PrismHR Help · Public documentation for Microsoft 365 Copilot

PrismHR Help — Human Resources

Human Resources

This file is a combined export of PrismHR help topics in Human Resources. Source help system: https://tech-docs.prismhr.com/SP_help/Default.htm Each topic is separated by a heading and includes its original URL.

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Working with Backdated Leave Requests

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2019/Backdated_Leave_Request_Processing.htm Path: PD/HR/Action/2019/Backdated_Leave_Request_Processing.htm

Working with Backdated Leave Requests

You can process approved, backdated leave requests for salaried employees by creating a manual check adjustment using the Backdated Leave Request Processing form.

[Image: screenshot]

To display on this form, an employee must be in a payroll batch with the Time Sheet Entry status. Also, the batch pay period dates must be later than the backdated leave request dates to be processed using Backdated Leave Request Processing functionality.

The manual check created from this process backs out the hours and associated dollars from the Offset Pay Code and assigns them to the Leave Pay Code using the appropriate codes on the Time Off Pay form. It also updates the employee’s Time Off register with the appropriate hours taken and includes other details from the Leave Request.

To process a backdated leave request:

  1. Check the Select All checkbox to process all the requests or check individual requests.

  2. Click Save.

  3. A dialog displays stating that clicking Yes will process the approved, backdated leave request(s), then a manual check adjustment for each selected request will be created to reduce the offset pay code hours by the absence code hours. Clicking No cancels the process.

  4. A confirmation dialog displays stating that the request(s) was successfully processed, and changes will be reflected in the next payroll. Click OK.

  5. Click View Report to view the Backdated Leave Request Report.

  6. After closing the report, successfully processed records no longer display in the form.

Note: Note: To enable Backdated Leave Request Processing for Worksite Managers and Trusted Advisors, set the ALLOWWSMWTABDLR custom feature code at the system level. (See Using Custom Feature Codes.)

Viewing Pending Actions

To display the number of employees in a regular payroll with pending backdated leave requests, click the yellow indicator in the Pending Actions column on the Time Sheet Entry, Process Payroll, and SuperBatch forms. (A form displays that provides more details.)

Note: Note that backdated leave requests only display on the Backdated Leave Request Processing form in the following conditions:

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Changing an Employee’s Department

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2019/Department_Change_Form.htm Path: PD/HR/Action/2019/Department_Change_Form.htm

Changing an Employee’s Department

Use the Department Change form to change an employee’s department. For example:

[Image: screenshot]

To change an employee’s department:

  1. Enter or select the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window. The Current Employment information displays.

  2. Enter or select the New Department for the employee.

  3. Enter the Department Start Date when the new department goes into effect.

  4. Click Save.

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Changing an Employee’s Division

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2019/Division_Change_Form.htm Path: PD/HR/Action/2019/Division_Change_Form.htm

Changing an Employee’s Division

Use the Division Change form to change an employee’s division. For example:

[Image: screenshot]

To change an employee’s division:

  1. Enter or select the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window. The Current Employment information displays.

  2. Enter or select the New Division for the employee.

  3. Enter or select the Division Start Date when the new division goes into effect.

  4. Click Save.

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Changing an Employee’s Location

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2019/Location_Change_Form.htm Path: PD/HR/Action/2019/Location_Change_Form.htm

Changing an Employee’s Location

Use the Location Change form to change an employee’s location. For example:

[Image: screenshot]

To change an employee’s location:

  1. Enter the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window. The Current Employment information displays.

  2. Enter or select the New Worksite Location for the employee.

  3. Enter or select the Worksite Location Start Date when the new location goes into effect.

  4. Click Save.

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Setting up Changes to an Employee’s Benefit Group

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2020/Benefit_Group_Maintenance.htm Path: PD/HR/Action/2020/Benefit_Group_Maintenance.htm

Setting up Changes to an Employee’s Benefit Group

You can set up a change to an employee’s benefit group using the Benefit Group Maintenance form.

To set up a proposed change to an employee’s benefit group, do the following:

  1. Go to the Benefit Group Maintenance form on the HR|Action menu.

  2. Enter the Employee name or click this field and select it from the Employee Search Results for Active Employees list.

  3. Click New Benefit Group and select a benefit group from the Benefit Group list. The benefit group number displays in the field, along with its description.

  4. The Benefit Group History panel also displays where you can view the effective dates and codes for changes to that employee’s benefit group.

  5. Enter the effective date in the Benefit Group Start Date field or select a date.

  6. Click Save to save the changes to the record.

  7. Click Cancel to clear the form.

Updating or Deleting the Future Effective Date of an Employee’s Benefit Group Change

You can update the effective date of a change to an employee’s benefit group or delete the change using the Benefit Group History panel.

To update or delete the effective date for a proposed change to an employee’s benefit group, do the following:

  1. In the Benefit Group History panel, click the future date you want to change or delete in the Date Effective column.

  2. To change the effective date, click the future date hyperlink. The New Effective Date dialog box displays.

a. Enter or select the new effective date in the New Effective Date field.
b. Click Save. The list updates with the new effective date.
— —
c. Click Cancel to clear the New Effective Date field.
— —
d. Click Close to close the dialog box without making any updates.
— —
  1. To remove the effective date, select the checkbox against the future date that you want to delete and click Delete. A confirmation message stating Benefit Group change will be deleted. Are you sure? displays.
a. Click Yes to delete the record.
b. Click No to close the confirmation message and remain on the form.
— —

Note:

For entering a past date in theBenefit Group Start Datefield:

For entering a current date in theBenefit Group Start Datefield:

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Managing Pending Approvals

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2020/Managing_Pending_Approvals.htm Path: PD/HR/Action/2020/Managing_Pending_Approvals.htm

Managing Pending Approvals

Service providers, worksite managers, and worksite trusted providers can use the Manage Pending Approvals form to perform the following tasks:

Important! Worksite managers can manage approvals for any users who have access to the client using the Manage Pending Approvals form. In addition, Worksite managers and worksite trusted advisors are required to limit user access to approvals for only those employees/payrolls where they are granted appropriate security access.

[Image: screenshot]

Note: This form replaces the Reassign Pending Approvals form. If you enter the old form name in the search box and press Enter, the Manage Pending Approvals form automatically displays.

You can reassign the following types of approvals:

To manage pending approvals:

  1. From HR|Action, select Manage Pending Approvals.

  2. Complete the following fields in the Manage Pending Approvals panel:

Field Description
Approval Type Select the Approval Type option for reassignment. (Note: The default for this field changed from Select to All.) > Note: Note the following: Users with FULL access to the Manage Pending Approvals form can do the following when ACH Maximum or Late Payroll Posting is selected: - View and reassign pending ACH Maximum or Late Payroll Posting Approvals for the selected client. - Filter pending approvals for ACH Maximum or Late Payroll Posting Approvals. Users with INQUIRY access to the Manage Pending Approvals form can do the following when ACH Maximum or Late Payroll Posting is selected: - Only view pending ACH Maximum or Late Payroll Posting Approvals for the selected client. - Cannot filter the form results. Note: Worksite managers and worksite trusted advisors are required to limit user access to approvals for only those employees/payrolls where they are granted appropriate security access.
  1. In the Approvals Pending table, select each pending approval for reassignment or click the box next to the Assignee field to select all pending approvals in this panel. The columns display the assignee’s information, such as the Due Date, which represents I-9 Section 2 pending approvals.

Note: The information in the Approvals Pending table displays in descending order by Date Created.

  1. In the Assignment Options panel, select one of the following fields:
Field Description
Return to Approval Queue (only for role-based policies) Select this field to return the approval to the queue. (Note: An error message displays if you select the User policy type after this field was already selected with the Role policy type approval. Also, the system displays an error if you select Update Assignments because you cannot move a User policy type approval back to the queue.) Note: The system returns a pending approval to the Approvals Pending (Available to You) Queue when the pending approval meets the following conditions: - Original Approval Policy is set up for either an HR Role or AM Role (cannot be User ID) - Pending approval was grabbed by a user and has an assignee Important! You cannot return a pending approval to the approval queue if the approval policy is assigned to a specific user ID.
  1. Click Update Assignments. A confirmation dialog displays. Click Yes to reassign the pending approvals. Click Yes to confirm the updates.

Note: Click Clear to clear all selected entries/information in the form.

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Processing Mass Employee Changes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2020/Mass_Employee_HR_Actions.htm Path: PD/HR/Action/2020/Mass_Employee_HR_Actions.htm

Processing Mass Employee Changes

Use this feature to process leave of absences, employment reactivations, rehires, status type changes, and terminations for multiple employees at once, including reassigning pending approvals assigned to terminated employees. For example, if your client employs seasonal employees whom they terminate at the end of the season, you can select the Termination option to terminate those employees in a single process. For example:

[Image: screenshot]

Note: Note: This form replaces the Mass Employee Termination form.

Viewing an Employee’s Status History

Before processing multiple employee changes, you can view their status to determine how that employee will be impacted by the action you are about to process.

To view the status history for an employee, do the following:

  1. Go to the Mass Employee H/R Actions form on the HR|Action menu.

  2. Select Status Type History from the Actions menu. The Employee Status History form displays.

  3. Select or enter the Employee ID. All status history for that employee displays.

  4. Click Close.

Performing Mass Employee Actions

After viewing the status history for the employees you want to update, you can process a leave of absence, employment reactivation, rehires, status type change, or termination for multiple employees.

To perform a mass employee action, do the following:

  1. Go to the Mass Employee H/R Actions form on the HR|Action menu and select an option in the H/R Action field:
Option Description
Leave of Absence Processes multiple employee leave of absences at once
Reactivation Reactivates multiple employees at once
Rehire Processes multiple employee rehires at once
Status Type Change Processes multiple employee status type changes at once
Termination Processes multiple employee terminations at once

Note: You cannot edit the H/R Action or Employee Selection Method after making a selection in these fields. (Click Cancel to clear the form.)

  1. Select one of the following Employee Selection Method options:
Option Description
Generate List Generates a list of employees who meet the selected criteria.
Import List Displays the Upload Employees button, which you can select to import your list of employees who meet the selected criteria. > Note: Note the following when working with Import List: - The system only accepts uploaded files as a single-column list of employee IDs in either .txt or .csv format. - Employees listed in the import file who do not exist in the selected client are automatically excluded from the import. - The system validates the contents of the imported employee list and if any employee does not pass validation, they are not included in the on-screen report. In addition, if “Fail” displays in the Import Status column in the report, this indicates that the employee does not match the selected criteria. (You can access this report by selecting Download Report.) - If no employees pass validation a message displays, “There were no employees with selected.”

  1. Select the H/R Action Status field and choose a status for this action from the list that displays.

  2. For reactivations, rehires, and status type changes only, select the H/R Action Type field and choose an employee type code from the list that displays.

  3. Enter or select a date to perform the action in the H/R Action Date field.

  4. Select the H/R Action Reason field and choose a reason for this action from the list that displays.

  5. A list of employees or the Upload Employees button displays, depending on the Employee Selection Method option you selected.

Note: If you select Upload Employees, a File Upload dialog displays where you can select your employees list for import. Click Add Files and navigate to your file, then click Start Upload. After clicking Close the imported employees displays.

  1. Do the following depending on the action:
Action Description
Leave of Absence Enter or select a date in the Planned Return from Leave field when the employees will return from their leave of absence. (Note that a planned return is not required.)
Rehire Select the following fields, depending on the rehire action: - Stop Previous Voluntary Deductions: Stop any voluntary deductions that were previously set up for these employees. - Stop Previous Direct Deposit: Stop any direct deposits that were previously set up for these employees. - Auto-Enroll in Benefits (Medical, Retirement, PTO): Auto-enrolls employees into Medical, Retirement, or PTO plans that have auto-enroll rules configured at the client level. With rehires, this option only works if these employees do not have an existing Benefit/PTO record. - Do not launch Benefits Enrollment for rehire: Does not launch Benefits Enrollment for these employees.

  1. To perform this action for all employees, click Select All. Otherwise, select each employee as a recipient of this action.

  2. Click Process to perform the action. A confirmation box displays. Click Yes to continue.

  3. A message displays in the form confirming the action is complete.

Reassigning Pending Approvals for Terminated Employees

During the termination process, the system detects if any employees being terminated have pending approvals. If the terminated employees do have pending approvals a prompt displays after the termination is complete, “There are pending approvals assigned to terminated employees. Do you want to reassign the pending approvals to other client users?”

To reassign pending approvals for terminated employees, do the following:

  1. Click Yes.

  2. The Manage Pending Approvals form displays, where you can reassign pending approvals to other users.

Note: For more information, see Managing Pending Approvals.

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Inactivating Mass Employee Direct Deposit Records

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2020/Mass_Inactivate_Employee_ACH_Record.htm Path: PD/HR/Action/2020/Mass_Inactivate_Employee_ACH_Record.htm

Inactivating Mass Employee Direct Deposit Records

Use this feature to locate all employees who have not been paid as of a certain date and inactivate their direct deposit records at once.

[Image: screenshot]

Performing Mass Employee Direct Deposit Inactivation

You can locate and inactivate direct deposit records for multiple employees using the Mass Inactivate Employee ACH Record form.

To use this feature, do the following:

  1. Go to the Mass Inactivate Employee ACH Record form on the HR|Action menu.

  2. Select or enter a date in the Employee Not Paid As Of field. A list of employees associated with that date displays.

  3. If necessary, select an appropriate option in the Employment Status field to filter employee records for the client (the default is ALL).

  4. To inactivate the direct deposit records for all employees in the list, click Select All. Otherwise, select each employee as a recipient of this action.

  5. Click Inactivate ACH. A confirmation dialog displays.

  6. Click Yes to continue. A message displays confirming that the records for the selected employees were updated.

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Deleting Mass Employee Time Off Registers

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/2021/Mass_Delete_Employee_PTO_Registers.htm Path: PD/HR/Action/2021/Mass_Delete_Employee_PTO_Registers.htm

Deleting Mass Employee Time Off Registers

Use this feature to delete Time Off registers for multiple employees at once. For example, you can use this process if your client restructures their time off (including the register) and wants to remove all terminated employees’ bank records.

[Image: screenshot]

Note: Note the following when using the Mass Delete Employee Time Off Registers form:

To perform a mass deletion of employee Time Off registers, do the following:

  1. Go to the Mass Delete Employee Time Off Registers form on the HR|Action menu and complete the following fields:

Field — Description

Accrual Schedule — Enter or select the Time Off accrual schedule for your active client. If you select this field, the Select Accrual Schedule form displays. You can either select from the list that displays or search for a specific Time Off accrual schedule by entering it in the field. After you select one of the accrual schedules, the form closes and it displays in the Accrual Schedule field back in the Mass Delete Employee Time Off Registers form. Note: The list of Time Off accrual schedules that display are the same as those available to the client in the Time Off Type Code field on the Time Off Accrual Schedules form.

Time Off Plan — Enter or select the Time Off plan for your active client. If you select this field, the Select Time Off Plans form displays. You can either select from the list that displays or search for a specific Time Off plan by entering it in the field. After you select one of the plans, the form closes and it displays in the Time Off Plan field back in the Mass Delete Employee Time Off Registers form. Note: The list of Time Off plans that display are the same as those available to the client in the Plan Code field on the Time Off Plans form.

  1. Select Find Employees. In the employee list that displays, you can Select All employees or make individual selections from the list.

Note: If you select a different Time Off accrual schedule or Time Off plan after selecting Find Employees, the following message displays, “Selecting a new Time Off Accrual Schedule or Time Off Plan will clear the current list of employees. Do you wish to continue?” Click Yes to clear the list of employees or No to cancel.

  1. Click Delete Registers. A confirmation message displays, “You are about to delete <number> employee Time Off registers and all associated records and enrollments. Do you want to continue?” Select one of the following:

Note: Note the following before clicking Delete Registers:

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Clearing New Hire Reporting Dates

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Clear%20New%20Hire%20Reporting%20Dates.htm Path: PD/HR/Action/Clear New Hire Reporting Dates.htm

Clearing New Hire Reporting Dates

If you enter a new hire reporting date in an employee record, the employee does not display on the New Hire Reporting download. The Clear New Hire Reporting Dates process clears the new hire reporting dates, so the employees display on the subsequent New Hire Reporting download. For example, if you are supporting international employees, they initially use a temporary SSN during the application period. When the permanent SSN is issued, you might need to clear the New Hire Reporting Date so those employees are included in the next reporting cycle.

Use the Clear New Hire Reporting Dates form to clear the New Hire Reporting Date for a specified date range for one or all clients. You can also use this form to clear the New Hire Reporting Date for a specified date range for one or more employees for a selected client.

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

To access the form, in the Work Centers panel, under the heading Compliance, click New Hire and Termination Reporting. Then under the heading Reporting Date Overrides, click Clear New Hire Reporting Dates.

To clear new hire reporting dates:

  1. Complete the following

Field Name — Description

Starting New Hire Report Date — Enter the starting date of the reporting date range from when you want to clear New Hire Reporting Date.

Ending New Hire Report Date — Enter the ending date of the reporting date range till when you want to clear New Hire Reporting Date.

Client ID — This field is optional. Leave it blank to select all clients. If you want to clear the New Hire Reporting Date for employees for a particular client, enter it here or click the Client ID hyperlink to select it from the Select Client dialog. > Note: Note: Once you enter a Client ID here, the following field becomes visible.

Employee — This field is optional. Leave it blank to select all employees for the selected client. Here you can enter one or more employees for whom you want to clear the New Hire Reporting Date for the selected date range, or click the Employee hyperlink and select one or more employees from the Select Employee dialog.

  1. Click Process. A progress window opens that displays the number of records read and the number of records cleared, and notifies you when the process is complete. The Close and Report buttons remain disabled while the report is being generated.

  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.

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Performing Employer Reassignment

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Employer_Reassignment.htm Path: PD/HR/Action/Employer_Reassignment.htm

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.

[Image: Employer reassignment]

Note: 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.

[Image: Assigning an employee to a new employer]

  1. Enter the New Employer ID.

  2. Click Save. The new employer displays.

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Tracking Employee Leaves of Absence

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Leave_of_Absence.htm Path: PD/HR/Action/Leave_of_Absence.htm

Tracking Employee Leaves of Absence

Use the Leave of Absence form to track an employee’s leave of absence while maintaining the employee’s status of employment at your company. This is used for absences that are not covered by PTO registers.

Note: Note: To set multiple employees on leave of absence at once, see Processing Mass Employee Changes.

[Image: screenshot]

Note: The PTO Accruals panel only displays when the following conditions are met:

To track an employee’s leave of absence, do the following:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The employee’s current status and type display.

  2. Select the Leave Employment Status for the employee.

Note: This field displays the full description of the status code, separated by a dash (-) in front of the status code.

  1. Enter the Leave Effective Date.

  2. Select the Reason Code for the leave of absence.

  3. Enter the Planned Return from Leave date when the employee plans to return to work.

  4. To stop PTO accruals for the employee, select the Stop PTO Accruals field for the PTO Register Type. (The PTO Register Type and PTO Benefit Plan columns display the PTO Register and Plan where the employee is enrolled.)

Note: After you save this selection and there is a leave of absence approval policy in place, when the leave of absence is approved this setting registers in the Stop Time Off Accruals field on the Employee Time Off Register form.

  1. Click Save.

Note: Note: Use Reactivation to return an employee to regular employment status.

Actions Menu

You can access information about the Employee’s Status history by clicking Status Type History in the Actions menu.

Related Topics

Reactivating an Employee

Performing Status Type Changes

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Making a Location Change for Multiple Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Mass_Location_Change.htm Path: PD/HR/Action/Mass_Location_Change.htm

Making a Location Change for Multiple Employees

You can set a new location for multiple employees at once using the Mass Location Change form.

The filtering options in this form allow you to find employees based on specific criteria related to the employee’s status, type, location, and so on.

To make a mass location change, do the following:

  1. From HR|Action, select Mass Location Change and complete these panels as required:
Panel Description
Filters Set the filters for the employee search, then select Find Employees to list all employees who meet the criteria. (All filters include obsolete codes during a search.)
Select Employees In the list that displays, either choose all employees by selecting the box under the Select Employees header or select each employee individually.
Location Change Actions Select the location change in the Location Change Actions panel as follows: - New Location: Enter or select the New Location per pay period. (Note: If you select this field, the Search filter does not display obsolete codes.) - Effective Date: Enter the Effective Date per pay period (defaults to the current date). (Note: You cannot enter a past date.)
  1. Select Preview Changes. The Preview of Location Changes Report displays the employees with the requested location change. Close the report.

Note: You can preview the changes until they are committed to the employee record. In addition, you can export the report as a PDF or XLS file.

  1. Click Process Changes, then click Close after the system completes the changes. The Download Confirmation Report link displays.

Note: Note the following:

  1. Click the Download Confirmation Report link to display the link to the Location Update Confirmation Report in a separate window. Open the link for this CSV-formatted report to display the employees with the requested location change.

Note: If there is at least one employee location change error, the Download Error Report link displays. Open this link to display the Location Error Report, which provides the employee information (ID and name) and a description of the error. For example, if you try to change an employee’s location to their current location the following message displays, “The employee already has that location: XXX.” (Any employees listed in this report do not display in the Location Update Confirmation Report and no location change is made to their record.)

  1. Close the report to return to the Mass Location Change form. (Note: After the report closes, you can re-open it until you navigate away from the form or click Cancel.)

Note: Note the following:

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Making a Pay Rate Change for Multiple Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Mass_Pay_Rate_Change.htm Path: PD/HR/Action/Mass_Pay_Rate_Change.htm

Making a Pay Rate Change for Multiple Employees

You can set a new pay rate for multiple employees at once using the Mass Pay Rate Change form.

The filtering options in this form allow you to find employees based on specific criteria related to the employee’s status, type, pay method, and so on.

Note: The Variable Salary option in the Pay Method field only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.

To make a mass pay rate change, do the following:

  1. From HR|Action, select Mass Pay Rate Change and complete these panels as required:
Panel Description
Filters Set the filters for the employee search, then select Find Employees to list all employees who meet the criteria. (All filters include obsolete codes during a search.)
Select Employees In the list that displays, either choose all employees by selecting the box under the Select Employees header or select each employee individually.
Pay Rate Actions Select the pay rate change by the total amount or percentage increase in the Pay Rate Actions panel as follows: - Rate: Enter the New Pay Rate per pay period, Effective Date, and Reason Code. - Percentage: Enter the Percent Change per pay period, Effective Date, and Reason Code. Note: Service providers can optionally set the New Standard Hours per pay period for either of these rate change options.
  1. Select Preview Changes. The Preview of Pay Rate Changes Report displays the employees with the requested pay rate change. Close the report.

Note: You can preview the changes until they are committed to the employee record. In addition, you can export the report as a PDF or XLS file.

  1. Click Process Rate Changes, then click Close after the system completes the changes. The Download Confirmation Report link displays.

Note: Note the following:

  1. Click the Download Confirmation Report link to display the link to the Pay Rate Update Confirmation Report in a separate window. Open the link for this CSV-formatted report to display the employees with the requested pay rate change.

Note: If there is at least one employee pay rate change error, the Download Error Report link displays. Open this link to display the Pay Rate Error Report, which provides the employee information (ID and name) and a description of the error. (Any employees listed in this report do not display in the Pay Rate Update Confirmation Report and no pay rate change is made to their record.)

  1. Close the report to return to the Mass Pay Rate Change form. (Note: After the report closes, you can re-open it until you navigate away from the form or click Cancel.)

Note: Note the following:

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Setting Up New Hire Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/New_Hire.htm Path: PD/HR/Action/New_Hire.htm

Setting Up New Hire Information

You can enter a newly hired employee’s information into PrismHR using the New Hire form.

Note: Note: Depending on the system parameters and the company’s settings, different fields might be required.

You can access job candidate information by selecting Candidates from the Actions menu

[Image: screenshot]

. Use the search dialog to select the job candidate you want; the candidate’s information populates the form.

Once you save the New Hire form, you can select Employee Details from the Actions menu

[Image: screenshot]

.

To set up new hire information, do the following:

To set up Complete this panel
Type of employee being hired New Hire
Personal information for the new employee Personal Information
Address and emergency contact information for the new employee Resident Address and Emergency Contact
Various details about when and where the new employee works Employment Details
Compensation details about the new employee Pay Details
Identity and employment eligibility information Form I-9 Details
Other information for the employee’s Form I-9 information Form I-9 Miscellaneous
Account information required for payroll ACH transactions Direct Deposit Information
Federal tax filing information and allowances for the employee Federal Form W4 Details
Resident and work state Form W-4 details, if required Resident State Form W4 Details and Work State Form W4 Details

The following sections describe how to set up new hire information in the panels that reside in the New Hire form.

Identifying Employee Type

You can identify the type of employee being hired using the New Hire panel.

To identify the employee type, complete the following fields:

Field — Description

Work Location — Enter or select the primary Work Location ID where the employee works. When there are mandatory new hire questions, a new form opens. Complete the form and click Submit Answers, then continue completing the New Hire form.

Employer ID — Select the Employer ID.

Social Security Number — Enter the new employee’s Social Security number. The Social Security Number field does not accept any values that begin with the numeral 9, but you can enter the ITIN for a 1099 Contractor which begins with the numeral 9. (All valid Individual Taxpayer Identification Numbers (ITINs) are a nine-digit number in the same format as the SSN (9XX–XX-XXXX), begins with a 9 and the 4th and 5th digits range from 50-65, 70-88, 90-92 and 94-99.) If you enter the ITIN of a 1099 contractor, you will receive a message stating The number you have entered is not a valid Social Security number. The new hire cannot be onboarded as an employee with this number. You should proceed only if you wish to enter this new hire as a contractor, and the new hire meets IRS requirements for using an Individual Taxpayer Identification Number in place of a social security number. Click OK to continue. The Hire Type Field will automatically change to Contractor (1099) on the New Hire form. > Note: Note: Custom Feature Code ALLOW999SSNS should not be enabled for the client. > Note: Note: On the Client Details form, on the Other tab, under Other Options the field named Contractors (1099) Allowed should be selected.

Hire Type — Select the employee Hire Type. The Use Onboarding field displays only if the company is set up to prompt for electronic onboarding.

Use Onboarding — From the Use Onboarding drop-down, indicate whether you are entering all of the employee’s information or if the employee will enter it in Employee Portal (EP). This affects which fields are required. Employee IDs are generated automatically at the creation of the employee record and they cannot be edited. Each ID consists of a letter followed by five digits.

Defining Personal Information

You can define the personal information for the new employee using the Personal Information panel.

Note: Note: The First Name, Last Name, Middle Name, and Preferred Name fields do not allow special characters.

To define the personal information for the new employee, complete the following fields:

Field — Description

First Name — Enter the new employee’s First Name.

Last Name — Enter the employee’s Last Name.

Middle Name — Enter the employee’s Middle Name.

Preferred Name — Enter the employee’s Preferred Name, which the system uses in place of their legal first name.

Nickname — Enter the employee’s Nickname.

Birth Date — Enter the employee’s Birth Date.

Gender — Select the employee’s Gender.

Ethnic Code — Select the employee’s Ethnic Code.

Marital Status — Select the employee’s Marital Status.

Tobacco User — Select whether the employee uses tobacco products. This information is used to calculate life insurance premiums.

For each of the following fields, select Yes, No, Not Selected, or Declined.

