select Client or Employee in the Employee Work State or Client Address State field, the following warning displays:
Clicking Yes proceeds with the update.• If you enter criteria to limit updates based on one or more state codes and select Employee in the Employee Work State or Client Address State field, the following warning displays:
Payroll Processing Guide © 2026 PrismHR 83 Chapter 2 Processing Payroll
Clicking Yes proceeds with the update.Processing Payroll for a Terminated Client If your organization has terminated a client and you need to process one more payroll for them, you need to run it as a manual batch. You cannot create a manual batch for terminated clients. If your organization does not typically allow processing of payroll after termination, you need to change the status applied to the terminated client to process the manual payroll. 1. Open Client Statuses (found in the Back Office menu under System|Change). 2. Enter the Status Code for the client’s status. The other fields populate with the appropriate information. 3. In the Term Allow Manual Days field, enter a number of days that will allow you to process the payroll. For example, if it is just under two weeks after the client was terminated, enter 14.
Regenerating and Reposting Multiple Payrolls and Invoices Use the Regenerate Client Accounting form to regenerate more than one payroll or invoice at a time for the ASO and PEO client types, respectively, and then repost the regenerated accounting. (Note: You can repost up to 10
Payroll Processing Guide © 2026 PrismHR 84 Chapter 2 Processing Payroll
payrolls or invoices at once.) Note: Regenerating PEO client accounting is only available for service providers. Also, the system does not currently support reversals in Regenerate PEO Client Accounting. When you open this form, the system detects which client type, ASO or PEO, is already set up for the client. For example: • If the client type is set to ASO, the form displays as follows:
• If the client type is set to PEO, the form displays as follows:
Important! For all new functionality, PrismHR recommends that you test these processes in your demo environment to validate that your specific accounting configuration achieves the desired result before processing in your production environment. Note the following pre-conditions that must exist before you can regenerate client accounting: • You must set up an existing ASO or PEO client type that has an ASO or PEO Client Accounting setup. • Client Accounting setup must have a selected output type.
Payroll Processing Guide © 2026 PrismHR 85 Chapter 2 Processing Payroll
• Payrolls must be posted with an existing account setup. • You have the ability to make changes to an ASO or PEO accounting configuration. • You must run the regenerate process to update existing billing vouchers and invoices with new accounting information.
To regenerate and repost multiple payrolls, do the following: 1. On the Payroll|Action menu, select Regenerate Client Accounting. 2. Do the following based on the selected client type:
Client Type Action
ASO 1. Select Payroll Number. The Select Payroll Batches list displays.
2. Enter a payroll number or select up to 10 payroll numbers from the list
that displays. The multi-value selector moves the selection to the
Selected Payroll Batches list. (Note: After you select a payroll number,
the system dims it.) In addition, you can do the following:
• To add all the displayed payroll numbers, click Add All.
• To remove all the payroll numbers that display in the Selected
Payroll Batches list, click Remove All.
Note: If you select more than 10 payrolls, a message displays:
"<number> payrolls selected only 10 payrolls can be reposted at
once."
PEO 1. Select Invoice Number. The Select Client Invoices list displays.
2. Enter an invoice number or select up to 10 invoice numbers from the
list that displays. The multi-value selector moves the selection to the
Selected Client Invoices list. (Note: After you select an invoice number,
the system dims it.) In addition, you can do the following:
• To add all the displayed invoice numbers, click Add All.
• To remove all the invoice numbers that display in the Selected
Client Invoices list, click Remove All.
Note: If you select more than 10 invoices, a message displays: "You
can only regenerate accounting for up to 10 invoices at a time."Payroll Processing Guide © 2026 PrismHR 86 Chapter 2 Processing Payroll
Processing Pay On-Demand Payments Using the Pay On-Demand feature, you can pay employees in real time without having to wait for an ACH transaction. This process uses pay cards to pay employees off-cycle for instant payment. The most common uses for this feature are: • Paying someone quickly for hours missed • Paying a terminated employee’s wages on the same day they are terminated To generate a file for processing payments, use the Pay On-Demand Processing, which is available on the Operations|Action menu. For example:
Payroll Processing Guide © 2026 PrismHR 87 Chapter 2 Processing Payroll
Note: Only service providers can run pay on-demand files to pay employees. However, worksite managers are also allowed to set up pay on-demand accounts and process pay on-demand payrolls.
Using the Pay On-Demand Feature Perform the following tasks in order when you are ready to use the Pay On-Demand feature:
Task/Guide Description Store employees’ account Use the Pay On-Demand Account panel on the Employee information Details form to store employees’ account information for pay on-demand processing. Payroll Setup Guide Create a manual payroll to use for pay on-demand processing. Mark manual payroll as Pay On- Select the Pay On-Demand option on the Payroll Options form Demand payroll to pay employees on-demand through a manual payroll, where the system places the funding information in a file format for the pay on-demand vendor. Add employees with active Pay When a manual payroll is set to Pay On-Demand, only On-Demand Account on Payroll employees with an active pay on-demand account display in the Control form list when you select an Employee in the third panel on the Payroll Control form. (This also applies when selecting employees using the Quick Load option.) Payroll Processing Guide Process the manual payroll.
Generate pay on-demand file Use the Pay On-Demand Processing form to generate the pay information in a file that can be uploaded to a vendor.
Payroll Processing Guide © 2026 PrismHR 88 Chapter 2 Processing Payroll
Task/Guide Description Provide the vendor with the Clients are responsible for transferring the generated file to the generated file vendor.
Setting Up Employee’s Account Information Enter the employees’ account information for pay on-demand processing in the Pay On-Demand Account panel on the Deposit tab in the Employee Details form. For example:
Note: An employee might also have this pay card information set up in the Direct Deposit Information panel. However, if they need to use this pay card for Pay On-Demand payments, you also need to enter the account information in the Pay On-Demand Account panel. (The system only uses the account information entered in the Direct Deposit Information panel for ACH transactions.) 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. In this example, the transit number is associated with the rapid! PayCard vendor:
Note: In addition to the Pathward transit number (124085244), the system also pre-populates the Vendor field with rapid! PayCard if you use the Greendot transit number (124303162). Note the following: • Employees are only allowed one pay on-demand account where these types of funds will be deposited.
Payroll Processing Guide © 2026 PrismHR 89 Chapter 2 Processing Payroll
• 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.). • If you complete some of the fields but not all of them and click Save, the following error message displays, “You must complete the Pay On-Demand Account setup on the direct deposit section.” Click OK to continue. • The system records changes made to the pay on-demand account information in the audit log. • Payrolls set to Pay On-Demandignore the settings in the Amounts Excluded from Direct Deposit panel.
Setting Field Security for Pay On-Demand Account Panel Fields In addition, you can set field security for the fields in the Pay On-Demand Account panel by doing the following: 1. Open the User Roles form on the System|Change menu and select the user role. 2. Select Field in the EMPLOYEE.PER*MAINT.DEPOSIT process ID row. The Field Security Maintenance form opens. 3. Click Add and select the Pay On-Demand Account panel fields, which begin with “POD,” then click Accept. The fields display in the Field Security Maintenance form. For example:
Setting Up Payroll Set up employee on-demand payments by selecting the Pay On-Demand field on the Payroll Options form. For example:
Payroll Processing Guide © 2026 PrismHR 90 Chapter 2 Processing Payroll
Note: To access the Payroll Options form, select Options on the Actions menu in the Payroll Control form. Selecting Pay On-Demand allows you to pay employees on-demand through a manual payroll, where the system places the funding information in a file format for the pay on-demand vendor. Note: Manual payrolls set to Pay On-Demanddo not pay employees using the ACH process. Note the following when using Pay On-Demand: • If you save a manual payroll with Pay On-Demand enabled and then later disable it, the following warning displays:
• If you select Suppress ACH with Pay On-Demand selected, the following error message displays:
Payroll Processing Guide © 2026 PrismHR 91 Chapter 2 Processing Payroll
Note: This message also displays if you create a manual payroll with Pay On-Demand selected and then
apply a Payroll Option Template with Suppress ACH selected within a timesheet. The error message displays
and the system does not apply the Payroll Option Template.Before Initiating Pay On-Demand Processing When you’re setting up a manual Pay On-Demand payroll, it’s important to note the following: • If you enter employees who do not have a pay on-demand account in their employee record before setting the payroll to Pay On-Demand on the Payroll Options form and click Save, the following error message displays:
In this situation, make a selection as follows:
• Yes: Employees without an active pay on-demand account are removed from the payroll, then you can
click Save again and the payroll will save.
• No: Employees without an active pay on-demand account are not removed, but you cannot save the
payroll. At this point, you must either disable Pay On-Demand or manually remove these employees
from the payroll.
In addition, if you try to disable the Pay On-Demand field on the Payroll Options form after payroll
calculation completes, this field is dimmed and you cannot make this change.• If you apply a Payroll Option Template that is set to Suppress ACH to a manual Pay On-Demand payroll and click Save, the following error message displays:
Click OK to continue, then select a non-ACH Payroll Option Template.Payroll Processing Guide © 2026 PrismHR 92 Chapter 2 Processing Payroll
Working with the Pay Date When you set a manual payroll to Pay On-Demand, the system automatically sets the Pay Date to the current date since the employee will be paid today (instant payment). For example:
Adding Employees with Active Pay On-Demand Account When a manual
payroll is set to Pay On-Demand, only employees with an active pay
on-demand account display in the list when you select an Employee in the
third panel on the Payroll Control form. (This also applies when
selecting employees using the Quick Load option.) Note: If you enter an
Employee who does not have an active pay on-demand account an error
message displays, “Employee
Payroll Processing Guide © 2026 PrismHR 93 Chapter 2 Processing Payroll
Reviewing Pay On-Demand Employee Status After you process a pay on-demand payroll, D*PD displays in the Status column on the Banking tab in the Payroll Voucher form for employees whose direct deposit account is set to Pay On-Demand in their payroll control record. For example:
Reviewing the Number of Pay On-Demand Checks Paid You can review the number of checks paid in payrolls that use the Pay On-Demand feature (that is, the payroll type is Manual and the vouchers have the D*PD status) in the Pay On-Demand Count column. This column displays on the Payroll History form, which is available on the Payroll|View menu. For example:
Payroll Processing Guide © 2026 PrismHR 94 Chapter 2 Processing Payroll
Generating the Pay On-Demand File After you complete the tasks listed above, use the Pay On-Demand Processing form to generate the pay information in a file that can be uploaded to a vendor. (Note: Clients are responsible for transferring the generated file to the vendor.) Note: After generating the file, it remains in the File History, so you can reference this information if there is an issue with the file transfer or if you need to review what was included in the last file.
To generate a file that contains employees set to Pay On-Demand: 1. Select Pay On-Demand Processing from the Operations|Action menu. Note the following: • When you access the Pay On-Demand Processing form, the system locks the form to ensure that other users cannot process the file at the same time. After you click Close, the system unlocks the form and the following message displays:
• If the Pay On-Demand Processing form is locked when you access it, you can clear the lock by selecting
Pay On-Demand Clear Lock on the Operations|Change menu.Payroll Processing Guide © 2026 PrismHR 95 Chapter 2 Processing Payroll
Searching for a File After generating a file that you can upload to its vendor, you can view the file’s data again by searching for it using the sort criteria in the File History panel: • File Date: Enter or select the date when the file was run. • Vendor Type: Select the vendor type. (See step 1, above, for more information about the Vendor Type.) Note: The system stores files for up to six months. After making the sort criteria selections, the table displays up to 100 of the vendor’s most-recent files. (If there are more than 100 files, you can use the paging options to scroll through the rest of the files.) The table displays the following information: • Date/Time: Date and time the file was initially run • Created By: User name of the user who generated the file • File Name: Unique name of the file • Vendor: Name of the vendor selected when the file was created • Voucher Count: Number of vouchers included in the file • Total: Net total of the vouchers listed in the table • File: Link that opens the file
Viewing Employees Set Up with Pay On-Demand Accounts You can view which employees have pay on-demand accounts and which of those accounts are active or inactive on the Pay On-Demand Account Report form. To access this form, select the Pay On-Demand Account Report link, which displays on the Pay On-Demand Processing form, under the Related Actions header. (You can also access this report on the Operations|Payroll menu.) For example:
Payroll Processing Guide © 2026 PrismHR 96 Chapter 2 Processing Payroll
Note the following: • This form uses Client Access Group security. •
Service providers and worksite managers can only view employees who they
are allowed to access. • The Pay On-Demand Account Report link does not
display for users whose roles are set to INQUIRY or DENY for the Pay
On-Demand Account Report form. • If you view the Pay On-Demand Account
Report before clicking Generate File but after selecting a Vendor Type
in the Pay On-Demand Processing form the file generation fails and the
following error message displays, “There were no Pay On-Demand vouchers
to be processed for
Voiding Pay On-Demand Payments Employees who are paid using pay on-demand processing have an invoice amount that is debited on the ACH file. However, if you void the pay on-demand voucher, the invoice amount displays as a credit on the ACH file. Note the following: • If you run the pay on-demand process (that is, you generate a file) and then you complete a void, no changes occur in the history file. • If you do not generate a file and a void occurs, then the system does not include the voucher in the next file creation.
Payroll Processing Guide © 2026 PrismHR 97 Chapter 2 Processing Payroll
Clearing the Lock on Pay On-Demand Processing Features Do not clear the lock on Pay On-Demand processing features until you have verified that no one at your organization is engaged in processing any Pay On-Demand files. If they are, do not use the Pay On-Demand Clear Lock feature.
To clear the lock: 1. After ensuring that no users are actively working in any Pay On-Demand forms, click Clear Lock. 2. Click Yes to confirm that you want to clear the lock. 3. Click OK.
Identifying Employees with Pay On-Demand Accounts The Pay On-Demand
Account Report, available from the Operations Payroll|Report menu,
allows you to generate a report that lists all employees who have pay
on-demand accounts and which of those accounts are active or inactive.
Note the following: • This form uses Client Access Group security. •
Service providers and worksite managers can only view employees who they
are allowed to access. • The Pay On-Demand Account Report link does not
display for users whose roles are set to INQUIRY or DENY for the Pay
On-Demand Account Report form. • If you view the Pay On-Demand Account
Report before clicking Generate File but after selecting a Vendor Type
in the Pay On-Demand Processing form the file generation fails and the
following error message displays, “There were no Pay On-Demand vouchers
to be processed for
To run this report: 1. Select Pay On-Demand Account Report in the Reports menu under Operations Payroll|Report. 2. Enter or select the Client ID. 3. Select the Account Status. (Note: The default is All.) 4. Click Run. During a short delay, the system builds the data. (Note: If you enter or select a Client ID and no pay on-demand accounts are found, a confirmation message displays, “No items to print on this report.”) The report only displays those employees who have pay on-demand accounts that are active or inactive. For example:
Payroll Processing Guide © 2026 PrismHR 98 Chapter 2 Processing Payroll
Note: Click XLS to download the report.
The report columns are:
Column Description
Client ID The ID associated with the client.
Employee ID The ID associated with the employee.
Employee Name The name of the employee associated with the pay on-demand account.
Transit Number The transit number associated with the pay on-demand account.
Account Number The account number associated with the pay on-demand account. (Note: This
number is masked on the report.)
Vendor The vendor associated with the pay on-demand account.
Status Identifies whether the pay on-demand account is active or inactive.Payroll Processing Guide © 2026 PrismHR 99 Chapter 3 Using SuperBatch
Chapter 3 Using SuperBatch SuperBatch, a payroll processing hub, helps payroll processors oversee each payroll assignment without adding extra work or time. Using a streamlined workflow, you can accomplish all your payroll tasks—entering time data, checking for errors, finalizing and printing—directly from the SuperBatch. For example:
Note: When there is a long list of payrolls the automatic refresh causes the screen to “bounce” and does not return you to the payroll where you were working. To stop this automatic refresh, click the Stop Timer ( ) icon at the top of the form. Clicking this “hourglass” icon stops the timer until you click the icon again. (The icon changes to indicate a start/stop status.)
Working with SuperBatch SuperBatch allows you to quickly process a large volume of payrolls accurately. In addition, you can view and download any warnings (yellow triangle) or errors (red triangle) in the payroll by clicking the icon. A Payroll Warning or Payroll Errors message displays where you can click Reset Payroll to restart the payroll or click Print
Payroll Processing Guide © 2026 PrismHR 100 Chapter 3 Using SuperBatch
to open a report in .csv format, so you can view the warnings or errors and quickly address issues that prevent payroll processing from completing. Note: All errors and warnings that occur during and after payroll process calculation display the employee’s last name, preferred name instead of their last name, first name, if applicable. (If the employee does not have a preferred name, then their last name, first name displays.) The contents of the SuperBatch form are specific to your user ID. Client payrolls assigned to you that remain incomplete as of the Cutoff Date Up To are the only ones that appear on your SuperBatch form. The basic flow of using SuperBatch appears below.
Using the Filtering Options You can use the filtering options in the enhanced version of SuperBatch to limit the payrolls that display: • Cutoff Date Up To: Includes all incomplete payroll batches that require payroll processing and are due on or before that date. (The default is the Friday of the current week.) Note: You can adjust the lookback period the system uses for the Cutoff Date Up To date by enabling the SUPERBATCHLOOKBACK custom feature code on the System Parameters form. However, note the following when using the SUPERBATCHLOOKBACK custom feature code: • Enabling this custom feature code displays the SuperBatch Lookback Period field on the System Parameters form, where you can adjust the date. • The default for the SuperBatch process is the standard 95-day lookback period. • If you enable this field but do not enter a numeric value, the system defaults to the standard 95-day lookback period.
Payroll Processing Guide © 2026 PrismHR 101 Chapter 3 Using SuperBatch
• If you remove the SUPERBATCHLOOKBACK custom feature code, the system hides the SuperBatch
Lookback Period field and reverts to the standard 95-day lookback period.
Note the following about the Cutoff Date Up To filtering option:
• The system selects all payrolls by the cutoff date, not the pay date.
• When the Cutoff Date Up To date is greater than the current date, the system selects all payrolls with a
pay date greater than or equal to today's date (minus 95 days), plus all payrolls from the current date to
the entered pay date.
• When the Cutoff Date Up To date is less than the current date, the system selects all payrolls with a pay
date greater than the entered pay date (minus 95 days).
• Payrolls will always display for the Cutoff Date Up To date minus 95 days. For example, if the date
entered is 100 days in the past, the system displays payrolls 195 to 100 days in the past.• Payroll Processor: Payroll representative who is the current active user. In addition, this filter allows you to select all payroll processors. (The incomplete payroll batches assigned to that payroll processor display.) Important! If you enable Manager Only Views All SuperBatch Payrolls in the Global Configuration form, Payroll Processor users are only able to view their assigned payrolls and cannot use the SuperBatch Payroll Transfer functionality. • Self Service: The client processes all or some steps of their own payrolls. Note: After selecting All Payrolls, “SS” displays next to each payroll’s Employees Finalized notation in the Client Level Actions area, so you can easily find all self-service payrolls. • Payroll Type: The payroll batch type. For example, payrolls set to Regularly Scheduled are those payrolls automatically created by PrismHR. • Cost Center: Filters payrolls based on the selected cost center. Note the following: • The cost centers listed in the Cost Center filter option are defined on the Cost Centers form. • Cost centers are assigned to clients in the Cost Center field on the Client Details form. • After selecting a cost center, the system filters the payrolls so only clients with the selected cost center display. The icons in the top-right corner of the SuperBatch form help you perform the following actions:
Icon Description
Payroll Transfer Displays the SuperBatch Payroll Transfer form, where you can transfer all currently viewed payrolls or selected payrolls to another payroll processor. (Select the payroll processor and click Update.) Note: If you select multiple payrolls and then click this icon to change to a new payroll processor, only the payrolls you selected are updated, not those in the entire view.
Payroll Processing Guide © 2026 PrismHR 102 Chapter 3 Using SuperBatch
Icon Description
Filter Selection Displays a search form, where you can enter information to narrow the payroll assignments that display. (Enter the search information and click Apply.)
Refresh Existing Filter Refreshes payrolls that display based on the existing user and selected filters/settings. Note: This filter can also act as a “reset” for payrolls.
Reset Filters If you filtered the payrolls to only display payrolls associated with a particular step, select this icon to refresh the display so all payrolls associated with the selected filters redisplay.
Working with the Ribbon A ribbon displays the steps for the payrolls in-progress. For example:
Note: Each step displays the number of payrolls associated with it. To further filter the payroll display, click a step in the ribbon to display all the payrolls in that step. (Some of these filters can include several statuses, which you can select as a group or individually.) For example, clicking Ready for Time Entry in the example above displays the payrolls matching that criteria:
Payroll Processing Guide © 2026 PrismHR 103 Chapter 3 Using SuperBatch
Note: A blue selection bar and chevron down arrow display within a step when you click it, so you can easily determine which step is selected in the ribbon.
Payroll Statuses Associated with Each Group
Accessing the Payroll Features You can access payroll-related features for a payroll by clicking the links listed in the Client Level Actions area. For example, click the link in the Payroll Number column to open the Payroll Control form, which displays details about that payroll. (Each form opens as a layer over SuperBatch, so that you do not lose your place and can return to SuperBatch easily.)
To do this: Select this: Access additional actions for selected client or Ellipsis ( ) icon (see below) payroll Access Client Details form displaying selected Client name or client ID client’s details Access Payroll Control form displaying selected Payroll number payroll’s details Access Payroll Notes form for selected payroll Notes ( ) icon or create a new note
Payroll Processing Guide © 2026 PrismHR 104 Chapter 3 Using SuperBatch
Accessing Actions and Reports Menu You can quickly access the options described below by selecting the Ellipsis icon ( ). For example:
A window opens where you can select from the following options:
Option Description Bill Pending 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. (See Working with Bill Pending Data.) Company Details Maintain company information and settings. Employee Details Maintain employee information and settings. New Hire Entry Enter a newly hired employee’s information. Pay Rate Change Set a new pay rate for an employee. Payroll Control Establish essential information for processing payroll. (See Establishing Information for Processing Payrolls.) Payroll Approval After payroll processor calculates the payroll, PrismHR sends a message to the payroll approver that the payroll is ready for review and approval. (See Processing Standard Payroll Approval.) Rehire Rehire a terminated employee. Payroll Validation Generate listing of validation errors for the selected payroll number. Payroll Information Displays payroll information, such as payroll approval client, assigned payroll process user, delivery method, and remote timesheet entry client. Payroll Allocation Determines the format for the payroll costs that are distributed across multiple cost centers such as departments, divisions or locations. Payroll Variance Opens the Payroll Variance Analysis dashboard, where you can review Analysis relevant payroll information and compare two payrolls on a single dashboard to simplify the review process.
Note: When you select an option, the client’s or payroll’s information automatically displays. Note the following: • If you do not have access or are denied access to a form that displays in the Actions list, that option does not display.
Payroll Processing Guide © 2026 PrismHR 105 Chapter 3 Using SuperBatch
• If you do not have access or are denied access to all of the forms, the Actions header does not display. • If you do not have access or are denied access to all of the Actions and Reports the following message displays, “No actions and reports available. Contact your administrator.” • If you have Inquiry access to a form, that option displays in the Actions list.
SuperBatch Processing Steps The steps involved in SuperBatch processing are: 1. Viewing Payroll Batches in SuperBatch (page 107) 2. Entering Time Sheets (page 123) 3. Calculating Payroll Vouchers (page 109) 4. Reviewing a Payroll (page 110) 5. Performing Payroll Batch Approval (page 114) (if required for client) 6. Finalizing Payroll (page 116) 7. Printing and Mailing Payroll Batches (page 117)
Using the Actions Menu You can access other information and features using the Actions menu: • Add Employee to Payroll: Enter or select an employee to add to a payroll. (See the Payroll Processing Guide.) • Change Processor: Change the processor for one or more payrolls. (See the Payroll Processing Guide.) • Client Bill Pending: Review the billing events that will occur during the next scheduled billing date (see the Client Administration Guide), or click New Entry to enter a billing item or view the details of an existing one (see the Client Administration Guide). • Employee Loans: Establish employee loan information, track the payment of the loan, or view loan payments that were deducted from employee paychecks. (See the Payroll Administration Guide.) • Process Payroll: Enter time sheet information, calculate the payroll, finalize the payroll, run the Payroll Validation Report and the Payroll Audit Report, update employee and payroll records, review/download errors and warnings, and print the vouchers. (See the Payroll Processing Guide.) • Recurring Deduction Overrides: Temporarily override one or more deductions for a specified employee’s paycheck. (See the Payroll Overrides Guide.) • Recurring Deductions: Enter voluntary deductions for the selected employee. (See the Payroll Administration Guide.) • Scheduled Deductions: Establish a one-time or temporary deduction for the employee. (See the Payroll Overrides Guide.) • Scheduled Payments: Establish payments for a specific date in the future or repeat them each pay period during a specified time period. (See the Payroll Overrides Guide.)
Payroll Processing Guide © 2026 PrismHR 106 Chapter 3 Using SuperBatch
• Tax Calculation Overrides: Temporarily override the way the system calculates taxes for an employee. (See the Payroll Overrides Guide.) • Vacation Pay Override: Overriding vacation voucher calculations. (See the Payroll Overrides Guide.)
Related Topics Performing Payroll Batch Approval (page 114)
Viewing Payroll Batches in SuperBatch To view the payroll batches in SuperBatch, enter the Pay Date Up To and specify a Payroll Processor. The SuperBatch form displays the incomplete batches that are assigned to the payroll processor. A payroll batch is considered to be incomplete until it has been successfully posted.
To view the payroll batches: 1. Enter a check Pay Date Up To to include all incomplete payroll batches that require payroll processing and are due on or before that date. The default is one week from the current date. 2. If you are a payroll manager, select the Payroll Processor. The incomplete payroll batches assigned to that payroll processor display. 3. To further filter the payrolls that display: • If you want to view only self-service payrolls, select the Self Service Only option in the Self Service filter. To view payrolls that are not self-service, select Not Self Service. • If you want to view specific payroll types, select an option in the Payroll Type filter. 4. The icons in the top-right corner of the SuperBatch form help you perform the following actions:
Icon Description
Payroll Transfer Displays the SuperBatch Payroll Transfer form, where you can transfer all currently viewed payrolls or selected payrolls to another payroll processor. (Select the payroll processor and click Update.) Note: If you select multiple payrolls and then click this icon to change to a new payroll processor, only the payrolls you selected are updated, not those in the entire view.
Filter Selection Displays a search form, where you can enter information to narrow the payroll assignments that display. (Enter the search information and click Apply.)
Refresh Existing Filter Refreshes payrolls that display based on the existing user and selected filters/settings. Note: This filter can also act as a “reset” for payrolls.
Payroll Processing Guide © 2026 PrismHR 107 Chapter 3 Using SuperBatch
Icon Description
Reset Filters If you filtered the payrolls to only display payrolls associated with a particular step, select this icon to refresh the display so all payrolls associated with the selected filters redisplay.
Working with the Ribbon After filtering the payrolls using the options above, a ribbon displays the steps for the payrolls in-progress. For example:
Note: Each step displays the number of payrolls associated with it. To further filter the payroll display, click a step in the ribbon to display all the payrolls in that step. (Some of these filters can include several statuses, which you can select as a group or individually.) For example, clicking Ready for Time Entry in the example above displays the payrolls matching that criteria:
Payroll Processing Guide © 2026 PrismHR 108 Chapter 3 Using SuperBatch
Note: A blue selection bar and chevron down arrow display within a step when you click it, so you can easily determine which step is selected in the ribbon. Note the following when viewing payrolls: • If your organization separates the print/ship function, then the service provider with the payroll processor (Print/Mail) role will see the Delivery Date instead of the Cutoff Date. • Service providers who have worksite managers and worksite trusted advisors processing payroll using Self Service can view a payroll when the client is set up with a wire payment, so they can quickly monitor when to mark a payment as received so the client can continue processing. Important! This feature is only available when Self-Service Payroll is enabled and the Self-Service Restrictions field is set to Print or Select (Null) on the Payroll tab on the Client Details form for the client and that client has wire set up for ACH status. When the payroll moves to WT.PEND status in these scenarios, you can view it as a service provider in the SuperBatch.
Calculating Payroll Vouchers To begin the payroll calculation process, click the Ready for Calculation icon on the ribbon. All payrolls ready for calculation display. Note: Time sheet entry must be complete to enable payroll calculation. The SuperBatch form allows you to calculate more than one payroll at a time. Also, the calculation takes place in the background, so you can work on other payrolls while the system calculates the payroll batch.
While PrismHR calculates the payroll, the icon displays. During the payroll calculation process, PrismHR creates a payroll voucher for each employee to be paid in the current payroll as follows: • Calculates full gross-to-net earnings • Posts any other earnings combined with selected time sheet earnings to one of up to twelve payroll vouchers that could be created for an individual employee • Calculates and processes scheduled deductions • Calculates and takes payroll taxes • Processes any active tax calculation overrides or deduction overrides • Creates billing vouchers • Calculates accounting • Calculates benefits and benefit deductions • Accrues paid time off registers, if any • Applies FLSA ruleset, if applicable
Payroll Processing Guide © 2026 PrismHR 109 Chapter 3 Using SuperBatch
After the payroll calculation process, the relevant icon displays:
Payroll calculation completed successfully and is ready for client approval. You can proceed to the next
step. (See Using SuperBatch on page 100.)
Payroll calculation completed with errors. The errors need to be resolved and the payroll recalculated
before you can proceed.If warning messages display, payroll calculation does not fail but not resolving them could cause accounting issues. For example, if there are obsolete Position, Department, Division, or Project codes associated with an employee’s timesheet details, warning messages display.
Calculating Payrolls After payrolls are enabled, click Ready for Calculation in the ribbon, which displays all payrolls ready for calculation (identified by icon). For example:
Do the following: • To calculate a single payroll, select the checkbox for the payroll you want to calculate, then click Calculate Selected. • To calculate multiple payrolls, either select the checkbox for each payroll you want to calculate or click Calculate All to calculate all payrolls listed. After clicking a calculation button, the system opens the Calculate All Payrolls form, which displays all payrolls eligible for calculation. Click Continue to proceed. The system makes the calculations. You can proceed to the next step of the payroll process.
Note: If there are pre-validation errors for a payroll, then the system will not calculate it. You will need to resolve any issues with the payroll to proceed.
Reviewing a Payroll Once the payroll calculation is complete, you must review it for accuracy. You can also review any errors that occurred.
Payroll Processing Guide © 2026 PrismHR 110 Chapter 3 Using SuperBatch
Reviewing Vouchers for Accuracy The payroll vouchers created in the Calculation process are the same ones from which checks will be created. Therefore, you must review these vouchers for accuracy and correctness. You can use payroll batch reports to determine the accuracy of a batch prior to posting. No matter which reports you use to review the batch, be aware that some kind of review process must be completed before posting the payroll.
To access the reports for a payroll, click in the batch row. The payroll review menu opens. For example:
• If you are not finished with the review, click Close. • Once the review is complete, click Reviewed OK. Review the reports, which are described below.
Generating the Payroll Audit Report 1. In the payroll review menu, select Payroll Audit. The Payroll Audit Report opens, which compares the current payroll against the prior payroll and displays changes, outliers, and potential issues that warrant review. 2. Click Close when you are finished.
Displaying the Payroll Summary 1. In the payroll review menu, select Display Payroll Summary. The Payroll Summary report opens, listing the checks paid in the payroll. 2. Click on a Voucher # to display the Employee Voucher.
Payroll Processing Guide © 2026 PrismHR 111 Chapter 3 Using SuperBatch
Displaying the Payroll Billing Summary 1. In the payroll review menu, select Display Billing Summary. The Payroll Billing Summary report opens, listing the totals of the payroll vouchers used to calculate the billing amounts in the batch.
Displaying the Invoice 1. In the payroll review menu, select Display Invoice. The invoice generated by the payroll batch opens; see Viewing Invoice Details on page 155. 2. Click Close when you are finished.
WARNING: If a change is made to the payroll batch after it has been calculated, the payroll batch must be calculated again in order for the changes to take effect within the payroll batch.
Generating the Payroll Register Report 1. In the payroll review menu, select Payroll Register Report. The report parameters display. 2. Choose the Selection Parameters, Display Columns, Sort Parameters, and Other Options. 3. Click Run. The report displays, using the parameters you specified. 4. When you are finished with the report, close the report and then close the report parameters.
Generating the Bill Rate Report 1. In the payroll review menu, select Bill Rate Report. The report displays. 2. When you are finished with the report, close it.
Payroll Processing Guide © 2026 PrismHR 112 Chapter 3 Using SuperBatch
Generating the Payroll Check Journal Report 1. In the payroll review menu, select Check Journal Report. The report parameters display. 2. Choose the Selection Parameters, Sort Parameters, and any other options. 3. Click Run. The report displays, using the parameters you specified. 4. When you are finished with the report, close the report and then close the report parameters.
Generating the Gross-to-Net Register 1. In the payroll review menu, select Gross-to-Net Register. The report parameters display. 2. Choose the Selection Parameters and the value to Sort By. 3. Click Run. The report displays, using the parameters you specified. 4. When you are finished with the report, close the report and then close the report parameters.
Generating the Client Allocation Report 1. In the payroll review menu, select Client Allocation Report. The report parameters display. 2. Choose the Selection Parameters. 3. Click Run. The report displays, using the parameters you specified. 4. When you are finished with the report, close the report and then close the report parameters.
Generating the Invoice Variance Report 1. In the payroll review menu, select Invoice Variance Report. The report parameters display. 2. Choose the Report Parameters. 3. Select Invoice Two’s Payroll Number. 4. Click Run. The report displays, using the parameters you specified. 5. When you are finished with the report, close the report and then close the report parameters.
Generating the Employee Time Off Accruals Report 1. In the payroll review menu, select Employee Time Off Accruals Report. The selected payroll number displays. 2. Select whether you want to Sort By employee name or voucher. 3. Click Run. The report displays, using the parameters you specified. 4. When you are finished with the report, close the report and then close the report parameters.
Generating the Deduction Code Summary Report 1. In the payroll review menu, select Deduction Code Summary Report. The selected payroll number displays. 2. If you want to run this report for a payroll batch in a specific Pay Date Range, select this option. 3. Select the Sort By option and the Deduction Code, if appropriate.
Payroll Processing Guide © 2026 PrismHR 113 Chapter 3 Using SuperBatch
Generating the Payroll Variance Reports 1. In the payroll review menu, select Payroll Variance Reports. The report parameters display. 2. Choose the Report Parameters. 3. Click Generate Report. The report displays, using the parameters you specified. 4. When you are finished with the report, close the report and then close the report parameters.
Generating the Unpaid Employees Report 1. In the payroll review menu, select Unpaid Employees Report. The report parameters display. 2. Choose the Report Parameters. 3. Click Run. The report displays, using the parameters you specified. 4. When you are finished with the report, close the report and then close the report parameters.
Displaying Warning Messages If there are warnings in the payroll batch, you can review them. These are items that do not prevent the posting of the batch; for example, an employee in the batch who has no hours in the time sheet.
Performing Error Review If PrismHR encountered errors during the payroll Calculation process, the icon displays. Click this icon to review any messages from the system regarding the errors it encountered. Once you have taken the proper steps to correct the error situation, you must calculate the batch again. The batch cannot be finalized until the Calculation and Review processes have been successfully completed. After resolving any errors, you must recalculate the batch.
Performing Payroll Batch Approval Payroll approval is an option available anywhere payroll is processed, such as during SuperBatch calculation and Process Payroll calculation, that allows the payroll processor and client to communicate electronically regarding the approval of a calculated payroll. Once the payroll processor has calculated the payroll, PrismHR automatically sends an e-mail notifying the client that the payroll is ready for their review and approval. There are two payroll approval processes you can use: • Standard payroll approval process: Once the payroll processor calculates the payroll, PrismHR sends a message to the payroll approver that the payroll is ready for review and approval. Using the Payroll Approval form, the approver reviews the payroll and can either approve or deny it. If the payroll is denied, the approver must provide a reason. (See Processing Standard Payroll Approval on page 148.) • Multistep payroll approval process: You must setup a minimum of two payroll approval steps before the payroll is finalized (that is, after calculation). For example, you can use this process so an assistant manager
Payroll Processing Guide © 2026 PrismHR 114 Chapter 3 Using SuperBatch
can perform the initial payroll approval, and then a general manager can perform the final review and
complete the approval. (Note: Only service providers can setup a multistep payroll approval process.) (See
Processing Multistep Payroll Approval on page 152.)Note the following: • Only specified approvers can approve/deny a payroll and view reports. During a SuperBatch payroll calculation, approvals are generated after the approver selects Reviewed OK during that process. • You cannot bypass payroll approval if the client is set up for wire transfer on the Client Details > Billing tab. Instead, the system automatically sends the approval notification email after you calculate the payroll. • If the client is not set up for wire transfer, service providers can bypass payroll approval from the Process Payroll form. • When processing payrolls where the Maximum ACH Amount is set on the Control tab in the Client Details form, the Restartable Payroll and Legacy Payroll features prevent submitted payrolls (those whose status is set to INITPEND), that exceed a set ACH amount, from processing until they are approved by a Billing Representative. Note: To use the Legacy Payroll feature, you must enable the LEGACY-PAYROLL-GLOBAL custom feature code. Once notified, the client can log in and review the payroll using the Payroll Approval form, then either accept the payroll or explain what changes are required. (See Processing Standard Payroll Approval on page 148See Processing Standard Payroll Approval on page 148See Processing Standard Payroll Approval on page 148 or Processing Multistep Payroll Approval.) After the client approves the payroll, you can proceed to the next step of the payroll process.
Handling a Denied Payroll If the client requires additional changes, the client approval icon displays as “Payroll has been denied approval by client.” 1. Click the icon to review the client’s explanation in the Payroll Message. (You can review the worksite manager’s or worksite trusted advisor’s detailed comment on why the payroll was denied. In addition, click Print to view the comment in report format, where it can then display as a PDF or you can export it to XLS format.) 2. After reviewing the explanation: • Click Close. You can return to handle the issue at a later time. • Click Reset Payroll. The payroll returns to the Ready to Calculate status, so that you can make any changes that are required. 3. After you reset the payroll, make the required changes and run the calculation again. 4. Review the payroll reports. 5. The client will review the payroll again. • If the client rejects the changed payroll, return to step 1. • If the client approves the payroll, you can proceed to the next step of the payroll process.
Payroll Processing Guide © 2026 PrismHR 115 Chapter 3 Using SuperBatch
Approval Policies in Human Resources User Guide or Approvals Guide Global Approval Policies in System Administration Guide or Approvals Guide
Finalizing Payroll When you are sure all the information for the payroll is complete and accurate, finalize the payroll by clicking the Payroll is ready to finalize icon ( ). The SuperBatch form allows you to finalize more than one payroll at a time. For example:
During the Finalization process, PrismHR gathers the data from the vouchers created during the calculation of the payroll and finalizes each item to the appropriate register. The system creates a permanent record of the payroll within its files. Once the payroll is finalized, PrismHR considers it to be complete and creates another payroll for the client and pay group. The system cannot calculate or finalize more than one payroll for the same client at the same time. Reports and invoices designated to print at the completion of the payroll print immediately to your designated printer. The system sends checks and direct deposit advices, as well as any garnishment checks, to a print file.
Finalizing a Single Payroll Once it is enabled, click the Payroll is ready to finalize icon ( ) for the payroll.
Finalizing Multiple Payrolls In the SuperBatch form, some users can select and finalize multiple payrolls. See the System Administration Guide to learn about the settings required to access this feature.
Payroll Processing Guide © 2026 PrismHR 116 Chapter 3 Using SuperBatch
To finalize multiple payrolls, do the following: 1. Click Finalize All at the bottom of the SuperBatch form. The system opens the Finalize All Payrolls form, which displays all payrolls eligible for finalization.
Note: If there are errors for a payroll, then the system will not finalize it. You need to resolve any issues with the payroll to proceed.
Printing and Mailing Payroll Batches The final payroll batch steps are to print and mail the batch documents, including the billing invoice, reports, direct deposit advices, and paychecks. The Print/Mail feature provides a method of tracking the payroll batch through the actual mailing of the batch documents. The handling of these documents depends on your organization’s procedures. The documents for payroll batches that have been posted and have the Status MAIL are ready to be bundled and processed for mailing. Checks can be “set aside” indefinitely until you are ready to print them if your organization prints the checks.
Note: Users can specify what prints for a client during the payroll process on the Client Details Payroll tab.
Setting Up the Payroll Batch Shipping Mode Setting the shipping mode for the payroll batch allows you to click the Print icon during the printing and mailing process (known as the Autocomplete feature), so you can select when and how to ship the payroll batch.
To set up the payroll batch shipping mode, do the following: 1. Click Back Office. 2. From System|Change select System Parameters. 3. Enter ALL as the Automatic Mail Code. (Note: An Automatic Mail Code is an existing delivery code to set automatic mailing capability when shipping items in a payroll batch.)
Payroll Processing Guide © 2026 PrismHR 117 Chapter 3 Using SuperBatch
When a delivery method code is entered in this field, the system sets all payrolls that use the same delivery
method to Mailed. Payrolls with different delivery methods must have their status manually set to Mailed.
For example, if USPS is entered as a code, the system sets all payrolls sent by US mail to Mailed. Payrolls
sent by FedEx must have their status manually set, which logs the tracking number or other information.
Enter ALL to set all payrolls to Mailed status, regardless of the delivery method.Printing a Single Payroll Once it is enabled, click the Print icon ( ) for the payroll.
Printing Multiple Payrolls In the SuperBatch form, you can select and print multiple payrolls.
To print multiple payrolls, do the following: 1. Click the Print All button at the bottom of the SuperBatch form. The system opens the Print All Payrolls form, which displays all payrolls eligible for printing.
Payroll Processing Guide © 2026 PrismHR 118 Chapter 3 Using SuperBatch
Understanding the SuperBatch Status Icons The SuperBatch form contains icons that represent the various steps in the payroll process. When the icons are illuminated, the step has been completed and the batch is ready for the next step.
Working with the SuperBatch Icons The PrismHR SuperBatch icons display below:
Description Payroll Status SuperBatch Icon Outstanding approval
Time Sheet is ready for entry TS.READY/TS.ENTRY
Time Sheet entry is in progress TS.ENTRY/TS.REMOTE
Time Sheet Entry is complete TSOKCOMP
Give Time Sheet to client TS.ENTRY
Take Time Sheet from client TS.READY
Payroll is ready to calculate TSOKCOMP
Payroll Processing Guide © 2026 PrismHR 119 Chapter 3 Using SuperBatch
Description Payroll Status SuperBatch Icon Calculation is in progress INITOK
Calculation is completed successfully INITOK
Calculation is completed with warnings INITWARN
Calculation completed with errors - payroll cannot INITFAIL continue
Payroll is ready for review INITOK
Payroll reports have been reviewed INITCOMP/AP.PEND
Payroll is pending client approval AP.PEND
Payroll has been approved by client INITCOMP
Payroll has been denied approval by client AP.FAIL
Payroll Processing Guide © 2026 PrismHR 120 Chapter 3 Using SuperBatch
Description Payroll Status SuperBatch Icon Client approval is not required INITCOMP
Wire transfer is pending WT.PEND
Wire transfer has been received INITCOMP
Wire transfer not required INITCOMP
Payroll is ready to finalize INITCOMP
Finalization is pending approval POSTPEND
Payroll finalization is in progress INITCOMP
Payroll finalization failed with errors POSTFAIL
Payment is pending PAYPEND
Payroll is ready to print POSTCOMP
Payroll has been printed successfully PRINTCOMP
Payroll Processing Guide © 2026 PrismHR 121 Chapter 3 Using SuperBatch
Description Payroll Status SuperBatch Icon Payroll print failed with errors PRINTFAIL
Payroll is ready to ship PRINTCOMP
Wire transfer created WT.PEND.CREATED
In addition, these updated icons help with filtering:
Payroll Processing Guide © 2026 PrismHR 122 Chapter 4 Entering Time Sheets
Chapter 4 Entering Time Sheets Use the Summary Time Sheet Entry form to enter, edit, and accept employee time sheet information in the payroll batch. You can also enter information in the Detail Time Sheet Entry form. If this is a regularly scheduled payroll (automatically created by PrismHR), the employees scheduled to be paid in this payroll are listed in alphabetical order. If this is not an automatically created payroll, you must manually add each employee using Payroll Control.
Actions Menu 123
Working with Header Bar 126
Tips on Using the Time Sheet Forms 128
Making Summary Timesheet Entries 135
Making Detail Time Sheet Entries 138
Other Time Sheet Entries 141
Importing the Data File 143
Importing Timesheet Deductions 144Actions Menu You can access other information and settings using the Actions menu: • Adding Employee to Payroll (page 124) • Restoring Recently Changed Information • Client Bill Pending • Employee Loans (see Payroll Administration Guide) • Recurring Deductions (see Payroll Administration Guide) • Recurring Deduction Overrides (see Payroll Overrides Guide) • Scheduled Deductions (see Payroll Overrides Guide) • Scheduled Payments (see Payroll Overrides Guide) • Tax Calculation Overrides (see Payroll Overrides Guide)
Payroll Processing Guide © 2026 PrismHR 123 Chapter 4 Entering Time Sheets
• Importing Timesheet Deductions • Vacation Pay Override (see Payroll Overrides Guide)
Adding Employee to Payroll You can add an employee to a payroll by opening the Actions menu in Summary Time Sheet Entry and then selecting Add Employee to Payroll. Note: The form does not allow you to select employees whose hire date is after the end of the pay period. Examples of when you would use this feature: • You need to add an employee who was recently hired or rehired and belongs in the payroll. • An employee was recently moved to the pay group in the payroll and is not currently included. • An employee is in a different pay group but works for the same company.
To add an employee to a payroll: 1. Enter or select the Employee ID. Note: You can search for an employee by entering the employee’s preferred, first, or last name. 2. Click Add.
Payroll Processing Guide © 2026 PrismHR 124 Chapter 4 Entering Time Sheets
Restoring Recently Changed Information You can view added or updated entries in the Time Sheet Audit Report form by selecting Audit on the Actions menu in the Time Sheet Entry form. For example:
Note: The system defaults to displaying only the current session. Disable Recent changes for this session only to display the entire audit log, including any changes due to imports. The Time Sheet Audit Report displays the following information: • The user and hours entered in the timesheet. • Auto-accept leave displays as made by the “Background Process” user. • The By column displays the user ID who made the change.
Restoring Recent Changes You can use the Time Sheet Audit Report form to restore recent updates to their original state.
To restore information to its original state: 1. To view only recent changes, enable Recent changes for this session only. The recent changes display. For example:
Payroll Processing Guide © 2026 PrismHR 125 Chapter 4 Entering Time Sheets
Working with Header Bar The header bar for the Time Sheet Entry form provides some information and gives you access to some features. For example:
Observe the following: • The Payroll batch number displays on the left. • It can indicate the number of days, hours, and minutes until the payroll closes. • If you are able to enter time sheet data, the unlocked icon displays , otherwise the locked icon displays . • The name of the Pay Group displays. • You can see the pay period Start, End, and Pay Date.
Payroll Processing Guide © 2026 PrismHR 126 Chapter 4 Entering Time Sheets
• Click to show or hide columns in the Summary Time Sheet Entry form; see Show and Hide Time Sheet Columns on the next page. • Click to review relevant payroll notes, if any. • Click to use the import; see Importing the Data File on page 143. • Click to access the analytics for the time sheet; see Time Sheet Analytics on page 134. • Click to run the Time Sheet Report. • Click to search for an employee in the payroll batch. You can also press Shift + Enter. • Click to filter the employees in the list, for example, by location or department, or by those whose pay rate changes require approval; see Filtering Time Sheet Data below. The filter options depend on the client’s setup.
Filtering Time Sheet Data Use the Filter to select the information that you want to display in the Summary Time Sheet Entry form. Click the Filter icon to open the form. The items available for filtering depend on the client’s setup. For example:
To filter summary time sheet information: 1. You can click on items in the upper area to include them in the filter. Most of the columns are values defined for the client. The last column includes employee statuses. Checkmarks display next to items you have selected.
Payroll Processing Guide © 2026 PrismHR 127 Chapter 4 Entering Time Sheets
Show and Hide Time Sheet Columns You can show and hide columns in the Summary Time Sheet Entry form, which is useful when there are many columns and you want to focus on only some of them.
Note: Users cannot hide the column that is indicated as the Default Hours Column in the Client Details Time Sheet tab.
To show and hide time sheet columns: 1. To select columns that you want to show or hide, click the icon in the header bar. It changes to and checkboxes display below the Totals line.
Tips on Using the Time Sheet Forms Here is some information on using the time sheet forms: • Using Time Sheet Entry Keyboard Shortcuts (page 129) • Using Standard Time Sheet Column Definitions (page 132) • Gross Pay (page 133) • Time Sheet Analytics (page 134)
Payroll Processing Guide © 2026 PrismHR 128 Chapter 4 Entering Time Sheets
Using Time Sheet Entry Keyboard Shortcuts The time sheet allows you to enter information quickly using keyboard shortcuts.
Navigating Summary Time Sheet Entry
Paging If there are multiple pages, press Page Up and Page Down, or click the and buttons near the bottom of the form, to navigate to the previous or next pages.
Find/Search Press Shift+Enter, or click , to open the Find dialog. This allows you to search the time sheet for a specific employee; the list filters as you type.
Use the up and down arrow keys to highlight the employee and then press Enter. The system places the cursor in the first field for that employee, where you can enter the time sheet information.
Moving from Summary to Detail Entry There are three ways to access the Detail Time Sheet Entry form from the Summary Time Sheet Entry form: • Click the name of the employee. The Detail Time Sheet Entry form opens, where you can create a new entry for that employee.
Payroll Processing Guide © 2026 PrismHR 129 Chapter 4 Entering Time Sheets
• While the cursor is in one of the pay code fields, press Ctrl+Enter. The Detail Time Sheet Entry form opens for that employee and pay code, where you can edit the time sheet entry. • While the cursor is in the row of an employee, click a pay code column heading. The Detail Time Sheet Entry form opens for that employee and pay code, where you can edit the time sheet entry.
Navigating Detail Time Sheet Entry
Using the Entry Drop-Down If there are no entries for the employee, the only option is New Entry. If there are one or more existing entries, you can use the drop-down to select the entry you want to edit. To use it without the mouse, you can use the up and down arrow keys, or simply type the number of the item. For example, you would enter 1 to edit the REG entry, 2 to edit the OT entry, or N to create a new entry.
Entering Values While in a field that allows you to select from a list of values (the labels for these fields are underlined), you can start typing the value and the system displays a list of matching items in the Suggestions dialog. You can also open the dialog by pressing Ctrl+Enter. The list filters as you type.
Payroll Processing Guide © 2026 PrismHR 130 Chapter 4 Entering Time Sheets
Once you have one or more characters entered, you can use the up and down arrow keys to navigate the list and highlight the item you want.
When the item is selected, either because you have selected it or it is the only item in the list, press Tab. The value is entered the field, and the cursor moves to the next field.
To clear the selected value and select another one, press Ctrl+Enter. The system deletes the value and reopens the Suggestions dialog, allowing you to select the required value.
Saving in the Detail Time Sheet To save the entry, press Enter or click Save. The cursor moves to the Entry field.
Returning to the Summary Time Sheet Form To return to the summary, press Page Up or click Return. This does not save your work, so be sure to save anything you need before returning to the summary. The Page Up key does not work when the cursor is in the Hours Paid, Amount Paid, Units Paid, or Pay Rate field.
Payroll Processing Guide © 2026 PrismHR 131 Chapter 4 Entering Time Sheets
Using Standard Time Sheet Column Definitions The standard columns in the Summary Time Sheet Entry form have gray backgrounds, except for the Payroll Template. Table 1: Standard Column Definitions Column Label Definition Employee, An employee identifier, as specified in the Client Details Time Sheet tab: Employee SSN, • PrismHR employee ID or Employee Number • Social Security number (which might be masked according to system settings) • Employee number (from the Employee Details Work tab)
Name The employee name. Pay rate The employee’s rate of pay. An indicator displays if there was a pay rate change during the pay period: (green) No action required. (red) Hours were entered before the pay rate change. Click the icon to manage the hours assigned to each rate of pay using the Assign Hours to New Pay Rate form. Salary Indicates the status of the time sheet entries for the employee, if the employee is salaried. (green) The standard salary information displays. (yellow) Salary hours were modified. Click to reset. FLSA Exempt Indicates that employee’s position is FLSA exempt ( ); the employee is not entitled to overtime pay. Status Type Displays the employee’s classification status (first part of status type) and employee type (second part of status type, separated by a dash (-); for example, A-FT): • Classification status: A for active, L for on leave, or T for terminated. • Employee Type: FT for full-time and PT for part-time.
Detail Hours Total hours entered in Detail Time Sheet Entry. Detail Units Total units entered in Detail Time Sheet Entry. Detail Dollars Total dollars from Detail Time Sheet Entry. Total Hours Sum of all summary and detail hours.
Payroll Processing Guide © 2026 PrismHR 132 Chapter 4 Entering Time Sheets
Column Label Definition Total Units Sum of all summary and detail units. Total Dollars Sum of all summary and detail dollars. Gross Pay Employee’s gross pay amount. Click the cell to open Gross Pay, where you can see each line item of the gross pay. Payroll Use this to specify a payroll option template for an employee, if appropriate. This Template might be hidden at first. O/E Indicates whether other earnings exist ( ). Click the cell to open Scheduled Payments, where you can enter or review the earnings. O/D Indicates whether other deductions exist ( ). Click the cell to open Scheduled Deductions, where you can enter or review the earnings. L/R Leave requests; click to open the Leave Request Assignment form. PTO If a user entered time off for a salaried employee, an indicator displays . Hover the mouse over the indicator for a summary of the action. Payroll notes for the employee. Note: Selecting this icon opens the Payroll Notes form, where you can select New Note to add a note. Click to access Employee Details.
Employee Details in the Human Resources User Guide
Gross Pay When you click the Gross Pay cell in Summary Time Sheet Entry, the system opens the Gross Pay form. This displays each line item of the gross pay.
Payroll Processing Guide © 2026 PrismHR 133 Chapter 4 Entering Time Sheets
Related Topic Making Summary Timesheet Entries (page 135)
Time Sheet Analytics The Time Sheet Analytics form summarizes the data entered in the time sheet.
Payroll Processing Guide © 2026 PrismHR 134 Chapter 4 Entering Time Sheets
• Use the Currently Charting options to determine what information displays. • The graphs show the sums of hours, units, or dollars, displayed by pay code. • The table at the bottom shows the time sheet information for each employee in the payroll .
Making Summary Timesheet Entries The columns in the Summary Time Sheet Entry form display the employees and pay codes for the payroll. For example:
Payroll Processing Guide © 2026 PrismHR 135 Chapter 4 Entering Time Sheets
Note the following: • The gray columns are standard. • The white pay and deduction columns that display are set in the Client Details Time Sheet tab. • If you import the client’s payroll information, see Importing the Data File on page 143. • You can use the Tab and arrow keys or the mouse to navigate the Summary Time Sheet Entry form. See Making Detail Time Sheet Entries on page 138 if you need to make detailed entries.
Follow these instructions when working in summary timesheets: 1. In the appropriate pay code columns, enter timesheet information for each employee. If you enter paid time off hours for an employee with default timesheet hours whose position is FLSA exempt, the system warns you and prompts you to determine how to proceed. Click Yes to subtract the PTO hours from the regular pay hours. Click No to add the PTO hours to the employee. (This does not apply to FLSA exempt employees without any default timesheet hours.) Note: Employees assigned the Variable Salary option as their Pay Method in the Employee Details form display as “salaried” employees in timesheets. This assignment is indicated by displaying a green dot in the Salary column in timesheets. However, the Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. 2. In any deduction code columns, you can enter deduction data for each employee. 3. Use the scroll bar at the bottom of the page to scroll over to display the rest of the columns in this form. 4. If there is more than one page of employees, press Page Up and Page Down, or click the and buttons near the bottom of the form, to navigate to the previous or next pages. 5. At any point, you can save your work by clicking Return. The Summary Time Sheet Entry form saves and closes, and you return to the previous form.
Payroll Processing Guide © 2026 PrismHR 136 Chapter 4 Entering Time Sheets
Finalize the entry using one of these methods:
Method Description Checkbox next to employee Select the checkbox for each employee whose information is complete, and click Return when you are finished. The next time you open Summary Time Sheet Entry, those employees do not display until the entire payroll is finalized. Note the following for worksite managers and worksite trusted advisors: • The system displays a confirmation message only when you check the box for the last employee of the payroll to be finalized and behaves as indicated in the Finalize Page button description (see below). • If the worksite manager or worksite trusted advisor has restricted access to timesheets, they can still use the checkboxes to finalize the employees and the full payroll.
Finalize button Click Finalize to finalize all employees in the payroll. A confirmation message displays for worksite managers and worksite trusted advisors, “Are you sure you want to finalize and submit this payroll for processing?” If you select Yes, all timesheets finalize. (Selecting No ensures that the system will not finalize the timesheet.) The Summary Time Sheet Entry form saves and closes, and you return to the previous form. Note: A worksite manager or worksite trusted advisor that is set up for self-service payroll processing will not see the message when they click the Finalize button. Finalize Page Click Finalize Page to mark all employees on the page as complete. Clicking this button on the last page of a timesheet that has not been finalized displays a message for worksite managers and worksite trusted advisors, “All employees for this payroll have been finalized. Do you want to finalize and submit this payroll for processing?” If you select Yes, the system finalizes the timesheet and all employees and the payroll moves into TSOKCOMP status. (Selecting No does not finalize the timesheet and employees, and you return to the Summary Time Sheet Entry form.) Note: If you click the Finalize Page button and there is still another page that needs to be finalized, no message displays.
Note: Not all users have access to the Finalize or Finalize Page buttons. Worksite managers who have permission to view only some of the employees in the payroll cannot use those buttons.
Once the batch is finalized, you can proceed to the next step in the payroll process.
Payroll Processing Guide © 2026 PrismHR 137 Chapter 4 Entering Time Sheets
Receiving Email Notifications After Finalizing Payrolls After a
worksite manager or worksite trusted advisor in a client that is not set
up as self-service payroll finalizes a payroll, the system sends an
email notification to the payroll processor for that payroll who is
listed on the Payroll Control form, even if the user ID is different
from the user ID listed on the Account tab in the Client Details form.
Note the following conditions that must exist for the system to create
the message for payroll submission notifications: • If the system-level
setting to enable payroll submission notifications is checked and the
client-level setting is set to Select or Enable • If the client-level
setting for payroll submission notifications is set to Enable when the
system-level setting is not checked The email message displays as
follows: • Subject line: “Payroll
Unfinalizing Entries If you need to unfinalize entries: 1. Deselect the checkbox for each employee whose information you need to change. 2. Select the checkbox at the top of the Employee column to deselect all employees on the page. 3. Click Unfinalize All to deselect all finalized employees in the payroll.
Making Detail Time Sheet Entries You can enter more information in the Detail Time Sheet Entry form than in the Summary Time Sheet Entry, such as changing position codes or selecting pay codes, which do not display in the summary form. There are three ways to access the Detail Time Sheet Entry form from the Summary Time Sheet Entry form: • Click the name of the employee. The Detail Time Sheet Entry form opens, allowing you to create a new entry or edit any existing entries for that employee. • While the cursor is in the row of an employee, click a pay code column heading. The Detail Time Sheet Entry form opens for that employee and pay code, where you can enter or edit the time sheet entry. • While the cursor is in one of the pay code fields, press Ctrl+Enter. The Detail Time Sheet Entry form opens for that employee and pay code, where you can enter or edit the time sheet entry. You can tab through the fields, and press Ctrl+Enter to search for or clear values.
Payroll Processing Guide © 2026 PrismHR 138 Chapter 4 Entering Time Sheets
Note: Time sheet entries display on the right side of the form. If the pay code is one of the standard ones displayed in Summary Time Sheet Entry, the date is shown in white. If it is not one of those standard pay codes, it is shown in pale yellow. For example:
Follow these instructions when working in detail time sheets: 1. Use and to “pivot” to move to the previous or next employee time sheet. From the Pivot By drop-down, select how you want to pivot; the options vary by client. 2. Make the appropriate entries for the employee.
Note: Not all fields display for every client; the fields that display are determined in the Client Details Time Sheet tab.
a. Select the Entry type as either New Entry or New Retro Pay Entry. If you select New Retro Pay Entry,
the Retroactive Time Sheet Entry form displays (see description below).
b. Enter the Charge Date when the employee should receive credit for the hours worked or units
produced.
c. Enter the Pay Code applicable to this line amount.
d. Based on the pay code, the next field is Hours Paid or Amount Paid.
• Hours Paid: Enter the number of hours for which to pay the employee.
• Amount Paid: Enter the total amount to pay the employee.
e. Enter the Position Code for the position the employee performed; the default comes from Employee
Details, but you can change it.
f. Enter the number of productive Hours Worked.
g. Enter the applicable Division code.
h. Enter the Department code in which the employee worked; you can change the default.Payroll Processing Guide © 2026 PrismHR 139 Chapter 4 Entering Time Sheets
i. Enter the applicable work Location code; the default is the employee’s worksite location in Employee
Details.
j. Enter the Shift or Mileage code.
k. Enter the Project or work order code to which to distribute the hours/units and amount earned.
l. For an entry based on Hours Paid, enter the Pay Rate.
m. If appropriate, enter the FMLA Event for the employee.
n. Select Suppress Labor Alloc. if the system should not allocate according to the allocation rules; the line
item will go strictly to the employee’s “home”. If you do not select this option, the system will allocate
the line item according to the rules set for the employee in the Employee Details Pay tab.
o. If you enabled the SHOWGLALLOCOVR custom feature code, you can initiate a payment override in the
G/L Alloc. Override field by entering the G/L account to charge this payment during pay voucher
creation.Note: Any pay rate changes you make here will not be overwritten for this payroll if there are any changes outside of the time sheet.
Retroactive Time Sheet Entry Form You can use this form to automate the calculation of an employee’s retroactive pay after making a back-dated pay rate change.
To submit an employee’s retroactive time sheet entry, do the following: 1. Select the Payroll # in the Time Sheet Entry form. 2. Select the Employee from the list in the Time Sheet Entry form. 3. The Detail Time Sheet Entry form displays. Click the New Retro Pay Entry option from the Entry field. 4. A confirmation dialog displays asking if you want to roll in the previous pay lines, and only paid payrolls will be picked up. Click Yes to confirm or No to cancel.
Payroll Processing Guide © 2026 PrismHR 140 Chapter 4 Entering Time Sheets
Note: You can only submit one retroactive pay detail form, per employee, per batch. Note that this process is designed to take the employee’s standard pay rate into consideration when applying the calculation. If Shift Codes were applied, resulting in a higher pay rate on the original vouchers, the calculations will not be accurate and should be handled manually.
After calculating an employee’s retroactive pay, you can view the Retro Pay calculation details from the Pay tab of the initialized (calculated) and finalized (posted) voucher by clicking the Retro Pay Calculation link in the Employee Voucher form. (These details display the same information that displays in the Retroactive Time Sheet Entry form.)
Other Time Sheet Entries There are some other entries you might make on the time sheet during payroll processing: • Assigning Hours to New Pay Rate (page 141) • Processing Paid Time Off (page 142)
Assigning Hours to New Pay Rate If an employee’s pay rate changes during the pay period, and there are default time sheet hours for that employee, you must resolve the issue by entering the number of hours to be paid at the new rate. Click the red indicator in Summary Time Sheet Entry to open the New Pay Rate Assignment form.
Payroll Processing Guide © 2026 PrismHR 141 Chapter 4 Entering Time Sheets
The system returns you to the Summary Time Sheet Entry form, and the indicator changes to green .Processing Paid Time Off When employees submit PTO requests through Employee Portal (EP) and they are approved, the requests display in the L/R column of the Summary Time Sheet Entry form. Click the red indicator in Summary Time Sheet Entry to open the Leave Request Assignment form.
Note: The form does not open unless there are hours entered for an employee because the system adjusts pay codes to which the hours are assigned based on the settings in the client’s PTO Absence Code. Make sure there are hours assigned when you click the red indicator.
After a leave request has been approved, you can only add notes or decrease the number of submitted leave request hours.
Related Topic PTO Absence Codes (see Client Administration User Guide)
Payroll Processing Guide © 2026 PrismHR 142 Chapter 4 Entering Time Sheets
Automating Calculation of Employee Retroactive Pay You can use this form to automate the calculation of an employee’s retroactive pay after making a back-dated pay rate change. To submit an employee’s retroactive time sheet entry, do the following: 1. Select the employee from the list in the Time Sheet Entry form. 2. The Detail Time Sheet Entry form displays. Click the New Retro Pay Entry option from the Entry field. 3. A confirmation dialog displays asking if you want to roll in the previous pay lines, and only paid payrolls will be picked up. Click Yes to confirm or No to cancel. 4. After clicking Yes, the Retroactive Time Sheet Entry form displays. 5. Click Retro Pay Code and select the pay code, then click Apply Retro Calc. 6. The retro pay entry processes, then returns to the Detail Time Sheet Entry form and displays the employee’s retroactive pay entry. 7. Click Save.
Note: You are only allowed to submit one Retro Pay Detail line, per Employee, per Batch.
Importing the Data File If a client is set to use a time sheet import on the Client Details Time Sheet tab, use Time Sheet Import to import the data file.
To import the data file, do the following:
Payroll Processing Guide © 2026 PrismHR 143 Chapter 4 Entering Time Sheets
Importing Timesheet Deductions You can use the Time Sheet Deduction Import form to import timesheet deductions for a payroll. Note: You must have FULL access to the Time Sheet Deduction Import form to process an import. In addition, worksite managers cannot import any employees whom they cannot access. To access the Time Sheet Deduction Import form, go to Payroll|Action and select Time Sheet Entry. Select a payroll number in the Time Sheet Entry form, then select Time Sheet Deduction Import on the Actions menu. The Payroll Number that you selected displays. Note: You can click Download Sample Header File to download a sample Excel data file in .csv format, which can be saved before importing it.
To import timesheet deductions for a payroll: 1. Go to the Time Sheet Deduction Import form. The current Payroll Number displays. (You cannot update this field.) 2. Select Upload File. Note: The uploaded file name cannot contain any spaces and must be in .csv format. 3. Select Add Files, then select the file that contains timesheet deductions for a payroll. (The file must be in .csv format.) 4. Select Start Upload. “Upload complete” displays when the file successfully uploads. Click Close. The uploaded filename displays. 5. Click Start Import. The system validates the uploaded file during the import process to ensure the information is valid. 6. If there were any errors during the import process, they display in the Error Report. 7. Click Review to look at the imported data. If there is more than one page, use the Previous Page and Next Page buttons to navigate the imported time sheet data. 8. If the data is accurate, click Post Data to Time Sheets. The system processes the data and creates the timesheets. 9. Click OK in the confirmation message.
Payroll Processing Guide © 2026 PrismHR 144 Chapter 4 Entering Time Sheets
Payroll Processing Guide © 2026 PrismHR 145 Chapter 5 Processing Approvals
Chapter 5 Processing Approvals 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.
Approvals Pending 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.
Approvals Pending (Assigned to You) You can act on approvals listed in the Approvals Pending (Available to You) panel. • Standard Approvals: see Human Resources User Guide or Approvals Guide • Payroll Approvals:
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:
Payroll Processing Guide © 2026 PrismHR 146 Chapter 5 Processing Approvals
• 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.
Related Topics Overriding Global Approval Policies in the Human Resources User Guide Setting Global Approval Policies in the System Administration User Guide or Approvals Guide
Payroll Processing Guide © 2026 PrismHR 147 Chapter 5 Processing Approvals
Processing Standard Payroll Approval Once the payroll processor calculates the payroll, PrismHR sends a message to the payroll approver that the payroll is ready for review and approval. Using the Payroll Approval form, the approver reviews the payroll and can either approve or deny it. If the payroll is denied, the approver must provide a reason. (You can view the Worksite Payroll Approval comment when the Worksite Manager or Worksite Trusted Advisor denies a payroll.) For example:
Note: For information about how to setup and process a multistep payroll approval process, which involves setting up a minimum of two payroll approvers, see Processing Multistep Payroll Approval.
Setting Up Standard Payroll Approval Before calculating a payroll for standard payroll approval, ensure you have setup payroll approval.
Setup standard payroll approval by doing the following: 1. Enable the Standard option in the Worksite Payroll Approval field on the Control tab in the Client Details form. 2. Click Save. 3. Setup at least one worksite manager or worksite trusted advisor who has Payroll Approver as their HR Role on their user record.
Processing the Payroll After setting up payroll approval and before finalizing payroll approval, there are two methods you can use to process the payroll:
Payroll Processing Guide © 2026 PrismHR 148 Chapter 5 Processing Approvals
• SuperBatch calculation: When you calculate a payroll with worksite approval setup using the SuperBatch form on the Operations|Action menu, the approval is generated after you select Reviewed OK during the Review step. Selecting this button triggers the approval and updates the payroll status to Client approval pending. • Process Payroll calculation: When you calculate a payroll using the Process Payroll form on the Payroll|Action menu for a client with worksite payroll approval, the following message displays, “Do you wish to notify the client that this batch is ready to approve?” If you select Yes, the system starts the approval process and updates the payroll status to Client approval pending. If you select No, the system bypasses the approval process and moves the payroll forward to the next status. You must recalculate the payroll, if you need to begin the approval process. Note: If the client is set to Wire Transfer for payroll processing, this choice is not available and instead, the payroll advances immediately to Client approval pending status if worksite approval is established.
Finalizing Standard Payroll Approval This part of the payroll approval process is usually performed by the worksite manager or the worksite trusted advisor. Although a service provider can also perform the payroll approval, usually that only happens when the worksite manager or the worksite trusted advisor is not part of the approval process or has made a verbal approval.
To complete the payroll approval process, do the following: 1. The Payroll Approval form displays the information for review. 2. Review the reports for the payroll by selecting them from the View Report/Analytic drop-down: • Approval Payroll Reports: Opens the Approval Payroll Reports form, which lists all the available payroll approval reports. Click the Open File icon in the Job column to view the report listed in the Report Title column. (.) • Employees in Payroll: Lists the employees in the payroll batch. Click the employee ID to view the Employee Details. • Payroll Summary: Summarizes the vouchers in the payroll batch. Click the voucher number to view the voucher details. • Payroll Detail: Displays the Payroll Summary form. • Invoice: Displays the billing invoice for the payroll batch. • Gross-to-Net Report: Allows you to run the Gross-to-Net (Register) Report. This report provides a summary of the employee voucher, including all pay and deductions. • Payroll Register Report: Displays the Payroll Register Report. This report displays information for each employee on the report, as well as the current, month-to-date, quarter-to-date, and year-to-date values for pay, deductions, taxes, and paid time off. • Check Journal Report: Allows you to run the Payroll Check Journal Report. This report provides employee payroll check details. • Deduction Register Report: Lists all payroll deductions and the amount the employer contributes.
Payroll Processing Guide © 2026 PrismHR 149 Chapter 5 Processing Approvals
• Deduction Code Summary Report: Displays the Deduction Code Summary Report. This report displays a
list of deductions for a client along with the deduction taken for a single payroll or date range.
• Client Allocation Report: Displays the Client Allocation Report for service providers. This report provides
a listing of client allocations based on the allocation format selected.
• Unpaid Employees Report: Allows you to run the Unpaid Employees Report after receiving notification
that a payroll is waiting for your approval. This report displays payroll information for employees who
received no earnings in a specific payroll or during a payroll period.Viewing Payroll Reports and Downloadable Output Files Selecting Approval Payroll Reports from the View Report/Analytic drop-down on the Payroll Approvals form opens the Approval Payroll Reports form, which lists all the available payroll approval reports and downloadable files for completed payrolls. Click the Open File icon ( ) in the Job column to view the report or downloadable file listed in the Report Title column. For example:
Note: Moving your cursor over the Open File icon displays “Open File.” For example, clicking the Open File icon in the Gross-To-Net Report row opens that report:
Payroll Processing Guide © 2026 PrismHR 150 Chapter 5 Processing Approvals
Note the following: • You can only access the Approval Payroll Reports form from the Payroll Approval form. (You cannot use the Search menu to access this form.) • Reports only display for completed payrolls: • If a payroll is in Pending (AP.PEND) status, no reports display in the Payroll Reports form when you select the Reports icon ( ) in the Payroll Summary form. • If a payroll is in Completed (INIT.COMP) status, the reports display in the Payroll Reports form when you select the Reports icon ( ) in the Payroll Summary form.
Payroll Processing Guide © 2026 PrismHR 151 Chapter 5 Processing Approvals
Processing Multistep Payroll Approval Using the Multistep payroll approval process, you must setup a minimum of two payroll approval steps before the payroll is finalized (that is, after calculation). For example, you can use this process so an assistant manager can perform the initial payroll approval, and then a general manager can perform the final review and complete the approval. Note: As done in the original payroll approval method, service providers can still approve payrolls and override the approval steps. This payroll approval process consists of the following procedures: 1. Setting up multistep payroll approval. (Note: Only service providers can setup a multistep payroll approval process.) 2. Processing the payroll. 3. Finalizing multistep payroll approval. Note the following about processing multistep payroll approvals: • Approvers who are waiting for their step to become available can still review the payroll approval reports on the Payroll Approval form, but they cannot approve or deny the approval until it’s their turn. (The buttons remain inactive until their turn is available.) • Multistep payroll approval is not available for self-service payroll. If you select Self-Service Payroll on the Payroll tab in the Client Details form, an error message displays, “Multistep Worksite Payroll Approval is not supported with Self-Service Payroll. You must choose another Worksite Payroll Approval Type to continue.”
Overview of the Multistep Payroll Approval Process Once the payroll processor calculates the payroll, PrismHR sends a message to the first payroll approver that the payroll is ready for review and approval. Using the Payroll Approval form, the approver reviews the payroll and can either approve or deny it. If the payroll approval is denied, the approver must provide a reason. (You can view the Worksite Payroll Approval comment when the Worksite Manager or Worksite Trusted Advisor denies a payroll.) For example:
Payroll Processing Guide © 2026 PrismHR 152 Chapter 5 Processing Approvals
After the next approver submits approval (and is the final approver), you can proceed to the next step of the payroll process.
Setting Up Multistep Payroll Approval Before calculating a payroll that should have multistep payroll approval, ensure you have setup at least two or more payroll approval steps.
Service providers can setup multistep payroll approval by doing the following: 1. Enable the Multistep option in the Worksite Payroll Approval field on the Control tab in the Client Details form. After selecting this option, an informational 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. 2. Click Save. An informational message displays, “Approval Steps must be defined under Approval Policies to fully activate Multistep Approvals. Would you like to define them now?” Click Yes. (Note: If two or more approval steps are not defined under Approval Policies, the setting works the same as Standard worksite payroll approval.) 3. The system redirects you to the Approval Policies form, which displays on the HR|Change menu. Now that you have set up the client, the Payroll Approval (Multistep) option displays in the Approval Type field. (Note: Prior to setting up the client, the Payroll Approval (Multistep) option is not available on this form.) 4. Select the Payroll Approval (Multistep) option, then setup at least two payroll approval steps in the Step panel and click Save. (Note: If you only setup one step and click Save, a message displays, “A minimum of two steps are required for Payroll Approval (Multistep).” Click OK and setup the second step.) Note: You must setup at least one user with the HR Role (worksite manager/worksite trusted advisor) or A/M Role (service provider) that was selected on the Approval Policies form, so the system generates the approval to a user.
Payroll Processing Guide © 2026 PrismHR 153 Chapter 5 Processing Approvals
Processing the Payroll After setting up payroll approval and before finalizing payroll approval, there are two methods you can use to process the payroll: • SuperBatch calculation: When you calculate a payroll with worksite approval setup using the SuperBatch form on the Operations|Action menu, the approval is generated after you select Reviewed OK during the Review step. Selecting this button triggers the approval and updates the payroll status to Client approval pending. For example:
• Process Payroll calculation: When you calculate a payroll using the Process Payroll form on the Payroll|Action menu for a client with worksite payroll approval, the following message displays, “Do you wish to notify the client that this batch is ready to approve?” If you select Yes, the system starts step one in the approval process and updates the payroll status to Client approval pending. If you select No, the system bypasses the approval process and moves the payroll forward to the next status. You must recalculate the payroll, if you need to begin the approval process. Note: If the client is set to Wire Transfer for payroll processing, this choice is not available and instead, the payroll advances immediately to Client approval pending status if worksite approval is established.
Finalizing Multistep Payroll Approval This part of the payroll approval process is usually performed by the worksite manager or the worksite trusted advisor. Although a service provider can also perform the payroll approval, usually that only happens when the worksite manager or the worksite trusted advisor is not part of the approval process or has made a verbal approval.
To complete the multistep payroll approval process, do the following: 1. The Payroll Approval form displays the information for review. 2. Review the reports for the payroll by selecting them from the View Report/Analytic drop-down: • Employees in Payroll: Lists the employees in the payroll batch. Click the employee ID to view the Employee Details. • Payroll Summary: Summarizes the vouchers in the payroll batch. Click the voucher number to view the voucher details.
Payroll Processing Guide © 2026 PrismHR 154 Chapter 5 Processing Approvals
• Payroll Detail: Displays the Payroll Summary form.
• Invoice: Displays the billing invoice for the payroll batch.
• Gross-to-Net Report: Allows you to run the Gross-to-Net (Register) Report. This report provides a
summary of the employee voucher, including all pay and deductions.
• Payroll Register Report: Displays the Payroll Register Report. This report displays information for each
employee on the report, as well as the current, month-to-date, quarter-to-date, and year-to-date values
for pay, deductions, taxes, and paid time off.
• Check Journal Report: Allows you to run the Payroll Check Journal Report. This report provides
employee payroll check details.
• Batch Register Report: Displays the Batch Register Report. This report displays detailed information per
employee for a payroll.
• Deduction Code Summary Report: Displays the Deduction Code Summary Report. This report displays a
list of deductions for a client along with the deduction taken for a single payroll or date range.
• Client Allocation Report: Displays the Client Allocation Report for service providers. This report provides
a listing of client allocations based on the allocation format selected.
• Cost Allocation Report: Displays the Payroll Allocation Report for work sites. This report displays payroll
costs that are distributed across multiple cost centers such as departments, divisions, or locations.
• Unpaid Employees Report: Allows you to run the Unpaid Employees Report after receiving notification
that a payroll is waiting for your approval. This report displays payroll information for employees who
received no earnings in a specific payroll or during a payroll period.Viewing Invoice Details Use the Invoice form to view the invoice details on the payroll.
Payroll Processing Guide © 2026 PrismHR 155 Chapter 5 Processing Approvals
To view invoice details on the payroll, do the following: 1. Click a summary line to view the details (Gross Wages, Social Security & Medicare, and so on). The system displays the amounts for each employee in the payroll. Use the Display Non-Zero Only option to hide or display rows where the bill amount is zero.
Payroll Processing Guide © 2026 PrismHR 156 Chapter 5 Processing Approvals
Click the Close button to return to the Invoice form.Click Accounting to view the your organization’s G/L debit and credit details.
Click Close to return to the Invoice form.
Click Client Accounting to view the client’s G/L debit and credit details.
Payroll Processing Guide © 2026 PrismHR 157 Chapter 5 Processing Approvals
Click Close to return to the Invoice form.Click Display PDF to create and open a PDF version of the invoice using the client’s Billing Format for both initialized and posted invoices.
Click Download to save the invoice. You can also click Print in the upper-right corner to print the invoice. Click Close to return to the Invoice form.
If there are two or more invoices available, use the arrow buttons to page through the invoices.
Click Close when you are finished.
Payroll Processing Guide © 2026 PrismHR 158 Chapter 5 Processing Approvals
Listing Pending Payments The Payments Pending form lists any payments required to proceed with a payroll. This is for clients where your organization requires an ACH or wire transfer before finalizing the payroll. For example:
To list pending payments: • After selecting the filter settings and then selecting Find Payments, the form displays payments that are Payment Pending or Wire Pending, Created or Pending, or both, according to the selected filter settings. You can also filter your view to the Wire Transfer, Reverse Wire, or Real Time Payment type only, or filter to view records for a specific client, multi-entity group, or cost center. Note: Multi-entity groups do not display for a client if the service provider does not have access to that client. Also, the name of the multi-entity group created in the Multi-Entity Groups form displays. (If there is more than one multi-entity group, they display as listed in the Client Details form, which are truncated if necessary.) • Once you receive the payment, select the payroll line item and then click Mark Received. A message displays, “Are you sure you want to mark these payments as received?” Click Yes to continue. (This updates the batch Status so the payroll processor can continue to process the payroll batch.) • To view the detailed invoice, select the Payroll line item or click the checkbox next to the Payroll column to select all payments. The invoice displays, where you can click the following buttons to access more information: • Client Accounting: Displays the Invoice Client Accounting form. • Accounting: Displays the Invoice Accounting form. • Display PDF: Displays the invoice in PDF format.
SuperView Use the SuperView to review payroll batches that are in process.
Payroll Processing Guide © 2026 PrismHR 159 Chapter 5 Processing Approvals
You can use the fields at the top of the form to filter the list of payrolls: • Enter the Through Date to select batch control with a call-in date less than or equal to the through date. (The default is the current date.) • Select the Processor to view only the payrolls assigned to that user. • Select the Type to view only that type of payroll: Regular, Manual, or Special. • Select the Status to view only payrolls of that status. The list updates dynamically when you select an item from the drop-downs. If you enter a different Through Date, click the Refresh icon to update the list. To change the processor for a payroll, open the Actions menu and select Change Processor.
Using the Payroll Dashboard The Payroll Dashboard (found in the Client menu under Client|Dashboard) provides a summary of payroll information. The dashboard refreshes at regular intervals, ensuring that the information is current.
• Payroll Statistics displays the totals. Click a link to open a list of pending or overdue items.
Payroll Processing Guide © 2026 PrismHR 160 Chapter 5 Processing Approvals
• Hourly Payroll Processing displays the number of payrolls that have been processed and those to be processed for each hour of the work day. • Payroll By Status displays each status, and the percentage of payrolls at those statuses. • Payrolls By Processor displays the complete and incomplete payrolls for each payroll processor. • Payrolls By Clients displays the percentage of billing, gross, and net amounts that each client company contributes to the total. • Payrolls By Cost Centers displays the percentage of billing, gross, and net amounts for each cost center. • Payrolls By Service Types displays the percentage of billing, gross, and net amounts for each service type.
Payroll Processing Guide © 2026 PrismHR 161 Chapter 6 Processing On Demand Checks
Chapter 6 Processing On Demand Checks You can use the On Demand Check Processing form to process and print a check, on demand, for an employee. For example, self-service payroll clients can use this process, for compliance reasons, to calculate and physically print last (final) paychecks when terminating employees. Important! This process only creates live checks at this time. After making the required selections and calculating the totals, the form displays as follows:
Payroll Processing Guide © 2026 PrismHR 162 Chapter 6 Processing On Demand Checks
Important! For all new functionality, PrismHR recommends that you test this feature in your demo environment to validate expected behavior before processing in your production environment.
To print an on demand check, do the following: 1. Go to the On Demand Check Processing form on the Payroll|Action menu. 2. Complete the following fields in the On Demand Check Processing panel:
Field Description
Employee ID Enter or select the Employee ID. If you select this field, the Select
Employee window displays, so you can search for an employee ID or
name.
Check Date Enter the Check Date. The default is the current date.
Voucher The system populates the Voucher number.
Voucher Type Select the Voucher Type that was issued to the employee: Regular
(default) or Supplemental.