Field Description
Disabled Whether the employee is disabled, as defined by the Americans with Disabilities Act of 1990.
Veteran The employee is a United States veteran. - Vietnam Veteran: The employee is a United States veteran of the Vietnam war. - Disabled Veteran: The employee is a United States veteran who has a disability as defined by the Department of Labor VETS‑4212 Report. - Recently Separated Veteran:The employee is a United States veteran who has recently left the armed services. - Service Medal Veteran: The employee is a United States veteran who was presented with a service medal. - Other Protected Veteran: The employee is a United States veteran who is protected by the Department of Labor VETS‑4212 Report.

You can maintain the address and emergency contact information for the new employee using the Resident Address and Emergency Contact panels.

To maintain the address and emergency contact information for the new employee, complete the following fields:

Field Description
Address Line One/ Address Line Two Enter the employee’s street Address Line One and, if appropriate, Address Line Two.
ZIP Code Enter or select the ZIP Code for the employee’s residence. You will be presented with a pop-up of Geocode options when you enter a zip code that spans multiple cities, counties, or localities. Select the correct Geocode to update the address. After you enter or select the ZIP Code, the system checks the street address to make sure that it is valid. If there are typos, missing information, or other unrecognized values, the system displays a dialog suggesting a correction to the address. Click Yes to accept the corrected address, otherwise click No to save as-is or make other edits. Note: If you enter something that the system cannot match to any existing address, it displays the first address in the master list for the ZIP code (such as 1 Apple Drive).
GeoCode Select the Vertex GeoCode. The City, State, and County display.
Home Phone Enter the employee’s Home Phone number.
Mobile Phone Enter the employee’s Mobile Phone number.
Personal Email Address Enter the employee’s Personal Email Address. > Note: Note the following for the Personal Email Address and Work Email Address fields: - You cannot enter an invalid character in the email address fields. For example, if you enter a left bracket ([) in the user name segment in one of the email address fields and then move away from that field an error message displays, “Email address cannot contain illegal character: [.” (Note: The system does not remove the invalid character, so you need to make the correction.) - If you try to save an email address that contains an invalid character, the system disables the save function and an error message displays. - If an existing email address contains an invalid character and you do not remove it, when you click Save the system displays a warning message, but still allows you to save the information. For example, if there’s an invalid character in the Personal Email Address field the following warning displays, “Warning! Personal email address cannot contain illegal character: ‘X’. It should be updated to a valid email address.” Click OK to save the other information in the form (the invalid email address remains in the field).

You can provide various details about when and where the new employee works. Fill in the fields as appropriate for the employee and company using the Employment Details panel.

To provide various details about when and where the new employee works, complete the following fields:

Field Description
Client Start Date Enter the Client Start Date when the employee started with the client. Typically this is the same as the employer start date, except during the take-on process.
Employer Start Date Enter the Employer Start Date when the new employee started with the employer.
Position Enter or select the employee’s Position.
Employment Status Enter or select the employee’s Employment Status.
Employment Type Enter or select the employee’s Employment Type.
Benefit Group Enter or select the employee’s Benefit Group. The benefit group can be used to establish eligibility, coverage, and contribution rules for benefit plans.
Retirement Benefit Group Enter or select the employee’s Retirement Benefit Group. The retirement benefit group can be used to establish eligibility, coverage, and contribution rules for retirement benefit plans.
Division Enter or select the Division for which the employee works.
Department Enter or select the Department for which the employee works.
Shift Enter or select the Shift on which the employee works.
Project Enter or select the employee’s Project.
Work Group Enter or select the employee’s Work Group.
Union Code Enter or select the Union Code for the union to which the employee belongs.
PTO Approver Enter or select the employee ID or enter the worksite trusted advisor’s user ID of the PTO Approver who would approve the new hire’s PTO requests. Worksite managers, as the logged-in user, can automatically assign themselves as the person who approves the employee’s PTO requests by selecting Assign To Me. This option is useful for WSMs who do not have access to view themselves in the PTO Approver Employee Search Results list because of data security. However, they can still enter or paste their employee ID in the PTO Approver field as long as they are an employee in that company. > Note: Note the following: - This option is only available for worksite managers. If you log in as a service provider or worksite trusted advisor, Assign To Me does not display. - When worksite managers select Assign To Me, the system automatically populates their employee ID in the PTO Approver field when they are also an employee in the active company. (Worksite managers can be an employee in more than one company.) If they are not an employee in the active company, an error message displays, “The Employee ID you entered is not valid for this company.” - Worksite managers cannot enter or paste their employee ID in the PTO Approver field for an employee outside of the company where that WSM works. (An error displays if they try to perform this action.) However, service providers can enter or paste a worksite manager’s employee ID for an employee outside of the company where the WSM works.

You can establish compensation details about the new employee using the Pay Details panel.

To establish compensation details about the new employee, complete the following fields:

Field Description
Pay Group Enter or select the Pay Group to which the new employee belongs.
Pay Method Select the Pay Method by which the employee will be paid. The Pay Rate and Pay Rate Basis define the new employee’s pay. For example, $250 Weekly or $3500 Monthly. Note: The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.
Pay Rate Enter the Pay Rate that corresponds with the selected Pay Rate Basis. Note: For an FLSA exempt new hire, if the annual salary (entered or calculated) in the Pay Rate field under the Pay Detailssection, is lower than the Minimum Exempt Salary Amount on the State Rules form for that state for the latest entered year, and you try to save the form, then you will receive a warning stating The employee has been assigned a pay rate that is below the [State Abbreviation] Minimum Exempt Salary Rate of [Amount]. This is a warning only. Continue? - Click Yes to save the change. - Click No to return to the Pay Rate field.

Defining Identity and Employment Eligibility Information

You can enter identity and employment eligibility information using the Form I-9 Details panel.

To enter identity and employment eligibility information, complete the following fields:

Field Description
Form I-9 Completed? Select Form I-9 Completed if the employment eligibility verification form is on file for the new employee.
I9 Originally from OnBoarding Select I9 Originally from Onboarding if the I-9 information was part of the electronic onboarding process.
Document Title Select the Document Title that proves the identification of this employee, for compliance with the IRCA (Immigration Reform and Control Act).
Document Title Select Document Title of the first Identification/Eligibility Document. If it is a B type and not an A type, the system displays a second set of fields so that you can enter the C type Eligibility Document. - Enter or select the Issuing Authority code for the document that establishes identity. The authority’s name displays. > Note: Note: If the Document Title field contains C- Birth Certificate, the system does not use a drop-down to select values for the Issuing Authority field. Instead, you must enter a value, (for example, a state, county, or town). - Enter the Document Number. - Enter the Expiration Date of the document, if any. This field is optional.

You can enter other information for the employee’s Form I-9 using the Form I-9 Miscellaneous panel.

To enter other information for the employee’s Form I-9, complete the following fields:

Field — Description

I9 First Name — Enter the new employee’s first name as entered on the Form I-9.

I9 Middle Name — Enter the new employee’s middle name as entered on the Form I-9.

I9 Last Name — Enter the new employee’s last name as entered on the Form I-9.

I9 Other Name Used — Enter the new employee’s other name as entered on the Form I-9.

I9 Start Date — Enter or select the I9 Start Date as entered on the employee’s Form I-9.

I9 Renew Date — Enter or select the I9 Renew Date by which the employee must be re-certified, as entered on the employee’s Form I-9.

I9 SSN — Enter the I9 SSN as entered on the employee’s Form I-9.

I9 Date of Birth — Enter or select the I9 Date of Birth as entered on the employee’s Form I-9.

I9 Citizenship Status — Select the I9 Citizenship Status as entered on the employee’s Form I-9.

Alien Registration Number — Enter the Alien Registration Number on the employee’s “green card.”

Form I-94 Admission Number — Enter the Form I-94 Admission Number the employee was assigned upon entering the USA.

Foreign Passport Number — Enter the employee’s Foreign Passport Number.

Country of Issuance — Enter or select the foreign passport’s Country of Issuance.

Alien Reg Expiration Date — Enter or select the Alien Reg Expiration Date that was issued by the INS.

Non-Resident Alien — Select Non-Resident Alien, if appropriate.

Handbook Mailed On — Enter or select the Handbook Mailed On date.

Background Test Done — Select Background Test Done to indicate there was a background check performed on the employee.

Background Test Date — Enter or select the Background Test Date.

Ohio Form C112 Signed — Select Ohio Form C112 Signed to indicate that the employee signed the form.

Establishing Account Information

You can establish account information required for payroll ACH transactions using the Direct Deposit Information panel.

To establish account information required for payroll ACH transactions, complete the following fields:

Field — Description

Deposit Status — Select the Deposit Status, indicating whether PrismHR should generate an entry for the new employee’s pay voucher.

Pay Types for Deposit — Select the Pay Types for Deposit for which the system makes direct deposits.

Account Type — Select the bank Account Type.

Transit Number — Enter or select the ABA Transit Number of the receiving bank or other financial institution. The Bank Name displays.

Account Number — Enter the employee’s Account Number.

Pay Type Override — Select the Pay Type Override to which this line is limited. This overrides the Pay Types for Deposit value. If you leave the Pay Type Override field blank, this deposit is not limited to any voucher types.

Method — Select the Method that PrismHR will use to calculate the amount to be deposited into the specified bank account.

Amount — Enter the amount to deposit to the account, based on the Method.

Limit Amount — If the Method is set to Fixed, Percentage, or Fixed Skip, enter the Limit Amount that represents a maximum dollar amount of the percentage.

Deposit Status — Select the Deposit Status of this direct deposit account.

Establishing Federal Tax Filing Information

You can establish Federal tax filing information and allowances for the employee using the Federal Form W4 Details panel.

To establish Federal tax filing information and allowances for the employee, complete the following fields:

Field — Description

Filing Status — Select the new employee’s Federal tax Filing Status.

Allowances — Enter the number of Federal withholding Allowances (exemptions) claimed by the employee.

Additional Amount — Enter an Additional Amount, if any, to be withheld from each paycheck.

Exempt — Select Exempt if the new employee claims or should be exempt from federal taxes. Selecting this option will block federal withholding deductions from the employee’s paycheck.

Defining 2020 Form W-4 Details

If you are filling out a Form W-4 for 2020 or later, enter the appropriate information in the new 2020 Form W-4 fields:

Field — Description

Multiple Jobs — Select Multiple Jobs if the new hire meets the conditions needed to check the “Multiple Jobs” box on Form W-4. See the IRS Form W-4 instructions for more information.

Claim Dependents Credit — If appropriate, enter an amount for Claim Dependents Credit ($). See the Form W-4 instructions for more information.

Other Income — Enter any Other Income according to the instructions on Form W-4.

Deductions — Enter an amount for Deductions ($). See the IRS Form W-4 instructions for more information.

Defining Work and Resident State Form W-4 Details

Based on the new employee’s work location and resident address GeoCode, these panels display Form W-4 fields for that state, if any. Complete the information as necessary.

Saving the New Hire Information

After completing all the information on the New Hire form, click Save.

The results of saving the record differ, depending on the settings. For example, the employee might be immediately hired and become an active employee, or the new hire might be submitted for approval first. The system displays the ID generated for the new employee record.

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Entering New Hire Notes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/New_Hire_Notes.htm Path: PD/HR/Action/New_Hire_Notes.htm

Entering New Hire Notes

You can enter notes or reminders about a newly hired employee using the New Hire Notes form.

[Image: screenshot]

To enter notes or reminders about the new hire, access the form using one of these methods:

Use the Suppress option to restrict the display of notes by user or user role. To suppress a note immediately, click the Stop Showing button.

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Calculating Net Pay

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Pay_Check_Calc_Net_Pay.htm Path: PD/HR/Action/Pay_Check_Calc_Net_Pay.htm

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).

  1. 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.

[Image: screenshot]

  1. The Gross Pay panel initially lists the default pay codes for the client. You can enter values in those fields, and add additional rows as needed.

Note: 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.

The system calculates and displays the Extended Pay.

[Image: example setup in the Gross Pay panel]

Note: 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.

  1. 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:

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.

[Image: Deductions entered in the deduction grid]

  1. The Taxes panel displays the taxes to be deducted from the employee’s paycheck after you enter gross pay.

[Image: Taxes panel with OASDI and income taxes listed]

  1. The Pay Summary panel displays the totals from the other panels and the calculated net pay.

[Image: Pay summary calculation example]

  1. When you are finished, click Clear.

Parent Topic

Calculating an Employee’s Pay

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Pay Check Calculator

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Pay_Check_Calculator.htm Path: PD/HR/Action/Pay_Check_Calculator.htm

Calculating 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:

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: 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.

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Making a Pay Rate Change for an Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Pay_Rate_Change.htm Path: PD/HR/Action/Pay_Rate_Change.htm

Making a Pay Rate Change for an Employee

You can set a new pay rate for an employee using the Pay Rate Change form.

Note: Note: After you calculate a regularly scheduled payroll and then make a pay rate change for an effective date within the pay period dates of that payroll, a message displays warning you that the current payroll is in a status that does not allow for automatic pay rate updates to the timesheet. In this situation, you need to manually apply the new pay rate to any hours on the payroll using the Detail Time Sheet Entry form. (See Making Detail Time Sheet Entries.)

To make a pay rate change, do the following:

  1. From HR|Action, select Pay Rate Change.

  2. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The current employment information displays, and any history of pay rate changes displays at the bottom of the form.

Note: Note: The New Pay Rate and Per basis define the new employee’s pay. For example, $250 Weekly or $3500 Monthly.

  1. Enter the New Pay Rate, then select the period.

  2. Enter the New Standard Hours, then select the period. The system calculates and displays the New Annualized Pay.

  3. Select Auto Pay Time Card to populate the employee’s time sheet with hours.

  4. If the employee’s time sheet populates with time, enter the default number of hours per pay period in the New Auto Time Card Hours field.

  5. Enter the Effective Date, which is when the pay rate change goes into effect.

[Image: screenshot]

  1. Select the Reason that best describes the pay rate change.

  2. Click Save.

Working with the Actions Menu

You can access related features by selecting them from the Actions menu.

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Working with Planned Time Off Requests

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Planned_Time_Off_Requests.htm Path: PD/HR/Action/Planned_Time_Off_Requests.htm

Working with Planned Time Off Requests

You can review and make changes to employees’ time off (PTO) requests in the Planned Time Off Requests form.

Important! The system circumvents leave approval security configurations and workflows for users with access to this form, which can result in unexpected behavior.

Please note the following security used by this form:

Viewing Planned Time Off Requests

The requests in the list are for employees at the active client who submitted them through Employee Portal (EP).

To view the planned time off requests for the client, do the following:

  1. Go to the Planned Time Off Requests form. When the form opens, the following message displays, “Please wait while we get the leave requests.” (Note: This form defaults to the Display Pending and Display Approved options, so the system will display those entries.)

  2. Use the filters at the top of the form to specify which requests to display.

  3. If there is more than one page of results, the total number of pages displays above the results, and the Next Page and Previous Page buttons display at the bottom of the page. Long comments or multiple vouchers display additional lines on the form.

Note: Note: Each page displays up to 20 leave requests.

Making Changes to an Employee’s Time Off

To make changes to an employee’s time off, you can:

The different statuses affect the system as follows:

Status Description
Pending The Time Off request has not yet been approved, cancelled, or paid by the employee’s manager. Note: The request does not display on the timesheet in this status.
Approved The Time Off request is approved and scheduled to be paid. > Note: Note the following: - If a manager cancels a Time Off request on this form and then the request is approved later on this form, the leave request indicator in the Summary Time Sheet Entry form is restored and the employee’s EP Time Off landing page displays the approved request. - The system does not record the user who approves a Time Off request as the leave approver in the Planned Time Off Requests form. Instead, the system displays the approver from the approval policy.

To view a planned time off request’s changes, click the Audit Log icon

[Image: screenshot]

. The Audit Log Display opens, where you can click a log to display its changes. (See Viewing the Audit Log.)

Actions Menu

You can process approved, backdated leave requests for salaried employees by selecting Backdated Leave Request Processing from the Actions menu

[Image: screenshot]

.

See Working with Backdated Leave Requests

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Changing an Employee’s Position

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Position_Change.htm Path: PD/HR/Action/Position_Change.htm

Changing an Employee’s Position

Use the Position Change form to change an employee’s position when career path changes or promotions occur. For example:

[Image: screenshot]

To change an employee’s position:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The Current Employment information displays.

  2. Enter the New Position Code for the employee.

  3. Enter the New Position Start Date when new position and title goes into effect.

  4. Select the New Position Reason Code that best describes the reason for the position change.

  5. Enter the Based on Recent Review Date that caused this position change to occur, if appropriate.

  6. Click Save.

Accessing Employee’s Status History

You can access the employee’s status history by opening the Actions menu and selecting Status Type History. See Viewing Employment Status Updates for Employees for more information.

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Changing an Employee’s Project

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Project_Change.htm Path: PD/HR/Action/Project_Change.htm

Changing an Employee’s Project

Use the Project Change form to change an employee’s project. For example:

[Image: screenshot]

To change an employee’s project:

  1. Enter the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window. The Current Employment information displays.

  2. Enter or select the New Project for the employee.

  3. Enter or select the Project Start Date when the new project goes into effect.

  4. Click Save.

Note: Note the following:

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Processing PTO Approver Reassignments

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/PTO_Approver_Reassignment.htm Path: PD/HR/Action/PTO_Approver_Reassignment.htm

Processing PTO Approver Reassignments

You can reassign the PTO approver for multiple employees at once using the PTO Approver Reassignment form.

Note: This feature is available for service providers, worksite managers, and worksite trusted advisors. However, worksite managers and worksite trusted advisors can only access and reassign employees that they are allowed to access.

The filtering options in this form allow you to find employees based on specific criteria related to the employee’s current PTO approver ID and current PTO approver.

To reassign a PTO approver for multiple employees:

  1. From HR|Action, select PTO Approver Reassignment.
Panel Description
Filters Set the filters for the employee search, then select Find Employees to list all employees who meet the criteria. > Note: Note the following: - If you enter or select a PTO Approver, the Unassigned PTO Approver Only field no longer displays. - If you select Unassigned PTO Approver Only, you cannot enter or select a PTO Approver. (The system dims the PTO Approver field.) - If you terminate a manager and select Yes to reassign their employees, the system automatically opens the PTO Approver Reassignment form where that terminated manager displays in the PTO Approver field. (Note: This form still opens for users even if their access is set to Deny for the PTO Approver Reassignment form, where they can process a reassignment.)
  1. Click Update Assignments. A message displays that the PTO approvers were updated for the selected employees. For example, “2 employee(s) were updated.”

Note: After completing the reassignment, the system updates the PTO Approver field on the Work tab in the Employee Details form and in the audit log.

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Processing Time Off Auto Register Enrollment

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/PTO_Auto_Register_Enrollment.htm Path: PD/HR/Action/PTO_Auto_Register_Enrollment.htm

Processing Time Off Auto Register Enrollment

The Time Off automatic enrollment process tests every employee against the eligibility rules (set up for the client in Time Off Auto Enroll Rules, found in the Client menu) and enrolls employees into absence benefits if they meet the eligibility criteria.

Use the Time Off Auto Register Enrollment form as a quick way to build up a list of employees in a plan and assign them their first Accrued Thru Date. You would typically use this feature when you need to enroll existing employees in a new Time Off plan.

[Image: screenshot]

To build up a list of employees in a plan and assign them:

  1. If appropriate, enter the Benefit Start Date to override the default.

The system uses this date to calculate the number of months that the employee has worked for the client. If you do not enter a date in the field, the system automatically calculates the date on which it would have begun for each employee.

Note: The Benefit Start Date field will not override on registers where the Time Off Auto-Enroll Rule has either Seniority Date or Hire Date selected on the Use Seniority Date or Hire/Rehire Date? field.

  1. In the Accrued Thru Date field, you should enter the date through which time off benefits would have previously been accrued.

Read How PrismHR Uses the Accrued Thru Date for Time Off BenefitsHow PrismHR Uses the Accrued Thru Date for Time Off BenefitsHow PrismHR Uses the Accrued Thru Date for Time Off Benefits to learn more.

  1. Click Run.

The system enrolls eligible employees in the plan, then displays a count of the employees who were enrolled. It also displays a list of any employees who were not enrolled and why.

[Image: screenshot]

  1. When you finish reviewing the information, click Close to exit the form or Cancel to clear the form and use it to run another enrollment process.

How PrismHR Uses the Accrued Thru Date for Time Off Benefits

When it is time for payroll to send out paychecks, the system calculates Time Off benefits from the day after the last date through which the employee accrued benefits (the “accrued through” date) up through the period end date.

For example, employees in the ABC Company are paid semi-monthly and were last paid on May 15. When they are paid on June 1, the system knows the accrued through date is May 15, so it calculates the Time Off benefits from May 16 through June 1.

If your organization added ABC Company to PrismHR on May 20, you would want to automatically enroll the ABC employees in Time Off benefits. The system has never calculated payroll for these employees before, but its calculations require an “accrued through” date. You define the accrued through date as May 15, so the calculations result in a normal accrual cycle on June 1.

Therefore, you use the Time Off Auto Register Enrollment form to not only automatically enroll the employees, you also define an Accrued Thru Date date for the system. When payroll processes the paychecks, the system determines the employees’ Time Off benefits from the day after the date you entered.

Related Topics

Setting Up Time Off Plans

Specifying Time Off Auto-enroll Rules

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Manually Enrolling Employees in Time Off Register

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/PTO_Register_Enrollment.htm Path: PD/HR/Action/PTO_Register_Enrollment.htm

Manually Enrolling Employees in Time Off Register

Use the Time Off Register Enrollment form to manually enroll employees in the Time Off register and set the starting hours.

Note: You can create a new enrollment even if an employee has an archived register.

Once you save the enrollment, PrismHR creates the register for the employee based on the accrual schedule and Time Off plan.

Note: Note: To make changes to the employee’s Time Off register values, see Adjusting Accrued or Carryover Hours for Employees

[Image: screenshot]

To manually enroll employees in a Time Off register:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.

  2. Enter the Accrual Schedule used to track time off for this plan.

  3. Enter the Time Off Plan in which to enroll the employee.

Note: Note: PrismHR uses the Benefit Start Date to calculate the number of months the employee has worked for the client. The system uses this in conjunction with the rules defined for a Time Off plan to determine the number of hours the employee can earn during a given accrual period. The default is the employee’s last hire date, but you can change this.

  1. Enter the Benefit Start Date. The system uses this date to calculate the number of months that the employee has worked for the client. The default is the employee’s last hire date, but you can edit it as needed. See About Benefit Start Dates.

  2. Enter the Carryover Hours, which is the number of hours carried over from a previous accrual year. Typically, you would only enter this value when setting up the register for the first time.

  3. Enter the YTD Hours Calculated (+), which is the starting balance of Time Off hours accrued in the current year.

Note: If you enroll an employee in a Time Off plan with an initial YTD Hours Calculated (+) (accrual amount) that is greater than the Max Per Year in the Time Off plan, a warning message displays in the Time Off Register Enrollment form when you enter the Calculated Thru Date, “Warning: no additional hours will be accrued because the initial amount is greater than the maximum accrual of <number> hours set up in the Time Off plan.” To continue, click OK.

  1. Enter the YTD Hours Taken (-), which is the number of Time Off hours already used in the current year.

  2. Based on the entries, the YTD Hours Available (=) displays.

  3. Enter the Year End Date for the current year. The default comes from the plan’s setup.

  4. Enter the Calculated Thru Date, the date through which Time Off hours have been accrued. See Understanding the Calculated Thru Date Field for more information on entering the correct date.

  5. Enter the Carryover Expires On date when the available carryover hours expire, if applicable.

About Benefit Start Dates

The Benefit Start Date field dictates the calculation that the system uses.

Understanding the Calculated Thru Date Field

If the employee has accumulated Time Off hours prior to the initialization of this Time Off Register, you must enter the number of Time Off hours, any carryover hours available, and the date through which the hours were accrued.

WARNING: If you do not enter the correct date in the Calculated Thru Date field, PrismHR may accrue excess hours for this employee.

It is critical that you enter the correct “accrued through” date in the Calculated Thru Date field. The system accrues any Time Off hours from this date forward, according to the terms of the absence Time Off plan and accrual schedule. To determine the date correctly, it is important to understand the client’s Time Off plan; that is, does it accrue increments of Time Off hours throughout the year, or perhaps deposit the whole amount at one time?

For example, an employee has three vacation days available to her at the time you take on a particular client. The employee is not scheduled to accrue any more until January 1 of the following year. You must ensure the date you enter in the Calculated Thru Date field is December 31. The next time the register is triggered, whether the it is the next pay period, end of month, or another time, PrismHR will calculate the number of days between December 31 and the trigger date.

During payroll processing, PrismHR automatically updates the employee’s Time Off register with any due accruals.

[Image: screenshot]

If you are going to update Time Off hours more frequently, such as when increments of time are deposited each payroll period, ensure you understand exactly what “accrued through” date the client used when they submitted the employee’s Time Off hours to you. Was it through the last day of the payroll period or through the pay date?

You must determine the “accrued through” date with the client to ensure the employee’s Time Off register accrues correctly.

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

Reactivating an Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Reactivation.htm Path: PD/HR/Action/Reactivation.htm

Reactivating an Employee

You can reactivate an employee who was on a leave of absence using the Reactivation form.

Note: All the fields in this form are mandatory, so make sure you complete all the fields before saving the record.

[Image: screenshot]

Note: The PTO Accruals panel only displays when the following conditions are met:

To reactivate an employee, do the following:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The employee’s current status and type display.

  2. Select the Reactivated Employment Status.

Note: This field displays the full description of the status code, separated by a dash (-) in front of the status code.

  1. Select the Reactivated Employment Type.

Note: This field displays the full description of the type code, separated by a dash (-) in front of the type code.

  1. Enter the Reactivation Date.

  2. Select the Reason Code the best describes the employee reactivation.

  3. To resume PTO accruals for the employee, deselect the Stop PTO Accruals field for the PTO Register Type. (The PTO Register Type and PTO Benefit Plan columns display the PTO Register and Plan where the employee is enrolled.)

Note: After you save this selection and there is a reactivation approval policy in place, when the reactivation is approved this setting registers in the Stop PTO Accruals field on the Employee Time Off Register form.

  1. Click Save.

Note: Note: To perform an employment reactivation for multiple employees at once. See Processing Mass Employee Changes.

Reviewing Status Type History

You can access the employee’s status history by opening the Actions menu and selecting Status Type History. See Viewing Employment Status Updates for Employees for more information.

Related Topics

Tracking Employee Leaves of Absence

Performing Status Type Changes

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

Rehiring a Terminated Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Rehire.htm Path: PD/HR/Action/Rehire.htm

Rehiring a Terminated Employee

You can rehire an employee who was previously terminated using the Rehire form.

When the Rehire form opens, four panels display the following information after you enter or select a terminated employee:

Note: Any changes you make in the Employment Details panel and the Pay Details panel take effect immediately and do not abide by the date entered in the Rehire Date field in the Rehire panel. (Future dated changes are not supported. If you enter a future date, the system uses the current date.)

After you enter or select an employee, the following panels display depending on the client’s settings on the Client Details form:

Note: Note: To rehire multiple employees at once, see Processing Mass Employee Changes.

For example, after you enter or select a terminated employee’s information, the following panels might display:

[Image: screenshot]

Note: Required fields are noted in red on this form. In addition, required field settings in the Control tab on the Client Details form that have associated settings in the Controls panel on the New Hire form and the Employee Details form for Department, Shift, Work Group, or Division fields are conditionally required on the Rehire form.

Submitting Rehire Information

To rehire a terminated employee, submit the employee’s information in the Rehire form.

Note: After you enter or select an employee for rehire, the form populates with that employee’s information. You can update the existing information or leave it as previously submitted.

To submit information for the rehired employee, do the following:

  1. Go to the Rehire form on the HR|Action menu.

  2. In the Rehire panel, complete these fields as required:

Field Description
Employee Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The employee’s name, current employment status and type display. Note: You cannot select an employee whose Rehire OK field is set to No in the Work tab on the Employee Details form. > Note: Note the following: - You cannot select an employee whose Rehire OK field is set to No in the Work tab on the Employee Details form. - You cannot select an employee whose status does not allow Rehire in the Allowed Actions codes. If you enter an employee with this status, an error message displays.
  1. In the Personal Information panel, complete these fields as required:
Field Description
Personal Email Enter or update the employee’s personal email address. > Note: Note the following for the Personal Email and Work Email fields: - You cannot enter an invalid character in the email address fields. For example, if you enter a left bracket ([) in the user name segment in the Work Email field and then move away from that field an error message displays, “Work Email: Email address cannot contain illegal character: [.” (Note: The system does not remove the invalid character, so you need to make the correction.) - If you try to save a new email address that contains an invalid character, the system disables the save function and an error message displays. For example, if you enter a left bracket ([) in the user name segment in the Personal Email field and click Save an error message displays, “Personal Email: Email address cannot contain illegal character: [.” - If an existing email address contains an invalid character and you do not remove it, when you click Save the system displays a warning message, but still allows you to save the information, “Warning! Email address cannot contain illegal character: ‘X’. It should be updated to a valid email address.” Click OK to save the other information in the form (the invalid email address remains in the field).
  1. In the Employment Details panel, complete these fields as required:

Field — Description

Work Location — Enter or select the employee’s Work Location. Note: If you change an employee’s location to a location in a state that uses New Hire or State default questions, a Questions prompt displays that contains the appropriate questions setup on the State Rules form. (New Hire Questions and State Default Questions are setup on the State Rules form. For example, New York is a state that requires specific questions.)

Position — Enter or select the employee’s Position. Note: If your access is set to no access, inquiry access, or denied access to perform a position change, you can view the employee’s pre-populated information in this field, but the field is set to inquiry only and will not allow you to make changes.

Benefit Group — Enter or select the employee’s Benefit Group.

Retirement Benefit Group — Enter or select the employee’s Retirement Benefit Group. Note: If you do not enter data in this field and then save the form information, this field populates using data from the Benefit Group field.

Division — Enter or select the employee’s Division.

Department — Enter or select the employee’s Department.

Shift — Enter or select the employee’s Shift.

Project — Enter or select the employee’s Project.

Work Group — Enter or select the employee’s Work Group.

Union Code — Enter or select the employee’s Union Code.

PTO Approver — Enter or select the employee ID or enter the worksite trusted advisor’s user ID of the PTO Approver who would approve the new hire’s PTO requests.

Manager — Enter or select the employee ID or worksite manager ID of the Manager who would approve the new hire’s PTO requests. Note: Service providers can also enter or select a worksite trusted advisor’s user ID as the Manager.

  1. In the Pay Details panel, complete these fields as required:
Field Description
Pay Group Enter or select the employee’s Pay Group.
Pay Method Select the employee’s Pay Method. Note: The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form. You can use the Variable Salary option to accurately track the hours that salary-exempt employees actually work. For example, non-profit companies could use this option to track the work hours of their employees who are paid a standard salaried amount, so they can use these hours and their allocations for grant purposes.
Pay Rate Enter the employee’s Pay Rate, which can be an hourly or annual rate and is based on the current pay rate on the Pay Rate Change form. > Note: Note the following: - If you enter a future date in the Rehire Date field and then make a change to the Pay Rate or Pay Rate Basis fields, the Rate Effective Date for the employee’s information in the Pay tab on the Employee Details form changes to the current day’s date. If you do not enter a date in these fields, the Rate Effective Date remains unchanged. - If you have inquiry-only access to the Pay Rate Change form, the Pay Rate, Pay Rate Basis, and Standard Hours fields are inquiry only and cannot be edited. - If you have no access or Denied access to the Pay Rate Change form, the Pay Rate, Pay Rate Basis, and Standard Hours fields are completely hidden from view on the form. - The Pay Rate and Pay Rate Basis fields display the employee’s current information using the same information that displays on the Pay Rate Change form, which could be yearly, monthly, or so on.
  1. In the E-Verification Options panel, select one of the following options:

Note: If you select this option but you do not select Launch Onboarding for this rehire, the process functions exactly like performing a new hire entry without onboarding.

  1. In the Onboarding Options panel, select one of the following options:
  1. In the Benefits Enrollment Options panel, select one of the following options:
  1. Click Save.

On saving the form, if the employee had a historical benefit salary record, then the rehire process creates a new Benefit Salary History record to match the previous Benefit Salary amount with the current date’s effective date.

Note: After the rehire processes, the employee’s Rehire OK field is set to Not Specified in the Work tab on the Employee Details form.

Reviewing Status Type History

You can access the employee’s status history by opening the Actions menu and selecting Status Type History.

Related Topics

Terminating an Employee

Performing Status Type Changes

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

Setting a New Hire Reporting Date

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Set%20New%20Hire%20Reporting%20Date.htm Path: PD/HR/Action/Set New Hire Reporting Date.htm

Setting a New Hire Reporting Date

Use the Set New Hire Reporting Dates process to enter new values for the new hire reporting dates. When a new employee is hired, the employer is required to report that new hire to the state they are hired in via an electronic file (Back Office) > Operations|Action > New Hire Reporting. The final step of this reporting download process is to add the new hire reporting date on the employee record so that the employee is not reported multiple times.

The Set New Hire Reporting Date option enables you to manually add the new hire reporting date on the employee record in either of the following situations:

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

To set new hire reporting dates:

  1. In the Work Centers panel, under Compliance click New Hire and Termination Reporting. Under Reporting Date Overrides select Set New Hire Reporting Date.

  2. Starting New Hire Report Date is a required date field — select the start date of reporting date range.

  3. Ending New Hire Report Date is a required date field — select the end date of reporting date range.

  4. Click the Client ID link to select a specific client for the report or leave blank to select all clients.

  5. Click the Employee ID link to select a specific employee for the report or leave blank to select all employees.

  6. Click Process. A progress window opens that shows the number of records read and the number of records updated and notifies you when the process is complete. The Close and Report buttons remain disabled while the report is being generated.

  7. Click Report to display the Job Control Status Report window.

  8. In the Job Control Status Report window, click the XLS link to download the report.

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

Changing an Employee’s Work Shift

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Shift_Change.htm Path: PD/HR/Action/Shift_Change.htm

Changing an Employee’s Work Shift

Use the Shift Change form to change an employee’s work shift. For example:

[Image: screenshot]

To change an employee’s work shift:

  1. Enter the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window. The Current Employment information displays.

  2. Enter or select the New Work Shift for the employee.

  3. Enter or select the Work Shift Start Date when the new work shift goes into effect.

  4. Click Save.

Note: Note the following:

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

Performing Status Type Changes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Status_Type_Change.htm Path: PD/HR/Action/Status_Type_Change.htm

Performing Status Type Changes

Use the Status Type Change form to change:

[Image: screenshot]

Note: To perform a status change for multiple employees at once, see Processing Mass Employee Changes.

To change an employee status, do the following:

  1. Enter or select the Employee ID. The employee’s name, current employment status and type display.

Note: A warning message displays when there is an existing future dated pay history record for the same effective date and an entry exists in the New Standard Hours field, “A Pay Rate Change has already been entered with that effective date. If you continue, that change will be discarded. Do you wish to continue?” If you select Yes, the system saves the record and clears the form. (Selecting No returns you to the form where the entries still display.)

  1. Select the New Employment Status. This must be a status of the same class as the current status: either active, leave, or terminated. If you need to change the status from an on leave status to an active status, for example, you need to use the Reactivation feature.

Note: When you perform a status type change for an employee who has an on leave status classification or a terminated status classification, the following items do not update:

  1. Select the New Employment Type associated with an updated employment status.

  2. Enter the New Standard Hours associated with an updated employment status. The Current column displays the employee’s current Standard Hours and Default T/S Hours (if any).

  3. Enter the New Default T/S Hours associated with an updated employment status.

Note: The New Standard Hours and New Default T/S Hours field values are not required, so only enter these hours if they are applicable. Also, to hide these fields so Worksite Managers and Worksite Trusted Advisors cannot access them (recommended method), set the field security to Hidden for the form. (Setting the field security to Disable disables the fields.)

[Image: screenshot]

  1. Enter the Status/Type Date when the status change goes into effect.

  2. Select the Reason that best describes this change.

  3. Click Save.

Note: Note: If the status will terminate the employee, and the employee ID is associated with a user account, then the user loses access to the client. If the user needs temporary access to the client information, the user administrator needs to adjust the Data Security. See Granting User Access to Former Clients and Employees.

Actions Menu

You can access related features by selecting them from the Actions menu.

Related Topics

Tracking Employee Leaves of Absence

Reactivating an Employee

Terminating an Employee

Rehiring a Terminated Employee

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

Creating Records for Terminated Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Terminated%20Take-On%20Employee%20Entry.htm Path: PD/HR/Action/Terminated Take-On Employee Entry.htm

Creating Records for Terminated Employees

Use the Terminated Take-On Employee Entry form to create records for terminated employees before the client was onboarded. Other processes such as Employment Information Report (Form EEO-1) and COBRA also utilize this information.

Note: Note:

Note: Note: This form cannot be found on the HRP.ADMIN side.

To access the form, click HR. Under HR|Action click Terminated Take-On Employee Entry.

To create the record of the terminated take on employee:

  1. Complete the following fields as required:

In this field — Enter this

Social Security Number — A valid Social Security Number.

First Name — The first name of the employee.

Middle Name — The middle name of the employee. This field is optional.

Last Name — The last name of the employee.

Birth Date — The date of birth of the employee. This field is optional.

Address Line 1 — The street address of the employee.

Address Line 2 — Additional address information of the employee example apartment number. This field is optional.

Zip — The five digit zip code of the employee. Select the appropriate option from the Geocode Selection - Zip Code window if more than one GeoCode is associated with the zip code.

City — Auto populates based on zip code.

State — Auto populates based on zip code.

GeoCode — Auto populates based on zip code or selection from the Geocode Selection - Zip Code window if more than one GeoCode is associated with the zip code.

Employee ID — Auto populates the Employee ID assigned by the system.

Employer — The employer code of the employee or click the Employer link to select the employer code.

Employment Status — The employment status code of the employee or click the Employment Status link to select the employment status code.

Employment Type — The employment type code of the employee or click the Employment Type link to select the employment type code.

Position Code — The position code of the employee or click the Position Code link to select the position code.

Worksite Location — The worksite location code of the employee or click the Worksite Location link to select the worksite location code.

Department Code — The department code of the employee or click the Department Code link to select the department code. This field is optional.

Division Code — The division code of the employee or click the Division Code link to select the division code. This field is optional.

Project/Cost Center — The project/cost center code of the employee or click the Project/Cost Center link to select the project/cost center code. This field is optional.

Benefit Group — The benefit group code of the employee of click the Benefit Group link to select the benefit group code. This field is optional.

  1. Click Save to create the record of the terminated employee. The screen is refreshed.

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

Terminating an Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Termination.htm Path: PD/HR/Action/Termination.htm

Terminating an Employee

Use the Employee Termination form to terminate an employee.

Note: Note: To terminate multiple employees at once, see Processing Mass Employee Changes.

When you terminate an employee, PrismHR performs the following based on your system’s global settings:

[Image: screenshot]

To terminate an employee:

  1. Complete the following information:
Field Description
Employee Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The employee’s name, Current Position, Current Employment Status, and Current Employment Type display. Note: If you terminate an employee who is both a PTO approver (as assigned on the Employee Details form) with assigned reports and a worksite manager, when you click Save a message displays that prompts you to review the PTO Approver Reassignment form, “<Employee ID> was assigned to approve PTO. Would you like to reassign them to a new PTO Approver now?” Selecting Yes displays the PTO Approver Reassignment form, where you can reassign those employees to a new PTO approver. (See Processing PTO Approver Reassignments.)
Termination Status Code Select the Termination Status Code. Note: This field displays the full description of the status code, separated by a dash (-) in front of the status code.
Reason Code Select the Reason Code for termination.
Termination Date Enter the Termination Date. Note: Benefits for employees who have been terminated end on either the 15th of the month or at the end of the month, depending on the Termination Date. If the Termination Date is on or before the 15th of the month, benefits terminate on the 15th. If the Termination Date is after 15th of the month, benefits terminate at the end of the month.
Okay to Rehire Use the Okay to Rehire drop-down to indicate whether the employee could potentially be rehired. If you select Yes or Not Specified, the employee will be available in the Rehire form’s search. - Yes: The employee can be rehired. - No: The employee should not be rehired. - Not Specified: There is no preference specified as to whether the employee could be rehired.
  1. If the employee has an available balance in their PTO Register, that information displays in the Unpaid PTO Payout panel. To apply the available hours to the employee’s payout, click Yes in the Add hours to current payroll? field. The system adds the available hours to the current timesheet.

Note: You can select the tool tip icon

[Image: screenshot]

in the Add hours to current payroll? field to display information on how to use this field.

To hide this panel so Worksite Managers and Worksite Trusted Advisors cannot access it (recommended method), set the field security to Hidden for the form. (Setting the field security to Disable disables the panel on this form.)

[Image: screenshot]

  1. If applicable, enter COBRA information:
a. Indicate whether the system should create a COBRA participant record.
b. Select the COBRA Qualifying Event.
— —
c. Enter the COBRA Qualifying Event Date.
— —
  1. Click Save.

Important!: After terminating an employee, you must also deactivate that employee by unchecking the Active User field on the Users form. (Terminated, yet active, employees will continue to display on the SuperBatch form.)

Status Type History

You can access the employee’s status history by opening the Actions menu and selecting Status Type History. See Viewing Employment Status Updates for Employees for more information.

Related Topics

Rehiring a Terminated Employee

Performing Status Type Changes

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

Changing an Employee’s Work Group

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Work_Group_Change.htm Path: PD/HR/Action/Work_Group_Change.htm

Changing an Employee’s Work Group

Use the Work Group Change form to change an employee’s work group. For example:

[Image: screenshot]

To change an employee’s work group:

  1. Enter the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window. The Current Employment information displays.

  2. Enter or select the New Work Group for the employee.

  3. Enter or select the Work Group Start Date when the new work group goes into effect.

  4. Click Save.

Note: An error message displays if you enter a past date.

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

Setting Up Workers’ Compensation Cases

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Workers_Compensation_Cases.htm Path: PD/HR/Action/Workers_Compensation_Cases.htm

Setting Up Workers’ Compensation Cases

Track detailed information about a workers’ compensation case using the Workers’ Compensation Cases form.

Workers’ Compensation Case

Use the Workers’ Compensation Case panel to review or add a new case.

To set up basic Worker’s Compensation information:

  1. Enter an existing Case Number or click New Case to create a new case.

  2. Enter the Employee ID.

  3. Enter the Claim Date, which is the day the benefit claim was made.

  4. Enter the Claim Number assigned by the insurance company.

  5. Enter the Jurisdiction, which is typically the postal code for the state of jurisdiction for this case.

  6. Enter the Shift Number for the shift when the employee incurred the injury, if appropriate.

  7. Enter the employee’s Length of Service at the time of the claim.

  8. From the Regular Job drop-down, select Yes if this employee was performing their usual duties or No if the user was performing another job.

  9. Select the Status that best describes the current status of the claim.

  10. Enter the Status Date when the status went into effect.

  11. Complete the information in the panels below.

  12. When you are satisfied with the case setup, click Save.

Contacts

Use the contacts panel to add insurance and attorney contact and telephone numbers to a workers’ compensation case.

Field Description
Insurance Company The insurance company liable for this workers’ compensation benefit claim.
Insurance Contact The contact at the insurance company.
Insurance Attorney The attorney who is handling the case for the insurance company.
Employee Attorney The attorney who is representing the employee in this case.
Telephone Corresponding telephone numbers.

Reserved/Paid-to-Date Information

Use the Reserved/Paid-to-Date Information panel to add compensation, medical, and other expense amounts to the workers’ compensation case.

Field Description
Weekly Compensation Weekly workers’ compensation rate.
Compensation Reserve Amount reserved by the insurance company to cover the cost of compensation in this case.
Medical Reserve Amount set by the insurance company to handle medical claims for this case.
Expense Reserve Amount set by the insurance company to cover the cost of expenses related to the case.
Company Paid Compensation Compensation paid by the company to the employee.
Company Paid Medical Medical expenses paid by the company.
Company Paid Expense Other case-related expenses paid by the company.
Insurance Paid Compensation Compensation paid by the insurance company to the employee.
Insurance Paid Medical Medical expenses paid by the insurance company.
Insurance Paid Expense Other case-related expenses paid by the insurance company.

Related Topic

Adding Workers’ Compensation Case Notes

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

Adding Workers’ Compensation Case Notes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Action/Workers_Compensation_Notes.htm Path: PD/HR/Action/Workers_Compensation_Notes.htm

Adding Workers’ Compensation Case Notes

Use the Notes form to maintain any notations or reminders associated with a workers’ compensation case that your organization wants to track.

To access this form, select the Actions menu in Workers’ Compensation Cases.

[Image: The Notes form.]

Either of these actions opens the note entry form, below.

[Image: The Note Details form.]

  1. Enter or edit the Note Details.

  2. Click Save.

Related Topic

Setting Up Workers’ Compensation Cases

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

Department History Adjustment

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/2019/Department_History_Adjustment.htm Path: PD/HR/Change/2019/Department_History_Adjustment.htm

Department History Adjustment

Use the Department History Adjustment form to change the effective date of a department change for an employee, or delete the department change entirely.

[Image: screenshot]

  1. Enter the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window.

  2. Click the Date Effective to change or delete. This is the date the department went into effect for the employee.

  3. To remove the department change, click Delete Date. The department change is removed from the list. This is only available if there is more than one row. Click Yes to delete this date.

  4. To modify the effective date of the department change, click Change Date. The New Effective Date field displays.

a. Enter the New Effective Date.
b. Click Submit. The list updates with the new effective date for the department.
— —

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

Division History Adjustment

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/2019/Division_History_Adjustment.htm Path: PD/HR/Change/2019/Division_History_Adjustment.htm

Division History Adjustment

Use the Division History Adjustment form to change the effective date of a division change for an employee, or delete the division change entirely.

[Image: screenshot]

  1. Enter the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window.

  2. Click the Date Effective to change or delete. This is the date the division went into effect for the employee.

  3. To remove the division change, click Delete Date. The division change is removed from the list. This is only available if there is more than one row. Click Yes to delete this date.

  4. To modify the effective date of the division change, click Change Date. The New Effective Date field displays.

a. Enter the New Effective Date.
b. Click Submit. The list updates with the new effective date for the division.
— —

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

Location History Adjustment

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/2019/Location_History_Adjustment.htm Path: PD/HR/Change/2019/Location_History_Adjustment.htm

Location History Adjustment

Use the Location History Adjustment form to change the effective date of a location change for an employee, or delete the location change entirely.

[Image: screenshot]

  1. Enter the Employee by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window.

  2. Click the Date Effective to change or delete. This is the date the location went into effect for the employee.

  3. To remove the location change, click Delete Date. The location change is removed from the list. This is only available if there is more than one row. Click Yes to delete this date.

  4. To modify the effective date of the location change, click Change Date. The New Effective Date field displays.

a. Enter the New Effective Date.
b. Click Submit. The list updates with the new effective date for the location.
— —

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

Reprinting Form 1099 for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/2019/Reprint_1099M.htm Path: PD/HR/Change/2019/Reprint_1099M.htm

Reprinting Form 1099 for Employees

Use the Reprint Form 1099 form to print an employee’s Form 1099.

Note: You cannot use this form to print Form 1099-R.

Ensure that you are on the correct employee’s Employee Details form. When you open this form, the employee’s ID and name display in the Employee ID field.

To reprint an employee’s Form 1099:

  1. Select the Tax Year of the form you want to reprint.

  2. Select Run. The system downloads the PDF according to your browser settings.

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Importing 401(k) Adjustment Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/2020/Importing-401(k)-Adjustment-Info.htm Path: PD/HR/Change/2020/Importing-401(k)-Adjustment-Info.htm

Importing 401(k) Adjustment Information

Use the Retirement Adjustments Import process to import 401(k) adjustment information and to generate an error report and a transaction report. The 401(k) adjustment information is imported using a comma-delimited, tab-delimited, or pipe-delimited text file that is created in Excel.

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

Before you begin:

  1. In Excel, create a comma-delimited, tab-delimited, or pipe-delimited text file that contains at least the following adjustment information in the order shown:

  1. Save the Excel file as a comma-delimited, tab-delimited, or pipe-delimited text file.

  2. Record the file name and where it was saved.

Note: You can use the sample downloadable header file instead of creating your own Excel file.

To import 401(k) adjustment information:

  1. Click [Image: screenshot] (Back Office).

  2. From Operations|Import Processing, select Retirement Adjustments Import. The Retirement Adjustments Import page opens.

  3. Fill in the form. See Selecting Data for instructions about how to select data using linked fields.

Option — Description

Upload File — Click the link, click Choose File, select the file you created, and then click submit. When you are notified that the file was uploaded, click Close.

Delimiter — Select Auto, Comma, Tab, or Pipe. If you select Auto, the system selects the delimiter based on the file content.

Qualifier — Select None.

First Lines to Skip — Select the number of lines to skip at the beginning of the file. For example, the first three lines may provide instructions or overview information.

Download Sample Header File — Click the link to download an example of the Excel data file.

Preview — Displays information about each client to be included in the import.

  1. Click Import. A progress box displays the status.

  2. When the progress box shows that the process is complete, click Close to return to the Retirement Adjustments Import page or Report to open the Job Control Status Report. See See Viewing the Job Control Status Report

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Importing Time Off Adjustment Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/2020/PTO_Register_Adjustment_Import.htm Path: PD/HR/Change/2020/PTO_Register_Adjustment_Import.htm

Importing Time Off Adjustment Information

You can use the Time Off Register Adjustment Import process to import time off adjustment information and to generate an error report and a transaction report. The time off adjustment information is imported using a comma-delimited, tab-delimited, or pipe-delimited text file that is created in Excel.

Note: You can access the related report, Employee Time Off Detail Report. This report provides information about employees’ time off. (See Employee Time Off Detail Report.)

Before you begin:

  1. In Excel, create a comma-delimited, tab-delimited, or pipe-delimited text file that contains at least the following adjustment information in the order shown:

  1. Save the Excel file as a comma-separated values (CSV) file or plain text file.

  2. Record the file name and where it was saved.

To import time off adjustment information, do the following:

  1. Click [Image: screenshot] (Back Office).

  2. From Operations|Import Processing, select Time Off Register Adjustment Import. The Time Off Register Adjustment Import form opens.

  3. Complete the form. See Selecting Data for instructions about how to select data using linked fields.

Option — Description

Upload File — Click the link, click Choose File, select the file you created, and then click submit. When you are notified that the file was uploaded, click Close.

Delimiter — Select Auto, Comma, Tab, or Pipe. If you select Auto, the system selects the delimiter based on the file content.

Qualifier — Select None.

First Lines to Skip — Select the number of lines to skip at the beginning of the file. For example, the first three lines might provide instructions or overview information.

Download Sample Header File — Click the link to download an example of the Excel data file. (A file titled TimeOffAdjustmentImport opens in Excel.)

Preview — Displays information about each client to be included in the import.

  1. Click Import. A progress box displays the status.

Note: Although only a maximum of 100 records display, all records are actually imported.

  1. When the progress box shows that the process is complete, click Close to return to the Time Off Register Adjustment Import form or Report to open the Job Control Status Report. See Viewing the Job Control Status Report.

Auto-Enrolling Employees While Importing

You can use the Time Off Plan column (column 5) in your Excel file to automatically enroll employees while importing their time off adjustments.

Note: If you specify a Time Off plan and that employee is not currently enrolled in a Time Off plan, the system automatically enrolls them during the import process. A Time Off Pay Code is only required if the adjustment is T (Taken).

When using this feature, observe the following guidelines:

Scenario Description
Employee that is not already enrolled in a Time Off Plan - If you have an employee who has a seniority date that is not equal to the hire date and you add a valid Time Off Plan to column E on the import, the system enrolls the employee in the Time Off Plan/Register on the file with a Benefit Start Date that equals the Seniority date, and a Calculated Thru Date equal to the Benefit Start Date and the Year End Date, which defaults to the appropriate date based on the Time Off setup. - If you have an employee that has a seniority date equal to the hire date, and you add a valid Time Off Plan to column E on the import, the system enrolls the employee in the Time Off Plan/Register on the file with a Benefit Start Date that equals the Original Hire Date, and a Calculated Thru Date equal to the Benefit Start Date and the Year End Date, which defaults to the appropriate date based on the Time off setup. - If you enter a Time Off Plan on the file, but it does not match any existing client Time Off Plan codes, the Employee ID displays the following message, “Time Off Plan does not exist for this client. Adjustment and enrollment skipped.” - If an employee is not already enrolled in the Time Off Register/Plan combination on the file and the file contains a Time Off Plan, but the employee is already enrolled in a plan/register with the same Time Off Type/Employee ID, you cannot setup in more than one Time Off Register of the same type. (Adjustment and enrollment are skipped.) - When employees are successfully enrolled along with their adjustments, a message displays regarding the job progress, “Time Off Register Enrollments completed: <number>.” - When employees are not successfully enrolled and the file contains the Time Off Plan field, a message displays regarding the job progress, “Time Off Register Enrollments skipped: <number>.” - The process assumes zero (0) hours for the enrollment in the following situations: Accrued and Taken (adjustment for Carryover), Carryover and Taken (adjustment for Accrued), Carryover and Accrued (adjustment for Taken), and when the employee has multiple adjustment types while any type is not represented on the file.

Setting Approval Policies

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

Setting Approval Policies

Even if you have global approval policies, you can set approval policies at the client level. Using the Approval Policies form, you can maintain policies for several approval types.

Note: Note: You can click View All Policies in this form to view the policies defined for your organization and select one to edit.

Available Approval Types

The following approval types are available:

[Image: screenshot]

Important! There must be a client-level or global-level approval policy in place to use this feature. (Without an approval policy, the system immediately records any changes and applies them to the employee record.) In addition, the approval policy only applies when an employee changes, adds, or removes the Transit Number or Account Number in the direct deposit information.

When an approval policy is defined for a client using the Direct Deposit Change option and an employee, worksite manager, or worksite trusted advisor submits a new or updated direct deposit or deletes a direct deposit, the system sets the update to Pending status and an approval is required. (After approval, the direct deposit follows the regular prenote process, if one is in place.) However, if a service provider makes an update, the change does not go through an approval process and is immediately applied to the employee record.

Note: The approval is submitted either from an employee making an update in Employee Portal or from a worksite manager or worksite trusted advisor making an update in Employee Portal or in the Prism Core application.

When an approval is pending and a worksite manager or worksite trusted advisor tries to make a change, the following occurs on the Deposit tab in the Employee Details form:

Note: To stop a payroll from finalizing, the client must have ACH billing configured on the Billing tab on the Client Details form by selecting one of the following statuses in the ACH Status field, Active, ACH by Division, or ACH by Location. In addition, the approval observes the positive or negative value in the Adjust to ACH Bill Day field, which adjusts the processing of the ACH if it is different from the employee pay date.

[Image: screenshot]

Note: The ACH Maximum option is only available for service providers.

You can use the ACH Maximum option to create or update an ACH Maximum Approval policy at the client or global level.