Bank Account The system populates the Bank Account defined in the Account tab
for On Demand Checks on the Client Details form.
Note the following:
• If you do not define an on demand bank account on the Client
Details form, an error message displays, "The On Demand Checks
account has not been set up in client details. This needs to be
completed before On Demand Checks can be created."
• Only service providers can view the bank account ID that displays
in the Bank Account field. (This field is hidden for worksite
managers and worksite trusted advisors.)
Tip Gross Receipts Enter the amount of Tip Gross Receipts to record, if you require
allocated tip calculations.
Pay Period Select a Pay Period to use in calculating taxes for the pay amount:
Weekly, Biweekly, Semi-monthly, Monthly, Quarterly, or Annually.
The system uses the default value of the employee's pay group.
Deduction Period Select the Deduction Period for which the system calculates standard
deductions and benefits. If you do not select a deduction period, the
system does not include any standard deductions.
Note: If you select None, the Deductions panel displays. If you select
any of the other options, this panel only displays after you calculate
the totals, then click Accept in the Tax Calculation Overrides window
that displays.
Work Shift Enter the Work Shift applicable to the payroll voucher, if any.Payroll Processing Guide © 2026 PrismHR 163 Chapter 6 Processing On Demand Checks
Field Description
Period Start Date Enter the Period Start Date.
Period End Date Enter the Period End Date.Payroll Processing Guide © 2026 PrismHR 164 Chapter 6 Processing On Demand Checks
You can access the Payroll Summary form to print the payroll. If you select Yes, the Payroll Summary form
opens. (Selecting No clears the form.)Payroll Processing Guide © 2026 PrismHR 165
========================================================================
Payroll-Setup.pdfPayroll Setup Guide
Setup procedures for Payroll 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 Payroll Setup Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Payroll Code Files 10 Establishing Workers’ Compensation Insurance Policy and Carrier Information 10 Policy Information 10 Carrier Information 11 Establishing Workers’ Compensation Rate Templates 11 Defining W/C Classifications 12 Defining W/C Classification Rates 13 Viewing or Editing Workers’ Compensation Rates 15 Maintaining Position Classifications 15 Setting Up Vendors to Receive Payments 16 Setting Up Payee Information 17 Setting Up Electronic Payment to Garnishing Authority 18 Setting Up Electronic Payment to State Government Agencies 19 Establishing Address for Mailing Payments to Payee 20 Adding Carrier Website Information 20 Maintaining Global Deduction Codes 21 Viewing and Editing Existing Deduction Codes 21 Creating a New Deduction Code 22 Setting Up Basic Deduction Code Information 22 Selecting Voluntary Classifications 24 Configuring Maximums and Limits 25 Configuring Other Specific Deduction Options 25 Using Corporate/Staffing Accounting 27
Payroll Setup Guide © 2026 PrismHR 3 Table of Contents
Rate Tables 27
FLSA Ruleset 28
FLSA Ruleset 28
Overtime Hours Reported Separately 28
Straight Hours Reported on One Pay Code 29
Straight Reporting Method 29
Daily Overtime Rules 29
Working with Pay Codes 29
Defining Basic Pay Code Information 29
Viewing Calculation Rules 31
Setting Up Billing Codes 32
Setting Processing Options 32
Defining Conditional Rules 38
Defining Pay Code Calculation Rules 39
Standard Method Rules 39
Fixed Method Rules 40
Calculated Method Rules 40
Per Diem Method Rules 41
Calculated Fringe Benefit 41
Fringe Calculation Pay Codes 42
Defining Maximum Earnings 42
Exempting Taxes 42
Creating Weighted Average Calculations for Pay Codes 43
Overtime Calculation Examples 45Chapter 2 System-Level Setup 46 Maintaining Bank Accounts 46 Entering Bank Account Information 46 Setting Up Print Parameters 48
Payroll Setup Guide © 2026 PrismHR 4 Table of Contents
Setting Up ACH Processing Parameters 49
Basic Consolidated Processing 49
Other Processing 50
Positive Pay Setup 52
Suspense Accounts 54
Bank Account Setup 54
G/L Template Setup 54
Voucher Examples 55
Working with ACH Impounding 55
Bank Routing 56
Using ACH Originators 57
Maintaining Financial Institution Information 57
Setting Up Multiple Email Addresses 59
Entering the File Header/Footer 60
Setting Up Cachet Third Party Format 60
Setting Up Wells Fargo Third Party Format 61
Setting Up Reverse Wire Transfer Format 61
Establishing Payroll Holidays 65
Establishing Pay Schedules 66
Creating Payroll Processing Schedules 68
Defining Delivery Methods 69Chapter 3 Company-Level Setup 71 Defining Billing Rules 71 Using Bundled Billing Rules 71 Using Unbundled Billing Rules 72 Tiered Billing Grid 78 Entering Tax Criteria 79 Setting Up Other Unbundled Billing Rule Parameters 80
Payroll Setup Guide © 2026 PrismHR 5 Table of Contents
Using Unbundled Bill Rules Based On Options 81
Importing Multiple Unbundled Billing Rules 88
Establishing Pay Groups 99
Defining a Pay Group 99
Entering the Payroll Period in Progress Information 100
Entering the Alternate Billing Addresses 101
Performing Pre-ACH Maintenance 101
Moving Employees from One Pay Group to Another 104
Establishing State Tax Rates (SUTA) 106
Establishing Officer and State Bill Rates 107
Importing SUTA Rates Data 109
Defining State Tax Bill Rates (SUTA) 111
Setting a Location for State Tax Bill Rates 111
Setting SUTA Bill Rate Information 112
Establishing Officer and State Bill Rates 112
Selecting Relevant Employers 113
Importing SUTA Billing Rates Data 114
Defining W/C Accrual Modifiers 115
Adjusting W/C Billing Modifiers 115
Importing a Workers' Compensation Template File 116
Using Override Rates Option 117
Posting External Third Party Checks Journal 118
Labor Allocation Templates 119
ASO Accounting 119
Creating Core Chart of Account Numbers 119
Building Structure for Chart of Accounts Segments 120
Prefix/Suffix Overrides 120
Account Overrides 120Payroll Setup Guide © 2026 PrismHR 6 Table of Contents
Setting Up the ASO Global G/L Account 120
Maintaining Client and Employee Allocation Parameters 121
Prefix/Suffix Overrides 123
Payroll Accounting 124
All Deduction Codes 124
All Benefit Plans 125
All Workers' Compensation States 125
All Tax Codes 126
Maintaining ASO Client Accounting 126
Bill Code ASO Accounts 128
Setting Up ASO Client Accounting 128
Creating ASO Accounting Codes 128
Setting Up ASO Global G/L Account 129
Setting Up ASO G/L Account 131
Working with PEO Client Accounting 132
Establishing the General Ledger Chart of Accounts 132
Establishing Accounting System Parameters 135
Defining the Custom Layout 137
Using PEO Client Accounting Wildcards 138
Setting Up Per Diem Wages 140
Percentage Method 140
Mileage Method 142
Daily Method 145
Setting Up Reported Tips 146
Updating System Parameters 146
Updating Position Codes 147
Updating Pay Codes 148
Sample Pay Codes 149Payroll Setup Guide © 2026 PrismHR 7 Table of Contents
Setting Up FLSA Rulesets 151
Updating Pay Groups 153
Viewing Time Sheet Entry 154
Setting Up Work Shift Differential Pay 155
Creating a Shift Code with a Pay Differential 155
Setting Up Time Sheet Access to Shift Codes 156
Setting Up a Shift Differential Calculation 157
O Method FLSA Calculation of D/T Hours 157
Setting Up ACH Deposits with Cachet Financial Services 159
Setting Up Cachet as Your ACH Originator 159
Creating a Bank Account for the Client 161
Creating/Adjusting Your Existing Payroll Checking Account 162
Making Adjustments to Your Checking Account 163
Creating a New Checking Account for Client Withdrawals 163
Assigning the Checking Account to Client Companies 163Chapter 4 Import Definition Files 165 Setting Up Pay Import Definitions 165 Defining Time Sheet Pay Import Definition Parameters 165 Indicating Outcome of Existing Data After Data Import 167 Defining Standard Pay Imports 168 Mapping Data Import File Fields 168 Mapping Data Import File 168 Viewing Assigned Clients for Pay Import Definitions 170 Performing Standard Pay Imports 170 Pay Import Definition 171 Standard Pay Import - Method 1 - Mapping 173 Standard Pay Import - Method 2 - Matching 174 Standard Pay Imports - Method 3 176
Payroll Setup Guide © 2026 PrismHR 8 Table of Contents
Field Name Definitions 178
Copying a Definition ID 183Payroll Setup Guide © 2026 PrismHR 9 Chapter 1 Payroll Code Files
Chapter 1 Payroll Code Files There are files you must set up to use payroll features in PrismHR.
Establishing Workers’ Compensation Insurance Policy and Carrier Information 10 Establishing Workers’ Compensation Rate Templates 11 Defining W/C Classifications 12 Defining W/C Classification Rates 13 Viewing or Editing Workers’ Compensation Rates 15 Maintaining Position Classifications 15 Setting Up Vendors to Receive Payments 16 Maintaining Global Deduction Codes 21 Rate Tables 27 FLSA Ruleset 28 Working with Pay Codes 29
Establishing Workers’ Compensation Insurance Policy and Carrier Information If your organization services clients with employees in various states, be sure to use the correct workers’ compensation (W/C) policies for each state where you do business. Use the W/C Policies form to establish workers’ compensation insurance policy and carrier information.
Policy Information Use the Policy Information panel to maintain basic information about the W/C insurance policy.
Payroll Setup Guide © 2026 PrismHR 10 Chapter 1 Payroll Code Files
Field Description Policy ID Workers’ compensation insurance policy ID. Description Description of the insurance policy. Policy Start Date Date when coverage begins under this policy. This is the beginning of the policy year. Policy Type Select Primary if the policy is maintained by the PEO. Select Individual if the policy is carried by the client. Rate Template ID If you use a table-based approach for maintaining W/C insurance rates, enter the appropriate rate template ID. Suppress Billing Select this option to suppress billing in cases where the client pays the policy premiums. Suppress G/L Accrual Select this option to suppress the generation of a general ledger account for any pay associated with this policy. Company Select this option to use client-level W/C accrual modifiers when Mod/Discount calculating W/C liability for this policy. Use Company Level Select this option to use the rate overrides set at the client level. Override Rates Suppress TRIA Select this option to suppress the calculation of the state-based terrorism Premium risk insurance act premium. Suppress Shelter for Select this option to bill on gross W/C taxable wages in states that allow Billing Section 125 to shelter W/C wages.
Carrier Information Use the Carrier Information panel to establish the W/C insurance carrier information for this policy, including: • Carrier ID • Carrier Name, Address, City, State, and ZIP Code • Carrier Phone Number • Worker’s compensation insurance Policy Number assigned by the carrier • Whether worker’s compensation is Self-Insured • Self-Insure Certificate Number for consent to self-insure
Establishing Workers’ Compensation Rate Templates Use the W/C Rate Templates form to establish workers’ compensation rate templates in PrismHR.
Payroll Setup Guide © 2026 PrismHR 11 Chapter 1 Payroll Code Files
To set up a template: 1. Enter the unique Template ID. 2. Enter a descriptive Template Name. 3. Click Save. Your organization can use templates to group multiple W/C classification rates. This is useful when you want to offer different rate tiers to your clients, for example, “Good”, “Better”, and “Best”. Then, in the W/C Classification Rates form, you could use the “Good” template to set the classification rate for MA.8810 to 2.00, and the “Better” template to set a rate of 1.50. See also Defining W/C Classification Rates on page 13.
Defining W/C Classifications Use the W/C Classifications form to define the workers’ compensation class information for a state.
Note: Click the Import icon ( ) to import W/C codes and descriptions by state or to import multiple rate templates and effective dates all at once. (See the Payroll Administration Guide for more information about using the Global W/C Classifications Import Template option to perform this import.)
To define workers’ compensation class information for a state, do the following: 1. Enter the two-character State code where this workers’ compensation classification applies. 2. Enter the workers’ compensation Class Code used by the state for this classification. To enter a sub-class code, precede it with a period. 3. Enter a Class Description for this classification. 4. Select Ohio Construction Class if the classification pertains to a construction trade class in Ohio. The system uses this in the Ohio Weekly Construction Cap calculation. 5. Click Save.
Payroll Setup Guide © 2026 PrismHR 12 Chapter 1 Payroll Code Files
Defining W/C Classification Rates You can use the W/C Classification Rates form to maintain workers’ compensation classification rate information. For example:
Note: Click the Data Import Tool icon ( ) to import W/C rates at the system level. (See the Payroll Administration Guide for more information about using the Global W/C Classification Rates Import Template option to perform this import.)
To define workers’ compensation classification rate information, do the following: 1. Go to the W/C Classification Rates form and complete the following fields:
Field Description
Rate Template Select the Rate Template.
State Select the State.
Effective Date Enter a new Effective Date for this rate template, or select an existing date
from the table at the right.
Time sheet based Only for the State of Washington, this field will appear. This field is a checkbox
WC tax which is unchecked by default.Payroll Setup Guide © 2026 PrismHR 13 Chapter 1 Payroll Code Files
Field Description
calculations • Not checked (default) - Payroll programs calculate the Washington State
Workers' Compensation (WC) tax using standard Vertex processing
• Checked - When checked:
1. Employee Payroll Vouchers store the following data based on the
timesheet positions used in the payroll:
a. WC Hours by position WC Class
b. EE Charged WC Tax Rate
c. ER Charged WC Tax Rate
2. Stored EE Charged WC Tax Rate and ER Charged WC Tax Rate honor the
following logical criteria:
a. For exempt/salaried employees only: caps WC hours to 160 hours
worked/month for tax calculation purposes
b. Uses the EE and ER Tax rates related to the WC Class code implicated
by the time sheet level positions (not the employee’s assigned
position)
c. For employees with more than 1 WC class codes on a given charge
date, the EE and ER Tax rates reflect the highest Rate for the date,
applied to all hours reported on the charge date
Input For the Input Columns you need to update, select Enabled.
Columns/Enabled
Search for Class Use the Search for Class Code field if you want to look for a specific code that
Code is already in the table.
Class Code/Gross For each workers’ compensation classification code:
Rate/Published d. Enter the Class Code that is applicable for this workers’ compensation
Rate rate. The Class Description displays.
e. Enter the Gross Rate, which is the workers’ compensation insurance
premium’s gross rate as a percentage; for example, enter 1 for $1.00
per $100 wages. (The system applies any modifiers or discounts to this
gross rate to calculate the accrual and billing rates.)
f. You can enter the Published Rate for the classification. This rate is
only for informational purposes; it is not used to calculate accrual or
billing rates.Note: The following fields are only used for the state of Washington. Note that W/C is only calculated on the first 160 hours per month in this state.
Payroll Setup Guide © 2026 PrismHR 14 Chapter 1 Payroll Code Files
Field Description Gross Rate Enter the Gross Rate. Tax Rate (EE) Enter the Tax Rate (EE) charged to employees for workers’ compensation. Tax Rate (ER) Enter the Tax Rate (ER) charged to employers for workers’ compensation.
Viewing or Editing Workers’ Compensation Rates Use the W/C Classification Rate Matrix form to view or edit the existing workers’ compensation rates for a template. 1. Select the Rate Template. 2. Select the State. 3. If appropriate, enter a Class Code. 4. Enter an As of Date and press Tab or Enter. The information displays. 5. To clear the form, click Cancel.
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.
The Americans with Disabilities Act of 1990 (ADA) prohibits employers fromPayroll Setup Guide © 2026 PrismHR 15 Chapter 1 Payroll Code Files
Field Description
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.Setting Up Vendors to Receive Payments Use the Payees form to set up vendors and other entities who can receive payments.
To access this form: 1. Click Back Office. 2. From System|Change, select Payees.
Payroll Setup Guide © 2026 PrismHR 16 Chapter 1 Payroll Code Files
Setting Up Payee Information Set up basic payee information in the Payees panel.
To set up vendors to receive payments: 1. Complete these fields:
Field Description Payee ID The payee identification number. Enter it here or click the Payee ID hyperlink and select it from the Search Payee selector. Payee Name For a new payee, enter the payee name or description here. For an existing payee, this field will be auto populated based on the information in the system. Payee Type For a new payee, select one of the following options: • Garnishing Authority • State Disbursement Unit • Tax Authority • Carrier • Other • Loans Note: Selecting Loans displays the Loan EFT Parameters panel, where you can enter EFT details specific to loan payees. For an existing payee, this field will be auto populated based on the information in the system. Consolidate Checks Consolidates all payments owed to this payee in one check. When you select this field, the garnishment process follows third party check processing. Note: Review the configuration settings in the Third Party Check Processing guide to ensure that checks print or process as expected. Suppress Advice Prevents payment details from appearing on the check. Detail Remit To Name The name printed on checks for this payee. It is used as the Receiving Company Name on ACH Rec 6. Address The address that checks are sent to.
Payroll Setup Guide © 2026 PrismHR 17 Chapter 1 Payroll Code Files
Field Description ZIP Code The remit-to ZIP Code. PrismHR automatically populates the City and State. 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. City This field is auto populated based on the ZIP Code entered above. If there is more than one city for the ZIP Code, the system prompts you to select the correct one. State This field is auto populated based on the ZIP Code entered above. If there is more than one state for the ZIP Code, the system prompts you to select the correct one. Email Address The carrier’s eligibility email address. It can be used to send eligibility files. Each carrier unit must have a different email address. Optional field whose default value is Blank. Secondary Email This field is optional. You can enter the email address of the COBRA contact Address or other contacts as needed. Annotation Text that appears on the remittance advice when the check prints. For example, Group Policy #G98787. Inactive Select this if a payee is no longer used. You cannot select inactive payees.
Setting Up Electronic Payment to Garnishing Authority Use the EFT Parameters panel to enter the information required to send electronic payments to the garnishing authority.
Note: You must select Garnishing Authority as the Payee Type to display EFT Parameters.
Field Description Transit Number The financial institution where the garnishing authority maintains the account. Bank Account Number Account number of the receiving financial institution. Note: You can enter numeric characters 0-9, the dash (-) character, and alphabetic characters in this field, which can be combined. For example, CSP-98765 is an allowed Bank Account Number. Case Number Optional. A case number might be required as part of the electronic file Required? transfer addenda record layout.
Payroll Setup Guide © 2026 PrismHR 18 Chapter 1 Payroll Code Files
Field Description Case Number Format Enter one or more codes for the SDU case number. Use any valid Basic MATCH operator. The MATCH function determines if a string matches a specific pattern of characters, numbers, or literal strings. Use a format code in the pattern, for example, len [A,N] [text] where len denotes the number of characters to match, A specifies only alphabetical characters, N specifies only numeric characters, and text specifies a literal string. Enclose literals in single quotation marks. For example, to display a Social Security number with hyphens, use 3N’-‘2N’-’4N. Tp Identifier The third-party identifier for the authority. For example, the seven-digit ID number for Minnesota. Eft Addenda Format Select one of these: • California • Colorado • Minnesota • Wisconsin
Activate Test Mode Enable this option to send test payment entries. The system sends zero payment entries for testing purposes.
Setting Up Electronic Payment to State Government Agencies Use the State Disbursement Unit Parameters panel to enter the information required to send electronic payments to state government agencies.
Note: State Disbursement Unit must be selected as the Payee Type to display State Disbursement Unit Parameters.
Field Description Transit Number The financial institution where the state disbursement unit maintains the account. Bank Account Number Account number of the receiving financial institution. Note: You can enter numeric characters 0-9, the dash (-) character, and alphabetic characters in this field, which can be combined. For example, CSP-98765 is an allowed Bank Account Number.
Payroll Setup Guide © 2026 PrismHR 19 Chapter 1 Payroll Code Files
Field Description Case Number Optional. A case number might be required as part of the electronic file Required? transfer addenda record layout. Case Number Format Enter one or more codes for the SDU case number. Use any valid Basic MATCH operator. The MATCH function determines if a string matches a specific pattern of characters, numbers, or literal strings. Use a format code in the pattern, for example, len [A,N] [text] where len denotes the number of characters to match, A specifies only alphabetical characters, N specifies only numeric characters, and text specifies a literal string. Enclose literals in single quotation marks. For example, to display a Social Security number with hyphens, use 3N’-‘2N’-’4N. FIPS Code Required Optional. Select this if the state disbursement unit requires a valid FIPS code in the electronic file transfer addenda record. FIPS Code Length Optional, used with FIPS Code Required. Enter a code length of either 5 or 7 digits. Activate Test Mode Enable this option to send test payment entries. The system sends zero payment entries for testing purposes.
Establishing Address for Mailing Payments to Payee Use the Payee Mail-To Address panel to establish the address for mailing payments to the payee.
Note: Use this panel only when the check format supports the printing of the mail-to address on the check.
Complete these fields: 1. Enter the Mail-To Name if it is different from the remit-to name. 2. Enter the payee’s Mail-To Address One, Mail-To Address One and Mail-To City, State, ZIP.
Adding Carrier Website Information Use the Payee Websites panel to add carrier website information. Since carriers may have multiple URLs for different purposes, you can enter multiple URLs for a carrier. The table contains the following columns: Description, URL, Website. 1. Complete these fields:
Field Description Description Enter the website Description. It is helpful to add identifying information if the carrier has multiple URLS. Example: BCBS - Health
Payroll Setup Guide © 2026 PrismHR 20 Chapter 1 Payroll Code Files
Field Description URL Enter the website URL. Website Once you enter the Description and URL , a “visit website” link to the URL auto-generates in the Website column. Click the “visit website” link to open a website in a separate browser tab. Note: Depending on your configuration, when 1Password is used to store site credentials, clicking “visit website” to launch the URL may also simultaneously log you in to the site.
Repeat step one to add additional websites, if necessary. • Click + to add a row at the bottom of the grid to add new field data. • Click > on any line in the grid to insert a row above that item.
Click Save to save the new payee information or the changes made to an existing payee on this form.
Click Delete to delete a payee.
Click Cancel to clear this form at any time. All unsaved changes will be lost.
Maintaining Global Deduction Codes Use the Deduction Codes form to maintain global deduction codes. There are four main panels on this form (five if the deduction is marked Voluntary): • Deduction Codes: Set basic information about the code, such as a description, its calculation method, and whether it prints on employee pay stubs • Voluntary Classifications: This panel only displays if the deduction is set to Voluntary. Select the type of voluntary deduction on this panel. • Maximums: Set the maximum amount to be deducted from an employee’s check during a specified period. • Limits: Set payroll batch limits for this deduction code. • Other Processing Parameters: Miscellaneous settings specific to different circumstances. See the table for information about each field.
Viewing and Editing Existing Deduction Codes You can view or edit deduction code information on the Deduction Codes form. Enter or select the Deduction Code you want to view. The form populates with the relevant information.
Note: When making edits to an existing deduction code, be aware that you can cause issues with any existing records that use the deduction code.
Payroll Setup Guide © 2026 PrismHR 21 Chapter 1 Payroll Code Files
Creating a New Deduction Code Setting Up Basic Deduction Code Information Select the parameters that define the new code in the Deduction Codes panel.
To set up basic deduction code information, do the following: 1. Enter or select the code in the Deduction Code field. (When creating a deduction code, use something brief but descriptive, such as LIFE for life insurance.) If you select this field, a selector form displays where you can search for a specific deduction code or its description or select a code from the list that displays. When this form opens, the description, deduction type, and obsolete date display. To filter the search further: • Select a Deduction Type (the default is All). • To display only obsolete codes, select Yes in the Obsolete field (the default is No). (Note: Codes with an obsolete date earlier than the current date do not display in the selector form.) To refresh the list, select Reset Search and Filters. 2. Enter a more detailed Description of the deduction code. 3. Select the Deduction Type. If you select Voluntary, the Voluntary Classifications panel displays. Important! Some deduction types and calculation methods are not compatible with each other. If you make an incompatible selection, the system displays a validation message. For example, if you first select a deduction type and then make a calculation method selection that is incompatible with the deduction type, the following message displays, “That method is invalid for this Deduction Type.” (The reverse applies if you first select a calculation method.) The message includes a warning that changing an existing deduction type or a calculation method may adversely affect any employee records that have already been setup. (If you are unsure whether or not to continue, check with your local system administrator or contact PrismHR Customer Support.) For proper reporting on W2 forms, do not set up Roth retirement contributions using the Post-Tax Retirement Contribution deduction type. Note: A warning displays if you try to update the Deduction Type for an existing Deduction Code, which results in the following after clicking OK and saving the record: • You cannot delete or update a Deduction Type after the system processes an updated Deduction Code through a complete payroll process. • A tool tip displays next to the Deduction Type field, “This deduction has already been applied to a payroll voucher. The type can no longer be adjusted and the code can no longer be deleted.” • The Deduction Type field and Delete button are disabled. 4. Select the Calculation Method used to calculate the payroll deduction amount for this deduction code. For example, you can use the % of Earnings with Included Pay Codes option to associate a non-qualified deferred compensation (NQDC) plan that the client set up with another company, where a percentage of the commissions is deferred, reducing taxable earnings. (This deduction code functions similar to a pre-tax deduction.) Note the following when using % of Earnings with Included Pay Codes:
Payroll Setup Guide © 2026 PrismHR 22 Chapter 1 Payroll Code Files
• You must set the Deduction Type to either Voluntary or Pre-Tax Retirement Contribution. (If you select
another option, an error message displays.)
• The Pay Codes panel displays when you select % of Earnings with Included Pay Codes. You must enter
or select at least one pay code or an error message displays when you click Save.
• Setting a deduction code with a calculation method of % of Earnings with Included Pay Codes and
enabling the Voluntary deduction type deducts the amount applied to the pay code and treats the
deduction as pre-tax when you enable 409(a) Retirement in the Voluntary Classifications panel.
• Setting a deduction code with a calculation method of % of Earnings with Included Pay Codes and
enabling the Voluntary deduction type deducts the amount applied to the pay code and treats the
deduction as post-tax when you do not enable when you enable 409(a) Retirement in the Voluntary
Classifications panel.
• The only Voluntary Classifications you can enable with the % of Earnings with Included Pay Codes
option is 409(a) Retirement. (If you select another option, an error message displays.)Optional Settings If necessary, you can also set up other basic deduction settings in this panel:
Field Description Mandatory Select this option if this deduction code is for goods and services that are a mandatory part of employment. Print on Paystub Select whether or not you want this code to display on employee pay stubs. Third Party Required Voluntary deductions only. Select this option if this deduction must have a Third Party Payee associated with it. You can set this at the client level.For more information, see the Third Party Check Processing Guide. To Arrears Voluntary deductions only. Select this option if the deduction can go into arrears when the employee does not have enough pay to cover it. Obsolete Date The date after which this deduction code is no longer in effect.
Rate X Hours Paid (Selected Pay Codes) If the Calculation Method is set to Rate X Hours Paid (Selected Pay Codes), use the RPS Pay Codes panel to select the pay codes. For example:
Enter each applicable Pay Code in the table.
Payroll Setup Guide © 2026 PrismHR 23 Chapter 1 Payroll Code Files
% of Gross Earnings (less Deduction Types) If the Calculation Method is set to % of Gross Earnings (less Deduction Types), use the Exclude Ded. Type Code panel to exclude pre-tax benefit deduction types for plans that require contributions to be calculated as a percentage of gross earnings, such as COPERA. For example:
Note the following when using % of Gross Earnings (less Deduction Types): • You can select one or more deduction type codes to exclude. However, you must select at least one deduction type code. • You must set the Deduction Type field to Voluntary or Pre-Tax Retirement Contribution. • You can enable the 403(b) Retirement option and select multiple voluntary classifications in the Voluntary Classifications panel. However, observe the following when making these selections: • You cannot enable more than one “retirement” voluntary classification. • You cannot enable both Section 125 and Section 132. • If there are no matching Deduction Types, the system calculates the deduction on full gross earnings. • Selecting a deduction code with % of Gross Earnings (less Deduction Types) and for all excluded Deduction Types ensures payroll processing subtracts the sum of all matching deduction amounts from gross earnings before calculating the deduction. • A deduction code set to % of Gross Earnings (less Deduction Types) and a Deduction Type set to Voluntary excludes the deduction amount and treats the deduction code amount as pre-tax when you enable Voluntary Classification 409(a). • A deduction code set to % of Gross Earnings (less Deduction Types) and a Deduction Type set to Voluntary excludes the deduction amount and treats the deduction code amount as post-tax when you do not enable Voluntary Classification 409(a).
Selecting Voluntary Classifications The Voluntary Classifications panel only displays if the Deduction Type is Voluntary. Select any options that correspond to the type of voluntary deduction.
Note: Selecting both of the Section 125 and Health Savings Account fields causes a double-shelter of the deduction amount. Only select one of these fields since each performs the same function.
• Section 125: This deduction is part of client-sponsored Section 125 plans. • 401(k) Retirement: This deduction is for client-sponsored 401(k) retirement plans. • 457 Retirement: This deduction is for contributions to a supplemental retirement plan. • FSA Dependent Care: This deduction is for flexible spending dependent care plans. • 401(k) Catch-Up: This deduction is for 401(k) catch-up contributions.
Payroll Setup Guide © 2026 PrismHR 24 Chapter 1 Payroll Code Files
• 409(a) Retirement: This is for deducting contributions to a 409(a) deferred compensation plan. • Health Savings Account: This deduction is for client-sponsored Health Savings Accounts. • 414h Retirement: This deduction is for contributions to a 414h tax-deferred government retirement plan. • Group Medical: This deduction is for client-sponsored medical plans. • Section 132: This deduction is for client-sponsored transportation plans. • 403(b) Retirement:This deduction is to support a 403(b) tax-sheltered annuity plan. The deduction amount will be exempt from Federal Withholding and resident State Withholding.
Configuring Maximums and Limits If necessary, use the Maximums and Limits panels to establish the maximum deduction amounts and the deduction limits for this deduction code.
Setting up Maximums You can define monthly, quarterly, and annual maximums. Payroll automatically tracks the amount deducted from an employee’s pay during the period and stops making the payroll deductions once the maximum is reached. Enter maximums only when the maximum amounts apply to most employees.
To set up deduction maximums, do the following: 1. Set the time period in the Basis field. 2. Enter the Maximum amount that the system will deduct during the selected Basis. You can define maximum amounts for a specific employee on the employee’s Payroll Deduction form, which overrides the amount in this field.
Setting up Limits You can define limits for the deduction. Since PrismHR only checks limits during batch payroll processing (as opposed to when you enter an online pay check), you can specify only pay periods supported during batch payroll processing. Enter limits only when the limit amounts apply to most employees.
Note: The payroll period used as the basis for defining a limit displays in the Cd and Period fields.
To set up deduction limits, do the following: 1. Enter the deduction’s Limit amount for the payroll period. The value in the Limit field defines the maximum amount that PrismHR can deduct for this code during a payroll period. You can also define limits for a specific employee on the employee’s Payroll Deduction form, which overrides the value of this field.
Configuring Other Specific Deduction Options The Other Processing Parameters panel establishes additional deduction code parameters. When you finish, click Save.
Payroll Setup Guide © 2026 PrismHR 25 Chapter 1 Payroll Code Files
Field Description Default Amount This value varies depending on the Calculation Method. It can be an amount, a percentage, or an hourly rate. The value entered here displays when you set up the employee’s deduction form. For any employee, you can override the value on that form. If you leave this field blank, you must set it at the employee level. Default Periods Enter the Default Periods when the system should make this deduction; this displays when you set up each employee’s deduction form. You can override the default period on the employee form. Define up to five deduction periods, each one represented by a single digit corresponding to the deduction period. • To process the deduction in the second period, enter 2. • For multiple period deductions, enter multiple digits with no spaces; to process the deduction in periods two and four, type 24. • For deductions that should be made on every pay check, enter 12345. The frequency with which you pay your employees determines the length of these deduction periods. For employees paid on a weekly basis, the PrismHR Customer Support Team recommends that you make each week of the month a separate deduction period (deduction period one corresponds to week 1, deduction period two to week 2, and so on). Union Related Display this deduction as a default on Union Codes. Certified Description Enter a description to display on a Certified Payroll Report. The report summarizes all deduction codes with the same description. Time Sheet Heading This appears on the Fax Back time sheet. Allow Desc Override Select to allow users to override this deduction description at the company level. Use this field to prevent codes from being misused, allowing specific variable codes. KPERS Contribution Select if this deduction is for contributions to the Kansas Public Employees Retirement System MTRB Contribution Select if this deduction is for contributions to the Massachusetts Teachers Retirement Board “In” Pay Code Enter the “In Pay Code” to display on reports for vacation, holiday, and union dues. Match Percent If there is a match for this deduction, enter the percentage here. Match Description If there is a match for this deduction, enter the description. If you do not enter a description, the system uses the deduction code. Form W2 Box Select the box in which this deduction prints. Form W2 Code Select the code that should precede the amount in Box 12 of Form W-2.
Payroll Setup Guide © 2026 PrismHR 26 Chapter 1 Payroll Code Files
Field Description Other If you selected Allow Other Codes from the Form W-2 Code drop-down, enter the code here. Job Rate Bill Code Enter the Job Rate Bill Code deduction code. The system uses Job Rate Bill Code only if this deduction code is billed on a Job Rate client. If you leave this field blank, no bill reduction occurs for the deduction. Rebate Bill Code Enter the Rebate Bill Code this deduction uses to reduce a company’s bill amounts, if applicable. Deductions from employee checks can reduce the amount that the company owes for a check run. Your organization would typically use client rebate bill codes on items such as client loan repayments or client-sponsored benefit plans. Leave this field blank if the deduction is for a PEO-paid benefit or tax.
Using Corporate/Staffing Accounting Use the Corporate/Staffing Accounting form to select the accounts to use. For example, the following fields display when you select the accounts to use for Deduction Codes. (The fields that display in this form depend upon the particular account you need to maintain.)
Note: This only applies if your organization is set to use PrismHR as a corporate/staffing product.
To select the accounts to use, complete the fields that display in this form. For example, the following fields must be completed for Deduction Codes: 1. In the Credit Account field, enter the account to credit with the amount of the deduction. This is usually an accrued liability account. An amount deducted from an employee’s pay is usually payable to a third party. For example, if deducted as part of a payroll savings plan, the employer is responsible for depositing the deduction to each employee’s savings account. The payroll is a liability on the part of the employer. The account here is credited with any amount deducted from any employee’s pay using the deduction code. 2. In the Debit Arrears field, enter the G/L account to debit (receivable account for arrearage) with any deduction amount due from an employee that goes into arrears. 3. In the Credit Arrears field, enter the G/L account to credit when the employee pays the amount held in arrears.
Parent Topic Maintaining Global Deduction Codes (page 21)
Rate Tables Use the Rate Tables form to calculate client-sponsored benefit plan deductions and client match amounts. Once calculated, the system can report the total benefit premium amounts in box 12 (Code DD) of Form W-2.
Payroll Setup Guide © 2026 PrismHR 27 Chapter 1 Payroll Code Files
Note: You can use Rate Tables only in conjunction with Deduction Codes that have a Voluntary Deduction Type and an RT Calculation Method selected. See Maintaining Global Deduction Codes on page 21 for more information.
To set up a rate table: 1. Enter the unique Table ID. 2. Select an Existing Effective Date for this rate table, or Enter New Effective Date. 3. Enter a descriptive Table Name.
Note: The Basis rate is either by Pay Period or by Month. Entering monthly rates is suggested unless the client company has only one pay cycle for all employees. When calculating during initialization, the rate found on the table is multiplied by 12 and then divided by 12, 24, 26, or 52, depending on the pay period (Monthly, Semi- Monthly, Bi-Weekly, or Weekly).
FLSA Ruleset Use the FLSA Ruleset form to establish parameters for the Fair Labor Standards Act (FLSA).
FLSA Ruleset The FLSA Ruleset panel describes the FLSA Ruleset and how to report overtime. 1. Enter the FLSA Ruleset ID, something brief but descriptive. 2. Enter a description of the FLSA ruleset in the Reference field. 3. Select the Reporting Method for overtime: • Overtime Hours Reported Separately (page 28) • Straight Hours Reported on One Pay Code (page 29)
Overtime Hours Reported Separately Use the Overtime Reporting Method panel to enter the pay code used only to track overtime pay. 1. Enter the Premium Pay Code. This should be a pay code defined with the appropriate factor, for example, 0.5. 2. Click Save.
Payroll Setup Guide © 2026 PrismHR 28 Chapter 1 Payroll Code Files
Straight Hours Reported on One Pay Code Use the Straight Reporting Method and Daily Overtime Rules panels to define how to calculate overtime. The number of hours you enter triggers the overtime calculations.
Straight Reporting Method Use the Straight Reporting Method panel to enter the weekly number of hours for each level of overtime. 1. Enter the number of hours worked on a weekly basis for this level in the When Hours Worked in a Week Are Greater Than field. For example, 40. 2. In the Pay Excess Hours with Pay Code field, enter the pay code used to pay employees who work overtime at this level. 3. Click Save.
Daily Overtime Rules Use the Daily Overtime Rules panel to define the parameters for daily calculations. 1. Rule for Calculating Daily Overtime: • Enter the number of hours worked on a daily basis for this level in the When Hours Worked in a Day Are Greater Than field. For example, 8. • In the Pay Excess Hours with Pay Code field, enter the pay code used to pay employees who work overtime at this level. • The daily level premium pay rule only applies if the weekly hours worked are less than or equal to the number of hours entered in the If Hours Worked for Weeks Are Less Than or Equal To field. 2. Rule for Calculating Premium Pay for Consecutive Days Worked: • Enter the minimum number of consecutive days employees must work in one week to receive the premium pay in the When Consecutive Days Worked in a Week is GT field. • Enter the number of hours worked on a daily basis for this level in the When Hours Worked Those Days Are Greater Than field. • In the Pay Excess Hours with Pay Code field, enter the pay code used to pay employees who work overtime at this level. • The daily level premium pay rule only applies if the weekly hours worked are greater than the number of hours entered in the If Hours Worked for Weeks Were Greater Than field. 3. Click Save.
Working with Pay Codes Use the Pay Codes form to establish pay code information and processing parameters required to process pay information in PrismHR.
Defining Basic Pay Code Information Use the Pay Codes panel to define the basic pay code information.
Payroll Setup Guide © 2026 PrismHR 29 Chapter 1 Payroll Code Files
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 define basic pay code information:
Field Description Pay Code Enter a Pay Code to use for this type of payment or click this field to display existing pay codes and select it from the list. (When creating a pay code, use a mnemonic, such as OT for overtime.) If you select this field, a selector form displays where you can search for a specific pay code or pay description or select a code from the list that displays. When this form opens, the pay code, pay description, pay type, pay class, calculation method, and obsolete date display. To filter the search further: • Select a Pay Type, Calculation Method, or Pay Class (the default is All for these fields). • Display only Obsolete codes by selecting Yes (the default is No). (Note: Codes with an obsolete date earlier than the current date do not display in the selector form.) To refresh the list, select Reset Search and Filters. Pay Description Enter a Pay Description for this type of earning or payroll disbursement. Pay Type Select the Pay Type. In any one payroll batch, the system creates up to three payroll vouchers for one employee. Each voucher can be a different type of earning. The system processes each type differently. Pay Class Select the Pay Class for this payment, which determines the tax liability. All classifications except for Expense Reimbursements are considered taxable. Payments classified as Non-Cash Fringe Benefit, Reported Tips, and Memo are considered non-cash. Most pay codes define payments made to employees for services rendered (amounts earned). You would classify such payments as Earnings. In some cases, however, you might want to include amounts on a payroll voucher that are not amounts “earned” by employees as part of their normal hourly wages or salary.
Note: Changing the pay class of a pay code that has been used can
cause issues with payrolls and Form W-2s. If you need a pay code that
is similar but has a different class, create a new pay code.Payroll Setup Guide © 2026 PrismHR 30 Chapter 1 Payroll Code Files
Field Description Cash/Non-Cash Select the Cash/Non-Cash method. In almost all cases, amounts paid to an employee on a payroll voucher represent actual cash earnings. However, the amount does not need to represent an actual cash payment. You would use this when you need to withhold taxes for a taxable fringe benefit, such as a company car. Calculation Method Select the Calculation Method used to determine the hourly/unit rate paid with this pay code when it is entered on a time sheet.
Note: For some methods, the Maximum Calc Hours/Maximum % of
Gross Earnings field displays. Enter the maximum amount the system
should use on a single pay voucher when calculating an amount based
on hours worked, hours paid, and so on.Pay Reason Select the Pay Reason, which describes whether this pay code is for hours worked or units of service. Print on Paystub Select the Print on Paystub method to indicate how to print the pay code on the employee’s pay stub. Pay Stub Name Enter the Pay Stub Name, which is a short description that prints on the remittance stub of a payroll check/direct deposit advice and certain other reports. Retirement Earnings Select Retirement Earnings if the system should use amounts paid with this pay code to calculate the employee’s elective contribution to a retirement plan. Subject to Work Comp Select the Subject to Work Comp method, which indicates whether these earnings should be used to calculate Workman’s Compensation insurance liability. Form W-2 Box Select the Form W-2 Box number in which this pay code’s tax year payments should print. Form W-2 Code Enter the Form W-2 Code that precedes the amount printed in Box 13 or 14 of Form W-2.
Viewing Calculation Rules One of the following panels displays, which depends on the rules for the selected Calculation Method: • Standard Method Rules • Fixed Method Rules • Calculated Method Rules • Per Diem Method Rules
Payroll Setup Guide © 2026 PrismHR 31 Chapter 1 Payroll Code Files
• Calculated Fringe Benefit • Fringe Calculation Pay Codes For detailed information about these panels, see See Defining Pay Code Calculation Rules on page 39.
Note: If you import a pay code that contains a value in the Alt. Pay Rate # field in the Standard Method Rules panel, but there is no corresponding value for the employee in the Pay tab on the Employee Details form, no import occurs and the system does not display an error message.
Setting Up Billing Codes Use these fields to determine how to bill the clients for this pay code, if appropriate. For example:
To setup billing codes:
Field Description Bill Code Enter the bill code to use for this pay code. Leave this field blank if your organization does not re-bill clients for this pay code, for example, a Section 125 expense reimbursement or a PEO discretionary payment. Bill Code Job Rate Enter the billing code to use if you bill clients using job rates. Leave this field blank if your organization does not re-bill clients for this pay code. Non-Cash Rebate Bill Enter the billing code for pay codes classified as Non-Cash Fringe Benefits Code or Reported Tips. Leave this field blank if your organization does not re- bill clients for this pay code.
Setting Processing Options The Processing Options panel controls how PrismHR processes pay code information.
To set processing options:
Field Description Pay Code is Used to Pay Select if this pay code represents an amount earned for productive Productive Work labor. For example, do not check this box for pay codes intended for vacation or sick time. Used to Pay Cash Wage for Select to use this pay code to pay cash wages for tipped employees, Tipped Employees usually at the minimum cash wage required by state law.
Pay Code Used to Pay Select if this pay code is for compensating employees for charged Employee for Charged Tips tips. This is valid only when the Pay Class is Earnings.
Payroll Setup Guide © 2026 PrismHR 32 Chapter 1 Payroll Code Files
Field Description Include Hours/Amount Paid in Select to include this pay code in any overtime calculation. Note Overtime Calculation that Hours is hours worked, whereas the Amount is the paid amount. Use Hours Paid instead of If you selected the Include Hours/Amount Paid… option, you can Hours Worked in Overtime also enable this option to use the paid hours instead of the hours Calculation worked when calculating overtime. Note: Overtime calculations require that the client has an FLSA ruleset defined. These calculations only work for scheduled payroll batches; the system does not use FLSA rulesets for manual or special payrolls. Include Amount Paid Only in Select to include only amounts paid with this pay code in any Overtime Calculation overtime calculation. Add to O/T Hours in lieu of Select to add hours paid using this pay code to overtime hours Threshold Calculation instead of the overtime threshold calculation. You would only select this when the FLSA Ruleset is configured to report overtime hours separately. Round to Period Pay if Select to have this pay code force time sheet pay to total period Salaried Employee pay if salaried employee and hours paid are equal to standard hours. Note: The system uses the last detail timesheet entry for rounding. Include when Calculating Shift Select if this pay code should include premium hours paid with this Differential Pay pay code when calculating the number of shift differential/longevity pay premium hours to be paid. Charge Expense Admin (For Select if this pay code is an expense reimbursement. It is subject to Expense Reimbursements) the same administrative fees as a regular earning. Third Party Administrator Enter the pay code used to report this pay type to a third-party (Unemployment) Pay Code administrator, usually an unemployment claims processor. May Fund Voluntary Select to use the cash from this expense reimbursement pay code Deductions to fund voluntary payroll deductions.
Payroll Setup Guide © 2026 PrismHR 33 Chapter 1 Payroll Code Files
Field Description Exclude From Payroll Select to exclude this pay code when recalculating payroll batch Overtime Recalculation overtime. Select this option if you use this pay code with a separate half-time pay code for overtime.
Note: Changes made to this setting on the pay code form after
processing the payroll batch will not be applied in the
recalculation. For example, if the bonus/commission pay code is
set to exclude when the bonus/commission payroll batch is
calculated, changing the pay code to be included in overtime
recalculation will not take place upon recalculation.Qualified OT Factor This field is optional. Define the percentage of overtime pay that should be included in qualified overtime calculations by selecting the appropriate factor from the following options to ensure only eligible overtime amounts are reported in compliance with OBBBA’s rules. l – Select– (default) l 100% : Half time - Calculates at the standard 0.5 of the employee’s hourly rate. l 50% : Double Time (1x) - Calculates at the standard
employee's standard full hourly rate.
l 33% : Time & A Half - Calculates at 1.5x of the employees
standard hourly rate.
l 25% : Double time (2x) - Calculates at 2x of the employees
standard hourly rate.Pay Code is Used to Pay Daily This field is optional. This is an informational setting that will be Overtime used in future reports to flag employees who may be receiving daily OT and require additional review for FG overtime. Exclude from Qualified Tip This field is optional. This field is unchecked by default. Check this Reporting field if you want to exclude the pay code from Qualified Tip Reporting.
Payroll Setup Guide © 2026 PrismHR 34 Chapter 1 Payroll Code Files
Field Description Include in Variable Salary Pay Select to include this pay code in the employee’s Variable Salary pay. Important! You must enable all pay codes within a payroll as Include in Variable Salary Pay, 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. The Variable Salary pay method accurately tracks the hours that employees actually work. For example, non-profit companies could use this pay method 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. Important! When using Include in Variable Salary Pay, the pay codes paid to the employee must be set to Regular for the Pay Type. In addition, you must enable the VARSALMETHOD custom feature code on the System Parameters form to include the pay code in the employee’s Variable Salary pay. Unpaid Variable Salary Time Select to reduce an employee’s Variable Salary pay by the percentage of unpaid hours assigned to the Unpaid Pay Code (default is disabled). For example, if an employee makes $3000 per pay period and they submit 100 hours, where 90 hours are worked and 10 hours are unpaid. This indicates that the employee’s wages should be reduced by 10 hours, so the system reduces the wages for the pay period from $3000 to $2700. This calculation works as follows: $3000/10 hours of unpaid time is $300, so $300 is subtracted from the gross pay. (On the voucher, the Unpaid Time hours display as the number of hours in the time sheet entry for the unpaid pay code, but the unit rate and amount display as zero (0).) Note the following: • The Unpaid Variable Salary Time field only displays when the Include in Variable Salary Pay field is enabled for the pay code. • The system still allocates wages for the reduced amount, except the pay is reduced by the unpaid hours.
Payroll Setup Guide © 2026 PrismHR 35 Chapter 1 Payroll Code Files
Field Description Include in Certified Pay Select one of these, if appropriate: Report Detail • Include in Certified Pay Report Detail: include a non-earning Include in Certified Pay pay code in the Detail section of the Certified Pay Report. Report Fringe Summary • Include in Certified Pay Report Fringe Summary: include any amounts paid with this pay code in the Fringe/Contribution Summary section of the Certified Pay Report.
Certified Pay Report Fringe Select the fringe class to assign to this pay code if it is included in Class the Certified Pay Report as a fringe benefit. The system uses this for some pay reports. TALX Pay Type Select the TALX pay type download code used for employment verification. Pinnacle Pay Type Select the Pinnacle Pay Type for discrimination testing against earning codes. Allow Description Override Select to allow Description overrides for this pay code. Time Sheet Heading Enter the heading for the Fax Back Time Sheet and the Summary Time Sheet. Obsolete Date Enter the date this pay code is no longer used. Custom Option Enter a custom option to enable special processing attributable to a custom feature. Per Diem daily rate overrides Select to override the certified pay rate with the per diem rate. Certified Rate Collect Tip Sales on Time If there is a reported tip pay code, you can select this field to Sheet display the Tip Sales column next to this pay code column in Summary Time Sheet Entry. (This is a memo field for recording the sale amount associated with the reported tip and is used for reporting purposes.) Exclude From ACA Hours Select to exclude this pay code from the Large Employer Test Calculations Report and Eligibility Reports. Add to D/T Hours (Threshold) Select to allow California O-type FLSA calculation of double-time hours (that is, where double-time (D/T) hours are paid at one times the regular rate of pay.) When there are more than two rates of pay or non-discretionary income, the weighted average method is used for calculation premium pay or HALF pay.
Payroll Setup Guide © 2026 PrismHR 36 Chapter 1 Payroll Code Files
Field Description Pto Wages This field is used when building California Pay Data reporting information. Select this option if this pay code is used to compensate employees for PTO. This value will be counted as hours worked on that report. For more information about this feature, see the article on Creating California Pay Data Reporting Files. Total Compensation Category Select the Direct or Indirect category to designate where the compensation displays in the total compensation statement in the Total Compensation dashboard in Employee Portal (EP). (See the Payroll Administration Guide for more information about the Total Compensation dashboard.)
Payroll Setup Guide © 2026 PrismHR 37 Chapter 1 Payroll Code Files
Field Description Include in Check Stub Gross This field is a checkbox. On the Print Service Global Check Wage calculation Parameters form, under the Check Options, the Always Display Gross Wages option needs to be selected for this Include in Check Stub Gross Wage calculation field on the Pay Codes form to function. • When on the Print Service Global Check Parameters form, under the Check Options, when the • Always Display Gross Wages and the • Exclude Non-Cash Fringe from Gross Wages options are selected, then if the Include in Check Stub Gross Wage calculation field on the Pay Codes form is: • Unchecked - (default) The gross wage reflected on the check stub will exclude the non-cash fringe pay codes configured to include in gross wages. • Checked - The gross wage reflected on the check stub will include the non-cash fringe pay codes configured to include in gross wages. • When on the Print Service Global Check Parameters form, under the Check Options, when the • Always Display Gross Wages option is selected BUT the • Exclude Non-Cash Fringe from Gross Wages option is not selected, then if the Check Stub Gross Wage calculation field on the Pay Codes form is: • Unchecked - (default) The gross wage reflected on the check stub will include the non-cash fringe pay codes configured to include in gross wages. • Checked - The gross wage reflected on the check stub will include the non-cash fringe pay codes configured to include in gross wages.
Defining Conditional Rules The Conditional Rules panel allows users to include non-discretionary bonuses (flat sum) in overtime calculation. Users can attach payroll warning messages to pay codes that display in the payroll calculation if the pay code is in use.
Payroll Setup Guide © 2026 PrismHR 38 Chapter 1 Payroll Code Files
To include non-discretionary bonuses:
Field Description Flat Sum Calculation Select this checkbox to include non-discretionary bonus pay in the payroll calculation. Overtime Paycode Enter the appropriate overtime pay code, or click the link to select from a list. Payroll Warning Select this checkbox to assign a warning message to the pay code.
Custom Message text box (not Enter a custom message in the text box. labeled) State Limiter Select the appropriate state based on the user’s home worksite location.
Defining Pay Code Calculation Rules Different pay code calculation rules are available based on the Calculation Method selected in the Pay Codes form. Refer to the relevant panel descriptions. • Standard Method Rules (page 39) • Fixed Method Rules (page 40) • Calculated Method Rules (page 40) • Per Diem Method Rules (page 41) • Calculated Fringe Benefit (page 41) • Fringe Calculation Pay Codes (page 42)
Standard Method Rules The Standard Method Rules panel displays for pay codes with these calculation methods: • Standard • % of 401(k) Earnings • Rate x Hours Paid • Rate x Hours Paid (Selected Codes); also displays the Fringe Calculation Pay Codes panel • Rate x Full Hours Worked • Rate x Straight Hours Worked • Rate x Union Job Hours Worked • Rate x Union Project Hours Worked
Payroll Setup Guide © 2026 PrismHR 39 Chapter 1 Payroll Code Files
Note: The calculation methods that start with “Rate x” also display the Maximum Calc Hours/Maximum % of Gross Earnings field, which is described in Working with Pay Codes.
Complete the following fields: 1. Enter the Factor to multiply against the pay rate to arrive at the actual rate used to calculate earnings. You would typically use this to define the rate to pay employees for overtime pay. Note: A value of zero (0) or a value greater than or equal to .5 is acceptable for Standard Calculation Method pay codes. (Entering a negative value displays an error message.) 2. Select the Rate Class: • For hourly or unit pay rates, select Straight or Premium time. • For flat pay rates, select Double Time or Other. 3. Enter the Alt. Pay Rate #, which is the alternate employee pay rate to apply when this pay code is entered on a time sheet. Note: If “1” displays in this field and the employee’s Sequence 1 Alternate Pay Rate is left blank, no data imports.
Fixed Method Rules The Fixed Method Rules panel displays for pay codes with the Fixed calculation method. You can specify the amount in the Amount field or enter it directly on employees’ Other Earnings Records.
Complete the following fields: 1. Select the Rate Class: • For hourly or unit pay rates, select Straight or Premium time. • For flat pay rates, select Double Time or Other. 2. Enter the Default Pay Amount to use when this pay code is entered on employees’ Other Earnings Records. 3. Select Default Auto Hours to automatically associate employees’ standard hours worked with this pay code. You would typically use this for a salary pay code.
Calculated Method Rules The Calculated Method Rules panel displays for pay codes with the Calculated calculation method. The system stores the rate used as a default on the Pay Code Record instead of the Employee Payroll Record or Job Record.
Payroll Setup Guide © 2026 PrismHR 40 Chapter 1 Payroll Code Files
Complete the following fields: 1. Enter the Hourly/Unit Rate, which the system multiplies by the number of hours worked/units produced entered in conjunction with this pay code. 2. Enter the Factor to multiply against the pay rate to arrive at the actual rate used to calculate earnings. You would typically use this to define the rate to pay employees for overtime pay. 3. Select the Rate Class: • For hourly or unit pay rates, select Straight or Premium time. • For flat pay rates, select Double Time or Other.
Per Diem Method Rules The Per Diem Method Rules panel displays for pay codes with the Per Diem calculation method.
Complete the following fields: 1. Select the Per Diem Method used to calculate this pay code: percentage, per day, or mileage. 2. Select the Per Diem Taxable Pay Code used for the taxable wages portion of the total wages entered when using the percentage per diem method. If the pay code uses the per day method for per diem, this field stores the pay code which, if paid to an employee in the same batch, the amount paid using the pay code is reduced by the amount of the per day amount. For example, if regular wages are $1000, and per diem is $300, during initialization the regular wages are reduced by $300 for a net of $700. 3. Select the Per Diem Non-Taxable Pay Code to use for the non-taxable wages portion of total wages entered when using the percentage per diem method. 4. Select the Other Per Diem Taxable Pay Codes, which is the additional pay code for the non-taxable wages portion of total wages entered when using the percentage per diem method.
Calculated Fringe Benefit The Calculated Fringe Benefit panel displays for pay codes with these calculation methods: • % of Gross Earnings • Rate x Hour Worked
Note: These calculation methods also display the Maximum Calc Hours/Maximum % of Gross Earnings field, which is described in Working with Pay Codes.
Payroll Setup Guide © 2026 PrismHR 41 Chapter 1 Payroll Code Files
Enter the Percent/Rate per Hour to calculate for the pay code.
Fringe Calculation Pay Codes The Fringe Calculation Pay Codes panel displays for pay codes with the Rate x Hours Paid (Selected Codes) calculation method. Use this to set up employee taxable benefits such as insurance, uniforms, a company car, and so on.
Enter each of the Fringe Pay Codes for which hours will accumulate. The system uses these to calculate the fringe benefit amount. The Pay Description displays.
Defining Maximum Earnings Use the Earnings Maximums form to define maximum earnings per pay basis for the pay code. 1. Open the Pay Codes form’s Actions menu and select Maximums. The Earnings Maximums form opens.
Exempting Taxes Use the Tax Exemptions form to exempt certain taxes.
WARNING: Do not exempt this pay code from taxes unless you are a qualified tax professional and understand the potential consequences for employee tax calculations.
Payroll Setup Guide © 2026 PrismHR 42 Chapter 1 Payroll Code Files
• Select Pay Code is Exempt from All Taxes if appropriate. • If the pay code is only exempt from certain taxes, enter each of the specific taxes from which this pay code is exempt: a. Select the Tax ID to exclude gross taxable earnings from payments with this pay code. b. Indicate whether the exemption applies to S-Corp Principals Only. c. In the Tax Exempt States field, enter each of the two-character state codes for the states where the exemption for the tax ID applies, separated by commas. 3. Click Accept.
Creating Weighted Average Calculations for Pay Codes Your organization can create weighted average calculations for pay codes using the Weighted Average form. For example, California requires that employees be paid at their “regular rate” when using state-mandated paid time off. Other states, such as Arizona, permit a regular rate calculation rate. Weighted averages are used for either pay codes that are set to include hours/amount paid in overtime calculations or those that include amount paid only:
When applied to a pay code, it provides a weighted average of pay over a specified time frame. You might use weighted averages when improving calculations for FLSA. Use weighted average calculations when you need to: • Tie FLSA logic into weighted average pay code logic to pick up minimum wage rates when performing calculations. • Look at previous periods for compliance. (Typically, you would use lookback periods for salaried employees.) Please note that you should use caution when using the pay code for tipped employees with pay rates below minimum wage. Currently the calculation does not gross all such rates up to the minimum wage. Also note that
Payroll Setup Guide © 2026 PrismHR 43 Chapter 1 Payroll Code Files
weighted averages do not include system-calculated shift differentials within the payroll that the pay code is used.
Payroll Setup Guide © 2026 PrismHR 44 Chapter 1 Payroll Code Files
• Work Week: Based on a single payroll and the pay period is divided into seven-day increments. The
weighted average is determined for the week encompassing the charge date.
• Pay Period: Based on a single payroll. The weighted average is determined for all charge dates
within the payroll.
• Look back, full periods: Based on all vouchers with both a period start and period end date within
the lookback period of the weighted average pay code’s charge date.
• Look back, period end: Based on all vouchers with a period end date within the lookback period of
the weighted average pay code’s charge date.
c. If you selected a look back method, enter the Lookback Period number and then indicate whether the
period is Days or Months.Overtime Calculation Examples The following table lists some examples of overtime calculations, based on selections in the Processing Options panel of the Pay Codes form. Table 1: Overtime Calculation Examples When the options are… The system calculates…
Note: Overtime calculations require that the client has an FLSA ruleset defined. These calculations only work for scheduled payroll batches; the system does not use FLSA rulesets for manual or special payrolls.
Payroll Setup Guide © 2026 PrismHR 45 Chapter 2 System-Level Setup
Chapter 2 System-Level Setup It is important that you maintain payroll records properly, and understand how these files fit into PrismHR‘s processing scheme. Determine the best way to enter data into the payroll management files.
Maintaining Bank Accounts Use the Bank Accounts form to maintain the information for the accounts at financial institutions used in PrismHR.
Entering Bank Account Information Enter the basic information about the account in the Bank Accounts panel. 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 maintain account information: 1. Enter or select the bank Account ID for this account. You can enter numeric or alphanumeric characters in this field, or a combination of both.
Payroll Setup Guide © 2026 PrismHR 46 Chapter 2 System-Level Setup
Note: If a bank Account ID has already been used to process a transaction, you cannot delete it when one or
more of the following conditions exist:
• The system created an ACH file with the bank Account ID.
• The system processed cash receipts using the bank Account ID.Payroll Setup Guide © 2026 PrismHR 47 Chapter 2 System-Level Setup
Setting Up Print Parameters The Print Parameters panel controls how the check print number and signature printed on the check.
Payroll Setup Guide © 2026 PrismHR 48 Chapter 2 System-Level Setup
Setting Up ACH Processing Parameters Use the fields in the ACH Setup panel if this bank account is used for ACH processing. The panel controls the setup of the Batch Header form. The fields that are available depend on whether your organization is using consolidated ACH file processing or standard file processing. Refer to the instructions that match the setup in your system.
Basic Consolidated Processing When Consolidated ACH File Processing Used in System Parameters is set to Yes, the ACH Setup panel displays as shown below.
Payroll Setup Guide © 2026 PrismHR 49 Chapter 2 System-Level Setup
Other Processing The Company setting uses ACH originators and generates consolidated ACH files sorted by company.
Payroll Setup Guide © 2026 PrismHR 50 Chapter 2 System-Level Setup
Related Topics Suspense Accounts (page 54) Working with ACH Impounding System Parameters in the System Administration Guide
Payroll Setup Guide © 2026 PrismHR 51 Chapter 2 System-Level Setup
Positive Pay Setup Use the Positive Pay Setup form to set up the positive pay file for the bank account. To access the form, open the Actions menu in Bank Accounts and select Positive Pay Setup. The Positive Pay file is created by interpreting the specifications from the bank, entering the Header, File Header, Detail, and Trailer Record parameters, and entering the appropriate UniData Masking Codes.
Note: Enter the masks required for the fields using standard UniData masking parameters. For example, R%10 places the item on a field of 10 zeroes. See Table 2 for a list of commonly used parameters.
To set up positive pay: 1. Access the setup form: click the Back Office menu and select System|Change > Bank Accounts. Then, click the Actions menu and select Positive Pay Setup. 2. To copy existing positive pay information, click Copy From Another Bank Account. Enter the bank account ID and then click Copy. 3. Enter a File Stub code. The system can group all accounts with the same file stub together for downloading, and it appends the year, month, and day to create the file name. For example, if you have multiple accounts with the same financial institution, enter the same File Stub for each account. 4. Enter the positive pay File Extension that defines the file type, typically .txt. 5. Set up the header record information, which determines the format for the header information for each record included in the overall positive pay file your organization will send to the bank: • Select the Header Record parameter that matches the header specification from the bank. • Enter the UniData Masking Parameter required for the record in the Masking Code field.
Payroll Setup Guide © 2026 PrismHR 52 Chapter 2 System-Level Setup
Note: Go to http://www.ibm.com/us/ and search for the latest IBM UniData Commands Reference for additional UniData Masking parameter information.
Payroll Setup Guide © 2026 PrismHR 53 Chapter 2 System-Level Setup
Related Topics
Suspense Accounts Rather than have ACH data update immediately against a cash account before it is transmitted to the bank, which can cause confusion when users attempt to reconcile the account, your organization might want to create a “suspense” account for any bank account that processes ACH transactions. Each voucher is posted in detail against the suspense account. During ACH file creation, the total of the vouchers transmitted in a batch comes out of the suspense account and hits the cash account. This allows for easier reconciliation, as the ACH suspense account should be zero each day or reconcilable. It is easier to balance the bank’s daily reports because the totals in the cash account should match the amounts directly.
Bank Account Setup Set up the bank account in PrismHR. 1. Either create a new bank account or edit an existing one using the Bank Accounts form in the Back Office menu. 2. Select the Use Suspense Accounting option in the ACH Setup panel.
G/L Template Setup Enter the suspense G/L accounts for the account in the appropriate G/L template. 1. Open G/L Setup Maintenance (found in the Back Office menu under System|Change). 2. Enter the G/L Template. 3. From the G/L Type drop-down, select Checking Accounts. The form lists each Checking Account and Description in the system. 4. For the accounts that indicate they use a suspense account, enter the Suspense GL Account.
Payroll Setup Guide © 2026 PrismHR 54 Chapter 2 System-Level Setup
Voucher Examples The suspense G/L account displays in the Accounting tab of each ACH Employee Voucher.
The standard G/L account displays in the Accounting tab of vouchers for any paper checks.
Once your organization posts the ACH batch, the money moves from the suspense account to the cash account. The Account Distribution on the vouchers does not change.
Working with ACH Impounding Use the Offset Impound Accounts form to work with ACH impounding, where the system creates offset transactions for various client fund types. You can designate impound bank accounts where client net-pays,
Payroll Setup Guide © 2026 PrismHR 55 Chapter 2 System-Level Setup
payroll taxes, and retirement contributions are deposited. The system deposits the remainder of the client invoice amount leftover after deducting for net-pays, taxes, and retirement contributions into the bank account designated by the Offset Account ID on the Bank Accounts form. Note: Historically, PrismHR has supported generating a single ACH transaction to offset the client invoice amount. For a typical payroll, this transaction would be an ACH credit transaction. For most PEO/ASO clients, the total invoice amount is the aggregate of the client fees, employee net pays, taxes, and benefits, such as retirement. The system uses this functionality to designate the impound bank accounts where client net-pays, payroll taxes, and retirement contributions are deposited. The remainder of the client invoice amount leftover after deduction for net-pays, taxes, and retirement are deposited into the bank account designated by the “Offset Account ID” on the primary bank’s account form.
Note: You must enable the ACHBREAKONPRBATCH custom feature code on the System Parameters form to access the Offset Impound Accounts form on the Actions menu for the Bank Accounts form.
To set up ACH impounding for an account: 1. Go to the Bank Accounts form on the System|Change menu. 2. Enter or select an Account ID. 3. Select Offset Impound Accounts on the Actions menu. 4. Select the Fund Type to designate the billing component for which the offset credit applies on the ACH file. (You can set multiple types.) 5. Enter or select the Bank Account to return records from the system-level Bank Accounts file. 6. Click Close. The Bank Accounts form re-displays. 7. Click Save.
Bank Routing Use the Bank Routing form to establish bank routing and contact information, as well as how to support debit card transactions. 1. Enter the Routing Code for the financial institution.
Payroll Setup Guide © 2026 PrismHR 56 Chapter 2 System-Level Setup
Using ACH Originators An ACH originator is a financial institution to which a client sends ACH files. The financial institution becomes the “originating DFI” by submitting the transactions to the ACH network. If you process ACH transactions for clients, each client can have a different financial institution. Use the ACH Originators form to maintain records for each institution.
Maintaining Financial Institution Information Use the ACH Originators panel to maintain the financial institution information.
To maintain financial institution information, do the following: 1. Go to the ACH Originators form on the System|Change menu. 2. Complete the following fields in the ACH Originators panel:
Field Description
Processor ID Enter a Processor ID for the financial institution. The PrismHR
Customer Support Team recommends that you use easy-to-remember
abbreviations for the processor IDs.
Processing Bank ID Enter the Processing Bank ID, which is the bank-assigned number that
identifies your service bank as the destination of the ACH input files.
In line 101, it occupies 10 characters, beginning at position 4.
Processing Bank Name Enter the Processing Bank Name that processes the ACH file on behalf
of your organization. This is the originating depository financial
institution (ODFI).
Processing Company ID Enter the Processing Company ID of the originating company thatPayroll Setup Guide © 2026 PrismHR 57 Chapter 2 System-Level Setup
Field Description
sends ACH files to the bank. Typically, this is the taxpayer ID of the
entity sending the files to the bank.
Processing Company Name Enter the Processing Company Name of the organization that sends
ACH files to the originating bank. Typically, this is the employer's
name.
Customer Data Sender ID Enter the Customer Data Sender ID.
Reference Code Enter an optional Reference Code that describes the input file for
internal accounting purposes. The system uses this in positions 87
through 94 of the file header record.
Note: If the Trace Number Prefix field is left blank, PrismHR uses the
first eight (8) digits of the originating bank’s ID.
Trace Number Prefix Enter the Trace Number Prefix, which is the first eight characters of
the trace number that the system will enter in positions 80 through 94
in the entry detail record. (If you leave this field blank, the system
uses the first eight digits of the originating bank ID.)
Header Trace Number Enter the eight-character custom number to automatically include it
in positions 80-87 of both the Company/Batch Header and
Company/Batch Control records within the NACHA file. (This number
meets the specific formatting requirements of certain financial
institutions, such as credit unions.)
ACH File Options Select the ACH File Options to use.
Insert End-of-Transmission Select Insert End-of-Transmission Character to include the end-of-
Character transmission character at the end of the ACH deposit file.
End-of-Transmission ASCII If you have chosen to insert an end-of-transmission character, select
Character the End-of-Transmission ASCII Character to use.Note: The Local Download Path Name and PC File Name fields are used only by the legacy ACH process. You do not need to complete those fields when you use the PrismHR ACH features. When users process consolidated ACH files, they will name the file and choose the location on their system where they want to save it.
Payroll Setup Guide © 2026 PrismHR 58 Chapter 2 System-Level Setup
Your organization can use a bank script to transfer ACH files to the financial institution that requires the use of a certain file name. Enter the NACHA Directory Override File Name to use instead of the standard file name when writing ACH files to the NACHA directory on a Windows 2000 operating system. If you enter an override file name here, the system always uses that file name when writing to the NACHA directory. Users will overwrite files with the same name.
To override the ACH naming convention enter the base name of the files transferred to your PC in the PC File Name field, where the first character must be alpha. (The date and “.txt” extension are included in the downloaded filename.) For example, using PHOTO1 as the base name could display the downloaded filename as PHOTO120200101.txt.
If your organization uses non-consolidated ACH processing, enter the PC File Name, which is the base name of files transferred to your hard drive. The system appends the date and .txt extension to the file name in this field. The first character must be a letter of the alphabet.
Indicate the format used for the Child Support EFT Addenda Format. The default is Fixed and you can choose to set it to Variable.
Enter the number of business Days Into Future for ACH Selection. The system selects ACH transactions to submit to the ACH originator. This overrides the global setting in System Parameters; if you enter a negative number, the system holds the ACH until after its expected due date, which you can use to hold garnishments.
Select Separate Child Support Batches by Company to separate child support batches by client.
Select Separate ACH Batches For Debits/Credits to create separate payroll ACH batches within the file for credit and debit transactions. This applies only when you are separating child support batches by company.
If you use Cachet or Wells Fargo, or want to process a Reverse Wire Transfer for ACH processing, select the appropriate Third Party Format. Note the following: • If you select Cachet or Wells Fargo, a panel displays at the bottom of the form (see the following sections for the relevant information). • If you select Reverse Wire Transfer, the following warning displays:
Click OK to continue, then perform the tasks listed in the warning (see the "Setting Up Reverse Wire
Transfer Format" section, below).Setting Up Multiple Email Addresses When processing multiple ACH files, you must configure the email addresses in the Email addresses for multiple ACH processing section. For example:
Payroll Setup Guide © 2026 PrismHR 59 Chapter 2 System-Level Setup
After processing the files, the system distributes two emails: • User who ran the ACH process: This email confirms that the process successfully finished (includes all the batches in one email). • Users configured on the ACH Originators form: This email is distributed once each batch finishes and includes the file name, total credits, total debits, and total number of entries. Note: If you do not configure any email addresses, the system does not send an email.
Entering the File Header/Footer If required, enter the header and footer records unique to the ACH originator, if required. The system appends these to the start and end of each file, respectively.
Setting Up Cachet Third Party Format If you selected Cachet for the Third Party Format, complete the fields in the Cachet panel.
Complete the following information: 1. Select Generate Cachet ACH File Format to generate a separate direct deposit funding transaction for Cachet.
Note: Cachet prefers the net collection method, so typically you would select this option. If needed, contact the PrismHR Customer Support Team to verify.
Payroll Setup Guide © 2026 PrismHR 60 Chapter 2 System-Level Setup
Setting Up Wells Fargo Third Party Format If you selected Wells Fargo for the Third Party Format, complete the fields in the Wells Fargo panel.
Complete the following information: 1. Enter the Wells Fargo Control No assigned by Wells Fargo Bank. 2. Enter the CEO Company ID assigned by Wells Fargo Bank.
Setting Up Reverse Wire Transfer Format Performing a reverse wire transfer allows clients to determine the payment amount prior to posting payrolls, so the system places those funds into a file that is sent before payroll is completed/posted. (This ensures that the client has the funds before payroll is posted.) Important! The reverse wire process does not work for internal processing. (System validation on the Reverse Wire Account field on the Account tab in the Client Details form will not allow users to make an entry in this field if the active client is set up for internal ACH processing on the System Parameters form.) Note: You cannot make changes to a reverse wire payroll whose payment has been marked as received because the funds were already sent. (These payrolls display with green checkmarks, marking them as locked Payment Received payrolls when viewing them in the SuperBatch and Process Payroll forms.) The following diagram displays the reverse wire transfer process:
Payroll Setup Guide © 2026 PrismHR 61 Chapter 2 System-Level Setup
To set up a reverse wire transfer: 1. Set up an ACH originator to use Reverse Wire Transfer by selecting the desired format in the Third Party Format panel on the ACH Originators form. For example:
Payroll Setup Guide © 2026 PrismHR 62 Chapter 2 System-Level Setup
Important! You must test the ISO file format with your banking institutions before processing a live file. Not
all banks may accept this format, so you must complete testing before payroll runs using the ISO format.Payroll Setup Guide © 2026 PrismHR 63 Chapter 2 System-Level Setup
Note: Do not use a checking account the system uses to process employee direct deposits.Set up the client for reverse wire by setting the ACH status to Wire Transfer Client on the Billing tab in the Client Details form. (You must include the client bank account information.) For example:
Note: Selecting the Transfer Type helps easily identify which funding is set up for the client. (This step is not required to produce a successful file.)
On the client, associate the bank Account ID from the previous step with the Reverse Wire Account field on the Account tab in the Client Details form. For example:
Payroll Setup Guide © 2026 PrismHR 64 Chapter 2 System-Level Setup
Establishing Payroll Holidays Use the Payroll Holidays form to establish the holidays when your organization does not process payrolls. Your organization must maintain these each year. You can group holidays when you never process payrolls into a set, which allows the system to retrieve the holidays faster. This also makes it easier to set holidays in Client Details. For example, STDBANK could be for all of the bank holidays defined by the Federal Reserve. (Note: STDBANK determines bank holidays even when it is not listed in the Client Payroll Holidays Observed.)
Payroll Setup Guide © 2026 PrismHR 65 Chapter 2 System-Level Setup
Establishing Pay Schedules Use the Pay Schedules form to establish pay schedules, which users assign to pay groups. Each pay schedule determines: • The length of the pay period • The day the pay group is paid • The end of the pay period This example displays a weekly pay schedule:
This example displays a semi-monthly pay schedule:
To establish pay schedules: 1. Enter the ID for the Pay Schedule. 2. Enter a short Description of the pay schedule.
Payroll Setup Guide © 2026 PrismHR 66 Chapter 2 System-Level Setup
Pay Period Pay Day(s) Details Daily Daily-paid Weekly Day of the week Select the day of the week for the pay date. Biweekly Day of the week Select the day of the week for the pay date. Semi-monthly Dates of the month, or the Specify the days of the month for each pay last day of the month, for date. You can also choose the last day of the first and second pay days month. Monthly Date of the month, or the last day of the month Monthly [Find nth l Occurrence (1-5) Specify the occurrence of the day of the Occurrence of Day of l Day of the week week for the pay date. For example, Third Week in Month] Wednesday. Monthly [Find the l Day of the week Specify the day of the week and the week of Day of Week in the l Week of the month (1- the month. For example, Thursday in the nth week of Month] 5) Second week of the month.
Monthly [Find Last Day of the week Specify the last day of the month for the pay Occurrence of Day of date. For example, Friday. Week in Month] Monthly [Find the l Day of the week Specify the day of the week for the pay date, Day of Week after a l Date of the month and the date of the month after it occurs. Date in Month] For example, Thursday after 15. Monthly [Find the l Day of the week Specify the day of the week for the pay date, Day of Week before a l Date of the month and the date of the month it precedes. For Date in Month] example, Monday before 20.
Payroll Setup Guide © 2026 PrismHR 67 Chapter 2 System-Level Setup
• Semi-monthly or any of the monthly pay periods: enter the number of days before or after the pay date,
or the day of the month before or after the pay date. You can also enter EOM for the last day of the
month, instead of number of days or the date. Semi-monthly requires values for each of the two pay
dates. For example:
• For a semi-monthly payroll paid on the 5th and 25th with period ends of EOM and 20th, enter 5
Days Before the Pay Date for both pay dates.
• For a semi-monthly payroll paid on the 15th and EOM that has period ends of the 10th and 25th,
you have some options for the 15th pay date: enter either 5 Days Before the Pay Date or 10 On this
Day of Month Before the Pay Date. For the EOM pay date, enter 25 On this Day of Month Before
the Pay Date.
• For a monthly payroll that pays on the 15th with a period end of the 10th, enter 5 Days Before the
Pay Date.
• For a monthly payroll that pays on EOM with a period end of the 25th, enter 25 On this Day of
Month Before the Pay Date.
• For a monthly payroll that pays on the 25th but the period ends on the last day of that month, enter
EOM On this Day of Month After the Pay Date.
• For a monthly payroll that calculates the period end date as the last day of the following month,
select On this Day of the Following Month. For example, if the pay date is 7/31/2025 and the pay
period start date is 8/1/2025, then the period end date would equal 8/31/2025.
Important! The following options in these fields must be set to display the On this Day of the
Following Month option:
• Pay Period field: Select Monthly.
• Pay Day field: Select End Of Month.
• Pay Period Ends field: Enter EOM.
Note: If you try to select On this Day of the Following Month without setting the fields listed above,
an error message displays.Creating Payroll Processing Schedules Use the Processing Schedules form to establish payroll processing information for your organization. The processing schedule is set for each client on the Client Details Control tab.
To set up a payroll processing schedule: 1. Enter the pay Processing Schedule ID. If you are creating a new schedule, enter something brief but descriptive, such as STD. 2. Enter a brief Description for this pay schedule, such as Standard. 3. Enter the Remote Entry Cutoff Days Prior to Pay Day, which is the number of days prior to the pay day when the client must submit time sheet information.
Payroll Setup Guide © 2026 PrismHR 68 Chapter 2 System-Level Setup
Defining Delivery Methods Use the Delivery Methods form to define methods that users can select for shipping clients’ payrolls. For example:
To define delivery method for shipping: 1. Enter the Code for the delivery method. If you are creating a new code, use something brief but descriptive, for example, USPS or FEDX. 2. Enter the Method description, which is usually the name for the service (for example, US Postal Service or FedEx). 3. Enter the Days In Transit, which is the delivery method’s number of days in transit. 4. 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. 5. Select Create Spec Sheet to indicate that a special sheet will print during payroll processing. Do not select this option if a special sheet is not necessary.
Payroll Setup Guide © 2026 PrismHR 69 Chapter 2 System-Level Setup
Payroll Setup Guide © 2026 PrismHR 70 Chapter 3 Company-Level Setup
Chapter 3 Company-Level Setup There are items required for set up at the client level.
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.
Payroll Setup Guide © 2026 PrismHR 71 Chapter 3 Company-Level Setup
Field Description
Billing Rule Enter an existing Billing Rule ID, or click New Rule to create a new
bundled billing rule. The system automatically assigns an ID.
Workers' Enter the Workers' Compensation Code for this bundled billing rule.
Compensation Code
Price Code If appropriate, select the Price Code to use instead of the standard billing
rate.
The Price Code overrides the Bundled Rate set on the Bundled Billing Rule
panel for any employee assigned to this job code and a matching Price
Code. Use this field if an employee is granted special pricing (rather than
using the standard bundled rate and with an employee-specific add-on
unbundled rule, which is more common).
Bundled Rate Enter the Bundled Rate to use when billing the client for this workers’
compensation code. This percentage is multiplied by the Unadjusted Gross
Taxable pay.
Special Bundled Rate If required, enter the Special Bundled Rate to use for a specific date
range.
Special Rate From Date Enter the date when the Special Bundled Rate begins. Payrolls before this
date do not use the rate.
Special Rate To Date Enter the date when the Special Bundled Rate ends. Payrolls after this
date do not use the rate.
Rule Start Date/Rule If the rule only applies during a specific date range:
End Date
• Enter the Rule Start Date when this rule begins.
• Enter the Rule End Date when this rule ends.Using Unbundled Billing Rules Use the Billing Rules (Unbundled) form to create the individual fees you charge to your clients.
Payroll Setup Guide © 2026 PrismHR 72 Chapter 3 Company-Level Setup
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.Payroll Setup Guide © 2026 PrismHR 73 Chapter 3 Company-Level Setup
Field Description
Use Timesheet Location Only displays for rules based on Percent of Wages or Percent of
Or State WorkerComp Billed. If enabled, the billing rule targets the location or
state billed on the time sheet.
Rule Start Date/Rule If the rule only applies during a specific date range:
End Date
• Enter the Rule Start Date when this rule begins.
• Enter the Rule End Date when this rule ends.
Voucher Types Select the Voucher Types to which a billing rule applies.
Employee If the billing rule applies to a single employee, enter the Employee ID. If
the billing rule applies to all employees who do not have another billing
rule assigned to them, leave this field blank.
Batch Type Select the Batch Type to which this billing rule applies.
Employee Type Select the Employee Type to which this billing rule applies, if any. For
example, FT is a full time employee.
Pay Group Select the Pay Group to which this billing rule applies, if any. For
example, W is a weekly pay group.
Deduction Period Enter the Deduction Period number (1 through 5) to which this billing
rule applies, if any. If employees are paid during this period, the system
assesses a fee. If you enter a Deduction Period, you must also enter a
Pay Group unless Based On is set to Flat Amount / Benefit Plan Class.
Position Enter the Position to restrict the billing rule to one position. For example,
SALES is a position type.
Obsolete Enable this field to set the selected Billing Rule as obsolete. (The default
is disabled.)
Obsolete Date Enter or select the date when the Billing Rule becomes obsolete. (If you
enable the Obsolete field and do not enter or select the Obsolete Date,
the system automatically defaults to the current date.)
Pay Period Select the Pay Period to which this rule applies. If it applies to all periods,
do not make a selection.Payroll Setup Guide © 2026 PrismHR 74 Chapter 3 Company-Level Setup
Field Description
Home Location Code Enter a Home Location Code to limit the application of this unbundled
billing rule to that location. If the rule applies to all locations by default,
enter DEFAULT-ALL.
Using DEFAULT-ALL for a billing rule allows locations to have “by
exception” logic. For example, you could have a rule where all locations
are charged $100 except for the CORP location, which is charged $40. In
that case, you would create two billing rules: one with the DEFAULT-ALL
location code and one with the CORP location code.
Special Rate Enter the Special Rate in effect for a specified period. The system uses
this value instead of the standard rate.
Note: You cannot enter a special rate for Per Active Employee Per
Month (PAEPM) rules.
Special Rate If the special rate only applies during a specific period:
Start/Special Rate End • Enter the Special Rate Start date when the special rate goes into
effect.
• Enter the Special Rate End date when the special rate ends.
Note: You cannot enter a special rate start/end date for Per Active
Employee Per Month (PAEPM) rules.
Billing Code Enter the Billing Code the system uses. Typically, this is 006, but you can
assign another code to use instead of this standard administration fee.
Benefit Plan Enter the Benefit Plan to use when calculating an administrative fee. This
field only impacts calculations when the rule’s Based On field is set to
Percent of Listed Benefit or Percent of Listed Benefit Net Billed to
Client.