Note: Service providers who have Inquiry access to the Approval Policies and Global Approval Policies forms can view existing ACH Maximum Approval policies in read-only format and cannot make updates to the policy setup.

[Image: screenshot]

[Image: screenshot]

Note: If you do not assign a PTO approver to an employee, all worksite managers/worksite trusted advisors with the H/R Action Approver H/R Role will receive the leave request approval.

[Image: screenshot]

[Image: screenshot]

Note: These approvals are not processed using regular approval policies.

[Image: screenshot]

[Image: screenshot]

[Image: screenshot]

[Image: screenshot]

Note: For more information, see the Processing Multistep Payroll Approval task sheet in the Customer Resource Center.

Each approval policy specifies who must approve an action before it is finalized. There are different levels of approvals:

Note: Note: When service providers enter HR-related changes, those changes go through without requiring approvals. Only payroll-related processes made by service providers are subject to approval policies.

Setting Up Approval Policies

To set approval policies at the client level:

  1. Go to the Approval Policies form on the HR|Change menu.

  2. Select the Approval Type, which is the type of action that requires approval.

  3. For each step, set one of the following:

When you include an A/M Role, you should select the A/M Filter from the drop-down as your organization’s security policy requires:

Note: Note: PrismHR automatically assigns a number to each approval step you select. The approvals are processed in that order.

  1. Click Save.

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

Setting Up Messages for Employees

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

Setting Up Messages for Employees

Use the Check Messages form (accessed from the Actions menu

[Image: screenshot]

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.
  1. Click Save.

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

Maintaining Employee Dependents

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

Maintaining Employee Dependents

To add new or edit existing employee dependent information, use the Employee Dependents form. (You can access this form by selecting Dependents in the Actions menu on the Employee Benefits Enrollment form.) If you have selected an employee on the Employee Benefits Enrollment form before opening the Employee Dependents form, the system pre-populates on the Employee Dependents form.

Note: To quickly access the Employee Dependents import template in the Data Import Tool, select Import Employee Dependents. You can use the Employee Dependents import template to import multiple employee dependents for multiple employees at once to reduce the amount of manual work required.

Updating or Creating Employee Dependent

To select an existing dependent record or create a new one, use the Employee Dependent panel.

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.

  2. To create a new dependent record for the employee, click New. Or, select an existing dependent record from the Dependent ID list. The list shows the dependent ID, name, and type.

Maintaining Dependent Details

To maintain details about the dependent, use the Dependent Details panel.

  1. Complete the following:
Use this option… To define this…
Relation Type Whether they are a Dependent or a Beneficiary Only.
Status The dependent’s status (Active, Inactive, or Pending). > Note: Note: In Benefits Enrollment, only Active dependents show on the Dependents form.
Status Date The date the status went into effect.
Spouse Whether the dependent is the employee’s spouse. A spouse must have a Relationship Type of Dependent.
Last Name, First Name, Middle Initial The employee’s name. The Last Name sets by default.
Birth Date The dependent’s birth date. The system calculates the age automatically.
Gender The dependent’s gender. The drop-down has the following options: - Male - Female - Non-binary: This option displays only if you select the Gender Non Binary checkbox under the Gender Options section of the System Parameters form. - Declined to state: This option displays only if you select the Gender Decline To State checkbox under the Gender Options section of the System Parameters form.
  1. Click Save.

The system validates that required fields are entered and valid (as appropriate). If any required field values are missing or invalid, an error message displays similar to the following:

[Image: Dependent Required Fields Error]

Click OK on the message and complete the required fields before attempting to save again.

Note: The system removes the following field information from employee records when an employee is deidentified (see the Client Administration Guide for details about deactivating employees):

Tracking Student Details

To track information if the dependent is a full-time student, use the Student Details panel.

  1. Complete the following:
Use this Option… To define this…
Full Time Student Whether the dependent is a full‑time student.
FTS Verified On The date on which someone verified the dependent’s full-time student status.
F/T Student Cert Exp The date when the dependent is no longer eligible for full-time student exceptions.
  1. Click Save.

Maintaining Address Details

To maintain the dependent’s address information, use the Address Details panel.

  1. Complete the following:

Use this option… — To define this…

Copy Address to Other Dependents — Copy the address entered to other dependent records.

Address — The dependent’s address. You can also use the Or Use list to select from a list of addresses. > Note: Note: If an employee enters information in any address field, all other address fields are required except Address Line 2. This applies to new dependent records and existing records you want to edit.

Address Line 2 — Continuation line for a dependent’s address. This is linked to the second Address line on the Dependents form in Benefits Enrollment. Data flows from one form to the other.

ZIP Code — The dependent’s ZIP code and extension. The system automatically displays the dependent’s City and State, which are read-only fields. You can enter it here or click the ZIP Code hyperlink and select it from the Select ZIP Codes selector. On the selector, you can also filter the ZIP Codes based on the State by using the State drop-down options.

Primary Phone — The dependent’s phone number.

Work Phone — The dependent’s work phone number.

Email — The dependent’s email address.

  1. Click Save.

The system validates that required fields are entered and valid (as appropriate). If any required field values are missing or invalid, an error message displays similar to the following:

[Image: Dependent Required Fields Error]

Click OK on the message and complete the required fields before attempting to save again.

Note: The system removes the following field information from employee records when an employee is deidentified (see the Client Administration Guide for details about deactivating employees):

Creating COBRA Participant

To indicate whether to enroll the dependent in COBRA, use the Create COBRA Participant panel.

  1. Complete the following:

Use this option… — To define this…

Qualifying event for COBRA — The event that made this dependent a COBRA participant or potential participant.

Qualifying Event Date — The date when the participant qualified for COBRA benefits eligibility. The default is the current date.

Create COBRA Participant — To create the dependent as a COBRA participant.

  1. Click Save.

  2. Click Delete to delete the dependent record.

  3. Click Cancel to clear this form at any time.

  4. Click Close to close this form. Any unsaved changes will be lost.

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

Downloading the eFlex by Pay Date File

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Downloading-the-eFlex-by-Pay-Date-File.htm Path: PD/HR/Change/Downloading-the-eFlex-by-Pay-Date-File.htm

Downloading the eFlex by Pay Date File

This form exports and downloads a file that lists employees in one or more selected Section 125 plans within a specified range of pay dates. Only employees who are available to the user are contained on the exported file.

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

To access this form and download the file:

  1. From [Image: screenshot] (Back Office) > Operations|Action, select Eflex Export by Pay Date.

  2. Complete these fields as required.

Field — Description

Starting Pay Date — Starting date in the range of pay dates.

Ending Pay Date — Ending date in the range of pay dates.

Section 125 Plan — Click the link to limit the report to a selected plan. If left blank, the process runs for all 125 plans.

  1. Click Build. If errors occur, fix them and then rebuild the download.

  2. Click Close to save the file to your local drive.

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

Viewing all Garnishments for an Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Employee%20Details%20Garnishments.htm Path: PD/HR/Change/Employee Details Garnishments.htm

Viewing all Garnishments for an Employee

Use this form to view all garnishments associated with the selected employee on the Employee Details form. Click the Garnishment Maintenance hyperlink on this form to open the Employee Garnishments form to enter new wage garnishment for any employee.

Note: Note: This new form must be added to the User Roles for user. You cannot find this form using normal search means.

Security

To view all garnishments for an employee:

  1. Select the employee on the Employee Details form.

  2. Under the Actions menu [Image: screenshot] , click Garnishments to open this form. The form displays the following in a table:

Field Name Description
Docket Number You can click this hyperlink to open this docket in detail on the Employee Garnishments form. You can also click on the Garnishment Maintenance hyperlink to open the Employee Garnishments form.
Category This denotes the type of garnishment. It will be one of the following: - B = Bankruptcy Order - C = Child Support - FTB = Franchise Tax Board - I = IRS Tax Levy - O = Creditor Wage Garnishment - S = State Tax Levy - SL = Student Loan - SP = Spousal Support
  1. Click Close to close this form and return to the Employee Details form for the employee.

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

Performing Employee Fields Import

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Employee-Fields-Import.htm Path: PD/HR/Change/Employee-Fields-Import.htm

Performing Employee Fields Import

The Employee Fields Import utility imports and updates employee information using a tab-delimited text file or a CSV file into the various tabs and fields of the Employee Details record. There are two sections to this form: Generate Import Spreadsheet and Import Employee Data.

Important! This form enforces Client Access Group (CAG) Security. Therefore, the system skips any employees in the import file who are associated with clients not permitted by the user’s CAG.

To access this form:

  1. Click Back Office [Image: screenshot] .

  2. On the Operations|Action menu, select Employee Fields Import to access the fields import utility. The Employee Fields Import form appears.

This form includes these features:

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

Maintaining Employee Details

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

Maintaining Employee Details

Use the Employee Details form to maintain employee information and settings.

Note: Note the following:

Submitting Employee Information

You can maintain employee information on the following tabs in the Employee Details form:

Why do I see Onboarding options?

In some cases, for employees set up in PrismHR to onboard through Onboarding, the Employee Details form shows information specific to their onboarding process. For more information, see Maintaining Workflow Actions and Rehiring a Terminated Employee.

Using Options on the Actions Menu

You can access other information and settings using the Actions menu

[Image: screenshot]

:

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Entering Employee Absences

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

Entering Employee Absences

Use the Employee Absence Entry form to enter employee absences from work. This is time off that will affect the employee’s Time Off register.

You can:

Note: Note: Absence Codes must exist before you can use the Employee Absence form. See Creating Time Off Absence Codes for more information.

[Image: screenshot]

To enter employee absences:

  1. Enter the Employee ID by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window.

  2. Select the Absence Code for this absence.

  3. Enter the Date Absent, which is the day the employee was absent or the start date of the absence period if the absence spans multiple days.

  4. Enter the total number of Hours Absent.

  5. Enter a Comment for this absence, if applicable. For example, you can use this reference a specific voucher or event.

  6. Click Save. The system generates the Journal ID when you save the absence entry.

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

Establishing and Maintaining Employee Address Information

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

Establishing and Maintaining Employee Address Information

You can establish and maintain employee address information using the Address tab on the Employee Details form. For example:

[Image: screenshot]

To establish employee address information, do the following:

  1. Go to the Employee Details form on the HR|Change menu.

  2. Enter or select the Employee.

  3. Click the Address tab and complete the following fields:

Field Description
Address Enter the employee’s residential Address.
ZIP Code Enter or select the ZIP Code for the employee’s residential city or town. The employee’s City, State, County, and Geocode populate automatically. You will be presented with a pop-up of Geocode options when an entered zip code spans multiple cities, counties, or localities. Select the correct Geocode to update the address. You can enter the ZIP+4 extension for the residential address, if it was not populated by the system. After you enter or select the ZIP Code, the system checks the street address to make sure that it is valid. If there are typos, missing information, or other unrecognized values, the system displays a dialog suggesting a correction to the address. Click Yes to accept the corrected address, otherwise click No to save as-is or make other edits. Note: If you enter something that the system cannot match to any existing address, it displays the first address in the master list for the ZIP code (such as 1 Apple Drive).
Geocode Enter the Vertex GEO Code for the employee’s city or town to use tax calculations for this employee. After you enter the address and zip code, the system automatically displays the associated geocode in the Geocode field. The employee’s city or town uses this geocode for tax calculations for this employee. If there is more than one associated geocode for that address/zip code, the Geocode Selection list displays. Select the appropriate geocode, which displays back in the form. (Note: If you select the wrong geocode from the list, click Select Geocode to reopen the list.)
Unincorporated Area Select Unincorporated Area if the employee’s city or town is not governed by its own local municipal services and is not subject to local resident taxes.
Portland Metro District Select this option if the employee resides in, or receives pay from the Portland Metro district. This is for highly compensated employees who qualify for the Portland Metro SHS tax.
Home Phone Enter the employee’s Home Phone number. Note: You can initiate a Zoom call to the employee’s home phone number by clicking the Call ( [Image: screenshot] ) icon, if a supported soft phone exists on your computer.
Cell Phone Enter the employee’s Cell Phone number. Note: You can initiate a Zoom call to the employee’s cell phone number by clicking the Call ( [Image: screenshot] ) icon, if a supported soft phone exists on your computer.
Personal Email Enter the employee’s Personal Email address. > Note: Note the following for the Personal Email and Work Email fields: - You cannot enter an invalid character in the email address fields. For example, if you enter a left bracket ([) in the user name segment in one of the email address fields and then move away from that field an error message displays, “Email address cannot contain illegal character: [.” (Note: The system does not remove the invalid character, so you need to make the correction.) - If you try to save an email address that contains an invalid character, the system disables the save function and an error message displays. - If an existing email address contains an invalid character and you do not remove it, when you click Save the system displays a warning message, but still allows you to save the information. For example, if there’s an invalid character in the Personal Email field the following warning displays, “Warning! Personal email address cannot contain illegal character: ‘X’. It should be updated to a valid email address.” Click OK to save the other information in the form (the invalid email address remains in the field).
  1. Click Save.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Parent Topic

Maintaining Employee Details

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Depositing All or Part of Employee’s Net Payment

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

Depositing All or Part of Employee’s Net Payment

You can determine whether to deposit all or part of an employee’s net payment directly to one or more accounts using the Deposit tab on the Employee Details form.

Note: Information for the following fields does not display for deidentified employees:

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.

You can maintain the accounts where direct deposits are made using the Direct Deposit Information panel.

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: 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.

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.

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

You can store employees’ account information for pay on-demand processing using the Pay On-Demand Account panel.

Note: Note the following:

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.
  1. Click Save.

Note: Note the following:

Parent Topic

Maintaining Employee Details

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Attaching Files to Employee Records

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

Attaching Files to Employee Records

You can attach files to an employee record and open any files attached to it using the Employee Documents form. To access the form, open the Actions menu in Employee Details and select Documents.

[Image: screenshot]

To attach files to an employee record, do the following:

  1. Click Load a Document.

  2. In the Upload a File window, click Choose File.

  3. Navigate to the file that you want to upload, and then click Open.

  4. Click Submit in the Upload a File window.

  5. Click Close in the successful upload message.

  6. In the Confirm Document form, the Document Name field populates with file name.

  7. You can enter any Document Notes.

  8. Click Accept. You return to the Employee Documents form.

Once a document is in the Employee Documents list:

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Reviewing Employee Events

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

Reviewing Employee Events

You can review existing and add new qualifying events for the employee using the Employee Events form. These are typically training classes, certifications, and so on.

[Image: screenshot]

To add a new qualifying event, do the following:

  1. Enter the Event Date.

  2. Enter the Event Code. The Event Description displays.

  3. Enter the Action Date, which is the renewal date or date when further action should be taken.

  4. Enter a Comment that applies to the event.

  5. Click Save.

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Defining Employee Name and Contact Information

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

Defining Employee Name and Contact Information

You can define employee name and contact information, as well as related read-only employment information using the Name tab on the Employee Details form. For example:

[Image: screenshot]

Note: Deidentified employees do not display in the Employee Search Results list when you select Employee. You can only access these employees by manually entering their user ID or name.

To define employee name and contact information:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The employee’s Name & Contact and Employment information display.

Note: The First Name, Last Name, Middle Name, Preferred Name, and Work Email fields do not allow special or invalid characters.

Note: Note the following about the Preferred Name field:

  1. Update the Name & Contact information, if needed.

  2. View the information, such as the EP Username or the various details about their Employment, including their Universal Employee ID, which displays an employee’s qualified employee ID (System ID|organization ID|employee ID) so you can help them register and set up their PrismONE Mobile application.

Note: Note the following:

Note: Note the following:

Note: The FLSA Exemption Category field displays next to the FLSA Exempt field when it is enabled and the employee’s position is marked as FLSA-exempt. You can apply an FLSA exemption category code by selecting an option in the FLSA Exemption Category field.

  1. The Status Type Change and Position Change fields are only available to users with correct permissions. Clicking these fields opens the following forms:

  1. You can include a photo of the user: mouse over the image and then click Upload to add an image, or Delete to remove an existing image.

  2. Click Save. If you changed the employee’s Last Name, the system prompts you to confirm the change.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Note: If the selected employee works for another company, the Works for <X> other company(s) link displays. Selecting this link displays other companies where the employee works. (After making a selection, the Employee Details form reopens to that company.)

Parent Topic

Maintaining Employee Details

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Maintaining Employee Notes

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

Maintaining Employee Notes

You can maintain any notations or reminders associated with an employee that your organization wants to track using the Employee Notes form.

[Image: screenshot]

Either of these actions opens the note entry form.

[Image: screenshot]

  1. Enter or edit the Note Details.

  2. Click Save.

Related Topics

Maintaining Employee Details

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

Tracking Other Employee Information

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

Tracking Other Employee Information

You can track other employee information using the Other tab on the Employee Details form.

Maintaining Miscellaneous Employee Information

Use the Miscellaneous panel to maintain employee information, including tax- and health-related information for specific states.

To maintain miscellaneous employee information:

  1. Go to the Employee Details form on the HR|Change menu.

  2. Enter or select the Employee.

  3. Click the Other tab and complete the following fields as available and needed in the Miscellaneous panel:

Field Description
Handbook Mailed On Enter or select the date the employee handbook was sent to the employee in the Handbook Mailed On field.
Handbook Received On Enter or select the date the employee confirmed receipt of the handbook in the Handbook Received On field.
Background Test Done Select Background Test Done if someone performed a background check on the employee.
Background Test Date Enter or select the date the background test was completed in the Background Test Date field.
Applicant ID The candidate/applicant number of a new hire who was originally documented as a job candidate and then processed as a new hire by selecting Hire from the Actions menu [Image: screenshot] on the Job Candidates form. Note: If there is a new hire approval, the approval must be successfully completed before the candidate number displays in the Applicant ID field.
Onboarding in Progress Select Onboarding in Progress to indicate whether this employee’s onboarding is in process. To ensure that tax information is complete, the system only includes employees in payrolls after they finish onboarding.
Electronically Onboarded Select Electronically Onboarded if this employee completed the onboarding process through the web.
Electronically Onboarded Date If applicable, the Electronically Onboarded Date displays the date on which the employee completed the onboarding process through the web.
Enrollment Suspended Until Enrollment Suspended Until indicates the date until which an employee’s enrollment is suspended, if the enrollment is suspended see Suspending Benefit Enrollments for more information on related settings).
Employee Last Confirmation #/Date After the employee completes the enrollment, the enrollment confirmation number displays in the Employee Last Confirmation # field. The Date of the enrollment also displays. You can click the Conformation Statement icon [Image: screenshot] to view the confirmation statement.
Un-Enroll in Electronic Pay Stub If available, select Un-Enroll in Electronic Pay Stub if the employee does not want electronic pay stubs.
Tax Geocode Override Option Select Tax GeoCode Override Option to override standard Vertex GeoCode values: - –Select–: No override; the system uses the worksite location for the GeoCode. This is the default behavior. - Override Work GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode, defined in the Employee DetailsAddress tab (either GeoCode or Override GeoCode) instead of the worksite location’s GeoCode. Typically, you would select this when employees work from home. (Note: This option is aligned with the Resident State Based option on the Client\ Change\ Client Benefit form’s Calculation Options field. See Setting Up Client Benefits.) - Override Work GeoCode with Home Location GeoCode: The system uses the employee’s “home” location assignment to supply the GeoCode for the location-based portion of taxes. This selection is not routinely used. - Override T/S GeoCode with Resident GeoCode: The system uses the employee’s resident GeoCode from the Employee DetailsAddress tab in place of the worksite location’s GeoCode in the time sheet
  1. Click Save.

Tracking Employee Medical Waiver Information for Hawaiian Residents

The Hawaii panel tracks medical waiver information for employees who are residents of that state.

To track employee medical waiver information for Hawaiian residents, do the following:

  1. Enter the Hawaii Medical Waiver Year when the waiver was received.

  2. Select the Hawaii Medical Waiver Reason for filing a medical waiver.

  3. Click Save.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Viewing Employee Termination Explanation

The Termination Explanation panel displays the detailed termination explanation entered when the employee was terminated. (See Terminating an Employee.)

Note: Note the following:

Tracking Employee Retirement W2 Status

The Retirement W2 Status panel will tell the system to check the Retirement Plan Box on Form W-2 even if the employee did not have any deductions during the tax year. An example would be for a pension plan where the client contributed if the employee did not. This should only be used if the employee is NOT enrolled in a retirement plan but SHOULD have the box checked on their Form W-2.

To track employee retirement W2 status, do the following:

  1. Enter the Retirement Year the employee is NOT enrolled in a retirement plan.

  2. Select the Retirement Status from one of the following options:

  1. Click Save.

Tracking Employee Retirement HPE Status

For a Highly Paid Employee (HPE), the Retirement HPE Status panel tracks if the employee met or exceeded the HPE threshold in the prior tax year. For example, for tax year 2024, if the employee met this threshold, then the Retirement Year record would be entered as 2025 with the HPE Prior Year option selected as Yes.

Note: This grid has field level security as it contains salary information. This field therefore will be hidden by default. You will need to enable it using the User Roles form.

To track employee retirement HPE status, do the following:

  1. Enter the Retirement Year.

  2. Select the HPE Prior Year from the drop-down.

  3. Click Save.

Parent Topic

Maintaining Employee Details

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Establishing and Maintaining Employee Pay Information

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

Establishing and Maintaining Employee Pay Information

You can establish and maintain employee pay information using the Pay tab on the Employee Details form.

Tracking Employee Compensation Information

The Compensation panel displays and tracks employee compensation information.

To track employee compensation information, do the following:

  1. Go to the Employee Details form on the HR|Change menu.

  2. Enter or select the Employee.

  3. Click the Pay tab and complete the following fields in the Compensation panel:

Field Description
Pay Group Select the Pay Group to which the employee belongs. You must assign a pay group to every employee. The system uses the employee pay group assignment and data entered in the Pay Date Control Record to determine which employees to pay on a given pay date.
Pay Period All employees in a pay group have the same Pay Period. This field is auto-populated based on the Pay Group selected above. If on a given pay date you need to assign an employee to a pay period other than the one assigned to the pay group, you can create a Temporary Tax Override Record for that employee.
Pay Periods Per Week This field appears only when the employee’s pay period is “Daily”. - Values can be entered as a whole number from 1 to 7 or left blank. This field lets you define how many times per week a daily employee is expected to be paid (1–7), which supports more accurate daily garnishment minimum net pay calculations when employees are paid fewer than five times per week. - Changing from a daily to a non-daily pay period requires this field to be cleared; you’ll be prompted to remove the value before completing the change. - Updating this field affects garnishment minimum net pay calculations on a go‑forward basis; existing garnishment amounts are not automatically recalculated.

Use the Performance panel to track the employee performance review information.

To track employee performance review information, do the following:

Complete the following fields in the Performance panel:

Field — Description

Last Performance Review — Enter the date of the employee’s Last Performance Review.

Last Performance Rating — Enter or select the employee’s Last Performance Rating code. See Establishing Employee Ratings for more information.

Performance Agreement — Select Performance Agreement if this employee is subject to the terms of a performance agreement.

Job Description Title At Last Performance Review — Enter the employee’s Job Description Title At Last Performance Review.

Next Performance Review — Enter the date of the employee’s Next Performance Review.

Next Pay Review — Enter the date of the employee’s Next Pay Review. You can leave this field blank if it is the same as the Next Performance Review date.

Indicating Employee Allocations

The Allocations panel indicates whether an employee works in more than one department. When PrismHR creates a time sheet for this employee, the departments indicated on the Allocations panel display on the time sheet.

To indicate employee allocations, do the following:

Complete the following fields in the Allocations panel:

Field Description
Allocation Template Enter or select the labor Allocation Template to use for this employee.
Allocation Table In the table, enter the allocation lines as needed. If you leave any fields blank, the system uses the values from the Work tab. - Enter or select the Location code. - Enter or select the Division code. - Enter or select the Dept code. - Enter or select the Project code. - Enter or select the Position code. Note: You can stop the system from suppressing labor allocations during payroll calculation when the home position in the employee details is effective, but does not match the timesheet position (outside of the pay period dates), by enabling the system-level payroll/timesheet code custom feature code, ALT_Alloc_Handling. This is useful when an employee’s home position on their employee record does not match the position in the timesheet (for example, when an employee’s position is changed effective today or in the past, but the effective date of the change is outside of the pay period dates). - Enter the Percent allocation.

You can access the Labor Allocations import template in the Data Import Tool from this form to import labor allocation data by clicking Import

[Image: screenshot]

in the Allocations panel.

The Labor Allocations import template option and its tabs/fields automatically display when you access this template directly from the Allocations panel on the Pay tab in the Employee Details form.

Note: Note: You can also navigate directly to the Data Import Tool by clicking

[Image: screenshot]

(Back Office), then select Data Import Tool on the Operations|Import Processing menu. In the Data Import Tool form, select the Labor Allocations import template option.

Note: Note the following when importing Labor Allocations data:

Establishing Alternate Pay Rates

Use the Alternate Rates panel to establish alternate pay rates for an employee.

  1. Enter each Alternate Pay Rate amount as required for this employee.

  2. Click Save.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Parent Topic

Maintaining Employee Details

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Maintaining an Employee’s Personal Information

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

Maintaining an Employee’s Personal Information

You can maintain employee information using the Personal tab on the Employee Details form.

Listing Personal Information

The Personal panel lists the employee’s personal information.

To define the employee’s personal information, complete the following fields in the Personal panel:

Field — Description

Gender — Select the employee’s Gender.

Date of Birth — Enter the employee’s Date of Birth. This field is required.

Marital Status — Select the employee’s Marital Status.

Employee SSN — The system suppresses the Employee SSN for some users. Users with access permissions can click Edit SSN to view the whole Social Security number.

Citizenship — Select the employee’s Citizenship status.

Preferred Language — Select the employee’s Preferred Language.

Ethnic Code — Select the employee’s Ethnic Code.

Listing Veteran and Health Status Information

The Status panel lists the employee’s veteran and health status information.

Note: Note: Veteran qualifications are defined by the Department of Labor VETS‑4212 Report.

To define the employee’s veteran and health status information, complete the following fields in the Status panel:

Field Description
Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran.
Vietnam Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran of the Vietnam war.
Disabled Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who has a disability.
Service Medal Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who received a service medal.
Newly Separated Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who recently left the armed services.
Other Protected Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who is protected by the Department of Labor VETS‑4212 Report.
Active Duty Badge Veteran Select Yes, No, Not Selected, or Declined to define if the employee is a United States veteran who served on active duty in the U.S. military during a war or in a campaign for which a campaign badge has been authorized under the laws administered by the Department of Defense.
Tobacco User Select Yes or No to define if the employee uses tobacco products. The system uses this information to calculate life insurance premiums.
Disabled Select Yes, No, Not Selected, or Declined to define if the employee has a disability as specified by the Americans with Disabilities Act of 1990. Note that the employee’s disability status is updated during the Employee Onboarding process by making a selection on the Self ID Disability Form field, which resides in the Other tab on the Employee Details form. See Tracking Other Employee Information.
Blind Select Yes or No to define if the employee is legally blind.
Deceased Select this field if the employee is deceased. The system uses this value to populate the appropriate check box on the Form W-2.
Wellness Qualification Status Displays whether the employee qualifies for the wellness benefit plan. - Qualifies - Qualifies for the wellness benefit plan. - Does Not Qualify - Does not qualify for the wellness benefit plan. To enter a future date for the employee to qualify for the wellness benefit plan, click Future Date. The Wellness Status Change form opens. For more information, see Changing an Employee’s Wellness Status.

Use the License panel to maintain the employee’s driver’s license and automobile registration information.