Optional Fields
Benefit Plan Class This field is only active when Based On is set to Flat Amount / Benefit
Plan Class. Select one of the classifications used for group benefit plans
or select Retirement. The system charges the amount once if an
employee has any plans in that class (unless the group benefit plan is set
to suppress flat billing by plan type). If there is a benefit adjustment in
addition to the regular plan, the billing rule is applied only once. If the
pay voucher has only benefit adjustments, then the billing rule applies
once.Payroll Setup Guide © 2026 PrismHR 75 Chapter 3 Company-Level Setup
Field Description
Benefit Plan Types You can only specify benefit plan types on which to charge fees when
Based On is set to Percent of Listed Benefit, Percent of Listed Benefit
Net Billed to Client, or Flat Amount based on Benefit Rule.
Select each Benefit Plan Type Equal To for which you bill an
administrative fee surcharge, or select each Benefit Plan Type Not Equal
To for which you do not bill an administrative fee surcharge.Payroll Setup Guide © 2026 PrismHR 76 Chapter 3 Company-Level Setup
Field Description
Pay Class Equal To/ If the billing rule applies to only a few pay classes, list them in the Pay
Pay Class Not Equal To Class Equal To table. If there are only a few exceptions, use the Pay Class
Not Equal To table instead. If the billing rule covers all pay classes, leave
both tables empty. For example, set Pay Class Not Equal ToExpense
Reimbursement when you do not want to calculate Admin Fee as a
percentage of wages on non-taxable wages.
Important! When listing the Pay Class, note that they are only valid when
using the following Based On options:
• Hours Worked
• Percent of Wages
• Amt per Check (One Per Voucher will Fire)
• Flat Amount
• Flat Amount / Paid EE (only once per EE)
• Flat Amount / Benefit Plan Class
• Monthly Rate/52 weeks =\ Only One of these
• Monthly Rate/48 weeks =/ Per Voucher will Fire
• Percent of Retirement Match Amount
• Percent to Not Shelter Benefit plan from FICA
• Percent of WorkerComp Billed
• Percent of FUTA Billed
• Percent of FUTA Wages Billed
• Percent of SUTA Billed
• Percent of SUTA Wages Billed
• Tax-Code Based Rule (Rate(s) on sub screen)
• Tiered Cumulative Per Employee Per Pay Period
• Tiered Per Employee Per Pay PeriodPayroll Setup Guide © 2026 PrismHR 77 Chapter 3 Company-Level Setup
Field Description
Pay Code Equal To/ If the billing rule applies to only a few pay codes, list them in the Pay
Pay Code Not Equal To Code Equal To table. If there are a few pay code exceptions, use the Pay
Code Not Equal To table to list the pay codes not covered by this billing
rule. If the billing rule covers all pay codes, leave both tables empty.
Important! When listing the Pay Code, note that they are only valid when
using the following Based On options:
• Hours Worked
• Percent of Wages
• Amt per Check (One Per Voucher will Fire)
• Flat Amount
• Flat Amount / Paid EE (only once per EE)
• Flat Amount / Benefit Plan Class
• Monthly Rate/52 weeks =\ Only One of these
• Monthly Rate/48 weeks =/ Per Voucher will Fire
• Percent of Retirement Match Amount
• Percent to Not Shelter Benefit plan from FICA
• Percent of WorkerComp Billed
• Percent of FUTA Billed
• Percent of FUTA Wages Billed
• Percent of SUTA Billed
• Percent of SUTA Wages Billed
• Tax-Code Based Rule (Rate(s) on sub screen)
• Tiered Cumulative Per Employee Per Pay Period
• Tiered Per Employee Per Pay 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.
Payroll Setup Guide © 2026 PrismHR 78 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 79 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 80 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 81 Chapter 3 Company-Level Setup
• 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.
Payroll Setup Guide © 2026 PrismHR 82 Chapter 3 Company-Level Setup
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.)
Payroll Setup Guide © 2026 PrismHR 83 Chapter 3 Company-Level Setup
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
Payroll Setup Guide © 2026 PrismHR 84 Chapter 3 Company-Level Setup
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.Payroll Setup Guide © 2026 PrismHR 85 Chapter 3 Company-Level Setup
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)).
Payroll Setup Guide © 2026 PrismHR 86 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 87 Chapter 3 Company-Level Setup
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.
Importing Multiple Unbundled Billing Rules Use the Unbundled Billing Rules Import form to import multiple unbundled billing rules for clients associated with a specific bill code. For example:
Payroll Setup Guide © 2026 PrismHR 88 Chapter 3 Company-Level Setup
Note: Client Access Group security is enabled on this form. To access the form, click the Back Office menu. Under Operations|Action, click Unbundled Billing Rules Import. Note: This form is only available for service providers.
To import unbundled billing rules: 1. In the Generate Import Spreadsheet section, create an import spreadsheet by entering or selecting the Client IDs and Bill Codes. (You can select multiple clients from the Select Clients list at once.) The Client Name and Bill Description display next to each client. (If left blank, the system selects all clients and bill codes.) 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.
Payroll Setup Guide © 2026 PrismHR 89 Chapter 3 Company-Level Setup
Adding New Rules to an Import Using the import process, you can define new rules that the system adds to the Billing Rules (Unbundled) form. To do this, you must enter the rule as NEW. For example: • Row 1 - NEW: Contains all the rule details and all the multi-value details associated using a pipe delimiter • Row 2 - NEW: Contains all the rule details and all the multi-value details associated using a pipe delimiter Note the following: • Rules display one row after another using sequential numbers. Therefore, do not use a numeric value after each row. • If there are any errors, they display in the error report. (You can view errors by clicking Error Report.) Define the following information for the import:
Field Details Description Client ID Unique identifier for the client. Rule This field is pre-defined. Existing Billing Rule ID, or New Rule to Note: If you create a NEW rule, create a new unbundled billing rule. the next sequential value is The system automatically assigns an selected. ID.
Rule Description This is a free-form field where Describes the rule. (This description you can enter the description. cannot exceed 40 characters.)
Payroll Setup Guide © 2026 PrismHR 90 Chapter 3 Company-Level Setup
Field Details Description Rate Allows numeric value up to 4 Billing Rate. The system uses this in decimal places. conjunction with the Based On value. Based On Codes used as basis for Based On value, which represents the calculating unbundled billing logic to use when calculating the rate. rules. Rule Start Date Date format MM/DD/YYYY. Rule Start Date when this rule begins. Rule End Date Date format MM/DD/YYYY. Rule End Date when this rule ends. Voucher Types Allowed types: Voucher Types to which a billing rule applies. • R: Regular • V: Vacation • S: Supplemental • A: Arrearage • H: Adjustment Note: • If only Regular applies, use R. • If all types apply, use RVSHA.
Employee ID Can use alpha-numerical If the billing rule applies to a single characters. For example, employee, use the Employee ID. If the P12345. billing rule applies to all employees who do not have another billing rule assigned to them, leave this field blank.
Payroll Setup Guide © 2026 PrismHR 91 Chapter 3 Company-Level Setup
Field Details Description Batch Type Allowed types: Batch Type to which this billing rule applies. • R: Regular • S: Special • M: Manual Note: • If only Regular applies, use R. • If all types apply, use RSM.
Employee Type Can vary by client (F, P, and so Employee Type to which this billing on). rule applies, if any. For example, FT is Setup: a full time employee. System|Change|Employee Types. Note: Obsolete types are not allowed. Pay Group Can vary by client (W, BW, and Pay Group to which this billing rule so on). applies, if any. For example, W is a Setup: Payroll|Change|Pay weekly pay group. Groups. Deduction Period Allowed values: 1, 2, 3, 4, or 5. Deduction Period number (1 through 5) to which this billing rule applies, if any. If employees are paid during this period, the system assesses a fee. If you use a Deduction Period, you must also use a Pay Group unless Based On is set to Flat Amount / Benefit Plan Class. Position Varies by client. Position to restrict the billing rule to one position. For example, SALES is a Setup: position type. Client|Change|Positions.
Payroll Setup Guide © 2026 PrismHR 92 Chapter 3 Company-Level Setup
Field Details Description Pay Period Allowed pay periods: Pay Period to which this rule applies. If it applies to all periods, do not use a • W: Weekly pay period. • B: Bi-weekly • S: Semi-monthly • M: Monthly
Home Location Varies by client. Home Location to limit the application of this unbundled billing rule to that Setup: location. If the rule applies to all Client|Change|Worksite locations by default, use DEFAULT- Locations. ALL. Using DEFAULT-ALL for a billing rule allows locations to have “by exception” logic. For example, you could have a rule where all locations are charged $100 except for the CORP location, which is charged $40. In that case, you would create two billing rules: one with the DEFAULT-ALL location code and one with the CORP location code. Special Rate Allows numeric value up to 4 Special Rate in effect for a specified decimal places. period. The system uses this value instead of the standard rate. Special Rate Start Date format MM/DD/YYYY. Special Rate Start date when the special rate goes into effect. Special Rate End Date format MM/DD/YYYY. Special Rate End date when the special rate ends. Billing Code Use if the special rate only Billing Code the system uses. Typically, applies during a specific period. this is 006, but you can assign another Setup: System|Change|Billing code to use instead of this standard Codes. administration fee.
Payroll Setup Guide © 2026 PrismHR 93 Chapter 3 Company-Level Setup
Field Details Description Benefit Plan Setup: Benefit Plan Benefit Plan to use when calculating Maintenance|Group Benefit an administrative fee. This field only Plans (Global)|Group Benefit impacts calculations when the rule’s Plans Based On field is set to Percent of Listed Benefit or Percent of Listed Benefit Net Billed to Client. Pay Class Equal To/Pay Allowed pay classes: If the billing rule applies to only a few Class Not Equal To pay classes, list them in the Pay Class • E: Earnings Equal To table. If there are only a few • R: Expense exceptions, use the Pay Class Not Reimbursement Equal To table instead. If the billing • F: Non-Cash Fringe Benefit rule covers all pay classes, leave both tables empty. For example, set Pay • RT: Reported Tips Class Not Equal ToExpense • M: Memo Reimbursement when you do not want to calculate Admin Fee as a percentage of wages on non-taxable wages. Pay Code Equal To/Pay Setup: System|Change|Pay If the billing rule applies to only a few Code Not Equal To Codes pay codes, list them in the Pay Code Equal To table. If there are a few pay code exceptions, use the Pay Code Not Equal To table to list the pay codes not covered by this billing rule. If the billing rule covers all pay codes, leave both tables empty. Use Timesheet Location Allowed values: Only displays for rules based on Or State Percent of Wages or Percent of • Y: Yes WorkerComp Billed. If enabled, the • N: No billing rule targets the location or state billed on the time sheet.
Payroll Setup Guide © 2026 PrismHR 94 Chapter 3 Company-Level Setup
Field Details Description Benefit Plan Class Allowed benefit plan classes: This field is only active when Based On is set to Flat Amount / Benefit Plan • M: Medical Class. Use one of the classifications • N: Dental used for group benefit plans or use • V: Vision Retirement. The system charges the amount once if an employee has any • L: Life Insurance plans in that class (unless the group • D: Long-term Disability benefit plan is set to suppress flat billing by plan type). If there is a • S: Short-term Disability benefit adjustment in addition to the • R: Retirement regular plan, the billing rule is applied only once. If the pay voucher has only • O: Other benefit adjustments, then the billing rule applies once. Benefit Plan Type Equal Allowed benefit plan classes: Benefit Plan Type Equal To for which To/Benefit Plan Type Not you bill an administrative fee • M: Medical Equal To surcharge, or use each Benefit Plan • N: Dental Type Not Equal To for which you do • V: Vision not bill an administrative fee surcharge. • L: Life Insurance • D: Long-term Disability • S: Short-term Disability • B: Bond • O: Other
EE Tax Codes Employee-specific tax Employee tax deduction codes to deduction codes. associate with this billing rule. Setup: System|Change|Tax Deductions. EE Tax Per Employee Allowed values: Indicate whether to charge the code Per Employee. If not, then the system • Y: Yes assesses the charge once per payroll • N: No batch.
EE Tax Bill Rate Allows numeric value up to 4 Bill Rate to charge on the code. decimal places.
Payroll Setup Guide © 2026 PrismHR 95 Chapter 3 Company-Level Setup
Field Details Description EE Tax F/P Allowed values: Indicate whether the amount is a Flat Rate or a Percent. • F: Flat Rate • P: Percent
ER Tax Code Employer-specific tax deduction Employer tax deduction codes to codes. associate with this billing rule. Setup: System|Change|Tax Deductions. ER Tax Per Employee Allowed values: Indicate whether to charge the code Per Employee. If not, then the system • Y: Yes assesses the charge once per payroll • N: No batch.
ER Tax Bill Rate Allows numeric value up to 4 Bill Rate to charge on the code. decimal places. ER Tax F/P Allowed values: Indicate whether the amount is a Flat Rate or a Percent. • F: Flat Rate • P: Percent
The following “additional details” fields reside on the Unbundled Billing Additional Details form, which you can access by selecting Additional Conditions on the Actions menu in the Billing Rules (Unbundled) form. Use If Any ACH Allowed values: Indicate whether to apply this billing rule on a voucher with ACH. • Y: Yes • N: No
Use Per ACH Line Allowed values: Indicate whether to charge a fee for each ACH line. • Y: Yes • N: No
Use If Electronic Stub Allowed values: Indicate whether to apply only to electronic pay stubs. • Y: Yes • N: No
Payroll Setup Guide © 2026 PrismHR 96 Chapter 3 Company-Level Setup
Field Details Description Use If Any Garnish Allowed values: Indicate whether to apply this rule if there are any garnishments. • Y: Yes • N: No
Use Per Garn Item Allowed values: Indicate whether to charge a fee for each garnishment. • Y: Yes • N: No
Use If Any Check Allowed values: Indicate whether to apply the rule for any pay voucher. • Y: Yes • N: No
Exclude From Manual Allowed values: Indicate whether to suppress the Check billing (delivery fee) for a manual • Y: Yes check that occurs when a billing rule is • N: No processing live checks.
Rule Minimum Must be a numeric value. Indicate the least amount this rule should bill. Rule Maximum Must be a numeric value. Indicate the dollar limit for this rule. Exclude from FPEIMIN Allowed values: Indicate whether to exclude this rule from the Flat Amount/Per Employee • Y: Yes Invoice Minimum billing rule. • N: No
States Equal To Must be a valid state. If you enable Use If Any Check field, enter a list of State(s) Equal To where this unbundled billing rule applies. FSA Plan Type Equal To Indicate each FSA Plan Type Equal To that causes the system to apply this rule. The system applies the rule once for any of the plans. To associate a fee with each plan, create a separate rule. FSA Plan Type Not Equal Indicate each FSA Plan Type Not Equal To To that should not be present to cause the system to apply this rule.
Payroll Setup Guide © 2026 PrismHR 97 Chapter 3 Company-Level Setup
Field Details Description Retirement Plan Equal To Indicate each Retirement Plans Equal To that if found on the voucher applies this rule. Retirement Plan Not Indicate the Retirement Plans Not Equal To Equal To that if not used on the voucher applies this rule. Obsolete Allowed values: Indicate whether the billing rule is Obsolete. (The system reads a blank • Y: Yes value as “No.”) • y: Yes • YES: Yes • yes: Yes • Yes: Yes • N: No • n: No • NO: No • no: No • No: No
Obsolete Date Date format MM/DD/YYYY. Obsolete Date when this billing rule was obsoleted. (Must be in date format.)
Updating Existing Rules When you update an existing rule in the Unbundled Billing Rules Import form, the import must identify the rule number being updated and include details that for the updated rule. For example, Rule 1 defines Pay Group A. If the updated rule then lists Rule 1 as Pay Group B, after the import finishes Rule 1 now uses Pay Group B. After you import the updated rule, you can view the Transaction Report to determine which values were imported. (You can view errors by clicking Error Report.) Note the following: • Anything included in the file updates the current rule. • Running the import updates the rule or adds to the rule depending on the fields completed in the file. • Using a blank field removes any existing data. (If you only want to change one field, then you should download the rule, make the update to that field, and then re-import.)
Payroll Setup Guide © 2026 PrismHR 98 Chapter 3 Company-Level Setup
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. • 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.
Payroll Setup Guide © 2026 PrismHR 99 Chapter 3 Company-Level Setup
Field Description
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.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.
Payroll Setup Guide © 2026 PrismHR 100 Chapter 3 Company-Level Setup
Field Description 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.
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.
Payroll Setup Guide © 2026 PrismHR 101 Chapter 3 Company-Level Setup
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–.
Payroll Setup Guide © 2026 PrismHR 102 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 103 Chapter 3 Company-Level Setup
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.
Moving Employees from One Pay Group to Another Use this feature to change the pay group for the client’s employees at one time and update their standard default hours. For example, you can use this feature if the client changes from a semi-monthly pay period with 86.67 standard hours to a bi-weekly pay period with 80 hours. This feature also allows you to add employees to a payroll in progress for the To Pay Group. Before you begin, make sure the new pay group is set up for the client and that a payroll batch exists. see Establishing Pay Groups on page 99.
To move the client’s employees from one pay group to another, do the following: 1. Enter the From Pay Group ID that you need to change. One of two messages displays: • The system notifies you that employees will not be removed from an active payroll, and states that you will need to delete and recreate the batch in progress; you will do this in step 11. • The system notifies you that the employees are not in an active payroll and alerts you that they will not be added to a payroll automatically. You need to do this manually in step 12. 2. Enter the To Pay Group ID that you need to apply. The New Pay Period displays.
Payroll Setup Guide © 2026 PrismHR 104 Chapter 3 Company-Level Setup
Make note of the payroll batch IDs for each Payroll in Progress (From Pay Group and To Pay Group). You will use these after you run the Mass Change Pay Group utility (step 11 and step 12).
The system displays the New Standard Hours for the employees who will be changed to the new pay group. Edit the hours if needed.
If necessary, enter the New Default T/S Hours for employees. Note: The system automatically updates these hours in the Default T/S Hours field on the Pay tab in the Employee Details form. (This occurs even if the Auto Accept T/S field is not enabled.)
If you need to filter employees by status, select any combination of Active Status, Terminated Status, and On Leave Status. Otherwise, leave All Statuses selected.
Click Find Employees. The system retrieves the employees who are assigned to the From Pay Group and displays their information.
Select the employees whose pay group should change, or click Select All to select all the employees in the list.
When you are finished selecting employees, click Save.
Click Yes to confirm that you want to change the pay groups. The system updates the employee records, including the default time sheet hours, and it displays the total number of employees who were updated. It displays additional information that also applies (for example, the system will not add new hires whose start date is after the pay period end date of the new payroll). Once the process is complete, there are additional updates that you need to make.
Delete the From Pay Group’s old payroll batch that you noted in step 3:
Payroll Setup Guide © 2026 PrismHR 105 Chapter 3 Company-Level Setup
e. In the message that asks whether you want to create a new batch for the pay group, click the
appropriate button:
Click No if there are no employees assigned to the From Pay Group and you do not create a
replacement payroll for the old pay group.
Click Yes if there are still some employees assigned to the From Pay Group.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. 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.
Payroll Setup Guide © 2026 PrismHR 106 Chapter 3 Company-Level Setup
• SUTA is based on an employee’s home location and is specified by the location code in the Employee Master/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 Master/Details before processing.
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.
Payroll Setup Guide © 2026 PrismHR 107 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 108 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 109 Chapter 3 Company-Level Setup
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
Payroll Setup Guide © 2026 PrismHR 110 Chapter 3 Company-Level Setup
• Users whose user role is set to INQUIRY for the Data Import Tool can view the form and import template options, but cannot import data. • Users who do not have access to a particular company through client access groups are unable to import data into that company.
Defining State Tax Bill Rates (SUTA) Define a client’s SUTA billing rates with the State Tax Bill Rates (SUTA) form. Note the following: • SUTA is based on an employee’s home location and is specified by the location code in the Employee Details. Entering hours for a different state does not trigger the SUTA for that state. • You cannot have multiple SUTA states in a single payroll. If an employee worked in multiple states for a single payroll and you need to calculate SUTA for each state, you must run a separate payroll to process hours for each state the employee worked in. For each of these payrolls, you must change the employee’s home location in Employee Details before processing.
Setting a Location for State Tax Bill Rates Set a location to which a state tax bill rate applies with the State Tax Bill Rates (SUTA) panel.
To set location: 1. Select Client. 2. From Client|Change, select State Tax Bill Rates (SUTA).
Fill in the required information in these fields.
Field Description State Code Enter a two-character state code, or select it from the drop-down. The Client State ID displays. Location Code Enter or select the Location Code where the billing rate applies. Leave (Optional) this field blank if the billing rate applies to all client locations in the state. Effective Date Enter a date when the bill rate goes into effect, or select an existing date to edit.
Click Save.
Payroll Setup Guide © 2026 PrismHR 111 Chapter 3 Company-Level Setup
Setting SUTA Bill Rate Information Set SUTA bill rate information with he SUTA Bill Rates panel. If the client has multiple employers, you can establish rates for each employer.
To set SUTA bill rate information: 1. Select Client. 2. From Client|Change, select State Tax Bill Rates (SUTA) to view the SUTA Bill Rates panel.
Fill in the required information in these fields.
Field Description SUTA Bill Rate Enter at least one SUTA Bill Rate for the state that applies to the client. Employer If appropriate, select the Employer to which this SUTA bill rate applies. To specify a different billing rate for different employers, enter that information on different rows. Otherwise, do not select an employer. Overbill Credit Amt Enter the Overbill Credit Amt back rate only if it is different from the (Optional) SUTA bill rate.
Click Save.
Establishing Officer and State Bill Rates Set officer and state bill rates with the Other Billing Rates panel.
To set these rates: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA) to view Other Billing Setup.
Field Description Officer SUTA Rate Enter the Officer SUTA Rate, if it is different for officers.
Payroll Setup Guide © 2026 PrismHR 112 Chapter 3 Company-Level Setup
Field Description SDI Rate Enter the employer’s SDI Rate if the employer pays disability insurance in this state. Miscellaneous Enter the miscellaneous override rates for employer-paid taxes. If you leave override rates any of these fields blank, the system uses the default rate. • Enter the State Misc1 Rate (Tax ID 26). • Enter the State Misc2 Rate (Tax ID 28). • Enter the State Misc3 Rate to set employer tax rates for tax codes 22- 41 (Massachusetts) and 48-41 (Washington). • Enter the State Misc4 Rate to set employer tax rates for tax codes 24- 54 (Minnesota).
Location Rate If this rate is for a specific location that is closing, and the code is no longer Obsolete Date used in calculations, enter the last active pay date in the Location Rate Obsolete Date field. Overbill CR Bill Code Enter the Overbill CR Bill Code to use for credit backs for SUTA overlimit (Optional) credits instead of the default. Wage Base Override Enter the Wage Base Override if you want to use a different amount than that specified in the Vertex guide. For example, Michigan has two tiers based on experience. Lock Down Employer Select Lock Down Employer to “lock down” the employees working in this state to one of the employer IDs entered in the SUTA Bill Rates panel. This lock goes into effect during payroll calculation and new hire/rehire. Use the Lockdown Employer panel.
Selecting Relevant Employers Choose the relevant employers from the Lockdown Employer panel if Lock Down Employer is selected.
To select relevant employers: 1. Select Client. 2. From Client|Change, select State Tax Rates (SUTA) to view Other Billing Setup.
Payroll Setup Guide © 2026 PrismHR 113 Chapter 3 Company-Level Setup
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
Payroll Setup Guide © 2026 PrismHR 114 Chapter 3 Company-Level Setup
Defining W/C Accrual Modifiers You can define how the system handles when the wages of the client’s employees are not sufficient to support a benefit deduction. In these cases, use the W/C Accrual Modifiers form to define workers’ compensation accrual modifiers that the client uses. W/C accrual modifiers are required: • For states that require client reporting of workers’ compensation accrual • When the workers’ compensation policy or Client Details stipulates the use of a modifier and discounts
To set W/C Accrual Modifiers: 1. Select Client. 2. From Client|Change, select W/C Accrual Modifiers.
Fill in the required information in these fields.
Table 3: W/C Accrual Modifiers - FieldsField Description State Code Enter a two-character state code, or select it from the drop-down. Effective Date Enter a date when the bill rate goes into effect, or select an existing date to edit. Discount/Debit Enter the employer’s Discount/Debit for this state. Modifier Enter the employer’s Modifier for this state. Effective Rate The Effective Rate is calculated by multiplying the Discount/Debit by the Modifier.
Click Save.
Adjusting W/C Billing Modifiers You can adjust worker’s compensation rates to bill the client with the W/C Billing Modifiers form. The amount billed is based on a percentage of the gross rate. The system keeps a history of discount and modifier data that you can view by selecting the date.
Payroll Setup Guide © 2026 PrismHR 115 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 116 Chapter 3 Company-Level Setup
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.
Payroll Setup Guide © 2026 PrismHR 117 Chapter 3 Company-Level Setup
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.Posting External Third Party Checks Journal Use the External Third Party Checks Journal Post form to download an export file that can be used to import third party check information to an external G/L system.
Note: This form does not use Client Access Group Security.
To access the form, click Back Office. Under Operations|Action, click External Third Party Checks Journal Post.
To post the External Third Party Checks Journal: 1. Select a Days Back option to display only the journal data pertaining to that selection, such as 1 Month (default), 2 Months, 3 Months, or 1 Year, or select Show All to display all data. 2. If you want to select: • All transaction dates, select the Select All checkbox in the header row. • Specific transaction dates, select the individual checkboxes beside each of the transaction dates. 3. Click Process Batch. A message displays asking you to confirm posting all selected entries. Do the following: • Click Yes if you want to post all the selected entries. A job progress window appears building the external journal posting file. Click Close to close the job progress window once the process is complete. The COMBINED.JOURNAL.POST_xxxxxxxxx zip file is downloaded to your system. • Click No if you are not sure. Redo the process.
Note: Click Cancel to undo all the transaction date selections.
Payroll Setup Guide © 2026 PrismHR 118 Chapter 3 Company-Level Setup
Labor Allocation Templates In the Labor Allocation Templates form (Figure 1), create templates to use for employees who work in more than one department at a company. The template is assigned to employees in the Employee Details Pay tab. When PrismHR creates a time sheet for those employees, all departments entered on this form display. Figure 1: Labor Allocation Templates
ASO Accounting You can set up accounting information for a client that is set up as ASO (administrative services only).
Creating Core Chart of Account Numbers You can use the ASO Accounting Codes form to create a core chart of account numbers for the client.
Note: Click the Data Import Tool icon ( ) 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.
To create a core chart of account numbers, do the following: 1. Enter the Account code. 2. Enter the Account Name, for example, Payroll Tax Expense or FICA Liability. 3. Select Prefix/Suffix Allowed if the client uses a prefix or suffix in addition to the core account number.
Payroll Setup Guide © 2026 PrismHR 119 Chapter 3 Company-Level Setup
Building Structure for Chart of Accounts Segments Use the ASO G/L Account Setup form to build the structure for chart of accounts segments, if they are different than what is set up in the global parameters. Indicate the overrides, if any, that are necessary to meet the client’s account structure requirements.
To set up the structure for chart of accounts segments: 1. Enter the core Account code to build. 2. If required, enter the variable or string Prefix Values for the G/L account number. For example, enter 01 to prefix the G/L account numbers with 01. 3. If required, enter the variable or string Suffix Values for the G/L account number. 4. Select the Segment Delimiter to use between the account number and the prefix or suffix values.
Prefix/Suffix Overrides If the G/L account requires a prefix or suffix override, enter that information in the Prefix/Suffix Overrides panel. 5. For each override: • Enter the When Prefix/Suffix term to override, for example, DEPARTMENT. • Enter the is equal to value, for example, ACCT. • Enter the replace with value to use instead, for example, 700. In our example, PrismHR replaces the department code ACCT with 700. The account number displays as 700- 6000 in the report or download for the client.
Account Overrides If the G/L account requires an account override, enter that information in the Account Overrides panel. 6. For each override: • Select the When Field Equals term to override, for example, LOCATION. • Enter the is equal to value, for example, MAIN. • Enter the replace account with value to use instead, for example, 6000.10. In our example, PrismHR overrides the account number for the MAIN location with 6000.10. 7. Click Save.
Setting Up the ASO Global G/L Account Use the panels in the ASO Global G/L Account Setup form to establish all general ledger accounts for an Administration Services Only (ASO) client. This sets up the global parameters and builds the structure that
Payroll Setup Guide © 2026 PrismHR 120 Chapter 3 Company-Level Setup
determines how to assign the account number to codes in PrismHR. • Maintaining Client and Employee Allocation Parameters (page 121): Determines how payroll account numbers are set up • Prefix/Suffix Overrides (page 123): Establishes override rules • Payroll Accounting (page 124): Establishes G/L Codes • All Deduction Codes (page 124): Establishes accounts for deduction codes • All Benefit Plans (page 125): Establishes accounts for benefit plans • All Workers’ Compensation States (page 125): Establishes accounts for Workers’ Compensation • All Tax Codes (page 126): Establishes accounts for taxes • Maintaining ASO Client Accounting (page 126): Establishes accounts for cash management • Bill Code ASO Accounts (page 128): Establishes accounts for bill codes
Maintaining Client and Employee Allocation Parameters Use the ASO Global G/L Account Setup form to maintain client and employee allocation parameters, account prefix and suffix values for general ledger accounts, and the accounting system download file type for ASO companies. You can also copy all ASO accounting setup data from one client to another using the Copy G/L To Another Client section.
To maintain client and employee allocation parameters: 1. Select Allocate Company Contributions to allocate client contributions to cost accounting in the same proportion as the time sheet earnings. 2. Select Allocate Employee Deductions to allocate employee deductions in the same proportion as the time sheet earnings.
Note: You can enter prefixes or suffixes only if allowed by the G/L accounts.
Payroll Setup Guide © 2026 PrismHR 121 Chapter 3 Company-Level Setup
Copying ASO Accounting Setup Data To help reduce the manual labor and margin for error associated with a manual entry, you can copy all ASO accounting setup data from one client to another using the Copy G/L To Another Client section.
To copy ASO accounting setup data from one client to another: 1. In
the Copy G/L To Another Client section, enter or select the Client ID.
If you select the Client ID, the Select Client list displays. Search for
the client by entering the Client ID or Client Name, then filter the
selection further by selecting the Service Type and Status. The clients
that match your entry display. 2. After you select a client, that entry
displays back in the Copy G/L To Another Client section. 3. Select Copy
G/L to Client. Note the following: • If the client you select contains
any existing data in the ASO Accounting Codes, ASO G/L Account Setup, or
ASO Global G/L Account Setup forms, when you select Copy G/L to Client
the following message displays, “Client
Payroll Setup Guide © 2026 PrismHR 122 Chapter 3 Company-Level Setup
Regenerating Invoice Accounting This process lets you correct account number errors that were set up in G/L Account Setup files by regenerating revenue accounting on invoices. You make corrections to the file that is subsequently imported into a financial accounting system. You can regenerate all invoices or select a date range for regeneration. You need access to G/L setup and the client must have already posted payroll.
Note: This form does not use Client Access Group Security.
To regenerate invoices: 1. Click Back Office. 2. From Operations|Action, click Regenerate Invoice Accounting. 3. Select a regeneration option: l Invoices in this date range - Select a starting and ending date range for the invoices you want to regenerate. l All Invoices - This option is not recommended because it regenerates accounting for all invoices in the system and can take a long time to complete. l Cash Receipts Only - This option is not recommended because it regenerates every cash receipt in the system. You should only perform this action if instructed to do so by PrismHR Support.
Note: The optional Clear Document File should be approached with caution. If you enable this option,
then all entries within the External Invoice Posting screen are removed, not just the ones that fall within
the selected date range. If you decide not to clear entries, this can result with duplicate entries for each
pay date and employer ID within the selected range.Prefix/Suffix Overrides Use the Prefix/Suffix Overrides panel in ASO Global G/L Account Setup to establish the override rules used for global prefix and suffix options. For example, if the When Prefix/Suffix value is DEPARTMENT, and the is equal to value is ADMIN, then PrismHR uses the replace with value of 100 for the prefix/suffix instead of ADMIN.
Payroll Setup Guide © 2026 PrismHR 123 Chapter 3 Company-Level Setup
Payroll Accounting Use the Payroll Accounting panel in ASO Global G/L Account Setup to maintain ASO client accounting for pay codes.
All Deduction Codes Use the All Deduction Codes panel in ASO Global G/L Account Setup to maintain ASO client accounting for deduction codes.
Payroll Setup Guide © 2026 PrismHR 124 Chapter 3 Company-Level Setup
All Benefit Plans Use the All Benefit Plans panel in ASO Global G/L Account Setup to maintain ASO client accounting for benefit plans.
To set the accounts for all benefit plans: 1. Enter the expense Debit Account to debit with the amount of any company contribution to all benefit plans. The account name displays. 2. Enter the Credit Account for the accrued liability (or other) account to credit with the amount of any company contribution for all benefit plans. The account name displays. 3. Click Save.
If any benefit plans should post to different accounts: 1. Enter the Except Benefit Plan ID. The Plan Description displays. 2. Enter the expense Debit Account to debit with the amount of company contributions to this benefit plan. The Account Name displays. 3. Enter the Credit Account for the accrued liability (or other) account to credit with the amount of company contributions for the benefit plan. The Account Name displays. 4. Click Save.
All Workers’ Compensation States Use the All Workers’ Compensation States panel in ASO Global G/L Account Setup to maintain ASO client accounting for all workers’ compensation claims.
Payroll Setup Guide © 2026 PrismHR 125 Chapter 3 Company-Level Setup
All Tax Codes Use the All Tax Codes panel in ASO Global G/L Account Setup to maintain ASO client accounting for all taxes.
To maintain ASO client accounting for all taxes: 1. To set the accounts for all tax codes: a. Enter the Debit Account to debit with the amount of all employee-paid taxes. The account name displays. b. Enter the Credit Account to credit with all employee and employer taxes. The account name displays. 2. If any tax codes should post to different accounts: a. Enter the Except Tax Code for the tax deduction. The Tax Description displays. b. Enter the Debit Account to debit with the amount of any employer-paid taxes that use the tax code. The Account Name displays. c. Enter the Credit Account to credit with the amount of any employee/employer taxes calculated to the tax code. The Account Name displays. 3. Click Save.
Maintaining ASO Client Accounting Use the All Cash Accounts panel in the ASO Global G/L Account Setup form to maintain ASO client accounting for cash management.
Payroll Setup Guide © 2026 PrismHR 126 Chapter 3 Company-Level Setup
To maintain ASO client accounting, do the following: 1. Enter the Cash Offset by Checking account in the Credit Account field. The account name displays. 2. If a cash account should post to a different account: a. Enter the Except Cash Account. The Reference displays. b. Enter the appropriate Cash Offset by Checking account in the Credit Account for the cash account. The Account Name displays. 3. Click Save.
Hiding or Disabling the All Cash Accounts Panel Service providers can hide or disable the All Cash Accounts panel from their worksite managers and worksite trusted advisors, so those users cannot view and select system bank accounts. Note the following before hiding or disabling the All Cash Accounts panel: • You must first add the ASO Global G/L Account Setup form to the worksite manager’s or worksite trusted advisor’s user role to disable or hide this panel. • The Delete button is unavailable when you hide or disable the All Cash Accounts panel.
To hide or disable this panel, do the following:
Click (Back Office).
From System|Change, select User Roles.
Enter or select the Role ID.
Filter the Search for Description field to ASO Global G/L Account Setup. The form’s information displays.
Select Field in the Security column. The Field Security Maintenance form displays.
Click Add. The Field Security Selection form displays “All Cash Accounts” (the panel you want to disable or hide) in the Description column.
Select the checkbox in the Select Field column, then click Accept. The Field Security Maintenance form displays.
Select Enable in the Permissions column to set access to either Disable or Hidden (these options achieve the same result).
Click Save.
Payroll Setup Guide © 2026 PrismHR 127 Chapter 3 Company-Level Setup
Bill Code ASO Accounts The Bill Code ASO Accounts panel in ASO Global G/L Account Setup establishes ASO client accounting for all bill codes.
Setting Up ASO Client Accounting Note: These instructions assume you have already setup an ASO client. You can setup ASO Client Accounting using these Client menu options: • ASO Accounting Codes • ASO G/L Account Setup • ASO Global G/L Account Setup
Creating ASO Accounting Codes Use the ASO Accounting Codes form to create the core chart of account numbers for your client.
To create the core chart of account numbers, do the following: 1. Select ASO Accounting Codes from the Client|Change menu. The ASO Accounting Codes form opens.
Payroll Setup Guide © 2026 PrismHR 128 Chapter 3 Company-Level Setup
Setting Up ASO Global G/L Account Use the ASO Global General Ledger Account Setup form to setup global parameters and build the structure that determines how to assign the account numbers to codes within PrismHR.
To setup global parameters and build the structure, do the following: 1. Select ASO Global G/L Account Setup from the Client|Change menu. The ASO Global G/L Account Setup form opens.
Select Allocate Company Contributions if the allocation of company contributions is for cost accounting purposes. The system allocates the company contributions in the same proportion as time sheet earnings.
Select Allocate Employee Deductions to base the allocation of the employee deductions on the same proportion as time sheet earnings. The system allocates the employee deductions in the same proportion as time sheet earnings.
Enter an Account Prefix the client can use.
Enter an Account Suffix the client can use.
Select a Segment Delimiter to separate your client’s G/L account segments.
Enter a Core Account Segment No that indicates the segment of the account number contained in the G/L account setup.
Select an Accounting System Type that determines the type of download PrismHR will create for the client. Note: Accounting packages that use comma-delimited text files can use the Peachtree format. Therefore, it is also the generic choice for the accounting system type.
Use the Prefix/Suffix Overrides panel to create rules for the global prefix/suffix options.
Note: This example shows that if the DEPARTMENT code in the system was ADMIN, the client wants the number 100 instead.
Use these panels to setup the ASO Client Accounting, so the G/L codes are assigned to various codes within PrismHR.
Payroll Setup Guide © 2026 PrismHR 129 Chapter 3 Company-Level Setup
• You can assign a specific G/L to each pay code, deduction code, benefit plan (including retirement
plans), workers’ compensation plan, tax code, and cash account.
• You can indicate all codes by using an * in the code field and then assigning it a G/L number. You can
also assign a G/L account number to the Administration Fee charged to the client.Payroll Setup Guide © 2026 PrismHR 130 Chapter 3 Company-Level Setup
• You can setup ASO Client Accounting for a client with a simple chart of accounts, or one that is more
complex. The system cannot accommodate all structures, but there are several ways to set these up
using the prefix/suffix options to achieve what the client needs.Use the Bill Code ASO Accounts panel to enter any bill code and account information.
Click Save.
Setting Up ASO G/L Account Use the ASO General Ledger Account Setup form to build the structure for chart of account number segments if they are different than what is setup in the global parameters. Here you can indicate what overrides, if any, are necessary to meet the client’s account structure requirements.
To build the structure for chart of account number segments, do the following: 1. Select ASO G/L Account Setup from the Client|Change menu. The ASO G/L Account Setup form opens.
Payroll Setup Guide © 2026 PrismHR 131 Chapter 3 Company-Level Setup
Working with PEO Client Accounting You can define the accounts that PrismHR uses to build the client accounting download file and the report that breaks out invoice numbers using the client’s own account numbers. To do this, enable the settings on the PEO Client Accounting form using the following instructions.
Note: If you are building onto a global template, enter only differences or additions. The system uses the data from the global template for any field you leave blank. See the “Setting Up PEO Client Accounting” task sheet for general information about the PEO Client Accounting process.
Establishing the General Ledger Chart of Accounts Use the PEO Client Accounting panel to establish the general ledger Chart of Accounts and various accounting system parameters used for this client. For example:
Payroll Setup Guide © 2026 PrismHR 132 Chapter 3 Company-Level Setup
To establish the general ledger Chart of Accounts: 1. Go to the PEO Client Accounting form and complete the following fields:
Field Description
Account Template Enter the client's Account Template ID.
Client Accounting System Select the Client Accounting System type.
QuickBooks Billing Template If you have been instructed to do so by the PrismHR Customer Support
Team, enter the QuickBooks Billing Template used for billing export.
The QuickBooks Billing Template field is for Quick Book Extracts custom
logic implementation. The system uses this instead of the Accounting
Template. Use this field.
Global Account Template Enter the Global Account Template used for this client.
Name of Output File Enter the Name of Output File to specify the name of the file that the
system creates for the client accounting download, if any.
If you define an output file, PrismHR creates the file automatically during
payroll processing and users can download it from the Payroll Reports
form or the Payroll Summary form.
Note: Do not use the following invalid characters when naming the
output file: “*/:<>?\|. Instead, you can use uppercase A-Z, lowercase a-z,
and a space.
Company Offset Account Enter the Company Offset Account number used to handle thePayroll Setup Guide © 2026 PrismHR 133 Chapter 3 Company-Level Setup
Field Description
accounting offset for this client.
Exclude Non-Cash Pay Codes Select to exclude non-cash fringe benefit pay codes from the tax
from Tax Allocation Base allocation base. For example, $0 allocation lines are not included.
Earn Code/Earn Account For each pay code that should use a different format:
Format a. Enter a pay code in the Earn Code field to build an accounting
format. You can also enter an asterisk (*), which indicates "all
remaining" pay codes. The asterisk must be the last item on the
list, if used; the system ignores all items listed after the asterisk
row.
b. Enter the Earn Account Format. This overrides any format
defined in the template and the common format.
Tax Code/Tax Account Format For each tax account that should use a different format:
a. Enter the Vertex Tax Code to create client accounting. You can
also enter an asterisk (*), which indicates "all remaining" tax
codes. The asterisk must be the last item on the list, if used; the
system ignores all items listed after the asterisk row.
Enter the full code or the tax identifier, which is the part after the
dash. The state/county/local segments of the number precedes
the dash. The first two numbers after the dash indicate the kind
of tax. Refer to your documentation or voucher data to
determine what codes to use.
The Select Tax Code form displays when you click this field,
where you can select from a list of available tax deduction codes.
This form displays the tax code's description and employer paid
tax deduction.
b. Enter the Tax Account Format. This overrides any format defined
in the template and the common format.
Deduction Code/Deduction For each deduction code that should use a different format:
Account Format a. Enter a Deduction Code to build an accounting format. You can
also enter an asterisk (*), which indicates "all remaining"
deduction codes. The asterisk must be the last item on the list, if
used; the system ignores all items listed after the asterisk row.
Note the following when working with deduction codes:
• When searching for codes using the Deduction Codes search
form, only those codes set with a rebate bill code in the
System|Change|Deduction Codes form display. (The search
form displays the code's rebate bill code in the Bill CodePayroll Setup Guide © 2026 PrismHR 134 Chapter 3 Company-Level Setup
Field Description
column.)
• If you enter a deduction code that is not set with a rebate bill
code, an error message displays, "Only Deduction Codes with
Rebate Bill Codes can be used here."
b. Enter the Deduction Account Format. This overrides any format
defined in the template and the common format.
Other Bill Code/Other Bill For each bill code that should use a different format:
Account Format a. Enter an Other Bill Code that is not covered by the other fields,
for example, employee setup, report, administrative,
compensation, or delivery fees. You can also enter an asterisk (*),
which indicates "all remaining" bill codes. The asterisk must be
the last item on the list, if used; the system ignores all items
listed after the asterisk row.
To set up an offset for a billing code that is set to Memo Client
Acct Only, enter MEMO-OFFSET in the Other Bill Code field.
b. Enter the Other Bill Account Format. This overrides any format
defined in the template and the common format.
Use Non-Bill Accounting Select Use Non-Bill Accounting to open the Non-Bill Accounting panel.Establishing Accounting System Parameters Use the Non-Bill Accounting panel, if you need to establish any accounting system parameters used for this company in PrismHR. Note: This panel displays only if you select the Use Non-Bill Accounting option.
Payroll Setup Guide © 2026 PrismHR 135 Chapter 3 Company-Level Setup
To establish any accounting system parameters: 1. In the Non-Bill Accounting panel, complete the following fields:
Field Description
EE Deduction Code/EE For each employee deduction code:
Deduction Amount/EE a. Enter the EE Deduction Code to override the format defined in
Deduction Account Offset the template. The Description displays.
Note the following when working with EE deduction codes:
• When searching for codes using the EE Deduction Codes
search form, only those codes that are not set with a rebate
bill code display. (No values display in the search form's Bill
Code column.)
• If you enter a deduction code that is set with a rebate bill
code, an error message displays, "Only Deduction Codes that
do not have a Rebate Bill Code in place can be used here."
b. Enter the EE Deduction Account number format for this client.
c. Enter the for the EE Deduction Account Offset number format.
EE Tax Code/EE Tax Account/EE For each employee tax code:
Tax Account Offset a. Enter the Vertex EE Tax Code. This overrides any format defined
in the template.
You can enter the full code or the tax identifier, which is the part
after the dash. The state/county/local segments of the numberPayroll Setup Guide © 2026 PrismHR 136 Chapter 3 Company-Level Setup
Field Description
precedes the dash. The first two numbers after the dash indicate
the kind of tax. Refer to your documentation or voucher data to
determine what codes to use.
b. Enter the EE Tax Account number format for this client.
Note: You must enter a value in this field. Otherwise, a warning
displays since not entering this value could cause a payroll failure.
c. Enter the EE Tax Account Offset number format.
EE Arrears Recv Enter the account number for the receivables portion of employee
arrears in the EE Arrears Recv field.
EE Arrears ContraExpense Enter the ContraExpense account number for the receivables portion of
employee arrears in the EE Arrears ContraExpense field.Defining the Custom Layout If you selected Custom as the Client Accounting System, the Custom Layout panel displays.
In the Custom Layout panel, complete the following fields:
Field Description Cust Column Enter the Cust Column number where the data is entered. If you enter the same column number in multiple rows, the system concatenates the data. Cust Heading In the Cust Heading, enter the heading to display in the first row. Data Click Data to display the Lookup Items panel, where you can select a preset code to display in the spreadsheet. (Only the preset code displays in the spreadsheet, not the description.) You can also enter data in this field instead of selecting an item from the Lookup Items list. Note the following: • If there are multiple Pay Period End Dates for a payroll, the PPENDDATE preset code displays the earliest Pay Period End Date
Payroll Setup Guide © 2026 PrismHR 137 Chapter 3 Company-Level Setup
Field Description
for that payroll.
• Zeroes (0) display for DBAMOUNT and CRAMOUNT to indicate blank
amounts.
Mask Enter the Mask code to use on the data, if any.
Delimiter Select the Delimiter for the file, either tab or comma.
Show Heading Select Show Heading to include the heading row in the file.Related Topic Setting Up PEO Client Accounting task sheet Using Billing Codes in System Administration User Guide
Using PEO Client Accounting Wildcards Since you use the accounts set up in PEO Client Accounting Setup as a global template for all clients, fill in the specified Code and Account Format fields. PrismHR uses the four Common {type} Earn Account entry boxes to associate a general ledger account number with a PrismHR code. Your use of a delimiter (such as a period, asterisk, or dash) in the Common {type} Earn Account fields depends on your client’s preference or accounting package. If there is a wildcard substitution indicated, but the code’s G/L code segment is blank, the system uses the actual code instead. You can use the following wildcards in the Common {type} Earn Account fields: Table 4: Revenue/Sales Accounting Wildcards Wildcard Description CLBROKER Client Broker CLCC Client Cost Center CLGRPCD Client Group Code CLID Client ID CLNAISC Client NAISC CLSALES Client Sales Person CLSCC Client Sub Cost Center CLSTATE Client State
Payroll Setup Guide © 2026 PrismHR 138 Chapter 3 Company-Level Setup
Table 4: Revenue/Sales Accounting WildcardsWildcard Description CLSVRT Client Service Type CLWC Client WC Policy EEDP Employee Department EEDP2 Employee Department Two EEDV Employee Division EEDV2 Employee Division Two EEDV3 Employee Division Three EEJB Employee Position EEJB2 Employee Position Two EEJB3 Employee Position Three EELCC Employee Location Code EELC Employee Location EELC2 Employee Location Two EELC3 Employee Location Three EEPR Employee Project EESCC Employee Sub Cost Center EMCC Employer Cost Center EMID Employer ID* EMSCC Employer Sub Cost Center MSCL01 - MSCL99 Client Miscellaneous GL Codes 01-99 EEMDP01 - EEMDP99 Employee Department Miscellaneous GL Codes 01-99 EEMDV01 - EEMDV99 Employee Division Miscellaneous GL Codes 01-99 EEMJB01 - EEMJB99 Employee Position Miscellaneous GL Codes 01-99 EEMLPJ01 - EEMLPJ99 Employee Project Miscellaneous GL Codes 01-99 EEMLC01 - EEMLC99 Employee Worksite Location Miscellaneous GL Codes 01-99
Note that the following information only applies to the wildcards indicated above with an asterisk (*) in its Description column:
Payroll Setup Guide © 2026 PrismHR 139 Chapter 3 Company-Level Setup
• External Journal Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Journal Post. • External Invoice Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Invoice Post. • External Third Party Checks Journal Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Third Party Checks Journal Post. • Regenerate Payroll Cost Accounting (located on Operations|Action menu): After adding or changing the wildcards within the G/L Setup, the system applies them during the regenerate cost accounting process. • Regenerate Invoice Accounting (located on Operations|Action menu): After adding or changing the wildcards within the G/L Setup, the system applies them during the regenerate invoice accounting process.
Setting Up Per Diem Wages This section describes how to set up driver per diem wages in PrismHR that are particular to the trucking industry. You can define per diem wages using one of three methods: • Percentage method: Total wages are entered as a whole and PrismHR breaks this information down into taxable wages and non-taxable per diem wages. The percentage used to calculate the non-taxable per diem amount is set up at the Position or Department level. • Mileage method: The client reports the total mileage. The pay rate per mile varies by tier and is broken into taxable wages and non-taxable per diem wages. Both the taxable and non-taxable per diem wages are defined as rate per mile. • Daily method: The client reports the total wages, along with the number of days each individual driver has been out. The system takes the number of days out that the user enters and multiplies it by the per day amount. The daily amount is set up on an individual employee basis.
Percentage Method Use the Pay Codes form to create a per diem Percentage method pay code. 1. Open the Pay Codes form (found in the Back Office menu under System|Change). 2. Enter a per diem Percentage Pay Code and Pay Description for your organization. 3. Complete the fields in the Pay Code, Per Diem Method Rules, and Billing Code panels as appropriate.
Payroll Setup Guide © 2026 PrismHR 140 Chapter 3 Company-Level Setup
• If you selected Department in step 7, use the Departments form to define a per diem percentage: a. Open the Departments form (found in the Client menu under Client|Change). b. Enter the Department Code to which this per diem percentage applies. c. Enter the Per Diem Percent, which is the percentage of pay to allocate to non-taxable per diem for this department.
Payroll Setup Guide © 2026 PrismHR 141 Chapter 3 Company-Level Setup
Mileage Method Note: This works only for companies that do not have Shift set as an entry for Detail Time Sheet Parameters.
Ceate a per diem Mileage method pay code: 1. Open the Pay Codes form (found in the Back Office menu under System|Change). 2. Enter a per diem Mileage Pay Code and Pay Description for your organization. 3. Complete the fields in the Pay Code, Per Diem Method Rules, and Billing Code panels as appropriate.
Payroll Setup Guide © 2026 PrismHR 142 Chapter 3 Company-Level Setup
Set up Mileage Rates for per diem: 1. Open the Mileage Rates form (found in the Client menu under Client|Change).
Add Mileage as an option in Detail Time Sheet Entry: 1. Select the appropriate client and then open Client Details.
Payroll Setup Guide © 2026 PrismHR 143 Chapter 3 Company-Level Setup
Select the Time Sheet tab.
In the Detail Time Entry Parameters panel, enter a new row.
Add Mileage as a Detail Time Sheet Field.
Set the Required, User Access, and Hidden options as appropriate.
Click Save.
Payroll processors must enter the defined mileage code and mileage rate: 1. When processing the payroll, for each employee who earned mileage, enter the information as described below: a. Access Detail Time Sheet Entry. b. Enter the Pay Code, defined earlier. c. Enter the Units Paid (miles). d. In the Mileage field, enter the mileage rate, defined earlier. e. Verify the Pay Rate per mile.
f. Click Save.
g. Select another employee, or click Return.Related Topic “Entering Time Sheets” in Payroll User Guide
Payroll Setup Guide © 2026 PrismHR 144 Chapter 3 Company-Level Setup
Daily Method With the daily method, the client reports total wages, along with the number of days each individual driver has been out. The system takes the number of days out that the user enters and multiplies it by the per day amount. The daily amount is set up on an individual employee basis.
Create a per diem Daily method pay code: 1. Open Pay Codes form (found in the Back Office menu under System|Change). 2. Enter a per diem Daily Pay Code and Pay Description for your organization. 3. Complete the fields in the Pay Code, Per Diem Method Rules, and Billing Code panels as appropriate.
Set up Daily Per Diem rate for an employee: 1. Open the Employee Details form (found in the HR menu under HR|Change). 2. Enter the Employee to whom the daily per diem method applies. 3. Select the Pay tab.
Payroll Setup Guide © 2026 PrismHR 145 Chapter 3 Company-Level Setup
Setting Up Reported Tips This topic guides you through the payroll process of setting up reported tips and tip overtime. The procedures include: • Updating System Parameters • Updating Position Codes • Updating Pay Codes • Setting Up FLSA Rulesets • Updating Pay Groups • Viewing Time Sheet Entry
Updating System Parameters Use the Tip Credit Make Up Pay Code field on the System Parameters form to enter the code for tip credit.
To set the global tip credit make up pay code: 1. Open System Parameters (found in the Back Office menu under System|Change). 2. Scroll down to the Global Codes Setup panel.
Payroll Setup Guide © 2026 PrismHR 146 Chapter 3 Company-Level Setup
Updating Position Codes Use the Positions form to indicate this job is a tipped position.
To set up a position code as a tipped position: 1. Open the Positions form (found in the Client menu under Client|Change). 2. Enter the Position Code to edit. 3. Select Tipped Position to indicate this is a tipped position.
Payroll Setup Guide © 2026 PrismHR 147 Chapter 3 Company-Level Setup
Updating Pay Codes Use the Pay Codes form to update pay codes to properly calculate tips.
To set up pay codes for tipped employees: 1. Open the Pay Codes form (found in the Back Office menu under System|Change). 2. Enter the Pay Code to edit. 3. Scroll down to the Processing Options panel. 4. If appropriate, select one of these options: • Select Used to Pay Cash Wage for Tipped Employees if this pay code is used to pay cash wages for tipped employees. • Select Pay Codes Used to Pay Employees for Charged Tips to compensate an employee for charged tips. 5. If this is a reported tip pay code, you can select Collect Tip Sales on Time Sheet to display the Tip Sales column next to this pay code column in Summary Time Sheet Entry. This is a memo field for recording the sale amount associated with the reported tip and is used for reporting purposes.
Payroll Setup Guide © 2026 PrismHR 148 Chapter 3 Company-Level Setup
Sample Pay Codes This pay code is used to pay tipped personnel a Minimum Cash Wage:
Payroll Setup Guide © 2026 PrismHR 149 Chapter 3 Company-Level Setup
This pay code is an example of Reported Tips:
Payroll Setup Guide © 2026 PrismHR 150 Chapter 3 Company-Level Setup
This pay code is used to pay the Tip Credit Make Up Amount Calculated:
Setting Up FLSA Rulesets Use the FLSA Ruleset form to set up Fair Labor Standards Act (FLSA) Rulesets for calculating overtime.
To set up an FLSA ruleset for tipped employees: 1. Open the FLSA Ruleset form (found in the Back Office menu under (System | Change).
Payroll Setup Guide © 2026 PrismHR 151 Chapter 3 Company-Level Setup
Note: Be sure to select a Premium Pay Code of HALF.
Enter the HALF Premium Pay Code.
Click Save. Use the Billing tab in Client Details to determine the number of days to delay New Employee Setup fees.
Open the Client Details form (found in the Client menu under Client|Change).
Select the Billing tab.
Enter the New Hire Fee Day Offset to determine the number of days to delay New Employee Setup fees. Use the Other Options panel to indicate that this client’s bill and pay rates are set by the job.
Select the Other tab in Client Details.
Select Yes from the Job Rates Used drop-down. Use the Payroll Processing Options panel to make sure overtime is properly calculated.
Select Payroll tab in Client Details.
Payroll Setup Guide © 2026 PrismHR 152 Chapter 3 Company-Level Setup
Select the FLSA Ruleset to calculate overtime.
Select the day on which the FLSA Work Week Ends On. Use the Tipped Employees panel to properly adjust taxes.
In the Adjust Taxes to Cover Cash Shortfall field, indicate the tax adjustment process to use if there is a shortage of cash earnings.
Select Adjust Reported Tips to Minimum to adjust reported tips to meet the minimum wage level.
Enter the Allocated Tip Calc Percent if the system should use allocated tips calculation process, otherwise leave this field blank. (For example, 8% would be 8.00.)
Click Save. You can override the FLSA Ruleset on the Worksite Locations form with one per location. You can also have one used exclusively for calculations with tipped employees.
Open the Worksite Locations form (found in the Client menu under Client|Change).
Enter the Location Code.
Open the Other Parameters panel.
Select the FLSA Ruleset to be overridden.
Select the FLSA Ruleset (Tipped EE) to be overridden for the employee.
Click Save.
Updating Pay Groups Use the Pay Groups form to change the day the work week ends for this pay group.
Payroll Setup Guide © 2026 PrismHR 153 Chapter 3 Company-Level Setup
To set up a pay group for tipped employees: 1. Open Pay Groups (found in the Payroll menu under Payroll|Change).
Note: The Work Week Ends On date must coincide with the period end date.
Viewing Time Sheet Entry Use the Time Sheet Entry form to review payroll information.
To review time sheet entry data: 1. Open Summary Time Sheet Entry. This is typically accessed through Payroll Process or SuperBatch. 2. Select the Payroll # you want to view. The Payroll Time Sheet opens.
The example below shows an example of an employee working 60 hours at minimum cash wage and reported tips of $120.00. The tips reported are not enough to bring rate of pay up to minimum, so PrismHR calculates a tip credit make up amount. 3. Click Return. Use the Payroll Summary to view the Employee Voucher detail.
Payroll Setup Guide © 2026 PrismHR 154 Chapter 3 Company-Level Setup
Open the Payroll Summary form (found in the Payroll menu under Payroll|View).
Select the Payroll Number. Payroll information displays.
Click the Voucher # for the desired employee. The Employee Payroll Voucher opens.
Select the Pay tab.
Setting Up Work Shift Differential Pay Use the Shifts, Client Details, and Pay Codes forms to setup work shift differential pay, which involves doing the following: • Creating a shift code with pay differential • Setting up timesheet access to shift codes • Including shift differential calculations in pay codes
Creating a Shift Code with a Pay Differential This procedure provides an example of setting up a shift code with a pay differential for a night-shift employee.
Payroll Setup Guide © 2026 PrismHR 155 Chapter 3 Company-Level Setup
On the Client|Change menu, select Shifts. For example:
Enter the Shift Code name.
Enter a brief shift Description.
Select Fixed in the Differential Method field.
Enter the Differential Amount.
Select Include in Pay Rate if this differential pay will be added to the employee’s pay rate. Otherwise, it will be paid using a separate pay code.
Select the Regular Pay Code to pay the shift differential for the employee.
Select the Overtime Pay Code to pay the shift differential for the employee.
Enter the Overtime Pay Factor to multiply the Overtime Shift Premium amount by when paid using a separate pay code.
Select Calc O/T Differential on Straight Rate if the differential on overtime pay is to be calculated using the straight pay rate.
Click Save.
Setting Up Time Sheet Access to Shift Codes This procedure ensures the shift code displays on the timesheet. 1. On the Client|Change menu, select Client Details. 2. Select the Time Sheet tab. 3. In the Detail Time Entry Parameters table, set the shift parameters. For example:
Payroll Setup Guide © 2026 PrismHR 156 Chapter 3 Company-Level Setup
Setting Up a Shift Differential Calculation This procedure ensures that the pay codes you use are setup to include a shift differential calculation. 1. Click Back Office. 2. On the System|Change menu, select Pay Codes. 3. Select the desired Pay Code. 4. Scroll down to the Processing Options panel and select Include when Calculating Shift Differential Pay.
O Method FLSA Calculation of D/T Hours In California, double-time (D/T) hours are paid at one times the regular rate of pay. When there are more than two rates of pay or non-discretionary income, the weighted average method is used for calculation premium pay or HALF pay. Your organization can set up the system to allow for the 50% premium pay calculation for the D/T pay code, thus including D/T in the weighted average at one times the regular rate, and the DT1 pay code (for straight double- time pay) then calculates at one time the weighted average rate. Your organization can use a DT1 pay code as the regular double-time pay code using the 1x pay rate, and DTPREM as the premium double pay code, with a rate that is 1x the calculated weighted average rate for the O- type FLSA Rulesets. 1. Set up the DT1 pay code so that the Add to D/T Hours (Threshold) option is selected.
Payroll Setup Guide © 2026 PrismHR 157 Chapter 3 Company-Level Setup
Set up the DTPREM pay code as required.
Set up an FLSA Ruleset where: • The Reporting Method is set to (O) Overtime Hours Reported Separately. • The Premium Pay Code is set to HALF. • The Double Premium Pay Code is set to DTPREM.
In PrismHR, enter the ruleset ID in the FLSA Ruleset field of the Client Details Payroll tab.
Enter the FLSA Work Week Ends On day.
Payroll Setup Guide © 2026 PrismHR 158 Chapter 3 Company-Level Setup
Note: Note that the payroll’s period end date must coincide with the FLSA Work Week Ends On day.
Setting Up ACH Deposits with Cachet Financial Services This article describes the process of setting up an ACH Originator in PrismHR for Cachet. This process includes: • Setting up Cachet as your ACH Originator • Creating a bank account for the client • Creating/adjusting your existing payroll checking account • Assigning the checking account to client companies
Setting Up Cachet as Your ACH Originator In order to set up Cachet as an ACH Originator, you must first confirm that consolidated ACH file processing is enabled.
To enable consolidated ACH file processing, do the following: 1. Click Back Office. Select System Parameters under System|Change. The System Parameters form opens. 2. In the Consolidated ACH File Processing Used field, select Yes, if it is not already selected. Once this setting has been confirmed, begin the process of setting up ACH Originators. 3. Click Back Office. Select ACH Originators under System|Change. The ACH Originators form opens.
Payroll Setup Guide © 2026 PrismHR 159 Chapter 3 Company-Level Setup
Enter the appropriate ACH File Originator information for Cachet by completing the following fields. See the Payroll User Guide for information about the other fields on this form.
Field Description Processor ID Enter or select the financial institution. The PrismHR Customer Support Team recommends that you use easy-to-remember abbreviations for the processor IDs. (Note: Do not enter spaces in this field.) Processing Bank ID Enter or select the bank routing number for your bank. Processing Company ID Enter your Federal IRS Number (FEIN), beginning with the number 1. For example, if your FEIN number is “240000054,” then enter 1240000054. Processing Company Name Enter your company name as the PEO. ACH File Options Select the Put Company ID on ACH file detail lines position 40-54 option. Third Party Format Select Cachet.
In the Cachet panel, do the following:
Payroll Setup Guide © 2026 PrismHR 160 Chapter 3 Company-Level Setup
Field Description
Generate Cachet ACH File Format Select this field.
Cachet Funding Transaction Days Prior To Pay Enter 1 in this field.
DateNote: Do not enter other information or select other fields in this panel.
Creating a Bank Account for the Client To continue the ACH setup process, you must create a bank account for each client. For example, if there are 100 clients, then you need to create 100 client bank accounts.
To create a client bank account, do the following: 1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form displays.
Note: Enter the same information as found on the Billing tab in the Client|Change > Client Details form, specifically in the Electronic Billing panel.
Payroll Setup Guide © 2026 PrismHR 161 Chapter 3 Company-Level Setup
Complete the following fields to continue the bank account setup for each client you want to include in the Cachet file. See the Payroll User Guide for information about the other fields.
Field Description Account ID Enter or select your checking number, which must be an integer. Reference Enter the client’s name. Bank Name/Bank Address Enter the bank’s name and address that the client uses. Offset Account ID Enter or select the ID of your bank where you deposit or withdraw funds. Rebate Bill Code Enter NETPAY. Employer ID Enter or select the employer ID, which is the same ID on the Client Details record for that client, or enter the employer ID on your bank account, if the client is assigned a bank account with a different employer.
In the ACH Setup panel, enter the following information:
Field Description ACH Processor ID Enter or select the same ACH Processor ID that you created earlier. Company Name (Batch Header) Enter the client’s company name.
Click Save.
Creating/Adjusting Your Existing Payroll Checking Account Cachet requires two checking accounts to perform ACH processing: one account for direct deposits to employees, and a second account for withdrawals from your client.
Note: These steps may vary depending upon your payroll checking account set up. Please log in to the Customer Resource Center and click Request Customer Support, if you have any questions. A support representative will contact you as soon as possible.
Payroll Setup Guide © 2026 PrismHR 162 Chapter 3 Company-Level Setup
Making Adjustments to Your Checking Account If you have an established checking account for payroll, and you want to have Cachet process your ACH, then you need to input an Offset Account ID in the Bank Accounts form and change the ACH Processor ID to Cachet in the ACH Setup panel.
To make adjustments to your bank account, do the following: 1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form opens. 2. In your bank account, in the Offset Account ID field, enter or select the ID of the account you set up earlier. 3. In the ACH Setup panel, enter the following information:
Field Description
ACH Processor ID Enter or select the ACH Processor ID that you created earlier.
Company Name (Batch Header) Enter your company name.Creating a New Checking Account for Client Withdrawals
To create a new checking account for client withdrawals, do the following: 1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form opens. 2. Enter the new Account ID and the same bank information as your established checking account. 3. In the ACH Setup panel, enter the following information:
Field Description
ACH Processor ID Enter or select the ACH Processor ID that you created earlier.
Company Name (Batch Header) Enter your company name.Note: If you do not have an account established for payroll, then you need to create a new checking account for employee deposits and employee withdrawals.
Assigning the Checking Account to Client Companies To assign the checking account to client companies, do the following: 1. In the Client menu, select Client Details (under Client|Change). The Client Details form opens. 2. Select the Account tab. 3. In the Bank Accounts panel, enter the following information:
Payroll Setup Guide © 2026 PrismHR 163 Chapter 3 Company-Level Setup
Field Description
Direct Deposit Account Assign the Bank Account that you created earlier.
Receipts Account Enter your Bank Account where invoice payments and other payroll
transactions related to this client will be processed.Payroll Setup Guide © 2026 PrismHR 164 Chapter 4 Import Definition Files
Chapter 4 Import Definition Files You must set up definitions before you can import files.
WARNING: You cannot import native Microsoft Excel (.xls) files. Data errors will occur. You can import only tab-delimited, comma-separated values (.csv), or fixed format data files.
Setting Up Pay Import Definitions Use the Pay Import Definition form to set up pay data import definitions from tab-delimited, comma-delimited (CSV), or fixed-length data import files.
Note: After you create a pay import definition, you assign it to the appropriate client(s) in the Time Sheet tab of the Client Details form.
Defining Time Sheet Pay Import Definition Parameters Define the parameters required to import the pay data from the file in the Time Sheet Pay Import Definition panel.
Payroll Setup Guide © 2026 PrismHR 165 Chapter 4 Import Definition Files
To set up pay data import definitions: 1. Enter the Definition ID for the pay import. • If you are creating a new import definition, use something descriptive, such as the name of the client that generates the data import file; the ID cannot include spaces. Also enter a short Description in the second field. • You can copy an existing definition to use as the basis for a new definition. Open the Actions menu and select Copy. Note: You can only create and save a New Definition ID using the following characters: numbers zero through nine, lowercase letters a through z, and capitalized letters A through Z. Otherwise, an error message displays. 2. Select Hourly Only to load only hourly employees from the import file. The system reports any salaried employees included in the file as download exceptions. 3. In the File Format field, select a format for the data import: • Delimited—data is separated by a demiliter • Fixed-Length—data is grouped together without spaces If you select Delimited, select a delimiter from the Delimiter drop-down: • Tab—space between data • Comma—comma (,) between data • Pipe—pipe (|) between data 4. If necessary, enter the Number of Header Lines To Skip. This setting skips any header content lines in the import file, and begins the import after that. For example, if the first line in the file has the column headings, and the second line is the first record, enter 1. 5. Select Rates Have Four Decimal Places if the pay rates have four decimal places. 6. Select Allow Zero Pay On Time Sheets to pass zero amounts to the time sheet.
WARNING: Do not use the Special Processing Routine fields unless directed to do so by the PrismHR Customer Support Team.
Note: You must select All Special Routines Using Message Format if this is a web-based import. If this parameter is not selected, do not select it unless directed to do so by the PrismHR Customer Support Team.
Payroll Setup Guide © 2026 PrismHR 166 Chapter 4 Import Definition Files
Indicating Outcome of Existing Data After Data Import Use the When Posting Imported Data to Time Sheets panel to indicate what happens to any existing data after a data import.
Note: If you chose to clear existing pay (All Employees or Employees in Import File Only), you can only select Overwrite existing amounts from the Update existing pay on time sheets drop-down. If you chose not to clear existing data (None), then you can choose a method for how to handle existing pay.
Payroll Setup Guide © 2026 PrismHR 167 Chapter 4 Import Definition Files
Defining Standard Pay Imports There are two methods for defining the pay import: • Mapping Data Import File Fields (page 168): Map pay codes from a time-keeping system to existing pay codes in PrismHR. • Mapping Data Import File (page 168): Import the pay data that has been prepared to match the client’s existing time sheet column headings in PrismHR.
Mapping Data Import File Fields Use the Import Field Definitions table to map the fields of the data import file to those in PrismHR.
To map the data import file fields: 1. Specify the fields in the file: • If the import file is tab- or comma-delimited, enter the Field #. • If the import file is fixed-length, enter the Start and End positions. 2. Select the Field Name of the field into which the data imports. The system skips any missing fields or applies a default value. 3. Use the Conversion Mask field only with direction from the PrismHR Customer Support Team. The system uses this value when data in the import file is in a non-native format.
Mapping Data Import File Use the Import Translation Table to map the data import file codes to those in PrismHR.
Payroll Setup Guide © 2026 PrismHR 168 Chapter 4 Import Definition Files
To map the data import file codes: 1. Enter the Foreign Code from the other system. 2. Enter the Prism Code to use once the data imports, for example, REG. 3. Select the PTO Type Flag if this code is for Vacation, Sick, or Other paid time off. 4. Click Save. Table 5: Import Translation Codes Translation Code Description V* Division D* Department J* Position Code S* Shift Code C* Project/Cost Center L* Location Code
Note: For more information about setting pay codes, see the Importing More Than 20 Pay Codes Using Match Pay Import Method article in the Customer Resource Center.
Payroll Setup Guide © 2026 PrismHR 169 Chapter 4 Import Definition Files
Viewing Assigned Clients for Pay Import Definitions Select Clients Assign To on the Actions menu to view the assigned clients for the selected pay import definition. The Clients Assigned To Pay Imports Definition form displays. For example:
Note: If you do not select a Definition ID in the Pay Import Definition form and then select the Clients Assigned To option an error message displays, “You must enter a Definition ID first.” Click OK to continue. The Clients Assigned to Pay Import Definition form displays all active, pending, inactive, terminated, and client- canceling clients assigned to the selected pay import definition ID. Note: You can filter the client list by selecting an option from the Status field.
Related Topics Performing Standard Pay Imports (page 170) Client Details Time Sheet Tab in the Client Administration User Guide
Performing Standard Pay Imports Importing pay data from time keeping systems typically requires a combination of the methods described (usually methods 2 and 3) due to the various levels of information being imported. You will define the parameters related to the import, then decide how you will map the time keeping system codes to PrismHR codes by: • Defining the parameters of import • Mapping foreign codes to existing PrismHR pay codes • Defining which data to import from the data file
Payroll Setup Guide © 2026 PrismHR 170 Chapter 4 Import Definition Files
Pay Import Definition Use the Pay Import Definition form to define the parameters of a specific import scenario. Once set up, the Import Definition can be used repeatedly providing the import scenario does not change.
To define the parameters: 1. Open Pay Import Definition (found in the Back Office menu under System|Change).
Note: Do not use the Special Processing Routine fields unless directed to do so by the PrismHR Customer Support Team.
Note: You must select All Special Routines Using Message Format if this is a web-based import. If this parameter is not selected, do not select it unless directed to do so by the PrismHR Customer Support Team.
Payroll Setup Guide © 2026 PrismHR 171 Chapter 4 Import Definition Files
Select Show Original File Data in Error Report if the error report should show the complete line of data from the original file.
From the Use STD Allocation On drop-down, select the standard allocation to use for time. In the When Posting Imported Data to Time Sheets panel:
From the Clear Existing Pay From Time Sheets for drop-down, select how to manage existing information: • All Employees: Clears all pay information for all employees in a batch when the file imports. • Employees in Import File Only: Employee data in the import file overwrites any existing data only for those employees. If other employee data exists in the payroll batch, their data is preserved. • None: No data is cleared.
Note: If you chose to clear existing pay (All Employees or Employees in Import File Only), you can only select Overwrite existing amounts from the Update existing pay on time sheets drop-down. If you chose not to clear existing data (None), then you can choose a method for how to handle existing pay.
Payroll Setup Guide © 2026 PrismHR 172 Chapter 4 Import Definition Files
Standard Pay Import - Method 1 - Mapping The first method describes the process of setting up pay data import information by “mapping” pay codes from a time keeping system to existing pay codes in PrismHR.
Note: The data in the following table will be used as an example to set up the Import Field Definitions and the Import Translation Maintenance screens.
Table 6: Method 1 - Pay Data Format Example
Employee SSN Pay Code Amount Dept
FORCE, GAYLE 205-58-9764 REGULAR 32 ADMIN
FORCE, GAYLE 205-58-9764 VACATION 8
ZILINSKI, STREUDEL 019-19-4545 REGULAR 40 OPER
ZILINSKI, STREUDEL 019-19-4545 OVERTIME 2 OPER
MURPHY, SCUD 010-00-2250 REGULAR 40 PIS
PINTIN, BORIS 060-26-6226 REGULAR 24 PIS
PINTIN, BORIS 060-26-6226 PTO 16
SPRINKLE, PERRY 221-14-1952 REGULAR 40 PREP
TANG, PYONG 550-45-1976 REGULAR 40 PREP
TANG, PYONG 550-45-1976 OVERTIME 5
PING, HO-CHI 140-49-4949 REGULAR 40 PT
ERICSON, KRISTIN 031-72-0061 REGULAR 36 PT
ERICSON, KRISTIN 031-72-0061 SICK 4
BROOK, REEDY 420-04-1888 PTO 40 40
MILLER, SEB 131-02-9876 REGULAR 40 220
MILLER, SEB 131-02-9876 OVERTIME 1.5
PEDD, BI 990-33-1358 REGULAR 40 220
FROMMARUBA, CHARLIE 610-05-6242 REGULAR 40 220
SHIN, GUNG-FU 522-21-4355 VACATION 40 220
MCKENSEY, HORTENSE 014-14-1944 REGULAR 40 220
MCKENSEY, HORTENSE 014-14-1944 OVERTIME 0.5
CHEAP, URIAH 452-14-1256 REGULAR 40 220Payroll Setup Guide © 2026 PrismHR 173 Chapter 4 Import Definition Files
To create an import definition for Method 1: 1. Open Pay Import Definition (found in the Back Office menu under System|Change). 2. Enter the appropriate information in the Import Field Definitions panel. This information defines which fields of the external file will be imported into PrismHR and how the data will be treated.
Note: Do not use the Conversion Mask column unless you have been directed to do so by the PrismHR Customer Support Team.
Standard Pay Import - Method 2 - Matching The second method involves importing pay data that has been prepared to match the client’s existing time sheet column headings.
Note: The data in the table below will be used as an example for Method 2 and represents the information coming from the time keeping system.
Table 7: Method 2 - Pay Data Format Example
SSN REGULAR OVERTIME BONUS SICK PTO AUTO
ALLOW
205-58-9764 40 3.5 100.22 2.0 8.0 100.0
234-09-8765 50 4.0 50.0 6.0 8.0 100.0
019-19-4545 45 2.5 60.0 5.0 6.0 100.0
020-09-9876 32 6 75.0 6.5 7.0 100.0Payroll Setup Guide © 2026 PrismHR 174 Chapter 4 Import Definition Files
Table 7: Method 2 - Pay Data Format Example
SSN REGULAR OVERTIME BONUS SICK PTO AUTO
ALLOW
010-00-2250 40 4.0 62.50 6.0 8.0 100.0
060-26-6226 40 3.5 77.0 8.0 8.0 100.0
987-65-4321 55 4.0 80.0 7.0 8.0 100.0
221-14-1952 60 6.0 66.0 6.0 8.0 100.0The Import Field Definitions correspond to the Pay Code Columns 1, 2, 3, 4, 5 and 7 on your Company Master Maintenance SF6 - Headings tab, as shown below.
Note: Pay Code Columns 6 and 8 are not used.
To create an import definition for Method 2: 1. Open Client Details (found in the Client menu under Client|Change). Select the Time Sheet tab to open the Client Time Sheet form. 2. Fill in the fields on the Time Sheet Pay Data Import Definition form with the values as described in “Standard Pay Imports”. 3. Enter the information into the Import Field Definitions table. This information defines which fields of the external file will be imported into PrismHR and how the data will be treated.
Payroll Setup Guide © 2026 PrismHR 175 Chapter 4 Import Definition Files
Note: The values 1,2,3, etc., associated with the Designates Amount Paid #and Designates Hours Worked or Units Paid # Field Names as shown in Figure 4 correspond with the type of pay data in the Pay Code Column Headings in the Client Details form.
Note: Any field that is missing will be skipped.
Note: The Convert column is used when data is presented in a non-native format. For example, if 80 hours was listed as 8000 with no decimal, enter MR2 (masked right with two decimal places) in the Convert column. Contact F. W. Davison & Company for other Convert codes that are available.
Leave the Conversion Mask column blank. For Method 2, no translation is needed since the pay codes are controlled by the Client Details form.
WARNING: A change in the Pay Code Column Headings on the Company Master Maintenance record will impact Method 2.
Click Save.
Standard Pay Imports - Method 3 The third method involves importing more pay codes than are defined in the Client Details form. This method can also be used for importing pay codes from time clock systems that create one record per employee. If a pay code column is not available on the existing time sheet (as defined on the Client Details form) or you do not want to use those columns, you can number each pay code column using a range of 10 - 20 as shown below and import the unsupported pay codes.
Payroll Setup Guide © 2026 PrismHR 176 Chapter 4 Import Definition Files
To create an import definition for Method 3: 1. Select System|Change|Pay Import Definition. The Pay Import Definition form opens. 2. Fill in the fields on the Pay Import Definition form with the values as described in the section above. 3. Enter the Foreign Code (C10* - C20*) and the Prism Code for each pay code to be converted.
Payroll Setup Guide © 2026 PrismHR 177 Chapter 4 Import Definition Files
Note: Foreign Code Columns are entered as C10* - C20* in the Import Translation Maintenance panel as values C10* - C11* in the Foreign Code column shown below represent the data columns that will be imported from the time clock system as shown in Figure 6.
Leave the PTO Type Flag column blank.
Enter the Field # and the Field Name for each pay code to be converted.
Click Save.
Field Name Definitions The following table provides a description of the codes used in the Field Name column in the Import Field Definitions panel. Table 8: Field Name Descriptions CODE F3 HELP COMMENTS DESCRIPTION DATEDateworkedorOptional : Usediftheimportsupportsmultipleworkdays, PeriodEndDatewherethedayofworkifsignificantforOvertimecalculationsorCertifiedPayroll.Thisfieldotherwiseindicatesthe′PeriodEnd′ifalldataaresentinsummary.Notethatthedateenteredheremustcorrespondwiththedateofthebatchopen, otherwisethedatawillnotbe′seen′.Ifnotsupplied, worksasstandardPrismwithalltimeaccruedonthelastWorkDay.SSN Employee’s Social Optional. Security number $EMPID Prism employee ID Optional. As seen on the Employee Master Maintenance screen.
Payroll Setup Guide © 2026 PrismHR 178 Chapter 4 Import Definition Files
CODE F3 HELP COMMENTS DESCRIPTION CLOCKNOTimeclockemployeeThisistheemployeenumberfieldontheEmployeeIDMasterMaintenancescreen − NOTtheclocknumberfield.CODEPOS Pay code auto- See Method 1. locates correct position. $HOURSPOS Must be used with See method 1. Shows hours paid. If no $HRSWRKPOS, CODEPOSthenalsoshowhoursworked.AMOUNTPOS Must be used with See Method 1. Shows a flat amount payment. CODEPOS.VARPOS Auto decide if hours See Method 1. or amount by code in CODEPOS. $HRSWRKPOS Hours worked (used See Method 1. Shows hours worked. Must be used with with $CODEPOS). an $HOURSPOS or VARPOS.CODE1 Designates pay code See Method 2. Each CODEXcolumnofMethod1relates1(detailonly).backtothematchingpaycodesetupontheCompanyMasterMaintenancescreen.SeeNote1belowthistable.HOURS1 Designates hours Note that on all of Method 2, each code must have either worked or units paid. an $HOURSX or AMOUNTX − butnotboth.AMOUNT1 Designates amount Note that on all of Method 2, each code must have either paid 1. an $HOURSX or AMOUNTX − butnotboth.CODE2 Designates pay code See Method 2. Each CODEXcolumnofMethod1relates2(detailonly).backtothematchingpaycodesetupontheCompanyMasterMaintenancescreen.SeeNote1belowthistable.HOURS2 Designates hours Note that on all of Method 2, each code must have either worked or units paid. an $HOURSX or AMOUNTX − butnotboth.AMOUNT2 Designates amount Note that on all of Method 2, each code must have either paid 2. an $HOURSX or AMOUNTX − butnotboth.CODE3 Designates pay code See Method 2. Each CODEXcolumnofMethod1relates3(detailonly).backtothematchingpaycodesetupontheCompanyMasterMaintenancescreen.SeeNote1belowthistable.HOURS3 Designates hours Note that on all of Method 2, each code must have either worked or units paid. an $HOURSX or $AMOUNTX - but not both.
Payroll Setup Guide © 2026 PrismHR 179 Chapter 4 Import Definition Files
CODE F3 HELP COMMENTS DESCRIPTION $AMOUNT3 Designates amount Note that on all of Method 2, each code must have either paid 3. an $HOURSX or AMOUNTX − butnotboth.CODE4 Designates pay code See Method 2. Each CODEXcolumnofMethod1relates4(detailonly).backtothematchingpaycodesetupontheCompanyMasterMaintenancescreen.SeeNote1belowthistable.HOURS4 Designates hours Note that on all of Method 2, each code must have either worked or units paid. an $HOURSX or AMOUNTX − butnotboth.AMOUNT4 Designates amount Note that on all of Method 2, each code must have either paid 4. an $HOURSX or AMOUNTX − butnotboth.CODE5 Designates pay code See Method 2. Each CODEXcolumnofMethod1relates5(detailonly).backtothematchingpaycodesetupontheCompanyMasterMaintenancescreen.SeeNote1belowthistable.HOURS5 Designates hours Note that on all of Method 2, each code must have either worked or units paid. an $HOURSX or AMOUNTX − butnotboth.AMOUNT5 Designates amount Note that on all of Method 2, each code must have either paid 5 an $HOURSX or AMOUNTX − butnotboth.CODE7 Designates pay code See Method 2. Each CODEXcolumnofMethod1relates7(detailonly).backtothematchingpaycodesetupontheCompanyMasterMaintenancescreen.HOURS7 Designates pay code See Method 2. Each CODEXcolumnofMethod1relates7(detailonly).backtothematchingpaycodesetupontheCompanyMasterMaintenancescreen.HOURS7 Designates hours Note that on all of Method 2, each code must have either worked or units paid. an $HOURSX or AMOUNTX − butnotboth.AMOUNT7 Designates amount Note that on all of Method 2, each code must have either paid 7. an $HOURSX or AMOUNTX − butnotboth.AMOUNT10 Designates amount See Method 3. See Note 2 below this table. paid 10. HOURS10Designateshoursworked10.AMOUNT11 Designates amount See Method 3. See Note 2 below this table. paid 11.
Payroll Setup Guide © 2026 PrismHR 180 Chapter 4 Import Definition Files
CODE F3 HELP COMMENTS DESCRIPTION HOURS11Designateshoursworked11.AMOUNT12 Designates amount See Method 3. See Note 2 below this table. paid 12. HOURS12Designateshoursworked12.AMOUNT13 Designates amount See Method 3. See Note 2 below this table. paid 13. HOURS13Designateshoursworked13.AMOUNT14 Designates amount See Method 3. See Note 2 below this table. paid 14. HOURS14Designateshoursworked14.AMOUNT15 Designates amount See Method 3. See Note 2 below this table. paid 15. HOURS15Designateshoursworked15.AMOUNT16 Designates amount See Method 3. See Note 2 below this table. paid 16. HOURS16Designateshoursworked16.AMOUNT17 Designates amount See Method 3. See Note 2 below this table. paid 17. HOURS17Designateshoursworked17.AMOUNT18 Designates amount See Method 3. See Note 2 below this table. paid 18. HOURS18Designateshoursworked18.AMOUNT19 Designates amount See Method 3. See Note 2 below this table. paid 19.
Payroll Setup Guide © 2026 PrismHR 181 Chapter 4 Import Definition Files
CODE F3 HELP COMMENTS DESCRIPTION HOURS19Designateshoursworked19.AMOUNT20 Designates amount See Method 3. See Note 2 below this table. paid 20. HOURS20Designateshoursworked20.DEPT Designates override Optional: replaces the employee’s Home department for department code. this pay line. DIVDesignatesoverrideOptional : replacestheemployee’sHomedivisionforthisdivisioncode.payline.SHIFT Designates override Optional: replaces the employee’s Home shift for this pay shift code. line. LOCDesignatesoverrideOptional : replacestheemployee’sHomelocationforthislocationcode.payline.PROJ Designates override Optional: replaces the employee’s Home project code for project/cost center this pay line. code. JOBDesignatesoverrideOptional : replacestheemployee’sHomejobcodeforthisjobcode.payline.CLIENTGL Designates client Optional: used if the client has specific G/L accounting override G/L code. that needs to flow with this pay line. SKIP DO NOT PROCESS Optional: used if you have a column in the download you THIS FIELD. do not need, but want to keep a full list of columns in the file. Designate that column as a SKIP. If a column number is not present, it is the same as skipped.
Note: $CODE1 - $CODE5 are not typically used since the position sets the code. Use of these codes will force a “Detail” time sheet line to be built.
Note: Each mapped column can only have either $AMOUNTXX or $HOURSXX, but not both. For example, JURY must be $HOURSXX, while BONUS must be $AMOUNTXX. Codes 10 -20 allow pay data columns to be imported that are not part of the standard Company setup, and if all used, represent support for more than 15 standard types of pay which has thus far handled the widest import spreadsheets presented.
Payroll Setup Guide © 2026 PrismHR 182 Chapter 4 Import Definition Files
Copying a Definition ID You can copy an existing Pay Import Definition ID for use in setting up a new ID.
To copy an existing definition ID: 1. in the Back Office menu, navigate to System|Change|Pay Import Definition. The Pay Import Definition form opens.
Select the Definition ID to be copied.
From the Pay Import Definition form, click the Actions menu and select Copy.
The New Definition ID field displays as shown below.
Enter the New Definition ID.
A pop-up window displays informing the user the new definition ID was created.
Payroll Setup Guide © 2026 PrismHR 183
========================================================================
Payroll-Reports.pdfPayroll Reports
Payroll reporting 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 Payroll Reports 1 Copyright notice 2 Table of Contents 3 Chapter 1 Default Client Reporting Parameters 9 Defining Benefits Billing Report Parameters 10 Defining Certified Payroll Report Format Parameters 10 Setting Check Journal Report Parameters 11 Setting Calculate Checks Report Parameters 12 Setting Employee Check Acknowledgement Parameters 12 Setting Client Allocation Report Parameters 13 Setting Client Allocation Formats 16 Formatting a Report 16 Copying an Existing Format Code 26 Setting Deduction Register Report Parameters 26 Setting Fax Back Report Parameters 28 Setting Overtime Report Parameters 29 Setting Payroll Allocation Report Parameters 31 Setting Payroll Check Journal Report Parameters 33 Setting Payroll No Earnings Report Parameters 34 Setting Payroll Register Report Parameters 35 Setting Workers’ Compensation Report Parameters 37 Viewing the Job Control Status Report 39 Chapter 2 Reports 40 Additional Fixed Income Tax Override Report 40 Additional Income Tax Override Report 40 Allocated Tips By Payroll Report 41
Payroll Reports © 2026 PrismHR 3 Table of Contents
ASO Client Payroll Accounting Journal Detail Report 42
ASO Payroll Register Report 43
Auto Holiday Pay Report 45
Batch Register Report 47
Benefit Adjustment Report 50
Benefit Register Employer Report 51
Calculate Checks Report 51
Certified Payroll Report 53
Certified Payroll XML Download Report 53
Client Allocation Report 55
Client Bill Rate Report 57
Client Check Register Report 58
Client Federal Entity Tax Register Report 59
Procedure 60
Report 60
Create Client Accounting Download Report 61
Deduction Code Detail Report 62
Deduction Code Summary Report 63
Deduction Register Report 65
Department of Labor Employment Statistics Report 71
Eligible Time Off Hours Report 72
Employee Check Register Report 73
Employee Direct Deposit Report 74
Employee By Location Within Pay Group Report 76
Employee Hours By Month Report 77
Employee Loans Report 78
Employee Match Code Register Report 79
Employee Other Deductions Report 80Payroll Reports © 2026 PrismHR 4 Table of Contents
Employee Period Pay and Hours Audit Report 81
Viewing the Report 82
Employee Time Off Accruals Report 83
Report Output 84
Employee Time Off Summary Report 84
Employee Scheduled Payments Report 85
Procedure 86
Report Output 86
Employee Suppressed Taxes Report 87
Employee Tax Credit Report 89
Employee Voucher Report 90
Employee with Status as of Date Report 92
Fax Back Report 92
Find a Check from Amount Report 94
Find Changes Made by a User 95
Find Changes to a File 95
Find Voucher from a Credit Account or Amount 96
Find Voucher from a Debit Account or Amount 97
FLSA Classification Analysis Report 97
FLSA Exempt Compensation Report 99
Generating Payday Notification Transmissions 101
Generating PFML Bulk Processing Files 103
Filtering Client and Employer Data 103
Generating the Payroll Validation Report 103
Generating Third Party Check Information 104
Global Payroll Deduction in Arrears Report 106
Global Pending Reversals Report 107
Global Unpaid Employees Report 108Payroll Reports © 2026 PrismHR 5 Table of Contents
Gross-To-Net Billing Report 109
Gross-To-Net Register Report 112
Identifying Employees with Pay On-Demand Accounts 115
Identifying Gross Pay/Negative Hours Less Than Zero 117
Invoice Accounting Detail Report 118
Invoice Sales Report 119
Invoice Variance Report 120
Invoice Variance Report Form 121
Report Parameters Panel 121
Invoice Panels 122
Running the Invoice Variance Report 123
Invoice Variance Report Results 125
Labor Distribution Report 127
Memo Pay Code Report 129
New York Disability Benefits Payroll Report 130
Non Scheduled Payroll Status Report 131
Obtaining Employee Deductions for Insurance Carriers 133
Obtaining Time Off Carryover Loss for Employees 135
Overtime Report 136
Paid To Date Pay Register Report 137
Pay Code Detail Report 138
Pay Code Summary Report 142
Pay Period Time Off Report 145
Payroll Allocation Report 146
Payroll Audit Report 150
Accessing the Payroll Audit Report 150
Generating the Payroll Audit Report 151
Payroll Billing Summary Report 153Payroll Reports © 2026 PrismHR 6 Table of Contents
Payroll Cash Requirement Report 154
Payroll Check Count By Client Report 156
Payroll Check Journal Report 157
Payroll Check Printing Report 160
Payroll Client SUTA Tax Register Audit Report 161
Payroll Cost Report 161
Payroll Cost Report - Standard 164
Payroll Deduction in Arrears Report 166
Payroll Detail Register Report 168
Payroll Disbursement Report 169
Payroll Earned Income Credit Report 170
Payroll Tax Report 171
Payroll Garnishment Report 172
Payroll Gross to Net Information Report 173
Payroll Register Report 174
Payroll Reports 180
Working with Archived Payroll Reports 182
Payroll Restaurant Tip/Tax Credit Report 183
Payroll Retirement Contributions Report 184
Payroll Status Report 186
Payroll Summary Report 187
Payroll Tax Override By Client Report 189
Payroll Third Party Deduction Register Report 191
Payroll Variance Reports 192
Payroll Voucher Report 194
Payroll Withholding Block/High Limit Report 194
Positive Pay File Report 195
Quarterly Wage and Tax Summary 196Payroll Reports © 2026 PrismHR 7 Table of Contents
Retirement Contribution Register Report 197
Running Tax Register Reconciliation Reports 198
Running the Global PTO Auto Enrollment Report 199
Report Output 199
Security Changes Report 200
SUTA Tax Liability Report 201
Tax Liability Report 202
Tax Register Detail Report 203
Tax Register Summary Report 205
Talx Tax Credit and Incentive Download 208
Third Party Sick Pay Report 209
Time Sheet Report 210
Time Sheet Report (From Vouchers) 214
Transfer Accounting Downloads File to PC 215
Transfer Tax Basis from Successor Report 216
Transfer Downloads File to PC 217
Unpaid Employees Report 217
Voucher Account Detail Report 220
WH347 Report 221
Workers' Compensation Report 222Payroll Reports © 2026 PrismHR 8 Chapter 1 Default Client Reporting Parameters
Chapter 1 Default Client Reporting Parameters 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 10) • Setting Calculate Checks Report Parameters (page 12) • Setting Client Allocation Report Parameters (page 13) • Setting Deduction Register Report Parameters (page 26) • Setting Employee Check Acknowledgement Parameters (page 12) • Setting Fax Back Report Parameters (page 28) • Setting Payroll Allocation Report Parameters (page 31) • Setting Payroll Check Journal Report Parameters (page 33) • Setting Payroll Register Report Parameters (page 35) • Setting Payroll No Earnings Report Parameters (page 34) • Setting Workers’ Compensation Report Parameters (page 37)
Note: If a report is set at the global level, users can edit the default parameters from the main Client menu.
Related Topic Client Details in Client Administration User Guide Global Payroll Reports in System Administration Guide
Payroll Reports © 2026 PrismHR 9 Chapter 1 Default Client Reporting Parameters
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).
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.Payroll Reports © 2026 PrismHR 10 Chapter 1 Default Client Reporting Parameters
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:
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 ReportPayroll Reports © 2026 PrismHR 11 Chapter 1 Default Client Reporting Parameters
Select this field: To do the following:
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. 2. Use Employee Sort to determine whether the report should sort the employees by name or ID. 3. Click Save.
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.
Payroll Reports © 2026 PrismHR 12 Chapter 1 Default Client Reporting Parameters
Setting 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.
• 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.Payroll Reports © 2026 PrismHR 13 Chapter 1 Default Client Reporting Parameters
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. • 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.
Payroll Reports © 2026 PrismHR 14 Chapter 1 Default Client Reporting Parameters
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
employee information.Enter the Allocation and Sort Parameters in the table, in display order. The fields entered in this table control how the report is allocated and displayed.
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.
Click Save. The global links at the top right allow you to manage the report parameters for clients that do not have their own defaults:
Payroll Reports © 2026 PrismHR 15 Chapter 1 Default Client Reporting Parameters
• 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 Client Allocation Formats You can use the Client Allocation Formats form to set the presentation of each column in the Client Allocation Report (see Client Allocation Report). Formatting options include: • Selects the applicable client bill format if tied to a client bill or another format describing the allocation columns. • Specifies whether to include an employee totals column. • Adds, inserts, and deletes columns and shows them as tabs in the header area. • Adds text for up to two header lines for each column. • Creates and deletes allocation codes and descriptions.
Note: If you try to delete an existing client allocation report format, a warning displays and prompts for confirmation. If your user role has Inquiry access to the form, all options except for Summary Report and Cancel are disabled. However, you can still select a format code and click a header to show the various allocations associated with it.
Formatting a Report To access this form and format a report:
Payroll Reports © 2026 PrismHR 16 Chapter 1 Default Client Reporting Parameters
with a number, such as Column 1, Column 2, and so forth. You are directed to the new column once it's
created.Enter a column name in Column Header Line 1 and use Column Header Line 2 if needed.
Click + to add an allocation code to this column. You can enter a new code and description, or select an existing code by clicking the Allocation Code link and searching or selecting a code from the Select Allocation Code selector. You can only select one code at a time. Note: You cannot enter a duplicate Allocation Code in a client allocation format in any of the columns. (An error message displays if you enter a duplicate code.) The following allocation codes are available:
Allocation Code Description
401K Allocates 401K match amount.
401KMatch Sums the 401k Match amounts held in the following fields of the
Employee Payroll Voucher:
• Field 192 Matching Contribution
• Field 195 PEO Matching Contribution
• Field 255 Safe Harbor Type One Match
• Field 256 Safe Harbor Type Two Match
This amount is allocated based on the sort information entered for the
report.
Note: The amounts summed for this code differ from the amounts
shown for the existing Allocation code 401K.Payroll Reports © 2026 PrismHR 17 Chapter 1 Default Client Reporting Parameters
Allocation Code Description
ACCR-insurance class code Entering ACCR- followed by a valid insurance class code collects all
accrued amounts for any Benefit Plan assigned that insurance class
code. Multiple lines can be entered for the column using any insurance
class codes needed to sum a particular type of benefit in this column of
the report. For example, medical and dental accrued amounts could be
summed in one column of the report, and long and short term
disability accrued amounts could be summed in another column.
You can enter the following insurance codes:
• MED: Medical
• DEN: Dental
• VIS: Vision
• LIFE: Life
• LTD: Long Term Disability
• STD: Short Term Disability
• EPLI: Bond/EPLI
• OTHBEN: Other
ACCR-* Entering ACCR- followed by an asterisk (*) collects accrued amounts
for all Benefit Plans NOT using an entered insurance class code, as
described above. This allows a column in the report for all other
Benefit Plans.
ACCR-TOTAL Entering ACCR-TOTAL creates a column in the report with the sum of
all the columns using ACCR-, as described above, for accrued amounts.
ADMFEE Allocates admin fee.
ADMFEEDIS Allocates admin fee discount.
ADMFEEOB Allocates admin fee overbill.
ADMFEEMM Allocates admin fee minimum/maximum adjustment.
ALLOTHER Sums all Client Bill Pending fields.
BC-xxxxx Billing Code for pending client bills. To add a billing code to the report,
enter BC- and then enter your billing code.Payroll Reports © 2026 PrismHR 18 Chapter 1 Default Client Reporting Parameters
Allocation Code Description
BENEE-benefit plan code Entering BENEE- followed by a valid Benefit Plan Code collects the
amounts paid by the employee for that benefit in this column of the
report at run time. Multiple lines can be entered for the column using
any Benefit Plan Codes needed to sum a particular type of employee
paid benefits in this column of the report. For example, all medical
benefits be summed in one column of the report, and all dental
benefits in another column.
BENEE-* Entering BENEE- followed by an asterisk (*) collects all amounts paid
by the employee for benefits NOT entered under a separate Benefit
Plan Code as described above. This allows a column in the report for all
other employee paid benefits.
BENEE-TOTAL Entering BENEE-TOTAL creates a column in the report with the sum of
all the columns using BENEE-, as described above, for amounts paid.
BENCL-benefit plan code Entering BENCL- followed by a valid Benefit Plan Code collects the
amounts paid by the client for that benefit in this column of the report
at run time. Multiple lines can be entered for the column using any
Benefit Plan Codes needed to sum a particular type of client paid
benefits in this column of the report. For example, all medical benefits
be summed in one column of the report, and all dental benefits in
another column.
BENCL-* Entering BENCL- followed by an asterisk (*) collects all amounts paid by
the client for benefits NOT entered under a separate Benefit Plan Code
as described above. This allows a column in the report for all other
client paid benefits.
BENCL-TOTAL Entering BENCL-TOTAL creates a column in the report with the sum of
all the columns using BENCL-, as described above, for amounts paid.
BENTOT-benefit plan code Entering BENTOT- followed by a valid Benefit Plan Code collects the
total amounts paid by the client and employee for that benefit in this
column of the report at run time. Multiple lines can be entered for the
column using any Benefit Plan Codes needed to sum a particular type
of benefits in this column of the report. For example, all medical
benefits be summed in one column of the report, and all dental
benefits in another column.
BENTOT-* Entering BENTOT- followed by an asterisk (*) collects all amounts paid
by the client and employee for benefits NOT entered under a separate
Benefit Plan Code as described above. This allows a column in the
report for all other client paid benefits.
BENTOT-TOTAL Entering BENTOT-TOTAL creates a column in the report with the sum
of all the columns using BENTOT-, as described above, for amounts
paid.Payroll Reports © 2026 PrismHR 19 Chapter 1 Default Client Reporting Parameters
Allocation Code Description
BUNDRATE Allocates bundled billing rate.
CHECKDATE Displays the pay date on the billing voucher.
DEN Allocates dental.
DED&TAX Total Payroll Deductions and Tax withheld (minus EIC Wage Base) from
voucher. Total Deduction and Tax amounts are posted against first
level of allocation on voucher. Any other allocation levels have zero (0)
for these amounts.
DED&TAXAL Total Payroll Deductions and Tax withheld (minus EIC Wage Base) from
voucher. Total Deduction and Tax amounts are allocated for all levels
of allocation using standard allocation logic.
EAP Collects and allocates amounts posted against Billing Code EAP
(Employee Assistance).
-EEDED- Allocates negative EE deductions.
-EEDED-TOTAL Allocates total of negative EE deductions.
EEDED-deduction Code Entering EEDED- followed by a valid deduction code collects all
amounts withheld against that deduction code in this column of the
report at run time. Multiple lines can be entered for the column using
any deduction codes needed to sum a particular type of employee
deduction in this column of the report. For example, all medical type
deductions could be summed in one column of the report, and all 401k
type deductions in another column.
EEDED-* Entering EEDED- followed by an asterisk (*) collects all amounts
withheld against any deduction codes NOT entered under a separate
deduction code as described above. This allows a column in the report
for all other employee deductions.
EEDED-TOTAL Entering EEDED-TOTAL creates a column in the report with the sum of
all the columns using EEDED-, as described above, for amounts
withheld.
EENUMBER Allocates employee number.
EESTATUS Allocates employee status code.Payroll Reports © 2026 PrismHR 20 Chapter 1 Default Client Reporting Parameters
Allocation Code Description
EETAX-employee tax code Entering EETAX- followed by a valid employee tax code collects all
amounts withheld against that employee tax code in this column of the
report at run time. Multiple lines can be entered for the column using
any employee tax codes needed to sum a particular type of employee
taxes in this column of the report. For example, all state type
employee taxes could be summed in one column of the report, and all
employee local type taxes in another column.
EETAX-* Entering EETAX- followed by an asterisk (*) collects all amounts
withheld against any employee tax codes NOT entered under a
separate employee tax code as described above. This allows a column
in the report for all other employee taxes.
EETAX-TOTAL Entering EETAX-TOTAL creates a column in the report with the sum of
all the columns using EETAX-, as described above, for amounts
withheld.
EETYPE Allocates employee type code.
EPLI Allocates Bond Employment Practices Liability Insurance (EPLI).
ERTAX-employer tax code Entering ERTAX- followed by a valid employer tax code collects all
amounts withheld against that employer tax code in this column of the
report at run time. Multiple lines can be entered for the column using
any employer tax codes needed to sum a particular type of employer
taxes in this column of the report. For example, all federal type
employer taxes could be summed in one column of the report, and all
employer state type taxes in another column.
ERTAX-* Entering ERTAX- followed by an asterisk (*) collects all amounts
withheld against any employer tax codes NOT entered under a
separate employer tax code, as described above. This allows a column
in the report for all other employer taxes.
ERTAX-TOTAL Entering ERTAX-TOTAL creates a column in the report with the sum of
all the columns using ERTAX-, as described above, for amounts
withheld.
EEUSER- Enter the user-defined field position, such as a commission rate. For
example, following the “-” for a numeric field.
EEUSERTXT- Enter the user-defined field position, such as a person’s name. For
example, following the “-” for a text field.
FICAMED Allocates FICA/Medical.
FULLSSNO Allocates full Social Security number (not advisable).
FUTA Allocates Federal Unemployment Tax Act (FUTA).Payroll Reports © 2026 PrismHR 21 Chapter 1 Default Client Reporting Parameters
Allocation Code Description
GR-xxxxx Allocates Total Gross Earnings for Earning Code entered after GR-.
GROSS Allocates gross earned amount.
GROSS-000 Allocates Total Gross Earnings for Bill Code 000.
GROSS-1 Allocates Regular Pay. Includes all Pay Codes with Pay Method
(Calculation Method) set to S (Standard) AND Rate Class set to S
(Straight) or not set.
GROSS-2 Allocates Overtime Pay. Includes all Pay Codes with Pay Method
(Calculation Method) set to S (Standard) AND Rate Class set to P
(Premium) or D (Double).
GROSS-3 Allocates all other Pay Codes. Includes all Pay Codes with Pay Method
(Calculation Method) NOT set to S (Standard) or if Pay Method is set to
S but Rate Class is not set to S (Standard), P (Premium), or D (Double).
GROSS-OTH Allocates Total Gross Earnings NOT for Bill Code 000.
HIREDATE Allocates employee’s last hire date.
HOURS Allocates total hours worked.
HOURS-1 Allocates Regular Hours/Units Paid. Includes all Pay Codes with Pay
Method (Calculation Method) set to S (Standard) AND Rate Class set to
S (Straight) or not set.
HOURS-2 Allocates Overtime Hours/Units Paid. Includes all Pay Codes with Pay
Method (Calculation Method) set to S (Standard) AND Rate Class set to
P (Premium) or D (Double).
HOURS-3 Allocates all other Pay Codes for Hours/Units Paid. Includes all Pay
Codes with Pay Method (Calculation Method) NOT set to S (Standard)
or if Pay Method is set to S but Rate Class is not set to S (Standard), P
(Premium), or D (Double).
HOURS-H If Pay Code is has a Pay Reason of H, meaning the Pay Code is
measured in Hours, the number of hours are allocated.
HOURS-U If Pay Code is has a Pay Reason of U, meaning the Pay Code is
measured in Units, the number of units are allocated.
HRLYRATE Allocates employee’s hourly rate.
HRSUNITSPAID- Allocates hours or units paid based on the assigned earning code.
HRSUNITSPAID-TOTAL Allocates total hours or units paid based on the assigned earning code.Payroll Reports © 2026 PrismHR 22 Chapter 1 Default Client Reporting Parameters
Allocation Code Description
HRSWKD-pay code Entering HRSWKD- followed by a valid cash/hours pay code collects all
hours worked against that pay code in this column of the report at run
time. Multiple lines can be entered for the column using any pay codes
needed to sum a particular type of hours in this column of the report.
For example, all regular type hours worked could be summed in one
column of the report, and all overtime type hours in another column.
Note: For the hours worked to be summed, the pay code CANNOT be
set up for Units of Service.
HRSWKD-* Entering HRSWKD- followed by an asterisk (*) collects all hours worked
against any cash/hours pay codes NOT entered under a separate pay
code as described above. (This allows a column in the report for all
other pay.)
HRSWKD-TOTAL Entering HRSWKD-TOTAL creates a column in the report with the sum
of all the columns using HRSWKD-, as described above.
JRBCODE Displays the Job Rate Billing pay codes that have been allocated.
JRBHRS Displays the Job Rate Billing hours associated with each of the pay
codes.
JRBAMT Displays the Job Rate Billing amounts associated with each of the pay
codes.
JRBRATE Displays the Job Rate Billing pay rate for each of the associated pay
codes.
LIFE Allocates Life.
LTD Allocates Long Term Disability.
MED Allocates Medical.
MULT-X Multiplies the specified column (MULT-X) against the other columns.
For example, if MULT-2 and MULT-3 are placed in column 6, then
column 6 contains the product of columns 2 and 3.
MULT/100-X Divides the specified column by 100 (MULT/100-X), then multiplies
that value against other columns. For example, if MULT/100-6 and
MULT/100- 7 are placed in column 8, then the values in column 6 and
column 7 are each divided by 100, and the resulting values are
multiplied together.
NETPAY Net Pay Amount from voucher. Net Pay amount is posted against the
first level of allocation on voucher. Any other allocation levels have
zero (0) for Net Pay.Payroll Reports © 2026 PrismHR 23 Chapter 1 Default Client Reporting Parameters
Allocation Code Description
NETPAYAL Net Pay Amount from voucher. Net Pay is allocated for all levels of
allocation using standard allocation logic.
OASDI Allocates Federal Insurance Contributions Act/Old Age, Survivors and
Disability Insurance (FICA/OASDI).
OTHBEN Allocates other benefit.
OTHTAX Allocates all other taxes.
OTHTAX2 NOT USED
OTHTAX3 NOT USED
PAYAMT-* Entering PAYAMT- followed by an asterisk (*) collects all amounts paid
against any cash pay codes NOT entered under a separate pay code as
described above. This allows a column in the report for all other pay.
PAYAMT-pay code Entering PAYAMT- followed by a valid cash pay code collects all
amounts paid against that pay code in this column of the report at run
time. Multiple lines can be entered for the column using any pay codes
needed to sum a particular type of pay in this column of the report. For
example, all regular type pay could be summed in one column of the
report, and all bonus type pay in another column.
PAYAMT-TOTAL Entering PAYAMT-TOTAL creates a column in the report with the sum
of all the columns using PAYAMT-, as described above, for amounts
paid.
PAYDATE Allocates pay date (forces to detail).
REBATE Allocates deduction rebate billing.
SALESTAX Allocates sales tax amount.
STD Allocates Short Term Disability.
SUTA Allocates State Unemployment Tax Act (SUTA).
SUBTOTAL- Entering SUBTOTAL creates a sub-total column within the report. Enter
the code with another column number from the template after
SUBTOTAL-. Multiple lines can be entered for the column, and all
columns entered are sub-totaled with in the column using this code.
For example, if SUBTOTAL-5 and SUBTOTAL-7 are entered as Allocation
Codes within column 8, column 8 within the report displays the sum of
columns 5 and 7.
TERMDATE Allocates employee termination date.Payroll Reports © 2026 PrismHR 24 Chapter 1 Default Client Reporting Parameters
Allocation Code Description
TEXT- The text entered after this code displays in the column of the report.
This column of text is the same for all records and can ONLY be
displayed in download versions (not printed) of the report.
TIPCR Collects and allocates amounts for Pay Codes that have a Pay Class of
RT (Reported Tips) and a Cash/Non-Cash of N (Non-Cash).
TIPCRINCL Collects and allocates amounts for Pay Codes that have a Pay Class of
RT (Reported Tips) and a Cash/Non-Cash of N (Non-Cash) included in
the employee total.
VIS Allocates vision.
W/C Allocates Workers’ Compensation.
WCCOST Allocates Workers’ Compensation cost.
WCCP Allocates Workers' Compensation client premium.
WCCREDITBACK Allocates Workers’ Compensation credit back for tips.
WCDISC Allocates Workers’ Compensation discount.
WCTRIA Allocates Workers’ Compensation Terrorism Risk Insurance Act (TRIA).
Note: You can only use these allocation codes with the mvQuery version of the Client Allocation Report.Payroll Reports © 2026 PrismHR 25 Chapter 1 Default Client Reporting Parameters
Copying an Existing Format Code You can duplicate an existing format code and its formatting using the Copy feature. Note: The Copy button is disabled until you enter or select a Format Code.
To copy an existing format code: 1. Enter or select a Format Code. 2. Click Copy. The Copy Client Allocation Format form displays. 3. Enter a new format code in the Enter a code for the new format field. Note: If you enter an existing format code an error message displays, “Format code already exists. Please choose a different code.” 4. Click Save. The Client Allocation Formats form re-displays. The new format code displays with the copied formatting. 5. If appropriate, update the new format code’s information, then click Save.
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:
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 andPayroll Reports © 2026 PrismHR 26 Chapter 1 Default Client Reporting Parameters
Field Description
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.
Report Type Select the Report Type:
• 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.Payroll Reports © 2026 PrismHR 27 Chapter 1 Default Client Reporting Parameters
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.Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
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, ifPayroll Reports © 2026 PrismHR 28 Chapter 1 Default Client Reporting Parameters
Field Description
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
enter more than one line.Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
Setting Overtime Report Parameters Use the Overtime Report Parameters form to determine the data to be included in the Overtime Report, including specific pay codes. (See Overtime Report on page 136.) For example:
Payroll Reports © 2026 PrismHR 29 Chapter 1 Default Client Reporting Parameters
Note the following: • This feature is only available for service providers who have FULL access to the Overtime Report Parameters form. • Users whose role is set to INQUIRY for the Overtime Report Parameters form displays the form in read-only format. • This form does not use Client Access Group security. • This form does not produce an Audit log.
To set up overtime report parameters:
Payroll Reports © 2026 PrismHR 30 Chapter 1 Default Client Reporting Parameters
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. 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
Payroll Reports © 2026 PrismHR 31 Chapter 1 Default Client Reporting Parameters
Field Description
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.
Click Save. When your organization processes payrolls for this client, the system generates the Payroll Allocation Report using these settings.
Payroll Reports © 2026 PrismHR 32 Chapter 1 Default Client Reporting Parameters
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 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 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,Payroll Reports © 2026 PrismHR 33 Chapter 1 Default Client Reporting Parameters
Select this field: To do the following:
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 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.Payroll Reports © 2026 PrismHR 34 Chapter 1 Default Client Reporting Parameters
Field Description
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). 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:
Payroll Reports © 2026 PrismHR 35 Chapter 1 Default Client Reporting Parameters
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.
• Compact: Displays the information in a columnar format and makes
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.
Payroll Reports © 2026 PrismHR 36 Chapter 1 Default Client Reporting Parameters
Field Description
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
• 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:
Payroll Reports © 2026 PrismHR 37 Chapter 1 Default Client Reporting Parameters
Field Description
Primary/Secondary/Tertiary Set the Primary, Secondary, and Tertiary Sort By categories.
Sort
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
Payroll Reports © 2026 PrismHR 38 Chapter 1 Default Client Reporting Parameters
Field Description
Detail).
Output File Select Output File to generate an output file.Note: To restrict access to these global settings, review the instructions on setting field security in the PrismHR System Administration Guide.
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.
Payroll Reports © 2026 PrismHR 39 Chapter 2 Reports
Chapter 2 Reports Use these reports in PrismHR to view payroll information.
Additional Fixed Income Tax Override Report This report displays federal and state fixed income withholding per employee. The Additional Fixed Income Tax Override Report is found in the Reports menu under Payroll|Report.
The report columns are: • Employee Name: Employee name displays as last name first. • Federal Override Type: The type of amount to withhold for federal taxes. • Federal Override Amount: The amount to withhold for federal taxes. • State Override Type: The type of amount to withhold for state taxes. • State Override Amount: The amount to withhold for state taxes.
Additional Income Tax Override Report This report displays federal and state income withholding per employee. The Additional Income Tax Override Report is found in the Reports menu under Payroll|Report.
Payroll Reports © 2026 PrismHR 40 Chapter 2 Reports
The report columns are: • Employee Name: Employee name displays as last name first. • Tax Authority ID: The tax authority number. • Tax Authority Name: The tax authority name. • Override Type: The override type code. (For example, F - fixed amount or P - percentage) • Override Amt: The amount of the override. • Start Date: The date the override starts. • End Date: The date the override ends.
Allocated Tips By Payroll Report This report displays the tip information for employees in a payroll, providing users with the data they need to check for any shortfall based on total receipts and direct tips for that payroll. The Allocated Tips By Payroll Report is located in the Reports menu under Payroll|Report.
To run this report: 1. Enter the Payroll Number. 2. Click Run.
Payroll Reports © 2026 PrismHR 41 Chapter 2 Reports
The report columns are: • Employee: Employee ID. • Employee Name: Employee name displays as last name first. • Allocation Percentage: The allocation percentage defined in the Payroll tab of Client Details. • Tip Sales: Employee’s individual tip sales for the payroll. • Total Receipts: Sum of all tip sales. • Direct Tips: Employee’s reported tips. • Tip Shortfall: Amount of the shortfall for the payroll. • Tot Allocated Tips: Total amount of tips allocated to the employee.
ASO Client Payroll Accounting Journal Detail Report This form produces a report, Client Account Journal Detail Report, that displays ASO client accounting details. For example:
Note: You must set up ASO accounting using the ASO Global G/L Account Setup form before running this report.
To run this report: 1. Go to the ASO Client Payroll Accounting Journal Detail Report form on the Reports menu under Payroll|Report. 2. Enter or select the Start Pay Date and the End Pay Date. 3. Click Run. The Client Account Journal Detail Report displays. For example:
Payroll Reports © 2026 PrismHR 42 Chapter 2 Reports
The report columns are: • Journal ID: ID of the payroll account journal. • Pay Date: The pay date for that payroll account journal. • GL Account Number: The GL account number of the payroll account journal. • Debit Amount: Total debit amount. • Credit Amount: Total credit amount.
ASO Payroll Register Report Use this form to generate a payroll register report that includes ASO payroll liabilities for taxes and company contributions. It does not account for PEO billing markups or discounts.
Note:
• Client Access Group security is not enabled on this form, but Data Entity Security is enabled on this form. • Worksite Managers, Worksite Trusted Advisors and Service Providers can access the form.
To access this form, click Reports menu. Under Payroll|Report, click ASO Payroll Register.
To generate the ASO Payroll Register: 1. Complete the following fields:
Payroll Reports © 2026 PrismHR 43 Chapter 2 Reports
Field Name Description Payroll Number Select this option if you want to run this report using payroll numbers. Enter the payroll numbers here for which you want to run this report or click the Payroll Number link and select them from the Select Payroll Batches dialog box. Pay Date Range Select this option if you want to run this report using the pay date range. Enter the following information: • Start Date - Enter the start date of the pay period. • End Date - Enter the end date of the pay period.
Sort Options Primary Sort Select your primary sorting option for this report from the following options: • Division (Default) • Department • Location • Project • Employee Secondary Sort Select your secondary sorting option for this report from the following options: • Division • Department • Location • Project • Employee
Following is a sample of the ASO Payroll Register Report.
Payroll Reports © 2026 PrismHR 44 Chapter 2 Reports
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.
Payroll Reports © 2026 PrismHR 45 Chapter 2 Reports
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. • 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:
Payroll Reports © 2026 PrismHR 46 Chapter 2 Reports
• 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:
Batch Register Report This report displays detailed information per employee for a payroll.
To run the Batch Register report: 1. Enter the Payroll Number. 2. Click Run.
Payroll Reports © 2026 PrismHR 47 Chapter 2 Reports
The report columns are: • Employee Name: Employee name displays as last name first. • Address: The employee’s residential address. • Title: The employee’s position title. • 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). • EEO: The employee’s position EEO class. • Employee ID: Employee ID • Dept: The employee’s assigned department. • W/C: The employee’s assigned workers compensation class code. • FLSA: The employee’s FLSA type (for example, Standard, Highly Compensated or Exempt). • PayGrd: The employee’s pay grade based on their position title. • Salary: The employee’s compensation amount based on the pay group. • Hire: The employee’s last hire date. • Term: The reason for employee’s termination. • Review: Date of employee’s last review. • Employee Number: Employee Number • Gender: Employee Gender • DOB: The employee’s date of birth. • Tax Filing Info: • Type: Type of tax filing (for example, Federal, AR, AZ and so on). • Status: The status of tax filing.
Payroll Reports © 2026 PrismHR 48 Chapter 2 Reports
• Add'L: Additional codes associated with that tax type.
• Direct Deposit:
• Account No: Employee Bank Account Number
• Tran/ABA: Employee Bank Transaction Number
• CHK/SAV: The employee's (C) checking or (S) saving account where the pay amount is deposited.
• $/%: The amount or percentage that is deposited. Balance displays when it is the last deposit or only
deposit.
• Earnings:
• Type: Pay Code and Description
• Current: The pay amount for this pay period.
• MTD: Month to date pay
• QTD: Quarter to date pay
• YTD: Year to date pay
• Deductions:
• Type: Deduction Description
• Current: The deduction amount for this type during this pay period.
• MTD: Month to date deduction
• QTD: Quarter to date deduction
• YTD: Year to date deduction
• Disbursements:
• Voucher No: Voucher Number
• Check No: Check Number
• Check Amount: The amount on this check.
• Direct Deposit Amount: The amount that is direct deposited for this check / voucher.
• Paid Time Off:
• Description: The paid time off description.
• CarryFWD: The amount of paid time off carried forward.
• Accrued: The amount of paid time off accrued in this pay period.
• Used: The amount of paid time off used in this pay period.
• Balance: The amount of paid time off available after this paid period.
• Grand Total: The total for all employees.
• Total Employee Count: The number of the employees included in the report.Payroll Reports © 2026 PrismHR 49 Chapter 2 Reports
Benefit Adjustment Report This report will display employees with adjustments to their benefit and details of the adjustment. 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • 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. This will display results for only that employee, OR • Enter the Start Date and the End Date to run this report for a date range. Under the Other Parameters section, click USE ‘XLS’ Format if you want to 2. Click Run to generate the Benefit Adjustments Report for the selected employee or for the selected date range. 3. Click Close to close this form at any time.
The report columns are: • Employee ID: Employee ID • Employee Name: Employee name displays as last name first. • Benefit Plan: The plan ID. • Period: The year and month. • Start Date: The benefit start date. • Bill Amount: The amount billed to the client from the benefit company. • Employee Contribution: The amount paid by the employee. • Insurance Cost: The amount of the premium that has already been accrued. • Net Inv Effect: The Bill Amount - employee contribution • Cycles: The number of cycles to bill. • Cycles billed: The number of cycles already billed. • B/R Adjustment: The benefit reconciliation adjustment to apply to the benefits reconciliation process of this adjustment. • Retro Enroll: Whether the adjustment applies to a retroactive enrollment. Pre-tax contributions cannot fund any part of the premium for retroactive enrollments. Y for Yes and N for No. • Ref. Number: The plan reference number. • Comment: Descriptive comments about this adjustment, typically something that would help someone understand the benefit adjustment.
Payroll Reports © 2026 PrismHR 50 Chapter 2 Reports
Benefit Register Employer Report Use this form to generate a report across several clients that shows the employer paid premium for benefit plans. This report shows benefits register amounts that were contributed by an employer to an employee during a specific year.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports menu. Under Benefit|Report, click Benefit Register Employer Report.
To generate the benefit register employer report: 1. Complete the following:
In This Field Enter This Year The year to report on. Employer ID The employer ID, or click the Employer ID link to select the employer. Employee ID This field is optional. Enter the employee ID, or click the Employee ID link to select the employee. Leave this field blank to generate report for all employees under the specified employer. Show only Benefit Plans reported on W-2 Forms Check this box only if you want to generate a report for employer paid premiums on Benefit Plan reported on W-2 Forms.
Calculate Checks Report This report provides a listing of employee’s details from the payroll voucher.
Payroll Reports © 2026 PrismHR 51 Chapter 2 Reports
To run the Calculate Checks report: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Payroll Number to run this report for a specific payroll or enter the Pay Date On Or After and the Pay Date On Or Before to run this report for a date range. 2. Select the Sort Parameters to determine how the report displays the selections: • Select Primary Sort to sort by. • Select Secondary Sort to sort by. • Select Employee Sort to sort by Employee ID or Employee name. 3. Click Run.
The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID • Employee SSN: Employee Social Security number • Earnings: The earnings type. • Pay Code / Type: The pay code or pay type. • Department: The employee’s assigned department. • Position: The employee’s job description. • Rate: The employee’s hourly rate. • Hours: The hours the employee worked for this pay period. • Amount: The pay amount prior to deductions. • Deductions Code: The deduction codes applied per employee for this pay period. • Amount: The amount of each deduction.
Payroll Reports © 2026 PrismHR 52 Chapter 2 Reports
• Taxes Description: The description of the taxes applied per employee for this pay period.
• Amount: The amount of each tax.
• Net Pay Type: The description of the pay type.
• Net Amount: The amount for each pay type.
• Benefits Plan ID: The benefits applied per employee for this pay period.
• Amount: The amount of the benefit.Certified Payroll Report Use the Certified Payroll Report form to run the on-demand version of the Certified Payroll Report. This report displays information about wages and payroll for all employees.
Note: This report currently supports only the federal government version; additional state versions will be added at a later date.
Note: If an employee has a fringe rate, a second number displays in the RATE OF PAY column in the report output, separated from the first number using a slash (/). For example, 50.00/4.21.
To run this report: 1. Select or enter the Week Ending Date for the report. 2. Select Process Initialized Vouchers Instead of Posted to set the calculation to allocate by project total. When unchecked, the allocation is based on gross pay. 3. Select Allocate Deductions/Taxes by Project to calculate deductions and taxes. Checking the box sets the calculation to allocate by project total. When unchecked, the allocation is based on gross pay. 4. Select Report Type. a. Select PDF to generate the report in a PDF format. b. Select CSV to generate this report in an excel format. 5. Enter Project Codes for the payrolls that you want to include in the report. The Payroll Number displays. 6. Click Run.
Certified Payroll XML Download Report This report creates a state-required XML download for certified payrolls. For example:
Payroll Reports © 2026 PrismHR 53 Chapter 2 Reports
Important! Before generating this report, you must set up the SSO Service ID, CAXML, so the system processes the file to Client Reports. (See the PrismHR System Administration Guide for more information.)
To create a state-required XML download for certified payrolls: 1. Enter a voucher Week Ending date that has Project Codes. 2. Select a Project Cost Code. 3. Enter a Payroll Number. 4. Click Run. When the calculation begins, the Processing Steps form opens. When the Close button is enabled, the process is complete. You can close the form and return to the Certified Payroll XML Download Report form.
Note: All dates and times in PrismHR are Central Time.
Any errors display at the bottom of the Process Step form. You must resolve these errors before the report will populate on the Client Reports form (found under Client|View).
Note: The report is named FEIN number_Project ID_Week ending date.xml.
Payroll Reports © 2026 PrismHR 54 Chapter 2 Reports
Client Allocation Report This report provides a listing of client allocations based on the allocation format selected. Parameters and defaults: • If there is a company level Client Allocation Parameters record saved, this will determine the default values in the form for this report. • If there is not a company level Client Allocation Parameters record saved, the default values will be global level parameters if a Global level record has been saved in Client Allocation Report Parameters. • If there is no company or global level Client Allocation Parameters record, the system defaults are as shown. To access this form, click Reports menu. Under Payroll|Report, click Client Allocation Report. Note: You can also access the Client Allocation Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Client Allocation Report in the Report Title column.
To run the Client Allocation Report: 1. Enter Selection Parameters to determine what displays on the report (required). • Enter the Payroll Number to run this report for a specific payroll or select Enter a Pay Date Range and enter a Start Date and End Date to run the report for a date range. 2. Enter Report Parameters to determine how you want the report to display. • Select the Allocation Format from the drop-down (required). (Allocation formats are managed in the Client Allocation Formats form.) The Allocation Format controls what data will be in each column of the report. When a format is selected, the number of columns defined display. • Select the Report Type: • Detail Report: This option displays the amounts allocated for each employee and miscellaneous charges at each allocation level, sub-totals for each allocation level, and the report total. • Summary Report: This option displays sub-totals for each allocation level and the report total. • Select Suppress EE Info in Report to suppress the line in the Detail Report displaying additional employee information, allowing more employees to fit per page in the report. • Select Suppress Employee ID to suppress the Employee ID column in the Client Allocation Report. • Select Suppress Subtotals to suppress the subtotals from the Detail Report. Note: Using these two options together (along with the allocation and sort parameter Field Type Employee), allows the report to display employee amounts only. 3. 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 report for the Field Type Code and the Field Type Description. This is the default. • Code Only: This option adds a column in the report for the Field Type Code. • Description Only: This option adds a column in the report for the Field Type Description.
Payroll Reports © 2026 PrismHR 55 Chapter 2 Reports
• Do Not Display: This option suppresses both the Field Type Code and Field Type Description in the
report. If this option is not saved on the Client Allocation Report Parameters form, the default is Do Not
Display.Payroll Reports © 2026 PrismHR 56 Chapter 2 Reports
allocated across all departments. At least one field type is required. There is no limit to the number
of fields you can enter.
• You can enter custom Field Labels to go with the Field Type. This option allows the label for the
Field Type entered to be customized, if desired. For example, if allocating the Field Type
DEPARTMENT the label in the report will display DEPARTMENT unless the Field Labels is entered as
Dept, then the report will display Dept.
• Select either Sort By or Detail Only from the Sort/Detail drop-down. The first Field Type must be a
Sort By field. Both Sort By and Detail Only Field Types can be used for allocations within the report,
but Detail Only will not be sorted or subtotaled.
• Indicate whether to include a Sub Total for the field.
• If you selected Sort By, the options are Yes or No.
• If you selected Detail Only, the only option is No.
• The first Field Type in the table must be set to Yes.
• Field types with Sub Total set to Yes will have a subtotal within the report.Note: If you want convert the report to a printable PDF, the report must not include more than 14 columns of data; If you selected the Suppress EE Info in Reports parameter, this maximum is 10. Reports that include more columns of data can be converted to Excel.
Client Bill Rate Report Use this form to generate a report to display a listing of client bill rates for a selected payroll number or an invoice number for the 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 Client Bill Rate Report.
To generate the Client Bill Rate Report: 1. Complete one of the following:
Field Name Description Payroll Number Enter the payroll number for which you want to run this report or click the Payroll Number link and select it from the Select Payroll Batches dialog box, OR Invoice Enter the invoice number for which you want to run this report or click the Invoice link and select it from the Select Client Invoices dialog box.
Payroll Reports © 2026 PrismHR 57 Chapter 2 Reports
This report shows the following columns: • Dept Code: The employee’s department code. • W/C Class: The workers’ compensation ID. • Employee Name: Employee name displays as last name first. • Wages: The employee’s wages for that payroll. • Bill Rate: The rate in which the bill is paid. • Bill Charge: The amount charged for each bill rate. • Gross Bill: The total of wages and bill charges. • Benefits: The amount of benefits paid. • Credits: The amount of credits applied. • Misc: Miscellaneous amounts applied. • Total Bill: The total of all columns.
Client Check Register Report This report provides check information from the Payroll Check Register. For example:
To run the Client Check Register report: 1. Enter a Starting Pay Date and an Ending Pay Date to run this report for a date range. 2. Select the Check Type to display. 3. Select the Check Status to display.
Payroll Reports © 2026 PrismHR 58 Chapter 2 Reports
Note: If you select Reconciled, the Include Stale-dated Checks field displays. Enabling this field includes
stale-dated checks when you run a reconciled check report.The report columns are: • Check Number: The number of the check • Type: The type of check (for example, Payroll, Garnishment, or Third Party) • Check Date: The date the check was issued • Status: The check status (for example, Escheated, Open, Reconciled, Stale-dated, or Voided) • Paid To: The employee’s name to whom the check is written • Amount Paid: The amount on the check
Client Federal Entity Tax Register Report Note: This report is only for CPEO service providers using the SBEA feature set.
Payroll Reports © 2026 PrismHR 59 Chapter 2 Reports
During reconciliation and quarterly tax processing, use the Client Federal Entity Tax Register Report to output client entity tax registers and identify whether or not values are spread across one or more employers. To access this report, go to Payroll|Report|Client Federal Tax Register Report.
Procedure To run the report: 1. Enter a Year. 2. If necessary, select a Quarter to view data from that quarter, or select YTD Only to display all data from the start of the year to the current date. 3. Enter a Tax Code: • 00-10: Federal Income Tax • 00-11: Medicare – Employee • 00-12: Social Security – Employee • 00-15: Medicare – Employer • 00-16: Social Security – Employer • 00-17: FUTA – Employer 4. In the Include SBEA Wage Code Breakout field, select: • No: does not display F codes on the report • Yes: displays F codes on the report 5. Specify an Employer ID to restrict the report to Client Federal Entities under that employer. 6. In the Report Type field, select either Employee Detail to generate the full report, or Summary to generate only the F code subtotals by tax code. 7. In the Client Federal Entity (CFE) field, enter specific CFE IDs to include in the report. If this field is blank, the report includes all CFE IDs. 8. Select Run. The report displays.
Report
Payroll Reports © 2026 PrismHR 60 Chapter 2 Reports
Field Description Entity Client Federal Entity ID Year Report year Qtr Indicates the quarter associated with this data Employee ID Employee ID Employee Employee name Name Tax Code System-defined tax codes as defined in the procedure above. Unless otherwise specified, all tax codes display on the report. Taxable Net taxable amount Amount Tax Amount Tax withholding amount in aggregate on payroll vouchers Gross Gross payments associated with the data in the Taxable Amount and Tax Amount columns. Payments Employer Employer ID
Create Client Accounting Download Report This report allows you to view client accounting details for a payroll batch.
Payroll Reports © 2026 PrismHR 61 Chapter 2 Reports
Note: To run this report successfully, the client must have the Generate Accounting and Accounting Template fields configured on the Client|Change > Client Controls form; otherwise, an error message displays.
To run this report, do the following: 1. Access Payroll|Report > Create Client Accounting Download. 2. Click Payroll Number and select a completed payroll batch from the lookup list or enter the payroll number manually. 3. Click Run. 4. In the prompt that displays, browse to the location on your local drive where you want to save the report. 5. Click Save.
Deduction Code Detail Report This report displays employee’s deduction information.
To run the Deduction Code Detail report: 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Enter the Pay Date On Or After and the Pay Date On Or Before to run this report for a date range. • 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. 2. Filter any Deduction Codes or Deduction types in the Detail Filters panel. 3. Click Run. The report columns are: • Ded’n Code: The deduction code used to identify the deductions from employee’s pay. • Deduction Description: The deduction description used to identify the deductions from employee’s pay. • Employee ID: Employee ID • Employee Name: Employee name displays as last name first. • Pay Date: The date the employee was paid. • Check #: The number on the check for that pay period. • Voucher #: The number of the voucher for that pay period. • Amount: The amount of the deduction.
Payroll Reports © 2026 PrismHR 62 Chapter 2 Reports
Deduction Code Summary Report This report displays a list of deductions for a client along with the deduction taken for a single payroll or date range. Use the Deduction Code Summary Report form to determine what information prints on the Deduction Code Summary Report and in what order. You can run this report either by Payroll Number or by Pay Date Range. • If you run this report by Payroll Number, you can select from successfully initialized payroll statuses as well as completed payroll statuses. • If you run this report by Date Range, you can only select from completed payroll statuses for a specific period.
Note:
• This form uses Client Access Group security as well as Data Entity security. • Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access the form, click Reports menu. Under Payroll|Report, click Deduction Code Summary Report.
To generate the Deduction Code Summary Report: 1. Complete the following fields: a. Under the Report Period section
Field Name Description Payroll Number The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More.
Note:
• When you click the Payroll Number hyperlink, you see a list of all
available payrolls posted by the client.
• When you run the report selecting a Payroll Number in initialized
status, it returns data from the initialized payroll.
• When you run the report selecting a Payroll Number in posted
status, it returns data from the posted payroll.
• When you run the report selecting a Date Range, it returns data
only from the posted payroll and not initialized payroll.Payroll Reports © 2026 PrismHR 63 Chapter 2 Reports
Field Name Description Pay Date Range Select this option if you want to run this report for a payroll batch in a specific Pay Date Range. Fill in the following fields: • Start Date - Enter the start date for the pay date range for which you want to run this report. • End Date - Enter the end date for the pay date range for which you want to run this report.
b. Under the Sort Options sectionField Name Description Sort By Select your sort criteria from the following drop-down to determine what columns the report will sort by and in what order: • By Deduction Code • By Deduction Code, Division • By Deduction Code, Department • By Deduction Code, Location • By Deduction Code, Division, Department • By Deduction Code, Division, Location • By Deduction Code, Location, Department • By Division, Deduction Code • By Department, Deduction Code • By Division, Department, Deduction Code
c. Under the Report Filters sectionField Name Description Deduction Code If you want to run this report for specific deduction codes, enter them here or click the Deduction Code link and select them from the Deduction Codes window. The corresponding Deduction Code Description will populate automatically.
Payroll Reports © 2026 PrismHR 64 Chapter 2 Reports
Deduction Register Report The Deduction Register Report lists all payroll deductions and the amount the employer contributes. This report is a deduction detail report that only displays deduction codes that are set up with a Rebate Bill Code on the Deduction Code form. Use the Deduction Register Report form to determine what information prints on the report and in what order. This report can be run using payrolls in progress and calculated payrolls that are either initialized or posted. If you use a date range, only posted payroll vouchers display in the output.
Note:
• This form uses Client Access Group security as well as Data Entity security. • Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access the form, click Reports menu. Under Payroll|Report, click Deduction Register Report. You can also easily access this report when processing payroll from the SuperBatch and the Process Payroll screen to help you review the payrolls better. Note: You can also access the Deduction Register Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Deduction Register in the Report Title column.
To generate the Deduction Register Report: 1. Complete the following fields: a. Under the Report Period section:
Field Name Description Payroll Number The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More.
Note:
• When you click the Payroll Number hyperlink, you see a list of all
available payrolls posted by the client.
• When you run the report selecting a Payroll Number in initialized
status, it returns data from the initialized payroll.
• When you run the report selecting a Payroll Number in posted status,
it returns data from the posted payroll.
• When you run the report selecting a Date Range, it returns data only
from the posted payroll and not initialized payroll.Payroll Reports © 2026 PrismHR 65 Chapter 2 Reports
Field Name Description Pay Date Range Select this option if you want to run this report for a payroll batch in a specific Pay Date Range. Fill in the following fields: • Start Date - Enter the start date for the pay date range for which you want to run this report. • End Date - Enter the end date for the pay date range for which you want to run this report.
b. Under the Sort Options section:Field Name Description Primary Sort Select the primary sort option from the following: • Department • Division • Location • Project • Shift
Note: You have to select the primary sort option.Secondary Sort If you want, select a secondary sort option from the following: • Department • Division • Location • Project • Shift Tertiary Sort If you want, select a tertiary sort option from the following: • Department • Division • Location • Project • Shift
c. Under the Report Parameters section:Payroll Reports © 2026 PrismHR 66 Chapter 2 Reports
Field Name Description Detail Sort Select the detail sort parameter for your report from the following options: • 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.
Payroll Reports © 2026 PrismHR 67 Chapter 2 Reports
Field Name Description Report Type Select the report type that you need from the following options: • Detail w/Break Totals - This is the default option. The report will include a break and sub-total for each of the sort options entered as well as a report total. • Detail Only - Shows only a report total; no sub-totals will be listed. • Summary Only - There is no detailed information, only sub-totals for each of the sort options entered, as well as a report total.
d. Under the Parameters section:Field Name Description Sort on Sort Parameters By Default this is unchecked. Check this option to use the sort parameters Description descriptions instead of the codes for the options entered in Primary Sort, Secondary Sort and Tertiary Sort. Page Break on Primary Sort By Default this is unchecked. Check this option to start a new page for a new Primary Sort. Suppress Pay Group in Header By Default this is unchecked. Check this option to exclude the Pay Group, Pay Period Start, and End Dates in the report header. Suppress Zero Deductions By Default this is unchecked. Check this option to exclude zero deductions. The default is to show all deductions, even zero balance ones. Benefits Only By Default this is unchecked. Check this option to show only deductions that are associated with a Benefit Plan. Include Return and Retain By Default this is unchecked. Check this option to give Service Providers the Amounts ability to include the Retained Amount and Returned Amount columns on the report. Only Show deductions that are By Default this is unchecked. Check this option to give Service Providers the Returned to the Client ability to show deductions that are returned to the client.
e. Under the Report Filters section:Field Name Description Division If you want to run this report for specific divisions, enter the divisions here or click the Division link and select them from the window. The corresponding Division Names will populate automatically.
Payroll Reports © 2026 PrismHR 68 Chapter 2 Reports
Field Name Description Department If you want to run this report for specific departments, enter the departments here or click the Department link and select them from the window. The corresponding Department Names will populate automatically. Location If you want to run this report for specific locations, enter the locations here or click the Location link and select them from the window. The corresponding Location Names will populate automatically. Project If you want to run this report for specific projects, enter the projects here or click the Project link and select them from the window. The corresponding Project Description will populate automatically. Shift If you want to run this report for specific shifts, enter the shifts here or click the Shift link and select them from the Select Employee window. The corresponding Shift Description will populate automatically. Employee ID If you want to run this report for specific employees, enter their employee IDs here or click the Employee ID link and select them from the Select Employee window. The corresponding Employee Names will populate automatically. Leave this field blank to select all employees associated with the users selected client.
f. Under the Detail Filters section:Field Name Description Deduction Code If you want to run this report for specific deduction codes, enter them here or click the Deduction Code link and select them from the Deduction Codes window. The corresponding Deduction Code Description will populate automatically.
Payroll Reports © 2026 PrismHR 69 Chapter 2 Reports
Field Name Description Deduction Types If you want to run this report for specific deduction types, select them from the following drop-down: • Voluntary • Section 125 Plan • Post Tax Benefit • Flexible Spending Account • Wage Garnishment • Employee Loan Payment • Pre-Tax Retirement Contribution • Catch-Up Retirement Contribution • Post-Tax Retirement Contribution • Retirement Plan Loan Payment • Roth 401(k) Contribution • Roth 104(k) Catch-Up Contribution Benefit Plan ID If you want to run this report for specific benefit plans, enter the benefit plans here or click the Benefit Plan ID link and select them from the Select Benefit Plan window. The corresponding Benefit Plan Description will populate automatically. Leave this field blank to select all benefit plans associated with the users selected client. Insurance Classes If you want to run this report for specific insurance classes, select them from the following drop-down: • Medical • Dental • Vision • Life Insurance • Short-Term Disability • Long-Term Disability • Bond • Other
Payroll Reports © 2026 PrismHR 70 Chapter 2 Reports
Department of Labor Employment Statistics Report Use this utility to compile statistics that are provided to the Department of Labor Current Employment Statistics (CES) program. Please find attached this guide for more information.
Note: This form does not use Client Access Group Security.
To access this form, click Reports. Under Employer|Report click Department of Labor Employment Statistics Report.
To generate the Department of Labor Employment Statistics Report: 1. Complete the following fields:
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 it from the Select Employer dialog box. Starting Date Enter the starting date of the reporting period. This date must be the first date of the month. Ending Date Enter the ending date of the reporting period. This date must be the last date of the month. Pay Period This field will display if you have selected an employer above. Select the pay period from the following options: • Weekly (PayDay 1-7) 1=Monday - 7=Sunday • Biweekly (PayDay 1-7) • Semi-monthly (PayDay {1-28}, {1,28}{EOM} • Monthly (PayDay {1-28}{EOM} Commission Pay Code This field is optional. Enter the commission pay codes to include in the Commissions column or click the Commission Pay Code link and select them from the Select Pay Code dialog box. The Pay Code Description will populate automatically for the selected pay codes. Earning Pay Code This field is optional. Enter the earning pay codes to exclude from the Payroll column or click the Earning Pay Code and select them from the Select Pay Code dialog box. The Pay Code Description will populate automatically for the selected pay codes. State This field is optional. If you want to restrict this report for certain states, enter them here. Leave this field blank for this report to show all applicable states.
Payroll Reports © 2026 PrismHR 71 Chapter 2 Reports
This Department of Labor Employment Statistics Report displays the following columns: • Employer ID • Employer Name • Month • Location - displays the state • Employee Count • Woman Employee Count • Payroll • Commissions • Hours
Eligible Time Off Hours Report This report provides a listing of employees’ hours worked and employment dates to determine time off eligibility.
To run the Eligible Time Off Hours Report: 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Enable Less Than 52 Weeks to display employees that have worked less than 52 weeks. • Enable Hide employees with no hours to suppress the display of employees with no hours worked or no time off hours used. • 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 Primary Sort and Secondary Sort to sort by. 2. Click Run. The report displays in XLS format. For example:
Payroll Reports © 2026 PrismHR 72 Chapter 2 Reports
The report columns are: • Employee: Employee ID. • Employee Name: Employee name displays as last name first. • Last Anniversary: The employee’s last anniversary date. • Status: The employee’s status. (For example, FT - Full-Time or PT - Part Time.) • P/E Date: The period end date. • Hours: The hours the employee worked. • Weeks: The number of weeks the employee worked. • Calc Hours: The weekly average of the hours the employee worked. • Eligible Hours: The amount of hours available for paid time off. • Hours Used: The hours used by the employee for paid time off. • Balance: Subtracts the hours used from the eligibility hours. • Hire Dare: The employee’s last hire date. • 5+: Indicates if the employee was hired more than five years ago.
Employee Check Register Report Use this form to generate the Employee Check Register report which shows basic information about the employees’ pay check including gross pay, deductions, net pay, check number, and department for a payroll or a pay date range for a client. To access the form, click Reports. Under Payroll|Report, click Employee Check Register Report.
Payroll Reports © 2026 PrismHR 73 Chapter 2 Reports
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 Employee Check Register 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.
This report shows the following columns: • Employee ID - The employee ID. • Employee Name - The name of the employee. • Home Department - The Home Department code. • Gross Pay - The gross pay earned by the employee on this check number. • Deductions - The deductions withheld for the employee on this check number. • Net Pay - The net pay received by the employee on this check number. • Check Number - The check number by which this payment was made. • Federal Income Tax - Federal Income Tax amount withheld on this check number. • EE FICA Medicare - Employee paid FICA Medicare Tax amount withheld on this check number. • EE FICA Social Security - Employee paid FICA Social Security Tax amount withheld on this check number. • ER FICA Owed - Employer contribution to FICA Tax amount withheld on this check number.
Employee Direct Deposit Report This report provides a listing of employees’ automated clearing house (ACH) direct deposit information for posted vouchers and initialized (calculated) payrolls. To access this form, click Reports. Under Payroll|Report, click Employee Direct Deposit Report.
Payroll Reports © 2026 PrismHR 74 Chapter 2 Reports
To generate the Employee Direct Deposit Report, do the following: 1. Complete the following fields: a. Under the Selection Parameters section
Field Name Description Payroll Number This is the default option. Enter the payroll batch number you want to run this report for or click the Payroll Number link and select the payroll batch from the Select Payroll Batches window.
b. Under the Parameters sectionField Name Description Deposit Types Specify for which Deposit Types you want to run this report from the following options: • Include Both Direct Deposit and Prenotes • Include Active Direct Deposit • Include Prenotes - shows all employees with Prenotes for ACH Processing.
Note: Prenotes are a way to setup an employee’s bank account in the
system, and the ACH file will contain the bank account and routing
information to confirm the bank account is a valid bank account before
transmitting net check amounts on subsequent payrolls.The report columns are: • Employee ID: The Employee ID. • Employee Name: The Employee name. • Employee Number: The Employee number. • Transit Number: The ABA Transit Number of the receiving bank or other financial institution. • Bank Account Number: The employee’s bank account number. • ACH Status: The ACH Status code for the account type used for direct deposit (DC for checking accounts; DS for savings accounts) • Deposit Amount: The amount of the deposit.
Payroll Reports © 2026 PrismHR 75 Chapter 2 Reports
Employee By Location Within Pay Group Report The Employee By Location Within Pay Group Report displays a list of employee locations broken down by pay group.
The report columns are:
Payroll Reports © 2026 PrismHR 76 Chapter 2 Reports
• Employee ID: Employee ID.
• Employee Name: Employee name.
• Locn Code: The location code.
• Locn Description: The location description.
• Status Code: The status code for the employee.
• Birth Date: The employee's date of birth.
• Hire Date: The employee's hire date.
• Annual Pay: The employee's annual pay.
• Records for Locn Code: A total number of employees for each location code.
• Total Employees displays the number of employees included in report.Employee Hours By Month Report The Employee Hours by Month Report displays a summarized listing of employees’ hours, broken down by month.
Payroll Reports © 2026 PrismHR 77 Chapter 2 Reports
The report columns are: • Employee ID: Employee ID. • Employee Name: Employee name. • Hours Paid: The number of paid hours. • Hours Worked: The number of hours the employee worked. • Days Worked: The number of days the employee worked. • Weeks Worked: The number of weeks the employee worked. • Report Totals: A total for all items in the report. In addition to amounts totaled, there is a Record Count of the number of employees included in report.
Note: Report Totals and Total Record Count are not included in the output when the report is run in excel format.
Employee Loans Report This report provides a listing of employees’ loans.
To create the report: 1. To filter the report output, do the following in the Selection Criteria panel: • Enter or select the Employee ID. The Employee Name displays in the read-only field. • Select Balance Greater than Zero to only display loans that meet this criteria. 2. Click Run. To create the report, click Run. The report columns are: • Employee Name: Employee name displays as last name first. • Emp. ID: Employee ID • Loan Number: The assigned loan number.
Payroll Reports © 2026 PrismHR 78 Chapter 2 Reports
• Loan Date: The date the employee received the loan.
• Loan Reason: The reason for the loan.
• Ded'n Frequency: The frequency the deduction is applied.
• Pay-Back Amount: The dollar amount to be paid back.
• Paid To Date: The dollar amount that had been paid on the loan.
• Balance: The dollar amount due on the loan.Employee Match Code Register Report The report provides a listing of employees’ match codes, match description and the amounts paid to employees using these codes. This screen opens in a modal and runs on initialized payroll vouchers.
Note: Client Access Group security is enabled on this form.
To generate the Employee Match Code Register Report: 1. Complete the following:
Field Name Description Payroll Number This is the default option. Enter the payroll number for which you want to see the match codes or click the Payroll Number link and select the payroll number from the Select Payroll Batches window OR Pay Date Range Select this option if you want to run this report off a date range. Enter the following fields that appear now: Start Date - Enter the start date of the pay period for which you want to run this report. End Date - Enter the end date of the pay period for which you want to run this report.
The on-screen report has the following columns: • Match Code: The deduction code entered for the employee for example TESTGL. • Match Description: The description of the deduction code entered for the employee for example MATCH TEST. • Employee Name: The name of the employee. • Amount: The match amount paid to the employee in the payroll number or date range specified.
Payroll Reports © 2026 PrismHR 79 Chapter 2 Reports
Employee Other Deductions Report The Employee Other Deductions Report displays one-time or temporary deduction for employees, as entered into the Scheduled Deductions for Employees form. For example:
To run the Employee Other Deductions Report: 1. Select the Sort Parameters. • Select the Detail Sort to specify the way information displays and sorts on the report: Employee Name, Employee ID, Deduction Code, or Deduction Description. 2. Enter filters in the Other Deductions Selection panel to allow filtering for a specific Deduction Status or Other Deduction Pay Codes. The field label displays. 3. Enter the report filters to display on the report:
Payroll Reports © 2026 PrismHR 80 Chapter 2 Reports
• Enter the field type. The field label displays. For example, if you enter a Location, the Location Name
displays, and the report displays records for that location.The report columns are: • Emp ID: Employee ID. • Employee Name: Employee name. • Deduction Code: The deduction code entered. • Deduction Description: The description used to identify the deduction code. • Start Date: The pay period start date. • End Date: The pay period end date. • Status: The status specifies when the scheduled deduction occurred. • Amount: The amount deducted from the employee’s net earnings (after taxes).
Employee Period Pay and Hours Audit Report Use this form to generate a global report for any employee that has Standard Hours/Annual Hours or Period Pay/Annual Pay that doesn’t match to their Pay Period Standard hours or logical annual pay rate.
Example: If hourly employee pay period is Weekly so they should have 40 standard hours and their hourly rate should equal an annual rate of hourly rate times 2080. If an employee’s standard hours are something different than 40 or their annual or period pay does not equal the appropriate hourly rate times annual hours, then they appear on this report with Yes in the Review column to indicate review of that item.
Note: Client Access Group Security is enabled on this form.
Payroll Reports © 2026 PrismHR 81 Chapter 2 Reports
To access the form, click Reports. Under Operations|Report, click Employee Period Pay and Hours Audit Report.
To generate the Employee Period Pay and Hours Audit 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 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. Display salary employees only This field is optional. Check this field is you want to run this report for salaried employees only.
Viewing the Report The following fields display on the report:
Field Description Client ID The ID of the client. Employee ID The employee ID number.
Employee Name The name of the employee.
Payroll Reports © 2026 PrismHR 82 Chapter 2 Reports
Field Description 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.) Pay Period The employee’s pay period.
Standard Hours The employee’s standard of hours per pay period. Standard Hours Review Indicates whether the employee’s standard hours were reviewed. Annual Hours The employee’s annual amount of hours. Annual Hours Review Indicates whether the employee’s annual hours were reviewed. Hourly Rate The employee’s hourly rate of pay. Period Pay The employee’s total period pay. Period Pay Review Indicates whether the employee’s period pay hours were reviewed. Annual Pay The employee’s annual amount of pay. Annual Pay Review Indicates whether the employee’s annual pay hours were reviewed.
Employee Time Off Accruals Report Use the Employee Time Off Accruals Report form to generate a report that displays the accrual of time off hours for each employee in a particular payroll. You can access this report from several locations: • In the list of payroll reports that displays on the SuperBatch form during payroll processing. • In the View menu on the Payroll > Action > Process Payroll form. • In the Reports menu under Payroll|Report.
To run the Employee Time Off Accruals Report: 1. Enter or select a Payroll Number. 2. Select whether you want to Sort By employee name or voucher. 3. Click Run. The report generates.
Payroll Reports © 2026 PrismHR 83 Chapter 2 Reports
Report Output The report includes the following employee and time off accrual information: • Employee Name • Employee ID • Voucher ID • Accrual Schedule Code • Accrual Schedule Description • Accrued Through Date • Hours Accrued • Current Balance (Note: This column displays the YTD hours available for each employee from the Employee Time Off Register for each accrual schedule.)
Employee Time Off Summary Report The Employee Time Off Summary Report summarizes various types of time off for an employee.
To run this report: 1. Click the Reports menu. 2. From Payroll|Report, select Employee Time Off Summary to open the form. 3. Select a Time Off Plan (such as Floating Holiday) to filter the report results, or leave blank to run the report for all Time Off plans. 4. Click Run to run the report. 5. Click Report to display the report output. For example:
Payroll Reports © 2026 PrismHR 84 Chapter 2 Reports
The report columns are:
• Employee Name: The name of the employee for which time off is being reported.
• Employee ID: ID of the employee for which time off is being reported.
• Accrued Thru: Date through which the time off plan is accrued.
• Year End: Year end date for the current plan year.
• Plan Name: The Time Off plan being reported, such as Sick Time.
• Accrual Rate: The employee’s pay period rate of accrual calculated as of the year end date.
• Carry Over: The number of hours carried over from the previous benefit year.
• Accrued: The year to date hours accrued.
• Used: The year to date hours used.
• Balance: Current balance of time off remaining ((Carryover + Accrued) - Used).Employee Scheduled Payments Report The Employee Scheduled Payments Report displays, for each applicable employee: • Payments scheduled for a specific future date. • Payments that are repeated each pay period during a specified time period, as entered on the Scheduled Payments form.
Payroll Reports © 2026 PrismHR 85 Chapter 2 Reports
Procedure To run the report: 1. Select a Detail Sort to specify the way information displays and sorts on the report: you can sort by Employee Name, Employee ID, Pay Code, or Pay Description. 2. Enter the Scheduled Payments Selection filters to filter the report down to a specific Payment Status or set of Scheduled Pay Codes. 3. Enter some Report Filters to further refine the data that displays on the report. For example, if you enter a Location, the Location Name displays, and the report displays data for that location. 4. Click Run.
Report Output
The report columns are: • Emp ID: Employee ID.
Payroll Reports © 2026 PrismHR 86 Chapter 2 Reports
• Employee Name: Employee name.
• Pay Code: The paid code entered.
• Pay Description: The pay description used to identify the pay type.
• Start Date: The pay period start date.
• End Date: The pay period end date.
• Deduction Period: The deduction period specifies a particular time during the pay period when the
deduction occurred.
• Payment Status: The status specifies when the scheduled payment occurred.
• Amount: The amount paid to the employee.
• Add to 401K: The value that displays specifies whether the payment was a 401(k) contribution.
• Move to T/S: The value that displays specifies whether a reimbursement or fringe pay code was moved
to the detail line on the payroll Voucher Earning Detail form when the payroll initialized.Note: The values in these columns are typically the employee “home” assignments, unless the SCHEDULED- PAYMENTS-CHANGE-DEFAULTS feature code is enabled in System Parameters. In this case, these columns may also display modifications to “home” assignments that are specific to the time sheet entry for that payment. For more information about editing scheduled payment assignments, see “Establishing Scheduled Payments” in the Payroll Administration Guide.
• Dept: Department code associated with the payment.
• Loc: Worksite location code associated with the payment.
• Div: Division code associated with the payment.
• Proj: Project code associated with the payment.
• Phase: Phase code associated with the payment.Employee Suppressed Taxes Report The Employee Suppressed Taxes Report displays a summarized listing of employees’ suppressed taxes.
Payroll Reports © 2026 PrismHR 87 Chapter 2 Reports
Figure 1: Employee Suppressed Taxes Report Form
Payroll Reports © 2026 PrismHR 88 Chapter 2 Reports
Figure 2: Employee Suppressed Taxes Report
The report columns are: • Employee: The employee name. • Tax ID: The tax identifier of each tax suppressed. • Tax Description: The description for the tax identifier. • Tax Authority: The tax authority code for each suppressed tax. • Tax Authority Name: The name of the tax authority. • Suppress Start Date: The date the system began to suppress the tax. • Suppress End Date: The date the system stopped suppressing the tax.
Employee Tax Credit Report Use this form to generate a report to display a list of employees eligible for tax credit with summary hours worked and total earnings for a calendar year.
Note: An employee becomes eligible to appear in this report if the Tax Credit Eligible field is checked under the Miscellaneous section under the Work tab in the Employee Details form. This is a dynamic setting. When flagged, the employee will be reported for all relevant payrolls for that calendar year even if some of those payrolls were processed prior to this flag being set.
Note: Client Access Group security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Employee Tax Credit Report.
To generate the Employee Tax Credit Report: 1. Complete the following:
Field Name Description Calendar 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 10 year look back starting from the current year.
Payroll Reports © 2026 PrismHR 89 Chapter 2 Reports
This report shows the following columns: • Client ID • Client Name • Employee ID • Employee Name • Credit - “Y” means eligible for tax credit. • Hours Worked - Hours worked for a calendar year by the employee under that Client ID. • Earnings - Earnings for a calendar year for that employee under that Client ID.
Employee Voucher Report This report provides a listing of employees’ voucher information.
To run the report: 1. Enter Selection Parameters to determine what displays on the report. • Enter the Payroll Number to run this report for a specific payroll or select Enter a Pay Date Range and enter a Start Date and End Date to run the report for a pay date range. • 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.
Payroll Reports © 2026 PrismHR 90 Chapter 2 Reports
• Select Primary Sort to sort for the report.
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 when you select Pay Method as
the Primary Sort. (The Variable Salary option only displays if the VARSALMETHOD custom feature code
is enabled on the System Parameters form.)
• Select Summarize By Quarter to display totals per quarter. You must run the report for a pay date range
to use this option.
• Select Employee Totals Only to display only column totals.The report columns are: • Pay Date: The date the employee was paid. • Period Starting Date: The date the pay period started. • Period Ending Date: The date the pay period ended. • Reg. Hours: The regular hours the employee worked in that pay period. • Premium Hours: The premium hours the employee worked in that pay period. • Gross Pay: The employee’s gross pay for that pay period. • Reimburse Amt: The amount reimbursed to the employee. • Gross Earned: The employee’s gross pay for that pay period. • Federal Tax: The federal income tax for that pay period. • FICA: The FICA tax for that pay period. • State Tax: The state income tax for that pay period. • Other Taxes: Other taxes for that pay period. • Payroll Deductions: Deductions from the payroll for that pay period. • Net Pay: The employee’s pay after taxes.
Payroll Reports © 2026 PrismHR 91 Chapter 2 Reports
• Weeks Worked: The amount of weeks worked in that pay period.Employee with Status as of Date Report This report provides a listing of employees’ statuses as of a specified date.
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.
Fax Back Report The Fax Back Report displays employee payroll information formatted and including header and memo information for fax transmissions. Use the Fax Back Report form to determine what information prints in the report and in what order.
Payroll Reports © 2026 PrismHR 92 Chapter 2 Reports
To run the Fax Back Report: 1. Enter the Payroll Number to run this
report. 2. Enter the number of Extra lines on breaks to include on the
report, if any. 3. Indicate the Pay Rate Display default for the report.
Multiple pay rates print for clients that have multiple pay rates on the
Employee Position Rate form or the Pay tab of the Employee Details form.
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. In addition, if you select Do not show
anything except hourly/salary or Show Pay Rates as hourly or salary,
based on EE as the Pay Rate Display, the system treats this pay method
as “Salary” for the purposes of this report. (The Variable Salary option
only displays if the VARSALMETHOD custom feature code is enabled on the
System Parameters form.) 4. 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. 5. 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
Payroll Reports © 2026 PrismHR 93 Chapter 2 Reports
Find a Check from Amount Report Use this form to generate a report to find a check based upon the date and/or the amount. This is typically utilized for Positive Pay or Bank Reconciliation processes.
Note: Client Access Group Security is enabled on this form.
To access the form, Click the Back Office menu. Under Operations|Report, click Find a Check from Amount Report.
To generate the report to find a check from amount: 1. Complete the following fields:
Field Description
Check Date <= This field is optional. Enter the check date or a date earlier than the check
date for which you want to generate the report.
Check Amount = This field is optional. Enter the check amount for which you want to
generate the report.Payroll Reports © 2026 PrismHR 94 Chapter 2 Reports
Find Changes Made by a User Use this form to generate an audit report to see all changes a specific user has made to the system based upon a defined date range on all the report parameters.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under System|Report, click Find Changes by a User.
To find all changes made by a user: 1. Complete the following fields:
Field Description User ID The user ID for whom you want to run the audit. Starting Date The start date of the date range for the audit. Ending Date The end date of the date range for the audit.
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.
Payroll Reports © 2026 PrismHR 95 Chapter 2 Reports
Find Voucher from a Credit Account or Amount Use this form to generate a report to find a voucher using a credit account or credit amount.
Note: Client Access Group Security is enabled on this form.
To access the form, Click Reports menu. Under Operations|Report, click Find Voucher from a Credit Account or Amount.
To find voucher from a credit account or amount: 1. Complete the following fields:
Field Description
Starting Pay Date This field is optional. Enter the pay date from which you want to generate
the report.
Ending Pay Date This field is optional. Enter the pay date up to which you want to generate
the report.
Credit Account This field is optional. Enter the credit account for which you want to
generate the report. Leave this field blank to include all credit accounts.
Credit Amount This field is optional. Enter the credit amount for which you want to
generate the report. Leave this field blank to include all credit amounts.
Client ID This field is optional. The specific client ID for the download. Click the
Client ID link and select the client from the Select Client look-up. Leave
this field blank to select all clients.Payroll Reports © 2026 PrismHR 96 Chapter 2 Reports
Find Voucher from a Debit Account or Amount Use this form to generate a report to find vouchers using a debit account or debit amount.
Note: Client Access Group Security is enabled on this form.
To access the form, Click Reports menu. Under Operations|Report, click Find Voucher from a Debit Account or Amount.
To generate the report to find vouchers from a debit account or amount: 1. Complete the following fields:
Field Description
Starting Pay Date This field is optional. Enter the pay date from which you want to generate
the report.
Ending Pay Date This field is optional. Enter the pay date up to which you want to generate
the report.
Debit Account This field is optional. Enter the debit account for which you want to
generate the report. Leave this field blank to include all debit accounts.
Debit Amount This field is optional. Enter the debit amount for which you want to
generate the report. Leave this field blank to include all debit amounts.
Client ID This field is optional. The specific client ID for the download. Click the
Client ID link and select the client from the Select Client look-up. Leave
this field blank to select all clients.FLSA Classification Analysis Report Your organization would use this report to determine whether employees are classified correctly. FLSA types are intended only to indicate which FLSA test employees in this position are subject to. This is for the purpose of reporting and, in the future, warning purposes. An FLSA type of “exempt” indicates that there is no compensation test for this position. In other words, any employee with such a position satisfies the FLSA compensation tests regardless of their compensated. This selection does not replace or alter the FLSA Exempt field functionality.
Payroll Reports © 2026 PrismHR 97 Chapter 2 Reports
The following report example displays all employees associated with a payroll number:
Payroll Reports © 2026 PrismHR 98 Chapter 2 Reports
The report columns are: • Employee Name: Employee name displays as last name first. • ID: Employee ID • Position Classification: The employee’s classification for reporting purposes • Salaried (Y/N): Pay method is salary • Pay Group: The employee’s payment sequence. • FLSA Type: • S = Standard: The position satisfies the standard duties test, or is exempt from the duties test but is still subject to standard salary test. • H = Highly Compensated: The position satisfies the highly compensated duties test only • E = Exempt: The position is exempt from the duties and salary tests (such as teachers, doctors, and lawyers) • FLSA Exempt: FLSA Exempt must be selected on Position Classification • Annual Pay: Total pay for the year • FLSA Threshold: The annual compensation amount necessary, per FLSA type, to qualify as an exempt employee • Difference: Annual Pay subtracted from FLSA Threshold when Annual Pay is less then FLSA Threshold • Pct% Difference: Percent difference between FLSA Threshold and Annual Pay • Misclassified: Displays Y for employees who might be misclassified, N for employees who are classified correctly, or B if the FLSA standard can only be met if the employee is also compensated with non- discretionary bonus or incentive pay in addition to their base salary in the system. Displays O (Over Threshold) if the position earns enough to be flagged as FLSA exempt, but is not. This may or may not be an error, depending on your system setup.
FLSA Exempt Compensation Report As of December 1, 2016, the Department of Labor has increased the compensation thresholds necessary for FLSA exemption. For employees subject to the standard compensation test, these regulations allow employers to make up as much as 10% of the FLSA exemption requirement in any quarter with non-discretionary bonus, incentives, or commission pay within the quarter or first pay period thereafter.
Payroll Reports © 2026 PrismHR 99 Chapter 2 Reports
This report tests whether an FLSA exempt employee was sufficiently compensated or if additional compensation is necessary to meet the respective FLSA standard. You can use it for single pay periods, quarterly, or yearly analysis. The report applies either the standard compensation or highly compensated employee test. The standard test applies to any employee with a job / position classification without an FLSA exemption test type set (“FLSA Type”), as well as those set to standard.
Note: Depending on whether the employee is paid weekly, biweekly, semi-monthly or monthly, PrismHR will divide this Minimum Salary by 52 or 26 or 24 or 12 to get the Period Minimum. The Period Minimum multiplied by Pay Per Date Range (5 for a 5 day work week) will provide the Total Compensation Expected on the FLSA Exempt Compensation Report. The difference between the Total Compensation Expected and the Actual Total Compensation is the Deficiency on the FLSA Exempt Compensation Report.