To define the employee’s driver’s license and automobile registration information, complete the following fields in the License panel:

Field Description
Driver’s License Number Enter the employee’s Driver’s License Number.
Driver’s License Class Enter the Driver’s License Class designation of the license.
License Expiration Date Enter the License Expiration Date when the driver’s license expires.
State Issuing License Select the state that issued the driver’s license.
License Plate Number Enter the License Plate Number assigned to the employee’s vehicle.

Listing Emergency Contacts

The Emergency Contact panel lists employee emergency contact information.

To define the employee’s emergency contact information, complete the following fields in the Emergency Contact panel:

Field — Description

Name — Enter the Name of the person to contact in case of an emergency involving the employee.

Type — Select the Type of contact information, then enter the Contact Info. For example, select Phone and then enter the contact’s telephone number.

Emergency Contact Relation — Enter the Emergency Contact Relation, which is the contact’s relationship to the employee.

Contact if arrested/detained? — Indicate whether the employee’s emergency contact will be contacted in case of the employee’s arrest/detainment on the worksite. (The default is –Select–.) Note: The Contact if arrested/detained? field is associated with the requirement for California employers, that as of March 2026, employers must allow employees to indicate whether an emergency contact should be notified if they are arrested or detained on their worksite.

Listing Testing Information

The Testing panel lists various employee testing information.

To define the employee’s testing information, do the following in the Testing panel:

  1. If you track the employee’s physical examinations:
  1. If you track the employee’s audiograms:
  1. If you track the employee’s drug tests:

After completing all the fields in the form, click Save.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Parent Topic

Maintaining Employee Details

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

Tracking Employee Property

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

Tracking Employee Property

You can track any client property assigned to the employee using the Property tab on the Employee Details form.

Listing the Employee’s Property

You can list the employee’s property on the Property panel.

To list client property assigned to the employee, do the following:

  1. Enter the Property Code that represents the client property assigned to the employee. The Description displays.

  2. Enter the Date Issued, which is when the employee received the client property.

  3. Enter the Serial No. of the client property.

  4. Enter the estimated value of the client property in the Property Value field.

  5. When the employee returns the property to the client, enter the Date Returned.

  6. Enter any Comments specific to this client property.

Listing the Employee’s Vehicle

You can list the employee’s vehicle property on the Vehicle Information panel.

To list the vehicle assigned to the employee, do the following:

  1. Enter the Make of the employee’s vehicle.

  2. Enter the Model of the employee’s vehicle.

  3. Enter the Year of the employee’s vehicle.

  4. Enter the Date Added, this is the date that the vehicle is starting use for company business.

  5. Enter the Date Removed, this is the date when this vehicle is no longer used for company business.

  6. Enter the Registration Number of the vehicle.

Maintaining the Employee’s License Information

You can maintain the employee’s driver’s license information on the License Information panel.

To maintain the employee’s driver license information, do the following:

  1. Enter the employee’s Driver’s License Number.

  2. Enter the Driver’s License Class designation of the license.

  3. Enter the License Expiration Date when the driver’s license expires.

  4. Enter the State Issuing License, which is the state that issued the driver’s license.

Maintaining Employee’s Auto Insurance Policy Information

You can maintain the employee’s auto insurance policy information on the Auto Insurance Policy panel.

To maintain the employee’s auto insurance policy information, do the following:

  1. Enter the Carrier Name of the employee’s auto insurance.

  2. Enter the Policy Number of the employee’s auto insurance.

  3. Enter the Policy Start Date, the date the auto insurance policy started for that employee.

  4. Enter the Policy Expire Date, the date the auto insurance policy will expire.

  5. Enter the Policyholder Name, this is the person that holds the auto insurance for that employee.

  6. Click Save.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Parent Topic

Maintaining Employee Details

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Performing an Employee Time Off Register Inquiry

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

Performing an Employee Time Off Register Inquiry

The Employee Time Off Register form displays paid time off for an employee, including the details of time accrued and taken. You can also delete or archive a Time Off register for an employee using this form.

The Time Off plan determines how much time off an employee will accrue, and the Time Off accrual schedule determines when the employee accrues time off. The employee’s Time Off register is where the system keeps track of the time off. It is a record of “credit” and “debit” transactions, and shows a running balance. Each time time off accrues, it is posted (credited) to the employee’s register; each absence is subtracted (debited) from the register. For example:

[Image: screenshot]

To perform an employee Time Off register inquiry:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.

  2. Select the time off Accrual Schedule. The drop-down lists only the plans in which the employee is currently enrolled.

Note: If an employee is auto-enrolled in a Time Off plan, “Employee Auto Enrolled” displays.

  1. Enter the Time Off Plan. Existing information for this employee displays in the form.

Note: If you change the Time Off Plan during the plan year ending pay period, you may need to make adjustments.

  1. The Benefit Start Date displays the date that was selected when the employee was enrolled. The system uses this date to calculate the employee’s time off for this plan.

Note: If you need to change this date, you can only change it for employees enrolled in time off with an Anniversary Year year-end basis plan in the following instances:

Note: Currently, if the employee is in a register that has a Fiscal Year End Basis, you are allowed to update the Benefit Start Date at any time.

You can correct errors made in the Time Off Plan Setup. (Originally, you had to delete the Time Off register and re-enroll the employees, if they were in an Anniversary Year End Register.)

Note: If you change the Benefit Start Date during the plan year ending pay period, you may need to make manual adjustments.

When you make a change to the Benefit Start Date, the following messages display depending on the situation:

Situation — Message/Action

When there are no payroll-generated accruals — “Updating the Benefit Start Date for this employee in an Anniversary Year End Basis requires the Year End Date to be updated to <Benefit Start Date - 1>. Do you want to continue with this change?”

If you select Yes — The system updates to the date you entered or selected. Also, the Year End Date immediately updates to one day before the new Benefit Start month/day. (Selecting No reverts to the original date.)

If an employee has payroll-generated accruals — “The Benefit Start Date may not be amended after an accrual has been processed through payroll.”

Note: Note the following:

  1. To prevent an employee from receiving any time off accruals for this plan, select the Stop Time Off Accruals field. A confirmation message displays, “Are you sure you want to stop the employee from receiving accrued Time Off hours?” Click Yes to proceed. (Note: This setting does not impact the employee’s Benefit Start Date and Accrued Thru Date and the employee remains enrolled in the plan.)

To restart an employee’s time off accruals for the plan, deselect this field. (Time Off accruals for the employee immediately begin again.)

Note: Note the following when using this setting:

Note: The Leave of Absence form and the Reactivation form also allow users to stop or resume time off accruals for an employee by selecting or deselecting the Stop Time Off Accruals field. After making that selection or deselection and if there is a leave of absence or reactivation approval policy in place, when the leave of absence or reactivation is approved that setting automatically registers here on the Employee Time Off Register form in the Stop Time Off Accruals field. (See Tracking Employee Leaves of Absence and Reactivating an Employee.)

  1. If you want to perform time off adjustments for the selected employee, select one of the following shortcuts:

Note: Note the following about these shortcuts:

  1. If you want to terminate a Time Off register for an employee click Archive, which keeps an historical record of that register so you can refer to this information when seeking answers about what was done in the past.

Note: You must select an Employee and Accrual Schedule to enable the Archive button.

When you click Archive a warning displays stating that any pending Time Off request that have not been approved need to be manually removed using the Planned Time Off Requests form. Confirm this warning by clicking OK.

Note: Archiving a Time Off register deletes the register’s Audit Log, so it is no longer available.

Another warning displays stating that archiving a Time Off register terminates the register for the employee, so you cannot makes updates to the enrollment after the register is archived. Click Yes to clear the fields on the form. (Clicking No returns you to the form to make updates.)

Note: After archiving a Time Off register, the plan no longer displays in Employee Portal (EP) and the system no longer makes additional accruals.

The system places the archived register into an Archived folder as a read-only record. You can review the archived register’s historical information, including the Benefit End Date. However, you cannot make any adjustments to the archived register. (At this time, the Save and Delete buttons are disabled.)

When you select the Accrual Schedule field for an archived record, the list displays “Archived” at the end of the accrual schedule. For example:

[Image: screenshot]

Note: Note the following:

  1. Click Save.

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Tracking Employee Skills and Education

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

Tracking Employee Skills and Education

You can track the skills and education the employee has achieved using the Skills & Education tab on the Employee Details form.

To track the skills and education the employee has achieved:

  1. Complete the following:
Field Name Description
Skills
Skill Code Enter the employee’s skill code or search for a skill code or description by clicking the Skill Code hyperlink and selecting a skill code or description from the list. (You can use the “Refine Search” options to quickly search for a skill code or description.)
Skill Description After making your selection above, the skill description displays.
Skill Comment You can fill in any comments that you may like to add related to this skill of the employee.
Competency Level Enter the competency level of the employee for this skill, using a numeric scale of 1-100.
Date Certified Enter the date when this employee most recently received certification in this skill.
Renewal Date Enter the date when this employee must renew certification of this skill.
Education
School Name Enter the name of the school this employee attended.
Years Enter the number of years completed at this school.
Graduated Indicate whether the employee graduated from this school. Select one of the following options: - Yes - Indicates that this employee graduated from this school. - No - Indicates that this employee did not graduate from this school.
  1. Click Save.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Parent Topic

Maintaining Employee Details

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

Changing Employee Statuses

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

Changing Employee Statuses

Use the Status Type History Adjustment form to change employee statuses.

WARNING: Adjustments made using this form affect only the status dates. Users must make benefit adjustments manually.

[Image: screenshot]

To make employee status updates:

  1. Select Status History Adjustment on the HR|Change menu.

Note: You can also access the Status Type History Adjustment form by entering one of the following terms in the Search box:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. Information displays in the table.

  2. Select a status row, which highlights in yellow.

  3. Click either Change Date or Delete Date:

Note: When there are more records than the original hire date, you can update the following dates for any history record:

  1. After clicking Change Date, a warning displays informing you that adjustments made using this form do not result in benefit calculation adjustments. For example:

[Image: screenshot]

Note: Future-dated New Employer Start date changes immediately display on the Employee Details form.

  1. Click OK and edit the dates as appropriate.

  2. Click Submit.

Note: Note: When you update the hire date on the Employee Status Type History Adjustment form, the system updates the date in The employee’s first day of employment field on Form I-9 Section 2.

[Image: screenshot]

Related Topic

Changing an Employee’s Benefit Billing Record

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Establishing Employee Tax Information

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

Establishing Employee Tax Information

You can establish federal, state, and local employee tax information and miscellaneous tax information using the Tax tab on the Employee Details form.

Maintaining Employee Federal Tax Information

Use the Federal Tax Filing panel to maintain employee federal tax information.

Note: If an employee has any type of tax override, such as an income tax override or miscellaneous tax override, the Tax Calculation Override link displays for service providers, worksite managers, and worksite trusted advisors who have Full or Inquiry access to both the Employee Details form and the Tax Calculation Overrides form. (Selecting this link opens the Tax Calculation Overrides form, displaying the employee’s income tax overrides.)

To set up federal tax information for an employee, do the following:

  1. Go to the Employee Details form on the HR|Change menu.

  2. Enter or select the Employee.

  3. Click the Tax tab.

  4. Select the employee’s Federal Filing Status. If you activated the 2019STATUSES custom feature code, two additional options display in this field: Single or Married, but withhold at higher Single rate and Married. Selecting one of these options allows users to continue accessing 2019 W-4 filing statuses (the other options pertain to 2020).

  5. If necessary, update the following fields. These fields correspond to the 2020 version of IRS Form W-4 and can be populated when an employee is first hired:

Field Name Description
Multiple Jobs Select this option if the employee meets the requirements needed to check the “Multiple Jobs” box on Form W-4. See the instructions on Form W-4 for detailed information.
Claim Dependents ()|Thetotalamountofchildtaxcreditandotherdependents − relatedcreditclaimedbytheemployee.SeetheinstructionsonFormW − 4formoreinformation.||OtherIncome|Anyotherincometheemployeeexpectstoreceive(notfromanyjobstheywork), asdefinedbyFormW − 4.||Deductions() The amount calculated on the Form W-4 Deductions Worksheet for this employee. (See the Form W-4 instructions for detailed information.)
Override Type Select the Override Type to use when calculating the amount to withhold for income taxes paid to the federal government. - Add to Withholding: Adds the amount to the calculated value. - Fixed Amount: Uses the amount entered in the Override Amount field as the amount to withhold. - Block Withholding: Blocks the withholding of income tax from the employee’s pay. - Percentage: Specifies a percentage of net taxable pay to withhold.
  1. Click Save.

Cumulative Versus Annualized Tax Calculations

The difference between the two calculations can be marked, especially when an employee’s payment amounts are erratic.

Wages Cumulative Method Annualized Method
Week 1 $500.00 $25.82 $25.82
Week 2 500.00 25.81 25.82
Week 3 500.00 25.81 25.82
Week 4 500.00 25.83 25.82
Week 5 3,000.00 400.82 681.01
Subtotal $504.09 $706.83

In the table, a salesperson receives a monthly commission check. If the amount of the commission considerably exceeds the employee’s regular salary payments;

Establishing Employee’s State Tax Information

The State Tax Filings panel establishes employee state tax information.

  1. Go to the State Tax Filings panel and complete the following fields:
Field Name Description
State Enter or select the State two-character postal code.
Filing Status Enter or select the employee’s Filing Status for the state.
Allowances Enter the number of withholding Allowances (primary exemptions) for the state.
Sec. Allowances Enter the number of withholding Sec Allowances (secondary exemptions). (Few states require this.)
Alternative Calculation Code Select the Alternative Calculation Code to use to calculate income for the state. This applies only to New Jersey, Arizona, and Arkansas.
Exempt From 1997 until 2021, this field was only used for employees subject to Mississippi taxes. In 2022, this field was extended for use in Colorado tax calculation with no change to the Mississippi functionality. Mississippi: Mississippi employees must provide their state tax exemption claims on a separate form. Enter that exemption amount here. Colorado: Enter the annual withholding allowance claimed by the employee. Indiana: For the state of Indiana, the system can now capture the exemption for “adopted qualifying dependent” on the new hire form. When processing the Form WH-4 (Employee’s Withholding Exemption and County Status Certificate) for the state of Indiana through Onboarding or Employee Portal, the updated Form WH-4 is now available and any entry for adopted qualifying dependents will be reflected in PrismHR. For the state of Indiana, this value will be stored here. This value does not currently factor in this employees tax withholding amount. Support for the tax calculation to include this exemption amount will be included in a future release.
Sup. Exempt This field is only required for employees subject to Mississippi taxes. Enter the supplemental exemption amount claimed by the employee.
Override Type Select the Override Type to use when calculating income taxes for the state, if appropriate. - Add to Withholding: Adds the amount to the calculated value. - Fixed Amount: Uses the amount entered in the Override Amount field as the amount to withhold. - Block Withholding: Blocks the withholding of income tax from the employee’s pay. - Percentage: Specifies a percentage of net taxable pay to withhold.
  1. Click Save.

Establishing Employee’s Local Tax Information

Use the Local Tax Filings panel to establish employee local tax information, if required.

  1. Go to the Local Tax Filings panel and complete the following fields:

Field — Description

Authority ID — Enter or select the Authority ID for the locality. The Authority Name displays.

Filing Status — Enter or select the employee’s Filing Status code for this locality. The Local Filing Status description displays.

Local Non-Residency Certificate — Select Yes from the Local Non-Residency Certificate drop-down if the Local Employee Withholding Allowance Certificate is on file for this employee.

Allowances — Enter the number of primary withholding Allowances (exemptions) for this locality.

Local Additional Withholding — Enter the additional amount to be withheld each pay period for city or county income tax in the Local Additional Withholding field.

  1. Click Save.

Setting Up Special Tax Rules

Use this section to establish settings related to local taxes with more complex configurations.

  1. Go to the Special Tax Rules panel and complete the following fields:
Field Description
Tax Event Code Select one of the following options: - Multnomah County Tax - Portland Metro Tax - Washington Cares Tax - Assign this only if an employee is exempt from Washington Cares Tax. If you select this option, the Opt In / Opt Out field below defaults to Opt Out. If you select Opt In from the drop-down, you will receive an error stating ‘Opt Out’ is the only valid option for Tax Event Code - ‘Washington Cares Tax’.
  1. Click Save.

Setting Up Local Authority Information

The New Hire Tax Forms panel lists the forms that were not automatically processed during the onboarding process. Before users can run a payroll that includes this employee, your organization must handle all forms.

To set up local authority information, do the following:

  1. Review the New Hire Tax Forms list.

  2. Set up the local authority information as required in the Local Tax Filings panel.

Note: Note: If you do not enter this information, and you set all forms to Handled, Vertex calculates the default local tax authority information. The system will not use the information entered by the employee.

  1. Select Handled for all forms, even if your organization does not use a local tax authority value.

  2. Click Save.

Maintaining Miscellaneous Tax Information

The Miscellaneous panel maintains other tax information for the employee.

  1. Go to the Miscellaneous panel and complete the following fields:
Field Description
Electronic Form W-2 Select Electronic Form W-2 if the employee receives an electronic Form W-2 rather than a paper form. When an employee completes the Elect W-2 form (Elect Electronic W-2s) either through Employee Portal or Onboarding, the Electronic Form W-2 field is automatically updated here. - If the employee chooses to receive Form W-2 electronically, this field is checked. - If the employee chooses not to receive Form W-2 electronically, this field is cleared. If the employee is a cross-hire, checking or clearing this field also checks or clears the same field for all clients for which the employee works.
  1. Click Save.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

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Maintaining Work-related Employee Information

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

Maintaining Work-related Employee Information

You can maintain work-related information for the employee by using the Work tab on the Employee Details form.

Maintaining Employee Hiring Status Information

The Status Dates panel lists the employee’s hiring status information.

To maintain employee hiring status information, do the following:

  1. Go to the Employee Details form on the HR|Change menu.

  2. Enter or select the Employee.

  3. Click the Work tab and complete the following fields as available and needed in the Status Dates panel:

Field Description
Last Hire Date The Last Hire Date is the date on which the employee was most recently hired.
Original Hire Date The Original Hire Date is the date on which the employee was originally hired.
Leave Return Date The Leave Return Date is the date on which the employee returned to work from leave.
Employer Start Date The Employer Start Date is the date on which the employee started with your organization.
Hire Report Date The Hire Report Date is the date on which the hire was reported to the state.
Seniority Date The Seniority Date is used to calculate the employee’s benefits. You can adjust it to give the employee more seniority than the last hire date; this can affect benefits, paid time accrual, and so on.
Benefits Thru Date Enter or select the Benefits Thru Date for this employee. This is the date through which benefit contributions have been deducted from this employee’s pay.
Last Day Worked Enter or select the Last Day Worked to indicate the last day on which employee actually worked (if the employee left the client).
Provider Notified On The Provider Notified On field indicates the date on which your organization was notified of the employee’s termination.
Term Reason If appropriate, enter or select the Term Reason, which is the reason the employee was terminated. > Note: Note the following when using this field: - If you select the Term Reason field, the Select Reason form only displays the reason codes set up in the Reason Codes panel on the Control tab on the Clients Details form. - If you enter a termination reason in the field that is not set up in the Reason Codes panel on the Control tab on the Clients Details form an error message displays, “The code entered is not valid for this client.”

The Assignments panel lists the employee’s assignment information.

To define employee assignment information, do the following:

  1. Complete the following fields as needed in the Assignments panel:
Field Description
Worksite Location Enter or select the Worksite Location where this employee works. To specify employee updates that will occur at a future date, click Future Date, which opens the Location Change form. Updating the employee’s Worksite Location, Division, or Department prompts you to update the current timesheet as follows: - Click Yes to update the employee record and the summary timesheet with the revised information. (Note: Clicking Yes does not update the detail timesheet record.) - Click No to update the employee record only; however, since the change is immediate, any new pay lines added to the timesheet after the change is made will reflect the updated information.
  1. Click Save.

Establishing Employment Verification

The Employment Verification panel establishes employment eligibility information.

  1. Go to the Employment Verification panel and complete the following fields:
Field Description
Form I-9 Filed Select Form I-9 Filed if an INS Form I-9 (Employment Eligibility Verification) has been filed for this employee.
Form I-9 Renewal Enter or select the Form I-9 Renewal date by which someone must re-certify this employee’s Form I-9.
Form I-9 ID Document Enter the Form I-9 ID document information from the primary document: - Select the Form I-9 ID Document that proves the identification of this employee for compliance with IRCA (Immigration Reform and Control Act). - Enter the Form I-9 ID Document Number. - Enter or select the Form I-9 ID Expiry Date when the Form I-9 identification document expires, if applicable. This field is optional. - Enter or select the name of the Form I-9 ID Authority that issued the Form I-9 identification document. Note: In Onboarding, when a employee completes the Form I‑9 Section 1 with their driver’s license information, the information populates the Form I-9 ID Document, Form I-9 ID Document Number, and Form I-9 ID Expiry Date fields.
  1. Click Save.

Submitting E-Verify Request

Use the E-Verify panel to submit E-Verify case information.

Select Submit to E-Verify to send an E-Verify request. After selecting this field, other details display in the E-Verify Case No and E-Verify Case Status fields, if appropriate.

Maintaining Resident Alien Information

The following section maintains resident alien information for the employee.

  1. Complete the following fields:
Field Description
Non-Resident Alien Select Non-Resident Alien if the employee is a non-resident alien. When an employee completes the Federal W-4 form (Employee’s Withholding Certificate) either through Employee Portal or Onboarding, the Non-Resident Alien field is automatically updated here. - If the employee is a non-resident alien, this field is checked. - If the employee is not a non-resident alien, this field is cleared.
  1. Click Save.

Maintaining Employee Identification Information

The Miscellaneous panel maintains various employee identification information.

To maintain employee identification information, do the following:

  1. Complete the following fields in the Miscellaneous panel as appropriate:
Field Description
Business Owner/Family Member/Company Officer Select the check boxes as appropriate: - Business Owner: The employee is an owner of the client. If you select this check box, the system treats the employee as an S-Corporation owner, which is not eligible for sheltered benefits on FIT/SIT. (Note: This selection impacts ACA reporting.) Note: If an employee is selected as an S-Corp Principal on the Tax tab (this applies to either a Business Owner or Family Member), all of their benefits automatically default to “N” in the Section 125 field (no check mark) on the Employee Benefits Enrollment form, making their benefits post-tax. In addition, if you mark the employee as an S-Corp Principal after they are already enrolled in benefits you need to manually change the Section 125 plan from Y to N for the employee’s benefits enrollment. - Family Member: The employee is a family member of the business owner. If you select this check box, the system treats the employee as an S-Corporation owner, which is not eligible for sheltered benefits on FIT/SIT. (Note: This selection impacts ACA reporting.) - Company Officer: The employee is a client officer. This selection impacts the unemployment tax in certain states. When you select this field, the system treats the employee as an officer for both W/C and SUTA. This means that the state processing rules set up specifically for officers on the system level are in effect, as indicated on the State Rules form. Note: If you select the Officer SUTA Client Based field, the officer rate will be client-based. You can then set that rate in the Officer SUTA Rate field on the State Tax Bill Rates (SUTA) form (for cost) and in the Officer SUTA Rate field (for billing) on the State Tax Rates (SUTA) form. If you do not set the officer rate, it is employer-based as indicated on the Employer Details form. Note: Some states require Business Owner, Family Member, and Company Officer information for SUTA purposes.
  1. Click Save.

Note: A save banner, “The current record has been saved,” displays on the tab at the top of the form after you make an update and click Save. (The save banner disappears in a few seconds.)

Parent Topic

Maintaining Employee Details

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Understanding Employee Fields Import Workflow

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Fields-Import-Workflow.htm Path: PD/HR/Change/Fields-Import-Workflow.htm

Understanding Employee Fields Import Workflow

This section describes how Employee Fields Import operates.

The workflow is:

  1. In the Generate Import Spreadsheet section, select the employee fields to be updated. This will assist in selecting employees and will provide greater transparency in identifying the fields that can be edited during the import process. For example, you can select the Federal Filing Status field code to update employees’ Federal filing status in bulk. (This may be necessary at least once a year or you might need to perform this update more frequently.) If you use this field code, note the following:

You can use the following filters in the Fields to Update panel:

To delete an existing template:

  1. Select the template you want to delete in the Use template field. The template displays in the Save Selected Fields as a Template (optional) section.

  2. Click Delete Template.

  3. A message displays, “Are you sure you want to delete this template?” Select Yes to remove the template from the list of available templates.

Note: After you delete a template, you can reuse the template name and ID to create a new template.

  1. Once fields are selected, you can select employees using the Employees to Update multi-value grid. (This step is optional.)

  2. Click an Employee ID to use the Select Employees selector. Attributes that were selected on the MVG are used as filters on the multi-selector.

  3. You can now download a spreadsheet in the correct format for entering in new data.

  4. Save the selected fields into a template. This provides faster processing when you need to import subsequent changes. Only the selected fields are saved in the template.

  5. Import the file into the system as a CSV file.

  6. Decide how to handle blank fields in the file. You can either write in blanks in Employee Details, or skip over blank fields and leave in current data for these fields.

  7. Optional: Upload a previous file with updated data instead of downloading a spreadsheet.

  8. After the file is imported, you will receive a transaction report that includes both the errors and the values that were successfully imported.

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FMLA Events

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

FMLA Events

Use the FMLA Events form (Figure 70) to maintain the information for an employee’s Family and Medical Leave Act event.

Show me an example of the FMLA Events panel:

Figure 70: FMLA Events

[Image: screenshot]

  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 Event Number to edit an existing event, or select NEW to create a new one. PrismHR automatically generates the FMLA event numbers.

  3. Enter a brief Event Description of this event. The event description should uniquely identify this event from other FMLA events for the same employee.

  4. Enter the date the employee communicated the need for the leave event in the Date Notified field.

  5. Select the Reason Code that best describes the reason for the event.

  6. Select Intermittent/Reduced Schedule Leave if employee will take the leave as an intermittent or reduced schedule rather than full-time leave.

  7. Select Medical Certification Required if this event requires medical certification to verify the health condition of the employee or an immediate family member.

  8. Enter the Date Medical Certification Requested.

  9. Enter the Expiration Date for the event.

  10. Select the FMLA Year Basis type.

  11. If FMLA Years Basis is set to Fiscal, select the Fiscal End Month in which the year ends.

  12. If FMLA Years Basis is set to Fiscal, select the Fiscal End Day of the month in which the year ends.

Hours Adjustment

Use the Hours Adjustment panel (Figure 71) to adjust the total hours for this FMLA Event.

Show me an example of the Hours Adjustment panel:

Figure 71: Hours Adjustment

[Image: screenshot]

  1. Enter the Effective Date of the leave.

  2. Enter the Pay Code to use for the leave hours.

  3. Enter the Leave Hours to adjust. Enter a negative amount to decrease the total number of leave hours.

  4. Click Post Adjustment to apply the hours.

  5. Click Yes to confirm that you want to create the adjustment.

  6. Click Save.

Event History

The Event History panel displays the time the employee has already used for this FMLA event.

Show me an example of the Event History panel:

Figure 72: Event History

[Image: screenshot]

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Generating and Downloading an Import Spreadsheet

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Generating%20an%20Import%20Spreadsheet.htm Path: PD/HR/Change/Generating an Import Spreadsheet.htm

Generating and Downloading an Import Spreadsheet

You can create an import spreadsheet for later use by saving existing settings and then downloading the spreadsheet. This aids in performing subsequent field updates for your employees.

Field imports have an updated format. (See Fields Import Format Changes for details on these changes.)