Payroll Reports © 2026 PrismHR 100 Chapter 2 Reports
• Status: Employee status; the report lists any employee who was active for any portion of the date range.
• Position Code: The employee's job.
• Work State: The state where the employee works.
• Pay Group: The employee's payment sequence.
• FLSA Type: Either S (standard) or H (highly compensated)
• FLSA Exemption Category: If an employee's Position is marked as FLSA Exempt on the Employee Details
form and has an associated FLSA Exemption Category indicated therein, it will now reflect in this report.
• Pay Period: The employee's pay cycle, whether that is weekly, biweekly, semimonthly, or monthly.
• Period Salary: The employee's annualized salary, as entered in PrismHR, per the appropriate pay cycle.
• Period Minimum: The amount of compensation required each pay cycle for an employee to retain
exemption.
• Pay Per in Date Range: The number of scheduled, regular pay periods, that the employee was included
in, with a period end date falling in the date range selected.
• Total Compensation Expected: The period minimum multiplied by the number of pay periods in the date
range.
• Actual Total Compensation: Gross pay amount from all vouchers multiplied by the number of pay
periods in the date range.
• Deficiency: The total compensation expected minus actual total compensation; any employee that is at
or over the FLSA threshold will have a 0 in this column.Important notes about this report: • When run over multiple pay periods, this report will not indicate if an employee was appropriately compensated in a specific pay period. • The report does not validate when a payment is made. The non-discretionary bonus or incentive pay should be paid in a timely manner (for standard employees that would be by the first payroll after the end of the quarter). In order for “makeup compensation” to reflect accurately in this report, it must be issued in a separate payroll batch with a period end date in the quarter to which payment is attributed. If it is paid in a subsequent scheduled payroll batch after quarter end, it will not display in this report.
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:
Payroll Reports © 2026 PrismHR 101 Chapter 2 Reports
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
employees.
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.
Payroll Reports © 2026 PrismHR 102 Chapter 2 Reports
Generating PFML Bulk Processing Files You can use PrismHR to download the Massachusetts and Connecticut Paid Family & Medical Leave bulk processing files. This download picks up MA or CT PFML data for all clients, but not corporate account data.
Note: You can only enter information for a single bank account.
To download this bulk processing file: 1. If you are not already there, go to the PFML Bulk Processing form (located in the Reports menu under Operations|Report). 2. Select the appropriate State. Currently, this form supports downloads for MA. 3. Enter the appropriate Year and Quarter. 4. Enter the information for the bank account receiving PFML payments. 5. Configure the clients and employers you want to include or exclude from the file. See Filtering Client and Employer Data below. 6. Select Run. The file generates according to your Year and Quarter specifications.
Filtering Client and Employer Data You can use the Include/Exclude panel to configure the client and employer data that displays on the PFML download. Client and employer data displays identically on the download. In other words, the download does not indicate whether a specific item represents a client or an employer.
Note: If you want to exclude all clients or employers from the download, select Exclude for the appropriate entity and then leave the table blank.
To filter the download contents by client and employer: 1. In the Client field, select Include or Exclude. If you do not select an option, the default is Include. 2. In the table, enter the Client IDs you want to include in, or exclude from, the download. 3. In the Employer field, select Include or Exclude. If you do not select an option, the default is Include. 4. In the table, enter the Employer IDs you want to include in, or exclude from, the download. 5. When you finish, you can Run the download.
Generating the Payroll Validation Report This report provides a listing of validation errors for the selected payroll number. In addition, you can download the error messages to an Excel file in .csv format. Note: You can also generate the Payroll Validation Report from the Selected Payroll panel on the Process Payroll form. See the Payroll Processing Guide for more information.
Payroll Reports © 2026 PrismHR 103 Chapter 2 Reports
To generate the Payroll Validation Report: 1. Select Payroll Validation Report on the Payroll|Report menu. The Payroll Validation Report form displays. 2. Select a Payroll Number. 3. Click Generate Report. The validation errors, if any, display on-screen. For example:
Generating Third Party Check Information The Third Party Check Advice Report, available from the Payroll|Report menu, retrieves garnishment or non- garnishment third party check information that details employees and component amounts included in the third party check.
To run this report, do the following: 1. Select Third Party Check Advice Report in the Reports menu under Payroll|Report. 2. In the Selection Parameters panel, complete the following fields:
Payroll Reports © 2026 PrismHR 104 Chapter 2 Reports
Field Description
Check Type Select one of the following options:
• Garnishment: Retrieves employee garnishment information.
• Third Party: Retrieves employee third party check information.
Third Party Batch If you select the Garnishment or Third Party check type, this field
displays. Enter or select the Third Party Batch number associated
with the third party check.
Check Date If you select the Garnishment or Third Party check type, this field
displays. Enter or select a date range in the to and from date fields
for the Check Type.
Note: You can only enter or select valid dates in the to and from
date fields. Once you enter the to date, you must enter the from
date to proceed. Also, when you select Check Date, Third Party
Batch changes to Batch Number.
Payroll Number If you select the Third Party check type with the Third Party Check
Printing Mode field set to Real Time in the System Parameters
form, this field displays. Enter or select the Payroll Number
associated with the third party check.
Employee identifier to show Select one of the following options:
in the report
• Employee ID: Displays employee IDs in the report.
• SSN: Displays social security numbers in the report.Click Run. During a short delay, the system builds the data. (Note: If you enter or select a Payroll Number and no third party checks are found, a confirmation message displays.) If third party checks are found, the report displays. For example:
The report columns are:
Column Description Check Number The number on the third party check. Payee The vendor name associated with the third party check.
Payroll Reports © 2026 PrismHR 105 Chapter 2 Reports
Column Description
Check Date The date on the third party check.
Line The line associated with the third party check.
Employee The employee ID associated with the third party check.
Name The employee name associated with the third party check.
Case Number The case number associated with the third party check.
Case Date The case date associated with the third party check.
Payment Amount The payment amount on the third party check.Global Payroll Deduction in Arrears Report Use this form to generate a global report that shows details about payroll deductions in arrears by employee and Client.
Note: Client Access Group Security is enabled on this form.
To access the form, click Back Office. Under Operations|Report, click Global Payroll Deduction in Arrears Report.
To generate the Global Payroll Deduction in Arrears 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 their Client IDs here or click the Client ID link and select them from the Select Clients dialog box. The Client Name will auto populate.
This report shows the following columns: • Client ID • Client Name • Employee ID • Employee Name • Status - Employee status for example A=Active, T=Terminated and so on. • Status Date - The date from which the employee is in the status noted above.
Payroll Reports © 2026 PrismHR 106 Chapter 2 Reports
• Date In Arrears • Deduction Code • Deduction Description • Plan ID • Plan Description • Amount In Arrears
Global Pending Reversals Report Use this form to generate a report that can be filtered by cost center that displays a summary of the pending reversals for each client and employee and provides the total ACH pending for a cost center. A pending reversal is created when a user reverses an employee payroll voucher with direct deposit and holds the completion of the employee payroll voucher reversal until the ACH clears.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Global Pending Reversals Report.
To generate the Global Pending Reversals Report: 1. Complete the following:
Field Name Description Cost Center Enter the cost center ID for which you want to run this report or click the Cost Center link and select it from the Select Cost Centers dialog box.
This report shows the following columns: • Cost Center • Date Submitted • Client ID • Client Name • Employee ID • Employee Name • Pay Date • ACH Amount
Payroll Reports © 2026 PrismHR 107 Chapter 2 Reports
Global Unpaid Employees Report Use this form to generate a report of employees who received vouchers but no gross pay over a date range.
Note: Client Access Group Security is enabled on this form.
To access the form, click Back Office. Under Operations|Report, click Global Unpaid Employees Report.
To generate the Global Unpaid Employees Report: 1. Complete the Report Period using the following:
Field Name Description Pay Date on or after Enter the start date of the report period.
Pay Date on or before Enter the end date of the report period.
Field Name Description Clients 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.
Field Name Description Employee Type Code This field is optional. Leave this field blank to run this report for all employee type codes. If you want to restrict this report to run for some employee type codes, enter the Employee Type Codes here or click Employee Type Code link and select the ones from the Select Employee Type Codes dialog box. The description auto populates. Employee Status Code This field is optional. Leave this field blank to run this report for all employee status codes. If you want to restrict this report to run for some employee status codes, enter the Employee Status Codes here or click Employee Status Code link and select the ones from the Select Employment Status dialog box. The description auto populates.
The report shows the following columns: • Client ID • Client Name
Payroll Reports © 2026 PrismHR 108 Chapter 2 Reports
• Employee ID • Employee Name • Department • Gross Pay • Deductions • Net Pay • Check Number • Check Date • Benefits • Employee Status
Gross-To-Net Billing Report The Gross-To-Net Billing Report provides a listing of the gross payroll data for clients as well as the benefits and deductions withheld in the payroll.
To run the report: 1. Enter a Begin Date and an End Date you want to use to run this report. 2. Select a Salesperson to run the report for a specific salesperson. 3. Select the Client Cost Center <= and/or Client Cost Center >= to specify a range of cost centers by code. 4. Select an Employer to run the report for a specific employer. 5. Click Run. For example:
Payroll Reports © 2026 PrismHR 109 Chapter 2 Reports
Payroll Reports © 2026 PrismHR 110 Chapter 2 Reports
Payroll Reports © 2026 PrismHR 111 Chapter 2 Reports
The report columns that display are based on the criteria specified in the form: • Gross Payroll Data: Gross payroll data per location. • Total Gross Payroll: Gross payroll data totals. • EIC Payments: Earned Income Tax Credit (EIC) payments. • Taxes: Taxes paid. • Benefits and Deductions: Benefit payments and other deductions. • Total Deductions: Total for all deductions. • Net Pay: Net payroll amount after deductions. • Totals: Totals for billing. • Services Fees: Service fee payments, broken down by category. • Total Service Fees: Total for all service fees. • Less Commissions: Commission payments. • Net Fees: Net fees paid. • Statistics: Payroll statistics. • Salaried Employees: Totals paid to salaried employees. • Hourly Employees: Totals paid to hourly employees. • Total Hours and Income: Total hours worked and income earned for all employees.
Gross-To-Net Register Report This report provides a summary of the employee voucher, including all pay and deductions.
Payroll Reports © 2026 PrismHR 112 Chapter 2 Reports
To run the report: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Payroll Number to run this report for a specific payroll. To run the report for a date range, enable the Enter a Pay Date Range option and then a Start Date and End Date. 2. Select the Sort Parameters: • Set the Primary, Secondary, and Tertiary Sort By categories. • Select the Detail Sort to specify the way information displays and sorts. • Select the Report Type: • Detail w/Break Totals: This option is the default. The report will include a break and sub-total for each of the sort options entered as well as a report total. • Detail Only: Shows only a report total. No sub-totals will be listed. • Select Sort on Sort Parameters Descriptions to use the sort parameters descriptions instead of the codes for the options entered in Primary Sort, Secondary Sort, and Tertiary Sort. • Select Page Break on Primary Sort to start a new page for a new Primary Sort. • Select Suppress Pay Group in Header to exclude the Pay Group, Pay Period Start, and End Dates in the report header. 3. Enter Other Parameters: • Select the Employee Unique ID from the drop-down (Employee ID, Employee Number, or Employee Clock Number). • Select Separate Hours/Units to display data for hours and units in separate columns on the report.
Payroll Reports © 2026 PrismHR 113 Chapter 2 Reports
• Select the Report Format:
• Standard: Includes detailed information for each employee on the report.
• Compact: 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.The report information that displays in the columns of the report: • Employee ID • Last Name, First Name, and Middle (middle initial) • Code: The code applied (for example, pay, tax, or benefit). • Pay Description: The description of the code.
Payroll Reports © 2026 PrismHR 114 Chapter 2 Reports
• Type: Pay (P-number) or Deduction (D-number). The number indicates how many of each Type (Pay or
Deduction) were on the voucher.
• Hours: Hours paid for the pay period.
• Units: Units paid for the pay period.
• Rate: The employee unit rate.
• Hours Paid: Total amount paid for hours worked prior to deductions.
• Unit Paid: Total amount paid for units worked prior to deductions.Under the Employee ID and Last Name: • Division: Employee’s division. • Department: Employee’s department. • Location: Employee’s location. • Project: The project the employee is assigned to. • Position: The employee’s position. At the bottom of the report: • Summary for Voucher: The voucher number for the payroll. • Pay Date: The date the employee is paid. • Gross Pay: Total amount paid to the employee prior to deductions. • Expenses: Employee’s expenses for the voucher. • Gross Earnings: The employee’s earnings once Expenses have been subtracted from Gross Pay. • Deductions: Employee deductions for the voucher. • Taxes: Employee taxes for the voucher. • Net Pay: Employee pay once Deductions and Taxes have been subtracted from Gross Pay.
Identifying Employees with Pay On-Demand Accounts The Pay On-Demand Account Report, available from the Operations Payroll|Report menu, allows you to generate a report that lists all employees who have pay on-demand accounts and which of those accounts are active or inactive. Note the following: • This form uses Client Access Group security. • Service providers and worksite managers can only view employees who they are allowed to access. • The Pay On-Demand Account Report link does not display for users whose roles are set to INQUIRY or DENY for the Pay On-Demand Account Report form. • If you view the Pay On-Demand Account Report before clicking Generate File but after selecting a Vendor Type in the Pay On-Demand Processing form the file generation fails and the following error message
Payroll Reports © 2026 PrismHR 115 Chapter 2 Reports
displays, "There were no Pay On-Demand vouchers to be processed for <vendor>," even if there are
vouchers available to process.• If you re-select the Vendor Type and generate the file again without viewing the Pay On-Demand Account Report, the system completes the process.
To run this report: 1. Select Pay On-Demand Account Report in the Reports menu under Operations Payroll|Report. 2. Enter or select the Client ID. 3. Select the Account Status. (Note: The default is All.) 4. Click Run. During a short delay, the system builds the data. (Note: If you enter or select a Client ID and no pay on-demand accounts are found, a confirmation message displays, “No items to print on this report.”) The report only displays those employees who have pay on-demand accounts that are active or inactive. For example:
Note: Click XLS to download the report.
The report columns are:
Column Description
Client ID The ID associated with the client.
Employee ID The ID associated with the employee.
Employee Name The name of the employee associated with the pay on-demand account.
Transit Number The transit number associated with the pay on-demand account.
Account Number The account number associated with the pay on-demand account. (Note: This
number is masked on the report.)
Vendor The vendor associated with the pay on-demand account.
Status Identifies whether the pay on-demand account is active or inactive.Payroll Reports © 2026 PrismHR 116 Chapter 2 Reports
Identifying Gross Pay/Negative Hours Less Than Zero The Negative Pay Report, available from the Payroll|Report menu, allows you to generate a report that lists all employees whose gross pay is less than zero or have negative hours. (This might occur as an adjustment mechanism for the client.)
To run this report, do the following: 1. Select Negative Pay Report in the Reports menu under Payroll|Report. 2. Enter or select the Payroll Number. 3. Click Run. During a short delay, the system builds the data. (Note: If you enter or select a Payroll Number and no gross pay amounts less than zero are found, a confirmation message displays, “No items to print on this report.”) The report only displays those employees who have negative hours or a negative gross pay entry, sorted by the net ascending hours. For example:
Note the following about this report:
• You can run this report after doing the timesheet entry.
• The shaded lines display the sub-total net hours for each employee, but these sub-totals cannot be
exported to Excel output.
• Employees with net positive hours might display in this report.
The report columns are:
Column Description
Emp ID The ID associated with the employee.
Name The employee name associated with the negative gross pay.
Pay Code The pay code associated with the employee.
Location The location associated with the employee.
Project The project associated with the employee.Payroll Reports © 2026 PrismHR 117 Chapter 2 Reports
Column Description
Date The pay date associated with the employee.
Pay Amt The negative pay amount associated with the employee. (Note: This could
also be a positive pay amount, if an employee has both negative and positive
pay entries.)
Hours The negative hours associated with the employee. (Note: This could also be
positive hours, if an employee has both negative and positive pay entries.)Invoice Accounting Detail Report Use this form to generate a report to provide invoice accounting details to service provider users.
Note: This form does not use Client Access Group Security.
To access this form, click Reports. Under Operations|Report click Invoice Accounting Detail Report.
To generate the Invoice Accounting Detail Report: 1. Complete the following fields:
Field Name Description Starting Date Enter the starting date of the reporting period which is the first invoice date used during processing for accounting period and the ACH transactions if any. Ending Date Enter the ending date of the reporting period which is the last invoice date used during processing for accounting period and the ACH transactions if any. 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 a specific client, enter the client ID for whom you want to run this report here or click the Client ID link and select it from the Select Client dialog box. 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 a specific cost center, enter the cost center code here or click the Cost Center link and select it from the Select Cost Centers dialog box. By GL Account This field is optional. By default this field is unchecked. • When the box is unchecked Invoice Accounting Detail Report is generated. • When the box is checked Invoice Accounting Detail By Account Report is generated.
Payroll Reports © 2026 PrismHR 118 Chapter 2 Reports
Invoice Sales Report This report displays information about a client’s invoices, including information about employee wages, FICA taxes, administrative fees, and other charges included. For example:
To run this report: 1. Enter the Start Date and End Date that you want to use for this report. 2. Click Run. For example:
The following report columns display: • Invoice Number: The invoice number. • Period Start Date: The period start date for the invoice. • Period End Date: The period end date for the invoice. • Invoice Date: The invoice date. • Gross Wages: The gross wages included in the invoice. • FICAMed: The Federal Insurance Contributions Act (FICA) tax applied for Medicare.
Payroll Reports © 2026 PrismHR 119 Chapter 2 Reports
• FICASoc: The FICA tax applied for Social Security.
• FUTA: The federal unemployment tax included.
• SUTA: The state unemployment tax included.
• W/C: The Worker's Compensation insurance fees included.
• Other: Other charges included.
• Admin Fee: The administrative fees included.
• Agency CR: The agency credit included.
• InvTax: The invoice tax.
• Not Classified: Any additional charges included that are not classified.
• Invoice Totals: The total amount of the invoice.Invoice Variance Report This report compares the amounts allocated in one client’s invoice to the amounts allocated in another invoice for the same client, displaying the amounts for each by Invoice Line Item and Bill Code, the differences between the invoices, and the difference (in percentage) between each amount.
Note: The Invoice Line Items and Bill Codes that display in the report are based on the client’s current Bill Format, which is set on the Billing tab on the Client Details form.
Payroll Reports © 2026 PrismHR 120 Chapter 2 Reports
Invoice Variance Report Form
Report Parameters Panel The Report Parameters panel consists of the following fields:
Field Description
Zero Line Suppress This field consists of the following options:
• Use Client's Billing Format (default): The Invoice Line Items
that have zero amounts will display or be suppressed based
on the Billing Format setup.
• Show All Detail Lines: Displays all Detail Lines, including zero
amounts, regardless of the Billing Format setup.
• Suppress All Zero Amount Lines: Suppresses all zero amount
Detail Lines regardless of the Billing Format setup.Payroll Reports © 2026 PrismHR 121 Chapter 2 Reports
Field Description
Show Bill Code Details Allows you to display additional lines in the report as follows:
• If you select this checkbox, an additional line displays in the
report for each Bill Code associated with each Invoice Line
Item. (This field is checked by default.)
• If unchecked, only the Invoice Detail Lines display.
Show Sub-Totals This field is only available if the Invoices being compared contain
Sort Items. If Invoice One has Sort Items, the option will be
available, and the default will be checked. When you run the
report, in addition to the comparison at the Invoice Total level,
each level of Sort Item displays a Sub-Total. If unchecked, only the
Invoice Total displays in the report. (Note: To include Sub-Totals,
both Invoices must contain the same Sort Items.)
Page Break on xxx This field is only available if Invoice One contains an Invoice Break
and the Break Item is one of the Sort Items. The description that
displays reflects the Break Item that triggers the page break. (The
default is unchecked, which does not create any extra page
breaks.) If you check this option, the report creates a page break
after each Sub-Total for the Break Item in Invoice One.Invoice Panels The following Invoice panels display in the Invoice Variance Report form: • Invoice One: The controllinginvoice in this process. (The sub-totals and page breaks are based on the settings in this invoice.) • Invoice Two: The variance invoice.
Note: Sub-Totals and Page Breaking are controlled by the data in Invoice One and cannot be included in the report if Invoice Two has different Invoice Sort Items.
Both panels consist of the following fields:
Payroll Reports © 2026 PrismHR 122 Chapter 2 Reports
Field Description
Payroll Number Payroll Number associated with the invoice to be used in the
report. The payroll must be successfully initialized for an invoice to
be available for comparison. (The default is the client's current
payroll.)
The Payroll Number has an associated Search/Lookup. The Lookup
displays all payrolls for the client that have an associated invoice.
Clicking the Payroll Number field displays the Payroll Search dialog,
which contains the following information:
• Payroll Number
• Pay Date
• Payroll Type
• Description
• Payroll Status
You can refine the search using the following options:
• Pay Date
• Payroll Type
• Description (Note: For Scheduled Payrolls, the Pay Group is
included in the Description.)
• Payroll Status
Invoice The invoice(s) associated with the payroll:
• If there is no invoice available, an error displays after
entering/selecting the Payroll Number.
• If there is only one invoice available, the field defaults to that
invoice.
• If there are multiple invoices available, select the invoice from
the drop-down list.Running the Invoice Variance Report Note: This report is only available for Service Providers.; however, you can enable this report for Worksite Managers and Trusted Advisors by setting the WSMWTAINVVARRPT custom feature code at the system level.
To run this report, do the following in the Invoice Variance Report form: 1. Select the options in the Report Parameters panel. 2. Enter or select the Payroll Number for Invoice One, then select it for Invoice Two. The following information displays:
Payroll Reports © 2026 PrismHR 123 Chapter 2 Reports
• Description (Note: This is the description for the payroll from Payroll Control.)
• Pay Date
• Payroll Type
• Payroll StatusPayroll Reports © 2026 PrismHR 124 Chapter 2 Reports
• If the Break Item for Invoice One is not one of the Sort Item(s), there can be no page breaking and
the Page Break option will not display.
• If the Sort Item(s) are not the same on both invoices, there can be no sub-totaling or page breaking.
The options will display, but if selected, a warning message displays after running the report and
both options are ignored.
• Bill Client: The Bill Client Company Number and Name associated with the invoice.Note: Long client names are truncated to 40 characters.
• Employer: The Employer Number and Name associated with the invoice.Invoice Variance Report Results
The report provides the following data:
Payroll Reports © 2026 PrismHR 125 Chapter 2 Reports
Data Description
Line Items and Bill Codes Based on the client’s current Bill Format (set on the Billing tab in
the Client Details form)
Invoice Amounts Amounts allocated to each line item display for both invoices
(Invoice One and Invoice Two). Note the following:
• Negative amounts are represented by a negative number.
• Zero amounts are represented by a dash.
Variance Amount Difference between Invoice One and Invoice Two. Note the
following:
• Negative amounts are represented by a negative number.
• Zero amounts are represented by a dash.
Variance Percentage Percentage of the difference between the invoices. Note the
following:
• Negative amounts are represented by a negative number.
• Zero amounts are represented by a dash.
Count Items Five count lines display after the Invoice Detail Lines for the Invoice
Totals:
• Employee Voucher Count: Total number of employee payroll
vouchers billed.
• Employees Paid: Number of employees paid.
• Checks Printed: Number of employee checks created.
• Garnishment Checks: Number of garnishment checks created.
• Direct Deposits: Number of employees paid via direct deposit
instead of a printed check.
Note: These count items only display in the Invoice Total section of
the report, not in any of the Sub-total sections.Payroll Reports © 2026 PrismHR 126 Chapter 2 Reports
Data Description
Suppressed Zero Lines For a Line Item to be suppressed, both Invoice Amounts must be
zero. If either invoice has an amount for the detail line, the line will
be included in the report. Note the following:
• If Zero Line Suppression is based on Use Client’s Billing
Format, the zero lines that are suppressed will be based on
the Print if Zero setting on the Billing Format.
• If Zero Line Suppression is set to Show All Detail Lines, all line
items from the Billing Format will be displayed, regardless of
the Print if Zero setting.
• If Zero Line Suppression is set to Suppress All Zero Amount
Lines, only line items from the Billing Format that have an
amount for at least one of the invoices will display, regardless
of the Print if Zero setting.
Show Bill Code Details option • If this box is checked, a detail line will be included in the
report (under each Invoice Line Item) for each of the Bill
Codes defined for that line in the Billing Format. The rules for
Suppressed Zero Lines apply to each of the Bill Codes defined
for each line item on the invoice.
• If this box is unchecked, only Line Items will display and
individual Bill Code detail will be suppressed.
Show Sub-Totals • If this option is checked, in addition to the Invoice Total
details, the report displays a Sub-Total section for each Sort
Item associated with the invoices.
• Each detail line in each sub-total section follows the Suppress
Zero Lines and Show Bill Code Details options, as described
above.
Page Breaks If this option is checked, a page break is triggered for each change
to the item controlling the Invoice Break from Invoice One.Labor Distribution Report This report displays employees’ hours and how the hours are distributed.
Payroll Reports © 2026 PrismHR 127 Chapter 2 Reports
Figure 4: Labor Distribution Report Form
The report columns are:
Payroll Reports © 2026 PrismHR 128 Chapter 2 Reports
• Dept Code: Department Code.
• Employee ID: Employee ID.
• Employee Name: Employee name displays as last name first.
• Reg/Sal: The employee's regular hours and pay.
• Overtime: The employee's overtime hours and pay recorded for the payroll.
• Tips: The employee's tip hours and pay recorded for the payroll.
• Sick: The employee's sick hours and pay recorded for the payroll.
• Vacation: The employee's vacation hours and pay recorded for the payroll.
• Reimburse: The employee's reimbursement hours and pay recorded for the payroll.
• Wages: The employee's wages hours and pay recorded for the payroll.
• Bonus: The employee's bonus hours and pay recorded for the payroll.
• Pay Total: The total per employee of all hour and pay columns.Memo Pay Code Report The Memo Pay Code Report displays a summarized listing of employees’ memo pay codes and the amounts paid using these codes.
The report columns are:
Payroll Reports © 2026 PrismHR 129 Chapter 2 Reports
• Employee ID: Employee ID. (Detail version only).
• Employee Name: Employee name. (Detail version only).
• Pay Code: The pay code entered.
• Description: The description for the pay code.
• Units/Hours: The number of units or hours for the pay code in the payroll or pay period specified.
• Pay Rate: The employee's pay rate. (Detail version only).
• Amount: The amount paid to the employee in the payroll or pay period specified.
• Report Totals: A total for all items in the report.New York Disability Benefits Payroll Report Use this form to generate a report to display the required data for a user to complete the NY Disability Benefits Payroll report. It summarizes the total male and female employees during a period of time including their wages. It is a summary of male and female employees who work in the state of New York for the employer with Gross Wages, Limited Wages (based on user input), and male and female wages up to the user defined employee wage limit.
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, click Reports. Under Employer|Report, click New York Disability Benefits Payroll Report.
To generate the New York Disability Benefits Payroll Report: 1. Complete the following:
Field Name Description Employee ID Enter the Employee ID for this report here or click the Employee ID link and select the employee from the Select Employee dialog box. Period Start Date Enter the billing start date.
Period End Date Enter the billing end date.
Premium Calculation Wage Limit Enter the semi-annual wage limit for Part I(b) of the report. Employee Wage Limit Enter the wage limit for Part II of the report.
Following is a sample of the New York Disability Benefits Payroll Report.
Payroll Reports © 2026 PrismHR 130 Chapter 2 Reports
Non Scheduled Payroll Status Report Use this form to generate a report to show the statuses of the various non-scheduled payrolls (for example special payroll or manual payroll) running for all the clients.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations Payroll|Report, click Non Scheduled Payroll Status Report.
To generate the Non Scheduled Payroll Status Report: 1. Complete the following:
Field Name Description Pay Date Above or Equal To Enter the pay date from which you want to run this report. Leave this field blank to include all dates. Pay Date Below or Equal To Enter the pay date up to which you want to run this report. Leave this field blank to include all dates.
The on-screen report has the following columns: • Client ID • Name (Client Name) • Payroll Number
Payroll Reports © 2026 PrismHR 131 Chapter 2 Reports
• Description (Payroll Description) • Payroll Type (S=Special or M=Manual) • Pay Group • Period End Date • Pay Date • Payroll Status • Payroll Status Description
Payroll Reports © 2026 PrismHR 132 Obtaining Employee Deductions for Insurance Carriers You can download an insurance deduction file for the Essential Staff Care or BIC vendors (insurance carriers) that contains a list of deductions for each employee’s paycheck, such as Medical, Dental, Vision, Life, and STD. For example, this form displays a payroll number for the BIC vendor option:
To obtain a list of employee deductions, do the following: 1. Click Back Office. 2. Select User Roles from the System|Change menu. 3. Add Payroll Deduction Custom Export to your user role. (See the System Administration Guide for information about defining user roles.) 4. Click Payroll Deduction Custom Export from the Payroll|Report menu and do the following:
Field Description
Payroll Number/Enter a Do one of the following:
Pay Date Range
• Enter or select a Payroll Number. A list of clients displays for that
payroll. (Selecting the Payroll Number only allows you to use the
logged-in client.)Payroll Reports © 2026 PrismHR 133 Field Description • Select Enter a Pay Date Range, then enter or select a Start Date and an End Date. A list of clients displays for that payroll period.
Output Format Select Essential Staff Care or BIC as the vendor (insurance carrier).
Deduction Codes Click the + icon to add a deduction code or click Deduction Codes to
add additional codes to the download process. You can select a
deduction code from the Deduction Codes for Report Filter list or
refine the search, then click Accept.
Save Deductions Click Save Deductions to save all deduction codes in the form. In the
confirmation prompt that displays, click OK.
Delete All Deductions Click Delete All Deductions to remove all deduction codes. In the
confirmation prompt that displays, click Yes to delete all entries or No
to cancel the deletion.
Client Click the + icon to add a client or click Client to add additional clients
to the download process. You can select a client from the Client
Master Search list or refine the search. (Clicking Client and making a
selection overwrites the first item in the list.)
Note: Selecting the Payroll Number only allows you to use the logged-
in client.
Save Client Entries Click Save Client Entries to save all client entries in the form. In the
confirmation prompt that displays, click OK.
Delete All Client Entries Click Delete All Client Entries to remove all client entries. In the
confirmation prompt that displays, click Yes to delete all client entries
or No to cancel the deletion.
Benefit Deduction Codes Click the + icon to add a benefit deduction code or click Benefit
Deduction Codes to add additional codes to the download process.
You can select a benefit deduction code from the Deduction Codes for
Report Filter list or refine the search, then click Accept.
Save Benefit Deductions Click Save Benefit Deductions to save all benefit deduction codes in
the form.
Delete All Benefit Click Delete all Benefit Deductions to remove all benefit deduction
Deductions codes. In the confirmation prompt that displays, click Yes to delete all
entries or No to cancel the deletion.
Save Benefit Groups Click Save Benefit Groups to save all benefit groups in the form. In the
confirmation prompt that displays, click OK.
Note: This field and its accompanying panel only display if you selectPayroll Reports © 2026 PrismHR 134 Field Description Essential Staff Care in the Output Format field. Delete All Benefit Groups Click Delete All Benefit Groups to remove all benefit groups. In the confirmation prompt that displays, click Yes to delete all groups or No to cancel the deletion. Note: This field and its accompanying panel only display if you select Essential Staff Care in the Output Format field. Only include MED, DEN, VIS Click Only include MED, DEN, VIS Offer Types for the listed Benefit Offer Types for the listed Groups to only include this type of information for the Payroll Benefit Groups Number or the pay date range for the Benefit Groups listed in the panel. (If you do not enable this field, the system includes all offer types for the listed Benefit Groups.) Note: This field setting cannot be saved and if needed, it must be enabled each time you run the report.
Obtaining Time Off Carryover Loss for Employees You can use the Employee Carryover Loss form to produce a report that displays time off carryover lost for each employee from the previous year. For example, if employees can carryover up to 40 hours of time off and an employee has 60 hours available at the end of the year, the report would display 20 hours of lost time off carryover. Note: The report that the Employee Carryover Loss form produces does not apply to global time off.
To obtain time off carryover lost for each employee: 1. On the Reports menu, select Employee Loss Carryover under Payroll|Reports. 2. Select the Accrual Schedule. 3. Select the Time Off Plan. 4. Enter or select the As Of Date. 5. Click Run. The Time Off Carryover Loss Report displays. For example:
Payroll Reports © 2026 PrismHR 135 The report columns are: • Employee ID: Employee ID. • Employee Name: Employee name. • Accrual Schedule: The Time Off accrual schedule. • Time Off Plan: The Time Off plan. • Carryover Lost: Amount of employee’s time off carryover lost since As Of Date.
Overtime Report This report provides a listing of employees with overtime.
Payroll Reports © 2026 PrismHR 136 • Select Primary Sort to sort by. • Select Secondary Sort Field to sort by. 3. In the Other Option panel, select Totals Only to display only grand totals. 4. Click Run.
The report columns are: • Home Division: The employee’s home division. • Home Department: The employee’s home department. • Employee ID: Employee ID • Employee Name: Employee name • Location: The employee’s location code and description. • Project: The employee’s project code and description. • Shift: The employee’s shift code and description. • Batch Overtime: The employee’s batch overtime pay and hours, based on setting in the Overtime Report (page 136) • YTD Overtime: The employee’s year-to-date overtime pay and hours, based on setting in the Overtime Report (page 136). • YTD Regular: The employee’s year-to-date overtime pay and hours. • YTD Gross: The employee’s gross overtime pay and hours.
Paid To Date Pay Register Report This report will display employees’ incremental payroll totals.
Payroll Reports © 2026 PrismHR 137 Figure 6: Paid To Date Pay Register Report Form
The report columns are: • Pay Code: The type of pay. • Employee ID: Employee ID • Employee Name: Employee name displays as last name first. • M-T-D Hours/Units: The Month To Date hours or units worked. • M-T-D Pay Amount: The Month To Date employee pay amount. • Q-T-D Hrs/Units: The Quarter To Date hours or units worked. • Q-T-D Pay Amount: The Quarter To Date employee pay amount. • Y-T-D Hrs/Units: The Year To Date hours or units worked. • Y-T-D Pay Amount: The Year To Date employee pay amount.
Pay Code Detail Report This report displays employees pay information by pay code. • Now you can run this report either by a Payroll Number or by Pay Date Range. • If you run this report by Payroll Number, you can select from successfully initialized payroll statuses as well as completed payroll statuses. • If you run this report by Date Range, you can only select from completed payroll statuses for a specific period. • The following Sort Options are now available: • By Pay Code By Employee
Payroll Reports © 2026 PrismHR 138 • By Pay Code • By Department By Employee Security • Uses Client Access Group security and Data Entity security. • Worksite Managers, Worksite Trusted Advisors and Service Providers can access the form.
To access the form, click Reports menu. Under Payroll|Report, click Pay Code Detail Report.
To generate the Pay Code Detail Report: 1. Complete the following fields: a. Under the Report Period section
Field Name Description Payroll Number The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More.
Note:
• When you click the Payroll Number hyperlink, you see a list of all
available payrolls posted by the client.
• When you run the report selecting a Payroll Number in initialized
status, it returns data from the initialized payroll.
• When you run the report selecting a Payroll Number in posted
status, it returns data from the posted payroll.
• When you run the report selecting a Date Range, it returns data
only from the posted payroll and not initialized payroll.Pay Date Range Select this option if you want to run this report for a payroll batch in a specific Pay Date Range. You can run this report for three years. Fill in the following fields: • Start Date - Enter the start date for the pay date range for which you want to run this report. • End Date - Enter the end date for the pay date range for which you want to run this report.
b. Under the Parameters sectionPayroll Reports © 2026 PrismHR 139 Field Name Description Use ‘XLS’ Format Check box this option if you want to see the report in a .xls format.
c. Under the Sort Options sectionField Name Description Sort By Select your sort criteria from the following drop-down to determine what columns the report will sort by and in what order: • By Pay Code By Employee • By Pay Code • By Department By Employee
d. Under the Report Filters sectionField Name Description Pay Code If you want to run this report for specific pay codes, enter them here or click on the Pay Code link and select them from the Select Pay Code window. The corresponding Pay Description will populate automatically. Status Class If you want to run this report for a specific employee status, select it from the following drop-down: • Active • On Leave • Terminated Type Class If you want to run this report for a specific employee type, select it from the following drop-down: • Full-Time • Part-Time Department If you want to run this report for specific departments, enter the departments here or click the Department link and select them from the window. The corresponding Department Names will populate automatically. Location If you want to run this report for specific locations, enter the locations here or click the Location link and select them from the window. The corresponding Location Names will populate automatically.
Payroll Reports © 2026 PrismHR 140 Field Name Description Position If you want to run this report for specific positions, enter the positions here or click the Position link and select them from the window. The corresponding Position Names will populate automatically. Division If you want to run this report for specific divisions, enter the divisions here or click the Division link and select them from the window. The corresponding Division Names will populate automatically. Project If you want to run this report for specific projects, enter the projects here or click the Project link and select them from the window. The corresponding Project Description will populate automatically. Shift If you want to run this report for specific shifts, enter the shifts here or click the Shift link and select them from the Select Employee window. The corresponding Shift Description will populate automatically. Work Group If you want to run this report for specific work groups, enter the work groups here or click the Work Group link and select them from the window. The corresponding Work Group Description will populate automatically. Employee ID If you want to run this report for specific employees, enter their employee IDs here or click the Employee ID link and select them from the Select Employee window. The corresponding Employee Names will populate automatically.
The following report columns are available: • Department: The department code entered. (If you have selected By Department By Employee as the Sort option) • Department Description: The department description for the department code entered. (If you have selected By Department By Employee as the Sort option) • Pay Code: The pay code entered. • Pay Description: The pay description used to identify the pay code. • Employee ID: Employee ID • Employee Name: Employee Name • Pay Date: The date of pay.
Payroll Reports © 2026 PrismHR 141 • Check #: The check number for that pay period. • Voucher #: The voucher number for that pay period. • Amount Paid: The amount paid for the pay code during that pay period. • Hours: The amount of hours for the pay code during that pay period.
Pay Code Summary Report This report displays a summarized listing of pay codes and employees paid by that pay code. You can run this report using initialized payroll vouchers either by Payroll Number or by Pay Date Range.
Note:
• This form uses Client Access Group security as well as Data Entity security. • Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access the form, click Reports menu. Under Payroll|Report, click Pay Code Summary Report.
To generate the Pay Code Summary Report: 1. Complete the following fields: a. Under the Report Period section
Field Name Description Payroll Number The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More.
Note:
• When you click the Payroll Number hyperlink, you see a list of all
available payrolls posted by the client.
• When you run the report selecting a Payroll Number in initialized
status, it returns data from the initialized payroll.
• When you run the report selecting a Payroll Number in posted
status, it returns data from the posted payroll.
• When you run the report selecting a Date Range, it returns data
only from the posted payroll and not initialized payroll.Payroll Reports © 2026 PrismHR 142 Field Name Description Pay Date Range Select this option if you want to run this report for a payroll batch for a specific Pay Date Range. You can run this report for three years. Fill in the following fields: • Start Date - Enter the start date for the pay date range for which you want to run this report. • End Date - Enter the end date for the pay date range for which you want to run this report.
b. Under the Parameters sectionField Name Description Suppress Pay Codes Other Than Check box this option if you want to see a report only on pay codes for Earnings earnings. This field is optional. Leave it blank to show all applicable pay codes.
c. Under the Sort Options sectionPayroll Reports © 2026 PrismHR 143 Field Name Description Sort By Select your sort criteria from the following drop-down to determine what columns the report will sort by and in what order: • By Pay Code • By Pay Code, Division • By Pay Code, Department • By Pay Code, Location • By Pay Code, Division, Department • By Pay Code, Division, Location • By Pay Code, Location, Department • By Pay Code, Employee • By Pay Code, Division, Employee • By Pay Code, Department, Employee • By Pay Code, Location, Employee • By Employee, Pay Code • By Division, Employee, Pay Code • By Department, Employee, Pay Code • By Location, Employee, Pay Code • By Department, Pay Code • By Division, Pay Code • By Location, Pay Code • By Employee Type, Pay Code • By Position, Pay Code
d. Under the Report Filters sectionField Name Description Pay Code If you want to run this report for specific pay codes, enter them here or click the Pay Code link and select them from the Select Pay Code window. The corresponding Pay Description will populate automatically. Leave this field blank to select all pay codes that are set up for the client in the Control tab under Client Details.
Payroll Reports © 2026 PrismHR 144 Field Name Description Employee ID If you want to run this report for specific employees, enter their employee IDs here or click the Employee ID link and select them from the Select Employee window. The corresponding Employee Names will populate automatically. Leave this field blank to select all employees associated with the users selected client.
Pay Period Time Off Report This report provides a listing of employees’ time off by payroll and year-to-date. For example:
Note: A warning message displays when you access this form, “The most recent Payroll must be posted for this report to display accurate data.” Click OK to continue, then run the most recent payroll to ensure the system posts accurate data in this report.
To obtain a listing of employees’ time off: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Payroll Number to run this report for a specific payroll. • Select Department to display. • Select Division to display. • Select Location to display. • Select Project to display.
Payroll Reports © 2026 PrismHR 145 • Select Shift to display. • Select Totals Only to display only the grand total. 2. Click Run. For example:
The report columns are: • Employee Name: Employee name displays as last name first. • Accrued Thru: The date when the employee stops earning time off. • Year Ending: The date the year ends. • Plan Description: The description of the paid time off plan. • Accrual Rate: The rate at which the employee earns time off. • Carry Over: The hours the employee carrier over from last year’s earnings. • Pay Period Accrued: The hours accrued in a pay period. • Pay Period Used: The hours used in a pay period. • Year-to-Date Accrued: The hours that were accrued year-to-date. • Year-to-Date Used: The hours used year-to-date. • Balance: The remaining hours that can be used.
Payroll Allocation Report Use this form to determine the format for the payroll costs that are distributed across multiple cost centers such as departments, divisions or locations.
Note: Client Access Group security is enabled on this form.
To access this form, click Reports menu. Under Payroll|Report, click Payroll Allocation Report.
Payroll Reports © 2026 PrismHR 146 Note: You can also access the Payroll Allocation Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Payroll Allocation Report in the Report Title column.
To generate the payroll allocation report: 1. Complete the following fields:
Field Description
Selection Parameters
Payroll Number Enter the payroll number for this report or click the Payroll Number link
to select one from the Payroll Search dialog box.
Note: If you use a payroll number to generate the report, you cannot
use a date range and vice versa.
Enter a Date Range Check this field if you want to use a date range for this report
• Enter a Start Date and
• Enter an End Date
Sort Parameters
Primary Sort This report will be sorted by the primary sort criteria selected here. Select
the primary sort criteria from the following:
• Allocate/Sort by Department
• Allocate/Sort by Division
• Allocate/Sort by Job Code
• Allocate/Sort by Loction
• Allocate/Sort by Pay Method
• Allocate/Sort by Phase
Note:
• Allocate/Sort by Project
• Allocate/Sort by W/C Job Class
Secondary Sort This field is optional. Select the secondary sort criteria from the following:
• Allocate/Sort by Department
• Allocate/Sort by Division
• Allocate/Sort by Job Code
• Allocate/Sort by LoctionPayroll Reports © 2026 PrismHR 147 Field Description • Allocate/Sort by Pay Method • Allocate/Sort by Phase • Allocate/Sort by Project • Allocate/Sort by W/C Job Class
Note:
1. Secondary sort criteria cannot be used if the primary sort criteria
is not selected.
2. Secondary sort criteria cannot be same as the primary sort criteria
selected above.
Tertiary Sort This field is optional. Select the tertiary sort criteria from the following:
• Allocate/Sort by Department
• Allocate/Sort by Division
• Allocate/Sort by Job Code
• Allocate/Sort by Loction
• Allocate/Sort by Pay Method
• Allocate/Sort by Phase
• Allocate/Sort by Project
• Allocate/Sort by W/C Job Class
Note:
1. Tertiary sort criteria cannot be used unless both the primary and
secondary sort criteria are selected.
2. Tertiary sort criteria cannot be same as the primary sort or
secondary sort criteria selected above.
Report Parameters
Allocate Using This field is optional. Specify which field this report would allocate from
the following:
• Gross Pay (Default)
• Gross Earnings
• Hours Paid
Report Type This field is optional. Specify the type of report to generate from the
following:Payroll Reports © 2026 PrismHR 148 Field Description • Detail w/Break Totals (Default) • Detail Only • Summary Only Exclude Contributions This field is optional. Indicate the desired option from the following: • Include Contributions (Default) • Exclude Contributions Other Parameters Sort On Allocation Codes This field is optional. Instead of Descriptions Note: If you do not enable this parameter, the system will sort fields by description. In addition, if you enable the Phase option in the Sort Parameters panel, the system will sort Phase by code (there is no description for phases). Page Break on Primary Sort This field is optional. Include Expense This field is optional. By default this field is selected. Reimbursement Pay Codes Include Non-Cash Pay Codes Enable this field to display non-cash pay rows in the report. This field is optional. By default this field is selected. Exclude Non-Cash Pay Codes Enable this field to display non-cash pay rows in the report, but do not from Allocation Base include them in the tax allocation base. This field is optional. By default this field is not selected. Note: You must enable both Include Non-Cash Pay Codes and Exclude Non-Cash Pay Codes from Allocation Base to ensure the system does not include the non-cash pay rows in the tax allocation base. Include Pay Rate with Pay This field is optional. Detail Information Suppress Client Bill Pending This field is optional. Allocations Deductions Allocated to This field is optional. Employee Home Assignment Taxes Allocated to Employee This field is optional. Home Assignment Include Admin Fees (ASO This field is optional.
Payroll Reports © 2026 PrismHR 149 Field Description Clients only) Include Sales Tax This field is optional. Suppress Contribution This field is optional. Allocations Exclude Non-Billed This field is optional. Contributions Include Miscellaneous Charges This field is optional. By default this field is selected. Include Administration Fees This field is optional. By default this field is selected. Include Additional Fields (1st This field is optional. Column)
Payroll Audit Report You can use the Payroll Audit Report to review a payroll before it is finalized and posted. After payroll has been initialized/calculated, the report compares the current payroll against the prior payroll and displays changes, outliers, and potential issues that warrant review. The Payroll Audit Report helps reduce the amount of time spent on manual payroll review and also helps payroll processors quickly identify what may have changed since the last pay period. Important! The output recorded in the Payroll Audit Report is generated using artificial intelligence (AI), so ensure you review all output for accuracy, completeness, and appropriateness before using it.
Accessing the Payroll Audit Report You can access the Payroll Audit Report on two forms after a payroll has been initialized/calculated:
• SuperBatch: The report displays with the other reports in the SuperBatch review workflow. (Click in the batch row. Payroll Audit is the first item in the payroll review menu that displays.) • Process Payroll: In the Selected Payroll panel, select Payroll Audit Report. (This button displays when the selected payroll status is INITCOMP, INITOK, or INITWARN.)
Payroll Reports © 2026 PrismHR 150 Generating the Payroll Audit Report To generate the Payroll Audit Report: 1. Go to the Payroll Audit Report. 2. The information for the selected Payroll Number displays. For example:
The following information displays in the Payroll Audit Report for the selected payroll:
Section Description Payroll Header The top of the report displays summary information about the payroll: • Pay Date • Cycle Status: Payroll type, which is regularly scheduled, manual, or special • Pay Period • Pay Group • Period Number • Deduct Period • Weeks Worked: Number of work weeks • Employees: Number of employees included in the payroll Below the Payroll Header, a quick summary displays the Total Gross, Taxes, Deductions, and Estimated Net for the payroll. Records Select Records to display an Overview of issues the system has identified
Payroll Reports © 2026 PrismHR 151 Section Description that may need attention, such as Pay Issue, DD Change, DD Reversal, and Zero Earnings. You can select each item and navigate directly to the relevant section of the report. Earnings Snapshot Displays an earnings snapshot, which compares the prior payroll to the current payroll. This snapshot includes the Employee Count, Total Earnings, Cash Earnings, Total Hours, Net Pay, Total Deductions, and percent changes between the two periods. Employee Analysis Displays the following information: • Earnings Outliers: Employees with significant pay changes, such as a 100% drop in pay. • Statistical Outliers: Employees with zero earnings and employees with the largest dollar changes from the prior payroll.
Compensation Provides the following information:
Details • Earnings by Code: A breakdown of all pay codes used in the payroll.
New pay codes that were not present in the prior payroll are flagged for
review.
• Tax Withholding: A breakdown of taxes with percent changes from the
prior payroll.
• Shift-Coded Earnings: Any shift differentials employees have, with
percent changes.
• Hours & Rate Flags: Identifies employees whose hours differ
significantly from the prior payroll.
Deductions & Displays deduction and benefit changes that meet a configured percentage
Benefits threshold. (Only employees with changes exceeding the threshold display in
this section.)
Banking & Payments Displays payment and fraud review information:
• No Net Pay: Lists employees who have no net pay in the current
payroll.
• Direct Deposit Changes: Flags direct deposit banking changes made
during the pay period, which helps identify potential fraud, such as
multiple employees changing direct deposit information on the same
day.
• Payment Method Breakdown: Displays how employees in the payroll
will be paid, whether by check, direct deposit, or other method.
• Top Earners: A breakdown of the highest-paid employees in the payroll,Payroll Reports © 2026 PrismHR 152 Section Description with any percentage changes in their pay flagged for review.
Billing & Invoice Details billing items relevant to PEO clients, including workers comp billing,
admin fees, workers comp changes, and miscellaneous billing, such as
pending client bills. An Invoice Comparison at the bottom of the report
allows processors to verify the billing totals before finalizing payroll.
Audit Log Select Audit Log to display all data changes made for the client during the
pay period.
Warnings & Errors Select Warnings & Errors to list payroll errors and warnings, consolidating
the information that also displays in the SuperBatch form into one place.
Actions Select Actions to display a selectable list of items flagged for attention,
similar to the Overview section but focused on items most likely to require
follow-up.Payroll Billing Summary Report This report works in conjunction with the Payroll|View|Payroll Billing Summary form, which lists each voucher paid and the billing line item created on the invoice for the client.
Note: You can access this report directly from the Payroll|Report menu after you add it to your user role.
To run the report, do the following: 1. Select or enter the Payroll Number. 2. Select Employee Name or Voucher Number in the Sort Report by field. 3. Click Report. For example, the following report displays after selecting a Payroll Number with the Employee Name parameter selected:
Payroll Reports © 2026 PrismHR 153 The following report columns display in the report: • Employee ID • Employee Name (If sorted by Employee Name, they display in alphabetical order) • Voucher # (if sorted by Voucher Number, they display in chronological order) • Gross Pay • Admin Fee • Benefits • Deductions • Workers Comp • Taxes • Total Invoice
Payroll Cash Requirement Report The Payroll Cash Requirement Report provides a listing for all cash requirements for a specified payroll. Note: You can run this report for all payrolls, those that are posted and those that are initialized but not yet posted.
To run this report, do the following: 1. Enter the Payroll Number you want to run for this report. 2. Select Switch to Bundled/Unbundled format, if needed. 3. Click Run.
Payroll Reports © 2026 PrismHR 154 This report displays the following information: • Pay Date: Date the payroll associated with this report was processed. • Period Start and End Date: Start and end dates for this payroll. If there are multiple start and end dates, then the earliest Period Start date and the latest Period End date displays.
Payroll Reports © 2026 PrismHR 155 • Report columns: The Item Description, Total Cash Requirement, the amount Invoiced by Service Provider, and the amount Retained by Client for Future Funding display the following information:
Field Description Net Pay The net amount for the payroll. Deductions The deductions taken in the payroll. Taxes Withheld The taxes withheld from the payroll. Employer Contribution Employer contributions for benefits included in the payroll. Provider Fees Provider fees deducted from the payroll. Grand Total The totals for all amounts in the report.
Payroll Check Count By Client Report Use this form to generate a report to show the various payroll statuses and the number of checks for each payroll for a client.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations Payroll|Report, click Payroll Check Count By Client Report.
To generate the Payroll Check Count By Client Report: 1. Complete the following:
Field Name Description Pay Date Above or Equal To Pay Date start date. Leave this field blank to include all dates.****************** Pay Date Below or Equal to Pay Date end date. Leave this field blank to include all dates.****************** Payroll Status Equal To If you want to run this report for a specific payroll status, enter it here or select one from the Select Payroll Status. This field is optional. Leave this field blank to select all payroll statuses.
The on-screen report has the following columns: • Client ID • Name (Client Name)
Payroll Reports © 2026 PrismHR 156 • Payroll Number • Payroll Description • Pay Date • Check Count • Total Vouchers • Batch Status
Payroll Check Journal Report This report provides employee payroll check details, including the pay method, check/deposit, check date, start/stop period, workers compensation class, employee ID, and net pay. (This report is part of the Payroll Initialization reports.) To access the form, click Reports menu. Under Payroll|Report, click Payroll Check Journal Report. Note: You can also access the Payroll Check Journal Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Payroll Check Journal in the Report Title column.
To set up the parameters for this report: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Payroll Number to run this report for a specific payroll or select Enter a Pay Date Range to enter a Start Date and an End Date to run this report for a date range. 2. Set the Sort Parameters: • Select the Primary Sort for the report. • You can select a Secondary Sort and Tertiary Sort. • Select the Detail Sort (Employee Name, Employee ID). 3. Select the Report Parameters as needed:
Field Description
Report Type Select the Report Type:
• Detail with 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 forPayroll Reports © 2026 PrismHR 157 Field Description each of the sort options entered (except employee name) as well as a grand total for all employees.
Report Format Select the Report Format (Standard, With Summarized Fees and
Taxes, With Bundled Billing).
Sort on Codes instead of Select to sort by pay code rather than pay description.
Descriptions
Page Break on Primary Sort Select to start a new page for a new Primary Sort.
Suppress Pay Group in Select to exclude the Pay Group, Pay Period Start, and End Dates in
Header the report header.Select the Other Parameters as appropriate:
Field Description Employee Unique ID Select the Employee Unique ID to use in the report (Employee ID, Employee Number). Display Pay Codes Using Select to display the same detail as the time sheet and voucher. Timesheet Detail Format Include Expense Select to include expense reimbursement pay codes. Reimbursements Include Non-Cash Pay Select to include non-cash as well as cash pay codes. Codes Include ‘Employee Total Select to include the Employee Total Expense, which is the sum of all Expense’ on Report pay and contributions. Employee Unique Clock Select which “clock number” to use in the report: Number • Employee Number: The report obtains the employee number from the payroll voucher. • Employee Clock Number: The report obtains the clock number from the employee details.
Suppress Employee Names Select to exclude employee sort names from the report. on the Report Consolidate Report Totals Select to display the totals by pay code, rather than detail lines. by Pay Code Only Exclude Check Detail Select to exclude detailed check information (check number, check
Payroll Reports © 2026 PrismHR 158 Field Description Information date, and period start and end dates). Split Hours and Units Select to display columns for Paid Hours and Paid Units. Paid Hours Columns specifies pay codes with pay reason set to hours and Paid Units specifies pay codes set.
Listed are samples of the report columns, based on selections in the form: • Sort-By Criteria: The field selected in the Primary Sort. • Employee Name: Employee name displays as last name first. • 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 “Salaried” 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.) • Chk/Deposit: How the check was issued to the employee. • Check Number: The number on the check. • Check Date: The date the check was issued. • Period Start: The date the pay period started. • Period End: The date the pay period ended. • WkComp Class: The employees Workers’ Compensation Class. • Employee ID: Employee ID • Net Pay: The net pay on the check.
Payroll Reports © 2026 PrismHR 159 • Pay Description: The pay code description. • Hours/Units: The number of hours or units for the pay period. • Pay Rate: The employee’s rate of pay. • Amount: The employee’s amount of pay for the selected date range or payroll batch. • Deduction Description: The deduction code description. • Amount: The amount of the deduction for the selected date range or payroll batch. • Contribution Description: The contribution code description. • Amount: The contribution amount for the selected date range or payroll batch.
Payroll Check Printing Report Use this form to generate a report for an active client only that displays all employee names and check numbers for a posted payroll. There is a totals row (one for Direct Deposit and one per Live Checks) that shows the total count of Direct Deposit and Live Checks and a total for the amount that actually printed. The items that print could be a smaller number than the total due to different settings in the system like State Rule requirements for Direct Deposit stubs having to be printed and provided to the employee or the Client Details settings for electronic pay stubs. This report is sorted by check type and then by employee last name on screen.
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 Payroll Check Printing Report.
To generate the Payroll Check Printing Report: 1. Complete the Report Period using the following:
Field Name Description Completed Payroll Number Enter the completed payroll number here for the report, or click the Completed Payroll Number link and select it from the Select Payroll Batches dialog box.
This report shows the following columns: • Check Type - Live Check or Direct Deposit • Check Number • Employee ID
Payroll Reports © 2026 PrismHR 160 • Employee Name • Print - Yes or No • Home Location
Payroll Client SUTA Tax Register Audit Report Use this form to generate a report to display the client quarterly SUTA gross wages total by state.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Employer|Report, click Payroll Client SUTA Tax Register Audit Report.
To generate the Payroll Client SUTA Tax Register Audit Report: 1. Complete the following:
Field Name Description Year This field is optional. Leave this field blank to include total gross wages for all tax years. If you want to run this report for a particular tax year, select it from the drop-down. The drop-down has a 10 year look back starting from the current year. Quarter This field is optional. Leave this field blank to include total gross wages for quarter. If you want to run this report for a particular quarter, select it from the drop-down.
This report shows the following columns: • State • Client ID • Client Name • Employee Count • Gross Wages
Payroll Cost Report Use the Payroll Cost Report form (Figure 8) to determine what information prints on this Payroll Cost Report and in what order. Use the Payroll Cost Report Parameters form (Figure 9) to determine what information prints on the Payroll Cost Report for every client. This reports displays employee payroll cost.
Payroll Reports © 2026 PrismHR 161 Figure 8: Payroll Cost Report Form
Payroll Reports © 2026 PrismHR 162 Figure 9: Payroll Cost Report Parameters Form
Listed are samples of the report columns, based on selections in the form: • Dept Code: The employee’s department code. • Employee ID: Employee ID • Employee Name: Employee name displays as last name first. • W/C Class: The employee’s workers compensation class. • Regular Hours: The employee’s regular hours in a pay period. • O/T Hours: The employee’s overtime hours in a pay period. • Other Hours: Other hours the employee worked in a pay period.
Payroll Reports © 2026 PrismHR 163 • Gross Earnings: The total gross earning for a pay period. • Payroll Deduct: The amount that payroll deducted from the payroll. • Reimburse Per Diem: The amount the employee earned in reimbursements and per diem. • Standard Pay Rate: The employee’s standard pay rate.
Payroll Cost Report - Standard Use the Payroll Cost Report - Standard form to determine what information prints on this report and in what order using the available filters. Regardless of how the report filters are applied, if an employee has hours in more than one department, those hours are logged in those departments. (The system makes a record for every department where the employee logged hours.)
Note: Use the Payroll Cost Report Parameters form to determine what information prints on the Payroll Cost Report - Standard for every client. (You can make this determination by clicking Params.)
Do the following to determine what information prints on this report: 1. Select Payroll Cost Report - Standard in the Reports menu under Payroll|Report. 2. Complete the following information:
Payroll Reports © 2026 PrismHR 164 Panel Description Selection Parameters Enter or select the Payroll Number to run this report for a specific payroll or select Enter a Pay Date Range to enter a Start Date and a End Date to run this report for a date range. Sort Parameters Set the Sort Parameters: • Select the Primary Sort for the report. • You can select a Secondary Sort and Tertiary Sort. • Select the Detail Sort: • Employee Name: This is the default option. If used as the Detail Sort, the report sorts details by employee. • Employee Unique ID: The report sorts by the employee’s ID. • W/C Code: The report sorts details by the worker’s compensation code. Report Parameters Set the Report Parameters: • 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 Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters. • Select Page Break on Primary Sort to start a new page for the selected Primary Sort items. • Select Suppress Pay Group in Header to exclude pay group information from the report header. Other Parameters Set the Other Parameters: • Select the Employee Unique ID to use in the report (Employee ID, Employee Number). • Select the Report Format to use in the report (W/C Class Cost, Billing Cost).
Payroll Reports © 2026 PrismHR 165 Panel Description Report Filters Set the Report Filters: • Set the Status Class and Type Class. • Set the field type. The field label displays. For example, if you enter or select a Location, the Location Name displays. The report displays records for that Location.
Listed are samples of the report columns, based on selections in the form: • W/C Class: The employee’s workers compensation class. • Employee ID: The employee ID. • Employee Name: The employee name displays as last name first. • Regular Hours: The employee’s regular hours in a pay period. • O/T Hours: The employee’s overtime hours in a pay period. • Other Hours: Other hours the employee worked in a pay period. • Gross Earnings: The total gross earning for a pay period. • Payroll Deduct: The amount that payroll deducted from the payroll. • Reimburse Per Diem: The amount the employee earned in reimbursements and per diem. • Standard Pay Rate: The employee’s standard pay rate.
Payroll Deduction in Arrears Report Use the Payroll Deduction in Arrears Report form to identify the premiums owed and to display premiums not collected from employees that need to be paid by the client.
To access this form and run the report: 1. Click the Reports menu.
Payroll Reports © 2026 PrismHR 166 2. From Payroll|Report, click Payroll Deduction in Arrears Report. The form opens.
Complete these fields:
Field Description Employee ID Optional field. Click the link and select an employee from the modal that opens. If left blank, it runs the report for all employees with deductions in arrears for a client. Starting Date Optional field. Starting date range for a report. Enter a date or click inside the field to select a date from the calendar picker. Ending Date Optional field. Ending date range for a report. Enter a date or click inside the field to select a date from the calendar picker. Deduction Code Optional field. Click a link to launch a modal where you can select a code to filter by deduction type. Track Optional Optional drop-down. Select whether to track optional arrears or exclude them. Options are: • Show Track Optional Only - Only tracks optional arrears. • Exclude Track Optional - Excludes optional arrears.
Click Run. The report output displays.
Payroll Reports © 2026 PrismHR 167 5. Click the XLS link to download the report.
Payroll Detail Register Report This report shows detailed pay information by Employee for both initialized and completed payrolls vouchers. There are detail columns that break out straight hours/pay from premium hours/pay along with the specific pay code breakouts. This report opens in a modal.
Note: Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
Payroll Reports © 2026 PrismHR 168 To access this form, click Reports menu. Under Payroll|Report, click Payroll Detail Register Report.
To generate the Payroll Detail Register Report: 1. Enter the Payroll Number or click the Payroll Number link and select a batch from the Select Payroll Batches window. 2. Click Run. The report shows on screen. The report sorts by Work Department by default even though there is also a Division and a Shift column on the report. 3. Click XLS to download the report.
The report shows the following columns: • Employee Name • Charge Date • Work Division • Work Department • Pay Code • Pay Description • Shift • Straight Hours • Premium Hours • Rate • Straight Pay • Premium Pay
Payroll Disbursement Report This report displays the payroll amount in both deposited and check form. Figure 11: Payroll Disbursement Report Form
Payroll Reports © 2026 PrismHR 169 • Select Sort By. 2. Click Run. Figure 12: Payroll Disbursement Report
The report columns are: • Employee Name: Employee name displays as last name first. • Employee ID: Employee ID • Pay Date: The date of the payroll. • Deposit Amount: The amount direct deposited. • Check Amount: The amount in check form. • Check Number: The number on the check.
Payroll Earned Income Credit Report Use this form to generate a report to show which employees are enrolled in Earned Income Credit (EIC). The ability to enroll in EIC is no longer an option but we do need to provide this information to assure access to historical data.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports menu. Under Payroll|Report, click Payroll Earned Income Credit Report.
To generate the Payroll Earned Income Credit Report: 1. Complete the following fields:
Payroll Reports © 2026 PrismHR 170 Field Description Client Status This field is optional. Leave this field blank for this report to run for clients with any employment status code. If you want to run this report for clients having selected employment status codes, enter them here or click the Status Code link and select them from the Select Employment Status dialog box. Select from the following employment status codes: • A - Active • C - Client Canceling • I - Inactive • P - Pending • T - Terminated
Payroll Tax Report This report shows detailed employer tax information by tax code and employee for a payroll batch. This report runs on both initialized and completed payroll vouchers.
Note: Service providers, worksite managers, worksite trusted advisors can access this form.
To access the form, click Reports. Under Payroll|Report, click Payroll Tax Report.
To generate the Payroll Tax Report: 1. Complete the following:
Field Name Description Tax Type Specify whether to view Both Employer & Employee, Employer Only, or Employee Only tax types in the report output: • Both Employer & Employee: Includes all tax codes regardless of the option selected in the Paid By field on the Tax Deductions form. • Employer Only: Only includes tax codes when the Paid By field on the Tax Deductions form is set to Employer. • Employee Only: Only includes tax codes when the Paid By field on the Tax Deductions form is set to Employee.
Payroll Number Enter the payroll number for which you want to run this report or click the Payroll Number link to select it from the Select Payroll Batches window.
Payroll Reports © 2026 PrismHR 171 3. Click XLS to download the report. The on-screen report displays the following columns: • Tax Code: The tax code under which tax have been deducted in this payroll number. • Tax Description: The tax description under which tax have been deducted in this payroll number. • Employee ID: The employee ID for whom tax have been deducted in this payroll number for the voucher Number. • Employee Name: The employee name for whom tax have been deducted in this payroll number for the voucher Number. • Voucher Number: The voucher number under which this employer tax was deducted. • Tax Amount: The tax amount withheld by the employer for the tax code under the voucher number. • Taxable: The taxable wages for the tax code for the employee under the voucher number. • Sheltered: The sheltered tax amount for the tax code for the employee under the voucher number. • Overlimit: The overlimit wage amount for the tax code for the employee under the voucher number.
Payroll Garnishment Report Use this form to generate a report to show the various garnishment amounts deducted for the payroll for a client.
Payroll Reports © 2026 PrismHR 172 Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Payroll|Report, click Payroll Garnishment Report.
To generate the Payroll Garnishment Report: 1. Complete the following:
Field Name Description Payroll Number Enter the payroll number for which you want to see the garnishment amounts.
The on-screen report has the following columns: • Employee Name - The name of the employee for whom garnishments have been deducted in this payroll number. • Employee ID - The ID of the employee for whom garnishments have been deducted in this payroll number. • Period End - The end date of the pay period for which the garnishment is deducted. • Pay Date - The pay date for the payroll number in which the garnishments have been deducted. • Docket Number - The Docket Number defined on the employee Garnishment Setup assigned by the government agency or court for this wage garnishment. • Garnishment Amount - The garnishment amount that have been deducted in the payroll number.
Payroll Gross to Net Information Report Use this form to generate a report that runs across clients and provides a summary of gross wages, deductions, taxes, benefits, and arrears. This also shows profitability for the service provider.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports menu. Under Operations|Payroll Report, click Payroll Gross to Net Information Report.
To generate the Payroll Gross to Net Information Report: 1. Complete the following:
Payroll Reports © 2026 PrismHR 173 In This Field Enter This Starting Date The beginning date of this report. Invoices before this date will not be included. Ending Date The ending date of this report. Invoices after this date will not be included. Salesperson This field is optional. Enter a specific salesperson ID as required or click the Salesperson link and select one from the Search users dialog box. The program will use this entry to filter the report. Leave it blank to use all. Client Cost Center >= The lowest Client Cost Center number that should be included in this report. Client Cost Center <= The highest Client Cost Center number that should be included in this report. Employer ID This field is optional. If you want to limit this report to a specific employer, enter the Employer ID or click the Employer ID link and select one from the Select Employer dialog box. Client ID This field is optional. If you want to limit this report to a specific client, enter the Client ID or click the Client ID link and select one from the Select Client dialog box.
Payroll Register Report Use the Payroll Register Report form to determine what information prints on the Payroll Register Report and in what order. For example:
Payroll Reports © 2026 PrismHR 174 To access this form, click Reports menu. Under Payroll|Report, click Payroll Register Report. Note: You can also access the Payroll Register Report for a selected payroll in the Approval Payroll Reports form. To do this, select Approval Payroll Reports in the View Report/Analytic field on the Payroll Approval form, then select Payroll Register Report in the Report Title column.
To configure information for display on the Payroll Register Report: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Payroll Number to run this report for a specific payroll or select Enter a Pay Date Range to enter a Start Date and an End Date to run this report for a date range. 2. Set the Sort Parameters: • Select the Primary Sort for the report. If Employee Name Only is selected then Secondary Sort and Tertiary Sort will not be available. • You can select a Secondary Sort and Tertiary Sort. 3. Set the Report Parameters: • Select the Report Format:
Payroll Reports © 2026 PrismHR 175 • Standard: Includes information for each employee on the report, as well as the current, month-to- date, quarter-to-date, and year-to-date values for pay, deductions, taxes, and paid time off. • Compact: Displays the information in a columnar format and makes the Compact Format Parameters available (see below). • 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. 4. Set the Other Parameters: • Select Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters. • Select Page Break on Primary Sort to start a new page for the selected Primary Sort items. • Select Suppress Zero Deductions to exclude deductions with a value of zero from the report. • Select Suppress Zero Vouchers to exclude payroll vouchers with a total of zero from the report. 5. Set the Compact Format Parameters (if this is a Compact report format): • Select Include YTD Amounts to include the year-to-date amounts for pay, deductions, and taxes on the report. • Select Include Employer Contributions to include the employer’s contribution amounts for deductions on the report. • Select Add employee arrears to employer amount to include employee arrears as part of employer contribution amounts on the report. • Select Sort Pay by Pay Code Descriptions to sort the pay by the code descriptions instead of the pay codes. • Indicate the order in which to Sort Deductions by: • Deduction Code: Sorts deductions by Deduction Code. • 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. • Select Use LANDSCAPE Format and one or both of its associated parameters, Include YTD Amounts and Include Employer Contributions, to control landscape output form selection. Note: If you do not select one of these parameters, the system uses the standard report size, even if the Use LANDSCAPE Format field is selected. In addition, you cannot use this parameter with the Suppress Rate Column parameter.
Payroll Reports © 2026 PrismHR 176 • Select Suppress Rate Column and Include YTD Amounts to suppress the Rate column in the report output, which provides enough display room to accommodate larger YTD amounts and their commas. (This parameter is only available in Portrait format. If you enable the Use LANDSCAPE Format parameter and the Suppress Rate Column parameter a warning displays, “Cannot select Landscape with Suppress Rate Column option.”) Note: The Include Employer Contributions parameter is not available with the Suppress Rate Column parameter. If you enable the Includes YTD Amounts and the Suppress Rate Column parameters with that parameter a warning displays, “Cannot select Include Employer Contributions with Suppress Rate Column option.” • Select Suppress Non-Cash Fringe Pay Codes to exclude non-cash fringe pay codes, which helps differentiate between what is actual pay and what is non-cash fringe pay. 6. Set the Header Options: • Select Include Client ID to include the client’s ID in the report’s header • Select Include Client Legal Name to include the client’s legal name in the report’s header
Listed are samples of the report columns, based on Standard format: • Employee Name: Employee name displays as last name first. • Employee ID: The Employee ID displays when the report is run in compact format. • Address: Employee Residential Address
Payroll Reports © 2026 PrismHR 177 • Title: Employee Position Title • 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). • EEO: The employee’s position EEO class. • Employee ID: Employee ID • Dept: The employee’s assigned department. • W/C: The employee’s assigned workers’ compensation class code. • FLSA: The employee’s FLSA type (for example, Standard, Highly Compensated, or Exempt). • PayGrd: The employee’s pay grade based on their position title. • Salary: The employee’s compensation amount based on the pay group. • Hire: The employee’s last hire date. • Term: The employee’s termination date, if any. • Review: Date of employee’s last review. • Employee No: Employee Number • Gender: Employee Gender • DOB: Employee date of birth • Tax Filing Info: • Type: Type of tax filing (for example, Federal, AR, AZ). • Status: Status of tax filing • Add’L: Additional codes associated with that tax type. • Direct Deposit: • Account No: Employee Bank Account Number • Tran/ABA: Employee Bank Transaction Number • CHK/SAV: The employees (C) checking or (S) saving account where the pay amount is deposited • $/%: The amount or percentage that is deposited. Balance displays when it is the last deposit or only deposit. • Earnings: • Type: Pay Code and Description • Current: the pay amount for this pay period. • MTD: Month-to-date pay • QTD: Quarter-to-date pay • YTD: Year-to-date pay • Deductions: • Type: Deduction Description
Payroll Reports © 2026 PrismHR 178 • Current: The deduction amount for this type during this pay period. • MTD: Month-to-date deduction • QTD: Quarter-to-date deduction • YTD: Year-to-date deduction • Disbursements: • Voucher No: Voucher Number • Check No: Check Number • Check Amount: The amount of this check • Direct Deposit Amount: The amount that is direct deposited for this check/voucher. • Paid Time Off: • Description: Paid Time Off Description • CarryFWD: The amount of paid time off carried forward. • Accrued: The amount of paid time off accrued in this pay period. • Used: The amount of paid time off used in this pay period. • Balance: The amount of paid time off available after this paid period. • Grand Total: Total for all employees. • Total Employee Count: The number of the employees included in the report.
Listed are a sample of the report columns, based on Compact format: • Employee Name: Employee name displays as last name first. • Emp ID: Employee ID • Dept: Employee department • Net Amt: Net pay amount for this pay period. • DD Amt: Direct deposit amount • Check Amt: Check amount • Check No: Check number • Check Dt: The date the employee is paid.
Payroll Reports © 2026 PrismHR 179 • Pay Type: Pay Description • Hours/Units: Hours or Units in pay period. • Rate: Pay rate for pay period. • Pay: Pay amount for pay period. • YTD Hrs: Year-to-date hours • YTD Pay: Year-to-date pay amount • Totals Pay: Total for pay type columns • Taxes: Tax Description • Curr Tax: Tax amount for this pay period. • YTD Tax: Year-to-date tax amount • Totals Taxes: Total for tax type columns. • Deductions: Deduction Description • Curr Ded: Deduction amount for this pay period. • YTD Ded: Year-to-date deduction amount • Totals Deductions: Total for deduction type columns. • Grand Total Total for all employees. • Total Employee Count: The number of the employees included in the report.
Payroll Reports Use this form to view the payroll reports available for a payroll number. Security • Uses Client Access Group security. • Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form. For example:
Payroll Reports © 2026 PrismHR 180 Note: You can only access this form from either the Payroll Summary form or the Recent Payrolls view on the PrismHR dashboard. For example, click the icon beside the Payroll Number entered on the Payroll Summary form to navigate to this form for payroll reports for that payroll number. (You cannot access this form any other way. You cannot search for this form using any search method.)
To view the payroll reports available for a payroll number: 1. Click the Reprint Payroll Checks link to go to the Reprint Payroll Checks form to reprint or rebuild all any of the checks contained in this payroll. The job will be listed at the top of the list on this form (see screenshot above for example). Note the following: • The Reprint Payroll Checks link is only available for worksite managers and worksite trusted advisors if they are assigned the Payroll - Prints Checks HR Role. (For more information about defining users, see the System Administration Guide.) • You cannot choose the Payroll Number or Pay Date on the Reprint Payroll Checks form. This information is already pre-filled from what you have selected earlier on the form from where you navigated here, such as the Payroll Summary form or the Recent Payrolls view on the PrismHR dashboard. 2. Click the down arrow icon to open the job file. 3. Click the question mark icon: a. For a check to go the following screen. Click Reprint to go to the Reprint Payroll Checks form for that check number. Click Delete to delete the record. Click Close to close the window.
Payroll Reports © 2026 PrismHR 181 b. For any other class of completed report to go to the following screen. Click Delete to delete the record. Click Close to close the window.
Working with Archived Payroll Reports When payroll reports are created for a posted payroll they fall into two types, those that are “set in stone” and those that are created “on the fly” from the stored data. In both cases, the system stores the User ID of the payroll processor with the report information. When reports are accessed after they have been archived, the system makes the “set in stone” reports accessible again and recreates the “on the fly” reports. However, in
Payroll Reports © 2026 PrismHR 182 both cases, the reports retain the original User ID, which is returned when the archived reports are populated in the Payroll Reports form.
Note: Payroll Reports are archived after 90 days.
Payroll Restaurant Tip/Tax Credit Report Use this form to generate a report that allows service providers to capture tax credits available for cash tips in excess of those used to credit for minimum wage for clients.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations|Report, click Payroll Restaurant Tip/Tax Credit Report.
To generate the Payroll Restaurant Tip/Tax Credit Report: 1. Complete the following:
Field Name Description Starting Pay Date Enter the billing start date.
Ending Pay Date Enter the billing end date.
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 • Employee Name • Employee ID • Charged Tips • Cash Tips • Total Tips • Not Subject to Credit Provisions • Eligible Tips • Social Security Credit • Medicare Credit
Payroll Reports © 2026 PrismHR 183 • Tips Credit
Payroll Retirement Contributions Report Use the Payroll Retirement Contributions Report form to run a report on contributions made to employee retirement accounts. This report can be run using calculated payrolls that are either initialized or posted.
Note:
• Service Provider Only. • Does not use Client Access Group security. To access the form, click Reports menu. Under Payroll|Report, click Pay Retirement Contribution Report. Figure 13: Payroll Retirement Contributions Report
Payroll Reports © 2026 PrismHR 184 • Select the Detail Sort to specify the way information displays and sorts on the report (Employee Name, Employee Unique ID). 3. Set the Report Parameters: • 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 Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters. • Select Page Break on Primary Sort to start a new page for the selected Primary Sort items. • Select Suppress Pay Group in Header if needed. 4. Select Other Parameters as appropriate: • Select the Employee Unique ID from the drop-down (Employee ID, Employee Number). 5. Enter the Report Filters to display on the report: • Select the Status Class you want to include in the report from the drop-down. • Select the Type Class you want to include in the report from the drop-down. • 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. 6. Click Run. Figure 14: Payroll Retirement Contributions Report
Listed are samples of the report columns, based on selections in the form: • Employee ID: The employee’s ID. • Employee Name: The employee’s name. • Voucher Number: The payroll voucher number. • Base Earnings: The employee’s base earnings before taxes. • Employee Elective Contributions: The employee’s contributions. • Employee Post-Tax Contributions: Any contributions made by the employee after taxes.
Payroll Reports © 2026 PrismHR 185 • Employee Catch Up: Employee catch up amounts paid. • Roth Contributions: Contributions made post-tax to a Roth IRA. • Roth Catch Up: Employee catch up amounts paid to a Roth IRA. • Employer Matching Contributions: Matching contribution paid by the employer. • Employer Non-Elect Match: Non-elective matching amounts paid by the employer. • Successor Retirement Deferral: Successor retirement deferral amount. • Successor Catch-up Deferral: Successor catch-up deferral amount. • Successor ROTH Deferral: Successor ROTH deferral amount. • Successor ROTH Catch-up Deferral: Successor ROTH catch-up deferral amount • Employee Loan Payment: Loan payments paid by the employee. • PEO Match: Matching contribution paid by the PEO.
Payroll Status Report Use this form to generate a report to show the statuses of the various payrolls based upon a user-defined cut-off date or pay date range for all the clients.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports. Under Operations Payroll|Report, click Payroll Status Report.
To generate the Payroll Status Report: 1. Complete the following:
Field Name Description
Run By Enable one of the following options:
• Cutoff Date: Enter or select an end date by which the hours need to be
entered into the system. (Leave this field blank to include all dates.)
• Pay Date Range: Enter or select a pay date range. (Leave these fields blank
to include all dates.)
Note: The values must be entered in date format. In addition, the start date
cannot occur after the end date and the end date cannot occur before the
start date.
Payroll Step Select specific payroll steps. (Leave this field blank to include all payroll steps.)
Note: Selected steps do not display in the report header.Payroll Reports © 2026 PrismHR 186 3. Click XLS to download the report. 4. Click Close to close the report.
The on-screen/downloadable report includes the following columns: • Client ID: The client ID. • Name (Client Name): The name of the client for the corresponding payroll number. • Payroll Number: This is the batch ID or the batch number. • Cutoff Date: The date by which the hours need to be entered into the system. • Cutoff Time: Time by which the hours need to be entered into the system. • Cutoff Complete: Whether or not the hours have been submitted. • Pay Date: The date the payroll was paid. • Ship Date: The date the payroll is sent out by the PEO to the clients. • Deliver Date: The date the payroll is received by the clients. • Payroll Status: The last step that was performed on that payroll batch as on the Cutoff Date. • Step Date: The date on which the last step was performed. • Step By: The user name who performed the last step.
Payroll Summary Report This report works in conjunction with the Payroll Summary form, which lists all payments made in a payroll batch and provides access to individual payroll voucher details.
Note:
• This form uses Client Access Group security as well as Data Entity security. • Worksite managers, worksite trusted advisors, and service providers can access the form.
To access the form, click Reports menu. Under Payroll|Report, click Payroll Summary Report.
To generate the Payroll Summary Report: 1. Complete the following fields: a. Under the Report Period section:
Payroll Reports © 2026 PrismHR 187 Field Name Description Payroll Number The payroll number for which you want to run this report or click the Payroll Number link to select one from the Select Payroll Batches window. Only the first 100 payroll numbers are displayed in the window. To see more payroll numbers, scroll down and click More. Note the following: • When you click the Payroll Number hyperlink, you see a list of all available payrolls posted by the client. • When you run the report selecting a Payroll Number in initialized status, it returns data from the initialized payroll. • When you run the report selecting a Payroll Number in posted status, it returns data from the posted payroll. • When you run the report selecting a Date Range, it returns data only from the posted payroll and not initialized payroll.
Pay Date Range Select this option if you want to run this report for a payroll batch in a specific Pay Date Range. Fill in the following fields: • Start Date: Enter the start date for the pay date range for which you want to run this report. • End Date: Enter the end date for the pay date range for which you want to run this report.
b. Under the Sort Options section:Field Name Description Sort By Select the sort option for the report from the following: • Pay Code: This is the default option • Position • Department • Location • Division • Shift • Project • Employee
c. Under the Parameters section:Payroll Reports © 2026 PrismHR 188 Field Name Description Break Out Expense Check box this option if you want to see break out of the expense reimbursements as Reimbursement as separate columns in your report. Separate Column • When checked, the report would subtract any pay codes that are marked as expense reimbursement from the gross earnings column. Expense reimbursements would still be included on the Gross Pay Column no matter whether the box is checked or not. Column will be shown between the Gross Earnings and Taxes Column. • When unchecked, then report will include the codes marked as an expense reimbursement pay class in the Gross Earnings column.
d. Under the Report Filters section:Field Name Description Check Type Select the payment types that you want included in your report from the following options: • All: This is the default option which includes vouchers for both direct deposits and paper checks. • Direct Deposit: When you select this option, the report will only show vouchers that are being paid via ACH. • Check: When you select this option, the report will only show vouchers that are being paid via a live check.
Payroll Tax Override By Client Report Use this form to generate a report to list all employees within the database who have a temporary tax override entered in the Tax Calculation Overrides form. You can enter a temporary tax override in the following places in the Tax Calculation Overrides form: • In the Income Tax Overrides section • In the Miscellaneous Overrides section • Using the Actions menu in the • Tax Calculation Overrides form and • Suppress Taxes form
Payroll Reports © 2026 PrismHR 189 Note: This report does NOT include tax overrides entered directly in Tax tab in the Employee Details 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 Reports. Under Operations|Report, click Payroll Tax Override By Client Report.
To generate the Payroll Tax Override By Client Report: 1. Complete the following:
Field Name Description Client ID This field is optional. Leave it blank for the report to run for all clients. If you want to limit this report for selected clients, enter the client IDs or click the Client ID link and select them from the Select Clients dialog box. The Client Name will auto populate.
This report shows the following columns: • Client - Client ID • Client Name • Employee Name • Tax Authority Code - Reflects the tax authority code entered in the Tax Calculation Overrides form for example 10 in the screen-shot below.
• Override Type - Reflects the Override Type entered in the Tax Calculation Overrides form for example “Fixed Amount” in the screen-shot above. • Override Amount - Reflects the Override Amount entered in the Tax Calculation Overrides form for example “50.00” in the screen-shot above. • Start Date - Reflects the Starting Pay Date entered in the Tax Calculation Overrides form for example “01/01/2022” in the screen-shot above. • End Date - Reflects the Ending Pay Date entered in the Tax Calculation Overrides form for example “12/31/2022” in the screen-shot above.
Payroll Reports © 2026 PrismHR 190 • Suppressed Identifier - Reflects the Tax Identifier entered in the Suppress Taxes form for example “31” in the screen-shot above. • Suppressed Authority - Reflects the Tax Authority entered in the Suppress Taxes form for example “060010030” in the screen-shot above. • Start Date - Reflects the Start Date entered in the Suppress Taxes form for example “05/01/2022” in the screen-shot above. • End Date - Reflects the Stop Date entered in the Suppress Taxes form for example “05/31/2022” in the screen-shot above.
• Override Code - Reflects the Tax Code entered in the Tax Calculation Overrides form for example “360490570-39” in the screen-shot above. • Pay Date - Reflects the pay date the override entered at Payroll/ Action / Tax Calculation Overrides - Miscellaneous Overrides goes into effect. • Amount - Reflects the Tax Amount entered in the Tax Calculation Overrides form for example “4.44” in the screen-shot above.
• Types - Reflects the voucher type entered in the Miscellaneous Overrides section in the Tax Calculation Overrides form for example “Regular” in the screen-shot above. • Weeks - Reflects the Weeks in Pay Period entered in the Miscellaneous Overrides section in the Tax Calculation Overrides form for example “52” in the screen-shot above.
Payroll Third Party Deduction Register Report This report shows details for voluntary third party deductions for an employee for both initialized and completed payrolls vouchers. Third Party (Cutback)/Consolidated Garnishments are not included on this report.
Note: Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access this form, click Reports menu. Under Payroll|Report, click Payroll Third Party Deduction Register Report.
Payroll Reports © 2026 PrismHR 191 To generate the Payroll Third Party Deduction Register Report: 1. Enter the Payroll Number or click the Payroll Number link and select a batch from the Select Payroll Batches window. 2. Click Run. The report shows on screen. The report shows these deductions sorted by Third Party Payee by default. 3. Click XLS to download the report.
The report shows the following columns: • Third Party Payee Code • Third Party Payee Name • Third Party Payee Amount • Deduction Code • Deduction Description • Deduction Amount • Employee Name
Payroll Variance Reports Use this form to generate a report that uses both initialized and posted payroll vouchers and shows the variance between the current payroll and a past payroll. You can select from the following variance report types: • All (default) • Benefits • Deduction • Pay (Earnings) • Tax
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 Payroll|Report, click Payroll Variance Reports. Note: You can also access this form during payroll review by selecting Payroll Variance Reports in the Review list on the Process Payroll form and on the SuperBatch form.
Payroll Reports © 2026 PrismHR 192 To generate the payroll variance reports: 1. Complete the following:
In this Field Enter this Variance Report Type Select one of the following type of variance report that you want to generate from the drop-down: • All (default) • Benefits • Deduction • Pay • Tax Note: This selection displays in the Type column in the generated report. If you select All, then each line displays the report type for that payroll. Initialized Payroll Number The initialized payroll number that you want to use for employee comparison. Completed Payroll Number The completed payroll number that you want to use for employee comparison.
Payroll Reports © 2026 PrismHR 193 • Amount 2 • Variance
Payroll Voucher Report You can use the Payroll Voucher Report form to generate the Payroll Voucher Report for a selected client or pay date, so you can review voucher details before posting and reconciling against source data. For example:
Note: This report is available for initialized and posted payrolls with the INITOK, INITCOMP, POSTCOMP, or COMP status.
To generate the Payroll Voucher Report: 1. Go to the Payroll Voucher Report form on the Payroll|Report menu. The current Client ID displays. 2. Enter or select the Payroll Number or the Pay Date. (You must make a selection in one of these required fields.) If you select a Payroll Number, the payroll information displays. 3. To further filter the report output, select a Pay Group in the Report Filters panel. 4. Click Run. The report displays in a separate window in .csv format. 5. Open the report and save it to a preferred location.
Payroll Withholding Block/High Limit Report Use this form to report employees who have blocked tax withholding status for federal and/or state taxes for selected clients. In some cases these need to be reported to the taxing jurisdictions.
Note:
Payroll Reports © 2026 PrismHR 194 • 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 Payroll Withholding Block/High Limit Report.
To generate the Payroll Withholding Block/High Limit Report: 1. Complete the following:
Field Name Description Client ID This field is optional. Enter the client IDs for whom you want to run this report or click the Client ID link and select the clients from the Select Clients dialog box. Leave this field to run for all clients.
This report shows the following columns: • Year • Client ID • Client Name • Employee ID • Employee Name • Block Fed Wthld - Blocked Federal Withholding • Federal Status • Federal Allowances • Federal W-4 Year • State - Two digit state code. • Block State Wthld - Blocked State Withholding • State Wthld Allowances • State W-4 Year
Positive Pay File Report This report displays positive pay per checking account, file stub code, or date range. 1. Enter the Selection Parameters to determine what positive pay files are included in the report:
Payroll Reports © 2026 PrismHR 195 • Enter the Checking Account to list positive pay files for just one checking account; if left blank, the report displays the file information for all checking accounts. • Enter the File Stub to list positive pay files for just one file stub code; if left blank, the report displays the file information for all file stub codes. • Enter the Date Created to list positive pay files for just that date; if left blank, the report displays the file information for all dates. 2. Click Run. The report columns: • Checking Account / File Stub: The account ID (or file stub) and name for the checking account. • Output File Name: The file name output from the system. • Date Created: The date the file was created. • Time Created: The time the file was created.
Note: All dates and times in PrismHR are Central Time.
• Number of Checks: The number of checks in the file.
• Number of Voids: The number of voids in the file.
• File Type: Value specifies whether the file is an Original or Recreated file.
• Original File Name: If the file is recreated, the original name for the file displays.
• Total Amount: The total dollar amount of the checks in the file.
• Total Voids: The total dollar amount of the voids in the file.Quarterly Wage and Tax Summary Use this form to generate a report that provides a summary of employee taxable information such as gross taxable earnings, federal and state tax amounts for a 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 Quarterly Wage and Tax Summary.
To generate the Quarterly Wage and Tax Summary: 1. Complete the report period using the following:
Payroll Reports © 2026 PrismHR 196 Field Name Description Start Pay Date Enter the pay date from which you want to run this report. End Pay Date Enter the pay date up to which you want to run this report.
This report shows the following columns: • Employee ID • Employee Name • Gross Wages • Federal Income Tax Withheld • Federal Income Tax Wages • Social Security Tax Withheld • Social Security Wages • Medicare Tax Withheld • Medicate wages • State • State Tax • State Wages • SUI Wages • 401(k) • Section 125
Retirement Contribution Register Report This report provides a listing of employee’s and employer retirement contribution amounts. Figure 15: Retirement Contribution Register Report
Payroll Reports © 2026 PrismHR 197 Figure 16: Retirement Contribution Register Report example
The report columns are: • Employee Name: Employee name displays as last name first. • Emp. ID: Employee ID • Plan ID: The employee plan ID. • Qualified Earnings: The employee’s wages for that date range that qualifies for the retirement plan. • Pre-Tax Contrib.: The amount of wages contributed to the Pre-Tax plan for that plan period. • Catch-Up Contrib.: The amount of wages contributed to the Catch-up plan for that plan period. • ROTH Contrib.: The amount of wages contributed to the ROTH plan for that plan period. • ROTH Catch-up: The amount of wages contributed to the ROTH Catch-Up plan for that plan period. • Post-Tax Contrib.: The amount of wages contributed to the Post-Tax plan for that plan period. • Loan Payment: The amount of loan payments for that plan period. • Employer Contrib: The amount the employer matches to selected retirement plans for the plan period. • Non-Elect Contrib: The additional amount matched for the plan period. • Safe Harbor Type 1 Contrib: The amount matched for Safe Harbor (1) for the plan period. • Safe Harbor Type 2 Contrib: The amount matched for Safe Harbor (2) for the plan period. • Successor Retirement Deferral: Successor retirement deferral amount. • Successor Catch-up Deferral: Successor catch-up deferral amount. • Successor ROTH Deferral: Successor ROTH deferral amount. • Successor ROTH Catch-up Deferral: Successor ROTH catch-up deferral amount.
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.
Payroll Reports © 2026 PrismHR 198 Field Description Employer ID / Client ID Enter employer and client IDs to select a set of employees associated with these entities. Year Enter the tax year From Employee ID / To Specify a range of employees (by ID) to include in the report. Employee ID
Click Run. The report only displays employees with discrepancies between their rebuilt payroll vouchers and employee tax summaries.
The output is a tab-delimited download file that you can open in Microsoft® Excel® or another spreadsheet program.
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:
Payroll Reports © 2026 PrismHR 199 Security Changes Report This report displays the changes made to employee details when you receive a “Security Notification” while calculating payrolls. You can access this report two ways: • If you receive a Security Notification while calculating a payroll, click View Report in the Security Notification dialog that displays. • Click Reports menu. Under Payroll|Report, click Security Changes Report.
To generate the Security Changes Report: 1. Enter or select the Payroll Number. 2. Click Run. The report output displays. For example:
The report columns are: • EE/User Id: The employee or user ID associated with the employee record. • Employee Name: The name of the employee associated with the employee record. • From Value: The original data.
Payroll Reports © 2026 PrismHR 200 • To Value: The changed data. • Audited File: The audited file name. • Field: The field associated with the changed data. • Changed By: The user ID of the person who changed the data. • Date: The date that was recorded when the data was changed. • Time: The time that was recorded when the data was changed.
SUTA Tax Liability Report This report displays SUTA tax liability by state. Figure 17: SUTA Tax Liability Report Form
The report columns are: • State: SUTA State Code • SUTA ID: Client State ID • Gross Wages: The gross wages for that client state ID. • Exempt Wages: The wages exempt from state taxes. • Sheltered: The wages sheltered from state taxes. • Gross Taxable: The taxable gross wages. • Over Limit: The wages that are over the tax limit. • Taxable Earnings: Total wages that is taxable.
Payroll Reports © 2026 PrismHR 201 • Employer Tax: The amount of tax the employer paid. • Employee Tax: The amount of tax the employee paid. • No. Of Taxable Employees: The number of taxable employees in that SUTA state code and client state ID.
Tax Liability Report This report shows the various Federal, State and Local Tax liabilities on a payroll batch by batch basis. To access this report, click Reports menu. Under Payroll|Report, click Tax Liability Report.
To generate the Tax Liability Report: 1. Complete the following fields: a. Under the Report Period section
Field Name Description Payroll Number This is the default option. Enter the payroll batch number you want to run this report for or click the Payroll Number link and select the payroll batch from the Select Payroll Batches window. Pay Date Range Select this option if you want to run this report for a payroll batch in a specific Pay Date Range. Fill in the following fields: • Start Date - Enter the start date for the pay date range for which you want to run this report. • End Date - Enter the end date for the pay date range for which you want to run this report.
b. Under the Sort Option sectionField Name Description Report Version Specify which report version you want to run this report with from the following options: • Prism - Report will run on payroll batches created in Prism. • HRP - Report will run on payroll batches created in HRPyramid.
The report columns are: • Tax Description: A description of the tax.
Payroll Reports © 2026 PrismHR 202 • Taxable Earnings: Total wages that is taxable. • Employee Tax: The amount of tax the employee paid. • Employer Tax: The amount of tax the employer paid. • No. Of Taxable Employees: The number of taxable employees. • Tax Rate: The rate for which that tax charges.
Tax Register Detail Report PEOs can use this form to reconcile payroll taxes for an employer. This report provides a summary of all or specific taxes for the employer. In addition, the report breaks down the information to the client and employee for the employer.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Employer|Report click Tax Register Detail Report.
To generate the Tax Register Detail Report: 1. Complete the following fields:
Field Name Description Starting Date Enter the starting date of the reporting period. This date must be the first date of the month. Ending Date Enter the ending date of the reporting period. This date must be the last date of the month. Employer ID This field is optional. Leave this field blank to report for all employers. If you want to run this report for specific employers, enter the employer IDs for whom you want to run this report here or click the Employer link and select them from the Select Employer dialog box. Include Corporate Clients By default, this field is set to Yes. • Select Yes to include clients with the service type field set to Corporate or Staffing. • Otherwise, select No. Tax Authority This field is optional. Leave this field blank to report for all tax authorities. This could either be a state, county or city tax authority. If you want to run this report for specific tax authorities, enter the codes for the tax authority IDs for whom you want to run this report here or click the Tax Authority link and select them from the Select Tax Authority ID dialog box.
Payroll Reports © 2026 PrismHR 203 Field Name Description Tax Identifier This field is optional. Leave this field blank to report for all tax identifiers. If you want to run this report for specific tax identifiers, enter the tax identifiers for the type of taxes to be reported or click the Tax Identifier link and select them from the Select Tax Identifier ID 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 a specific client, enter the client ID for whom you want to run this report here or click the Client ID link and select it from the Select Client dialog box. Client Category This field is optional. Leave this field blank to run this report for all Client Categories. If you want to run this report for a specific client category, enter the category code here or click the Client Category link and select it from the Select Categories dialog box. 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 a specific cost center, enter the cost center code here or click the Cost Center link and select it from the Select Cost Centers dialog box. Separate Resident/Work- This field is optional. By default this option is unchecked. To use this option, you Based City Taxes? must use tax identifier 31 to change the format of the report.
Note: If Separate Resident/Work-Based City Taxes? field is checked and Tax
ID is not set to 31, an error will display. To run the report you must either
uncheck theSeparate Resident/Work-Based City Taxes? field or enter Tax ID
31.Report Only Employees This field is optional. By default this field is unchecked. Check this field if you with Taxable Wages Less want to show only employees with negative or zero pay. Else leave this field than or Equal to zero blank. Include Resident Location This field is optional. By default this field is unchecked. Check this field is you Geo/Description and Work want to add resident and work geocode and descriptions to the report. Else this Location Geo/Description field blank. Conversion Vouchers Select from the following options: • All Vouchers - This is the default option. This will generate the report based on all vouchers. • Only Conversion - This will generate the report based only on conversion vouchers. • Only Non-Conversion - This will generate the report based only on non- conversion vouchers.
Payroll Reports © 2026 PrismHR 204 Field Name Description Show if Tax Auth Equals This field is optional. Leave this field blank to report for all tax authorities. This could either be a state, county or city tax authority. If you want to run this report for specific tax authorities, enter the codes for the tax authority IDs for whom you want to run this report here or click the Show if Tax Auth Equals link and select them from the Select Tax Authority ID dialog box.
Note: This field will be used as an additional tax parameter to further help
filter for specific values. As an example, you can enter a tax authority of 00 and
a tax code of 15, but then use this attribute to only show vouchers that both
include 00-15 and the authority you enter on this field.And Other Tax ID = This field is optional. Leave this field blank to report for all tax identifiers. If you want to run this report for specific tax identifiers, enter the tax identifiers for the type of taxes to be reported or click the And Other Tax ID link and select them from the Select Tax Identifier ID dialog box.
Note: This field will be used as an additional tax parameter to further help
filter for specific values. As an example, you can enter a tax authority of 00 and
a tax code of 15, but then use this attribute to only show vouchers that both
include 00-15 and the tax identifier you enter on this field.Include Corporate Clients This field will display only if the EXCLCORPTX custom feature code is activated on the System Parameters form. (By default Yes is selected.) • Select Yes to include clients with the service type field set to Corporate or Staffing. • Otherwise, select No.
Note: You can control whether to display SSN numbers in the output 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. (The SSN column only displays the last four digits if you do not make these updates.)
Tax Register Summary Report This form will used by a service provider to reconcile payroll taxes for an employer. This report provides a summary of all or specific taxes for an or all employers.
Note: Client Access Group security is enabled on this form.
To access this form click Reports menu. Under Employer|Report click Tax Register Summary Report.
Payroll Reports © 2026 PrismHR 205 To generate the Tax Register Summary Report: 1. Complete the following fields:
Field Name Description Starting Date Enter the starting date of the reporting period. This date must be the first date of the month. Ending Date Enter the ending date of the reporting period. This date must be the last date of the month. Employer ID This field is optional. Leave this field blank to report for all employers. If you want to run this report for specific employers, enter the employer IDs for whom you want to run this report here or click the Employer link and select them from the Select Employer dialog box. Include Corporate Clients By default this field is set to Yes. • Select Yes to include clients with the service type field set to Corporate or Staffing. • Otherwise select No. Tax Authority This field is optional. Leave this field blank to report for all tax authorities. This could either be a state, county or city tax authority. If you want to run this report for specific tax authorities, enter the codes for the tax authority IDs for whom you want to run this report here or click the Tax Authority link and select them from the Select Tax Authority ID dialog box. Tax Identifier This field is optional. Leave this field blank to report for all tax identifiers. If you want to run this report for specific tax identifiers, enter the tax identifiers for the type of taxes to be reported or click the Tax Identifier link and select them from the Select Tax Identifier ID 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 a specific client, enter the client ID for whom you want to run this report here or click the Client ID link and select it from the Select Client dialog box.
Payroll Reports © 2026 PrismHR 206 Field Name Description Client Category This field is optional. Leave this field blank to run this report for all Client Categories. If you want to run this report for a specific client category, enter the category code here or click the Client Category link and select it from the Select Categories dialog box. 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 a specific cost center, enter the cost center code here or click the Cost Center link and select it from the Select Cost Centers dialog box. Separate Resident/Work-Based City Taxes? This field is optional. By default this option is unchecked. To use this option, you must use tax identifier 31 to change the format of the report.
Note: If Separate Resident/Work-Based City Taxes?
field is checked and Tax ID is not set to 31, an error
will display. To run the report you must either
uncheck theSeparate Resident/Work-Based City
Taxes? field or enter Tax ID 31.Conversion Vouchers Select from the following options: • All Vouchers - This is the default option. This will generate the report based on all vouchers. • Only Conversion - This will generate the report based only on conversion vouchers. • Only Non-Conversion - This will generate the report based only on non-conversion vouchers.
Payroll Reports © 2026 PrismHR 207 Field Name Description Show if Tax Auth Equals This field is optional. Leave this field blank to report for all tax authorities. This could either be a state, county or city tax authority. If you want to run this report for specific tax authorities, enter the codes for the tax authority IDs for whom you want to run this report here or click the Show if Tax Auth Equals link and select them from the Select Tax Authority ID dialog box.
Note: This field will be used as an additional tax
parameter to further help filter for specific values. As
an example, you can enter a tax authority of 00 and a
tax code of 15, but then use this attribute to only
show vouchers that both include 00-15 and the
authority you enter on this field.And Other Tax ID = This field is optional. Leave this field blank to report for all tax identifiers. If you want to run this report for specific tax identifiers, enter the tax identifiers for the type of taxes to be reported or click the And Other Tax ID link and select them from the Select Tax Identifier ID dialog box.
Note: This field will be used as an additional tax
parameter to further help filter for specific values. As
an example, you can enter a tax authority of 00 and a
tax code of 15, but then use this attribute to only
show vouchers that both include 00-15 and the tax
identifier you enter on this field.Talx Tax Credit and Incentive Download Use this process to download the Talx tax credit and incentive information, to send to an automated service, that provides access to employment information.
Note: This form does not use Client Access Group Security.
To access the form, click the Back Office menu. Under Operations|Action, click Talx Tax Credit and Incentive Download. The system automatically displays the number of total pay codes and Talx pay codes.
To download the Talx Tax Credit and Incentive file: 1. Complete the following fields:
Payroll Reports © 2026 PrismHR 208 Field Description File Version Select the file version from the following options: • 1.2.0 • Consortium - Use this file version to build an export file that can be uploaded to the Work Number that will allow for Unemployment claim processing and tax credits. When you select this option, you need to fill up the TALX Download Setup form available on the top right of this form. Start Date Select the start date for the download. End Date Select the end date for the download. Employer ID This field is optional. Leave it blank to select all employers or click the Employer ID link and select one or more employers from the Select Employer dialog box. Include History Check this box if you would like to include the payroll data for the previous two years.
Note: This option is only available if the File Version is selected as
Consortium above.File Type Select one of the following options: • Test - the first four characters of the file name state TEST. • Production (Default) - the first four characters of the file name state PROD.
Third Party Sick Pay Report Use this report to see all Third Party Sick Pay adjustments that were entered into the system. Third Party Sick Pay is an amount provided to an employee by a third party (for example Aflac Insurance Company). The Third Party Sick Pay Adjustment form in PrismHR is used to enter these amounts into the system. Then they are added to the payroll adjustment file so that they appear on the employee’s Form W-2.
Note: This form does not use Client Access Group Security.
To access this form, click Reports menu. Under Payroll|Report, click Third Party Sick Pay Report.
Payroll Reports © 2026 PrismHR 209 To generate the third party sick pay report: 1. Complete the following fields:
Field Description
Adjustment Date Enter the start date to be used for this adjustment. This will be used to derive the
Above or Equal To tax year, quarter and month to be adjusted.
Adjustment Date Enter the end date to be used for this adjustment. This will be used to derive the
below or Equal To tax year, quarter and month to be adjusted.
Employer ID Enter the Employer ID affected by this adjustment.Time Sheet Report This report displays an employee’s total pay amount. It also includes hours paid, hours worked, and up to three deductions taken. For example:
To view this report: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Payroll Number you want to run for this report. • Select the Primary Sort-By for the report. • You can select a Secondary Sort-By. • Select Generate a report with codes instead of description, for export to exclude descriptions. • Select Show only employees with zero pay to exclude employees with pay amounts other then zero. • Select Generate a report showing deductions to run a time sheet deductions version of the report.
Payroll Reports © 2026 PrismHR 210 Note: When an employee listed on the time sheet has 0 hours (as opposed to a blank entry, where the zero was deleted) that employee is included on the Time Sheet Report when the option is enabled to Show Only Employees with Zero Pay.
Payroll Reports © 2026 PrismHR 211 Payroll Reports © 2026 PrismHR 212 The report columns that display are based on the criteria specified in the form: • Employee ID: Employee’s ID • Employee Name: Employee name displays as last name first. • Charge Date: The date the charge was applied • Location: Employee’s location • Department: The employee department • Pay Code: The pay code applied • Pay Description: The description of the pay code • Position: The employee position • Shift: The employee shift • Hours-Units Paid: Hours or units paid for the pay period • Hours Worked: Hours worked for the pay period • Hourly Rate: The employee hourly rate • Pay Amount: Total amount paid prior to deductions • Deduction Code 1: Heading is set up in Client Details • Deduction Code 2: Heading is set up in Client Details • Deduction Code 3: Heading is set up in Client Details
Payroll Reports © 2026 PrismHR 213 • Totals for: Total for all items in the column • Grand Totals: Total for all items in the report
Time Sheet Report (From Vouchers) Use this form to generate a report (sorted on two tiers) to show time entry data in any of the following report formats: • By Name by Department (default) • By Department by Name • By Department by Pay Code by Name • By Location by Name • By Name by Project • By Name with Department, Division • By Division, Name, Department This report will pull pay data broken out by various allocations namely Project, Department, Division, Location. Depending upon the payroll status, the report will either pull data entered onto the time sheet or from the initialized vouchers.
Note:
• Uses Client Access Group and employee level security. • Worksite Managers, Worksite Trusted Advisors, and Service Providers can access the form.
To access the form, click Reports menu. Under Payroll|Report, click Time Sheet Report (From Vouchers).
To generate the Time Sheet Report (from Vouchers): 1. Enter the Payroll Number or click the Payroll Number link to select one from the Select Payroll Batches dialog box. 2. Specify the Report Format in which you want the time sheet report. Select one from the following options: a. By Name by Department (default) b. By Department by Name c. By Department by Pay Code by Name d. By Location by Name e. By Name by Project f. By Name with Department, Division g. By Division, Name, Department 3. Click Generate Report. The Time Sheet Report (By Vouchers) opens up.
Payroll Reports © 2026 PrismHR 214 4. Click the XLS link to download the report.
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,
• 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 .
Payroll Reports © 2026 PrismHR 215 Transfer Tax Basis from Successor Report Use this form to generate a report to show successor tax data in the system. Successor tax data is entered into the system using the Successor Wage Tax Import process. These values are written to the various tax registers during the import so the employees do not accrue specific taxes any longer. This report sorts the information either by the employee name or tax code.
Note: Client Access Group Security is enabled on this form.
To access this form, click Reports menu. Under Operations|Report, click Transfer Tax Basis from Successor Report.
To generate the transfer tax basis from successor report: 1. Complete the following fields:
Field Description
Sort Select one of the following options from the drop-down:
Option • Employee Name (Default) - Select this option if you want to sort the report by employee
name.
• Tax Code - Select this option is you want to sort this report by tax code.
Client ID This field is optional.
• Leave it blank to select all clients.
• If you want to restrict this report to run for a specific client, enter the Client ID or click
the Client ID Link to select one from the Select Client dialog box.
Note: If this report needs to run for all clients then it will take longer to complete.
Year Select the year from the drop-down for which you want to run this report.Payroll Reports © 2026 PrismHR 216 • Successor Tax Amount 3. Click XLS to download the report.
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.
Unpaid Employees Report The Unpaid Employees Report displays payroll information for employees who received no earnings in a specific payroll or during a payroll period. For example:
Payroll Reports © 2026 PrismHR 217 To display payroll information for employees: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Payroll Number to run this report for a specific payroll or select Enter a Pay Date Range to enter a Start Date and an End Date to run this report for a date range. Note the following: • If an employee was paid on any payroll in the pay date range, they will not display in the report. • When you enter either a payroll or pay date range, the system tries to build the employee data as it was at the time the payroll was calculated. For example, if you enter a payroll in January and an employee was in a department and then was transferred in February, the system only uses the employee settings from January. 2. Set the Sort Parameters: • Select the Primary Sort, Secondary Sort, and Tertiary Sort categories.
Payroll Reports © 2026 PrismHR 218 • Select the Detail Sort to specify the way information displays and sorts on the report (Employee Name, Employee ID, Department, Division, Location). 3. Set the Report Parameters: • 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 Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters. • Select Page Break on Primary Sort to start a new page for the selected Primary Sort items. • Select Suppress Pay Group in Header if needed. 4. Select Other Parameters as appropriate: • Select the Employee Unique ID from the drop-down (Employee ID, Employee Number). • Select Include Last Week Worked to include the last week the employee worked in the report. 5. Enter the Report Filters to display on the report: • Select the Status Class you want to include in the report from the drop-down. • Select the Employee Type you want to include in the report from the drop-down. Note: The system displays settings from the Client Controls form as options in the Employee Type field. If there are no settings in the Client Controls form, then all employee types display. • 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. 6. Click Run. The output displays on-screen. For example:
Listed are samples of the report columns, based on selections in the form: • Department: The employee’s department. • Division: The employee’s division. • Employee ID: The employee ID.
Payroll Reports © 2026 PrismHR 219 • Employee Name: The employee’s name. • Gross Pay: The employee’s gross pay. • Deductions: Deductions applied to the employee’s pay. • Net Pay: The employee’s net pay. • Check Number: The check number for the payroll. • Check Date: The date of the paycheck. • Benefits?: Specifies whether the employee received benefits in the payroll. • Employee Status Class: The employee’s employment status. • Report Totals: The totals for Gross Pay, Deductions, and Net Pay. • Payroll Summary: All payments made in a payroll batch including federal tax, FICA medicare, FICA social security, as well as employer FICA owed, and advanced EIC payments. • Total Tax Liability: The total tax liability for the employer.
Voucher Account Detail Report Use the Voucher Account Detail Report form (Figure 19) to determine what G/L account numbers print on the Voucher Account Detail Report for the date range selected. Figure 19: Voucher Account Detail Report Form
Payroll Reports © 2026 PrismHR 220 Figure 20: Voucher Account Detail Report
The report columns are: • G/L Account Number: General ledger account number. • Pay Date: The date the employee was paid. • Emp ID: Employee ID • Employee Name: Employee name displays as last name first. • Debit Amount: The amount deducted from the account. • Credit Amount: The amount credited to the account.
WH347 Report Run the report to complete the U.S. Department of Labor WH347 Certified Payroll Form. Figure 21: WH347 Report Form
Payroll Reports © 2026 PrismHR 221 Figure 22: WH347 Report
Workers’ Compensation Report This report shows workers’ compensation paid in a single payroll or date range.
Payroll Reports © 2026 PrismHR 222 Use the Workers’ Compensation Report form to determine what information prints on the Workers’ Compensation Report and in what order.
Payroll Reports © 2026 PrismHR 223 • 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 Sort on Sort Parameters Descriptions to sort the report by the descriptions instead of the codes selected as the Sort Parameters. • Select Page Break on Primary Sort to start a new page for the selected Primary Sort items. • Select Suppress Pay Group in Header to exclude pay group information from the report header. 4. Set the Other Parameters: • Select the Employee Unique ID to use in the report (Employee ID, Employee Number). • Select the Report Format to use in the report (Wage Detail, Billing Detail). 5. 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. 6. Click Save. The system generates the Workers’ Compensation Report using these settings and the Report Format selected.
The report columns are: • WC State: The employee’s state. • WC Code: The job code associate with the employee’s position. • Employee ID: The employee’s ID. • Employee Name: The employee’s name. • Premium Wages: The premium paid to the employee. Note the following about how the premium amount is assigned:
Payroll Reports © 2026 PrismHR 224 • The Suppress Shelter setting is controlled by the Suppress Shelter For Billing field on the System|Change|W/C Policies form. • The W/C Limit Overtime setting is controlled by the Workers Comp Overtime field on the System|Change|Billing Templates form. • This report uses the settings listed above to assign the premium wage amount as follows: Table 1: Settings/Results Suppress Shelter Setting W/C Limit Overtime Setting Report Premium Amount Result Setting is enabled Setting is enabled Payroll vouchers amount Setting is disabled Setting is disabled Zero Setting is enabled Setting is disabled Zero Setting is disabled Setting is enabled Payroll vouchers amount
• Gross Wages: The gross wages for the payroll or date range specified. • Exempt Wages: The employee’s wages that are exempt from workers’ compensation. • Wage Reductions: The difference between the employee’s gross wages and the W/C taxable earnings for the payroll or date range specified. • WC Wages: The employee’s workers’ compensation wages.
The report columns are: • WC State: The employee’s state. • WC Code: The job code associate with the employee’s position. • Employee ID: The employee’s ID. • Employee Name: The employee’s name. • Gross Wages: The gross wages for the payroll or date range specified. • WC Wages: The wages paid to the employee. • WC Effective Rate: The rate used to calculate the employee’s workers’ compensation. • WC Amount: The workers’ compensation wages paid to the employee.
Payroll Reports © 2026 PrismHR 225 • TRIA: Compensation that is covered by the Terrorism Risk Insurance Act (TRIA), if applicable. • Total WC Amount: The total workers’ compensation wages paid to the employee.
Payroll Reports © 2026 PrismHR 226
========================================================================
Payroll-Overrides-Guide.pdfPayroll Overrides Guide
Override procedures for Payroll 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 Payroll Overrides Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Payroll Overrides and Other Entries 5 Payroll Option Templates Overview 5 Managing Payroll Option Templates 6 Client Setup 8 Global Management 9 Applying Payroll Option Template in Payroll Control 10 Applying Payroll Option Template in the Time Sheet 11 Payroll Option Template in Employee Voucher 11 Entering Multiple Fixed, Pre-calculated Payments 12 Importing Payments File into a Payroll 14 Using the Batch Payments Import File Format 15 Creating Scheduled Deductions 16 Scheduled Deductions Import 17 Scheduling ‘One-Time’ Deductions Imports 18 Establishing Scheduled Payments 19 Assigning the Scheduled Payment 19 Editing Employee Details 21 Defining G/L Account Overrides 22 Displaying FSA Reimbursement Information 22 Temporarily Overriding Deductions 22 Designating Deduction Codes 23 Overriding Employee Tax Calculation 23 Working with Income Tax Overrides 23
Payroll Overrides Guide © 2026 PrismHR 3 Table of Contents
Miscellaneous Overrides 24
Suppressing Taxes 26
Suppressing Tax Calculation 26
Resolution or Workaround 26
Blocking a Tax 26
Tax Calculation Overrides 28
Suppress Taxes 29
Blocking and Suppressing Taxes 36
Resetting Blocked Filing Status 38
Overriding Vacation Pay 38Payroll Overrides Guide © 2026 PrismHR 4 Chapter 1 Payroll Overrides and Other Entries
Chapter 1 Payroll Overrides and Other Entries Special situations require special handling options. Users can make special adjustments to process unique and temporary payroll situations. Be sure you fully understand the implications before using these features.
Payroll Option Templates Overview 5 Entering Multiple Fixed, Pre-calculated Payments 12 Creating Scheduled Deductions 16 Establishing Scheduled Payments 19 Temporarily Overriding Deductions 22 Overriding Employee Tax Calculation 23 Overriding Vacation Pay 38
Payroll Option Templates Overview Payroll option templates (also known as calculation templates) allow your organization to change the processing options for one or more employees within a particular payroll batch.
Note: This is different from the Payroll Options in Payroll Control, which applies the settings to all employees in a batch.
Payroll Overrides Guide © 2026 PrismHR 5 Chapter 1 Payroll Overrides and Other Entries
Managing Payroll Option Templates You can manage the payroll option templates that your organization uses to override specific calculations for one or more employees in a payroll batch using the Payroll Option Templates form. For example:
To manage payroll option templates, do the following: 1. Enter or select the Template ID. When creating a new template, use something brief but descriptive such as SUPRETDED. You are limited to 10 characters so that it displays cleanly on the Summary Time Sheet Entry form. 2. Enter the Description of the payroll options template that explains its purpose; for example, Suppress Retirement Deductions. 3. Select ACH in the Suppress ACH field to prevent the generation of direct deposit transactions. (Employees normally paid by direct deposit will receive paper checks instead.) For example, you might select this option when the client wants to deliver live checks for year-end bonuses. Note the following: • This field applies only to employee ACH processing. It does not suppress electronic billing.
Payroll Overrides Guide © 2026 PrismHR 6 Chapter 1 Payroll Overrides and Other Entries
• If you select Suppress ACH with Pay On-Demand selected, an error message displays stating that they
cannot be enabled for the same payroll.
• If you create a manual payroll with Pay On-Demand selected and then apply a Payroll Option Template
with Suppress ACH selected within a timesheet, an error message displays stating that they cannot be
enabled for the same payroll and the system does not apply the Payroll Option Template.Payroll Overrides Guide © 2026 PrismHR 7 Chapter 1 Payroll Overrides and Other Entries
Client Setup When your organization is managing payroll option templates at the client level, you must assign the appropriate templates to the client that will use them.
Payroll Overrides Guide © 2026 PrismHR 8 Chapter 1 Payroll Overrides and Other Entries
To set up payroll option templates for a client: 1. Open the Client menu and go to Client|Change > Client Details. 2. Select the Time Sheet tab. 3. In the Payroll Option Templates panel, complete the following fields:
Field Description
Template Select each Template that applies to the client. The Description displays.
Show To see the settings in the template, click the icon in the Show Template column. This
Template opens a read-only version of the Payroll Option Templates form.
Template Use the Template Display (Time Sheet) drop-down to indicate the availability of the
Display Payroll Template column in the Summary Time Sheet Entry form.
(Time • Do not display: The column is hidden; users cannot access the column in the
Sheet) time sheet.
• Service Provider: Service provider users can choose to 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 manager and trusted advisor users can choose to
see the template column using the filter options in the time sheet; service
provider users cannot access the column.
• All users: All users with access to the time sheet can use the filter options to see
the column.Related Topics Global Management (page 9)
Global Management Your organization can choose not to require that users define templates at the client level for all clients that will use them. You must set a global custom feature code to disable the requirement. With this custom feature code set: • If a client has any templates defined, users can choose from only those templates. • If a client has no templates defined, users can choose from any of the templates in the system.
To enable global management of payroll option templates: 1. Open System Parameters (found in the Back Office menu under System|Change). 2. In the Custom Feature Codes table, click + to add a new row.
Payroll Overrides Guide © 2026 PrismHR 9 Chapter 1 Payroll Overrides and Other Entries
Enter NOCLIENTTEMPLATE.
Click Save in System Parameters.
Related Topic Payroll Option Templates Overview (page 5) Client Setup (page 8) “System Parameters” in the System Administration Guide
Applying Payroll Option Template in Payroll Control Users can apply a payroll option template as needed to employees in Payroll Control.
To apply a payroll option template: 1. Use the Payroll Control form to open an existing payroll batch or create a new one. 2. You can apply the template to employees by entering it in the Payroll Option Templates column of the third panel in the form. • In Regularly Scheduled and Special payrolls, the template you enter will be applied to all employees in the pay group. You can make changes in the time sheet.
• In Manual payrolls, you enter the template for each employee. You can enter them individually in the
table, or apply them to the employees selected using the Quick Load option.Payroll Overrides Guide © 2026 PrismHR 10 Chapter 1 Payroll Overrides and Other Entries
Note: If you change the payroll option template for a payroll where users are editing the time sheet or have initialized the batch, the system will prompt you to confirm that you want to update the batch and reset it to ready for time sheet entry (TS.ENTRY).
Applying Payroll Option Template in the Time Sheet You can apply a payroll option template as needed to employees in the Summary Time Sheet Entry form.
To apply a payroll option template: 1. Open the Summary Time Sheet Entry form. The Payroll Template column is on the right-hand side, between the Gross Pay and O/E columns. If the column is not visible, you need to use the show/hide columns feature to make it visible, otherwise continue to step 2. • Click the icon. The Payroll Template column (and any other hidden columns) displays. • If you want the column to remain visible for this payroll batch after you close it, deselect the checkbox for that column.
Payroll Option Template in Employee Voucher Payroll vouchers display the Template ID for the payroll option template that was used, if any.
Payroll Overrides Guide © 2026 PrismHR 11 Chapter 1 Payroll Overrides and Other Entries
Entering Multiple Fixed, Pre-calculated Payments The Batch Payments form allows you to quickly enter multiple fixed, pre-calculated payments to be paid during a specific payroll batch. These payments include bonuses, sales commissions, expense reimbursements, and so on. For example:
Note the following: • You can upload batch payment information into the form instead of entering it manually if you have a file in the correct format (see Importing Payments File into a Payroll on page 14. • You can use the BATCH-PAYMENTS-CHANGE-DEFAULTS (system level) and BATCH-PAYMENTS-CHANGE- DEFAULTS-C (client level) custom feature codes to allocate batch payments (see Using Custom Feature Codes and Specifying Client Custom Feature Codes). Note: If you do not set these custom feature codes at the system and client levels, the Edit Employee Details column does not display in the Batch Payments form.
To enter multiple fixed, pre-calculated payments into a payroll: 1. Enter the Payroll Number of the payroll batch within which to pay the additional amounts. This must be an active payroll in the system.
Payroll Overrides Guide © 2026 PrismHR 12 Chapter 1 Payroll Overrides and Other Entries
Note: If you enter batch payments after the payroll processor has calculated the batch (INITOK or
INITCOMP), the processor must recalculate the payroll to include the payment after you save the batch
payment record.Note: Clicking Delete only deletes the batch payment information for the payroll. It does not delete the payroll batch.
Payroll Overrides Guide © 2026 PrismHR 13 Chapter 1 Payroll Overrides and Other Entries
Importing Payments File into a Payroll Use the Batch Payments Import feature to import a file of fixed, pre-calculated payments into a payroll batch.
To import the payments file into a payroll: 1. Enter the Payroll Number of the payroll batch within which to pay the additional amounts. This must be an active payroll in the system.
Note: If you enter batch payments after the payroll processor has calculated the batch (INITOK or INITCOMP), the processor must recalculate the payroll to include the payment after you save the batch payment record.
Click Import at the top right of the Batch Payments form. For example:
In the Upload a File window, click Choose File.
Navigate to the file that you want to upload, and then click Open.
Click Submit in the Upload a File window.
Click Close in the successful upload message. The Uploading Batch Payments process window displays. For example:
When the import is complete, click Close. The payments in the file populate the table.
Click Save. When the payroll processor calculates the selected payroll, the payments will be included in the employees’ vouchers. This also increments the employees’ hours by 1; it equates to one unit.
Payroll Overrides Guide © 2026 PrismHR 14 Chapter 1 Payroll Overrides and Other Entries
Note: Clicking Delete only deletes the batch payment information for the payroll. It does not delete the payroll batch.
Using the Batch Payments Import File Format To use the Batch Payments file import, you must have a tab-delimited text file with the columns shown in Table 1. If you have a row with invalid information (such as a header row), the system automatically ignores it and imports only the payment data. Table 1: Batch Payment Import Fields Column Field Required? Format Description # Description 1 Employee ID Yes N##### Must be the ID of an employee that works for the client and belongs to a pay group included in the payroll batch; it can be a terminated employee. You can enter more than one line for an individual employee, if needed. 2 Employee Skipped This column must exist, but the system ignores Name any value entered. On import, it populates the column with the name that matches the employee ID. 3 Pay Code Yes Must be a valid pay code defined in the system. 4 Pay Code Skipped This column must exist, but the system ignores Description any value entered. On import, it populates the column with the description of the pay code. 5 Pay Amount Yes ###.## Total amount to be paid to the employee. 6 Hours No ##.## Total number of hours the employee worked, if Worked any. If the column is left blank or contains an invalid value, the system defaults the value to 0.00. 7 Suppress No The system defaults this value to No. If it should Allocation be Yes, you must set it manually in the table after the import is complete. 8 Add to No The system defaults this value to No. If it should Retirement be Yes, you must set it manually in the table after the import is complete.
Note: The decimal places in the Pay Amount and Hours Worked columns are optional. If there are more than three decimal places, the system rounds it to two.
Payroll Overrides Guide © 2026 PrismHR 15 Chapter 1 Payroll Overrides and Other Entries
Figure 1: File Format in Excel
Note: If you create the file in a program such as Excel, you must save it as a tab-delimited TXT file.
Figure 2: File Format in Plain Text
Creating Scheduled Deductions You can establish a one-time or
temporary deduction for the employee using the Scheduled Deductions
form. Note the following: • You can upload scheduled deductions into the
form instead of entering it manually, if you have a file in the correct
format. • If you enter or select a restricted deduction code (that is, a
code not submitted on the Control tab in the Client Details form), a
warning displays and you cannot save the record, “Warning -
• Click the Data Import Tool icon ( ) to import employee one-time deductions using only deduction codes defined at the system level that use the Fixed Amount calculation method. (See the Payroll Administration Guide for more information about using the Employee One-Time Deductions Import Template option to perform this import.)
To create a one-time or temporary deduction for the employee: 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. Note: The Next Pay Date field displays informational date value that helps you to quickly identify the next regularly scheduled payroll batch date during the enrollment process.
Payroll Overrides Guide © 2026 PrismHR 16 Chapter 1 Payroll Overrides and Other Entries
Scheduled Deductions Import Use the Batch Payments Import feature to import a file of one-time or temporary deductions into the system. 1. Click Import at the top right of the Scheduled Deductions form. The Other Deductions Import form opens. 2. Click Start Import at the bottom left of the Other Deductions Import form. 3. In the Upload a File window, click Choose File. 4. Navigate to the file that you want to upload, and then click Open. 5. Click Submit in the Upload a File window. 6. Click Close in the successful upload message. The information displays in the Other Deductions Import form (Figure 3).
Note: If there are any errors with the import, the system displays the error information first. Click Review to proceed to the list of imported records.
Payroll Overrides Guide © 2026 PrismHR 17 Chapter 1 Payroll Overrides and Other Entries
Figure 3: Other Deductions Import
Scheduling ‘One-Time’ Deductions Imports To use the Scheduled Deductions file import, you must have a tab-delimited text file with the columns shown in Table 2. If you have a row with invalid information (such as a header row), the system automatically displays a warning message and does not import the content. Table 2: Scheduled Deductions Import Fields Column Field Required? Format Description # Description 1 Employee ID Yes N##### Must be the ID of an employee that works for the client and belongs to a pay group included in the payroll batch; it can be a terminated employee. You can enter more than one line for an individual employee, if needed.
Payroll Overrides Guide © 2026 PrismHR 18 Chapter 1 Payroll Overrides and Other Entries
Table 2: Scheduled Deductions Import Fields
Column Field Required? Format Description
# Description
2 Deduction Yes Must be a deduction code defined with a
Code Calculation Method of Fixed Calculation at
the system level.
3 Rate Yes Total amount to deduct from the
employee’s pay.
4 Stop Date No MM/DD/YY Date on which to stop taking the deduction.Note: The decimal place in the Amount column is optional. If there are more than three decimal places, the system rounds it to two.
Figure 4: File Format in Excel
Note: If you create the file in a program such as Excel, you must save it as a tab-delimited TXT file.
Figure 5: File Format in Plain Text
Establishing Scheduled Payments You can establish payments for a specific date in the future or repeat them each pay period during a specified time period using the Scheduled Payments form.
Note: Click the Data Import Tool icon ( ) to import employee scheduled payments. (See the Payroll Administration Guide for more information about using the Employee Scheduled Payments Import Template option to perform this import.)
Assigning the Scheduled Payment You can assign scheduled payment parameters in the Scheduled Payments panel.
Note: By default, any pay code defined as an earning and not a one-time payment moves to detail lines on the pay voucher.
Payroll Overrides Guide © 2026 PrismHR 19 Chapter 1 Payroll Overrides and Other Entries
To assign the scheduled payment, do the following: 1. Go to the Scheduled Payments panel and complete the following fields for each pay code:
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.
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.
Pay Code Enter the Pay Code for this payment. Pay codes for scheduled
payments must use a fixed calculation method.
Note: You cannot enter or select client-restricted pay codes (those
codes not assigned to the client in the Pay Code field on the Control
tab in the Client Details form). However, if the ALLPAYCODESINT
custom feature code is enabled, then internal payroll users can enter
or select from all pay codes.
Pay Description The Pay Description displays. If you enter a code that is not defined for
the client, the system displays a warning message to confirm that you
want to use that code.
Starting Pay Date/Ending Enter the Starting Pay Date and Ending Pay Date when the payment is
Pay Date in effect.
Deduction Period Enter the Deduction Period to make this payment on certain periods
within the date range. For example, if you enter 2, then PrismHR
makes the payment in the second pay period of the month.
Status Select the Status to specify when the scheduled payment occurs:
• One Time: The payment is made once during the specified pay
range and then set to Inactive.
• Active: The payment is made each pay period during the date
range.
• Inactive: No payment will be made.
Move To T/S Select Yes from the Move To T/S drop-down to move this expensed
reimbursement or fringe pay code to the detail line on the payroll
Voucher Earning Detail form once the payroll initializes.
Note: You can only use Move To T/S when the Status is set to Active.
(This field does not work with a One Time scheduled payment.)Payroll Overrides Guide © 2026 PrismHR 20 Chapter 1 Payroll Overrides and Other Entries
Field Description
Amount Enter the Amount to pay the employee; the amount can be negative,
but it cannot be zero.
Edit Employee Details Click this field to open the Time Sheet Allocation form, where you can
edit the employee's department, division, location, and position. (See
Editing Employee Details for detailed information.)Editing Employee Details You can edit an employee’s details directly from this form by clicking the Edit Employee Details icon. For example, you can assign independent employee positions and divisions (that is, independent from the employee’s home position and division) to the scheduled payments already set up in this form.
Note: To display the Edit Employee Details icon on this form, you must enable the SCHEDULED-PAYMENTS- CHANGE-DEFAULTS custom feature code. After accessing the Time Sheet Allocation form the first time, the Edit Employee Details field displays as a regular field instead of an icon in the Scheduled Payments panel (simply click the field to open the Time Sheet Allocation form).
To edit an employee’s details, do the following: 1. Click the Edit Employee Details icon. The Time Sheet Allocation form displays, where you can edit the employee’s Department, Division, Location, Shift, Position, Project, and Phase. Note: These fields do not display if they are not set up as a Detail Time Sheet Field on the Time Sheet tab in the Client Details form. 2. After editing these fields, click Accept. 3. Click Save.
Payroll Overrides Guide © 2026 PrismHR 21 Chapter 1 Payroll Overrides and Other Entries
Defining G/L Account Overrides You can define the G/L account override information for scheduled payments in the Override G/L Accounts panel.
To define the G/L account override, do the following: 1. Go to the Override G/L Accounts panel and If a client accounting payment override is required, complete the following fields:
Field Description
Pay Code For each Pay Code, enter the G/L Account to charge this
payment when the pay voucher is created.
Suppress Allocation Select Yes from Suppress Allocation if this line allocates
strictly to the employee's home data fields instead of the
allocation rules.Displaying FSA Reimbursement Information The FSA Reimbursement Details panel displays FSA reimbursement information for scheduled payments.
Related Topic Client Details “Control Tab” in Client Administration User Guide
Temporarily Overriding Deductions Use the Recurring Deduction Overrides form to temporarily override one or more deductions for a specified employee’s paycheck. For example:
To temporarily override one or more deductions, 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.
Payroll Overrides Guide © 2026 PrismHR 22 Chapter 1 Payroll Overrides and Other Entries
Note: The Next Pay Date field displays informational date value that helps you to quickly identify the next
regularly scheduled payroll batch date during the enrollment process.Designating Deduction Codes Use the Block Individual Standard Deductions or Take Deductions on Supplemental Pay panel to designate which deduction codes to block or which deductions to take, if appropriate. For example:
To designate deduction codes to block or take, do the following: 1. Enter the Start Date when this temporary override goes into effect. (Note: The Start Date and End Date are not required.) 2. Enter the End Date when this temporary override is no longer in effect. 3. Enter each Deduction Code. The Description displays. 4. Click Save.
Overriding Employee Tax Calculation Use the Tax Calculation Overrides form to temporarily override the way the system calculates taxes for an employee.
Working with Income Tax Overrides Using the Income Tax Overrides panel, you can: • Add a fixed amount to the amount already withheld. • Block the tax withholding altogether. • Indicate a new percentage rate to be used in calculating the tax. • Enter a new fixed amount.
Payroll Overrides Guide © 2026 PrismHR 23 Chapter 1 Payroll Overrides and Other Entries
To override income taxes for an employee: 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 Tax Auth ID to which this tax calculation override applies. The Authority Name displays. 3. Select the Override Type to use in the override for this tax authority:
Override Type Description Add to Amount Withheld Increases the employee’s income tax withholding by a fixed Amount. Percentage Rate Withholds a percentage Amount of net taxable pay. Fixed Amount Withholds the Amount.
Block Withholding Blocks withholding of income tax from the employee’s pay. Supplemental Tax Rate Withholds a percentage Amount of supplemental pay.
Supplemental Tax Amount Withholds a fixed Amount of supplemental pay. Supplemental Block Blocks withholding from supplemental pay.
Miscellaneous Overrides Depending on the entries you make in the Miscellaneous Overrides panel, different fields display.
Payroll Overrides Guide © 2026 PrismHR 24 Chapter 1 Payroll Overrides and Other Entries
Note: You cannot use the Weeks In Pay Period method if the employee uses the federal cumulative method.
WARNING: Do not use the Tax Options field unless advised to do so by the PrismHR Customer Support Team.
To set up miscellaneous tax overrides: 1. First, make sure you have selected the appropriate employee on the Tax Calculation Overrides form. 2. Enter the Weeks in Pay Period to use when calculating taxes on the selected voucher types. Enter the other values as needed: • Enter the From Date when the tax override goes into effect. • Enter the To Date through which this tax override is active. • In For Voucher Types, specify the voucher types to which overrides apply: Regular, Supplemental, or Vacation. 3. Select Yes in the Suppress Local Tax field to suppress the withholding of all local taxes for this employee. Enter the other values as needed: • Select the Local Tax Type to suppress. • Enter the Thru Pay Date when the system should stop suppressing the local tax. If you leave this field blank, the tax is always suppressed. Important! If you used the Tax Calculation Overrides form in the past for an employee it is possible that you need to delete “phantom” data. You must select Delete to remove these records. Confirmation that the system successfully deleted the record occurs when no Tax Calculation Override on File message exists. Going forward, when you create a new override record, selecting an option from the Suppress Local Tax and Courtesy Wthld PA E.I.T fields’ drop-down menus prevents the system from creating “phantom” data. 4. Select Suppress Work State Tax to suppress state income tax withholding in the state where the employee works. Note: Enter the Thru Pay Date to suppress state income tax withholding. If you leave this field blank, the tax suppression will not stop. 5. Select Yes in the Courtesy Wthld PA E.I.T field to force the system to withhold local resident-based Earned Income Tax (EIT). Note: By default, if an employee lives in but works outside of Pennsylvania, the system does not withhold local resident-based Earned Income Tax. 6. Enter any special Tax Options, if required. Do not enter a value in this field unless specifically you are instructed to do so by PrismHR Customer Support. 7. Click Save.
Payroll Overrides Guide © 2026 PrismHR 25 Chapter 1 Payroll Overrides and Other Entries
Suppressing Taxes WARNING: Do not suppress taxes unless you are trained in its use. Suppressing a tax is not the same as blocking a tax. When you suppress a tax, you also suppress taxable earnings. Contact the PrismHR Customer Support Team for assistance.
To suppress a tax in PrismHR: 1. Enter the Tax Identifier of each tax to suppress. The Identifier displays. 2. Enter the Tax Authority code for each suppressed tax. The Authority displays. 3. Enter the Start Date. If you leave this field blank, the system immediately begins to suppress the tax. 4. Enter the Stop Date. If you leave this field blank, the system suppresses the tax indefinitely. 5. Click Close. The system saves your changes.
Suppressing Tax Calculation Use this form to suppress tax calculation for specific tax codes permanently (or until they are removed from this setup form).
WARNING: The tax overrides you enter on this screen are PERMANENT until you remove them. If you
enter something here in order to override taxes on a single batch be sure to remove them once the batch
has been posted. If you are unsure how to use this screen, contact the PrismHR Customer Support Team
for assistance.To set up a permanent tax calculation override: 1. Enter each Tax Code to override the tax amount. This must be an employee-paid tax. The Description displays. 2. Enter each Tax Amount that overrides the calculated tax amount. 3. Click Close. The system saves your changes. There are several ways to block or suppress taxes. For example, you may want to block a local tax. You may also have taxable wages, but no tax.
Resolution or Workaround Blocking a Tax There are several ways to block taxes. When you block taxes, the wages will still accrue, but the tax calculation will be blocked. • Open the Tax tab on Employee Details (found in the HR menu under HR|Change).
Payroll Overrides Guide © 2026 PrismHR 26 Chapter 1 Payroll Overrides and Other Entries
• You can override for Federal Income Tax in the yellow highlighted section. In the Override Type drop-
down, select Block Withholding.
In the following example, the employee's Federal Income Tax calculation is $238.88.
The Block Withholding option allows you to block calculated tax. Wages will still accrue. For example, if
you have requested to block the tax, then the amount withheld will be $0.00. The override is denoted in
the Filing Status panel of the Employee Voucher in the Override Type and Override Amount fields.
• You can override for State Income Tax in the purple highlighted section. One of the options available is
to Block Withholding.
In the following example, the employee's State Income Tax calculation is $50.30.Payroll Overrides Guide © 2026 PrismHR 27 Chapter 1 Payroll Overrides and Other Entries
The Block Withholding option allows you to block calculated tax. Wages will still accrue. For example, if
you have requested to block the tax, then the amount withheld will be $0.00. The override is denoted in
the Filing Status panel of the voucher in the Override Type and Override Amount fields.Tax Calculation Overrides • Open Tax Calculation Overrides (found in the Payroll menu under Payroll|Action).
In the Income Tax Overrides panel, you can override all the taxes in the same section. One of the options in
the Override Type drop-down is Block Withholding.Payroll Overrides Guide © 2026 PrismHR 28 Chapter 1 Payroll Overrides and Other Entries
To override, enter the authority ID (not the whole Tax Deduction Code). Entering 00 will only affect Federal
Income Tax and entering a state code will only affect the State Income Tax.
A Starting Pay Date and Ending Pay Date must be entered in order for these to take effect. The entry will be
ignored if there is no date.
In the following example, the employee's Federal Income Tax calculation is $224.60. The State Income Tax
calculation is $39.00.
The Block Withholding option allows you to block calculated tax. Wages will still accrue. For example, if you
have requested to block Federal Income Tax and State Income Tax, then the amount withheld will be $0.00
and $0.00. The override is denoted in the Filing Status panel of the voucher in the Override Type and
Override Amount.Note: This will not affect Local Income Tax. Even if entered, it will be ignored.
Suppress Taxes There are several places in the system that can be used to suppress taxes. Suppressing taxes not only suppresses the tax calculation, but will also suppress the wages from accruing. In most cases, reciprocity is still taken into consideration when using suppress. The following are examples: • Open System Parameters (found in the Back Office menu under System|Change). Open Miscellaneous Global Parameters by selecting Miscellaneous Parameters in the Actions menu . This will suppress taxes system-wide and is available for all tax codes (employee and/or employer).
Note: Reciprocity is still taken into consideration when using suppress at the system level.
Payroll Overrides Guide © 2026 PrismHR 29 Chapter 1 Payroll Overrides and Other Entries
In the example above, the tax code 38-26 is being suppressed. This means on the calculated voucher, this tax
will not appear at all.
If the tax suppression is removed, the wages are accrued and the tax is calculated:Payroll Overrides Guide © 2026 PrismHR 30 Chapter 1 Payroll Overrides and Other Entries
• Open the Tax tab on Client Details (found in the Client menu under Client|Change). This will suppress taxes client-wide and is available for all tax codes (employee and/or employer).
Note: Reciprocity is still taken into consideration when using suppress at the client level.
In the example above, the tax code 361133200-39 is being suppressed. This means on the calculated
voucher, this tax will not appear at all.Payroll Overrides Guide © 2026 PrismHR 31 Chapter 1 Payroll Overrides and Other Entries
If the tax suppression is removed, the wages are accrued and the tax is calculated:• Open Tax Calculation Overrides (found in the Payroll menu under Payroll|Action). In the Miscellaneous Overrides panel, check the Suppress Local Tax checkbox. This checkbox will allow you suppress either the resident city tax or the resident local tax for the specified employee.
Note: Reciprocity is still taken into consideration when using suppress here.
Payroll Overrides Guide © 2026 PrismHR 32 Chapter 1 Payroll Overrides and Other Entries
In the example above, the resident city tax is chosen. This will suppress both the wages and the taxes. The
tax code will not appear on the voucher at all.
If the tax suppression is removed, the wages are accrued and the tax is calculated:Payroll Overrides Guide © 2026 PrismHR 33 Chapter 1 Payroll Overrides and Other Entries
• Open Tax Calculation Overrides (found in the Payroll under Payroll|Action). In the Miscellaneous Overrides panel, select Yes in the Suppress Work State Tax drop-down. This will allow you suppress the work state tax for the specified employee.
Note: Reciprocity is also suppressed using this option.
In the example above, this will suppress both the wages and the taxes. The tax code will not appear on the
voucher at all (in this case, New Jersey Income Tax (tax code 31-20)).
If the tax suppression is removed, the wages are accrued and the tax is calculated:Payroll Overrides Guide © 2026 PrismHR 34 Chapter 1 Payroll Overrides and Other Entries
• Open Tax Calculation Overrides (found in the Payroll menu under Payroll|Action). In the Actions menu , select Suppress Taxes. This screen allows you to suppress taxes at the employee level for all tax codes.
Note: Reciprocity is still taken into consideration when using suppress here.
In the example above, this will suppress both the wages and the taxes. The tax code will not appear on the
voucher at all (in this case, New Jersey Income Tax (tax code 31-20).Payroll Overrides Guide © 2026 PrismHR 35 Chapter 1 Payroll Overrides and Other Entries
If the tax suppression is removed, the wages are accrued and the tax is calculated:Blocking and Suppressing Taxes • The tax is suppressed, but the resident tax is still not taking enough If you want to suppress a tax and not have the reciprocity taken into consideration, what you would want to do is both block the tax and suppress the tax. This will act like the suppression (i.e., no wages will accrue), but will block the tax from reciprocity. In the following example, the employee lives in Norwalk, OH and works in Sandusky, OH. The tax rate for Norwalk is 1.5% and the tax rate for Sandusky is 1.25%. The following conditions are applicable to wages taxes for Ohio residents who live and work in different Ohio municipalities: • Withhold tax for city employment, and
Payroll Overrides Guide © 2026 PrismHR 36 Chapter 1 Payroll Overrides and Other Entries
• Withhold tax for the city of residence, reduced by the credit amount allowed by the city of residence.With no suppressions or blocks, the employee’s tax will calculate at 1.25% for Sandusky and will calculate at .25% for Norwalk. This is because Norwalk allows a 100% credit up to 1.50% for the tax paid to the city of employment (which was 1.25%).
If the Sandusky location is suppressed, it will suppress both the tax and the wages. Reciprocity is still taken into consideration when using suppress, so the Norwalk taxes will still be reduced by what would have calculated for Sandusky.
If the Sandusky tax is blocked, it will just block the tax from calculating but the wages will still accrue. Reciprocity is also blocked here.
Payroll Overrides Guide © 2026 PrismHR 37 Chapter 1 Payroll Overrides and Other Entries
But, if you do not want the wages to accrue either, if you block and suppress the tax, it will act like a suppression but will block the reciprocity.
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:
Overriding Vacation Pay In addition to an employee’s regular pay, some clients issue a separate vacation payroll voucher on the pay date prior to the employee’s actual vacation. Because a lump sum total of multiple weeks would prompt a
Payroll Overrides Guide © 2026 PrismHR 38 Chapter 1 Payroll Overrides and Other Entries
disproportionately higher tax rate than if the tax was determined according to weeks worked, PrismHR allows you to override the vacation vouchers. To override vacation voucher calculations, perform the following steps before you initialize the batch in which this employee will be paid.
To override vacation voucher calculations, 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 Existing Pay Date for the override, or enter a New Pay Date to create a new override. 3. You can specify up to ten vacation vouchers: a. Enter the Start Date of the period paid on this vacation voucher. b. Enter the Ending Date.
Note: Be sure the Ending Date is correct; PrismHR uses this date to update the Benefits Thru Date field on the Employee Details Work tab. The Benefits Thru Date indicates the last date that benefits were calculated for this employee. During payroll processing, the system refers to the Benefits Thru Date to determine whether a benefit deduction is due. For example, when the system processes a check for an employee whose Benefits Thru Date is in the future, it does not calculate benefits.
c. Enter the Deduction Periods (1-5) that correspond to the pay periods paid on the vacation voucher.
These override the periods on the Batch Control Record.Payroll Overrides Guide © 2026 PrismHR 39
========================================================================
Payroll-Adjust-Processing-Guide.pdfPayroll Adjustment Processing Guide
Processing adjustments in PrismHR PrismHR 26.07.0 Copyright notice The information in this document is subject to change without notice. PrismHR shall not be liable for any technical or editorial errors contained herein or for incidental or consequential damages resulting from the performance, furnishing, or use of this publication. The software described in this document is furnished under license and may be used or copied only in accordance with the terms of that license. No part of this documentation may be reproduced or transmitted in any form or by any means, electronic or mechanical, including (but not limited to) photocopying, recording, scanning, or retrieval system, for any other than the purchaser’s personal use without the express written permission of PrismHR. The company data contained in the examples within this document are fictitious and any resemblance to real people, places, or companies is purely coincidental. PrismHR is a trademark of PrismHR. All other brand and product names are trademarks or registered trademarks of their respective owners.
© August 2026 by PrismHR. All rights reserved. Table of Contents
Table of Contents Payroll Adjustment Processing Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 About Adjustment Processing 4 Processing Tax Adjustments to Tax Register 4 Tax Summary 6 Importing Tax Adjustments 6 Creating a Spreadsheet 6 Importing Tax Adjustments 7 Verifying Tax Adjustment Information 8 Task Notes 10 Importing Tax Register Adjustments 10 Creating a Spreadsheet 10 Importing Tax Adjustments 11 Verifying Tax Adjustment Information 13 Transfer Tax Basis Entry 14 Importing Employee Tax Basis from Successor 16 Adjusting Third Party Sick Pay Records 17 Fringe Benefit Pay Entry 19 Reclassifying Direct Deposit 20 Redirecting Direct Deposit Amounts 22 Checks for Adjustments 23 Recalculating COVID-19 Tax Credits & Client Rebates 25 Adjusting Incorrectly Posted Pay and Deduction Amounts 26
Payroll Adjustment Processing Guide © 2026 PrismHR 3 Chapter 1 About Adjustment Processing
Chapter 1 About Adjustment Processing Special situations require special handling options, such as one-time or temporary adjustments to payrolls. Be sure you fully understand the options before using them.
Processing Tax Adjustments to Tax Register Each tax register contains a running total of amounts deducted from an employee’s paycheck. You can process an adjustment to a client’s tax register when necessary using the Tax Adjustment form. For example, you can process an adjustment when an employee is incorrectly assigned a withholding tax or you are starting in the middle of a year.
Use the tax adjustment process with care. When you process an adjustment to a tax register, be aware that you are making changes to the system’s permanent and only record of taxes withheld for the employee. Important! Do not use the Tax Adjustment feature unless you completely understand the implications of adjusting tax registers.
To set up a tax adjustment: 1. Click New Adjustment to create the new entry. 2. Enter the Employee ID for this adjustment entry. 3. Enter the Adjustment Date. The system uses this date to derive the tax year, quarter, and month to adjust. 4. Enter the Employer ID that should be affected by this adjustment. 5. Select Adjust Client Tax Register if you want the system to update the client’s register for client-based taxes. 6. Select Suppress Billing if you do not want to bill the client for this adjustment.
Payroll Adjustment Processing Guide © 2026 PrismHR 4 Chapter 1 About Adjustment Processing
Enter the School District ID if you are adjusting a school district tax. Note: You cannot enter more than one line for a school tax in the same state.
If you do client reporting by location and need to adjust that type of register, enter the worksite Location.
Select a Special Options Code to modify the tax adjustment process. • Group-Term Life: adjustment to group-term life • Sick Pay Adjustment: adjustment to sick pay • Uncollect Tax Adjustment: uncollected Medicare or OASDI tax adjustments
If you are making an adjustment that affects Pennsylvania local taxes, enter the Residential Geocode Override that the system should use to determine the resident PSD code. If you do not enter a value, the system will use the employer’s value.
Enter the information for each tax code in the table.
The system displays any quarter or year entries for the selected Tax Codes in the Pre-Adjust Tax Code Register Entry panel.
Click Save. If the total tax amount is a negative amount and it is an employee-paid tax, the system automatically attempts to refund the amount to the employee. You can choose whether you want the system to print a check
Payroll Adjustment Processing Guide © 2026 PrismHR 5 Chapter 1 About Adjustment Processing
immediately or create a scheduled payment using the tax refund code (defined in System Parameters). If the amount should not be paid to the employee, you can delete the entry in Scheduled Payments. If the employer is SBEA certified, the tax adjustment updates the Federal Entity Tax Register.
Tax Summary Click Tax Summary to view a summary of the employee’s taxes before the adjustments.
Importing Tax Adjustments Tax registers contain a running total of amounts deducted from employee paychecks. You can process tax adjustments when required, such as when an employee has an incorrectly assigned withholding tax.
Note: Proceed carefully with the tax adjustment process. When you process a tax register adjustment, you are changing the only record of taxes withheld for employees in the system.
This procedure describes how to import an Employee or Payroll Tax Adjustment into PrismHR. Information is also provided to view the appropriate voucher once the tax adjustment import has occurred. The steps involved are: • Creating a Spreadsheet • Importing the Tax Adjustment • Verifying Imported Tax Information
Creating a Spreadsheet To create this spreadsheet: 1. Create an Excel Spreadsheet with this tax import information. Remove any commas or headers in your data to avoid tax adjustment import problems.
Payroll Adjustment Processing Guide © 2026 PrismHR 6 Chapter 1 About Adjustment Processing
Column Information
Col A Company ID
Col B Employee ID
Col C Adjustment Date (MM/DD/YYYY)
Col D Employer ID
Col E Adjust Client Tax Register? (Y/N)
Col F Tax Code
Col G Exempt Pay
Col H Sheltered Earnings
Col I Gross Taxable
Col J Over Limit
Col K Tax Amount
Col L Suppress Billing? (Y/N)
Col M School DistrictImporting Tax Adjustments To import tax adjustment information into PrismHR: 1. Click Payroll. 2. From Payroll|Change, select Tax Adjustment Import. The system displays the Tax Adjustment Import form.
Payroll Adjustment Processing Guide © 2026 PrismHR 7 Chapter 1 About Adjustment Processing
Click Upload File. A file upload dialog box displays.
Click Choose File and navigate to the tab-delimited .txt file you created.
Highlight the file name and click Open, then click submit. The system displays whether the file uploaded successfully and how long the upload took.
Click Close. The contents of the file displays in the form.
Click Import. If there are errors in the import file, the system displays what the error is. For example, an invalid client ID generates this error.
Fix any errors in the import file and save it again as a tab-delimited text file.
Retry the import if required.
Verifying Tax Adjustment Information To view the tax adjustment information imported into PrismHR: 1. Open the Employee Payroll Vouchers screen (found under Payroll|View). 2. Enter the appropriate Employee ID. 3. Select the appropriate Year. A list of employee vouchers is generated. 4. Select the appropriate Voucher Number. The system displays the Payroll Voucher dialog.
Payroll Adjustment Processing Guide © 2026 PrismHR 8 Chapter 1 About Adjustment Processing
Payroll Adjustment Processing Guide © 2026 PrismHR 9 Chapter 1 About Adjustment Processing
6. Locate the tax adjustments under the appropriate panels (for example, Employer Tax).
7. Click Close.Task Notes If a tax adjustment creates a refund, the system generates a credit voucher but does not generate a check. To print a check, follow the instructions in the PrismHR Payroll Reports guide. (Click the Reprint Payroll Checks link in the Payroll Reports form.) Note: In cases where checks are not created, TAXREF is listed on the voucher. After import, accounting is performed on the adjustment voucher.
Importing Tax Register Adjustments Tax registers contain a running total of amounts deducted from employee paychecks or contributed by their employer. You can process tax adjustments when required such as when an employee has an incorrectly assigned withholding tax. Proceed carefully with the tax adjustment process. When you process a tax register adjustment, you are changing the only record of taxes withheld for employees in the system.
Note: This form does not use Client Access Group Security.
This procedure describes how to import an Employee or Payroll Tax Adjustment into PrismHR. Information is also provided to view the appropriate voucher once the tax adjustment import has occurred. The steps involved are: • Creating a Spreadsheet • Importing the Tax Adjustment • Verifying Imported Tax Information Important! The import process does not currently support billing, so you must leave the Suppress Billing column blank in the import file or use “Y” in that column.
Creating a Spreadsheet To create this spreadsheet: 1. Create an Excel Spreadsheet with this tax import information. Remove any commas or headers in your data to avoid tax adjustment import problems.
Column Information
Col A Company ID
Col B Employee ID
Col C Adjustment Date (MM/DD/YYYY)Payroll Adjustment Processing Guide © 2026 PrismHR 10 Chapter 1 About Adjustment Processing
Column Information
Col D Employer ID
Col E Adjust Client Tax Register? (Y/N)
Col F Tax Code
Col G Exempt Pay
Col H Sheltered Earnings
Col I Gross Taxable
Col J Over Limit
Col K Tax Amount
Col L Suppress Billing? (Y/N)
Col M School District
Col N Location
Col O Special Options Code
Col P Residential Geocode OverrideImporting Tax Adjustments To import tax adjustment information: 1. Select Tax Adjustment Import from the Payroll|Change menu. The Tax Adjustment Import form displays. 2. Set these optional fields to match the contents of your import file: • Delimiter: Separates the data fields in the import .txt file. Let the system determine the delimiter (default, Auto) or set the delimiter to the separator type in the import tile (Comma, Tab, Pipe). • Qualifier: Used in conjunction with delimiters in fields. Qualifiers are placed around each field to indicate that it’s the same field. The most common qualifier is a double quote. Additional options are Auto (default), None, and Single Quote. • First Lines to Skip: Instructs the system to ignore a specific number of lines (column headers) in an import file. The default is zero (0), and up to 10 lines can be skipped. 3. Click Upload File. A file upload dialog box displays. 4. Click Choose File and navigate to the file you created. 5. Highlight the file name and click Open, then click submit. The system displays whether the file uploaded successfully and how long the upload took.
Payroll Adjustment Processing Guide © 2026 PrismHR 11 Chapter 1 About Adjustment Processing
Click Close. The file contents display as a preview.
If there are errors, an error report displays. (Note: These items cannot be imported.) For example:
Change the Delimiter, Qualifier, or First Lines to Skip selection to clear the errors. The Reload Preview Data button displays.
Click Reload Preview Data to extract the data again using the updated settings without uploading the file again, which might fix the errors. (If errors still display, edit the external file and upload it again to correct the errors.)
If the edited external file displays valid data, a preview report displays. (These are items you can post to create tax adjustments.)
To create tax adjustment vouchers and post them to tax registers, click Create Adjustments. (The posting process runs in the background, so there is a short delay until it finishes.)
When the posting process finishes the report displays associated messages, such as “Done. 3 tax adjustment vouchers were created.” Note: If the data file contains multiple lines for the same employee, where only the tax codes and amounts are different, the process now combines them onto one voucher instead of creating a separate voucher for each line.
Payroll Adjustment Processing Guide © 2026 PrismHR 12 Chapter 1 About Adjustment Processing
Verifying Tax Adjustment Information To view the imported tax adjustment information: 1. Open the Employee Payroll Vouchers screen (found under Payroll|View). 2. Enter the appropriate Employee ID. 3. Select the appropriate Year. A list of employee vouchers is generated. 4. Select the appropriate Voucher Number. The system displays the Payroll Voucher dialog.
Payroll Adjustment Processing Guide © 2026 PrismHR 13 Chapter 1 About Adjustment Processing
Transfer Tax Basis Entry You can transfer an employee’s tax basis in the case of a successorship. This allows you to “pick up” where the previous employer “left off” in paying employer-based taxes. Important! Do not use the Transfer Tax Basis feature unless you completely understand the implications of making adjustments to tax registers.
Payroll Adjustment Processing Guide © 2026 PrismHR 14 Chapter 1 About Adjustment Processing
Note: When filling in the Tax Basis and Tax Amt fields, be sure to fill in the actual tax amount paid thus far. Otherwise, if you leave the amount as zero, the calculation begins at zero.
Payroll Adjustment Processing Guide © 2026 PrismHR 15 Chapter 1 About Adjustment Processing
When you post the voucher, this acts as a placeholder for the tax. The entry you made here does not display on any tax reports. If the employer is SBEA certified, the tax adjustment updates the Federal Entity Tax Register.
Importing Employee Tax Basis from Successor Use this process to transfer the employee tax basis to PrismHR for a client that has come on midyear to ensure accurate voucher calculations. This could occur for employees that work for a client reporting SUI state (such as Michigan). It could also occur for certified PEOs that import federal taxes from a successor. If an employee has already reached their tax limit for SUI before being moved to a PEO that uses PrismHR software, then a mechanism is required to import earlier tax data for the employee, or they will start accruing tax again.
Note: This form does not use Client Access Group Security.
To import the tax transfer basis: 1. Format an Excel spreadsheet using this format.
Column Information
Col A Client ID
Col B Employee ID
Col C Employer ID
Col D Tax Year
Col E Reason
Col F Billing Only? (Use only Y, N or S)
Y=Yes, N=No and S=Suppressed for the billing
Col G Tax Code
Col H Tax Basis
Col I Tax AmountPayroll Adjustment Processing Guide © 2026 PrismHR 16 Chapter 1 About Adjustment Processing
Click Back Office .
From Operations|Import Processing, click Import Transfer Tax Basis from Successor.
Click Upload File.
Set these optional fields if required: l Delimiter- Separates the data fields in the import .txt file. Let the system determine the delimiter (default, Auto) or set the delimiter to the separator type in the import tile (Comma, Tab, Pipe). l Qualifier- Used in conjunction with delimiters in fields. Qualifiers are placed around each field to indicate that it’s the same field. The most common qualifier is a double quote. Additional options are Auto (default), None, and Single Quote. l First Lines to Skip - Instructs the system to ignore a specific number of lines (column headers) in an import file. The default is 0, and up to 10 lines can be skipped.
Click Upload File. A file upload dialog box displays.
Click Choose File and navigate to the file you created.
Highlight the file name and click Open, then click submit. The system displays a message about whether the file uploaded successfully and how long the upload took.
Click Close. The file contents display as a preview.
Click Import to write values to the appropriate tax registers.
Adjusting Third Party Sick Pay Records You can adjust an employee’s year-to-date records to reflect sick pay from a third party. Sometimes referred to as disability pay, the Third-Party Sick Pay Adjustment form allows your organization to enter information that is
Payroll Adjustment Processing Guide © 2026 PrismHR 17 Chapter 1 About Adjustment Processing
required for tax purposes. The typical scenario is that the third-party already withheld the taxes and will provide a W-2 to the employee, but your organization would need to collect for the employer taxes. For example:
Employer tax amounts are calculated and billed to the client via the Client Bill Pending feature.
WARNING: Your organization must set up the OASDI and FUTA limits to use the third-party sick pay feature. The system will not let you use the functionality unless these limits are defined in System Parameters.
Note: You can directly access the Third Party Sick Pay Adjustment import template in the Data Import Tool by clicking the link.
To adjust an employee’s year-to-date records: 1. Click New Adjustment to create the new entry. 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. Enter the Adjustment Date. The system uses this date to derive the tax year, quarter, and month to adjust. 4. Enter the Bill Date to use for any billing transaction. If you leave this field blank, the system uses the Adjustment Date. 5. Enter the Employer ID that should be affected by this adjustment.
Payroll Adjustment Processing Guide © 2026 PrismHR 18 Chapter 1 About Adjustment Processing
Note: If the Employer is not assigned to the Client or as an Alternate Employer for the Client an error
message displays, Invalid Employer ID," and you cannot save the information in the form.Fringe Benefit Pay Entry Use the Fringe Benefit Pay Entry form to enter fringe benefit pay adjustments.
WARNING: This function was designed specifically to exclude FICA (Medicare and OASDI) in the tax basis. The Fringe Benefit Pay Entry creates an adjustment voucher for the specified employee that updates the amount of the defined non-cash fringe pay code, defined taxable wages for federal and state income taxes (for the state you specify), and taxable wages for federal unemployment.
Payroll Adjustment Processing Guide © 2026 PrismHR 19 Chapter 1 About Adjustment Processing
Reclassifying Direct Deposit Use the Reclassify Direct Deposit form when a direct deposit cannot occur and you need to create an adjustment voucher. This process reverses the direct deposit and generates an adjustment voucher for the specified amount (this affects ACH processing). For example:
Payroll Adjustment Processing Guide © 2026 PrismHR 20 Chapter 1 About Adjustment Processing
To create an adjustment voucher: 1. Enter the Voucher Number. The voucher information displays. 2. Select Yes from the ACH Send to Check drop-down on each appropriate line. Note: If there are multiple ACH distribution lines and you do not want to send them all to a check at this time, you can reclassify the other lines later. 3. Click Save. The system creates an adjustment voucher, which you can retrieve by accessing the Payroll|View|Payroll History form. (See Checks for Adjustments on page 23.)
Perform these steps to check that the system created an adjustment voucher: 1. Check the payroll voucher: a. Open Employee Payroll Vouchers (found in the Payroll menu under Payroll|View). b. 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. c. Click the Voucher#. The Payroll Voucher opens. d. Select the Banking tab and check the information. e. Click Close. 2. Make sure the payroll check has been sent to a voucher: a. Open Reclassify Direct Deposit (found in the Payroll menu under Payroll|Change). b. Enter the Voucher Number.
Payroll Adjustment Processing Guide © 2026 PrismHR 21 Chapter 1 About Adjustment Processing
c. Check the line(s) where you indicated that the information should be sent to a check. The Sent to
Voucher Number should display.Redirecting Direct Deposit Amounts Use the Redirect Direct Deposit form to redirect a direct deposit (DD) to a different DD account after the ACH has already been processed for the voucher’s original direct deposit transaction. For example:
To redirect a direct deposit: 1. Enter or select the Voucher Number.
The voucher information displays. 2. Enter or select a Redirect Deposit
Date (required) to accurately date Redirect Direct Deposit vouchers and
ACH Journals. (Clicking in this field automatically defaults to the
current date.) Note the following: • When you update the Send to Account
field to initiate a redirect of any existing deposits in the voucher and
you save this information, the system uses the date from the Redirect
Deposit Date field for creating both the adjustment vouchers and ACH
Journal entries. • If you enter or select a date that is prior to the
current system date an error message displays when you exit the field,
“You’ve selected a date
Payroll Adjustment Processing Guide © 2026 PrismHR 22 Chapter 1 About Adjustment Processing
Select the active checking or savings account where the direct deposit funds should be redirected in the Send to Account field on each appropriate line. After selecting the Send to Account, the Save button is enabled. Note: The Send to Account options automatically display an abbreviated account identifier consisting of the last four numbers of the active checking or savings account number for the selected Voucher Number based on the line’s Transit Number and Bank Account Number. For example:
However, if there is only one currently active checking or savings account and the only currently active checking or savings account has a transit and routing number that matches the transit and account number, then only the –Select– option displays. In this case a warning displays, “There are no valid alternative Direct Deposit Accounts for this voucher.”
Enter a Reason (up to 60 characters) for redirecting the direct deposit. Note: You can view the reason in the Notes (reason area) on both the offset and redirect adjustment vouchers.
Click Save. After clicking Save, the system: • Creates an
adjustment voucher that cancels out the original direct deposit
transactions being moved to a new account. • Creates an adjustment
voucher for the new direct deposit records for the Send to Account
options, with a new ACH Journal record written for each new direct
deposit on the adjustment voucher. • Displays a confirmation message,
“New deposit has been submitted. Adjustment voucher
Checks for Adjustments Access the checks for the credit of a tax adjustment or reclassify direct deposit through Payroll History.
To view adjustment checks: 1. Open Payroll History (located in the Payroll menu under Payroll|View).
Payroll Adjustment Processing Guide © 2026 PrismHR 23 Chapter 1 About Adjustment Processing
Select the Year.
Select Adjustment from the Payroll Type drop-down.
Click the Payroll number. The Payroll Summary opens.
Click the Report icon . The Payroll Reports form opens.
Click the Open File icon for the paycheck.
The PDF opens, allowing you to review, save, or print the pay stub.
Payroll Adjustment Processing Guide © 2026 PrismHR 24 Chapter 1 About Adjustment Processing
Recalculating COVID-19 Tax Credits & Client Rebates Use this form to cycle through a client’s payroll batches starting with any payroll batch that contains the selected Starting Pay Date and recalculate the appropriate sick hours, credit accruals and tax credits for each such selected payroll batch. This process will add or remove tax codes from employee payroll vouchers.