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

To generate an import spreadsheet:

  1. Click + to expand this panel, which is closed by default.

  2. Select a template from the Use Template drop-down (optional). These are templates that will be created by your organization. There are two tables that assist in creating a downloadable spreadsheet: Fields to Update and Employees to Update.

[Image: screenshot]

  1. Add field or employee information that you want included in the spreadsheet.
Option Description
Fields to Update Add field codes as follows: 1. Click + or click the Field Code link. 2. To enter field names manually, fill in the field name on the Fields to Update grid. 3. To use the field selector, click Field Code (see Multi-Selectors and Dynamic Filtering), then do the following: - Enter a description or field name. Field names now match field descriptions, and the import process supports this. For example, Cell Phone = Cell Phone. - Select a field by clicking the field names to add it to Selected Fields. - Click Done when you are finished selecting codes. > Note: Note: Selections made on the Field Selector become filters on the Employee Selector, if the Include Filter box is checked. (See Multi-Selectors and Dynamic Filtering for more information.)
  1. Click + or click the Field Code link.
  2. To enter field names manually, fill in the field name on the Fields to Update grid.
  3. To use the field selector, click Field Code (see Multi-Selectors and Dynamic Filtering), then do the following:
  1. Click + or click the Employee ID link.
  2. To enter employees manually, fill in the Employee ID.
  3. To use the employee selector, click Employee ID (see Multi-Selectors and Dynamic Filtering), then do the following:
  1. Download this information in CSV format by clicking Download Spreadsheet. You can use this spreadsheet to update information and then import back into the system. You can save this data as a template. (See Saving the Spreadsheet as a Template for more information.)

Fields Import Format Changes

The PrismHR field import format has changed. Field names are now the same as a field description. For example, is now Position. Field values also include a field description that precedes the field value. As seen here, Promo is preceded by New Position Reason Code. This corresponds to a field on Employee Details. This example compares the old way of specifying fields against the updated way.

[Image: screenshot]

For grouped fields , this new format also can handle changes with multiple records per field.

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Importing Employee Data

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Importing-Employee-Data.htm Path: PD/HR/Change/Importing-Employee-Data.htm

Importing Employee Data

You can import a tab-delimited text or CSV file with updated field information for employees. This updates fields on the Employee Details form.

To upload a file that updates employee records:

  1. Enter an Import Name. This is a required field; you cannot import a file without this information.

  2. Select whether to keep or remove existing employee data (provided the uploaded file contains blank fields).

Note: Note: If a data attribute in the import file has a null value and Keep Existing Employee Data is selected, then the current attribute in the system is not replaced with a null value.

  1. Click Upload File.

  2. Navigate to a locally stored field import file, then click Submit.

  3. Click Import. An Employee Fields Import screen appears. Processing steps describe the information saved to employee records and include a date and time stamp. You can view this as a report or download in PDF or XLS format by clicking Report.

  4. Click Close.

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Job Candidate Status Codes

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

Job Candidate Status Codes

Use the Job Candidates Status Codes form to maintain the statuses used in the Job Candidates form; see Maintaining Job Candidates Information.

To set up a job candidate status code:

  1. Enter the Status Code. If you are creating a new status, use something brief but descriptive, for example, APL.

  2. Enter the status Description, for example, Applied.

  3. Click Save.

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Maintaining Job Candidates Information

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

Maintaining Job Candidates Information

You can maintain information about candidates for positions at the client using the Job Candidates form.

Establishing Information About a Candidate

The Job Candidates panel establishes information about a candidate.

Note: Before entering or updating a candidate’s last name, first name, middle name, home phone, cell phone, or location code information, you must either enter or select an existing candidate in the Candidate Number field or select a New Candidate. If you try to enter this information without indicating an existing candidate or new candidate the system displays an error message, “Select New Candidate or select an existing candidate to continue.”

In addition, note the following:

To maintain candidate information:

  1. Select HR.

  2. From the HR|Change menu, select Job Candidates.

  3. Complete the following fields in the Job Candidates panel:

Field Description
Candidate Number/New Candidate Click New Candidate to create a new job candidate record, or enter the Candidate Number of an existing candidate. Click New Candidate to create a new job candidate record, or enter or select the Candidate Number of an existing candidate. If you select the Candidate Number field, the Select Candidates form displays, where you can search for a job candidate by candidate number, first name, last name, city, or state. In addition, you can filter the list to only display hired candidates by selecting Yes in the Hired field. These candidates include those who were hired using the Job Candidates form, or by pulling the candidate into the New Hire form where the system enables the Hired field in the Current Status panel when the employee record is created. (These candidates display “Y” in the Hired column in the lookup form.)
Last Name/First Name/Middle Name/Maiden Name/Suffix Name Enter the job candidate’s Last Name and First Name. If known, enter the Middle Name, Maiden Name, and Suffix Name.
Sort Name The system uses the Sort Name to sort a list of job applicants. You can also use it to search for the applicant’s record. The default is the last, first, and middle names you entered, but you can edit it.
Address/City/State Code/ZIP Code Enter the applicant’s mailing Address, City, two-character State Code, and ZIP Code. Enter the ZIP+4 extension, if known. Note: These fields are optional, so if this candidate is hired you do not need to enter the candidate’s address prior to starting the hiring process.
Home Phone/Cell Phone Enter the applicant’s Home Phone and Cell Phone numbers.
Email Enter the applicant’s Email address.
Referral Source Enter the Referral Source for the applicant, if any.
Date of Application Enter the Date of Application.
Date Available Enter the applicant’s earliest Date Available, if necessary.
Type of Work Desired Select the Type of Work Desired: Full-Time, Part-Time, or Temporary.
Pay Rate Requested Enter the Pay Rate Requested.
Crime Select the Crime checkbox, if the applicant has criminal history.
Pay Period Select the Pay Period for the rate, either Yearly or Hourly.
Position(s) Applied For Enter the Position(s) Applied For. If the applicant did not request a specific position, enter ANY.
Employee ID The employee ID of a new hire who was originally documented as a job candidate and then processed as a new hire by selecting Hire from the Actions menu [Image: screenshot] on the Job Candidates form displays after the employee is hired.
Social Security Number Enter the applicant’s Social Security Number or INS number, if appropriate.
Employee Number Enter the identifying Employee Number assigned to this employee.
Birth Date Enter the candidate’s Birth Date, if known.
EEO Ethnic Code Enter the EEO Ethnic Code for the candidate, or select EEO Ethnic Code to choose from a list.
Vietnam Veteran/Disabled Veteran/Disabled (ADA) Select the check boxes as appropriate: - Vietnam Veteran: The candidate is a United States veteran of the Vietnam War. - Disabled Veteran: The candidate is a United States veteran who has a disability. - Disabled (ADA): The candidate has a handicap or disability as specified by the Americans with Disabilities Act of 1990.

The Current Status panel indicates the candidate’s status for being hired.

  1. Enter the Status code that indicates the candidate’s current status.

  2. Enter a Next Action Date required for this candidate.

  3. Enter the Next Action Summary, which briefly describes what happens next.

  4. Select Hired if the company hired the candidate. (Note: When you hire an employee using this form or the onboarding process, or by pulling the candidate into the New Hire form, the system automatically enables this field after the system creates the employee record.)

  5. Enter the Hire Date.

  6. Enter the Employee Number, if appropriate.

  7. Enter a Reject Reason if the company did not hire the candidate, or click Reject Reason to select from a list.

  8. Enter the Interview Date.

  9. Enter the interviewer in Interviewed By.

Maintaining the Candidate’s Skills

The Skills panel maintains the job skills the candidate possesses.

  1. Enter each Skill Code that most closely matches the candidate’s skills. The Description displays.

Entering Notes About the Candidate

Use the Notes panel to enter notes about the candidate.

  1. Enter any Notes that apply to the job applicant, as required.

Maintaining the Candidate’s Education History

The Candidate Education History panel maintains the candidate’s education background.

  1. Enter the School Name of the institution that the candidate attended.

  2. Enter the type of education in Education Type.

  3. Enter the start Date.

  4. Enter the subject studied in Education Subject.

  5. Enter the number of Years that the candidate attended the institution.

  6. Indicate whether the candidate Graduated.

  7. Enter the Year Graduated, if any.

  8. Enter the Degree Earned, if any.

  9. Enter the address of the institution in Education Address.

  10. Enter the City.

  11. Enter the State.

Maintaining the Candidate’s Affirmative Action Requirements

The Affirmative Action panel maintains the requirements for this job candidate.

  1. Select Meets Education Requirements if this candidate meets the minimum education requirements. Enter any relevant notes in Education Requirement Notes.

  2. Select Meets Training Requirements if this candidate meets the minimum training requirements. Enter any relevant notes in Training Notes.

  3. Select Meets Experience Requirements if this candidate meets the minimum experience requirements. Enter any relevant notes in Experience Notes.

  4. Click Save.

Recording the Candidate’s Prior Address

The Prior Address panel keeps record of the candidate’s prior address, if any.

  1. Enter the candidate’s primary address in Address 1.

  2. Enter the candidate’s secondary address in Address 2, if applicable.

  3. Enter the City.

  4. Enter the State.

  5. Enter the ZIP code.

  6. Enter the address the candidate moved From.

  7. Enter the address the candidate moved To.

Recording the Candidate’s Prior Name

The Prior Name panel keeps record of the candidates prior name, if any.

  1. Enter the candidate’s Last Name.

  2. Enter the candidate’s Middle Name, if any.

  3. Enter the candidate’s First Name.

  4. Enter the candidate’s Suffix.

  5. Click Save.

Hiring the Candidate

To hire the candidate, select Hire in the Job Candidates panel. The New Hire form opens, populated with the job candidate’s information. see Setting Up New Hire Information.

Note: If there are unsaved changes in the Job Candidates form an error message displays, “This candidate record has unsaved changes. Do you want to save the changes and continue Hiring?” Click Yes to save any changes and access the New Hire form. (Clicking No returns you to the Job Candidates form where you can continue updating the candidate’s information.)

In addition, if you enter information in the Job Candidates form, but do not select the New Candidate field or enter an existing candidate from the list that displays after selecting the Candidate Number field an error message displays, “Candidate not found.” Click OK to return to the Job Candidates form.

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

Setting Up Labor Union Codes

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

Setting Up Labor Union Codes

Labor union codes are maintained by the client company and are used for calculations where union benefits and dues are required. The system can prepare reports based on the union for use in properly remitting amounts due to the various locals involved.

The major steps in processing labor union codes are:

Adding a Labor Union Code

Set up union codes with the Labor Unions form

To add a union code:

  1. Select Client.
  2. From Client|Change, select Labor Unions.
  3. Complete these fields as required. Field — Description Union Code — Enter a new union code, or select an existing code by clicking the Union Code link. Union Name — Enter the name of the union. Union Bill Template — Select a template for employees that belong to this union. For default bundled clients, this changes the billing amounts. Union Deduction Code — Select a deduction code for reporting. A description displays after a code is selected. Custom Option Code — Do not use this field unless directed to do so by the PrismHR Customer Support Team. In that case, enter the custom code provided to you in this field. Rule — Select a rule to calculate union dues. For example, Fixed Amount charges the same amount for each pay period. Rate/Perc — Optional: Enter a rate/percentage to calculate dues if either the Percentage of Wages or Rate x Hours Worked rule was selected. Rate Group — Enter a rate group if the rule line should be grouped with others for performing calculations. Any Cap or Min/Max should point to this grouping code. Rate Ge — Enter the Rate Ge (Rate Greater than or equal to) if this rule applies to rates between two points. Rate Le — Enter the Rate Le (Rate Less than or equal to) if this rule is less than or equal to a certain amount. Rule Start — Enter the rule start date. Leave this blank to put the rule into effect immediately. Rule End — Enter the rule end date, if any. Leave this blank if the rule never expires. Pay Code — Select a fringe benefit pay code. Rate — Enter a rate for this fringe benefit. The value multiplied against this rate is determined by the calculation method defined on the pay code. Start Date — Date when the benefit starts. Stop Date — Date when the benefit ends.
  4. Enter the Union Address information.

Applying a Union Affiliation to an Employee

Assign a Labor Union Affiliation to an employee with the Assignments panel.

To assign a labor union affiliation to this employee:

  1. Click the HR menu.

  2. From HR|Change, select Employee Details.

  3. Enter an employee by typing their name or ID to display a list of matching employee records. Or, click the field label to open a search window.

  4. Select the Work tab, and scroll to the Assignments panel.

  5. Select a labor union affiliation and start date.

Creating a Union Dues Deduction Code

Create union dues deduction codes with the Deduction Codes form.

To create a union dues deduction code:

  1. Click Back Office.

  2. From System|Change select Deduction Codes.

  3. Set these fields:

Field Description
Calculation Method Set the Calculation Method to Union Dues Table.
Deduction Type Set the Deduction Type to Voluntary (used for most union dues deduction codes).

  1. Enter the rest of the required information for this deduction code. See the Payroll User Guide for more information about creating deduction codes.

  2. Click Save.

Assigning Deduction Codes to an Employee

Assign a union dues deduction code to an employee with the Recurring Deductions form.

To assign a union dues deduction code to an employee:

  1. Select Payroll.

  2. From Payroll|Change, select Recurring Deductions.

  3. 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.

  4. Click + and add the union Deduction Code to the table.

  5. Enter an Amount for the union dues deduction.

  6. Enter the deduction Periods for which this union deduction code will be deducted from the employee’s net earnings.

  7. Click Save.

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

Multi-Selectors and Dynamic Filtering

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Multi-Selectors%20and%20Dynamic%20Filtering.htm Path: PD/HR/Change/Multi-Selectors and Dynamic Filtering.htm

Multi-Selectors and Dynamic Filtering

A multi-selector lets you make multiple selections for fields you want to update for employees. Up to six of the selected fields can be designated as filters to be used in the Employee Selector.

Fields to Update (Select Field Selector)

This selector lets you add field codes for use in an import spreadsheet.

To select fields:

  1. Add fields to the Fields to Update table by clicking the Field Code link in the column header. This launches the Select Field selector. [Image: screenshot]

  2. Enter a field description or name, or select fields from the pick list on top of the selector by double-clicking them. The Records Selected table is populated with your selections. You can remove a selection by clicking the x icon on the right side of the table.

  3. Optional: Filter results further by selecting a Field Set. For example, Labor Union Affiliation.

  4. When you are finished making selections, click Done. You are returned to the Fields to Update table with your selections displayed. [Image: screenshot]

  5. Select fields you want to filter on for employees by clicking Include Filter next to each field. You can only select six fields to use as filters. If you select more than six fields, the system warns you that only 6 filters can be added to the Employee Selector.

Note: Note: Any field data that is changed in Fields Import will appear in the audit log on the Employee Details form.

[Image: screenshot]

Employees to Update (Select Employee Selector)

Use the Select Employee Selector to specify a group of employees to include in a spreadsheet you can download for later use. Up to six attributes can be specified on the Select Field Selector for use as dynamic filters on Select Employee. For example, Pay Method and Location can be pre-selected as filters. This allows you to narrow down your search for specific employees who have these attributes applied to them.

To launch this selector and make employee selections:

  1. Click Employee ID in the Employees to Update table. This opens the Select Employees Selector.

  2. Enter Employee ID or Employee Name, or select employees from the pick list on top of the selector by double-clicking them. The Selected Employees table is populated with your selections.

  3. Filter results further by selecting one of the dynamic filters you previously specified. For example, Pay Method.

  4. When you are finished making selections, click Done. You are returned to the Employees to Update multi-value grid with your selections displayed . This specifies the employees that will appear on the spreadsheet you will download. [Image: screenshot] [Image: screenshot]

  5. Download your settings as a spreadsheet. (See Generating and Downloading an Import Spreadsheet.)

  6. Save your settings as a template. (See Saving the Spreadsheet as a Template.)

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

Creating and Updating OSHA Case Files

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

Creating and Updating OSHA Case Files

Use the OSHA Cases form to create and update Occupational Safety & Health Administration (OSHA) case files for work-related injuries or illnesses.

OSHA Case

The first panel establishes basic information for the OSHA case file.

To set up or modify an OSHA case:

  1. Click New Case to create a new OSHA case file, or enter the Case Number of an existing case file.

  2. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.

  3. If this case involves privacy concerns, select the Privacy Case? option. If this field is selected, the OSHA 300 Log will display the employee name as “Privacy Case”.

  4. Enter the employee’s Position. The default comes from the Employee Details; do not enter the activity in which the employee was engaged.

  5. Enter the code for home Department code in which the employee worked when the injury occurred or at the onset of the illness. The default comes from the Employee Details.

  6. Enter the Location code where the injury or illness occurred. The description displays.

  7. Modify the fields in the panels listed below, as necessary.

  8. Click Save.

Injury/Illness

Use the Injury/Illness panel to describe what happened in the OSHA case.

Field Description
Date of Injury or Onset of Illness Date when the employee sustained the injury or first reported the symptoms.
OSHA Event Code for Injury/Illness Enter the event code that best describes the injury or illness.
Report Incident on the 300A log Select this option if the client recorded the injury or illness in the OSHA 300A log.
Description of Injury/Illness Enter a description. Be as explicit as possible.
Description of where accident occurred This is an optional field and is limited to 15 characters.

Claim

The Claim panel provides additional OSHA claim information.

Field Description
Date Notified Date when the employee notified their supervisor about the injury or illness.
Fatal Select one of the following options: - Unknown - to indicate that the condition of the employee is not known. - No - to indicate that the injury or illness was not fatal. - Yes - to indicate that the injury or illness was fatal.

Enter detailed information as required in the OSHA Form 101 Detail panel.

[Image: screenshot]

To fill out information for OSHA Form 101:

  1. Enter the Body Part Description. This describes what was affected by the injury or illness.

  2. Describe the task in which the employee was engaged.

  3. Describe in detail the events that resulted in the injury or illness.

  4. Name the object or substance that affected the employee. For example:

OSHA Other Detail

Enter other information in the OSHA Other Detail panel, as required.

[Image: screenshot]

Field Description
Report Date Date when the report was prepared.
Prepared By Person who prepared the report.
Preparer Position Job title of the person who prepared the report.
Physician Name Name of the physician who treated the employee for the injury or illness.
Physician Address Street address for the physician.
City, State, & ZIP code Location of the physician.
Hospital Name Name of the hospital where the employee received treatment for the injury or illness.
Hospital Address Street address of the hospital.
City, State & ZIP Code Hospital location.

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

Changing an Employee’s User Password

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Password_Change_Form_EE-Details.htm Path: PD/HR/Change/Password_Change_Form_EE-Details.htm

Changing an Employee’s User Password

Use the Change Password form to change an employee’s user password. We recommend that you enter a password that you intend to be temporary, and instruct the employee to change it the next time they log in to Employee Portal (EP).

[Image: screenshot]

  1. Verify the Username is the correct user.

  2. Enter the New Password. The system validates the password; if it does not pass the validation, PrismHR informs you what you need to do to create a valid password.

  3. Reenter the password in the Confirm New Password field.

  4. Click Save. The next time the employee logs on, he or she will use the new password.

This resets the lockout period, if any, in cases where you are changing the password because the employee was locked out of EP due to too many failed login attempts.

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

Changing Effective Date for Employee Pay Rate Changes

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

Changing Effective Date for Employee Pay Rate Changes

Use the Pay History Adjustment form to change the effective date of a pay rate change for an employee, or delete the pay rate change entirely.

[Image: screenshot]

  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 Date Effective to change or delete the date. This is the date the pay rate went into effect for the employee.

Note: A warning message displays indicating that deleting a pay rate change for the current timesheet may not update the current timesheet. Click Yes to continue.

Important! Deleting a pay rate change that is effective on the first day of the current timesheet does not automatically update the pay rate on that timesheet.

[Image: screenshot]

a. Enter the New Effective Date.
b. Click Submit. The list updates with the new effective date for the pay rate.
— —

Note: Note: If you modify the effective date multiple times for the same period, a warning displays stating that this action may affect any Retro Pay calculations that have been paid or are due to the employee.

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

Position History Adjustment

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

Position History Adjustment

Use the Position History Adjustment form (Figure 75) to change the effective date of a position change for an employee, or delete a position change entirely.

Show me an example of the Position History Adjustment form:

Figure 75: Position History Adjustment

[Image: screenshot]

  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 Date Effective to change or delete. This is the date the position change went into effect for the employee.

Show me an example of the New Effective Date field:

Figure 76: New Effective Date

[Image: screenshot]

a. Enter the New Effective Date.
b. Click Submit. The list updates with the new effective date for the position.
— —

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

Changing Project Updates for Employees

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

Changing Project Updates for Employees

You can make changes to an employee’s project information using the Project History Adjustment form. For example:

[Image: screenshot]

To change an employee’s project information:

  1. Enter or select the Employee ID. The project history displays.

  2. Select a project history record to delete or update in the Date Effective column. The selected row is highlighted and the Delete Date and Change Date buttons display.

  3. Select Delete Date to delete the project information or Change Date to update the project information.

Note: If an adjustment for the selected record has already been posted, you cannot delete or change the date.

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

Specifying Time Off Auto-enroll Rules

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

Specifying Time Off Auto-enroll Rules

Specify plans that automatically enroll new employees with the Time Off Auto Enroll Rules form. Companies with existing rules display information similar to this:

[Image: screenshot]

Note: Note the following:

Note: In this scenario a message displays, “A type change has taken place that will archive this employee’s Time Off plan.”

Creating a Time Off Auto-enroll Rule

To create an auto-enroll rule:

  1. Select Client.

  2. From Client|Change, select Time Off Auto Enroll Rules.

  3. Click New Rule to view the Time Off Auto-Enrollment Rules Maintenance form. For example:

[Image: screenshot]

  1. Select Include (default) or Exclude for each panel and complete the information as required.
Field/Panel Description
If appropriate, add values in the panels: Employee Type, Location, Work Group, Position, Department, Pay Method, Benefit Group ID, Division, and Pay Group. Only employees who have all these conditions are enrolled in the plan. Note: The Variable Salary option only displays in the Pay Method field if the VARSALMETHOD custom feature code is enabled on the System Parameters form.
Enroll them in this type of Time Off Enter or select the qualifying Accrual Schedule and Time Off Plan in which to automatically enroll employees who meet the conditions: - Accrual Schedule: Select the schedule code that determines when employees accrue time off. After making a selection, the description displays. - Time Off Plan: Select the plan code that determines how much time off employees will accrue. After making a selection, the description displays.
  1. Click Save.

Note: Note: Users can enroll employees in the Time Off plans using the Time Off Auto Register Enrollment feature, found in the HR menu under HR|Action.

Controlling the Benefit Start Date

In association with the setting that displays in this form’s Use Seniority Date or Hire/Rehire Date column, you can control the date used as the Benefit Start Date on the HR|Change|Employee Time Off Register form for the selected Time Off auto-enroll rule.

To apply this setting:

  1. Do the following:
Field Description
Line # Click the line number for the Time Off Auto Enroll Rule you want to update. The Time Off Auto-Enrollment Rules Maintenance form displays.
Use Seniority Date or Hire/Rehire Date Select one of the following settings: - Seniority Date: Displays as S after selecting - Hire Date: Displays as H after selecting

  1. Click Save. The Time Off Auto Enroll Rules form displays.

  2. Click Save.

Defining Multiple Rule Triggers

You can indicate which events trigger the re-assessment of a rule and whether to automatically archive existing Time Off Registers when the rule is invoked by setting the options listed below.

Note: You cannot use a rule trigger option more than once. If you try to reuse a trigger an error message displays, “Trigger already listed for this rule.” Click OK to continue.

To define multiple triggers for a rule:

  1. Complete the following:
Field Description
Trigger Rule On Select one of the following settings: - Status/Type Change: Rule triggers during an employee status/type change process and, if criteria are met, the system enrolls that employee in the indicated plan. When a Time Off auto-enroll rule is configured with the Status/Type Change setting and an employee status/type change occurs, the following happens: If the change datematches or is priorto the system date and there are no required approvals: - If the rule is set to archive the prior Time Off Register: - Any existing Time Off Registers that share the same class as the Time Off Register assigned to the affecting rule are archived. - The system sends a notification about register archival to the user on the Status Type Change form. - The system creates a new enrollment/register for the employee’s new plan. - If the rule is not set to archive the prior Time Off Register and no Time Off Type conflicts exist with the employee’s existing register, the system creates a new enrollment/register for the employee’s new plan. - If the rule is not set to archive the prior Time Off Register and a Time Off Type conflict exists, the system does not update the Time Off Register and does not make any changes. The systemdoes notupdate the Time Off Register anddoes notmake any changes in the following scenarios: - If the change date matches or is prior to the system date and there are required approvals. - If the change date is future-dated and there are required approvals. - If the change date is future-dated and there are no required approvals. Note: When multiple Time Off auto-enroll rules for the same Time Off type are set to trigger during the Status/Type Change process, the system evaluates and enforces the rules by Rule Number order. Therefore, if an employee meets the criteria for a rule, the evaluation of all other rules for the same Time Off type stops and the process moves on to evaluate any other Time Off types represented in the Time Off auto-enroll rules. - Position Change: Rule triggers during an employee position change process and, if criteria are met, the system enrolls that employee in the indicated plan. When a Time Off auto-enroll rule is configured with the Position Change setting and an employee position change occurs, the following happens: If the change datematches or is priorto the system date and there are no required approvals: - If the rule is set to archive the prior Time Off Register: - Any existing Time Off Registers that share the same class as the Time Off Register assigned to the affecting rule are archived. - The system sends a notification about register archival to the user on the Position Change form. - The system creates a new enrollment/register for the employee’s new plan. - If the rule is not set to archive the prior Time Off Register and no Time Off Type conflicts exist with the employee’s existing register, the system creates a new enrollment/register for the employee’s new plan. - If the rule is not set to archive the prior Time Off Register and a Time Off Type conflict exists, the system does not update the Time Off Register and does not make any changes. The systemdoes notupdate the Time Off Register anddoes notmake any changes in the following scenarios: - If the change date matches or is prior to the system date and there are required approvals. - If the change date is future-dated and there are required approvals. - If the change date is future-dated and there are no required approvals. Note: When multiple Time Off auto-enroll rules for the same Time Off type are set to trigger during the Position Change process, the system evaluates and enforces the rules by Rule Number order. Therefore, if an employee meets the criteria for a rule, the evaluation of all other rules for the same Time Off type stops and the process moves on to evaluate any other Time Off types represented in the Time Off auto-enroll rules. > Note: Note the following: - You cannot use a rule trigger option more than once. If you try to reuse a trigger an error message displays, “Trigger already listed for this rule.” Click OK to continue. In addition, you can view existing Time Off Auto-enrollment rules, but you cannot make any updates to them. - Using future-dated status/type changes and position changes triggers a re-evaluation of the Time Off auto-enroll rules and executes the enrollment based on the employee’s Status/Type Change or Position Change at the time the change takes effect.

  1. Click Save. The Time Off Auto Enroll Rules form displays.

  2. Click Save.

Related Topics

Setting Up Time Off Plans

Processing Time Off Auto Register Enrollment

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

Importing Time Off Auto-enrollment Rules

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

Importing Time Off Auto-enrollment Rules

Use the Time Off Auto-Enrollment Rules Import form to import multiple Time Off auto-enrollment rules or update existing rules. For example:

[Image: screenshot]

To access the form, click the Back Office menu. Under Operations|Action, click Time Off Auto-Enrollment Rules Import.

To import Time Off auto-enrollment rules:

  1. In the Generate Import Spreadsheet section, create an import spreadsheet by entering or selecting the Client IDs. (You can select multiple clients from the Select Clients list at once.) The Client Name displays next to each client. (If left blank, the system selects all clients and bill codes.)

  2. Select Download Spreadsheet. The system creates a spreadsheet that displays in a separate window, which is suitable for editing.

  3. In the Import Data section, enter an Import Name. (This is a required field; you cannot import a file without this information.)

  4. Select Upload File. Click Add Files and select the file to upload, then click Start Upload. (This file must be in .csv format.)

  5. Click Close. A separate Downloads window displays the name of the .csv file that the system created. (Click Open file to view the downloaded file.)

Note: The first row in the downloaded file displays information about the first rule and the multi-value fields, which are separated by a pipe delimiter (|).

  1. 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.

  2. Click Close.

  3. Click Transaction Report to display a link to a report that contains the Time Off auto-enrollment rules transactions.

Note: The Transaction Report displays “Skipped” for any column in a row that has valid data but was not imported because a required row contained invalid data. (All invalid data displays in the Transaction Report.)

  1. Click Error Report to display a link to a .csv file that details the errors that occurred during the import. (The system does not import any rows listed in the error file and only imports rows where all data in the row is valid.)

Note: The Error Report link only displays if errors occurred during the import, which confirms that the system is unable to perform the import.

Note: Note the following:

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

Adjusting Accrued or Carryover Hours for Employees

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

Adjusting Accrued or Carryover Hours for Employees

You can use the Employee Time Off Register Adjustment form to adjust an employee’s number of accrued hours or carryover hours from a previous year. You can also adjust the accrued through date.

Note: Note the following when using the Employee Time Off Register Adjustment form:

[Image: screenshot]

Note: Note: The system automatically assigns the Journal ID.

In addition, you can access the Time Off Register Adjustment Import form by clicking the Import icon (

[Image: screenshot]

) that displays in this form. See Importing Time Off Adjustment Information for more information.

To adjust an employee’s number of hours, do the following:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.

  2. Select the Time Off Accrual Schedule for this adjustment.

  3. Enter the Effective Date, which is the day of the adjustment or the start date of the adjustment period if the adjustment spans multiple days.

  4. Enter the Calculated Hours to add to the employee’s Time Off register.

  5. Enter the Carry-Over Hours to add to the employee’s Time Off register.

  6. Enter the Calculated Thru Date, which is the date through which you want to update the employee’s accrued through for the accrual schedule. Further accruals occur for payrolls with a pay date after this date. If you want to adjust only the date, enter zeroes in the hours fields.

  7. Enter a Comment about the adjustment, if applicable. For example, you can use this reference a specific voucher or event.

  8. Click Save.

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

Saving the Spreadsheet as a Template

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Save%20the%20Spreadsheet%20as%20a%20Template.htm Path: PD/HR/Change/Save the Spreadsheet as a Template.htm

Saving the Spreadsheet as a Template

You can save specified fields into a template to provide faster selection when you need to import future field updates. Only selected fields are saved as a template.

To save selected fields as a template (assuming Generate Import Spreadsheet panel is expanded):

  1. Enter fields in the Fields to Update section.

  2. Enter a Template ID.

  3. Enter a descriptive name in the Template Description field.

  4. Click Save Template. If you make changes to an existing template and try to save it, the system asks if you want to write over the existing template. [Image: screenshot]

Note: Note: Saved templates will appear as selections in the Use Template drop-down under Generate Import Spreadsheet.

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

Assigning School District GeoCodes

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

Assigning School District GeoCodes

You can assign a School District GeoCode in Employee Details in PrismHR to ensure that the system properly calculates the employee’s school district taxes.

  1. Refer to the Vertex Calculation Guide in the Customer Resource Center to determine the school district GeoCode for the appropriate state, town and school district for the selected employee.

  2. Open Employee Details (found in the HR menu under HR|Change.

  3. Enter the Employee ID and then select the Tax tab.

  4. Scroll down to the Miscellaneous panel and enter the School District GeoCode determined in step 1.

[Image: screenshot]

  1. Click Save.

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

Changing Shift Updates for Employees

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

Changing Shift Updates for Employees

You can make changes to an employee’s shift information using the Shift History Adjustment form. For example:

[Image: screenshot]

To change an employee’s shift information:

  1. Enter or select the Employee ID. The shift history displays.

  2. Select a shift history record to delete or update in the Date Effective column. The selected row is highlighted and the Delete Date and Change Date buttons display.

  3. Select Delete Date to delete the shift information or Change Date to update the shift information.

Note: If an adjustment for the selected record has already been posted, you cannot delete or change the date.

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

Terminated Take On Employee Maintenance Audit

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Terminated%20Take%20On%20Employee%20Maintenance%20Audit.htm Path: PD/HR/Change/Terminated Take On Employee Maintenance Audit.htm

Terminated Take On Employee Maintenance Audit

Use this option to view the audit logs, to view the changes made to a terminated take on employee record, using the Terminated Take On Employee Maintenance form.

Note: Note:

To view the audit log:

  1. On the Terminated Take On Employee Maintenance form, click Employee ID to select the employee for whom you want to view the audit log. The other fields on the form auto populates with the information available in the system.

  2. Click [Image: screenshot] (Action Menu) on the top right.

  3. Select Audit (first option in the drop-down) - the Audit Log Display opens in a separate window.

  4. Click a Log ID to view the respective changes made - the first Log ID from the top displays the latest change made.

  5. Click Close to close the Audit Log Display window.

Each Log ID displays the following information:

Controlling Field Value

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

Terminated Take On Employee Maintenance

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Change/Terminated%20Take%20On%20Employee%20Maintenance.htm Path: PD/HR/Change/Terminated Take On Employee Maintenance.htm

Terminated Take On Employee Maintenance

Use this form to update the employee information that were created using the Terminated Take On Employee Entry form. Other processes such as Employment Information Report (EEO-1) also utilize this information.

Note: Note: This process uses Client Access Group and employee-level security.

To access the form, click HR. Under HR|Change click Terminated Take On Employee Maintenance.

To update the information of the terminated take on employee:

  1. Complete the following fields:

In this field — Enter this

Employee ID — The employee ID of the terminated take on employee or click the Employee ID link to select the employee.

Social Security Number — Auto populates when a valid Employee ID is entered. Only the last four digits of the Social Security Number are displayed while the others are masked. Click the Edit SSN link to edit the Social Security Number.

First Name — The first name of the employee.

Middle Name — The middle name of the employee. This field is optional.

Last Name — The last name of the employee.

Birth Date — The date of birth of the employee. This field is optional.

Address — The street address of the employee.

Address Line 2 — Additional address information of the employee, for example, apartment number. This field is optional.

City — The name of the city of the employee.

State — Auto populates when a valid five digit zip code is entered in the Zip Code field.

Zip Code — The five digit zip code of the employee here.

Employer — The employer code of the employee or click the Employer link to select the employer code.

Employment Status — The employment status code of the employee or click the Employment Status link to select the employment status code.

Employment Type — The employment type code of the employee or click the Employment Type link to select the employment type code.

Position — The position code of the employee or click the Position link to select the position code.

Worksite Location — The worksite location code of the employee or click the Worksite Location link to select the worksite location code.

Department — The department code of the employee or click the Department link to select the department code. This field is optional.

Project/Cost Center — The project/cost center code of the employee or click the Project/Cost Center link to select the project/cost center code. This field is optional.

Benefit Group — The benefit group code of the employee of click the Benefit Group link to select the benefit group code. This field is optional.

  1. Click Save to update the information for the terminated employee. The screen is refreshed.

  2. Click Tax Register Report to generate a Tax Register Summary for the terminated employee containing SUTA and MISC taxes that are client reporting, provided the taxes have been entered in the employee record via a tax adjustment.

  3. Click the XLS link to download the summary.

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

Changing Work Group Updates for Employees

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

Changing Work Group Updates for Employees

You can make changes to an employee’s work group information using the Work Group History Adjustment form. For example:

[Image: screenshot]

To change an employee’s work group information:

  1. Enter or select the Employee ID. The work group history displays.

  2. Select a work group history record to delete or update in the Date Effective column. The selected row is highlighted and the Delete Date and Change Date buttons display.

  3. Select Delete Date to delete the work group information or Change Date to update the work group information.

Note: If an adjustment for the selected record has already been posted, you cannot delete or change the date.

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

Managing Employees’ Dependents and FMLA Events

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Chapter_Dependents_FMLA.htm Path: PD/HR/Front_Matter/HR_UG_Chapter_Dependents_FMLA.htm

Managing Employees’ Dependents and FMLA Events

Use PrismHR to manage employees’ dependents and FMLA (Family Medical Leave Act) events.

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

Updating Employees’ Historical Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Chapter_HR_Adjustments.htm Path: PD/HR/Front_Matter/HR_UG_Chapter_HR_Adjustments.htm

Updating Employees’ Historical Information

When necessary, you can make adjustments to employees’ historical information.

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

Defining Job Applicants and New Hires

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Chapter_JobApps_NewHires.htm Path: PD/HR/Front_Matter/HR_UG_Chapter_JobApps_NewHires.htm

Defining Job Applicants and New Hires

You can enter job applicants and new hires in PrismHR.

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

Defining OSHA and Workers’ Compensation Case Files

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Chapter_OSHA.htm Path: PD/HR/Front_Matter/HR_UG_Chapter_OSHA.htm

Defining OSHA and Workers’ Compensation Case Files

Use PrismHR to define and work with OSHA (Occupational Safety and Health Administration) and workers’ compensation case file information.

Note: Note: Before entering case files, your organization must define events; see Establishing OSHA Event Codes.

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

Updating Employee Records

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Chapter_Other_HR_Actions.htm Path: PD/HR/Front_Matter/HR_UG_Chapter_Other_HR_Actions.htm

Updating Employee Records

You can update employee records using features in the HR menu under Actions.

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

Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Chapter_Reports.htm Path: PD/HR/Front_Matter/HR_UG_Chapter_Reports.htm

Reports

Use these reports in PrismHR to view human resources information.

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

Accessing Employee Information

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Chapter_Views.htm Path: PD/HR/Front_Matter/HR_UG_Chapter_Views.htm

Accessing Employee Information

There are different ways to access employee information, typically from the HR menu under View or from the Action menu

[Image: screenshot]

in many employee forms.

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

Setting Up Client-Level Human Resources Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Client_HR_Code_Files.htm Path: PD/HR/Front_Matter/HR_UG_Client_HR_Code_Files.htm

Setting Up Client-Level Human Resources Codes

There are codes that your organization must set up to administer human resources functions for clients.

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

Using the Employee Details Action Menu

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_EE_Details_Action_Menu.htm Path: PD/HR/Front_Matter/HR_UG_EE_Details_Action_Menu.htm

Using the Employee Details Action Menu

Some of the features found in the Action menu

[Image: screenshot]

of Employee Details are also available in other parts of the system. Those listed below are available primarily through the Action menu

[Image: screenshot]

.

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

Defining Employee Positions

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_Position_Codes.htm Path: PD/HR/Front_Matter/HR_UG_Position_Codes.htm

Defining Employee Positions

Use these features to define and work with the codes that pertain to employee positions.

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

Setting Up System-Level Human Resources Codes

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Front_Matter/HR_UG_System_HR_Code_Files.htm Path: PD/HR/Front_Matter/HR_UG_System_HR_Code_Files.htm

Setting Up System-Level Human Resources Codes

This chapter guides you in setting up codes that your organization can use to administer human resources functions throughout the system.

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

Employee Retirement Loans Detail Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/2020/Employee_Retirement_Loans_Detail_Report.htm Path: PD/HR/Reports/2020/Employee_Retirement_Loans_Detail_Report.htm

Employee Retirement Loans Detail Report

You can run a report linked to a loan number or a payroll number for each 401K loan for employees who have more than one 401K loan payment.

Using the Employee Retirement Loans Detail Report from the HR|Report menu, you can run reports that separate the loan payments instead of combining multiple payments into one deduction.

[Image: screenshot]

To run this report, do the following:

  1. Click theReports menu icon.

  2. Select Employee Retirement Loans Detail Report from the HR|Report menu.

  3. Select or enter the Loan Number or Payroll Number. If you select one of the fields, a form displays where you can select a number from the list or refine the search.

  4. Click Run. The Employee Retirement Loans Detail Report displays, listing the payment amount deducted per payroll for the employee’s 401K loan.

  5. To download the report, click XLS.

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

E-Verification Update Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/2020/EVerification_Status_Report.htm Path: PD/HR/Reports/2020/EVerification_Status_Report.htm

E-Verification Update Report

You can run a report, E-Verification Update Report, to list all employees who were submitted for e-verification and their e-verification status.

[Image: screenshot]

To run this report, do the following:

  1. Click theReports menu icon.

  2. Select E-Verification Status Report from the Operations|Report menu. The E-Verification Status Report form displays.

  3. Select or enter the Client ID. The Client Name displays.

  4. Enter the Start Date and End Date.

  5. Select Exclude Cases Closed, if appropriate.

  6. Click Run. The E-Verification Update Report displays, listing any employees who were submitted for e-verification during that time period.

  7. To download the report, click XLS.

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

Active Employee Labor Allocation Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Active%20Employee%20Labor%20Allocation%20Report.htm Path: PD/HR/Reports/Active Employee Labor Allocation Report.htm

Active Employee Labor Allocation Report

Use this form to generate a global report to display the worksite location, assignments and allocations for all active employees who work in more than one location, position, project, division or department. This report also shows the percentage allocation of each allocated location.

Note: Note:

To access the form, click Reports. Under Operations|Report, click Active Employee Labor Allocation Report.

To generate the Active Employee Labor Allocation Report:

  1. Complete the following:

Field Name — Description

Client ID — This field is optional. Leave this field blank to run this report for all clients. If you want to restrict this report to a few selected clients, enter the Client IDs here or click the Client ID link and select them from the Select Client dialog box. The Client Name auto populates.

  1. Click Run to generate the report. The report shows up on screen.

This report shows the following columns:

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

Benefits Billing Detail Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Benefits_Billing_Report.htm Path: PD/HR/Reports/Benefits_Billing_Report.htm

Benefits Billing Detail Report

Use the Benefits Billing Detail Report form to determine what information prints on the Benefits Billing Detail Report and in what order.

[Image: screenshot]

  1. In the Selection Parameters section choose from the Defined Ranges drop-down to determine what displays on the report.

The drop-down contains the following options:

  1. Select options under the Sort Criteria section for how the report displays.

This section has the following fields:

  1. 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. Click Run.

[Image: screenshot]

Depending on the Sort Criteria option selected, the possible report columns that display are:

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

Employee Hours by Active Weeks Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/EE-Hours-Worked-Repo.htm Path: PD/HR/Reports/EE-Hours-Worked-Repo.htm

Employee Hours by Active Weeks Report

The Employee Hours By Weeks Report enables you to run a report identifying employee hours worked by active days and weeks.

Note: Terminated employees do not display in the report unless they were active during the date range set in the Selection Parameters panel.

To run the report:

  1. In the Starting Date field, enter the first date to be included in the report. This field is required.

  2. In the Ending Date field, enter the last date to be included in the report. This field is required.

You can filter the report by:

  1. Select Run. The report displays.

Viewing the Report

The following fields display on the report:

Field Description
Employee Name The name of the employee.
Employee ID The employee ID number.
Hire Date The date the employee was hired.
Pay Method The method by which the employee is paid: - H: Hourly - S: Salary - VSalary: Variable Salary Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “VSalary” in the on-screen and .xls report output. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)

Emergency Contact Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Emergency_Contact_Report.htm Path: PD/HR/Reports/Emergency_Contact_Report.htm

Emergency Contact Report

This report provides a listing of employees’ emergency contact information. For example:

[Image: screenshot]

To run the Emergency Contact Report:

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run. The report output displays. For example:

[Image: screenshot]

The report columns are:

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

Employee Count Analysis Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee%20Count%20Analysis.htm Path: PD/HR/Reports/Employee Count Analysis.htm

Analyzing the Employee Count

This utility provides a count of employees, either by the number of paid employees or by the classification status of employees in the system.

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

To access the form, click

[Image: screenshot]

(Back Office). Under Operations|Report, click Employee Count Analysis.

To generate an employee count analysis:

  1. In the Employer ID field enter the Employer ID, or click the Employer ID link and select the employer to generate the employee count for that Employer. If left blank, and the Client ID is also blank, it will generate employee count of all employees in the system.

  2. In the Client ID field enter the Client ID, or click the Client ID link and select the client to generate the employee count for that Client.

  3. In the As of Date field, enter the date for which you want the Employee Count Analysis.

  4. For Count Type, select any one of the following two options:

  1. If Employee Status Classification is selected, then select any one of the following options:
  1. For the Employee Type, select any one of the following options:

  1. Click Count Employees - a new window Calculating Employee Count appears.

  2. Scroll down the window to view the number of employees counted.

  3. Click Close to close the Calculating Employee Count window.

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

Employee Fields Transaction Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee%20Fields%20Transaction%20Report.htm Path: PD/HR/Reports/Employee Fields Transaction Report.htm

Employee Fields Transaction Report

Click View Transaction Report to display both error values and values that were successfully imported into the system in a single report. The default report name is - fields-import-transactions.csv. Rows with errors display at the top of the report.

Columns in the report are:

When importing values that require multiple attributes, each attribute is added as a separate row in the Fields Import Transaction Report.

Tax Changes

Position Change

Pay Rate Change

Check Memo

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

Employee Master Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee%20Master%20Report.htm Path: PD/HR/Reports/Employee Master Report.htm

Employee Master Report

This report provides detailed information about employees for a client. For each employee it displays contact and personal information, employment details, compensation and tax filing information, benefit elections, paid time off, dependent information, and a year-to-date summary.

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

To access the form, click theReports menu. Under HR|Report, click Employee Master Report.

To generate the Employee Master Report:

  1. Complete the following:
Field Name Description
Selection Criteria
Employee ID This field is optional. Leave this field blank for this report to run for all employees. If you want to run this report for selected employees, enter their employee IDs here, or click the Employee Id link and select them from the Employee Search Results dialog box. The Employee Name appears.
Status Class This field is optional. Leave this field blank for this report to run for all employee statuses. If you want to run this report for selected status class of employees, enter them here from the following drop-down: - All - This is the default option. - Active - On Leave - Terminated
  1. Click Run. The Employee Master Report shows on screen. Each page displays an employee or their dependent information.

This report shows the following information:

Report Output

Here is a sample of the report columns, based on the criteria in the form:

[Image: screenshot]

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

Employee Status As Of Date Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee%20Status%20As%20Of%20Date%20Report.htm Path: PD/HR/Reports/Employee Status As Of Date Report.htm

Employee Status As Of Date Report

Use this report to see the status of all employees of a client across locations for a given date.

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

To access the form, clickReports menu. Under HR|Report, click Employee Status As Of Date Report.

To generate the employee status as of date report, complete the following:

  1. Specify the As of Date, which is effective date of the report.

  2. Select an Employee Status (this field is optional) if you want to limit the report to employees with a specific employment status. Leave this field blank to select all employment status types.

  3. Click Generate Report. A job progress window opens. In case of any errors, correct them and rerun the process.

  4. Click Close to close the job progress window.

  5. Click the XLS link to download the report.

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

Employee Total Compensation Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee%20Total%20Compensation%20Report.htm Path: PD/HR/Reports/Employee Total Compensation Report.htm

Employee Total Compensation Report

Use this form to print a one page total compensation statement per employee to show pay, tax, retirement and benefit contribution made on behalf of the employee. This report may be run for a single quarter or an entire calendar year . You can view the report on screen and can also download the report in pdf or excel format. This report is configured with the Total Compensation Report Setup found under Back Office>System|Change>Total Compensation Report Setup.

Note: Note:

To access the form, click Reports. Under HR|Report, click Employee Total Compensation Report.

To generate the Employee Total Compensation Report:

  1. Complete the following:

Field Name — Description

Year — Enter the four digit year for which you want to run this report. By default the current year displays.

Quarter — Select the quarter for which you want to run this report.

Skip Employees with Status — If you want to exclude employees with a particular status from the report, enter one or more status codes here or click the Skip Employees with Status link and select them from the Select Employment Status dialog box. Leave this blank to include all employees.

Skip Employees with Status — If you want to exclude employees with a particular type from the report, enter one or more employee type codes here or click the Skip Employees with Type link and select them from the Select Employee Type Codes dialog box. Leave this blank to include all employees.

Would you like to suppress negative amounts — Check this box if you want to suppress negative amounts from this report.

  1. Click Generate Report. A job progress window opens. Click Close to close the dialog box. In case of any errors, make the necessary corrections and redo the process.
  1. — Click the Compensation Report link to generate the report on screen. Each page show one employee.
b. Click the Error Report link to see the errors if any.
c. Click the CSV Download link to download the report in excel.
— —

Following is a sample Total Compensation Report.

[Image: screenshot]

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

Employee Turnover Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee%20Turnover%20Report.htm Path: PD/HR/Reports/Employee Turnover Report.htm

Employee Turnover Report

Use this report to show the employees’ location and job code as well as Pay rate and last hire date. In addition, it also shows the total number of employees and their turnover count.

Note:

To access this form, clickReports menu. Under Client|Report, click Employee Turnover Report.

To generate the Invoice Accounting Detail Report:

  1. Complete the following fields:
Field Name Description
Starting Date Enter the starting pay date of the reporting period.
Ending Date Enter the ending pay date of the reporting period.
Sort Options Select what you want to sort your report by from the following options: - Department - Division (Default) - Location
  1. Click Run to generate the report on screen.

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

Employee Address Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Address_Report.htm Path: PD/HR/Reports/Employee_Address_Report.htm

Employee Address Report

This report provides a listing of employees’ residential and mailing addresses.

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run. The report output displays in .xls format in a separate window. For example:

[Image: screenshot]

The report columns include:

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

Employee Age Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Age_Report.htm Path: PD/HR/Reports/Employee_Age_Report.htm

Employee Age Report

This report provides a listing of employees’ positions, dates of birth, and age.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Anniversary Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Anniversary_Report.htm Path: PD/HR/Reports/Employee_Anniversary_Report.htm

Employee Anniversary Report

This report provides a listing of employees’ employment dates.

Show me an example of the Employee Anniversary Report form:

Figure 35: Employee Anniversary Report Form

[Image: screenshot]

  1. Enter the Selection Criteria to determine what displays on the report. If left blank, all employees display:
  1. Click Run.

Show me an example of the Employee Anniversary Report:

Figure 36: Employee Anniversary Report

[Image: screenshot]

The report columns are:

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

Employee Birthday Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Birthday_Report.htm Path: PD/HR/Reports/Employee_Birthday_Report.htm

Employee Birthday Report

This report provides a listing of employees’ birth date information.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Census Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Census_Report.htm Path: PD/HR/Reports/Employee_Census_Report.htm

Employee Census Report

This report provides a listing of employees’ census information.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Change Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Change_Report.htm Path: PD/HR/Reports/Employee_Change_Report.htm

Employee Change Report

This report provides a listing of changes in employees’ employment status. (The entry form is available on the HR|Report menu.)

[Image: screenshot]

To change an employee’s employment status:

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run. The Employee Change Report displays. For example:

[Image: screenshot]

The report columns are:

[Image: screenshot]

The report columns are:

[Image: screenshot]

The report columns are:

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

Employee Contact Information Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Contact_Information_Report.htm Path: PD/HR/Reports/Employee_Contact_Information_Report.htm

Employee Contact Information Report

This report provides a listing of employees’ contact information.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Department Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Department_Report.htm Path: PD/HR/Reports/Employee_Department_Report.htm

Employee Department Report

This report provides a listing of employees’ department information.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Dependents Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Dependents_Report.htm Path: PD/HR/Reports/Employee_Dependents_Report.htm

Employee Dependents Report

This report provides a listing of employees’ dependents contact information.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Elections Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Elections_Report.htm Path: PD/HR/Reports/Employee_Elections_Report.htm

Employee Elections Report

This report provides a listing of employees’ retirement elections for selected clients or all clients. For example:

[Image: screenshot]

To access this form, click Work Centers, then click Benefit Imports & Reporting. Under Benefit Reporting, click Employee Elections Report.

To run this report:

  1. Select or enter one or multiple Client IDs in the Include Clients section to display their employees’ retirement elections in the report. The Client Name displays.

Note: Note the following:

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run. The report displays. For example, if you select or enter a client in the Include Clients section, the report displays as follows:

[Image: screenshot]

The report columns are:

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

Employee Event Codes Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Event_Codes_Report.htm Path: PD/HR/Reports/Employee_Event_Codes_Report.htm

Employee Event Codes Report

This report provides a listing of event codes per employee.

Background

In the backend system, there are four different versions of this report. Use the Report Type field to specify which version to run:

Procedure

To run the Employee Event Codes Report:

  1. Select the Report Type you want to use. See the Background section for details about the different types.

  2. If you want to filter the report results by Employee ID, Event Code, or Status Class, specify those values in the appropriate fields.

  3. If you are running the Employee Events By Roster Report, skip this step. Otherwise, depending on the type of report, enter your report selection dates in the appropriate fields:

  1. Click Run to generate the report.

Output

Column Description
Action Date The date when the next action needs to be taken.
Event Code The code entered for that event.
Event Description Description of the event.
Employee ID Employee’s ID in the system.
Employee Name Last Name, First Name.
Event Date The date the event took place.
Comment Any additional comments entered for this event and employee.

[Image: screenshot]

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

Employee ID Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_ID_Report.htm Path: PD/HR/Reports/Employee_ID_Report.htm

Employee ID Report

This report provides a listing of employees’ ID, position, location, and department.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Master Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Master_Report.htm Path: PD/HR/Reports/Employee_Master_Report.htm

Employee Master Report

The Employee Master Report form, which users can update to generate the Employee Master Report, provides detailed information about employees for a client. For each employee it displays contact and personal information, employment details, compensation and tax filing information, benefit elections, paid time off, dependent information, and a year-to-date summary. For example:

[Image: screenshot]

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

To access the form, click theReports menu. Under HR|Report, click Employee Master Report.

To generate the Employee Master Report:

  1. Complete the following:
Field Name Description
Selection Criteria
Employee ID This field is optional. Leave this field blank for this report to run for all employees. If you want to run this report for selected employees, enter their employee IDs here, or click the Employee Id link and select them from the Employee Search Results dialog box. The Employee Name appears.
Status Class This field is optional. Leave this field blank for this report to run for all employee statuses. If you want to run this report for selected status class of employees, enter them here from the following drop-down: - All - This is the default option. - Active - On Leave - Terminated
  1. Click Run. The Employee Master Report displays on-screen. Each page displays an employee or their dependent information. For example:

[Image: screenshot]

  1. Click Clear to clear the form at any time.

  2. Click Close to close this form.

This report shows the following information:

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.

Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form display as “V - VSalary” in the on-screen and .xls report output. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)

Report Output

Here is a sample of the report columns, based on the criteria in the form:

[Image: screenshot]

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

Employee Name Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Name_Report.htm Path: PD/HR/Reports/Employee_Name_Report.htm

Employee Name Report

This report provides a listing of employees’ work information.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee New Hire Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_New_Hire_Report.htm Path: PD/HR/Reports/Employee_New_Hire_Report.htm

Employee New Hire Report

This report provides a listing of employees based on their hire date, and includes their position, seniority, and pay information.

[Image: screenshot]

To generate the Employee New Hire Report:

  1. Enter the Selection Parameters to determine what displays on the report:
  1. Click Run. The Employee New Hire Report displays on-screen. For example:

[Image: screenshot]

  1. Click Close to close this form.

The report columns are:

Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “VSalary” in the on-screen and .xls report output. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)

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

Employee Pay Rate Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Pay_Rate_Report.htm Path: PD/HR/Reports/Employee_Pay_Rate_Report.htm

Employee Pay Rate Report

Your organization can use the Employee Pay Rate Report to view information about employee pay rates.