Warning! We recommend familiarizing yourself with this functionality first before running on live client data.
Note: Client Access Group Security is enabled on this form.
To access this form, click Back Office. Under Operations|Utility click Recalculate COVID-19 Tax Credits & Client Rebates.
To Recalculate COVID-19 Tax Credits & Client Rebates: 1. Complete the following fields:
Field Name Description Client ID Enter the client ID for whom you want to recalculate COVID-19 Tax Credits & Client rebates or click the Client ID link and select it from the Select Client dialog box. Start Date Enter the starting pay date of the date range. End Date The end date will auto-populate appropriately. Include in recalculation: Billing (Rebates) Check this box if you want to recalculate all COVID related billing events. However, if you select this option, a warning displays. CARES Retention Check this box if you want to recalculate tax codes associated with the CARES Act tax credit. Sick & Family Leave Check this box if you want to recalculate tax codes associated with COVID- 19 sick and family leave credits. Families First Check this box if you want to recalculate tax codes associated with COVID- 19 Families First credits. Medicare Check this box if you want to recalculate tax codes associated with COVID- 19 Emergency Medicare Tax credits.
Payroll Adjustment Processing Guide © 2026 PrismHR 25 Chapter 1 About Adjustment Processing
Adjusting Incorrectly Posted Pay and Deduction Amounts Do not use the Pay/Deduction Register Adjustment form unless you completely understand the implications of making adjustments to tax registers. If you are unsure how to use it, contact the System Administrator.
The Pay/Deduction Register Adjustment form is designed for adjusting pay and deduction amounts that have been posted to the incorrect pay or deduction code. When entering pay and deduction amounts, the amounts you enter must balance. For example, if you enter in $100 against pay code REG, you must enter a corresponding -$100 against another like pay code. The net effect of the adjustment must balance to zero. You cannot use this feature to increase or decrease an employee’s overall YTD net paycheck. To do so, you must process a pay event. Note: This process is intentionally designed to not generate any accounting or tax consequential entries. As such, the amounts you enter must balance within pay classes and deduction types. For example, you cannot enter $100 to REG and -$100 to an expense reimbursement pay code. To do so would have tax and accounting entries. Similarly, the deduction amounts you enter must balance within deduction types. The deduction type categories are however broader than the total of all system deduction types. The amounts must balance within three categories: • Section 125 Benefit Plan Deductions (including Client voluntary that are coded as such) • 401(k) Deductions (including Client voluntary that are coded as such) • All other deduction types
Note: This adjustment feature does not generate any accounting entries.
Payroll Adjustment Processing Guide © 2026 PrismHR 26 Chapter 1 About Adjustment Processing
To use this option: 1. Click New Adjustment. 2. Enter the Employee ID or click the link to display a list of employees. 3. For each adjustment: a. Enter the Adjustment Date. The system uses this date to derive the tax year, quarter, and month to be adjusted. b. Enter the Weeks Worked. This is the adjustment to the year-to-date balance of the number of weeks worked. c. Enter the Days Worked. This is the adjustment to the year-to-date balance of the number of days worked. d. Enter the Pay Code or click the link to display a list of pay codes. The Pay Code is the pay to be adjusted. e. Enter the Hours Worked. This is the adjustment to the number of hours worked in association with the code in the Pay Code field. f. Enter the Amount of the adjustment. This is the adjustment amount in association with the code in the Pay Code field. The total of the values in this column must equal zero (0). For example, an employee was originally slated to be paid for 42 hours using the REG pay code. You want to adjust their pay to reflect 2 hours paid using the SHIFT pay code. You type the values REG, -2, and -20.00 in the first line’s Pay Code, Hours Worked, and Amount fields and SHIFT, 2, and 20.00 in the second line. g. Enter the Deduction Code or click the link to display a list of deduction codes. This is the deduction to be adjusted. h. Enter the Amount. This is the amount to be adjusted in association with the code in the Deduction Code field. It works in a similar fashion to the Pay Code and the total of the values in this column must equal zero (0). i. Enter the Reference Number. If the adjustment is an employee or 401(k) loan, enter the loan number. If it is a garnishment, enter the docket number. 4. Click Post to save the information .
Payroll Adjustment Processing Guide © 2026 PrismHR 27
========================================================================
Accounting.pdfAccounting User Guide
Setup and administration of Accounting 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 Accounting User Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Introduction 7 Intended Audience 7 Chapter 2 System and General Ledger Setup 8 Setting Global Accounting Parameters 8 PrismHR Accounting Setup 9 Creating Multiple G/L Templates 10 G/L Template Copy 10 G/L Chart of Account Maintenance 11 G/L Template Account Number Swap 12 G/L Account Numbers in PrismHR 12 Overview of G/L Account Number Usage 12 Benefit Plans 12 Retirement Plans 15 Setting Up the Billing Code and G/L Account Associations 16 Billing, Revenue, and Sales Accounting 16 Payroll Cost and Liabilities 17 Workers’ Compensation Accounting 28 Taxes 30 Accounting for Checking Accounts 31 Miscellaneous G/L Accounting 32 Using G/L Account Wildcards 33 Importing G/L Account Codes 35 Global Codes Setup 36
Accounting User Guide © 2026 PrismHR 3 Table of Contents
Defining General Ledger Accounts 37
Defining Periods for Your General Ledger 39
Defining Global G/L Accounts 39
Defining Codes for Corporate Payroll Accounts 39Chapter 3 Accounts Receivable Code Files 41 Configuring AR Terms 41 About A/R Aging Buckets 43 Example Setup 43 Maintaining Aging Buckets 43 Setting Cash Receipt Rules 44 Chapter 4 Customer-Level A/R Setup 46 Configuring AR Customer Details 46 Contacts 47 Aging 47 Credit Details 47 Invoices 48 Chapter 5 Working with Cash Receipts and Balances 49 Entering Cash Receipts 49 Using Post and Clear Buttons 49 Procedure 50 Writing Off an Invoice 53 Importing and Posting Cash Receipts 55 Chapter 6 Check Reconciliation 57 Automatically Reconciling Checks 57 Importing Auto Reconciliation Data 58 Reviewing Auto Reconciled Checks 66 Notes About Common Issues 67 Posting Auto Reconciliations 67
Accounting User Guide © 2026 PrismHR 4 Table of Contents
Manual Check Reconciliation 67
Reversing Check Reconciliation 68
Clearing Outstanding Checks 68
Rebuilding Registers 69
Adding User Permission to Register Type Options 70
Rebuilding 941 Tax Registers 70
Rebuilding Company Registers 70
Rebuild All Tax Registers for a Year 71
Rebuilding the Tax Transfer Basis from Successor 72
Register Rebuild History 72
Positive Pay 73
Create Positive Pay Files 73
Recreate Positive Pay Files 75
Clearing the Positive Pay File Indicator 76
Positive Pay File Report 76Chapter 7 Accounting System Integration 78 Examining External Journal Posts and External Cash Transfer Posts 78 Using the External Invoice Post Feature 82 Resetting Posted Payroll Account Journals 86 Downloading Great Plains Check or Customer Files 88 Check Export 88 Customer Export 89 Regenerating Payroll Cost Accounting 89 Chapter 8 Reports 91 Reconciling Debits and Credits for Client Accounts 91 Regenerating Invoice and Payroll Cost Accounting 91 Running the Accounting G/L Detail Download Report 91 A/R Aging Reports and Statements 92
Accounting User Guide © 2026 PrismHR 5 Table of Contents
A/R Transaction Report 94
Cash Posting Report 94
Report Output 95
Open Balance Report 96
Check Register (Stale) by Check Number Report 96
ACH Review Report 98
Payroll Gross to Net Information Report 100
Wage Billing by State Report 101Chapter 9 Troubleshooting ACH Issues 103 ACH Build Errors 103 Downloading ACH Files to Your PC 103 ACH Lock Errors 104 Error 1: ACH Is Locked at a Different Session 104 Error 2: ACH Is Locked 104
Accounting User Guide © 2026 PrismHR 6 Chapter 1 Introduction
Chapter 1 Introduction The Accounting User Guide explains the functions and features related to accounting in PrismHR, which consists of the following: • Setup - The tasks and steps involved in defining and setting up codes, values, and definitions that are used for accounting. Authorized users set up these values and definitions at the global and company level, and might 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 accounting tasks.
Intended Audience Your organization should already have set up the initial defaults, files, and preferences required for system administration, as well as client information. You should also have general knowledge of accounting practices. Explaining industry-specific topics other than the use of this software product is outside the scope of this document.
Note: Unless you have permission to access system-level features, you cannot set global accounts receivable information.
PrismHR strongly recommends that you follow the setup steps in the order they are presented in this guide. Be sure to complete the entire accounts receivable setup while no one is using PrismHR to initialize and post payrolls or other accounting processes, as this could cause unexpected results.
Accounting User Guide © 2026 PrismHR 7 Chapter 2 System and General Ledger Setup
Chapter 2 System and General Ledger Setup Your organization must set up accounting parameters and general ledger information at the system level.
Setting Global Accounting Parameters Before setting up your general ledger accounts, configure the accounting parameters that your organization plans to use throughout the system.
To set up the global accounting information: 1. Open System Parameters (found in the Back Office menu under System|Change). 2. Scroll down to the Global Accounting panel.
Accounting User Guide © 2026 PrismHR 8 Chapter 2 System and General Ledger Setup
• Custom Layout: Create a custom layout.
• Custom Layout - Build Account #s: Automatically create accounts for the chart of accounts for your
custom accounting layout.Note: Automatically building the chart of accounts can be useful. If a G/L account is not in the Chart of Accounts, it does not stop payroll processing; it simply adds the G/L number to the chart. However, the system can also add “bad” G/L numbers, and not all accounting programs can handle these errors. You can remove account numbers that were added in error.
PrismHR Accounting Setup To understand how to assign G/L account numbers to codes in the system, it is important to know how PrismHR creates the actual accounting entries.
Accounting User Guide © 2026 PrismHR 9 Chapter 2 System and General Ledger Setup
Creating Multiple G/L Templates Use the G/L Template Maintenance form to create multiple templates for use in the system. These different templates allow you to assign different G/L account numbers to the same codes (benefit codes, pay codes, deduction codes, and so on). Your organization assigns G/L templates to the clients in the system.
To set up G/L templates: 1. Locate the G/L Template Maintenance form in the Back Office menu under System|Change. 2. In the Template ID field, enter the unique identifier for the template. 3. Enter a Description of the template as needed. 4. For this template, enter the value of the Natural Account Number Position in the G/L account definition format. 5. If you are using a multi-part G/L account number, select the account number Position Delimiter. 6. Select Obsolete to prevent the template from being used. Note: Obsolete G/L template IDs display Y in the Obsolete column on the Select GL Template list when you select Template ID. 7. Click Save.
G/L Template Copy Use the G/L Template Copy feature to copy the account codes from an existing template to another template that you have created. For information about setting up G/L templates, see Creating Multiple G/L Templates above.
To copy G/L account codes from one template to another: 1. Locate the G/L Template Copy form in the Back Office menu under System|Change. 2. In the Copy From field, enter the ID of the existing template, which contains the account codes to use as the basis for the newer template. 3. In the To field, enter the ID of the newer template, which receives the copied account codes. The Template Types table populates with the existing types. 4. If you do not need to copy a type, remove it from the list by clicking the x at the left-hand side of the row.
Accounting User Guide © 2026 PrismHR 10 Chapter 2 System and General Ledger Setup
G/L Chart of Account Maintenance Use G/L Chart of Account Maintenance to add, maintain, or delete accounts from your general ledger chart of accounts. What you might need to do with this form depends on whether your system is set to build account numbers; see also Setting Global Accounting Parameters. • If the Accounting Interface Type in System Parameters includes “Build Account #s”, then the chart of accounts is in the auto-build mode. This means that if a G/L number is added into the system in one of the G/L code file setup menus, then at the time the payroll is initialized it will create that number within the chart of accounts. If it is not a valid account, use this form to delete it. • If “Build Account #s” is not indicated and the G/L number is not in the G/L chart of accounts, then the system will give the payroll processor an error during initialization telling the user that it has not been set up. You would then need to use the G/L Chart of Account Maintenance form to add the G/L number.
The G/L Chart of Account Maintenance form is found in the Back Office menu under System|Change.
To set up the G/L chart of accounts: 1. Enter the Account Number. This is the chart of account number that the system uses for validation of accounts that will be sent to your third-party accounting system. 2. If appropriate, enter the Account Description. • To create the account in your chart of accounts because it was missing, click Save.
Accounting User Guide © 2026 PrismHR 11 Chapter 2 System and General Ledger Setup
• To remove the account from the chart of accounts because it is not valid, click Delete.
G/L Template Account Number Swap The G/L Template Account Number Swap is only for internal accounting. It is for organizations that use QuickBooks and would like to use the Account Description instead of the Account Number for the service provider’s general ledger.
To run the G/L Template Account Number Swap utility: 1. Make sure that you have the file ready as described in the form. 2. Enter the G/L Template ID. 3. Click Run Update. 4. Click Yes in the confirmation message to proceed.
G/L Account Numbers in PrismHR You can establish G/L account numbers for each of the codes that exist in the system for pay, deductions, benefits, retirement, workers’ compensation, taxes, checking, billing, and other items.
Overview of G/L Account Number Usage This section describes how G/L account number coding affects the accounting for your organization and how these numbers are used in the system’s payroll process.
Benefit Plans When a user sets up a benefit plan, there are four items that affect the accounting process. Each item has a G/L account number assigned to it, so your organization should ensure that they are coordinated together. The four items are: • Benefit Plan ID • Deduction Code • 125 Deduction Code • Bill Code
Accounting User Guide © 2026 PrismHR 12 Chapter 2 System and General Ledger Setup
To set up the G/L account codes for the benefit plan, ensure the accounting information is set up for the benefit plan and each of the codes referenced on the plan: 1. Benefit Plan Accounting (page 20) 2. Deduction Code Accounting (page 26) 3. Billing, Revenue, and Sales Accounting (page 16)
Payroll Processing Examples The following is an example of what the system generates during payroll processing. If the pay period amount for the total premium is $200, then the system creates entries:
Benefit Plan Debit
$200.00
Benefit Plan Credit
$200.00If in this example the premium was split equally between the employee and the employer, then the entries for the deduction from the employee would be:
Deduction Code Debit
$100.00Accounting User Guide © 2026 PrismHR 13 Chapter 2 System and General Ledger Setup
Cash Account Credit
$100.00The entries for the billing to the client would be:
Bill Code Credit
$100.00
Accounts Receivable Debit
$100.00If this was a plan paid by the PEO (either PEO- or client-sponsored), then the PEO would have a liability of $200, which is owed to the plan provider. Depending on how your organization wants to set up accounting, the debits and credits will offset each other in different ways. Here are some options. Liability, Cost, and Income If you want to record the entries to show a liability, cost, and income, the accounting entry would be like those shown in Table 1. Table 1: Entries to Show Liability, Cost, and Income
Account Debit Credit
Payroll Cash $100.00
(portion of net pay credit)
A/R $100.00
Liability $200.00
Income $100.00
Cost $100.00Liability Only If you want to net all of the entries and not show cost or income but only the liability, then the accounting entry would be like those shown in Table 2.
Accounting User Guide © 2026 PrismHR 14 Chapter 2 System and General Ledger Setup
Table 2: Entries to Show Liability Only
Account Debit Credit
Payroll Cash $100.00
(portion of net pay credit)
A/R $100.00
Liability $200.00Zero Liability If you have a plan that is sponsored and paid by the client, your organization would have a liability of zero (Table 3). Table 3: Entries to Show Client-Paid and -Sponsored Plan
Account Debit Credit
Payroll Cash $0.00
(net pay paid from client’s account)
A/R $0.00
(nothing due from client because it
is offset to zero)
Liability $0.00
(net amount between the liability
and deduction code)Retirement Plans Various retirement plan setup fields can affect the accounting process. Each accounting-related field has a G/L account number assigned to it, so your organization should ensure that they are coordinated. The items are the retirement Plan ID, deduction codes, and billing code.
Accounting User Guide © 2026 PrismHR 15 Chapter 2 System and General Ledger Setup
To set up the G/L account codes for the retirement plan, ensure that the accounting information is set up for the retirement plan and each of the codes referenced on the plan: 1. Retirement Plan Accounting (page 25) 2. Deduction Code Accounting (page 26) 3. Billing, Revenue, and Sales Accounting (page 16)
Setting Up the Billing Code and G/L Account Associations Use the G/L Setup form to set up the billing code and general ledger account associations.
To set up the billing codes/general ledger account associations: 1. Enter or select the GL Template for the general ledger distribution template. (This template was previously defined.) Note the following: • CLID wildcards do not work with the GL Template set to GL and the GL Type set to Miscellaneous. • Your organization might have different templates for PEOs and ASOs. You can assign different account numbers to each template. • An error message displays if you enter or select an obsolete GL 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. 2. From the GL Type drop-down, select Billing Code. The form lists each Billing Code and Description in the system. 3. Enter or import the G/L account number used for the billing code in the Account field. Note: You can enter simple account segments or full account numbers with wildcards. 4. Click Save. Repeat the procedure for each general ledger template you need to edit.
Billing, Revenue, and Sales Accounting You must set up an association between billing codes and general ledger accounts for the billing, revenue, and sales portion of accounting.
Accounting User Guide © 2026 PrismHR 16 Chapter 2 System and General Ledger Setup
To set up an association, do the following: 1. Enter the G/L Template for the general ledger distribution template. This template was previously defined. Your organization would have different templates for PEOs and ASOs. You can assign different account numbers to each template. 2. From the G/L Type drop-down, select Billing Code. The form lists each Billing Code and Description in the system.
Payroll Cost and Liabilities You must set up an association between the codes of several code types and various general ledger accounts for the cost/liability portion of payroll accounting.
Payroll Accounting If you have created global pay codes, you must associate each pay code with a general ledger account.
Accounting User Guide © 2026 PrismHR 17 Chapter 2 System and General Ledger Setup
To set up the pay code/general ledger account associations: 1. Enter the G/L Template for the general ledger distribution template. This template was defined previously. Your organization would have different templates for PEOs and ASOs. You can assign different account numbers to each template. 2. From the G/L Type drop-down, select Pay Codes. The form lists each Pay Code and Description in the system.
Accounting User Guide © 2026 PrismHR 18 Chapter 2 System and General Ledger Setup
Table 4: Regular Client Payroll Example
Cash 1010 Cost of Sales - Wages 5100
$100.00 $100.00Internal Payroll This example covers accounting for pay to your own staff using the system. Since the PEO internal payroll is run separate from client payroll, the PrismHR Customer Support Team recommends creating a separate account. PrismHR does not recommend creating a special pay code, such as REGINT (Regular Internal) or anything similar. Table 5: Internal Payroll Example
Cash 1010 MyPEO Wage Expense 7100
$100.00 $100.00Within the separate account, you would enter your organization’s Wage Expense account in the Debit Account field of the REG pay code. (This would likely be something in the 6000+ range of accounts.) Overtime Pay If the premium portion goes into a different general ledger account than the standard pay portion of the payroll, you can use the Premium Debit Account field of the GL Interface Codes for Pay Codes form, as well. For example, Table 6 shows the cash amount as $150.00 with $100.00 going into the Debit account and $50.00 going into the Premium Debit account: Table 6: Overtime Pay Example - Cash Amount
Cash 1010 Cost of Sales - Wages 5100
$150.00 $100.00
Cost of Sales - O/T Wages 5150
$50.00This categorization is rarely an issue with PEOs, however, therefore the overtime pay accounting would typically resemble the REG pay setup shown in Table 7.
Accounting User Guide © 2026 PrismHR 19 Chapter 2 System and General Ledger Setup
Table 7: Overtime Pay Example - REG Pay Setup
Cash 1010 Cost of Sales - Wages 5100
$150.00 $150.00Benefit Plan Accounting If you have created global group benefit plans, you must create the association of each group benefit plan ID with a general ledger account.
To setup the group benefit plan code/general ledger account associations: 1. Enter the G/L Template for the general ledger distribution template. This template was defined previously. Your organization would have different templates for PEOs and ASOs. You can assign different account numbers to each template. 2. From the G/L Type drop-down, select Benefit Plan. The form lists each Benefit Plan ID and Description in the system.
Accounting User Guide © 2026 PrismHR 20 Chapter 2 System and General Ledger Setup
In the system, group benefit plans have accrual accounting attached to them. (Many other systems only track employee contributions to group benefits as they are deducted from employee checks.) The system performs accrual accounting on a per-batch accounting basis, so that the costs associated with benefit plans are waiting in the liability accounts by the time the invoice arrives from the benefit provider. Using the per-batch method is especially useful for a company that performs complex cost accounting using cost centers. The costs are broken out at the source level, which means there is less chance for accounting errors— not to mention less work. PEO/Client Provided and PEO Paid Benefit Plan In this case, the PEO (service provider) or client provides the benefit plan and the PEO pays the plan provider for the benefit. The PEO has an accrual to their liability account for the amount of the check to be paid to the benefit provider. The system prompts for the debit and credit accounts for the benefit plan. It accrues the entire benefit payable while deciding which employees are eligible for the benefit—in other words, whether or not the employee makes a contribution against the benefit, the entire balance accrues. The system is capturing the total due to the plan provider. With this in mind, the selection of the Premium Debit and Premium Credit accounts should ultimately charge the cost of sale account for the debit and the liability account for the credit. The following table shows benefit plan accounting for a $150.00 plan:
Benefit Liability Accrued (or Cost of Sales - Benefit Plan
Accrued Payable) Expense
$150.00 $150.00The deduction code referenced on the benefit plan should be set up to credit the expense. Remember that anything the employee pays towards the benefit plan does not affect your liability; it simply decreases your cost. The following image shows the Group Benefit Plans form in PrismHR. (Click Back Office. Select Group Benefit Plans under System|Change.) This figure highlights the Deduction Code.
Accounting User Guide © 2026 PrismHR 21 Chapter 2 System and General Ledger Setup
Since the same amount deducted from the employee will also be credited back to the client, the sales account will also be reduced by the same amount. The P&L effect will not change. For example, if the employee contributes $50.00, the bill to the client will go down by $50.00, as will your cost for providing this benefit. Table 8 shows the effect of the deduction code: Table 8: Deduction Code Example
Cost of Sales - Benefit Plan
Payroll Cash Account
Expense
$50.00 $50.00Table 9 shows the effect of the deduction on the billing side: Table 9: Benefit Plan Accounting Example
Accounts Receivable Sales - Benefit Plans
$50.00 $50.00Even if the benefit is 100% paid by the PEO, the amount paid by the employee serves to lower the PEO’s costs. As an option, the system can update an expense account instead of a revenue account so that an employee deduction towards a benefit serves to negate the reduction of expenses; however, this method never completely ties your invoiced amounts into your revenues. The PEO has to include revenues that were accounted for within your General Journal costs to get the complete picture of revenues; in this case, no invoice register would contain complete revenue data. Some clients wash all these elements through a clearing account if there is no mark-up on the plans. Client Provided and Paid Benefit Plan In this case, the PEO has no cost associated with the plan and has all monies deducted from the employee, decreasing the invoice. PrismHR users frequently handle these kinds of plans as simple voluntary deductions with a client rebate code attached (for example, see Table 10). This reduces the client invoice by the amount deducted from the employees. There are some issues handling these benefits as simple deductions, though. Since the PEO does not administer the plan, the client has to notify the PEO how and when to update the amounts to be withheld from each employee’s check. However, if your client is unable or does not desire to keep up with the balances due, you might want to build an “Other” group benefit plan. Building the “Other” group benefit plan automatically activates PrismHR’s built-in arrearage system and allows you to keep track of contributions. The accounting issue with benefit plans is making the Cost accounting side “go away.” With client sponsored/client paid benefits, the PEO has no liability or cost accounting requirements because the PEO is rebating all the money deducted from employee checks through invoice credits.
Accounting User Guide © 2026 PrismHR 22 Chapter 2 System and General Ledger Setup
For this case, the PrismHR Customer Support Team recommends that PrismHR users create a liability account that is assigned the function of washing through zero value journals. In this case, the Benefit Plan would have both the debit and credit transactions assigned to this zero account. Also, the premium cost sides of the plan should be set to zero (0.00) costs, as should the billing sides of the plan. You would do this by building a Benefit Plan in Benefit Plan maintenance that showed the premium costs for each plan level (single, single plus one, family, and so on) as zero. In the event some money ever ended up in the account accidentally, the fact that it would exist on the balance sheet would bring immediate attention to the problem. Table 10 shows benefit plan accounting for a $150.00 plan: Table 10: Client Rebate Code Example
Zero (Wash) Liability
$0.00 $0.00Table 10 shows the cost side of the benefit plan hitting the books. This example assumes the plan is built with zero costs, as recommended above. Likewise, the deduction code used in either case (Voluntary Deduction with Rebate Code (see Voluntary Deduction Rebated to the Client on page 27) or Benefit Plan with Deduction (see PEO/Client Provided and PEO Paid Benefit Plan on page 21)) would be coded into the same wash account. The Bill Code associated with the Deduction/Benefit Plan would also be coded against the same account so that monies withheld from employees would be washed against the credit issued on the invoice, the net effect of which would be none, as shown in Table 11. Table 12 shows the credit from the billing transaction. Table 11: $50 Deduction an from Employee Check
Payroll Cash Zero (Wash) Liability
$50.00 $50.00
Table 12: Credit from the Billing Transaction
Accounts Receivable Zero (Wash) Liability
$50.00 $50.00The credit is the “sales” effect, sent to the Zero (Wash) Liability account. The desired effect is net zero. As you can see, once both are complete, the net effect in the Zero (Wash) Liability account is zero.
Accounting User Guide © 2026 PrismHR 23 Chapter 2 System and General Ledger Setup
FSA Plan Accounting If you have created Flexible Spending Account (FSA) plans, you must create the association of each FSA plan ID with a general ledger account.
To set up the FSA plan code/general ledger account associations: 1. Enter the G/L Template for the general ledger distribution template. This template was previously defined. 2. From the G/L Type drop-down, select FSA Match. The form lists each FSA Plan and Description in the system.
HSA Plan Accounting If you have created HSA (Health Savings Account) plans, you must create the association of each HSA plan ID with a general ledger account.
To set up the HSA plan code/general ledger account associations: 1. Enter the G/L Template for the general ledger distribution template. This template was previously defined. 2. From the G/L Type drop-down, select HSA Match. The form lists each HSA Plan and Description in the system.
Accounting User Guide © 2026 PrismHR 24 Chapter 2 System and General Ledger Setup
Retirement Plan Accounting If you have created global retirement plans, you must create the association of each retirement plan ID with a general ledger account. To set up the retirement plan code/general ledger account associations: 1. Enter the G/L Template for the general ledger distribution template. This template was previously defined. 2. From the G/L Type drop-down, select Retirement Plans. The form lists each Retirement Plan and Description in the system.
Accounting User Guide © 2026 PrismHR 25 Chapter 2 System and General Ledger Setup
You can enter simple account segments or full account numbers with wildcards.Deduction Code Accounting Once you have created your global deduction code files, go to the general ledger accounting interface files to create the interface for each deduction code file. Typical deductions are benefit plans, retirement plans, and standalone or voluntary deductions. Deduction codes associated with benefit plans need to be coded to have the desired effect as coordinating accounting. This area requires your organization to do significant planning and review; see Benefit Plan Accounting on page 20. If you have created global deduction codes, you must create the association of each deduction code with a general ledger account.
To set up the deduction code/general ledger account associations: 1. Enter the G/L Template for the general ledger distribution template. This template was defined previously. 2. From the G/L Type drop-down, select Deduction Codes. The form lists each Deduction Code and Description in the system.
Accounting User Guide © 2026 PrismHR 26 Chapter 2 System and General Ledger Setup
You can enter simple account segments or full account numbers with wildcards.The accounting for the deduction places a credit into a liability account that is the same account as the Bill Code referenced. The bill code subsequently creates a debit on the invoice that creates a zero-effect transaction. A liability account is preferable since any extra balances are more obvious to inspection. Table 13 shows the deduction code: Table 13: Deduction Code
Payroll Cash Zero (Wash) Liability
$50.00 $50.00Table 14 shows the rebate transaction: Table 14: Rebate Transaction
Accounts Receivable Zero (Wash) Liability
$50.00 $50.00Accounting User Guide © 2026 PrismHR 27 Chapter 2 System and General Ledger Setup
Voluntary Deduction Not Rebated to the Client Before implementing this setup, your organization would decide whether your want to earn revenue off your employees. If these deductions are considered revenue streams, then you would code the charges for items such as stop payment check fees and other service charges to credit a revenue account. Most service providers find this revenue stream to be so small or unimportant that they choose instead to show these transactions as either a reduction of expenses for office or bank service fees or other income below the line. Whatever account your organization selects will be credited for any amount withheld from an employee’s check. Many organization prefer expense categories , making revenue a function of the invoice process. Table 15, for example, shows a credit for a garnishment pay period fee. Table 15: Credit for a Garnishment Pay Period Fee
Payroll Cash Office Expense
$50.00 $50.00Do note that, if this type of transaction is coded to revenues, these revenues will not show on the invoice and may cause issues in reviewing invoice and billing reports for total revenues. To handle this, some service providers build special expense accounts to receive the money instead of lumping it into “office expense”; for example, “office expense reimbursed from garnishment or fees” as a contra-account to “office expense”.
Workers’ Compensation Accounting If you have set up workers’ compensation, you must create the association of each state code with a general ledger account. Depending on your system setup, this is either set for the state or the policy. State-Based Accounts To set up the workers’ compensation/general ledger account associations when your system bases workers’ compensation on the state: 1. Enter the G/L Template for the general ledger distribution template. This template was previously defined. 2. From the G/L Type drop-down, select Workers’ Comp (State Based). The form lists each State Code and Description in the system.
Accounting User Guide © 2026 PrismHR 28 Chapter 2 System and General Ledger Setup
Accounting User Guide © 2026 PrismHR 29 Chapter 2 System and General Ledger Setup
Taxes If you have created global tax codes, you must create the association of each tax code with a general ledger account. Tax G/L accounts are entered into the system based on state code and tax ID. To set up the tax code/general ledger account associations: 1. Enter the G/L Template for the general ledger distribution template. This template was previously defined. 2. From the G/L Type drop-down, select Tax. 3. In the State Code field, enter FG for federal government or the two-character state code (second example below). The system lists each Tax ID and Description in the first two columns. These taxes are either at the federal level (federal income tax), state level (state income tax, SUTA, and so on), or lower (county and local taxes). For employer-paid taxes, you need both a credit (liability) account and debit (expense) account. For employee-paid taxes, you need only a credit account because there is no expense to an employee-paid tax. When a tax is computed, the system looks at the state record to find the G/L codes. If they are not found there, it looks at FG (federal government). Therefore, you should only enter general ledger numbers at the state level if they are different from the ones used for the federal government. If you want to use only state-level accounting, then leave the FG record entirely blank. That way, the system will inform you if the state is missing codes rather than accepting the federal-level defaults.
Accounting User Guide © 2026 PrismHR 30 Chapter 2 System and General Ledger Setup
Accounting for Checking Accounts Use the G/L Setup Maintenance form enter the appropriate account number for each checking account in the system.
Accounting User Guide © 2026 PrismHR 31 Chapter 2 System and General Ledger Setup
To set up the billing codes/general ledger account associations: 1. Enter or select the GL Template for the general ledger distribution template. (This template was previously defined.) Note the following: • CLID wildcards do not work with the GL Template set to GL and the GL Type set to Miscellaneous. • Your organization might have different templates for PEOs and ASOs. You can assign different account numbers to each template. • An error message displays if you enter or select an obsolete GL 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. 2. From the GL Type drop-down, select Billing Code. The form lists each Billing Code and Description in the system. 3. Enter or import the G/L account number used for the billing code in the Account field. Note: You can enter simple account segments or full account numbers with wildcards. 4. Click Save. Repeat the procedure for each general ledger template you need to edit.
Miscellaneous G/L Accounting Use the GL Interface Setup form to enter the account numbers for each of the listed codes. If you do not want to use a G/L account number for any of the codes, you can leave the field blank.
To set up the miscellaneous codes/general ledger account associations: 1. Enter GL in the G/L Template field to open the default G/L template. (Miscellaneous codes only apply to this template.) 2. From the G/L Type drop-down, select Miscellaneous. The form lists each Billing Code and Description in the system.
Accounting User Guide © 2026 PrismHR 32 Chapter 2 System and General Ledger Setup
Using G/L Account Wildcards In the G/L Setup form, you can use the G/L account wildcards to divide your internal accounting into the correct segments. Table 16: Revenue/Sales Accounting Wildcards Wildcard Description CLBROKER Client Broker CLCC Client Cost Center CLGRPCD Client Group Code CLID Client ID CLNAISC Client NAISC CLSALES Client Sales Person CLSCC Client Sub Cost Center CLSTATE Client State CLSVRT Client Service Type*
Accounting User Guide © 2026 PrismHR 33 Chapter 2 System and General Ledger Setup
Table 16: Revenue/Sales Accounting WildcardsWildcard Description CLWC Client WC Policy EEDP Employee Department EEDP2 Employee Department Two EEDV Employee Division EEDV2 Employee Division Two EEDV3 Employee Division Three EEJB Employee Position EEJB2 Employee Position Two EEJB3 Employee Position Three EELCC Employee Location Code EELC Employee Location EELC2 Employee Location Two EELC3 Employee Location Three EEPR Employee Project EESCC Employee Sub Cost Center EMCC Employer Cost Center EMID Employer ID EMSCC Employer Sub Cost Center MSCL01 - MSCL99 Client Miscellaneous GL Codes 01-99 EEMDP01 - EEMDP99 Employee Department Miscellaneous GL Codes 01-99 EEMDV01 - EEMDV99 Employee Division Miscellaneous GL Codes 01-99 EEMJB01 - EEMJB99 Employee Position Miscellaneous GL Codes 01-99 EEMLPJ01 - EEMLPJ99 Employee Project Miscellaneous GL Codes 01-99 EEMLC01 - EEMLC99 Employee Worksite Location Miscellaneous GL Codes 01-99
Note that the following information only applies to the wildcards indicated above with an asterisk (*) in its Description column: • External Journal Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Journal Post.
Accounting User Guide © 2026 PrismHR 34 Chapter 2 System and General Ledger Setup
• External Invoice Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Invoice Post. • External Third Party Checks Journal Post (located on Operations|Action menu): After applying the wildcard values within the G/L Setup, the system presents the substituted variable on the External Third Party Checks Journal Post. • Regenerate Payroll Cost Accounting (located on Operations|Action menu): After adding or changing the wildcards within the G/L Setup, the system applies them during the regenerate cost accounting process. • Regenerate Invoice Accounting (located on Operations|Action menu): After adding or changing the wildcards within the G/L Setup, the system applies them during the regenerate invoice accounting process.
Importing G/L Account Codes You can use the G/L Import Entry form to quickly import account codes to the G/L setup by uploading a file for import and then viewing any errors that occurred during the import or viewing successfully imported rows.
To import G/L account codes: 1. Enter or select the GL Template. The template name displays. 2. Select the GL Type. 3. Enable Overwrite Existing Account Codes to replace previously imported account codes. Otherwise, leave this field blank and the system will only import new codes. 4. Select Download Template File to download a .txt file to your computer that contains the headings that match the selected GL Type. A separate window displays the downloaded file link. 5. Click Open File. The spreadsheet template displays, where you can enter the G/L account codes information. 6. Select Find File. Click Add Files and select the file to upload, then click Start Upload. 7. Click Close. A progress window displays. Note: If an error occurs a message displays, “It may be possible to recover from this error. Do you want to repeat your last action?” Click OK. 8. Click Close. The import process extracts account codes from the external file. Note the following: • The import process skips any lines that contain invalid codes in the first column and reports them in the error report. • If you did not enable Overwrite Existing Account Codes, the import process skips any lines that would overwrite an existing account code and reports them in the error report. 9. A preview of imported G/L account codes displays in the G/L Import Data panel. Note: You can download a .csv version of this information by clicking Preview Report. 10. If the import process encounters errors, you can select one of the following: • Done With Errors: Performs the import even though it contains errors.
Accounting User Guide © 2026 PrismHR 35 Chapter 2 System and General Ledger Setup
• Error Report: Any G/L account code errors from the import process display on this tab. Click Error
Report to view them. (A browser window opens where you can download the .csv file that contains the
errors.)Global Codes Setup During payroll processing, the system checks the Global Codes Setup in System Parameters. Each code must be associated with a G/L account number in the appropriate G/L account set up screen. If not, payroll processors will encounter errors informing them that the G/L account number is not defined.
To set up the global codes: 1. Open System Parameters (found in the Back Office menu under System|Change). 2. Scroll down to the Global Codes Setup panel.
Accounting User Guide © 2026 PrismHR 36 Chapter 2 System and General Ledger Setup
Note: Since the system performs the validation only for this client, other client flows might be incorrect. The PrismHR Customer Support Team strongly recommends that you test any new code you add for each employer that uses the code.
Defining General Ledger Accounts Use the G/L Account Definition (Corporate form to define general ledger accounts. For example:
Accounting User Guide © 2026 PrismHR 37 Chapter 2 System and General Ledger Setup
To define general ledger accounts: 1. Enter the Account code to distribute. 2. Select the Prefix Values that you want to attach to the beginning of the G/L account code. 3. Select the Suffix Values that you want to append to the end of G/L account code. 4. Enter the Segment Delimiter to use. Valid delimiters are: *, - , ., or ! If you leave the field blank, there will be no mark or spaces between the account number and any prefix or suffix. 5. Enter any Prefix/Suffix Overrides: a. Select the Override When Prefix/Suffix term. b. Enter the is equal to term. c. Enter the Replace with value to append to the account number instead. d. Click Save. 6. Enter any Account Value Overrides: a. Select the When Field Equals term. b. Enter the is equal to term. c. Enter the Replace Account # With value to append to the account number instead. 7. Click Save.
Accounting User Guide © 2026 PrismHR 38 Chapter 2 System and General Ledger Setup
Defining Periods for Your General Ledger Use the G/L Periods form to define the periods for your general ledger.
To define periods for your general ledger: 1. Enter the Period code, ensuring that it conforms to the format used by your general ledger. 2. Enter a Description of this G/L period. 3. Enter the calendar Year. 4. Enter the Month or G/L period within the year. 5. Enter the External G/L Period to be passed to an external general ledger. 6. Click Save.
Defining Global G/L Accounts Use the Global G/L Account Definition (Corporate) form to define global G/L accounts.
To define global G/L accounts: 1. Select the Prefix Values that you want to attach to the beginning of G/L account codes that allow prefixes. 2. Select the Suffix Values that you want to append to the end of G/L account codes that allow suffixes. 3. Enter the Segment Delimiter to use. Valid delimiters are: *, - , ., or ! If you leave the field blank, there will be no mark or spaces between the account number and any prefix or suffix. 4. Enter the Code Acct Segment No, which is the segment where the “core” account number is found. 5. Enter any Account Value Overrides: a. Select the When Field Equals term. b. Enter the is equal to term. c. Enter the Replace Account # With value to append to the account number instead. 6. Click Save.
Defining Codes for Corporate Payroll Accounts Use the Payroll Account Codes form to define codes for your corporate payroll accounts.
To define codes for corporate payroll accounts: 1. Enter the unique payroll Account number. 2. Enter a short Account Name, such as Payroll Tax Expense or FICA Liability. 3. Select Prefix/Suffix Allowed if the G/L account code can take prefixes and suffixes using the variables set up in the account definitions.
Accounting User Guide © 2026 PrismHR 39 Chapter 2 System and General Ledger Setup
Accounting User Guide © 2026 PrismHR 40 Chapter 3 Accounts Receivable Code Files
Chapter 3 Accounts Receivable Code Files These topics describe how to set up and manage your codes and aging buckets for accounts receivable.
Configuring AR Terms Your organization can define different terms for dealing with different customers or vendors, such as Net 0 or Net 10th Prox. Each term is represented by a terms code.
Accounting User Guide © 2026 PrismHR 41 Chapter 3 Accounts Receivable Code Files
To define AR terms codes: 1. Access the AR Terms form (found in the Back Office menu under Accounts Receivable|Change). 2. Enter the Terms Code. If you are creating a new code, use a code or ID that best represents the accounts receivable terms used by your organization. For example: • Net0 for a net zero term (due immediately) • Net10P for net 10th prox term (due by the tenth of the month) 3. Enter a clear and concise description of the term in the A/R Terms Desc field. 4. Select the A/R Terms Due Type: • Days - Terms due after a certain number of days • Prox - Terms due on a day of the following month 5. If you selected Prox, enter the cutoff day in the field that begins “What is the last day of the month…”. This defines the cutoff date for the due date. Payments for invoices through this date are due by the specified day of the following month. If the due day is 10, the due date is the 10th of the following month. The cutoff day is the 25th of the current month, therefore: • Invoices dated between June 1 through June 25 are due on July 10. • Invoices dated between June 26 and June 30 are due on August 10. 6. In the Number of days or day of the month field: • For Days, enter the number of days when the invoice is due. • For Prox, enter the day of the month when the invoice is due. 7. Click Save.
Accounting User Guide © 2026 PrismHR 42 Chapter 3 Accounts Receivable Code Files
About A/R Aging Buckets PrismHR supports data aging and uses two sets of buckets. The buckets represent aged accounts receivable data. Many organizations have a different set of rules for their operational use (operations) than what is required by financial standards (finance).
Note: If your organization uses more than five buckets, you must print the reports on legal-sized paper. The system supports up to seven total buckets.
Example Setup For example, consider an organization that mostly uses cash. An open balance over seven days old is a cause for concern and review. The organization’s banking relationships, however, want to review the receivables in standard increments of 30-, 60-, and 90-days. To facilitate reporting, the organization built two sets of buckets: • Operations records • Standard financial records The organization has these Operations buckets: • Current (0) • 1–7 • 8–14 • 15–21 • 22+ The Finance buckets are standard: • Current (0) • 1–30 • 31–60 • 61–90 • 91+
Maintaining Aging Buckets Your organization can define AR aging buckets for your own use (operations) and for reporting purposes (finance) in the Aging Bucket Maintenance form. You can create up to seven buckets.
Accounting User Guide © 2026 PrismHR 43 Chapter 3 Accounts Receivable Code Files
To maintain AR aging buckets: 1. Access the Aging Bucket Maintenance form (found in the Back Office menu under Accounts Receivable|Change). 2. Select the Bucket code: • Operations: aging bucket for use by your organization. • Finance: aging bucket for reporting to financial institutions. 3. Select the Age based on, either Invoice Date or Due Date. The system calculates the actual due date based on the AR term code. Next, define each bucket. You must define the buckets in order, with the newest at the top and the oldest at the bottom. 4. Enter the number for each of the Buckets, for example, 60. • This must be an integer, and the number represents the aging; any document this age or newer will go in this column. • Define the last bucket as 99999. The system recognizes that value as the final tier. 5. Enter the first line of the stacked heading for the aging report in Desc Line1, for example, 31 - 60. 6. Enter the second line of the stacked heading for the aging report in Desc Line2, for example, Past Due. On the report, this example would display as: 31 - 60 Past Due
Setting Cash Receipt Rules Use the Cash Receipt Rules form to enter the posting types for the cash receipts that your organization processes, along with the G/L account to use for each cash receipt posting type.
Accounting User Guide © 2026 PrismHR 44 Chapter 3 Accounts Receivable Code Files
Note: When you enter a debit invoice that is greater than the deposit amount, you must enter credit invoices first. Otherwise, the system generates an error.
To configure cash receipt rules: 1. Access the Cash Receipt Rules form (found in the Back Office menu under Accounts Receivable|Action). 2. For each of the G/L accounts: • Enter the Posting Description. • In Post to GL Account: enter INVOICE for the posting type used to process invoices. Otherwise, enter the G/L account number for other types of cash receipts transactions. 3. Click Save.
Accounting User Guide © 2026 PrismHR 45 Chapter 4 Customer-Level A/R Setup
Chapter 4 Customer-Level A/R Setup Customer Details contains the address and contact information for collection purposes, a current representation of the aging for the customer, and the ability to edit the credit limit rules (with authorization).
Configuring AR Customer Details Use Customer Details to maintain the customer address and contact information for collection purposes, view the current representation of aging for the customer, and edit the credit limit rules. The form displays the information for the currently selected client. To access this form, open the Back Office menu and select Customer Details under Accounts Receivable|Change.
To set up basic customer details: 1. Locate the Customer Details panel at the top of the form. The Customer number displays. 2. Edit the customer name and address as needed. 3. Enter the Customer Group used to prepare agings to which this customer belongs, if any. 4. Select the A/R Terms Code.
Accounting User Guide © 2026 PrismHR 46 Chapter 4 Customer-Level A/R Setup
Contacts Use the Contacts panel to maintain customer contacts.
Aging The Aging panel displays your organization’s operations aging information for the customer.
• The Bucket Desc column shows the descriptions for each of the buckets.
• The Aging Buckets column displays the amount in each bucket.Credit Details Use the Credit Details panel to maintain credit rules, if that applies to this customer.
Accounting User Guide © 2026 PrismHR 47 Chapter 4 Customer-Level A/R Setup
Invoices Users can click the Invoices button to view the client’s invoices. See the Client Administration User Guide for details.
Accounting User Guide © 2026 PrismHR 48 Chapter 5 Working with Cash Receipts and Balances
Chapter 5 Working with Cash Receipts and Balances At times, your organization will need to post non-automatic cash receipts. You can use the Cash Receipts form to: • Enter corrections to prior automatic functions (for example, a bounced ACH) • Write off balances that cannot be collected • Distribute cash to a specific general ledger account (for example, you receive a rent check)
Note: When you enter a debit invoice that is greater than the deposit amount, you must enter credit invoices first. Otherwise, the system generates an error.
Entering Cash Receipts Use the Cash Receipts form to enter new batches of cash receipts or edit existing ones and upload a file for import.
Note: When you enter a debit invoice that is greater than the deposit amount, you must enter credit invoices first. Otherwise, the system generates an error.
Using Post and Clear Buttons • Post: Click to post the cash receipts batch when the deposit is complete. • Clear: Click to save the cash receipts batch. The system adds it to the list of open batches at the top of the Cash Receipts form.
Accounting User Guide © 2026 PrismHR 49 Chapter 5 Working with Cash Receipts and Balances
Procedure To enter cash receipts: 1. Access the Cash Receipts form (found in the Back Office menu under Accounts Receivable|Action).
Use the form to edit a new or existing cash receipts batch and upload a file for import: • To open an existing batch, click the Batch ID in the Cash Receipts panel. • To start a new cash receipts batch, click New deposit in the Receipt Entry panel. • To open the Cash Receipts Import form to upload a file for import and view errors that occurred during cash receipts imports or view successfully imported rows, click the Import icon ( ). (See Importing and Posting Cash Receipts on page 55.) Note the following: • This feature is only available for service providers. • Users whose user role is set to FULL or INQUIRY for the Cash Receipts form, but whose user role is also set to DENY for the Cash Receipts Import form cannot view the Import icon ( ) on the Cash Receipts form.
• Users whose role is set to INQUIRY for the Cash Receipts form can select the Import icon ( ), but
the Cash Receipts Import form will display in read-only format.The Deposit number populates automatically. You can edit it.
Enter the Bank ID.
You can enter the Deposit Date, or allow the system to populate it automatically with the current date.
Enter a Deposit Description, if desired. For example, you can enter the reason for the transaction or the actual date if it is different from the posting date. There are two lines that you can use.
Accounting User Guide © 2026 PrismHR 50 Chapter 5 Working with Cash Receipts and Balances
Accounting User Guide © 2026 PrismHR 51 Chapter 5 Working with Cash Receipts and Balances
Column Description Line Type Select the appropriate deposit line type. The first line must beCustomer. If the deposit applies to multiple items under the same customer, use Additional to add more lines for the same customer and deposit. You cannot enter a different deposit type, amount, reference, or customer. Proceed to the Invoice Number field. Deposit Select the appropriate deposit type. Type Deposit Enter the total deposit amount. Amount Deposit Enter the unique reference ID, which can include alphanumeric characters but not Reference spaces. Customer Enter the customer ID here. The customer’s Outstanding Invoices display. ID Customer Defaults to the name associated with the Customer ID. Name Note: You can change this if the name on the check is different. Posting Select the appropriate type. Posting types are established on the Cash Receipt Rules Type form. Note: For invoices, select the posting type you configured for invoices. Otherwise, select the posting type defined for the transaction you are entering. Invoice Click an invoice number in the Outstanding Invoices list to add its information to the Number line. Otherwise, continue entering information. • You can select Invoices matching deposit amount to filter the Outstanding Invoices and show only the ones that match the deposit amount.
• Click Reload outstanding invoices in the Deposit Detail panel to see the
remaining balance on the invoices included in this batch.Accounting User Guide © 2026 PrismHR 52 Chapter 5 Working with Cash Receipts and Balances
• The Amount value populates based on the deposit amount and invoice amount.
If the deposit amount is the same as or greater than the invoice, then the amount is the same as the
invoice.
If the deposit amount is less than the invoice, then the amount is equal to the remaining deposit
amount.
• The Leaving column displays the remaining balance on the invoice.
• The first row for the customer displays the Deposit Remaining amount, which is the difference between
the amount and the total of the Amount column for the client.Writing Off an Invoice You can use the Cash Receipts form to write off a customer invoice.
To write off an invoice on the cash receipts form: 1. Access the Cash Receipts form (found in the Back Office menu under Accounts Receivable|Action). 2. Use the form to edit a new or existing cash receipts batch: • To open an existing batch, click the Batch ID in the Cash Receipts panel. • To start a new cash receipts batch, click New deposit in the Receipt Entry panel.
Accounting User Guide © 2026 PrismHR 53 Chapter 5 Working with Cash Receipts and Balances
Column Description Line Type Select Customer. Deposit Select Write-Off. Type Deposit Enter 0.00. Amount Deposit Enter the unique reference ID, which can include alphanumeric characters but not Reference spaces. Customer Enter the customer ID here. The customer’s Outstanding Invoices display. ID Customer Defaults to the name associated with the Customer ID. Name You can change this if the name on the check is different. Posting Select the posting type for Invoices. Type Invoice Click an invoice number in the Outstanding Invoices list to add its information to the Number line. Otherwise, continue entering information. • You can select Invoices matching deposit amount to filter the Outstanding Invoices and show only the ones that match the deposit amount. • Click Reload outstanding invoices in the Deposit Detail panel to see the remaining balance on the invoices included in this batch.
Accounting User Guide © 2026 PrismHR 54 Chapter 5 Working with Cash Receipts and Balances
• Select the Posting type for write-offs.
• Enter the negative cash value in the Amount field that "cancels" the total invoice amount.Importing and Posting Cash Receipts You can use the Cash Receipts Import form to quickly import and post cash receipts in the system. For example:
To perform an import using the Cash Receipts Import form, simply upload a file for import and then view any errors that occurred during the import or view successfully imported rows. Note the following: • This form is only available for service providers. • You can access this form by selecting Cash Receipts Import on the Accounts Receivable|Action menu or by selecting the Import icon ( ) on the Cash Receipts form. • Client Access Group security is enabled on this form.
To import cash receipts: 1. Select Download Spreadsheet Template to download a .csv file to your computer that contains the cash receipts import headings in row 1. A separate window displays the downloaded file link.
Accounting User Guide © 2026 PrismHR 55 Chapter 5 Working with Cash Receipts and Balances
Click Open File. The spreadsheet template displays, where you can enter the cash receipts information. Note: All columns in this spreadsheet are required except for the Description 1 and Description 2 columns. The spreadsheet template contains the following columns:
Column Description
Client Number The client number associated with the deposit.
Bank ID The bank ID associated with the deposit.
Note: The system uses the Bank ID from the first row in the import file for all
Cash Receipts imports on the file.
Deposit Date The deposit date associated with the deposit.
Description 1 The description associated with the deposit (optional).
Description 2 The description associated with the deposit (optional).
Deposit Number The deposit number associated with the deposit.
Line Type The line type associated with the deposit.
Deposit Type The type of deposit.
Deposit Amount The total amount that was deposited.
Deposit Reference The unique reference ID associated with the deposit, which can include
alphanumeric characters, but not spaces.
Posting Type The posting type associated with the deposit. (Posting types are established
on the Cash Receipt Rules form.)
Invoice Number The invoice number associated with the deposit.
Amount The amount that is applied to the deposit.Select Upload File. Click Add Files and select the file to upload, then click Start Upload.
Click Close. The uploaded filename displays.
Select Preview Data. Information displays on the following tabs: • Errors: Any cash receipts errors from the import process display on this tab. Click Error Report to view them. (A browser window opens where you can download the .csv file that contains the errors.) • File Content: Any successful rows from the import process display on this tab. Note: If you select Preview Data before uploading the file, no information displays.
Click Import Cash Receipts to post the cash receipts that display on the File Content tab. The “File content successfully imported” message displays. Click OK. Note: Any additional errors that occur during the posting display in the existing errors list on the Errors tab.
Accounting User Guide © 2026 PrismHR 56 Chapter 6 Check Reconciliation
Chapter 6 Check Reconciliation Users can reconcile or unreconcile checks in PrismHR.
Automatically Reconciling Checks Three different forms are involved in the automatic check reconciliation procedure. The overall procedure is as follows: 1. Receive the reconciliation data from the financial institution. 2. Use Auto Check Reconciliation Load to import the reconciliation data into a temporary file. 3. Run the Reconciliation Report for Auto Recon to review any checks that the system could not reconcile. 4. Run Post Auto Reconciliations to clear the reconciled checks from the temporary file.
Accounting User Guide © 2026 PrismHR 57 Chapter 6 Check Reconciliation
You can use the automatic reconciliation feature if your organization’s financial institution provides an electronic file format supported by PrismHR. The currently supported formats are:
• Tab Delimited • Bank of The West • M&T Bank
• Arch Format • Chemical Bank • National Bank
• Amcor • Chase Bank • ARP
• Bank of America • First Union • Regions Bank
• Alternate Bank of America • Fleet/Baybank • SunTrust Bank
• Bank of America • Hancock Bank • SunTrust Alternate Format
• Bank of America BAI Format • KeyCorp Bank • Wells Fargo
• Bank of America pos34 12- • Merrill Lynch • Wells Fargo CSV
digit acct# • Wells Fargo Fixed LengthImporting Auto Reconciliation Data Once your organization receives the reconciliation data file from your financial institution, use Auto Check Reconciliation Load to import the reconciliation data into PrismHR.
Accounting User Guide © 2026 PrismHR 58 Chapter 6 Check Reconciliation
To run the Auto Check Reconciliation Load: 1. Click Back Office, then select Auto Check Reconciliation Load under Operations|Action. 2. Select the Bank Media Format. Note: The system can either leave unreconciled checks in the temporary file from a previous pass or clear the temporary file before proceeding. To ensure that you do not process duplicate data, the PrismHR Customer Support Team recommends that you either complete the previous pass or use the option to clear the data. The following print examples display each bank and file format required when selecting this option while using the Check Reconciliation Program in the Post Auto Reconciliations form. Table 17: Bank Media Format Codes Format Bank Name File Type File Format Structure A Bank of America Fixed Length • Account Number - Starts in Position 1 (12 characters long) • Check Number - Starts in Position 14 (10 characters long) • Check Amount - Starts in Position 24 (12 characters long) • Check Clear Date - Starts in Position 36 (6 characters long) Note: This date indicates when the bank clears the check. MMDDYY format AA Bank of America Fixed Length • Check Number - Starts in Position 1 (10 characters long) • Check Amount - Starts in Position 11 (11 characters long) • Check Clear Date - Starts in Position 28 (6 characters long) Note: This date indicates when the bank clears the check. MMDDYY format • Account Number - Starts in Position 34 (10 characters long) • Record Type - Starts in Position 44 (1 character long)
Accounting User Guide © 2026 PrismHR 59 Chapter 6 Check Reconciliation
Table 17: Bank Media Format Codes
Format Bank Name File Type File Format Structure
AB Bank of America (BAI Delimited Text • Check Clear Date - Field 1
format) (Tab)
Note: This date indicates when the bank
clears the check.
• Account Number - Field 6
• Check Amount - Field 12
• Check Number - Field 13
AMC Amcor Fixed Length • Check Number - Starts in Position 12 (9
characters long)
• Check Clear Date - Starts in Position 22 (6
characters long)
• Note: This date indicates when the bank
clears the check.
MMDDYY format
• Check Amount - Starts in Position 29 (10
characters long)
B Bay Bank Fixed Length • Record Type - Starts in Position 1 (3
characters long)
• Check Number - Starts in Position 14 (10
characters long)
• Check Amount - Starts in Position 24 (10
characters long)
• Check Clear Date - Starts in Position 40 (6
characters long)
Note: This date indicates when the bank
clears the check.
MMDDYY formatAccounting User Guide © 2026 PrismHR 60 Chapter 6 Check Reconciliation
Table 17: Bank Media Format Codes
Format Bank Name File Type File Format Structure
BW Bank of The West Fixed Length • Account Number - Starts in Position 2 (9
characters long)
• Check Number - Starts in Position 11 (10
characters long)
• Check Amount - Starts in Position 21 (10
characters long)
• Check Month - Starts in Position 37 (2
characters long)
• Check Day - Starts in Position 39 (2
characters long)
• Check Year - Starts in Position 41 (2
characters long)
• Record Type - Starts in Position 61 (1
character long)
C Chemical Bank Fixed Length • Check Number - Starts in Position 1 (10
characters long)
• Check Amount - Starts in Position 11 (11
characters long)
• Account Number - Starts in Position 22 (9
characters long)
• Check Clear Date - Starts in Position 31 (6
characters long)
Note: This date indicates when the bank
clears the check.
MMDDYY format
CH Chase Delimited Text • Record Type - Field 1
(Tab) • Check Clear Date - Field 2
Note: This date indicates when the bank
clears the check.
YYYYMMDD format
• Check Number - Field 3
• Check Amount - Field 4Accounting User Guide © 2026 PrismHR 61 Chapter 6 Check Reconciliation
Table 17: Bank Media Format Codes
Format Bank Name File Type File Format Structure
CZ Citizens Bank Delimited Text • Check Clear Date - Field 1
(Tab) Note: This date indicates when the bank
clears the check.
• Account Number - Field 4
• Check Amount - Field 8
• Check Number - Field 10
E Escheated Check Comma Delimited • Bank Account - Accepting PrismHR Bank
(CSV) Accounts Account ID
• Check Number
• Check Amount
• Check Clear Date
Note: This date indicates when the bank
clears the check.
F First Union Fixed Length • Check Clear Date - Starts in Position 2 (8
characters long)
Note: This date indicates when the bank
clears the check.
MM/DD/YY format
• Check Amount - Starts in Position 11 (19
characters long)
• Check Number - Starts in Position 30 (12
characters long)
H Hancock Delimited Text • Check Clear Date - Field 1
(Tab) Note: This date indicates when the bank
clears the check.
• Account Number - Field 4
• Check Amount - Field 8
• Check Number - Field 9Accounting User Guide © 2026 PrismHR 62 Chapter 6 Check Reconciliation
Table 17: Bank Media Format Codes
Format Bank Name File Type File Format Structure
K Key Corp Fixed Length • Account Number - Starts in Position 1 (15
characters long)
• Check Number - Starts in Position 16 (10
characters long)
• Check Amount - Starts in Position 26 (10
characters long)
• Check Clear Date - Starts in Position 36 (6
characters long)
Note: This date indicates when the bank
clears the check.
MMDDYY format
M Merrill Lynch Delimited Text • Check Clear Date - Field 4
(Tab) Note: This date indicates when the bank
clears the check.
MM/DD/YYYY format
• Check Amount - Field 10
• Check Number - Field 13
N Nations Bank Fixed Length • Account Number - Starts in Position 1 (12
characters long)
• Check Number - Starts in Position 16 (10
characters long)
• Check Amount - Starts in Position 26 (12
characters long)
• Check Clear Date - Starts in Position 38 (6
characters long)
Note: This date indicates when the bank
clears the check.Accounting User Guide © 2026 PrismHR 63 Chapter 6 Check Reconciliation
Table 17: Bank Media Format Codes
Format Bank Name File Type File Format Structure
S Suntrust Fixed Length • Account Number - Starts in Position 1 (10
characters long)
• Check Number - Starts in Position 11 (10
characters long)
• Check Amount - Starts in Position 21 (10
characters long)
• Check Clear Date - Starts in Position 31 (6
long)
Note: This date indicates when the bank
clears the check.
MMDDYY format
T Delimited Text • Check Number - Field 1
(Tab) • Check Amount - Field 2
• Check Clear Date - Field 3
Note: This date indicates when the bank
clears the check.
W Wells Fargo Fixed Length • Check Number - Starts in Position 1 (10
characters long)
• Check Clear Date - Starts in Position 11 (6
characters long)
Note: This date indicates when the bank
clears the check.
MMDDYY format
• Check Amount - Starts in Position 17 (10
characters long)
WC Wells Fargo Comma Delimited Text • Account Number - Field 1
(Tab) • Check Amount - Field 2
• Check Clear Date - Field 3
Note: This date indicates when the bank
clears the check.
• Check Number - Field 4Accounting User Guide © 2026 PrismHR 64 Chapter 6 Check Reconciliation
Table 17: Bank Media Format Codes
Format Bank Name File Type File Format Structure
WF Wells Fargo Fixed Length • Check Number - Starts in Position 4 (10
characters long)
• Check Clear Date - Starts in Position 17 (6
characters long)
Note: This date indicates when the bank
clears the check.
MMDDYY format
• Check Amount - Starts in Position 23 (10
characters long)Select the checkbox if you want to clear any data that already exists in the temporary reconciliation file. For example, you would select this when there are checks with some discrepancy that have not yet been reconciled.
Enter each Checking Account Number included in the data file that you are ready to reconcile. This account number represents an account in PrismHR and may not match the actual bank account number.
If there are any accounts that you do not want to reconcile at this time, enter them in the Exclude Account# table. The system will not display error messages for those accounts during processing.
Click Import.
In the Upload a File window, click Choose File.
Navigate to the location where you saved the reconciliation data file, and then click Open.
Click Submit in the Upload a File window.
Click Close in the successful upload message. The Uploading Check Reconciliation Data form displays the processing steps.
When the import is complete, click the Close button. The summary of the reconciliation report displays on the right side of the Auto Check Reconciliation Load form.
Accounting User Guide © 2026 PrismHR 65 Chapter 6 Check Reconciliation
Reviewing Auto Reconciled Checks Use the Reconciliation Report for Auto Recon to review the reconciled checks in the reconciliation data file your organization is currently processing see Importing Auto Reconciliation Data on page 58.
To run the Reconciliation Report for Auto Recon: 1. Open the report parameters form (found in the Back Office menu under Operations|Report). 1. Enter the Checking Account No. you entered in Auto Check Reconciliation Load when you started the process. 2. Enter the appropriate dates in the Beginning Date and Ending Date fields. 3. Click Run. The Check Reconciliation Edit Report displays.
The report displays all the checks in the data file with pay dates that were in the specified date range. The report displays the reconciliation error. Some examples of discrepancies are: • A Check number that does not match an open check number in the system. • An Amount Cleared value that does not match the value in the system.
Accounting User Guide © 2026 PrismHR 66 Chapter 6 Check Reconciliation
Notes About Common Issues • If the wrong file was loaded accidentally or if the file is loaded with the wrong format, the Check Reconciliation Edit Report will display garbage data, possibly including references to check numbers that do not exist. If that is the case, return to the Auto Check Reconciliation Load and begin again. Be sure to select the option to clear out the existing in the reconciliation file. • The automatic reconciliation process does not allow a check to be reconciled more than once. If you attempt to use a check number that has already been reconciled, the report displays the error Invalid Check Status: R. • If you know a check listed in the report with an error is actually correct and should be reconciled, use the manual reconciliation feature.
Checks that were included in the reconciliation data file that do not have errors will be reconciled when you post them.
Posting Auto Reconciliations Once you have loaded the reconciliation data file, reviewed the report, and addressed any issues, you can post the reconciliations to the system.
To post auto reconciliations: 1. Open the Post Auto Reconciliations form, found in the Back Office menu under Operations|Action. 2. Enter the Checking Account No. you previously entered for the previous steps of the process, Auto Check Reconciliation Load and Reconciliation Report for Auto Recon. 3. Enter the appropriate dates in the Beginning Date and Ending Date fields.
Note: It is especially important to enter these dates before posting. If you post the bank reconciliation files without entering the Beginning Date and Ending Date, the process still completes, but the system will continue to list the checks as outstanding in the check register.
The Reconciliation Date defaults to the current date, but you can change it if appropriate.
Click Run. The system displays the Posting Check Reconciliation form, which details the processing steps.
When the posting is complete, click the Close button.
Manual Check Reconciliation Use the Manual Check Reconciliation feature to reconcile checks that cannot be reconciled by the automatic reconciliation feature.
Accounting User Guide © 2026 PrismHR 67 Chapter 6 Check Reconciliation
To perform manual check reconciliation: 1. Open the Manual Check Reconciliation form, found in the Back Office menu under Operations|Action. 2. Enter the Checking Account ID. This is the number that represents an account in PrismHR and may not match the actual bank account number. The Bank Name and Account Number display. 3. Enter the Recon Date. The default is the current date. 4. Enter each Check Number that you want to reconcile. The Check Date, Paid To (payee), and Check Amount display. You must enter a valid check number. You cannot enter the number of a check that has already been reconciled. 5. When you are ready, click Update. The system sets the status of those checks to reconciled (R).
Reversing Check Reconciliation If a check was reconciled in error and you need to reset it, use the Unreconcile a Check feature. Note: You can reverse reconciliation on a check that is in either the R - Reconciled or S - Stale Dated Check status code.
To reverse check reconciliation: 1. Open the Unreconcile a Check form, found in the Back Office menu under Operations|Action. 1. Enter the Checking Account ID. This is the number that represents an account in PrismHR and may not match the actual bank account number. 2. Enter the Check Number to unreconcile. The Status Code, Status Date, Check Amount, and Pay to Name (payee) display. 3. Verify that this is the correct check and then click Unreconcile Check.
Clearing Outstanding Checks Use Stale Check Reconciliation form to clear outstanding checks.
To reconcile stale checks: 1. Open the Stale Check Reconciliation form, found in the Back Office menu under Operations|Action. 2. Enter the Checking Account ID. This is the number that represents an account in PrismHR and may not match the actual bank account number. The Account Number displays. 3. There are two ways to enter stale check numbers: • If you know the numbers, you can enter each of them in the Check Number column in the table.
Accounting User Guide © 2026 PrismHR 68 Chapter 6 Check Reconciliation
• You can also click the Import Stale Checks button to retrieve a list of all outstanding checks for the
specified account and select the ones you want to reconcile.
After you click the button, the system retrieves a list of all uncleared checks. This can take a little while,
depending on how many outstanding checks exist for the checking account.
You can limit the checks in the list by entering a Beginning Check Date, an Ending Check Date, or both.
• If you enter a Beginning Check Date, the system filters out any checks with a pay date before that date.
• If you enter an Ending Check Date, the system filters our any checks with a pay date after that date.Note: There are different ways to enter dates. For example, if you want to enter a date that is 180 days in the past (about six months), enter -180 in the appropriate date field.
After entering the date, press the Tab key. The list filters to match the criteria you entered.
• Enable the Select checkbox for each check you want to include, or use the Select All checkbox to select
all checks in the list.
• Click Accept. The system returns you to the Stale Check Reconciliation Entry form and the selected
checks populate the table.Rebuilding Registers Use the Register Rebuilds form to rebuild Form 941 Tax Registers, Company Tax Registers, or All Tax Registers for a Year. You can also Rebuild Tax Basis Transfer from Successor.
Note: This form does not use Client Access Group Security.
Accounting User Guide © 2026 PrismHR 69 Chapter 6 Check Reconciliation
Adding User Permission to Register Type Options To display the Register Type options for users in the Register Rebuilds form, you must add the following forms to the user role(s) in the User Roles form: • 941 Tax Registers: 941 Register Rebuild Security Control Form (HRPY.WORK941.REBUILD.SECURITY.STUB) • Company Tax Registers: Company Register Rebuild Security Control Form (HRPY.WORKCOMPANY.REBUILD.SECURITY.STUB) • Rebuild All Tax Registers for a Year: Tax Register Rebuild Security Control Form (HRPY.WORKTAX.REBUILD.SECURITY.STUB) • Rebuild Tax Basis Transfer from Successor: Transfer Tax Rebuild Security Control Form (HRPY.WORKTRANSFER.REBUILD.SECURITY.STUB) For example, this user role is set up to allow a user to rebuild company registers and tax basis transfers, but that user cannot rebuild 941 registers or all tax registers:
See the PrismHR System Administration Guide for more information about defining user roles.
Rebuilding 941 Tax Registers The 941 tax registers are used to generate data contained on the 941 worksheet report and the 941 schedule R report. These reports show the tax liabilities for Federal Income Tax as well as the Employee/Employer portion of OASDI and Medicare. The 941 register rebuild process corrects data that is contained in this register.
To rebuild 941 registers: 1. Click Back Office. Under Operations|Action, select Register Rebuilds. 2. Select Tax - 941 Tax Registers from the Register Type drop-down. 3. Select a Year against which registers are rebuilt. 4. Select All if you want to rebuild the 941 Tax Registers for all employers OR 5. Select Select Employers if you want to rebuild the 941 Tax Registers for selected employers. Click the Employer ID hyperlink and add one or more employers. 6. Click Rebuild. The system cautions you about the implications of rebuilding registers. 7. Click Yes to proceed with the rebuild. A progress window displays.
Rebuilding Company Registers Rebuilding company registers rebuilds all tax registers for the specified company. This includes Employee and Employer Tax Registers, Employee 401K Registers, Employee Voucher Registers, Employee Benefits Registers,
Accounting User Guide © 2026 PrismHR 70 Chapter 6 Check Reconciliation
Employee Workers Comp Registers, Employee Deferral Registers, and Employee Voucher Cross Reference Registers.
Note: This form does not use Client Access Group Security.
To rebuild company registers: 1. Click Back Office. Under Operations|Action, select Register Rebuilds. 2. Select Tax - Company Tax Registers from the Register Type drop-down. 3. Select a Year against which registers are rebuilt. 4. Select a Client ID for Company Register Rebuilds. 5. Click Rebuild. The system cautions you about the implications of rebuilding registers. 6. Click Yes to proceed with the rebuild. A progress window displays.
Rebuild All Tax Registers for a Year You can rebuild registers by selecting the type of register from a single form. The Notification process monitors each rebuild process to provide updates. It can take hours to rebuild tax registers. During this process, it is best practice to set the lockout feature to prevent payrolls from being initialized as this can cause incorrect voucher calculations. This option rebuilds the company, employee, employer, 941, and client federal entity tax registers at one time for a particular year.
To rebuild all tax registers for a year: 1. Click Back Office. Under Operations|Action, select Register Rebuilds. 2. Select Tax - Rebuild All Tax Registers for a Year from the Register Type drop-down. 3. Select a tax Year. 4. Click Rebuild. The system warns that the data used for payroll and employee pay history will be cleared and asks whether you still want to proceed. 5. The following database files are involved in this process: • EMPLOYEE.TAX.REGISTER • EMPLOYER.TAX.REGISTER • CLIENT.TAX.REGISTER • EMPLOYER.941.REGISTER • CLIENT.SUM.TAX.REGISTER • TAX.LIABILITY.JOURNAL • EMPLOYEE.PAYROLL.REGISTER 6. Click Yes. The rebuild progress window appears and displays the rebuild process steps. You will receive an email notification when the rebuild process is finished.
Accounting User Guide © 2026 PrismHR 71 Chapter 6 Check Reconciliation
Rebuilding the Tax Transfer Basis from Successor This option rebuilds the tax registers that are created when importing the taxes from successor wages.
To rebuild the tax registers that are created when importing taxes from successor wages: 1. Click Back Office. Under Operations|Action, select Register Rebuilds. 2. Select Tax - Rebuild Tax Transfer Basis from Successor from the Register Type drop-down. 3. Select a tax Year. 4. If you want to clear the register before rebuilding, select Clear Register Prior to Rebuild. 5. Click Rebuild. The system warns that the data used for payroll and employee pay history will be cleared, and asks whether you still want to proceed.
Note: This process only clears the Net Taxable to Another State or Successor and the Net Tax to Another State or Successor fields.
Register Rebuild History Use this form to generate a Register Rebuild Log showing the tax register rebuild logs every time the company tax register was rebuilt. You cannot find this form using normal search as this form is built into the Register Rebuilds form.
Note: Client Access Group Security is enabled on this form.
To access this form, click the Back Office menu. Under Operations|Action, click Register Rebuilds. On Register Rebuilds, click History Report button to open the Register Rebuild History form.
To view the company tax register rebuild history report: 1. Complete the following fields:
Field Description
Client This field is optional. You can enter the client ID or click the Client ID link to select one from the
ID Select Client dialog box. Leave this field blank to select all clients.Accounting User Guide © 2026 PrismHR 72 Chapter 6 Check Reconciliation
Field Description
Year Defaults to the current year. Select the year for which you want to run this report from the drop-
down.Positive Pay Positive pay is an automated fraud detection tool offered by the cash management department of most financial institutions. In its simplest form, it is a service that matches the account number, check number, and dollar amount of each check presented for payment against a list of checks previously authorized and issued by the company. All three components of the check must match exactly or the bank will not honor the check. The main tasks related to positive pay are: • Setting up positive pay on each bank account, which is maintained in the backend system for PrismHR. • Creating a positive pay file; see Create Positive Pay Files below. • Recreating positive pay files as needed: see Recreate Positive Pay Files on page 75. • Producing a positive pay report: see Positive Pay File Report on page 76.
Create Positive Pay Files Use the Create Positive Pay Files form to create the file that you will send to the financial institution.
Accounting User Guide © 2026 PrismHR 73 Chapter 6 Check Reconciliation
Before you begin, disable the pop-up blocker on your browser.
You can generate a positive pay file for one checking account, or for multiple accounts: • To generate a positive pay file for only one bank account, enter the Checking Account ID; this is the number that represents an account in PrismHR and might not match the actual bank account number. The account name displays. • To generate positive pay files for all bank accounts, leave the Checking Account ID field blank.
If you are creating one positive pay file for multiple accounts, enter the File Stub ID for the accounts that you want to include in the file. The file stub is specified in Positive Pay Setup, accessed through the Actions menu of the Bank Accounts form.
Typically, you would enter the Starting Check Date and Ending Check Date to create the positive pay file for a specific range of dates. If you do not enter dates, the positive pay file will include all available data.
Select Include Voided Checks to include voids in the positive pay file.
Click Create Positive Pay Files.
Click Yes in the confirmation message. The Starting CREATE Positive Pay Files form displays the processing steps.
When the creation process is complete, click the Close button. The system prepares to download the file (or the first of multiple files) to your computer. This process depends on the browser you are using and its settings.
Accounting User Guide © 2026 PrismHR 74 Chapter 6 Check Reconciliation
Recreate Positive Pay Files Use the Recreate Positive Pay Files form to recreate a positive pay file that you created previously, whether or not you sent it to the financial institution.
Before you begin, disable the pop-up blocker on your browser.
Click the File name field label to open a search window and select the positive pay batch name. The system populates the field with the file name.
Click Create Positive Pay Files.
Click Yes in the confirmation message. The Starting RECREATE Positive Pay Files form displays the processing steps.
When the creation process is complete, click the Close button. The system prepares to download the file to your computer. This process depends on the browser you are using and its settings.
Some browsers open a blank window when they process the download file. Close this window when the download is complete; that window can prevent other files from downloading.
If your browser is set to prompt you for the location to save the file, use your computer’s Save As window to navigate to the location where you want to save the file. Otherwise, the system saves it to your default file location. Make a note of the directory and file name.
Accounting User Guide © 2026 PrismHR 75 Chapter 6 Check Reconciliation
Clearing the Positive Pay File Indicator This process clears the positive pay file ID indicator from all check register records. It is typically used during the testing of the Positive Pay functionality.
Note: This form does not use Client Access Group Security.
To access the form, click Back Office > Operations|Action > Clear Positive Pay File Indicator.
To clear the Positive Pay file indicator 1. Click Clear Positive Pay Indicator. A progress window opens that shows the number of records processed and notifies you when the process is complete. The Close and Report buttons remain disabled while the report is being generated. 2. Click Close to close the window. 3. Click Report to display the Job Control Status Report window. 4. In the Job Control Status Report window, click the XLS link to download the report.
Positive Pay File Report This report displays positive pay per checking account, file stub code, or date range. 1. Enter the Selection Parameters to determine what positive pay files are included in the report: • Enter the Checking Account to list positive pay files for just one checking account; if left blank, the report displays the file information for all checking accounts. • Enter the File Stub to list positive pay files for just one file stub code; if left blank, the report displays the file information for all file stub codes. • Enter the Date Created to list positive pay files for just that date; if left blank, the report displays the file information for all dates. 2. Click Run. The report columns: • Checking Account / File Stub: The account ID (or file stub) and name for the checking account. • Output File Name: The file name output from the system. • Date Created: The date the file was created. • Time Created: The time the file was created.
Note: All dates and times in PrismHR are Central Time.
• Number of Checks: The number of checks in the file.
• Number of Voids: The number of voids in the file.Accounting User Guide © 2026 PrismHR 76 Chapter 6 Check Reconciliation
• File Type: Value specifies whether the file is an Original or Recreated file.
• Original File Name: If the file is recreated, the original name for the file displays.
• Total Amount: The total dollar amount of the checks in the file.
• Total Voids: The total dollar amount of the voids in the file.Accounting User Guide © 2026 PrismHR 77 Chapter 7 Accounting System Integration
Chapter 7 Accounting System Integration Using the External Invoice Post and External Journal Post features, your organization can create the files that you will use to import data into your financial accounting system. PrismHR uses two different steps when processing payroll, where it creates: 1. Payroll vouchers and external journal post entries 2. Billing vouchers and external invoice post entries
Note: Your organization must set up Global Accounting in the System Parameters form to use these features. (See Setting Global Accounting Parameters.)
Examining External Journal Posts and External Cash Transfer Posts When users process a payroll batch, the system looks at the pay date and the employer ID or cash transfers and adds it to a file of transactions. All payrolls processed with the same pay date and employer ID or cash transfers are compiled into one entry in the Export Journal Update panel and the Export Journal Update Cash Transfers panel (part of the External Journal Posting and External Cash Transfer Posting features, respectively). When you look at the data in the import file or report, however, it is broken down by the client and pay date or by cash transfer. Note: You can capture Third-Party Check Reporting for Corporate clients using the External Journal Post (Corporate/Staffing) form. The Export Journal Update panel displays: • Select: Use these checkboxes to select individual line(s) to process • TranDate: Date of the payroll (transaction date) • Co No: Employer ID • Debit Amt: Total debit amount • Count: Debit count for date and employer • Credit Amt: Total credit amount • Count: Credit count for date and employer • Debit Total: Totals of the Debit Amt and Count columns
Accounting User Guide © 2026 PrismHR 78 Chapter 7 Accounting System Integration
• Credit Total: Totals of the Credit Amt and Count columns For external journal postings involving the pay date and the employer ID, access these from the External Journal Post form. (Click Back Office. Select External Journal Post from the Operations|Action menu.) The following panel displays:
For external journal postings involving cash transfers, access these from the External Journal Post form. (Click Back Office. Select External Cash Transfer Post from the Operations|Action menu.) The following panel displays:
Accounting User Guide © 2026 PrismHR 79 Chapter 7 Accounting System Integration
• To view the Accounting Journal Detail Report for one transaction date, click the TranDate. • To view the Accounting Journal Detail Report for more than one transaction date, select them and click the Report button. The Report button will become visible only after you have selected at least one or more transaction dates.
Accounting User Guide © 2026 PrismHR 80 Chapter 7 Accounting System Integration
• To create the file that you will use to import the information into your financial accounting system: 1. Select each line that you want to process, or Select All to include all lines. 2. Click Process Batch. 3. Click Yes in the confirmation message to proceed with the process, otherwise click No to return to the Export Journal Update form. 4. If you clicked Yes, the system builds the external journal posting file. 5. When the process completes, click Close. (The button enables when the process is complete.)
Accounting User Guide © 2026 PrismHR 81 Chapter 7 Accounting System Integration
Note: All dates and times in PrismHR are Central Time.
6. When the process completes, click Close.
7. The action of saving the file varies depending on your browser preferences. Some typical examples are
that the system will prompt you with a Save As dialog, or merely ask you to confirm that you want to
save the ZIP file, or it might simply download the file to your default location.
Note: Once you save the file, the processed transaction(s) no longer display in the Export Journal Update
form.
8. Navigate to the location where you saved the ZIP file. Inside it contains text files with the format
JRNmmddyyERID.xxx (where mmddyy is the month, day, and year, ERID is the employer ID, and xxx
is the type of file created).
9. Import the file into your accounting software as directed by that product’s requirements.Using the External Invoice Post Feature When users process a payroll batch, the system looks at the pay date and the employer ID and adds it to a file of transactions. All payrolls processed with the same pay date and employer ID are compiled into one entry in the Export Invoice Update form (part of the External Invoice Post feature). When you look at the data in the report, it is listed by client number and invoice date. The import file includes the details by account number. The External Invoice Update form displays: • Select: Use these checkboxes to select individual line(s) to process
Accounting User Guide © 2026 PrismHR 82 Chapter 7 Accounting System Integration
• TranDate: Date of the payroll (transaction date) • Co No: Employer ID • Invoice Amt: Total invoice amount • Count: Invoice count for date and employer • Receipt Amt: Total receipt amount • Count: Receipt count for date and employer • Available Invoice Total: Totals of the Invoice Amt and Count columns • Available Receipt Total: Totals of the Receipt Amt and Count columns • Show Receipts: Use this checkbox to display ACH receipts for the following accounting types: • Great Plains / Dymamics (with or without Build Account #’s) • Quick Books (with or without Build Account #’s) • Peach Tree / Sage (with or without Build Account #’s) • Itacct (with or without Build Account #’s) The following example illustrates the External Invoice Post form.
Accounting User Guide © 2026 PrismHR 83 Chapter 7 Accounting System Integration
• To view the External Invoice Detail report for only one transaction date at a time, click the TranDate. • To view the External Invoice Detail report for one or more than one transaction dates, select them and click the Report button. The Report button will display only after at least one line item (TranDate) has been selected. This report is not available in any menu. If you might need to refer to it again in the future, print or save a copy of the report.
Accounting User Guide © 2026 PrismHR 84 Chapter 7 Accounting System Integration
• To create the file that you will use to import the information into your financial accounting system: 1. Select each line that you want to process, or Select All to include all lines. 2. Click Process Batch. 3. Click Yes in the confirmation message to proceed with the process, otherwise click No to return to the Export Invoice Update form. 4. If you clicked Yes, the system builds the external journal posting file. 5. When the process completes, click Close. (The button enables when the process is complete.)
Note: All dates and times in PrismHR are Central Time.
6. When the process completes, click Close.
7. The action of saving the file varies depending on your browser preferences. Some typical examples are
that the system will prompt you with a Save As dialog, or merely ask you to confirm that you want to
save the ZIP file, or it might simply download the file to your default location.
Once you save the file, the processed transaction(s) no longer display in the Export Journal Update form.
8. When you navigate to the location where you saved the ZIP file. Inside it contains text files with the
format INVmmddyyERID.xxx (where mmddyy is the month, day, and year, ERID is the employer ID,
and xxx is the type of file created).
9. Import the file into your accounting software as directed by that product’s requirements.Accounting User Guide © 2026 PrismHR 85 Chapter 7 Accounting System Integration
Resetting Posted Payroll Account Journals You can use this feature to reset payroll account journals that have been posted to external accounting, so they can be exported again. You can reset three types of journals: • Export journals • Third Party journals • Cash-transfer journals
The External Accounting Reset panel displays: • Select: Use these checkboxes to select individual line(s) to process • Journal ID: ID of the payroll account journal • Post Date: Date the payroll account journal was posted • TranDate: Date of the payroll (transaction date) • Co No: Employer ID • Debit Amt: Total debit amount • Count: Debit count for date and employer • Credit Amt: Total credit amount • Count: Credit count for date and employer • Debit Total: Totals of the Debit Amt and Count columns • Credit Total: Totals of the Credit Amt and Count columns
To reset payroll account journals, do the following: 1. Click Back Office. Select External Accounting Reset from the Operations|Action menu. 2. Do the following in the External Accounting Reset form:
Field Description
Start Date/End Date Enter or select the Start Date and End Date.
Accounting Type Select one of the following Accounting Type options:
• Cash Post: For journals created by entering cash receipts.
• Third Party Post: For journals created by posting a third party
deductions batch. (If an error occurs while posting third party
deductions, select this option to view the posted journals for
that type so you can re-post.)Accounting User Guide © 2026 PrismHR 86 Chapter 7 Accounting System Integration
Field Description
• Journal Post: All other journals.
Note: Select the option based on the form where you want to re-
post.Depending on the option you selected, a panel displays the selected journals posted during that date range for individual payroll account journals. For example, cash posts could look similar to the following:
Click each journal you want to reset in the Select column.
Click Submit. A dialog box displays asking you to confirm that you want to reset these items, so they can be exported again. Click Yes to reset the items.
The process updates the selected payroll account journals and displays a confirmation dialog box stating how many items were reset.
To post these reset journals to external accounting, access the External Journal Post form. (Click Back Office. Select External Journal Post from the Operations|Action menu.) The reset journals display.
Click Process Batch.
To view the Accounting Journal Detail Report, click the TranDate.
Accounting User Guide © 2026 PrismHR 87 Chapter 7 Accounting System Integration
Downloading Great Plains Check or Customer Files The Great Plains Check Export form and the Great Plains Customer Export form are combined on a single form called Great Plains Export.
To access this form: 1. Click Back Office. 2. From Operations|Action, click Great Plains Export. 3. Select a Download Type (Great Plains Check Export or Great Plains Customer Export.
Check Export If you select Great Plains Check Export, the following options are added to the Great Plains Export form. Once these options are filled in, click Build to perform the export process. When the build process is complete, a hyperlink called Download Great Plains Check Export is available.
Field Description Starting Check Date Required field. Starting date to include in the check export file. Ending Check Date Required field. Ending date to include in the check export file. Checking Account Checking account these checks are drawn on. Include Voided Checks in Date Enabled by default; includes any voided checks in the specified Range? date range.
Accounting User Guide © 2026 PrismHR 88 Chapter 7 Accounting System Integration
Field Description Report every item, even if Disabled by default; reports items in the date range, even if previously reported? they were previously reported. Do you want to mark these items Enabled by default; marks items in the export file as reported. as reported?
Customer Export If you select Great Plains Customer Export, the Build option is enabled. When the build process is complete, a link called Download Great Plains Customer Export is available.
Regenerating Payroll Cost Accounting Use this form when the GL Chart of Accounts setup has changed and various earning, deduction, or tax codes need to be allocated to a new account number. Once this process is complete, you can run this process to change data on the vouchers and download a GL file with the correct COA information. The process ID for Regenerate Payroll Cost Accounting (HRPY.WORK*REGENERATE.COST.ACCT) must be added to a Service Provider role before this form is available.
Note: This form does not use Client Access Group Security.
To access this form: 1. Click Back Office. 2. From Operations|Action, click Regenerate Payroll Cost Accounting. 3. Enter the Employer ID. 4. Enter the starting and ending pay dates. 5. Click Run. The system asks if you want to regenerate cost accounting.
Accounting User Guide © 2026 PrismHR 89 Chapter 7 Accounting System Integration
When the process is complete, the system emails you a confirmation message.
Accounting User Guide © 2026 PrismHR 90 Chapter 8 Reports
Chapter 8 Reports Use these reports in PrismHR to view accounting information.
Reconciling Debits and Credits for Client Accounts Use the Accounting G/L Detail Download form to run the Accounting G/L Detail Download Report. The report produces an internal CSV download file that allows service providers to reconcile all the debits and credits for their client accounts.
Note: Security is enabled for clients and employees, so users can only view data for those clients and employees to which they have access.
Regenerating Invoice and Payroll Cost Accounting If you made changes to the G/L Setup that affects Billing Codes, then you must run two system processes — Regenerate Invoice Accounting and Regenerate Payroll Cost Accounting — which update all the data in the Accounting G/L Detail Download Report. If there are no changes, you can just run the download.
To update the G/L Setup after making changes to the Billing Codes: 1. In the Back Office menu, under Operations|Action, select Regenerate Invoice Accounting. 2. Run the Regenerate Invoice Accounting process. 3. In the Back Office menu, under Operations|Action, select Regenerate Payroll Cost Accounting. 4. Run the Regenerate Payroll Cost Accounting process.
Running the Accounting G/L Detail Download Report To run the Accounting G/L Detail Download Report: 1. In the Reports menu, under Operations|Report, select Accounting G/L Detail Download. 2. Enter the Selection Parameters to determine what displays on the report by doing one of the following: • Enter the Payroll Number or click this field and select from the list that displays to run this report for a specific payroll. • Select Enter a Pay Date Range to enter a Start Date and an End Date to run this report for a date range.
Accounting User Guide © 2026 PrismHR 91 Chapter 8 Reports
A/R Aging Reports and Statements This report displays aging based on client. Enter the Aging Date to show the amount and days past due. For example:
To display aging records: 1. Enter the Selection Parameters to determine what displays on the report: • Enter the Aging Date. • Select the Aging Type from Operations or Financial. • Enter the Select Client Accounts to display on the report: • Enter the Client Account. The client Name displays. • Enter the Select Cost Centers: • Enter the Cost Center. The cost Name displays. • Select Statement Format to display one client per page. • Select Current Balance Aging to display 30 days or less past due.
Accounting User Guide © 2026 PrismHR 92 Chapter 8 Reports
Note: If you select the Current Balance Aging option, the Aging Date field must contain a date that is today or later. If you desire to run an As-Of Aging report, enter the As-Of date but do not select the Current Balance Aging option.
• Select Total by Cost Center to display a total for each cost center.
• Select Only show totals to only display grand totals.
• Enter the Employer GL Number to limit the report information to only the number you enter in that
field. Therefore, the report will not display any information if there is no match to the number you
enter.
Note: This field does not display if you select the Statement Format or Total by Cost Center field.The report columns are: • Client Group: The client’s group name. • Account: The client account number and name. • Client: The client number. • Invoice: The invoice number.
Accounting User Guide © 2026 PrismHR 93 Chapter 8 Reports
• Date: The invoice date.
• Opening Balance: The amount due on the invoice.
• Current: The amount currently due.
• Past Due: The amount past due.
• 8-14 Past Due and so on: The amount past due for 8-14 days and so on.
Note: The past due number is based on the entered Aging Date and Date of the invoice.A/R Transaction Report This report displays invoice details by client.
To run the A/R Transaction report: 1. Enter the Selection Parameters to determine what displays on the report: • Enter a Start Date and End Date to display transactions for that date range. • Enter the Select Client Accounts to display on the report: • Enter the Client Account. The client Name displays. 2. Click Run. The report columns are: • Customer Group: The client’s group name. • AR Account No: The client account number and name. • Client: The client number. • Employer ID: The client number. • Invoice: The invoice number. • Invoice Date: The invoice date. • Invoice Total: The total dollar amount on that invoice. • Pay Dates: The pay dates for that invoice. • Pay Type: The type of pay for that invoice. For example, Cash, Check, or Wire Transfer. • Receipt Account: The account number. • Pay Ref: The reference number for that invoice. • Pay Amounts: the amount paid. • Net Transaction: The total after the Pay Amount has been subtracted from the Invoice Total.
Cash Posting Report This report displays the details of a cash posting deposit.
Accounting User Guide © 2026 PrismHR 94 Chapter 8 Reports
To run this report: 1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display: • Enter or select the Bank to display only that bank’s cash postings. • Enter the Posting Batch Number to display only that batch number. • Enter the Deposit Date From and to displaying cash deposits made between the entered dates. • Enter the Posting Date From and to displaying cash posting between the entered dates. • Enter the Deposit Reference to display only that reference ID. • Enter the Deposit Description to display only that type of deposit. 2. Select the Format Options on how the report will display. • Select Sort by Cash Type to sort on Deposit Type. • Select Include Cost Centers to add the Cost Center and Employer columns to the report output. 3. Click Run. The output for the Cash Posting Report displays.
Report Output
Accounting User Guide © 2026 PrismHR 95 Chapter 8 Reports
The report columns that display are based on the criteria specified in the form: • Bank ID: PrismHR Bank ID. • Posting Batch #: The posting batch ID number. • Deposit Date: The date the deposit is made. • Name: The name of the client. • Deposit Type: The type of deposit made. • Deposit Reference: The deposit reference number. • Invoice: The number of the invoice. • Invoice Pay Amount: The amount paid on the invoice. • Misc G/L Account: The amount for this account. • Cost Center: The cost center name. • Employer: The PEO.
Open Balance Report This report displays open accounts receivable balances.
To setup the report parameters, do the following: 1. Enter the Selection Parameters to determine what displays on the report: • Select Current Open Balance to show open balances to date. • Enter As Of Date to show open balance as of that date. 2. Click Run. The report columns are: • Branch: The client branch number. • Invoice Date: The date of the invoice. • Invoice: The invoice number. • Client: The client number. • Client Name: The client name. • Amount: The amount of the open balance on the invoice. • Cost Center: The cost center assigned to the open balance.
Check Register (Stale) by Check Number Report Use the Check Register (Stale) by Check Number Report form to view a check register of stale checks sorted in ascending order by check number.
Accounting User Guide © 2026 PrismHR 96 Chapter 8 Reports
Note: All of the fields are optional. If you run the report without specifying any criteria, you will see all stale checks for all clients and checking accounts.
Note: The stale date is the day when the check was reconciled as stale.
The report columns are: • Stale Date: The day when the check was reconciled as stale.
Accounting User Guide © 2026 PrismHR 97 Chapter 8 Reports
• Stale Chk Entry By: The user name of the person who reconciled the stale check.
• Check Number: The number of the check.
• Check Date: The date on the check.
• Paid To: The payee name on the check.
• Check Amount: The amount the check was made out for.ACH Review Report The ACH Review Report allows you to review direct deposit details before posting.
To run the ACH Review report: 1. Enter the Processor ID of the ACH originator. 2. Select the File Type Limiter: • Both: This default option will include both debits and credits in the report. • Credit: The report will include only credit transactions. • Debit: The report will include only debit transactions. 3. Select Child Support Only to view only child support transactions (ACH class = CS) in the report. 4. Click Run. The system builds the report. 5. When the file build process is complete, you can click View Report.
Accounting User Guide © 2026 PrismHR 98 Chapter 8 Reports
The report columns are: • File ID: The name of the file in which the transaction will be included. • Effective Date: Date of the transaction. • Type: Indicates whether the transaction is a debit (DB) or credit (CR). • Emp Com: Indicates whether the transaction was made to a company (C) or employee (E), if either. • Depositor Name: Name of the depositor. • Reference: Transaction reference, if any. • A/R Invoice: Accounts receivable invoice, if any • Check Save: Indicates whether the transaction was made to a checking (C) or savings (S) account. • Transit: The transit number for the depositor’s bank. • DFI Account: The depositor’s account number. • Debit Amount: Debit amount of the transaction. • Credit Amount: Credit amount of the transaction. • The report shows the subtotals by depositor, date, and file. It also displays the grant total.
Accounting User Guide © 2026 PrismHR 99 Chapter 8 Reports
Payroll Gross to Net Information Report Use this form to generate a report that runs across clients and provides a summary of gross wages, deductions, taxes, benefits, and arrears. This also shows profitability for the service provider.
Note: Client Access Group Security is enabled on this form.
To access the form, click Reports menu. Under Operations|Payroll Report, click Payroll Gross to Net Information Report.
To generate the Payroll Gross to Net Information Report: 1. Complete the following:
In This Field Enter This Starting Date The beginning date of this report. Invoices before this date will not be included. Ending Date The ending date of this report. Invoices after this date will not be included. Salesperson This field is optional. Enter a specific salesperson ID as required or click the Salesperson link and select one from the Search users dialog box. The program will use this entry to filter the report. Leave it blank to use all. Client Cost Center >= The lowest Client Cost Center number that should be included in this report. Client Cost Center <= The highest Client Cost Center number that should be included in this report. Employer ID This field is optional. If you want to limit this report to a specific employer, enter the Employer ID or click the Employer ID link and select one from the Select Employer dialog box. Client ID This field is optional. If you want to limit this report to a specific client, enter the Client ID or click the Client ID link and select one from the Select Client dialog box.
Accounting User Guide © 2026 PrismHR 100 Chapter 8 Reports
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. 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
not generate and an error displays.Accounting User Guide © 2026 PrismHR 101 Chapter 8 Reports
Accounting User Guide © 2026 PrismHR 102 Chapter 9 Troubleshooting ACH Issues
Chapter 9 Troubleshooting ACH Issues These are procedures for uncommon situations:
ACH Build Errors Users can rebuild the ACH file if needed. The following list provides example cases where an ACH rebuild is required. • A user was in the process of building the ACH file, but they were kicked out of the system before they could get the file. • The file includes incorrect data. • The file contains both debits and credits, but they need to be separated. • A user built the file before updating the client’s bank account number. • An employee’s bank account number changed but was not updated in the system, so the ACH file has the wrong account number. Several features are available that allow users to save and rebuild the ACH file.
Downloading ACH Files to Your PC Use the Transfer ACH File to PC form to download ACH files to a user’s system, from the server’s download directory generated by the PrismHR system. Note the following: • This form is only available for service providers. • This process does not use Client Access Group security.
To access the form, click the Back Office menu> Operations|Action > Transfer ACH File to PC.
To download an ACH File to a user’s PC: 1. Click the Filename link. A separate Select Field window opens.
Accounting User Guide © 2026 PrismHR 103 Chapter 9 Troubleshooting ACH Issues
Scroll and select the ACH File that you want to download from the list. You can also search for the ACH File using Filename Description and Date. The File View displays the first 15 lines of the selected ACH File. For example:
Click Download.
ACH Lock Errors There are two possible error messages that can prevent a user from running an ACH process in PrismHR due to the processes being locked.
Error 1: ACH Is Locked at a Different Session ACH is locked by {user’s name} at a different session. Locked on {date} at {time} Continue? This error occurs when a user is disconnected while running an ACH process and attempts to continue after logging back in. It also displays if the user is logged into two or more different sessions (such as having PrismHR open in two windows or tabs at the same time) and they attempt to run any of the ACH processes in both of them. Solution: The user can regain control of the ACH processes by clicking Yes. • If the user had only one session open, they can continue with the ACH process they wanted to run. • If the user had more than one session open, they can continue in the active session and they will lose control of the ACH process in any other sessions.
Error 2: ACH Is Locked ACH is locked by {user’s name} Locked on {date} at {time} This error occurs when another user is (or was) running one of the ACH processes.
Accounting User Guide © 2026 PrismHR 104 Chapter 9 Troubleshooting ACH Issues
Solution: Make sure that the user named in the error message is not actually engaged in an ACH process or working in any ACH menu option. If they are, do nothing.
Note: If they were disconnected while running one of the processes and did not attempt to continue where they left off, then it is safe to clear the lock.
If they are not working in an ACH process: 1. Open ACH Clear Lock (found in the Back Office menu under Operations|Change). If you do not have access to ACH Clear Lock, work with another user at your organization who does. 2. Click Clear Lock. 3. Click Yes to confirm that you want to clear the lock. 4. Click OK.
Accounting User Guide © 2026 PrismHR 105
========================================================================
ACH-Guide.pdfACH User Guide
Processing Automated Clearing House transactions 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 ACH User Guide 1 Copyright notice 2 Table of Contents 3 Chapter 1 Introduction 7 Intended Audience 7 Important Considerations for Processing ACH in PrismHR 7 Using ACH Network 8 ACH Processing in PrismHR 10 Chapter 2 System-Level Setup 12 ACH Settings in System Parameters 12 ACH Processing Method 12 Other Controls 13 Using ACH Originators 13 Maintaining Financial Institution Information 13 Setting Up Multiple Email Addresses 16 Entering the File Header/Footer 16 Setting Up Cachet Third Party Format 16 Setting Up Wells Fargo Third Party Format 17 Setting Up Reverse Wire Transfer Format 18 Setting Up ACH Originators 22 Maintaining Financial Institution Information 22 Entering the File Header/Footer 24 Setting Up Cachet Third Party Format 25 Setting Up Wells Fargo Third Party Format 26 Setting Up ACH Parameters for Bank Accounts 26 Basic Consolidated Processing 26
ACH User Guide © 2026 PrismHR 3 Table of Contents
Other Processing 27
Suspense Accounts 29
Bank Account Setup 29
G/L Template Setup 29
Voucher Examples 30Chapter 3 Client and Employee Setup 32 Setting Up Client ACH 32 Adjust Client ACH Bill Day 34 Specifying Maximum Number of Bank Accounts for Employee 34 Setting Up Employee Direct Deposit Information 34 Setting Direct Deposit Status 35 Maintaining Direct Deposit Account Information 35 Setting Exclusion Amounts 38 Storing Account Information for Pay On-demand Processing 39 Chapter 4 File Tasks and ACH Processing 41 External Payrolls 41 Processing ACH for External Payroll 41 ACH Processing 42 ACH Batch Control 44 Viewing and Rebuilding Files for External Payroll ACH Batch 45 Completed ACH Transactions 45 ACH Batch Control History 45 Performing a Mass Download of Created Bank Files 46 Holding/Releasing Direct Deposits (External Payroll) 47 Deleting a Hold 48 Internal Payrolls 48 Processing ACH for Internal Payroll 49 ACH Processing (Internal Payroll) 49
ACH User Guide © 2026 PrismHR 4 Table of Contents
ACH Batch Control 51
Viewing and Rebuilding Files for Internal Payroll ACH Batch 52
Completed ACH Transactions 52
ACH Batch Control History 53
Performing a Mass Download of Created Bank Files 55
Holding/Releasing Direct Deposits (Internal Payroll) 55
Deleting a Hold 56
Creating or Modifying an ACH Journal 57
Resubmitting an Individual ACH Transaction 59
Performing Multiple ACH Processing 61
Step 1: Before Processing Multiple ACH Files 61
Step 2: Processing Multiple ACH Files 62
Step 3: Verifying Processing Status 63
Step 4: Reviewing Email Verifications 64
Step 5: After Multiple ACH Processing Finishes 66
Downloading ACH Files to Your PC 66Chapter 5 Pre-ACH Processing 68 Overview of the Pre-ACH Process in PrismHR 68 Pre-ACH and Floating Deposit 68 Bounced Transactions 69 Timing of Pre-ACH Process 69 Important Considerations for Pre-ACH Processing 69 Pre-ACH Process 69 Changing ACH Billing Day 70 Setting Up Client’s Pre-ACH Maintenance for Pay Groups 70 Chapter 6 Troubleshooting ACH Issues 74 ACH Lock Errors 74 Error 1: ACH Is Locked at a Different Session 74
ACH User Guide © 2026 PrismHR 5 Table of Contents
Error 2: ACH Is Locked 74
Clearing the Lock on ACH Processing Features 75Chapter 7 Setting Up Pay Cards and Direct Deposit 76 Custom Feature Code for the Client 76 Bank Routing for Pay Cards 76 Pay Card for Employee 77 Direct Deposit Settings 78 Chapter 8 Setting Up ACH Deposits with Cachet Financial Services 80 Setting Up Cachet as Your ACH Originator 80 Creating a Bank Account for the Client 82 Creating/Adjusting Your Existing Payroll Checking Account 83 Making Adjustments to Your Checking Account 84 Creating a New Checking Account for Client Withdrawals 84 Assigning the Checking Account to Client Companies 85
ACH User Guide © 2026 PrismHR 6 Chapter 1 Introduction
Chapter 1 Introduction The ACH User Guide explains the functions and features of ACH processing in PrismHR.
Intended Audience The contents are for users who are: • Involved in ACH processing • Familiar with the use of an internet browser
Note: Unless you have permission to access system-level features, you cannot set global ACH information.
Your organization should already have set up the initial defaults, files, and preferences required for system administration, as well as client information. You should also have general knowledge of ACH processing. Explaining industry-specific topics other than the use of this software product is outside the scope of this document. This document does not cover the specifics of transmitting your ACH files to financial institutions. Your organization and the financial institution should have an established procedure for this.
Important Considerations for Processing ACH in PrismHR The ACH processing in PrismHR requires that your organization be set up to use ACH originators and consolidated ACH processing.
Note: Non-consolidated ACH will not be supported in the near future.
The ACH processes bypass the normal security filters. Any user who has access to the external or internal ACH processes must be someone who can have access to all relevant clients and employees. (External processing is for your organization’s clients while internal processing is for your organization’s employees.) Some forms expose pay amounts, therefore you must only grant access to the ACH features in user roles for users who ought to be allowed to see them. Access to processing for internal payrolls is separate from processing for external payrolls, and user access to each feature is controlled separately. Only one user at a time can access the ACH processing options. This ensures that data is not accidentally duplicated.
ACH User Guide © 2026 PrismHR 7 Chapter 1 Introduction
Service Providers with access to System|Change|User Roles can only be assigned Full or Deny access options for the following ACH Processing forms:
Process ID Form Name
ACH.HISTORY*RETRANSMIT.ENTRY Resubmit an ACH Item
ACH.JOURNAL*EDIT ACH Journal Edit
ACH.JOURNAL*HOLD.REVIEW ACH Hold Management (External Payroll)
ACH.JOURNAL*INTERNAL.HOLD.REVIEW ACH Hold Management (Internal Payroll)
ACH.ORIGINATORS*EXTERNAL.ACH.BUILD.START Pending ACH Transactions (External
Payroll)
ACH.ORIGINATORS*EXTERNAL.ACH.START.FORM ACH Processing External Payroll
ACH.ORIGINATORS*INTERNAL.ACH.BUILD.ENTRY Pending ACH Transactions
ACH.ORIGINATORS*INTERNAL.ACH.BUILD.START Pending ACH Transactions (Internal Payroll)
ACH.ORIGINATORS*INTERNAL.ACH.START.FORM ACH Processing (Internal Payroll)
ACH.ORIGINATORS*INTERNAL.POSTED.ACH.INQUIRY Completed ACH Transactions (Internal
Payroll)
ACH.ORIGINATORS*POSTED.ACH.INQUIRY Completed ACH Transactions (External
Payroll)Note: Service Providers cannot be assigned the Inquiry access option for the ACH Processing forms listed above.
Using ACH Network The Automated Clearing House (ACH) Network is a nationwide system that uses electronic payments exclusively, rather than physical checks or forms. The electronic transactions are passed between financial institutions, corporations, and consumers throughout the country. The following illustration is based on a figure published by the National Automated Clearing House Association (NACHA), that explains the basic transaction flow within the ACH network.
ACH User Guide © 2026 PrismHR 8 Chapter 1 Introduction
To make the illustration about ACH participants more specific: 1. Your organization is the originator of the ACH transactions. These include payroll transactions and commercial transactions. 2. You create your ACH files for your clients (or your own company) and send them to the Originating Depository Financial Institution (ODFI) for each client (or your own bank). In PrismHR, the ODFIs to which you send the ACH files are known as “ACH originators,” which is a simpler way to describe them—even though, technically speaking, your organization is the originator. 3. Each ODFI transmits their ACH transactions to an ACH operator. There may actually be two ACH operators involved—one for the ODFI, one for the RDFI (Receiving Depository Financial Institution)—if both institutions do not use the same operator. 4. The ACH operator sends the ACH transactions to the appropriate RDFI.
ACH User Guide © 2026 PrismHR 9 Chapter 1 Introduction
ACH Processing in PrismHR PrismHR can create the ACH files you must send to various financial institutions. A simplified version of the ACH process in PrismHR is illustrated below.
To make the illustration about ACH participants more specific: • PrismHR processes your payroll and writes records to a repository known as the ACH Journal. • You periodically (once a day or perhaps more often) “build” your ACH, which creates a file according to the ACH rules set forth by the National Automated Clearing House Association (NACHA). In addition, when you build your ACH, PrismHR also creates reports and backs up the ACH Journal and the NACHA directory. The replicas are the ACH History and NACHA Archive, respectively. • When PrismHR builds the “NACHA file”, it automatically clears out the records from the ACH Journal.
ACH User Guide © 2026 PrismHR 10 Chapter 1 Introduction
• The NACHA file is the file you send to one or more financial institutions, known as ACH originators. • If, for whatever reason, you need to resubmit an ACH transaction, PrismHR uses the ACH History to create a resubmittal file you must edit before you build your ACH. Specific information concerning NACHA formats, records and files are beyond the scope of this guide. For more information about NACHA’s ACH record format specifications, please refer to the latest ACH Rules, one of the documents published by NACHA.
ACH User Guide © 2026 PrismHR 11 Chapter 2 System-Level Setup
Chapter 2 System-Level Setup Your organization can define ACH transaction information at the system level and then administer it individually at the client level, depending on their accounts and needs.
ACH Settings in System Parameters Settings in System Parameters control some ACH features for all clients.
ACH Processing Method PrismHR processes ACH information using the consolidated method, which sends one file for multiple checking accounts. This method works well for organizations that process payrolls with the client’s checking accounts.
Note: The non-consolidated method is not supported in PrismHR.
To set the ACH processing method: 1. Open System Parameters (found in the Back Office menu under System|Change).
ACH User Guide © 2026 PrismHR 12 Chapter 2 System-Level Setup
• Company: Use the consolidated method with company batching, which processes multiple checking
accounts for one ACH originating bank and sorts by client.Other Controls These settings control other basic ACH behaviors in PrismHR.
Using ACH Originators An ACH originator is a financial institution to which a client sends ACH files. The financial institution becomes the “originating DFI” by submitting the transactions to the ACH network. If you process ACH transactions for clients, each client can have a different financial institution. Use the ACH Originators form to maintain records for each institution.
Maintaining Financial Institution Information Use the ACH Originators panel to maintain the financial institution information.
To maintain financial institution information, do the following: 1. Go to the ACH Originators form on the System|Change menu. 2. Complete the following fields in the ACH Originators panel:
ACH User Guide © 2026 PrismHR 13 Chapter 2 System-Level Setup
Field Description
Processor ID Enter a Processor ID for the financial institution. The PrismHR
Customer Support Team recommends that you use easy-to-remember
abbreviations for the processor IDs.
Processing Bank ID Enter the Processing Bank ID, which is the bank-assigned number that
identifies your service bank as the destination of the ACH input files.
In line 101, it occupies 10 characters, beginning at position 4.
Processing Bank Name Enter the Processing Bank Name that processes the ACH file on behalf
of your organization. This is the originating depository financial
institution (ODFI).
Processing Company ID Enter the Processing Company ID of the originating company that
sends ACH files to the bank. Typically, this is the taxpayer ID of the
entity sending the files to the bank.
Processing Company Name Enter the Processing Company Name of the organization that sends
ACH files to the originating bank. Typically, this is the employer's
name.
Customer Data Sender ID Enter the Customer Data Sender ID.
Reference Code Enter an optional Reference Code that describes the input file for
internal accounting purposes. The system uses this in positions 87
through 94 of the file header record.
Note: If the Trace Number Prefix field is left blank, PrismHR uses the
first eight (8) digits of the originating bank’s ID.
Trace Number Prefix Enter the Trace Number Prefix, which is the first eight characters of
the trace number that the system will enter in positions 80 through 94
in the entry detail record. (If you leave this field blank, the system
uses the first eight digits of the originating bank ID.)
Header Trace Number Enter the eight-character custom number to automatically include it
in positions 80-87 of both the Company/Batch Header and
Company/Batch Control records within the NACHA file. (This number
meets the specific formatting requirements of certain financial
institutions, such as credit unions.)
ACH File Options Select the ACH File Options to use.
Insert End-of-Transmission Select Insert End-of-Transmission Character to include the end-of-
Character transmission character at the end of the ACH deposit file.
End-of-Transmission ASCII If you have chosen to insert an end-of-transmission character, select
Character the End-of-Transmission ASCII Character to use.ACH User Guide © 2026 PrismHR 14 Chapter 2 System-Level Setup
Note: The Local Download Path Name and PC File Name fields are used only by the legacy ACH process. You do not need to complete those fields when you use the PrismHR ACH features. When users process consolidated ACH files, they will name the file and choose the location on their system where they want to save it.
ACH User Guide © 2026 PrismHR 15 Chapter 2 System-Level Setup
Click OK to continue, then perform the tasks listed in the warning (see the "Setting Up Reverse Wire
Transfer Format" section, below).Setting Up Multiple Email Addresses When processing multiple ACH files, you must configure the email addresses in the Email addresses for multiple ACH processing section. For example:
After processing the files, the system distributes two emails: • User who ran the ACH process: This email confirms that the process successfully finished (includes all the batches in one email). • Users configured on the ACH Originators form: This email is distributed once each batch finishes and includes the file name, total credits, total debits, and total number of entries. Note: If you do not configure any email addresses, the system does not send an email.
Entering the File Header/Footer If required, enter the header and footer records unique to the ACH originator, if required. The system appends these to the start and end of each file, respectively.
Setting Up Cachet Third Party Format If you selected Cachet for the Third Party Format, complete the fields in the Cachet panel.
ACH User Guide © 2026 PrismHR 16 Chapter 2 System-Level Setup
Complete the following information: 1. Select Generate Cachet ACH File Format to generate a separate direct deposit funding transaction for Cachet.
Note: Cachet prefers the net collection method, so typically you would select this option. If needed, contact the PrismHR Customer Support Team to verify.
Setting Up Wells Fargo Third Party Format If you selected Wells Fargo for the Third Party Format, complete the fields in the Wells Fargo panel.
Complete the following information: 1. Enter the Wells Fargo Control No assigned by Wells Fargo Bank. 2. Enter the CEO Company ID assigned by Wells Fargo Bank.
ACH User Guide © 2026 PrismHR 17 Chapter 2 System-Level Setup
Setting Up Reverse Wire Transfer Format Performing a reverse wire transfer allows clients to determine the payment amount prior to posting payrolls, so the system places those funds into a file that is sent before payroll is completed/posted. (This ensures that the client has the funds before payroll is posted.) Important! The reverse wire process does not work for internal processing. (System validation on the Reverse Wire Account field on the Account tab in the Client Details form will not allow users to make an entry in this field if the active client is set up for internal ACH processing on the System Parameters form.) Note: You cannot make changes to a reverse wire payroll whose payment has been marked as received because the funds were already sent. (These payrolls display with green checkmarks, marking them as locked Payment Received payrolls when viewing them in the SuperBatch and Process Payroll forms.) The following diagram displays the reverse wire transfer process:
ACH User Guide © 2026 PrismHR 18 Chapter 2 System-Level Setup
To set up a reverse wire transfer: 1. Set up an ACH originator to use Reverse Wire Transfer by selecting the desired format in the Third Party Format panel on the ACH Originators form. For example:
ACH User Guide © 2026 PrismHR 19 Chapter 2 System-Level Setup
Important! You must test the ISO file format with your banking institutions before processing a live file. Not
all banks may accept this format, so you must complete testing before payroll runs using the ISO format.ACH User Guide © 2026 PrismHR 20 Chapter 2 System-Level Setup
Note: Do not use a checking account the system uses to process employee direct deposits.Set up the client for reverse wire by setting the ACH status to Wire Transfer Client on the Billing tab in the Client Details form. (You must include the client bank account information.) For example:
Note: Selecting the Transfer Type helps easily identify which funding is set up for the client. (This step is not required to produce a successful file.)
On the client, associate the bank Account ID from the previous step with the Reverse Wire Account field on the Account tab in the Client Details form. For example:
ACH User Guide © 2026 PrismHR 21 Chapter 2 System-Level Setup
Setting Up ACH Originators An ACH originator is a financial institution to which a client sends ACH files. The financial institution becomes the “originating DFI” by submitting the transactions to the ACH network. If you process ACH transactions for clients, each client can have a different financial institution. Use the ACH Originators form to maintain records for each institution.
Maintaining Financial Institution Information Use the ACH Originators panel to maintain the financial institution information.
To maintain financial institution information, do the following: 1. Go to the ACH Originators form on the System|Change menu. 2. Complete the following fields in the ACH Originators panel:
Field Description
Processor ID Enter a Processor ID for the financial institution. The PrismHR
Customer Support Team recommends that you use easy-to-remember
abbreviations for the processor IDs.
Processing Bank ID Enter the Processing Bank ID, which is the bank-assigned number that
identifies your service bank as the destination of the ACH input files.
In line 101, it occupies 10 characters, beginning at position 4.
Processing Bank Name Enter the Processing Bank Name that processes the ACH file on behalfACH User Guide © 2026 PrismHR 22 Chapter 2 System-Level Setup
Field Description
of your organization. This is the originating depository financial
institution (ODFI).
Processing Company ID Enter the Processing Company ID of the originating company that
sends ACH files to the bank. Typically, this is the taxpayer ID of the
entity sending the files to the bank.
Processing Company Name Enter the Processing Company Name of the organization that sends
ACH files to the originating bank. Typically, this is the employer's
name.
Customer Data Sender ID Enter the Customer Data Sender ID.
Reference Code Enter an optional Reference Code that describes the input file for
internal accounting purposes. The system uses this in positions 87
through 94 of the file header record.
Note: If the Trace Number Prefix field is left blank, PrismHR uses the
first eight (8) digits of the originating bank’s ID.
Trace Number Prefix Enter the Trace Number Prefix, which is the first eight characters of
the trace number that the system will enter in positions 80 through 94
in the entry detail record. (If you leave this field blank, the system
uses the first eight digits of the originating bank ID.)
Header Trace Number Enter the eight-character custom number to automatically include it
in positions 80-87 of both the Company/Batch Header and
Company/Batch Control records within the NACHA file. (This number
meets the specific formatting requirements of certain financial
institutions, such as credit unions.)
ACH File Options Select the ACH File Options to use.
Insert End-of-Transmission Select Insert End-of-Transmission Character to include the end-of-
Character transmission character at the end of the ACH deposit file.
End-of-Transmission ASCII If you have chosen to insert an end-of-transmission character, select
Character the End-of-Transmission ASCII Character to use.Note: When users process consolidated ACH files, they will name the file and choose the location on their system where they want to save it.
ACH User Guide © 2026 PrismHR 23 Chapter 2 System-Level Setup
Your organization can use a bank script to transfer ACH files to the financial institution that requires the use of a certain file name. Enter the NACHA Directory Override File Name to use instead of the standard file name when writing ACH files to the NACHA directory on a Windows 2000 operating system. If you enter an override file name here, the system always uses that file name when writing to the NACHA directory. Users will overwrite files with the same name.
To override the ACH naming convention enter the base name of the files transferred to your PC in the PC File Name field, where the first character must be alpha. (The date and “.txt” extension are included in the downloaded filename.) For example, using PHOTO1 as the base name could display the downloaded filename as PHOTO120200101.txt.
Indicate the format used for the Child Support EFT Addenda Format. The default is Fixed and you can choose to set it to Variable.
Enter the number of business Days Into Future for ACH Selection. The system selects ACH transactions to submit to the ACH originator. This overrides the global setting in System Parameters; if you enter a negative number, the system holds the ACH until after its expected due date, which you can use to hold garnishments.
Select Separate Child Support Batches by Company to separate child support batches by client.
Select Separate ACH Batches For Debits/Credits to create separate payroll ACH batches within the file for credit and debit transactions. This applies only when you are separating child support batches by company.
If you use Cachet or Wells Fargo, or want to process a Reverse Wire Transfer for ACH processing, select the appropriate Third Party Format. Note the following: • If you select Cachet or Wells Fargo, a panel displays at the bottom of the form (see the following sections for the relevant information). • If you select Reverse Wire Transfer, the following warning displays:
Click OK to continue, then perform the tasks listed in the warning (see the "Setting Up Reverse Wire
Transfer Format" section, below).Entering the File Header/Footer If required, enter the header and footer records unique to the ACH originator, if required. The system appends these to the start and end of each file, respectively.
ACH User Guide © 2026 PrismHR 24 Chapter 2 System-Level Setup
Setting Up Cachet Third Party Format If you selected Cachet for the Third Party Format, complete the fields in the Cachet panel.
Complete the following information: 1. Select Generate Cachet ACH File Format to generate a separate direct deposit funding transaction for Cachet.
Note: Cachet prefers the net collection method, so typically you would select this option. If needed, contact the PrismHR Customer Support Team to verify.
ACH User Guide © 2026 PrismHR 25 Chapter 2 System-Level Setup
Setting Up Wells Fargo Third Party Format If you selected Wells Fargo for the Third Party Format, complete the fields in the Wells Fargo panel.
Complete the following information: 1. Enter the Wells Fargo Control No assigned by Wells Fargo Bank. 2. Enter the CEO Company ID assigned by Wells Fargo Bank.
Setting Up ACH Parameters for Bank Accounts An ACH parameter is a piece of information that is included in an ACH transaction. To set up the ACH parameters for a bank account, you first need to open the Bank Accounts form (found in the Back Office menu under System|Change) and then enter the Account ID. The fields that are available in the ACH Setup panel depend on whether your organization is using consolidated or company ACH file processing (set in System Parameters). Refer to the instructions that match the setup in your system.
Basic Consolidated Processing When Consolidated ACH File Processing Used in System Parameters is set to Yes, the ACH Setup panel displays as shown below.
ACH User Guide © 2026 PrismHR 26 Chapter 2 System-Level Setup
Other Processing The Company setting uses ACH originators and generates consolidated ACH files sorted by company.
ACH User Guide © 2026 PrismHR 27 Chapter 2 System-Level Setup
ACH User Guide © 2026 PrismHR 28 Chapter 2 System-Level Setup
Suspense Accounts Rather than have ACH data update immediately against a cash account before it is transmitted to the bank, which can cause confusion when users attempt to reconcile the account, your organization might want to create a “suspense” account for any bank account that processes ACH transactions. Each voucher is posted in detail against the suspense account. During ACH file creation, the total of the vouchers transmitted in a batch comes out of the suspense account and hits the cash account. This allows for easier reconciliation, as the ACH suspense account should be zero each day or reconcilable. It is easier to balance the bank’s daily reports because the totals in the cash account should match the amounts directly.
Bank Account Setup Set up the bank account in PrismHR. 1. Either create a new bank account or edit an existing one using the Bank Accounts form in the Back Office menu. 2. Select the Use Suspense Accounting option in the ACH Setup panel.
G/L Template Setup Enter the suspense G/L accounts for the account in the appropriate G/L template. 1. Open G/L Setup Maintenance (found in the Back Office menu under System|Change). 2. Enter the G/L Template. 3. From the G/L Type drop-down, select Checking Accounts. The form lists each Checking Account and Description in the system. 4. For the accounts that indicate they use a suspense account, enter the Suspense GL Account.
ACH User Guide © 2026 PrismHR 29 Chapter 2 System-Level Setup
Voucher Examples The suspense G/L account displays in the Accounting tab of each ACH Employee Voucher.
ACH User Guide © 2026 PrismHR 30 Chapter 2 System-Level Setup
The standard G/L account displays in the Accounting tab of vouchers for any paper checks.
Once your organization posts the ACH batch, the money moves from the suspense account to the cash account. The Account Distribution on the vouchers does not change.
ACH User Guide © 2026 PrismHR 31 Chapter 3 Client and Employee Setup
Chapter 3 Client and Employee Setup After completing system-level setup, you can customize the ACH transaction information at the client level according to each client’s accounts and requirements. You can also maintain employee direct deposit information. When your organization signs a new client, when they hire a new employee, or when there is any financial institution change, you would define and administer the proper bank account and ACH processing information.
Setting Up Client ACH Set up ACH information if the client pays by direct debit using the Electronic Billing panel Client Details. To set up the ACH information for a client, open Client Details (found in the Client menu under Client|Change) and then select the Billing tab.
Note: If it is not set to the client you need to edit, click the name near the top of the page and then select the correct client.
Complete these fields as required.
Field Description ACH Status Select a direct debit status:
• Active: ACH is enabled for the client.
Note: When you select Active, a warning displays stating that you
must enter the client's ABA/Routing Number, Account Number, and
Account Type (see below). Click OK to continue, then proceed with
entering the required information.
• Inactive: ACH is not enabled for the client.
• ACH by Location: The system uses ACH information from the
Worksite Location records.
Note: When you select ACH by Location, a warning displays stating
that the Bill by Sort (see above) must be set to Location and you must
enter the client's ABA/Routing Number, Account Number, andACH User Guide © 2026 PrismHR 32 Chapter 3 Client and Employee Setup
Field Description
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 and
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.ACH User Guide © 2026 PrismHR 33 Chapter 3 Client and Employee Setup
Adjust Client ACH Bill Day Use this form to change the day of the ACH for client billing. This ACH day is used when the ACH files are generated.
Note: Client Access Group Security is enabled on this form.
To access the form, click the Back Office menu. Under Operations|Change, click Adjust Client ACH Bill Day.
To adjust the ACH bill day for a client, complete the following: 1. Under Client ID, enter the Client ID of the client whose ACH bill day needs to be adjusted. 2. Under Number of Days to Adjust ACH Transactions by, enter the number of days (which may be negative) by which to adjust the processing of the ACH. Please note that this will only avoid weekends, but not bank holidays. 3. Click Save to save the changes.
Specifying Maximum Number of Bank Accounts for Employee Use this form to specify the maximum number of bank accounts that can be set up for an employee.
Note: 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
Direct Deposit Form Settings Maximum Number of Bank Enter the maximum number of bank accounts to be set up for an employee. Accounts Allowed
Setting Up Employee Direct Deposit Information Employee direct deposit information can be set up during their onboarding process, through EP, or another employee self-service tool. You can also maintain the direct deposit information for an employee using Employee Details. To maintain the direct deposit information for an employee, open Employee Details (found in the HR menu under HR|Change), enter the Employee ID, and then select the Deposit tab.
ACH User Guide © 2026 PrismHR 34 Chapter 3 Client and Employee Setup
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.
ACH User Guide © 2026 PrismHR 35 Chapter 3 Client and Employee Setup
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.ACH User Guide © 2026 PrismHR 36 Chapter 3 Client and Employee Setup
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 beACH User Guide © 2026 PrismHR 37 Chapter 3 Client and Employee Setup
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.
ACH User Guide © 2026 PrismHR 38 Chapter 3 Client and Employee Setup
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;
see the Payroll User Guide.ACH User Guide © 2026 PrismHR 39 Chapter 3 Client and Employee Setup
Field Description
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.ACH User Guide © 2026 PrismHR 40 Chapter 4 File Tasks and ACH Processing
Chapter 4 File Tasks and ACH Processing ACH file tasks involve building the ACH file and sending it to your ACH originators. They can also include any review or maintenance you need to perform on the ACH files. The features you use for processing ACH are found in the Back Office menu under Operations|Action. When a user opens a form, that feature is locked and no other users can access it until the user is finished. This prevents multiple users from processing the same files, which would result in erroneous duplicate ACH transactions. This locking feature is called “concurrency control”.
External Payrolls External payrolls are for the clients managed by your organization.
Processing ACH for External Payroll Processing ACH for external payroll (your organization’s clients) involves two forms: • ACH Processing: View a summary of ACH transactions ready to send to the bank and create or process batches of transactions. • ACH Batch Control: Complete processing for the selected batch.
Note: The first time you open the form each day, you might see a warning message. Click Continue to proceed.
ACH User Guide © 2026 PrismHR 41 Chapter 4 File Tasks and ACH Processing
ACH Processing The ACH Processing form lists all unposted batches (unless you use the filters at the top). • The first column indicates the Actions you can take, either to start or finish processing the ACH. Note: To process multiple ACH files, select the checkboxes that only display for the following actions: • Start ACH Process • Finish ACH Process • Retry ACH Process When you select at least one action checkbox for processing, Build File displays and the Actions links are disabled. (Click Select All to select all files for processing.) Important! During multiple file ACH processing, the system locks the ACH forms and displays one of the following warnings when users try to access them: • If accessing locked files using the ACH Clear Lock form:
Click OK to continue, then after one hour users can try accessing the ACH Clear Lock form again to
unlock the forms. However, if the system has not finished processing the files another warning displays,
"Multi-File ACH has not completed processing. If you clear the lock you could interrupt the creation of
ACH files. Are you sure you want to clear the lock?" Click Yes to clear the lock.
• If accessing locked files using the ACH Processing form:
Click OK to continue and try again later.
Note: See Performing Multiple ACH Processing for detailed information.• The Status indicates whether the files are available or if the batch is in process. • The other columns display the ACH Originator Names, the ACH Batch ID (if the batch is in progress), the total number of journals included in that batch, and other relevant totals. • If you do not assign an ACH Originator to a bank account and transactions are processed through that bank account, a message displays at the bottom of this form for each missing ACH Originator. For example:
ACH User Guide © 2026 PrismHR 42 Chapter 4 File Tasks and ACH Processing
These messages list the number of journals that would be available for processing, if the ACH Originator was
assigned in the Bank Accounts form.
Clicking the ACH Originator Missing link opens the Bank Accounts form where you can add the ACH
Originator for the bank account in the ACH Processor ID field on the ACH Setup panel.Note the following: • Once a user creates a batch, you can process the transactions included in the batch into a file and send it to the financial institution. • Creating the batch locks the transactions in the batch; any new transactions created when users post payrolls will not be added to the ACH batch, which allows payroll processors to continue working while you work on the ACH batch. Those new transactions wait for a future ACH batch. The buttons at the top right are available to users who can access the associated forms. • Completed ACH Transactions is for reprinting reports, downloading the original ACH file, or reopening the ACH batch to rebuild the file; see Viewing and Rebuilding Files for External Payroll ACH Batch on page 45. • Hold Management enables you to place direct deposits on hold before sending them to the financial institution, or to release direct deposits from hold so they can then be sent; see Holding/Releasing Direct Deposits (External Payroll) on page 47.
To process ACH for external payroll: 1. Specify which transactions to include in the ACH file build using the following filters: a. Use the File Type Limiter to indicate whether you want to build the ACH file with Debits and Credits, Debits Only, or Credits Only. The default is to include both debits and credits. Note: If your organization has specified an offset account on any of the bank accounts included in the ACH batch, the system creates the offset entry regardless of the selection in the File Type Limiter drop- down. If your bank requires strict credit-only or debit-only files (files with no offsetting entries), then you must ensure that there are no offset entries defined for those accounts. b. Use the Child Support Filter to indicate whether you want to build the ACH file with Child Support and Other, Child Support Only, or Not Child Support transactions. The default is to include all transactions. c. Click Refresh to filter the list to show only the selected transactions. It might take a brief moment for the list to update. For example:
ACH User Guide © 2026 PrismHR 43 Chapter 4 File Tasks and ACH Processing
ACH Batch Control The ACH Batch Control form summarizes the transactions included in the batch.
ACH User Guide © 2026 PrismHR 44 Chapter 4 File Tasks and ACH Processing
• Build ACH File: After you build the report(s) and then review them to confirm that the information is
correct, click this button to build the ACH files. The system generates the ACH Build Detail Report, any
other reports as appropriate for the batch, and the text file(s) for you to download. After a batch posts,
the total number of detail lines in the ACH file displays, along with the total number of debits and
credits.
Note: There is at least one text file; there may be more depending on the format and the transactions.
Send all text files to your financial institution.Note: Text files can have either the .txt or .csv extension, depending on their format.
• Reset Batch: This button is available until you build the ACH file. Click this button if there is an issue with
the ACH batch and you want to delete it. The transactions in the original batch are released and made
available for inclusion in a new batch.
• Close: Click this button to close the ACH Batch Control and return to the Pending ACH Transactions form.
• Exit ACH Processing: Click this button to close both of the windows.Viewing and Rebuilding Files for External Payroll ACH Batch Viewing and rebuilding files for an external payroll ACH batch involves two forms: • Completed ACH Transactions: View a summary of completed ACH batches. • ACH Batch Control History: Reprint reports or reopen an external payroll ACH batch to rebuild the file.
Completed ACH Transactions 1. By default, the ACH Originator ID field displays All and the list includes all completed batches. You can enter an ACH Originator ID and then click Refresh to see only the completed batches that have been posted for the specified ACH originator. 2. You can filter the list by dates; the default Start Date is one week before the current date, and the End Date is the current date. Enter different dates and then click Refresh to see only the completed batches posted during that date range. For example:
Note: You can select multiple ACH transactions by selecting the ACH Batch ID checkboxes.ACH Batch Control History The ACH Batch Control History form summarizes the transactions included in the posted batch.
ACH User Guide © 2026 PrismHR 45 Chapter 4 File Tasks and ACH Processing
Performing a Mass Download of Created Bank Files After processing multiple ACH files, you can download the created bank files by selecting at least one ACH Batch ID checkbox to display Download File. For example:
ACH User Guide © 2026 PrismHR 46 Chapter 4 File Tasks and ACH Processing
Select the checkboxes and click Download File. A message displays, “Download ACH Files?” Click Yes to download the files. A new window opens displaying the downloaded ACH files in a .zip file, which you can open and save to another location. Note: You can use this method in case the system did not automatically download the files to the SFTP server.
Holding/Releasing Direct Deposits (External Payroll) Use the ACH Hold Review and Maintenance form to place direct deposits on hold before sending them to the bank, or to release direct deposits from hold so they can then be sent to the bank. After selecting the filter settings and then selecting Find Journals, the form displays direct deposits that are already on hold, not on hold, or both, according to the selected filter settings. You can also filter your view to debit or credit transactions only, or filter to view records for a specific client, bank ID, batch, pay date, or employee.
To place direct deposits on hold: 1. Set the filter options to see the transactions you need: • On Hold Status: Select the status you want to view from the drop-down (Yes, No, Both). The default is Yes. • Pay Date: Select a date to see transactions from that pay day. • Client: Select one client to see transactions associated with that client. • Employee ID: Enter an employee’s ID to see transactions associated with person. • Payroll Batch: Select a payroll batch ID to see transactions from that payroll. • Bank Account: Select a bank account ID/name to see transactions originating from that financial institution. • Debit/Credit: Select which transactions you want to see from the drop-down (Debit, Credit, Both). 2. Select Find Journals. The list populates with transactions that match your filter settings, displaying the following information: • Hold: The hold status for the transaction. If selected, the transaction is on hold. • Journal ID: The ACH journal for the transaction. • Bank Account: The bank account ID where the money will be either debited or credited. • Type: The account type (checking or savings). • Company: The client ID associated with the transaction.
ACH User Guide © 2026 PrismHR 47 Chapter 4 File Tasks and ACH Processing
• Payroll: The payroll ID for the payroll that included the transaction.
• Pay Date: The date of the payroll that included the transaction.
• Employee ID: The employee ID, if any.
• Name: The employee name, if any.
• DB/CR: Specifies whether the transaction was a debit or a credit.
• Routing: The ABA routing number (also called a transit number) for the checking account where the
money will be either debited or credited.
• Amount: The amount of the transaction.Note: You cannot place a transaction on hold if it is in an ACH batch.
Click Save to save any changes, then click OK in the confirmation message that notifies you of the number of records that changed.
When you are finished, click the Close button or to exit the form and clear the ACH Lock.
Deleting a Hold You can remove holds on direct deposits in the system. Note: The Delete button only displays when the On Hold Status is set to Yes.
To remove a hold from the system: 1. Set the On Hold Status to Yes, then select Find Journals. The list of journals on hold displays. 2. Select a journal that displays in the list. 3. Click Delete. A warning displays:
Internal Payrolls Internal payrolls are typically for a “client” that is used for your organization’s employees. Internal clients are maintained in System Parameters; see “Miscellaneous Parameters” in the System Administration Guide.
ACH User Guide © 2026 PrismHR 48 Chapter 4 File Tasks and ACH Processing
Processing ACH for Internal Payroll Processing ACH for internal payroll involves two forms: • ACH Processing (Internal Payroll): View a summary of ACH transactions ready to send to the bank and create or process batches of transactions. • ACH Batch Control: Complete processing for the selected batch.
ACH Processing (Internal Payroll) The ACH Processing (Internal Payroll) form lists all unposted batches (unless you use the filters at the top). • The first column indicates the Actions you can take, either to start or finish processing the ACH for internal clients. Note: To process multiple ACH files, select the checkboxes that only display for the following actions: • Start ACH Process • Finish ACH Process • Retry ACH Process When you select at least one action checkbox for processing, Build File displays and the Actions links are disabled. (Click Select All to select all files for processing.) Important! During multiple file ACH processing, the system locks the ACH forms and displays one of the following warnings when users try to access them: • If accessing locked files using the ACH Clear Lock form:
Click OK to continue, then after one hour users can try accessing the ACH Clear Lock form again to
unlock the forms. However, if the system has not finished processing the files another warning displays,
"Multi-File ACH has not completed processing. If you clear the lock you could interrupt the creation of
ACH files. Are you sure you want to clear the lock?" Click Yes to clear the lock.
• If accessing locked files using the ACH Processing form:
Click OK to continue and try again later.
Note: See Performing Multiple ACH Processing for detailed information.• The Status indicates whether the files are available or if the batch is in process.
ACH User Guide © 2026 PrismHR 49 Chapter 4 File Tasks and ACH Processing
• The other columns display the ACH Originator Names, the ACH Batch ID (if the batch is in progress), the total number of journals included in that batch, and other relevant totals. Note the following: • Once a user has created an internal payroll batch, you can process the transactions included in the batch into a file and send it to the financial institution. • Creating the internal payroll batch locks the transactions in the batch; any new transactions created when users post payrolls will not be added to the ACH batch, which allows payroll processors to continue working while you work on the ACH batch. Those new transactions wait for a future ACH batch. The buttons at the top right are available to users who can access the associated forms. • Completed ACH Transactions is for reprinting reports, downloading the original ACH file, or reopening the ACH batch to rebuild the file for internal payroll; see Viewing and Rebuilding Files for Internal Payroll ACH Batch on page 52. • Hold Management enables you to place direct deposits for internal payroll on hold before sending them to the financial institution, or to release direct deposits from hold so they can then be sent; see Holding/Releasing Direct Deposits (Internal Payroll) on page 55.
To process ACH for internal payroll: 1. The filters allow you to specify which transactions to include in the ACH file build. a. Use the File Type Limiter to indicate whether you want to build the ACH file with Debits and Credits, Debits Only, or Credits Only. The default is to include both debits and credits. Note: If your organization has specified an offset account on any of the bank accounts included in the ACH batch, then the system creates the offset entry regardless of the selection in the File Type Limiter drop-down. If your bank requires strict credit-only or debit-only files (files with no offsetting entries), then you must ensure that there are no offset entries defined for those accounts. b. Use the Child Support Filter to indicate whether you want to build the ACH file with Child Support and Other, Child Support Only, or Not Child Support transactions. The default is to include all transactions. c. Click Refresh to filter the list to show only the selected transactions. It might take a brief moment for the list to update. For example:
ACH User Guide © 2026 PrismHR 50 Chapter 4 File Tasks and ACH Processing
• If the batch was put on hold, you can click Review Holds to manage the hold; see Holding/Releasing
Direct Deposits (Internal Payroll) on page 55.
• To start the multiple ACH process, select your files and click Build File, which locks the files. The
following message displays, "The Multi-File ACH process will now start. You will receive an email when
the process has been completed. Do you want to continue?" Click Yes to run the ACH process. (The ACH
Processing form closes.)
• PrismHR is responsible for defining and setting up the SFTP server for clients when processing multiple
ACH files.ACH Batch Control The ACH Batch Control form summarizes the transactions included in the internal payroll ACH batch.
Note: Text files can have either the .txt or .csv extension, depending on their format.
• Reset Batch: This button is available until you build the ACH file. Click this button if there is an issue with
this internal ACH batch and you want to delete it. The transactions in the original batch are released and
made available for inclusion in a new batch.ACH User Guide © 2026 PrismHR 51 Chapter 4 File Tasks and ACH Processing
• Close: Click this button to close the ACH Batch Control and return to the ACH Processing (Internal
Payroll) form.
• Exit ACH Processing: Click this button to close both of the windows.Viewing and Rebuilding Files for Internal Payroll ACH Batch Viewing and rebuilding files for an internal payroll ACH batch involves two forms: • Completed ACH Transactions: View a summary of completed ACH batches. • ACH Batch Control History: Reprint reports or reopen an internal payroll ACH batch to rebuild the file.
Completed ACH Transactions 1. By default, the ACH Originator ID field displays All and the list includes all completed batches. You can enter an ACH Originator ID and then click Refresh to see only the completed batches that have been posted for the specified ACH originator. 2. You can filter the list by dates; the default Start Date is one week before the current date, and the End Date is the current date. Enter different dates and then click Refresh to see only the completed batches posted during that date range. For example:
Note: You can select multiple ACH transactions by selecting the ACH Batch ID checkboxes.ACH User Guide © 2026 PrismHR 52 Chapter 4 File Tasks and ACH Processing
ACH Batch Control History The ACH Batch Control History form summarizes the transactions included in the posted batch. For example:
ACH User Guide © 2026 PrismHR 53 Chapter 4 File Tasks and ACH Processing
Click one of the buttons to proceed as needed: • Build Review Reports: Rebuilds the report(s) as they were at the time the original batch was posted. The number of reports depends on the financial institution’s format. Note: The Build Review Reports button is disabled for completed ACH transactions. (This button is still enabled for any ACH batch that is not completed, including reopened batches.) Instead, you can use ACH reports in the Report Center for these transactions. One of the following messages displays when you click this button for completed transactions, depending on the form you are accessing: • ACH Batch Control History form: When you click Build Review Reports for a completed ACH batch, the ACH File Build Reports panel displays. You can view original (historical) ACH reports by selecting the following options:
Options Description
Build Detail Report Displays the ACH File Detail Report.
Cash Receipt Details Report Displays the ACH File Cash Receipt Detail Report.
Build Summary Report Displays the ACH File Build Hash Total Report.
Note: These are the same reports that the system creates when you complete the ACH process for
the first time, which display in the ACH Batch Control form by selecting Build Review Reports.
• ACH Batch Control form: After creating the ACH file, when you click Build Review Reports for a
completed ACH batch the following message displays, "Build Review already completed, you can
access the reports by clicking the links on the screen."
In place of this disabled functionality, you can use the following ACH reports in the Report Center for
completed ACH transactions:
• ACH File Cash Receipt Audit: Includes details of ACH cash receipt transactions. (Data from ACH
history.)
• ACH History: Includes detail and summary views of the ACH File History (see pivot). Now includes
columns for Child Support and Garnishment Deposits. (Data from ACH history.)
• ACH Reconciliation Net: Includes net ACH amounts for payroll invoices, child support, and electronic
garnishments. (Data from ACH history.)
• ACH Resubmission by Transmit Date: Includes details of ACH resubmission transactions. (Data from
ACH history.)
Note: See the Report Center documentation for information on how to build report views.• Reopen: Reopens the batch if there was an issue with the original file. It becomes available in the ACH Processing form for internal payrolls, where it will be available as In Process and locked down to any changes. You can finish the ACH process again for the internal payroll.
ACH User Guide © 2026 PrismHR 54 Chapter 4 File Tasks and ACH Processing
Performing a Mass Download of Created Bank Files After processing multiple ACH files, you can download the created bank files by selecting at least one ACH Batch ID checkbox to display Download File. For example:
Select the checkboxes and click Download File. A message displays, “Download ACH Files?” Click Yes to download the files. A new window opens displaying the downloaded ACH files in a .zip file, which you can open and save to another location. Note: You can use this method in case the system did not automatically download the files to the SFTP server.
Holding/Releasing Direct Deposits (Internal Payroll) Use the ACH Hold Management form to place direct deposits for internal payroll on hold before sending them to the bank, or to release direct deposits from hold so they can then be sent to the bank. After selecting the filter settings and then selecting Find Journals, the form displays direct deposits that are already on hold, not on hold, or both, according to the selected filter settings. You can also filter your view to debit or credit transactions only, or filter to view records for a specific client, bank ID, batch, pay date, or employee. 1. Set the filter options to see the transactions that you need: • On Hold Status: Select the status you want to view from the drop-down (Yes, No, Both). The default is Yes. • Pay Date: Select a date to see transactions from that pay day. • Company: Select one internal client to see transactions associated with that client. • Employee ID: Enter an employee’s ID to see transactions associated with person. • Bank Account: Select a bank account ID/name to see transactions originating from that financial institution. • Debit/Credit: Select which transactions you want to see from the drop-down (Debit, Credit, Both). • Payroll Batch: Select a payroll batch ID to see transactions from that payroll.
ACH User Guide © 2026 PrismHR 55 Chapter 4 File Tasks and ACH Processing
Note: You cannot place a journal on hold if it is in an ACH batch.
Click Save to save any changes, then click OK in the confirmation message that notifies you of the number of records that changed.
When you are finished, click the Close button or to exit the form and clear the ACH Lock.
Deleting a Hold You can remove holds on direct deposits in the system. Note: The Delete button only displays when the On Hold Status is set to Yes.
To remove a hold from the system: 1. Set the On Hold Status to Yes, then select Find Journals. The list of journals on hold displays. 2. Select a journal that displays in the list. 3. Click Delete. A warning displays:
ACH User Guide © 2026 PrismHR 56 Chapter 4 File Tasks and ACH Processing
Creating or Modifying an ACH Journal Use the ACH Journal Edit/Entry form to enter a new ACH journal or modify or delete an existing ACH journal.
To enter a new ACH journal or modify an existing ACH journal: 1. Enter the Company ID of the client that the ACH journal will debit or credit. The Journal field and the Create New Journal option both activate. • Enter a Journal ID if you want to modify an existing ACH journal. The ACH journal information populates the form. • Click Create New Journal if you want to create a new ACH journal. 2. If you are creating an ACH journal for a specific employee, enter or select the Employee ID. Leave this field blank if the ACH journal is for a client. (Note: If you do not enter or select an employee, the HSA options in the Checking/Savings/HSA field (see step 7.) do not display for client-only transactions.) Note: After entering or selecting the Employee ID, if you try to change it a message displays, “Please cancel and start new entry to change Employee.” Click Cancel and re-enter the ACH journal information. 3. Enter the Effective Date for the journal, which is the date the account should be debited or credited.
ACH User Guide © 2026 PrismHR 57 Chapter 4 File Tasks and ACH Processing
Enter the ID of the payroll Checking Account where the debited funds will be deposited or the credited funds withdrawn.
From the Debit/Credit drop-down, indicate whether the journal is debit or credit: • Debit: The transaction will draw funds from the client or employee’s account. • Credit: The transaction will deposit funds into the client or employee’s account.
Enter the Amount to debit or credit. To create a prenote transaction, enter 0.
From the Checking/Savings/HSA drop-down, indicate the receiver’s account type: • Checking • Savings • Employee HSA to Savings or Employee HSA to Checking, depending on whether the employee’s direct deposit accounts are set to Savings or Checking, respectively • Company HSA to Savings or Company HSA to Checking, depending on whether the employee’s direct deposit accounts are set to Savings or Checking, respectively After selecting one of these options, the system automatically populates the account information and the account type. Note: The HSA options only display in the Checking/Savings/HSA field if the selected employee has HSA set up in their Deposit information on the Employee Details form. After making a selection, if you’re doing a client-only transaction the Default Checking Account Transit and Account Numbers panel displays.
Note: This panel also displays for employee transactions, but only if the employee does not have direct deposit setup in the system.
Enter one of the following appropriate values: • ID of the account in the From Checking Account field • Client ID in the From Company field • Client location in the From Location field The default ABA Transit Number and the DFI Account Number populate for the value that you entered.
If the selected employee or client has a checking or savings account, the system automatically populates that account number in the Transit Number and DFI Account Number fields.
If the ACH journal pays an invoice, enter the Invoice Number.
Select ACH on Hold if you want to place the journal on hold. Note the following when working with journals on hold: • If you place one or more journals from a reopened batch on hold, the system removes those journals from the original ACH batch and places them in a new batch.
ACH User Guide © 2026 PrismHR 58 Chapter 4 File Tasks and ACH Processing
• Any consolidation of amounts with other journals in the original batch will be undone.
• If you choose to remove the journals from hold and process the new batch, the system does not apply a
duplicate payment to the client invoice. (The system assumes that the invoice was updated when the
first ACH file was built, but for some reason the funds were not actually received.)
Important! It is the user's responsibility to ensure that the system did not process a debit or credit in the
original file before reopening an ACH batch and building a new file with any of the original journals. Any
duplicates that were already paid in the original file will be paid again.To view audit logs: 1. Enter or select the Company ID. 2. Enter or select the Journal. 3. Select Audit Logs. The File Audit form displays. Note: The Audit Logs link does not display if you do not have access to the File Audit form. To gain access, you must manually add this form to your user role.
To delete an existing ACH journal: 1. Select the Company, then select the Journal for deletion. The journal’s information displays. 2. Click Delete. A warning displays:
Resubmitting an Individual ACH Transaction Use the Resubmit an ACH Item form to resubmit an individual ACH transaction within an ACH file. For example, you might need to do this if the account number for the employee was incorrect and the receiving financial institution accepted all of the other transactions in the file but not that one. (You can often prevent this issue by going through the prenote process.)
ACH User Guide © 2026 PrismHR 59 Chapter 4 File Tasks and ACH Processing
To resubmit an individual ACH transaction within an ACH file, do the following: 1. Enter the Journal ID for the transaction you want to resubmit or search for a journal ID by clicking this field. When performing a search, enter the selection criteria in the Select ACH History panel and click Accept. The dialog closes and a list matching the selection criteria displays. After selecting the journal ID, the transaction information populates the form.
Note: The Employee ID or Client ID, Original Transmit Date, ACH transaction Amount, and New Amount fields are read-only.
ACH User Guide © 2026 PrismHR 60 Chapter 4 File Tasks and ACH Processing
Performing Multiple ACH Processing To complete multiple ACH processing, the following must occur: • Define email addresses for ACH orignators and user who runs ACH process • Select ACH files and process them by clicking Build File • Verify processing status • Review system-generated emails • System sends files to SFTP server
Step 1: Before Processing Multiple ACH Files Perform the following steps before starting multiple ACH processing: 1. Define email addresses for employees who must be notified about ACH processing in the Email addresses for multiple ACH processing panel on the ACH Originators form, which maintains the financial institution information. For example:
ACH User Guide © 2026 PrismHR 61 Chapter 4 File Tasks and ACH Processing
Step 2: Processing Multiple ACH Files To process multiple ACH files at once: 1. Access the ACH Processing form on the Operations|Action menu. (Note: Click Select All if you want to process multiple files or select individual files.) For example:
ACH User Guide © 2026 PrismHR 62 Chapter 4 File Tasks and ACH Processing
Step 3: Verifying Processing Status To verify multiple ACH processing status, access the Process Control Dashboard form. For example:
ACH User Guide © 2026 PrismHR 63 Chapter 4 File Tasks and ACH Processing
Step 4: Reviewing Email Verifications The system generates the following emails when multiple ACH processing finishes: • The following example displays the email that the system delivers to the email addresses listed on the ACH Originators form. Note: The system generates an email for each originator processed. For example, if two files were selected for processing, then two emails are generated.
ACH User Guide © 2026 PrismHR 64 Chapter 4 File Tasks and ACH Processing
• The following example displays the email that the system delivers to the user who built the files, which includes a summary of the originators that processed and whether they were successful or failed.
ACH User Guide © 2026 PrismHR 65 Chapter 4 File Tasks and ACH Processing
Step 5: After Multiple ACH Processing Finishes Once the process is complete and the emails are generated, the files are sent to the PrismHR SFTP server. Note: PrismHR is responsible for defining and setting up the SFTP server for clients when processing multiple ACH files.
Downloading ACH Files to Your PC Use the Transfer ACH File to PC form to download ACH files to a user’s system, from the server’s download directory generated by the PrismHR system. Note the following: • This form is only available for service providers. • This process does not use Client Access Group security.
To access the form, click the Back Office menu> Operations|Action > Transfer ACH File to PC.
To download an ACH File to a user’s PC: 1. Click the Filename link. A separate Select Field window opens.
ACH User Guide © 2026 PrismHR 66 Chapter 4 File Tasks and ACH Processing
Scroll and select the ACH File that you want to download from the list. You can also search for the ACH File using Filename Description and Date. The File View displays the first 15 lines of the selected ACH File. For example:
Click Download.
ACH User Guide © 2026 PrismHR 67 Chapter 5 Pre-ACH Processing
Chapter 5 Pre-ACH Processing Pre-ACH processing allows your organization to send a file days before you run a payroll to ensure that all transactions can be fulfilled.
Overview of the Pre-ACH Process in PrismHR Typically, you use pre-ACH processing to protect your organization from unacceptable situations with high-risk clients. You transmit a prenote—a non-dollar entry to alert the receiving bank that an ACH transaction is forthcoming—that allows you to verify that there are no problems with the forthcoming transaction, or resolve any issues that might be revealed by the pre-ACH process. This assures that your organization does not lose money on transactions that would not be fulfilled by a client. The system sends the pre-ACH file a number of days (usually 5–7) ahead of the regular ACH file. The amount you transmit in the pre-ACH can be equal to either: • An arbitrary figure, or • The average of the last n regular payrolls run (for example, the average of the last 5 regular payrolls).
Pre-ACH and Floating Deposit The system uses the pre-ACH amount to “settle out” on the invoice. For example: The average of the last five invoices for a client is $1120.50. Your organization processes regular payroll runs on Thursday for Friday pay days. You elect to perform pre-ACH processing five days before the payroll runs, therefore, you transmit a pre-ACH on Mondays. When you process the actual payroll on Thursday, for Friday’s pay date, the system then “settles” the balance. If the client’s actual payroll is $1100.00, the system sends them a $22.50 credit. If it is more, the system sends an ACH charge to them for the balance due. Essentially, the pre-ACH processing allows your client companies to have a “floating deposit” of their average payroll, which is always in transit. However, they get to use that floating deposit each week.
ACH User Guide © 2026 PrismHR 68 Chapter 5 Pre-ACH Processing
Bounced Transactions As part of the process, your accounting department must ensure any pre-ACH that does not clear (or “bounces”) is marked immediately. After they check the bank’s list of bounces each morning, the accounting department must then: 1. Handle any “bounced” ACH accounts. 2. Set the value of the Payroll Processing Through Date field to reflect that the accounting department has handled/entered all of the bounced ACH files received from the bank that day.
After the accounting department sets the Payroll Processing Through Date field, you can process or post any pre-ACH prenote.
Timing of Pre-ACH Process PrismHR runs the pre-ACH process once a day, the first time a user opens the ACH Processing or the ACH Processing (Internal Payroll) form. While this process runs, users will typically see a message that reads “Please wait - processing Pre-ACH.” The pre-ACH process will not run again on the same day unless a user sets up pre-ACH on a pay group that did not have it before. The system will run it again the next time a user opens one of the forms. The system will not duplicate any transactions if it runs the process more than once in a day; it only creates new transactions.
Important Considerations for Pre-ACH Processing You would not want to send a pre-ACH on Monday when the payroll department is likely to complete the payroll processing on Tuesday for the Friday pay day. If the pre-ACH processing exposes on Wednesday that the transaction will not be properly fulfilled, it is too late to recover from that. • If the financial institution is delayed in notifying you of an upcoming problem identified by the pre-ACH process, you run the risk of processing a payroll that will ultimately bounce. In such cases, you will have only collected (or refunded) the difference from what you thought you were getting in the pre-ACH run. • If you administer the process carefully, however, you can limit your risk, especially where ACH bounces are predictable at two days or fewer.
Your organization must decide when each pay group should use pre-ACH processing. The process is a rule based on pay groups, not clients. You must select the One Payroll/Pay Group option in the Client Details Payroll tab so that the system correctly assigns the credits for pre-ACH processing. (Selecting this option ensures that PrismHR always processes weekly and biweekly payrolls separately, even on weeks where they pay on the same day.) If your organization decides to implement the pre-ACH processing feature for the first time, you should begin slowly to ensure that it behaves as desired.
Pre-ACH Process This figure illustrates the flow of pre-ACH processing.
ACH User Guide © 2026 PrismHR 69 Chapter 5 Pre-ACH Processing
Changing ACH Billing Day This setting allows your organization to adjust the pay date for employees ACH pay dates that differ from the pay date of the payroll batch if it falls on a holiday or a weekend. Access this feature by selecting Client > Client|Change > Client Details and then click the Payroll tab. See “Setting Alternate Pay Dates” in the Client Administration User Guide for more information.
Setting Up Client’s Pre-ACH Maintenance for Pay Groups Use the Pre-ACH Maintenance panel of the Pay Groups form to set up client pre-ACH processing for that pay group.
ACH User Guide © 2026 PrismHR 70 Chapter 5 Pre-ACH Processing
To set up Pre-ACH Maintenance for client pay groups: 1. In PrismHR, open the Pay Groups form (found in the Payroll menu under Payroll|Change). 2. Make sure that the correct client is selected. If not, click the client name at the top of the form and then select the correct client. 3. Enter the Pay Group code. The form populates with the information for that pay group. 4. Expand the Pre-ACH Maintenance panel. 5. 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–.
ACH User Guide © 2026 PrismHR 71 Chapter 5 Pre-ACH Processing
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.
ACH User Guide © 2026 PrismHR 72 Chapter 5 Pre-ACH Processing
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.
ACH User Guide © 2026 PrismHR 73 Chapter 6 Troubleshooting ACH Issues
Chapter 6 Troubleshooting ACH Issues These are procedures for uncommon situations:
ACH Lock Errors There are two possible error messages that can prevent a user from running an ACH process in PrismHR due to the processes being locked.
Error 1: ACH Is Locked at a Different Session ACH is locked by {user’s name} at a different session. Locked on {date} at {time} Continue? This error occurs when a user is disconnected while running an ACH process and attempts to continue after logging back in. It also displays if the user is logged into two or more different sessions (such as having PrismHR open in two windows or tabs at the same time) and they attempt to run any of the ACH processes in both of them. Solution: The user can regain control of the ACH processes by clicking Yes. • If the user had only one session open, they can continue with the ACH process they wanted to run. • If the user had more than one session open, they can continue in the active session and they will lose control of the ACH process in any other sessions.
Error 2: ACH Is Locked ACH is locked by {user’s name} Locked on {date} at {time} This error occurs when another user is (or was) running one of the ACH processes.
ACH User Guide © 2026 PrismHR 74 Chapter 6 Troubleshooting ACH Issues
Solution: Make sure that the user named in the error message is not actually engaged in an ACH process or working in any ACH menu option. If they are, do nothing.
Note: If they were disconnected while running one of the processes and did not attempt to continue where they left off, then it is safe to clear the lock.
If they are not working in an ACH process: 1. Open ACH Clear Lock (found in the Back Office menu under Operations|Change). If you do not have access to ACH Clear Lock, work with another user at your organization who does. 2. Click Clear Lock. 3. Click Yes to confirm that you want to clear the lock. 4. Click OK.
Clearing the Lock on ACH Processing Features Do not clear the lock on ACH processing features until you have verified that no one at your organization is engaged in processing any ACH files. If they are, do not use the ACH Clear Lock feature.
To clear the lock: 1. After ensuring that no users are actively working in any ACH forms, click Clear Lock. 2. Click Yes to confirm that you want to clear the lock. 3. Click OK.
ACH User Guide © 2026 PrismHR 75 Chapter 7 Setting Up Pay Cards and Direct Deposit
Chapter 7 Setting Up Pay Cards and Direct Deposit Your organization can set up employees with a pay card, for the employee to receive their pay. If employees choose to, they can set up a checking account to use for direct deposit instead. The system automatically shifts their pay from the pay card to the checking account once the checking account passes pre-note.
Custom Feature Code for the Client You need to set the custom feature for each client to enable this feature.
To enable the custom feature code: 1. Open Client Details (found in the Client menu under Client|Change). 2. Open the Actions menu and select Custom Features. 3. Enter the Feature Code PAYCARD-AUTOMOVE.C.
Bank Routing for Pay Cards You need to set up the information for the financial institution to be used for pay cards with the debit card update option.
To set up bank routing for pay cards: 1. Open Bank Routing (found in the Back Office menu under System|Change). 2. Enter the Routing Code for the financial institution (also known as the transit number). The other information populates. 3. Select PayCard (Automove). This indicates that your organization uses the account for pay cards that can automatically be replaced by a checking account.
ACH User Guide © 2026 PrismHR 76 Chapter 7 Setting Up Pay Cards and Direct Deposit
Select Debit Card Update. This indicates that this routing code supports debit cards and requires an update to the issuer for use of a new card.
If you track debit card updates, the Debit Card Track option displays. Select this option if this financial institution tracks a debit card ID. The system then requests the debit card ID at ACH entry.
Click Save.
Pay Card for Employee You need to set up each employee with the pay card.
To set up employee pay cards: 1. Open Employee Details (found in the Back Office menu under HR|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. 3. Select the Deposit tab. 4. Ensure that the Status fields are set correctly.
ACH User Guide © 2026 PrismHR 77 Chapter 7 Setting Up Pay Cards and Direct Deposit
Direct Deposit Settings The employee can go into EP and change the direct deposit settings. For example, they might want to send some or all of their pay to a checking account. 1. The employee logs into EP. 2. They navigate to their direct deposit settings (your organization determines the menu path). 3. The employee clicks Add Account and then enters their account information. They must define a checking account.
The checking account is in prenotification status.
ACH User Guide © 2026 PrismHR 78 Chapter 7 Setting Up Pay Cards and Direct Deposit
Once it passes pre-note, the system deactivates the pay card and distributes the employee’s pay to the new account. Until that time, the system continues to pay the employee via the pay card.
Note: If the employee chooses to continue to deposit some moneys to the pay card and some to the new account, the system distributes the amounts appropriately.
ACH User Guide © 2026 PrismHR 79 Chapter 8 Setting Up ACH Deposits with Cachet Financial Services
Chapter 8 Setting Up ACH Deposits with Cachet Financial Services This article describes the process of setting up an ACH Originator in PrismHR for Cachet. This process includes: • Setting up Cachet as your ACH Originator • Creating a bank account for the client • Creating/adjusting your existing payroll checking account • Assigning the checking account to client companies
Setting Up Cachet as Your ACH Originator In order to set up Cachet as an ACH Originator, you must first confirm that consolidated ACH file processing is enabled.
To enable consolidated ACH file processing, do the following: 1. Click Back Office. Select System Parameters under System|Change. The System Parameters form opens. 2. In the Consolidated ACH File Processing Used field, select Yes, if it is not already selected. Once this setting has been confirmed, begin the process of setting up ACH Originators. 3. Click Back Office. Select ACH Originators under System|Change. The ACH Originators form opens.
ACH User Guide © 2026 PrismHR 80 Chapter 8 Setting Up ACH Deposits with Cachet Financial Services
Enter the appropriate ACH File Originator information for Cachet by completing the following fields. See the Payroll User Guide for information about the other fields on this form.
Field Description Processor ID Enter or select the financial institution. The PrismHR Customer Support Team recommends that you use easy-to-remember abbreviations for the processor IDs. (Note: Do not enter spaces in this field.) Processing Bank ID Enter or select the bank routing number for your bank. Processing Company ID Enter your Federal IRS Number (FEIN), beginning with the number 1. For example, if your FEIN number is “240000054,” then enter 1240000054. Processing Company Name Enter your company name as the PEO. ACH File Options Select the Put Company ID on ACH file detail lines position 40-54 option. Third Party Format Select Cachet.
In the Cachet panel, do the following:
ACH User Guide © 2026 PrismHR 81 Chapter 8 Setting Up ACH Deposits with Cachet Financial Services
Field Description
Generate Cachet ACH File Format Select this field.
Cachet Funding Transaction Days Prior To Pay Enter 1 in this field.
DateNote: Do not enter other information or select other fields in this panel.
Creating a Bank Account for the Client To continue the ACH setup process, you must create a bank account for each client. For example, if there are 100 clients, then you need to create 100 client bank accounts.
To create a client bank account, do the following: 1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form displays.
ACH User Guide © 2026 PrismHR 82 Chapter 8 Setting Up ACH Deposits with Cachet Financial Services
Note: Enter the same information as found on the Billing tab in the Client|Change > Client Details form, specifically in the Electronic Billing panel.
Complete the following fields to continue the bank account setup for each client you want to include in the Cachet file. See the Payroll User Guide for information about the other fields.
Field Description Account ID Enter or select your checking number, which must be an integer. Reference Enter the client’s name. Bank Name/Bank Address Enter the bank’s name and address that the client uses. Offset Account ID Enter or select the ID of your bank where you deposit or withdraw funds. Rebate Bill Code Enter NETPAY. Employer ID Enter or select the employer ID, which is the same ID on the Client Details record for that client, or enter the employer ID on your bank account, if the client is assigned a bank account with a different employer.
In the ACH Setup panel, enter the following information:
Field Description ACH Processor ID Enter or select the same ACH Processor ID that you created earlier. Company Name (Batch Header) Enter the client’s company name.
Click Save.
Creating/Adjusting Your Existing Payroll Checking Account Cachet requires two checking accounts to perform ACH processing: one account for direct deposits to employees, and a second account for withdrawals from your client.
ACH User Guide © 2026 PrismHR 83 Chapter 8 Setting Up ACH Deposits with Cachet Financial Services
Note: These steps may vary depending upon your payroll checking account set up. Please log in to the Customer Resource Center and click Request Customer Support, if you have any questions. A support representative will contact you as soon as possible.
Making Adjustments to Your Checking Account If you have an established checking account for payroll, and you want to have Cachet process your ACH, then you need to input an Offset Account ID in the Bank Accounts form and change the ACH Processor ID to Cachet in the ACH Setup panel.
To make adjustments to your bank account, do the following: 1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form opens. 2. In your bank account, in the Offset Account ID field, enter or select the ID of the account you set up earlier. 3. In the ACH Setup panel, enter the following information:
Field Description
ACH Processor ID Enter or select the ACH Processor ID that you created earlier.
Company Name (Batch Header) Enter your company name.Creating a New Checking Account for Client Withdrawals To create a new checking account for client withdrawals, do the following: 1. Click Back Office. Select Bank Accounts under System|Change. The Bank Accounts form opens. 2. Enter the new Account ID and the same bank information as your established checking account. 3. In the ACH Setup panel, enter the following information:
Field Description
ACH Processor ID Enter or select the ACH Processor ID that you created earlier.
Company Name (Batch Header) Enter your company name.Note: If you do not have an account established for payroll, then you need to create a new checking account for employee deposits and employee withdrawals.
ACH User Guide © 2026 PrismHR 84 Chapter 8 Setting Up ACH Deposits with Cachet Financial Services
Assigning the Checking Account to Client Companies To assign the checking account to client companies, do the following: 1. In the Client menu, select Client Details (under Client|Change). The Client Details form opens. 2. Select the Account tab. 3. In the Bank Accounts panel, enter the following information:
Field Description
Direct Deposit Account Assign the Bank Account that you created earlier.
Receipts Account Enter your Bank Account where invoice payments and other payroll
transactions related to this client will be processed.ACH User Guide © 2026 PrismHR 85