[Image: screenshot]

To generate the Employee Pay Rate Report:

  1. Enter the Selection Parameters to determine what displays on the report:
  1. Set the Sort Parameters:
  1. Set the Report Parameters:
  1. Set the Other Parameters:
  1. Enter the Report Filters to display on the report:
  1. Click Run to generate the report. The Employee Pay Rate Report displays. For example:

[Image: screenshot]

Note: Click Close to close this form.

The report columns that display are based on the criteria specified in the 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. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)

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

Employee Property Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Property_Report.htm Path: PD/HR/Reports/Employee_Property_Report.htm

Employee Property Report

This report provides a listing of employees’ property information.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Time Off Detail Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_PTO_Detail_Report.htm Path: PD/HR/Reports/Employee_PTO_Detail_Report.htm

Employee Time Off Detail Report

This report provides information about employees’ paid time off.

To run this report:

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
Field Description
Employee Status Enter or select the Employee Status. The Status Description displays.
Accrual Schedule Enter or select the Accrual Schedule. The Description displays.
Report Type Description
Time Off YTD Detail Report Displays an employee’s paid time off details in a year-to-date format.
Time Off Absence Summary Report Displays a summary of absences.
Time Off Absence Summary Report by Department Displays a summary of absences by department.
Time Off Absence Summary Report with Accrual Level Displays a summary of absences, including accrual.
Time Off Absence Summary Report with Accrual Level by Location Displays a summary of absences by location, including accrual.
Time Off Absence Summary Report with Buyback Displays a summary of absences, including buyback.
Time Off Absence Summary Report with Buyback by Department Displays a summary of absences by department, including buyback.
Time Off Absence Summary Report with Buyback by Location Displays a summary of absences by location, including buyback.
Time Off Absence Summary Report with Buyback by Pay Group Displays a summary of absences by pay group, including buyback.
Time Off YTD Absence Report by Hours Used Displays year-to-date absences by hours.
Time Off Payroll Equivalent Report For Current Year Displays time off as payroll equivalent for the current year.
Time Off Payroll Equivalent Report For Previous Year Displays time off as payroll equivalent for a previous year. Enter the Report Year.

  1. Enter or select the Year-End Date. (This field does not apply to the Time Off Payroll Equivalent Report For Current Year and Time Off Payroll Equivalent Report For Previous Year report types.)

  2. Click Run. The report displays. For example:

[Image: screenshot]

The report columns that display are based on the criteria specified in the form:

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

Employee Ranked Service Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Ranked_Service_Report.htm Path: PD/HR/Reports/Employee_Ranked_Service_Report.htm

Employee Ranked Service Report

This report provides a listing of employees and their years of service.

Show me an example of the Employee Ranked Service Report form:

Figure 39: Employee Ranked Service Report Form

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run.

Show me an example of the Employee Ranked Service Report:

Figure 40: Employee Ranked Service Report

[Image: screenshot]

The report columns are:

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

Employee Reports

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Reports.htm Path: PD/HR/Reports/Employee_Reports.htm

Employee Reports

The reports available in this list are employee reports that you can access from theReports menu under HR|Report.

Employee Address Report: Lists employees’ residential and mailing addresses.

Employee Age Report: Lists employees’ positions, dates of birth, and age.

Employee Birthday Report: Lists employees’ birth date information.

Employee Census Report: Lists employees’ census information.

Employee Contact Information Report: Lists employees’ contact information.

Employee Department Report: Lists employees’ department information.

Employee Dependents Report: Lists employees’ dependents contact information.

Employee ID Report: Lists employees’ ID, position, location, and department.

Employee Name Report: Lists employees’ work information.

Employee Organizational Structure Report: Lists employees’ PTO approver and manager information.

Employee Property Report: Lists employees’ property information.

Note: Information about other employee reports are available by selecting the Help icon in the report’s form.

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

Employee Retirement Loans Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Retirement_Loans_Report.htm Path: PD/HR/Reports/Employee_Retirement_Loans_Report.htm

Employee Retirement Loans Report

This report provides a listing of employees’ retirement loans.

Click Run.

Show me an example of the Employee Retirement Loans Report:

Figure 42: Employee Retirement Loans Report

[Image: screenshot]

The report columns are:

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

Employee Skills Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Skills_Report.htm Path: PD/HR/Reports/Employee_Skills_Report.htm

Employee Skills Report

This report provides a listing of employee’s recorded skills.

Show me an example of the Employee Skills Report form:

Figure 45: Employee Skills Report Form

[Image: screenshot]

  1. Use the Report Parameters and Report Filters to determine what displays on the report; if left blank, all employees display:
  1. Click Run.

Show me an example of the Employee Skills Report:

Figure 46: Employee Skills Report

[Image: screenshot]

The report columns are:

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

Employee Organizational Structure Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Supervisor_Report.htm Path: PD/HR/Reports/Employee_Supervisor_Report.htm

Employee Organizational Structure Report

This report provides a listing of employees’ organizational structure information, which includes their PTO approver, PTO approver’s position, and manager.

[Image: screenshot]

To run the report:

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Enter the Sort Parameters.
  1. Enter the Report Filters to display on the report:
  1. Click Run. The Employee Organizational Structure Report displays. For example:

[Image: screenshot]

The report columns are:

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

Employee Terminations Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Terminations_Report.htm Path: PD/HR/Reports/Employee_Terminations_Report.htm

Employee Terminations Report

This report provides a listing of employee terminations.

[Image: screenshot]

To run this report, do the following:

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Employee Test Results Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Employee_Test_Results_Report.htm Path: PD/HR/Reports/Employee_Test_Results_Report.htm

Employee Test Results Report

This report provides a listing of employee test results.

Show me an example of the Employee Test Results Report form:

Figure 49: Employee Test Results Report Form

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run.

Show me an example of the Employee Skills Report:

Figure 50: Employee Test Results Report

[Image: screenshot]

The report columns are:

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

Finding Changes to an Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Find%20Changes%20To%20An%20Employee.htm Path: PD/HR/Reports/Find Changes To An Employee.htm

Finding Changes to an Employee

Use the Find Changes to an Employee form to generate a report that shows all changes made to an employee record for a selected date or date range.

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

To access the form, clickReports menu. Under System|Report, click Find Changes to an Employee.

To find the changes made to the database files for an employee:

  1. Complete the following:

In this Field — Enter this

Employee ID — The ID for the employee to be reported on or click the Employee ID link to select an en employee from the Select Employee dialog box.

Start Date — This field is required. Enter or select a date to limit the report to a specific date or to use as the start date in the date range.

End Date — This field is optional. Enter or select a date if you want to limit the report to a specific date or to use as the last date in the date range. Leave it blank to use the current date as the end date of the date range.

  1. Click Generate Report to generate the File Audit Report, which displays the changes (Before Value and After Value) made to all the audited database files for the selected employee, for the selected date or date range.

  2. Click Clear to clear the form.

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

New Hire and Termination Reporting Center

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/New%20Hire%20and%20Termination%20Reporting.htm Path: PD/HR/Reports/New Hire and Termination Reporting.htm

New Hire and Termination Reporting Center

The New Hire and Termination Reporting Center provides convenient access to the forms required to process new hire and termination reporting.

The New Hire and Termination Reporting form can include information on employees from restricted clients. The system produces a complete file which includes annual salary without exceptions based on the Client Access Group and the restricted clients listed in it. For this reason, it is recommended that access to this form be limited to users with unrestricted access to all clients in the database.

To open a New Hire and Termination Reporting page:

On the Work Centers panel, under Compliance, click New Hire and Termination Reporting and then select the relevant form.

Under Reporting Date Overrides, select from the following options:

Under Downloads, select the following option:

To get detailed instructions for using the open form:

To return to the previous page:

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

OSHA 300A File Download

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/OSHA_300A_File_Download.htm Path: PD/HR/Reports/OSHA_300A_File_Download.htm

OSHA 300A File Download

Organizations can use the OSHA 300A File Download form to download the form OSHA 300A into a comma separated values (.csv) file to use for electronic filing.

The OSHA 300A File Download displays the work-related injury and illness totals for the year in each category for each location selected. The report includes all of the same information as in the OSHA Report with the 300A Report Type selected.

Show me an example of the OSHA 300A File Download report:

Figure 54: OSHA 300A File Download

[Image: The OSHA 300A File Download form.]

  1. Enter the Selection Parameters to determine what displays on the report:

  1. Enter a Change Reason if generating a file to correct a previously submitted file. This is optional.

  2. Click Run. The output displays in a .csv file.

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

OSHA Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/OSHA_Report.htm Path: PD/HR/Reports/OSHA_Report.htm

OSHA Report

This form pulls data from the OSHA Cases records to complete the OSHA 300 and 300A Reports. To ensure data populates correctly, it is recommended to select the Report Incident on the 300A Log field on the OSHA Cases form (found under HR>HR|Change). This report is required by the Occupational Safety and Health Administration (OSHA) agency of the United States Department of Labor to maintain records of all work-related injuries and illnesses.

Note: Note:

To access the form, click the Reports menu. Under HR|Report, click OSHA Report.

To generate the OSHA Report:

  1. Complete the following:
Field Name Description
Year Select the report year from the drop-down. By default the current year displays. You have the option of a 10 year look back.
Location Select the client’s location for which you want to run the report from the following drop-down: - All Locations - MAIN - CALLLL - CA2 LOCAL GLOBAL - FL 2 - FL 3 - MA
  1. Click Run to generate the report. The report shows up on the screen.

When you run the OSHA 300A report, then in addition to the PDF report, the following two reports will appear via hyperlink for download here:

  1. Click Close to close the form.

The OSHA 300 Report (Log of Work-Related Injuries and Illnesses) classifies work-related injuries and illnesses. The report also records the extent and severity of each case. If the client has more than one establishment or site, you must keep separate records for each physical location that is expected to remain in operation for one year or longer.

Note: Note: If the Description of where accident occurred field on the OSHA Cases form is populated, Column E on the OSHA 300 Report will output this information.

[Image: OSHA’s Form 300 Log of Work-Related Injuries and Illnesses.]

The OSHA 300A Report (Summary of Work-Related Injuries and Illnesses) displays the work-related injury and illness totals for the year in each category. In the OSHA 300A Report, the calculation of the Annual average number of employees has been enhanced to better support clients who have multiple pay groups for their employees.

Show me an example of the OSHA 300A Report:

Figure 52: OSHA Report - 300A

[Image: OSHA’s Form 300 Summary of Work-Related Injuries and Illnesses.]

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

Time Off Hours Taken Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/PTO_Hours_Taken_Report.htm Path: PD/HR/Reports/PTO_Hours_Taken_Report.htm

Time Off Hours Taken Report

This report provides a listing of paid time off taken per employee. For example:

[Image: screenshot]

To list paid time off taken per employee:

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run. The report displays. For example:

[Image: screenshot]

The report columns are:

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

Time Off Approval Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/PTO_Summary_Report.htm Path: PD/HR/Reports/PTO_Summary_Report.htm

Time Off Approval Report

Use the Time Off Approval Report form to run the on-demand Time Off Approval Report.

The report displays a summary of all Time Off requests not yet approved, planned, or already taken for a given time for the organization’s employees. For example:

[Image: screenshot]

To display a summary of all Time Off requests:

  1. Enter the Selection Parameters to determine what displays on the report:
  1. Set the Sort Parameters:
  1. Set the Report Parameters:
a. Select the Detail Sort:
b. Select the Report Type:
  1. — Select the Page Break on Primary Sort to start a new page for the selected Primary Sort items.
  1. Set the Other Parameters:
  1. Enter the Report Filters to display on the report:
  1. Click Run. The report output displays on-screen. For example:

[Image: screenshot]

The report columns that display are based on the criteria specified in the form:

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

PYTD Retirement Contribution Summary

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/PYTD_Retirement_Contribution_Summary.htm Path: PD/HR/Reports/PYTD_Retirement_Contribution_Summary.htm

PYTD Retirement Contribution Summary

This form runs a report that provides a listing of an employee’s retirement contribution by year. For example:

[Image: screenshot]

To display an employee’s retirement contribution by year:

  1. Enter the Selection Parameters to determine what displays on the report:
  1. Click Run. The report displays. For example:

[Image: screenshot]

The report columns are:

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

Ranked Salary Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Ranked_Salary_Report.htm Path: PD/HR/Reports/Ranked_Salary_Report.htm

Ranked Salary Report

This report provides a listing of employee’s salary information.

Show me an example of the Ranked Salary Report form:

Figure 57: Ranked Salary Report Form

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run.

Show me an example of the Ranked Salary Report:

Figure 58: Ranked Salary Report

[Image: screenshot]

The report columns are:

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

Retirement Matching Percent Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Retirement_Matching_Percent_Report.htm Path: PD/HR/Reports/Retirement_Matching_Percent_Report.htm

Retirement Matching Percent Report

This report provides a listing of employee’s and employer retirement information.

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report:
  1. Click Run.

[Image: screenshot]

The report columns are:

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

Reviews Due By Month Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Reviews_Due_By_Month_Report.htm Path: PD/HR/Reports/Reviews_Due_By_Month_Report.htm

Reviews Due By Month Report

This report provides a listing of when an employee is due for a review.

[Image: screenshot]

To determine when an employee is due for a review:

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run. The Reviews Due By Month Report displays. For example:

[Image: screenshot]

The report columns are:

Note: Employees assigned the Variable Salary option in the Pay Method field on the Employee Details form displays as “V - VSalary” in the on-screen and .xls report output. (The Variable Salary option only displays if the VARSALMETHOD custom feature code is enabled on the System Parameters form.)

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

Salary As Of Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Salary_As_Of_Report.htm Path: PD/HR/Reports/Salary_As_Of_Report.htm

Salary As Of Report

This report provides a listing of employee salary information.

Show me an example of the Salary As Of Report form:

Figure 61: Salary As Of Report Form

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run.

Show me an example of the Salary As Of Report:

Figure 62: Salary As Of Report

[Image: screenshot]

The report columns are:

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

Statistics by Position Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Statistics_by_position_report.htm Path: PD/HR/Reports/Statistics_by_position_report.htm

Statistics by Position Report

This report provides a statistics per job positions.

Show me an example of the Statistics by Position Report form:

Figure 65: Statistics by Position Report Form

[Image: screenshot]

  1. Enter the Selection Parameters to determine what displays on the report. If left blank, all employees display:
  1. Click Run.

Show me an example of the Statistics by Position Report:

Figure 66: Statistics by Position Report

[Image: screenshot]

The report columns are:

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

Termination Reporting

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Termination%20Reporting.htm Path: PD/HR/Reports/Termination Reporting.htm

Termination Reporting

Use this form for terminated employees that have court ordered child support. It builds an electronic file that contains terminated employees that are set up with garnishments. This file is then submitted to the state.

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

To access this form, in the Work Centers panel, under Compliance click New Hire and Termination Reporting. Under Downloads click Termination Reporting.

To build the termination reporting download:

  1. Complete the following fields:
Field Description
Reporting Date The reporting date for the report.
Employer/Client Select one of the following options: - Employer (Default) - Select this option if you want to run this download for employers. - Client - Select this option if you want to run this download for clients.

  1. Click Preview Data. A job progress window appears. The Close and Report buttons remain disabled while the report is being generated.

  2. Click Close to close the job progress window.

  3. The Preview section shows results.

  4. Click the Download Preview Report link to save the report on your local drive.

  5. Click Build. A progress window opens and notifies you when the process is complete.

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

Veterans Employment Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Veterans%20Employment%20Report.htm Path: PD/HR/Reports/Veterans Employment Report.htm

Veterans Employment Report

Use this form to generate the Veterans Employment Download which will assist with federal government reporting.

Federal Contractor Veterans’ Employment Report (VETS-4212)

WHO MUST FILE: This VETS-4212 Report is to be completed by all nonexempt Federal contractors and subcontractors with a contract or subcontract in the amount of $100,000 or more with any department or agency of the United States for the procurement of personal property or non-personal services. Services include but are not limited to the following services: utility, construction, transportation, research, insurance, and fund depository, irrespective of whether the government is the purchaser or seller. Entering into a covered Federal contract or subcontract during a given calendar year establishes the requirement to file a VETS-4212 Report during the following calendar year.

WHEN TO FILE: This annual report must be filed no later than September 30.

HOW TO FILE THE VETS-4212 REPORT: The preferred method for filing VETS-4212 Report is electronically through the VETS web-based filing system. Instructions for electronically filing can be found on the VETS website at http://www.dol.gov/vets/vets4212.htm

Note: 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
Federal Client ID If a Federal Contractor Report has been filed in the past, utilize the number as signed in previously submitted reports, otherwise leave blank.
Parent Client Headquarters Enter the ID of the company you want to designate as your headquarters.
Parent Client Headquarters Location Enter the location you want to designate as headquarters.
Duns Number Enter the Dun and Bradstreet ID applicable to the hiring location or enter the ID applicable to the parent company. Else leave blank.
Type Of Reporting Organization Indicate the type of contractual relationship from the following options: - Prime Contractor - Subcontractor - Both

  1. Click Generate Report to generate the report. A job progress window opens up showing the processing of records. Click Close to close the job progress window.

  2. Click Download Veterans Employment CSV File to download the file.

Note: Note: Click Clear to clear the form. If a Federal Contractor Report has been filed in the past, the information from the previous entry will pre-populate.

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

Workers Comp Analysis by Company/Class Code Report

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/Reports/Workers%20Comp%20Analysis%20by%20Company%20or%20Class%20Code.htm Path: PD/HR/Reports/Workers Comp Analysis by Company or Class Code.htm

Workers Comp Analysis by Company/Class Code Report

This report provides both the workers’ compensation liability as well as administration fees.

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

To access this form, click Reports. Under Operations|Report, click Workers Comp Analysis by Company/Class Code.

To generate the Workers Comp Analysis by Company/Class Code:

  1. Complete the following fields:
Field Name Description
Starting Date Enter the starting date of the reporting period.
Ending Date Enter the ending date of the reporting period.
Employer ID This field is optional. Leave this field blank to run this report for all employers. If you want to run this report for specific employers, enter their employer IDs here or click the Employer ID link and select them from the Select Employer dialog box.
Client ID This field is optional. Leave this field blank to run this report for all clients. If you want to run this report for specific clients, enter their client IDs here or click the Client ID link and select them from the Select Client dialog box.
States This field is optional. Leave this field blank to run this report for all states. If you want to run this report for specific states, enter them here or click the States link and select them from the Select States dialog box.
Cost Center This field is optional. Leave this field blank to run this report for all cost centers. If you want to run this report for specific cost centers, enter them here or click the Cost Center link and select them from the Select Cost Centers dialog box.
WC Policy ID This field is optional. Leave this field blank to run this report for all Worker’s Compensation policies. If you want to run this report for specific Worker’s Compensation policies, enter them here or click the WC Policy ID link and select them from the Select WC Policy dialog box.
WC Class Codes This field is optional. Leave this field blank to run this report for all Worker’s Compensation class codes. If you want to run this report for specific Worker’s Compensation class codes, enter them here or click the WC Class Codes link and select them from the Select WC Class Codes dialog box. Note: You may enter the state code and worker’s compensation class code (ME.8810) or simply the worker’s compensation class code (8810).
Include all billing codes that start with WC? By default, this field is checked.
WC Policy Type Select the appropriate WC Policy Type from the following: - All - Selected by default, this will include both Individual and Primary. - Individual (Client Policy) - Primary (PEO/Internal Policy)

  1. Click Run to generate the report on screen.

  2. Click Clear to clear this form at any time.

  3. Click Close to close this form at any time.

This report has the following columns:

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

Viewing Department Updates for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/2019/Department_History.htm Path: PD/HR/View/2019/Department_History.htm

Viewing Department Updates for Employees

The Department History form displays the future effective date, department code, and department name or number for an employee’s department change.

[Image: screenshot]

You can update or delete one of these future effective dates in the Department History Adjustment form.

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

Viewing Division Updates for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/2019/Division_History.htm Path: PD/HR/View/2019/Division_History.htm

Viewing Division Updates for Employees

The Division History form displays the future effective date, division code, and division name or number for an employee’s division change.

[Image: screenshot]

You can update or delete one of these future effective dates in the Division History Adjustment form.

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

Viewing Location Updates for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/2019/Location_History.htm Path: PD/HR/View/2019/Location_History.htm

Viewing Location Updates for Employees

The Location History form displays the future effective date, location code, and location name or number for an employee’s location change.

[Image: screenshot]

You can update or delete one of these future effective dates in the Location History Adjustment form.

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

Viewing Loans for Selected Employee

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/All_Loans_for_Employee.htm Path: PD/HR/View/All_Loans_for_Employee.htm

Viewing Loans for Selected Employee

You can use the Employee Details Loans form to view active loans associated with the currently selected employee in the Employee Details form. For example:

[Image: screenshot]

Note: To access the Employee Details Loans form, select Loans on the Actions menu in the Employee Details form. (If no loans are available for this employee a message displays, “No loans for this employee.”)

To quickly set up a new loan, select the Loan Maintenance link on this form, which displays a blankEmployee Loans form where you can select Set up new loan and complete the loan details.

Outside of this form, you can use the Employee Loans form to establish employee loan information, track the payment of the loan, and view loan payments that were deducted from employee paychecks. (To update an existing employee loan, select the link in the Loan Number column to open the Employee Loans form.)

Note: See the Payroll Administration Guide for more information about employee loans.

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Viewing Employee Benefit Confirmation Statements

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Employee_Confirmation_Statements.htm Path: PD/HR/View/Employee_Confirmation_Statements.htm

Viewing Employee Benefit Confirmation Statements

Use the Employee Confirmation Statements form to view an employee’s benefit confirmation statement for an employee’s enrollment. For example:

[Image: screenshot]

  1. Select an Employee. The confirmation IDs and dates for all enrollments completed by the employee populate the Confirmation drop-down.

  2. Select the Confirmation you want to view.

  3. Click View. The confirmation information for the enrollment displays.

Note: Note: The option to email confirmation statements to employee is availability, but must be activated first in Email Services, accessed in the Actions menu

[Image: screenshot]

in System Parameters. Once activated, you can click the Email icon to email the statement to the employee.

For example:

[Image: screenshot]

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Viewing Employee Time Off Register

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Employee_PTO_Registers.htm Path: PD/HR/View/Employee_PTO_Registers.htm

Viewing Employee Time Off Register

The Employee Time Off Register Inquiry form allows you to view an employee’s accrued paid time off and a list of time taken.

Note: Note: This form is useful for worksite users to check employees’ accrued time off. Users cannot make changes on this form.

[Image: screenshot]

To view an employee’s accrued paid time off and a list of time taken:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window.

  2. Select the Accrual Schedule. The selected employee time off register information displays.

Note: If an employee is auto-enrolled in a Time Off plan, “Employee Auto Enrolled” displays.

  1. From the Report View drop-down, select the report you want to review. The relevant information displays.

  2. When you are finished, click Cancel.

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Working with Employee Tax Deferral Register

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Employee_Tax_Deferral_Register.htm Path: PD/HR/View/Employee_Tax_Deferral_Register.htm

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.

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Viewing an Organization Chart

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Organization_Chart.htm Path: PD/HR/View/Organization_Chart.htm

Viewing an Organization Chart

You can view organization structure information relevant to the employee using the Organization Chart. The system builds the chart based on the values in the Manager field in the Work tab on the Employee Details form.

Note: Note: Because they are not employees, service providers are not included in organization charts.

Note: Note that:

This organization chart shows the worksite manager (Jason Argonis) and his direct reports. For each of these direct reports, Jason’s ID is in the Manager field in the Work tab on the Employee Details form.

[Image: screenshot]

Click any employee to view their organization chart. If an employee has direct reports, the direct report structure displays. Click the Back button to return to the previous organization chart.

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Viewing an Employee’s Pay History

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Pay_History.htm Path: PD/HR/View/Pay_History.htm

Viewing an Employee’s Pay History

You can view an employee’s pay rate history using the Pay History form.

[Image: screenshot]

To view an employee’s pay rate history, do the following:

  1. Enter the Employee ID by either typing the name or ID to display a pop-up list of matching employee records, or by clicking the field label to open the search window. The employee’s pay history displays.

  2. Click Cancel when you finish reviewing the information.

Note: Note: Pay rate changes entered in PrismHR after the December 2018 update include the change reason.

Related Topics

Accessing Employee Information

Changing Effective Date for Employee Pay Rate Changes

Making a Pay Rate Change for an Employee

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Viewing Position Updates for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Position_History.htm Path: PD/HR/View/Position_History.htm

Viewing Position Updates for Employees

You can displays the positions that an employee has held using the Position History form.

[Image: screenshot]

To display an employee’s position history, do the following:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The positions that the employee has held display.

  2. Click Cancel when you finish reviewing the information.

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Viewing Project Updates for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Project_History.htm Path: PD/HR/View/Project_History.htm

Viewing Project Updates for Employees

The Project History form displays the future effective date, project code, and project changes for an employee’s project history. For example:

[Image: screenshot]

To view an employee’s project history, enter or select the Employee ID. The project history displays.

Note: You can update or delete one of these future effective dates in the Project History Adjustment form.

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Printing an Employee’s W-2 Form

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Reprint_W2s.htm Path: PD/HR/View/Reprint_W2s.htm

Printing an Employee’s W-2 Form

You can print the form for an employee using the Reprint Form W-2 form. If Form W-2c printing is enabled, you can also print corrected Forms W-2 and Forms W-2c.

To print the form, do the following:

  1. The system displays the Employee ID of the employee whose record you opened.

  2. Select the Tax Year. Corrected forms have a “C” at the end of their name.

  3. Click Run. The system downloads the PDF according to your browser settings.

Related Topic

Maintaining Employee Details

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Viewing Shift Updates for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Shift_History.htm Path: PD/HR/View/Shift_History.htm

Viewing Shift Updates for Employees

The Shift History form displays the future effective date, shift code, and shift changes for an employee’s shift history. For example:

[Image: screenshot]

To view an employee’s shift history, enter or select the Employee ID. The shift history displays.

Note: You can update or delete one of these future effective dates in the Shift History Adjustment form.

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Viewing Employment Status Updates for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Status_Type_History.htm Path: PD/HR/View/Status_Type_History.htm

Viewing Employment Status Updates for Employees

You can review an employee’s employment status history using the Employee Status History form, which you can access by selecting Status Type History on the HR|View menu.

[Image: screenshot]

To view an employee’s employment status history, do the following:

  1. Enter the Employee by either entering the name, Social Security Number, or ID to display a pop-up list of matching employee records. You can also click the field label or press Ctrl+Enter with your cursor in this field to open the search window. The employment status history for the selected employee displays.

  2. Click Cancel when you finish reviewing the information.

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Viewing W/C Policy History

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/WC_Policy_History.htm Path: PD/HR/View/WC_Policy_History.htm

Viewing W/C Policy History

Use the W/C Policy History form to view the audit history for the W/C policies that display on the Benefits tab in the Client Details form. For example:

[Image: screenshot]

If users make a change to any of the fields in the Workers’ Compensation Insurance panel, that change is reflected in the audit history that displays on the W/C Policy History form.

Note: Note the following:

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Viewing Work Group Updates for Employees

Source: https://tech-docs.prismhr.com/SP_help/Content/PD/HR/View/Work_Group_History.htm Path: PD/HR/View/Work_Group_History.htm

Viewing Work Group Updates for Employees

The Work Group History form displays the future effective date, work group code, and work group changes for an employee’s work group history. For example:

[Image: screenshot]

To view an employee’s work group history, enter or select the Employee ID. The work group history displays.

Note: You can update or delete one of these future effective dates in the Work Group History Adjustment form.